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Home My WebLink About11-25-08 Council Packet CITY OF OAK PARK HEIGHTS TUESDAY, NOVEMBER 25, 2008 CITY COUNCIL MEETING AGENDA 7:00 P.M. 7:00 P.M. I. Call to Order /Pleh)e of Allegiance /Al)vroval of Aslcnda. F.stimaled fimes 7:05 p.m. II. DenartmentlCouncil Liaison Reports. A. Planning Commission B. Parks Commission C. Cable Commission D. Water Management Organizations E. Other Liaison/Staff reports I. Fall Clear -Up Report 7:10 p.m. III. Visitors /Public Comment Recycling Award (I) on issues not part of the regular is an opportunity for the pUblic to address the Councii Nvitli questions or concerns agen(a. (please lis»it 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 — November 5, 2008 (2) C. Approve Budget Adjustment (3) D. Change Order 92 — 2008 Trail and Park Improvements {4) E. Approve Miller Excavating, Inc. 5` Payment for 2008 "Trail and Park Improvements (5) F. Approve "lower Asphalt, Inc. ]final Payment for 2007 Trail and Parking I.At Improvements (t) G. "Transfer Balance in Water `Lower Rental Fund to the Water "Tower Rehabilitation Fund and Close Water `Dower Rental Fund (7) II. Approve Contract Extension Agreement witiz Veolia Waste Services, Inc. (8) I. Approve Clarifying Amendment to City Resolution 08 -10 -42 — Pertaining to Approval and Related Conditions for M &I Bank — Site Plan Review, Design Guidelines Review and Variance (9) J. Approve Resolution for Renewal of 2009 Liquor, Tobacco, and Amusement I.,icenses (10) 7 :20 p.m. V. Presentations. A. Presentation -- St. Croix Community Events (11) B. St. Croix Events -- Marathon though Oak Park Heights (12) 7 :30 p.m. V1. Old Business A. General Fund Reserve/Designation Modification (13) B. City Mall Facility — Geothermal Options and Other Items (14) Page 1 of 110 City Council Agenda November 25, 2008 Page 2 7A0 p. nn. VII. New Business A. 2009 Water and Sewer Rate Study (15) B. Approval for Purchase of 800n7hz Radios and Equipment (16) C. Terns J,imits — Park Commission (17) D. City Logo (18) L. Baytown Township Comprehensive flan --- Review by Scott Richards (19) 5:00 p.m. VIII. Adiournment Page 2 of 110 Oak Park Heights Request for Council Action Meeting Date November 25. 2008 Recycling Agenda Item Award Time Req. Agenda Placement Visitors /Public Comments Originating Department / Requestor Administration /Jennifer Pinski Requester's Signature Action Requested Receive Information Background /justification (Please indicate any previous action has been taken or if other public bodies have been advised). Page 3 of 110 CITY of ri OAK PARK HEIGHTS II II II li i I I I I i i. In i i , I I I i ` 1416$ Oak k3oulevard Nu. • P,O. Box 2007 • oaic Park Heights, MN 55082 -2007 • Idl3one: 651/43tJ -44:39 Fax G5i/439 -U574 �'�` ' � November 20, 2008 Brian and Heidi Osborn 15192 62 Street N Oak Park Heights, MN 55082 Dear Mr. and Mrs. Osborn: 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, November 20, 2008 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! J� Jeeft-4 Pinsk) Administrative Secretary /Deputy Clerk I I i I i 1 1 I I I I it i V I I I I I I i I I I I t .lu I inl 11 11.1. I I I I I I II I I II Id II , Iiu4 .II i iill Y ,.i. 6 I Page 4 of 11 Tree City U.S.A. i ,.. CITY OF OAK PARK HEIGHTS i.l � l l 14168 0111 Park 13OL&Vard No. • P.O. Box 2007 • 0a;< Park heights, MN 55082.2007 • Phone: 6511439 -4439 • Fax! 65V4 39-0574 November 20, 2008 Caro! Johnson 6165 Beach Road N Oak Park Heights, MN 55082 Dear Carol Johnson: 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, November 20, 2008 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.! -SCI Jennifer Pinsk! Administrative Secretary /Deputy Clerk i I. li, lii,iii .I. 4 iiiil Ii MI F.I.II iI. n. iii i lil l,:l I,I llli i i.11il II l liiill 14i l..li it II i.l I.I I I i I I II ill it i Tree City U.S.A. Page 5 of 110 This Page Is Left intentionally Blank. Page 6 of 110 Oak Park Heights Request for Council Action Meeting Date November 25, 2008 Agenda ftem Approve City Council Minutes —November 5, 2008 Time Req. t Agenda Placement Consent Originating; Department /Requestor Administration /Jennifer Pinski Requester's Signature Action Requested Approve Background /Justification (Please indicate any previous action has been taken or if other public bodies have been advised). Page 7 of 110 CITY OF OAK PARK HEIGHTS 5:00 P.M. WEDNESDAY, NOVEMBER 5, 2008 CITY COUNCIL MEETING MINUTES I. Call to Order /Avprovat of Agenda: , 1 "he meeting was called to order at 5:06 P.m. by Mayor Beaudet. Present: Councilri embers Abrahamson, Doerr and McComber. Staff present: Administrator Johnson, Iiinance Director Hoist. Absent: Councilmember Swenson and City Attorney Vierling Mayor Beaudet added "Approve Parks and Planning Commission Vacancies and Invite Residents to Apply" as Consent Agenda Item. C. Councilmember Abrahamson, seconded by Councilmember McComber, moved to approve the Agenda. Carried 4 -0. Consent Agenda:, A. Approve Bills & Investments B. Approve City Council Minutes October 28, 2008 C. Approve Parks Commission and Planning Commission Vacancies and Invite Residents to Apply Councilmember McComber, seconded by Councilmember Abrahamson, moved to approve the Consent agenda. Roll call vote taken. Carried 4 -0. New Business: A. Adom Resolution Canvassing the Tabulation o#' Votes Cast for the Office of Mavor and 'Iwo City Council Positions and Declarinf the Results from. the November 4, 2008 Election: Councilmember Doerr, seconded by Councilmember McComber, moved to approve the Resolution with a change that Councilmember Swenson was absent. Roll call vote taken. Carried 4 -0. IV. Adioux•nment:, Councilmember Abrahamson, seconded by Councilmember McComber, moved to adjourn at 5:09 p.m. Carried 4 -0. Respectfully submitted, Approved as to Content and Dorm, Jennifer Pinski David Beaudet Administrative Secretary /Deputy Clerk Mayor Page 8 of 110 Ix:. � '.S`: Oak Park Heights Request for Council Action Meeting Date November 25, 2008 Time Required: Agenda Item Title: Approve Budget Adjustment Agenda Placement Consent Originating Department / Requestor Finance -Judv Holst, Deputy Clerk /Finance Director Requester's Signature Action Requested Approve line item budget adiustmentin Police Department Background /Justification (Please indicate if any previous action has been taken or if other public bodies have advised): After reviewing the Police Department 2008 budget and discussing with the Police Chief, it has been determined that the Police Department Other Contractual Services will be over budget due to the contractual fee for the Washington County software interface and records management that is heeded for the new CAD laptop computers. There is $2,000 in the 2008 Police Department Rental of Equipment for rental of the old MDT computers that were in the squads. The Police Department is no longer incurring the rental fee; therefore, I recommend a tine item budget adjustment from Rental of Equipment to Other contractual Services. Line item budget adjustment as follows: 141 -41510 -212 Other Contractual Services increase $2,000 to budget amount of $12,700 101 -41510 -403 Rental of Equipment decrease $2,000 to budget amount of $0 Page 9 of 110 This Page Is Left intentionally Blank. Page 10 of 110 Oak Park Heights Request for Council, Action Meeting Date November 25, 2008 Time Required: I Minute Agenda Item Title: Chanfze Order #2 -- 2008 Trail and Park Improvements Agenda Placement Consent Originating Department / Requestor Finance -Judv Holst, Deputv Clerk/Finance Director Requester's Signature�/� U Action Requested Approve Change Order #2 to 2008 Trail and Park Improvements, Background/ Justification (Please indicate if any previous action has been taken or if other public bodies have advised): The 2008 Trail and Park Improvements Change Order #2 provides for compensation for the removal of tree stumps and widening the trails at Brekke Park Trail and Valley View Park North Trail. It also provides for the compensation of additional slope grading by the park shelter at Valley View Park South. See attached Change Order #2. Staff recommendation is to approve Change Order #2. Page 11 of 110 (Owner: City of Oak Park Heights, 14168 Oak Park Blvd. N. P. 0. Box 2007, Oak Park Heights, MN 55082 Date Novem e 10, 2008 Ir (Contractor: Miller Excavating, Inc., 3636 Stagecoach Trail N., Stillwater, MN 55082 Bonestroo IBond Company: Granite Re Inc,, 14001 Quail Plaza Dr., Oklahoma City, OK 73134 Bond No: GRMN27798A CHANGE ORDER NO. 2 2008 TRAIT, AND PARK IMPROVEMENTS BONESTR00 FILE N0, 000055- 08152 -0 Description of Work This Change Order provides for compensation to the Contractor for the removal of tree stumps and widening the trails at Brekke Park Trail and Valley View Park North Trail, This Change Order also provides for the compensation of additional slope grading by the park shelter at Valley View Park South. The slopes required additional grading in order to achieve a more.gradual slope. Contract Unit Total No, Item Unit Quantity Price Amount CHANGE ORDER NO. 2 1 REMOVE TREE STUMPS AND WIDEN TRAILS AT LS 1 $2,940.DD $2,940.00 BREKKE PARK TRAIL AND VALLEY VIEW NORTH TRAIL 2 ADDITIONAL SLOPE GRADING AT VALLEY VIEW LS 1 $1,820.00 $1,820.b0 PARK SOUTH TOTAL CHANGE ORDER NO. 2: $4,760.00 Page 12 of 110 55061520CH02. xis Original Contract Amount 3365,751.10 Previous Change Orders ($3,476.40) This Change Order $4,760.00 Revised Contract Amount (including this change order) $367,034.70 CHANGE IN CONTRACT TIMES Original Contract Times: Substantial Completion (days or date): Ready for final Payment (days or date): Increase of this Change Order: Substantial Completion (days or date): Ready for final Payment (days or date): Contract Time with all approved Change Orders: Substantial Completion (days or date): Ready for final Payment (days or date): Recommended - for Approval by BONESTROO Date: - j Approved by Contractor: Approved by Owner: MILLER EXCAVATING, INC. CITY OF OAK PARK HEIGHTS Date Date cc'. Owner Contractor Bonding Company Bonestroo & Assoc. Page 13 of 110 55081520CI-IO2.als This I'llge IS Left flltentloil[IIIy Blank, Page 14 of 110 W1 7 . Oak Park Heights Request for Council Action Meeting Date November 25, 2008 Agenda Item Title Approve Miller Excavating, Inc. 5th Payment for 2008 Trail & Park Improvements Agenda Placement Consent Originating Department / Requestor Finance - Judy Holst, Deputv Clerk/ Finance Director Requester's Slgna ure Action Requested Approve 5th pavment request to Miller Excavating, Inc. for the 2008 Trail & Park Improvements Background /Justification (Please indicate any previous action, financial implications including budget information and recommendations) . See attached memo and pay request. Page 15 of 110 Imp 14 FQ 0 10 row Memo q= To: Mayor and Council From: Judy Holst, Deputy Clerk/Finance Director Date: November 21, 2008 Re: 2008 Trail and Park Improvements Please accept for the November 25 Council meeting agenda the attached request for payment to Miller Excavating, Inc. in the amount of $13,761.64 for the 2008 Trail and Park Improvements project. The payment has been approved by engineering and reviewed by the Finance Department. The project is 98% complete. The Finance Department recommends approval of this payment. Thank You Page 16 of 110 City of Oak Park Heights, 14168 Oak Park Blvd. N. i Owner P. 0. Box 2007, Oak Park heights, MN 55082 Date: November 14, 2008 t For Period: 9/512008 to 11/14/2008 Request No: 5 8��$t�00 !Contractor: Miller Excavating, Inc., 3636 Stagecoach Trail N., Stillwater, MN 55082 CONTRACTOR'S REQUEST FOR PAYMENT 2008 TRAIL AND PARK IMPROVEMENTS BONESTROO FILE NO. 000055-08152-0 SUMMARY 1 Original Contract Amount $ 365,751.10 2 Change Order - Addition $ 4,760.00 3 Change Order - Deduction $ 3,476.40 4 Revised Contract Amount $ 367,034.70 5 Value Completed to Date $ 360,351.25 6 Material on Hand $ 0.00 7 Amount Earned $ 360,351.25 8 Less Retainage 2% $ 7,207.02 9 Subtotal $ 353,144.22 10 Less Amount Paid Previously $ 339,382.58 11 liquidated damages - $ 0.00 12 AMOUNT DUE THIS REQUEST FOR PAYMENT NO. 5 $ 13,761.64 Recommended for Approval by: BONESTR00 Approved Contractor: Approved by Owner: MILLER EXCAVATING, INC. CITY OF OAK PARK HEIGHTS J ac Specified Contract Completion Date: Date: Page 17 of 110 55081520REQ5.As Contract Unit Current Quantity Amount No. Item Unit Quantity Price Quantity to bate to }ate PART 1 - SWAGER PARK TENNIS COURTS REPLACEMENT: 1 MOBILIZATION LS 1 3000.00 1 $3,000.00 2 TEMPORARY ROCK CONSTRUCTION ENTRANCE TN 20 30.00 33.17 $995.10 3 REMOVE TENNIS COURT FENCE, POSTS, AND FOOTINGS LS 1 2500.00 1 $2,500.00 4 REMOVE TENNIS COURT PAVING SY 1225 2.00 1225 $2,450.00 5 REMOVE TREE EA 2 200.00 2 $400.00 6 REMOVE BITUMINOUS PATH SY 115 3.00 200 $600.00 7 COMMON EXCAVATION (CV) CY 3050 5.00 3050 $15,250.00 8 GEOTEXTILE FABRIC, TYPE IV SY 1570 1.50 1570 $2,35500 9 4" HDPE PERFORATED DRAIN TILE LF 770 6.00 770 $4,620.00 10 4" HDPE NON - PERFORATED DRAIN TILE LF 18 6.00 18 $108.00 11 BACKWATER VALVE EA 1 150.00 1 $150.00 12 SELECT GRANULAR BORROW TN 2390 7.00 2405 $16,835.00 13 AGGREGATE BASE, CLA55 S, 100% CRUSHED TN 600 13.50 600 $8,100.00 14 TYPE LV 3 NON WEARING COURSE MIXTURE (B) TN 145 60.00 132.01 $7,920.60 15 TYPE LV 4 WEARING COURSE MIXTURE (B) TN 145 60.00 136.33 $8,179.80 16 BITUMINOUS MATERIAL FOR TACK COAT GAL 80 1.50 $0.00 17 TENNIS COURT COLOR COAT SYSTEM AND LINE MARKINGS LS 1 4780.00 1 $4,780.00 18 TENNIS COURT FENCING LF 452 40.00 452 $18,080.00 19 TENNIS COURT GATE EA 2 600.00 2 $1,200.00 20 TENNIS COURT NETS, COMPLETE LS 1 1100.00 1 $1,100.00 21 TENNIS BACKBOARD EA 1 4900.00 0.9 $4,410.00 22 AGGREGATE BASE, CLASS 5, 100% CRUSHED - TRAIL TN 55 13.95 50 $697.50 23 TYPE LV 4 WEARING COURSE (B) - TRAIL TN 16 100.00 29.42 $2,942.00 24 TOPSOIL BORROW (LV) CY 185 10.00 143.5 $1,435.00 25 SILT FENCE, PERMEABLE LF 260 1.75 273 $477.75 26 SEEDING, INCL SEED, FERTILIZER, MULCH AND DISK ANCHOR AC 0.4 2500.00 0.5 $1,250.00 27 AUGMENTED SOIL MIXTURE CY 200 12.00 108 $1,296.00 28 MNDOT MIX 328 - fNFiLTRATION AREAS SY 295 4.25 240 $1,020.00 29 STREET SWEEPER WITH PICK UP BROOM WITH OPERATOR HR 8 90.00 6 $540.00 TOTAL PART 1 - SWAGER PARK TENNIS COURTS REPLACEMENT: $112,691.75 PART Z - BREKKE PARK CONCRETE RINK: 30 MOBILIZATION tS 1 4560.00 1 $4,560.00 31 COMMON EXCAVATION (CV) CY 2144 5.50 2144 $11,792.00 32 GEOTEXTILE FABRIC, TYPE IV SY 1735 1.50 347 730 $1,095.00 33 4" HDPE PERFORATED DRAIN TILE LF 525 6.00 525 $3,150.00 34 4" HDPE NON - PERFORATED DRAIN TILE LF 50 6.00 120 $720.00 35 SELECT GRANULAR BORROW TN 2800 7.00 2800 $19,600.00 36 AGGREGATE BASE, CLASS 5, 100% CRUSHED TN 470 1150 76 526 $7,101.00 37 6" CONCRETE RINK SF 16665 435 16665 $72,492.75 38 SILT FENCE, PERMEABLE LF 230 1.75 215 $376.25 39 SEEDING, INCL SEED, FERTILIZER, MULCH AND DISK ANCHOR AC 0.6 2500.00 0.6 $1,500.00 40 AUGMENTED SOIL MIXTURE CY 205 12.00 133 $1,596.00 41 MNDOT MIX 328 - INFILTRATION AREAS SY 305 4.25 273 $1,160.25 42 STREET SWEEPER WITH PICK UP BROOM WITH OPERATOR HR 8 9000 5 $450.00 TOTAL PART 2 - BREKKE PARK CONCRETE RINK: $125,593.25 PART 3 - BREKKE PARK TRAIL: 43 TEMPORARY ROCK CONSTRUCTION ENTRANCE TN 20 30.00 77.14 $2,314.20 44 REMOVE FENCE LF 99 4.00 58 $232.00 45 REMOVE CONCRETE CURB AND GUTTER LF 30 4.00 21 $84.00 46 REMOVE BITUMINOUS DRIVEWAY SY 6 15.00 6 $90.00 47 CLEAR AND GRUB LS 1 2000.00 1 $2,000.00 48 12" HDPE PIPE, INCLUDING FES LF 15 20.00 15 $300.00 49 SITE GRADING LS 1 2350.00 1 $2,350.00 50 SUBGRADE EXCAVATION CY 180 5.00 157 157 $785.00 51 GRANULAR BORROW TN 360 7.00 355 355 $2,485.00 52 AGGREGATE BASE, CLASS 5, 100% CRUSHED - TRAIL TN 345 13.95 320 $4,464.00 Page 18 of 110 5508152OREQ5.xls Contract Unit Current Quantity Amount No. Item Unit Quantity Price Quantity to Date to Date 53 TYPE LV 4 WEARING COURSE (B) - TRAIL TN 106 60.00 154.95 $9,297.00 54 1)472 SURMOUNTABLE CONCRETE CURB AND GUTTER LF 30 22.00 21 $462.00 55 6" CONCRETE DRIVEWAY PAVEMENT SY 15 35.00 8 $280.00 56 CONCRETE PEDESTRIAN CURB RAMP SF 100 4.50 100 $450.00 57 TRUNCATED DOME PANEL SF 36 5000 36 $1,800.00 58 SIGN PANELS, TYPE C, HIGH INTENSITY SF 48 27.50 48 $1,320.00 59 TYPE "A" AMBER LIGHT EA 2 75.00 2 $150.00 60 PAVEMENT MESSAGE, RIGHT TURN ARROW - EPDXY EA 2 165.00 2 $330.00 61 PAVEMENT MESSAGE, LEFT TURN ARROW - EPDXY EA 2 165.00 2 $330.00 62 PAVEMENT MESSAGE, BIKE PATH - EPDXY EA 2 350.00 2 $700.00 63 36" ZEBRA CROSSWALK - WHITE EPDXY SF 126 R65 126 $1,089.90 64 SEEDING, INCL SEED, FERTILIZER, MULCH AND DISK ANCHOR AC 0.5 2500.00 0.2 $500.00 65 STREET SWEEPER WITH PICK UP BROOM WITH OPERATOR HR 2 90.00 $0.00 TOTAL PART 3 - BREKKE PARK TRAIL: $31,813 10 PART 4 - VALLEY VIEW PARK NORTH TRAIL: 66 MOBILIZATION LS 1 1900,00 1 $1,900.00 67 REMOVE CONCRETE CURB AND GUTTER LF 12 4.00 13 $52.00 68 CLEAR AND GRUB LS 1 1800.00 1 $1,800.00 69 12" HDPE PIPE, INCLUDING FES LF 20 20.00 20 $400.00 70 SITE GRADING LS 1 2500.00 1 $2,500.00 71 SUBGRADE EXCAVATION CY 185 5.00 $0.00 72 GRANULAR BORROW TN 370 9.00 187 187 $1,683.00 73 AGGREGATE BASE, CLASS 5, 100% CRUSHED TRAIL TN 360 1195 327 $4,561.65 74 TYPE LV 4 WEARING COURSE (8) - TRAIL TN 110 60.00 135,47 $8,128.20 75 8618 CONCRETE CURB AND GUTTER LF 12 2400 13 $312.00 76 PROTECTION OF CATCH BASIN IN STREET EA 1 100.00 1 $100,00 77 PROTECTION OF CATCH BASIN, NON- STREET EA 1 125.00 $0.00 78 SILT FENCE, PERMEABLE LF 230 4.00 $0.00 79 BIOROLL LF 60 2.50 $0.00 80 SEEDING, INCL SEED, FERTILIZER, MULCH AND DISK ANCHOR AC 05 2500.00 0.2 $500.00 81 STREET SWEEPER WITH PICK UP BROOM WITH OPERATOR HR 5 100.00 1 $100.00 TOTAL PART 4 - VALLEY VIEW PARK NORTH TRAIL: $22,036.85 PART 5 - PEDESTRIAN RAMPS: 82 REMOVE BITUMINOUS PATH SY 264 2.00 210 $420.00 83 CONCRETE PEDESTRIAN CURB RAMP SF 184 4.50 112 $504.00 84 TRUNCATED DOME PANEL SF 80 50.00 80 $4,00000 85 SEEDING, INCL SEED, FERTILIZER, AND WOOD FIBER BLANKET SY 15 1.55 15 $23 25 86 STREET SWEEPER WITH PICK UP BROOM WITH OPERATOR HR 2 90.00 $0.00 TOTAL PART 5 - PEDESTRIAN RAMPS: $4,947.25 ALTERNATE NO. 3 - BREKKE PARK PLEASURE RINK: 121 COMMON EXCAVATION (CV) CY 740 5.00 740 $3,700.00 122 GEOTEXTILE FABRIC, TYPE IV SY 850 1.50 207 $310.50 123 4" HDPE PERFORATED DRAIN TILE LF 310 6.00 310 $1,860.00 124 4" HDPE NON - PERFORATED DRAIN TILE LF 150 6.00 100 $600.00 125 SELECT GRANULAR BORROW TN 1285 7.00 1275 $8,925.00 126 AGGREGATE BASE, CLASS 5, 100% CRUSHED TN 215 13.95 206 $2,873.70 127 6" CONCRETE RINK SF 6957 4.35 6957 $30,262.95 TOTAL ALTERNATE 110. 3 - BREKKE PARK PLEASURE RINK: $48,532.15 ALTERNATE NO. 4A- VALLEY VIEW PARK SOUTH, RETAINING WALL REMOVAL AND GRADING: 928 REMOVE TREE STUMP EA 2 150.00 $0.00 129 REMOVE RETAINING WALL LF 600 5.00 600 $3,000.00 130 TOPSOIL BORROW (LV) CY 80 10.00 124.5 204.5 $2,045.00 131 LIMESTONE ROCK SF 25 30.00 25 $750.00 132 SILT FENCE, PERMEABLE LF 160 1.75 150 $262.50 133 SEEDING, INCL SEED, FERTILIZER, AND WOOD FIBER BLANKET SY 625 1.55 550 $852.50 Page 19 of 110 55081520REQ5.As Contract Unit Current Quantity Amount No. Item Unit Quantity Price Quantity to Date to Date 134 STREET SWEEPER WITH PICK UP BROOM WITH OPERATOR HR 5 90.00 2 $180.00 TOTAL ALTERNATE NO. 4A - VALLEY VIEW PARK SOUTH, RETAINING WALL REMOVAL AND GRADING: $7,090.00 ALTERNATE NO. 4B - VALLEY VIEW PARK SOUTH, TRAIL: 135 REMOVE CONCRETE CURB AND GUTTER LF 25 4.00 25 $100.00 136 SALVAGE AND REINSTALL EXISTING GRILL EA 1 300.00 1 $300.00 137 SALVAGE AND REINSTALL WOOD TRIM LF 35 10.00 $0.00 138 GRANULAR BORROW TN 65 7.00 174 174 $1,218.00 139 AGGREGATE BASE, CLASS 5, 100 %v CRUSHED - TRAIL TN 60 13.95 50 $697.50 140 TYPE LV 4 WEARING COURSE (B) - TRAIL TN 18 100.00 185 $1,850.00 141 B618 CONCRETE CURB AND GUTTER LF 25 24.00 25 $600.00 142 CONCRETE PEDESTRIAN CURB RAMP SF 32 4.50 32 $144.00 143 TRUNCATED DOME PANEL SF 16 50.00 16 $800.00 144 TOPSOIL BORROW (LV) CY 40 10.00 32 72 $720.00 145 SILT FENCE, PERMEABLE LF 150 1.75 50 $87.50 146 SEEDING, INCL SEED, FERTILIZER, AND WOOD FIBER BLANKET SY 565 1.55 146 $226.30 147 STREET SWEEPER WITH PICK UP BROOM WITH OPERATOR HR 2 90.00 $0.00 TOTAI ALTERNATE NO. 4B . VALLEY VIEW PARK SOUTH, TRAIL: $6,743.30 CHANGE ORDER NO. 1 1 CONCRETE PEDESTRIAN CURB RAMP SF 100 -4.50 100 ($450.00) 2 TRUNCATED DOME PANEL SF 36 -50,00 36 ($1,800.00) 3 SIGN PANELS, TYPE C, HIGH INTENSITY SF 48 -27.50 48 ($1,320,00) 4 TYPE "A" AMBER EIGHT EA 2 -75.00 2 ($150.00) 5 PAVEMENT MESSAGE, RIGHT TURN ARROW - EPDXY EA 2 - 165.00 2 ($330.00) 6 PAVEMENT MESSAGE, LEFT TURN ARROW - EPDXY EA 2 - 165.00 2 ($330.00) 7 PAVEMENT MESSAGE, BIKE PATH • EPDXY EA 2 - 350.00 2 ($700.00) 8 36" ZEBRA CROSSWALK -WHITE EPDXY SF 126 -865 126 ($1,08990) 9 REMOVE CONCRETE CURB AND GUTTER LF 30 4.00 20 $80.00 10 REMOVE BITUMINOUS PAVEMENT SY 40 2.00 15 $30.00 11 CONCRETE PEDESTRIAN CURB RAMP SF 64 430 64 $288.00 12 TRUNCATED DOME PANEL SF 32 50.00 32 $1,600.00 13 TYPE LV 4 WEARING COURSE (B) - TRAIL TN 5 100.00 3 $300.00 14 SEEDING, INCL SEED, FERTILIZER, AND WOOD FIBER BLANKET SY 10 1.55 10 $15.50 15 STREET SWEEPER WITH NCK UP BROOM WITH OPERATOR HR 1 90.00 $0.00 TOTAL CHANGE ORDER NO. 1 ($3,856.40) CHANGE ORDER NO, 2 1 REMOVE TREE STUMPS AND WIDEN TRAILS AT BREKKE PARK TRAIL AND VALLEY VIEW NORTH TRAIL LS 1 2940.00 1 1 $2,940.00 2 ADDITIONAL SLOPE GRADING AT VALLEY VIEW PARK SOUTH LS 1 1820.00 1 1 $1,820.00 TOTAL CHANGE ORDER NO. 2 $4,760.00 TOTAL PART 1 - SWAGER PARK TENNIS COURTS REPLACEMENT: $112,691.75 TOTAL PART 2 - BREKKE PARK CONCRETE RINK: $125,593.25 TOTAL PART 3 - BREKKE PARK TRAIL: $31,813.10 TOTAL PART 4 - VALLEY VIEW PARK NORTH TRAIL: $22,036.85 TOTAL PART 5 - PEDESTRIAN RAMPS: $4,94725 TOTAL ALTERNATE NO. 3 - BREKKE PARK PLEASURE RINK: $48,532.15 TOTAL ALTERNATE NO. 4A - VALLEY VIEW PARK SOUTH, RETAINING WALL REMOVAL AND GRADING: $7,090.00 TOTAL ALTERNATE NO. 4B - VALLEY VIEW PARK SOUTH, TRAIL: $6,743.30 TOTAL CHANGE ORDER NO. 1 ($3,856.40) TOTAL CHANGE ORDER NO. 2 $4,760.00 TOTAL WORK COMPLETED TO DATE $360,351.25 Page 20 of 110 55061520RE45As PROJECT PAYMENT STATUS OWNER CITY OF OAK PARK HEIGHTS BONESTR00 FILE NO, 000055 - 08152 -0 CONTRACTOR MILLER EXCAVATING, INC. CHANGE ORDERS No. Date Description Amount 1 711/2008 This Change Order provides for additional work on this project. See ($3,476.40) Change Order. 2 1 1/10/2008 This Change Order provides far additional work on this project. See $4,760.00 Change Order. l i Total Change Orders ' $1,283.60 PAYMENT SUMMARY No. From To Payment Retainage Completed 1 06/02/2008 06/18/08 59,787.54 3,146.71 62,934.25 2 06/19/2008 07/10/08 165,190.13 11,840.93 236,818.60 3 07/11/2008 08/07108 84,091.15 16,266.78 325,335.60 4 08/08/2008 09/04/08 30,31176 6,926.18 346,308.76 5 09/05/2008 11/14/08 13,761.64 7,207.02 360,351.25 Material on Hand ITotal Payment to Date $ Original Contract $365,751.10 IRetainage Pay No, 5 7,207.02 Change Orders $1,283.60 Total Amount Earned $360,351.25 Revised Contract $367,034.70 Page 21 of 110 5508152OPF -Q5 As This Page Is Leff Intentionally 13l.mic. Page 22 of 110 k �, r_ Oak Park Heights Request for Council Action Meeting Date November 25, 2008 Agenda Item Title Approve Tower Asphalt, Inc. Final Payment for 2007 Trail 8v Parking Lot Improvements Agenda Placement Consent Originating Department / Requestor Finance — Judv Holst, Deputy Clerk /Finance Director Requester's Signature 0 Action Requested Approve Final pavment request to Tower Asphalt, Inc. for the 2007 Trail & Parking Lot Improvements Background/ Justification (Please indicate any previous action, financial implications including budget information and recommendations). See attached memo and pay request, Page 23 of 110 Memo TO: Mayor and Council From: Judy Holst, Deputy Clerk/Finance Director Date: November 21, 2008 Re: 2007 Trail and Parking Lot Improvements Please accept for the November 25"' Council meeting agenda the attached request for payment to Tower Asphalt Inc. in the amount of $3,775.71 for the final payment for the 2007 Trail and Parking Lot Improvements project. The payment has been approved by engineering and reviewed by the Finance Department. The Finance Department recommends approval of this payment. Thank You Page 24 of 110 2335 Highway 36 W St. Paul, MN 55113 Tel 651- 636 -4600 Fax 651- 636 -1311 www.honestroo.com qr Bonestroo November 17, 2008 Mr. Eric Johnson City of Oak Park Heights 14168 Oak Park Blvd. P.O. Box 2007 Oak Park Heights, MN 55082 -2007 Re: 2007 Trail & Parking Lot Improvements Oak Park Heights Bonestroo File No.: 55- 07146 -0 Dear Eric, Enclosed are three (3) copies of Request for Payment No. 5 and Final provided by the contractor for the aforementioned project. The IC-134 Forms and Lien Waivers have also been provided by the contractor and are enclosed. The contractor, Tower Asphalt, Inc., in accordance with the contract plans and specifications, has satisfactorily completed this work. Therefore, it is recommended that final payment of $3,775.71 is made and the City of Oak Park Heights accepts the project, After acceptance, please distribute all requests for payments as appropriate. The original contract amount as indicated on the Contractor's Request for Payment is $93,705,75. The contract was amended to include one change order, resulting in a Revised Contract Amount of $123,905.75. The final construction cost is $120,871.63, which is less than the Revised Contract Amount. Change Order No. 1 provided for the construction of a 6' wide bituminous trail on the west side of Oakgreen Avenue North between 55 Street North and 56 Street North. St. Paul St. Cloud Rochester Milwaukee Chicago Oak Park Helghts Page 2 2007 Trail & Parking Lot Improvements November 17, 2008 We have reviewed the original project costs for each part of this project and compared those costs to the final construction costs as stated below: Revised Final Contract Construction Amount Amount BASE BID Part I. — Autumn Hills Park Trails and Grading $7,553.50 $6,069.46 Part 2 — Swager Park Parking Lot 29,507.50 25,582.35 Part 3 — Swager Park Trail 7,789.50 7,159.59 Part 4 — Linear Park Trail 22,685.00 28,531.08 Part 5 — Oakgreen Avenue N. Trail 10,910.50 10,090.60 Alternate No. 3 -- Swager Park Parking Lot Light 15,259.75 15.802.55 SUBTOTAL - BASE BID $93,705.75 $93,235.63 Change Order No. 1 30.200.00 27,636.00 PROJECT TOTAL AMOUNTS $123,905 .75 $120,871.63 As indicated above in the Project Totals, the Final Construction Amount had a $3,034.12 under run. If you have any questions or require further information please call me at 651 - 604 -4808. Sincerely, BONESTROO i� Christopher W. Long copy: Dennis Postler Karen Erickson File Page 26 of 110 Elio jOwner: City of Oak Park Heights, PO Box 2007, Oak Park Heights, MN 55082 Date: 7/16/2008 r !For Period: 12115/2007 to 7/16/2008 Request No: 5 AND FINAL Bonestroo Contractor. Tower Asphalt, Inc. 15001 Hudson Rd, PO Box 15001, , Lakeland, MN, 55043 CONTRACTOR'S REQUEST FOR PAYMENT 2007 TRAIL AND PARKING LOT IMPROVEMENTS BONESTROO FILE NO. 000055 - 07146 -0 SUMMARY 1 Original Contract Amount $ 93,705.75 2 Change Order - Addition $ 30,200.00 3 Change Order - Deduction $ 0.00 4 Revised Contract Amount $ 123,905.75 5 Value Completed to Date $ 120,871.63 6 Material on Hand $ 0.00 7 Amount Earned $ 120,871.63 8 Less Retainage 0% $ 0.00 9 Subtotal $ 120,871.63 10 Less Amount Paid Previously $ 117,095.92 11 Liquidated damages - $ 0.00 12 AMOUNT DUE THIS REQUEST FOR PAYMENT NO. 5 AND FINAL $ 3,775.71 Recommended for Approval by: BONESTROO — 411� � L,4-J"a� Approved by Contractor. Approved by Owner: TOWER ASP ALT, IN4T. CITY OF OAK PARK HEIGHTS 9 Specified Contract Completion Date: Date: Page 27 of 110 M071460REQ 5F inai, xis Contract Unit Current Quantity Amount No. Item Unit Quantity Price Quantity to Da to Date PART 1 - AUTUMN HILLS PARK TRAILS AND GRADING: 1 MOBfLIZATION LS 1 885.00 1 $885 00 2 SITE GRADING LS 1 700.00 1 $700.00 3 SUBGRADE EXCAVATION CY 20 9.50 $0.00 4 GRANULAR BORROW TN 40 9.50 $0.00 5 AGGREGATE BASE, CLASS 5, 100% CRUSHED - TRAIL TN 95 13.90 87 $1,209.30 6 TYPE LV 4 WEARING COURSE MIXTURE (B) - TRAIL TN 35 68.00 30.37 $2,065.16 7 SILT FENCE, PERMEABLE LF 200 3.65 $0.00 8 SEEDING, INCL SEED, FERTILIZER, MULCH AND DISK ANCHOR AC 0.2 4840.00 0.25 $1,210.00 TOTAL PART 1 - AUTUMN HILLS PARK TRAILS AND GRADING: $6,069.46 PART 2 - SWAGER PARK PARKING LOT: 9 SAWING BITUMINOUS PAVEMENT LF 45 3,00 40 $120.00 10 REMOVE BITUMINOUS PATH SY 15 5.00 7 $35.00 11 SITE GRADING LS 1 1200.00 1 $1,200.00 12 SUBGRADE EXCAVATION CY 60 9.65 $0,00 13 GRANULAR BORROW TN 140 7.50 $0.00 14 AGGREGATE BASE, CLASS 5, 100% CRUSHED TN , 500 13.90 422 $5,865.80 15 TYPE LV 3 NON WEARING COURSE MIXTURE (B) TN 85 5965 83.33 $4,970.63 16 TYPE LV 4 WEARING COURSE MIXTURE (B) TN 85 68.00 75.54 $5,136.72 17 D412 SURMOUNTABLE CONCRETE CURB AND CUTTER LF 365 14.85 365 $5,420.25 18 BITUMINOUS MATERIAL FOR TACK COAT GAL 40 5.00 50 $250.00 19 24" CONCRETE VALLEY GUTTER LF 35 16.00 32 $512.00 20 4" SOLID LINE, WHITE PAINT LF 750 0,25 750 $187.50 21 PAVEMENT MESSAGE, HANDICAPPED SYMBOL - PAINT EA 1 25.00 1 $25.00 22 SIGN PANELS, TYPE C, HIGH INTENSITY SF 2 60.00 2 $120.00 23 SALVAGE AND REINSTALL SIGN EA 2 95.00 2 $190.00 24 STREET SWEEPER WITH PECK UP BROOM WITH OPERATOR HR 5 90.00 $0.00 25 SILT FENCE, PERMEABLE LF 150 3.65 93 $339.45 26 SEEDING, INCL SEED, FERTILIZER, MULCH AND DISK ANCHOR AC 0.2 4840.00 0.25 $1,210.00 TOTAL PART 2 - SWAGER PARK PARKING LOT: $25,582.35 PART 3 - SWAGER PARK TRAIL, 27 MOBILIZATION LS 1 850.00 1 $850.00 28 REMOVE BITUMINOUS CURB LF 8 3.00 8 $24.00 29 SITE GRADING LS 1 600.00 1 $600.00 30 SUBGRADE EXCAVATION CY 15 9.50 $0.00 31 GRANULAR BORROW TN 55 9.50 $0.00 32 AGGREGATE BASE, CLASS 5, 100% CRUSHED - TRAIL TN 65 13.90 60.15 $836.09 33 TYPE LV 4 WEARING COURSE MIXTURE (B) • TRAIL TN 20 68.00 20 $1,360.00 34 CONCRETE PEDESTRIAN CURB RAMP SF 102 4.50 147 $661.50 35 TRUNCATED DOME PANEL SF 4B 35.00 48 $1,680.00 36 4" SOLID LINE, WHITE PAINT LF 120 0.25 120 $30.00 37 SILT FENCE, PERMEABLE LF 50 5.00 30 $150.00 38 SEEDING, INCL SEED, FERTILIZER, MULCH AND DISK ANCHOR AC 0,2 4840.00 0.2 $968.00 TOTAL PART 3 - SWAGER PARK TRAIL: $7,159.59 PART 4 - LINEAR PARK TRAIL: 39 MOBILIZATION L5 1 3950.00 1 $1,950.00 40 CLEAR AND GRUB LS 1 1300,00 1.75 $2,275.00 41 SITE GRADING LS 1 2200.00 1 $2,200.00 42 SUBGRADE EXCAVATION CY 40 9.50 284 $2,698.00 43 GRANULAR BORROW TN 80 8.50 468.4 $3,981.40 44 AGGREGATE BASE, CLASS 5, 100% CRUSHED - TRAIL TN 400 13.90 350 $4,865.00 45 TYPE LV 4 WEARING COURSE MIXTURE (B) - TRAIL TN 115 68.00 115.46 $7,851.28 46 SILT FENCE, PERMEABLE LF 100 3.75 $0.00 47 SEEDING, INCL SEED, FERTILIZER, MULCH AND DISKANCHOR AC 0.5 4840.00 0.56 $2,710.40 TOTAL PART 4 - LINEAR PARK TRAIL: $28,531.08 PART 5 - OAKGREEN AVENUE N. TRAIL: 48 MOBILIZATION LS 1 1150.00 1 $1,150.00 49 CLEAR AND GRUB LS 1 350.00 1 $350.00 50 REMOVE EXISTING TREE EA 1 165.00 1 $165.00 51 SITE GRADING LS 1 IE00.00 1 $1,800.00 52 SUBGRADE EXCAVATION CY 20 9.50 06'ge 28 �Y% 550714 0 OR 6 Q 5 F in a I. xls Contract Unit Current Quantity Amount No. Item Unit Quantity Price Quantity to Date to Date 53 GRANULAR BORROW TN 40 930 100 $950.00 54 AGGREGATE BASE, CLASS 5, 100% CRUSHED - TRAIL TN 125 13,90 89 $1,237.10 55 TYPE LV 4 WEARING COURSE MIXTURE (B) - TRAIL TN 35 68.00 35 $2,380.00 56 CONCRETE PEDESTRIAN CURB RAMP SF 34 4.50 32 $144.00 57 TRUNCATED DOME PANEL SF 16 35.00 16 $560.00 58 SALVAGE AND REINSTALL SIGN EA 1 125.00 1 $125.00 59 STREET SWEEPER WITH PICK UP BROOM WITH OPERATOR HR 5 90.00 3 $270.00 60 SEEDING, INCL SEED, FERTILIZER, AND WOOD FIBER BLANKET SY 800 1 65 200 $330.00 61 BIOROLL LF 30 5.00 10 $50.00 TOTAL PART 5 - OAKGREEN AVENUE N. TRAIL: $10,090.60 ALTERNATE NO. 3 - SWAGER PARK PARKING LOT LIGHTING • LIGHTING FIXTURE TYPE 8: 95 LIGHTING FIXTURE EA 2 3050,00 2 $6,100.00 96 CONCRETE LIGHT POLE BASE EA 2 630.00 2 $1,260.00 97 1V2 "PVC CONDUIT LF 175 5.65 191 $1,079.15 98 412 AWG WIRE LF 360 0.95 345 $327.75 99 POLE RISEREQUIPMENT EA 1 673.00 1 $673.00 100 #2 AWG WIFE LF 120 2.55 303 $772.65 - 101 CONCRETE IfQUIPMENT PAD EA 1 525.00 1 $525.00 102 LIGHTING SERVICE CABINET EA 1 4595,00 1 $4,595.00 103 HANDHOLE EA 1 470.00 1 $470.00 TOTAL ALTERNATE NO. 3 - SWAGER PARK PARKING LOT LIGHTING - LIGHTING FIXTURE TYPE 8: $15,802.55 CHANGE ORDER NO. 1 1 MOBILIZATION LS 1 4000.00 1 $4,000.00 2 TRAFFIC CONTROL LS 1 2000.00 1 $2,000.00 3 REMOVE AND REPLACE BITUMINOUS PAVEMENT LS 1 4800.00 1 $4,800.00 4 SALVAGE AND REINSTALL SIGN EA 2 95,00 1 $95.00 5 REMOVE 12" RCP STORM SEWER PIPE LF 34 10.00 34 $340.00 6 REMOVE 12" FLARED END SECTION EA 1 200.00 1 $200.00 7 CONNECT TO EXISTING STORM MANHOLE EA 1 550.00 1 $550.00 8 12" RCP STORM SEWER, CLASS 5, 0' -10' DEEP LF 36 29.00 36 $1,044.00 9 PRECAST 27" SHALLOW DEPTH BEEHIVE EA 1 1100.00 1 $1,100.00 10 IMPROVED PIPE FOUNDATION LF 25 8.00 $0.00 11 SITE GRADING LS 1 3000.00 1 $3,000.00 12 SUBGRADE EXCAVATION CY 60 12.00 20 $240.00 13 GRANULAR BORROW TN 120 12.00 $0.00 14 AGGREGATE BASE, CLASS 5, 100% CRUSHED -TRAIL TN 135 25.00 109 $2,725.00 15 TYPE IV 4 WEARING COURSE MIXTURE (B) - TRAIL TN 28 115.00 32 $3,680.00 16 CONCRETE PEDESTRIAN CURB RAMP SF 68 7,50 56 $420.00 17 TRUNCATED DOME PANEL SF 32 40.00 28 $1,120.00 18 4" SOLED LINE, WHITE PAINT LF 70 2.00 70 $140.00 19 12" SOLID LINE, WHITE PAINT LF 16 6.00 16 $96.00 20 SALVAGE AND REINSTALL SIGN EA 1 95.00 $0,00 21 STREET SWEEPER WITH PICK UP BROOM WITH OPERATOR HR 5 100.00 1 $100.00 22 SEEDING, INCL SEED, FERTILIZER, AND WOOD FIBER BLANKET SY 500 2.00 693 993 $1,986,00 23 NOROLL LF 30 5.00 $0.00 24 PROTECTION OF CATCH BASIN, NON- STREET EA 1 250.00 $0.00 TOTAL CHANGE ORDER NO, 1: $27,636.00 TOTAL PART 1 - AUTUMN MILLS PARK TRAILS AND GRADING $6,069.46 TOTAL PART 2 - SWAGER PARK PARKING LOT $25,582,35 TOTAL PART 3 - SWAGER PARK TRAIL $7,159.59 TOTAL PART 4 - LINEAR PARK TRAIL $28,531.08 TOTAL PART 5 - OAKGREEN AVENUE N. TRAIL: $10,090.60 TOTAL ALTERNATE NO. 3 - SWAGER PARK PARKING LOT LIGHTING - LIGHTING FIXTURE TYPE B: $15,802.55 TOTAL CHANGE ORDER NO. 1: $27,636.00 TOTAL WORK COMPLETED TO DATE $120,871.63 Page 29 of 110 550 714 60 R H 05 Fi n a 1. xis PROJECT PAYMENT STATUS OWNER CI1Y OF OAK PARK HEIGHTS BONESTROO FILE NO, 000055- 07146 -0 CONTRACTOR TOWER ASPHALT, INC. CHANGE ORDERS No. Date Description Amount 1 10110/2007 This Change Order provides for the construction of a 6' wide $ 30,200.00 bituminous trail on the west side of Oakgreen Avenue between 55th Street and 56th Street, See Change Order, I 1 Total Change Orders $30,200,00 PAYMENT SUMMARY No. From To Payment Retainage Completed_ I 1 0410212007 05/17/07 59,185.44 3,115,02 62,300.46 I 2 05/18/2007 06/14/07 15,353.63 3,92111 78,462.18 I 3 06/15/2007 07124107 16,628.50 1,860.56 93,028.13 4 07/25/2007 12/14/07 25,928.35 2,389.71 119,485.63 5 AND FINAL 12115/2007 07/16/08 3,775.71 120,871.63 Material on Hand Total Payment to Date $120,871.63 Original Contract $93,705.751 Retainage Pay No. 5 AND FINAL Change Orders $30,200,001 Total Amount Earned $120,871.63 Revised Contract $123,905.751 Page 30 of 110 55071460REQ5Fina1.x1s r7:; rtly:.a ;acv s:; Oak Park Heights < �" .», �� , �: Request for Council Action Meeting Date November 25, 2008 Time Required: 3 Minutes Agenda Item Title: Transfer Balance in Water Tower Rental Fund to the Water Tower Rehabilitation Fund and Close Water Tower Rental Fund Agenda Placement Consent Originating Department / Requester Finance -Judv Holst, Deputy Clerk/Finance Director Requester's Signature ' 1 , �4,, � Action Requested Approve transfer of balance in Water Tower Rental Fund to the Water Tower Rehabilitation Fund and close the Water Tower Rental Fund Background/ Justification (Please indicate if any previous action has been taken or if other public bodies have advised): A discussion was held at the November 5, 2008 budget work session in regards to the funds in the Water Tower Rental Fund. The rent received from Sprint /Nextel for use of the water tower is currently deposited in the Water Tower Rental Fund. The general consensus of the Council is to use those funds for maintenance of the water towers. Water tower #1 was rehabilitated in 2007, total cost was $376,930.68. Water tower 02 is scheduled to be rehabilitated in 2011 with an estimated cost of $500,000.00. We are currently funding the rehabilitation of the towers from the Water Utility Fund and with an interfund loan from the Capital Revolving Fund. The depreciation from the rehabilitation of the water towers will also be transferred into the Water Tower Rehabilitation Fund to fund future rehab of the water towers. As of October 31, 2008 there is $112,112.62 in the Water Tower Rental Fund. Transferring this balance to the Water Tower Rehabilitation Fund will reduce the amount needed from the Water Utility Fund to fund the rehabilitation of water tower #2. Staff recommends transferring the balance in the Water Tower Rental. Fund to the Water Tower Rehabilitation Fund and closing the Water Tower Rental Fund. Future rental payments will be deposited into the Water Tower Rehabilitation Fund. Page 31 of 110 City of Oak Park Heights.: Memo � November Z0,2008 To: Mayor and Council From: Judy Ho|st DeputyC|erk/Finance Director Re: General Fund Reserves In April 2008 Council received n memo in regards to the City policy on General Fund Reserves and/or Designations. Staff recommended revisiting the policy to determine if any modifications to the policy are appropriate, ThepoUcyvvasrev|ewedanddiscuoeduttheSeptember9*andNnvgmber5wbudget work sessions, The budgeted transfers out are not "operating expensen". The transfers are made twice a year, S096ln June and 5096in December; therefore, the total amount of the transfers out for cash flow purposes or general contingency would not beneeded. The current policy establishes the following General Fund reserves/designations: 1. Cash Flow Reserve/Designation equal to one-half of the General fund property tax levy plus anticipated State aids for the ensuing year. 2. Contingent Employee Benefit Reserve/Designation for Compensated Absences and Accrued Sick Leave equal to amounts computed at each December 31"— currently 50% of vacation leave, 2O096nf severance and 096of sick leave. 3. General Contingency (including emergencies) Reserve/Designation equal to 15% of the City's General Fund Expenditures Budget for the ensuing year, At the November 5, 2008 budget work session Council indicated they would consider modifying the General Fund Reserves and/or Designation policy axfollows: 1. Reduce the amount of the Cash Flow Reserve/Designation to reflect 50% of the ensuing year's property tax levy plus anticipated State aids less SOY6ofbudgeted transfers out. 2. No change to Contingent Employee Benefit Reserve/Designation for Compensated Absences and Accrued Sick Leave. l Reduce the amount of the General Contingency Reserve/Designation to be equal to 15% of the City's ensuing year's General Fund Expenditures Budget less 50% of budgeted transfers out. Page 32Of110 General Fund Reserves Memo November 20, 2008 Page 2 Estimate of Fund Balance December 31, 2008 Based on Preliminary Budget 1120 -08 Per Resolution Proposed 87 -10 -42 Modification Calculation: 2009 General Fund tax levy 3,406,865.00 3,406,865.00 Plus anticipated state aids — UTA 178,390.00 178,390.00 Less 50% of transfers to other Funds: Street Reconstruction (160,000.00) Storm Sewer Renewal (38,500.00) Budgeted Projects (260,725.00) Subtotal 3,585,255.00 3,126,030.00 Applicable percentage 50% 50% Preliminary designation amount 1.792.627.50 1.563.015.00 Mounded Amounts 1,793 000.00 1.563,000.00 Summary: Designated for Cash Flow 1,793,000.00 1,563,000.00 Designated for Employee Benefits 188,000.00 188,000.00 Designated for Contingencies 622,000.00 553,000.00 Total General Fund Balance Needed 2 60, 3,000.00 2.304.000.00 2007 General Fund Balance 2,515,620.00 2,515,620.00 Minimum required to meet 2008 designation 87 380.00 (211.520.001 Page 33 of 110 , rws rage is i.,ei't intentionally Blank. Page 34 of 110 Oak Park Heights Request for Council Action Meeting Date November 25"', 2008 , rinse Required: I Minute Agenda Item Title: ApDrove C ontract Extension Af4reement with VEOLIA Waster Services Inc. Agenda Placernent Consent A�e / n-da Originating Department/Requestor Johnson, City _Administrator Requester's Signature Action Requested See below. Background/Justification, (Please indicate if any previous action has been taken or if other public bodie have adviwd)a Enclosed is what will likely be the final agreement between the City of Oak Park Heights and VEOLIA. This docurnent effectively enacts two key provisions to commence 1/1/09 1� Extend the cwr(- service agreement through the end of 2011. 2. Requires that VEOUA deliver all recyclables to Eureka Recycling increasing the Recycling Fe(z from $2.28 per unit to $2.6 At this stage it is not anticipated that the City have an agreement between itself and E-ureka Recycling. Requested Actionz Approve. the 'Contract EAenslan Agreement' between the City and VEOLIA Solid Waste subject to final revision and approval by City Anomey. (See Anched) Page 35 of 110 Contract Extension Aareement: Agreement to Extend the Contract for Refuse and Recyclable Collection with Amendments Pursuant to the "Agreement to Amend the Contract For Refuse and Recvclable Collection" between the City of Oak Park Heights, ( the `City') and Veof€a E5 Solid Waste, ('Veolia') the City of Oak Park Heights may at its option extend the current Contract between the City and Veolia for a period of time not to exceed three years. This option must however be exercised by a date not later than Dec I 2003. The City and Veolia with the execution of this Contract Extension Aoreement do here by jointly agree to extend the "Contract For Refuse and Recvclable Collection - January 1. 2004 Through December 31 2008" thru December s 31 t , 2011 including the following amendments: Article III. SCOPE OF CONTRACT A.3. (e) , the following language is added: The City and Veolia agree that effective January 1 s `, 2009 that Veolia shall take all collected recyclable materials to the Eureka Recycling Facility located in Minneapolis, MN., to be processed by Eureka Recycling, Inc. In consideration of the City designating a specific location for its collected recyc €able materials, the City's Recycling Fee shall be increased from the current monthly rate of $2.28 per household unit to $2.64. The City nay, upon ninety (90) day written notice to Veolia, alter the requirement of such delivery of recyciables to Eureka Recycling and may revert to the current processing provider, ( Allied Waste) at the current Recycling Fee of $2.23 per month plus any subsequent incremental rate increases as agreed upon. Tile City may alternatively select another provider other than Allied Waste that meets the rninirnu m requirements of the Contract, but the Recycling Fee would be negotiated between the City and Veolia. It is understood that the there shall be no alterations of service delivery as currently provided by Veolia to City residents nor additional requirements on the part of City residents to prepare recyclables. Both the City and Veolia shall engage and invest in educational materials to inform City residents as to new options for recycling that are now available from Eureka Recycling. Page 1 of 2 OPH - VEOLIA Contract Extension Page 36 of 110 Article V. Payment Method, the following paragraph is added: The City and Veolia also agree that effective January 1 2009 that Veolia may request additional collection rate increases from the City and is not solely limited to request rate increases as outlined in Section V.D.1 of the Agreement. Upon the receipt of a bona-fide rate increase request, which must include supporting documentation the City shall review and consider such request and render a decision within 30 business days. Veolia may not seek more than two rate increases per calendar year. The City and Veolia also agree that Section IV. A.3. d ( recycling drop -off center) is deleted, however Veolia consistent with past practice and at no additional cost to the City, shall supply all City `clean-up days' with reasonable apparatus and equipment to accept all recyclable materials as defined in the Contract. The City and Veolia also agree that any distributions of recycling proceeds would be sent directly to each Marty in arnounts consistent with the current Contract. Ali other terms, definitions and conditions remain in full -force and effect. For: Veolia ES Solid Waste date Paul Ceding, General Manager Notary: date Thomas ( Chris) Hove, Municipal Manager Notary: For: City of Oak Park Heights date Eric Johnson, City Administrator Notary: Wage 2 of 2 OPH - VEOI__IA Contract Extension Page 37 of 110 This Page Is Left Intentionally Blank. A Page 38 of 110 Oak Farb. Heights Request - for Council Action Meeting Bate November 25"', 2008 Time Required I Minute Agenda ltem `Title: Anorove Clarifying Amendment to Citv resolution 08-10-42 -- Pertainim4 to Apvroval a.nd Related Conditions for M&I Bank -- Site Plan Review, Design Guidelines Review acid Variance;. 'I .Agenda Placement Consent A#_et a Originating l)epartn�entlRequ or Iic J6iinson, City Administrator Requester's Signature Action Requested ce Below. BackgroundIJustification (Phone indicate of any previous action has been taken or if ether public bodies have advised). The City is in need of inserting a clarifying item into the Resolution approving the M &I bank Variance / Site Plan. Specifically, the plan submitted by the Developer [ jointly defined as: Mr. Houser the Property Owner and the Applicant M &I Bank] does dernonstrate the construction of a east - -west trail along the northern frontage of the property., similar to what is placed in front of Brerner Bank and other areas along the frontage road, By the insertion of the-; trail into the submitted plan, the City understood that this was to be installed by the Developer at their cost and in a timeline consistent with the balance: of the other construction. This however should be clarified to state that this trail connection shall be installed as show on the plans at the Developer's expense. Recommended Action: Approve the Amendment of City Council Resolution 08- 10 -42, by amending the language of Condition #3 s a 'condition of approval' to item Number 3 to read as follows (thy: underlined portions are the added language)- "The applicants at e. - �1��61.....�m��a�a_.._ Via��t. ►��t._._��il_ 1��_ ��t�_. -.fit .__edge 0f their..prq ��.._� rte ll� demonstrated on earsubmitted site.....p #� �.r� .._.shall also provide co nnection from the trail to the site /building". Page 39 of 110 RESOLUTION NO. 08-10-42 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 M & I BANK FOR A SITE PLAN REVIEW, DESIGN GUIDELINES REVIEW, AND A VARIANCE TO ALLOW A THIRD BUILDING WALL SIGN FOR A FULL SERVICE DRIVE -UP BANKING FACILITY ON LOT 2, BLOCK 1, WAL -MART ADDITION BE APPROVED WITH CONDITIONS WHEREAS, the City of Oak Park Heights has received a request from M & I Bank for a site plan review, Design Guidelines review, and a variance to allow a third building wall sign for a full service drive -up banking facility on l.,ot 2, Block 1, Wal -Mart Addition; and after Laving conducted a public hearing relative thereto, the Planning Commission of Oak Park Heights recommended that the request be approved with conditions. The City Council of the City of Oak Park Heights makes the following findings of fact and resolution: 1. The real property affected by said application is legally described as follows, to wit: AT"T'ACI-IMEN'T' A and 2. The applicant has submitted an application and supporting documentation to the Community Development Department consisting of the following items: SEE ATTACIIMEN`I' B and 3. The subject property is zoned B -4, Limited Business District in which banks with drive - through facilities are a listed permitted use; and 4. The applicant is seeking consideration of a site plan review, Design Guidelines review, and consideration of a variance for a third wall sign; and S. City staff prepared a planning report dated October 3, 2008 reviewing the request; and 6. City staff recommends in the October 3, 2008 planning report that the request be approved with conditions; and Page 40 of 110 7. The Planning Commission held a public hearing at their October 9, 2008 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 M & I Bank for a site plan review, Design Guidelines review, and a variance to allow a third building wall sign for a fall service drive -up banking facility on Lot 2, Block 1, Wal -Mart Addition and affecting the real property as follows: SEE ATTACHMENT A Ti City Council of the City of Oak Park heights approves the site plan review, the Design Guidelines review, and the variance for the third wall sign subject to the following findings of fact for the third wall sign variance: 1. The applicants have proposed a total of three wall signs, each on different facades of the building. 2. The total square footage of each sign is less than 35 square feet or a total of less than 65 square feet. 3. The third wall sign ensures visibility of the bank and drive- through from both east and west bound traffic on Highway 36. Be and the same as hereby approved by the City Council of the City of Oak Park I]eights with the following conditions: I. The site plan (C- 3.01A) indicates the first drive -in unit has 174 feet of stacking, and the second drive -in unit has 198 feet of stacking. '1'11ere is no indication of the stacking space for the third drive -in unit. Clarification should be made regarding the stacking space. 2. The stall depth and aisle width do not meet the minimurn requirements for parking stalls that are at a 60 degree angle and 9 feet, 6 'inches wide. Adjustinents shall be made to the parking; area in order to meet the Ordinance requirements. 3. The applicants at their expense shall construct an cast -west trail along the north edge of their property as generally demonstrated on their submitted site plan and shall also provide a connection from the trail to the site /building;. 4. A revised Photometric flan shall be submitted that indicates the foot candle readings to the center line of 60` Street North to determine that the intensity requirements are met. 5. Outdoor lighting for the parking areas shall be turned off one hour after closing, except for approved security lighting. 2 Page 41 of 110 b. The Landscape flan shall be subject to the review and approval of the City Arborist. 7. The City Council was not favorable to the non - cutoff decorative fixtures for the front entrance. The applicant may install fixtures at this location but only if fill cut -off. 8. The additional freestanding monument sign — "M & I Bank — Drive -Up Banking ATM" is not allowed in that additional freestanding sign requirements are not met (i.e., the gross area of the signs, when added together with all other freestanding and wall sign area, exceeds the maximum allowable sign area established for the lot). 9. The Ordinance only allows two directional signs that do not count towards the maximum allowable sign area as long as they do not exceed twelve square feet. Therefore only two of the four proposed directional signs shall be allowed. 10. The Grading, Drainage, and Erosion Control Plan shall be subject to the review and approval by the City Engineer. 11. The applicant shall bury the overhead distribution lines along 60` Street North. The timing of that improvement shall be coordinated with the burying of distribution lines in front of Lowe's along 60` Street North. The applicant shall escrow sufficient funds, as specified by the City Engineer, to complete the improvement or agree that the City will complete the work and petition for the public improvement, waiving notice of public hearing and assessments, as required under Minnesota Statute 429. Approved by the City Council of' the City of Oak Park Heights this 28' day of October 2008. David Beaudet, Mayor ATTEST: Eric A. Johnson, City Administrator 3 Page 42 of 110 Oak Park Heights Request for Council Action Meeting Date November 25, 2008 Agenda Item Title Approve Resolution for Renewal of 2009 Liquor, Tobacco, and Amusement Licenses Time Required Agenda Placement Consent Originating Department /Requestor Finance - Judv Holst, Deputy Clerk /Finance Director Requesters Signature 6/ 1 Action Requested Approve Resolution renewin54 2009 Liquor, Tobacco and Amusement Licenses Background/ Justification (Please indicate any previous action, financial implications including budget information and recommendations). See Attached. Page 43 of 110 CITY OF OAK PARK HEIGHTS RESOLUTION 08 -11 -46 A RESOLUTION APPROVING PROPOSED ANNUAL LIQUOR, TOBACCO, AND AMUSEMENT LICENSES WHEREAS, the City Council for the City of Oak Park Heights has received applications for the year 2009 liquor, tobacco, amusement, and bingo licenses from businesses located within the City limits. NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Oak Park Heights that the following licenses (See Exhibit A) are hereby approved. Passed by the City Council of Oak Park Heights this 25th day of November, 2008. David Beaudet Mayor Attest: Eric A. Johnson City Administrator Page 44 of 110 EXHIBIT A CITY OF OAK PARK HEIGHTS 2009 LICENSES Off -Sale Liquor Licenses LaPalao Companies LLC dba Liquor Time Wal -Mart Stores, Inc. dba Wal -Mart Store # #1861 On -Sale Liquor Licenses Apple American Ltd Ptsp of MN dba Applebee's Neighborhood Grill /Bar Blazin Wings Inc. dba Buffalo Wind Wings Grill & Bar Phil's Tara Hideaway Inc. dba Club Tara Hideaway RT Minneapolis Franchise, LLC., dba Ruby Tuesday Letru Inc. dba Stillwater Bowl & Lounge Stillwater Eagles Aerie 94 dba Stillwater Eagles VFW 323 dba Greeder -Hinds Comfort Post On -Sale Sunday Liquor Licenses Apple American Ltd Ptsp of MN dba Applebee's Neighborhood Grill /Bar Blazin Wings Inc. dba Buffalo Wind Wings Grill & Bar Phil's Tara Hideaway Inc. dba Club Tara Hideaway RT Minneapolis Franchise, LLC., dba Ruby Tuesday Letru Inc. dba Stillwater Bowl & Lounge Stillwater Eagles Aerie 94 dba Stillwater Eagles VFW 323 dba Greeder- Hinds Comfort Post On -Sale Wine License Dailey Incorporated dba Carbones Pizza Chipotle Mexican Grill of Colorado, LLC dba Chipotle Mexican Grill On -Sale Non- Intoxicatinq Liquor License Dailey Incorporated dba Carbones Pizza Chipotle Mexican Grill of Colorado, LLC dba Chipotle Mexican Grill Page 45 of 110 City of Oak Park Heights 2009 Licenses Page 2 Off -Sale Non - Intoxicating Liquor License LaPalao Companies LLC dba Liquor Time Speedway SuperAmerica LLC dba SuperAmerica #4549 Wal -Mart Stores Inc. dba Wal -Mart Supercenter #1861 Amusement Licenses Letru Inc. dba Stillwater Bowl & Lounge American Amusement Arcades for Stillwater Eagles Aerie #94 Tobacco Licenses Holiday Stationstore #237 LaPalao Companies LLC dba Liquor Time Croix Oil dba Croix Convenience Oak Park Heights Speedway Superamerica #4549 Walgreens #06916 Wal -Mart Stores, Inc. dba Wal-Mart Store #1861 Bingo Licenses Stillwater Eagles Aerie 94 dba Stillwater Eagles Page 46 of 110 Oak Park Heights Request for Council Action Meeting Date November 25"'. 2008 Time Required: 10 Minutes Agenda Item Title: Presentation — St. C Community Foundation Agenda Placement A fter the Adoption - 00-onsent Avenda Originating Departrnent/R q&stKr' Eric Johnson. City Adi Requester's Signature Action Requested I)resentation,,t) risible -discussion.------,-,-- Background/Justification (Please indicate if any previous action has been taken or if other public bodies have advised). The St. Croix Community Foundation has requested to make a presentation to the City Council. See the enclosed letter. Page 47 of 110 St. Croix Valley Community Foundation Board of Directors November 13, 2008 charresArnason M11,0 , MN Gretchen 861, Mr. Eric Johnson NowAlichmond W1 City Administrator Ann srookman City of Oak Park Heights LakeElrao, MN PO Box 2007 William Campbell Stillwater, MN 55082 t?iuerFalls, W1 Dear Mr. Johnson.- Patty r3raxler Amery, WI I write this letter requesting time on the November 25, 2008 City Council meeting to summarize Chris GaMn an upcoming project involving several nonprofit cultural organizations in the Greater Stillwater Woodbury, MN Area. Jim Gillespie Hudson, WI As you know, the communities in the lower St. Croix Valley are known for their special charm, their rich cultural organizations and as a home for a bounty f recognized artists. But more than Martha Harding Y g St. Croix Falls, MN just providing entertainment, the St. Croix Valley's cultural offerings contribute to a unique sense of place that attracts new residents, draws new businesses and provides a destination for Shannon HooleyEnright thousands of visitors from the Twin Cities metropolitan area, Wisconsin and beyond. SNAAatcr,MN Mate Jackson Over the past few months, seven cultural organizations have met to explore the viability of creating or IIiwfFalls, Wi sharing space to retain and build on the unique character that sparks revenues for our region's Michael Johnson overall prosperity. This task force includes Art Reach Alliance; Lake Elmo Regional Art Center; The Rankasponys, FL Phipps Center for the Arts; Stillwater Area Public Schools Community Education; Trinity Lutheran Church; Theatre Associates of Stillwater — Performing Arts Steering Committee and Valley Chamber James Longer Hudson, W! Chorale. Collectively they have explored the concept of sharing space, whether existing or to -be- created, to meet the needs of the region's cultural community. David Paimer stillwater, MN With the goal of analyzing needs through a collective approach, this group has obtained a proposal Gretchen Stein, from Artspace, a Minneapolis based non profit real estate developer for the arts, for a cultural needs Osceola W/ and use assessment which will examine area space needs. Kathryn Tunheim This study will look at existing and potential collaborative programming and efficiencies which may be srillwater, MN available through the use of new or existing spaces. Among the types of spaces discussed as needed Mark vanasse are performing arts spaces, artist live -work space, gallery and exhibit spaces and classroom facilities. Houlron, W1 Artspaee will also look at the role of arts in municipal planning and determine how those plans align David Wettergren, chair with the current and future needs of artists and arts organizations. stiilwWec MN This group is excited about the proposed study and its potential for our region's economic vitality. We Steve Wilcox recently shared this study with Mayor Beaudet who suggested we make a presentation to the Oak Park Hbrfson WI Heights City Council to request financial support to undertake the project. Jane I-letiand Stevenson pros/dent Thank you for your consideration. I can be reached at 715- 386 -9490 Past Board chairs Sincerely, Sarah Andersen John Baird Jim Bradshaw David Brandt Orville Johnson Jill Shannon Peterf(ilde Gretchen Stein Director of Community Partnerships Page 48 of 110 Oak Park Heights Request for Council Action Meeting Date.--- November 25 111 ,2 08 Time Required 10 Minutes Agenda Item 'Title: St. Croix Events — Marathon th rouf h Oak Park 11 ci 0ts, Agenda Placement After the Ad i Consent Avenda Originating Department/Re wst F'rie Johnson, Citv Administrator Requester's Signature Action Requested _ Pre nt ion, Possible discussion and action, Background/Justifica go (Please indicaie if any previous action has been taken or if other pubfic bodies have advised): i The City has been approached by St. Croix Events to hold portions of a marathon through Oak Park Heights on Sun, May 24' 2008. Mr. Dave Eckberg of S Croix Events has been asked by staff to make a forrnal presentation to the City Council for initial comments and reactions. See the enclosed letter and map depicting the route. In theoiji, the City wilt want to secure from St. Croix Events needed funds to provide requested officers and cover all City costs associated with this proposed event as many City streets will be required to be closed on the morning of May 24th. Ultimately an agreement could be prepared that would incorporate all understandings and requirements. Page 49 of 110 St.croi EVENTS, INC November 20, 2008 11K Eric Johnson City Administrator City of oak farm: Heights Oak farm: Heights, Minnesota 55082 Re: Marathon Dcar ;ric: Per our conversation enclosed please 11nd information on the Marathon pro that v -ve discussed briefly by telephone. The event will include a Marathon. 20 l fall Marathon and 12K. The event is scheduled to tale place on Sunday morning N/lay 24. 2009, All races will start at 7 a.m. Our proposed route: mAl pass through Oak Park Heights. 1 am enclosing a map for reference. Al this time with the exception of the very first hall'nnile oClhe race course we are not reclUeStint read closures. Our estimate is that the #first runner will enter your eity at aapproximatcly 0705 in the Sunnyside area with the last runner cicarin-> at 0930 after crossing 36 on Mach. Road. Our plan is to provide a coned running area on the shoulder of the roads used allowing traflie to lfow. 1 have shared my plan with Chief Brian C)c;RoM. Harly thoughts are that we would need four to six officers From Oak Pad< I eights to assist with traffic in addition to our event stall'. And- costs incurred in providing officers to secure the race area will be I MIX) covered by the event. In addition the race will provide porta - -- potties and "AN clean up the entire race course at our cost. Respectfully, 1 would like to request permission of the City ofoak Park 1 leights to use its streets as shown on the snap and described on the Pact sheet. M e are excited about hringinta event to the 24. Croix Valley and Tool: iorwaard to making this a grcat day for participants and spectators. Please feel lice to contact me with any questions or concerns, Sirac;ca'cly, C M DAV 1:; 1;C1� 131: RC; Coordinator Page 50 of 110 1',0, Box 311 ® Stillwoter,MN 55082 e Phone 651/430 -2306 Fax651/430. -0553 1_ � A At'ECTN caRNFErnN m�mlw ow ElEN l2LID SAN 17nx STN v ,. f LA S Y R 1 r t5T 5S i I i I � N x 1�," }N - f� i `-�,„t 1 H - ^•• �� t T 11 r • 170M 51 H I ROG 46 LITHE "h CARWLWE 6 rxd7N 1 Y d LAKE Illfll 57 x T 1 ST" 1 yiy rNl Im 11 ST1 AI.VlN \ ♦ ErN I Py WaA YLL P 1rN alx ST U1:E l ++ � YY y E Nas Snap COpN i , BENZ WE s // oy a LAKE faM 11>M Sr j T WNs. 1 vt x /t. ` TM IT s "OL d; f $0 N hq H EYYAO ctx V� N'' tsa,"sry ?s • •_ 100.VIME - - ' 61 c p° IalMSrx srctx Y s,x arx � � �`�,! SILVER LAKF 0 fE � } 9 Ay 10 71 iZ /' 7 'o5rxc as'AAVex " r wwsl. 10 am AkCINRF. 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Hall' Marathon....12K Highway 95 ---,Just South of Downtown I Lines: Pioneer Park - -- 12K & Ilalf Marathon Lowell Park — 20 Mile & Marathon Marathon Route Starting on Minnesota State 95 with start lines between the Andiamo Merin Office and the Oasis Cafe.... South on 95 through Bayport to 22 " Street. ..,22)"" Street West to Stagecoach .... Stagecoach North to 23 (Beach Road).... Beach Road to 4 "' Avenue.... North of 4 "' Avenue to Burlington.... West on Burlington to 6 "' Ave.... North on 6 "' Avenue to Churchill.... West on Churchill to Greeley.... North on Greeley to Myrtle --West on Myrtle to Minal'....North on Millar to Boutwell .... l ast on BoutwclI to Neal .... North on Ncal to Me Kusick Road.... East on Me Kusick (Using the 'frail) to Amundson.... North on Amundson to Sycamore.... Sycamore to Stonebridgc Trml....North on Stonebridge Trail to Highway 95 .... South on Ifighway 95 to Mulberry Street .... I.'ast on Mulberry Street to Lowell Park.''J"inishes in I.,owell Park, 20 Mile Course 1 the Marathon C OU]'Se to 5`�' Street in Bayport.... West on 5`" Street to Stagecoach.... Back onto the Marathon Course to finish. IIalf Marathon Course I"allows the Marathon Course to Myrtle and Owens .... North on Owens to Laurel .... I'ast on Laurel to Pioneer Part: finish. 12 K Course f�'ol lows the Marathon Course to 5 "' Street in Bayport.... West on 5"' Street to Siagecoach....Bacl; onto Marathon C.'oursc to Myrtle and Owens .... North on Owens to Laurel .... Last ore Laurel to Pioneer Park finish. Map included in the packet Page 52 of 110 Traffic Control Points: At all intersections by Police or event staff' Officer costs to be paid by the event. Traffic will be allowed to cross tilt course at the direction of'tile officers or event staff Street Impact "Timelines: Highway 95 south to 36 .... 0645 to 0720 5 "' in Downtown Bayport - -- 0710 to 0740 Stagecoach and 59 "' - Oak Park Heights - -- 0720-0930 4"' Avenue and Orleans - Stillwater 0725 to 0945 Greeley and Myrtle -- 0735 to 1 005 Finish Line 12 K & Hall'— Pioneer Park 0739 1023 Finish Line 20 Mile & Marathon Lowell Park - 0840- 1330. Course Comments: Traffic will be allowed to cross the course at every intersection runner traffic pern III addition, race stall' will assist residents with homes on the course in getting out of their driveways and escorting them to the nearest cross street runner trafW permitting. Residences with homes on the course will receive a direct mailing Dum the Marathon inOr'ming them of specific race timelines and Nvill be given a direct "I lot Line" number to reach on race day. ']'rails on Myrtle and Me Kusick Neill used instead of roads further reducing race day irrrpact. 'The course will be coned vemus roads closed wherever possible. Garbage Removal: Any Garhage generated by the event will be removed that clay. In addition Sentence to Scree will be on site to do a general cleanup ol'all areas. Ponta Potties: AppiwWriately 250 (Start, Finishes and along the courses) ]eater Stops & Aid Stations: Start, f=inishes and approximately 18 and 12 respectively along the course. "The Aid station plan will be designed by leading Marathon medical experts and implemented l)y local healthcare professionals. Emergency Plan: The Marathon emergency plan will Ile designed with the assistance of national Marathon experts aI ci local police, and fire departments anti Lakeview l lealth. Page 53 of 110 Race Parking: Rouncitrip shuttles will be provided from area hotels /motels and from lark parking lots on the hill (i.e. Andersen corporate and Washington County Government Center). Race participants will be directed to Use the shuttles in their race. packets. L cononhic lmpact: I.,ocal Iron- pI•oi organizations, youth groups, etc. will be offered the opportunity to provide stall - ing at the race in retuni Ior a donation to their organizations. EsUrnated donation for this stalling is expected to exceed $25100. Marathons events have proven to have a very positive econonllC Impact In the COI11111unitieS tllal host them. Hotel and Motel rooms are filled by visiting runners and their supporters subseclucrlty filling restaurants and generating traffic in area businesses. It is estin"ated that each local race participant is accompanied by several supporters which creates a large pool of'potcrttial local business visitors. Community Involvement: Community members will be encouraged to line the course and support the runners. A fan support contest will he developed to award Lmiclue and enthusiastic supporters and groups of supporters. Rullner'!'racking; The Stillwater Marathon will utilize a timing chip systenn that allows people to track their lavorite runners by conywer during the race. Stillwater Marathon Race Weekend Schedule Packet Pickup, kxpo and Pasta Feed - - -- Stilkvater Ai ca I ligh School j_?`l 0630 — Iscumcnical Church Service -- Lomall Park 0700 -- Races Start l 330 -- Marathon I ;.nds Page 54 of 110 Oak Park Heights Request for Council Action Meeting Date November 25, 2008 Time Required: 5 Minutes Agenda Item Title: General Fund Reserve / Designation Modification Agenda Placement Old Business Originating Department / Requestor Finance -Judy Holst, Deputy Clerk /Finance Director / Requester's Signature 9 -(/ ellj,L,p Action Requested Approve amendment to General Fund Reserve/ Designation Background /Justification (Please indicate if any previous action has been taken or if other public bodies have advised): See attached memo dated November 20, 2008 from the Deputy Clerk /Finance Director. Staff recommends modification to the General Fund Reserve/ Designation policy 1. Cash Flow Reserve/ Designation equal to one -half of the General Fund property tax levy plus anticipated State aids for the ensuing year less 50% of the budgeted transfers out. 2. General Contingency (including emergencies) Reserve/ Designation equal to 15% of the City's General Fund Expenditures Budget less 50% of budgeted transfers out. Page 55 of 110 This Page Is Left Intentionally Blank. Page 56 of 110 � t J 4 111 A, Oak Park Heights Request for Council Action Meeting Date November 25 2008 Time Required: 15 Minutes Agenda Item Title: Citv Hall Facilitv — Geothermal Options and Other Items Agenda Placement Old Iiusin68.) E� Originating Department/ equ or Eric Johnson, Citv Administrator Requester's Signature Action Requested is ussion, Required Actions Noted i Background /Justificatioei (P ease indicate if any previous action has been taken or if other public bodies have advised): I r i The City Hall Building Committee has had continuing discussions with Architect Randy Engel on numerous topics related to the City Hall Facility. Mr. Engel will be present to provide a general update on the progress. There are two items that need to be specifically addressed: ITEM # 1 Does the City Council desire to implement a GEOTHERMAL system in the project that would essentially provide the primary heating and cooling for the facility. To date, the Committee has discussed accomplishing this in two possible methods — utilizing a traditional e GEOTHERMAL system requiring the placement of numerous wells to as a heat - sink OR devising a system utilizing the City water utility pipes as this heat sink. A traditional system will likely add $300,000+ to the estimated cost of the facility, but by utilizing our water utility infrastructure this additional investment may be an additional $50,000 + / -. Both systems may reduce the City's need to rely on natural gas and electricity for hearting and cooling by as much as 70 %. Randy Engel will provide some cost - recovery schedules at the meeting; certainly the utilization of the City's water utility infrastructure will be a more affordable approach. Per Judy Hoist, the City may consider any increased funding for GEOTHERMAL options from its Capital Revolving Fund. Page 57 of 110 Unfortunately, the utilization of the City's current utility infrastructure is not without issue. Specifically, it is unclear what state agency, such as the Dept of Health ( DOH) may consider about this proposal. Public Works Director Tom Ozzello met with DOH officials last week, who did not dismiss the idea outright but did state some reservations. ( See Attached memo from T. Ozzello summarizing his meeting and issues. ) In a perfect scenario, the City would receive a letter from the DOH effectively blessing this proposal, but this in unlikely and the best the City can likely hope for perhaps is quiet acquiescence. Seeking feedback from the DOH will however also take some time and may cause some delays to the project 2 -4 weeks depending upon how long we the City thinks it is appropriate to provide them time to think about the matter. So the possible questions requiring answers are as follows: 1. Is the City interested in utilizing GEOTHERMAL systems? ( This will be an non - budgeted cost increase to the total cost of the facility, the City will likely recover its investment over time as the cost of gas and electricity rise, but this will take longer if a traditional system is installed) 2. Considering possible time delays that could result from awaiting for DOH communication, is a time -delay acceptable? 3. While the City is awaiting possible clarifications from the DOH, the City continue with a dual- design track for its GEOTHERMAL systems which would then not result in any design of construction delays. In this case, the City would need to invest approximately $10,000 for soil borings to determine the capacity of the area for GEOLTHERMAL Well sites for a traditional GEOTHERMAL system and another $20,000.00 in increased design costs to prepare both alternates designs. I TEM #_2. Randy Engel has provided locations for needed structural soil borings, the City Council should authorize the City Administrator to secure such borings. These costs are covered under the total building costs as bonded. Please note these structural soil borings are not related to the GEOTHERMAL soils testing. Lases: Attached are some revised SITE PLANS ( remain as `drafts') which will be discussed in more detail at the meeting. Page 58 of 110 City of Y Oak Park Heights 14168 Oak Park Blvd Me Box 2007 • Oak Park Heights, MN 55082 • (651) 439 -4439 • Fax 439 0574 Interoffice Memo To: City Administrator, Eric Johnson From: Public Works Director, Tom Ozzello CC: Mayor Beaudet, Dan Moulton Date: 11/18/08 Re: Meeting with Mn. Dept. of Health and Dept. of Labor and Industry Discussion of options and requirements for consideration Mayor Beaudet, Dan Moulton (M & E Engineering)and I attended a meeting at the Health Dept., Orville Freeman Building, room C -442 on Friday mo €ning, 11/14/08 at 9:30 AM at our request. The meeting was held with Brian Noma (DOI-I), Cathy •bran (DOLI), and Lucas Martin (DOIJ) to discuss possible option for geothermal heating and cooling for the New City Hall. Line drawings for both conventional and for 2 systems of geothermal energy recovery were presented. Our goal was to find a way to use the existing water mains and water pumpage owned by the city to drive down both total and operating costs for the new building. As such our main focus was to find options to address those needs. The option for dedicated wells for geothermal remains oil the table without €au€ch controversy other than the staggering cost of installation and pumping cost for once use of the water. A full size set of plans were presented. A reduced size set is attached. The first substantial issue was the heat exchanger. My understanding now is that there are acceptable air gapped heat exchangers already in use in Minnesota that meet the concern of separation and confirmation of problems before they could impact the domestic drinking water system. Attached are the cut sheets from a Bell and Gossett Heat Exchanger which would be an example to use in the proposed design for bidding. Apparently this type of unit is used at the regional energy center in St. Paul. The second substantial issue was the interpretation of the 'T'ens State Standard prohibition for water to be returned to the system. There are exceptions to this standard. Protecting the domestic water is the goal of these standards and there is some possible conflicting language as to non- contact air separated heat exchangers being acceptable. Part of this discussion was the need for a city to have a comprehensive city ordinance to address its own installation and properly li €nit and govern other entities that may want to enter in the future. There was some discussion of the types and potentials for other users. Our position was that we could write an ordinance that would greatly limit the ability to impact the system both for ourselves and for any possible future users. This included the use of multiple mains, recirculation and temperature limits, directional controls, charges to protect and monitor the system, etc. One option mentioned related also to the last item below, was to have the discharge back to the towers themselves. `Phis would provides a significant buffering of the temperature concerns and Iimit the potential for other users misusing the city system. The third substantial issue that was all expressed concern that raising the water temperature in the summer. The DOH has evidence that there are more bacterial instances detected in municipal water systems in the summer when the water temperature in system escalates a degree or two. I did not ask at the time whether Page 59 of 110 this was for all system or deep well systems only. I would expect more problems with surface water, open treatment and wells under the influence of surface water as temperatures rise. I would not expect a rise in deep wells other than an increase in sampling error when doors and windows are open and moving more exterior contaminants around the sample area and taps. Recycling domestic water back in to the water lines in the summer would raise the temperature in the water slightly. Depending on the volume of the discharge and the volume and movement in the domestic line we could estimate the impact. The number is expected to be minimal due to our high volume of water use in the summer from deep wells that do not vary seasonally. Among the items discussed were the use of directional flows and impacts to fire protection, using one well as a lead well in summer {much more concern on summer use} to forces temperature dilution water past the reinjection point, bringing the discharge back to the tower for buffering, and chlorination to provide a currently un- needed level of protection. Chlorine is not required under state rules. Only fluoride is required as an additive, The city is set for emergency chlorination by gas ejectors at this time but we would resist the implementation of the ongoing costs of operating and maintaining a non - required system unless it was implemented by state rules where we would have time to make plans and budget changes. With the age of our system, we would have a major issue with the change and significant water quality complaints. The city has agreed to formally submit a request for assistance and supply plans for review as we move forward. Our discussed position is that the city would draft an ordinance to protect the domestic water supply that would limit and avoid potential future problems. It was suggested the ordinance would include costs for resource use, cost recovery for monitoring and repairs and protection of the existing system. The state said they would help review the document and suggest any items that would help protect the system from their prospective. Such help would be appreciated as this may be relatively new territory, My opinion on the results of the meeting are: • The State has minimal problems with once through geothermal well and aquifer re- injection • The State, though not enthused, will not formally reject the idea of a controlled domestic water use for geothermal at this time if certain conditions are met An air separated plate and frank heat exchanger is not rejected • The State is concerned on biological impacts of increased temperature • The State would prefer to have a chlorinated system • The State is concerned that the city have a strong ordinance to protect the system from other less conservative entities who may want a similar option in the future • The State showed some interest in return water going to the tower for initial temperature buffering or a strong system for temperature dilution with wells running • The State expressed some concern about maintaining uni -flow for unrestricted fire protection The next step is ours TREE CITY U.S.A. Page 60 of 110 I I I I - -- - -- -� -• � dam- � ----- ----- ------------ : i I , T19N 2— DOMESTIC WAFER COOLNG /HEATING '%OPTION 4 TYPICAL HEA7ING /G0WN8 SY57FM M �} - .. Y r f-------- - - - --- -- ..---------------- - ----------- ' s F .0 4 I I 4 I I I �J i i .. I w i rte. ; v. ', 0 nCPTIpN 3- GED7HFRMA! W{.E,1 ��D�j�ON 4- DOME57EC WATER CDDLVNC /GAS HEATENG . .. ate• NS. 1: 31 GE a m Id ON y , fi�ti; ay � l y � 4 Rc��` 1"fl" r � 9 � Y 5 f l y � S yjbu _& nmi Ri no: X. .4c .1' am aing k A Inn¢va date design a�lOW� GfX hOf exchangers. #a priav�de �mvre #ieat transfer usi i less space: 'they. . perform v"th ar:e t1 J 900 to arse fifth the st�rfaca area.c�f +cenv ht�artal Sh011 and tine h at RxCh.. dtast ni l r far the sa e::applkatran . GP Mo gel$ have her her r rf ce area tb vo prp ra. Eris #han canventional:; ' y, t shell an tubO heat exchanger spper�ar:.leat transfer cc�effjc nts compared tQ s ie11 anc A�... d•s� die' ., - _ ' Y ' GPX . of.fer y S yi "tree° j y ur � # # py fi � ry ► � } � + . di fere ire hetiq!t - th4 fluids ! � y E :. a`� �d INa PK Y�.i L) w eeds. ThO �GPX line hay tEie capab►1�ty to rroe t. ny stze applicati ©n, 4�nC1 I 6fferg a vttrle.variety; of plate cnn # cttari. matOrals and Cann t19n hypes: Y+atI Y can choo$e. rv6d� constructeei' fep6) 30 or :316 `� = �� _ _'` �� : ti tanium, h�astellvji� Enerllc� rar otfter'rnetals Pl', Ctrl �!E?SE� #,rfl *We1ec1, -� ; ' y d ou 'bie wa11 or,fr : fl my c it your; gU r kA bil parttCUlar appl Ica ttpn R , � Cs 4 v ,< Page3 Of 1 0 . Adaptable construction offers y; superior versatility. D ouble wall !� The basic GPX design includes sa &&Male. 9,is�eting feature for extra protection x against gasket failure_ With doUble• wail units, that additional protection is extended to guard against pl<ato failure as well. Tvvo pl ates are I)Ositioned } together with a unigUe sealing mechanism at the Dort holes to form one assembly with air space he €we , n the plates. There pare no welds, This unique r feature protects against contamination of one fluid by another. If one of the plates shoUld corrode and develop a leak, the fluid enters the fait' spa( -0 and exits to the ats iosphere, instead of entering the. opposing passagewayJ. xx i 7 t We lded plate The renal - welded GPX design expands the application envelope of plate heat transfer technology to applications that are aggressive to standard eiastorraers and other applications where leak prevention is critical. The semi - welded GPX desi Utill7e$ two plates laser- weided together to form a cassette. The cassettes form channels within which the welded -side fluid flows. Two rind gaskets and a field gasket are Used I ]etVVeen adjacent cassettes in the same fashion as gaskets in the standard GPX design. The ring gaskets confine the welded -side fluid be��een the a(Ijacent cassettes and can be made of highly resis €ant tv Teflon or a more traditional elastomer gasket. The design elim inates the Page 64 of 110 a� side's exposed g asket surf by approximately 90 %. -_ Free f low Free -flow emits offer the same features of basic GPX models, with the added benefit of exceptiorw clog- resistance- Bell & Gossett free flow models fetoture rninimum or no metal- to- n *tetal contact points between adjacent plates to reduce E)oints for particles to catch or) the plates, Free -flour models can handle fluids with {)arti(olat€° up to 2mn) in diameter and Shim lone. Double gasket prevents cross - contamination. GPX models include a one -piece molded gasket. This standard gasket is designed with tw.o rings to confine each fluid to the appropriate port region of the }date, a field region of the gasket to confine the fluid to the heat transfer area of the plate and a vented region in between, This design creates a double gasket with a leak path to atn7osphere through the dented region to prevent any cross - contamination of the fluids due to a gasket failure. 11 leak duce to a gasket failure is detected as a leak to atmosphere prior to any chance for cross - contamination. Bell & Gossett offers a variety of glueless and glued gaskets. I L , /a'40 i'w .s at•�!, „� =tir<Li.r](7 r,. f_ . -r� 5 c t, s' r',:�,�i,r �ri�C)r . tir:[•.[•.S> c�.i.:�;r�f i�trlrc�rt. J�irT {i fJil �iit7i 1 = 11 i f 4 ; } i i;j:Jri''i;()Sr Ildl!i,*r r ?fez !fJi,'rW S)! lir.j(lfj!friii ri:i[if4�.S 41',x(' li {ll!J? , ' " Page 65 of 110 Advanced GPX system offers superior efficiency. GPX arses a combination of chevron -style heat transfer plates sequenced between a frarne plate and pressure plate. The heat transfer plates have holes at the four corners that fora a header, which distributes the respective fluids to the opposite M ' sides of each plate when the plates align. The fluids are confined to the heat transfer surface of �k the plate or the port, as appropriate, with elastomer gaskets. Cau0tercurrer7t flow is obtained with a given fluid traveling up one ( w side of a plate and the other florid down the opposite side of the plate. The plate's chevron patterns create metal -to -metal contact points between adjacent plates for added strength. This allows differential pressures equal to the design pressure_ The entire assembly is held together with tightening bolts. Carry /guide bars are used to obtain the proper alignment. Modular design allows for easy installa and maintenance. The GPX design males assembly, inspection and claaning easy. • Easy to install and move, - Readily expandable and easy to inspect COF"Y bar or clean. - Pre:;Sore Wo'n} • Opening or closing the kinit does not ` require disconnecting the piping. NCai traii3 trPJ,Ite %? GPX has vertical flood, Cis ?Sk'EI '- so Inlet and outlet _____....._- .____._� TCir��. °�,r;,7c} boilfs connections are above a ,;{ and below each outer and on the same plane for easy installation. F No special tools needed • Studded connections to tighten plate pack. withstand higher piping Tightening halt design loads th an nozzles. allows opening and closing 6 With studded connection Page 66 of 110 the unit from frame plate. no welding is required. n T' 4 r T echnical Data I Performance: Maximum Flowrate (GPM1) up to 17,900 GPM Max. Heat Transfer Area (FT') up to 30,000 ft a Connectians: NPT Nozzles —Size (IN) 1 inch to 3 inches 4 ANSI Studded Connectioms—Si70 (IN) 4 indvs to 1a inches Y # a ; Epoxy- painted carbon steel, Stainless Steel, Materials titanium, Hastelloy, rubber $ Construction: Mite M 7terials 304 and 316 stainless steel titanium, SMO 254, + / Hastelloy, Incolloy, palladium- titanium ' Gasket Materials Nitrite, EPDM, Viton; butyl, neoprene. high- temperature EPDM & nitri #e Fr, lm Design Pressures , 50 psi commercial up to 300 psi ASME Design Temp4iratures �, -31 °F to 338'F �'u& `'re',� .'.r+,' r_: .r i`".' J"' •. � t: H,,l ' 11 ! STANDARD GASKETED PLATES FREE FLOW SEMI- "IELDED Srand rd thrim ded Thrmdxdcort'aec{ion Starldafds.0 ded Stuc:4fc+dcc' +nectrcmn conrc'titrOrr rrrrh .380y nn2r.,Ie conriecrion is^rrtl aWy tirivI � CONNECTfON TYPE$ F,47fYjt\� Sar*'vy eC,nnzitlon qv ck- ta'sCOnrfCt eyr i1.f@ OPTIONAL CONNECTION TYPES (2) Longs fiJ ior;cg (2) Shows °rr.° cfrarrn�J fr) 9,orr °TK chuvuae! VARIABLE THERMAL LENGTH PLATES 175 Standard Parkway Bell & Gossett Buffalo, New York 14240 Phone: 1800) 447.7700 Fax- (716) 862 -4176 www.bellgussett , r:nna + ITT Industries f ® ?'6f 110 Eh1"•tii i �Ft: F.Cr; eS SV'L'F,•!;( l�titp 1', + °:'.r i:i r> f:; w' ,II.' bR i : l f: y'. E Ri;I I - i$il!.n n r � O a 3w_4 7 OFF STREET o_ :- -- I' PARKING �A_d : -- _ -- ------ 77 7 _ - ------ a as • N al -- - - - -- • ProHasa 6l atefl Gaefa y - -------- qc. «^ �.._.._j_.. -_.- a rn.Eaaa T er vraar v.r - W avua 3 : SITE PLAN : , r A FEATURES q T . I - � t -rn. � vw .Y aawwa - � • salaelao csy aten open n�n,ra mnet..,eao., � , - 4;_ '0 x i C. • c>,r p Pobllc Worlm Wrepe oprn du np k� E •SalaNap Wewr TOwor weld. parnpl:tg Z{ ', leralaSge MP rartW n In , p; Piaca AL __ fir • WA l7nwfmwrst Fwo M—moafttcationa ' ( / • R lle Works Oera{po exparwFOn 3? r I •az T `•^- C • oemmlaa P.,rsatlna crry wa M oCR er PraJac, SAnar —"My or new city Hasq - �, t ` , " �'r ` 5 ` � • T. . rww lmp.ovement. �- � .�' � � I:_, �u �� . �, '•'�`: `�,. o m.�s �alt.kn.r,ltea a.>,>.e �_ � � t-, �- �� •era.. rancad Pr,bsk: work. s,oreoa Tara m o Naw F.ncaa vekECb ImPOUaa Aran m // �7,Y'" � R SK - t STii STREET NORTH � � �- — - -. —.— .. .�..LL. ♦ — Vader�a.n6l]TiSlfba Wak � ,�,- ,� � � , � Iaaw.M rolaueaa peplrq mwi.buctuae.) 7. p ° a � �.� ` � �1 SITE PI.AEJ tk+tarner a okra:a« � ( j r ` �u • n.Pl�nam.nt>h:atw work. e.:l�alr� ) 822 I �' v f J j 111 1 5 flew Flm iloMRment APPemSVe Ga A1 Y _ % O f • k peulbla at Public works Skmepa Yard c p � mye a N� \ -� - q- UDRIFN AVE. K. 77 SME PLAN ootlort A R =11 U M I ETOW & ASSocwrES Oak Park Heights City Hall A 77 SME PLAN ootlort A R =11 U M I ETOW & ASSocwrES Oak Park Heights City Hall 0 � � 1 OZ abed W I� f' aes�i> =zr nve. N. 4 � y m 8 /1 1 t l 1 r— r 4 SITE PI.AH ootEnn 8 AS BUET6W &SOCIATES Scho�natic Aaei W M MCMIfEC1UFVA SCH`/f�k$ Upwury +u ��•• �� N Oak park Heights City Hall p l ____ - _ � � , „, ,� A ,��,,, am I 'MM1•_ Y " Hot f Conatruefeon i WkPxklWphl+.XM�Ma .`+se, icw�;n r»u .' a �. ._� }' riv Oak Park Heights Request for Council Action Meeting Date November 25, 2008 Agenda Item Title 2009 Water and Sewer Rate Studv Time Required 5 Minutes Agenda Placement New Business Originating Department/ Requestor Finance -Judv Holst, Deputy Clerk/Finance Director Requester's Signature v Action Requested Approve Rate Studv, Rate Increase for Waterworks and Sanitary Sewer, and Adopt Resolution for Rate Increases Background/ Justification (Please indicate any previous action, financial implications including budget information and recommendations). See attached memo, rate study and resolutions. Page 71 of 110 j t n , w f r � v Memo:. November 21, 2008 To: Mayor and Council From: Judy Holst, Deputy Clerk /Finance Director Re: 2009 Water and Sewer Rate Study Attached is my review and study of the water and sewer user rates for the City of Oak Park Heights for 2009. A rate increase will be required to generate adequate revenue for the operation of the Water Utility Fund and the Sanitary Sewer Utility Fund for the 2009 budget year. A 10% increase in water utility rates will enable the City to meet the 2009 operating and capital needs for the Water Utility Fund. The recommended rates are: Minimum Charge $24.65 /quarter for up to 15,000 gallons $1.59 /quarter for State Water Connection Fee $1.78/1,000 gallons for usage from 16,000 to 50,000 gallons /quarter $2.44/1,000 gallons for usage from 51,000 to 99,000 gallons /quarter $2.9411,000 gallons for usage over 99,000 gallons /quarter A I increase in the minimum charge and a 1.5% increase in rates for usage above 15,000 gallons would enable the City to meet the 2009 operating and capital needs for the Sanitary Sewer Utility Fund. The recommended rates are: Minimum Charge $50.45 /quarter for up to 15,000 gallons $3.4511,000 gallons for usage over 15,000 gallons. Page 72 of 110 CITY OF OAK PARK HEIGHTS WATER AND SEWER RATE STUDY 2009 Page 73 of 110 REPORT ON WATER AND SEWER RATE STUDY FOR OAK PARK HEIGHTS, MINNESOTA 2009 David Beaudet Mayor Les Abrahamson Council Member Jack Doerr Council Member Mary McComber Council Member Mark Swenson Council Member Eric Johnson Administrator Page 74 of 110 Table of Contents Introduction................................................. ............................... 2 WaterUser Charges ....................................... ............................... 3 General.............................................. ............................... 3 Water Usage Estimates ........................... ............................... 3 Water Department Expenditures ................. ............................... 3 WaterRates ......................................... ............................... 4 SewerUser Charges ...................................... ............................... 6 General.............................................. ............................... 6 System Flow Estimates ........................... ............................... 6 Sewer Department Expenditures ................. ............................... 7 SewerRates ......................................... ............................... S Conclusions and Recommendations ..................... ............................... 10 Page 1 Page 75 of 110 INTRODUCTION The City of Oak Park Heights regularly reviews the water and sewer rate schedule to assure receipt of adequate funding for operation of the utility systems. This report represents the results of a study undertaken to review the costs to operate and maintain the water and sewer systems in the City of Oak Park Heights. The purpose of the study is to determine the user rates required to adequately and equitably finance the proposed 2009 operating budgets of the Water and Sewer Funds. This report contains an analysis of the past and projected flows, usages, and system connections as well as a review of costs and projected expenditures for operation and maintenance. In summary, this report contains a review of the past and present schedules and practices relating to water and sewer user charges in the City and recommendations for rates which will produce the required revenues in a fair and equitable manner. Page 2 Page 76 of 110 Water User Charges General It is necessary to periodically study the water user rates to determine if adequate revenue is being produced to operate the water supply and distribution system and to meet other financial obligations for capital improvements and for renewal and replacement. The study contained in the following sections of this report reviews projected water sales as well as budgeted expenditures and other financial obligations. Using this information, rates are computed which will produce sufficient revenue to operate and maintain the waterworks system for the coming year. Wafer Usage Estimates Each dwelling and structure connected to the City waterworks system is equipped with a water meter to measure water usage. Each well supply is also equipped with a water meter to measure water produced. These two sources are then used to verify and estimate water consumption. It is very difficult to predict water usage with any accuracy for a given year because usage will vary tremendously dependent upon climatic conditions during the summer growing season. It is estimated that 58% of our customers use 15,000 gallons or less of water per quarter. An average of 9,000 gallons per month was used for all of our minimum usage customers. For the customers that have an average use between 16,000 and 50,000 gallons per quarter an average of 25,000 gallons per quarter per account was used. For the customers that have an average use between 51,000 and 99,000 gallons per quarter an average of 65,000 gallons per quarter per account was used. On average, records indicate that normal water consumption in the City of Oak Park Heights is equal to about 122 gallons per capita per day. This is higher than other similar municipalities because of the large institutional users in the City. Based on past records, it is projected water usage in 2009 will be approximately 211 million gallons with about 227 million gallons to be pumped. Water Department Expenditures To determine a water use rate schedule, it is necessary to estimate the amount of the expenditures anticipated or revenue required. Expenditures can be generally classified in the following categories: a. Operation and maintenance b. Reserve for capital improvements c. Administration, accounting and billing d. System renewal and replacement All of the expense items Iisted are related to capacity and usage except for administration, accounting and billing which are proportional to number of connections. Page 3 Page 77 of 110 Operation and maintenance costs are to be included in the rate calculation and are taken directly from the City Budget. The City has issued bonds in the past to finance waterworks improvements with a portion of the debt service being paid from revenue. However, more recently, the improvements made to the system have been made through bonding with repayment through a system of area charges and connection charges. The other cost which is part of expenditures in the water rate computation is an allowance for major repairs and for future replacement of facilities. Combining all of the data described above results in the total estimated expenditures for the Water Department in 2009. A summary of those expenditures as well as previous years' expenditures is shown in the following tabulation. WATER DEPARTMENT EXPENDITURES 2005 2006 2007 2008 2009 Item Actual Actual Actual Estimate Budget Operation & Maintenance $287,946 $310,545 $299,522 $314,628 $329,410 Renewal & Replacement 83,050 88,221 88,212 91,650 110,800 Capital Outlay 13,800 10,800 192,300 240,050 137,300 Total $384,796 $409,566 $580,034 $646,328 $577,510 2009 WATER DEPARTMENT EXPENDITURES Operation & Maintenance $308,860 Capital Outlay 137,300 Renewal & Replacement 110,800 Operating Expenditures $556,960 Administration & Billing 20,550 Total Expenditures $577,510 The administration and billing fee represents approximately 3.5% of the operation and maintenance cost. Water Rates The estimated unit cost to produce and supply water in the City of Oak Park Heights can be determined by dividing the estimated operating expenditures by the assumed flow. In addition to the operating rate, revenue for administration, billing and accounting can be computed by dividing the estimated administrative and billing costs by the number of connections. In addition the City is required to submit $6.36 per water connection per year to the State of Minnesota for water connection service fees. Page 4 Page 78 of 110 The resulting computations are as follows: Operating Rate - $556,960 211,500,000 gallons = $2.63/1,000 gallons Administration Rate - $20,550 - 1,315 accounts = $3.91 /quarter State Water Connection Fee = $1.59 /quarter Using the minimum monthly flow of 15,000 gallons per connection results in the user rate schedule shown below: Operating charge — 15,000 gallons a $2.63 /1,000 gallons $39.45 /quarter Administration $3.91 /quarter State Water Connection Fee $1.59 /ouarter Minimum Charge $44.95 /quarter The rate computation shown above represents an 84.6% increase in the minimum charge and a 108.7% increase in the operating rate. The current minimum monthly rates are as follows: Operating charge — 15,000 gallons @ $1.2611,000 gallons $18.85 /quarter Administration $3.91 /quarter State Water Connection Fee $1.59 /ouarter Current Minimum Charge $24.35 /quarter The current established water rates for all users are as follows: Minimum Charge $1.59 /quarter for State Water Connection Fee $22.76 /quarter for up to 15,000 gallons $1.62/1,000 gallons for usage from 16,000 to 50,000 gallons /quarter $2.22 /1,000 gallons for usage from 51,000 to 99,000 gallons /quarter $2.67/1,000 gallons for usage over 99,000 gallons /quarter A 10% increase in all rates would enable the City to meet the 2009 operating and capital needs for the Water Utility Fund. The recommended waterworks rates are as follows: Minimum Charge $1.59 /quarter for State Water Connection Fee $24.65 /quarter for up to 15,000 gallons $1.7811,000 gallons for usage from 16,000 to 50,000 gallons /quarter $2.44/1,000 gallons for usage from 51,000 to 99,000 gallons /quarter $2.94/1,000 gallons for usage over 99,000 gallons /quarter Page 5 Page 79 of 110 Sewer User Charges General The City of Oak Park Heights regularly reviews, adopts, and/or modifies its sewer user rate schedule to assure that sufficient revenue is being generated for the payment of all expenditures associated with the operation and maintenance of the sewage collection system and treatment facilities. This review is also undertaken to verify that all classification of sewer users are charged for service in a manner which is fair and equitable as defined in State and Federal regulations. The following sections of this report will describe the system usage, financial obligations, and budgeted expenditures as well as a suggested rate schedule to provide adequate revenues to operate and maintain the system in 2009. System Flow Estimates Utility use rates can be established by equating the amount of service sold to the estimated expenditures anticipated by the utility. In the case of a sanitary sewer system, the use or service can be measured by sewage flow with projections for future use being dependent upon growth by number and type of connection to the system. The Metropolitan Council Environmental Services (MCES) maintains flow - measuring devices which are supposed to totalize all flows from the entire City. In the past, the recorded flows were very erratic, but between 1985 and 1993 there has been some fluctuation, but generally the flow has been proportional to the number of connections and estimated population served. In July of 1994, the MCES replaced the metering equipment for the Oak Park Heights meter; which resulted in a 16% increase in Oak Park Heights's flow. The installation of the new meter equipment resulted once again in wide fluctuations in recorded flows, which resulted in differences in estimated flows and recorded flows and resulting costs. In 1998 MCES initiated a new billing system where cities were billed based on metered flows with a two quarter lag rather than estimated flows with a two -year lag in adjustment. This did not change the accuracy of the metering but made the fluctuations less apparent. Beginning in 2005 the MCES adopted a "firm flow" allocation method in order to stabilize the flow revenue for the MCES and the charges to the municipalities. This means instead of estimating a system flow, the MCES will use the last known flow numbers to allocate their budget for the coming year. To determine the annual billing amount, the calculation is based on flows from July 1 and ending June 30. An example of the amount billed for 2008 is based on the flows from July 1, 2006 through June 30, 2007. Since we now know what our annual charge is, we are billed a flat amount each month for the calendar year. Because we no longer receive quarterly flow data from MCES showing the actual flows for Oak Park Heights and the estimated flows MCES uses for billing purposes, the flows estimated by the City based on number of connections, water sales, population, and similar data will be used for the sewer rate computations. Page 6 Page 80 of 110 For informational purposes, population estimates, metered sewage flows and estimates, and flow per capita data for billing years 2005, 2006, 2007, 2008 and 2009 are shown in the following tabulation. Estimated MCES Flows Year Ponulation Flow (Mill. Gals.) Per Caoita Per Dav 2005 4,633 199.78 118 2006 4,664 204.95 120 2007 4,676 211.00 124 2008 4,751 209.95 121 2009 4,751 208.74 120 While the total sewage flow from the City is being metered with questionable accuracy, means are not available for measuring sewage flows from individual connections. "Therefore, some assumptions and estimates must be used to apportion flows and resulting costs to the various types of users on the system. Water meters exist at each connection which measures the water purchased, but does not provide information on the quantity discharged to the sewer. Generally, almost all water purchased enters the sewer system with the exception of that water used for lawn irrigation. Lawn sprinkling is primarily confined to single family, townhouse, and similar land uses. Where large institutional facilities or other uses have high irrigation demands, separate meters are becoming common so that sewer billing is limited to the non - sprinkler water usage only. Based on the above comments, sewage flows from residential connections are assumed to be equal to the quarterly water usage experienced during the winter months when no lawn sprinkling occurs. However, each monthly water meter reading is used for sewage discharge billing for all commercial, industrial, institutional and high end residential connections. Sewer Department Expenditures In addition to estimating the voluine of sewage flow, the other basic factor required in establishing user rates is the amount of expenditures anticipated or revenue required. Expenditures can be generally classified in the following categories: a. Metropolitan Council Environmental Services billing b. Local operation and maintenance c. Administration, accounting, and billing d. System renewal and replacement All of the expense items listed are related to capacity and flows with the exception of the administration, accounting, and billing costs, which are proportional to the number of connections only. Page 7 Page 81 of 110 The Metropolitan Council Environmental Services fee is based on the "firm flow" allocation method and will be $366,191,53 for the year 2009. Local operation and maintenance costs are incorporated into the rate structure and have been taken directly from the City Budget or from actual expenditures when available. Combining all of the data described above results in the total estimated expenditures for the Sewer Fund in 2009. A summary of those expenditures as well as a tabulation of previous years' expenditures is shown below: Sewer Department Expenditures 2005 2006 2007 2008 2009 Item Actual Actual Actual Estimate Budget MCES Billing $292,590 $316,304 $322,126 $356,245 $366,195 Operation & Maintenance 196,139 267,426 207,165 233,385 249,775 Renewal & Replacement 72,148 77,296 77,168 79,780 81,710 Capital Outlay 10,800 11,141 71,800 33,800 11,050 Total $571,677 $672,167 $678,259 $703,210 $708,730 2009 SEWER DEPARTMENT EXPENDITURE MCES Billing $366,195 Operation & Maintenance 209,655 Renewal & Replacement 81,710 Capital Outlay 11,050 Operating Expenditures $668,610 Administration 40,120 TOTAL EXPENDITUES $708,730 Sewer Rates Sewer user rates can be computed by simply dividing the various operating costs by the estimated flow. In addition to operating rate, revenue for administration, billing and accounting can be determined by dividing the estimated administrative costs by the number of connections. MCES Charge $ 366, 195 208,740,000 $1.7511,000 gallons Local Cost $302,415 _ 208,740,000 $1.4511,000 gallons Operating Rate $3.2011,000 gallons Administration Rate $40,1201 1,283 accounts $7.82 /quarter Page 8 Page 82 of 110 At the present time, the minimum charge is based on the discharge of 15,000 gallons per quarter per account. Using the rates established above, the minimum charge is shown in the following computation. MCES Charge 15,000 gal. @ $1.7511,000 gallons $26.25 /quarter Local Charge 15,000 gal. @ $1.45/1,000 gallons 21.75 /quarter Administration 7.82 /ouarter $55.82 /quarter The existing sanitary sewer rates along with additional revenues from interest and permits does not completely cover the 2009 projected expenditures. In all cases, it is assumed that the billing to single family, townhouse, condominium and other similar residential units will be based on the winter quarter water meter reading. All other land uses such as apartments, institutions and commercial and industrial facilities will be billed quarterly based on actual meter readings. Current sanitary sewer rates are as follows: Minimum charge $49.95 /quarter for up to 15,000 gallons $3.40/1,000 gallons for usage over 15,000 gallons A 1% increase in the minimum charge with a 1.5% increase in rates for usage above 15,000 gallons would enable the City to meet the 2009 operating and capital needs for the Sewer Utility fund. The recommended sewer rates are as follows: Minimum Charge $50.45 /quarter for up to 15,000 gallons $3.4511,000 gallons for usage over 15,000 gallons Page 9 Page 83 of 110 Conclusions and Recommendations Based on the studies reported on herein, it is concluded that a rate increase is required to generate adequate revenue for the operation of the Waterworks Fund and the Sanitary Sewer Fund. It is recommended that the following water and sewer user rates be adopted to operate the Utility Funds of the City of Oak Park Heights in 2009: Rate Schedule Water Rates Minimum Charge $24.65 /quarter for up to 15,000 gallons $1.59 /quarter for State Water Connection Fee $1.7$11,000 gallons for usage from 16,000 to 50,000 gallons /quarter $2.4411,000 gallons for usage from 51,000 to 99,000 gallons /quarter $2.9411,000 gallons for usage over 99,000 gallons /quarter Sanitary Sewer Rates Minimum charge $50.45 /quarter for up to 15,000 gallons $3.4511,000 gallons for usage over 15,000 gallons Page 10 Page 84 of 110 RESOLUTION NO. 08 -11 -44 CITY OF OAK PARK HEIGHTS WASHINGTON COUNTY, MINNESOTA A RESOLUTION ESTABLISHING WATER USAGE RATES WITHIN THE CITY OF OAK PARK HEIGHTS EFFECTIVE JANUARY 1, 2009 WHEREAS, the City of Oak Park Heights by resolution and ordinance regulates water usage rates within the City for all users; and, WHEREAS, a rate study has been conducted and completed by the Deputy Clerk /Finance Director recommending water rate increases to accommodate the cost for administrating, managing, and providing municipal water services to the citizens of the City of Oak Park Heights and all properties connected thereto; and, WHEREAS, current demands upon the municipal water systems of the city necessitate the future construction of additional infrastructure and rehabilitation of existing infrastructure that must be paid for by users of the system; and, WHEREAS, the City Council has reviewed said rate increases and determined the same to be fair and equitable. WHEREAS, the city ordinances provide for the implementation of rate increases by resolution. NOW, THEREFORE, BE IT RESOLVED, by the City Council for the City of Oak Park Heights as follows: That effective January 1, 2009, the City of Oak Park Heights shall establish a municipal water rate for all users as follows: a. A quarterly rate of $3.91 for administrative fees, $1.59 for state water connection, and $1.38 per 1,000 gallons used for the first 15,000 gallons, with a per quarter minimum charge of $26.24. Page 85 of 110 b. A rate of $1.78 per 1,000 gallons for water use above 15,000 gallons up to 50,000 gallons. c. A rate of $2.44 per 1,000 gallons for water use above 50,000 gallons up to 99,000 gallons. d. A rate of $2.94 per 1,000 gallons for water use above 99,000 gallons. Passed by the City Council for the City of Oak Park Heights this 25th day of November, 2008. David Beaudet, Mayor ATTEST: Eric A. Johnson � Administrator Page 86 of 110 RESOLUTION NO. 08-11 -45 CITY OF OAK PARK HEIGHTS WASHINGTON COUNTY, MINNESOTA A RESOLUTION ESTABLISHING SEWER USAGE RATES WITHIN THE CITY OF OAK PARK HEIGHTS EFFECTIVE JANUARY 1, 2009 WHEREAS, the City of Oak Park Heights by resolution and ordinance regulates sewer usage rates within the City for all users; and, WHEREAS, a rate study has been conducted and completed by the Deputy Clerk /Finance Director recommending a sewer rate increase to accommodate the cost for administrating, managing, and providing municipal sewer services to the citizens of the City of Oak Park Heights and all properties connected thereto; and, WHEREAS, the City Council has reviewed said rate increase and determined the same to be fair and equitable. WHEREAS, the city ordinances provide for the implementation of rate increases by resolution. NOW, THEREFORE, BE IT RESOLVED, by the City Council for the City of Oak Park Heights as follows: That effective January 1, 2009, the City of Oak Park Heights shall. establish a municipal sewer rate for all users as follows: a. A quarterly rate of $7.82 for administrative fees, and $2.84 per 1,000 gallons of water used for the first 15,000 gallons, with a per quarter minimum charge of $50.45. b. A rate of $3.45 per 1,000 gallons of water used over 15,000 gallons. Page 87 of 110 C. Residential sewer rates are determined by the amount of water used in the March quarter of each year. Commercial, industrial, institutional and high density residential sewer rates are based on actual. usage. Passed by the City Council for the City of Oak Park Heights this 25th day of November, 2008. David Beaudet, Mayor ATTEST: Eric A. Johnson Administrator Page 88 of 110 Oak Park Heights Request for Council Action Meeting Date: Nov. 25"', 2008 Time Required: 5 Min. Agenda Item "Title: Approval for Purchase of 800mliz Radio's & Equipment Agenda Placement: New Business Originating Department/ Requester: Oak Park Heights Police Dept., Chief Brian DeRosier Requester's Signature Action Requested: Approve Purchase of 800mhz Radio's & Equipment Background /Justification: I have inventoried the radios already purchased for the mandatory conversion of the department to the 800mhz system. I found we will still have a need for 1 more portable radio, collar microphones, and chargers. I am also requesting purchase of a vehicle mounted radio for the SRO vehicle that is budgeted to be replaced in 2009 and is being set up as unmarked traffic enforcement / backup squad car, as well as the SRO vehicle. Ordering at this time will allow delivery by the expected Feb. 2009 switch over date and also provide for an apx. $600 savings over the current State of MN bid price if ordered prior to Dec. 15, 2008. This bid is through a state bid vendor and our current vendor for other equipment already purchased. The need for one additional portable radio is due to the officer assigned to SWAT, being required to have an assigned radio with secured access channels not available to other officers. Also ordered will be an ear piece for the SWAT officer to have the audio routed directly to their ear and not broadcast over the radio speaker. No collar microphone / speakers were purchased in the initial purchase of equipment. These are everyday use items on the portable radios that allow the officers to use the radio without having to remove it from the belt holster. This is essential to officer safety and productivity. Chargers were not ordered with the initial purchase for the Investigators, Chief, and SWAT Officer. These are needed for the investigators, Chief, and SWAT officer to place in their offices or at home in the case of the SWAT officer. We do have a bank charging unit for the squad room. The vehicle radio for the SRO /Traffic enforcement vehicle was not originally purchased due to the intent, as in the case of the Chief and Investigator squads, a portable unit will be used for both the vehicle and offices. This was acceptable if the vehicle was only to be used as an SRO / Investigation vehicle; however with this vehicle also being equipped to be used as traffic enforcement and back up squad car, a vehicle mounted radio is needed. Funds for this purpose have been dedicated in the capital outlay budget for — Police Radio Equipment, for the required 800mhz. conversion. Total authorization requested = $6,250.00 + "Tax and delivery charges if applicable. I am reviewing; a recent grant opportunity from the Metropolitan Emergency Services Board that became available 11 -14 -2008. The grant has a possible reimbursement of 80% of tl #466 i 0 equipment udder funding from the U.S. Dept. of Commerce Public Safety Interoperable Communications. Attached are the bid sheets for the radios. As you review the bid, each of sheets for the radios is one radio. The software listed is the required software to make the radio work on the state system, allow it to be programmed etc. This can be confusing when listed separately, but this is how Motorola lists it out with the vendors. With the purchase of this equipment we will have officers and squad cars equipped for duty on a daily basis along with an all hazard event. l make a "qualified" statement that we should now have all the major equipment receded as we move into the installation and implementation phase of the conversion to the SOOmhz system. Page 90 of 110 A ! _ Or 0 MOTOROLA INC. ANCOM COMMUNICATIONS, INC Date: Oct. 30, 2008 Quote #: 20927 Prepared By: Dean Daninger Phone: 763.755.3377 Pax: 763.755.4111 Contract #: 437255 Qty. Model Descrir3tion Oak Pa Hts PD Mobile Quote Only List Price APC Discount Contract Price Total Price 1 M15URSSPIAN XTL 2500 "Mil Main Modai $ 1,497.00 25% $ 1,122.75 $ 1,122.75 1 6442 ADD: XTL 2500 Contro[ Head $ 292.00 25% $ 219.00 $ 219.00 1 G444 ADD: XTL 2500 Control Head Software $ - 25% $ - $ - LJ" 1 G806 Astro Digital CAI Operation Software $ 515.00 25% $ 386.25 $ 386.25 1 G51 Smartzone /Singlezone System Software $ 975.00 25% $ 731.25 $ 731.25 1 G361 Astro 25 Software $ 300.00 25% $ 225.00 $ 225.00 1 G173 Smartzone Omnilink Software $ 200 -00 25% $ 150 -00 $ 150.00 1 G66 ADD: DASH MOUNT $ 125.00 25% $ 93.75 $ 93.75 1 W22 Standard Palm Microphone $ 72.00 25% $ 54.00 $ 54.00 1 B18 Auxiliary 5 Watt Speaker $ 60.00 25% $ 45.00 $ 45.00 1 W484 Antenna 3DB Gain (764- 870MHZ) $ 38.00 25% $ 28.50 $ 28.50 1 G114 Enhanced Digital ID Display $ 75.00 25% $ 56.25 $ 56.25 1 G24 2 -Year E.S.P. (3 -year total warranty) $ 102.00 0% $ 102.00 $ 102.00 I XXXX Q4 Promotion, must order by 12 -15 -08 $ (300.00) $ (300.00) 1 G193 ADP Software DSP Base Encryption # $ 10.00 25% $ 7.50 $ 7.50 _ A ro�xcax..� fw7.- AN CO M o .., N 0) Portable Q�t Model Description List Price APC Discount Contract Price Total Price 1 H46UCF9PW6_N Motorola XTS 2500 Model 111160- c hanne l I80OMH� $ 1,550.00 32/0 $ 1,054.00 $ 1,054.00 1 Q574 oitware 9600 Baud (MN Metro Pkg.) $ 1,675.00 32% $ 1,139.00 $ 1,139.00 J (includes options; 0806 - CAI operation, (k Display Radio Q361 - Astro 25 software, H38 - Smartzone, Q173 - Omnilink & H14 - PTT ID display) 1 Q393 1750mAH NiMH FM Battery (NTN9857) $ 82.00 32% $ 55.76 $ 55.76 1 H885 2 -Year E.S.P. (3 -year total warranty) $ 67.00 0% $ 67.00 $ 67.00 1 Q667 ADP SOFTWARE DSP BASED CRYPTO $ 10.00 32% $ 6.80 $ 6.80 1 XXXX Q4 Promotion, must order by 12 -15 -08 $ (300.00) $ (300.00) LINE ITEM TOTAL S 4.943.81 Special Instructions And /Or Billing. (For the purchase order.) Please include on the purchase order: (See attached word document for help.) Payment per State contract. B &Q, 20927 State Contract number, 437255 Tax exempt per M.S. 297A Subd. D.8. Fax copy of Notice to Proceed to: 763.755.4111 Attn: Dean f .estwp+:� 0 ANCOM 1. ".S 0 ( CY) M MOTOROLA INC, ANCOM COMMUNICATIONS, INC. Date: Oct. 30, 2008 Quote #: 20927 Prepared By: Dean Daninger Phone, 763.755.3377 Fax: 763.755.4111 Contract #: 437255 gty. Model Description Oak Park Hts PD Parts Parts Quote Only List Price APC Discount Contract Price Total Price 9 NMN6193 Remote Speaker Microphone $ 89.00 15% $ 75.65 $ 680.85 subs to part number PMMN4051A 4 WPLN41 11 Desktop Single Unit Impres Charger $ 165.00 15% $ 140.25 $ 561.00 1 RLN4941 Recommended Earpiece for new Speaker Mic $ 58.00 15% $ 49.30 $ 49.30 Shipping $ 15-00 LINE ITEM TOTAL S 1,306.15 Special Instructions And/Or Billing: (For the purchase order.) No purchase order is necessary for parts order. Please include on the purchase order: Payment per State contract. B&Q, 20927 State Contract number, 437255 Tax exempt per M.S. 297A Subd. D-8. Fax copy of p. o. to: 763.755.4111 Attn: Dean This Page Is Left Intentionally Blank. Page 94 of 110 z Oak Park Heights Request for Council Action Meeting Tate November 25 "'. 2008 Time Required: 5 Minutes Agenda Item Title: Term. Limits e Park Commission Agenda Placement New business Originating Department /Requestor ._ Councilynember M _I cC amber Requester's Signature Action Requested Possible Action__ _ Background /Justification (Please indicate if any previous action has been taken or if other public bodies have advised). Reconsider recent action instituting term limits on Park Commissioners. With the imposition of term limits, the Park Commission will lose two members commencing in 2009 and may lose: two of the remaining three due to personal circumstances. Considering this turnover, the City Council may wish to reconsider these requirements and revise the By-Laws in some fashion. Enclosed: The recently adopted Park Commission "By-Laws" dated Oct 10 2008. (These are adopted via reference in City Ordinance 205- See Art 3, Sub. C. -Terms. Under this Section, a Commission Member may only serve two teams. ("There is no specific provision for extensions) Page 95 of 110 205 AN ORDINANCE ESTABLISHING A PARKS, PI..AYGROUNDS, AND RECREATION COMMISSION FOR THE CITY OF OAK PARK HFIGHT'S, WASHINGTON COUNTY, IvIINNES01"A. THE CITY COUNCIL CSI THE CITY OF OAK PARR HEIGH I S, WASHINGTON ON C OUN I Y, MINNESOTA, DOES HEREBY ORDAIN; 205.01 Establishment of a Commission. A City Parks, Playgrounds, and Recreation Commission for the City of Oak Park Heights, Washington County, Minnesota, is hereby established. 205.02 Composition. That parks, playgrounds and recreation commissions shall consist of five (5) voting members. The five members shall be appointed by the City Council to serve; Iort.hree (3) year terms, or as otherwise approved by the City Council. Both original and successive appointees shall hold office until their successors are appointed and shall have qualified. The City Council shall also appoint two (2) alternate members to serve as alternates who shall have the ability to fill the position of Park Commission member and cast votes in the event of absence of any member of the Park Commission. The members of the Commission shall elect one member as Chairperson and one member as Nice - Chairperson of said Commission, who shall be elected every year. Vacancies on the Commission during a term shall be filled by the City Council for the unexpired term of said vacancy. Every appointed member shall, before entering upon the disposition of his or her duties, take an oath that he or she will faithfully perform the duties of that office. Except as otherwise established by resolution of the City Council, all members of the bark Commission shall be compensated $25.00 for each month of service, but must be present at the Park Commission to qualify for such compensation. Any member of the Dark Commission may be removed by the Mayon with the Consent of the City Council for cause after a hearing. Tho Commission shall additional operate under the auspices of official "Park Commission By- Laws" which shall be approved by the City Council. (.'ur{r°erat Bay -Laws Eacolwed October 14, 2008, 205.03 Duties It shall be the duty of the Commission to study and recommend to the City Council: (1) the needed and necessary parks and recreational facilities in said City, and (2) also to study and recommend provisions for the utilization and maintenance of present I Page 96 of 110 and future facilities that may be created from time to time by the City Council. Said recommendations shall then be acted upon within a reasonable length of tirne by the City Council. 205.04 Budget. The Parks, Playgrounds, and Recreation Commission shall propose an annual budget which shall be considered and acted upon by the City Council annually. A =ndede Section 205.02. Passed October 14, 2008. 2 Page 97 of 110 CITY OF OAK PARK HEIGHTS PARK COMMISSION BYLAWS ARTICLE I - ORIGIN AND POWERS A. Authorization. The City is authorized and empowered to establish a Park Commission under the provisions of Chapter 205 of the code of ordinances for the City of Oak Park Heights. B. Establishment. The Park Commission was created in an advisory capacity by action of the Oak Park Heights City Council pursuant to Chapter 205 of the code of ordinances of the City of Oak Park Heights and to Commission Bylaws established on June 8, 1999. ARTICLE 2 — DUTIES AND OBJECTIVES A. Advisory Capacity. The Park Commission is designed to serve in an advisory capacity to the Oak Park Heights City Council. P. Objectives. The objectives of the Park Commission are to make recommendations to the City Council, which will guide the development of city parks and related services and facilities. C. Public Hearings. The Park Commission shall hold such hearings as are provided within the City Ordinances and shall make recommendations on same as requested by the City Council. D. Special Public Hearings. The Park Commission may hold such public informational hearings as the City Council directs and may make recommendations on same as requested by the City Council. ARTICLE 3 — MEMBERSHIP A. Voting Members. The Park 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 98 of 110 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 Park Commission. Such City Council person shall serve without voting power and in a capacity as ex-officio to the Park 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 Park Commission shall be appointed by the City Council. All such appointments shall be initiated and be established by resolution - -- - -. --- of the City Council. The term of each member shall be for three years with initial A terms being staggered by the City Council resolution of appointment. No member shall serve more than two consecutive terms on the Park 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 Park Commission shall notify the City Council of the same with a recommendation from the Park Commission as to the continued ability for such person to remain on the Commission. Park. Commissioners shall notify the Chairperson or City staff when an absence is anticipated. E. Removal. Any member of the Park 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 Park Commission members as selected by the City Council shall serve without compensation except as otherwise established by Resolution of the City Council. G. Training. The Chairperson and the City staff shall meet with each new Park Commissioner to explain Park Commission procedures. 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. 1. Vacancies. Vacancies occurring within the Park Commission shall be filled for the balance of the appointment by the City Council. Members that are filling vacancies as a result of a resignation or rernoval of a member, may complete the balance of such term but may then be appointed to an full initial term without penalty and may then serve a second and additional terms pursuant to Article 3 C. 2 Page 99 of 110 ARTICLE 4 — OFFICERS, DUTIES AND ELECTION OF OFFICERS A. Officers. The officers of the Park Commission shall be Chairperson and Vice. - Chairperson. B. Duties of the Chairperson. The Chairperson shall preside at all meetings, appoint Park Commission members to committees, appoint Park 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 Park Commissioners and carry out such other duties as are assigned by the Park 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 Park Commission officers shall be elected from among its appointed members. No member shall serve as Chairperson or Vice- Chairperson for more than two consecutive years. A member may serve as Vice- Chairperson for two years and then Chairperson for two years, or in alternate or alternating order. The election shall occur at the Park Commission's annual meeting. E. Vote. Candidates for office receiving a majority vote of the entire membership (three-fifths (315)), shall be declared duly elected. F. Date of Office. Newly elected officers and members shall take office at the annual meeting in January and which is an end date (sine die) for the preceding term year. G. Vacancies. Vacancies occurring in the offices of the Park Commission shall be filled immediately by the above election procedure. ARTICLE 5 — MEETINGS A. Annual Meeting. An annual organizational meeting shall be held in January of each year. Election of officers shall be conducted at that time. B. Regular Meetings, Regular meetings of the Park Commission shall be held at 6:30 PM on the third Monday of each month or as otherwise designated to account for legal holidays or other special circumstances as approved by the City Administrator. The meetings shall be held in the City Hall Council Chambers 3 Page 100 of 110 or as otherwise designated: and duly posted. The regular meeting date of the Parr 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. D. Notice of Meetings. Notice in writing of ail regular and special Park Commission meetings, setting forth the time, place and agenda of such meetings, shall be mailed by the City staff to all Park Commission members at least five days in advance of each meeting. E. Site Investigation. Prior to each meeting, all Park Commission members shall endeavor to visit any properties to be discussed at the meeting. F. Park Commission Representative at City Council Meetings. Each Park. Commission member shall in turn represent the Park Commission at regular City Council meetings. ARTICLE 6 — PRE-MEETING PROCEDURES A. Agenda. The agenda for each rneeting of the Paris 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 tune. Each hearing shall begirt 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 Park 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 spear. 4 Page 101 of 110 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 Park Commission shall make a recommendation to the City Council within 30 days following the close of the hearing. If a hearing is 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 (315)) shall constitute a quorum for meeting purposes. Whenever there are vacancies on the Park Commission the Commission may meet and transact business with half of the non-vacated seats being present. Votes on issues where the commission members are equally split will be deemed to be passed onto the City Council without recommendation. G. Conflict of Interest. Whenever a Park Commission member shall have a direct or indirect personal or financial interest in an application or petition before the Park 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: I . 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 approval 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. 5 Page 102 of 110 G, Reports, Any matter may be tabled for a technical report or study which the Park 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 Park 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. ARTICLE 9 — COMMITTEES A. Park Commission Committees. The Park Commission may establish committees of its own membership for a specific purpose and duration. B. Ad Hoe Committees. The Park Commission may request that the City Council appoint other members of the community to Ad Hoc Commission committees, which may be created by the Park Commission for a specific purpose and duration. At least one voting member of the Park Commission also shall be appointed to each such committee. AR"nCLE 10 — RECORDS A. Minutes. The Commission shall rely on video or audio recording for the purposes of securing full and complete official minutes at all regular and special meetings of the Park Commission and which shall be transcribed and provided to the Commission for review and approval at the next regular scheduled Commission meeting. The City staff shall be responsible for keeping a record of all Park Commission resolutions, transcriptions, minutes and findings, including circumstances when the Commission convenes off -site meetings where video or audio recording is not practical. B. Open. Meetings. All meetings shall be a matter of public record. Amended by City Council on October 14, 2008. 6 Page 103 of 110 This Page Is Left Intentionally Blank. , 4 , Page 104 of 110 Oak Park Heights Request for Council Action Meeting Date November 25, 2008 Agenda Item City Logo Time Req. Agenda Placement New Business Originating Department/ Requestor Administration/Jennifer Pinski Requester's Signature Action Requested Consider adopting or changing City logo Background/Justification (Please indicate any previous action has been taken or if other public bodies have been advised). See attached memo. Page 105 of 110 OA KPARKHEIGHTS Memo To: Mayor and Council From: Jennifer Pinski Date: November l9, 2008 Re: City Symbol/Logo have been unable to find any record of the council officially adopting the symbol below as the official logo of Oak Park Heights. It is my understanding that this logo was created as a result of a local contest in approximately 1998: As there may be several opportunities to incorporate the city logo into the new City Hall building, you may wish to adopt the logo or initiate the process of creating a new one. Please note that we do have the following options as well that were created by a graphic design artist in 2007: ;. a• >" ;eat «. fi w;�. .i zS Page 106 of 110 o -I I P I, Oak. Parl Heights Request for Council Action Meeting Date November 25"', 2008 Time Required: 5 Minutes – Agenda Item 'fifle: Bavtown Townshin Cornmeliensi ve Plan --- Review by Scott Richards Agenda Placement —. Nem/ Business Originating Department/Re e-, � n � "ut�s rie J01 , - Q – itYAdministrator Requester's Signature _ _ -�' ��,�. �_. w _..____._.__ _.____ __. Action Requested Dis�us� oq, - sible Action Background/.Iu indicate if auy previous action lias been taken or if other public bodies; have advised)- City Planner Scott Richards did review the Baytown Township Comprehensive Plan and did prepare a DRAFT rnemo -- See attached. The City Council should review and discuss this rnerno. Page 107 of 110 DRAFT November 20, 2008 Baytown Township Chair and Supervisors Baytown Township 4220 Osgood Avenue North Stillwater, IVIN 55082 RE: Response to Baytown Township 2030 Comprehensive Plan Dear Baytown Township Board: The City of Oak Park Heights is in receipt of the Baytown Township 2030 Comprehensive Plan for review and comments. The comments have been reviewed by the Mayor and City Council, We request that you consider these as you finalize your plan. Naturall Resources Protection The Baytown plan includes a policy that indicates "The DNR Wildlife Management Area and the DRR Scientific and Natural Area within Baytown Township are valuable natural resources, and surrounding areas will be encouraged to be pursued as open space." The City of Oak Park Heights agrees with the statement and in its 2030 plan also indicates that "the property would be maintained as open space and natural area with limited recreational and trail access." The City does not have an interest to annex this property for future development. Annexation/Land Use The Baytown 2030 Land Use Plan includes a 17 acre area adjacent to the Boutwells Landing project in Oak Park Heights as a "high density severed" area, The Post 2030 Land Use Map identifies an additional 349 acres in this area also as "high density severed." The plan does not identify where the sewer service would be obtained. Page 108 of 110 Baytown Township Chair and Supervisors Page 2 As you are aware from review of the Oak Park Heights plan, the City includes a policy that it will not aggressively pursue areas of annexation from the Township. The City policy related to extending utility service to only those areas that are within the City, annexed to the City, or part of an orderly annexation agreement was included in the previous Comprehensive Plan and in the current plan. It would be a violation of City policy to extend water and sewer services into the Township through a Joint Powers Agreement. We would request the Township consider an orderly annexation agreement for this property with the City of Oak Park Heights. Parks and Trails The Baytown 2030 Parks, Trails and Open Space Map and text indicates that the Township would consider connections to other local, county, or state trail systems that may be proposed. The City of Oak Park Heights is interested in also providing trail connections wherever possible with an emphasis on Osgood, Oakgree n/N o rth brook and Stagecoach Trail. Thank you for the opportunity to review the Baytown Township 2030 Comprehensive Plan. Sincerely, CITY OF OAK PARK HEIGHTS Eric Johnson City Administrator G , Oak Park Heights Mayor and City COIAncil Connie Fredkove, Town Clerk Page 109 of 110 This Page Is Left Intentionally Blank. Page 110 of 110