HomeMy WebLinkAbout01-27-15 Council Packet CITY OF OAK PARK HEIGHTS
TUESDAY, JANUARY 27, 2015
CITY COUNCIL MEETING AGENDA
7:00 P.M
7:00 P.M. I. Call to Order/Pled e of Alle 'ante/A roval of A enda
Estimated
times
7:05 p.m. H. Council/Staff Reports
A. Mayor McComber
B. Councilmember Dougherty
C. Councilmember Liljegren
D. Councilmember Runk
E. Councilmember Swenson
. Staff
9 Recycling Award (pg.3)
7:10 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).
7:15 p.m. IV. Consent Agenda(Roll Call Vote)
A. Approve Bills & Investments
B. Approve City Council Minutes—January 13, 2015 (pg. 5)
C. Approve Summer Park Programing for 2015—Position and Events (pg. 11)
D. Accept Donation to Police Department of$3,000 (pg. 25)
E. Approve JPA for Fuel Contract(pg. 29)
7:20 p.m. V. Public Hearings
None
7:20 p.m. VI. Old Business
A. St. Croix River Crossing Project Update (no enclosure)
B. Street Reconstruction—Area D—Update(pg.39)
7:30 p.m. VII. New Business
A. Consider Street Assessment Abatement—D. Corblick—Area E (pg. 43)
B. Consider Adoption of Policies (pg.47)
C. Wall Removal—City Hall Conference Rooms (pg.51)
D. Oak Park Heights—A Twenty Year Vision Concept(pg. 61)
E. St. Croix River Crossing—Resolution Related to City Costs and Reimbursements
(pg. 75)
8:00 p.m. VIII. Other Council Items or Announcements
8:55 p.m. IX. Adjournment
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Page 2 of 88
:5
Oak Park Heights
Request for Council Action
Meeting Date January 27, 2015
Agenda.Item Recycling Award
Time Req. 0
Agenda Placement Staff Reports
Originating Department/Requ for dministration/Jennifer Pinski
Requester's Signatur
Action Requested Re e formation
Background/Justification(Please indicate any previous action has been taken or if other public
bodies have been advised).
See Attached.
Page 3 of 88
City of
Oak Park Hei hts
14168 Oak Park Blvd. N,Box 2007.Oak Park Heights,MN 55082.Phone(651)4394439.Fax(651)439-0574
January 22, 2015
Mark McElligott
5755 Newgate Avenue North
Oak Park Heights, MN 55082
Dear Mr. McElligott:
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, January 22, 2015, 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.
Congratulatio-rps
G
Jennifr Pinski
Deputy Clerk
TRFF CITY U.S.A.
Page 4 of 88
k
Oak Park Heights
Request for Council Action
Meeting Date January 27, 2015
Agenda Item Approve City Council Minutes—Jgnuary 13 2015
Time Req. 0
Agenda Placement Consent
Originating Department/Requestor A'�ministration/Jennifer Pinski
Requester's Signa
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 88
CITY OF OAK PARK HEIGHTS
TUESDAY, JANUARY 13, 2015
CITY COUNCIL MEETING MINUTES
Call to Order/Pledite of Allegiance/Approval of Agenda: Mayor McComber
called the meeting to order at 7:00 p.m. Present: Councilmembers Dougherty,
Lilj egren, Runk, and Swenson. Staff present: City Administrator Johnson, City
Attorney Vierling, City Planner Richards, City Engineer Mlejnek, Police Chief
DeRosier, and Public Works Director Kegley. Absent: None.
Mayor McComber moved New Business Item A. to Old Business as Item D. and
moved Old Business Item D. to Old Business Item E.
Councilmember Swenson, seconded by Councilmember Liljegren,moved to
approve the Agenda as amended. Carried 5-0.
n.
Swearing in of Police Officer and Recently Elected Officials by Judge Susan
Miles
III. Council/Staff Reports:
A. Mayor McComber: She reported that the Parks Commission's next
meeting was set for January 26 at 7:00 p.m. She also reported that the
Convention and Visitor's Bureau's mixer and board meeting was set for
January 15 and the Experienced EIected Officials' conference was set for
the end of the month.
B. Councilmember Dougherty: He reported that the Washington County
Historical Society Ice Cream Social was set for January 17.
C. Councilmember Lil'e en: He reported that the next Planning Commission
meeting was set for January 15 at 7:00 p.m. with a Public Hearing on the
Oak Park Senior Living Phase 4 PUD.
D. Councilmember Runk:No report.
E. Councilmember Swenson: He reported that the Cable Commission
meeting was set for the following Thursday.
F. Staff. Deputy Clerk Pinski reported that Beverly Milbrath of 14661 57h
Street North was chosen as the recycling award winner.
IV. Visitors/Public Comment:
None
V. Consent Agenda:
Page 6 of 88
City Council Meeting Minutes
December 9, 2014
Page 2 of 4
A. Approve Bills &Investments
B. Approve City Council Minutes—December 9,2014
C. Approve Worksession Notes—January 7, 2015
D. Adopt Resolution Approving Professional Consultants for the City of Oak
Park Heights in 2015
E. Adopt Resolution Designating the Stillwater Gazette as the City of Oak
Park Heights' Official Newspaper
F. Approve Resolution for 2015 Council Appointments
G. Accept Quotes for Winter Boulevard Tree Pruning and Award Bid to St.
Croix SavATree
H. PULLED FROM CONSENT AGENDA: Approve Street Reconstruction
Damage and Repair Settlements
I. Approve Resolution Designating 2015 Checking and Bank Depositories
J. Approve Letter of Understanding for the Animal Humane Society for
2015
K. Approve Position and Letter of Support to the NLC on their Policy
Relating to Truck Weights and Size Limits
L. Accept Donations to Police Fund
M. Accept Donation of$50 to the Police Department from Susan Ricker of
Nolan Avenue
N. Approve Home Occupation Permit Renewals for 2015
O. Approve Salary Adjustment for Exempt Employees
P. Approve Resolution Relating to County State Aid Highway Designations
Mayor McComber pulled Item H. from the Consent Agenda.
Councilmember Swenson, seconded by Councilmember Dougherty, moved to
approve the remainder of the Consent Agenda. Roll call vote taken. Carried 5-0.
Councilmember Runk, seconded by Councilmember Liljegren,moved to approve
the street reconstruction damage and repair settlements. Carried 4-0-1,
McComber abstained.
VI. Public Hearin s•
None
VII. Old Business:
A. St. Croix River Crossing Project Update: No updates.
B. Street Reconstruction Project Update: Mayor McComber reported that an
open house for Area D was held the previous Tuesday. City
Administrator Johnson reported that they were engaged by the City of
Stillwater where the streets were shared. He informed them that
Washington County would make payment up front, and they were waiting
Page 7 of 88
City Council Meeting Minutes
December 9, 2014
Page 3 of 4
to hear from the school district. Johnson reported that Shawn Sanders was
supposed to reach out to those parties and get back to the City.
C. Consider MOVE MN Campaign Participation: Mayor McComber reported
that the MOVE MN Campaign was supported by LMC as part of their
legislative priorities. She reported that 84 percent of funding was lacking,
and there was a push for federal funding down to the local level.
Councilmember Dougherty reported that he did not support something that
increased license tab fees and gas tax. Councilmember Runk said he did
not see a reason for the City to get involved. No action was taken on this
item.
D. Stillwater Motors—Sign Variances—5900 Stillwater Blvd. N.: City
Planner Richards reported that the application was submitted for signage
variances. He also stated that the applicant had submitted additional
requests.
Councilmember Runk, seconded by Councilmember Dougherty,moved to
approve the recommendation of the Planning Commission and refer the
additional requests back to the Planning Commission. Roll call vote
taken. Carried 5-0.
E. Consider Bayport Fire Station Agreement: City Administrator Johnson
provided a PowerPoint presentation. Councilmember Runk, seconded by
Councilmember Liljegren,moved to approve the execution of the Fire
Services Protection agreement as enclosed in the meeting packet subject to
any minor amendments as approved by the City Attorney and City
Administrator and final approval by the other three partners. Carried 4-0-
1, Swenson abstained.
VIII. New Business:
A. MOVED TO OLD BUSINESS AS ITEM
B. 2015 City Council Meeting Dates—Designating 12/8/15 as a Tentative
TNT Hearin Date: Councilmember Runk, seconded by Councilmember
Swenson,moved to designate December 8, 2015 as the tentative TNT
Hearing date.
IX. Other Council Items or Announcements
None
X. Ad'ournment
Councilmember Swenson, seconded by Councilmember Liljegren,moved to
adjourn at 7:51 p.m. Carried 5-0.
Page 8 of 88
City Council Meeting Minutes
December 9,2014
Page 4 of 4
Respectfully submitted, Approved as to Content and Form,
Jennifer Pinski Mary McComber
Deputy Clerk Mayor
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Page 10 of 88
Oak Park Heights
Request for Council Action
Meeting Date January 27,2015
Time Required: 1 Minute
Agenda Item Title: Summer Park Pro —2015—Position&Events
Agenda Placement Consent AgendVZ11"!
Originating Departinent/Request E . joh6on. M Administrator
Requester's Signature
Action Requested A rove S Park Pro in for 201 including Staff hirin .
more detail ow
Background/Justification (Please indicate if any previous action has been taken or if other public
bodies have advised):
The 2015 budget for Sumer Park Programming is $16,000; $7,000 proposed for wages with the
balance of$9,000 for operations and events. Because this is a"salary"the City would not specifically
monitor hours required to complete the events,rather the Event Coordinator is required to input the
necessary hours to successfully execute these events. (There are not anticipated PERA contributions
with this position).
I have enclosed a DRAFT agreement with Ms. Gina Zeuli, for final execution for Proposed Summer
Events Coordinator.
Recommendation: Authorize the holding of the Summer Park Programming for 2015 with the
final event schedules to be determined by the Park Commission and authorize the City
Administrator to negotiate and finalize a salary rate with Ms. Zeuli.
Page 11 of 88
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
January 22nd,2015
TO: Ms.Gina Zeuli
FROM: Eric Johnson,City
RE: Position Offer–(TENT ► PENDING COUNCIL APPROVAL Planned for 1127115)
Dear Ms.Zeuli:
nor v
At this time,the City is extending to you offer of temporary employment for the Summer of 2015,as the Summer
Park Events Coordinator extending from June V'thru approximately September 21,2015.
(Also pending a traditional Background Check by the City Police Department).
The duties anticipated are generally found in the attached job description and require you Nan and execute a minimum
of six(6)"Family Focused"Events and a minimum of eleven(11)"Children's Events";to be held in the City Park
systems consistent with the Oak Park Heights Proposed Summer Programming documents–(See Appendix A when
finalized).As in previous years,you will work with the Park Commission directly to finalize actual events,budgets,
locations,dates,etc.
For compensation,the City will issue to you seven(7)equalized bi-weekly paychecks on the 16th and 30th of each
month for work completed based on the salary stated below. It is unclear exactly how many hours will be required to
fulfill the programming requirements,thus the position is based on a total gross salary and You would simply provide
the necessary time to SuGGESSfUlly execute each event
Position Title: Temporary Summer Park Events Coordinator(See Job Description–
enclosed as Appendix 8)
Total Grow Salary; $6,500.00 (leaving$500 for other assistance N desilred)
Fringe Benefits: None
Approx.Start I End Date: June 1,2015–September 10th,2015.
Please sign below(and return to my attention)acknowledging your receipt and acceptance of this position and its
general scope.
—Date-
M&Gins ZaLfli
Please additionally complete the documents found in Appendix C and return to my attention,
Page 12 of 88
APPENDIX A:
Oak Park Heights Summer Programming-2015
TBD
Page 13 of 88
APPENDIX B: Jab Description
Page 14 of 88
CITY OF OAK PARK HEIGHTS
TITLE: EVENTS,COORDINATOR—(CONTRACTED)
DEPARTMENT: PARKS
REPORTS TO: CITY ADM1NISTRATOR
SUMMARY OF POSITION
Under general direction,Coordinates and plans special events and activities in City Parks to enhance the
City°s commu"ity relationship. Performs other related duties as assigned.
ESSENTYAL JOB FUNCTIONS
1. Plaus,organizes,coordina'ml promotes,and facilitates special events at City parks;
chedules and maintains communication with
speakers,vendors,and participants;
3• ordinates and monitors event timelines;
4. Assists in prqpguiog a variety ofpublications,materials,and programs for evens;
5. Coordinate fundraising efforts,including soliciting donations,sponsorships,and prizes for raffles and
other events;
6. Designs Posters,fliers,displays and other public relations releases;
7. Attends memtiftgs to report on program activities;
S. Explaim policies and procedures for use of City parks to clients and the general public;
9. Resolves problems or complaints from clients or the public in accordance with established policies
and procedures;
10 Opens and secures fkcilitles before and after events;
11. Writes event reports-noting attendance,times,and significant problems;
12.Maintains communication with law enforcement and emergency medical services in order to inform
tlzern of potential situations that may have an effect on their
department or on the City iri general;and
13.Performs other duties as may be required or assigned.
Page 15 of 88
KNOWLEDGE,SKILLS,AND ABIIdTIES
• Ability to direct and manage the work activities Of multiple suppQrt staff groups and satisfy the
contract requirements for events;
" Ability to Ply service,and supervise a variety of events;
• Ability to anticipate equipment and other needs for individual events;
* Ability to effectively plan one's own work and the Work of others;
• Ability to work independently and to meet deadlines,
• Ability to work as a member of a team;
Ability to supervise others;
Ability to follow oral and written insamWons;
• Ability to communicate effectively,both orally and in writing;
+ Ability to develop and maintain effective working relationships with a wide variety of people;
Ability to exercise initiative discretion,and independence of judgment;
Ability to work effectively under pressure and con
time; Pertly Dandle a number of different tasks at one
• Ability to plan and perform duties with only general minimumE supervision; and
• Ability to establish and maintain effective working relations with co-workers,Ci off ci
general public ty als,and
REQUIRED QUALIFICATIONS
• High school diploma or equivalent
• Three(3)years of customer service and/or public relations e
and/or experience that is accepted as xperience;or a combination of education
eP equivalent
s Valid drivefs license
DESIRED QUALIFICATIONS
• EVerience with city,COMM or related government park agency
Page 16 of 88
• Previous experience in public relations or event planning highly desirable
Knowledge of City parks
OTHER ITEMS
• Employees in this classification work irregular hours,evenings,and weekends.
PHYSICAL DEMANDS
While performing the duties of this position,the employee may need to climb,balance,stoop,kneel,
crouch or crawl. The employee may occasionally be required to extend for a
Occasionally be required to lift and/or move up to 40 lbs. period of time and may
WORK ENVIRONAMM
While performing the duties of this job,the employee will work in outside weather conditions(from
extreme cold to extreme heat).
Noise level in the work environment is usually moderate to loud,although the ability to work with
constant noise distractions is required.
Please Note:
The above examples and elements are intended only as an illustration of various types of work
Performed and related skill sets needed by the City and is not all-inclnsi The job description is
subject to change as the needs of the employer and requirements of the job change.
It is the policy of the City of Oak Park Heights to provide equal emplQym€ent o p
All employment policies and practices shall be non-discriminatory,in compliance th federal lawws, n&
statutes and IoM ordinances.
Page 17 of 88
APPENDIX C: Additional Employment Documents
Page 18 of 88
POLICE DEPARTMENT
CITY OF OAK PARK HEIGHTS
14168 OAK PARK BLVD,NORTH•P.O.BOX 2007 Brian Defter
OAK PARK HEIGHTS,MINNESOTA 55082 chief of P9ile9
TELEPHONE:(651)4394723
FAX:(651)439-3639
EMERGENCY.911
Date:
The following named individual has made application with the City of Oak Park Heights
fvr employment.
Last Name of Applicant:
First Name:
Middle:
Maiden,Alias or Former:
Address:
Date of Birth: Race: Gender(M or F):
Social Security Number(optional):
I authorize the City of Oak Park Heights to conduct a background investigation. I also
authorize the Minnesota Bureau of Criminal Apprehension to disclose all criminal history
record information to the City of Oak Park Heights Police Department for the purpose of
employment with the City of Oak Park Heights.
The expiration of this authorization shall be one year from the date of my signature.
Signature of Applicant Date
Notary Signature Date
***If applicant is under 18, parent or guardian must sign below authorizing the
background check and criminal history.
ParentfGuardian Signature Parent/Guardian Print Name Dale
Page 19 of 88
OMB No.16 IS-0047;Expires 48/31/12
Department of Homeland Security Form I-9, Employment
U.S.Citizcnship and Immigration Services Eligibility Verification
Read Instmetiorts carefully before completing this torn. The inslre"Wits mast be available during Completion of this form.
ANTI-DISCRIMINATION NOTICE: It is illegal to discriminate against work-authorized individuals.Employers CANNOT
specity which document(s)they will accept from an employee. The refusal to hire an individual because the documents have a
future expiration date may also constitute Illegal discrimination.
Section 1.Em o ee Information and Verification(To be completed and signed by em Io a at the time employment b ins_}
['riot tVattte: Last First Middle Initial Maiden Nome
Address(Street Nance and Number) Apt.N Date of Birth(morrlh/dgys*or)
City State Zip Code Social Security#
I am aware that federal law provides for I attest,under penalty ofparjury,that I am(check one of the following):
imprisonment and/or fines for ralse statements or ❑ A citizen orthe United States
use of false documents in connection with the ❑ A nonchizen national orthe United States(see instructions)
completion of this form. ❑ A lawful permanent resident(Alien N)
❑ An alien authorized to work(Alien N or Admission N)
until(expiration date,if a licabte-month/ gr
Employee's Signature Date(maniWduylyeav)
Preparer and/or Translator Certification(To be canrplsrad and signed jSection 1 rs prepared by a person other than theearployee.)l arlesi.under•
penalipofperisay,that i lum asslrted in theemnplelion of fhrsform and dot io the beef ofrny knaxnledge the rnformmiw is utre and comwi.
Preparerwranslatoes Signium Prmt Name
Address(Street Name and Member City.Stale,Zip Code} IJate(anxrfh/daylyear}
Section 2.Employer Review and Verification(To be completed and signed by emplover.Examine one document from List A OR
examine one document from List B and one from List C,as listed on the reverse of this form,and retard the title„number,and
expiration date,f any,of the document(s).)
List A OR 7L Est B AND List C
Document title: irc•...
Issging authority:
Daeureent N:
Expiration Date(ifany).
Document#:
N,r sJs
Expiration Date(Ifarly).
C` W171FICATION:I attesti under penalty of perjury,that 1 have examined the document(s)presented by the above-named employee,that
the above-liatnd documents)appear to he genuine and to relate to the employee named,that the employee began employment on
(>rro>:Wdgy v ar) and that to the best of my knowledge the employee is authorized to work in the United States, (State
employment agent may mitmit the date the employee began employment.)
Signature of Employeror Authorized Repmsentative Print Name Title
Business or t7rganimlion Name and AcIdress(Barest Name a 'VMber.City,state,Zip Code) Date(many daydyeff)
Section 3.Updating and Reveritication(To be com leled and si ned errlployel)
A.New Name Cf applicwbte) B.Date of Rehire(motuh/dgWmr)():fappticable)
C If employee's previous grant of work authorization has expired,provide the information below forthe document that establishes current employment authorization.
Document Title: Document N: Expiration Date("fang):
I nfest,under penally of perjury,that to flue beet of my Co.=thia employee 1s outhorind to work Ia We United Stag,and late employee presented
doesroeet(s),the documents)I have eriamlaed appear to be genuine and to relate to the iodlvidual.
Signature o EmployerorAuthorized Representative Date( dq)45,r.)
Form 1-9(Rev.08107/09)Y Page 4
i
Page 20 of 88
LISTS OF ACCEPTABLE DOCUMENTS
All documents must be unexpired
LIST A LIST 8 LIST C
Documents that Establish Both Documents that Establish Documents that Establish
Identity and Employment Identity EMPIQYMent AatbwizatiQn
Authorization OR AND
L U.S.Passport or U.S.Passport Card I. Driver's license or ID card issued by I. Social Security Account Number
a State or outlying possession of the card other than one that specifies
United States provided it contains a
photograph or information such as On the face that the issuance of the
2- Permanent Resident Card or Alien name,date of birth,gender,height does not authorize
Registration Receipt Card(Form eye color,and address employment in the United States
a
United
S
n
n
t
0
e
e
of
Driver's
States
t
license
0
it
-e
te
n
u
se
tly.
'y I. Social Security Account Number
specifies
ard other than one that s 'es
t C issuance of the
thef cetha
au hortzr
e 0
s p t
photograph or information :rd doe,not
27 Resident 0 employment 1 t t 11 .1 d
(Farm rna date , ri
in f birth,
and Card e
Permanent s M� ( ,
Registration Receipt egi ratio�
1-551)
2. Certification of Birth Abroad
�Mrt that contains 2. 1 D card issued by federal,state or
3. Foreign passport that contains a issued by the Department of State
ternPOrarY 1-551 Stamp or temporary local government agencies or (Form FS-545)
provided it contains a
1-551 printed notation on a machine- entities,p
readable immigrant visa Photograph or information such as
name,date of birth,gender,height
eye color,and address 3. Certification of Report of Birth
issued by the Department of State
4. Employment Authorization Document 3. School I D cud with a photograph (Form DS-1350)
that contains a photograph(Form
1-766) ---
4. Voter's registration card 4. Original or certified copy of birth
certificate issued by a State,
5. In the case of a nonimmigrant alien S. UrS,Mflitwy card or draft record county,municipal authority,or
authorized to work for a specific territory Of the United States
employer incident to status,a foreign 6. Military dependent's ID card bearing an official seal
passport with Form 1-94 or Form
1-94A bearing the same name as the
Passport and containing an 7. U.S.Coast Guard Merchant Mariner
endorsement of the alien's Carol S. Native American tribal document
nonimmigrant status,as long as the
period of endorsement has not yet S. Native American tribal document
expired and the proposed 6. U.S.Citizen ID Card(Form 1-197
employment is not in conflict with 9. Drivers license issued by a Canadian )
any restrictions or limitations government authority
identified on the form
For persons under age 18 who 7. Identification Card far use or
are unable to present a Resident Citizen in the United
6. Passport from the Federated States of document listed above: States(Form I-179)
Micronesia(FSM)or the Republic of
the Marshall Islands(RMI)with 10. School record or report card 8. Employment authorization
Form 194 or Form 1-94A indicating document Issued by the
nonimmigrant admission under the 11. Clinic,doctor,or hospital record Department of Homeland Security
Compact of Free Association
Between the United States and the
FSM or RM 1 12. Day-care or nursery school record
Illustrations of many of these documents appear in Part 8 of the Handbook for Employers(M-274)
Fcmn 1-9(Rev.MUM)_YPW 5
Page 21 of 88
Form W,4 (2015) ��at moan$1,000,000 pPh'm�+PPlemantal wages Nonwage Income.If you have a large amount of
nonwaga raceme,such as interest or dividends,
Basic krsb irctions.H you are not exempt,Cc eta consider making estimated tax payments using orm
Purpose Complete Fans w 4 so that your employer the Personal Allowances Worksheet below.The 1040-11,Estimated Tax for Individuals.otherwise,you
can withhold the caned federal income tau from your worksheets on page 2 further adjust your may owe additional tax.If you have pension or annuity
.wh alder completing a new Form w-4 each year withholding allowances based on itemized income.see Pub.505 to find out if you should adjust
and your personal or financial situation changes, deductions,certain credits,adjustments to income, Your withholding on Form W-4 or W-4P.
Exemption ftm withholding.If you are exempt, or two-earnamtmultiple jabs situations. Tw o samara or muRTp[e lops,if you have a
to Vaal ate anar lines 1,2,3,4,and 7 and sign the form Complete all warksineeN that apply.However,you working spouse or more than one job,figure the
to validate it.Your exem tion for 2015 expires may claim fewer(or zero)allowances.For regular total number of allowances you are anttled to claim
February 16.2016,ties Pub.Soy,Tax WiOtrolding wages,withholding must be based on allowances on all jobs using worksheets from only one Form
and Estimated Tax. you claimed and may not be a fiat amount or W-4.Your withholding usually will be most accurate
Note.It another parson can claim you as a dependent Percentage of wages, when all allowances are dalmed on the Form W-4
on his or her tax return.you cannot claim exemption Flead of household Generally,you can claim head for the highest paying job and zero allowances are
from withholding if your income exceeds$1,050 and of household filing status on claimed on the others.See Pub.505 for detail&
includes more than$350 of unearned income 9 you►tax return f if Nonresident man,H
example Interest and dividends). you are unmarried and pay more than 50%of the You area Form nonresident alien,
caefs of kea -rr$out�pear home for yeurseH and your sea Notice 1392,5up�ementel Fain w-4
exem f m withhol even if the employes is a 5o1, s aPtIons,Standard Dadu�,and completing this fb dent Aliens before
dependent,if the employee: Filing information,far information check your withholding.After your Form W-4 takes
•Is age 95 or older. Tax credits.You can take prqoj'sctsd tax credits imo account effect,use Pub.505 to see how the amount you are
•Is blind,a m fIg�14 Your allowable number of withholding allowances. having withheld compares to your rejected total tax
Credits for child or dependent care expenses and the child for 2015.See Pub.505,especialIy if your earnings
•Will claim adjustments to income;tax credits;a tax credit may be claimed using the Personal ARow®nees exceed$130.000(Single)or$180,000(Married).
Itemized deductions,on his or her tax return. WcdRhea below.flea Pub.505 for information on Future develapnrrr�Infcrmaticn about arty future
converting Your ether credits into wftldroldinq aila<vancea, d—lopmerts affgcft Form,W 4(such as legs kbm
enacted after we rdede M WWI be posted at www.k gW1W.
Personal Allowances Worksheet(Keep for our records.
A Enter"1"for yourself if no one else can claim you as a dependent. . . . . . . . A
r •You we single and have only one job;or
B Enter"1"if: S •You are married,have only one job,and your spouse does not work;or g
„ „ l •Your wages from a second job or your spouse's Wages(or the total of both)are$1,500 or less.
C Enter 1 for g s
your spouse.But,you may choose to enter"-0-"if you are married and have either a working spouse or more
than One job.(Entering"-0-"may help you avoid having too little tax withhetd.) . . . . . _ , . . . , _ C
D Enter number of dependents(other than your spouse or yourself)you Will claim on your tax return. . p
E Enter"1"if you will file as head of household on your tax return(see conditions under Head of household above) E
F Enter"1"if you have at least$2,000 of child or dependent care expenses for which you plan to claim a credit F
(Note.Do not include child support payments.See Pub.60$,Child and Dependent Caro Expenses,for details.)
G Child Tax CredR[ncluding additional child tax credit).See Pub.972,Child Tax Credit,for more information.
•If your total income will be less than$65,000($100,000 if married),enter"2"for each eligible child;then less"1"if you
have two to four eligible children or less"2"if you have five or more eligible children.
•If your total inearle will be between$55,000 and$84,000($100,000 and$119,000 if Manfed),enter"1"for each eligible child_ G
H Add lines A through G and enter total here.(Note.This may be different from the number of exemptions you claim on your tax return.) ► H
For aocu •If you plan to itemize or claim adjustments to income and want to reduce your withholding,see the Deductions
Y, and Adjustments Worksheet on page 2.
complete all •if you are single and have more than one job or are married and you and your sappoouuse both work and the combined
worksheets earnings from all jobs exceed$50,000{$20,000 If married),see the Two-Famers/1N hiple Jobs Worksheet on page 2 to
that apply. avoid having too little tax withheld.
•If neitler of the above situations applies,stop here and enter the number from line H on line 5 of Form W,4 below.
-----------------------------¢•.° Taal here and glue Form W"to
Your'employer.Keep the tap part for your records.---------------------------------
Fenn w=4 Employee's Withholding Allowance Certificate OMB No.1545-0074
DeparhTwd Irti ,`oaeser iw ry sub�jectOm rrwAsw by the I�claim r emPloyer may be required to send of exemption form to um t� 2015
1 Your first name and middle initial Last name 2 Your saNal security number
Wome address(number and street or rural route) 3 ❑ Single ❑ Married ❑ Married,but withhold at higher Single rate.
Note.If marded,but legally separated,or spouse Is a nonresident alien,check the`Single'box.
City or town,state.and ZIP code 4 H your fast name dHfers from that shown on
your social security card,
check here.You must call 1-800-772-1213 for a replacement card. ►❑
5 Total number of allowances you are claiming(from line H above or from the applicable worksheet on page 2) 5
5 Additional amount,if any,you want withheld from each paycheck . . . . . . , g $
7 1 claim exemption from withholding for 2015,and I certify that I meet both of the following condition for exemption.
•last year I had a right to a refund of all federal income tax withheld because I had no tax liability,and
•This year I expect a refund of all federal Income tax withheld because I expect to have no tax liabili
If you meet both conditions,write"Exempt"here. . ► 7
Under penaftles of perjury,I declare that I have examined this certificate and,to the befit of my knowledge and beNe#,it is trtlti,corr9ct,and oamplete_
Employee's sigrarture
(rhis form is not valid unless you sign it) ► Date►
a Employer's name and address(Employer.complete lures 8 and 10 only H sencing to the IRS.) 9 Office coda(optional) 10 Employer identification number(EIP9
For Prhracy Act and Paperwork Reduction Act Notice,see page 2
cat.No.10220Q Form W-4(2015)
Page 22 of 88
Form W-4(2015) Page 2
Deductions and Adjustments Worksheet
Note.Use this worksheet only if you plan to itemize deductions or claim certain credits or adjustments to income.
1 Enter an estimate of your 2015 itemized deductions.These include qualifying home mortgage interest,charitable contributions,state
and local taxes,medical expenses in excess of 10%(7.5%if either you or your spouse was born before January 2, 1951)of your
income,and miscellaneous deductions.For 2015,you may have to reduce your Itemized deductions if your income is over$309,900
and you are married filing jointly or are a qualifying widow(er);$284,050 if you are head of household;$258,250 if you are single and not
head of household or a qualifying widow(er)s or$154,950 if you are married filing separately.See Pub.505 for details 1 $
$12,600 if married filing jointly or qualifying widow(er) }
2 Enter: $9,250 if head of household 1! 2 $
$6,300 if single or married filing separately
3 Subtract line 2 from line 1.If zero or less,enter"-0-" . . . . . . . . . . . . . . . . 3 $
4 Enter an estimate of your 2015 adjustments to income and any additional standard deduction(see Pub.505) 4 $
5 Add lines 3 and 4 and enter the total. (Include any amount for credits from the Converting Credits to
Withholding Allowances for 2015 Fora W-4 worksheet in Pub.505.). 5 $
6 Enter an estimate of your 2015 nonwage income(such as dividends or interest) 6 $
7 Subtract line 6 from line 5.If zero or less,enter"-0 " . . . . . . . . . 7 $
8 Divide the amount on line 7 by$4,000 and enter the result here.Drop any fraction 8
9 Enter the number from the Personal Allowances Worksheet,line H,page 1 . . 9
10 Add lines 8 and 9 and enter the total here. If you plan to use the Two-Earners/Multiple Jobs Worksheet,
also enter this total on line 1 below.Otherwise,stop here and enter this total on Form W-4,line 5,page 1 10
Two-Earners/Multiple Jobs Worksheet See Two eamers or multiple Lobs on page 1.
Note.Use this worksheet only if the instructions under line H on page 1 direct you here.
1 Enter the number from line H,page 1 (or from line 10 above if you used the Deductions and Adjustments Worksheet) 1
2 Find the number in Table 1 below that applies to the LOWEST paying job and enter it here. However, if
you are married filing jointly and wages from the highest paying job are$65,000 or less,do not enter more
than"3" . . . . . . .
3 If line 1 is more than or equal to line 2, subtract line 2 from line 1. Enter the result here(f zero, enter
"-0-")and on Form W-4,line 5,page 1.Do not use the rest of this worksheet . . . . . . . . . 3
Note.If line i is less than line 2,enter"-0-"on Form W-4,line 5,page 1.Complete lines 4 through 9 below to
figure the additional withholding amount necessary to avoid a year-end tax bill.
4 Enter the number from line 2 of this worksheet . . . . . . . . . . 4
5 Enter the number from line 1 of this worksheet . . . . . . . . . . 5
6 Subtract line 5 from line 4 . . . . . . . . . . . . . . . . . 6
7 Find the amount in Table 2 below that applies to the HIGHEST paying job and enter it here . . . . 7 $
8 Multiply line 7 by line 6 and enter the result here.This is the additional annual withholding needed . . 8
9 Divide line 8 by the number of pay periods remaining in 2015.For example,divide by 25 if you are paid every two
weeks and you complete this form on a date in January when there are 25 pay periods remaining in 2015.Enter
the result here and on Form W-4,line 6,page 1.This is the additional amount to be withheld from each paycheck 9 $
Table 1 Table 2
Married Filing Jointly All Others Married Filing Jointly All Others
If wages from LOWEST Enter on If wages from LOWEST Enter on If wages from HIGHEST Enter on If wages from HIGHEST Enter on
paying job are- line 2 above paying jab are- line 2 above paying job are-- line 7 above paying job are- line 7 above
$0 - $6,000 0 $0 $8,000 0 $0 - $75,000 $600 $0 - $38,000 $Boo
6,001 - 13,000 1 8,001 - 17,000 1 75,001 - 135,000 1,000 38,001 - 83,000 1,000
13,001 - 24,000 2 17,001 - 26,000 2 135,001 - 205,000 1,120 83,001 - 180,000 1,120
24,001 - 26,000 3 26,001 - 34,000 3 205,001 - 360,000 1,320 180,001 - 395,000 1,320
26,001 - 34,000 4 34,001 - 44,000 4 360,001 - 405,000 1,400 395,001 and over 1,580
34,001 - 44,000 5 44,001 - 75,000 5 405,001 and over 1,580
44,001 - 50,000 6 75,001 - 85,000 6
50,001 - 65,000 7 85,001 - 110,000 7
65,001 - 75,000 8 110,001 - 125,000 8
75,001 - 80,000 9 125,001 - 140,000 9
80,001 - 100,000 10 140,001 and over 10
100,001 - 115,000 11
115,001 - 130,000 12
130,001 - 140,000 13
140,001 - 150,000 14
150,001 and over 15
Privacy Aot and Paperwork Reduction Act HoUce.We ask for the information on this You are not required to provide the information requested on a form t hat is subject to the
form to carry out the Internal Revenue laws of the United States.Internal Revenue Code Paperwork Reduction Act unless the form displays a valid OMB control number.Books or
sections 3402(f)(2)and 6109 and their regulations require you to provide this information;your records relating to a form or its instructions must be retained as long as their contents may
employer uses it to determine your federal income tax withholding.Failure to provide a become material in the administration of any Internal Revenue law.Generally,tax mums and
properly completed form will result in your being treated as a single person who claims no return information are confidential,as required by Code section 6103.
withholding allowances;providing fraudulent information may subject you to penalties.Routine The average time and expenses required to complete and file this form will vary depending
uses of this infomration include giving it to the Department of Justice for civil and criminal on individual circumstances.For estimated averages,see the instructions for your income tax
litigation;to cities,states,the District of Columbia,and U.S.commonwealths and possessions return
for use in administering their tax laws;and to the Department of Health and Human Services
for use in the National Directory of New Hires.We may also disclose this information to other 0 you have suggestions for making this form simpler,we would be happy to hear from you.
countries under a tax treaty,to federal and state agencies to enforce federal nontax criminal See the instructions for your income tax retum.
laws,or to federal law enforcement and intelligence agencies to combat terrorism.
Page 23 of 88
THIS PAGE IS INTENTIONALLY LEFT BLANK
Page 24 of 88
Oak Park Heights
Request for Council Action
Meeting Date: January 27, 2015 Time Required: 1
Agenda Item Title: Accept Donation of$3000
Agenda Placement: Consent
Originating Department/Requestor: Oak Park Heights Police Dept., Chief Brian DeRosier
Requester's Signature Z—- I
Action Requested: Accept Donation of$3000
Background/Justification:
The police department received a personal donation in the amount of$3,000.00 from private citizens—
Ernest and Donna Dielentheis
6242 Lookout Trl No.
Oak Park Heights, MN 55082
The Dielenthies's have been supporters of the department. Their request for this donation is
supporting our efforts in the community with funding to assist equipping officers with body worn
cameras is greatly appreciated.
A thank you letter was sent. See attached.
I request acceptance of this donation to the Police Department to be placed into the donations account
of the Police Department until the purchase of cameras, supporting equipment, and policy can be
determined and developed.
Page 25 of 88
POLICEDEPARTMENT
CITY OF OAK PARK HEIGHTS
14168 Oak Park Blvd. N.•P.O.Box 2007 Brian DeRosier
Oak Park Heights, Minnesota 55082 Chief of Police
® Telephone. (651)439-4723
Fax:(651)439-3639
Emergency:911
January 20`", 2015
Ernest and Donna Dielentheis
6242 Lookout Trl.
Oak Park Heights, MN 55082
Mr. &Mrs. Dielentheis;
I want to sincerely thank you for your kind and very generous donation to the Oak Park Heights Police
Department. Your support of our department is appreciated even more during these tough economic
times. Your wish of"not wanting a big deal"will be honored; however l do feel compelled to at least
make recognition with this letter.
In speaking with you the donation will be used as you wished to help fund the department with
purchasing body worn cameras for our patrol officers. Your desire to help protect our officers from false
accusations while documenting evidence is admirable: These cameras have shown their ability to
accomplish the goals and effect you desire. Your support of the department stopping by to say hello,
delivering cookies, and just being supportive citizens is greatly appreciated and personally an enjoyable
break in my day.
The department cannot effectively serve the community without direct involvement from the citizens
such as you.
Your donation will be spent with great consideration to ensure it best serves the community and
respective of the generosity of your donation. The process of researching options;purchasing the
cameras, back up data storage options,and developing policy can be a lengthy process but is moving
along.
Thank you,
Brian DeRosier
Chief of Police
Page 26 of 88
: Center for Philanthropy
Experience the Power and jg of Giving.
January 12, 2015
Oak Park Heights Police Department
14168 Oak Park Blvd N
Box 2007
Oak Park Heights, MN 55082
We are pleased to present you a gift for $3,000.00 made possible through the Donna &Ernie Dielentheis
Charitable Fund, a donor-advised fund of the American Center for Philanthropy. Please consider
applying this towards the body cameras for police officers.
This grant was made possible by:
Ernest & Donna Dielentheis
6242 Lookout Trail North
Stillwater, MN 55082-6850
The American Center for Philanthropy is a charity dedicated to effective and meaningful charitable
giving through the use of donor-advised funds. Donors fund their accounts with irrevocable gifts that
are dedicated to philanthropy and then advise the American Center for Philanthropy when they wish to
have a grant issued from their Charitable Gift Account and to whom the gift should be granted.
By accepting this grant, your organization recognizes that this gift is not intended to fulfill a pre-existing
pledge and that no individual will receive any goods, services or other private benefit as a result of this
gift. Please refrain from providing a tax receipt for this grant as we have already provided the donor with
a tax receipt for the donation.
On behalf of the American Center for Philanthropy, we wish you well in your philanthropic endeavors.
Encl.
xI Bridge Square • Suite 200 • Northfield, Minnesota 55057 - 507.3211.4.027 • www.ameVca r1�R69
7 950
American Center for Philanthropy CHARLES SCHWAB
Disbursement Awount NEW YORK,NY 10286
11 Bridge Sq Ste 200 3-15-311 01/09/15
Northfield,MN 55057 2
0
PAYTOTHE Oak Park Heights Police Department 3,000.00
ORDER OF
Three Thousand Dollars and No Cents
cLLARS
II
m
8
Grantor(s): Ernest& Donna Dielentheis `�
MEMO AVrHOrM SIGNATURE
11100 '7 9 5011' 1:0 3 L L00 L 5 71: 70 L, 3 9 L8 5 LOII'
American Center for Philanthropy 7950
For Your Records
Date January 9, 2015
Recelpient Oak Park Heights Police Department
Amount $3,000.00
Grantor(s) Ernest& Donna Dielentheis
Purpose body cameras for police officers U TY OF OAK PARK HEIGHTS
CLAIMS
A W._D �
It.. .. _
DA TE�1V4/1.
+Gliliitii'i � /
American Center for Philanthropy 7950
•Fw `
}
QUILL.COM Page 28 of 88
A
Oak Park Heights
Request for Council Action
Meeting Date: Jan 27, 2015 Time Required: 1 min.
Agenda Item Title: Approve JPA for Fuel Contract
Aaenda Placement: Consent
Originating Department/Requestor: Oak Park Heights Police Dept., Chief Brian DeRosier
Requester's Signature
Action Requested: JPA for Fuel Contract review and approval
Background/Justification:
Attached is the Joint Powers Agreement with Washington County for the police department to
continue to purchase fuel under the MN contract prices and utilizing the Washington County Sheriff's
office pumps.
This year's bid price will be $2.66 per gallon. This price is obviously considerably higher than the
current price at the pump, minus the federal 18 cent Federal Fuel tax. With the contract we lock in the
price for the entire year. We do not have the option of using the contract price when it is Iower and
then not when the pump price is lower. The commitment is an averaged expected yearlong price
speculated on the ups and downs seen at the pump. We commit to 700 gallon per month usage in
which we use this as a minimum. Our actual usage is slightly higher than our minimum monthly usage.
This was presented to Administrator Johnson and Finance Director Caruso who both recommended
entering into the contract.
Approval of the contract as this has provided the city thousands of dollars in savings in the past years
since I started negotiating participation in the program. It would be reasonably expected to again save
money given the average ups and downs during a normal year to again save the city money over
commercial yearly pay at the pump prices. No guarantees.
If council would decide not to participate the department would then purchase fuel at the Super
America store on Neal Ave using SA Fleet Fuel credit account. This would be at the daily fuel prices
less the 18 cents a gallon Federal Fuel Tax.
Page 29 of 88
JOINT POWERS AGREEMENT BETWEEN THE WASHINGTON COUNTY SHERIFF'S
OFFICE AND THE CITY OF OAK PARK HEIGHTS POLICE DEPARTMENT
THIS AGREEMENT is made by and between political subdivisions organized and existing under
the Constitution and laws of the State of Minnesota. Washington County a political subdivision
by and through its Sheriff's Office (hereinafter"Provider) and the City of Oak Park Heights
Minnesota, a municipal corporation, by and through its City Police Department (hereinafter
referred to as the "City") are the parties to this agreement.
WHEREAS, Minnesota Statutes Section 471.59 provides that two or more governmental units
may by Agreement jointly exercise any power common to the contracting parties.
WHEREAS, the Provider has entered into a Minnesota State Fuel contract February 01, 2015
through January 31, 2016- Mansfield contract 77451 —2015 Fixed Fuel Program for Metro
participants, whereby the Provider has agreed to purchase through a cooperative purchasing
agreement, a total of 184,200 gallons -87 octane gasoline from February 01, 2015 through
January 31, 2016. Specifically, 13,200 gallons per month for the months of February, March,
November, December and January 2015, 15,000 gallons in October and 17,200 gallons per
month for the months of April, May, June, July, August, and September.
WHEREAS, the Provider provides law enforcement services including but not limited to the
patrol and rescue operations that utilizes squad cars, SUVs, boats, hovercrafts, snowmobiles,
ATVs and assorted gasoline run equipment pursuant to the police powers and law enforcement
authority granted under the laws of the State of Minnesota as a law enforcement agency.
WHEREAS, the City is in need of procuring 700 gallons of gasoline each month to operate its
squad cars and SUVs to provide law enforcement services pursuant to the police powers and
law enforcement authority granted under the laws of the State of Minnesota as a law
enforcement agency.
WHEREAS, at the request of the City, the Provider is willing to provide gasoline to the extent as
identified in this Agreement to the City to assist the City with law enforcement services.
NOW THEREFORE, pursuant to the authority contained in Minnesota Statute Section 471.59.
commonly known as the Joint Powers Act which authorizes two or more governmental units to
jointly exercise any power common to them and for Minnesota Statutes Sections 626.76 and in
consideration of the mutual covenant herein contain and the benefits that each party hereto
shall derive hereby the Provider and City agree to the following terms and conditions:
Page 30 of 88
CITY'S RESPONSIBILITIES
1. When needed for the City's daily operation of squad cars and SUVs, the City may have
access to the Provider's gasoline pumps located at the LEC 15015 62nd Street, Stillwater
MN.
2. The City's access to Providers gasoline pumps shall be through electronic access issued
to each squad and officer that is employed by the City.
3. Any City law enforcement officer acting under this agreement is considered to be acting
in the ordinary course of his or her employment with the City.
4. Any City law enforcement officer acting under this agreement shall continue to be
covered by his or her employment agency for the purpose of worker's compensation,
unemployment insurance, disability and any other employee benefits and for civil liability
purposes.
5. No City law enforcement officer acting under this agreement may be considered for
liability purposes as an employee of Provider or agent of Provider, for his or her actions
regardless of the supervision or control over the officer's actions.
PROVIDER'S RESPONSIBILITIES
1. The Provider will purchase a total of up to 182,400 gallons -87 octane gasoline from
February 01, 2015 through January 31, 2016. Specifically, up to 13,200 gallons per
month for the months of , February, March, November, December and January 2016,
15,000 gallons in October and 17,200 gallons per month for the months of April, May,
June, July, August, and September 2015.
2. Provider agrees that it will make available the amount of gasoline deemed necessary by
the City for the City's law enforcement usage at its pumps located at the LEC located at
1501562 nO Street, Stillwater MN.
3. The Provider will notify the City if there is any interruption in availability of gasoline at the
LEC pumps as reasonably soon as the Provider becomes aware and for what duration
of time. During any time of interruption the City is responsible to find and pay for its own
gasoline until such time that the avaiiabiiity of gasoline is restored at the pumps located
at the LEC.
4. The cost of gasoline to the City will be at the Provider's rate of$2.6692 per gallon unless
the total monthly gasoline usage is more than the Provider's purchased monthly amount
of gasoline as stated in paragraph 1 of this section.
5. If the total monthly usage of gasoline is greater than the Provider's purchased monthly
amount and the Provider obtains additional gasoline at a rate higher than $2.6692 per
Page 31 of 88
gallon, the City will be responsible for reimbursing the Provider at the higher rate
charged to the Provider per gallon up to the amount of gasoline used by the City.
TERM OF AGREEMENT
The term of this agreement shall be from February 01 2015 through January 31, 2016, the date
of the signature of the parties notwithstanding, unless earlier terminated as provided herein.
PAYMENT
The City shall pay the Provider within 30 days of being invoiced for the City's gasoline usage.
INDEPENDENT CONTRACTOR
It will be agreed that nothing within the contract is intended or should be construed in any
manner as creating or establishing the relationship of co-partners between the parties or as
constituting the City as the agent, representative, or employee of the Provider for any purpose
or in any manner whatsoever.
ASSIGNMENT
The City shall not assign any services contemplated under this agreement.
INDEMNIFICATION
The City agrees it will defend, indemnify and hold harmless the Provider, its officers and
employees against any and all liability, loss, costs, damages, and expenses which the Provider,
its officers, or employees may hereafter sustain, incur, or be required to pay arising out of the
negligent or willful acts or omissions of the City in the performance of this agreement.
INSURANCE REQUIREMENTS
The City agrees that in order to protect itself, as well as the Provider, under the indemnity
provisions set forth above, it will at all times during the term of this Agreement, keep in force the
following insurance protection in the limits specified:
1. Maintain membership and participation in the Minnesota League of Cities Trust or
Commercial General liability Insurance with contractual liability coverage in the amount
of the City's and Provider's tort liability limits set forth in Minnesota Statute Section
466.04 and as amended from time to time.
2. Automobile coverage in the amount of the City's and Provider's tort liability limits set
forth in Minnesota Statute Section 466.04 and as amended from time to time.
3. Worker's Compensation in statutory amount.
Prior to the effective date of this Agreement, the City will furnish the Provider, with certificates of
insurance as proof of insurance. This provision shall be set as a condition subsequent; failure to
abide by this provision shall be deemed a substantial breach of contract.
Page 32 of 88
Any policy obtained and maintained under this clause shall provide that it shall not be cancelled,
materially changed, or not renewed without thirty days notice thereof to the Provider.
DATA PRACTICES
All data collected, created, received, maintained, or disseminated for any purposes by the
activities of the contractor, because of this agreement, is governed by the Minnesota
Government Data Practices Act, Minnesota Statutes Chapter 13, as amended, the Minnesota
Rules implementing such Act now in force or as adopted, as well as federal regulations on data
privacy.
TERMINATION
Provider or City may cancel this Agreement with or without cause at any time upon giving a 30
days written notice to the Washington County Sheriff or designee or the Oak Park Heights City
Police Chief, City Administrator or designee.
WASHINGTON COUNTY Oak Park Heights
BY: DATE: _ BY: DATE:
County Board Chair
BY: DATE:
County Administrator
BY: DATE:
Sheriff
Appro
7 d to as form:
Asst County Attorney
Page 33 of 88
JOINT POWERS AGREEMENT BETWEEN THE WASHINGTON COUNTY SHERIFF'S
OFFICE AND THE CITY OF OAK PARK HEIGHTS POLICE DEPARTMENT
THIS AGREEMENT is made by and between political subdivisions organized and existing under
the Constitution and laws of the State of Minnesota. Washington County a political subdivision
by and through its Sheriff's Office (hereinafter"Provider") and the City of Oak Park Heights
Minnesota, a municipal corporation, by and through its City Police Department (hereinafter
referred to as the "City") are the parties to this agreement.
WHEREAS, Minnesota Statutes Section 471.59 provides that two or more governmental units
may by Agreement jointly exercise any power common to the contracting parties.
WHEREAS, the Provider has entered into a Minnesota State Fuel contract February 01, 2015
through January 31, 2016- Mansfield contract 77451 —2015 Fixed Fuel Program for Metro
participants, whereby the Provider has agreed to purchase through a cooperative purchasing
agreement, a total of 184,200 gallons -87 octane gasoline from February 01, 2015 through
January 31, 2016. Specifically, 13,200 gallons per month for the months of February, March,
November, December and January 2015, 15,000 gallons in October and 17,200 gallons per
month for the months of April, May, June, July, August, and September.
WHEREAS, the Provider provides law enforcement services including but not limited to the
patrol and rescue operations that utilizes squad cars, SUVs, boats, hovercrafts, snowmobiles,
ATVs and assorted gasoline run equipment pursuant to the police powers and law enforcement
authority granted under the laws of the State of Minnesota as a law enforcement agency.
WHEREAS, the City is in need of procuring 700 gallons of gasoline each month to operate its
squad cars and SUVs to provide law enforcement services pursuant to the police powers and
law enforcement authority granted under the laws of the State of Minnesota as a law
enforcement agency.
WHEREAS, at the request of the City, the Provider is willing to provide gasoline to the extent as
identified in this Agreement to the City to assist the City with law enforcement services.
NOW THEREFORE, pursuant to the authority contained in Minnesota Statute Section 471.59.
commonly known as the Joint Powers Act which authorizes two or more governmental units to
jointly exercise any power common to them and for Minnesota Statutes Sections 626.76 and in
consideration of the mutual covenant herein contain and the benefits that each party hereto
shall derive hereby the Provider and City agree to the following terms and conditions:
Page 34 of 88
CITY'S RESPONSIBILITIES
1. When needed for the City's daily operation of squad cars and SUVs, the City may have
access to the Provider's gasoline pumps located at the LEC 15015 62nd Street, Stillwater
MN.
2. The City's access to Providers gasoline pumps shall be through electronic access issued
to each squad and officer that is employed by the City.
3. Any City law enforcement officer acting under this agreement is considered to be acting
in the ordinary course of his or her employment with the City.
4. Any City law enforcement officer acting under this agreement shall continue to be
covered by his or her employment agency for the purpose of worker's compensation,
unemployment insurance, disability and any other employee benefits and for civil liability
purposes.
5. No City law enforcement officer acting under this agreement may be considered for
liability purposes as an employee of Provider or agent of Provider, for his or her actions
regardless of the supervision or control over the officer's actions.
PROVIDER'S RESPONSIBILITIES
1. The Provider will purchase a total of up to 182,400 gallons -87 octane gasoline from
February 01, 2015 through January 31, 2016. Specifically, up to 13,200 gallons per
month for the months of, February, March, November, December and January 2016,
15,000 gallons in October and 17,200 gallons per month for the months of April, May,
June, July, August, and September 2015.
2. Provider agrees that it will make available the amount of gasoline deemed necessary by
the City for the City's law enforcement usage at its pumps located at the LEC located at
15015 62nd Street, Stillwater MN.
3. The Provider will notify the City if there is any Interruption in availability of gasoline at the
LEC pumps as reasonably soon as the Provider becomes aware and for what duration
of time. During any time of interruption the City is responsible to find and pay for its own
gasoline until such time that the availability of gasoline is restored at the pumps located
at the LEC.
4. The cost of gasoline to the City will be at the Provider's rate of$2.6692 per gallon unless
the total monthly gasoline usage is more than the Provider's purchased monthly amount
of gasoline as stated in paragraph 1 of this section.
5. If the total monthly usage of gasoline is greater than the Provider's purchased monthly
amount and the Provider obtains additional gasoline at a rate higher than $2.6692 per
Page 35 of 88
gallon, the City will be responsible for reimbursing the Provider at the higher rate
charged to the Provider per gallon up to the amount of gasoline used by the City.
TERM OF AGREEMENT
The term of this agreement shall be from February 01, 2015 through January 31, 2016, the date
of the signature of the parties notwithstanding, unless earlier terminated as provided herein.
PAYMENT
The City shall pay the Provider within 30 days of being invoiced for the City's gasoline usage.
INDEPENDENT CONTRACTOR
It will be agreed that nothing within the contract is intended or should be construed in any
manner as creating or establishing the relationship of co-partners between the parties or as
constituting the City as the agent, representative, or employee of the Provider for any purpose
or in any manner whatsoever.
ASSIGNMENT
The City shall not assign any services contemplated under this agreement.
INDEMNIFICATION
The City agrees it will defend, indemnify and hold harmless the Provider, its officers and
employees against any and all liability, loss, costs, damages, and expenses which the Provider
its officers, or employees may hereafter sustain, incur, or be required to pay arising out of the
negligent or willful acts or omissions of the City in the performance of this agreement.
INSURANCE REQUIREMENTS
The City agrees that in order to protect itself, as well as the Provider, under the indemnity
provisions set forth above, it will at all times during the term of this Agreement, keep in force the
following insurance protection in the limits specified:
1. Maintain membership and participation in the Minnesota League of Cities Trust or
Commercial General liability Insurance with contractual liability coverage in the amount
of the City's and Provider's tort liability limits set forth in Minnesota Statute Section
466.04 and as amended from time to time.
2. Automobile coverage in the amount of the City's and Provider's tort liability limits set
forth in Minnesota Statute Section 466.04 and as amended from time to time.
3. Worker's Compensation in statutory amount.
Prior to the effective date of this Agreement, the City will furnish the Provider, with certificates of
insurance as proof of insurance. This provision shall be set as a condition subsequent; failure to
abide by this provision shall be deemed a substantial breach of contract.
Page 36 of 88
Any policy obtained and maintained under this clause shall provide that it shall not be cancelled,
materially changed, or not renewed without thirty days notice thereof to the Provider.
DATA PRACTICES
All data collected, created, received, maintained, or disseminated for any purposes by the
activities of the contractor, because of this agreement, is governed by the Minnesota
Government Data Practices Act, Minnesota Statutes Chapter 13, as amended, the Minnesota
Rules implementing such Act now in force or as adopted, as well as federal regulations on data
privacy.
TERMINATION
Provider or City may cancel this Agreement with or without cause at any time upon giving a 30
days written notice to the Washington County Sheriff or designee or the Oak Park Heights City
Police Chief, City Administrator or designee.
WASHINGTON COUNTY Oak Park Heights
BY: DATE: BY- DATE:
County Board Chair
BY: DATE:
County Administrator
BY: DATE:
Sheriff
Approve to as form:
Asst County Attorney
Page 37 of 88
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Page 38 of 88
0
Oak Park Heights
Request for Council Action
Meeting Date January 27! 2015
Time Required: 10 Minutes
Agenda Item Title: Street Reconstruction—Area D -U date
Agenda PIacement OId Business
Originating Deparhnent/R sto Eric Johnso Ci Administrator
Requester's Signature
Action Requested Below
Background/Justifi cation(Please indicate if any previous action has been taken or if other public
bodies have advised):
Please see the attached memo.
Page 39 of 88
City of Oak Park Heights
14168 Oak Park Blvd. N•Box 2007.Oak Park Heights,MN 55082•Phone(651)439-4439•Fax(651)43"574
January 23, 2015
MEMO
TO: Mayor and City Council mb s
FROM: Eric Johnson, City A in! r
RE: Area D—Street Reconstructi pdate—Stillwater Participation.
As the City Council is aware the City s incurred a difficulty in executing the Area D street
reconstruction project due to the City of tiilwater taking a new position that they cannot perform the
necessary street reconstruction on shared streets as initially discussed. The overall position is that they
cannot fund the City's portion of the project/nor finance over time those who would be assessed.
PROJECT AREA
However based on some follow-up meetings and
discussion, it was hoped that the City of Stillwater
could encourage the County and the School District to
fund their portions of planned assessment upfront,
C."111,10 11,J x a 14= i
thus eliminating the need for financing making
participation feasible for Stillwater as these two
entities have the longest assessable frontages. Both
the County and the School District have tentatively
agree to make their payment the City of Stillwater
upfront so that Stillwater can complete a major
portion of its initial arrangement with Oak Park
Heights.
Based on this approach and on current information it f -?
would appear that the project is executable for , for �,TM
Paris Ave, Panama Ave and 62"d Street, but not upon
Osman, Ozark 60 nor 65"' Street. These streets ? r
would need to wait until the City of Stillwater can STATE T.H.36 _ I:
participate.See the map to the right
Mr. Sanders, the Director of Public Works for the City of Stillwater indicated that he will be taking the
Feasibility Study for these approved streets on Feb 3 (to the Stillwater Council) and anticipates have the
Public Hearing on Feb 17th. At that time the Stillwater City Council should order the project. Assuming
this works, we have provided an updated schedule below, moving all items back two weeks AND, with
the caveat that if the Stillwater City Council does agree to proceed with the project on Feb 17th the City
Page 40 of 88
of Oak Park heights could release and issue the plans and specifications thereafter. Council would be
asked to approve these on Feb 10th which would be held until we have a clear direction from Stillwater.
Cltv of Oak Park Heights
Updmd as n(1/1l/1S
liehedule f-Atea 0.
Uaasb-4 as of
mom
Aytlq M Feasibility Report 27 n/21113 See Meetim Minutes 14
Order Public Impro,,* a Headnga Arrept Feastbllity Report&
Included Are.o fsabllsh Policies SW6J2o14 See IYSelutlon 13-10-40
Included Am.13 Est NeiRhborhmd Meeting Held-Area D 1019/7013 See NuHM.W CitV Residents Sent 24/14
See CbPP of DorLmeot As Seut R Conifred Mailings
Included Ares0 Mail Public lm errant NrAicas 20/WzD13 WGDY ndes
Included AreaD Publish Elrst Public lm —ent Hearing Notice 11112W2013 13 See AHidwlt or Pubuaron-S411nad
Included Ar-0 PuhHah S.—di Public lm merit Hesr7 No11m 5/31/2013 See Affid—it M Publication-Signed W3
Included AreaD Hold Public Improvement H ring 12 won 11/6/2011See Resolution 1311-46
Execute leirtt Agmementwith Stillwater-Parts fA-0 ELY 12/3 By 7/2611 _
Hold Second Nelghborheod Hearing-UPDATE Priorte 2014 year
END VG/ZD15 1/6/2065 Cora laud
q Plana ciftodan:-Solicit Bid.
ld
Ord.,PublicASSessments Hearing 91 6/
Publish Notice of As—nt Head Rl 3/291 <-Updates rn Yellow
Mall Notice of Asseswnent heed
Publish Notion orASSa89 ftt Hedn
ENZ m
M Hearing41
Award ConbaR&Approve Resolution Ordering Impowen erns 4/ 4/7$/
Start CPnsbud:lan-ArsaD SPRING 7015 SPRING 2015
Final CtRn ledon-Amn13 FALL2015 FA..
So the immediate question for the City Council is does it still desire to move forward with this plan? Or
does Oak Park Heights wait until all "ready"? While it is not ideal, there are fewer alternatives if the
other partner is not able to participate and it is unknown when the City of Stillwater would be able to
move forward — as Staff has asked that question and no clear response was able to be provided.
Accordingly,the City should move forward at this point as the majority of the roadwork and water main
elements ARE in the area to be undertaken.
STREETS WITH BOTH CITIES _ Frontage isti t.
6Lrd street east o4 ParumaAve &00
It would however be highly practical to also complete 65"' Ossrnaftt M
Ovadl Are 3Qp
Street, east of Paris Ave as this area does need a water main --__PanemaAre(Narih'a i
1r51reet reattd P.xit db1 c•Shauldbedane as well
replaced AND would essentially break up the project into two PedsAve S&uthgfi2_rWJL_.L LK7
major sections, but this is matter for further discussion with TatalFrontage dads Total%
ONW>6.5 3�m ASS
Stillwater.
Possible Actions: 1. Approve the revised schedule,
2. Direct Staff to negotiate a revised Cooperative Agreement with the city of Stillwater to
complete those areas of Paris Ave,Panama Ave and 62nd Street,
3. Direct that a letter to the Stillwater City Council asking that they please include 6e Street,east
of Paris Ave. In the Project.And,if they have a better known timeline for the balance of the
areas needed to be reconstructed,
4. Send a letter to those properties impacted in the western section of this Area D as to what is
occurring and why.
Page 41 of 88
THIS PAGE IS INTENTIONALLY LEFT BLANK
Page 42 of 88
f
Oak Park Heights
Request for Council Action
Meeting Date January 27',2015
Time Required: 5 Minutes
Agenda Item Title: Consider Street Assessment Abatement--D. Corblick—Area E
Agenda Placement New Business
Originating Department/Reques r J City Administrator
Requester's Signature
Action Requested See Below
Background/Justificattion(Please indicate if any previous action has been taken or if other public
bodies have advised):
Please see the attached memo and written request from Mr.Doug Corblick of 1545I 58th street.
Page 43 of 88
ter
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
January 22, 2015
MEMO
TO: Mayor and City Council Me ers
FROM: Eric Johnson,City Adminis a
RE: D.Corblick Request for A eme reet Assessment
The City has received a request from reside Mr. Doug Corblick who resides at 15451 58th Street N.
seeking that the City provide to him a refun or abatement of some form)the amount of$1,579.25 due
to his apparent change is residence from 15471 58th Street to 15451 58th Street and the resulting
homesteading classifications as they relate to the City's 2014 Street Reconstruction Project.
At the time the City adopted the assessment role as
required under Statute, Mr. Corblick s
property 0
where he resided at 15471 was HOMESTEADED and
thus he owed the flat fee of$3,500. And, as he is the
owner of 15451 58th Street he would owe the per-
foot adopted assessment of$7,252.90 as it was NOT
IL
HOMESTEADED at that time. i `°r
However, in fall 2014 Mr. Corblick has left residing in
the home at 15471 58"' Street and moved to 15451 �,
58"'Street and sought a change in classification from
Washington County for these properties and which
was granted. Accordingly he is seeking the City fi u i � AMU
retroactively make an adjustment to the
Assessments on both properties and provide a
refund/abatement of some form.
Address on Adopted Requested
58th Street CPF Linear Feet Assessment Change
The net change in this is$1,579.25. 15451 $ 36.02 201.08 $ 7,242.90
$ 3,500.00
15471 $ 36.02 157.28 $ 3,500.00 $ 5,663.65
Net Assessment $10,742.90 $ 9,16.65
Mr. Corblick understands that moving of the homesteading classification from 15471 to 15451 would
result in a cost savings to him, but this did not OFF)CALLY occur after the Assessment period,adoption of
the assessment role and the notifications the City did send. Mr. Corblick indicates that he has been living
at the 15451 property since 2012;The City is not obligated to provide this abatement(or refund in some
manner) but this is the request nonetheless.
Page 44 of 88
CITY OF
K PARK HEIGHTS
#�
14168 Oak Park Boulevard Flo. • P.O.Box 2007 Oak Park Heights,MN 55082-2047 Phone;651/439-4439 Fax:6511439-05 4
November 6,2014
Mr, Douglas Corblick
15451 58''Street
Oak Park Heights;MN 55082
Re; Property 03.029.20.21.0010 15451 581h St N
Property 03.029.20.21.0085 15471 58t'St N
Dear Mr. Corblick,
Regarding the recent request for a change in the assessments at 15451
sessment7158th Street b menu
the change in homestead classification, I am unable to make the change to the
were adopted in April 2014 based on the information of the most recent records from Washington County.
At that time 03A29.20.21.0010- 15451 58th St was designated a Non-homestead esignated at Homestead and 2was n�ge
foot for a total of$7,242.90 and 03.029.20.21.0085-15471 58
assessed$3,500. The recent exchange of classifications for these properties adna�d July�Ssment on cannot change the(for he
City Council adopted assessments for these properties,Moreover, g
home that is no longer homesteaded)after the assessment has been adopted is a violation of the assessment
process.
Adopted Requested Changed
Assessment Assam
Change from 1545158th Street from $7,242-90 $3,500,00
Non-homestead to Homestead (201.08 ft)
Change from 15471 5P Street from 3$ ,500 00 5 g� 63,65
Homestead to Non-homestead (157.28 ft)
Total
$10,742.90 $9,163.65
Even though the result of the changes is a$1,579.25 net savings to you,the change would result in an increase to an
assessment on 1547158"St after the assessment had been adopted it.
However,ti you would like to petition the City Council for an abatement of the difference in the amounts,you may
petition the City Council to consider this request.Please prepare calwritfen communication to my office that makes
such request and it could be considered further by the City Co
Si cerel i,
Betty Caruso
i Finance Director
Cc, Eric,Johnson,City Administrator
Tree City U.S.A. Page 45 of 88
ov_e� �6-
,c,O
Oe _JL 4AA,� �� 4LO� of IS7Y.:.,Y
01711- -ilk 42tY3;lr jvl�
Page 46 of 88
Oak Park Heights
Request for Council Action
Meeting Date January 27th 2015
Time Required: 10 Minutes
Agenda Item Title: Consider Ado tion o lic' s
Agenda Placement New Business
Originating Department/Reque r ri ohnson Ci Administrator
Requester's Signature
Action Requested See Below
Background/Justification(Pleas indicate if any previous action has been taken or if other public
bodies have advised):
Please see the attached draft policies as discussed at the January 71h City Council work session.
It is valuable to note that these policies are meant to Guide the day to day actions of City representatives,reduce ambiguity and
establish processes far City actions/considerations.
However,as these are"Polices",as opposed to City Ordinances these may be deviated from by a dear action of the City
Council,
City Policy on City Acceptance or Takeover of Roadways from Other Jurisdictions
Policy on City Communications to Other Public Agencies
Policy on Video Recording of City Council Meetings and Work Sessions
Page 47 of 88
City policy on City Acceptance or Takeover of Roadways from Other Jurisdictions
The City currently has a deficit in its ability to fully fund the long-term care and maintenance of its current
roadway systems.The consideration of the acceptance of additional roadways from other jurisdictions
places even greater and unsustainable burden on the City's ability to fund and maintain such infrastructure.
Accordingly,the City will not accept the"turn back"or consider the acceptance of any roadways from the
other government entities until such time as the following conditions are met:
1. Any public entity that desires the City to assume a roadway shall make that request in writing not less than
12 months prior to any potential action.
2. Any public entity that desires the City to consider a roadway takeover shall provide the City detailed study
(justification and analysis) regarding the proposed transfer. This study shall be performed by an
independent engineering firm capable of performing such task and shall include traffic studies, history of
repairs and maintenance, cost-benefit analyses to the City and other impacted parties as well the
anticipated results of the proposed project. This study shall be undertaken by the City at the expense of the
proposing agency and which shall be paid for upfront by the proposing agency.
3. Public meetings shall be held and convened by the agency proposing to impact or transfer such roadways
to the City; affected parties that are reasonably anticipated to be impacted by the proposal (both public and
private)shall be invited to the meeting(s).
4. At a minimum, prior to the City assuming any roadways, all such roadways that are proposed to be
conveyed to the City shall fully reconstructed (or recently reconstructed) by the proposing agency at their
sole expense to the standards as may be minimally required by the City Engineer; including all curb and
gutters and drainage systems inclusive of downstream control structures.All proposed street reconstruction
subject to a proposed conveyance to the City shall comply with the in-effect watershed and MS4 rules.
5. The City shall not be required to fund any portion of such proposed reconstruction or secure needed right of
ways of any roadways to be conveyed to the City. If City lands are proposed to be used,these shall first be
purchased by the proposing agency;or the City shall be compensated for such value as determined by the
City Council.
6. Prior to any acceptance of a roadway, the City shall first be supplied with an upfront payment of not less
than one-half of the second "life-cycle" cost of the street surface and its appurtenances including but not
limited to:curb and gutter and pond maintenance.This shall generally include,two"seal-coatings",one"mill
and overlay"and one full reconstruction of the street surfaces and curb&gutters and minor and major pond
maintenance. This calculation shall be performed by the City Engineer subject to applicable Construction
Cost Indexes.
7. The City shall not assume any roadways from another jurisdiction until such time as the City becomes fully
eligible for State Road Aids as defined in MN STAT 162.09
8. The City Council may deviate from these policies for good cause and should make that finding in any related
City Council resolution.
Page 48 of 88
Policy on City Communications to Other Public Agencies
At all times City Elected Officials and Appointed Staff must be cognizant of presenting clear positions and
intentions of the City to other units of government.To aid in that capacity,having multiple points of contact
can create confusion or selective discussions.The following protocols shall henceforth govern City
communications.
1. Unless expressly authorized by the City Council-Appointed Officials shall not communicate directly with
elected officials from other cities,public agencies such as the State of Minnesota,Washington County,
and/or any other public jurisdiction regarding any matters that pertain to items between the City and such
governmental agency.The appropriate communication channel is from elected official to elected official.
City Staff have an obligation to inform elected officials from other agencies of this policy and should not
engage in dialogue relating to any business directly regarding the City.
2. Unless expressly authorized by the City Council—City Elected Officials shall not communicate directly with
staff or consultants from other cities, public agencies such as the State of Minnesota,Washington County
and/or any other public jurisdictions regarding any matters that pertain to items between the City and such
govemmental agency.The appropriate communication channel is from staff to staff. Elected Officials have
an obligation to inform staff or consultants from other agencies of this policy and should not engage in
dialogue relating to any business directly regarding the City.
3. In general the protocol is: elected officials communicate with elected officials,staff communicates with staff.
4. City Council Members,staff or other persons who are appointed to serve as the City's official representative
on various public bodies or agencies,such as a watershed board or cable commission,should communicate
and interact with such agency,other appointed members and their respective staff to the best of their ability
subject to the rules of such organization,the polices set forth by the City Council and any multi-agency
agreements that may be in place. Dialogue by a City representative at such meetings or with such related
persons should be solely germane to the policies and issues specifically before such public body,agency
and/or its staff and not other matters.
5. From time to time,there may be an urgent need for a short,succinct inter-governmental communication
between elected officials and/or staff that addresses an emergency response need and/or that directly
relates to a public safety or an emergency matter.Those communications should be limited in duration and
directed specifically to the given event.Should such communication occur,the elected official or staff
member shall inform the City Administrator so that the nature of the communication can be shared to all,
and such prothcol shall also apply to the Office of the City Administrator who shall inform the Council of the
nature of the discussion.
Page 49 of 88
Policy on Video Recording of City Council Meetings and Work Sessions
The City Council does believe that the creation of a formal audio-visual record of the proceedings of the City
Council adds transparency and helps to engage and inform the public regarding local governance. And
further, that many policy items and actions are required to be discussed, debated and or vetted prior to a
City Council decision being made. And from time to time, some discussions are better initiated in a round
table forum andlor a more informal forma# such as a City Council Work Session where preliminary and
collegial discussions may be held but are not readily conducive to audio-visual recording.
Considering the foregoing,the following shall be followed:
1. In general the City Council shall video record all City Council Meetings but shall not video record work
session meetings.
2. The City Council shall not take any formal actions during a work session.
3. Subject to existing legal privileges allowing for confidentiality, work sessions shall be duly posted, open to
the public and the Council should approve a final summary of the discussions held at a regularly scheduled
City Council meeting.
4. Any Work sessions where MnDOT Staff are anticipated to be present shall be held in the Council Chambers
and shall be video recorded. Should MnDOT Staff arrive to an untelevised work session and are requested
to participate, such meeting shall be suspended and the meeting shall be reconvened in the Council
Chambers but only at such time as a video recording can be implemented.
6, If there Is a planned work session with external agency,such as the MPCA,Washington County,etc.where
only a portion of the governing body or staff person is present such meeting,such meeting shall held in (or
transitioned to)the Council Chambers and video recorded.
6. If there is a proposed work session with another external agency where the entire governing board is to be
present, such as a joint meeting with another city council or watershed board, such meeting shall not be
Video recorded unless expressly approved by the City Council.
7. So as to provide City Staff with a clear direction,deviation from the above policies shall only be directed by
formal City Council action during a regularly scheduled City Council meeting. Further, in the event of any
conflicts of the above policies, the default position of the City shall be to video record the meeting and the
meeting shall be held in the Council Chambers.
Page 50 of 88
Oak Park Heights
Request for Council Action
Meeting Date Janu
m 27a' 2015
Time Required: 5 Minutes
Agenda Item Title: Wall Removal—Cily Hall Conference Rooms
Agenda Placement New Busine
Originating Department/R stor ohnson. Qq Administrator
Requester's Signature
Action Requested See Be
Background/Justification lease indicate if any previous action has been taken or if other public
bodies have advised):
At a City Council work session on January 7*9 2015,the Council discussed the continued concept of removing the
wall between the two conference rooms directly to the north of the City Council Chambers.The City did secure bids
from two contractors but the discussion concluded that such amounts were too high to continue to consider.
Alternatively there was subsequent discussion as to the possibility of the City Public Works Staff endeavoring to
remove the wall between the two conference rooms and completing the project.I did communicate with the Director
of Public Works who felt his staff is capable but would result in some possible overtime and of course some out of
pocket expenses for materials,electrical permits,and some other contractors such as an electrician and or carpet
installer to complete a project.But overall it should be manageable
Accordingly,the attached memo provides a directive to the Public Works Department to complete the proposed
project in a matter generally consistent with the RFP issued in fall 2014.If this plan is amenable to the Council,I
would request that the City Council approve such plan and direct it to move forward with funding to come from the
remaining balances of the City Hall Project Fund.
Page 51 of 88
City of 0A Park Heights
14168 Oak Park Blvd. N•Box 2007.Oak Park Heights,MN 55082•Phone(651)439-4439•Fax(651)439-4574
Updated 1/22/15
MEMO
TO: Andy Kegley, DPW
FROM: Eric Johnson,City A inis 0 /
RE: Wall removal
Andy,
As we discussed,the City Council has directed that your Department undertake the project for the
removal of the wall between the two front offices. Please execute that project under the parameters
below.We should expect that it will take some provision of OT/Comp time to complete this work.
Estimated Out of Pocket Budget: $10,000—(NOT TO EXCEED)
Start Date: Up to you.
Total Completion Date: March 6"'2015
Fallow Specifications: As attached.
Alternates: Implement Alternate A&C
Contractors Permitted: Flooring and Electrical (no others are permitted to date)
First Verify if Load bearing wall: This has been determined to not be a "Structural"wall
see my email communication as attached from Buetow2
Associates. But please visually verify.
Page 52 of 88
City of Oak Park Heights
CITY HALL CONFERECE ROOM—Wail Removal
SUMMARY:
The City of Oak Park Heights is seeking the services of a general c ontradbr to remove a wall between
room (144) and (143) as shown in Attafinent A, so that the resulting space is opened for a single large
conference room.The Location is at the Oak Park Heights City hall located at 14168 Oak Park Blvd.N.
The project would include the following:
PROJECT REQUIREMENTS—(BASE WORK ITEMS):
7. Removal of wall including drywall,framing and ether related elements so that the FINISHED
MINIMUM opening is not less than 14T wide and a minimum of 9"G high.Avoid any overhead
lighting art.See ATTACHMENT A
Z. Any and all impacts to walls and structures merit be appropriately framed out and finished,
including trim,sanding,painting. Paint to match currerd walls.
3. Appropriately terminate andlor relocate any and all impacted electrical connections and devices; all
work shall be compliant with the State Electrical Code.
4. Provide and Install appropriate carpet patching,tying the two rooms together in appropriate
fashion that is acceptable to the Pity.The Contracthr shall provide options with final material,
color selection and pattern to be made by the City at no additional cost.
5. Relocate the overhead TVs and Low Voltage Control Panels as shown in ATTACHMENT B
Including all wiring and connections. Ensure all are fully workable post construction. Patch and
repair and finish all locations and walls.
B. Recess into northern wall of room 143 any plumbing fodures, and install a removable 'access
panel'. Panel shall be made of metal-type material appropriately finished with trim, etc. City shall
be provided options on style and materials for final approval.
7. Do not impact the cabinet and plumbing fixtures in the NE comer of Room 143. Remain a
minimum of 4°away from this cabinet
8. Remove and relocate the dry erase boards:in room 144 relocate to west wall; in room 143 relocate
to east wall.
9. You vW11 need to secure permits from J. Hultman and possibly J. Wheaton from the State of MN for
electrical.f=ollow their directives.
Page 53 of 88
ALTERNATES;
#A Extend opening to 10'in height creating an unbroken and seamless transition in the overhead soffit
between roam 144 and 143.
#C Delete Item#6 and provide and install a cabinet unit to conceal the plumbing fixtures in the north
wall of roam 144. Cabinet i wuntertops shall not be greater than 24' in depth. Match current cabinetry
styles,fixtures and counkdDps as found in room 143.
Page 54 of 88
ATTACHMENT A
r F
I t
( m ii f watt_
I6 $ C"" "WldP opening
f
( and fens than ' "
CONE
FINANCE
43 DIRECTOR
'{44A
Y
CL.
7 42A
3 .
0 TYP 5 r
.., '
Page 55 of 88
ATTACHMENT B
0 2 141 --4- 197
Relocate TV#2 To
r 1a L
NW Comer above A
Isink.
F1401
luo
Pql�W,w
EIE] REMOVE AND
RELOCATE TW
Relocate TV#i I j
SW Comer- REMOVE AND
Overhead RELOCATE TV#2
AL to location above
Relocaft LOW sink and cabinet IrT
80 143
oltage Control Box room
1 To SW Comer of r z
mom 144,to be OR UENG
against wart we",as
Remove and Rewmkomeate
V Voltage Con',
Box 42 to the SW
R.1, s: To
O'�
W ourner oi room
to b4 comer of room 144 to
t�
147 144 to be CrIFeCtly directly against
ainst west wait
south VM11.+1-1'
*6
N PMESTA--J It"
-------------
Page 56 of 88
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Randy Engel<randy.engel @buetow2architects.com>
COMMON WALL BETWEEN CONFERENCE ROOMS
January 14,2015 8.28:54 AM CST
eajohnson @cltyofoakparkheights.com
1 Attachment,2.6 MB
January 14,2415
Good Morning Eric:
Attached are excerpts from the Construction Documents(dated June 27,2008)that include notations in
"these notations respond to yesterday's question regarding the common wall that exists between Conference Rooms 143 and
144 which are directly accessible from the Council Chamber_
Randy Engel,RA,AS
Principal
Buetow2 Architects, Inc.
2905 Dean Parkway Suite C
Minneapolis, MN 55416
Office:612 455-2626
Cellular.952 237-8932
Entail: r2ndy.enael&bui etow2architects.com
OAK PARK U. 44 IMR
Page 58 of 88
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Page 59 of 88
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Page 60 of 88
Oak Park Heights
Request for Council Action
Meeting Date January 27 .2015 _
Time Required: 5 Minutes
Agenda Item Title: Oak Park Hei is—A Twenty Year Vision Conc t
Agenda Placement New Busines
Originating Department/R stor ri a Qfty Administrator
Requester's Signature //////
Action Requested See Bel
Background/Justification(Pl ase indicate if any previous action has been taken or if other public
bodies have advised):
At the January 7th 2015 City Council Worst session,the City Council did discuss the possibility of creating a°20 year
-Oak Park Heights Vision"program or project that would be charged with exploring what the community may
envision the City looking like in twenty years,but also to include some surveying and a possibly a village center
concept. I have had a chance to briefly look into what this process may include including costs and process;
And,for the most part,a project of this magnitude would be in the$40,000 range and require considerable time
investment of many persons and staff.As this document and process would be a valuable precursor to the City's next
10-year Comprehensive Plan the timing would seem appropriate as that process commences in 2018.
Lastly,a project such as this is a major undertaking and would require expertise and understanding of city functions
and howlwhy these are in existence.There are a number of metro Firms that could perform this_ For example
purposes only, please see the enclosed summary of a proposal as supplied to the City of Faribault in 2014 from a
known reputable firm.Of course the Oak Park Heights process may be different in many ways,but I would anticinata
it being on a similar cost and time scale.
TOTAL BUDGET-Ea'mated
GonsuttantsNaterials: $ 30,000
Staff Time(OT) $ 5,000
Misu $ 5.000
Total: $ 40,000
Funding Sources: %from 2015 Undesignated Capital Revolving fund Budget(this would get the"bail-rolling")
'/from 2016 Budget Allocation(levied)
If this is a concept the City desires to continue with in earnest the following could be the necessary action to begin to
move forward.
1. Direct Staff to prepare an RFP for a consultant to facilitate a City Visioning Process.
2. Staff shall bring back the RFP for Council approval in March,2015 and then issue the RFP with responses
due in April-May 2015
Page 61 of 88
Proposal
Community Project Vision
Faribault, Minnesota
OREM 65 FROM
Amok
r
e,
CRAIG lRr
IMPROVING ORGANIZATIONS&THE PEOPLE WHO LEAD THEM
Page 62 of 88
CRAIGRAPP, LLc
July 14,2014
Brian Anderson
City Administrator
City of Faribault
2081St Avenue NW
Faribault,MN 55021
RE:Proposal-Faribault Community Vision Project
Dear Mr.Anderson,
I am pleased to present the attached proposal in response to your request to develop a Community
Vision for Faribault.As reflected in our credentials,our team has significant experience leading and
facilitating community visioning processes.
Our experience includes projects in Minnesota,Wisconsin and other states assisting with community
visioning,strategic direction and the alignment of community expectations regarding growth and
service delivery.
We have worked in a wide range of settings from mature communities like Eau Claire,WI,Bloomington,
MN and Waukesha County,WI,to fast growth areas like Lakeville,Savage,and Scott County,MN and
Pasco County,FL.In addition,our team designed,facilitated and delivered the Dakota County High
Performance Partnerships (HiPP)program-which included surveys,focus groups and facilitated
community meetings for the County and a group of eleven cities.
We look forward to the opportunity to assist you in this important undertaking.
Yours truly,
Craig R.Rapp,
President
cdicAGo:40 East Chicago Avenue#340,Chicago,IL 60611 . M1NWAPOU3:3208 West Lake Street 0142.Minneapolis,MN 55416
rdVI1 m CraigRappLLC • mc:EBooK:CraigRappLLC • TOLL FREE:800-550-0692 • c rafgitapp.com,compasspeerGroLp.com
Page 63 of 88
Proposal
The following sections describe our process for the development of a Future Vision Plan.Craig Rapp,LLC has
assembled an experienced team for this effort A detailed description of team qualifications is provided
beginning on page 11. Our team will perform the following roles:Craig Rapp will lead the project,perform
Community Forum facilitation work,function as liaison to the project team and will support the Task Force
and Leadership Team.Mark Hugunin will conduct focus groups,conduct data analysis,and be a key resource
for the Task Force and community outreach.Mike Huggins will coordinate the Meetings in a Box process.
The meetings identified are estimates based upon a projected seven-month process.The actual timing of
meetings will be determined by consensus of the duly empowered decision makers,whether that is the City
Council,Task Force,staff or some combination thereof.Additionally,because this project spans the summer
vacation and winter holiday periods,a limited number of public meetings have been programmed during
those times.
We believe that a timeframe for the process should be established to maintain focus and discipline,however
flexibility should be built into the schedule to accommodate the realities of acquiring broad community input
and scheduling the time of volunteer committee members.
Project Approach
We believe our beliefs about visioning correspond with the City's expectations.Our beliefs are summarized in
the following principles:
♦ A commitment by community leaders is essential
♦ A belief in the value of the process is necessary
♦ It is better not to pursue visioning than to pursue it half-heartedly
♦ It is important to know where you are before you can determine where to go
♦ A vision is a reflection of its community,not merely its leaders
♦ Uncontrollable events influence direction—being prepared is essential
Based upon these principles and beliefs,our approach to visioning,and to the FaribauIt Future Vision Project
specifically includes the following elements:
A. Formal review and commitment to the process by the Project Leadership Team
B. Formation of a broad-based Visioning Task Force to guide the process
C. Extensive community input--using multiple techniques
D. A specific time horizon for the vision,plus strategic objectives and community values
The project is divided into three distinct phases:
1. Leadership/Commitment/Design/Initiation:includes all initial activities to establish common
direction,deliverables and context for subsequent activities.
2. Community Outreach/Feedback/SWOT:includes community engagement,identification of current
conditions/desired future,and assessment of strategic challenges.
3. Analysts/Vision Plan Development:brings together all data collection and analysis,culminating in a
series of facilitated meetings for the development of a Future Vision-which includes community
values and a set of strategic objectives.
3
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Phase I-Leadership Commitment/Process Design&Initiation(Dates listed are estimates based upon
City's proposed comprehensive planning schedule)
I. Jyrie-Iuly 2014-Meeting with Leadership Team
A meeting with the full Leadership Team(designated city representatives)early in the schedule is
necessary to establish ownership of the process and to define a clear consensus on the desired outcome.
The Leadership Team will determine the desirability of appointing a Visioning Task Force,and if so,
determining its makeup,recruitment and selection process.The meeting will include a review of project
activities including:development of a"Then and Now"video,staffs role in the project,and consultant
reporting requirements.
a. Prepare for meeting/develop background materials
b. Present to Leadership Team/facilitate session
i. Present overview of process with options for action
H. Facilitate decision-making
iii. Establish commitment on overall process
iv. Determination regarding Visioning Task Force—desirability,makeup,selection,duties
Team:Craig Rapp
1I. ul 2 4: Recruit and Select Visioning Task Force
Recruitment of Visioning Task Force members will occur immediately following the Leadership Team
meeting.Approximately thirty days should be allotted for this process in order to stay on schedule-
including appointment by the City Council.This activity is primarily a staff-City Council collaborative
effort.The consultant will play a support and advisory role.The tasks listed below reflect this division of
labor.
a. Prepare prospect list for recruitment-by predetermined criteria
i. Roles and Responsibilities of members summarized
ii. Outreach to prospective members
iii. Central coordination/clearinghouse for process
b. City Council appointment
i. Generate list of candidates
ii. Appoint at meeting(s)
Team: Craig Rapp,Marc Hugunin
IIL August 2014. Survey communes leaders
Following the meeting with the project leadership,the consultant will conduct a Community Leaders
survey-composed of City Council,Boards and Commission members and key staff.The survey will ask
participants about their vision of the future,strategic challenges,community values and key community
issues-particularly related to development-for use by in the comprehensive planning process.Data
generated from the survey will be analyzed by the consultant,and considered by the Visioning Task
Force during the Vision development process.
a. Meeting with City project team
L Determine survey scope and focus
H. Develop survey
iii. Administer survey
iv. Summarize results
Team:Craig Rapp,Marc Hugunin
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IV. Late August: Meeting#1 with Visioning Task Force—process P—laminglorientation
The first meeting of the Visioning Task Force will include a background presentation by the consultant on
community visioning,an explanation of the Committee's charge/expected outcomes from the Leadership
Team,and the adoption of a work plan and meeting schedule.In addition,initial decisions regarding the
community outreach efforts will be made,including location of Community Forums,composition of focus
groups,and use of social media.Final decisions on these matters may be continued to the Committee's
second meeting. Depending upon the speed of the appointment process,this meeting could take place in
September.
a. Prepare for meeting/develop background materials.
i. Present background on community visioning
ii. Explain Council expectations and desired outcomes
iii. Facilitate meeting—develop work plan and meeting schedule
iv. Develop and present outreach options
Team:Craig Rapp,Marc Hugunin
V. Early-mid Se mber: etin # with Visioning Task For —Background and Education
The second meeting of the Visioning Task Force will focus on providing context,background and
education for the Task Force as a foundation for their work.Three primary activities will occur at this
meeting: (1)A presentation by staff on"Then and Now"—an historical look at Faribault 25 years ago
and Faribault today,from a variety of perspectives:development,demographics,business,workforce,
transportation,services,etc.This will set a context for projecting possibilities into the future.(2)
Presentation of the results of the community leaders surveys.This will provide insights into the current
condition. (3)Presentation by experts(demographers,development officials,futurists)regarding
demographic data/trends and other environmental factors influencing the future of Faribault.
Project staff,with guidance and input from the consultant,will develop and deliver the"Then and Now"
presentation.The consultant will arrange for the presentation by expert panel.
a. Prepare for meeting/develop background materials
i. Develop agenda,coordinate presentations
ii. Facilitate session
iii. Presentation of"Then and Now"information
iv. Expert panel presentation on future trends
v. Confirm/revise schedule as appropriate
Team:Craig Rapp,Marc Hugunin
Phase II- Community Outreach-Feedback-SWOT
Community input and feedback is critical to the successful development and acceptance of the Future Vision.
To ensure the greatest number of opportunities for comment across a broad spectrum of people and
community stakeholders,a three-part process is recommended: (1)Focus Groups(2) Community Forums
and(3)Social media outreach and engagement.
Each of the options is designed to acquire useful input within the budget allocated for this project-by making
use of City staff and Task Force,in some cases.
I. Tuly-early September-Community Outreach re lion
Following the approval of the form and content of each outreach effort,the consultants will prepare the
necessary content and logistics associated with each type of outreach. The consultants will work with
5
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both the staff and the Visioning Task Force(and possible subgroups)to gain approval on content and
implementation details.The following activities will be occurring simultaneously:
a. Meetings in a Box(MIAB)-are customized small group discussion toolkits to assist
community members in leading groups of 8-15 residents in conversations about the future.
The toolkit will be available online and will contain everything needed to host a small group
discussion,including:sample invitation materials,host/facilitator guides,discussion
questions,response worksheets,feedback surveys,and directions for recording and
returning discussion responses.The MIAB discussions are designed to be completed in 1.5-2
hours,and require no special training for the discussion hosts.If desired,a brief video about
the MIAB and Faribault visioning processes could also be available for use by groups-if
coordinated by the City.
Team:Mike Huggins
I. Prepare background materials,questions—present to Leadership group
ii. Conduct training of City Staff
iii. Serve as resource to Task Force,City staff
b. Focus Groups-A series of seven focus groups will be conducted to elicit comments from
specific interest groups within the community.The City,with assistance from the Visioning
Task Force will identify the groups,such as:seniors,businesses,education,athletic
association,etc.The focus groups will be conducted by Marc Hugunin,who is a trained
facilitator with over thirty years of experience conducting focus groups for industry and
public policy groups.The City and Visioning Task Force will provide support to the
consultant via recruitment of participants.
i. Prepare background materials,questions--present to Task Force
ii. Set dates/times/locations of focus groups
iii. City recruitment of focus group participants
iv. Serve as resource to Task Force,City staff
Team:Marc Hugunin
c. Community Forums-The second approach for acquiring community input is a set of four
Community Forums.The forums are proposed both as a way to reach the community and as
a chance for open dialogue about the issues identified in the Focus Groups and Community
Leaders Survey.The process includes four forums or"comment"sessions—ideally located
in geographically dispersed areas to make it convenient for people to attend.The four
forums will employ the use of Audience Participation Technology(APT).
APT is a flexible technology that enables audience members to"vote"on preplanned
questions as well as spontaneous issues and questions that arise during the session.Craig
Rapp has used APT many times,Including community forums that were part of the recent
Lakeville Visioning process.The consultant,in collaboration with the Task Force and City
staff will develop forum questions.It is assumed that the City will provide the AP technology
for the sessions.If the technology is not available locally,APT will be furnished for an
additional fee.
I. Prepare background on process--work with Task Force,staff
R. Develop and Forum questions and educational session outline
iii. Set dates/times/locations of sessions—working with Task Force&staff
iv. Serve as resource to City staff and Task Force
Team: Craig Rapp
6
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d. Social Media outreach and engagement-to capture the input of stakeholders who use social
media as their most frequent communication and information channel,a social media
outreach and engagement process is suggested.How and whether this will be used will be
determined by the City's use and familiarity with social media options,but at a minimum,the
use of the City's Facebook pages for describing the visioning effort,providing background
information and eliciting comments is recommended.
i. Meet with staff to discuss options
ii. Determine and develop strategy
iii. Prepare background information,questions with staff and Task Force
Team:Craig Rapp,Marc Hugunin
If. Early September-late September: Meetings in a Box(MIAB),
MIAB will take place in early-late September,depending upon the process and timing for establishing the
Task Force.Mike Huggins will coordinate development of the MIAB process.The purpose of MIAB will be
to elicit broad opinions from a broad array of stakeholders on future vision,barriers and other issues
deemed important by the the City.
a. Prepare Meetings in a Box questions,materials
b. Conduct background training-City staff
c. Coordinate efforts/serve as resource to Task Force and City
Team: Mike Huggins
III. Early/mid-late October: Conduct Focus Groups
Focus groups will take place in October,depending upon the timing of the MIAB process,and for selecting
groups,participants and venues.Marc Hugunin will facilitate the focus groups.The purpose of the focus
groups will be to elicit detailed information from specific stakeholder groups on perspectives gathered
from the MIAB process,as well as general reactions to future vision,barriers and other issues deemed
important by the Task Force and/or the City.
IV. fly loyember: Conduct Community Forums
In early November,following completion of the Focus Groups,the Community Forum sessions will occur.
This will enable the consultant,Task Force and Leadership Team to use all the to that point to shape
questions for the Forums.Four sessions will be scheduled two each week on consecutive weeks.This will
enable people to choose a convenient session and also to compress the timeframe for delivery.The
consultant will use audience participation technology(APT)-provided by the City—allowing participants
to vote on questions and to suggest items for voting at the forums.A summary of all sessions will be
generated from the digital database of responses created at the meetings.
a. Prepare questions and format for Community Forums
b. Coordinate session development with City staff
c. Facilitate sessions
d. Summarize results
Team:Craig Rapp
V. August-December:Social Media outreach and-engagement
In August,an outreach and engagement process using social media will be undertaken.How,and whether
to use this approach will be determined by the City's current level of use and familiarity with social media
Page 68 of 88
options.At a minimum,the use of the City's Facebook pages for describing the process,posing questions
and eliciting comments is recommended.
a. Meet with City staff to review social media options
b. Develop approach using social media to elicit community input
c. Prepare content for social media campaign
d. Summarize results
Team:Craig Rapp,Marc Hugunin
Phase III-SWOT/Analysis/Future Vision Development
1. Mid-late November: Meeting#3 with Visioning Task Force—Review community input
In mid-late November,the Visioning Task Force will hold its third meeting.The meeting will focus
exclusively on reviewing community input.The consultant will present summaries of the community
survey,focus groups,Community Forums and social media comments.The goal of the session will be to
clarify information,debrief the process,and identify general themes.In addition,the Committee will
prepare for the subsequent meetings where an assessment of the current environment and Vision
development will occur.
a. Prepare background materials and agenda
i. Community survey report
ii. Focus group summaries
iii. Community Forum summaries
b. Prepare future meeting plan/schedule
i. Develop action steps/proposed agendas
c. Facilitate meeting
Team:Craig Rapp,Marc Hugunin
I1. Early December: Meeting#4 with Visioning Task Force—Environmental Assessment
At the fourth Visioning Task Force meeting,the group will engage in an assessment of the current
environment-including a full range of community factors.The consultant will facilitate this process.The
result of this effort will be the identification of strategic challenges and the development of an initial
community vision.Included in the process will be a discussion of community values,development,and
competing community interests.
The group process will draw upon all of the source material generated to date:community input,the
sponsoring organization survey,the"Then and Now"information,and detailed demographic and
community profile information compiled by staff.
a. Prepare background material and meeting agenda
L Assemble source documentation
H. Discuss information with leadership team
b. Facilitate meeting
L Assessment process
ii. Strategic challenges
iii. Barriers
iv. Community Values
v. Competing Interests
vi. City positioning-issues to address
vii. Vision of the future-success factors
8
Page 69 of 88
Team:Craig Rapp,Marc Hugunin
111, Early Januaa: Meeting#5 with Visioning Task Force—Refinement,Future Vision
The fifth meeting of the Visioning Task Force will be a continuation and refinement of work developed at
meeting#4. The consultant will facilitate a process that will yield a draft Future Vision that will include:
A vision of a desired future state for Faribault based upon a set of guiding principles/community values,a
set of strategic challenges facing the community and organization,long range strategies for achieving the
vision and a set of critical success factors.
a. Prepare background material and meeting agenda
L Present drafts from previous meeting
H. Develop process for reaching consensus
b. Facilitate meeting
L Refine future vision
ii. Agree upon community values/principles
iii. Establish community initiatives
Team.Craig Rapp,Marc Hugunin
1V. Late January: Meeting#b with Visioning Task Force
The sixth and final meeting of the Visioning Task Force will focus on a review of the draft summary
Future Vision document.The group will make final adjustments as necessary to the document based
upon the previous meeting decisions and alignment with community input and values.
a. Prepare background material and meeting agenda
L Present drafts from previous meeting
ii. Develop process for reaching consensus
b. Facilitate meeting
L Finalize draft future vision
ii. Adopt draft community values/principles
iii. Approve proposed community initiatives
Team;Craig Rapp,Marc Hugunin
V. February: Submittal of Future Vision
Based upon the work of the Visioning Task Force,the consultant will prepare a final summary report
documenting the proceedings as well as the specific Future Vision.
a. Prepare and submit final report and Future Vision Project
i. Summarize Committee work
ii. Transmit final document
Team:Craig Rapp,Marc Hugunin
9
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Proposed Fee
The base fee for this project is$31,450.00,not including the variable fees associated with reviewing
Meetings in a Box feedback.This fee includes all travel and incidental expenses.
The fee for the Meetings in a Box review is:
• A fee of$175.00/group to review,analyze and summarize each group submittal
• An hourly rate of$175.00/hr.for City requested meetings and consultations.
Upon execution of a contract,payment shall be made to the consultant in the following manner:
• An initial payment of$4,250.00 upon contract execution
+ Monthly progress payments-upon presentation of an invoice
my 14,2014
Craig R.Rapp,President For the City of Faribault
Craig Rapp,LLC
10
Page 71 of 88
Consultant Qualifications
Craig R.Rapp is Owner and President of Craig Rapp,LLC.Craig has worked for over thirty years as a senior
executive in the public,private and non-profit sectors,formerly holding the positions of City Manager in three
Minnesota cities,Community Development Director at the Metropolitan Council,Vice President of a national
consulting firm,and Director of Consulting for the International City-County Management Association.
Craig focuses on assisting individuals and organizations to"connect the purpose and the possibilities".He has
extensive experience as a facilitator,trainer and consultant working with organizations of all sizes on
strategic planning/visioning,community engagement and complex organizational improvement efforts.
In addition to his experience as a consultant,Craig's experience with visioning and strategic planning includes
his time as a local government executive.While serving as City Manager of Brooklyn Park,Craig led efforts to
create a community vision-including a community engagement process attended by over 250 community
stakeholders.At the time,Brooklyn Park was a city of approximately 55,000 and was one of the fastest
growing communities in the twin cities. As Director of Community Development at the Metropolitan Council,
he led the effort to develop Metro 2040-which at that point was the Council's first long-term vision
document in over twenty years.
Craig has also served in numerous leadership capacities in local government in Minnesota including President
of the Association of Metropolitan Municipalities,President of the Sensible Land Use Coalition,President of
the North Hennepin Community College Advisory Board and President of the Metropolitan Area Management
Association.He has a M.A.in Public Administration and a B.A.in Urban Studies.
Marc Hugunin is Principal at Pepin Hug unin&Associates,a research,analysis,marketing,and
communications firm serving the public,non-profit and corporate clients.Marc has more than 25 years
experience as a policy and business strategist,with special emphasis on research and analysis. His Ph.D.work
is in the field of social research methods.Marc has been self-employed since 1998 and he regularly conducts
policy,public opinion,marketing,communications,customer and web usability research.He delivers
research-based policy,communications and marketing recommendations to his clients.Recent clients include
several units of the State of Minnesota(such as the Minnesota Departments of Natural Resources and
Transportation)and the University of Minnesota;Twin Cities Public Television,Best Buy,H.B.Fuller,Rally
Software and Valspar,among others.Clients with Craig Rapp include: City of St Paul,City of Eau Claire WI
and Dakota County.
Marc has a long history of public service including Metropolitan Council,Councilmember,1999-2003;City of
Grant,Councilmember,1996-1999;Friends of Washington County,Founder/Executive Director,2006-
present Washington County Commissioner,Candidate,2004.
Marc has degrees from the University of Minnesota and Bowling Green State University,OH.He grew up in
Faribault MN,where he graduated from Bethlehem Academy High School.
Mike Huggins is a former city manager and community engagement expert with more than 30 years
leadership experience in local government and urban planning.He served as City Manager,Assistant City
Manager,and Community Development Director for Eau Claire,WI(population 67,000);Planning Director for
Shawnee,KS(population 63,000);and Senior Land Use Planner for the Metropolitan Area Planning
Commission,Wichita,KS(population 385,000).An experienced trainer and facilitator,he has led community
engagement initiatives in downtown revitalization,community visioning,strategic planning,comprehensive
11
Page 72 of 88
planning,civic empowerment,racial justice,fiscal sustainability,and shared intergovernmental services.As
Principal,Civic Praxis,and a civic engagement service provider for ICMA Center for Management Strategies,
he works with local governments and communities to build the civic problem solving skills of everyday
people to collaborate and do extraordinary and meaningful public work
Related Projects- Comparable Work Performed by the Consultant
City of Lakeville,MN-Community Vision Plan(Envision Lakeville)
A 25-Year Community Vision Plan-developed over nine months by a thirteen member Visioning Task Force
appointed by the City Council,designed and facilitated by Craig Rapp.The process included background
research,coordination of Task Force,City Council and staff activities,multi-pbase community engagement
process,and facilitation of Task Force and community meetings.
Contact:Steven MieIke,City Administrator,952-985-4400,smielkeC@ci.lakeville.mn.us
City of Savage,MN-City Visioning(Envision Savage)
Nine-month city visioning process designed and facilitated by Craig Rapp when he was working for
Springsted,Inc.Process included work with an Advisory Committee,City Council and staff,multi-phase
community engagement process,and facilitation of multiple meetings to develop a 20-year community vision.
Contact:Barry Stock,City Administrator,952-882-2660,-3Stockna ci.savage.mn.us.
Scott County,MN—2030 Comprehensive Plan Visioning
Countywide visioning program in support of the 2030 Comprehensive Plan-designed and implemented by
Craig Rapp when he was working for Springsted,Inc.Process included community education and outreach,
meeting facilitation with Advisory group,public meeting facilitation to gather feedback,facilitated meetings
to reconcile polarized community factions.
Contact: Brad Davis,Planning Manager-952-496-8654,bdavisftc%scott.mmus. Dave Unmacht,former
County dministrator-651-223-3047, red.com
ty _. .
Dakota County,MN—HiPP Program 2004&2011
The Dakota County High Performance Partnerships Program(HiPP)is a collaborative program between
Dakota County and thirteen communities within the county.It was originally designed,developed and
implemented by Craig Rapp and Marc Hugunin in 2004.It included extensive community engagement group
facilitation and prioritization.
Contact:Brandt Richardson,County Administrator,651-438-4528,brandt.richardson @ co.dakota.mn.uy_
Pasco County,FL—Strategic Plan/Facilitation/Community Engagement
Pasco County Florida(pop.480,000)was one of the ten fastest growing counties in the country prior to the
housing crash.Craig Rapp directed a comprehensive strategic planning process for the County,including a
broad citizen engagement process that included town hall forums using audience participation technology.
He also facilitated numerous sessions with the County Board and various stakeholder groups.
Contact:Michele Baker,County Administrator,727-847-8115,mbaker0pascocouniyfl.net
12
Page 73 of 88
Waukesha County,WI—Strategic Plan/Facilitation/Community Engagement
Craig Rapp,while working for Springsted,Inc.,led a strategic planning and visioning effort for Waukesha
County,WI(pop.475,000).The project included work with a diverse advisory group,facilitation of
community education and feedback forums and the development of a strategic plan for the County.
Contact:Allison Bussler-Director of Public Works(former Chief of Staff),262-548-7740,
absassler@waukeshacountKgov
City of Bloomington,MN-Strategic Plan-Community Vision
Craig Rapp,while working for Springsted,Inc.,designed and facilitated a process to identify a community
vision,guiding principles as well as conducting an overarching SWOT process.The process involved a diverse
group of community stakeholders over multiple meetings.
Contact:Mark Bernhardson,City Manager,952-563-8782,Mark.Bernhardson t@ci.bloomingion.mn.us
Metropolitan Counties-Metropolitan Council
Craig Rapp facilitated a series of workshops with the seven metropolitan twin cities counties for the purpose
of generating a consensus county position on the future structure,powers and role of the Metropolitan
Council.The group consisted of twenty-one members:seven County Administrators and two County
Commissioners from each county.The process included development of background research,presentations
of options,facilitated discussion and development of a consensus position.
Contact: David Hemze,Carver County Administrator,952-201-9872,.,+"-.;,;1>,.->(7c.(::_.:;;
13
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Oak Park Heights
Request for Council Action
Meeting Date jgntiW 27u,2015
Time Required: 10 Minutes
Agenda Item Title: St. Croix River Crossing—Resolution Related to City Costs and
Reimbursements
Agenda Placement New Busin
Originating Department/R st E ' Johnson Ci Administrator
Requester's Signature
Action Requested See Belo
'- 7-
Background/Justification(Please indicate if any previous action has been taken or if other public
bodies have advised):
At the January 7h City Council work session the Council discussed a communication and process that outlines the City
understanding of the cost related to the SCRCP and a billing to the MN Department of Transportation to reimburse the City for
certain costs.That Resolution is enclosed for council consideration.
The resolution relates directly to the enclosed spreadsheet;however the spreadsheet is NOT part of the Resolution.
Page 75 of 88
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Page 76 of 88
RESOLUTION
A RESOLUTION OUTLINING THE CITY POSITION ON THE AGREEMENTS RELATING
TO THE ST CROIX RIVER CROSSING PROJECT AND THE REQUEST OF THE CITY OF
OAK PARK HEIGHTS TO THE MO NESOTA DEPARTMENT OF TRANSPORTATION FOR
PAYMENT
Whereas, in 1995 the City Council for the City of Oak Park Heights (hereafter referred to as the "City")
approved a particular layout for the construction of the various roadway and layout approaches for the St.
Croix Crossing Project, and in conjunction with the Minnesota Department of Transportation (hereafter
referred to as MNDOT) additionally signed a Memorandum of Understanding that documents actions
related to a specific layout, the execution of the project, including costs, timelines and statutory
provisions,and;
Whereas, MNDOT provided a July 2nd, 2012 submission of construction plans to the City as required by
Minnesota Statutes 161.177(1995),and;
Whereas, the City reviewed the MNDOT submitted construction plans from July 2, 2012 relative to the
1995 layout plan approved by the City on August 14th, 1995,and;
Whereas,Council Member Swenson and then Council Member Abrahamson met with the Governor Mark
Dayton and then Chief of Staff Ms.Tina Smith and MNDOT officials on August 23rd 2012 where it was
concluded and conditioned that if the City grants an Unconditional Municipal Consent and reached an
agreement that the City shall have a cost of$351,828 with the Governor's pledge to seek additional funds
for the remaining gap of$1,520,170,and;
Whereas this commitment by the Governor and the then Commissioner of the Minnesota Department of
Transportation was condensed into documents as attached being:
1. The Governor's letter dated,August 23'd which includes his additional pledge by Governor
Dayton to seek additional funding if the City Council provided its "Unconditional Municipal
Consent",and;
2. The letter signed by the Commissioner of Transportation Thomas Sorel dated August 23,2012,and;
3. Resolution No. 12-08-32 of the City dated August 23,2012
Whereas,subsequent to that meeting Municipal Consent was granted as was requested by the State,in
City Council Resolution 12-08-32 and which relied on these assurances made,and;
Whereas,as a result of this Resolution the parties understood the associated significant risks of the additional
unfunded$1,520,170 million liability and continued to work through its partners to secure additional funding
and as generally enumerated in the City letter dated September 10, 2012 to the City's State Legislative
delegation as attached,and;
Whereas, at the request of MNDOT and in compliance with the agreements made the City agreed to
negotiate a number of subsequent agreements including the Master Utility Agreement and the
Cooperative Construction Agreement,and;
Whereas in late 2012, the MNDOT Project Manager, Mr. Jon Chiglo verbally informed the City that
LRIP funding was made available to cover a substantial portion of the additional costs remaining from the
August 2012 discussions providing an additional $1,315,113 dollars from the State of Minnesota LRIP
Page 77 of 88
Fund to further offset City costs (non-City requested betterments), and leaving a resulting City cost
exposure to the initial $351,828 plus $205,057 (the difference between the $1,520,170 and the
$1,315,113)totaling$556,885,and;
Whereas, the City is additionally responsible for a water main upsizing charge of$145,243 and is the
beneficiary of credits for City items deleted from the Project totaling $234,779, leaving the City with a
total cost cap responsibility of$467,349,anal;
Whereas,to date the City has expended approximately$1,177,625 dollars in costs relating to the St.Croix
River Crossing including payments to the State of Minnesota for the City elements of the project totaling
$547,428 which includes the water main upsizing charge,and;
Whereas the City has sent numerous billings to the State of Minnesota to reduce the City's cost exposure
to a point nearer to the anticipated final total costs for which none have been reimbursed to date.
NOW,THEREFORE,BE IT RESOLVED that the City Council for the City of Oak Park Heights does
affirm a cost cap to the City in the amount of$467,349 and that any City payments over the cost cap of
shall be pursued earnestly by the City for reimbursement from MNDOT and for which is now estimated
to be$3 60,276 as of December 31",2014.
BE IT FURTHER RESOLVED,that the City acknowledges that there were subsequent,but
comparatively minor,cost adjustments to the$556,885 base figure following the commitments made in
August 2012 that may result in a further cost adjustments as well as the continued need for further cost
reimbursements as the Project is not complete.
BE IT FURTHER RESOLVED that the City Council does request that the Minnesota Department of
Transportation follow the commitments made by the State of Minnesota which directly lead to the City's
Municipal Consent and remit a prompt reimbursement to the City based upon invoice(s)to be generated
by the City Finance Director and paid in-full not later than thirty days from the date of issuance to the
State of Minnesota Department of Transportation.
Passed by the City Council of the City of Oak Park Heights this day of 2015.
Mary McComber,Mayor
Attest:
Eric Johnson,City Administrator
Page 78 of 88
STATE OF MINNESOT.
Office of Governor Mark Dayton
. A.
130 State Capitol a 75 Rev.Dr.Martin Luther King Jr.Boulevard Saint Paul,MN 55155
y�
August 23,2012
Mayor David Beaudet
Councilmember Les Abrahamson
Councilmember Mary McComber
Councilmember Mike Runk
Councilmember Mark Swenson
Oak Park Heights City Hall
14168 Oak Park Boulevard North
Oak Park Heights,Minnesota 55082
Dear Mayor Beaudet and City Councihnembers:
Over the last six months,my Administration has worked closely with the City of Oak
Park Heights to advance the critically important and time-sensitive construction of the St.Croix
River Crossing between Wisconsin and Minnesota.
A crucial next step in this process is the passage by the City on August 23,2012,of a
resolution expressing unconditional municipal consent to,and approval of;all work associated
with the St. Croix River Crossing project.
Working together,the City of Oak Park Heights and the Minnesota Department of
Transportation have successfully resolved many issues associated with this project. These
agreements are outlined by MnDOT Commissioner Tom Sorel in the attached letter.
In addition,the City has asked for help covering the cost of utility betterments associated
with the project amounting to$2,871,997.90. In the 2012 session,the Legislature appropriated
$1 million in state General Obligation bonds from resources provided in the Local Road
Improvement Fund(Minnesota Laws 2012,chapter 293,section 16,subdivision 3). The City of
Oak Park Heights has agreed to take responsibility for$351,828 of these costs, leaving a gap of
$1,520,170.
With this letter,I personally pledge to requesting approval from U.S.Department of
Transportation Secretary LaHood for the federal government to commit$1,520,170 for these
project costs. If Secretary LaHood informs me that the U.S.Department of Transportation is
unable to provide these funds,I will request and do my utmost to secure an additional State
General Obligation bond appropriation equal to$1,520,170 during the 2013 legislative session.
The Minnesota Department of Transportation will work with the City to ensure that cash flow and
Ibcal payment timing provides sufficient time for the 2013 Legislature to take action,if necessary.
I understand that;with these commitments,no issues remain that would prohibit the City
of Oak Park Heights from passing,on August 23,2012,a resolution expressing its unconditional
municipal consent to,and approval of,all work associated with the St.Croix Crossing Project. In
addition,the resolution will state that the city finds the construction plans provided to it by the
Department of Transportation on July 2,2012,to be fully in accordance with the layout plan it
approved in City of Oak Park Heights Resolution No.95-08-39 on August 14, 1995.
Voice:(651)201=3400 or(800)657-3717 Fax:(651)797-1850 MN Relay(800)627-3579
Website:ht!2://&g=or.state.mn.M@ An Equal Opportunity Employer
Printed on recycled paper containing 15%post consumer material and state government printed
Page 79 of 88
Mayor David Beaudet and City Councihnembers
August 23,2012
Page 2
This agreement allows us to move forward with building a bridge that will support the
economic development of communities on both sides of the river. I thank you for your diligent
work on this project and your continued service to the people of Oak Park Heights.
ly,
Mark Dayton
Governor
Attachment: Letter from Commissioner Sorel
cc: Senator Amy Klobuchar
Congresswoman Michele Bachmann
Chairman Mffce Beard
Chairman Joe Gimse
Senator Ted Lillie
Representative Kathy Lohmer
Page 80 of 88
Minnesota Department of Transportation
395 John Ireland Boulevard
Saint Paul,Minnesota 55155-1899
August 23,2012
Mayor David 8eaudet
Councilmember Les Abrahamson
Councilmember Mary McComber
Councilmember Mike Runk
Councilmember Mark Swenson
PO Box 2007
Oak Park Heights,MN 55082
Dear Mayor Beaudet and City Councilmembers:
This letter reflects and further documents the agreements reached between the City of Oak Park
Heights and the Minnesota Department of Transportation related to the St. Croix Crossing
Project between Wisconsin and Minnesota.
i. Final design for Lookout Trail at TH 95 will provide for a right-inhight-out
configuration.
2. Lookout Trail: The pedestrian and bike accommodations will run up Lookout Trail and
be continuous between Beech Road and TH 95. This work will be incorporated into a
turn-back proposal by MnDOT to the city of Oak Park Heights. The turn back agreement
will include funding for the city to design and reconstruct Lookout Trail. The turn-
around in the current plan will be ding' from the St Croix Crossing project. If a turn
back agreement cannot be reached this work will not be done.
3. The Omaha Avenue right-Wnght out at grade intersection with eastbound TH 36 shall be
reconstructed as part of the St.Croix Crossing Design-Build project.
4. North and south frontage roads within the city of Oak Park Heights jurisdiction remain
under MnDOT ownership.
5. As provided in Minnesota Statutes Section 161.45 the relocation of construction impacted
utilities will need to comply with any applicable city ordinance, unless waived by the
city. MnDOT is committed to working with the City to relocate utilities to a point as
close to the right of way line as possible to minimize potential impact to these facilities in
the future.
6. Work on Oakgreen Avenue shall be extended to the south from the proposed southern
termini of work depicted on the construction plans to approximately the northern termini
of Oakgreen Avenue at 58`" Street. A southbound right turn Iane will be constructed at
Oakgreen Avenue and 58 h Street to facilitate right turns from Oakgreen Avenue onto 58*
Street. All work upon Oakgreen Avenue will consist of an urban roadway section, with
concrete curb and gutter and construction stay within the existing right of way.
An equal opportunity employer Page 81 of 88
7. All MnDOT trails constructed as a part of the St. Croix Crossing project and within the
City of Oak Park Heights shall be owned by MOOT, with the city having minor
maintenance responsibilities thereon. Any trail reconstruction shall remain a MnDOT
responsibility. Closure of the trails by the City of Oak Park Heights will be in
accordance with the Americans with Disabilities Act and City Ordinances and Park
policies.
$. The layout for Oakgreen Avenue will be adjusted to provide a pull back of the frontage
road from the Pine Grove Gardens development. MaDOT will increase the distance
between the townhomes and the south frontage road by approximately 30 feet. This
provides a total distance between the townhomes and frontage road of approximately 50
feet.
9. MnDOT will implement and complete reasonable maintenance to the Scenic Overlook as
committed to under the Section 106 mitigation requirements.
10. MnDOT will install appropriate TH 36 at grade pedestrian crossing elements at Osgood
Avenue and Oakgreen Avenue/Greeley per MnDOT standards.
11. Western project limits for the St. Croix Crossing project will be established to ensure
reconstruction of TH 36 mainline not constructed since the 1990s and ensure the v oiect
begins where the previous phase of construction ended
12. The Holiday gas station shall retain its access point on Osgood Avenue.
13. A reasonable access for the Home for Me Townhomes (Oakgreen and South Frontage
Road)shall be maintained.
14. The storm water design will meet the volume,rate and water quality requirements for the
project. MnDOT will coordinate the St. Croix Crossing storm water design with the
Browns Creek Watershed District and the Middle St. Croix Water Management
Organization. MnDOT will be responsible for pond maintenance and any future
reconstruction.
15. The total cost to the city of Oak Park Heights is $2,571,997.00. This is computed by
adding city defined betterments, city share of construction impacted utilities, Grey Area
utilities and city responsibility of traffic signal costs. After applying the$1,000,000 from
the Local Road Improvement Fund and the City responsibility for Utility Betterments
MnDOT commits that the total City of Oak Park Heights financial obligation as a result
of the St. Croix Crossing Project will not exceed $1,520,169.00. This total obligation
does not include the cost of the "Moelter Site" utility relocation which if elected by the
City will increase the total obligation to the City.This figure does assume the relocation
of City utilities between Oakgreen and Osgood as part of the project
16. MnDOT and the City will review a list of new driveways or streets and determine which
will be classified as a public facility or private facility.
Page 82 of 88
As you are aware, in March of 2012 1 appointed .ton Chiglo as the 5t. uroix Crossing Project
Director. With this appointment, Mr. Chiglo has fill authority to negotiate on behalf of the
Minnesota Department of Transportation regarding all elements of this project. The Minnesota
Department of Transportation looks forward to enhancing our partnership with Oak Park Heights
by working together to successfully complete and open the new St. Croix Bridge.
Sincerely,
Thomas K. Sorel
Commissioner
Minnesota Department of Transportation
Page 83 of 88
RESOLUTION NO. 12-08-32
CITY OF OAK PARK HEIGHTS
WASHINGTON COUNTY,MINNESOTA
A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF OAK PARK
HEIGHTS APPROVING THE SUBMITTED CONSTRUCTION PLANS FOR
THE ST. CROIX RIVER CROSSING AND ITS APPROACHES,FINDING
SAME TO BE SUBSTANTIALLY CONSISTENT WITH THE PLANS AS
GRANTED MUNICIPAL CONSENT FORTHE 1995 LAYOUT
WHEREAS, in 1995 the City Council for the City of Oak Park Heights
(hereafter referred to as the "City") approved a particular layout for the
construction of the various roadway and layout approaches for the St. Croix
Crossing Project, and;
WHEREAS, in 1995 the City and the Minnesota Department of
Transportation signed a Memorandum of Understanding that documents actions
related to a specific layout, the execution of the project, including costs, timelines
and statutory provisions, and;
WHEREAS, the Department has continually worked towards the
resurrection of the Project ultimately leading to a July 2nd, 2012 submission of
construction plans to the City as required by Minnesota Statutes 161.177( 1995),
and;
WHEREAS, the City has reviewed the MNDOT submitted construction
plans from July 2, 2012 relative to the 1995 layout plan approved by the City on
August 14°i, 1995, and has had the input of their City Engineer, and;
WHEREAS, the City Council finds that the changes existing between Layout
Plans as approved by the City in 1995 and the construction plans are insignificant or
otherwise beneficial to the city at large, and;
Page 84 of 88
WHEREAS, the City has received and acknowledges the commitment from
the Minnesota Department of Transportation as set forth within correspondence
signed by the Commissioner of Transportation Thomas Sorel dated August 23, 2012,
and this City approves of same, and;
WHEREAS, the City of Oak Park Heights and the Minnesota Department of
Transportation have benefitted from the input and participation and the resolution of
various issues by the intervention of the Honorable Mark Dayton, Governor of the
State of Minnesota, and acknowledges and is grateful for his input and commitments
as outlined in his correspondence to the City dated August 23, 2012, and the City
approves of same, and;
WHEREAS, the City of Oak Park Heights has previously been benefitted by
the assistance of the Honorable Kathy Lohmer, member of the House of
Representatives of the State of Minnesota in securing additional funds for the City in
this project to address financial needs as presented, and is grateful for her input; and,
WHEREAS, the City has been benefitted also on the federal level by the
participation of the Honorable Michele Bachmann member of the United State
Congress and her staff in addressing Federal funding issues relative to this project,
and is grateful for her input and continuing assistance;
WHEREAS, the City has been benefitted also on'the federal level by the
participation of the Honorable Amy Klobuchar member of the United States Senate
and her staff in addressing Federal funding issues relative to this project, and.is
grateful for her input and continuing assistance;
WHEREAS,the City has been benefitted by the diligent work of its City staff,
together with MNDOT staff, and Project Director Jon Chiglo in working to find
solutions to the various issues that have been presented relative to this project and the
various renditions and changes that have occurred.
NOW, THEREFORE, BE IT RESOLVED, by the City
Council for the City of Oak Park Heights as follows:
1. That the City Council approves the construction plans submitted
by the Minnesota Department of Transportation to the City on July 2, 2012 as being
in accordance with the 1995 Layout Plans as approved by the City on August 14,
1995 in Resolution 95-08-39.
2
Page 85 of 88
2. The City of Oak Park Heights approves of all work associated
with the St. Croix Crossing Project as the City finds the plans as submitted benefit
and are in the best interest of the citizens and residents of the City of Oak Park
Heights.
3. That the City of Oak Park Heights waves or releases any claim of
statutory non-compliance by the Minnesota Department of Transportation with the
submission of the construction plans on July 2, 2012.
4. That the City Council authorizes its staff to begin work with the
staff of the Minnesota Department of Transportation to negotiate and formalize
Cooperative Construction and Utility Agreements consistent with the commitments
and financial projections agreed to between State and City staff.
5. The City of Oak Park Heights is committed to working with
MnDOT as an active partner through the development and implementation of the St.
Croix Crossing Project.
Passed by the City Council for City Oak ark eights this 23`'
day of August,2012.
Mayor
c Jqqnson
ity inistrator
3
Page 86 of 88
a.
City Of Oak Park Heights
14168 Oak Paris Blvd. N•Box 2007.Oak Park Helghts,MN 55082•Phone(651)439-4439.Fax(551)439-0574
September 14,2012
Representative Kathy Lohmer,District 56A(398)
521 State Office Building
100 Rev.Dr.Martin Luther King Jr.Blvd.
Saint PULL Minnesota 55155
Senator Ted Lillie,District 56(53) Ms.Karin Housley
75 Rev,Dr.Martin Luther King Jr.Blvd. Statc Senate District 39 Candidate
Capitol Building,Room 124 7$Sixth Avenue SW#72
St,Paul,MN 55155-1605 Forest Lake,MN 55025
Ms.Julie Bunts Mr.Tom DeGree
State Senate District 39 Candidate State Representative District 39B Candidate
PO Box 241 PO BOX 31
Lake Elmo,MN 55042 rake Elmo,MN 35042
RE:St Croix River Crossing Project—Commitment of Funding
Dear Elected Representatives and Candidates for Offices:
As you now are aware,the City Council for the City of Oak Park Heights did recently take affirmative action to find that the
sul itod layout plans for the St.Croix River Grassing ProjaA wCM acceptable and which has now enalslcd the Project to
proceed along its path.
This City Council action was solidified as a result of the August 23`",2012 commitment by Governor Dayton(attached)to seek
$1.52 million dollars from Federal or from State of Minnesota sources to cover the$1.52 million in anticipated City utility costs
associated with the Project As the Governor's letter is not a unilateral guaranty of funding,the City Council is at this time
00cking co ingots and itrput froth our area legislators,89 well as input from those wldng such of im as to their ability k3 aid
the Governor to bring his funding etfbrt to fruition.In effect;the City Council is inquiring ifyouroffice would be,supportive of
legislation that would aid in accomplishing the$1.52 million commitment?
The City Council is respectfullY requesting that efforts he made to fully support Governor Dayton's commitments to the City
which enabled the Project to proceed on a timely basis.Without this funding being ultimately supplied the City will be required
to fund the$1.52 million from other sources and which would pose a significant challenge to the City.
Likewise,if you believe there is specific action the City can take to additionally help its this cause,please advise us as soon as
possible.
Kind regards,
Eric Johnson
City Adminir
Cc: City Council 1NMernbers
16 of 30
Page 87 of 88
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