HomeMy WebLinkAbout05-14-2013 Council Handouts City of Oak Park Heights
Bills Presented for Payment May 14,2013
Payroll
Gross Payroll with PERA, FICA, and Medicare
Mayor&Council: 2,675.10
5-14-13
City administration: 9,550.45
5-15-13
Finance 0.00
4-30-13 Overtime 10,149.90
5-15-13
Police Department: 671.85
4-30-13 Overtime 39,462.81
5-15-13
Total Police Department
40,134.66
Building Inspection Department: 3,591.22
5-15-13
Street Department 0.00
4-30-13 Overtime 1,040.78
5-15-13
Park and Recreation Department: 287.22
4-30-13 Overtime 1,133.48
5-15-13
Utility Department
Full-Time(Water) 673.75
4-30-13 Overtime 6,807.95
5-15-13
Full-Time(Sewer) 673.74
4-30-13 Overtime 4,205.92
5-15-13
Full-Time(Storm Sewer) 801.89
5-15-13
Total Utility Department
13,163.25
81,726.06
Total Payroll
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CITY OF OAK PARK HEIGHTS Journals-TREASURER'S REPORT(2) Page: 1
JOURNAL ENTRIES(JE) May 14,2013 04:27PM
Period:4/30/2013(04/13)
Report Criteria:
Journal Code.Journal Code=JE
Transaction.GL Account=90110900000
Reference Account Debit Credit
Date Number Payee or Description Number Account Title Amount Amount
JE
04/26/2013 2 #12-30 Called Inv-FHLB 901-10900-000 INVESTMENTS-AT PAR 200,000.00-
04/26/2013 2 Purchase WF MM 901-10900-000 INVESTMENTS-AT PAR 200,505.00
04/29/2013 2 Purchase UBS MM 901-10900-000 INVESTMENTS-AT PAR 90,783.49
04/29/2013 2 Sale of 4M Funds 901-10900-000 INVESTMENTS-AT PAR 90,783.49-
04/29/2013 2 Purchase WF MM 901-10900-000 INVESTMENTS-AT PAR 2,350.00
04/30/2013 2 Purchase SB MM 901-10900-000 INVESTMENTS-AT PAR 2,300.55
04/30/2013 2 Purchase UBS MM 901-10900-000 INVESTMENTS-AT PAR 444.52
04/30/2013 2 Purchase Bankwest 901-10900-000 INVESTMENTS-AT PAR 100,000.00
04/30/2013 2 Sale of UBS MM 901-10900-000 INVESTMENTS-AT PAR 100,000.00-
04/30/2013 2 Interest on MM Accounts 901-10900-000 INVESTMENTS-AT PAR 15.40
Total JE:
396,398.96 390,783.49-
***Journal is out of balance: $ 5,615.47
Grand Totals:
396,398.96 390,783.49-
CITY OF OAK PARK HEIGHTS Journals-Council Report(2)
Page: 1
CASH DISBURSEMENTS(CD) May 14,2013 04:27PM
Period:4/30/2013(04/13)
Report Criteria:
Total By Reference Number and Date
Journal Code.Journal Code=CD
Transaction.GL Account={<>}990
Reference Account Debit Credit
Date Number Payee or Description Number Account Title
Amount Amount
CD
1
2 04/03/2013 1 PSN MONTHLY INV#61988-MAR 705-48100-212 OTHER CONTRACTUAL SERVICES 29.23
3 04/03/2013 2 PSN MONTHLY INV#61988-MAR 706-48200-212 OTHER CONTRACTUAL SERVICES 29.22
4 04/03/2013 3 PSN PROCESSING FEES-MAR 705-48100-212 OTHER CONTRACTUAL SERVICES 20.93
04/03/2013 4 PSN PROCESSING FEES-MAR 706-48200-212 OTHER CONTRACTUAL SERVICES 20,92
99001
04/03/2013 99001 TOTAL CHECKS&OTHER CHARGES- 990-10100-000 COMBINED CASH
100.30-
Documents: 5 Transactions: 5
Total CD:
100.30 100.30-
Grand Totals:
100.30 100.30-
Oak Park Heights
Request for Council Action
Meeting Date May 14, 2013
Time Required: 5 Minutes
Agenda Item Title; Authorize Tomb Run and 5K Event upon City ProKi ies-S eeia
Olympics
Agenda Placement New Bus' ss
Originating Department/R estor Jo n Ci Administrator
Requester's Signature L��-" -
Action Requested Authori execution of the pgrmit for both events.
Background/Justification(P indicate if any previous action has been taken or if other public
bodies have advised):
As part of the upcoming Special Olympics Event at the Stillwater Area High School,there is a
related TORCH RUN EVENT as well as a 5K fun run being held by the Special Olympics of
Minnesota Organization. Following the City's past practices, enclosed is a copy of the DRAFT
Permits required by the City of such organization if they desire that these events move through
the City.
For the Torch Run,there are anticipated to be approximately 30 runners carrying the torch for
the event through the City from the Sports Dome in Stillwater,across STH 36,Down the Neal
ave sidewalk and into the High School Property. There are no requested nor committed City or
Police Services for the Torch Run Event. The Washington County Sherriff's Office will be
participating in this event and assisting at crossings,etc. Please see their enclosed
communication.
For the 5K fun run,similarly there are not anticipated to be dedicated City staff.Please see their
enclosed communication.
Like all similar permits,the Permit does require that a fee of$1,500 ($1,000 escrow and$500
impact fee)be paid to the City however,they have requested that the$500 fee be refunded as the
group is a non-profit, 501 c3 corporation and the event is solely for charitable purposes. The
$1,000 escrow would be refunded automatically should there not be any issues of clean-up,
needed police actions,etc.
Enclosed are copies of the proposed permit documents. Staff would recommend approval
of the permit requests,subject to the final approval of the Chief of Police and City
Attorney.
1 of 19 Council pacekt 5-14-13
CITY OF OAK PARK HEIGHTS--TORCH RUN EVENT PERMT TERMS AND
CONDITIONS
THIS AGREEMENT is made this day of , 2013 between the CITY
OF OAK PARK HEIGHTS, Washington County, Minnesota ("City'), and the Special
Olympics Minnesota(SOMN).
RECITALS
1. Torch Run Event. The City hereby authorizes SOMN to organize and
conduct a Special Olympics Torch Run Event (the "Event") upon City trails and right-of-
ways held in conjunction with the Special Olympics Event being held at the Stillwater
Area High Schoolfrbe Torch Run will be set up on and run on
through the City.
2. Torch Run Race Route. (See Map—"Exhibit A")
No route deviations shall occur in the City without the prior approval of the Chief of
Police. The SOMN agrees that the number of Race and activity participants for all races
will be limited to a total of 500 participants.
3. Traf c Control Points. The intersections of all streets and roads on the
Route within the City of Oak Park Heights shall be controlled by Washington County
Sheriff Deputies and County Forces at the sole expense and coordination of the SOMN. If,
as an alternative, they are not licensed officers from another jurisdiction and are civilians
they will need to have independent documented training if they are stationed at a
roadway. All persons at roadway intersections either directing traffic or l"aid personnel
etc.,police officer or volunteer, will be required to were OSHA /ANSI compliant safety
vests as per OSHA.and NTSB rule and supplied by SOMN.At no time shall any roadways
or trails be closed to the travelling public. The map on Exhibit A shall clearly depict all
road and trail crossings.
4. Garbage and Rubbish Removal. All garbage and refuse generated by the
Event including any left by spectators, will be removed properly and disposed of by
sundown on the day of the event by the SOMN. The SOMN will be responsible to
reimburse the City for any subsequent cleaning determined to be necessary by the City as a
result of the Race.
5. ClosinlLy of the Course. There shall be no closure of any City right-of way,
roads, trails or other public ways without the further written consent of the City. This
Agreement does not authorize or convey any exclusive access to City trails or roadways,at
all times these facilities shall be open to the general public.
6. The SOMN shall provide a letter of information to area property owners
advising them of the upcoming events and what they may expect to see in the area for the
event as well as the hours anticipated for the general Special Olympics Events. A copy of
this communication shall be supplied to the City prior to May 15th,2013
1 of 10 OPH-5k run-Special Olympics
3 of 19 Council pacekt 5-14-13
that SOMN has not provided the required documentation in the required timelines the City
may then revoke the permission to hold the race within the City limits,as determined by
the Chief of Police. It remains SOMN's sole responsibility to provide the required
documents in a fashion wholly consistent with the dates stated in this Agreement.
13. Insurance. SOMN shall provide the City proof of liability insurance in
an amount not less than $1,000,000 and such document shall name the City as an
additionally insured. This document shall be supplied to the City not later than May 151s,
2013
14. Emergency Plan. SOMN shall have in place a comprehensive Emergency
plan that addresses issues related to injury, evacuation,communication,and other relatable
emergency protocols for such evcnt, $QMN shall supply copy of this document to the
City not later than May 151',2013 and shall be affixed here to as"Exhibit B".
15. City Commitrnients, The City of Oak Park Heights has not committed any
specific resources to benefit or assist in this Event.City patrol officers shall be on standard
patrol duty throughout the City. The SOMN takes and assumes full responsibility for any
emergency operations, required escort, special patrol or other public safety presence
requested as part of the Event though the City.
16. VSSA Permissions. Prior to May 151t, 2013, The SOMN shall supply the
City with a letter of permission from Boutwell's Landing/VSSA the owners of the cul-de-
sac portion of Nolan Ave, lying south of Nolan Circle as depicted in map as shown
authorisng the use of such private roadways.(or any others that may be applicable)
V� "
a
Private Rtrad Section � —> '�-•..
IN WITNESS WHEREOF, the parties have set their hands effective the day and
year first written above.
Special Olympics Minnesota
By
its pave Dom.President
3
3 of 10 OPH-5k run-Special Olympics
5 of 19 Council pacekt 5-14-13
Exhibit A
Rauh Map
OAH-5k run-Special Olympics
5Of10
7 of 19 Council pacekt 5-14-13
SOMN Summer Games 5K-Google Maps https://maps.google.com/maps?hl=en&tab=%vl
Law Enforcement#3
58th St N&Newgate Ave N
Law Enforcement#4
58th St N&Norwich Pkwy
Law Enforcement#5
58th St N&Norwich Ave N
Law Enforcement#6
Norwich Pkwy&Autumn Hills Park lot
Law Enforcement#7
Nolan Ave& Nolan Pkwy
Olympic Town
Start
Finish
It Registration
Sign up or check-in to receive your bib number and shirt
2 of% 9 of 19 Council pacekt 5-14-13 5/13/2013 10:38 AM
ympics
Special 01 •�� �
Special Olympics Minnesota
Summer Games 2013
Event Emergency Plan
Event Dates
June 21,2013
Event Site
Stillwater Area High School
5701 Stillwater Blvd North
Oak Park Heights,MN 55082
Activities
Registration-3:30-5pm
Opening Ceremonies-5:15pm
5K start-5:30pm
SK end-5:45-6:30pm
Enudmu
Between 100-500 participants
Inclement Weather Plan
Stillwater Area High School will be utilized as the inclement weather shelter with an advisory team
making the determination to adjust the schedule based on weather.The advisory beam will consist of:Pam
Bergerson,Vice President-Sports and Education,Special Olympics of Minnesota,Kevin Johnston,CE
Facility Use Coordinator,Stillwater Area Public Schools,Ricky Michel,Activities Director,Stillwater Area
High School and Alyssa Slech,Development Associate.
Secuft Plan
Kipps Security will be providing security and they also cover Stillwater Area High School during the school
year There will be overnight security to monitor the on site setup and daily event security.The hours of
coverage on the 21st will be:
Overnight Security
Friday,June 21,10:00 PM to 7:00 AM
Event Security
Friday,June 21,8:00 AM to 10:00 PM
Emer=gy Medical PI
The Institute of Sports Medicine will be providing two certified athletic trainers at all competition times in
the medical tent located between Stillwater Area High School and Stadium.A Special Olympics staff
registered nurse will be on site during Friday evening events.A designated radio channel will be utilized to
200 Wa4%i-etv--Ave "u Sot4l.,,St-.k 550,ML--a4f%o{w,MN 55401 TeL 800.783.7732 Fax,61-2.333.8782
EwiaiL ir+foSorrwuorg wwwSOMN.arg
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10 of 10 OPH-5k run-Spedal Olympics
11 of 19 Council pacekt 5-14-13
Special Olympics •����
Minnesota
April 29,2013 -'
City of Oak Park Heights
Eric Johnson
14168 Oak Park Blvd.N.
PO Box 2007
Oak Park Heights,MN 55082
Dear Mr.Johnson,
The mission of the Law Enforcement Torch Run@(LETR)for Special Olympics is to increase
awareness and raise funds for the Special Olympics movement.At its most basic level,the LETR is a
running event in which officers and athletes carry the Flame of Hope®to the Opening Ceremony of
Special Olympics local competitions,state and provincial Games,and National Summer or Winter Games.
In Minnesota,the lighting of the Flame of Hope®takes place during the annual Summer Games.
The 2013 Summer Games Celebration Ceremonies will be held Friday,June 21,2013 at 7:30 p.m.
at the StillwaterArea High School track and will include guest speakers,an athlete parade,Minnesota law
enforcement personnel and the ceremonial lighting of the'Flame of Hope"by a Special Olympics
Minnesota athlete.Law enforcement volunteers will participate in a 2,000-mile Final Leg relay running
the flame across Minnesota in the week leading up to Summer Games.The 2013 Torch Run will culminate
at Stillwater Area High School where law enforcement will run the torch into the stadium to start
Celebration Ceremonies.
Special Olympics Minnesota is seeking to use the attached route as our Final Leg For the 2013
Torch Run.This route will begin at St.Croix Valley Recreation Center at 6:44pm and finish at Stillwater
Area High School at 7:03pm.
Thank you for your consideration.If you have questions,please contact Alyssa Siech at
alvssa.siech(o)somn.org or 612-604-1255.
Alyssa Siech Bill Fish
Development Associate Executive Vice President of Development
Special Olympics Minnesota Special Olympics Minnesota
special otympics Minnesota
100 Washington Adenue South Suite 550 Minneapcti�,,Nth!SS3.jo)Tel 3�?t).r 3?7737 fax b 12 3 33.3 s
Email infa @somn.org www.5 )NIN.a'g
13 of 19 Council pacekt 5-14-13
4. Garbage and Rubbish Removal. All garbage and refuse generated by the
Event including that left by spectators, will be removed properly and disposed of by
sundown on the day of the event by the SOMN. The SOMN will be responsible to
reimburse the City for any subsequent cleaning determined to be necessary by the City as a
result of the Race.
5. Closing,�of the Course. 'There shall be no closure of any City right-of way,
roads,trails or other public ways without the finther written consent of the City.
6. Insurance Hold Harmless and Indemnity. The SOMN agrees to indemnify
and hold harmless the City with regard to any claims, causes of action or demands that
might be brought against the City arising out of the events authorized by this Agreement.
7. Police Power. The Chief of Police or his designee will be contacted directly
10 minutes prior the start of the event to confirm that all traffic control points are covered
and the route is safe for the start of the race within Oak Park Heights. The race will not
start until this "all clear"has been received from the Oak Park Heights Police Chief or his
designee. It is also recommended by the City that SOMN secure appropriate event
insurance.
8. City Costs. SOMN must reimburse the City for all costs incurred by the
City to allow such Event, including but not limited to City Police Department, Public
Works Department, and Fire Department and as needed to safely conduct and maintain the
event and supporting events as agreed herein if required. The City shall invoice the
2
15 of 19 Council pacekt 5-14-13
STATE OF MINNESOTA )
)0
COUNTY OF WASHINGTON )
The foregoing instrument was acknowledged before me this _th day of May, 2013, by
the , the duly authorized agent for the Special Olympics
Minnesota.
Notary Public
City of Oak Park Heights
May McComber,Its Mayor
ATTEST:
Eric Johnson,
Its City Administrator
STATE OF MINNESOTA )
ss
COUNTY OF WASHINGTON )
The foregoing instrument was acknowledged before me this day of May, 2013, Mary
McComber,Mayor,and Eric Johnson,Administrator,for the City of Oak Park Heights.
Notary Public
4
17 of 19 Council pacekt 5-14-13
r
Route I5 Oak Park Heights PD,Bayport PD,MCF-Stillwater and... https://maps.googic.com/maps!ms.msid=204776705525443032636.0...
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4
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Route 15!Oak Park Heights PD, Bayport PD, MCF-Stillwater and
MCF-teak Park Heights
2.1 miles
Public•44 views
Created on Mar 21,2012-By Updated Jun 24,2012
0
(' START
Y St Croix Valley Recreation Center
END
Stillwater High School
Leg distance
2.1 miles
I of 1 19 of 19 Council pacekt 5-14-13 4%29/2013 11:14 AM