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Home My WebLink About12-26-13 City Council Packet CITY OF OAK PARK HEIGHTS THURSDAY, DECEMBER 26, 2013 CITY COUNCIL MEETING AGENDA 4:30 P.M. 4:30 p.m. L Call to Order/Pledge of AllegianceJAuuroyal of Agenda Estimated times 4:30 p.m. 11. Council/Staff Reports A. Mayor McComber B. Councilmember Dougherty C. Councilmember Liljegren D. Councilmember Runk E. Councilmember Swenson F. Staff Recycling Award (1) 4:35 p.m. III. Visitors/Public Comment This is an opportunity for the public to address the Council with questions or concerns on issues not part of the rcgular agenda(Please limit comments to 3 minutes in length), 4:35 p.m. IV. Consent Agenda(Roll Call Vote) A. Approve Bills &Investments B. Approve City Council Minutes—December 10,2013 (2) C. Approve Resolution Designating 2014 Checking and Bank Depositories (3) D. Approve Resolution for Certification of Delinquent Utilities (4) E. Adopt City of Oak Park Heights Policy Binder(5) F. Approve Amendment to City Ord. 401.15 M—Horne Occupations (6) G. Adopt 2014-2017 Anticipated Capital Improvement Plan(7) 4:40 p.m. V. Public Hearings None 4:40 p.m. VI. Old Business A. Conditional Use Permit—Home Occupations In-Home Hair Salon at 13930 55h Street North(8) B. Rink Attendant Hires (9) C. Consider Utility Worker Appointment—Lisa Danielson(10) 4:50 p.m. VII. New Business A. Consider Work Session with MNDOT St. Croix River Crossing(11) B. Street Reconstruction—Area D (12) 5:00 p.m. VIII. Other Council Items or Announcements 5:05 p.m. IX. Adiournment Pagel of 254 THIS PAGE IS INTENTIONALLY LEFT BLANK Page 2 of 254 Oak Park Heights Request for Council Action 1 Meeting Date December 26, 2013 Agenda Item Recycling Award Time Req. 0 Agenda Placement Staff Reports Originating Department/Requestor A-ftinistration/Jennifer Pinski Requester's Signs Action Requested Receive Information Background/Justification(Please indicate any previous action has been taken or if other public bodies have been advised). See Attached. Page 3 of 254 CITY of � OAK PARK HEIGHTS 14168 Oak Park Boulevard No. • P.O.Box 2007 • Oak Park Heights,MN 55082-2007 • Phone:6511439-4439 • Fax:6511439-0574 December 19, 2013 Don Hanson 14224 571' Street North Oak Park Heights, MN 55082 Dear Mr. Hanson: Thank you for participating in the City's recycling program. As an incentive to recycle and to increase Fre 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, December 19, 2013, 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 to let me know your choice of award. On behalf of the Oak Park Heights City Council, thank you for participating in the City's recycling program. Congratulation 3 Jennifer Pinski Deputy Clerk Tree City U.S.A. Page 4 of 25 Oak Park Heights Request for Council Action 2 Meeting Date December 26, 2013 Agenda Item Approve City Council Minutes—December 10 2013 Time Req. 0 Agenda Placement Consent Originating Department/Requestor nistration/Jennifer Pinski I Requester's Signature Nli Action Requested Approve Background/Justification(Please indicate any previous action has been taken or if other public bodies have been advised). See Attached. Page 5 of 254 CITY OF OAK PARK HEIGHTS TUESDAY, DECEMBER 10, 2013 CITY COUNCIL MEETING MINUTES I. Call to Order/Pledge of AHe 'ance/A roval of Agenda: Mayor McComber called the meeting to order at 7:07 p.m. Present: Councilmembers Dougherty, Liljegren, Runk, and Swenson. Staff present: City Administrator Johnson, City Attorney Vierling,Finance Director Caruso, City Engineer Long, City Planner Richards, and Public Works Director Kegley. Absent: None. Councilmember Swenson, seconded by Councilmember Liljegren,moved to approve the Agenda. Carried 5-0. H. Council/Staff Reports: A. Mayor McComber: She reported that the Parks Commission's next meeting was set for December 16 at 7:00 p.m. She also reported that she would be attending the Coalition of Utility Cities Annual Meeting on December 1 I and that the MCF-Stillwater Annual Luncheon was set for December 11. B. Councilmember Dougherty: He reported that the Convention and Visitor's Bureau open house was set for December I 1 at 5:00 p.m. at the Water Street Inn. C. Councilmember Liljegren: No report. D. Councilmember Runk: He reported that the Planning Commission's next meeting was set for December 12. E. Councilmember Swenson: No report. F. Staff: Deputy City Clerk Pinski reported Carol Heitman of 5831 Oakgreen Court North was chosen as the recycling award winner. III. Visitors/Public Comment: A. Jon Chiglo, MNDOT—St. Croix River Crossing Update: Jon Chiglo provided a PowerPoint presentation. Councilmember Swenson requested that the presentation be placed on the City's website. IV. Consent Agenda: A. Approve Bills & Investments B. Approve City Council Minutes—November 26, 2013 C. Approve 2014 Area Charge for Connection to Water, Sewer, and Storm Sewer Systems Page 6 of 254 City Council Meeting Minutes December 10,2013 Page 2 of 5 D. Approve 2014 Cab Licenses for F.D.S. Enterprises DBA A. Taxi 1 Stillwater Taxi E. Adopt Resolution for 2014 Liquor, Tobacco, and Amusement License Renewals F. Approve Home Occupation Permit Renewals for 2014 Councilmember Swenson, seconded by Councilmember Dougherty, moved to approve the Consent Agenda. Roll call vote taken. Carried 5-0. V. Public Hearings: A. Truth-in-Taxation Hearing—2014 Budget Presentation: Finance Director Caruso provided a presentation on the 2014 proposed budget expenditures and fund sources and the tax levy impact. Councilmember Runk questioned whether the City was billing Boutwells and Oak Park Senior Living for emergency services. City Administrator Johnson stated that staff would run the numbers after receiving a statement from Bayport Fire. Mayor McComber opened the Public Hearing. Marilyn Richert,who owns property at 15405 57th Street North, stated that her property value fell but her taxes increased. Finance Director explained that tax capacity decreased. Councilmember Swenson, seconded by Councilmember Runk, moved to close the Public Hearing. Carried 5-0. B. Consider Amendment to City Ord. 401.15 M—Home Occupation: City Planner Richards reviewed his planning report which was included in the packet for that evening. Mayor McComber opened the Public Hearing. Sarah Bell of 13930 55th Street North was present and stated that she was cleared by the state for her business and was awaiting approval from the City. Councilmember Runk, seconded by Councilmember Swenson, moved to continue the Public Hearing to the Planning Commission on December 12, 2013 at 7:00 p.m. Carried 5-0. C. Conditional Use Permit—Home Occu ations In-Home Hair Salon at 13930 55th Street N.: City Planner Richards reviewed his planning report which was included in the packet for that evening. He stated he would have a Resolution prepared for the December 26, 2013 City Council Meeting. Mayor McComber requested a change to condition 6 of the Resolution. Councilmember Runk, seconded by Councilmember Swenson, moved to continue the item to the Planning Commission on December 12, 2013 at 7:00 p.m. Carried 5-0. Page 7 of 254 City Council Meeting Minutes December 10, 2013 Page 3 of 5 VI. Old Business: A. 2014 Cily Council Meeting Dates: A list of regular meeting dates was included in the packet for that evening. Councilmember Swenson, seconded by Councilmember Dougherty, moved to cancel the August 12, 2014 meeting. Carried 5-0. Mayor McComber, seconded by Councilmember Swenson,moved to reschedule the November 12, 2014 meeting to Wednesday,November 5, 2014 at 7:00 p.m. Carried 5-0. Councilmember Runk, seconded by Councilmember LiIjegren, moved to accept the calendar for 2014 as amended. Carried 5-0. VII. New Business: A. Designate December 9, 2014 as Tentative TNT Hearing Date: Councilmember Runk, seconded by Councilmember Swenson,moved to designate December 9, 2014 at 7:00 p.m. as the tentative TNT Hearing date. Carried 5-0. B. 2013 Water and Sewer Rate Study and Resolution: Finance Director Caruso provided a presentation. Councilmember Runk, seconded by Councilmember Swenson,moved to approve the Resolution. Roll call vote taken. Carried 5-0. C. Resolution App °ving the 2014 Budget: Councilmember Swenson, seconded by Councilmember Dougherty, moved to approve the Resolution. Roll call vote taken. Carried 5-0. D. Resolution Annrovin the 2014 Tax Levy: Councilmember Swenson, seconded by Councilmember Liljegren,moved to approve the Resolution. Roll call vote taken. Carried 5-0. E. City Code of Ordinances—Update CC 102 Master Fee Schedule: Councilmember Swenson, seconded by Councilmember Liljegren, moved to adopt the Ordinance Amendment. Roll call vote taken. Carried 5-0. Y St. Croix River Crossing Project—Parcel 85—Ternip. Easement: City Administrator Johnson reported that MNDOT was in need of altering certain sanitary and storm sewers as well as installing new curing and trailways over and across certain areas of the City's easements over the Page 8 of 254 City Council Meeting Minutes December 10, 2013 Page 4 of 5 East Oaks entranceway. He stated staff prepared a draft Agreement for Temporary Permit to Construct in that area. Councilmember Runk, seconded by Councilmember Dougherty,moved to approve the Agreement. Roll call vote taken. Carried 5-0. G. A rove Developer's Agreement—Oak en Senior Living Phase III: Councilmember Swenson, seconded by Councilmember Dougherty, moved to approve the Developer's Agreement. Carried 5-0. H. Set Date Time and Location for 2014 P in the Park: Councilmember Swenson, seconded by Councilmember Liljegren,moved to set Party in the Park for Sunday, September 7, 2014 at Brekke Park. Carried 5-0. I. City Council A ointments—2014: Councilmember Swenson, seconded by Councilmember Liljegren, moved to approve the following changes from the 2013 Appointments: Chuck Dougherty as Deputy Mayor; Mike Liljegren as Planning Commission Liaison; Mike Runk as Planning Commission Liaison Alternate; Remove Chamber of Commerce Liaison and list as Convention and Visitor's Bureau with Mayor McComber staying on as liaison; Chuck Dougherty as Lower St. Croix River Advisory Liaison; Mark Swenson as Lower St. Croix River Advisory Alternate. Carried 5-0. VIII. Other Council Items or Announcements None IX. Closed Session A. Labor Negotiations closed pursuant to MN Stat. 13.D.03): City Attorney Vierling reported that the City Council would go into closed session, that the meeting would be recorded, and that the recording would be maintained for a period of two years as required by statute. Councilmember Swenson, seconded by Councilmember Liljegren,moved to go into closed session. Carried 5-0. Mayor McComber reconvened the regular meeting. City Attorney Vierling reported that City Council received input and no action was taken. X. Adiournment Councilmember Swenson, seconded by Councilmember Liljegren, moved to adjourn at 9:37 p.m. Carried 5-0. Page 9 of 254 City Council Meeting Minutes December 10,2013 Page 5 of 5 Respectfully submitted, Approved as to Content and Form, Jennifer Pinski Mary McComber Deputy Clerk Mayor Page 10 of 254 Oak Park Heights Request for Council Action 3 Meeting Date December 26 2013 Agenda Item Title -Approve Resolution Designating 2014 Checking and Bank Depositories Time Required 1 minute Agenda Placement Consent Originating Department/Requestor Betty Caruso Finance Director Requester's Signature n" /41 Action Requested : Approve Resolution designating 2014 checking and bank depositories Background/Justification (Please indicate any previous action, financial implications including budget information and recommendations). The City currently has investments with Central Bank, First State Bank and Trust, Morgan Stanley SB, UBS Financial Services, Wells Fargo Advisors, LLC and the 4M Fund. Although I do not have accounts set up at the other financial institutions listed, I may be using them in the future. It is very hard to place money in the banks as they do not wish to pledge securities to the city for insurance of the deposits. Finance checks on bank ratings and reviews financial criteria before investing, along with consulting other cities regarding the broker, if necessary. The list of depositories is as follows: Central Bank Lake Elmo Bank (not presently used) First State Bank and Trust US Bank (not presently used) Wells Fargo Bank (not presently used) Bremer Bank (not presently used) League of Minnesota Cities 4M Funds Morgan Stanley Smith Barney Northland Securities (not presently used) UBS Financial Services Wells Fargo Advisors, LLC Wells Fargo Securities, LLC (not presently used) The City checking account is at Central Bank. Page 11 of 254 CITY OF OAK PARK HEIGHTS RESOLUTION 13-12- A RESOLUTION DESIGNATING 2014 CHECKING &BAND DEPOSITORIES Central Bank—Checking and Investments Lake Elmo Bank—Investments First State Bank and Trust—Investments US Bank—Investments Wells Fargo Bank—Investments Bremer Bank- Investments League of Minnesota Cities 4M Fund—Investments Morgan Stanley Smith Barney—Investments Northland Securities—Investments UBS Financial Services—Investments Wells Fargo Advisors, LLC - Investments Wells Fargo Securities,LLC—Investments Passed by the City Council of Oak Park Heights this 26th day of December 2013. ATTEST: Mary McComber, Mayor Eric A. Johnson Administrator Page 12 of 254 APA Oak Park Heights Request for Council Action 4 Meeting Date December 26 2013 Time Required: I minute Agenda Item Title Certification of Delinquent Utilities Agenda Placement Consent Originating Department/Requestor Finance—Begy Caruso Finance Director Requester's Signature Action Requested A rove the attached Resolution AppLoving Approving Certification of Delinquent Utility Char es to the Comply Auditor for Collection With the 2014 Tax Bills Background/Justification(Please indicate if any previous action has been taken or if other public bodies have advised): Listing to be provided at Thurs.meeting In accordance with MS 444.075 subd 3e and the city ordinance of 100 1.04 I am requesting that the council approve the listing of delinquent bills as a lien against the property and authorize that they be sent to the County Auditor for collection with the 2014 tax billing. Page 13 of 254 CITY OF OAK PARK HEIGHTS COUNTY OF WASHINGTON AND STATE OF MINNESOTA RESOLUTION 13-- A RESOLUTION APPROVING CERTIFICATION OF DELINQUENT UTILITY CHARGES TO THE COUNTY AUDITOR FOR COLLECTION WITH THE 2014 TAX BILLS WHEREAS,the following properties have delinquent utility bills for 2013 that require collection; SEE ATTACHED LIST and, WHEREAS,the City Staff for the City of Oak Park Heights has complied with the collection procedures for the utility billing and the above accounts remain delinquent as of December 26, 2013; and, WHEREAS,the City is allowed by statute to use certification to the County for inclusion on the real state tax collection system as the collection mechanism. NOW,THEREFORE,BE IT RESOLVED, by the City Council of the City of Oak Park Heights that delinquent utility charges included on the list supplied by the Finance Director be certified to the County Auditor for Collection with the 2014 Tax Bill. Passed by the City Council of Oak Park Heights this 26th day of December, 2013. Mary McComber Mayor Attest: Eric A. Johnson City Administrator Page 14 of 254 01:L I Oak Park Heights Request for Council Action 5 Meeting Date December 25,2013 Agenda item Adopt City of Oak Park Heights Policy Binder Time Req. 0 Agenda Placement Consent Originating Department/Requestor Administration/Jennifer Pinski Requester's Signature Action Requested Adopt City of Oak Park Heights Policy Binder Background/Justification(Please indicate any previous action has been taken or if other vublic bodies have been advised). Staff provided a draft Policy Binder to all councilmembers for comment at the Council Worksession on October 7, 2013. Comments were received and revisions were made to adhere to current standards. Attached is a final version of the City of Oak Park Heights Policy Binder. i request that the City Council adopt the document as drafted. Page 15 of 254 CITY OF OAK PARK HEIGHTS POLICY BINDER ADOPTED DECEMBER 26, 2013 Page 16 of 254 CITY OF OAK PARK HEIGHTS, WASHINGTON COUNTY, MINNESOTA POLICY BINDER PUBLISHED BY ORDER OF THE MAYOR AND COUNCIL OFFICIALS of the CITY OF OAK PARK HEIGHTS AT THE TIME OF CODIFICATION MAYOR Mary McComber COUNCILMEMBERS Chuck Dougherty Mike Liljegren Mike Runk Mark Swenson Page 17 of 254 CITY OF OAK PARK HEIGHTS _ POLICY BINDER INTRODUCTION AND PURPOSE Introduction: The City Council for the City of Oak Park Heights is charged with the responsibility of establishing municipal policies to guide the various functions of the City and, where necessary, to establish procedures by which functions are performed. Regulatory policies established by the City Council usually are adopted by ordinance and included in the Municipal code. However, other policies also are established which by their nature do not require adoption by ordinance. These policies are consolidated in this reference document for easy access. Policies included in this binder are subject to change by order of the Oak Park Heights City Council. Purpose: It is the purpose of this policy to clearly state and compile policies of the City Council not covered by ordinance and to provide for the distribution of these policies to all concerned. Page 18 of 254 CITY OF OAK PARK HEIGHTS POLICY BINDER ' TABLE OF CONTENTS Policy Professional Fees Internet Policy Policy on Retention of Videotapes Resulting from Council, Planning Commission, and Park Commission Meetings Business Subsidy Policy (Council) Business Subsidy Policy (EDA) Temporary Cul-De-Sac Policy Policy Regarding TIF and the CBD Policy Regarding Removal of Boulevard Trees Agenda Item Acceptance Policy Fixed Asset System Policy and Procedure Manual Commission Appointment Policy Investment Policy Data Practices Procedures Tax Increment Financing Policy Municipal Sewer Collection System Maintenance Standards Cellular Phone Policy Parks and Recreations Donations Geocaching Policy Hand Washing Policy and Procedures Utility Policy on Vacant and Abandoned Properties Snow Removal Policy Field and Rink Reservation Policy Computer Use Policy Annexation, Detachment, and Utility Extension Policy CODE RED Community Notification Use Policy Deduct Meter Use Policy Policy on Use of City Letterhead and Representative Actions by City Officials Public Purpose Expenditure Policy Street Sweeping Policy Damage Caused by Snow Plows in City Right-of-Ways Page 19 of 254 Policy on Removal of Material from City Property Policy on "Dumpster Diving" at City Clean-up Events Social Media Policy Page 20 of 254 0 CITY OF OAK PARK HEIGHTS POLICY ON PROFESSIONAL FEES The City of Oak Park Heights will charge a $3,000 up-front fee for projects and/or proposals requiring a detailed analysis by City staff, such as special assessment projects, tax increment financing projects, tax abatement projects, special service district projects, and annexation requests. The fee is non-refundable. Any other costs involved in analysis by City staff will be the responsibility of the developer. Page 21 of 254 0 CITY OF OAK PARK HEIGHTS INTERNET POLICY CITY OF OAK PARK HEIGHTS INTERNET POLICY I. PURPOSE A. The City of Oak Park Heights has access to the Internet through the City's computer system. Users of the City of Oak Park Heights computer system agree to be bound by the Policies of the City of Oak Park Heights affecting use of the City's computer systems; therefore, the following Computer Code of Conduct is adopted. II. SCOPE A. All employees of the City of Oak Park Heights shall have the following privileges regarding access to the Internet: 1. Privilege to access the Internet to facilitate official City business, personal growth in technology, information gathering skills, and communication skills; 2. Privilege to use the following methods of retrieving information: a. File transfer protocol (FTP) b. Telnet C. Electronic mail (e-mail) 3. Privilege to request newsgroups from the Internet in order to facilitate real-time learning with members of the network; 4. Privilege to sign up for listsery on the Internet; 5. Privilege to send e-mail to any member on the Internet. B. All employees shall have the following responsibilities regarding access to the Internet: 1. Shall accept the responsibility for all material received. Only those employees with prior experience or instruction shall be authorized to use the Internet. Page 22 of 254 2. Responsibility to monitor all material received via the Internet. 3. Responsible for keeping copyrighted software of any kind from entering the City's computer system via the Internet. 4. Responsible for keeping all pornographic material, inappropriate text files, of files dangerous to the integrity of the network from entering the City's computer system via the Internet. 5. Responsibility to maintain the integrity of the private electronic mail system. Employees have the responsibility to make only those contacts related to official City business. The user is responsible for making sure all e-mail received by him/her does not contain pornographic material, inappropriate information, or text-encoded files that are potentially dangerous to the integrity of City hardware or software. 6. Responsibility to avoid disrupting services to others. Large files should be downloaded only when network traffic is low, and users should refrain from transmitting large files. 7. Employees using the City of Oak Park Heights network are expected to abide by all City Personnel Policies and Practices. III. DEFINITIONS A. Internet: A worldwide network of computer networks that exchange information. B. File Transfer Protocol (FTP): A common method of moving files between two Internet sites. C. Telnet: The command and program used to login from one Internet site to another. D. Electronic Mail (e-mail): Messages, usually text, sent from one person to another via computer. E-mail can also be sent automatically to a large number of addresses (mailing list). E. Newsgroups: The name for discussion groups on Usenet, a worldwide system of discussion groups, with comments passed among hundreds of thousands of computers. F. Listserv: The most common kind of maillist, a system that allows people to send e-mail to one address, whereupon their message is copied and sent to all of the other subscribers to the maillist. Page 23 of 254 IV. ACCEPTABLE USE All traffic originating from or being received from the City of Oak Park Heights computer system shall be for the purpose of or in support of: A. Research; B. Education; C. State, local, or national government affairs; D. Economic development; E. Public service. V. UNACCEPTABLE USE A. It is not acceptable to use the City of Oak Park Heights' computer system for any purpose which violates U.S. or state laws or other City of Oak Park Heights policies. B. It is not acceptable to use the City of Oak Park Heights' computer system so as to interfere with or disrupt other users, services, or equipment. Such interference includes, but is not limited to: 1. Distribution of unsolicited advertising; 2. Propagation of computer worms or viruses; 3. Using the network to make unauthorized entry to other computational, information, or communications devices or resources. VI. ENFORCEMENT AND VIOLATIONS In the case of an alleged violation of this Policy, the nature of the violation and supporting evidence shall be submitted to the appropriate department head or the City Administrator. If there is found to be need for further information, the City Administrator shall then take further action as deemed appropriate to determine the extent and nature of the violation. Suspension of network privileges may result from unauthorized or inappropriate use of the City's computer system. VII. DISTRIBUTION A. All City employees B. City Council VIII. MODIFICATIONS Page 24 of 254 The City of Oak Park Heights reserves the right to amend and/or modify this policy at any time without prior notice. Employees will receive notification of all such amendments and modifications within thirty (30) days of their effective date. I, have received a copy of the City of Oak Park Heights' Internet policy as adopted by the City Council of the City of Oak Park Heights on December 15, 1998. 1 have read the policy and agree to follow it as an employee of the City of Oak Park Heights. Dated: Signature: Page 25 of 254 0 CITY OF OAK PARK HEIGHTS POLICY ON THE RETENTION OF RECORDINGS RESULTING FROM COUNCIL, PLANNING COMMISSION, AND PARKS COMMISSION MEETINGS As it affects the establishment, use and re-use of recordings used in recording of meetings of the City Council, Planning Commission, Parks Commission, and related government bodies and advisory commissions of the City of Oak Park Heights, all such recordings shall be retained by the City offices for a period of no more than sixty (60) days and thereafter resubmitted for purposes of re-recording and re-use by technical staff of the City of Oak Park Heights and others who are cable casting and/or recording such meetings and/or conferences. The City shall charge a $15.00 duplication fee for video recordings that are retained by the City under its sixty (60) day recording retention policy. Page 26 of 254 0 CITY OF OAK PARK HEIGHTS BUSINESS SUBSIDY POLICY (COUNCIL) This Policy is adopted for purposes of the business subsidies act (the "Act"), which is Minnesota Statutes, Sections 116J.993 through 116J.995, as amended. Terms used in this Policy are intended to have the same meanings as used in the Act, and this Policy shall apply only with respect to subsidies granted under the Act if and to the extent required thereby. While it is recognized that the creation of good paying j ohs is a desirable goal which benefits the community, it must also be recognized that not all projects assisted with subsidies derive their public purposes and importance solely by virtue ofjob creation. In addition, the imposition of high job creation requirements and high wage levels may be unrealistic and counter-productive in the face of larger economic forces and the financial and competitive circumstances of an individual business. The granting of subsidies shall be guided by the following principles and criteria: • Each project shall be evaluated based on its perceived importance and benefit to the community from all perspectives deemed relevant, including created or retained employment positions, where applicable. The Act now provides that, after public hearing thereon, if the creation or retention of jobs is determined not to be a goal of a business subsidy, the wage and job goals may be set at zero. Where creation or retention of jobs is a goal, the specific number of jobs to be created or retained shall be stated in the subsidy agreement. Where creation of new jobs is required, those jobs shall have awage floor of$8.00 per hour. • The specific minimum requirements under Section 116J.994, Subdivision 2, of the Act that a recipient must meet in return for the business subsidy shall be, where applicable: • The retention of existing j ohs; • The creation of the specified number of new jobs at or exceeding the wage floor; and/or • Where the subsidy relates to the acquisition of personal property or the acquisition and/or physical development of real Page 27 of 254 property, the substantial completion of the acquisition or development thereof. Where applicable, the foregoing shall also be the state measurable, specific and tangible goals for the subsidy under the related subsidy agreement, as provided in Section 116J.994, Subdivision 3(3), of the Act. • It is recognized that a particular project which does not include as a goal the creation or retention of jobs may nonetheless be worthy of support and subsidy in respect of other perceived benefits. • In cases where the objective is the retention of existing jobs, the recipient of the subsidy shall be required to provide reasonably specific demonstrable evidence of the job loss, absent the subsidy. • Subject to the wage floor, where applicable, the setting of wage and job goals must be sensitive to prevailing wage rates, local economic conditions, external economic forces over which neither the grantor nor the recipient of the subsidy has control, the individual financial resources of the recipient and the competitive environment in which the recipient's business exists. • Because it is not possible to anticipate ever type of project which may in its context and time present desirable community building or preservation goals and objectives, the governing body must retain the right in its discretion to approve projects and subsidies which may vary from the principles and criteria of this Policy, as may be permitted by but subject to the procedural and other requirements of the Act. • As provided in the Act, deviations from the criteria of this Policy are permitted by documenting in writing the reasons for the deviation and attaching a copy of the document to the next annual report to the Minnesota Department of Trade and Economic Development (DTED). This Policy is intended to conform to the requirements of the Act, including the year 2000 amendments thereto. A copy of this Policy (and any amendments hereto) shall be submitted along with the first annual report to DTED following its adoption. Page 28 of 254 0 CITY OF OAK PARK HEIGHTS BUSINESS SUBSIDY POLICY (EDA) This Policy is adopted for purposes of the business subsidies act (the "Act"), which is Minnesota Statutes, Sections 116J.993 through 116J.995, as amended. Terms used in this Policy are intended to have the same meanings as used in the Act, and this Policy shall apply only with respect to subsidies granted under the Act if and to the extent required thereby. While it is recognized that the creation of good paying jobs is a desirable goal which benefits the community, it must also be recognized that not all projects assisted with subsidies derive their public purposes and importance solely by virtue ofjob creation. In addition, the imposition of high job creation requirements and high wage levels may be unrealistic and counter-productive in the face of larger economic forces and the financial and competitive circumstances of an individual business. The granting of subsidies shall be guided by the following principles and criteria: • Each project shall be evaluated based on its perceived importance and benefit to the community from all perspectives deemed relevant, including created or retained employment positions, where applicable. • The Act now provides that, after public hearing thereon, if the creation or retention of jobs is determined not to be a goal of a business subsidy, the wage and job goals may be set at zero. Where creation or retention of jobs is a goal, the specific number of jobs to be created or retained shall be stated in the subsidy agreement. Where creation of new jobs is required, those jobs shall have a wage floor of$8.00 per hour. • The specific minimum requirements under Section 116J.994, Subdivision 2, of the Act that a recipient must meet in return for the business subsidy shall be, where applicable: • The retention of existing jobs; • The creation of the specified number of new jobs at or exceeding the wage floor; and/or • Where the subsidy relates to the acquisition of personal property or the acquisition and/or physical development of real property, the substantial completion of the acquisition or Page 29 of 254 development thereof. Where applicable, the foregoing shall also be the stated measurable, specific and tangible goals for the subsidy under the related subsidy agreement, as provided in Section 116J.994, Subdivision 3(3), of the Act. • It is recognized that aparticular project which does not include as a goal the creation or retention of jobs may nonetheless be worthy of support and subsidy in respect of other perceived benefits. • In cases where the objective is the retention of existing jobs, the recipient of the subsidy shall be required to provide reasonably specific and demonstrable evidence of the job loss, absent the subsidy. • Subject to the wage floor, where applicable, the setting of wage and job goals must be sensitive to prevailing wage rates, local economic conditions, external economic forces over which neither the grantor nor the recipient of the subsidy has control, the individual financial resources of the recipient and the competitive environment in which the recipient's business exists. • Because it is not possible to anticipate every type of project which may in its context and time present desirable community building or preservation goals and objectives, the governing body must retain the right in its discretion to approve projects and subsidies which may vary from the principles and criteria of this Policy, as may be permitted by but subject to the procedural and other requirements of the Act. • As provided in the Act, deviations from the criteria of this Policy are permitted by documenting in writing the reasons for the deviation and attaching a copy of the document to the next annual report to the Minnesota Department of Trade and Economic Development (DTED). This Policy is intended to conform to the requirements of the Act, including the year 2000 amendments thereto. A copy of this Policy (and any amendments hereto) shall be submitted along with the first annual report to DTED following its adoption. Page 30 of 254 0 CITY OF OAK PARK HEIGHTS POLICY REGARDING REMOVAL OF BOULEVARD TREES Trees growing in the boulevard right-of-way will be removed by the City under the following conditions: 1. The tree is dead; 2. The tree is diseased (with a fatal disease such as oak wilt, Dutch elm disease or an invasive trunk canker); 3. The tree is hazardous due to decay, storm damage or poor branch/trunk unions; 4. The tree blocks sight lines of a driveway or intersection and cannot be pruned to correct the situation; 5. The tree has large roots which are interfering with curbing, driveway, sidewalk, sewer lines and corrective work needs to be done to the disturbed hardscape or utility; 6. The tree's roots are causing major damage to the property owner's lawn and all other remedies have failed to correct the problem. In some circumstances, a property owner may want to have a boulevard tree removed and conditions 1-6 do not apply. In these situations the following will apply: 1. The property owner(s) should apply to the City for permit to remove the tree, stating the reasons why they want the tree removed; 2. The Arborist will assess the situation and determine whether or not the tree should be removed; 3. If, at the Arborist's discretion, a removal permit is granted, the City will have the tree removed and the property owner will pay a fee of$100.00 to share the cost of removal and re-planting. In cases where boulevard trees are dead or dying due to damage caused by a lawnmower, weed whip or other tool or vehicle run either by the property owner, or a lawn care firm hired by the property owner, the boulevard tree will be removed and replaced by the City and the property owner will pay a fee of$100.00 per tree to share the cost of removal and re-planting. In all cases where boulevard trees have been removed, a new one will be planted in accordance with the following provisions: 1. There is sufficient room on the boulevard for the new tree to grow to a healthy maturity; 2. The tree species will be chosen based on the approved boulevard tree species list; 3. The adjoining property owner will be responsible for watering the new tree. Page 31 of 254 0 CITY OF OAK PARK HEIGHTS AGENDA ITEM ACCEPTANCE POLICY The City of Oak Park Heights finds that in order to give adequate review to Council agenda items, the following policies apply. The policies apply to all elected officials and to individuals requesting items to be placed on a City Council Meeting Agenda. 1. Council agenda packets will be prepared on the last business day of the week prior to the Council meeting and delivered to Councilmembers that day unless they request alternate arrangements. 2. Once the Council agenda packet has been delivered to the Councilmembers it becomes public information and the public may review it or have portions copied at the City's copy rate. 3. All applications must be complete and all information that is required must be received before being officially accepted and placed on the Council Agenda to establish a public hearing, if needed. 4. All agenda items requiring a staff report must be received by noon on the last business day of the week prior to the week Council packets are prepared. 5. All agenda items not requiring a staff report must be received by noon the day prior to the day the agenda packet is prepared. 6. All agenda item requests must be submitted in writing and/or submitted on a form supplied by the City. 7. Any agenda items received between noon on the last business day of the week when agenda packets are completed and the following noon of the day prior to the Council meeting require a simple majority vote of Council in order to be placed on the agenda and discussed at the Council meeting. 8. Any agenda items received after noon the day prior to the Council meeting following the last business day of the week that agenda packet preparation completed require a super majority vote of Council in order to be placed on the agenda. Page 32 of 254 9. Any staff, consultant, or commission items which require a vote must be placed under the Consent Agenda, New Business or Old Business as a separate agenda item. Page 33 of 254 0 CITY OF OAK PARK HEIGHTS FIXED ASSET SYSTEM POLICY AND PROCEDURE MANUAL ADOPTED DECEMBER 11, 2001 AMENDED NOVEMBER, 27, 2007 TABLE OF CONTENTS I. INTRODUCTION Goal Management II. GENERAL SYSTEM DESCRIPTION Capital Asset Definition Valuation of Capital Assets Acquisition of Capital Assets Treatment of Subsequent Costs Retirement Changes Inventory Check Major Function and Benefits III. POLICIES AND PROCEDURES General User Department Responsibility New Acquisitions Finance Department Responsibility Capital Asset System Maintenance Retirements and Transfers Out IV. ASSET DESCRIPTIONS V. SOURCE OF FUND DEFINITIONS VI. LOCATION CODES VII. ASSET IDENTIFICATION CODES VIII. ASSET AQCUISTION CODES IX. ASSET DISPOSAL CODES Page 34 of 254 I. INTRODUCTION Oak Park Heights City officials have a stewardship responsibility for the City's resources in provision of Government stewardship, it is essential that the City establish and maintain a capital asset system which incorporates specific capital assets to individual public officials, and serve as a prerequisite to the preparation of satisfactory and complete financial reports. A. Goal The establishment and maintenance of a capital asset system is essential to provide management with data for the physical and dollar value control of assets. B. Management Objectives The management objectives of the capital asset system are: 1. To assign responsibility for the custody and proper use of specific assets to individual officials or department heads. 2. To substantiate valuations of capital assets in accordance with Generally Accepted Accounting Principles (GAAP) for fiscal reporting. 3. To control retirements of capital assets by type of retirement, i.e. sales, trade-ins, thefts and items scrapped. 4. To assist in providing depreciation computations for Federal and State Government reporting purposes. 5. To serve as a basis for valuation for insurance purposes and to provide a record of assets insured. 6. To encourage transfer of surplus equipment to area of need. 7. To aid in budget preparation, analysis and approval. II. GENERAL SYSTEM DESCRIPTION A. Capital Asset Definition According to Governmental Accounting, Auditing and Financial Reporting (GAAFR) a capital asset is defined as a specific piece of property, which meets the following attributes: 1. It is tangible in nature in that the physical substance does not materially change its form through use. Page 35 of 254 2. Its expected useful life is greater than one year. 3. It has significant value. In Oak Park Height's financial system, significant value means that it has a cost of more than $5,000.00. 4. All other capital equipment purchases (non-computer/video) from $500.00 to $4,999.99 will be recorded as "insurable" and maintained for insurance purposes only. The benefits of tracking items such as desks and large table does not equal or exceed the cost and, therefore, will not be capitalized nor audited for financial reporting purposes. B. Valuation of Capital Assets Capital assets should be accounted for at cost or, if cost is not practical to determine, we will estimate the cost or use fair value. 1. Cost. Capital assets should be recorded at cost or fair value. The cost of a capital asset includes not only its purchase price or construction cost, but also ancillary charges necessary to place the asset in its intended location and condition of use. Ancillary charges include costs such as freight and transportation charges, site preparation expenditures, professional fees, legal claims, and legal claims directly attributable to asset acquisition. 2. Estimated Cost. Initial costs of capital assets usually are readily ascertainable from contracts, purchase orders, and other transaction documents at the time of acquisition or construction. Oak Park Heights was faced with the task of establishing appropriate capital asset accounting records and valuation after many years of operation without such records. Therefore, the original purchase documents may not have been available, and Oak Park Heights has estimated the original cost of such assets recognizing that this practice introduces some margin of error into the Capital Asset Accounts as compared with proper recording at the time of acquisition. However, such error will have only shortrun significance because, as older assets are retired and replaced, estimated costs are replaced by properly recorded actual cost amounts. The extent to which capital asset costs have been estimated, and the methods of estimation, will be disclosed in the notes to the financial statements. 3. Fair Value Capital assets that are donated or acquired should be recorded at fair values at the time of donation or acquisition. 4. Depreciation. Depreciation on acquired assets for the first year shall be pro-rated based on the month of acquisition through the calendar year end, then annually there after. Page 36 of 254 Depreciation will be calculated using a straight-line method over the estimated useful lives of the asset. Standard estimated useful lives are as follows: Building and Structures 20-50 years Equipment and Machinery 5-15 years Distribution and Collection System 50 years Computer Equipment 3-5 years Water Meters 20 years Streets 25 years Storm Sewers 50 years Land Not Depreciable C. Acquisition of Capital Assets. 1. Purchase. A purchase is an acquisition through direct outlay of cash and or other consideration for the capital asset. The book value of an older capital asset traded in for a new one does not affect the basis of the new asset except for trade-in of similar assets in Enterprise Funds as follows: The fair value, which usually is the invoice cost (i.e., the amount before the reduction in cost resulting from the trade-in) on an outright purchase of a new item, should be the carrying value in the fixed asset system. The purchase could be reported under either a net method or a gross method. When using the net method for reporting asset purchases on the governmental fund type operating statement, the capital outlay expenditures reported would not agree with the total additions to the fixed asset system by the amount of any trade- in allowances. However, when using the gross method for reporting the asset purchases on the governmental fund type operating statement, the flow of resources reported would recognize both the financial resources represented by the trade-in of the asset being replaced and the cash boot. With the gross method, capital outlay expenditures reported in the governmental fund type operating statement usually should agree with the total additions to the fixed asset system. The City will be using the gross method for purchases with trade-ins. Page 37 of 254 EXAMPLES: Journal Entries: DR CR Net Method: Fixed Asset System Investment in general fixed assets $8,000 Machinery and equipment $8,000 (To remove the carrying value of the traded-in asset.) Machinery and equipment $10,000 Investment in general fixed assets $10,000 (To record carrying value of purchased general fixed asset.) Governmental Fund Expenditures $4,000 Accounts payable $4,000 (To record purchase of a general fixed asset at cost, net of trade-in allowance.) Or Gross Method: Fixed Asset System Investment in general fixed assets $8,000 Machinery and equipment $8,000 (To remove the carrying value of the traded-in asset.) Machinery and equipment $10,000 Investment in general fixed assets $10,000 (To record carrying value of purchased general fixed asset.) Governmental Fund Expenditures $10,000 Other financing sources-proceeds from General fixed asset disposition $6,000 Accounts Payable $4,000 (To record purchase of a general fixed asset and disposition of the traded-in asset.) Page 38 of 254 2. Construction. Construction includes buildings actually constructed by the City. The labor, materials, equipment and overhead costs are all part of the construction cost. 3. Lease-Purchase and Installment Purchase. Lease-purchase agreements are contractual agreements which, in substance, amount to purchase contracts. General capital assets acquired via lease- purchase agreements are capitalized in the Capital Asset System at the inception of the agreement in the account of the item as if it had been purchased outright. Multiple-year installment contracts are accounted for in the same manner as lease-purchase agreements. 4. Eminent Domain. This is the power of Government to acquire private property for public purpose, and it is frequently used to obtain real property which cannot be purchased from owners in a voluntary transaction. Where the power of eminent domain is exercised, owners are compensated by the Government in an amount determined by the courts. General capital assets acquired by eminent domain should be capitalized in the Capital Asset System in that amount. 5. Foreclosure. Closely related to eminent domain as an involuntary judicial procedure, but used much less frequently as a means of acquiring capital assets for Government retention and use, is the foreclosure of tax or special assessment liens. Ordinarily, property foreclosed is resold to liquidate delinquent tax or special assessment obligations, but on occasion, Governments retain possession for their own needs. General capital assets acquired by tax or special assessment foreclosure which are to be resold in the near future are generally accounted for by the Government to which the taxes or assessments are owed and offset there with a fund balance reserve account. Assets that are not sold are capitalized in the Capital Asset System at their fair value on the date of foreclosure. 6. Gift. Governments may acquire properties by gift. Donated capital assets should be recorded to the fund to which they relate or in the Capital Asset System, as appropriate, at their estimated fair value at time of acquisition. D. Treatment of Costs Subsequent to Acquisition Expenditures on capital assets which are incurred after their original acquisition are defined and recorded as follows: 1. Maintenance. Page 39 of 254 Maintenance costs are those that neither materially add to the value of the property nor appreciable prolong its life, but merely keep it in ordinary efficient operating conditions. Maintenance costs are not charged to capital asset capital accounts, but to maintenance and repair expenditure accounts. 2. Betterments. Betterments consist of the replacement of a unit of an existing asset by an improved or superior unit, usually resulting in a more productive, efficient or longer-lived asset. Significant betterments are considered to be capital asset additions and are added to the value of the property. I.e.; printer added to a personal computer. The decision as to whether betterment has been effected is made by an evaluation of engineering, physical, or other relevant factors apart from cost. Replacement of a part of an existing asset by another of like quality is not betterment, even though the useful life of the asset is maintained or extended. These costs are charged to expenditure accounts. E. Retirements The term retirement is used to describe the removal of a capital asset from the capital asset system. The various types of retirement are defined below and must be reported to the Finance Department to ensure that changes are entered in the system and that the master file is updated. 1. Surplus Property. Surplus property is used to describe a capital asset or non-expendable supply, which is operable, but no longer usable to a particular department. If the surplus property cannot be transferred, the City pursuant to Minnesota State Statues will dispose of the property. 2. Sale of a Capital Asset. Capital assets and/or non-expendable supplies, which are to be sold, are subject to the requirements, described in Minnesota State Statue. The Finance Department will retire items that are sold from the capital asset system. 3. Trade-In. A department head retiring a capital asset as a trade-in for a new acquisition will inform the Finance Department of the retirement on a capital asset input form. 4. Obsolescence. Capital assets or non-expendable supplies that have lost their usefulness resulting from invention, change of style, legislation, or other causes having no physical relation to the object affected are included in this category. The asset may still be operable, but it has lost its usefulness to a particular department. Since the Page 40 of 254 obsolete capital asset may be of use to another department, the capital asset is first retired from a department by transferring the capital asset to surplus property. 5. Lost, Stolen or Damaged Beyond Repair. When a capital asset or non-expendable supply is retired from the capital asset system through one of these unexpected methods, the incident will be reported to the appropriate law enforcement personal (if applicable) and to the Finance Department for risk management purposes. The department head must also notify the Finance Department on a Capital Asset Input form so that changes can be entered into the capital asset system. F. Changes Other changes occurring subsequent to the acquisition of a capital asset and a non- expendable supply, such as betterment or a transfer, must be reported to the Finance Department on a capital asset input form. 1. Betterments. As described in Section II. D. 2., Betterments have the effect of extending the useful life of an existing asset and are expenditure other than normal maintenance and upkeep. For a betterment, the department head must submit a complete Capital Asset Input Form to the Finance Department. 2. Transfers. When a capital asset and/or non-expendable supply item is transferred to a different department, the department head who is responsible for the item must inform the Finance Department of the changes in ownership and location on the Capital Asset Input Form. The Finance Department will enter these changes into the Capital Asset Systems so that the master file is updated. G. Inventory Check To verify that the information in the Capital Asset System is up to date, the Finance Department will provide the department heads with yearly printouts of the assets charged to their departments. The department heads should review their list to determine that all capital assets are identified properly and that the proper adjustments have been made. Any discrepancies should be reported immediately to the Finance Department. H. Major Function and Benefits. The major function of the system is to build, update and maintain a capital asset master file. The major benefits of the system are that it provides all departments with a centralized and automated system to process their capital asset activity. This provides management with the information needed to account for the investment in Page 41 of 254 capital assets, and assist individual departments in controlling the capital assets they have in their possession. The major objectives of the system are discussed in the "Introduction Section". III. POLICIES AND PROCEDURE A. General The capital asset system maintains a complete record of individual capital assets for all Departments. The maintenance of capital asset records is the joint responsibility of the department, which is purchasing the item and thereby, has control of the assets, and is tagging the item, and Finance, which is entering it into the capital asset system. The capital asset system is operated and maintained as a separate system from the financial system. Source documents for the financial system, such as purchase orders, are not automatically input forms. B. User Department Responsibility All capital assets with a value of$5,000.00 or more must have a record in the Capital Asset System. Each department head or designee is accountable for the furnishings and equipment of the department and is responsible for: 1. Initiation and submission of input forms to the Finance Department for additions, retirements, transfers or other changes. 2. Insuring that the capital assets in the custody of his/her department are not transferred from the department without following proper procedures. C. New Acquisitions 1. The department head or designee who places an order for a capital asset must submit a Capital Asset Input Form to the Finance Department along with a copy of the purchase order. It should include the following information: Department Number; Location Number; Date Received; Acquisition Method code (Purchase, lease, etc.); Funding Source; Vendor Name; and Disposition Code/Date. Form should be signed and dated by the department head. 2. The individual department is responsible for the following: a. Obtaining an inventory number for the item and physically tagging the item. b. Completion of the following information; Asset Description (detailed- including year, model, serial or VIN number, make, color, type); Asset Identification Code; Location Code; Miscellaneous Comments. C. Forward Capital Asset Input Form to the Finance Department. Page 42 of 254 D. Finance Department Responsibility 1. The Finance Department is responsible for completing the following information upon processing the purchase order for payment: Asset Account Number; Invoice Number and Invoice Date; Life expectancy, Purchase Price (including freights, preparation costs, installation, etc.) and for checking accuracy of the information provided by the Department. The Finance Department will verify purchase and cost with general ledger. E. Capital Asset System Maintenance 1. The Finance Department is to perform Capital Asset Maintenance. a. Input of information to the Capital Asset System. b. Proofing input against edit list. F. Retirements and Transfers Out When a department retires or transfers out an asset the Department Head is responsible for completion of an "Asset Retirement Form". The Department Head should sign and date the form. The Finance Department must receive the original. The Asset Retirement Form should be completed no later than one week after the asset is retired or transferred and include the following information: 1. Date of retirement, transfer, trade-in, and disposal. 2. Department retiring or transferring the asset. 3. Account number assigned by the Finance Department when the asset was acquired. 4. Tag number affixed to the asset. 5. Asset description (detailed). 6. Method of Disposition, i.e. traded, transferred, retired. 7. If transferred, name of department that is responsible for the asset after the transfer. 8. Sale or trade-in value. 9. Indicate whether the property identification tag is enclosed. The Finance Department is responsible for the input of the Asset Retirement form information. IV. ASSET DESCRIPTIONS Page 43 of 254 The following will serve as definitions in determining what is to be capitalized as fixed asset. The fixed asset system is grouped into eleven categories for reporting purposes. They are as follows: 1. OFFICE EQUIPMENT Assets that are designed for functional use by people in any City Facility. This category includes desks, chairs, couches, file cabinets, calculators, etc. 2. COMPUTER Includes all computer components and accessories and software. 3. PARK/PLAYGROUND EQUIPMENT Includes equipment and fixtures used in City parks. This category includes drinking fountains, trash receptacles, signs, picnic tables, stoves, benches,playground equipment, etc. 4. VEHICLES Includes motorized and non-motorized equipment that has a primary function of city street, park, utility maintenance and police vehicles. Also includes equipment that hauls a payload greater than 4,000 pounds. This includes transportation charges, painting and installation costs of additional equipment necessary for intended use. This category also includes any fixed asset that is material in value, but does not fit a previous category will be accounted for under equipment. Examples would include tool sets, sirens, gun locks, light bars. 5. PUBLIC WORKS EQUIPMENT Includes equipment used by the Public Works Department for water, sewer, parks, and streets. Examples are post driver, water meters, hydrants, meter readers, mowers, and saws. 6. POLICE OFFICER EQUIPMENT Includes equipment used by the City Police Department officers. Examples are weapons, radios, dictaphones. 7. CIVIL DEFENSE EQUIPMENT Includes equipment used for the civil defense of the City such as sirens and warning lights. 8. BUILDING AND STRUCTURES Includes structures that are City owned. Also includes fixtures and any other necessary elements for the proper function of the building. This includes architect fees, legal fees, appraisers, costs of fixtures, damage claims, insurance premiums for construction, interest and unrelated costs during construction. Page 44 of 254 9. LAND IMPROVEMENT AND IMPROVEMENTS Any parcel of land that is City-owned whether developed or undeveloped. This includes legal fees, appraisal and negotiation fees, surveying fees, site preparation costs, demolition of unwanted structures and damage payments. 10. STREET IMPROVEMENTS Includes streets that are City owned. This includes legal fees, appraisal and negotiation fees, surveying fees, site preparation costs, interest and unrelated costs during construction. 11. STORM SEWER IMPROVEMENTS Includes storm sewer systems that are City owned. This includes legal fees, appraisal and negotiation fees, surveying fees, site preparation costs, interest and unrelated costs during construction. This also includes storm water holding ponds. V. SOURCE OF FUNDS DEFINITIONS The following will serve as definitions of types of actual funding sources that finance the assets. Funding sources in the fixed asset system will be determined by the fund in which the project is paid from i.e., (General, Special Revenue, Capital Project or Donations). A. BONDS OR NOTES Proceeds from the issuance of serial bonds, statutory installment bonds, anticipation notes or capital notes. This includes General Obligation Debt. B. CURRENT BUDGET APPROPRIATION Funds provided from specific, budgeted operating funds. Identifying the specific generic fund type is appropriate here. This includes General Fund and Utility Fund distributions. C. GIFTS AND DONATIONS Monies or property received from donors D. SPECIAL ASSESSMENT DEBT Funds provided by property owners and government in connection with a special assessment project. E. STATE AID GRANTS Page 45 of 254 Grants provided to the government by state government and used for the purchase or construction of fixed assets. F. FEDERAL AID GRANTS Grants provided to the government by federal government and used for the purchase or construction of fixed assets. G. OTHER Other fixed asset financing received, which cannot be classified in one of the previous classifications. VI. LOCATION CODES 01 City Hall 02 Police Department 03 Public Works Garage 04 Brekke Park 05 Valley View Park 06 Cover Park 07 Swager Park 08 Water Department 09 Sewer Department 10 Community Development Department 11 Pathways/Trails 12 Autumn Hills Park 13 Streets 14 Linear Park VII. ASSET IDENTIFICATION CODES 1. Office Equipment 2. Computer Equipment 3. Park/Playground Equipment 4. Vehicles 5. Public Works Equipment 6. Police Officer Equipment 7. Civil Defense Equipment 8. Street Improvements 9. Building & Structures - Contributed 10. Building & Structures 11. Land Improvement 12. Land- Property 13. Land Improvement—Contributed Page 46 of 254 14. Storm Sewer Improvements 15. Street Lighting VIII. ASSET ACQUISITION CODES SOURCE OF FUND CODES 101 General Fund 200 Special Revenue Funds Forfeiture Seizure Economic Development 400 Capital Project Funds Budgeted Projects & Equipment General Obligation Debt Revenue Debt Special Assessment Debt Other Debt 600 Grants State Grants Federal Grants Other Agency Grants 700 Enterprise Funds 800 Gift& Donations DEPARTMENTS 40000 General Management& Building 40100 Mayor& Council 40200 Legal 40300 Elections 40400 Administration 40500 Planning 40600 Finance 40650 Computer 40700 Assessor 41000 Engineering 41200 Community Development 41510 Police Department 41520 Fire Protection 41530 Building Inspection 42010 Street Maintenance 42020 Snow and Ice Removal 42030 Street Lighting 42040 Tree Inspector 44010 Parks 46000 Contingency 47000 Miscellaneous 48100 Water Department Page 47 of 254 48200 Sewer Department 48300 Storm Sewer Department 49100 Sanitation Department ACQUISITION METHOD 1 Purchase 2 Construction 3 Leases—Purchase and Installment—Purchase 4 Eminent Domain 5 Foreclosure 6 Gift 7 Trade 8 Other IX. ASSET DISPOSAL CODES (DISPOSITION METHOD) DISPOSITION CODES 1 Surplus Property 2 Sale of a Capital Asset 3 Trade-in 4 Obsolescence 5 Lost, Stolen or Damaged Beyond Repair 6 Cannibalized 7 Transferred Page 48 of 254 0 CITY OF OAK PARK HEIGHTS COMMISSION APPOINTMENT POLICY The City of Oak Park Heights Parks and Planning Commissions shall conduct interviews of applicants when a vacancy occurs on the commission. After interviews are conducted the Parks or Planning Commission shall make a recommendation of appointment to the City Council. Adopted: December 27, 2001 Page 49 of 254 0 CITY OF OAK PARK HEIGHTS INVESTMENT POLICY Policy: It is the policy of the City of Oak Park Heights to invest in public funds in a manner which will provide the highest investment return with the maximum security while meeting the daily cash flow demands of the City and conforming to all state and local statutes governing the investment of public funds. Scope: This investment policy applies to all financial assets of the City of Oak Park Heights. These funds are accounted for in the City's annual financial report. These funds include but are not limited to: General Fund Special Revenue Funds Capital Project Funds Enterprise Funds Debt Service Funds Trust and Agency Funds Any new finds created by the governing body, unless specifically exempted by the governing body Prudence: Investments shall be made with judgment and care —under circumstances then prevailing — which persons of prudence, discretion and intelligence exercise in the management of their own affairs, not for speculation, but for investment, considering the probable safety of their capital as well as the probable income to be derived. The standard of prudence to be used by investment officials shall be the "prudent person" standard and shall be applied in the context of managing an overall portfolio. Investment officers acting in accordance with written procedures and the investment policy and exercising due diligence shall be relieved of personal responsibility for an individual security's credit risk or market price changes, provided deviations from expectations are reported in a timely fashion and appropriate action is taken to control adverse developments. Page 50 of 254 Obj ective: The primary objective, in priority order, of the City of Oak Park Heights' investment activities shall be: 1. Safety: Safety of principal is the foremost objective of the City Council. Investments of the City shall be undertaken in a manner that seeks to ensure the preservation of capital in the overall portfolio. 2. Liquidity: The City's investment portfolio will remain sufficiently liquid to enable the City to meet all operating requirements which might be reasonably anticipated. 3. Return of investment: The City's investment portfolio shall be designed with the objective of attaining a market rate of return throughout budgetary and economic cycles, taking into account the City's investment risk constraints and the cash flow characteristics of the portfolio. Delegation of Authority: Subject to the requirements of the above priority objectives, it is the policy of the City of Oak Park Heights to offer financial institutions within the St. Croix Valley area the opportunity to bid on investments; however, the City of Oak Park Heights will seek the best investment yields. Authority to manage the investment program is derived from Minnesota Statute 118A.02. Management responsibility for the investment program is hereby delegated to the Deputy Clerk/Finance Director, who will assure compliance with this policy and further develop and maintain adequate controls, procedures and methods assuring safe and accurate accounting on a day-to-day basis, with the approval of the Oak Park Heights City Council. In the absence of the Deputy Clerk/Finance Director, this responsibility will be assumed by the City Administrator. Officers and employees involved in the investment process should refrain from personal business activity which could conflict, or give the appearance of a conflict, with the impartial administration of the investment program. Authorized Financial Dealers and Institutions: The Deputy Clerk/Finance Director will maintain a list of financial institutions authorized to provide investment services. In addition, a list will also be maintained of approved security broker/dealers selected by credit worthiness who maintain an office in the State of Minnesota. No public deposit shall be made except in a qualified public depository as established by state laws. Page 51 of 254 Authorized and Suitable Investments: Minnesota Statute, Section 1 I8A.04 provides authorization for cities to invest idle public funds in certain specified obligations and to make interest bearing deposits of such funds in state or national banks, savings and loan associations, or credit unions. Permissible investments include: 1. Direct U.S. Government Obligations: a. Treasury Bills b. Certificates of Indebtedness C. Treasury Notes d. Treasury Bonds 2. Federal Agency Issues (Not directly guaranteed by U.S. Government) a. Federal Home Loan Banks b. Federal National Mortgage Association C. Federal Land Banks d. Federal Intermediate Credit Banks e. Banks for Cooperatives f. Federal Farm Credit System Wide Bonds 3. General obligations of the State of Minnesota or Minnesota municipalities. 4. Bankers' acceptances of United States Banks eligible for purchase by the Federal Reserve Systems. 5. Commercial paper issued by United States corporations or their Canadian subsidiaries that has the highest rating (A-1, P-1) and matures in 270 days or less. 6. Savings accounts or certificates of deposit in designated depositories which are fully insured or collateralized. 7. Repurchase agreements permissible under Minnesota Statute 118A.05. 8. League of Minnesota Cities Money Market Fund. Collateralization: Interest-bearing deposits in authorized depositories must be fully insured or collateralized. If the designated depository is a member of FDIC or FSLIC an amount may be deposited which does not exceed the amount of insurance. If he governing body desires to deposit a greater amount, the excess must be protected by collateral famished by the depository. If collateral is famished, the total amount of the collateral computed at its market value shall be at least ten percent (10%) more than the amount of the excess deposit. When the pledged collateral consists Page 52 of 254 of notes secured by First Mortgages, the market value must be at least forty percent (40%) more than the amount of the excess deposit. Permissible types of collateral include: 1. Obligations which are legally authorized inveslments for debt service funds under Minnesota Statutes, Section 118A.03 (See items 1- 8 under permissible inves I ments). 2. Municipal General Obligation Bonds, rated "A" or better by Moody's Investors Service, Inc. or Standard & Poor's Corporation. All collateral shall be deposited with the Chief Financial Officer of the City of Oak Park Heights or placed in safekeeping for the City in a financial institution approved by it or its designated representative. The collateral shall not be redeposited in the bank, trust company or thrift institution furnishing it Any collateral so deposited must be accompanied by an assignment to the City of Oak Park Heights from the depository. The assignment shall require the depository to pay to the City Finance Officer or his/her order, on demand, all money deposited free of exchange or other charges, except for early withdrawal penalties on time deposits, as well as all interest when due at the agreed upon rate. The assignment shall also state that, in case of any default upon the part of the depository, the City of Oak Park Heights or its designated representative may sell as much of the collateral as needed to cover the uninsured deposit, with any excess to be paid over to the depository. Diversifications and Maturities: It is the policy of the City of Oak Park Heights to diversify its inves lment portfolio. Investment funds shall be diversified to eliminate the risk of loss resulting from over concentration of assets in a specific maturity. To the extent possible the City will attempt to match its investments with anticipated cash flow requirements. For the purpose of making the maximum amount of funds available for inveslment, the cash for all City funds is pooled in an investment account. Interest earnings are allocated among the various funds based upon their average cash balance. The City's investment portfolio shall be invested in certificates of deposit or other instruments through banks or other financial institutions which are designated depositories by the City Council, provided adequate insurance and conforming pledging is available in conformance with authorized securities. These investments may be scheduled maturities, or they may be part of the investment strategy of securing maximum interest rates for part of the investment portfolio. After the liquidity needs, and scheduled maturity needs are satisfied, the balance of the funds available for investment may be placed with institutions that offer the greatest Page 53 of 254 safety and highest rate of return consistent with the maturities as determined by the City. Quotations or telephone bids are normally taken for all investments whether they are short term or long term. Reporting: The Deputy Clerk/Finance Officer will submit a report each month to the City Council summarizing the investment activity. This report should contain details relating to all investment transactions for the period including types of investments, institutions in which funds are invested, interest rates and maturity dates. An annual report on the investments shall be presented to the City Council in the annual financial report. Investment Policy Adoption: The City Council shall review and approve the investment policy each year and designate depositories at the first regular meeting of January. Any modifications made thereto must be approved by the City Council. Page 54 of 254 0 CITY OF OAK PARK HEIGHTS DATA PRACTICES PROCEDURES L Introduction These procedures are adopted to comply with the requirements of the Minnesota Data Practices Act (the "Act"), specifically Minn. Stat. Sec. 13.03, Subd. 2 and 13.05, Subd. 5 and 8. II. Responsible Authority The person who is the responsible authority for compliance with the Act is the City Administrator(also referred to as the City Clerk-Treasurer). The responsible authority has designated certain other City employees to assist in complying with the Act. These designees are listed on attached Exhibit 1. III. Access to Public Data All information maintained by the City is public unless there is a specific statutory designation which gives it a different classification. Categories of classification are as follows: Data on Individuals Data Not on Individuals Degree of Accessibility (Natural Persons) Public Public Accessible to anyone Private Nonpublic Accessible to data subjects and to government officials whose duties reasonably require access Confidential Protected Nonpublic Accessible only to governmental officials whose duties reasonably require access The City General Records Retention Schedule lists data series maintained by the City and their classifications. A. People Entitled to Access. Any person has the right to inspect and copy public data. The person also has the right to have an explanation of the Page 55 of 254 meaning of the data. The person does not need to state his or her name or give the reason for the request. B. Form of Request. The request for public data may be verbal or written. C. Time Limits. Requests. Requests will be received and processed only during normal business hours. Response. If copies cannot be made at the time of the request, copies must be supplied as soon as reasonably possible. D. Fees. Fees may be charged only if the requesting person asks for a copy or electronic transmittal of the data. Fees will be charged according to the City's standard photocopying and fee schedule, attached as Exhibit 2,unless significant time is required. In that case, the fee will include the actual cost of searching for, retrieving, and copying or electronically transmitting the data. The fee may not include time necessary to separate public from non- public data. The responsible authority may also charge an additional fee if the copies have commercial value and are a substantial and discrete portion of a formula, compilation, program, process, or system developed with significant expenditure of public funds. This additional fee must relate to the actual development costs of the information. IV. Access to Data on Individuals. Information about individual people is classified by law as public, private, or confidential. A list of the private and confidential information maintained by the City is contained in Appendix A. A. People Entitled to Access. • Public information about an individual may be shown or given to anyone. • Private information about an individual may be shown or given to: • The individual, but only once every six months, unless a dispute has arisen or additional data has been collected. • A person who has been given access by the express written consent of the data subject. This consent must be on the form attached as Exhibit 3, or a form reasonably similar. • People who are authorized access by the federal, state, or local law or court order. Page 56 of 254 • People about whom the individual was advised at the time the data was collected. The identity of those people must be part of the Tennessen warning described below. • People within the City staff, the City Council, and outside agents (such as attorneys) whose work assignments or responsibilities reasonably require access. • Confidential information may not be given to the subject of the data, but be shown or given to: • People who are authorized access by federal, state, or local law or court order. • People within the City staff, the City Council, and outside agents (such as attorneys) whose work assignments or responsibilities reasonably require access. B. Form of Request. Any individual may request verbally or in writing if the City has stored data about that individual and whether the data is classified as public,private, or confidential. All requests to see or copy private or confidential information must be in writing. An Information Disclosure Request, attached as Exhibit 4, must be completed to document who requests and who receives this information. The responsible authority or designee must complete the relevant portions of the form. The responsible authority or designee may waive the use of this form if there is other documentation of the requesting party's identity, the information requested, and the City's response. C. Identification of Requesting Party. The responsible authority or designee must verify the identity of the requesting party as a person entitled to access. This can be through personal knowledge, presentation of written identification, comparison of the data subject's signature on a consent form with the person's signature in City records, or other reasonable means. D. Time Limits. • Requests. Requests will be received and processed only during normal business hours. • Response. The response must be immediate, if possible, or within 10 days of the date of the request, excluding Saturdays, Sundays, and legal holidays, if immediate response is not possible. E. Fees. Fees may be charged in the same manner as for public information. F. Summary Data. Summary data is statistical records and reports derived from data on individuals but which does not identify an individual by Page 57 of 254 name or any other characteristic that could uniquely identify an individual. Summary data derived from private or confidential data is public. The responsible authority or designee will prepare summary data upon request, if the request is in writing and the requesting party pays for the cost of preparation. The responsible authority or designee must notify the requesting parry about the estimated costs and collect those costs before preparing or supplying the summary data. This should be done within 10 days after receiving the request. If the summary data cannot be prepared within 10 days,the responsible authority must notify the requester of the anticipated time schedule and the reasons for the delay. Summary data may be prepared by "blacking out" personal identifiers, cutting out portions of the records that contain personal identifiers, programming computers to delete personal identifiers, or other reasonable means. The responsible authority may ask an outside agency or person to prepare the summary data if(1) the specific purpose is given in writing, (2)the agency or person agrees not to disclose the private or confidential data, and (3) the responsible authority determines that access by this outside agency or person will not compromise the privacy of the private or confidential data. The responsible authority may use the form attached as Exhibit 5. G. Juvenile Records. The following applies to private (not confidential) data about people under the age of 18. • Parental Access. In addition to the people listed above who may have access to private data, a parent may have access to private information about a juvenile data subject. "Parent"means the parent or guardian of a juvenile data subject, or individual acting as a parent or guardian in the absence of a parent or guardian. The parent is presumed to have this right unless the responsible authority or designee has been given evidence that there is a state law,court order, or other legally binding document which prohibits this right. • Notice to Juvenile. Before requesting private data from juveniles, city personnel must notify the juveniles that they may request that the information not be given to their parent(s). This notice should be in the form attached as Exhibit 6. • Denial of Parental Access. The responsible authority or designee may deny parental access to private data when the juvenile requests this denial and the responsible authority or designee determines that withholding the data would be in the best interest of the juvenile. Page 58 of 254 This request from the juvenile must be in writing stating the reasons for the request. In determining the best interest of the juvenile, the responsible authority or designee will consider: • Whether the juvenile is of sufficient age and maturity to explain the reasons and understand the consequences; • Whether denying access may protect the juvenile from physical or emotional harm; • Whether there is reasonable grounds to support the juvenile's reasons; and • Whether the data concerns medical, dental, or other health services provided under Minnesota Statutes Sections 144.341 to 144.347. If so, the data may be released only if failure to inform the parent would seriously jeopardize the health of the minor. The responsible authority or designee may also deny parental access without a request from the juvenile under Minnesota Statutes Section 144.335. V. Denial of Access. If the responsible authority or designee determines that the requested data is not accessible to the requesting party, the responsible authority or designee must inform the requesting party orally at the time of the request or in writing as soon after that as possible. The responsible authority or designee must give the specific legal authority, including statutory section, for withholding the data. The responsible authority or designee must place an oral denial in writing upon request. This must also include the specific legal authority for the denial. VI. Collection of Data on Individuals. The collection and storage of information about individuals will be limited to that necessary for the administration and management of programs specifically authorized by the state legislature, City Council, or federal government. When an individual is asked to supply private or confidential information about the individual, the City employee requesting the information must give the individual a Tennessen warning. This warning must contain the following: • The purpose and intended use of the requested data, • Whether the individual may refuse or is legally required to supply the requested data, • Any known consequences from supplying or refusing to supply the information, and Page 59 of 254 • The identity of the other persons or entities authorized by state or federal law to receive the data. A Tennessen warning is not required when an individual is requested to supply investigative data to a law enforcement officer. A Tennessen warning may be on a separate form or may be incorporated into the form which requests the private or confidential data. See attached Exhibit 7. VII. Challenge to Data Accuracy. An individual who is the subject of public or private data may contest the accuracy or completeness of that data maintained by the City. The individual must notify the City's responsible authority in writing describing the nature of the disagreement. Within 30 days, the responsible authority or designee must respond and either (1) correct the data found to be inaccurate or incomplete and attempt to notify past recipients of inaccurate or incomplete data, including recipients named by the individual, or (2) notify the individual that the authority believes the data to be correct. An individual who is dissatisfied with the responsible authority's action may appeal to the Commissioner of the Minnesota Department of Administration, using the contested case procedures under Minnesota Statutes Chapter 14. The responsible authority will correct any data if so ordered by the Commissioner. VIII. Data Protection. A. Accuracy and Currency of Data. • All employees will be requested, and given appropriate forms,to provide updated personal information to the appropriate supervisor, City Clerk Treasurer, or Finance Director, which is necessary for tax, insurance, emergency notification,and other personnel purposes. Other people who provide private or confidential information will also be encouraged to provide updated information when appropriate. • Department heads should periodically review forms used to collect data on individuals to delete items that are not necessary and to clarify items that may ambiguous. • All records must be disposed of according to the City's records retention schedule. B. Data Safeguards. • Private and confidential information will be stored in files or databases which are not readily accessible to individuals who do not have authorized access and which will be secured during hours when the offices are closed. Page 60 of 254 • Private and confidential data must be kept only in City offices, except when necessary for City business. • Only those employees whose job responsibilities require them to have access will be allowed access to files and records that contain private or confidential information. These employees will be instructed to: • not discuss, disclose, or otherwise release private or confidential data to City employees whose job responsibilities do not require access to the data, • not leave private or confidential data where non-authorized individuals might see it, and • shred private or confidential data before discarding. • When a contract with an outside party requires access to private or confidential information,the contracting party will be required to use and disseminate the information consistent with the Act. The City may include in a written contract the language contained in Exhibit 8. Page 61 of 254 Exhibit 1 LIST OF DESIGNEES The Minnesota Data Practices Act establishes a system for compilation and distribution of data gathered by government agencies. All data collected and maintained by the CITY OF OAK PARK HEIGHTS ("City") is presumed public and is accessible to the public for both inspection and copying, unless classified as Private, Confidential, Nonpublic or Protected Nonpublic in accordance with federal law, state statute or a temporary classification. (Minn. Stat. 13.01). The CITY OF OAK PARK HEIGHTS has appointed the following positions to administer this system. Responsible Authority City Administrator Oak Park Heights City Hall 14168 Oak Park Heights Blvd. Oak Park Heights, MN 55082 (651) 439-4439 Positions appointed as Designees assisting in system administration are as follows: Police Records Chief of Police Oak Park Heights Police Department 14168 Oak Park Heights Blvd. Oak Park Heights, MN 55082 (651) 439-4439 Records Center/Electronic Data Storage City Administrator Oak Park Heights City Hall 14168 Oak Park Heights Blvd. Oak Park Heights, MN 55082 (651) 439-4439 Official Records Clerk Deputy City Clerk Oak Park Heights City Hall 14168 Oak Park Heights Blvd. Oak Park Heights, MN 55082 (651) 439-4439 Data Practices Compliance Official City Administrator Oak Park Heights City Hall 14168 Oak Park Heights Blvd. Oak Park Heights, MN 55082 (651) 439-4439 Other positions responsible for maintenance of City records are as apparent or assigned. Page 62 of 254 Exhibit 2 CITY OF OAK PARK HEIGHTS DATA REQUEST COST CALCULATION FORM Fees charged are in accordance with Minn. Statutes Section 13.03 (3). Date of Request: Description of Information Requested(please be specific): Costs for duplication of standard materials are included on the next page. Please use this section to calculate fees for other data requests. Estimated Cost Actual Cost A. LABOR x #of hours Hourly rate x #of hours Hourly rate B. PHOTOCOPY x rate #of pages C. MAILING D. PRINTING COSTS E. OTHER COSTS 1. 2. 3. 4. 5. TOTAL CHARGES AMOUNT TO BE PREPAID (50% of Est. Total if exceeds $50) AMOUNT DUE UPON COMPLETION PREPARED BY: DEPARTMENT: DATE: Page 63 of 254 The following rates as well as any other rates established by city ordinance or resolution shall apply for requests of standard materials: STANDARD PHOTOCOPY CHARGES Copied by City Staff $0.03 per page Accident Report $10.00 Offense Report $10.00 Arrest Report $10.00 Incident Report $10.00 Zoning Ordinance $35.00 Maps $5.00 Subdivision Ordinance $10.00 Comprehensive Plan $105.00 Videotape Reproduction $15.00 Assessment Search $10.00 Page 64 of 254 Exhibit 3 CONSENT TO RELEASE PRIVATE DATA authorize the CITY OF OAK PARK HEIGHTS to release the following private data about me: to the following person or people: The person or people receiving the private data may use it only for the following purpose or purposes: This authorization is dated and expires on The expiration cannot exceed one year from the date of the authorization, except in the case of authorization given in connection with applications for the life insurance or non- cancelable or guaranteed renewable health insurance identified as such, two years after the date of the policy. I agree to give up and waive all claims that I might have against the City, its agents and employees for releasing data pursuant to this request. Signature IDENTITY VERIFIED BY: Witness: X Identification: Driver's License, State ID, Passport, other: Comparison with signature on file Other: Responsible Authority/Designee: Page 65 of 254 Exhibit 4 CITY OF OAK PARK HEIGHTS INFORMATION DISCLOSUR REQUEST Minnesota Government Data Practices Act A. Completed by Requestor REQUESTER NAME (Last,First,MI): DATE OF REQUEST: STREET ADDRESS: PHONE NUMBER: CITY, STATE,ZIP CODE: SIGNATURE: DESCRJPTION OF THE INFORMATION REQUESTED: (attach additional sheets if necessary) B. Completed by Department DEPARTMENT NAME: HANDLED BY: INFORMATION CLASSIFIED ACTION: AS: NON-PUBLIC APPROVED PUBLIC PROTECTED NON-PUBLIC APPROVED IN PART(Explain Below) PRIVATE DENIED (Explain Below) CONFIDENTIAL REMARKS OR BASIS FOR DENIAL INCLUDING STATUTE SECTION: CHARGES: IDENTITY VERIFIED FOR PRIVATE INFORMATION: NONE IDENTIFICATION: DRIVERS LICENSE, STATE ID, Etc. Photocopy: x cents= COMPARISON WITH SIGNATURE ON FILE Special Rate: (attach explanation) PERSONAL KNOWLEDGE Other: (attach explanation) OTHER: AUTHORIZED SIGNATURE: DATE: Page 66 of 254 Exhibit 5 GOVERNMENT DATA ACCESS AND NONDISCLOSURE AGREEMENT 1. AUTHORIZATION. CITY OF OAK PARK HEIGHTS ("City") hereby authorizes , ("Authorized Party") access to the following government data: 2. PURPOSE. Access to this government data is limited to the objective of creating summary data for the following purpose: 3. COST. (Check which applies): The Authorized Party is the person who requested the summary data and agrees to bear the City's costs associated with the preparation of the data which has been determined to be $ The Authorized Party has been requested by the City to prepare summary data and will be paid in accordance with Exhibit 4. SECURITY. The Authorized Party agrees that it and any employees or agents under its control must protect the privacy interests of individual data subjects in accordance with the terms of this Agreement. The Authorized party agrees to remove all unique personal identifiers which could be used to identify any individual from data classified by state or federal law as not public which is obtained from City records and incorporated into reports, summaries, compilations, articles, or any document or series of documents. Data contained in files, records, microfilm, or other storage media maintained by the City are the City's property and are not to leave the City's custody. The Authorized Party agrees not to make reproductions of any data or remove any data from the site where it is provided, if the data can in any way identify an individual. No data which is not public and which is irrelevant to the purpose stated above will ever be disclosed or communicated to anyone by any means. The Authorized Party warrants that the following named individual(s) will be the only person(s) to participate in the collection of the data described above: Page 67 of 254 5. LIABILITY FOR DISCLOSURE. The Authorized Party is liable for any unlawful use or disclosure of government data collected, used, and maintained in the exercise of this Agreement and is classified as not public under state or federal law. The Authorized Party understands that it may be subject to civil or criminal penalties under those laws. The Authorized Party agrees to defend, indemnify; and hold the City, its officers and employees harmless from any liability, claims, damages, costs,judgments, or expenses, including reasonable attorneys' fees,resulting directly or indirectly from an act or omission of the Authorized Party, its agents, employees or assignees under this Agreement and against all loss by reason of the Authorized Party's failure to fully perform in any respect all obligations under this Agreement. 6. INSURANCE. In order to protect itself as well as the city,the Authorized Party agrees at all times during the term of this Agreement to maintain insurance covering the Authorized Party's activities under this Agreement. The insurance will cover $1,000,000 per claimant for personal injuries and/or damages and $1,000,000 per occurrence. The policy must cover the indemnification obligation specified above. 7. ACCESS PERIOD. The Authorized Party may have access to the information described above from to 8. SURVEY RESULTS. (Check which applies): If the Authorized Party is the requester, a copy of all reports, summaries, compilations, articles,publications, or any document or series of documents which are created from the information provided under this Agreement must be made available to the City in its entirety. If the Authorized Party is a contractor of the City, all copies of reports, summaries, compilations, articles, publications, or any document or series of documents which are created from the information provided under this Agreement must be provided to the City. The Authorized Party may retain one copy for its own records but may not disclose it without City permission, except in defense of claims brought against it. AUTHORIZED PARTY: By: Date: Title (if applicable): CITY OF OAK PARK HEIGHTS: By: Date: Its: Page 68 of 254 Exhibit 6 NOTICE TO PERSONS UNDER AGE 18 Some of the information you are asked to provide is classified as private under State law. You have the right to request that some or all of the information not be given to one or both of our parents/legal guardians. Please complete the form below if you wish to have information withheld. Your request does not automatically mean that the information will be withheld. State law requires the City to determine if honoring the request would be in your best interest. The City is required to consider: • Whether you are of sufficient age and maturity to explain the reasons and understand the consequences, • Whether denying access may protect you from physical or emotional harm, • Whether there is reasonable grounds to support your reasons, and • Whether the data concerns medical, dental, or other health service provided under Minnesota Statutes Sections 144.341 to 144.347. If so, the data may be released only if failure to inform the parent would seriously jeopardize your health. NOTICE GIVEN TO: DATE: BY: (name) (title) REQUEST TO WITHHOLD INFORMATION I request that the following information: be withheld from: for these reasons: Date: Print Name: Signature: Page 69 of 254 Exhibit 7 DATA PRACTICES ADVISORY (Tennessen Warning) Some or all of the information that you are asked to provide on the attached form is classified by State law as either private or confidential. Private data is information which generally cannot be given to the public but can be given to the subject of the data. Confidential data is information, which generally cannot be given to either the public or the subject of the data. Our purpose and intended use of this information is: You are / are not legally required to provide this information. If you refuse to supply the information, the following may happen: Other persons or entities authorized by law to receive this information are: By: Acknowledgement Page 70 of 254 Exhibit 8 SAMPLE CONTRACT PROVISION Data Practices Compliance. Contractor will have access to data collected or maintained by the City to the extent necessary to perform Contractor's obligations under this contract. Contractor agrees to maintain all data obtained from the City in the same manner as the City is required under the Minnesota Government Data Practices Act, Minn. Stat. Chap. 13 (the "Act"). Contractor will not release or disclose the contents of data classified as not public to any person except at the written direction of the City. Contractor agrees to defend and indemnify the City from any claim, liability, damage or loss asserted against the City as a result of Contractor's failure to comply with the requirements of the Act or this contract. Upon termination of this contract, Contractor agrees to return data to the City, as requested by the City. Page 71 of 254 APPENDIX A PRIVATE AND CONFIDENTIAL DATA MAINTAINED BY CITY 1. PERSONAL DATA (PRIVATE) Minn. Stat. § 13.43 Generally, all data about people who are or were an employee, applicant for employment, volunteer, independent contractor, or member of or applicant for a board or commission is private, with the exceptions noted below: Public Data—Applicants • Veteran status • Relevant test scores • Rank on eligible list • Job history • Education and training • Work availability • Name, after being certified as eligible for appointment to a vacancy or when considered a finalist for a position of public employment(which occurs when the person has been selected to be interviewed by the appointing authority) • Names and addresses of applicants for and members of an advisory board or commission Public Data—Employees The following data on current and former employees,volunteers,independent contractors, and members of advisory boards and commissions are public: • Name • Actual gross salary • Salary range • Contract fees • Actual gross pension • Value and nature of employer paid fringe benefits • Basis for and amount of added remuneration, including expense reimbursement • Job title • Job description • Education and training background • Previous work experience • Date of first and last employment Page 72 of 254 • The existence and status (but not nature) of any complaints or charges against the employee, whether or not resulting in discipline • Final disposition of any disciplinary action, with specific reasons for the action and data documenting the basis of the action, excluding data that would identify confidential sources who are employees • Terms of any agreement settling any dispute arising from the employment relationship including a"buyout" agreement • Work location • Work telephone number • Badge number • Honors and awards received • Payroll time sheets and other comparable data that are only used to account for employee's work time for payroll purposes, except to the extent that release of time sheet data would reveal the employee's reasons for the use of sick or other medical leave or other non-public data • City and county of residence Undercover Law Enforcement Officer All personnel data about an undercover law enforcement officer is private until no longer assigned to those duties. Then the officer is subject to the same rules applicable to other employees unless the law enforcement agency determines that revealing the data would threaten the officer's safety or jeopardize an active investigation. Access by Labor Organizations Personnel data may be given to labor organizations or the Bureau of Mediation Services to the extent this is necessary to conduct elections, notify employees of fair share fee assessments, or to implement state labor laws. Employee Assistance Programs All data associated with employee assistance programs is private. Harassment When there is a harassment complaint against an employee, the employee may not have access to data that would identify the complainant or other witnesses if this would threaten the personal safety of the complainant or witness, or subject them to harassment. However, this information will be provided to the employee in order for him/her to prepare for a disciplinary proceeding that has been initiated. Peer Counseling Debriefing Page 73 of 254 Data acquired by a peer group member in a public safety peer counseling debriefing is private data on the person being debriefed. Protection of Employee or Others If it is reasonably necessary to protect an employee from harm to self or to protect another person who may be harmed by the employee, information that is relevant to the safety concerns may be released to(1)the person who may be harmed or to the person's attorney when relevant to obtaining a restraining order, (2) a prepetition screening team in the commitment process, or(3) a court, law enforcement agency, or prosecuting attorney. 2. PROPRTY COMPLIANT DATA (CONFIDENTIAL) Minn. Stat. § 13.44 The identities of individuals who register complaints concerning violations of state laws or local ordinances concerning the use of real property. 3. PLANNING QUESTIONNAIRSE (PRIVATE) Minn. Stat. § 13.59 Names, addresses, and legal descriptions of property, that are collected in questionnaires or surveys of individuals and businesses for the purposes of planning, development, or redevelopment. 4. SECURITY INFORMATION (PRIVATE/NONPUBLIC) Minn. Stat. § 13.37 Data which if disclosed would be likely to substantially jeopardize the security of information, possessions, individuals or property against theft, tampering, improper use, attempted escape, illegal disclosure, trespass, or physical injury. This includes crime prevention block maps and lists of volunteers who participate in community crime prevention programs and their home addresses and telephone numbers, but these may be disseminated to other volunteers participating in crime prevention programs. 5. ABSENTEE BALLOTS (PRIVATE/NONPUBLIC) Minn. Stat. § 13.37 Sealed absentee ballots before opening by an election judge. 6. SEALED BIDS (PRIVATE/NONPUBLIC) Minn. Stat. § 13.37 Sealed bids, including the number of bids received, prior to opening. 7. LABOR RELATIONS INFORMATION Minn. Stat. § 13.37 (PRIVATE/NONPUBLIC) Page 74 of 254 Management positions on economic and non-economic items that have not be presented during the collective bargaining process or interest arbitration, including information collected or created to prepare the management position. 8. FIREARMS DATA(PRIVATE) Minn. Stat. § 13.87 Data about the purchase or transfer of firearms and applications for permits to carry firearms. 9. EXAMINATION DATA Minn. Stat. § 13.34 Completed versions of personnel and licensing examinations are private, unless the responsible authority determines that they should be confidential because access would compromise the objectivity, fairness, or integrity of the examination process. 10. ELECTED OFFICIALS CORRESPONDENCE (PRIVATE)Minn. Stat. § 13.601 Correspondence between individuals and elected officials, but either may make it public. 11. BENEFIT DATA (PRIVATE) Minn. Stat. § 13.462 All data about individuals participating in the City's housing rehabilitation program. 12. CIVIL INVESTIGATIVE DATA Minn. Stat. § 13.39 (CONFIDENTIAL/PROTECTED NONPUBLIC) Data collected as part of an active investigation undertaken to commence or defend pending civil litigation, or which are retained in anticipation of pending civil litigation is confidential, except that a complainant's statement is private. 13. APPRAISAL DATA(CONFIDENTIAL) Minn. Stat. § 13.44, subd. 3 Appraisals made for the purpose of selling or acquiring land. 14. ASSESSOR'S DATA (PRIVATE/NONPUBLIC) Minn. Stat. § 13.51 Data on sales sheets from private multiple listing service organizations. Income information on individuals used to determine eligibility of property for classification 4c under Minn. Stat. § 273.13, Subd. 25(c). The following data regarding income properties: • Income and expense figures for current year and past three years, • Average vacancy factors for the past three years, Page 75 of 254 • Not rentable or useable areas, • Anticipated income and expenses for current year, • Projected vacancy factor for current year, and • Lease information Social Security numbers (Minn. Stat. § 13.49). 15. TRANSPORTATION SERVICE DATA (PRIVATE) Minn. Stat. § 13.72, subd. 10 Personal,medical,financial,familial or locational information,except name,of applicants or users of transportation services for the disabled or elderly. 16. RECRATION DATA(PRIVATE) Minn. Stat. § 13.57 For people enrolling in recreational or other social programs: name, address, telephone number, any other data that identifies the individual, and any data which describes the health or medical condition of the individual, family relationships, living arrangements, and opinions as to the emotional makeup or behavior of an individual. 17. LAW ENFORCEMENT DATA Minn. Stat. § 13.80 and 13.82 Data collected under the domestic abuse act is confidential. The audio recording of a 911 call is private regarding the individual making the call, but a written transcript is public. Certain arrest data, request for service data, and response or incident data is public under Minn. Stat. § 13.82. Otherwise, investigative data collected to prepare a case against a person for the commission of a crime or civil wrong is confidential while the investigation is active. Photographs which are part of inactive investigation files are private if they are clearly offensive to common sensibilities. Booking photographs are public. The identity of a victim of child abuse or neglect is private. The identity of a reporter of child abuse or neglect is confidential. Inactive investigative date which relates to the alleged abuse or neglect of a child by a personal responsible for the child's care is private. Videotapes of child abuse victims may not be released under any circumstance without a court order. The following are private: • The identity of undercover law enforcement officers. • The identity of criminal sexual conduct victims. • The identity of certain informants. Page 76 of 254 • The identity of victims,witnesses,people making a 911 call whose personal safety or property would be threatened by disclosure. • The identity of a person making a 911 call to receive help in a mental health emergency. Unique descriptions of stolen, lost, confidential, or recovered property are private. Identities of customers of licensed pawnshops and secondhand goods dealers are private. Detention data which would disclose personal, medical, psychological, or financial information or endanger an individual's life is private (Minn. Stat. § 13.85). Criminal history data is private, except convictions of crimes within the past 15 years (Minn. Stat. § 13.87). Deliberative processes or investigative techniques are confidential. 18. CITY ATTORNEY RECORDS Minn. Stat. § 13.393 The use, collection, storage, and dissemination of data by the city attorney is governed by statutes, rules, and professional standards concerning discovery, production of documents, introduction of evidence, and professional responsibility. Data which is the subject of attorney-client privilege is confidential. Data which is the subject of the"work product"privilege is confidential. Page 77 of 254 0 CITY OF OAK PARK HEIGHTS TAX INCREMENT FINANCING (TIF) POLICY AND APPLICATION FORM Summary: It is the policy of the City of Oak Park Heights to consider the judicious use of Tax Increment Financing (TIF) for those projects which demonstrate a substantial and significant public benefit by constructing public improvements in support of developments that will: create new jobs, significantly benefit the City's fiscal future, retain existing employment, eliminate blight, strengthen the economic base of the City, increase property values and tax revenues, reduce poverty, create economic stability, stabilize and upgrade current neighborhoods and areas, and implement projects that are consistent with the City's Comprehensive Plan. Policy Consideration: The City of Oak Park Heights will consider providing Tax Increment Financing (TIF) for projects that achieve the following: 1. Demonstrate long-term benefits to the community; 2. Provide quality employment opportunities; 3. Will significantly add to the City's commercial and industrial tax base by providing a high-quality development. Policy Statements: 1. The City intends to use TIF to provide the developer assistance and to provide direct funding for public improvements. 2. The use of TIF shall be in accordance with Minnesota law. Because changes are frequently made to state law regarding the use of TIF, conflicts in the regulations may arise. If a conflict does arise between this policy and Minnesota law, the more restrictive language shall apply. 3. Projects must be consistent with the City's Comprehensive Plan as determined by the City Council. 4. Projects that promote the completion of major public improvement projects within the City, such as major trunk sanitary or water lines, and major transportation projects are preferred. 5. The level of assistance provided to developers will be determined on a case- by-case basis. When determining the level of assistance, the City will judge Page 78 of 254 the quality of the development and/or the quality of the employment opportunities generated. Based on the extent to which the project achieves the policy consideration (1 — 3 above), the City will consider providing TIF assistance to projects falling in the following categories: • Commercial or residential projects that encourage substantial redevelopment of substandard properties • Research and development; educational entities • Manufacturing companies • Major office,production, and warehouse facilities • Multi-family affordable housing projects that meet all of the requirements for tax credits under Section 42 of the Internal Revenue Code of 1986 as amended. 6. TIF assistance will be allocated for appropriate statutorily authorized uses, including but not limited to: • Land acquisition • Loans • Site preparation and improvement • Public improvements • Demolition • Bonding costs • Capitalized interest • Specifically stated actual costs of legal and engineering fees Additional Requirements: Application for TIF Assistance must be accompanied with a signed "Development Application" and the payment of a $3,000 non-refundable Application Fee. Additionally, a $10,000 escrow payment must accompany Application for TIF Assistance; these escrow funds are utilized to ensure payment of bond counsel, financial consultants, attorney's fees, etc. The Applicant is responsible to pay for all fees related to the Application and development of the TIF plan and its implementation. Page 79 of 254 A. PROJECT 1. Applicant Name: Address: Telephone No.: Fax No.: Contact Person: 2. Brief description of Applicant: 3. PID #s, Legal Description, address, and size of project site: 4. Proposed Project (description of building(s), including square footage, materials,proposed use, etc.): Attach site plan. 5. If property is be subdivided, describe division planned: 6. Estimated Project Costs (please enclose construction proformas, if available): a. Land Acquisition $ b. Public Improvements C. Site Improvements d. Demolition e. Building(s) f. Equipment g. Architectural & Engineering Fees h. Legal Fees/Other Consulting Fees i. Financing Costs j. Contingencies k. Other 1. Other Page 80 of 254 TOTAL $ 7. Source of Financing a. Equity $ b. Bank Financing C. Tax Increment Assistance d. Other C. Other TOTAL $ 8. Form of financing project costs: Pay-as-You-Go Or Bonds 9. Name and address of architect, engineer, and general contractor: 10. Project Construction Schedule: a. Construction start date b. Construction completion date C. If phased project: Year % Complete Year % Complete 11. Total estimated market value of project upon completion: $ 12. Estimated real estate taxes on project upon completion of project(please show calculations): 13. Projected number of new jobs created: Full-time Part-time Page 81 of 254 Seasonal B. TAX INCREMENT FINANCING REQUEST 1. Describe the amount and purpose for which tax increment financing is required(please include proforma): 2. Statement of necessity for use of tax increment financing for project: 3. Municipal Reference (if applicable). Please name other municipalities wherein the applicant, or other corporations the applicant has been involved with, has completed development within the last five years. 4. The following documents must accompany the Application: a. A Project Pro-Forma; b. Parcel Maps depicting the proposed TIF area; Page 82 of 254 C. A written statement from your attorney that the TIF proposal has the general capacity to meet applicable TIF standards under Minnesota Law; d. SIGNIFICANT ADDITIONAL INFORMATION MAY BE REQUESTED AT ANY TIME BY THE CITY AND MAY BE IN ADDITION TO THE MATERIALS OUTLINED IN THIS APPLICATION. THE APPLICANT SHALL BE REQUIRD TO SUBMIT ANY AND ALL INFORMATION AS REQEUSTED BY THE CITY. 5. Applicant acknowledges and agrees to pay the $3,000 TIF Application Fee which is non-refundable. Additionally, the Applicant acknowledges and agrees to pay all fees and expenses incurred by the City in connection with this application or establishment of the TIF District, whether or not approved. The City does require a minimum deposit of $10,000 to cover such fees. That amount may be adjusted upward on a project-by-project basis. The Applicant shall hold the City, its officers, consultants, attorneys, and agents harmless from any and all claims arising from or in connection with the Project or TIF Application, including but not limited to, any legal or actual violations of any State or Federal securities laws. Applicant recognizes and agrees that the City reserves the right to deny any Application for Tax Increment Financing at any state of the proceedings prior to adopting the resolution approving the district, that the Applicant is not entitled to rely on any preliminary actions by the City prior to the final resolution, and that all expenditures, obligations, costs, fees, or liabilities incurred by the Applicant in connection with the Project are incurred by the Applicant in connection with the Project are incurred by the Applicant at his/her/its sole risk and expense and not in reliance on any actions of the City. The undersigned, a duly authorized representative of the Applicant, hereby certifies that the foregoing information is true, correct, and complete as of the date hereof and agrees that the Applicant shall be bound by the terms and provisions herein. DATE: Applicant: By: Its: Page 83 of 254 0 CITY OF OAK PARK HEIGHTS MUNICIPAL SEWER COLLECTION SYSTEM MAINTENANCE STANDARDS The City of Oak Park Heights owns 123,018 feet of gravity sewer lines of assorted type and sizes, five lift stations, and 8,157 feet of related pressurized force mains as its wastewater collection system. Wastewater Treatment is performed by the Metropolitan Council Environmental Services (MCES). The City of Oak Park Heights is responsible for development of and adherence to standards to be used to maintain the City wastewater collection system. City staff is directed to provide for the maintenance of the collection system under the following guidelines: • Staff shall arrange for cleaning the collection system using high pressure jetting. Approximately 32,000 feet (one-quarter of total sewer collection line footage) shall be maintained each year. Staff shall identify problem areas that have poor slopes, excessive roots, grease problems, or problem pipes that require additional maintenance. These areas shall be cleaned more frequently, depending on the severity of the problems, up to and including yearly. Staff shall request appropriate ordinance changes, if needed, to protect the city infrastructure. Estimated costs for jetting operations are $25,000 per year. The entire system shall be completely cleaned at a minimum of every five years. • Staff shall arrange for televising the collection system for defects including failures, joint separations, excess roots, and service intrusions, and have the problems documented and rated for maintenance and repair options. Televising shall be conducted to verify the acceptability and efficiently of cleaning and root removal operations. A record shall be made of all lines analyzed and recordings shall be kept to allow verification of conditions. Indications of excess inflow and infiltration shall be documented, as well as indications of improper discharges to the City of Oak Park Heights sewer collection system. Approximately 32,000 feet shall be televised the first year at an estimated cost of$19,000 and an additional 23,000 feet televised in each the following four years at an estimated cost of$14,000 in each of those four years. This will allow the entire system to be televised in five years. • The budget will remain constant for the five year period and the $5,000 decrease in costs of televising in years two through five shall be dedicated for repairs identified in the previous year televising report. At the end of the five year period, the system evaluation shall be used to determine adequacy of the Page 84 of 254 cleaning program, adequacy of the repair program, and the future needs. It is believed the televising shall not be a major ongoing expense after the system is completely documented and will only be used for specific problems or areas that indicate changes. It is anticipated the cleaning program will be an ongoing maintenance cost for the life of the system. • Preventative maintenance at the City of Oak Park Heights two lift stations shall continue to be conducted on a bi-weekly basis. The staff shall continue to provide daily checks at each site. Weekly pump records shall be maintained to help identify excess pump hours or bypass or check valve problems. The pump control system shall be evaluated on a monthly basis for verification of pumps start, stop and alarm set points. Corrective maintenance on the system is a high priority and shall be made as discovered. The wet wells shall be evaluated on alternating months and clean outs and repairs implemented on a minimum of yearly basis and more often as indicated by the condition of the structure. The policy shall be to have two pumps available at each lift station during normal operations and to have repairs implemented within 48 hours if one pump becomes inoperable. Failure of a lift station shall be considered an emergency and pump or transport equipment shall be brought in to allow the continued use of the facility for sewer conveyance. • The City of Oak Park Heights shall evaluate the cost and availability of back up power at each of the lift stations. The current generator plug in at the Kern Center station shall be used as the standard for the remaining stations. It is the intent of the City of Oak Park Heights to have a plug in generator receptacle available at each lift station. We intend to add one new generator receptacle to a lift station each year. If budget allows, the purchase of a potable back up generator capable of operating all stations shall be investigated and a comparison of ownership costs/availability of rental units shall be made. • The City of Oak Park Heights' existing alarm system shall be evaluated for future upgrades. Backup power during power failures should be installed to run the exterior warning lights. Cost evaluations shall be made regarding the benefit of a Supervisory Control and Data Acquisition system (SCADA) central alarm and control system that would provide dedicated notification of potential problems as well as alarm conditions during any failure condition. Information on dedicated communication (radio or telephone) shall be investigated. A report on options shall be submitted to the Council for consideration. • The staff shall evaluate existing data and new televising records to address excess inflow and infiltration (I&I) discovered in the system in order to save excess treatment costs from clean water entering the system for treatment. The Page 85 of 254 City of Oak Park Heights shall implement a plan to address T&T, if required by MCES. Page 86 of 254 0 CITY OF OAK PARK HEIGHTS CELLULAR PHONE POLICY The following items contribute to the expected protocols (policy) for Cellular Phone use as they related to the City of Oak Park Heights' employees: 1. City issued Cell Phones are dedicated for business use. They should not be used for non-work related communications, except in special circumstances as described herein, especially during normal work hours. 2. The City reserves the right to establish which employees are to be issued Cell Phones or are to receive a reasonable stipend. Should the City pay a stipend, the employee's Cell Phone shall be in proper working order and the employee shall be reachable. 3. Cell Phones should not be used, even for a business purpose, when a less costly communication alternative is safe, convenient, and readily available. 4. When working for the City, Cell Phones (City-issued or personal) shall not be used while operating a motor vehicle. In some jurisdictions where the Employee may travel, laws prohibit the use of Cell Phones while operating a motor vehicle. It is the City's intent and expectation that all Employees shall abide by the law. 5. Employees in possession of a City-issued Cell Phone are required to take appropriate precautions to safeguard the Cell Phone from damage, loss, unauthorized use, and theft. 6. Cell Phones are not secure devices and can be easily monitored; consequently, confidential information should not be discussed over a Cell Phone. 7. Employees must document all personal use of a City-issued Cell Phone, whether outgoing or incoming calls, at, or as close as possible to, the time the call occurs so personal use can be billed to the Employee. 8. Employees should use appropriate communications etiquette with Cell Phones, including setting Cell Phones to be silent when the Employee is in a situation where audible use would disrupt business. 9. In no instance will it be deemed acceptable for an Employee to use a Cell Phone to make harassing, threatening, or intimidating cells, personal or otherwise. Page 87 of 254 10. Release of the City-issued Cell Phone number to persons other than for employment related use and immediate members of the employee's family is prohibited. 11. Personal use of a City-issued Cell Phone is not wholly barred; however, personal use must be limited and reasonable and is subject to reimbursement to the City by the Employee. However, the Employee is expected to exercise good judgment and professionalism, including adherence to the following criteria: • Personal calls should be limited to a few minutes in duration. The Cell Phone is a business phone, and it should be open for business calls, especially during the business day • Personal calls shall not be made or received while operating a motor vehicle • Personal calls to "phone datelines," "psychic hotlines," etc. or similar numbers is prohibited. Page 88 of 254 0 CITY OF OAK PARK HEIGHTS PARKS AND RECREATION DONATIONS POLICY AND APPLICATION POLICY Thank you for considering the City of Oak Park Heights as a recipient of your donation. Donations to the park system help provide service and amenities beyond that possible within our allocated budgets. Your donation to the park is an opportunity for you to pay tribute to or recognize someone or an accomplishment, or just simply expressing an interest in the keeping our parks top-notch. Donation possibilities are unique and diverse as the donor; some donations that have been made include: benches, plantings (i.e. shrubs, trees, and flowers), labor, and financial support. All proposed donations must be presented, in writing, to the City Administrator for review and consideration of the Parks Commission and City Council approval prior to any donation activity occurring. City staff, advisory boards and elected officials will to their best to accommodate donation requests within a reasonable period of time, subject to the proposed donations suitability to the City park system. The City of Oak Park Heights desires to encourage donations while at the same time maintain aesthetic impacts and mitigate ongoing maintenance costs. GUIDELINES 1. Appearance and Aesthetics: In maintaining aesthetics to the park system, physical donations should reflect the character of their proposed location of placement and must be installed in such a manner or location that will not substantially change the character of the areas intended use. 2. Maintenance: Donated items become City property. Accordingly, the City has a duty to maintain the donation for the expected life cycle of the donation. The City reserves the right to remove, alter or discontinue the use of a donated (physical or funded) item, based upon needs assessment for the park system or if the item is in state of condition beyond repair or found to be unsafe for public use. Page 89 of 254 PROCESS 1. Complete the application for proposed donation and submit to City Administrator to begin review/consideration process. 2. Upon receipt, City Administrator will review application and request any supplementary information needed. Once application is deemed complete it will be conveyed to the Parks Commission for their review/consideration at their first regularly scheduled meeting following application being deemed complete. Applicant will be notified of this date and is encouraged to attend the meeting to address any questions that may arise during the Commission review/consideration of the application. 3. The Parks Commission will make a recommendation to the City Council, on the application to for their review and consideration. The City Council will make a make a final decision at the first timely meeting following the Parks Commission meeting and recommendation. City Staff will proceed to follow through with the applicant, based upon the directive provided by the City Council. If you have any questions regarding making a donation or this process, please contact the City Administrator at 651-439-4439. Page 90 of 254 APPLICATION Donor Name: Donor Address: Telephone No.: Fax No.: E-mail Address: Description of Donation: Proposed Location of Donation: Memorial/Acknowledgment Plaque& Style, if proposed: Donor Signature: Date: Page 91 of 254 0 CITY OF OAK PARK HEIGHTS GEOCACHING GUIDELINES AND POLICY Geocaching is an outdoor adventure game for owners of Global Positioning Systems (GPS). The basic idea is for individuals to set up a cache and share the location on the website www.geocaching.com. The caches are generally waterproof containers filled with small treasures and typically a logbook. When visitors find them, they may take or leave a small item and sign the log. The game encourages physical activity and also introduces non-traditional park users to the park system. Currently, caches are known or are believed to be located in City Parks. At this time the City will allow the activity to continue as long as certain guidelines are followed: • Park visitors must abide by City Parks Ordinance No. 802, including Park Hours. • Tread lightly; do not place a cache in an environmentally sensitive or dangerous area. • Caches are not to be buried. • Caches are not to contain offensive, dangerous or illegal items. • Individuals placing caches are responsible for monitoring and maintaining them. • The City retains the right to remove a cache for any reason. Page 92 of 254 0 CITY OF OAK PARK HEIGHTS HAND WASHING PROCEDURES & POLICIES All City employees shall thoroughly wash their hands under these minimum circumstances: • After touching bare human body parts other than clean hands and clean, exposed portions of arms; • After using the toilet room; • After caring for or handling support animals or aquatic animals; • After coughing, sneezing, using a handkerchief or disposable tissue, using tobacco, eating, or drinking; • After handling soiled equipment or utensils; • During food preparation, as often as necessary to remove soil and contamination and to prevent cross contamination when changing tasks; • When switching between working with raw food and working with ready-to-eat food; and • After engaging in other activities that may contaminate the hands. Page 93 of 254 0 CITY OF OAK PARK HEIGHTS UTILITY POLICY AND PROCEDURES FOR FORCLOSED, VACANT, AND ABANDONED PROPERTY Recognizing the effect of the current economic recession and impacts on housing, vacancies foreclosures and related needs for utility shutoffs and emergency measures to be implemented to secure the safety of the public water and sanitary sewer systems the City Administrator has implemented the following policy for City staff implementation. In Minnesota, most foreclosure proceeding are done by advertisement may typically take at least a year. During these proceedings, the defaulting owner of the property shall remain responsible for utility charges. Even at the late stages of a foreclosure, when a property is sold at a sheriffs sale the defaulting owner has six months to redeem the property. At all times the owner (defaulting or otherwise) is responsible for delinquent utility charges and their property. The City will certify delinquent charges to the County at any time throughout the year. Once the charges are certified to the county,they are a valid lien against the property and will be collected through the property tax system. The City will not release its lien until payment in full has been obtained. Also the City will not re-establish water service for any property that has been shut off until all delinquent billings have been paid in full and water service re- establishment fees have been paid. In some situations, the foreclosure proceeding may take only five weeks from the date of the sheriffs sale, rather than six months, i.e. if a judge finds that a property has been abandoned. City officials (building inspector,zoning administrator,police and or other municipal official having jurisdiction) may cooperate with mortgage holders to establish that a particular property is not actually occupied and therefore determined to be abandoned. The City may periodically check the Washington County foreclosed property updates and take the necessary steps to assure payment of delinquent bills.The City may also attempt to take steps to notify property owners to protect the home from water line failure. However, at all times the owner (defaulting or otherwise) is responsible for the maintenance, condition and care of their property including water and sewer service lines from the curb to the dwelling. Under the 2008 Session Law Chapter 253, public utility companies are required to provide notice to cities of utility disconnections initiated by the utility company on October 15 and November 1. Page 94 of 254 For the benefit of internal city processes only, the City may implement the following steps to identify and protect its service lines from failure: • Finance Department shall monitor the Washington County website for foreclosed property updates on a monthly basis. • Finance Department shall request list of utility disconnections initiated by Xcel Energy as of October 15 and November 1 of every year. • Finance Department shall cross reference the foreclosed property list with the Xcel Energy utility disconnection list. • Finance Department shall notify the property owner by first class mail of the City's attempt to identify properties that are vacant or have the potential to become vacant and the possibility of damage to homes resulting from loss of water due to broken lines or frozen plumbing and how to protect themselves from line failures. • Finance Department shall notify Public Works Department of all properties that may be in foreclosure, vacant or abandoned. Despite these steps, it is not the responsibility of the City to identify vacant/abandoned homes. It remains the property owner's responsibility to maintain and care for their property. PUBLIC WORKS WILL PROCESS UNITS OF CONCERN IN THE FOLLOWING MANNER: Water utilities are not normally shut off due to concerns about health and sanitation. Public Works will continue to process Utility Disconnects for unpaid bills when notified by Finance. This typically occurs upon a final attempt to encourage payments by hand delivering or posting a final notice of utility shutoff and marking the curb stop. • Water utilities are not preferred to be shut off during the winter since it is possible to disrupt some types of heating systems. • Public Works reviews all water readings for unusual use patterns and does typically revisit a site after an unusual reading (no use or excessive use) to discuss it with the homeowner. A note is typically what is left if no one is home. Public Works may shut off any service line if requested by the property owner. The owner is responsible for all water and sewer use in the building. Sewer charges for the remainder of the year may be adjusted if a leak is discovered in the winter read period that is subsequently repaired, and demonstrated use returns to normal, all subject to the review and approval of the City. Winter readings are used to set the sewer rates for the year. Page 95 of 254 • Public works does not normally shut off utilities unless a problem that could impact remaining City services is discovered. In this situation, the utilities are normally shut off at the curb stop. If no curb stop is installed or if the curb stop is inoperable, Public Works may assist by shutting the water off in the dwelling basement at the meter. This does not guarantee there will not be a frozen pipe on the street side of the meter and does not protect the meter or internal plumbing that may still have water in the lines and/or damages that have already occurred. • The owner of a non-existent or failed curb stop is notified that repairs must be made in a timely manner. The owner is responsible for the repair. • Public Works will attempt to make occasional visits to properties that are of concern. We will attempt to visit any resident that is located in a unit that we have been notified of both a foreclosure and an Xcel energy shut off notice. We will also notify Finance and the owner of record if we find a unit that we believe may have been abandoned. Page 96 of 254 0 CITY OF OAK PARK HEIGHTS SNOW REMOVAL POLICY L Snow Removal Policy: The Public Works Director shall decide when to begin snow and ice control operations for the City of Oak Park Heights. Snow removal, at the present time, is contracted between an outside contractor and the City of Oak Park Heights. It shall be the duty and obligation of the Public Works Director to supervise the performance and efficiency of the contracted service. The Public Works Director shall be allowed discretion in making decisions as far as calling out snowplow services; however, the following guidelines shall be used in exercising discretion: A. Amount of snowfall: It is generally believed that a snowfall should be at least two inches (2") deep on bituminous roads and three inches (3") deep on gravel roads before snowplows will be dispatched. Notwithstanding this guideline, the following factors shall also be considered: 1. Drifting and blowing snow that causes problems for travel; 2. Icy conditions, which seriously affect travel and traffic control; and 3. Time of snowfall in relationship to the use of major roads and streets within the City. B. Duration of snowfall: Except in cases of projected heavy and continuous snow, the City will not usually dispatch snowplows until such time as the snowfall has stopped for that occasion. C. If the snowfall stops during regular working hours, the plows may be dispatched at that time. If the snowfall stops during the night or early morning hours, the plows will be dispatched between 3:00 a.m. and 5:00 a.m. Weekend plowing will be handled in a similar manner. D. Snow plows will not be sent out in situations that may be hazardous due to limited visibility or extreme cold or dangerously high winds. Notwithstanding any of the above, the Chief of Police or designated deputized officer shall have the authority and power to call out the contract provider for snowplow services. He may do so at any time he feels a particular section of the City or the City in whole is in need of snowplowing and/or salt/sanding services to alleviate or remove a Page 97 of 254 clear and present danger or hazard to the public. II. Road Clearing Procedure: Generally the clearing of roads will consist of three phases (1) making the road passable, (2) widening and sanding, and (3) clean up. Depending upon the situation, more than one phase may be accomplished at one time. A. Making the road passable: This will involve removing the ice and snow from the center of the roadway in an attempt to clear one lane of traffic in each direction. Generally a snowplow and a wing will be used for this procedure. B. Widening and sanding: Widening shall be done to the edge of the shoulders of the road. Sanding shall be done as needed with the sand/salt mixture as is most appropriate given the weather and road conditions. Care should be taken in applying the sand/salt mixture to provide for the maximum safety of the public and minimal impact upon the environment as envisioned by Minnesota Statues Section 160.215. C. Clean up: Snow, ice and slush shall be removed from the roadway after the sun and sand/salt mixture has been allowed to work. This may include removing accumulations of snow and ice from piles if the piles create a hazardous condition. Any snow so removed shall be removed to a snow storage area approved by the Public Works Director. The snow storage area shall be located so as to minimize environmental problems. Snow removal operations will not begin until all other snowplowing operations have been completed. D. Bridles: When a snowplow travels over a bridge, the driver shall slow down so that snow does not go over the bridge embankment, if possible. III. Road and Street Priorities: The City classifies roads and streets, based upon the function of the road, traffic volume, and importance to the welfare of the community. The roads are described on the snowplow priority map, which shall be on filed with the City Clerk as prepared by the Public Works Director. Those classifications are follows: A. First priority road: These are high volume roads, which connect major sections of the City. They also provide primary access for emergency, fire,police and medical services. B. Second priority road: These roads are providing access to schools and commercial businesses. These roads also lead to higher density Page 98 of 254 suburban-residential areas. C. Third priority road: These are low volume roads, generally leading to lower density suburban developments. IV. Interaction With Private Citizens: A. City vehicles and/or vehicles used by the private contractor on city business, shall not be used to plow private property. The only exception to this is in the event of a bonafide emergency situation, authorized by the Chief of Police. B. The City will not attempt to remove stuck vehicles from ditches, snow banks or other impediments. C. City residents shall not plow or blow snow into the roadway and shall remove parked vehicles from the roads to assist in the orderly clean up of snow and ice accumulations. City residents may be reminded by the Public Works Director that Minnesota Statute 160.27, Subdivision 5 (1) makes it a misdemeanor to obstruct any highway or deposit snow or ice thereon. V. Plowing Restrictions School children waiting for buses and snowplows are not compatible. The following are times that children are waiting for school buses each school day and plow operators shall use extra caution: 7:00 a.m. until 9:15 a.m. Elementary, Middle, High, and St Croix private schools 11:00 a.m. until 12:30 p.m. Kindergarten drop-off and pick-up 2:30 p.m. until 4:15 p.m. Afternoon drop-off After school activities buses for older students could be throughout the City until 6:30 p.m. Ice rinks are open until 9:00 p.m. People have been observed jogging and walking along streets during the evening hours. Extra care should be taken if plowing is required during the evening. On street parking is permitted between 6:00 a.m. and 1:00 a.m. VI. Operations Between Storms Following a storm the City crew will perform touch-up and maintenance of all routes. Touch up may consist of plowing areas in which parked vehicles blocked the streets, areas missed by contractors. The Oak Park Heights Public Works Department is also responsible for snow removal on City trails, well houses, Page 99 of 254 towers, lift stations, paths leading to maintain City infrastructure, and the City Hall Campus parking lots. Page 100 of 254 0 CITY OF OAK PARK HEIGHTS FIELD AND RINK RESERVATION POLICY In an effort to maximize the use of the City's Baseball, Softball, Hockey and Soccer fields the City Parks Commission has adopted the following polices: 1. At no time shall hockey or pleasure rinks nor their adjacent warming houses be `reserveable'. At all times these facilities remain open to the public for general use during normal operating hours as specified by the City. Any `pick-up games' shall be all —inclusive to anyone desiring to participate and subject to the review of the City and its assigned staff. There shall be no "team-practices" held on City rinks. (Note: During summer months park shelters that also serve as skating warming houses may be reserved) 2. Baseball / Softball fields / Soccer fields are available on a "first come-first serve basis", however these fields are `reserveable' by organizations that serve a collective and public function promoting youth team sports/activities. Those organizations must meet ALL of the following minimum criteria in order to reserve a field(s): • The organization must solely serve/act as a youth organization. • The organization, its teams and their members participating shall have formal non-profit status. Proof of such non-profit status and minimum general liability insurance shall be provided to the City naming the City as an additionally insured. • The organization nor its respective teams may hold "tryouts" as a pre- requisite to full participation, any youth who wishes to participate must be fully accommodated by such organization at no additional cost or requirements and shall be allowed to be a full participant. • The organization may be required to complete required field maintenance at their expense as directed by the City. Cash deposit may be required. • The organization shall fully indemnify and hold harmless the City from loss or injury incurred while participating in such activity. Forms shall be provided. • The City does not allow the reserving of fields for individual team practices or games. Any and all field reservations requests shall be communicated to the City solely by the managing organization. All requests to reserve a field shall be made not less than 60 days in advance and in writing and copy of the organizations non-profit Federal ID number shall also Page 101 of 254 be provided. No requests shall be considered without such required timeline being met. The City reserves the right to limit number of days, hours and participants a particular organization may use the field. In the event there is a competing interest in fields by qualified organizations, the City (though City Staff) may consider a first-come first serve basis and/or the City may award the field(s) at its sole discretion and may take into account any other factors or conditions it deems reasonable. Any appeals to decisions made by the City Staff in awarding fields may be appealed to the Park Commission. 3. The City makes no commitment on the condition or quality of the available facilities. The City performs only basic grass cutting maintenance as budget and time allow. The City does not `drag' ball fields, does not "line" soccer fields nor any other field or park. 4. Basketball courts, playgrounds, tennis courts, disc-golf courses may not be reserved and are used on a first-come-first-served basis. 5. The City does have a separate policy on renting of Park Shelters, typically applied during non-winter months. Contact City hall for this information. 651-439-4439. Page 102 of 254 0 CITY OF OAK PARK HEIGHTS COMPUTER USE POLICY Purpose This policy serves to protect the security and integrity of the City's electronic communication and information systems by educating employees about appropriate and safe use of available technology resources. The City reserves the right to inspect any data, e-mails, social media content, files, settings or any other aspect or access made by a City-owned computer or related system and will do so on an as-needed basis as determined by the City administrator. All employees are responsible for reading and following information that may be distributed from time-to-time by the City about appropriate precautions to protect City systems. An employee who violates any aspect of this policy may be subject to disciplinary action. Personal Use The City recognizes that some personal use of City-owned computers and related equipment will occur. Controls are necessary, however, to protect the City's equipment and computer network and to prevent abuse of this privilege. • Only City employees/Officials may use City-owned equipment. Family members or friends are not allowed to use City equipment or technology resources. • Personal use must take place during non-work hours (breaks, lunch hour, before or after work). Personal use shall never preempt work use. • Reasonable use of City e-mail systems for personal correspondence is allowable, provided it does not interfere with an employee's normal work and is consistent with all provisions in this policy. Employees should treat this privilege as they would the ability to make personal phone calls during work hours. • Reasonable use of the City's access to the Internet for personal reasons is allowable, provided it does not interfere with workloads as set forth by the City and is consistent with all provisions in this policy. No personal transactional business will be allowed, such as ordering merchandise with a credit card, engaging in auction transactions, etc. Page 103 of 254 • If an employee wants to use or connect their own peripheral tools or equipment to City-owned systems (such as digital cameras, PDAs, disks, cell phones, mp3 players or flash drives), they must have prior approval from their Department Head, City Administrator and the MIS Coordinator and must follow provided directions for protecting the City's computer network. • Files from appropriate personal use of the City's equipment may not be stored on your computer's local hard drive or on any City systems. The City may inspect any data or information stored on its equipment or network, even if the information is personal to the employee. • Use of City equipment or technology for personal business interests, for-profit ventures, political activities or other uses deemed by the City Administrator to be inconsistent with City activities is not allowed. If there is any question about whether a use is appropriate it should be forwarded to the City Administrator for a determination. The City reserves the right to inspect any data, e-mails, social media content, files, settings or any other aspect or access made by a City-owned computer or related system and will do so on an as-needed basis as determined by the City administrator. Software,Hardware, Games and Screen Savers In general, all software and hardware required for an employee to perform his or her job functions will be provided by the City. Requests for new or different equipment or software should be made to your supervisor or City Administrator. The following is approved software that may be downloaded by employees without prior approval: • Microsoft updates as provided in automatic updates to the user. • Microsoft clipart and photo files. Licensed Software The City of Oak Park Heights complies with all software copyrights and terms of all software licenses. City employees may not duplicate licensed software or related documentation. Any such duplication may subject employees and/or the City to both civil and criminal penalties under the United States Copyright Act. Personal software may not be installed. City-owned software may not be loaded on external systems unless the license agreement allows such use and the MIS Coordinator/City Administrator approves. Unapproved software or downloads (free or purchased), hardware, games, screen savers, toolbars, clipart, music and movie clips, other equipment, software or downloads that have not been specifically approved by the MIS Coordinator or City Administrator may compromise the integrity of the City's computer system and are prohibited. Page 104 of 254 The City Administrator may direct staff, without notice, to remove all unauthorized programs or software, equipment, downloads, or other resources if they could harm systems or technology performance. If there is any question about whether software or hardware, downloads, etc. are appropriate it should be forwarded to the MIS Coordinator or City Administrator for a determination. Electronic Mail The City provides employees with an e-mail address for work-related use. The City email account should be restricted to city business. Emails sent from the City provided email account will be thought of as a representation of the City's view and authority and thus no personal use of city email address should be used. The City allows employees to access personal email accounts via the Internet provided such access fully complies with this computer use policy. An employee's personal e-mail (and other personal documents) accessed via a City computer could be considered "public" data and may not be protected by privacy laws. Personal e-mail and computer use may be monitored as directed by the City and without notice to the employee. Employees shall not expect privacy in any activity conducted on a City-owned computer. The following policies relate to both business and personal e-mail content sent from a City computer: • Use common sense, business courtesy and focus primarily on using e-mail for City business. • To the extent practical do not open e-mail attachments or links from an unidentified sender. Delete obvious junk or "spam" e-mail without opening it if possible. Do not respond to unknown senders. • Do not include personal information about yourself or others in an e-mail. • Do not use harassing language, including sexually harassing language or any remarks including insensitive language or derogatory, offensive or insulting comments or jokes in an e-mail. • All emails must comply with all City policies, including those related to respectful workplace, harassment prevention and workplace violence. Day Long Absence: For absences of one day or longer the "Out of Office Assistant" (OOA) should be used for the e-mail system. The OOA is found under the "Tools" menu when using the "in-box." When leaving a message in the OOA, please remember to state what day or days you will be gone and leave the name of someone who can be contacted in your absence. Remember to make arrangements with your alternate contact on days when you will be gone. Instant Messnin2 Page 105 of 254 The City does not provide employees with resources or tools to communicate by Instant Messaging (IM) when conducting City business. Employees are not allowed to download or install any IM software on their City computer. Some departments may utilize instant messaging as a tool to facilitate city business. This is at the discretion of the department head. Instant messaging used for this purpose should be limited to brief messages to conduct business in a specific department. Longer messages should utilize other means of communication. Instant messaging in not tracked by the City. Records are not routinely maintained. Social Media Unless first approved by the City Administrator, the City shall not utilize social media outlets to disseminate information. Any electronic communication shall be through direct email or website posting consistent with past-practice. Web Site The City of Oak Park Heights has developed a web site on the Internet. The Internet address is www.Cityofoakparkheights.com. The web site contains information about various departments, community events and City meeting information. It will also allow people to e-mail the City regarding any issue they choose. The City of Oak Park Heights web site is a fast, convenient way to communicate information to people. • Information Format Each department will be required to review their information at least quarterly to ensure it is accurate and current. If information changes between the quarterly reviews, it should be updated immediately by submitting the updates to the individual maintaining the Web page. • Responsible Parties It will be the responsibility of the Deputy Clerk to act as Web Master (Deputy Clerk). The Web Master will review information and format it for the web site however any and all information posted is subject to the review and discretion of the City Administrator. The Web Master will not create information for the web site without prior authorization by the City Administrator. Individual departments are responsible for creating and updating information and submitting it to the Web Master in a timely manner. • Links to Other Sites The City of Oak Park Heights' web site is for informational purposes only. It is not intended to be a venue for advertisements or endorsements. Our web site will provide links to other web sites only if the web site is for a governmental or quasi- governmental entity. Quasi-governmental organizations include libraries, license bureaus, etc. The City will not create a link to other businesses or non-profit organizations, with the exception of those bona fide businesses included in the Page 106 of 254 Business Directory or who are directly affiliated with city business and/or operator • Web Space to Other Organizations The City of Oak Park Heights will not provide web space to other businesses or organizations. The web site is leased on an annual basis, from an outside vendor. To allow others access to this space would be logistically difficult and opens the City information up to security issues and additional costs. • E-mail The City's web site provides visitors e-mail addresses of employees and responses shall be made to e-mail requests in a timely manner. General Data Storage of Data-All City data shall be stored on the network server. All network drives are backed up on the network system - this does not back-up the workstation hard drives [the "C" drive]. The process of re-configuring workstations as the environment changes may at any time result in the loss of data stored on the workstations hard drive. Storing and Transferring Documents City related electronic documents, including e-mails, electronic communication and business-related materials created on an employee's home or personal computer, should be transferred and stored on the City's network in accordance with City records retention policies and the Minnesota Data Practices Act. The following are general guidelines: • Electronic communication that is simple correspondence and not an official record or transaction of City business should be deleted as soon as possible and should not be retained by employees for more than three months. • Electronic communication that constitutes an official record of City business must be kept in accordance with all records retention requirements and should be copied to appropriate network files for permanent storage. • City-related documents that an employee creates on his or her home computer or any other computer system shall be transferred to the appropriate City network file(s). • Similar to paper documents, documents or electronic communications that may be classified as protected or private information under data practices requirements should be stored separately from other materials. If you are unsure whether an electronic communication or other document is a government record for purposes of records retention laws, or is considered protected or private under data practices, check with the City Administrator for data practices. Transferring data and documents between computer systems requires information to be stored on a CD-ROM, flash or USB drive, cloud or domain server, or other storage Page 107 of 254 media. These items can also be used to transmit computer viruses or other items harmful to the City's computer network. The City has installed anti-virus software on each computer to protect against these threats by automatically scanning storage media for viruses and similar concerns but cannot be relied upon to catch all threats to the City's systems. The anti-virus software automatically updates. If you have any questions about your anti- virus software or checking your storage media before you use it, check with the MIS Coordinator. Internet The City provides Internet access to employees for work on City business. Employees may use this access for work-related matters in a professional manner. Occasional personal use of the Internet is acceptable within the bounds of all City policies. The following considerations apply to all uses of the Internet whether business related or personal: • There is no quality control on the Internet. All information found on the Internet should be considered suspect until confirmed by another source. • Internet use during work hours must be limited to subjects directly related to job duties. • Personal use of the Internet during non-work hours (breaks, lunch hour, before or after work) is permitted. However, employees may not at any time access inappropriate sites. Some examples of inappropriate sites include but are not limited to adult entertainment, sexually explicit material, or material advocating intolerance of other people, races or religions, or in manners that otherwise violate City policies related to respectful workplace and harassment prevention. If you are at all unsure whether a site may include inappropriate information, you should not visit it. • No software or files may be downloaded from the Internet unless approved in advance by the MIS Coordinator or City Administrator. This includes but is not limited to free software or downloads maps, weather information, toolbars, music or photo files, clipart, screensavers and games. • Employees may not participate in any Internet chat room — an online meeting place to discuss a particular topic, sometimes in semi-privacy — unless the topic area is related to City business. • Exemption: The police department may find it necessary to review internet sites that do not comply with this policy. This would be for investigative purpose only. This exemption will be under the direction of the Police Chief's department policy. The City may monitor any employee's use of the Internet for any purpose without prior notice, as deemed appropriate by the City Administrator. Passwords and Phvsical Security of Eguipment Page 108 of 254 Employees are responsible for maintaining computer passwords and following these guidelines: • Your passwords should not be shared or told to anyone other than the MIS Coordinator If it is necessary to access an employee's computer when he or she is absent, contact the City Administrator for approval. • Passwords should not be stored in any location on or near the computer. If necessary, store your password in a document or hard copy file that is locked when you are absent from your desk. Do not store it electronically in a palm pilot or cell phone system. • If you wish to change your password request the MIS Coordinator to make the change. Lock your workstation (press Ctrl-Alt-Del keys) if you will be away from your desk or office for more than five minutes. Unlock your computer by doing the same and typing in your password. Use caution if you leave equipment unattended because it is generally small and portable. Do not leave City computer equipment in an unlocked vehicle or unattended at any off- site facility (airport, restaurant, etc.). If your office or desk area is in a high-traffic public area, check with the technology department about appropriate security measures. Before leaving work, users must log off (or shut down) the network their individual workstations. Remote Access Certain employees may be given the ability to access the City's computer systems from remote locations or from home, using either personal equipment or City-owned equipment. Remote access is limited to staff classified as exempt and who frequently work independently on City business. Non-exempt staff may be given temporary access from time to time as needed, but only with the approval of their supervisor, the City Administrator or the MIS Coordinator. Employees with remote access privileges will be given specific instructions from the technology department about how to protect City equipment and information resources. If you have any questions about remote access to the City's network, check with the MIS Coordinator. Notice of Computer Problems Employees are responsible for notifying the technology department about computer problems or odd computer behavior. Employees should err on the side of caution when reporting issues because small problems may indicate a more serious network or computer system issue. Portable Devices Page 109 of 254 • Defined Portable Devices are laptops, netbook, notebooks, IPADs and Smart phones, etc. • Use Devices that are owned by the City are to conform to all of the applicable policies as outlined in this computer policy. City owned portable devices are to be used in a fashion consistent other City hardware to facilitate your job or position in the City. • Access to Data The user's ability to view, add or modify information in the network files will be solely coordinated through the MIS Coordinator • Electronic Mail Where practicable, electronic mail or e-mail communication for City owned devices should utilize the @city ofoakparkheights.com e-mail system to assure that all communication by employees and or City officials conform to proper data practices and records management. Personal email accounts may be accessed with City supplied devices, but no documents should be downloaded into City systems or hardware. • Additional Requirements All users of portable computing devices that are City owned, shall also comply with the following requirements: • To physically protect the portable device when away from a secure location; • Properly and immediately notify the City Administrator when a portable device is lost or stolen, including notifying the City prior to notifying a third parry (e.g. AT&T, Verizon, etc.) • A separate sign-out agreement will be required by the City prior to any City devices being supplied for use outside of the City Hall. • Users of City owned portable devices, understand and agree to the terms in a personal use agreement, which gives the City authority to: 1. Monitor activities conducted on the equipment, 2. Confiscate devices to conduct investigations, 3. Confiscate devices to obtain official records and respond to data practices request, 4. Confiscated devices due to litigation Audit of Use Page 110 of 254 The City Administrator may authorize the periodic audit of the use of the computer or portable devices owned by the City. Employee/City Official Signature I have received and read the above policies and have had an opportunity to ask any questions. I understand that my failure to follow these policies may result in disciplinary action including revocation of system privileges or termination. Print Name Print Department Name/Title Signature Date Page 111 of 254 0 CITY OF OAK PARK HEIGHTS ANNEXATION/DETACHMENT/UTILITY EXTENSION POLICY Background: The policy and position statements that follow are intended to be general in scope and are meant to serve as guiding principles for the City in addressing certain annexation issues. The City Council, however, in approving such policies expressly recognizes that annexation law may change over time and annexation issues tend to arise in the context of unique and fact-specific circumstances. The City Council therefore will, and reserves the right in the future to, analyze all annexation matters on a case-by-case basis. Nothing herein should be construed or interpreted as limiting the City Council's discretion with respect to considering specific annexation matters or to take a position that is not contained herein or is contrary to a position contained herein, should unforeseen circumstances warrant in a particular case or should such position be deemed in the best interests of the City as determined by the City Council based on the circumstances at the time. General Annexation Policies and Principles: Annexation will be guided based on the principle of opportunity primarily in response to a request from a property owner or others where the requested annexation would be expected to meet one, or more, of the following factors: 1. Assist in the implementation of and be generally consistent with the Comprehensive Plan; 2. Advance the potential to protect or enhance an environmental resource or abate an existing or potential environmental problem; 3. Enhance the efficient and cost-effective extension of infrastructure, municipal services, and transportation systems; 4. Result in a significant economic development, tax base, or job creation potential; 5. Accomplish another identified policy, goal, or strategy of the City Council. In addition to achieving one or more of the foregoing factors, the City regards annexations with the following context, although subject to specific circumstances: • Annexation fundamentally involves a change in the governmental jurisdiction of a piece of property from the township to the City or from city to city consistent with State law. • Annexation should be evaluated from both a regional context and City perspective and a decision to annex will involve the consideration of the effects of annexation on the applicable city, township, or other government jurisdictions. This may Page 112 of 254 include joint meetings with neighboring jurisdictions as the direction of the City Council. • The City's preference is for annexation to be initiated by property owner petition and supported by the current jurisdiction. • The City will strive to accomplish annexations under the orderly annexation procedures established in state statute whenever possible. • The City will strive to accomplish annexations in areas contiguous to City corporate limits, unless there is a compelling reason to consider a non-contiguous annexation. • Annexation decisions will be additionally guided by an analysis of infrastructure capacity, ease of infrastructure extension, and cost effectiveness of extending infrastructure. • Annexation should consider the impact of annexation on economic and environmental resources and the impact of potential transportation improvements on economic and environmental resources. • Annexation analyses should include, where applicable, such matters as an accurate projection of tax base expansion, housing units created,job creation, and salary and wage creation. Responsibilities of Requesting Party Seeking Annexation: In the event n annexation is requested on the part of a property owner(s), the property owner(s) must initiate such request in writing, provide detailed maps and legal descriptions of parcels to be annexed and shall additionally submit a $10,000 cash deposit. Upon the receipt of such request and deposit, the City will initiate a review process for such annexation consistent with State Statute and the policies stated herein. The requesting party shall be responsible for all City costs associated with the annexation request, whether or not the request is granted by the City or successful. In the event the request is contested annexation, the property owner shall provide an additional cash deposit to the City in an amount necessary as deemed by the City Council to cover all related costs and expenses of the City should the City desire to proceed with the proposal. Zoning of Lands to be Annexed: All lands annexed to the City shall enter the City as with a zoning classification of"0" Open Space. Should land become annexed into the City, the property owner may subsequently seek a rezoning of their lands subject to the processes as established by the City. Circumstances in the Event of Detachment Request from the City: In the event there is a request for a detachment from the City, the City will seek a joint meeting with the property owners seeking such detachment and the jurisdiction to which the lands are proposed to be annexed to. Such meeting shall be held so as to gain meaningful information on the nature of the proposal, reason for the detachment request and to ensure all statutory provisions are followed. Page 113 of 254 In the event the City does not satisfactorily agree to continue services outside of its jurisdiction boundaries as proposed under a detachment of City lands to another jurisdiction the City shall terminate all utility services within 30 days of the effective date of detachment. Extension of Provision of City Utility Services — Outside of Jurisdictional Boundaries: It is the formal policy of the City not to extend its utilities beyond its municipal boundaries. The singular exception to this policy has been in exchanged service areas with the City of Stillwater where both communities have agreed to serve properties in areas where the other cannot lying north of STH 36 and east of Osgood Ave. Page 114 of 254 0 CITY OF OAK PARK HEIGHTS COMMUNITY NOTIFICATION SYSTEM (CODE RED) USE POLICY Purpose This policy serves to protect the security and integrity of the of Oak Park Heights use of Community Notification Systems that implements the use of auto-dialed phone messaging, auto text messaging and/or emailing; hereafter referred to as the "System" Security access to the System and integrity in the use and content of the System ensures the Citizens of Oak Park Heights have trust and confidence in the System and do not become discouraged with the system defeating efficient and successful use of the system. The City may at any time use different notification systems deemed necessary by the City Council or in the event of dissolution of the group contract in place with Washington County. At the time of this policy adoption the has contracted as a county wide participant of all government jurisdictions in Washington County providing continuity for citizens and emergency service agencies. The current system being utilized is: CODE RED. All City employees, contractual emergency service personnel, and council persons are responsible for reading and following this policy and any supplemental information or directions in the future that are relevant to this policy. An employee who violates any aspect of this policy may be subject to disciplinary action. Primary and Secondary Uses The System's primary purpose is for use by emergency services to notify residents and business owners of possible and specific dangers in the community or to request assistance from the community to take action in an emergency. The System is not intended to provide general information to the community regarding an emergency situation that requires no action or involvement of non-impacted parties. The secondary use of the system is by City Administration to provide notices to residents or business in a non-emergency capacity. However, such non-emergency use of the System shall be solely limited to situations where for all practical purposes traditional public information tools would prove incapable of relaying necessary and timely information. Only the City Administrator may authorize the use of the System for non- emergency uses. System Oversight The City Administrator and Chief of Police will have overall responsibility for monitoring, implementation, and conformance to this policy with the use of the system. Page 115 of 254 The City Administrator will be responsible for security and distribution to users deemed to be in need, of the login and password to access to the system for administrative uses. The Chief of Police being the Emergency Manager will have responsibility for monitoring, implementation, and conformance with this policy for departments providing emergency services within the City to include the police and fire departments. The Chief of Police will be responsible for security and distribution to users deemed to be in need of the login and password access to the system for emergency services. Types of Notifications Notification systems can provide messages to community members in several manners to include: Phone Calls, Email, and Text Messaging. The system can be used to notify the entire City or specific geographical areas around or in the path of an incident. 1. Administrative Notifications —Non emergency notifications may include such things as public works notification of sewer and water interruptions, road closures for maintenance, and other interruptions to normal services for residents and businesses; ongoing information in the aftermath of a Natural Disaster for residents to receive services or relevant immediate information on public services or assistance, boil water notices and sewer outages. All administrative notifications will be approved by the City Administrator prior to deployment. An exception may be made by the Public Works Director for public works notifications for unanticipated and emergency service interruptions in the event the City Administrator is unavailable for approval. The use of the notification system is only to be considered an added means of contact to affected residents and follow up door to door contact shall also be attempted. Administrative notices are not intended to replace standard mailing or other written notices and those required by law for legal publication. The notification system is not to be considered to be 100% effective in contacting or notifying all affected persons at all times simply due to the manner of delivery. 2. Emmency Notifications — Emergency notification can be made to residents and businesses by the police department under direction of the Chief of Police or their designee. The City contracts for fire protection and the contracting entity will notify the Chief of Police of all activations of the system in Oak Park Heights prior to use or as soon a practical after the initiation of the notification if the Chief of Police is not on scene or a police officer is not on scene to relay the notification information to the Chief of Police. Emergency services personnel may initiate a notification directly in the system or request the WC Public Safety Answering Dispatch Center to make the notification in conformance with the set procedures to initiate a notification. Page 116 of 254 Emergency services personnel should use discretion in the activation of the system to reduce unneeded alarm in the citizens, not using it in situations that do not pose an expected danger to the public or require an articulated specific response and assistance from the public. Discretion should be used in setting the criteria/ size of the notification area to prevent unneeded alarm to the citizens that would not be expected to be affected by the incident. Some expected emergency services possible uses of the system could be but are not limited to: a) Armed or Dangerous Suspect at large—notification of the public to shelter in place with a description of the suspect. Do not confront the suspect— call 911 if seen. b) Missing Child — description of the child and other relevant information. Caution should be given to ensure persons are notified not to respond to the area and search on their own. C) Missing Vulnerable Adult believed to be in an area — see missing child information. d) Area residences or businesses surrounding an active police incident involving a specific residence or business with a dangerous suspect. Shelter in place notices. Notices not to leave until a uniformed police officer arrives to escort them away from the area if applicable. e) Natural Disasters—shelter in place or emergency evacuation notices. f) Fire or Hazardous Materials incidents to include possible hazards due to gas leaks, smoke hazard, chemical spills. The Fire personnel will develop a "plume" or required evacuation distance in conformance with published hazmat protocol. Not all incidents in the above descriptions will require notifications and emergency personnel need to weigh the expect results gained against the possible negative impact to the community such as fear, panic, unwanted calls to the 911 system asking questions, or unwanted attention/ on lookers at the incident scene. Personnel are not to rely on the notification system to provide the only means for evacuation notices. Emergency personnel shall endeavor to also provide audible notification via amplified public address equipment if relevant and or door to door personal contact if possible. Unpermitted Uses — The system may not be used for personal messages, political messages, or notices that may cause undue panic and reaction from the public if reasonably foreseeable. The System is not expected nor anticipated to be used in typical weather related emergency notifications, such as a tornado warning where the siren protocols are established Page 117 of 254 Cautions - Caution should be used to not over use the system for routine information which would cause the public to lose confidence that the system is providing important information. Over use with routine information may cause citizens to then ignore the notices or become frustrated with the system and request to have their information removed from the system. An unintended consequence may also be over reliance on the system by the public believing that they will be notified every time there is an incident. Citizen Information — a link to the sign up information for citizens may be kept on the City web site. Basic information of what the system is used for by the City, information that the system will not notify them of every incident, how to sign up for the system, and how to have their information removed from the system if they wish should be posted with the link. Citizens without access to the internet may contact the police reception during normal business hours to be provided with assistance in registering contact phone #'s for their residence or business. Citizens requesting their information be removed from the system may also contact the police reception with the request. No identifying information such as name, phone number, email addresses, text contact information, being provided by citizens will be disclosed except by legal requirement. Page 118 of 254 0 CITY OF OAK PARK HEIGHTS DEDUCT METER POLICY Policy Statement: Deduct water meters are provided as a service to Oak Park Heights water and sewer customers to meter non-sewered water usage. Deduct meters shall be used to measure non-sewered water usage for irrigation applications and boiler system applications only. The following policies shall apply to current and prospective deduct meters: A. The customer is responsible for all costs incurred to install or replace a deduct meter, including the cost of the meter and all appurtenances. All meters installed shall be furnished only by the City and shall remain the property of the City of Oak Park Heights. It remains the customers responsibility to ensure accurate readings of the deduct meter are reported to the City and to maintain the meter in proper order. B. All deduct meters shall be installed in conjunction with a RPZ back-flow prevention device. The customer shall cause the back-flow prevention device to be inspected and/or tested once per year by a qualified licensed individual and in compliance with the Minnesota State Plumbing code sections 4715.2161 and 4715.2162 or as may be amended or revised. In addition, the customer is responsible to maintain a required rebuild interval, not exceeding five (5) years for such RPZ devices. The customer is responsible to submit a copy of the back- flow prevention device inspection and test report to the City on a yearly basis, and report of rebuild a minimum of every five (5) years. Failure to submit inspection and rebuild reports may result in the loss of the non-sewer use deduction and/or termination of water service where applicable. C. The City will not make estimations on deduct meters for billing purposes. It remains the customers responsibility to ensure the deduct meter is working properly. Under no circumstances shall the customer attempt to make repairs or perform maintenance to the water meter. If the deduct meter is not working properly, the customer shall contact the City Public Works Department as stated in City Ordinance 1001.03 subsection B. Any repairs shall be paid for by the customer. D. The City of Oak Park Heights reserves the right to inspect the property at anytime to ensure that the installation and use of the deduct meter is in compliance with this policy and any applicable codes and regulations. The Customer shall provide plumbing as-builts of the systems using and that are tied into the deduct meter to the City prior to final installation and activation. Failure to provide these as-built drawings will result in a revocation of use of the meter and permission to operate a deduct meter will be withdrawn. Page 119 of 254 E. No deduct meters shall be permitted without first securing a permit from the City. F. The City of Oak Park Heights reserves the right to terminate the use of a customer's deduct meter for any violation of this Policy. G. Deduct meters shall be permitted only to measure non-sewered water usage for irrigation applications and boiler system applications, no other purposes are permitted. H. All existing deduct meters in place at the time of approval of this Policy are required to conform to this Policy. Page 120 of 254 0 CITY OF OAK PARK HEIGHTS POLICY ON USE OF CITY LETTERHEAD AND REPRESENTATIVE ACTIONS BY CITY OFFICIALS Purpose: In order to clarify protocols necessary to convey a succinct purpose and actions on the part of the City Council as a collective deliberative body, the following policies shall be implemented to ensure that communications to outside entities by public officials are wholly consistent with City Council actions and positions. 1. An elected official may use the City's name, letterhead, logo, or seal only when: a. It is to be directed as representing the City of Oak Park Heights or the body as a whole and only following a formal council action directing same. b. On behalf of the City to respond to official inquiries as directed to the Office of the Mayor and only with the prior consent of Council. c. It provides routine correspondence considered largely ceremonial, community based or philanthropic within established City Council actions and protocols. d. This Policy will not prohibit the Mayor or Councilmembers from using City letterhead and resources to write personal congratulatory letters, personal (non-city) letters of recommendation, references, endorsements, and such may be written by on City letterhead, with a copy being provided to each councilmember through the office of the City Administrator. e. An elected official shall not utilize the City's name, letterhead, logo, or seal for the purpose of endorsing any political candidate, business, commercial product, or service. 2. Elected officials shall represent the official policies or positions of the City Council, board, commission, or committee to the best of their abilities when designated as delegates for this purpose. When presenting their individual opinions and positions, officials shall explicitly preface their comments by stating that they do not represent the position of the City of Oak Park Heights,nor give the inference that they do. Page 121 of 254 0 CITY OF OAK PARK HEIGHTS PUBLIC PURPOSE EXPENDITURE POLICY POLICY Consistent with Minnesota State laws that permit and require the expenditure of public funds for public purposes, the Oak Park Heights City Council hereby adopts the following policy and guidelines to provide assistance and clarification to officials and employees for determinations of when public funds may be spent. The over-riding principle is that public funds must be spent for a public purpose. The City Council recognizes that the determination of a valid public purpose is an evolving concept that is somewhat subjective and therefore feels thoughtful discussion and guidance in the form of a policy and guidelines is appropriate. The City Council authorizes the City Administrator and department heads to establish additional administrative policies and procedures and to interpret appropriate use of public funds consistent with this policy and guidelines. Definitions: Public Purpose Expenditure — An expenditure of funds related to the purpose for which the City of Oak Park Heights exists, including the mission, goals, functions, and responsibilities of elected and appointed officials, employees and other City representatives. Employ—For purposes of this policy, the word `employee' shall include all employees, elected officials, and appointed officials. PUBLIC PURPOSE GUIDELINES 1. Training and development programs for Oak Park Heights elected and appointed officials and employees serve a public purpose when those training and development programs are related to the employee's job performance and to the programs and services provided by the City to its residents. 2. Payment of employee work-related expenses, including travel, lodging, telephone, and meal expenses serve a public purpose when those expenses are necessarily incurred by Oak Park Heights employees in connection with their official duties and/or work assignments and those expenses are directly related to the performance of the governmental function for which Oak Park Heights has responsibility. Page 122 of 254 3. Safety, health and wellness programs for Oak Park Heights employees serve a public purpose because they result in healthier and more productive employees and reduce certain costs to the City and taxpayers, including various costs related to worker's compensation, health insurance premiums, disability benefit claims, and lost time due to employee absences. 4. Public expenditures to recognize contributions made by employees are part of an overall compensation program offered to employees for work performed. It serves a public purpose because formally recognizing employees who make contributions and demonstrate their commitment during the performance of their duties results in higher morale and increased employee cooperation, understanding and productivity and therefore assists the City in providing efficient and cost-effective services to its citizens. Including all employees in events to recognize service and commitment encourages other employees to work harder and make additional contributions and builds greater teamwork among employees in different departments. Employee productivity is directly related to employee satisfaction and that satisfaction depends on much more than just a paycheck. Employee satisfaction is directly and closely tied to the entire compensation package and the work environment. Recognizing employees' efforts and talents is a key factor in a good work environment and is accomplished several ways, both structured and unstructured. Examples of structured events include the annual employee recognition event, employee retirement and farewell events, years of service recognition, and swearing-in ceremonies for law enforcement. These events are an integral part of our employee compensation program and are directly related to employee satisfaction, which in turn leads to greater productivity and enhanced service to the community. 5. Public expenditures for appropriate community and customer outreach activities serve a public purpose when those expenditures are necessary to ensure efficient operation of the City's programs or services, promote the availability or use of services or City resources, or to promote coordinated, cooperative planning activities among and between the City and the private sector or other public sector jurisdictions for the benefit of the public. 6. Public expenditures for food and refreshments associated with official City of Oak Park Heights functions, employee training, and meetings to discuss City business serve a public purpose when the provision of food or refreshments helps to ensure meaningful participation by those attending. These functions serve a public purpose to receive or provide information of concern to the City, recognize individuals for their service to the City, or provide a forum to discuss City business. These meetings should be limited to meetings where the primary purpose is to discuss City business. Page 123 of 254 7. Expenditures for membership in professional and community organizations and attendance at meetings and professional conferences serve a public purpose by keeping employees informed of state and federal laws and proposed legislation, rules, regulations, court and arbitration decisions, risk management, effective employee and labor relations strategies and issues, availability of grants and other funding sources, community concerns, and public-private partnership opportunities that are directly related to the performance of city-related governmental functions and to the service provided to the residents. 8. Expenditures for educational reimbursement serve a public purpose when the coursework is directly related to the job duties or performance needs of the employee and therefore improve the knowledge, skills and abilities needed to provide effective and efficient services to the residents. 9. Public expenditures for volunteer recognition serve a public purpose because formally recognizing volunteers who contribute their time and expertise promotes a positive relationship with the community and encourages volunteerism. Increased volunteerism increases the City's ability to provide cost-effective services to the community. Page 124 of 254 0 CITY OF OAK PARK HEIGHTS STREET SWEEPING POLICY 1. Introduction The City of Oak Park Heights, Minnesota finds that it is in the best interest of the residents for the city to assume basic responsibility of sweeping city streets. Reasonable sweeping is necessary for vehicle and pedestrian safety, water quality issues, and environmental concerns. The city will provide such service in a cost-effective manner, keeping in mind safety, budget, personnel, and environmental concerns. The city will use city employees, equipment and/or private contractors to provide this service. Completion dates are dependent on weather conditions, personnel, and equipment availability. The Public Works Director or his/her designee will be responsible for scheduling of personnel and equipment. 2. When Will the City Perform Street Sweeping Operations? A. Spring sweeping of snow and ice control aggregate will begin when streets are significantly clear of snow and ice, usually late March or early April, after the risk of later snowfall has passed. Spring sweeping is typically completed by May 31, 2013. B. Sealcoating is a surface application of an asphalt emulsion followed by a layer of small rock that protects the pavement from the deteriorating effects of sun and water, plus it provides increased surface friction. Sealcoat sweeping will commence days after application of sealcoat and will be completed within days of application. C. Fall sweeping will commence and typically is completed by October 31, 2013. Areas with extensive foliage will be swept after most of the leaves have fallen. D. Storm Water Quality areas will be swept on a priority basis throughout the year. E. Environmental/general sweeping will be performed on a routine/as needed basis. F. Bituminous milling recovery sweeping will be performed within days of a grinding, milling, or cracksealing operation. Page 125 of 254 G. Erosion/siltation dirt & debris cleanup from construction projects is the responsibility of the developer, contractor, or property owner. Except in cases of emergency, the streets shall be cleaned and swept within days of notification. If the streets are not swept within the specified time allowed, or in the case of an emergency, the city may sweep the street and the responsible party will reimburse the city for all associated costs. H. Tree trimming and pruning areas will be swept within days of the operation. I. Citizen requests for sweeping will be evaluated and the Public Works Director will determine the priority. 3. How Will Streets be Swept? Sweeping is a slow process with average gutter line speeds for the first sweeping in spring that can be as slow as 2 to 3 miles per hour. The city will sweep with its own equipment and personnel or contract services. Normally centerlines are swept after gutter lines are cleaned. Equipment may include mechanical, vacuum or regenerative air sweepers. 4. Priorities The city has classified priorities for certain city streets based on the street function, traffic volume, impact on water quality and the environment and the importance to the welfare of the Community. Accordingly, sweeping routes will be designed to provide the maximum possible benefit to higher volume and water quality sensitive areas. 5. Weather Conditions Sweeping operations will be conducted when weather conditions permit. Factors that may delay sweeping operations include: temperatures below 32°F, wind, rain, snow and frozen gutter lines. 6. Work Schedule Sweeping operations are performed in conjunction with and can be impacted by other maintenance operations. Sweeping operations will normally be conducted Monday through Friday, from 7:00 a.m. to 4:30 p.m. Extended workdays and shift changes may be utilized for spring cleanup or emergency sweeping to provide maximum efficiency. For safety reasons, no operator shall work more than a twelve-hour shift in any twenty- four hour period. 7. Sidewalks and Trails Page 126 of 254 The city will sweep trails and sidewalks on collector and arterial streets once in the spring after the risk of snow has passed and they are clear of snow and ice, or on an as-needed basis. 8. Safety Sand, sealcoat rock or other dirt and debris on the street can create a potentially dangerous condition for vehicles, motorcyclists, bicyclists, and pedestrians. It would not be practical or effective to sign all streets for potential dangerous conditions. During sealcoat or milling operations, warning signs indicating loose rock will be placed on each end of collector and arterial streets or other appropriate areas where needed. These signs will remain in place until the street has been swept. Employees will follow all work rules, OSHA regulations, and Federal and State laws to ensure a safe sweeping operation. Page 127 of 254 0 CITY OF OAK PARK HEIGHTS DAMAGE CAUSED BY SNOW PLOWS IN CITY RIGHT-OF-WAY 1. The City of Oak Park Heights is not responsible for damage to, repairing, or replacing private property including, but not limited to, signs, vehicles, landscaping, sprinkler heads, fences, and other structures placed within City owned road right-of-ways (ROW). The City owns the roadside right-of-ways (i.e., the land areas adjacent to the road pavement) and must retain all rights to maintain these areas for clear visibility, snow storage and public safety or public need purposes. 2. The City of Oak Park Heights is not responsible for grooming or repairing grass lawns, sod or other roadside vegetation damaged by routine snow plowing and removal operations. 3. If a resident or property owner feels extensive amounts of lawn damage has occurred due to City performed snow plowing or removal operations, a report can be sent to the City of Oak Park Heights Public Works Department for repair consideration in the spring season. 4. The City will reimburse residents for damages caused by snow plows to private mailboxes. Residents have two options, they may request the City replace the mailbox in the spring or the resident should obtain replacement materials and do their own installations. They then may send their receipt for materials and supplies to City Hall for reimbursement. Page 128 of 254 0 CITY OF OAK PARK HEIGHTS POLICY ON REMOVAL OF MATERIAL FROM CITY PROPERTY Individuals and organizations are not allowed to dig or remove any sand, soil, rock, stone, tree, shrub, plant, downed timber, wood, or other materials from City property without prior approval from the City of Oak Park Heights. Individuals are not allowed to excavate by tool, equipment, blasting, or other means on City property without first obtaining approval from the City of Oak Park Heights. Page 129 of 254 0 CITY OF OAK PARK HEIGHTS POLICY ON "DUMPSTER DIVING' AT CITY CLEAN-UP EVENTS "Dumpster diving" refers to the practice of sifting through residential and commercial waste to find items that have been discarded by their owners. The City of Oak Park Heights holds semi-annual clean-up events in order to provide residents of the City an opportunity to dispose of unwanted items and general household trash. Due to the potential liability and time delays, the City of Oak Park Heights prohibits individuals and organizations from the practice of"dumpster diving" at the City clean-up events. This includes taking items off of residents' trailers and from residents' vehicles while in line at the event, as well as removing items from the dumpsters, bins, and surrounding areas. Page 130 of 254 0 CITY OF OAK PARK HEIGHTS SOCIAL MEDIA POLICY 1. Policy The City of Oak Park Heights will determine, at its discretion, how its web-based social media and online community presence will be designed, implemented and managed as part of its overall communications and information technology strategies and functions. City government social media and other web-based resources may be modified or removed by the City at any time and without notice, as necessary to maintain the integrity of both communications and information technology functions. 2. Purpose It is the intent of the City of Oak Park Heights to represent itself appropriately, consistently and positively on the internet. Collaborative technologies are fundamentally changing how information is provided, received and how the City can engage its citizens. To aid in meeting the goals of the City, the purpose of this policy is to establish procedures for creating and maintaining a social media and online community presence which is in accord with policies and directives established by City management. It also provides guidelines and standards for individual employees regarding the use of social media for communication with citizens, colleagues and the world at large. 3. Scope This policy applies to any existing or proposed social media web sites and online community accounts created by City employees during the course and scope of their employment. 4. Definitions "City Social Media" — Those social media web sites established for the benefit of the City of Oak Park Heights with authority granted as outlined in this policy. Includes all employee social media accounts established at the request of or with the approval of City management. City Social Media does not include employee's personal social media accounts. "Social Media Web Sites" — Focus on creating and fostering online social communities for a specific purpose and connect users from varying locations and interest areas. "Social Networking" — Offer a way for registered users to communicate with each other on the internet, usually offering many ways to connect to other registered users. Page 131 of 254 5. General Standards The City of Oak Park Heights social media web site and online community accounts and their associated content should focus on significant City interest areas and be organized in a manner that avoids duplication, ambiguities and/or conflicting information. 6. Social Media Web Site Responsibility • All postings to City of Oak Park Heights social media site may be subjected to review by the Deputy Clerk and/or the City Administrator and may be deleted without notice. • Administration of all social media web sites and online community accounts must comply with applicable laws, regulations and policies as well as proper business etiquette. • City of Oak Park Heights social media and online community web site accounts are considered a City asset and logins to these accounts must be securely administered in accordance with City computer security policies. The City reserves the right to shut down any of its social media sites or accounts for any reason without notice. • A social media web site shall not be used by the City or any City employee or representative to disclose sensitive and/or confidential information without the prior written approval of the City Administrator. • All social media web sites and online community accounts created and utilized during the course and scope of an employee's performance of his/her job duties will be identified as belonging to the City of Oak Park Heights, including the City logo, as well as a link to the City's official web site. • Inclusion of the following disclaimer, as approved by the City Administrator, is required on all social media sites: "The City of Oak Park Heights's use of external social media web sites is provided as a public service. The City of Oak Park Heights disclaims liability for ads, videos, promoted content or comments accessible from any external web site. The responsibility for external content or comments rests with the organizations or individuals providing them. Any inclusion of external content or comments does not imply endorsement by the City of Oak Park Heights. The City reserves the right to delete any postings that are obscene, vulgar, threatening, contain profanities or show the City or its residents in a negative manner." 7. Social Media Guidelines Page 132 of 254 • Post meaningful, respectful comments that promote collaboration and sharing. Do not spam, inflame or make comments that are offensive. • Posting may include: • City events • City partner events • Not-for-profit fundraisers held in the City • Posting not allowed: • Sales at retail stores • Garage sales, etc, for individual profit • Events hosted entirely or primarily for a private gain • Political Commentary • Always think before posting; if it causes you to pause or question if it is appropriate, it most likely should not be posted. • Respect proprietary information, content and confidentiality. Give credit to appropriate persons when required or appropriate. • Reply to comments in a timely manner, when a response is appropriate. Understand that quality communication is important, so engage appropriately. • Be transparent as to who you are and who you represent. Be clear about your role for the City of Oak Park Heights so as to identify your vested interest in the information you share. • Be aware that just by identifying yourself as a City of Oak Park Heights employee you are creating perceptions about yourself and about the City. Be sure all content associated with you is consistent with your work and the City's professional standards. • Know and follow the City's rules for conduct, Internet Policy and the Social Media Policy. • Be aware that some information is confidential and/or sensitive until deemed available for public release. Employees are expected to maintain this confidentiality. • Add value and excitement to the online community. Your statements and posts should provide the community with information to improve their knowledge, skills, solve problems, or to understand City government and community activities better. • Social media is a conversation, so talk to the community as you would a real person in a professional situation. Be a leader while communicating and do not Page 133 of 254 create incendiary statements to inflame others. Be careful and considerate of other points of view. • Posting guidelines: • No more than for 2 posts per day on the site • Please keep sites updated • Post events close to the event or people will forget it. At the very least, post a reminder close to the event • Guidelines for responses to posts: • The City will delete any responses containing profanity, vulgarity, or which are demeaning or inflammatory to other people • Document deleted posts (save thread to a file), along with specific reason for deleting • Use Facebook as a photo repository for City events —gives fans a reason to join and something to look at. 8. Violations of the Policy Violations of this Policy shall be reported to the Deputy Clerk and/or the City Administrator. Employees violating this policy may be disciplined in accordance with the provisions of the City of Oak Park Heights' Personnel Policy or employee's labor contract. 9. Exceptions/Changes This policy replaces all previous policies covering the same or similar topics except as provided for in the City of Oak Park Heights Personnel Policy. Exceptions to this policy may be granted only by the City Administrator. This policy may be reviewed and changed at any time. Page 134 of 254 0, Oak Park Heights 6 Request for Council Action Meeting Date December 26 th 2013 Time Required: 5 Minutes Agenda Item Title: Approve Amendment to City Ord. 401.15 M—Home Occupations Agenda Placement Consent Agen Originating Department/R stor B ' son. C' Administrator Requester's Signature Action Requested A mve ent to Qfty Ord. 401.15 M—Home Occupations Background/Justification(Please indicate if any previous action has been taken or if other public bodies have advised): As discussed by the City Council on November 26th, the Council was amenable to consider an amendment to City Ord. 401.15 M as it relates to Home Occupations, specifically 401.15 M 3 c. At the Dec 12th Planning Commission, the Commission performed its standard review and offered a recommending resolution for the Council to consider on Dec 26t`for final adoption if desired. Enclosures: 1. Memo from the City Planner dated Dec 0 2013 2. Proposed Ordinance Language Change -RESOLUTION 401.15 M 3 c 3. Planning Commission Recommending Resolution—Unsigned 4. Specific Ordinance REDLINE change. Page 135 of 254 TPC3601 Thurston Avenue N, Suite 100 Anoka, MN 55303 Phone: 763,231.5840 Facsimile: 763.427.0520 TPC@ Plan n i ngCo.cam MEMORANDUM TO: Eric Johnson FROM: Scott Richards DATE: December 4, 2013 RE: Oak Park Heights— Home Occupation Standards—Zoning Ordinance Amendments TPC FILE: 236.01 13.07 Background As you are aware, Sarah Bell has proposed a home occupation for a cosmetology salon at her residence located at 13930 55th Street North. The criteria within Section 401.15.M of the Zoning Ordinance specifies that this type of home occupation is a Special Home Occupation requiring a conditional use permit. Ms. Bell has applied for the conditional use permit and supplied the necessary fees and materials for the review. In reviewing the Zoning Ordinance, Staff has noticed an issue in the language related to requirements for Special Home Occupations. It does not allow for the general public to come to the premises pertaining to the conduct of the home occupation. As a result, clients could not come to Ms. Bell's house for services. This was not the original intent of the Ordinance when it was amended in 1998. A Special Home Occupation was created to allow a more intensive type of home business where the general public, on a limited basis, could come to a residence. Because a Special Home Occupation requires a conditional use permit, reasonable conditions can be placed on this type of request so that there is no burden placed on the neighborhood. The proposed change in language is found as attached. Planning Commission/City Council Action The Planning Commission and City Council should determine if the Special Home Occupation section of the Zoning Ordinance should be changed to allow the public to come to a residence for the purposes pertaining to the conduct of the home occupation. A draft recommending resolution of the Planning Commission as well as an approval City Council Ordinance has been provided as attached. Page 136 of 254 CITY OF OAK PARK HEIGHTS WASHINGTON COUNTY, MINNESOTA ORDINANCE NO. 2013- AN ORDINANCE AMENDING CHAPTER 401, ZONING ORDINANCE, TO ALLOW THE PUBLIC TO VISIT A RESIDENCE FOR THE PURPOSES PERTAINING TO THE CONDUCT OF A SPECIAL HOME OCCUPATION THE CITY COUNCIL OF OAK PARK HEIGHTS ORDAINS: SECTION 1. Section 401.15.M.3.c Requirements—Special Home Occupation of the Zoning Ordinance is hereby amended as follows: C. Requirements-Special Home Occupation. 1) No person other than a resident shall conduct the home occupation. 2) Special home occupations shall be limited to only those activities of a non-residential nature which are specified as allowed by state statute or regulation such as day care group nursery or which comply with Sections a and b above (except for b.2), but are conducted entirely within the principal building, attached garage space, or detached accessory building. 3) Special home occupations may be allowed to accommodate their parking demand through utilization of on-street parking. In such cases where on-street parking facilities are necessary, however, the City Council shall maintain the right to establish the maximum number when and where changing conditions require additional review. 4) The general public shall be permitted to come to the premises in question for purposes pertaining to the conduct of the home occupation. SECTION 2. The Planning Commission of the City of Oak Park Heights held a public hearing at a December 12, 2013 meeting, took comments from the public, and recommended that the City Council approve the amendments as provided in this Ordinance. SECTION 3. This Ordinance shall be In full force and effect upon its passage and publication. Page 137 of 254 PASSED this 26th day of December, 2013 by the City Council of the City of Oak Park Heights. CITY OF OAK PARK HEIGHTS ATTEST: Mary McComber, Mayor Eric A. Johnson, City Administrator Page 138 of 254 A RECOMMENDING RESOLUTION OF THE PLANNING COMMISSION CITY OF OAK PARK HEIGHTS WASHINGTON COUNTY,MINNESOTA A RESOLUTION ESTABLISHING FINDINGS OF FACT AND RECOMMENDING TO THE CITY COUNCIL A ZONING ORDINANCE AMENDMENT TO SECTION 401.15.M.3.c. TO ALLOW THE PUBLIC TO VISIT A RESIDENCE FOR THE PURPOSES PERTAINING TO THE CONDUCT OF A SPECIAL HOME OCCUPATION WHEREAS,City Staff requested that the Planning Commission consider an Ordinance amendment to Section 401.15.M.3.c of the Zoning Ordinance to allow the public to visit a residence for the purposes pertaining to the conduct of a special home occupation,and having conducted a public hearing relative thereto, the Planning Commission of Oak Park Heights makes the following findings of fact: 1. The Planning Commission has reviewed the Zoning Ordinance and has determined that an amendment to Section 401.15.M.3.c of the Home Occupation regulations related to allowing the public to visit a residence pertaining to the conduct of a special home occupation is justified and follows the original intent of the Zoning Ordinance; and 2. City Staff prepared draft Zoning Ordinance amendments which were reviewed by the Planning Commission; and 3. The Planning Commission held a public hearing at a December 12,2013 meeting,took comments from the public and recommended amendments to the Zoning Ordinance as found as follows; and 4. Section 401.15.M.3.c of the Home Occupation regulations of the Zoning Ordinance, is recommended to be amended to include the following. The proposed language is found in bold print: C. Requirements-Special Home Occupation. 1) No person other than a resident shall conduct the home occupation. 2) Special home occupations shall be limited to only those activities of a non-residential nature which are specified as allowed by state statute or regulation such as day care group nursery or which Page 139 of 254 comply with Sections a and b above (except for b.2), but are conducted entirely within the principal building, attached garage space,or detached accessory building. 3) Special home occupations may be allowed to accommodate their parking demand through utilization of on-street parking. In such cases where on-stmt parking facilities are necessary, however, the City Council shall maintain the right to establish the maximum number when and where changing conditions require additional review. 4) The general public shall be permitted to come to the premises in question for purposes pertaining to the conduct of the home occupation. NOW, THEREFORE,BE IT RESOLVED BY THE PLANNING COMMISSION FOR THE CITY OF OAK PARK HEIGHTS THAT THE PLANNING COMMISSION RECOMMENDS THE FOLLOWING: A. The Zoning Ordinance is amended to allow the public to visit a residence for the purposes pertaining to the conduct of a special home occupation specified above;and B. Copies of the recommended Zoning Ordinance amendment are on file at City Hall. Recommended by the Planning Commission of the City of Oak Park Heights this 12th day of December 2013. Jennifer Bye, Chair ATTEST: Eric A. Johnson, City Administrator 2 Page 140 of 254 December 4, 2013 401.15.M. Home Occupations. 1. Purpose. The purpose of this Section is to maintain the character and integrity of residential areas and to provide a means through the establishment of specific standards and procedures by which home occupations can be conducted in residential neighborhoods without jeopardizing the health, safety and general welfare of the surrounding neighborhood. In addition, this Section is intended to provide a mechanism enabling the distinction between permitted home occupations and special or customarily "more sensitive" home occupations, so that permitted home occupations may be allowed through an administrative process gather than a legislative hearing process. 2. Procedures and Permits. 2 a. Permitted Home Occupation. Any permitted home occupation as defined in this Ordinance, and subject to the performance standards of this Section, may be conducted solely within a single family detached dwelling (excluding attached garage space and/or any accessory structures). The permitted home occupation shall require a "permitted home occupation permit". Such permits shall be issued subject to the conditions of this Section, other applicable City Ordinances and State law. This permit may be issued by the Zoning Administrator based upon proof of compliance with the provisions of this Section. Application for the "permitted home occupation permit" shall be accompanied by a fee as adopted by the City Council. If the Zoning Administrator denies a permitted home occupation permit to an applicant, the applicant may appeal the decision to the City Council. The permit shall remain in force and effect until such time as there has been a change in conditions or until such time as the provisions of this Section have been breached. An annual fee, as set by the City Council, will be charged to the applicant. At such time as the City has reason to believe that either event has taken place, a public hearing shall be held before the Planning Commission, following the procedural provisions of a conditional use permit in Section 401.03 of this Ordinance. The City Council shall make a final decision on whether or not the permit holder is entitled to the permit. b. Special Home Occupation, Any home occupation which does not meet the specific requirements for a permitted home occupation as defined in this Section shall require a "special home occupation permit" which shall be applied for reviewed and disposed on in accordance with the procedural provisions of a conditional use permit found in Section 401.03 of this Ordinance. C. Declaration of Conditions. The City Council may impose such conditions on the granting of a special home occupation permit as may be necessary to carry out the purpose and provisions of this Section. 1 Page 141 of 254 6) The home occupation shall meet all applicable fire and building codes. 12 7) All signing and informational or visual communication devices shall be in compliance with Section 401.15.G of this Ordinance. 8) All home occupations shall comply with the provisions of the City Code. 9) No home occupation shall be conducted between the hours of 10:00 pm. and 7:00 am. unless said occupation is contained entirely within the principal building, excluding attached garage space, and will not require any on-street parking facilities. 10) No commodity shall be sold on the premises. 11) Not over twenty-five (25) percent of any one story can be used for a home occupation. b. Requirements-Permitted Home Occupations. 1) No person other than those who customarily reside on the premises shall be employed. 2) The general public shall not come to the premises in question for purposes pertaining to the conduct of the home occupation. 3) All permitted home occupations shall be conducted entirely within the principal dwelling, excluding attached garage space, and may not be conducted in an accessory building. C. Requirements-Special Home Occupation. 1) No person other than a resident shall conduct the home occupation. 2) Special home occupations shall be limite on y those iviti:et a non-residential nature which are s cified as allowed by ate h Us day re group nursery or which comply with Sections a and b a ove (except for b.2), but are conducted entirely within the princ al building, attached gara space, or detached accessory buildin . 3) Special home occupations may be allowed to accommodate their parking demand through utilization of on-street parking. In such cases where on-street parking facilities are necessary, however, the City Council shall maintain the right to establish the maximum number when and where changing conditions require additional review. 3 Page 142 of 254 d. Transferability. Permits shall not run with the land and shall not be transferable. e. Lapse of Special Home Occupation Permit by Non-Use. Whenever within one (1) year after granting a permit the use as permitted by the permit shall not have been initiated, then such permit shall become null and void unless a petition for extension of time in which to complete the work has been granted by the City Council. Such extension shall be requested in writing and filed with the Zoning Administrator at least thirty (30) days before the expiration of the original permit. There shall be no charge for the fling of such petition. The request for extension shall state facts showing a good faith attempt to initiate the use. Such petition shall be presented to the City Council for a decision. z f. Reconsideration. Whenever an application for a permit has been considered and denied by the City Council, a similar application for a permit affecting substantially the same property shall not be considered again by the Planning Commission or City Council for at least six (6) months from the date of its denial unless a decision to reconsider such matters is made by not less than four-fifths (415) vote of the City Council. 3. Requirement-General Provisions. All home occupations shall comply with the following general provisions and according to definition, the applicable requirement provisions. a. General Provisions. 1) No home occupation shall produce light, glare, noise, odor, vibration, smoke, dust, heat, or hazardous or toxic material shall not be produced, stored, or kept on the premises that will in any way have an objectionable effect upon adjacent or nearby property. 2) No equipment shall be used in the home occupation which will create electrical interference to surrounding properties. 3) Any home occupation shall be clearly incidental and secondary to the residential use of the premises, should not change the residential character thereof, and shall result in no incompatibility or disturbance to the surrounding residential uses. 4) No home occupation shall require internal or external alterations or involve construction features not customarily found in dwellings except where required to comply with local and state fire and police recommendations. 5) There shall be no exterior storage of equipment or materials used in the home occupation, except personal automobiles used in the home occupation may be parked on the site. 2 Page 143 of 254 4) The general public shall be permitted to come to the premises in question for purposes pertaining to the conduct of the home occupation. 4. Non-Conforming Use. Existing home occupations lawfully existing on the date of this Ordinance may continue as non-conforming uses. They shall, however, be required to obtain permits for their continued operation. Any existing home occupation that is discontinued for a period of more than thirty (30) days, or is in violation of the Ordinance provisions, under which it was initially established, shall be brought into conformity with the provisions of this Section. 5. Inspection. The City of Oak Park Heights hereby reserves the right upon issuing any home occupation permit to inspect the premises in which the occupation is being conducted to insure compliance with the provisions of this Section or any conditions additionally imposed. 4 Page 144 of 254 Oak Park Heights 7 Request for Council Action Meeting Date_ December 2e,2013 Time Required: 1 Minute Agenda Item Title: Adopt 2014-2017 Anticipated Ca ital Im ovement Plan Agenda.Placement Consent A Originating Department/Req r E ' Jo Ci Administrator Requester's Signature Action Requested o t 20 14-2417 tici ated Capital 1m rovement Plan Background/Justification(Please indicate if any previous action has been taken or if other public bodies have advised): Adopt 2014-2017 CIP;see attached memo. Page 145 of 254 } x City of Oak Park Heights 14168 Oak Park Blvd. N•Box 2007.Oak Park Heights,MN 55082•Phone(651)439-4439•Fax(65 1)439-0574 December 18,2013 MEMO TO: Mayor and City Council Members FROM: Eric Johnson, City Administrator RE: Anticipated Capital Improvements 2014-2017 Enclosed is a proposed Capital Improvement flan which does reflect the comments received at the various budget meetings as well as the final adopted 2014 Budget. As in previous years, this document is not unilaterally binding on the City but does set forth some spending priorities for the foreseeable future and should be amended as deemed appropriate and timely by the City Council. The CIP is a planning tool and not a direct authorization to proceed with a given project. Staff is recommending adoption of the 2012-2016 Anticipated Capital Improvement Plan Page 146 of 254 a 4 A Ailticipated C"Di"f 0 PAR-K "IG �` AK -HT � Ovc ... . Page 147 of 254 Summary Page 148 of 254 City of Oak Park Heights, MN Capital Improvement Plan 2014 tbra 2018 PROJECTS BY DEPARTMENT Department Project# Priority 2014 2015 2016 2017 2018 Total General Government Computer:Replacements-Continuous Cycle GG 009 2 6,000 31,000 40,000 8,000 25,000 110,000 City Hall Conference Room Remodel GG 010 2 25,000 25,000 Datto 52000 Tower Back Up System GG 011 2 15,500 15,500 General Government Total 31,000 46,500 40,000 81000 25,000 150,500 Parks Install Trail-58th Str.to Upper Valley View Park PRK 001 5 200,000 200,000 Acquire DNR Property-Osgood Ave. PRK 002 4 500,000 500,000 SL Croix River Access-Trail Xcel to St Croix Riv PRK 003 5 250,000 250,000 Update Swager Park Playground PRK 004 2 75,000 75,000 Replace Cover Park Warming House/Shelter PRK 007 3 375,000 375,000 Trail Maintenance PRK 008 3 10,000 10,000 10,000 10,000 10,000 50,000 Valley View Park-Roadways and Parking Areas PRK 009 2 200,000 200,000 Tunnel and Trail Construction-Osgood Ave. PRK 011 3 500,000 500,000 Replace Park Fencing-Valley Vlew&Swager PRK-015 3 75,000 75,000 Valley View Shelter-Replace PRK 016 5 450,000 450,000 Wood Bridge-Pero Creek PRK 017 5 100,000 100,000 Concrete Rink Surface&Boards-Cover Park PRK 018 5 175,000 175,000 ReplacAutumn Hills Playground Equipment PRK 019 5 100,000 100,000 Replace'Easement"Walking Tralls PRK 020 4 65,000 65,000 Splash Park at Welter Site Park PRK 021 nla 400,000 400,000 Parks Total 685,000 150,000 10,000 385,000 2,285,000 3,314am Police Replace 810#4705 2008 Fd.Expedition- VIN A33178 POL 01 3 30,000 30,000 Replace SD#4706 Id Expedition-VIN A33177 POL 02 3 30,000 30,000 Replace SD#4703 2011 Ford Cwn Vic-BX143611 POL 10 2 40,000 40,000 Replace 80#4701 Ford Cwn Vic-BX143610 PM 11 2 40,000 40,E Replacment of Police Computers-IN Squad-Corrtin POL 12 1 4,700 4,700 Emergency Siren Update-2017 POL 14 1 10,000 10,000 Replace SD#4702 2013 Ford Explor-VIN 38526 POL 15 2 37,500 37,500 Police Total 4,700 80,000 37,500 70,000 192,200 Public Works Ramlam 2n'n-Fnr!FaFn nickup PW 006 3 44,000 44,000 Replace 2009 Chevy Pickup PWO07 3 44,000 44,000 Purchsase General Use Pickup PW 008 nla 30,000 30,000 Public Works Total 30,000 88,000 118,000 Sewer Utility J SCADA-Monitor of Sewer Lift Stations Sewer-004 2 145,000 145,000 Replace Sunny Side Lift Station Sewer-005 4 150,000 150,000 Produced Using the Plan-tit Capital Planning Software Page 1 WedneR6 Ue0aMivb@51i8,2013 Department Project#1! Priority 2014 2015 2016 2017 2018 Total Sanitary Sewer Lining-Continuous Sewer-006 nla 25,000 25,000 50,000 Sewer Utility Total 145,000 24000 175,000 345,000 Storm Sewer Utility Storm Sewer Catch Basin Rehabilitation STORM-003 4 40,000 40,000 Storm Sewer Utility Total 40,000 44000 Streets 56th10zark/Upper55th Street Reconstruction Area B STREETS-001 2 1,281,505 1,281,505 NE OPH Street Reconstruction-Area a STREETS-002 1 5,036,297 5,036,297 Sealooatlng(Annual) STREETS-003 1 100,000 100,000 Village Area Street Reconstruction Area E STREETS-004 2 2,778,623 2,778,623 Olinda,Olene,Omaha,Oren Ave-Area C STREETS-005 nla 1,596,799 1,596,799 Mill$Overlay Select Streets on Annual Basis STREETS-008 nfa 500,000 500,000 1,000,000 Streets Total 5,756,927 5,036,297 500,000 500,000 11,793,224 Water Utility Kern Center to High School Loop Main WU 002 4 360,000 360,000 Oak Green to Osgood Loop Main WU 003 4 600,000 600,000 Osgood to Stagecoach Loop Main WU 004 4 600,000 600,000 Well#3-NEW WU 006 4 900,000 900,000 Water Storage Tank-NEW(Tank Q) WU 010 4 1,900,000 1,900,000 Water Meter Replacement Program WU012 3 738,000 736,000 Well#2 Rehab WU 017 2 50,000 50,000 Well#1 Rehab WU018 2 50,000 50,000 Water Utility Total 50,000 788,000 4,360,000 5,198,000 GRAND TOTAL 8,652,627 5,362,797 1,4011,500 551,000 7,385,000 21,351,924 Produced Using the,Plan-It Capital Planning Software Page 2 Wedne 0469mb@6M8,2013 Page 151 of 254 Capital Improvement Plan 2014 thru 2018 Department General Government City of Oak Park Heights, MN Contact Finance Director Project# GG 009 Type Unassigned Project Name Computer: Replacements-Continuous Cycle Useful Life 5 years Category Equipment:Computers Year Completed Priority 2 High Description Total Project Cost: $158,000 The City maintains several computers in each departmental area. These computers allow all departments communicate,email,type documents,analyze data,etc. Accordingly,these computers must be typically maintained and updated to work with the latest programming and software elements that are created. Justification Expenditures 2014 2015 2016 2017 2018 Total Future Computers 6,000 31,000 40,000 8,000 25,000 110,000 48,000 Total 6,000 31,000 40,000 81000 25,000 110,000 Total Funding Sources 2014 2015 2016 2017 201$ Total Future Bud Proj-Computers-Genera 4,500 23,250 30,000 6,000 18,750 82,500 0 Bud Proi-Computers-Utility F 1,500 7,750 10,000 2,000 6,250 27,500 Total Total 6,000 31,000 40,000 8,000 25,000 110,000 Budget Impact/Other Produced Using the Plan It Capital Planning Software Page l Wednesday,December 18,2013 Page 152 of 254 Capital Improvement Plan 2014 thru 2018 Department General Government City of Oak Park heights, MN Contact City Administrator Project# GG 010 Type Improvement Project Name City Hall Conference Room Remodel Useful Life 30 years Category Buildings Year Completed Priority 2 High Description Total Project Cost: $25,000 Remove the non-loadbering wall between the two conferencerooms that are adjacent to the City Council Chambers. Justtficaiion Many meetings the City holds seem to exceed the capacity of these conference rooms,perhaps the joining wall can be removed and an accordion- type wall could be installed but opened for more room. Any confidential meetings could be held in the rear conference room or the entire newly created-larger room. Expenditures 2014 2015 2016 2017 2018 Total Construction/Maintenance 25,000 25,000 Total 25,000 25,000 Funding Sources 2014 2015 2016 2017 2018 Total Bud Proj-Municipal Building F 25,000 25,000 Total 25,000 25,000 Budget bWact/Other Produced Using the Plan-It Capital Planning Software Page 2 Wednesday,December 18,2013 Page 153 of 254 Capital Improvement Plan 2014 tkru 2018 Department General Government City of Oak Park Heights, MN Contact Finance Director Project# GG 011 Type Equipment Project Name Useful Life 5 years Datto 52000 Tower Sack Up System Category Equipment:Computers Year Completed Priority 2 High Description Total Project Cost: $15,504 Datto 52000 Tower,@TB,5-9 VM's Hardware with backup Justification The City presently uses a Zenith BDRfor our backup system. Our support agreement expires March 2014,and we will have to go to a monthly maintenance fee for support. The Zenith will be supported but the system will not be upgraded and therefore we are looking at a possible change in the backup system for 2015. Expenditures 2014 2015 2016 2017 2018 Total Computers 15,500 15,500 Total 15,500 15,500 Funding Sources 2014 2015 2016 2017 2018 Total Bud Proj-Computers-Genera 15,500 15,500 Total 15,500 15,500 Budget Impact(Other Produced Using the Plan It Capital Planning Software Page 3 Wednesday,December 18,2013 Page 154 of 254 • Parks Page 155 of 254 Capital Improvement Plan 2014 that 2018 Departmeat Parks City of Oak Park heights, MN Contact Public works Director Project 4 PRK 001 Type Improvement Useful Life 30 years Project Name Install Trail-58th Str.to Upper Valley View Park Category Trails Year Completed Priority 5 Very Low Description Total Project Cost: $200,000 Provide a safe accessible trail connection from 58th Street(the Valley View Estates neighborhood)to the picnic area of Valley View Park. Currently,visitors either have to cross private property or cross through a ravine to reach the Park. This connection likely requires the installation of a bridge over the ravine. No fimding has been allocated at this time. Justification Expenditures 2014 2015 2016 2017 2018 Total Construction/Maintenance 200,000 200,000 Total 200,000 200,000 Funding Sources 2014 2015 2016 2017 2018 Total Bud Prof-Park&Trl Improvem 200,000 200,000 Total 200,000 200,000 Budget hupactlOther Produced Using the Plan It Capital Planning Software Page 4 Wednesday,Deee?nber 18,2013 Page 156 of 254 Capital Improvement Plan 2014 thru 2018 Department Parks City of Oak Park Heights, MN Contact City Administrator E ect# PRK 002 Type Improvement Useful Life ect Name Acquire DNR Property- Osgood Ave. Category Park Improvements Year Completed Priority 4 Low Description Total Project Coat: $500,000 Acquire the DNR property(200+acres)lying west of Osgood,south of Brekke Park. Justification A viable property to add to the City park areas.This will aid in the long-tem assurance that the property will not be inappropriately developed.The City will also then be able to install am east-west water loop main. Expenditures 2014 2015 2016 2017 2018 Total Land Acquisition 500,000 500,000 Total 500,000 500,000 Funding Sources 2014 2015 2016 2017 2018 Total Park&Rec Dedication Fund 500,000 500,000 Total 500,000 500,000 Budget Impact/Other Produced Using the Plan It Capital Planning Software Page 5 Wednesday,December 1 S,2013 Page 157 of 254 Capital Improvement Plan 2014 thru 2018 Department Parks City of Oak Park Heights, MN Contact Public works Director Project# PRK 003 Type Improvement Project Name St.Croix River Access-Trail Xcel to St Croix Riv Useful Life 20 years Category Park Improvements Year Completed Priority 5 Very Low Description Total Project Cost: $254,000 Trail connections: Xcel Energy Trail to St.Croix River Valley View to new Hwy 36 regional trails New connections to King Landfill Park. Construction in conjunction with St.Croix River crossing construction? Possible MNDDOT DNR Regional Trails Grants? Justification This is the final segment of the trail system that eventually will connect the west end of the City to the St.Croix River loop.This may also sonnet to a recentlyconsidered Middle St.Croix Trail proposed to be located near STH 9t traveling NORTH-SOUTH. This project can require signficant local input of annual maintenace and security.The City should carfeully consider this project and its possible incorporation with the proposed St.Croix River Crossing.The City should seek cost sharing form the US Park Service,MNDOT and or MNDNR Expenditures 2014 2015 2016 2017 2018 Total Construction/Mafntenance 250,000 250,000 Total 250,000 250,000 Funding Sources 2014 2015 2016 2017 2018 Total State DOT Funds 250,000 250,000 Tom 250,000 250,000 Budget Impact/Other Produced Using the Plan It Capital Planning Software Page 6 Wednesday,December 18,1013 Page 158 of 254 Capital Improvement Plan 2014 thru 2018 Department Parks City of Oak Park Heights, MN Contact City Administrator Project# PRK 004 Type Equipment Project Name Update Swager Park Playground Useful Life 10 years Category Park Equipment Year Completed Priority 2 High Description TotaI Project Cost: $75,000 Replace exiting playground euqipment with up to date lay structure. This play structure must be made of a material that does not conduct electrictiy. Justification The Swager Park Playground is worn and dated and conducts electrical energy from the overhead power lines.Install new playground equipment that does not conduct electricty as some of the current playground equipment may deliver a static shock due to the overhead transmission wires as own by Xcel Energy Expenditures 2014 2015 2016 2017 2018 Total EquiplVehicles/Fumishings 75,000 75,000 Total 75,000 75,000 Funding Sources 2014 2015 2016 2017 2018 Total Bud Proj-Park&TO Improvem 75,000 75,000 Total 75,000 75,000 Budget Impact/Other Produced Using the Plan-It Capital Planning Software WednesdaV,December I8,2013 Page 159 of 254 Capital Improvement Plan 2014 thru 2018 Department Parks City of Oak Park Heights, MN Contact City Administrator Project# PRK 007 Type Improvement Project Name Replace Cover Park Warming House/Shelter Useful Life 30 years Category Park Improvements Year Completed Priority 3 Moderate Description Total Project Cost: $375,000 Current facility is over 50 years old and is generally in a minimally acceptable condition. New facility should be ADA compliant and for year-round use. No funding has been allocated at this time. Additional cleaning and additional uditics will be necessary if the City builds a new facility. Justification Expenditures 2014 2015 2016 2017 2018 Total Construction/Maintenance 375,000 375,000 Total 375,000 375,000 Funding Sources 2014 2015 2016 2017 2018 Total Xcel Energy -Moelter Site Co 375,000 375,000 Total 375,000 375,000 Budget Irnpact/Ot6er Produced Using the Plan It Capital Planning Software Page 8 Wednesday,December 18,2013 Page 160 of 254 Capital tmpllovement Plan 2014 Mru 2018 Department Parks City of Oak Park Heights, MN Contact Public works Director Type Maintenance Proj ect# PRK 00$ Useful Life 10 years Project Name Trail Maintenance Category Trails Year Completed Priority 3 Moderate Description Total Project Cost: $50,000 The City should endeavor to update,replace,repair a given section of its extensive trail systems.This can include crack-filling,section replacements,widening,etc. Expenditure can vary from year to year however fiend balances will building the Budgeted Projects Pund;typically each year the City places $10,000 into this account Justification Expenditures 2014 2015 2016 2017 2018 Total Construction/Maintenance 10,000 10,000 10,000 10,000 10,000 50,000 Total 10,000 10,000 10,000 10,000 10,000 50,000 Funding Sources 2014 2015 2016 2017 2018 Total Bud Proj-Trail Maintenance 10,000 10,000 10,000 10,000 10,000 50,000 Total 10,000 10,000 10,000 10,000 10,000 50,000 Budget Impact/Other Produced Using the Plan It Capital Planning Software Page 9 Wednesday,December 18,2013 Page 161 of 254 CapiW Improvement Plan 2014 thru 2018 Department Parks City of Oak Park Heights, MN Contact Public Works Director Project 4 PRK 009 Type improvement Useful Life 20 years Project Name Valley View Park-Roadways and Parking Areas Category Palk Improvements Year Completed Priority 2 High Description Total Project Cost: $200,000 2014-Mill and Overlay(and patch)North Valley View Parking Lot-$20,000 This parking lot area has deteriorated and is in need of a mill and overlay 2014-Mill and Overlay(and Patch)South Valley View parking Lot -$25,000. This parking lot area has deteriorated and is in need of a mill and overlay. 2014-FuIly replace the Valley View Entrace Road-$200,000 Com lete failure of roadway. Justification Expenditures 2014 2015 2016 2017 2018 Total Construction/Maintenance 200,000 200,000 Total 200,000 200,000 Budget Impact/Other Produced Using the Plan-It Capital Planning Software Page 10 Wednesday,December 18,2013 Page 162 of 254 Capital Improvement Plan 2014 thru 2018 Department Parks City of Oak Park Heights, MN Contact City Administrator Project# PRK 011 Type Improvement Project Name Tunnel and Trail Construction- Osgood Ave. Useful Life 20 years Category Trails Year Completed Priority 3 Moderate Description Total Project Cost: $500,000 1)Construct a tunnel/trail under Osgood Ave.that is adjacent to the newly acquired Brekke Park land area and trails and which would convey pedestrians to and from Valley View Park. 2)Construct bituminous trail along Osgood Ave from 62nf dstreet(north of STH 36)to Upper 55th Street Justification The tunnel will afford the safest method for crossing Osgood Ave.and would be a key link in the City's trail system-allowing people to move substanitally throughout the City w/minimal need to be on roadways. The trail along Osgood Ave.is severely needed as pedestrians are required to walk along a busy County Highway(Osgood)to make north-south connections. Expenditures 2014 2015 2016 2017 2018 Total Construction/Maintenance 500,000 500,000 Total 500,000 500,000 Funding Sources 2014 2015 2016 2017 2018 Total Bud Prof-Park&Trl Improvem 250,000 250,000 Washington County 250,000 250,000 Total 500,000 500,000 Budget Impact/Other Produced Using the Plan-It Capital Planning Software Page 11 Wednesday,December 18.2013 Page 163 of 254 Capital Improvement Plan 2014 thru 2018 Department Parks City of Oak Park Heights, MN Contact City Administrator Project 0 PRK-015 Type Maintenance Project Name Replace Park Fencing-Valley View&Swager Useful Life 30 years Category Park Improvements Year Completed Priority 3 Moderate Description Total Project Cost: $75,000 Fencing at both Valley View Park(west side)and Swager Park(south side)is in need of replacment. Approximately 1,200 total linear feet for both parks. Current fencing is quickly becoming worn and is beginning to lisVlean. Justification Expenditures 2014 2015 2016 2017 2018 Total Construction/Maintenance 75,000 75,000 Total 75,000 75,000 Funding Sources 2014 2015 2026 2017 2018 Total Bud Praj-Park&Tri lmprovem 75,000 75,000 Total 75,000 75,000 Budget Impact/Other Produced Using the Plan-It Capital Planning Software Page 12 Wednesday,December 18,1013 Page 164 of 254 Capital Improvement Plan 2014 thru 2018 � Department Parks City Of Oak Park Heights, M T Contact Public Works Director Project 4 PRK 016 Type Improvement Project Name Useful Life 30 years VaDey View Shelter-Replace Category Park Improvements Year Completed Priority 5 Very Low Description Total Project Cost: $450,000 The shelter at Valley View is aging. Not too distant future replacement and funding should be considered. Justification Expenditures 2014 2015 2016 2017 2018 Total Construction/Maintenance 450,000 450,000 Total 450,000 450,000 Funding Sources 2014 2015 2016 2017 2018 Total Bud Proj-Park Building Maint 450,000 450,000 Total 450,000 450,000 Budget Impact/Other Produced Using the Plan-It Capital Planning Software Page 13 Wednesday,December 18,2013 Page 165 of 254 Capital Improvement Plan 2014 that 2018 Department Parr City of Oak Park Heights, MN Contact Public Works Director Project# PRK 017 Type improvement Project Name Wood Bridge-Ferro Creek Useful Life 20 years Category Park Improvements Year Completed Priority 5 Very Low Description Total Project Cost: $100,000 Replace the wood bridge over Perro Creek. Justification City trails are used extensively by residents of Oak Park Heights. The wood bridge is a heavily used link from west of Perro Creek to the East side of the City trail system. The bridge is construted out of stress treated Douglas Fir and should be replaced upon deterioration for safey reasons .Furhter the bridge is a floating bridge,meaning there are no footings to prevent warping from a change in seasonshemps.Minor warping was reported in 2013 Expenditures 2014 2015 2016 2017 2018 Total Construction/Maintenance 100,000 100,000 Total 100,000 100,000 Funding Sources 2014 2015 2016 2017 2018 Total Bud Proj-Park&Trl Improvem 100,000 100,000 Total 100,000 100,000 Budget Impact/Other Produced Using the Plan It Capital Planning Software Page 14 Wednesday,December 18,2013 Page 166 of 254 Capital Improvement Plan 2014 Mru 2018 Department Parks City of Oak Park Heights, MN Contact Public Works Duector Project# PRK 018 Type Improvement Project Name Concrete Rink Surface&Boards-Cover Park Useful Life 10 years Category Park Improvements Year Completed Priority 5 Very Low Description Total Project Cost: $175,000 Install concrete rink surface and replace boards at Cover Park Justifleation Flooding time is decreased with impervious concrete base. Quality of ice is better,longer. Expenditures 2014 2015 2016 2017 2018 Total Construction/Maintenance 175,000 175,000 Total 175,000 175,000 Funding Sources 2014 2015 2016 2017 2018 Total Bud Proj-Park&Trl Improvem 175,000 175,000 Total 175,000 175,000 Budget Lnpactf0ther Produced Using the Plan-It Capital Planning Software Page 15 Wednesday,December 18,2013 Page 167 of 254 Capital Improvement Plan 2014 thru 2018 Department Parks City of Oak Park Heights, MN Contact Public Works Director Project# PRK 019 Type Equipment Project Name Replac Autumn Hillis Playground Equipment Useful Life 20 years Category Pads Improvements Year Completed Priority 5 Very Low Description Total Project Cost: $100,000 Replace Autumn Hills Playground Equipment with updated Equipment Justillcation Autumn Hills is a heavily used park, Equimpment needs to be replaced over time due to wear and tear,which causes defects and therefore safety hazards Expenditures 2014 2015 2016 2017 2018 Total Equip/Vehicles/Fumishings 100,000 100,000 Total 100,000 100,000 Funding Sources 2014 2015 2016 2017 2018 Total Bud Proj-Park&Trl Improvem 100,000 100,000 Total 100,000 100,000 Budget hnpact/Other Produced Using the Plan It Capital Planning Software Page 16 Wednesday,December 18,2013 Page 168 of 254 Capital Improvement Plan 2014 T 2014 thru 2018 Department Parks 1�i City of Oak Park Heights, Contact Project# PRK 020 Type Improvement Project Name Replace "Easement" Walking Trails Useful Life 20 years Category Trails Year Completed Priority 4 Low Description Total Project Cost: $65,000 The City owns and maintains four"easement"walking trails that will require replacement. Between Oakgreen Place and O'Brien Ave Between 55th Street and Brekke Park Between 57th Street and Swager Park Between Ozark Ave and Valley View Park Justification The trail system is heavily used by the residents of Oak Park Heights. Three of the four easement trails are in rough shape and should be repjlaced along with fence replacement. Expenditures 2014 2015 2016 2017 2018 Total Construction/Maintenance 65,000 65,000 Total 65,000 65,000 Funding Sources 2014 2015 2016 2017 2018 Total Bud Proj-Park&Trl Improvem 65,000 65,000 Total. 65,000 65,000 Budget LWact/Other Produced Using the Plan-1t Capital Planning Software Page 17 Wednesday,December 18,2013 Page 169 of 254 Capital Improvement Plan 2014 thru 2018 Department Parks City of Oak Park Heights, A N Contact Project# PRK 021 Type Equipment Project Name Splash Park at Moelter Site Park Useful Life 20 years Category Park Improvements Year Completed Priority n/a Description Total Project Cost: $400,000 Construct a"Splash Pad"possibly at Moelter Site Park Justification There is a demand in the Iocal area for sume additional water play areas. There is not a public pool. This may be an affordable alternative with far less maintenance andiperating costs. The City should look for patnerships with other communities to fund this. Expenditures 2014 2015 2016 2017 2018 Total EquipNehicles/Fumishings 400,000 400,000 Total 400,000 400,000 Funding Sources 2014 2015 2016 2017 2018 Total Park&Rec Dedication Fund 200,000 200,000 Xcei Energy -Moelter Site Co 200,000 200,000 Total 400,000 400,000 Budget hupact/Other Produced Using the Plan-It Capital Planning Software Page 18 Wednesday,December 18,2013 Page 170 of 254 Police Page 171 of 254 Capital Improvement Plan 2014 Mru 2018 Department Police City of Oak Park Heights, MN Contact Police Chief Project# POL Ol Type Equipment Project Name Replace SD##4705 2008 Fd.Expedition- VIN A33178 Useful Life IO years Category Vehicles Year Completed Priority 3 Moderate Description Total Project Cost: $30,000 Replace the unmarked vehicle as driven by Investigator-GOLD COLOR Justification Continued vehicle rotation of the unmarked squad as driven by investigator Expenditures 2014 2015 2016 2017 2018 Total EqulpNehicleslFumishings 30,000 30,000 Total 30,000 30,000 Funding Sources 2014 2015 2016 2017 2018 Total Bud Proj-Police Vehicles 30,000 30,000 Total 30,000 30,000 Budget Impact/Other Produced Using the Plan-It Capital Planning Software Page 19 Wednesday,December 18,2013 Page 172 of 254 Capital 1inprovement Plan 2014 thru 2018 Department Police City of Oak Park Heights, MN Contact Police Chief Project# POL 02 Type Equipment Project Name Replace SD#4706 Fd Expedition-VIN A33177 Useful Life 10 years Category Vehicles Year Completed Priority 3 Moderate Description Total Project Cost: $30,000 Replace the unmarked vehicle as driven by Chief of Police (BLACK) Justification Continued vehicle rotation of the unmarked squad as a take home vehicle Expenditures 2014 2015 2016 2017 2018 Total Equip/Vehicles/Furnishings 30,000 30,000 Total 30,000 30,000 Funding Sources 2014 2015 2016 2017 2018 Total Bud Proj-Polioe Vehicles 30,000 30,000 Total 30,000 30,000 Budget Impact/Other Produced Using the Plan-It Capital Planning Software Page 20 Wednesday,December 18,2013 Page 173 of 254 Capital Improvement Plan 2014 thru 2018 Department Police City of Oak Park Heights, MN Contact Police chief troject# POL 10 Type Equipment Project Name Replace SD##4703 2011 Ford Cwn Vic-BX143611 Useful Life 5 years Category Vehicles Year Completed Priority 2 High Description Total Project Cost: $40,000 These vehicles are one of 3 of our basic patrol vehicles. Original in-service date spring 2011. The vehicles see approximately 30,000 miles each year. Projected mileage at replacement would be 100,000 miles or more. With the heavy miles and even longer hours of operation this type of vehicle is at the end of its expected life for safe high speed emergency driving,and anticipated repair expenses. Major equipment should have been replaced new in 2011 however some equipment is replaced on each change over due to limited life of electronics in vehicles. The current Ford Crown Vic we utilize is no longer available. The department purchased a Ford Police SIV in 2013 and this vehicle has met our expectation to this point for performance and has exceeded our expectations for Officer usability. These vehicles provide increased interior room for the officer and all the equipment required to be carried in our vehicles.. Total Estimated Cost: $30,000 X2ea. _ $60,000.00 Replacement of 2 Light Bars$2,500 each=$5,000 Basic emergency lighting package and install-$5,000 each=$10,000 Cages$1,000 each=$2,000 GLu hies removal for old squad&new install-$1,500 each=$3,000 Justification Expenditures 2014 2015 2016 2017 2018 Total EquipNehicles/Fumishings 40,000 40,000 Total 40,000 40,000 Funding Sources 2014 2015 2016 2017 2018 Total Bud Prof-Police Vehicles 40,000 40,000 Total 40,000 40,000 Budget hnpactlOther Produced Using the Plan It Capital Planning Software Page 21 Wednesday,December 18,2013 Page 174 of 254 Capital Improvement Plan 2014 thru 2018 Department Police City of Oak Paik Heights, MN Contact Police Chief Project# POL 11 Type Equipment Project Name h Useful Life 5 years Replace SD#>!4701 Ford Cwn Vic-BX143610 Category vehicles Year Completed Priority 2 High Description Total Project Cost: $40,000 These vehicles are one of 3"r our basic patrol vehicles. Original in-service date spring 2011. The vehicles see approximately 30,000 miles each year. Projected mileage at replacement would be 100,000 miles or more. With the heavy miles and even longer hours of operation this type of vehicle is at the end of its expected life for safe high speed emergency driving,and anticipated repair expenses. Major equipment should have been replaced new in 2011 however some equipment is replaced on each change over due to limited life of electronics in vehicles. The current Ford Crown Vic we utilize is no longer available. The department purchased a Ford Police SIV in 2013 and this vehicle has met our expectation to this point for performance and has exceeded our expectations for Officer usability, These vehicles provide increased interior room for the officer and all the equipment required to be carried in our vehicles.. Total Estimated Cost: $30,000 X2ea. = $60,000.00 Replacement of 2 bight Bars$2,500 each=$5,000 Basic emergency lighting package and install-$5,000 each=$10,000 Cages$1,000 each=$2,000 Qra hits removal for old squad&new install-$1,500 each=$3,000 Justification Expenditures 2014 2015 2016 2017 2018 Total EquipNehicleslFumishings 40,000 40,000 Total 40,000 40,000 Funding Sources 2014 2015 2016 2017 2018 Total Bud Ptoj-Police Vehicles 40,000 40,000 Total 40,000 40,000 Budget bWactlOther Produced Using the Plan It Capital Planning Software Page 22 Wednesday,December 18,1013 Page 175 of 254 Capital Improvement Plan 2014 thru 2018 Department Police City of Oak Park Heights, MN Contact Project# POL 12 Type Equipment Project Name Replacment of Police Computers-IN Squad-Contin Useful Life 5 years Category Unassigned Year Completed Priority 1 Very High Description Total Project Cost: $24,700 Why this is needed: We updated our squad car computers in April 2011 due to mechanical break downs of the computers that were in service in those cars since July 2007. This was only 4 yrs of service before we started seeing significant inoperability issues. The computers that were replaced were not ruggedized for the environment of a squad car. The replacement computers are ruggedized and intended for use in the squad environment and it is anticipated will last longer. However in speaking with computer technicians they recommend a 5 yr replacement cycle at the longest due to the harsh environment these computers are in, as well as the updates in technology and software. The city currently has a 5yr replacement cycle on computers within the building that see much less severe conditions. The squad computers see severe conditions but no less use. They are literally used continuously by the officer in the squad for receiving dispatched call information,records checks,reports,and other information. Current costs for suitable replacement computers are$4,700 per unit. We utilize 4 in car computers.Given possible inflation and technology costs I would recommend$5,000.00 per unit for a total of 20,000.00. Total Estimated Cost: $20,000.00 Justification Expenditures 2014 2015 2016 2017 2018 Total Future EquipNehicles/FumPshings 4,700 4,700 20,OOD Total 4,700 4,700 Total Funding Sources 2014 2015 2016 2017 2018 Total Future Bud Proj-Police Computer Eq 4,700 4,700 20,000 Total 4,700 4,700 Total Budget Impact/Other Produced Using the Plan-It Capital Planning Software Page 23 Wednesday,December 18,2013 Page 176 of 254 Capital Improvement Plan 2014 Aru 2018 Department Police City of Oak Park Heights, MIST Contact Police Chief Project# POL 14 Type Equipment Project Name Emergency Siren Update-2017 Useful Life 20 years Category Equipment-Police Year Completed Priority 1 Very High Description Total Project Cost: $10,400 We currently have 4 towers and it is reasonable to assume further upgrades and/or replacements would be needed by 2017. Justification Expenditures 2014 2015 2016 2017 2018 Total EquipNehicles/Fumishings 10,000 10,000 Total 10,000 10,000 Funding Sources 2014 2015 2016 2017 2018 Total Bud Proj-Civil Defense 10,000 10,000 Total 10,000 10,000 Budget hapact/Other Produced Using the Plan-It Capital Planning Software Page 24 Wednesday,December 18,2013 Page 177 of 254 Capital Improvement Plan 2014 T 2014 thru 2018 Department Police City of Oak Park Heights, l�'l Contact Police Chief Project# POL 15 Type Equipment Project Name Replace SD#4702 2013 Ford Explor-VIN 38526 Useful Life 3 years Category Vehicles Year Completed Priority 2 High Description Total Project Cost: $37,500 These vehicles are one of 3 of our basic patrol vehicles. Original in-service date spring 2011. The vehicles see approximately 30,000 miles each year. Projected mileage at replacement would be 100,000 miles or more. With the heavy miles and even longer hours of operation this type of vehicle is at the end of its expected life for safe high speed emergency driving,and anticipated repair expenses.There are the basic equipment replacements for emergency lighting and wiring that will need replacement as is customary every time. This vehicle is projected to be replaced with another 4 wheel drive SUV to allow for winter emergency ability and other possible off road needs, pulling of radar trailer,pulling of equipment trailer of range supplies,or other needs for a 4 wheel or SUV capable vehicle. The current Ford Crown Vic we utilize is no longer available. The department purchased a Ford Police SIV in 2013 and this vehicle has met our expectation to this point for performance and has exceeded our expectations for Officer usability. These vehicles provide increased interior room for the officer and all the equipment required to be carried in our vehicles.. Total Estimated Cost: $37,500 Base cost of the vehicle gov.bid 2012 is$27,000. 1 would price increase to$30,000 for 2016. Basic emergency lighting package and install-$6,000 "this covers swithyc boxes,computer docks,wiring,mist.lighting,etc" Gra hits removal &new install-$1,500 Justification Expenditures 2014 2015 2016 2017 2018 Total Equip/VehicleslFumishings 37,500 37,500 Total 37,500 37,500 Funding Sources 2014 2015 2016 2017 2018 Total Bud Proj-Police Vehicles 37,500 37,500 Total 37,500 37,500 Budget Impact/Other Produced Using the Plan-It Capital Planning Software Page 25 Wednesday,December 18,2013 Page 178 of 254 • Public Works Page 179 of 254 Capital Improvement PIan �T 2014 Mru 2018 Department Public Works City of Oak Park Heights, MN Contact Public Works Director Project# PW 006 Type Equipment Project Name Replace 2010-Ford F350 pickup Useful Life S years Category Vehicles Year Completed Priority 3 Moderate Description Total Project Cost: $44,000 Replace 2010 Ford Pickup w/Lift Gate Typical Rotation-approx 8 year cycle Justification Expenditures 2014 2015 2016 2017 2018 Total EquipNehicles/Fumishings 44,000 44,000 Total 44,000 44,000 Funding Sources 2014 2015 2016 2017 2018 Total Bud Pmi-Public Works Vehicl 44,000 44,000 Total ",ODD 44,000 Budget Impact/Other Produced Using the Plan-It Capital Planning Software Page 26 Wednesday,December 18,2013 Page 180 of 254 Capital Improvement Plan 2014 thru 2018 �*' L 1�'�T Department Public Works City Of Oslri Park Heights, 111, Contact Public Works Director Project# PW 007 Type Equipment Project Name Replace 2009 Chevy Pickup Useful Life 10 years Year Completed Category Vehicles Priority 3 Moderate Description Total Project Cost, $44,000 Replace 2009 Checy Pickup/w/Lift Gate Typical Rotation-8 Year Cycle Justification Expenditures 2014 2015 2016 2017 2018 Total EquiANehicies/Fumishings 44,000 44,000 Total 44,000 44,000 Funding Sources 2014 2015 2016 2017 2018 Total Bud Proj-Public Works Vehicl 44,000 44,000 Total 44,000 ",ODD Budget bvact/other Produced Using the Plan It Capital Planning Software page 27 Wednesday,December 18,2013 Page 181 of 254 Capital Improvement Plan 2014 Mru 2018 Department Public Works City of Oak Park Heights, MN Contact Project# PW 008 Type Unassigned Project Name Purchsase General Use Pickup Useful Life Category Unassigned Year Completed Priority n/a Description Total Project Cost: $30,000 General Pickup Truck-midsize for operational use Justification The P.W.department(2012)has four full time employees and hire four to five seasonal workers during the winter and summer months;while maintaining a fleet of three trucks. During summer months park workers often use City vehicles to perform park/trail tasks such as brush work, garbage pick up and similar tasks. The use of the vehicle by park workers resitricts full time staff to the use of two vehicles between four full time employees. During winter months,plow trucks are in use;a smaller P.W>vehicle would not be used for plowing but could still haul snow blowrs, salt,sovesl etc around the City to perform requested maintenance. Funding was set aside in 2013 but purchse will occur in 2014 Expenditures 2014 2015 2016 2017 2018 Total EquipNehicles/Fumishings 30,000 30,000 Total 30,000 30,000 Funding Sources 2014 2015 2016 2017 2018 Total Bud Proj-Public Works Vehlcl 30,000 30,000 Total 30,000 30,000 Budget Impact/Other Produced Using the Plan It Capital Planning Software Page 26 FF'ednesday,December 18,2013 Page 182 of 254 • Sewer Utility Page 183 of 254 Capital Improvement Plan 2014 thru 2018 Department Sewer Utility City of Oak Park Heights, MN contact Project# Sewer-004 Type Equipment Project Name SCADA-Monitor of Sewer Lift Stations Useful Life 10 years Category Sanitary Sewer Utility Year Completed Priority 2 High Description Total Project Cost: $145,000 Expand SCADA to monitor Sanitary Sewer]fit stations. Install SCADA equipment at each of the four lift stations to monitor operations. Justification Currently the PW Dept has no means to monitor lift station operations.A SCADA system will notify PW staff of pump failure in teal time.;this adds valuable minutes to response time to prevent a sewage spill. Expenditures 2014 2015 2016 2017 2018 Total EquipNehicles/Furnishings 145,000 145,000 Total 145,000 145,000 Funding Sources 2014 2015 2016 2017 2018 Total Bud Pmj-SCADA 145,000 145,000 Total 145,000 145,000 Budget Impact/Other Produced Using the Plan-It Capital Planning Software Page 29 Wednesday,December 18,2013 Page 184 of 254 Capital Improvement Plan 2014 thru 2018 Department Sewer utility City of Oak Park Heights, MN Contact Project# Sewer-005 Type Equipment Project Name Replace Sunny Side Lift Station Useful Life 30 years Category Sanitary Sewer Utility Year Completed Priority 4 Low Description Total Project Cost: $150,000 Replace the aging Sunny Side Lift Station with submersible pumps and above ground/updated controls. Justification The Sunny Side lift station and control equipment is aging. Controls consist of outdated mercury switches and other functional equipmen twith 30+years of wear and tear. A failure of the station would likely result in raw seweage potentially spilling directly int the St.Croix River until temporary by pass pumping could be set up. Expenditures 2014 2015 2016 2017 2018 Total EquipNehicles/Furnishings 150,000 150,000 Total 150,000 150,000 Funding Sources 2014 2015 2016 2017 2018 Total Renewal Replace Fund-Wat 150,000 150,000 Total 150,000 150,000 Budget Impact/Other Produced Using the Plan-It Capital Planning SoftK are Page 30 Wednesday,December F8,2013 Page 185 of 254 Capital Improvement Plan 2014 Mru 2018 Department 5ewerUtility City of Oak Park Heights, MN Contact Project# Sewer-006 Type Unassigned Project Name Sanitary Sewer Lining-Continuous Useful Life Category Unassigned Year Completed Priority n/a Description Total Project Cost: $50,000 Line Sections of the Sanitary Sewer. Justification Sewer cleaning and televising reports indicate cracks and in some cses breaks in sanitary sewer pipses. Sewer pipes with defects that lie eneath relatively new streets could be repaired using sewer lining rather than traditional methods or excavation. Sections would be reanked baed on serverity and completed as funiding is available. Expenditures 2014 2015 2016 2017 2018 Total ConstrucUon/Maintenance 25,000 25,000 50,000 Total 25,000 25,000 50,000 Funding Sources 2014 2015 2016 2017 2018 Total Renewal Replace Fund-Wat 12,500 12,500 12,500 12,500 50,000 Total 12,500 12,500 12,500 12,500 50,000 Budget hnpact/Other Produced Using the Plan-It Capital Planning Software Page 31 Wednesday,December 18,2013 Page 186 of 254 Storm Utility Page 187 of 254 Capital improvement Plan 2014 thru 2018 Department Storm sewer Utility City of Oak Park Heights, MN Contact Public works Director Type Maintenance Project# STORM-003 Useful Life 20 years Project Name Storm Sewer Catch Basin Rehabilitation Category Storm water Utility Year Completed Priority 4 Low Description Total Project Cost: $40,000 Several storm sewer catch basins throughout the City will be in need of repair or replacement due to compromised walls and failed grout seals due to eroision Rough costs are$2,000 per basic. The City likely shuld address 20+1-basins at one time.=$40,000.00 Justification Expenditures 2014 2015 2016 2017 2018 Total Construction/Maintenance 40,000 40,000 Total 40,000 40,000 Funding Sources 2014 2015 2016 2017 2018 Total Storrs Sewer Utility Renew&R 40,000 40,000 Total 40,000 40,000 Budget Impact/Other Produced Using the Plan-It Capital Planning Software Page 32 Wednesday,December 18,2013 Page 188 of 254 Streets Page 189 of 254 Capital Improvement Plan � 2014 thru 2018 Department Streets City of Oak Park Heights, M T Contact Public Works Director Project# STREETS-001 Type Improvement Useful Life 30 years Category Project Name 56th/OzarkfUpper 55th Street Reconstruction-Area B gory Street Reconstruction Year Completed Priority 2 High Description Total Project Cost: $1,281,505 Reconstruct 56th and Upper 55th Street Areas,Generally lying east of Osgood Ave,and south of STH 36.(this project area should also include Omaha Ave. Justification Current streets are in poor overall condition,additional sealcoating will not improve surface.Full reconstruction is warranted. Expenditures 2014 2015 2016 2017 2018 Total Construction/Maintenance 1,011,843 1,011,843 Utilities 269,662 269,662 Total 1,281,505 1,2811505 Funding Sources 2014 2015 2016 2017 2018 Total General Oblidgation Bond 197,216 197,216 Renewal Replace Fund-Wat 236,222 236,222 Revenue Bond 33,440 33,440 Special Assessments 252,514 252,514 Storm Sewer Utility Renew&R 51,955 51,955 Street Replacement Fund 510,158 510,158 Total 1,281,505 1,261,505 Budget I npactl0ther Produced Using the Plan-It Capital Planning Software Page 33 Wednesday,December I8,2013 Page 190 of 254 Capital Improvement Plan 2014 that 2018 Department Streets City of Oak Park Heights, MN Contact Public works Director Project# STREETS-002 Type Improvement Project Name N, OPH Street Reconstruction-Area D Useful Life 30 years Category Street Reconstruction Year Completed Priority 1 Very High Description Total Project Cost: $5,036,297 Reconstruct streets in area NE area of City,generally lying North of STH36 and East of Osgood Ave. Justlficadon Current streets are in poor overall condition,additional sealcoating will not improve surface.Full reconstruction is warranted. Expenditures 2014 2015 2016 2017 2018 Total Construction/Maintenance 2,775,831 2,775,831 Utilities 2,260,466 2,260,466 Total 5,036,297 5,036,297 Funding Sources 2014 2015 2016 2017 2018 Total General Oblidgation Bond 88,052 88,052 Renewal Replace Fund-Wat 1,539,990 1,539,990 Revenue Bond 720,475 720,475 Special Assessments 1,161,733 1,161,733 Storm Sewer Utility Renew&R 178,364 178,364 Street Replacement Fund 1,347,683 1,347,683 Total 5,036,297 5,036,297 Budget Ircpact(Other Produced Using the Plan-It Capital Planning Software "4 F1 ednexda},December 28,2013 Page 191 of 254 Capital Improvement Plan 2014 thru 2018 Department Streets City of Oak Park Heights, MN Contact Public Works Director F ect# STREETS-003 Type Improvement ect Name Sealcoating(Annual) Useful Life 5 years Category Street Paving Year Completed Priority 1 Very High Description Total Project Cost: $100,000 Annual Seaicoating Rotation.-(see rotation map) Justification Appliaction of a continual sealcoating to City streets will maintain their useful life,delaying needed reconstruction. Expenditures 2014 2015 2016 2017 2018 Total Construction/Maintenance 100,000 100,000 Total 1001000 100,000 Funding Sources 2014 2015 2016 2017 2018 Total Bud Proj-Sealcoat/Crk Seal F 100,000 100,000 Total 100,000 100,000 Budget Impact/Other Produced Using the Plan-It Capital Planning Software Page 35 Wednesday,December 18,2013 Page 192 of 254 Capital Improvement Plan 2014 thru 2018 Department City of Oak Park Heights, MN Contact Public Works Director Project# STREETS-004 Type Improvement Project Name Village Area Street Reconstruction Area E Useful Life 30 years Category Street Reconstruction Year Completed Priority 2 High Description Total Project Cost: $2,778,623 Reconstruct streets in Village area,generally lying South of STH 36 and East of Moelter Fly Ash Site. Justification Current streets are in poor overall condition,additional sealcoating will not improve surface.Full reconstruction is warranted. Expenditures 2014 2015 2016 2017 2018 Total Construction/Maintenance 1,681,264 1,681,264 Utilities 1,097,359 1,097,359 Total 2,778,623 2,778,623 Funding Sources 2014 2015 2016 2017 2018 Total General Oblidgation Bond 435,698 435,698 Renewal Replace Fund-Wat 767,619 767,619 Revenue Bond 329,740 329,740 Special Assessments 298,327 298,327 Storm Sewer Utility Renew&R 123,163 123,163 Street Replacement Fund 824,076 824,076 Total 2,778,623 2,778,623 Budget IinpactlOther Produced Using the Plan-It Capital Planning Software Page 36 Wednesday,December 18,2013 Page 193 of 254 Capital Improvement Plan 2014 thru 2018 Department streets City of Oak Park Heights, MN contact Project# STREETS-005 Type Unassigned Project Name Olinda,Olene,Omaha,Oren Ave-Area C Useful Life Category Unassigned Year Completed priority n/a Description Total Project Cost. $1,596,799 Reconstruct Streets and Utilities Olinda-58th to 59th;59th to Olene;Olene;Omaha South of 36 and Oren Ave No of 36 Justification Current streets are in poor overall condition,additional sealcwating will not improve surface.Full reconstruction is warranted. Expenditures 2014 2015 2016 2017 2018 Total Construction/Maintenance 792,473 792,473 Utilities 804,326 804,326 Total 1,596,799 1,596,799 Funding Sources 2014 2015 2016 2017 2018 Total General Oblidgation Bond 109,937 109,937 Renewal Replace Fund-Wat 570,593 570,593 Revenue Bond 233,732 233,732 Special Assessments 234,382 234,382 Storm Sewer Utility Renew&R 46,518 46,518 Street Replacement Fund 401,637 401,637 Total 1,596,799 1,596,799 Budget Impact/Other Produced Using the Plan It Capital Planning Software Page 37 Wednesday,December 18,1013 Page 194 of 254 Capital Improvement Plan 2014 thru 2018 Department Streets City of Oak Park Heights, MN Contact Project# STREETS-006 Type Unassigned Project Name Mill& Overlay Select Streets on Annual Basis Useful Life Category Unassigned Year Completed Priority nla Description Total Project Cost: $1,000,040 Justification Expenditures 2014 2015 2016 2017 2018 Total ConstrucUonlMaintenance 500,000 500,000 1,000,000 Total 500,000 500,000 1,400,000 Budget Impact/Other Produced Using the Plan-It Capital Planning Software Page 38 Wednesday,December 18,2013 Page 195 of 254 Water Utility Page 196 of 254 Capital Improvement Plan 2014 thru 2018 Department Water Utility City of Oak Park Heights, MN Contact Public Works Director Project# VVU 002 Type Improvement Useful Life 20 years Project Name Kern Center to High School Loop Main category water utility Year Completed Priority 4 Low Description Total Project Cost: $360,000 The Kern Center water main was originally designed to loop through what is now Lake Elmo and reconnect to our water system at McKean Square. The High School has a 10 inch water main loop completely around the school. We could connect to the High School loop from the 8 inch main on 55th Street to loop the Kern Center System. Justification To improve water system reliability and water quality. This would become a higher priority as the vacant lands west of Hwy 5 develop or if the planned Iocation for well or tower are planned for this area. Expenditures 2014 2015 2016 2017 2018 Total Construction/Maintenance 360,000 360,000 Total 360,000 360,000 Funding Sources 2014 2015 2016 2017 2018 Total Water Connection Charge Fun 360,000 360,000 Total 360,000 360,000 Budget ImpactlOther Produced Using the Plan It Capital Planning Software Page 39 Wednesday,December 18,2013 Page 197 of 254 Capital Improvement Plan 2014 thru 2018 Department Water Utility City of Oak Park Heights, MN Contact Public Works Director Project# VM 003 Type Improvement Useful Life 20 years Project Name Oak Green to Osgood Loo Main g p Category water utility Year Completed Priority 4 Low Description Total Project Cost: swu,00u There are two 6 4nch mains(Upper 54th Street and 53rd Street)within Swager 9th Addition that could be extended/through the DNR property, joined and a single main extended to Osgood. Justification To provide a redundant water source to OPH Correctional Facility and to Swager 9th Addition. Currently the prison is serviced by a single 10- inch water main. The loss of this main would have a severe impact on prison operations and would improve water quality. Expenditures 2014 2015 2016 2017 2018 Total Construction/Maintenance 600,000 600,000 Total 606,000 600,000 Funding Sources 2014 2015 2016 2017 2018 Total Water Connection Charge Fun 600,000 600,000 Total 600,000 600,000 Budget lWact/Other Produced Using the Plan-It Capital Planning Software Page 40 Wednesday,December 18,2013 Page 198 of 254 Capital Improvement Plan 2014 thru 2018 Department Water Utility City of Oak Park Heights, MN Contact Public Works Director Project# WU 004 Type Improvement Project Name Osgood to Stagecoach Loop Main Useful Life 30 years Category Water Utility Year Completed Priority 4 Low DeSCdption Total Project Cost: $600,000 Osgood to Stagecoach loop main and pressure reducing station. Justification Increase water quality and fire flow to Stagecoach Trail. The 6-inch main servicing southern Stagecoach Trail is a long dead end.This could be corrected via a new water main connection crossing the prison property. Expenditures 2014 2015 2016 2017 2018 Total Construction/Maintenance 600,000 600,000 Total 600,000 600,000 Funding Sources 2014 2015 2016 2017 2018 Total Water Connection Charge Fun 600,000 600,000 Total 600,000 600,000 Budget Impact/Other Produced Using the Plan-It Capital Planning Software Page 41 Wednesday,December I8,2013 Page 199 of 254 Capital Improvement Plan 2014 thru 2018 Department Water Utility City of Oak Park Heights, MN Contact Public Works Director Project# WU 006 Type Improvement Project Name Well#3-NEW Useful Life 30 years Category Water Utility Year Completed Priority 4 Low Description Total Project Cost: $900,000 Locate,design,drill and develop a new water well and tie in to the system. Justification 1)Current maximum day demand exceeds the"firm"capacity(pumping rate with our best producing pump out not operating)of our water supply system. 2)The combination of a maximum daily demand for water along with the fire flow demand for a city of our size would empty our water towers in less than 5 hours. 3)Well#1 and Well#2 have overlapping areas of influence and are located only 800 feet apart. Contamination effecting one of the wells could effect the other well. 4 Energy curtailment allows only one well to nut unless an additional generator is purchased or rented. Expenditures 2014 2015 2016 2017 2018 Total Construction/Maintenance 900,000 900,000 Total 900,000 900,000 Funding Sources 2014 2015 2016 2017 2018 Total Water Connection Charge Fun 900,000 900,000 Total 900,000 900,000 Budget hWact/Other Produced Using the Plan-It Capital Planning Software Page 42 Wednesday,December 18,2013 Page 200 of 254 Capital Improvement Plan 2014 thru 2018 Department Water utility City of Oak Park Heights, MN Contact Public Works Director Project# WU 010 Type Improvement Project Name Water Storage Tank-NEW(Tank#3) Useful Life 30 years Category Water Utility Year Completed Priority 4 Low Description Total Project Cost: $1,900,000 Project would be for a 1,000,000 gallon ground storage tank. The tank could possibly be located at the southwest corner of OPH Correctional Facility,providing them with further redundant water supply. At this location it could also serve Baytown Township if ever needed. Another possible location would be north of Hwy 36 to allow segregation of the area north of Hwy 36 if needed.Location would need to be determined. Justification To provide increased storage of water for fire flow and increased flexibility in well operationsto pump a large percentage of water during the off- peak times to save on electrical costs. Expenditures 2014 2015 2016 2017 2018 Total Construction/Maintenance 1,900,000 1,900,000 Total 9,900,000 1,900,000 Funding Sources 2014 2015 2016 2017 2018 Total Water Connection Charge Fun 1,900,000 1,900,000 Total 1,900,000 1,900,000 Budget Impactf0ther Additional daily maintenance,reads and significant maintenance and updating every 10 years. Produced Using the Plan It Capital Planning Software Page 43 Wednesday,December 1$,1013 Page 201 of 254 Capital Improvement Plan 2014 thru 2018 Department Water Utility City of Oak Park Heights, MN Contact Public Works Director E ect# WU 012 Type Equipment ect Name Useful Life 20 years Water Meter Replacement Program Category Water utility Year Completed Priority 3 Moderate Description Total Project Cost: $738,000 Current water meters in the City are of significant agre and most need updating. There are approximatly 1,800 water meters. Total Estimated Costs:$150,000+/- The City has begun to place some funding into its Budgeted Projects fund for such replacements,but in theory would require additional contributions from it water and possibly the sewer utility. Justification By updating older meters,the City will get a receive more accuarte!reads'for billing purposes,there will be less staff time spent on rebuilding old meters. New meter systems will be read by radio read,avoiding the need for a person or contractor to go to each individual home,instead it can be read from a vehilce outside the property in the street. Expenditures 2014 2015 2016 2017 2018 Total EquipNehicleslFumishings 738,000 738,000 Total 738,000 738,000 Funding Sources 2014 2015 2016 2017 2018 Total Bud Proj-Water Meter Replac 738,000 738,000 Total 738,000 738,000 Budget Impact/Cher Produced rising the Plan-I:Capital Planning SorN ar e Page 44 Wednesd n',L)eeeroxber 18,2013 Page 202 of 254 Capital Ymprnvement Plan 2014 thru 2018 Department Water Utility City of Oak Park Heights, MN Contact Public Works Director EP::JectN.me ect# WIT 017 Type Maintenance Useful Life 7 years Well##2 Rehab Category Water Utility Year Completed Priority 2 High Description Total Project cost: $54,000 Rehab Well Justification Well maintenance/rehabilitation is necessary on a seven year cycle.WeII rehabs ensure the City's water supply. Expenditures 2014 2015 2016 2017 2018 Total Construction/Maintenance 50,000 50,000 Total 50,000 50,000 Funding Sources 2014 2015 2016 2017 2018 Total Well Rehabilitation Fund 50,000 50,000 Total 50,000 50,000 Budget Impact/Other Produced Using the Plan It Capital Planning Software Page 45 Wednesday,December 18,2013 Page 203 of 254 Capital Improvement Pian 2014 thru 2018 GtY /�,��_ A�� Department Water Utility Of Ualc Pa>l Heights, lr�i� Contact Public Works Director Project# WU 018 Type Maintenance Project Name WeD#1 Rehab Useful Life 7 years Year Completed Category Water Utility Priority 2 High Description Total Project Cost: 550,000 Rehab Well Justification Well maintenance/rehabilitation is necessary on a seven year cycle.Well rehabs ensure the City's water supply. Expenditures 2014 2015 2016 2017 2018 Total Construction/Maintenance 50,000 50,004 Total 50,000 50,000 Funding Sources 2014 2015 2016 2017 2018 Total Well Rehabilitation Fund 50,000 Toil 5a,o0o 5a,000 50,000 Budget Impac Produced Using the plan-It Capital planning Software Page 46 Wednesday,December 18,1013 Page 204 of 254 ,W Oak Park Heights Request for Council Action s Meeting Date December 2013 Time Required: 5 Minutes Agenda Item Title. Conditional Use Pert nit—Home Occu ations In-Home Hair Salon at 13930 55" street N. Agenda Placement 0)j 131AsivlZ&s Originating Department/Requestor ric on Administrator Requester's Signature Action Requested ARprove Condi ' nal Use Permit—Home Occu ations In-Home Hair Salon at 13930 55th street N. Background/Justification(Please indicate if any previous action has been taken or if other public bodies have advised): Please see attached from Scott Richards: Enclosures: 1. Memo from the City Planner dated Dec 0 2013 -Including Application Documents. 2. Planning Commission Resolution Unsigned 3. City Council resolution—(to be formally considered on Dec 26s`) Page 205 of 254 TPC3601 Thurston Avenue N, Suite 100 Anoka, MN 65303 Phone; 763.231.6840 Facsimile: 763.42 7.05520 TPC@PlanningCo.com MEMORANDUM TO: Eric Johnson FROM: Scott Richards DATE: December 4, 2013 RE: Oak Park Heights — Conditional Use Permit for a Special Home Occupation Permit to Allow an in-Home Hair Salon at 13930 551h Street North TPC FILE: 236.05 13.01 BACKGROUND Sarah Bell has made an application for a Conditional Use Permit (CUP) to allow an in- home hair salon at 13930 55th Street North. The request requires a CUP in that beauty salons are considered a special home occupation. The review of this request is contingent upon a Zoning Ordinance amendment to clarify the language in Section 401.15.M related to home occupations. The property is zoned R-1, Single Family Residential District. EXHIBITS The review is based upon the following submittals: Exhibit 1: Narrative from Sarah Bell Exhibit 2: Application for a Home Occupation Permit Exhibit 3: Salon License Application Exhibit 4: Picture of 13930 55th Street North PROJECT DESCRIPTION The applicant has requested the conditional use permit to open an in-home hair salon. Ms. Bell's narrative indicates the following: 7 am asking if 1 can apply and get a home occupational peen t to open a hair salon business in my home and if traffic volume will be allowed. There will be no more that 1- Page 206 of 254 2 customers at a time. 1 will offer hair services and some product retail items to my clientele. The name of my salon will be ChromaLox. ChromaLox will be in a portion of my residence where all standards and codes will be met by both the City and State." The salon will be located in the living room of the structure. Within the state license materials, a diagram is included that shows the plan for the salon. She notes that there would be one to two customers at a time and would be open Monday to Saturday with hours between 8:00 AM to 9:00 PM. There is a three stall garage with a large driveway for parking. She has indicated that she may add a separate entrance and sidewalk if required. The changes to the structure will require a building permit. ISSUES ANALYSIS Comprehensive Plan: The property is designated as low density residential in the Comprehensive Land Use Map. The request for a Special Home Occupation is consistent with the Comprehensive Plan policies related to low density land use. Zoning: The property is zoned R-1 Single Family Residential District. Section 401.15.M addresses home occupations. A hair salon would require a Conditional Use Permit in that it qualifies under the criteria of a Special Home Occupation. Currently this section of the Ordinance does not allow persons to come to a residence for services offered by a home occupation business. This is an issue within the wording of the Ordinance that was not the original intent. Special Home Occupations are set up to require the public hearing and the CUP in order to consider allowing a limited number of customers to come to the residence. A public hearing has been scheduled to make the necessary Ordinance change. That hearing will be conducted prior to the hearing for the CUP. Please see the separate memo on this issue. The criteria for reviewing home occupation requests are as follows: 3. Requirement-General Provisions. All home occupations shall comply with the following general provisions and according to definition, the applicable requirement provisions. a. General Provisions. 9) No home occupation shall produce light, glare, noise, odor, vibration, smoke, dust, heat, or hazardous or toxic material shall not be produced, stored, or kept on the premises that will in any way have an objectionable effect upon adjacent or nearby property. 2 Page 207 of 254 Comment: The hair salon should not create any issues such as those listed above. 2) No equipment shall be used in the home occupation which will create electrical interference to surrounding properties. Comment: The equipment should not create any issues with electrical interference. 3) Any home occupation shall be clearly incidental and secondary to the residential use of the premises, should not change the residential character thereof, and shall result in no incompatibility or disturbance to the surrounding residential uses. Comment: The hair salon will be secondary to the residential use. There will be no change to the residential character of the neighborhood. 4) No home occupation shall require internal or external alterations or involve construction features not customarily found in dwellings except where required to comply with local and state fire and police recommendations. Comment: The dwelling changes proposed are consistent with the single family design of the structure. 5) There shall be no exterior storage of equipment or materials used in the home occupation, except personal automobiles used in the home occupation may be parked on the site. Comment: There will be no exterior storage of equipment and materials. 6) The home occupation shall meet all applicable fire and building codes. Comment: The home occupation will be required to meet all fire and building codes. 12 7) All signing and informational or visual communication devices shall be in compliance with Section 449.95.G of this Ordinance. Comment: The applicant shall provide sign plan that will be consistent with the Ordinance and subject to approval of City Staff. 8) All home occupations shall comply with the provisions of the City Code. Comment: The hair salon will be required to comply with City Code. 3 Page 208 of 254 9) No home occupation shall be conducted between the hours of 90:00 pm. and 7.00 am. unless said occupation is contained entirely within the principal building, excluding attached garage space, and will not require any on-street parking facilities. Comment: The proposed hours are 8:00 AM to 9:00 PM. 90) No commodity shall be sold on the premises. Comment: The applicant has proposed selling a limited amount of product. The Planning Commission and City Council should comment. 11) Not over twenty-rive (25)percent of any one story can be used for a home occupation. Comment: The total amount of area that the salon will occupy is about 200 square feet. The applicant should identify the size of the portion of house that the salon will be located. C. Requirements-Special Home Occupation. 1) No person other than a resident shall conduct the home occupation. Comment: The applicant which is a resident of the home will be the only person doing the home occupation. 1 2) Special home occupations shall be limited to only those activities of a non-residential nature which are specified as allowed by state statute or regulation such as day care group nursery or which comply with Sections a and b above, but are conducted entirely within the principal building, attached garage space, or detached accessory building. Comment: The salon is regulated by the state. The salon business will be done entirely within the building. 3) Special home occupations may be allowed to accommodate their parking demand through utilization of on-street parking. In such cases where on-street parking facilities are necessary, however, the City Council shall maintain the right to establish the maximum number when and where changing conditions require additional review. Comment: There is adequate room in the driveway to accommodate the one to two customers that may be at the salon at any one time. 4 Page 209 of 254 Conditional Use Permit Criteria: The conditional use permit criteria, found in Section 401.03.A.7 of the Zoning Ordinance, are found as follows: f. Relationship to the specific policies and provisions of the municipal comprehensive plan. 2. The conformity with present and future land uses in the area. 3. The environmental issues and geographic area involved. 4. Whether the use will tend to or actually depreciate the area in which it is proposed. 5. The impact on character of the surrounding area. 6. The demonstrated need for such use. 7. Traffic generation by the use in relation to capabilities of streets serving the property. 8. The impact upon existing public services and facilities including parks, schools, streets, and utilities, and the City's service capacity. 9. The proposed use's conformity with all performance standards contained herein (i.e., parking, loading, noise, etc.). Comment: Most of the issues listed above have been adequately addressed in previous review. The Planning Commission and City Council should consider the overall neighborhood impact to determine if there are any issues in this area. There are other similar home occupation hair salons in Oak Park Heights that have not created issues for the neighborhood. CONCLUSION/RECOMMENDATION Upon review of the request for the Conditional Use Permits, City staff would recommend the Conditional Use Permit to allow an in-home hair salon at 13930 55th Street North with the following conditions: 1. Any changes to the structure to accommodate the home occupation shall be compliant with all Building and Fire Code requirements subject to review and approval of the Building Official. 2. Only residents of 13930 55th Street North shall be allowed to work at the in-home hair salon. 3. The Applicant shall receive and maintain all required state licensing for the business. 4. The Applicant shall provide a sign plan, in compliance with Section 401.15.G of the Zoning Ordinance and subject to approval of a sign permit. 5. There shall be no exterior storage of materials as it relates to the business. 5 Page 210 of 254 6. The home occupation business shall not be conducted between the hours of 10:00 PM and 7:00 AM. 7. The Planning Commission and City Councii should comment on the request to sell products related to the home occupation business. 8. The Applicant shall identify the amount of area the salon will occupy in the residence. 6 Page 211 of 254 City of Oak Park Heights, I am asking if I can apply and get a home occupational permit to open a hair salon business in my home and if traffic volume will be allowed.There will be no more than 1-2 customers at a time. I will offer hair services,and some product retail items to my clientele.The name of my salon will be ChromaLox. ChromaLox will be in a portion of my residence where all standards and codes will be met by both city and state. Thank you, Sarah Bell 13930 55th St N Oak Park Heights, MN 55082 651-955-6095 Page 212 of 254 EXHIBIT 2 CITY OF OAK PARK HEIGHTS DEVELOPMENT APPLICATION °-Ao 14166 Oak Park Boulevard VP Oak Box 20071 p� Oak Park Heights, MN 55082 Escrow Amount: �— (651)439-4438 Fax: (651) 439-0574 Street Location of Property 13q 0 55 3f, _ Legal Description of Property PI A.1 U 5.OZq • ?=O. # l 00 Owner: Name — Address: City: Stater Zip:5 '_-- Telephone: (Horne). ,� ��Business} { QS l_�SS`1Q DQ (Fax) _-_ (Other) Applicant: Name..Address., D _ �� 4ALq 9 City:�,�_ fS State: r Zip:_ X2 Telephone: (Home) Jg — 095 (Fax) (Other) Type of Request(s) Zoning District Amendment X Home Occupation Conditional Use Permit Site Plan Review Variance: Single Family Residential PUD: Amendment Variance: Other Residential/Cornmerelalllndustrial PUD: Concept Plan Subdivision PUD: General Plan Subdivision: Minor -Street Vacation Comprehensive Plan Amendment City Financial Assistance Description of Request(s): 'ID._ s-e If a request for planninglzoning action on the subject site or any part thereof has been previously approved, please describe It below: � Owner/Applicant Initials. Page 213 of 254 Development Application, Page 2 General Conditions Application Review The undersigned acknowledges that before this request can be considered and/or approved,all required information and fees, including.-my deposits, must be paid to the City. An incomplete application will be returned to the applicant. The application approval process commences and an application is considered complete when all required information and fees are submitted appropriately to the City. Professional Fee Responsibility It is the understanding of the undeisigried that all City Incurred professional fees and expenses associated with the processing of this request(s)will be promptly-paid upon receipt.. If payment is not received from the applicant,the property owner acknowledges and'agrees to be responsible for the unpaid fee balance either by direct payment or a special assessment against the property. Applicants will be billed on a monthly basis for Planning, Engineering, Legal and Community Development fees as they are accrued. It is understood that interest will be charged on the account at the maximum rate allowed by the Fair Credit Act If It becomes thirty (3 0)days past due. Failure to pay administrative and processing fees in a timely manner may result in denial of the application. All fees must be paid at the time of application and shall be paid prior to the issuance of a building permit. The undersigned applicant further acknowledges and consents that all unpaid fees owing the City of Oak Park Heights shall be treated as unpaid utility fees and may be certified for collection as with delinquent utility billings and may be assessed against the subject real property if unpaid by October 315, of each year. Property Address L39M A/ ! Owner Signature Date: Date: Applicant Signature Page 214 of 254 City of Oak Park Heights 14168 Oak Park Blvd. Bog 2007 Oak Park Heights,MN 55082 Phone(651)4394439 —Fax(651)439-0574 www.cityofoakparkheights.com APPLICATION FOR A HOME OCCUPATION PERMIT Applicant: S 0.r h 'Q . G �1 Phone# — S S_ a Q 9.s Street Address: -lr1r, City ti Zip For application property: Street Address: +i' kf City j Zip g- Legal Description of the property: 3 r -c Zoning Dis Is the property connected to the City water and sewer system? _ �)I, Yes No Page 215 of 254 r (If additional space is needed to adequately answer the following,please accurately number and answer the responses on the back of these sheets.) Describe the home occupation(type of home business)being proposed: Describe the character of the existing surrounding property: -14 OL Who is to be employed in proposed occupation? Will any person(s)be employed that does not live at the occupation address listed in this application? Yes X No In what part of the structure will the occupation be located? rooyn 0 2 Page 216 of 254 a How many customers will be served at one time? What are the intended days and hours of this occupation? l v' What service will this occupation provide? t Is off street parking available? &Yes No Ifyes, describe location, capacity and type of surface: ! we Will there be a need for street parking? Yes No If yes,how much space will be needed? 'I U CIA t 3 Page 217 of 254 Will the occupation require the use of an accessory building? _ V s No If yes,please justify the need of an accessory building and describe the facility: Will the home occupation require or involve any equipment not normally found in dwelling unit? Yes No If yes,please describe the equipment: Will the occupation involve over-the-counter sale of merchandise produced off the premises? ,,k Yes No If yes,please describe the merchandise to be sold: 1 How long do you anticipate the occupation be carried on at this address? 4 Page 218 of 254 L How much of an investment in the premise is required for this occupation? ltd y' j b e Ire �-� c4:4 c31�1 . If an investment is required,does it include alteration? Interior Exterior If so,Please describe the required alteration: 814C .- AA ,% A di �eai4 y, awl , s�f rn 0,)'A-e LJa Are other governmental licenses or permits required to Iegally conduct business in this occupation? r�l Yes No If yes,please list the licenses and/or permits below: E2C �1 The City reserves the right upon issuing any home occupation permit to inspect the premises m which the occupation is being conducted to insure compliance with the provisions of Zoning Ordinance 401.15.M"Home Occupations." May the City inspect the premise during the application process? __Y_Yes No If no,please explain: 5 Page 219 of 254 Is there any additional information regarding this application that the City should be aware of concerning the occupation? By signing this application,I declare that I have read all applicable City Ordinances. I affirm that all information provided to the City of Oak Park Heights on this application, or as a part thereof,is true and accurate to the best of my knowledge. Date: • Signature of Applicant Please Check One: Fee shall be submitted with complete application. New: Special Home Occupation —Fee: $100 (Ordinances 401.03 &401.15.M) C New: Permitted Home Occupation -Fee: $25 (Ordinance 401.15.M) Home Occupation Renewal(Annual) —. $ 15 6 Page 220 of 254 ' 'C FXHIBIT 3 0 0 'o' 4 it AIX,• Board of Cosmetologist Examiners 2829 University Avenue SE,Suite 710 Minneapolis,MN 55414 651-201-2742-612-617-2601(fax) www.bceboard.state.mn.us-bce.board0state.mmus Salon License Application -MAXEA COPY OF THLSAPPLICATION FOR YOUR RECORDS- THE BCE IS ON A THREE-YEAR LICENSE CYCLE. A LicENSE CANNOT BE ISSUED FOR MORE THAN THREE YEARS. THUS,YOUR INITIAL LICENSE MAY EXPIRE IN LESS THAN THREE YEARS. Please complete all of the following questions. Failure to have a complete application will result In a delay of your Salon Licensure as the application will be returned. A Salon License does not transfer when a salon Is sold or moved. Owning and operating a salon under another person's or business's license Is illegal. "The data which you furnish on this application will be used by the BCE to assess your qualifications for licensur+e.Disclosure of this information is voluntary. You are not legally required to provide this data,however if you fail to do so,the BCE may be unable to process this application. Disclosure of your Social Security number is required by Minnesota Statutes 2700.72 and your Social Security number may be requested by and Released to the Minnesota Commissioner of Revenue. Then SCE may use your Social Security Number for Revenue Recapture as authorized by Minnesota Statutes,Chapter 270,.After issuance of a license,all Information contained in this application,except your Social Security Number,will be public information pursuant to Minnesota Statutes,Chapter 13." Pursuant to Minnesota Statutes 604.113 and 699.535 the BCE Is authorized to charge a service charge of$111,00 for any check that Is retuned for nan-sufllNent funds. I n e Fee: 04rz012 Total Fee $243.00 $293.00 if this application is the result of a late renewal Initial Salon Information ` Salon Legal Name Chr S l Salon DBA Name(DBA:Doing Business As) L MN Tax ID,Federal EIN/TIN or SSN(SSN can be used if salon is a sole proprietorship) Chg&k Igoe of Salon Ucense 'a gLir y fic►r a sml qyf s lk se, #lte �ar ren favh on � n sl phpr� es k' bowls and hair elating stations, if both nail services and waxing(Bair remova#services are offered,but not hair care,the salon mill need two Ncensei The two licenses required are a rnankurlst salon license and an esthetician salon license. 5`tfbMit two glipilcations t ether-Ot the f4ffie time into+ Ohv oll fees ebi , Cosmetology Salon (Care of hair, nails, and skin) Manicurist Salon (Care of nails, does not include the removal of hair by waxing) Esthetician Salon (Care of skin, including waxing) For Office Use Only: Staff Initials: Check/MO/Receipt Number: Amount Paid: Application Number: License Number: Date Processed: Page 221 of 254 Check one of the following and answer any additional questions: New Never Been Licensed Salon CCh note of ownership(Q[Mn ly_Licensed gallon) Previous Salon License Number Previous Salon Name Previous Salon Address Previous Salon Owner Late Rfflewal Anolke0on Current Salon License Number Expiration Date of Salon License &Jan Relocation Previous Salon License Number Previous Salon Name Previous Salon Address ®Business Structu Change Previous Salon License Number Check Type of Business Structure Business Trust Limited Liability Company Corporation Limited Liability Partnership General Partnership Limited Partnership Sole Proprietor Other Business Structure: Sole Member LLC Page 2 of 12 Page 222 of 254 . f Salon Application Checklist(Find ownership type,any items with a checkmark are required for that type.) Dow ment Name 7Page(s) Sole General LL LLP Cor oration Other Pro ri or _PartnershiCompleted Application(Signed& Notarized) Application Fee 1 MN Tax ID,Federal Tax ID(TiN or EIN)or 1 Social Security Number Certificate of Assumed Name(Copy) Attachment *A Certificate of Assumed Name must be filed if the name of the business is different than the full name of the owner(s)of the business. This requirement applies to all forms of business organizations. Articles of Incorporation/Organization Attachment (Copy) Current Manger(Name,License Number 4, 12 toor &Signature) Zoning Official Signature 1 4-5 Certificate of Occupancy(Signed)and Attachment Building Permits if ap livable(Co y) Professional Liability Insurance Certificate 6, Attachment Workers Compensation For Employees 6-7, Attachment Disclosure of Owners Form 7 Floor Plan(Use Correct Codes) 8-9 Owner&Manager Acknowledgements 11-12 Copy of Completed Application(for you) Rffgurces Department Name Contact Information Secretary of State 651-296-2803 or 1-877-551-6767 • Assumed Name www.sos.state.mn.us • Articles of Incorporation/Organization Department of Revenue 651-296-6181 or 1-800-657-3777 • MN Tax ID Number (salesuse.tax@state.mn.us/www.taxes.state.mn.us) Department of Labor and Industry 651-284-5005 • Workers Compensation www.dli.Mn.gov Zoning Official Contact city or county offices in which your salon will be located to get more information. Department of Treasury 800-829-0115 Positively Minnesota (Small Business Owner htt www. ositivel minnesota.com Assistance) Page 3 of 12 Page 223 of 254 Additional Application Information Salon Name(Complete Again) Salon Legal Name(Complete Again) aton Owner First and Last Name or Corporation Name Salon Address 13g3a 5 'S city State Zip Code Oaf p6yt t � S�ts'� Salon Phone Number County of Salon Location 1-cf S-- Email Address and Web Address Lj Clnrom 1 b on 1 Salon Manager Last Name 11J Salon Manager first Name Q 6 sa tira -V) Salon Manager MN License Number Salon Manager license Type of Manager License /� 22 Expiration Date )Q Cosmetologist 100 J CR / 30/a n l 10 Esthetician Please check the following days the salon is open: Monday Tuesday gWednesday Thursday Friday Saturday 0 Sunday Is this salon open by appointment only? Is this salon in a Residence? QrYes 0 No If Yes,list one day per month salon is open: Yes 0 No Total Number of Practitioners Working in Salon Total Square Feet of Salon O Sq-) 1 J of Buildina and Zoning Compliance 1. Check the appropriate box below. 2. Obtain signature in appropriate section and attach required documentation. Complete section A if you select the following: The building in which this salon is located is new construction. Complete section A below. Complete section 8 if you select the following: The building in which this salon is located is an existing building. The Applicant has made improvements or changes to the salon which require building permits and zoning approval.Complete section B below. Complete section C if you select the following: The building in which this salon is located is an existing building. No Building Permits or Zoning Approval was required by the City or County in which this salon is located.Complete section C below. Page 4of12 Page 224 of 254 r r K.- �W. � � ,.r e .o- s.� s � t�� Ff ♦ s ..r 4r^.-ai '�, ,> � h �kx •S, f The building in which this salon is located is new construction. L Applicant must attach a copy of the signed,dated Certificate of Occupancy issued by the C•rry or County in which the building is located. 2. Applicant must attach statement from Zoning Official that salon is in compliance with zoning ordinances,or obtain signature below: Salon address inspected and meets zoning compliance Signature of Zoning Official Title Date Print Name of Zoning Official City or County Name Telephone Number r et. z r r -' �za r s'4� �` K S•'��t �'ee••=irr P5n5•�;.t R��,d.�ps-f��},��.{. }� y'� F!' �` ��`"��'� r�'`.. x ��b'� '*xy f tin.: a The building in which this salon Is located is an existing building. The Applicant has made Improvements or changes to the salon which requires building permits and zoning approval. 1. Applicant must attach a copy of the Building Permits issued by the City or County in which the building is located. 2. Applicant must attach statement from Zoning Official that salon is in compliance with zoning ordinances,or obtain signature below: Salon address inspected and meets zoning compliance Signature of Zoning Title Date Print Name of Zoning Official City or County Name Telephone Number The building in which this salon is located is an existing building. No Building Permits or Zoning Approval was required by the City or County In which this salon is located. Obtain signature below: Salon address inspected and meets zoning compliance Signature of Zoning Official Title Date Print Name of Zoning Official City or County Name Telephone Number Page 5 of 12 Page 225 of 254 Insurance Information Failure to complete this section results in a delay of iicensure. The most common reason the BCE returns applications is because the certificate of insurance is not submitted or is incorrect. Professional Uability Insurance(Required for All Salons)—General Liability will not be accepted -Professional Liability Insurance covers "workmanship"of licensee where General Liability does not- Read Carefully: 1. Attach a Certificate of Insurance to the Application that indicates: • Certificate Must Show: o $25,000 coverage/each claim o $50,000 coverage/each policy per operator o Must state "Professional Liability Insurance" • Certificate Holder Must Be: o Minnesota Board of Cosmetologist Examiners, 2829 University Ave SE,Suite 710, Minneapolis, MN 55414. • Name of insured must be the owner and DBA of the salon and assigned to the salon's address. Completing the Name and Policy Number is not sufficient; the BCE must also have a copy of the certificate(s)as described above. Name of Insurance Company Policy Number(Professional Liability) Workers n ion Insurance Answer the following 2 questions to determine if Workers Compensation is required. 1. Will this salon employ individuals? OYes(complete WC Insurance) No 2. Will this salon have only independent contractors with MN Manager Licenses? a) Yes No(complete WC Insurance) (Workers Compensation Continued on Next Page) Page 6 of 12 Page 226 of 254 Workers Compensation Insurance (Required for All Salons Employing Individuals) Required documentation to be submitted to the BCE • Certificate Must Show: o Workers Compensation Coverage • Certificate Holder Must Be: o Minnesota Board of Cosmetologist Examiners, 2829 University Ave SE,Suite 710, Minneapolis, MN 55414. Contact the Minnesota Department of Labor and Industry Regarding workers compensation questions at 651- 284-5005. Completing the Name and Policy Number is not sufficient; the BCE must also have a copy of the certificate(s) as described above. Name of Workers Comp Insurance Company Policy Number(Workers Comp) Disdosure of Company Owners.Partners, Officers An applicant for a Salon License must include the following information: Individual Proprietor: Provide the name and address of the owner • Partnership: Provide the name and address of all General Partners and limited Partners • Corporation or LLC: Provide the name and address of all elected officers,Directors,Governors,Members, Shareholders owning 10%or more of company stocky and any Managers/Employees With authority to Exercise control in policy or management of the company If any owner or partner Is also a busing entity,you must complete this form to disclose the ownersJpartners/of cers/shareholders of that buslness eaft as well. Last Name First Name Middle Initial r� Residential Address Primary Telephone Number CI't�r _ State � Zip Code Titles(Suo as Owner,General Partner,Limited Pakler,Director) �Y) V- Last Name First Name Middle Initial (Residential Address Primary Telephone Number City State Zip Code Title(Such as owner,General Partner,Limited Partner,Director) This form may be photocopied if additional forms are needed Page 7 of 12 Page 227 of 254 Codes To Be Used and Listed on Floor Plan ton the next page) Chair(Any Style) )4. Cabinet (Supplies) Sink i. Table(All Styles) jK Shampoo Bowl J. Hot Water Heater D. Pedicure Spa Dispensary Area Work Stations Counter/Cabinets a! Restrooms Covered Container(Soiled Towels) M. Entrance/Exit Cabinet(Clean Linens) Tel D � A A A q U 0 00 0 H � 0 E E Q A H 0 A M o H 0 o o A � 0 A D Wa ffing Area Manicure/Pedlare Room 1M Te 0 G G G G oA G G G G iLL_IIJ h�..F..»' a M M THIS IS AN 0 E Res:roorns L EXAMPLE � R ) E g g hair Station � Area 0E M H $ H [ A ) E H �7 M Q Q 0 \� H K 5haunpoo %rea A E H i 00 0 H � A Dispensary ij "I Esthetician C C C F F LL�rlll Roam It G G !j G Page 8 of 12 Page 228 of 254 A Won f Lam PIS 5 .00 NAME OF SALON SCU( Total Floor Space (from salon floor plan below) 1%3.7asqua"r—e- Calculate any Reception,Restroom and Supply amn which are part ol'the salon floor space: ,{v. Reception area=63. lasquare feet Total Deductions (from calculation at Right) — square feet Restroorn Area--ARK square feet Supply Area = squarefeet Total Work Space(7otalpoorspaae minus Tctwwduwor4 = square feet Total Deductions= square feet Prepare a diagram of the salon floor plan following the example on page 8: • Each r m used for regulated services must have a sink(or shampoo bowl). • The dispensary must also have a sink • Each room must be labeled as what it is used for. • All codes from page 8 are required to be used(excluding possibly the pedicure spa and/or shampoo bowl). • You may instead submit blue prints/formal drawings with appropriate codes and labels(must dM complete abowe deducsons). Each square below represents 5 feet by 5 feet. If your salon is larger than 50 feet by 50 feet attach additional pages to show complete floor plan. Fir, it 0 i S Inc�lE ( rcop�. � fliI'QC�t1� belo� S1r�ccm�°° I� Res' -r o0" tS 'j� j te+ iC` Ion E I►a widvi ,Gal a,n Page 9 of 12 ILA U Salon Licensee Responsibility, P—w—ninst A Salo o Salons are limited to offer cosmetology-related services to the type of license held. If a salon is found to offer services that fall under the BCE Regulation and are not licensed to offer those services,the Salon can be assessed civil penalties up to$2,000 per violation found. • A salon must have a current designated manager with a current salon manager license. • The salon must ensure all practitioners working in the salon are currently licensed. If a salon is found to have unlicensed or expired practitioners,civil penalties of up to$2,000 per violation may be assessed,to the salon manager and owner or loss of licensure may result. • The current salon license,salon manager license,and all licenses of employees and independent contractors must be posted conspicuously at the salon. • The salon must post a notice regarding availability of inspection records. Renewals -Renew Onlinel o Your salon license will expire on the anniversary of your three-year license period. If you fail to renew on or before that date,you will be considered expired and not eligible to offer services. Additional renewal fees Will apply if you fail to renew on time. The Board makes every effort to mail renewal notices to each licensee,but it is your obligation to renew your license on time whether you receive a notice or not. o Failure to renew the salon license within 30 days of expiration date would require the submittal of a new salon application. 1Aanager Chancee • If you change your manager, you must notify the Board immediately. Name ChanIM • Complete the!Name Change Form within 60 days of the change. Owner/Business structure Ch_anee • Complete an Initial Salon Application within 60 days of the change. Address Change • If your salon moves locations,you must complete and submit an entirely new Salon Application and complete all the requirements for a new salon. Qnline License Verification • To verify the license status of persons performing services at your salon,use the Online License Verification at www.bceboard.state.mn.us. Cosmetology Laws and Rules • Copies of Cosmetology Laws and Rules are available from the Minnesota Bookstore at 651-297-3000 or www.leg.state.mn.us. Page 10 of 12 Page 230 of 254 Owner and Salon Manager A knowle a ents and-Certification of Aggliant owner ASkn_qWjedP-ernenb Sectioll A. We acknowledge that it is our responsibility to have a copy of the laws and rules in our salon and employees will be made aware of where this is located. (Initials of at least 1 owner) B. We acknowledge that it is our responsibility to have afire extinguisher available in our salon and employees will be made aware of where this is located. (Initials of at least 1 owner) C. We acknowledge that it is our responsibility to have a first aid kit in our salon and employees will be made aware of where this is located. (Initials of at least 1 owner) D. We acknowledge that a Dispensary Area must be inaccessible to the public and has a sink. This means either a locked cabinet or a door leading into a dispensary room that must be closed at all times. (Initials of at least 1 owner) E. We acknowledge that a city code official has signed off on the Building and Zoning Compliance section on page 5. (Initials of at least 1 owner) F We acknowledge that a Certificate of Professional Liability Insurance is attached to this application and meets the requirements on page 6 and the BCE is the certificate holder. 7z (Initials of at least 1 owner) G. We acknowledge that if Workers Compensation Insurance is required,it is attached to this application and meets the requirements on pages 6-7 and the BCE is the certificate holder. (Initials of at least 1 owner) H. We acknowledge that there is a waste receptacle at each station. ffi (initials of at least 1 owner) 1. We have reviewed salon requirements in MN Statute 155A and MN Rule 2105.0350 through 2105.0390 and meet all the requirements. (initials of at least 1 owner) Page 11 of 12 Page 231 of 254 Sal on—Mariager Acknowledgrements 1, the licensed salon manager for the salon listed in this application, certify that I will be the licensed salon manager and 1 am the responsible party of this salon. These responsibilities include,but are not limited to. A. Ensuring the salon license is current. B. Ensuring all employees/independent contractors that are providing licensed services are in fact currently licensed, including myself. A minimum fine of$150.O0 per praqitioner can be assessed to you,the manager,if individuals in the salon you are managing are found working on an expired license. C. Ensuring all equipment is in proper working condition,and that all sanitation and safety requirements are met. D. Ensuring the salon complies with all sanitation requirements and requirements of Minnesota Rules 2105.0350 through 2105.0390. E. On the days I am not working or on a break,I may appoint,but am not required to appoint another licensed salon manager as responsible while I am absent. They assume the responsibilities listed here. F. If I leave this salon or quit managing, I will notify the Board of this,so I am no longer listed as responsible for this salon's compliance with Minnesota laws and rules. -- 131(DO 1:2--1 n9i 530 Salon Manager License Number Salon anager Expiration Date Sa Salon Manager Printed Name 1, \ ° 1-� -_ Salon Manger Signature Date Ownelisl A li tlon Certificallon I certify that the information submitted within this application is true and correct 1 also certify that this document has not been altered or changed in any manner from the form adopted by the Board of Cosmetologist Examiners. Signature of Owner#i1 Date , Subscribed and sworn to before me: This day of .20 My Commission Expires: Signature of Notary Notary Seal Signature of Owner#2 Date Subscribed and sworn to before me: This day of .20— My Commission Expires: Signature of Notary Notary Seal (If there are more than 2 owners, attach additional pages) Page 12 of 12 Page 232 of 254 ry ,.a t Certificate of Insurance (SIAM FARM This Ce�es that State Farm Fire and Casualty Company,Bloomington,Illinois State Farm General Insurance Company,Bloomington,111nois State Farm Fire and Casualty Company,Aurora,Ontario INRYRANC� State Farm Florida Insurance Company,Winter Haven,Florida State Farm Lloyds,Dallas,Texas insures the following policyholder for the coverages indicated below: Policyholder Sarah Bell Address of po&cyWder 1900 County Rd D E, Maplewood MN 55109 Location of operations Description of Operations Sarah Bell The policies listed below have been issued to the policyholder for the policy periods shown.The insurance described in these policies is subject to all the terms,exclusions,and conditions of those policies.The limits of liability shown may have been reduced by any paid claims_ Policy Period Limits of Liability Policy Number Type of Insurance Effective Date Ex ' 'on Date at beginning of policy perlog). Comprehensive BODILY INJURY AND 9343R-0197-5 F Business Liability 07-06,2013 07-06-2014 PROPERTY DAMAGE Thb insuranoe includes: Products Completed Operations X Contractual Liability Each Occurrence $ 1,000,000.00 Personal Injury Advertising Injury General Aggregate $ 2,000,000.00 Product-Completed $ 2,000,000.00 Operations Aggregate Policy Period BODILY INJURY AND PROPERTY DAMAGE Policy Number EXCESS LIABILITY Effective Date Expiration Date (Combined Single-Limit) ❑Umbrelha i Each Occurrence $ I ' El Other AgoTgate $ Policy Period Effective Date I EiViration Date Part I- Workers Com cation-Statutory Workers'Compensation Part II-Employers Liability and Employers Liability Each Accident $ Disease-Each Employee $ Disease-Policy Limit $ Policy Period I Limits of Liability Policy Number Type of Insurance Effective Date 8 Expiration Date (at beg innln of of period) THE CERTIFICATE OF INSURANCE IS NOT A CONTRACT OF INSURANCE AND NEITHER AFFIRMATIVELY NOR NEGATIVELY AMENDS,EXTENDS OR ALTERS THE COVERAGE APPROVED BY ANY POLICY DESCRIBED HEREIN. Name and Address of Certification Holder If any of the described policies are canceled before Minnesota Board of Cosmetologist Examiners theif expiration date,State Farm 0will try to mail a 2829 University Ave,Ste 710 written notice to the certificate holder days Minneapolis, MN 55414 before cancellation. If we fail to mail such notice,no obligation or liability will be imposed State Farm or Its agents or ntatives. S" ature entative 07/02113 Tide Date Amy Br n Agent Name Telephone Number (651)735-4193 Agent's Code Stamp Agaut Code 23-7363 tao� AFO Code Page 233 of 254 9 0 c A 4"�t ,..n f yy gg11 A a { I e IM, I IJ hay I � 4 'i L 4 � I a I � A RECOMMENDING RESOLUTION OF THE PLANNING COMMISSION CITY OF OAK PARK HEIGHTS WASHINGTON COUNTY,MINNESOTA A RESOLUTION ESTABLISHING FINDINGS OF FACT AND RECOMMENDING TO THE CITY COUNCIL THAT THE REQUEST BY SARAH BELL FOR A CONDITIONAL USE PERMIT TO CONDUCT A SPECIAL HOME OCCUPATION AT 23930 55TH STREET NORTH SHOULD BE APPROVED WITH CONDITIONS WHEREAS,the City of oak Park Heights has received a request from Sarah Bell for a Conditional Use Permit for a Special Home Occupation to allow an in-home hair salon at 13930 55'Street North; and after having conducted a public hearing relative thereto, the Planning Commission of Oak Park Heights makes the following findings of fact: 1• The real property affected by said application is legally described as follows, to wit: SEE ATTACHMENT A and 2. The applicant has submitted an application and supporting documentation to the Community Development Department consisting of the following items: SEE ATTACHMENT B and 3. The property is zoned R-1 Single Family Residential District in which single family uses and Special Home Occupations with a Conditional Use Permit approved by the City Council are allowed; and 4. Section 401.15.M. Home Occupations,provides criteria for approval of a Conditional Use Permit for a Special Home Occupation; and 5. The Applicant's request for an in home hair salon is consistent with the criteria in Section 401.15.M; and 6. City staff prepared a planning report dated December 4, 2013 reviewing the request; and Page 235 of 254 7. Said report recommended approval of the Conditional Use Permit in that the request is in conformance with the criteria for issuance of Conditional Use Permits found in Section 401.15.M, and Section 401.03.A.8 of the Zoning Ordinance. Said recommendation was subject to the fulfillment of conditions; and 8. The Planning Commission held a public hearing at a December 12, 2013 meeting, took comments from the applicants and public, closed the public hearing, and made the following recommendation: NOW, THEREFORE,BE IT RESOLVED BY THE PLANNING COMMISSION FOR THE CITY OF OAK PARK HEIGHTS THAT THE PLANNING COMMISSION RECOMMENDS THE FOLLOWING: A. The application submitted by Sarah Bell for a Conditional Use Permit for a Special Home Occupation to allow an in-home hair salon at 13930 556' Street North and affecting the real property as follows: SEE ATTACHMENT A Be and the same as hereby recommended to the City Council of the City of Oak Park Heights for approval with the following conditions: 1• Any changes to the structure to accommodate the home occupation shall be compliant with all Building and Fire Code requirements subject to review and approval of the Building Official. 2. Only residents of 13930 556i Street North shall be allowed to work at the in-home hair salon. 3. The Applicant shall receive and maintain all required state licensing for the business. 4. The Applicant shall provide a sign plan, in compliance with Section 401.15.G of the Zoning Ordinance and subject to approval of a sign permit. 5. There shall be no exterior storage of materials as it relates to the business. 6. The home occupation business shall not be conducted between the hours of 10:00 PM and 7:00 AM. 7. The Planning Commission recommends that the applicant be allowed to sell a limited amount of retail product. 8. The Applicant shall identify the amount of area the salon will occupy in the residence. 2 Page 236 of 254 Recommended by the Planning Commission of the City of Oak Park Heights this 12th day of December, 2013. Jennifer Bye, Cliair ATTEST: Eric A. Johnson, City Administrator 3 Page 237 of 254 ATTACHMENT A Conditional Use Permit (CUP) Allowing an In-Home Beauty Salon At 13930 551h St. N. Legally described as: Lot 9, Block 3, River Hills Addition Washington County Parcel I.D.: 05.029.20.14.0096 Page 238 of 254 ATTACHMENT B P. Conditional Use Permit(CUP) Allowing an In-Home Beauty Salon At 13930 55" St. N. Application Materials • Application Form • Fee ID Written Narrative and Graphic Materials Explaining Proposal • Mailing List from Washington County (500' from subject property) • Proof of Ownership or Authorization to Proceed Public Hearing: December 10,2013 @ City Council, and December 12,2013 @ Planning Commission Required Approvals: C.U.P. City Council 415 Conditional Use Permit-Lapse of Approval: Unless the City Council specifically approves a different time when action is officially taken on the request, the conditional use permit shall become null and void twelve (12) months after the date of approval,unless the property owner or applicant has substantially started the construction of any building, structure, addition or alteration, or use requested as part of the conditional use. An application to extend the approval of a conditional use permit shall be submitted to the Zoning Administrator not less than thirty(30) days before the expiration of said approval. (401.03.C.4.a and b) Page 239 of 254 RESOLUTION NO. 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 SARAH BELL FOR A CONDITIONAL USE PERMIT TO CONDUCT A SPECIAL HOME OCCUPATION AT 13930 55TH STREET NORTH BE APPROVED WITH CONDITIONS WHEREAS,the City of Oak Park Heights has received a request from Sarah Bell for a Conditional Use Permit for a Special Home Occupation to allow an in-home hair salon at 13930 55"' Street North; and after having conducted a public hearing relative thereto, the Planning Commission of Oak Park Heights recommended that the application be approved with conditions. The City Council of the City of Oak Park Heights makes the following findings of fact and resolution: 1. The real property affected by said application is legally described as follows, to wit: SEE ATTACHMENT A and 2. The applicant has submitted an application and supporting documentation to the Community Development Department consisting of the following items: SEE ATTACHMENT B and 3. The property is zoned R-1 Single Family Residential District in which single family uses and Special Home Occupations with a Conditional Use Permit approved by the City Council are allowed; and 4. Section 401.15.M. Home Occupations,provides criteria for approval of,j Conditional Use Permit for a Special Home Occupation; and 5. The Applicant's request for an in home hair salon is consistent with the criteria in Section 401.15.M; and Page 240 of 254 6. City staff prepared a planning report dated December 4, 2013 reviewing the request; and 7. Said report recommended approval of the Conditional Use Permit in that the request is in conformance with the criteria for issuance of Conditional Use Permits found in Section 401.15.M, and Section 401.03.A.8 of the Zoning Ordinance. Said recommendation was subject to the fulfillment of conditions; and 8. The Planning Commission held a public hearing at a December 12, 2013 meeting,took comments from the applicants and public, closed the public hearing, and recommended 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 Sarah Bell for a Conditional Use Permit for a Special Home Occupation to allow an in-home hair salon at 13930 55`h Street North and affecting the real property as follows: SEE ATTACHMENT A Be and the same as hereby approved by the City Council of the City of Oak Park Heights with the following conditions: 1. Any changes to the structure to accommodate the home occupation shall be compliant with all Building and Fire Code requirements subject to review and approval of the Building Official. 2. Only residents of 13930 55th Street North shall be allowed to work at the in-home hair salon. 3. The Applicant shall receive and maintain all required state licensing for the business. 4. The Applicant shall provide a sign plan, in compliance with Section 401.15.G of the Zoning Ordinance and subject to approval of a sign permit. 5. There shall be no exterior storage of materials as it relates to the business. 6. The home occupation business shall not be conducted between the hours of 10:00 PM and 7:00 AM. 7. The City Council approves the Applicants request to sell a limited amount of retail product related to the home occupation business. 8. The Applicant shall identify the amount of area the salon will occupy in the residence. 2 Page 241 of 254 Approved by the City Council of the City of Oak Park Heights this 26d' day of December, 2013. Mary McComber,Mayor ATTEST: Eric A. Johnson, City Administrator 3 Page 242 of 254 ATTACHMENT A P_ _-- Conditional Use Permit(CUP) Allowing an In-Home Beauty Salon At 13930 55tb St. N. Legally described as: Lot 9, Block 3, River Hills Addition Washington County Parcel I.D.: 05.029.20.14.0095 Page 243 of 254 ATTACHMENT B Conditional Use Permit(CUP) Allowing an In-Home Beauty Salon At 13930 55`" St.N. Application Materials • Application Form • Fee Written Narrative and Graphic Materials Explaining Proposal e Mailing List from Washington County(500' from subject property) Proof of Ownership or Authorization to Proceed Public Hearing: December 10, 2013 @ City Council, and December 12,2013 @ Planning Commission Required Approvals: C.U.P. City Council 415 Conditional Use Permit -Lapse of Approval: Unless the City Council specifically approves a different time when action is officially taken on the request, the conditional use permit shall became null and void twelve (12)months after the date of approval, unless the property owner or applicant has substantially started the construction of any building, structure, addition or alteration, or use requested as part of the conditional use. An application to extend the approval of a conditional use permit shall be submitted to the Zoning Administrator not less than thirty(30) days before the expiration of said approval. (401.03.C.4.a and b) Page 244 of 254 Oak Park Heights Request for Council Action 9 Meeting Date: December 26 2013 Agenda Item : Rink attendant hire Time Req. 1 Minute Agenda Placement: Old Business Originating Department/Req or: Public Works And Ke le Public Works Director Requester's Signature Action Requested: A rov rink attendant hire for 2013-2014 season Background/7ustification(Please indicate any previous action has been taken or if other public bodies have been advised). Please see attached memos for discussion. Page 245 of 254 City of Oak Park Heights 14168 Oak Park Blvd N.•Box 2007.Oak Park Heights,MN 55082•Phone(651)439-4439•Fax 439-0574 Memorandum To: Eric Johnson,Administrator Cc: Mayor and Council From: Andrew Kegley, Public Works Director Date" 12/20/13 Re: Rink Attendant Hire The following individuals have been selected as rink attendants for the 2013-2014 season. Mike Colman Jessica Dougherty Ashlyn Jelinek Max Groves John Sortedahl Johnny Randazzo. Rink attendants earn$10 per hour and work in the range of 15.20 hours per week. Final hire is subject to background checks. TREE CITY U.S.A. Page 246 of 254 R 10 Oak Park Heights Request for Council Action Meeting Date December 26h,2013 Time Required: 5 Minutes Agenda Item Title: Consider iftjUly Worker Appointment—Lisa Danielson Agenda Placement Old Business Originating D eRq ues r r�ri c / o QLAdo1inistrator Requester's Signature Action Requested See Below. `' Background/Justification(Please indicate if any previous action has been taken or if other public bodies have advised): As part of the hiring process for the vacant public works position,the City Committee (consisting of Mayor McComber, Council Member Dougherty,Public Works Director Andy Kegley and the City Admin.)reviewed 25 applications,interviewed 7 candidates and coalesced around a recommendation for Ms. Lisa Danielson to fill the position. Enclosed is a copy of her submitted materials. Staff would recommend that the position be offered to her commencing at Step 1 in the job classification schedule and consistent with the terms and conditions with the AFSCME Contract and City hiring protocols including final passage of a background check. (Now in process). Page 247 of 254 THIS PAGE IS INTENTIONALLY LEFT BLANK Page 248 of 254 11 Oak Park Heights Request for Council Action Meeting Date December 26, 2013 Time Required: 5 Minutes Agenda Item Title: Consider Work Session with MNDOT - St. Croix River Crossing Agenda Placement New Business Originating Department/Re qu or Mao McComber Requester's Signature Action Requested See Below Background/Justification(Please indicate if any previous action has been taken or if other public bodies have advised): I would like to set a work session with MNDOT(Mr.Chiglo)to discuss issues related to the River Crossing Project. Page 249 of 254 THIS PAGE IS INTENTIONALLY LEFT BLANK Page 250 of 254 12 Oak Park Heights Request for Council Action Meeting Date December 26th.2013 _ Time Required: 15 Minutes Agenda Item Title: Street reconstructionl Area D Agenda Placement New Business // Originating Department/Re ®rJohnson. Citv Administrator Requester's Signature Action Requested Discussil Possible Action Background/Justification(Please indicate if any previous action has been taken or if other public bodies have advised): The City has had some conflicting information from Washington County over the past two months or so as to when they might be ready to reconstruct Paris Ave. Staff did ask for a FINAL VERIFICATION and we received word that it will not occur until 2016. This results in some challenges for the City's end of the project for storm water, infrastructure placement,trails,etc. to a point where the Council should discuss the possibility of delaying this element also until 2015. Please see the attached note from Wayne Sandberg, Washington County Engineer. Brad Reifstack,P.E. from Stantec will be at the City Council meeting on Dec 26th to discuss these issues as direction is needed. Page 251 of 254 Eric Johnson From: Wayne Sandberg <Wayne.Sandberg @co.washington.mn.us> Sent Wednesday, December 18,2013 4.44 PM To: Eric Johnson Cc: Ch(s.Long @stantec.com;Cory Slagle Subject: Paris Avenue- Definitive Hi Eric: We've reviewed this internally. Our project on Paris will be 2016. No possibility of moving it up to 2015. The CIP was in error. We need time to design, public involvement,water management, permitting,agreements,etc. Additionally,we have the following comments: 1) It was indicated to our staff you intend to let this for bid in early 2014. We believe this is too early to do so. It provides a negligible advantage for price(and possibly a disadvantage),and turther it reduces the opportunity we have to fully coordinate your work with our future work. We strongly suggest a letting date in early 2015. 2] Your work contemplates excavation and placement of utilities in the county right of way. This means you will need to do the following: a. The county will need to review the plans. If you expect county cost share,we will need to have approval authority of the plans with a signature block on the plans. b. If you are looking for county cost share,the plans will need to be full State Aid Plansets. We would plan on using state aid as our funding source. This also means you would need to determine what part of the county cost share is SA Eligible. c. You will need a permit from the county for work in the County ROW. Fee will be waived. d. You will need maintenance agreements with the County. The coordination of the proposed city work with future county work is complex and may need further discussion with you present so we can make the best decisions on how to move forward on some key issues. Let us know if you are interested in getting together to review this soon. Wayne Wayne H.Sandberg,P.E. Deputy Public Works Director I County Engineer Direct: 651-430-4339 1 Mobile:651-472-1866 Washington County Public Works 11660 Myeron Road North I Stillwater, MN 55082 Main:651-430-4300 1 Fax:651-430-4360 Page 252 of 254 Wa, h W,o Public Works Department Donald J.Theisen,P.E. Director Wayne H.Sandberg,P.E. Deputy Director/County Engineer December 17, 2013 Eric Johnson City Administrator City of Oak Park Heights 14168 Oak Park Boulevard North Box 2007 Oak Park Heights, MN 55082 RE: Draft Washington County 2014—2018 Capital Improvement Plan (CIP) Comments Dear Mr. Jo son: �rC- Thank you for your comments dated December 2, 2013 concerning the Washington County 2014-2018 Draft CIP. r---t RB-2559—CSAH 23 Improvements—Phase IV is scheduled for 72� 015.x`The County will work closely with you to coordinate these projects. RB-2571 —Pickett Avenue Connection—County appreciates this concern and has received the resolution mentioned. We are evaluating the design closely to ensure long term safety with this design. RB-2541 —CSAH 24 Improvements-proposes to improve County State Aid Highway(CSAH) 24 (Osgood Avenue) both North and South of Trunk Highway(TH) 36. These improvements could include pedestrian connections and crossings, the location and type to be determined through the design phase. It is intended that these improvements would be completed after the St. Croix River Crossing Project, to ensure compatibility. We look forward to working with Oak Park Heights to implement these and other important projects. Sincere) , Molly urke Coun dministrator C: Washington County Board of Commissioners Kevin Corbid—Deputy County Administrator Melinda Kirk—County Budget/Financial Analyst Don Theisen— Public Works Director Wayne Sandberg—Deputy Director I County Engineer 11660 Myeron Road North,Stillwater, Minnesota 55082-9573 Phone: 651-430-4300 • Fax: 651-430-4350 - TTY: 651-430-6246 www.co.wash ington.mn.us Equal Employment Opportunity/Affirmative Action Page 253 of 254 THIS PAGE IS INTENTIONALLY LEFT BLANK Page 254 of 254