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HomeMy WebLinkAbout08-14-07 Council PacketCITY OF OAK PARK HEIGHTS TUESDAY, AUGUST 14, 2007 CITY COUNCIL MEETING AGENDA 7:00 P.M. 7:00 p.m. I. Call to Order/Pled -)e of Allcg)iance/Approval of Agenda Eslimuled lif GS 7:05 p.m. II. Department/Council Liaison Reports A. Planning Commission B. Parks Commission C. Cable Commission D. Water Management Organizations E. Other Liaison/Staff reports 7:10 p.m. III. Visitors/Public Comment Recycling Award (1) 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.) 7:15 p.m. IV. Consent Agenda (Roll Call Vote) A. Approve Bills & Investments B. Approve City Council Minutes — July 24, 2007 (2) C. Approve HLB Tautges Redpath, Ltd. Auditing Services for December 31, 2007 (3) D. Approve Treasurer's Report 7:20 p.m. V. Public Hearing None 7:20 p.m. VI. Old Business None 7:30 p.m. VII. New Business A. Safe & Sober Grant (4) B. Oakgreen Village — Nova Scotia Villas — Design Modifications to 31 Town-horne Units (5) C. Request for Discussion on Repairs and Authorization to Advertise for Bids for Street Improvements North of Highway 36, Brokke Park Parking Lot, Valley View Entry and Parking Lot and Alley (6) 8:00 p.m. VIII. Adjournment Page 1 of 44 This Page Is Left Intentionally Blank. Page 2 0 44 r w ■' u F, 1p: Page 3 of 44 CITY OF OAK PARIS HEIGHTS 14168 Oak Park Boulevard No. • P.O. Box 2007 • oak Park heights, MN 55082.2007 • Phone: 651/439-4439 • l=ax: 651/439-0574 August 9, 2007 Britt & Karen Erickson 5625 Oldfield Ave N Oak Park Heights, MN 55082 Dear Mr. and Mrs. Erickson: 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 $25.00 or a fire extinguisher and/or smoke detector(s). Your residence was checked on Thursday, August 9, 2007 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 at 439-4439 at your convenience to arrange for delivery of the reward of your choice. On behalf of the Oak Park Heights City Council, thank you for participating in the City's recycling program. Congratulations! E Jennifer Tho Administrative Secretary/Deputy Clerk Tree City U.S.A. x Page 5 of 44 CITY OF OAK PARK HEIGHTS 7:00 P.M. TUESDAY, JULY 24, 2007 CITY COUNCIL MEETING MINUTES X. Call to Order/Pledge of.Alle iance/Approval of Agenda: The meeting was called to order at 7:00 p.m. by Mayor Beaudet. Present: Councilmembers Abrahamson, Doerr, McComber and Swenson. Staff present: City Administrator Johnson, City Attorney Vierling, City Engineer Postler, and City Planner Richards. Absent: None. Mayor Beaudet added "No. 21, Chapter 7511 Minnesota State Fire Code" to Consent Agenda Item N. Mayor Beaudet moved Consent Agenda Item M to New Business as Item C. Mayor Beaudet removed the Closed Session from the Agenda. Councilmember Swenson, seconded by Councilmember McComber, moved to approve the Agenda as amended. Carried 5-0. 11. Department/Council Liaison Reports: A. Planning Commission: City Planner Richards reported that the last meeting of the Planning Commission was on July 12, 2007. At that meeting they had one public hearing which was on the Agenda as New Business Item A. He reported that there was another public hearing that was to be held at the last Planning Commission regarding Bremer Bank, but that they had received a request to postpone it until the next. Planning Commission meeting. IIe reported that the next scheduled Planning Commission meeting is August 9, 2007. B. Parks Commission: Councilmember McComber reported that the Parks Commission's next meeting is August 6, 2007. Councilmember Abrahamson stated that he received a call about trees being cut down at Swager Park, Councilmember McComber reported that it was all the Sumacs that had been growing by the tennis courts. She stated that there was a lot of trash dumped in the Sumac. C. Cable Commission: Councilmember Doerr reported that last Wednesday's meeting of the Cable Commission was cancelled due to personnel issues. He stated that the personnel committee has met, so the next Cable Commission meeting will be Wednesday, July 25, 2007, at the Cable Access Center. D. Water Management Organ i zations/Mid dle St. Croix: Mayor Beaudet reported that the Middle St. Croix WMO's next meeting is Thursday, August 9, 2007, at 7:00 p.m. Page 6 of 44 City Council Meeting Minutes July 24, 2007 Page 2of9 Councilmember McCornber questioned whether their will be Citizens Advisory Committee in Oak Park Heights. Mayor Beaudet reported that the City does have a Citizens Advisory Committee, and City Engineer Poster was appointed to that committee. He reported that in a redevelopment situation, the homeowner would have to address the water issues and would have to deal with where the water goes. He stated that in conversations with the City's Building Official, there would only be about twenty of those permits per year, and he did not feel that making sure the WMO's rules were complied with would be a hardship to the City. Councilmember McComber questioned whether the homeowner would then need to obtain a permit from the WMO as well as the City. Mayor Beaudet responded that the WMO is not a permitting body. He stated that all review provisions would be done through the City. E. Lower St. Croix River Advisory Committee: Mayor Beaudet reported that the Minnesota DNR will be providing minutes for the next year so this item does not need to be placed on the agenda from this point forward. F, Other Liaison/Staff Re orts: • Party in the Park: Administrative Secretary Thoen reminded residents that the Party in the Park is in Brekke Park on National Night Out which is August 7, 2007. She provided a report on the status of the planned events to the councilmembers. III. Visitors/Public Comment: A. Recycling Award: Administrative Secretary Thoen reported that Mike and Heather Lacy of 5593 O'Brien Ave N. were selected as the recycling award winner. B. Resolution Honorin the Life and Achievements of Robert Joseph. Utecht: Mayor Beaudet, seconded by Councilmember Doerr, moved to approve the Resolution. Roll call vote taken. Carried 5-0. Jenny Rivera, Bob Utecht's youngest daughter, came forward and thanked the City Council for honoring her father in this way. Mayor Beaudet provided Jenny Rivera with a Resolution plaque and read the Resolution. IV. Consent A enda: A. Approve Bills & Investments Page 7 of 44 City Council Meeting Minutes July 24, 2007 Page 3 of 9 B. Approve City Council Minutes — June 19, 2007 C. Approve City Council Minutes — July 10, 2007 D. Approve Transfer of Funds from the G.O. Refunding Bonds of 2002 to the Capital Revolving Bund to Close Account E. Budget Amendment to Sanitation Transfer from General Fund to Sanitation Utility Fund F. Adopt a Resolution Authorizing Receipt of a Donation from Phil's Tara Hideaway and Directing the Funds be Utilized for the Party in the Park G. Adopt a Resolution Authorizing Receipt of Two Mugs from Menard, Inc. and Directing the Items be Raffled Off at the Party in the Park H. Adopt a Resolution Authorizing Receipt of Two Vouchers for Services from. Dr. Scott Edlin of Inspired Chiropractic and Directing the Vouchers be Raffled Off at the Party in the Park 1. Adopt a Resolution Authorizing Receipt of Two Gift Certificates from Carbone's Pizzeria and Directing the Gift Certificates be Raffled Off at the Party in the Park J. Adopt a Resolution Authorizing Receipt of a Men's Wind Shirt and a Women's Polo Shirt from Bonestroo and Directing the Items be Raffled Off at the Party in the Park K. Adopt a Resolution Authorizing Receipt of Two Clocks from Valley Trophy and Directing the Items be Raffled Off at the Party in the Park L. Adopt a Resolution Authorizing Receipt of Ten Gift Certificates from Pizza Man and Directing the Gift Certificates be Raffled Off at the Party in the Park N. Adopt Revised Ordinance 301 Relating to State Building Code Revisions and No. 21, Chapter 7511 Minnesota State fire Safety Code Councilmember McComber, seconded by Councilmember Doerr, moved to approve the Consent Agenda as presented. Roll call vote taken. Carried 5-0. V. Public Hearings: None VY. Old Business: A. Considering of a Resolution of Support for the Establishment of No Wake Zone — Sunnyside Marina Area: Mayor Beaudet reported that prior to this meeting, the City Council participated in a worksession with the WI DNR, MN DNR, St. Croix County Sheriff's Department, US Coast Guard, Washington County Sheriff's Department, Washington County Commissioner, and Sunnyside Marina. Mayor Beaudet, seconded by Councilmember Doerr for discussion, moved to approve the Resolution. Mayor Beaudet, Council Doerr, moved to amend the Resolution that the no wake zone begin at the Kinnikinnic River and continue on to the north Page 8 of 44 City Council Meeting Minutes July 24, 2007 Page 4 of 9 city limits of Stillwater. Roll call vote taken. bailed 2-3, Abrahamson, McComber, and Swenson opposed. Councilmember Abrahamson reported that it is his concern that this recommendation will not make it past the agencies. He stated that they made it clear that if the decision to make the area a no wake zone was not unanimous with the two DNRs and the two Sheriff's Departments, it simply would not move forward. Councilmember Swenson stated that he agreed with Councilmember Abrahamson's comments. Councilmember Abrahamson stated that he felt there was a solution to the problem, to create a boom, but that the DNR will not allow it. Councilmember McComber stated that there needs to be more education in boater safety. Councilmember Doerr stated that he does not approve of the spot no wake zones because it causes confusion. Councilmember Swenson stated that if it takes more than an hour and a half to two hours to get from Bayport to north of Stillwater, it takes away from the enjoyment of the river. Ken Wolf, representing Wolf Marina and Midwest Boat Association, came forward. He stated that they object to a no wake zone on the river. He stated that he is confused why the City Council of the City of Oak Park Heights is involved in this issue. Councilmember Abrahamson informed him that residents and a business owner in this City came to the Council and asked for a recommendation. Councilmember Doerr questioned whether Wolf Marina has a gas dock at their marina. Wolf responded that they do have a gas dock but that their situation is different because they are on a backwater. He stated that they do have a slow -no wake zone in front of their gas dock. Wolf stated that Sunnyside Marina's solution is to have a boom. He stated that it does not have to be a permanent boom. Councilmember Abrahamson stated that it was explained in the worksession that they had asked for that but it was not approved. Councilmember Abrahamson questioned how many marinas there are between Stillwater and Prescott. Wolf responded that there are approximately seven or nine. Councilmember Abrahamson questioned how often the marinas get together to discuss boater safety education. Wolf responded that they have an association called the Midwest Boat Association and they get together about three to four times per year. Councilmember Doerr questioned whether they provide handouts at launches. Wolf responded that they provide handouts at the marina to their members and anyone who walks through the door. Mayor Beaudet reported that the City can make a recommendation to the DNRs. The DNRs would review the recommendation and chose to Page 9 of 44 City Council Meeting Minutes July 24, 2007 Page 5 of 9 continue the process and bring it to the County. He stated that he can be an advocate for this. He stated that ultimately there will be speed limits on the river. B. Reschedule of September 11 `h 2007 and November 6"',..2007 Cit Council Meetings: Councilmember McComber, seconded by Councilmember Swenson, moved to reschedule the meetings to the Wednesday after the elections, September 12'x' and November 7"' respectively. Carried 5-0. C. Chief of Police — Hiring Status — Possible Action: City Administrator Johnson reported that the Chief of Police will retire summer 2008. The City Council initiated the hiring process to find his successor. The City Council determined that it was their preference to promote a current City of Oak Park Heights Police Officer. He reported that the City Council appointed a hiring committee to administer the process and to ultimately make a recommendation. He stated that the committee was comprised of Mayor Beaudet, Councilmember McComber, City Attorney Vierling, himself, and former Stillwater Chief of Police Larry Dauffenbach. He reported that in March 2007, the City posted the Chief of Police position internally to all of the City's officers. The City received four applications. He stated that they were required to take a written test in April, have a leadership psychological review in June, and a personal interview on July 18. He reported that on July 23, the review committee and the City Council held a worksession where the strengths and weaknesses of the candidates were reviewed. He stated that it is the recommendation of the hiring committee that Investigator Brian DeRosier be appointed to the Chief of Police position. Councilmember Doerr, seconded by Councilmember McComber, moved to appoint Investigator Brian DeRosier as Chief of Police. Carried 5-0. City Administrator Johnson stated that the nominee would be taking a role of Deputy Chief of Police and then taking the role of Chief of Police on the last effective day of Chief Swanson. He requested that the Council create the position and comment on which date the nominee would assume the role. Mayor Beaudet, seconded by Councilmember Abrahamson, moved to create the Deputy Chief of Police position with the pay rate that was established by staff with a start date of August 1, 2007. Carried 5-0. City Administrator Johnson reported that the Deputy Chief of Police position would be an interim position until the Chief of Police retires and the nominee assumes the position of Chief of Police. Page 10 of 44 City Council Meeting Minutes July 24, 2007 Page 6 of 9 D. Autumn Hills Park Shelter: City Attorney Vierling states that this is a aro action item. VII. New Business. A. Jerden LLC — Request for Comprehensive Plan Amendment, Conditional Use Permit Sign Variance Subdivision Replatting, Vacation of Existing Utility and Drainage Easements and Site Plan/Design Guideline Review — To Allow the Development of Automobile Dealership Corner of 58`x' Street and Memorial Ave.: City Planner Richards stated that the dealership will be called Denny Hecker's Cadillac -Pontiac -GMC. He provided a presentation of the plan. He stated that they are looking to develop the parcels adjacent to the property, but they will come through for approval at a future date. He stated that they will vacate the existing facility and are looking into redevelopment options of that facility. He stated that they are requesting that the area be re -zoned as a B-2 District. City Planner Richards stated that the engineers looked at the plan and suggested the access off of Morning Dove Avenue be moved which the dealership has done in their revised plan. City Planner Richards reported that the Planning Commission stated they would like to see the trail extended on 581" Street all the way to Memorial Avenue North. Mayor Beaudet suggested that trail be on the east side of the building and should continue south to Lake Elmo. City Engineer Postler reported that the traffic engineers are recommending that the access on 58"' Street be removed. City Planner Richards stated that they are asking for more 630 square feet of signage and the total allowable is 300 square feet. He stated the Planning Commission approved their signage plan as appropriate. Mayor Beaudet, seconded by Councilmember Abrahamson, moved to approve the Resolution. No vote was taken. Mayor Beaudet, seconded by Councilmember Swenson, moved that staff should draft amendment to number two that once the new facility is open, the other facility can close. Carried 5-0. City Planner Richards recommended that the 58"' Street access be removed based on the traffic engineers' recommendation. Page 11 of 44 City Council Meeting Minutes July 24, 2007 Page 7 of 9 Mayor Beaudet, seconded by Councilmember Abrahamson, moved that number 29 of the Resolution should be that there will be no access on 58'x' Street. Carried 5-0. Darwin Lindahl, the architect for the project came forward. He would like language inserted that they could work with the City to come up with an acceptable alternative to removing the 58`x' Street access and repositioning the Morning Dove Avenue access. City Administrator Johnson stated that updated plans were not submitted timely. Mayor Beaudet stated that this item could be postponed until the next meeting. City Planner Richards reported that the 120 review period does not expire until October so that will not be an issue if this item is postponed. Eric Dove with the Denny Hecker organization came forward. He stated that they would like to move forward as quickly as possible because they do have possible prospects for the other facility. They do not want to sign a development agreement on the other facility until this plan is approved by City Council. Councilmember McComber stated she would like this matter postponed until the next council meeting. Mayor Beaudet stated that all items, including the Conditional Use Permit, the street plan, the trail plan, and variance documents could be prepared by staff prior to August 28, which is the next scheduled meeting date of the City Council. City Engineer Postler stated that he recommends that the 58'x' Street be altered or improved to add a turn lane because the area is potentially going to be commercial rather than business warehouses so there will be increased traffic. Mayor Beaudet discussed the differences of a B-2 Zoning District and a B-3 Zoning District. IIe stated that they had the area zoned as it is because they did not want restaurants in the area or other businesses that generate a large volume of traffic. Mayor Beaudet, seconded by Councilmember Abrahamson, moved that there will not be an access on 58°i Street. Carried 5-0. Mayor Beaudet stated that he would like staff to review the concept plan as to the trails and access on Memorial. He suggested that all fees for water and sewer be collected at this time because the area is now over half developed. City Attorney Vierling stated that a possible downside to collecting now is that the fees increase each year due to inflation. Mayor Page 12 of 44 City Council Meeting Minutes July 24, 2007 Pagc 8 of 9 Beaudet asked that staff come back the council with a recommendation on whether the development related fees should be paid now. Mayor Beaudet questioned whether there are stubouts at the lot. City Engineer Postler reported that he believes there are water and sewer hookups at the dealership site but not the other lots in the area. He stated that Morning Dove Avenue currently has a bend in it. The dealership is proposing to straighten that out so the water and sewer would have to be realigned. Councilmember Doerr commented on the name of the business. He stated that he noticed that Stillwater is in the title, not Oak Park Heights. He stated he would like to see them admit they are located in Oak Park Heights. Mayor Beaudet stated that the vacation issue will go forward for public hearing at the next meeting. Mayor Beaudet, seconded by Councilmember McComber, moved to postpone the Resolution to the next meeting. Carried 5-0. B. Approve the 20082010 Teamsters Supervisor's Unit Contract and the 2008-2010 Teamsters Police Department. Contract: City Administrator Johnson reported that the contract calls for a three percent increase in wages per year. He stated there were adjustments to the contracts to increase the clothing allowances. He reported that an additional change in the Police Department Contract was that one hour of comp time per shift is given to any officer acting as a field Training Officer. Councilmember McComber, seconded by Councilmember Doerr, moved to approve the contracts subject to staff and legal approval. Carried 5-0. C, Authorize Staff to Correspond with Le islature Regarding.Annexation Between Baytown and Oak Paris Hei hts: Mayor Beaudet, seconded by Councilmember Doerr, moved to allow staff to prepare documentation to the legislative commission to suggest that there may be positives to allowing contested annexation between two cities. Carried 4-1, McComber opposed. VIII. Adjournment. Councilmember Swenson, seconded by Councilmember McComber, moved to adjourn the meeting at 8:38 p.m. Carried 5-0. Page 13 of 44 Respectfully submitted, Jennifer Thoen Administrative Secretary/Deputy Clerk Page 14 of 44 City Council Meeting Minutes July 24, 2007 Page 9 of 9 Approved as to Content and Norm, David Beaudet Mayor Tautges Redpath, Ltd. Certified Public Accountants and Consultants AUG -- 3 2007 August 1, 2007 Ms. Judy Holst Director of Finance City of Oak Park Heights 14168 Oak Park Boulevard Oak Park Heights, MN 55082 Dear Judy: Enclosed are two copies of our standard audit engagement letter for auditing services for the year ending December 31, 2007 for the City of Oak Park heights, Minnesota. Statements of Auditing Standards 104-111 are effective for the 2007 audit and will have a significant impact on the audit. Written documentation of internal controls will help minimize the increase in audit effort. Services The scope of services are as follows: • Audit the basic financial statements of the City of Oak Park Heights, Minnesota as of and for the year ending December 31, 2007. An "in -relation -to" opinion on the combining and individual fund financial statements and supplementary information. • Preparation, copying and binding of the Annual Financial Report. The City is responsible for writing the Management's Discussion and Analysis. • State Legal Compliance Audit. • Preparation of Audit Management Letter. Fees We are proposing to complete the services described above for a fee not -to -exceed $33,350. This fee is based on anticipated cooperation from City personnel, their completion of the workpapers per the City to prepare list and the assumption that unexpected circumstances will not be encountered. if significant additional time is necessary, we will discuss it with you before we incur additional costs. alo w i b at 4way White Bear Lake, Minnesota 55110 I 651 426 7066 651 426 5604 Fax I www.hlbti.com R9 iautges lledhaib, lld. is a member of IN lniemational, a world-wldo organaalion of accounting firms and business adaisels. Ms. Judy Holst, Finance Director City of oak Park Heights Page 2 Upon the approval of this agreement by your Council and execution, please return one copy to our office and retain the other copy for your files. If you have any questions, please don't hesitate to call. Sincerely, HLB TAUTGES REDPA`I'H, LTD. i David J. Mal, CPA DJM/cic Page 17 of 44 921890.1 Tautges Redpath, Ltd. Certified Public Accountants and Consultants August 1, 2007 City of Oak Park Heights 14168 Oak park Boulevard Oak Park Heights, MN 55082 AUG - 3 2007 We are pleased to confirm our understanding of the services we are to provide the City of Oak Park Heights, Minnesota for the year ending December 31, 2007. The scope of services includes the following: • We will audit the financial statements of the governmental activities, the business - type activities, each major fund, and the aggregate rernaining fund information, which collectively comprise the entity's basic financial statements of the City of Oak Park Heights, Minnesota as of and for the year ending December 31, 2007. Accounting standards generally accepted in the t)nited States provide for certain required supplementary information (RSI), such as management's discussion and analysis (MD&A), to accompany the City of Oak Park Heights, Minnesota's basic financial statements. As part of our engagement, we will apply certain limited procedures to the City of Oak Park Heights, Minnesota's RSI. These limited procedures will consist principally of inquiries of management regarding the methods of measurement and presentation, which management is responsible for affirming to us in its representation letter. Unless we encounter problems with the presentation of the RSI or with procedures relating to it, we will disclaim an opinion on it. The following RSI is required by generally accepted accounting principles and will be subjected to certain limited procedures, but will not be audited: 1. Management's Discussion and Analysis 2. I3udgetary Comparison Schedule(s) Supplementary information other than RSI, such as combining and individual fund financial statements, also accompanies the City of Oak Park Heights, Minnesota's basic financial statements. We will subject the following supplementary information to the auditing procedures applied in our audit of the basic financial statements and will provide an opinion on it in relation to the basic financial statements: 1. Combining and Individual Fund Statements and Schedules 2. Supplementary information F'a Whgbh bakway White Bear take, Minnesota 55110 I 651 426 7000 651 426 5004 Fax ( www.hlbtr.com HLB Tautges Redpath, Ltd. is a member of IM IntnuMional, 3 world-wiec organization of accounting firms aad business advisors- City of Oak Park Heights Contract for Auditing Services Page 2 The following additional information accompanying the basic financial staten-rents will not be subjected to the auditing procedures applied in our audit of the financial statements, and for which our auditor's report will disclaim an opinion: o Introductory section o Statistical section • Preparation, copying and binding of the Annual Financial Report. • State Legal Compliance Audit • Preparation of Audit Management Letter. Audit Objectives The objective of our audit is the expression of opinions as to whether your basic financial statements are fairly presented, in all material respects, in conformity with U.S. generally accepted accounting principles and to report on the fairness of the additional information referred to in the first paragraph when considered in relation to the basic financial statements taken as a whole. Our audit will be conducted in accordance with U.S. generally accepted auditing standards, the standards for financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States, and the minimum procedures for auditors as prescribed by MS 6.65, and will include tests of the accounting records of the City of Oak Park Heights, Minnesota and other procedures we consider necessary to enable us to express such opinions. If our opinions on the financial statements are other- than unqualified, we will fully discuss the reasons with you in advance. If, for any reason, we are unable to complete the audit, or are unable to form or have not formed opinions, we may decline to express opinions or to issue a report as a result of this engagement. We will also provide a report (that does not include an opinion) on internal control related to the financial statements and compliance with the provisions of applicable laws, regulations, contracts, agreements, and grants, noncompliance with which could have a .material effect on the financial statements as required by Government Auditing Standards. The report on internal control and compliance will include a statement that the report is intended solely for the information and use of the City Council and :management and is not intended to be and should not be used by anyone other than these specified parties. If during our audit we become aware that the City of Oak Park Heights, Minnesota is subject to an audit requirement that is not encompassed in the terms of this engagement, we will communicate to management and those charged with governance that an audit in accordance with U.S. generally accepted auditing standards and the standards for financial audits contained in Government Auditing Standards may not satisfy the relevant legal, regulatory, or contractual requirements. Page 19 of 44 921890.1 City of Oak Park Heights Contract for Auditing Services Page 3 Management Responsibilities Management is responsible for establishing and maintaining internal controls, including monitoring ongoing activities; for the selection and application of accounting principles; for the fair presentation in the financial statements of the respective financial position of the governmental activities, the business -type activities, the aggregate discretely presented component units (if any), each major fund, and the aggregate remaining fund information of the City of Oak Park Heights, Minnesota and the respective changes in financial position and, where applicable, cash flows in conformity with U.S. generally accepted accounting principles. Management is responsible for the basic financial statements and all accompanying information as well as all representations contained therein. You are responsible for management decisions and functions. As part of the audit, we will prepare a draft of your financial statements and related notes. In accordance with Government Auditing Standards, you will be required to review and approve those financial statements prior to their issuance and have a responsibility to be in a position in fact and appearance to make an infori-ned judgment on those financial statements. Further you are required to designate a qualified management -level individual to be responsible and accountable for overseeing our services. Management is responsible for making all financial records and related information available to us and for the accuracy and completeness of that information. Management's responsibilities include adjusting the financial statements to correct material misstatements and for confirming to us in the representation letter that the effects of any uncorrected misstatements aggregated by us during the current engagement and pertaining to the latest period presented are immaterial, both individually and in the aggregate, to the financial statements taken as a whole. You are responsible for the design and implementation of programs and controls to prevent and detect fraud, and for informing us about all known or suspected fraud affecting the government involving (1) management, (2) employees who have significant roles in internal control, and (3) others where the fraud or illegal acts could have a material effect on the financial statements. Your responsibilities include informing us of your knowledge of any allegations of fraud or suspected fraud affecting the government received in communications from employees, former employees, grantors, regulators, or others. In addition, you are responsible for identifying and ensuring that the entity complies with applicable laws, regulations, contracts, agreements, and grants, and for taking timely and appropriate steps to remedy any fraud, illegal acts, violations of contracts or grant agreements, or abuse that we may report. Page 20 of 44 921890. i City of Oak Park Heights Contract. for Auditing Services Page 4 With regard to the electronic dissemination of audited financial statements, including financial statements published electronically on your website, you understand that electronic sites are a means to distribute information and, therefore, we are not required to read the information contained in these sites or to consider the consistency of other information in the electronic site with the original document. As part of our engagement, we may propose standard, adjusting, or correcting journal entries to your financial statements. You are responsible for reviewing the entries and understanding the nature of any proposed entries and the impact they have on the financial statements. Management is responsible for establishment and maintenance of a process for tracking the status of audit findings and recommendations. Management is also responsible for identifying for us previous audits or other engagements or studies related to the objectives discussed in the Audit Objectives section of this letter. This responsibility includes relaying to us corrective actions taken to address significant findings and recommendations resulting from those audits or other engagements or studies. You are also responsible for providing management's views on our current findings, conclusions, and recommendations, as well as your planned corrective actions, and the tinning and format related thereto. Audit Procedures — General An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in the financial statements; therefore, our audit will involve judgment about the number of transactions to be examined and the areas to be tested. We will plan and perform the audit to obtain reasonable rather than absolute assurance about whether the financial statements are free of material misstatement, whether from (1) errors, (2) fraudulent financial reporting, (3) misappropriation of assets, or (4) violations of laws or governmental regulations that are attributable to the entity or to acts by management or employees acting on behalf of the entity. Because the determination of abuse is subjective, Government Auditing Standards do not expect auditors to provide reasonable assurance of detecting abuse. Because an audit is designed to provide reasonable, but not absolute assurance and because we will not perforin a detailed examination of all transactions, there is a risk that material misstatements may exist and not be detected by us. In addition, an audit is not designed to detect immaterial misstatements or violations of laws or governmental regulations that do not have a direct and material effect on the financial statements. However, we will inform you of any material errors and any fraudulent financial reporting or misappropriations of assets that come to our attention. We will also inform you of any violations of laws or governmental regulations that come to our attention, unless clearly Page 21 of 44 921890.1 City of" Oak. Park Heights Contract for Auditing Services Page 5 inconsequential. Our responsibility as auditors is limited to the period covered by our audit and does not extend to later periods for which we are not engaged as auditors. Our procedures will include tests of documentary evidence supporting the transactions recorded in the accounts, and may include tests of the physical existence of inventories, and direct confirmation of receivables and certain other assets and liabilities by correspondence with selected individuals, creditors, and financial institutions. We will request written representations from your attorneys as part of the engagement, and they may bill you for responding to this inquiry. At the conclusion of our audit, we will also require certain written representations from you about the financial statements and related matters. Audit Procedures -- Internal Controls Our audit will include obtaining an understanding of the entity and its environment, including internal control, sufficient to assess the risks of material misstatement of the financial statements and to design the nature, timing, and extent of further audit procedures. Tests of controls may be performed to test the effectiveness of certain controls that we consider relevant to preventing and detecting errors and fraud that are material to the financial statements and to preventing and detecting misstatements resulting from illegal acts and other noncompliance matters that have a direct and material effect on the financial statements. Our tests, if performed, will be less in scope than would be necessary to render an opinion on internal control and, accordingly, no opinion will be expressed in our report on internal control issued pursuant to Government Auditing Standards. An audit is not designed to provide assurance on internal control or to identify significant deficiencies. However, during the audit, we will communicate to management and those charged with governance internal control related matters that are required to be communicated under- professional standards and Government Auditing Standards. Audit Procedures - Compliance As part of obtaining reasonable assurance about whether the financial statements are free of material misstatement, we will perform tests of the City of Oak Park Heights, Minnesota's compliance with provisions of applicable laws, regulations, contracts, agreements, and grants. However, the objective of our audit will not be to provide an opinion on overall compliance and we will not express such an opinion in our report on compliance issued pursuant to Government Auditing Standards. The Minnesota Legal Compliance Audit Guide for Local Government requires that we test whether the auditee has complied with certain provisions of Minnesota Statutes. Our audit will include such test of the accounting records and other- procedures as we consider necessary in the circumstances. Page 22 of 44 921894.1 City of Oak Park Heights Contract for Auditing Services Page 6 Audit Administration Fees and Other We understand that your employees will prepare all cash or other confirmations we request and will locate any documents selected by us for testing. We will provide copies of our reports to the City of Oak Park Heights, Minnesota; however, management is responsible for distribution of the reports and the financial statements. Unless restricted by law or regulation, or containing privileged and confidential information, copies of our reports are to be made available for public inspection. The audit documentation for this engagement is the property of HLB Tautges Redpath, Ltd. and constitutes confidential information. However, pursuant to authority given by law or regulation, we may be requested to make certain audit documentation available to a federal agency providing direct or indirect funding, or the U.S. Government Accountability Office for purposes of a quality review of the audit, to resolve audit findings, or to carry out oversight responsibilities. We will notify you of any such request. If requested, access to such audit documentation will be provided under the supervision of HLB Tautges Redpath, Ltd. personnel. Furthermore, upon request, we may provide copies of selected audit documentation to the aforementioned parties. These parties may intend, or decide, to distribute the copies or information contained therein to others, including other governmental agencies. Our fee for these services will be at our standard government audit hourly rates plus out - of --pocket costs (such as report reproduction, typing, postage, travel, copies, telephone, etc.) except that we agree that our gross fee, including expenses, will not exceed $33,350. Our standard hourly rates vary according to the degree of responsibility involved and the experience level of the personnel assigned to your audit. Our invoices for these fees will be rendered each month as work progresses and are payable on presentation. The above fee is based on anticipated cooperation from your personnel, completion of workpapers per the client to prepare list by your personnel, and the assumption that unexpected circumstances will not be encountered during the audit. If significant additional time is necessary, we will discuss it with you and arrive at a new fee estimate before we incur the additional costs. Government Auditing Standards requires that we provide you with a copy of our most recent external peer review report and any letter of comment, and any subsequent peer review reports or letters of comment received during the period of contract. Our 2004 peer review report accompanies this letter as Appendix A. We are pleased to report that we did not receive a letter of comment. Page 23 of 44 921890.1 City of oak Pale Heights Contract for Auditing Services Page 7 We appreciate the opportunity to be of service to the City of Oak Park Heights, Minnesota and believe this letter accurately summarizes the significant terms of oul, engagement.. If you have any questions, please let us know. If you agree with the terms of our engagement as described in this letter, please sign the enclosed copy and return it to us. Very truly yours, HLB TAUTGES REDPATH, LTD. David J. Mol, CPA RESPONSE: This letter correctly sets forth the understanding of the City of Oak Park Heights, Minnesota: By: Title: By: Title: Date: Date: Page 24 of 44 921890.1 hirmher: M,101)Nr, "Zona sodely of c_crtlfle'd Privale [:mlpl drs N&COCc i`IIt1i]l eS(cl>Nnt3l S Henry i L,i e m 4Cauln in,:ISign of Fir1i'15. 111 ###all �.r .,.semicoma instlil:cc of 4dl}1FlNi1 PaRAK F.CigWllGClLS Pii To the Shareholders HHB Tautges, Redpath, Ltd. We have reviewed the systema of quality control for the accounting and audit practice ef HLB "I:aijtges, Redpath, Ltd. (tlte fftrm.) in effect for the year ended September 30, 200-:, A systerrt of quality control encompasses the arm's organizational structure, the policies adopted and procedures established to provide it with reasonable assurance of conforming with professional standard;.. The elements of quality wntrol are described i;t the Statements on Quality Control Standards; issued by rano Americun Institute of CPAs {AICPA). The firxli is responsible for ' desi.gnittg a system of quality control and complying with it to provide the firm reasonable assurur=ce of conforming wita professional standards in all mniaterial respects. Our responsibility is to express an opinion on the design of the system of quality control and tate turn's compliance with its system of quality control based on .our revievr. Our review was conducted in accordince with standards established by the Peer Review Board of the, AICPA. During our review, we read required representations from the firm, it7tei viewed firin personnel and obtained an understanding of the nature of the firm's accounting and auditing practice, and the design, of the firna's system of quality control sufficient to asses:m'the risks implicit in its practice. Based on our assessments, we selected engagemezits and adm.inistrativo files to test for conformity Nvith profcssiotnal sta daxds aid c;Qm rli=Qe y�jtig the 11 -es sy stcox of qual y control. 'fbo e ;; ;; men a selected represented a reasonable cross-section of the f rin's amounting and auditing practice with emphasis on higher' -risk engagements. The: engagements selected uzoluded amoong otl.ters, audits of Employee Benefit Plans and engagements performed tinder Government Auditing Standards. Prior to concluding the review, we reassessed the adequacy of the scope of the peer review procedures and met with firm. management to discuss the results of our revicAv. We believe that the procedures we perfonned provide a reasonable basis for our opinion. In perfotmi.ng our review,,wc obtained an understanding of the system of quality control for the firm's accotuntin.g and auditing practice. In addition, Nye tested compliance with the firm's quality control policies and pxaoedures to the extent we considered appropriate. These tests covered the application of the f nits policies and procedures on selected engagementrs. Our x6view was based on selected tests therefore it would not inccessarily detect all weaknesses in the system of quality control or all irtstartms of noncompliance with it. "There are inherent limitations in the effectiveness of any system of quality, control and therefore noncompliance with 'tlte system of quality control Inay Occur atlr: not be detected. Projection of any evaluation of a system of quality control to future Gerlified Public Accountants 4455 East Cam elback Road Suite E290 Ptloenis:, Arizona 85010 Telephone (6M 667-6040 Pak (6w) 667-61)39 Page 25 of 44 Appendix A Page 1 111,11 `£`aut es, Redpath, ltd. Pag(� Two periods is subject to the risk that the system of quality control may become inadcgtiate because of changes in conditions, or because the degree of compliance with the policies or procedures may deteriorate. In our opinion, die system of quality control for the accounting and audit practice of IILl3 Tautges, Redpath, Ltd. in effect for the year ended September 30, 2004, has been designed to meet the, requirements of the quality control standards for an accounting and auditing practice established by the AICPA and was compiled with during the year then ended to provide the firm with reasonable assurance of conforming with professional standards. Phoenix, Arizona January 21, 2005 Page 26 of 44 Appendix A Page 2 RESOLUTION NO. CITY OF OAK PARK HEIGHTS WASHINGTON COUNTY, MINNESOTA RESOLUTION AUTHORIZING EXECUTION OF AGREEMENT BE IT RESOLVED THAT THE OAK PARK HEIGHTS POLICE DEPARTMENT ENTER INTO A GRANT AGREEMENT WITH THE MINNESOTA DEPARTMENT OF PUBLIC SAFETY, OFFICER OF TRAFFIC SAFETY FOR THE PROJECT ENTITLED SAFE & SOBER COMMUNITIES DURING THE PERIOD FROM OCTOBER 1, 2007 THROUGH SEPTEMBER 30, 2008 WHEREAS, the Oak Park Heights Chief of Police is hereby authorized to execute such agreements and amendments as are necessary to implement the project on behalf of the Oak Park Heights Police Department. WHEREAS, be it further resolved that the Washington County Sheriff or representative is hereby authorized to be the fiscal agent and administer this grant on behalf of the Oak Park Heights Police Department. I certify that the above resolution was adopted by the City Council of the City of Oak Park Heights on August 14, 2007. SIGNED: WITNESSETH: Mayor City Administrator Date Date Page 28 of 44 7711, . . . . . . . . . . . 777 Li ';17 NORTHWEST ASSOCIATED CONSULTANTS, INC. 4800 Olson Memorial Highway, Suite 202, Golden Valley, MN 55422 Telephone: 763.231.2555 Facsimile: 763.231.2561 planners@nacplanning.com TO: FROM: DATE: RE: Eric Johnson Scott Richards August 2, 2007 Oak Park Heights — Oakgreen Village: Nova Scotia Villas Modifications in Townhouse Buildings 793.02 — 07.08 John and Cory Arkell, representing Nova Scotia Villas, have made application for a review of the approved Planned Unit Development for Oakgreen Villas as it relates to building design. The proposed changes to 31 of the 67 townhouse units, located in the south end of the development, will involve interior layout and building elevation changes only. The site plan, building footprints, grading, landscaping and other site improvements will not be changed from the original approvals. The Oakgreen Village Planned Unit Development was approved by the City Council on May 23, 2006. The approvals included 67 residential townhouse units as part of the first phase of the development. The 36 units (some of which are under construction) on the north end of the development will be constructed as planned. In that the site plans are not being changed, an amendment to the Planned Unit Development is not required. Staff has determined that the Planning Commission should make a recommendation, and the City Council approve the new design of the units. Attached for reference: Exhibit 1: Approved Master Plan with Phasing Exhibit 2: Location Map/Unit Layout Diagram Exhibit 3: Front Elevation Diagram Exhibit 4: Rear Elevation Diagram Exhibit 5: Side Elevation Diagram Exhibit 6: Approved (2006) Building Elevation Exhibit 7: Approved (2006) Building Elevation Exhibit 8: Color Building Elevations (Proposed — to be distributed at meeting) Page 30 of 44 ISSUES ANALYSIS Proposed Project. The applicants have requested replacing the approved design for 31 of the Oakgreen Village townhouse units. The units are located at the south end of the development, adjacent to Nova Scotia Avenue and the existing pond. John and Cory Arkell would take over this portion of the development from Tim Nolde. Only the interior layouts and exterior appearance of the units would change from what was approved. Sixteen of the units nearest Nova Scotia Avenue would be constructed in 2007. The remaining units would be completed in 2008. The buildings would utilize the exact footprints and floor elevations of the approved buildings. gone of the driveways, grading, drainage or landscaping would be changed. Building Design Materials. The proposed townhouses are three stories in height with front porches and rear garage entrances. The elevations include asphalt shingles, acrylic premium siding, and brick fascia. The porches will have cedar railings and stairs. Raised panel garage doors will also be used. The approvals for Oakgreen Village had specified a condition that vinyl lap siding could not be used but must be cement board or steel. The siding proposed for the new design is labeled as an "acrylic premium siding." Building samples will be provided for Planning Commission and City Council review. A determination will need to be made if this product is appropriate and allowable under the original approvals. Staff feels that the change of design is positive. The units feature more detailing and have a traditional row house or townhouse design that has been desired for this area. The only issue remaining is the choice of materials which should be a recommendation of the Planning Commission and decision by the City Council. Staff recommends the change of building design for the 31 units of the Oakgreen Village Planned Unit Development with the following conditions: The Planning Commission should comment on the building design and building materials of the 31 housing units to be known as Nova Scotia Villas. 2. All securities and provisions of the Oakgreen Village Planned Unit Development and the development agreement shall apply to the 31 housing units of Nova Scotia Villas. 3. Any changes to building elevations, driveway locations, landscaping, lighting, or other site improvements from the original Oakgreen Village Planned Unit Development shall be subject to review and approval of City staff. Page 31 of 44 2 A. RECOMMENDING RE, SOLUTION OF THE PLANNING COMMISSION CITY OF OAK PARK HEIGHTS WASHINGTON COUNTY, MINNESOTA A RESOLUTION ESTABLISHING FINDINGS OF FACT AND RECOMMENDING TO THE CITY COUNCIL THAT THE REQUEST BY JOHN AND CORY ARKELL, REPRESENTING NOVA SCOTIA VILLAS, FOR. A REVIEW OF THE APPROVED PLANNED UNIT DEVELOPMENT AS IT RELATES TO BUILDING DESIGN FOR OAKGREEN VILLAS LOCATED AT NOVA SCO'T'IA AVENUE AND 58"' STREET SI-TOULD BE APPROVED WITH CONDITIONS WHEREAS, the City of Oak Park Heights has received a request from John and Cory Arkell, representing Nova Scotia Villas, for a review of the approved planned unit development as it relates to building design for Oakgreen Villas located at Nova Scotia Avenue and. 58`1' Street; and after having conducted a public hearing relative thereto, the Planning Commission of Oak Park Heights makes the following findings of fact: 1. 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 Oakgreen Village planned unit development was approved by the City Council on May 23, 2006. The approvals included 67 residential townhomes as part of the first phase of the development; and 4. The applicants have requested changes to the interior layouts and building facades to 31 of the 67 townhome units; and 5. The site plan, building footprint, grading, landscaping and other site improvements will not be changed from the original approvals; and 6. The City has determined that the changes to the approved plans are minor and do not require an amendment to the planned unit development; and 7. Approval of the revised building plans will be required by the City Council and made a part of the record; and Page 32 of 44 8. The Planning Commission held a public hearing at their August 9, 2007 meeting, took comments from the applicants and public, closed the public hearing, and made the following recommendation: NOW, THERE BE IT RESOLVED BY THE PLANNING COMMISSION FOR THE CITY OF OAK PARK HEIGH'T'S THAT THE PLANNING COMMISSION RECOMMENDS THE FOLLOWING: A. The application submitted by John and Cory Arkell, representing Nova Scotia Villas, for a review of the approved planned unit development as it relates to building design for Oakgreen Villas located at Nova Scotia Avenue and 58` Street and affecting the real property as follows: SEE ATTACI-IMI:N'r A Be and the same as hereby recommended to the City Council of the City of Oak Park Heights for approval with the following conditions: The Planning Commission is favorable to the building design and building materials provided on the plans for the 31 housing units to be known as Nova Scotia Villas. 2. All securities and provisions of the Oakgreen Village planned unit development and the development agreement shall apply to the 31 housing units of Nova Scotia Villas. Any changes to building elevations, driveway locations, landscaping, lighting, or other site improvements from the original Oakgreen Village planned unit development shall be subject to review and approval of City staff. Recommended by the Planning Commission of the City of Oak Park Heights this 9`t' day of August 2007. Michael Liljegren, Chair ATTEST: Eric A. Johnson, City Administrator Page 33 of 44 2 RESOLUTION NO. CITY COUNCIL CITY OF OAK PARD HEIGHTS WASHINGTON COUNTY, MINNESOTA F ¢ RESOLUTION ESTABLISHING FINDINGS OF FACT AND RESOLUTION OF THE CITY COUNCIL THAT THE REQUEST BY JOHN .AND CORY ARKELL, REPRESENTING NOVA SCO'T'IA VILLAS, FOR A REVIEW OF THE APPROVED PLANNED UNIT" DEVELOPMENT AS IT RELATES TO BUILDING DESIGN FOR OAKGREEN VILLAS LOCATED AT NOVA SCO'T'IA AVENUE AND 58"' S'T'REET RE APPROVED WITH CONDITIONS WHEREAS, the City of Oak Park Heights has received a request from John and Cory Arkell, representing Nova Scotia Villas, for a review of the approved planned unit development as it relates to building design for Oakgreen Villas located at Nova Scotia Avenue and 58`x' Street; 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 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 H and 3. The Oakgreen Village planned unit development was approved by the City Council on May 23, 2006. The approvals included 67 residential townbomes as part of the first phase of the development; and 4. The applicants have requested changes to the interior layouts and building facades to 31 of the 67 townhorne units; and 5. The site plan, building footprint, grading, landscaping; and other site improvements will not be changed from the original approvals; and 6. The City has determined that the changes to the approved plans are minor and do not require an amendment to the planned unit development; and Page 34 of 44 7. Approval of the revised building plans will be required by the City Council and made a part of the record; and 8. The Planning Commission held a public hearing at their August 3, 2007 meeting, tools 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 PARD HEIGHTS THAT THE CITY COUNCIL APPROVES THE A. The application submitted by John and Cory Arkell, representing Nova Scotia Villas, for a review of the approved planned unit develoP,ment as it relates to building design for Oakgreen Villas located at Nova Scotia Avenue and 58" Street 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: 2. 2007. The Planning Commission and City Council are favorable to the building design and building materials provided on the plans for the 31 housing units to be known as Nova Scotia Villas. All securities and provisions of the Oakgreen Village planned unit development and the development agreement shall apply to the 31 housing units of Nova Scotia Villas. Any changes to building elevations, driveway locations, landscaping, lighting, or other site improvements from the original Oakgreen Village planned unit development shall be subject to review and approval of City staff. Approved by the City Council of the City of Oak Park Heights this 14`h day of August David Beaudet, Mayor ATTEST: Eric A. Johnson, City Administrator Page 35 of 44 2 This Page Is Left Intentionally Blank. Page 36 of 44 "40 broken that pothole repairs can no longer be performed. There is insufficient asphalt integrity to hold patch material in place. Some of these areas may be double layers of seal coat rather than paved asphalt. Upper 61St and Peabody Avenues are not fully curbed. The curbing, even when in marginal shape, does help direct storm water and acts as an outside barrier to hold repair materials in place. Any pre -coating repair materials would need to be of sufficient depth (1 1/2 inch or more of asphalt) or provide sufficient lateral strength (fiber reinforced or matted material) to resist quick repeat failures. Panama Avenue from 62nd to 65th has asphalt curbs and is in slightly worse shape than the east west streets. There are some water drainage issues that we have been addressing with the city of Stillwater. Panama is a difficult street to address due to the ownership being split and shared with Stillwater. I would suggest the cost for repairs on this street always be bid separate to determine what if any cost sharing would be appropriate. The Alley between Peller and Penrose is not listed as a city street and was not coated when slurry seal was applied in 2006. The Alley is narrow and the drainage is to the center of the paved area rather than crowned to drain to the side. Standing water from poor drainage and freeze thaw has deteriorated this area more than normal streets. Apparently the City has provided repairs to this area in the past and it was requested that repairs be listed this year. As it is not listed as a City Street, l am not sure how the costs should be allocated. Brekke Park Parking lot has poor surface conditions and some areas of delaminating of a previous seal coat. There are some dips and low areas that indicate the base has some subsurface failures. Because there is full concrete curbing in place, there is less chance of loosing sections of pavement even with a marginal base. It is believed some fill of low spots and dips with asphalt or other filler would provide enough of a level base to allow this surface to have a coating applied to protect the main areas for additional years. There are some fibered asphalt products that have a better adhesion and crack resistance that may work in these areas. The Valley View entry road is in poor shape and has no curbing to hold the existing coating in place. There are areas of broken and missing pavement. There are some base failures that have been filled with patch and other that were marked for core out and replacement. The costs for restoration here would be high and it may be more cost effective to plan for new rather than targeting temporary repairs. The two parking areas could be salvaged similar to Brekke, but the drive areas would be subject to continued failure until the base is rebuilt. I would consider reinforced material fill, but I am skeptical of the ability to maintain such deteriorated areas. There are some newer construction techniques and materials that have indicated some promise to provide a serviceable area until proper rebuilding can be performed. The slurry seal done in 2406 is one example. I have also attached a plan from a vendor from earlier this year that list proprietary materials that they believe will provide serviceable use for a few additional years before proper re -building is done. Page 38 of 44 At this point, I would recommend we solicit bids with each area listed as an alternative for the potential award of work. I am also receiving a quote to compare an asphalt overlay in some key areas where deterioration is higher. This includes Paul Avenue, Pecan and the Alley. This will allow us to review both the applicability and the cost of each section to better estimate the potential cost benefit for providing these non- permanent repairs and improvements. If the Council wishes that I proceed with additional work on this I would ask for authorization to bid the streets and lots listed on the attached spreadsheet and maps. It is possible to place the advertisement in the August 16 paper and have bids back on the 27th. Information would be presented to the Council on the 28th but would not be available for distribution prior to the Council meeting. These types of interim repairs are of questionable benefit and longevity. There have been advances in materials and procedures that have improved the chances of success of interim repairs, but there is not a strong and proven track record on this type of work that allows anyone in Public Works to predict full and successful implementation of less than full rebuilding of failing infrastructure. Recommendation We request Council Authorization, if appropriate, to proceed with advertising for and evaluating bids for five areas of Street and Lot repairs in the City of Oak Park Heights. This includes in suggested priority order: • 62nd through 64th street, Upper 61st, Paul, Peabody and Pecan • Alley between Peller and Penrose • Brekke Park Parking lot • Panama Avenue • Valley View Parking lot and Entry road In the Alternative, we would suggest selection of a few primary failure areas or particular streets be addressed on a case by case basis and any remaining funds be carried forward for needed projects. Those primary streets include Pecan, Paul — north of Beach, and the alley. Because of the poor condition of these streets, it is necessary that I also recommend as an alternative that no repairs be made and all funds be carried forward for complete tear out and replacement of these streets. That would be the best alternative if the City were able to commit to the complete re -building next year. However, I do not show sufficient funding to leave this as a possibility. Page 39 of 44 ti 0 C) N O Z LU LU Q a a F -- Z uj J L. U7 U7 2 LL] Q (L Y Q O Page 40 of 44 N a u1 N @ _0 C O O O O C m is is - - a Z c � i Ql i W N 45 N Om U1 Ua E i Ep0002E. _0 _0 _a N @ U L> U N 7l U ..: @ @ N O Cl N O CL O a__ C @ 6 _ C E'E'E C C N 2 m 2 N@ 2 C C S S6 IG tG 7 7 7 a m a 'O N 'o a a� ' f .�� mo c c m 'a 45 N -o 07 N- 0 0 0 o E E E E E E 2 o 4 o 0 x_ N N N u) U) w LZ 0 co E O O p O N N 0 0 0 0x U �O colLc L`3 L .0 - (iii 7 ?2222UUU 7 7 7 7 7 3 7 .c L L C L .0 Q < < Q ¢ Q Q ' 0000 "O o0 03 co cn LO m �C> MOO W) Ln 0 V V O� (D 0 ,O W (O c0 cD�00� r N 0 0 N N N N N N N N N N N N •'' 0 �00Oti co CQmcli ['� M N 0 N C -cwE O Z p 7 U _ v C O Z U7 0.. 0.. @ CO C r C'C O O Od ELS Oell @@ E E 1° E-2 a o 0 0 ' c� 'M aaaCLaa(0a.cam 0- r � 0 z 0, r z D CSC ��C' t' N 0 Z z O o 0 0 0. m Z NZZc%}Z Z(n a r a� Q u) t15 co(0aDca`�0 a. M CL ad (0n(00CDCL o d� Page 40 of 44 �, . � — � .. � �� �: �. is ,,. — ��`� �: b y� a, 1! 11 C Page 42 of 44 RA I • R I IL N 11 Bergman Companies, Inc. 6615 U.S. Hwy. 12 West 9 P.O. Box 659 a Eau Claire, Wl 54702-0659 (715) 874-6070 ■ FAX (715) 874-6717 0 1-800-497-4907 May 29, 2007 Mr. Tom Ozzello, Public Works Director City of Oak Park Heights 14168 Oak Park Blvd, Oak Park Heights, MN 55082 Re: Street Repairs, Northeast quadrant of City pavement maintenance and management — Tom, I have reviewed the 2007 proposed area and the area where a slurry scaler was placed last year (2006) which was and is in significantly better condition than the proposed area for 2007. No crack or joint scaling was completed with the 2006 slurry seal project. This project (2007) consist of approximately 8,000 feet of 22' width streets owned by Oak Park Heights and 1260 feet of 22' width street (Panama Avenue North) owned jointly by Oak Park Heights and Stillwater. This represents approximately 22,650 square yards of asphalt pavement. The streets range in quality from very poor condition, with potholes and broken asphalt, to fair condition with transverse pavement joints beginning to alligator, sink and spread. Patching, .BCI Flex Patch and Chip Seal I recommend you consider the above process as follows. 1. Patch all the areas that have delaminated and broken asphalt using a tack coat and thin overlay of asphalt. This can be 1) hand placed and rolled or 2) machine placed and rolled or 3) Infrared Thermal Bond Asphalt Patching may be used in these locations. This will seal the surface and eliminate some of the unevenness of the pavement. This totals approximately 7,500 square feet and would be totally recyclable at the time of reconstruction. Estimated cost would be in the $2.00 per square foot range unless City crews perform the patching. 2. Apply BCI Flex Patch to transverse joints and alligatored areas. There are approximately 12,500 square feet of this repair. The BCI Flex Patch will seal and even out the ride of the areas treated. The application rate is approximately 0.80 pounds per square foot for a total of approximately 10,000 pounds. Estimated cost for the application of BCI Flex Patch is $1.45 per pound or $14,500.00. 3. Apply a chip seal to the entire project to complete the surface sealing. Approximate Cost of $1.30 square yard or $29,445.00. You may have a closer estimate of this cost. Totals: Patching: $ 15,000.00 BCI Flex Patch $ 14,500.00 Chip seal $ 29,445.00 Total: $ 58,945.00 MBE:! OP PAVEMENT NETWORK Page 43 of 44 Your Parking Lot Resmirrc Rubberized Crack Sealing 0 Thermal Bond Patching 0 Sealcoating a Water Blasting 0 Saw/Seal 0 Pavement Marking I hope this helps in determining your costs and budget requirements for this area. I would be happy to discuss the options with you in detail at your convenience. Thank you and I look forward to working with you on this project. Sincerely, Gary L. Wheaton Bergman Companies, Inc. Cell: 1-866-226-8899 Entail: glwheaton@bergmaninc.corn Page 44 of 44