HomeMy WebLinkAbout05-27-2014 Council Packet CITY OF OAK PARK HEIGHTS
TUESDAY, MAY 279 2014
CITY COUNCIL MEETING AGENDA
7:00 P.M.
7:00 p.m. I. Call to Order/Pledge of Allegiance/Approval of Agenda
Estimated
times
7:05 p.m. II. Council/Staff Reports
A. Mayor McComber
B. CounciImember Dougherty
C. Councilmember Liljegren
D. Councilmember Runk
E. Councilmember Swenson
F. Staff
• Recycling Award (1)
7:05 p.m. III. Visitors/Public Comment
This is an opportunity for the public to address the Council with questions or concerns on issues not part of the regular agenda(Please
limit comments to 3 minutes in length).
7:10 p.m. IV. Consent Agenda(Roll Call Vote)
A. Approve Bills &Investments
B. Approve City Council Minutes—May 13, 2014 (2)
C. Approve License for Sale/Storage of Consumer Fireworks for Walmart #1861 (3)
D. Reappoint Dan Thurmes to Planning Commission(4)
E. Appoint Ms. Madison Fox-Christensen to the City Administrative Intern Position
(5)
7:15 p.m. V. Public Hearings
None
7:15 p.m. VI. Old Business
A. St. Croix River Crossing Project
B. Advanced Warning Flashers—Nova Scotia and 58`h Street (6)
C. Establish TIF Area 1-2 and Related Ehlers Agreement—Revised Schedule and
Updated Resolution (7)
7:30 p.m. VII. New Business
A. Authorize Torch Run and 5K Event Upon City Properties—Special Olympics (S)
B. SRO Position— Stillwater Area High School (9)
7:40 p.ln. VIII. Other Council Items or Announcements
7:45 p.m. IX. Adjournment
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Oak Park Heights 1
Request for Council Action
Meeting Date May 27, 2014
Agenda Item Recycling Award
Time Req. 0
Agenda Placement Staff Reports
Originating Department/Requestor A inistration/Jennifer Pinski
Requester's Signature
Action Requested Receive Information
Background/Justification(PIease indicate any previous action has been taken or if other public
bodies have been advised).
See Attached.
Page 3 of 50
City of
Oak Park Heights
14168 Oak Park Blvd. N•Box 2007.Oak Park Heights,MN 55082•Phone(651)439-4439+Fax(651)439-0574
May 22, 2014
Frederica Banales
5554 Novak Avenue North
Oak Park Heights, MN 55082
Dear Mr. Banales:
Thank you for participating in the City's recycling program. As an incentive to
recycle and to increase fire prevention awareness, the City rewards two
residents each month with their choice of an award of $25.00 or a fire
extinguisher and/or smoke detector(s).
Your residence was checked on Thursday, May 22, 2014, 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.
Co1' er tulati nsl,
Jen Pinski
Deputy Clerk
TREE CITY U.S.A.
Page 4 of 50
Oak Park Heights 2
Request for Council Action
Meeting Date May 27, 2014
Agenda Item Approve City Council Minutes—Ma 13, 2014
Time Req. 0
Agenda Placement Consent
Originating Department/Requestor Administration/Jennifer Pinski
Requester's Signature
Action Requested Approve
Background/Justification(Please indicate any previous action has been taken or if other public
bodies have been advised).
See Attached.
Page 5 of 50
CITY OF OAK PARK HEIGHTS
TUESDAY, MAY 139 2014
CITY COUNCIL MEETING MINUTES
I. Call to Order/Pledge of Allegiance/Approval of Agenda: Mayor McComber
called the meeting to order at 7:10 p.m. Present: Councilmembers Dougherty,
Liljegren,Runk, and Swenson. Staff present: City Administrator Johnson and
City Attorney Vierling. Absent: City Engineer Long and City Planner Richards.
Mayor McComber added "Approve Project Award to Openwood Studios for Oak
Park Crossing Park Signage" as New Business Item E.
David Beaudet of 6400 Lookout Trail requested that Consent Agenda Item C. be
pulled from the Consent Agenda. Councilmember Swenson, seconded by
Councilmember Dougherty, moved to pull Consent Agenda Item C. and move it
to Old Business as Item B.
Councilmember Swenson, seconded by Councilmember Liljegren, moved to
approve the Agenda as amended. Carried 5-0.
II. Council/Staff Reports:
A. Mayor McComber: She reported that Spring Clean-up was held May 3 and
was successful. She thanked staff and Advanced Disposal for their work
at the event. McComber also reported that the next Parks Commission
meeting was set for May 19 and the Met Council Groundwater meeting
was set for May 20.
B. Councilmember Dougherty: He reported that he attended the Middle St.
Croix Watershed Management Organization meeting the previous week
and that the CVB meeting was set for May 14.
C. Councilmember Liliegren: He reported that the Planning Commission
meeting was set for May 15 at 7:00 p.m.
D. Councilmember Runk: No report.
E. Councilmember Swenson: He reported the Cable Commission's next
meeting was set for May 15.
F. Staff. Deputy Clerk Pinski provided the load report for Spring Clean-up.
Deputy Clerk Pinski reported that rim Kremer of 5475 Oakgreen Place
North was chosen as the recycling award winner.
III. Visitors/Pub&Comment:
Page 6 of 50
City Council Meeting Minutes
May 13, 2014
Page 2 of 4
None
IV. Consent Agenda:
A. Approve Bills & Investments
B. Approve City Council Minutes—April 22, 2014
C. MOVED TO OLD BUSINESS
D. Authorize Staff to Hire Recommended Park Attendants
E. Adjust the May 27`x' City Council Meeting Start Time from 7 p.m. to 6
p.m.
F. Approve License to Sell Tobacco, Tobacco Products, or Tobacco Related
Devices for Oak Park Smoke Shop, Inc.
G. Approve On-Sale Liquor License for Lo, Inc. DBA Joseph's Family
Restaurant
Mayor McCornber removed Item E. Councilmember Runk, seconded by
Councilmember Dougherty,moved to approve the remainder of the Consent
Agenda. Roll call vote taken. Carried 5-0.
V. Public Hearings:
None
VI. Old Business:
A. St. Croix River Crossing Project: City Administrator Johnson reported that
there was a water main break which was repaired. He also stated there
were watershed issues that were being resolved.
B. Adopt Resolution Adopting a Final Assessment Role for Lands Owned by
Northern States Power(Xcel Energy) for the 2014 Street Reconstruction
Pr_ oject: City Administrator Johnson explained the process for reaching the
assessment amounts for the Xcel Energy parcels.
David Beaudet of 6400 Lookout Trail questioned whether any appraisers
were used in the process. City Attorney Vierling reported that appraisers
were not used due to the expense. Beaudet suggested that the City use the
same process to adjustment assessments for other properties in the City,
such as the ones on Olinda and Olene and Hope Adoption. He stated he
was disappointed in the City's assessment policy.
Marilyn Richert, property owner of 15405 57a' Street North., read a letter
to the City Council. She stated that she was paying more for assessments
than Xcel Energy. Mayor McComber responded that the Xcel Energy
land was not developable and that Richert's property was developable.
Page 7 of 50
City Council Meeting Minutes
May 13, 2014
Page 3 of 4
Councilmember Swenson, seconded by Councilmember Runk, moved to
approve the Resolution. Roll call vote taken. Carried 5-0.
VII. New Business:
A. Resolution Recognizing Officer Kro idlowski: Councilmember Swenson,
seconded by Councilmember LiIjegren, moved to approve the Resolution.
Roll call vote taken. Carried 5-0.
Councilmember Swenson, seconded by Councilmember Liljegren, moved
to approve the expenditure for the retirement party and gift. Carried 5-0.
B. Consider Action of SLipport of the City of Stillwater Relating to the STH
36 Access Way to/from the North Frontage Roadway: Councilmember
Dougherty, seconded by Councilmember Runk, moved to approve the
Resolution. Roll call vote taken. Carried 5-0.
C. Consider Amendments to City Ord. 1409—Cigarette Licensin :
Councilmember Swenson, seconded by Councilmember Liljegren, moved
to approve the Ordinance Amendment. Carried 5-0.
D. Consider Fireworks Contribution to Stillwater for 2014 4'of Jul
Fireworks: Councilmember Liljegren, seconded by Councilmember
Dougherty, moved to contribute$7,000.00 for fireworks. Carried 5-0.
E. Approve Project Award to Openwood Studios for Oak Park Crossing Park
Ste: Councilmember Swenson, seconded by Councilmember
Dougherty, moved to authorize staff to contract with Openwood Studios to
have the sign manufactured and installed adjacent to the south frontage
road entrance way to the park at a price not to exceed $5,160.00 with
funding coming from the Xcel Energy Park contribution. Carried 5-0.
VIII. Other Council Items or Announcements
Mayor McComber reported that the City received the Playful City USA
designation for 2014.
IX. Adjournment
Councilmember Swenson, seconded by Councilmember Liljegren, moved to
adjourn at 7:40 p.m. Carried 5-0.
Page 8 of 50
City Council Meeting Minutes
May 13, 2014
Page 4 of 4
Respectfully submitted, Approved as to Content and Form,
Jennifer Pinski Mary McComber
Deputy Clerk Mayor
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Oak Park Heights 3
Request for Council Action
Meeting Date May 27, 2014
Agenda Item Approve License for Sale/Storage of Consumer Fireworks for Wal-Mart#1861
Time Req. 0
Agenda Placement Consent
Originating Department/Requ or Administration/Jennifer Pinski
Requester's Signature _
Action Requested Approve
Background/Justification(Please indicate any previous action has been taken or if other public
bodies have been advised).
Wal-Mart#1861, located at 5815 Norell Avenue North, has applied for a license to sell/store
consumer fireworks inside its store. The appropriate fee was paid, and the Chief of Police
conducted the background investigation. I recommend approval of the license.
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4
Oak Park Heights
Request for City Council Action
Meeting Date M!qy 27 2014
Agenda Item Title Planning Commissioner Reappointment: Dan Thurmes
Time Required 1 minute
Agenda Placement Consent
Originating Department/Requestor Administration/Julie Hultman
Requester's Signature
Action Requested Reappoint Dan Thurmes to Planning Commission
Background/Justification (Please indicate any previous action, financial implications including budget
information and recommendations).
Commissioner Thurmes was appointed to fill the uncompleted term of former
Commissioner Dan Squyres on August 8, 2013. This term will culminate May 31, 2014.
At the May 15, 2014 Planning Commission meeting, Commissioner Dan
Thurmes indicated that he wished to seek reappointment to the Planning
Commission.
Planning Commission terms are three years in length. A full term appointment
for Commissioner Thurmes would be May 31, 2014 to May 31, 2017..
Recommendation:
Reappoint Dan Thurmes to the Planning Commission for a full terra, commencing at
time of City Council appointment through May 31, 2017.
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Oak Park Heights
Request for Council Action 5
Meeting Date A1Ln1 26" 2011
Time Required: 1 Minute
Agenda Item Title: Appoint Ms. Madison Fox-Christensen to the City Administrative Intern
Position
Agenda Placement Consent enda
Originating Depa tment/Reques i City Administrator
Requester's Signature T�— --
Action Requested LL .Madison Fox-Christensen to the Cily Administrative Intern
Position "`c to final back ound check
Background/Justification(Please indicate if any previous action has been taken or if other public
bodies have advised):
The City had received 5 applications for the part-time, temporary Oak Park Heights internship position
and 3 candidates were interviewed by a committee including myself PWD Andy Kegley and Jennifer
Pinski, Deputy Clerk. It should be noted that many were well qualified for the internship opportunity
and each would have been an asset.
At this time Ms. Madison Fox-Christensen is the preferred candidate due to her GIS experience,
education and availability. Ms. Madison Fox-Christensen is a graduate student at St. Mary's seeking
her Master's Degree in Geographic Information Systems and is a graduate of Mankato State
University.
The expected hours of 16-20 per week, are to be on Wednesdays and Fridays, commencing the week
of June 2 d,2014. The expected work projects include working on the City's Park and Trail Mapping,
submitting language to the State of MN—DNR about securing a designation of REGIONAL
SIGNIFCANCE to the new"Loop Trail and adjacent Parks, general office support and other smaller
projects.
The pay scale as offered is $10.00 per hour and will cap at approximately $3,500; or about 20 weeks of
services when FICA and other ancillaries are included. The 2014 Budget has allocated funding in the
current budget for up to $5,000 in temporary labor/services.
Recommendation; Appoint Ms, Madison Fox-Christensen to the City Administrative Intern
Position,subject to the final background check by the Police Department.
Page 15 of 50
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6
Oak Park Heights
Request for Council Action
Meeting Date May 27th, 2014
Time Required: 5 Minutes
Agenda Item Title: Advanced Warning Flashers_Nova Scotia and 58th street
Agenda Placement Qt_j)Business
Originating Department/Requestor Eric Johson, City Administrator
Requester's Signature f
Action Requested —Discussio -Possible Action
Background/Justification($lease indicate if any previous action has been taken or if other public
bodies have advised):
During a Council meeting in April, the City Council discussed the possibility of installing advanced
warning flashers at the intersection of 58'h Street and Nova Scotia Ave. These flashers are meant to give
drivers some noticeable advance warning when they are pedestrians in the roadway.
Traffic Control Corporation (a City of Oak Park Heights firm) did kindly provide a summary quote of the
needed equipment apparatus to provide such as system in the locations and an installation quote from
Linner Electric. This equipment matches what was installed on Oakgreen Ave, but slightly shorter poles.
$7,955(Equipment) + $3,950 Installation =$11 905.
Actions to Consider:
1. All current crosswalks are in compliance with approved standards; this project would be an
enhancement.
2. Timing,when might the Council desire to install this equipment.
3. Funding sources: This project does not have a dedicated funding source at this time, however as this
is a new project and generally benefits the City's trail-way systems, the City park Dedication Fund
($700K+ balance) may be considered as well as the undesignated portion of the City's Budgeted
Projects fund which has a balance of over$100,000.
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Page 21 of 50
LIN N ER ELECTRIC CO., INC.
14580 61st St. Ct. N., Stillwater, MN 55082
(651) 439-4072
PROPOSAL
City of Oak Park Heights May 19th, 2014
14168 Oak Park Blvd.
Oak Park Heights, MN 53082
Job: Walk way poles and bases at Nova Scotia Ave.
Dig and install concrete bases on each 2 1050.00 2100.00
side of Oakgreen Ave.
(location ok'd by Eric Johnson)
Install and assemble poles with heads 2 875.00 1750.00
supplied by the city
All solar power, no wiring needed.
TOTAL $3,950.00
Dick Zeuli
Note: All bases for these poles must be dug and poured before frost.
Page 22 of 50
TRAFFIC CONTROL Quotation No: 414262-00
C O R P O RATIO N Quotation Date: 05/19/2014
5651 Memorial Avenue Customer No: 013158
Oak Park Heights, MN 55082 Page No: 1
OAK PARK HEIGHTS
14168 Oak Park Blvd. Letting: clone
OAK PARK HEIGHTS MN 55082-2004
Phone: ( ) - JSF CROSSWALK FLASHERS
Fax: ( ) Your Request No: EMAIL
A TTN: ERIC JOHNSON
Extended
Item Part No 1 Description Quantity Unit Price Price
001 NOVA SCOTIA AVENUE 1.00 EA 7,955.00 $7,955.00
2-JSF-AB-2412-Yellow Housing with Yellow LED, Dual 12"and Push
button(to be mounted on pedestal pole quoted below)
2-Campbell Pushbuttons wl Housing
2- 10 fit pedestal pole, base&windcollar
Total Items Price $ 7,955.00
Above prices do not include sales tax.
Payment terms are Net 30 days with prior approved credit.
Prices are firm for 30 days.
Delivery Is approximately 45-50 days after release.
Sincerely,
Callee Stangl
Voice: 651-439-1737 Website:www_trafficcontrolcorp.com Fax: 651439MIJ23 of 50
Data Sheet
tochno osies
Pedestrian-Activated Crosswalk Beacon: 2400 Series
AB-2408, AB-2412
4
f
This pedestrian-activated or remote-activated crosswalk beacon is the perfect solution for temporary or permanent locations:
Crr =,,. Great for any mid-block or uncontrolled crosswalk.
® Fire Stations Give your emergency vehicles a chance to enter the roadway by alerting drivers.
M Parking Lots From shopping malls to private industrial sites, they're all a hazard for pedestrians.
Construction Sites Aid pedestrians in crossing away from construction sites and closed sidewalks.
�* College Campuses Busy and packed with pedestrians.
K U� U-1"c<:, Designed and manufactured in North America.
1 Clean Technology Solar-powered and wireless to save on power bills and end roadway trenching.
r Flexible Adjustable flash pattern and activation duration to accommodate varying traffic conditions.
f Reliable Energy management system to ensure operation under all environmental conditions.
X Simple Installs in minutes to minimize traffic disruption and allow for relocation and re-purposing.
r Elegant Self-contained, cabinet-free, discrete design to enhance streetscapes and inhibit vandalism.
www.jsftech.con
Page 24 of 50
35-5/8' 7/8'
i
i
11-1/2" 15"
I
21-5/8" 08" 26-7/8"
12"
Dimensions are in Inches ±1/16" Dimensions are in Inches ±1/16`
Solar Panels 2 panels 4 panels Solar Panels 4 panels 6 panels
Batteries 2 batteries 4 batteries Batteries 4 batteries 8 batteries
Manufactured Weight 32 lbs.115 kg) 45 lbs.{20 kg) Manufactured Weight 53 lbs (24 kg) 72 ibs.(33 kgl
Shipping Weight 38 lbs.117 kg) 51 lbs.123 kg) Shipping Weight 61 lbs.(28 kg) 82 lbs.(37 kg)
Shipping Dimensions 30"x 24"x 12" 35"x 27"x 14" Shipping Dimensions 35"x 27"x 14" 35"x 27"x 14"
S. sy tem_4verview __.. Co_mmunicatipn
Operation Pedestrian push button or rernote controlled Type ISM spread spectrum radio,902-928 MHz
Flash patterns MUTCD(0.5 second on,0.5 second off)or Range 110 yards(100 m)
JSF Tech High Visibility Strobe Pattern Network addresses 8 unique addresses to avoid interference
Variations Synchronized or Wig-Wag(alternating) between multiple crosswalk locations
Activation duration Variable from 5 seconds to 60 minutes Compatiblity Ali AB family units
Min.solar requirements 48 min inso)ation/day LED Module_ _
Operating temperature -40°F to+165°F(-40°C to+74°C) Peak intensity 500 candela
Controller input voltage 4 V DC Horizontal divergence 30°
Controller output voltage 12 V DC Size 8"or 12"diameter[200 mm or 300 mm}
Solar panels 4.5 W,6 V,756 mA(per panel) LED color Amber
Batteries BC cell,2 V,25 Ah
Sealed lead acid,non-spillable gel, __Phh/5ical Design
5 year lifespan(field replaceable) Configuration Fully self-contained
Alternate power AC/Solar hybrid available Chassis and solar engine 6061-T6 powder coated aluminum
Power_Management Signal housing Polycarbonate
Rated usage 300 cycles per day,20 second activation Cofor Black,green or yellow
Charged capacity 60 days at rated usage(without charging) Available mounting for Round pole:3.5",4.5"
Auto brightness 6 stages of brightness for different light Mid-pole side mount
conditions and battery levels Warrant
Self monitoring Visual notification of sub-optimal operation Standard 5 year system warranty(including batteries)
JSF Technologies is backed by a select group of resellers around the globe.To find a representative in your region please contact us:
tFA +1.800.990.2454
t�Ch n O L o S l e S www.jsftech.com
Rev 8--November 1,2012 *Specifications subject to change without notice.
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Page 26 of 50
M
7
Oak Park Heights
Request for Council Action
Meeting Date MU 27th, 2014 _
Time Required: 5 Minutes
Agenda Item.Title: Establish TIF Area 1-2 aad-Rglalcd Ehlers A m nt_ —R vise
Schedule and U dated Resolution
Agenda Placement Old Business
Originating Department/Request Ayric Johnson UM-Administrator
Requester's Signature
Action Requested See below
IV
Background/Justification(Please indicate if any previous action has been taken or if other public
bodies have advised):
THE ABOVE ACTIONS WERE APPOVED IN MARCH 2014,HOWEVER AS A RESULT OF SOME
FURTHER DISCUSSION ABOUT THE FRONTAGE ROAD REALIGNEMENT AND FURY MOTORS A NEW
SCHEDULE NEEDS TO BE CRAFTED AND WITH IT A NEW RESOLUTION—PLEASE SEE ATTACHED.
1. Approve the enclosed Resolution,calling for the holding of a public hearing for the establishment of a TIF
district in the depicted area---to be held on July 8th,2014.
Page 27 of 50
RESOLUTION NO.
RESOLUTION CALLING FOR A PUBLIC HEARING BY THE CITY COUNCIL
ON THE PROPOSED MODIFICA'T'ION OF THE DEVELOPMENT PROGRAM
FOR DEVELOPMENT DISTRICT NO. 1 AND THE PROPOSED
ESTABLISHMENT OF TAX INCREMENT FINANCING DISTRICT NO. 1-2
THEREIN AND THE PROPOSED ADOPTION OF THE TAX INCREMENT
FINANCING PLAN THEREFOR;
BE IT RESOLVED by the City Council(the"Council")for the City of Oak Park Heights,Minnesota(the"City"),as
follows:
Section 1. Public Hearing. This Council shall meet on July 8,2014,at approximately 7:00 P.M.,to hold a
public hearing on the proposed modification of the Development Program for Development District No. I and the
proposed establishment of Tax Increment Financing District No. 1-2, (a renewal and renovation district—map of
area below), and the proposed adoption of the Tax Increment Financing Plan therefore (together the "Program and
Plan"), all pursuant to and in accordance with Minnesota Statutes, Sections 469.124 to 469.133, and Sections
469.174 to 469.1794,inclusive,as amended, in an effort to encourage the development and redevelopment of certain
designated areas within the City;and
9038 0818 /
f TIF Area 1.2(2014) I
1 _ (Outlined in Red) i
OR 1
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Section 2. Notice of Public Hearing, of Development_I'rogram, TIF Plan and Development
Agreement. City staff is authorized and directed to work with Ehlers&Associates, Inc.,to prepare the Program and
Plan, and to forward documents to the appropriate taxing jurisdictions including Washington County and
Independent School District No. 834. The City Administrator is authorized and directed to cause notice of the
hearing,together with an appropriate map as required by law,to be published at least once in the official newspaper
of the City not later than 10,nor more than 30, days prior to July 8, 2014, and to place a copy of the Program and
Plain on file in the City Administrator's office at City Hall and to make such copy available for inspection by the
public.
Dated: May 27,2014
Adopted:
Mayor
ATTEST:
City Administrator
Page 28 of 50
SCHEDULE OF EVENTS
CITY OF OAK PARK HEIGHTS
WASHINGTON COUNTY,MINNESOTA
FOR THE MODIFICATION OF
DEVELOPMENT DISTRICT NO. I
AND THE ESTABLISHMENT OF
TAX INCREMENT FINANCING DISTRICT NO. 1-2
(a renewal and renovation district)
April, 2014 City building official reviews buildings for substandard qualifications.
May 27, 2014 City Council calls for public hearing on the proposed modification of
Development District No. I and the proposed establishment of Tax Increment
Financing District No. 1-2.
May 27, 2014 Project information (property identification numbers and legal descriptions,
detailed project description, maps, but/for statement, list of sources and uses of
funds, and estimated fiscal impacts of the project public improvements and on
fire and police protection)for drafting necessary documentation sent to Ehlers&
Associates.
NIA Project information submitted to the County Board for review of County Road
Impacts(at least 45 days prior to public hearing). The County Board, by law,has
45 days to review the TIF Plan to determine if any county roads will be impacted
by the development.
May 27, 2014 Ehlers & Associates confirms with the City whether building permits have been
issued on the property to be included in TIF District.
June 2014 City building official provides final report.
June 6,2014 Fiscal/economic implications received by School Board Clerk and County
Auditor(at least 30 days prior to public hearing). [Ehlers &Associates will fax&
mail on or before June b, 2014.]
June 12,2014 Planning Commission reviews Development Program and TIF Plan at 7:00 P.M.
June 16,2014 Ehlers & Associates conducts internal review of Development Program and TIF
Plan.
June 20,2014 Date of publication of hearing notice and map for establishment of TIF District
(at least 10 days but not more than 30 days prior to hearing). [Stillwater Gazette
publication deadline: June 18, 2014. Ehlers & Associates will submit notice,
map, and instructions to the newspaper via email on or before June 18, 2014.1
RS
FREE
•33ociE
Page 29 of 50
SCHEDULE OF EVENTS -- PAGE 2
CITY OF OAK PARK HEIGHTS
WASHINGTON COUNTY,MINNESOTA
FOR THE MODIFICATION OF
DEVELOPMENT DISTRICT NO. 1
AND THE ESTABLISHMENT OF
TAX INCREMENT FINANCING DISTRICT NO. 1-2
(a renewal and renovation district)
July 8, 2014 City Council holds a public hearing at 7:30 P.M.on the establishment of Development
District and the establishment of TIF District, and passes resolution approving
the Development Program modification and TIF Plan. [Ehlers &Associates will
send Council packet information to City via email by July I, 2014.]
July 9, 2014 City can issue building permits.
By June 30, 2015 Ehlers & Associates files Development Program and TIF Plan with the MN
Department of Revenue and the Office of the State Auditor, and requests
certification of the TIF District with Washington County.
An action under subdivision 1, paragraph(a), contesting the validity of a determination by an authority under section 469.175,
subdivision 3,must be commenced within a later of:
�1) 180 days after the municipal' 's approval under section 469.175,subdivision 3;or
2) 90 days after the request for certification of the district is filed with the county auditor under section 469.177,
subdivisions.
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Page 32 of 50
8
Oak Park Heights
Request for Council Action
Meeting Date May 27, 2014
Time Required: 5 Minutes
Agenda Item Title; Authorize Torch Run and 5K Event upon Ci1y Properties—Special
Olympics '
Agenda Placement New Business
Originating Department/R uestor En Johnson�Cit Administrator
Requester's Signature J
Action Requested u"Khorize the execution of the permit for both events.
Background/Justification(Please 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—Both on June 27th. . Following the City's past practices, enclosed is a
copy of the DRAFT Permit Agreement 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 Sherriffs Office will be
participating in this event and assisting at crossings, etc. For the 5K fun run, similarly there are
not anticipated to be dedicated City staff.
Like all similar permits, the Permit does require that a fee of$].,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.
Staff would recommend approval subject to the final approval of the Chief of Police and
City Attorney of a final Agreement document. (Draft enclosed).
The Council should also consider the action on the$500 fee.
Page 33 of 50
AGREEMENT
CITY OF OAK PARK HEIGHTS—SPECIAL OLYMPICS—TORCH RUN -5K
EVENT PERMT TERMS AND CONDITIONS
THIS AGREEMENT is made this 20th day of May , 2014 between the CITY OF
OAK PARK HEIGHTS, Washington County, Minnesota ("City"), and the Special
Olympics Minnesota(SOMN).
RECITALS
I. Event. The City hereby authorizes SOMN to organize and conduct two
events on June 27th, 2014: the Events are: a Special Olympics Torch Run Event and 5K
Run; both are anticipated to be held upon City trails and right-of-ways held in
conjunction with the Special Olympics Event being held at the Stillwater Area High
School. The Torch Run will held prior to 5:00 pm ; the SK will be held after 4:00 PM+/-
2. Torch Run/ 5K Race Route. (See Maps--"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 each.
3. Traffic 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 first-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 maps in 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. Closing 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. Community Information. 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
Page 34 of 50
AGREEMENT
CITY OF OAK PARK HEIGHTS—SPECIAL OLYMPICS—TORCH RUN -5K
EVENT PERMT TERMS AND CONDITIONS
THIS AGREEMENT is made this 20th day of May , 2014 between the CITY OF
OAK PARK HEIGHTS, Washington County, Minnesota ("City"), and the Special
Olympics Minnesota(SOMN).
RECITALS
I. Event. The City hereby authorizes SOMN to organize and conduct two
events on June 27th, 2014: the Events are: a Special Olympics Torch Run Event and 5K
Run; both are anticipated to be held upon City trails and right-of-ways held in
conjunction with the Special Olympics Event being held at the Stillwater Area High
School. The Torch Run will held prior to 5:00 pm ; the SK will be held after 4:00 PM+/-
2. Torch Run/ 5K Race Route. (See Maps--"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 each.
3. Traffic 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 first-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 maps in 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. Closing 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. Community Information. 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
Page 34 of 50
Olympics Events. A copy of this communication shall be supplied to the City prior to
May 21 st, 2014
7. 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.
The SOMN shall also indemnify and hold harmless the City with regard to any claims,
causes of action or demands that might be brought against the City from any participants
of this event as contemplated in this Agreement.
8. 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.
9. Use of City Parks. SOMN may separately request in writing the use of
various City Parks during set up, execution of the Race, and tear-down. The City shall
endeavor to facilitate such use subject to prior reservations of record and in all situations,
use of City park and shelters shall operate under City Ordinances and shall remain open
to the public.
10. City Costs. SOMN is responsible to ensure that the City is reimbursed for
all costs incurred by the City to allow such Race, including but not limited to City Police
Department, Public Works Department, and Fire Department and as needed to safely
conduct and maintain the event. A refundable cash deposit of$1,000.00 and the $500
impact fee (unless specifically waived by the City Council)must be made to the City by
SOMN no later than May 28th, 2014. This amount shall serve as a security to the City
and shall be reimbursed to SOMN at such time SOMN pays to the City all costs incurred
by the City and/or penalties due The City shall invoice SOMN within 60 days of the
Race for all City costs incurred for the Race.
11. Term. The term of this Agreement is for six-months unless terminated
earlier by the City. Notwithstanding the conditions as outlined in Section 12, the City
may terminate this Agreement for just-cause as determined by the City Council and with
10 days written notice.
12. Compliance. Failure on the part of SOMN to comply with specific
provisions of this Agreement, including the providing of the preparatory documents and
actions may result in the City implementing monetary penalties in the amount of$200.00
for each violation and/or the City's revocation of permission to hold this race within the
City.
2
Page 35 of 50
Olympics Events. A copy of this communication shall be supplied to the City prior to
May 21 st, 2014
7. 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.
The SOMN shall also indemnify and hold harmless the City with regard to any claims,
causes of action or demands that might be brought against the City from any participants
of this event as contemplated in this Agreement.
8. 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.
9. Use of City Parks. SOMN may separately request in writing the use of
various City Parks during set up, execution of the Race, and tear-down. The City shall
endeavor to facilitate such use subject to prior reservations of record and in all situations,
use of City park and shelters shall operate under City Ordinances and shall remain open
to the public.
10. City Costs. SOMN is responsible to ensure that the City is reimbursed for
all costs incurred by the City to allow such Race, including but not limited to City Police
Department, Public Works Department, and Fire Department and as needed to safely
conduct and maintain the event. A refundable cash deposit of$1,000.00 and the $500
impact fee (unless specifically waived by the City Council)must be made to the City by
SOMN no later than May 28th, 2014. This amount shall serve as a security to the City
and shall be reimbursed to SOMN at such time SOMN pays to the City all costs incurred
by the City and/or penalties due The City shall invoice SOMN within 60 days of the
Race for all City costs incurred for the Race.
11. Term. The term of this Agreement is for six-months unless terminated
earlier by the City. Notwithstanding the conditions as outlined in Section 12, the City
may terminate this Agreement for just-cause as determined by the City Council and with
10 days written notice.
12. Compliance. Failure on the part of SOMN to comply with specific
provisions of this Agreement, including the providing of the preparatory documents and
actions may result in the City implementing monetary penalties in the amount of$200.00
for each violation and/or the City's revocation of permission to hold this race within the
City.
2
Page 35 of 50
The City will provide written notice to SOMN for each violation and will bill SOMN
for such violation. The City may also conclude, through the decision of the Chief of
Police 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 21 st,
2014
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 event. SOMN shall supply a copy of this
document to the City not later than May 21st, 2014 and shall be affixed here to as
"Exhibit B".
15. City Commitments. 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 June 10th, 2014, 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)
1 ST N G
�
s
W 8
Private Road Section
% s2 5593
-A .
5s 54-A All
5376 53W 399
SsTa 5394 T
53K b
sssa
3
Page 36 of 50
IN WITNESS WHEREOF, the parties have set their hands effective the day and
year first written above.
Special Olympics Minnesota
By
its Dave Dorn,President
STATE OF MINNESOTA )
)0
COUNTY OF WASHINGTON }
The foregoing instrument was acknowledged before me this _th day of May, 2014, by
the , the duly authorized agent for the Special Olympics
Minnesota.
Notary Public
City of Oak Park Heights
Mary 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, 2014, by Mary
McComber,Mayor,and Eric Johnson,Administrator,for the City of Oak Park Heights.
Notary Public
4
Page 37 of 50
Exhibit A
Route +
Page 38 of 50
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•' 39 of 50
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Page 44 of 50
9
Oak Park Heights
Request for Council Action
Meeting Date._ May 27'h, 2014
Time Required: 10 Minutes
Agenda.Item Title: SRO Position—Stillwater Area High School
Agenda Placement New Busine
Originating Department/Re stor Johnson I(Ntv Administrator
Requester's Signature
Action Requested Discussio Possible action
d'
t
Background/Justification(Please indicate if any previous action has been taken or if other public
bodies have advised):
At the City Council work session held on May 13`",the Council discussed the possibility of having the
School Board Chair attend the next City Council meeting to engage in the discussion of the SRO funding
and scope. I did reach out to the Chair, Tom Lehman and he informed me that he would be happy to
attend and discuss this matter.He would also bring with him staff members who could also assist in the
discussion.
As far as we know as of this date,there has not yet been a formal decision to eliminate or reduce the
funding of the SRO, but I would suspect is a policy and funding choice the District is apparently inclined
to examine given resources and other budget savings options.
Whether a decision is reached this evening,or soon thereafter, it should be noted that any decision should
be for a period of years as the City cannot staff-up an SRO one year,have it part time the next,not have
it,etc.Consistency is always best in this regard.
Enclosures: Staff memo Dated May 7'h,2014
Letter Dated May 10,2014 to Ryan Lagger, ISD 834,discussion of options
Page 45 of 50
POLICE DEPARTMENT
CITY OF OAK PARK HEIGHTS
14168 OAK PARK BLVD.NORTH , P.O.BOX 2007
OAK PARK HEIGHTS, MINNESOTA 55082
TELEPHONE:(651)439-4723
FAX:(651)439-3639
EMERGENCY:911
May 7, 2014
To: Mayor McComber and Council
Eric Johnson, City Administrator
Re: SRO Position at SWANS
As we are currently in the process of replacing the position of a patrol officer and the subject has
been broached by the SW School District of possibly not continuing the position of SRO at the
school or only continuing it on a limited basis, it is prudent to discuss the situation at this time.
This situation presents a number of issues to be considered by the city in response. As you are
aware the school district has been reimbursing the city for the direct costs associated with the
officer assigned to the school during the time period the officer is working full time at the school.
This has been in the area of$95,000.00. This is above the conditional use permit required
amount which I believe to be 25% of the cost of an SRO. No contract has been able to be
located to determine how or when the increase was implemented or under what circumstances.
A one year officer salary and benefits cost is approximately$100,885.00. The city has been
receiving the actual cost of the officer assigned and not just the one year officer salary and
benefits rate amount for the nine month period the officer is at the school. The city pays the
salary and benefit costs during the 3 months the officer is not at the school. This amount has
been higher dependent upon who is assigned to the position. Officer Paradise has been assigned
to SRO/Investigations starting with the 2014 school year.
Historically the school did start with a part time SRO of 2 days per week. This was
accomplished with an officer working part time as an SRO and then assigned to investigations/
patrol the remainder of time. I believe this was changed in the 2nd year of operation of the school
to full time due to the heavy demand for the SRO at the school. The school being built in 1993,
this means we have had a full time SRO at the school for approximately 19 or 20 years.
Currently the SRO is handling 150-200 documented calls during the school year. This number is
significantly lower than the total incidents handled by the officers that are not recorded as an
assigned call. The officer routinely assists staff with disorderly students, monitoring student
activities, assisting other agencies with students at the school, dealing with parents at the school
etc. There is also significant time involved in follow up and investigation of incidents both from
during school hours to those happening outside of school along with statutory reporting
requirements.
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Not replacing the SRO will put significant burden upon the police department resources. Just the
basic call response of 150-200 calls per year is a significant increase in calls for service during
this essentially short period of time from 0800-1430 hrs. M�-F during the school year. When you
add in the time involved with follow up and investigations for these incidents the time required
becomes burdensome. The department will still have an obligation to respond to the calls
regardless of funding of the position by the school. This will take away significant time from
patrol officers to respond to other incidents around the city as well as investigative time. The
school is an institution with 3,000 to 4,000 students and staff. This is nearly the population of
the city.
Regardless of political and funding expectations,my position is one of efficiency and
responsiveness to the community by the department and safety of the students and staff at the
school. We have seen significant events happening at the school in the past from weapons,
drugs, fights, emotionally disturbed students, upset parents etc. The deterrent effect can never be
quantified.
I feel not providing the position whether funded as a percentage or in whole by the school district
would be a significant disservice to the community as a whole as well as those in the school.
We have increased our staffing levels of the police department by one officer in 2013 due to
increased call loads and follow up time required by our officers in the city to provide
Professional responsive service to the city. This call load has not diminished. Reverting back to
that staffing level and also pulling from it to provide some Ievel of SRO service to the school is
not providing the level of service expected by our citizens.
My recommendation is to continue with the staffing levels we currently have. Delaying the
process of hiring awaiting a determination from the school does not solve the problem, rather
Only extends and compounds the problem. Waiting will delay the ability of the department to
have an officer trained and ready to fill a patrol position. The financial and political issues may
resolve themselves with the school deciding to fund the position as has been done in the past, or
to provide some funding at a reduced amount as they have discussed with the city to this point. I
present the position that those considerations be dealt with separately and we continue to provide
the position as we have been which I feel is the responsible position to take for our students,
parents, and staff at the school.
Respectfully submitted;
Brian DeRosier
Chief of Police
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POLICE DEPARTMENT
_ CITY OF OAK PARK HEIGHTS
y'k
1
14168 Oak Park Blvd. N.+PO. Box 2007 Brian DeRosier
Oak Park Heights, Minnesota 55082 Chief of Police
Telephone:(651)4394723
Fax:(651)438-3639
Emergency:911
May 14,2014
Ryan Laager
Stillwater School District 834
1875 Greeley St So.
Stillwater, MN 55082
Mr. Laager;
The safety of the population of nearly 4,000 students and staff at the high school is priority and as we
know maintaining the SRO position while the District continues to explore and seek options to restore
funding options for a full time commitment is important.The SRO position has been at the school since
the inception of the School and full time for the last 15 years or more;and the SRO is handling 150 or
more documented calls for police issues per year during the school year. This is a significant number of
incidents especially when adding on top of that the.assistance provided to staff and students that are
not documented as calls for service.
You indicated that at this time the District is in the position of providing approximately one-half of the
past years funding in the amount of$45,000.00 annually, approximately a 50%reduction. Considering
this, the Oak Park heights Police Department at this time and given current resources would be in a
position to continue to provide a trained SRO for that 50%staff level commitment. The SRO would be
in the school on varying days and hours to account for that 50%or a 20 hr, a week commitment.
These varying hours and or days providing both the school administration and police administration the
ability to plan on the days and hours the officer would be at the school vs.working for the Police
Department on other required and.needed duties. The schedule would not be public ahead of time and
only available to school administration and the.police administration allowing for a random appearance
of the officer at the School. If due to significant issues the SRO was spending more time in a given week
then an adjustment of time could be made the next week. But in all cases the position would be only
part time and that expectation should be clear and paramount.
The Oak Park Heights Police Department being the law enforcement agency responsible for the
jurisdiction at the school will continue to respond when called for crimes in progress,crimes against
persons,or property damage crimes even if the SRO is not present. Status crimes or school issues would
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be documented and handled by school officials until the next time the SRO was at the school when the
issue could be addressed If there was a need. Please be carefully aware that there would not be special
traps or advantages offered to the School while the SRO Is not on site and all crimes/activities would be
treated as any other facility, public or private In the City.
The City would encourage the District to allocate the necessary funding.so that the SRO remains a full-
time position, but is if this Is an option the District is interested in we can continue to discuss the
logistics and specific details as needed. Lastly,the City will not engage in a one-year on—one year off
scenario, commitments will need to be made with a reasonable time horizon of at least three years.
It is my understanding the Oak Park Heights City Council is also reaching out to the School Board Chair to
have a discussion over this Issue of continuing a full time SRO. Hopefully there can be a resolution to
your funding issue and continue with a full time SRO at the Nigh School as it is indeed warranted.
Finally,the Oak Park Heights City Council will need to approve any formal agreement such as discussed
above.
Thank you,
Brian DeRosier
Chief of Police
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