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Home My WebLink About02-24-15 City Council Packet CITY OF OAK PARK HEIGHTS TUESDAY, FEBRUARY 24, 2015 CITY COUNCIL MEETING AGENDA 5:00 P.M. 5:00 p.m. I. Call to Order/Pledge of Allegiance/Approval.of Agenda Estimated times 5:05 p.m. II. Council/Staff Reports A. Mayor McComber B. Councilmember Dougherty C. Councilmember Liljegren D. Councilmember Runk E. Councilmember Swenson F. Staff • Recycling Award (pg.3) 5:10 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). 5:10 p.m. IV. Consent Agenda (Roll Call Vote) A. Approve Bills & Investments B. Approve City Council Minutes—January 13, 2015 (pg.5) C. Approve City Council Worksession Notes--February 10, 2015 (pg. 9) D. Approve License for Sale and Storage of Fireworks at Menards (pg. 13) E. Adopt Resolution Supporting Dedicated Street Funding for City Streets (pg. 15) F. Approve Proclamation Identifying March 2015 as National Nutrition Month (pg. 19) G. Approve Proclamation for April 24, 2015 as Arbor Day and May 2015 as Arbor Month (pg. 23) H. Approve Liquor License Application for Stillwater Paint and Sip, LLC (pg. 25) 5:15 p.m. V. Public Hearings None 5:15 p.m. VI. Old Business A. St. Croix River Crossing Project Update (no enclosure) B. Street Reconstruction Update (no enclosure) C. Consider Holding a City Council Worksession— SCRCP City Reimbursements (pg. 27) 5:25 p.m. VII. New Business A. Xcel Energy Interim Use Permit—Temporary Office Trailers at A.S. Ding Plant (pg.29) B. Consider Cancelling or Rescheduling May 12 City Council Meeting Date(pg. 49) C. Public Works Lead Operator Position Assignment (pg. 51) Page 1 of 60 Agenda February 24,2015 Page 2 5:40 p.m. VIII. Other Council Items or Announcements 5:45 p.m. IX. Adjoununent Page 2 of 60 .1A n Cz,L Meeting Date February 24, 2015 Agenda Item Recycling Award Time Rey. 0 Agenda Placement Staff Reports Orignig Dpamet/Requester nistration/Jennifer Pinsk' Requester's Signature, Action Requested Receive Information Background/Justifi cation (Please indicate any previous action has been taken or if other public bodies have been advised). See Attached. Page 3 of 60 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 February 19, 2015 Jaclyn and Mac Blair 5790 Newberry Avenue North Oak Park Heights, MN 55082 Dear Mr. and Mrs. Blair: 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, February 19, 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. Congratulation . Jennifer Pinski Deputy Clerk TREE CITY U.S.A. Page 4 of 60 e Oak Park Heights Request for Council Action Meeting Date February 24, 2015 Agenda Item Approve City Council Minutes—Febru 10, 2015 Time Req. 0 Agenda Placement Consent Originating Department/Requestor Administration/Jennifer Pinski i Requester's Signature, Action Requested Approve Background/Justification (Please indicate any previous action has been taken or if other public bodies have been advised). See Attached. Page 5 of 60 CITY OF OAK PARK HEIGH'T'S TUESDAY, FEBRUARY 10, 2015 CITY COUNCIL MEETING MINUTES I. Call to Order/Pledge of AlleZiance/Approval of Agenda: Mayor McComber called the meeting to order at 7:16 p.m. Present: Councilmembers Dougherty, Liljegren, Runk, and Swenson. Staff present: City Administrator Johnson, City Attorney Vierling, Public Works Director Kegley, and City Engineer Mlejnek.. Absent: City Planner Richards. Mayor McComber added "Accept Donation of$100 from Glenn and Virginia Crain of Paris Ave"to the Consent Agenda as Item G and "Street Reconstruction —Approve Change Order#3"to Old Business as Item D. Councilmember Swenson, seconded by Councilmember Liljegren, moved to approve the Agenda as amended. Carried 5-0. II. Council/Staff Reports: A. Mayor McComber: She reported that she would be attending the CVB meeting on February 11, the Coalition of Utility Cities conference call on February 13, and the Fire Department Advisory Meeting on February 18. She informed the City Council there was a committee hearing on the MET Council's Thrive 2040 on February 19. B. Councilmember Dougherty: He reported he would be attending the CVB ineeting on February 11, and the next Middle St. Croix Watershed Management Organization meeting was set for February 12 at 7:00 p.m. at the Bayport Library. C. Councilmember Liljegren: No report. D. Councilmember Runk: No report. E. Councilmember Swenson: He reported that he attended the Cable Commission meeting, and they authorized the transfer to the new cable company. He stated that all people with comeast.net e-mail address will lose those accounts once the merger goes through. F. Staff. Deputy Clerk Pinski reported that Ryan and Deborah Wyss of 5919 Oldfiled Avenue North were chosen as the recycling award winners. III. Visitors/Public Comment: MSCWMO Presentation—MIDS: Mike Eisensee of the Middle St. Croix Watershed Management Organization provided a presentation on the St. Croix Communities Clean Water Project Minimal Impact Design Standards. He requested that the City appoint a representative as the key contact. Page 6 of 60 City Council Meeting Minutes February 10, 2015 Page 2 of 3 Councilmember Runk, seconded by Councilmember Swenson, moved to appoint Councilmember Dougherty and City Administrator Johnson as representatives. Carried 5-0. Iii'. Consent Agenda: A. Approve Bills & Investments B. Approve City Council Minutes—January 27, 2015 C. Adopt Resolution Recognizing the Contributions of Timothy Krieger as an Oak Park Heights Parks Commissioner 2009-2014 D. Approve Resolution Granting the Application of White Tails Unlimited to Conduct a One-Day Raffle at Heights Hall and Club on March 21, 2015 E. Authorize Staff to Submit LMC--Cities of Excellence Award Application F. Authorize the 2015 Ironman Bike Ride Event— Subject to Final Agreement G. Accept.Donation of$100 from Glenn and Virginia Crain of Paris Ave Councilmember Runk, seconded by Councilmember Liljegren,moved to approve the Consent Agenda. Roll call vote taken. Carried 5-0. V. Public Hearings: None VI. Old Business: A. St. Croix River Crossing Project Update: No updates. B. Street Reconstruction Update and Approve Plans and Specifications for Area D: Councilmember Runk, seconded by Councilmember Dougherty, moved to authorize the beginning of the bidding process for Area D and authorize the City Attorney and City staff to negotiate and execute the agreement with the City of Stillwater when they were prepared. Carried 5-0. Councilmember Swenson, seconded by Councilmember Dougherty, moved to authorize Mayor McComber to meet with the City of Stillwater mayor to discuss cost-sharing for the street reconstruction project. Carried 5-0. C. Oak Park Crossing Park—Preliminary Feedback Final Park Plans: Mayor McComber reported that the Parks Commission had been meeting over the past few months on a park plan for Oak.Park Crossing Park, and they were seeking approval of the park layout. Joel Odens, a landscape architect with Bolton and Menk,presented the proposed park layout. He stated the plan would be presented at an open house public hearing and then brought back to the City Council for final approval. Page 7 of 60 City Council Meeting Minutes February 10, 2015 Page 3 of 3 Commissioner Dougherty was concerned that there was not enough need for that many ball fields in the City. He questioned the cost of maintenance with no irrigation allowed. Commissioner Swenson asked if the Parks Commission could keep Valley View Park safety and security as part of their conversations. Councilmember Runk, seconded by Councilmember Swenson, moved to approve a Resolution Supporting the City's Application to the Federal Recreational Trail Program for 2015. Roll call vote taken. Carried 5-0. Councilmember Swenson, seconded by Councilmember Liljegren, moved to approve a Resolution Supporting the City's Application to the Minnesota Department of Natural Resources for the Local Trail Connections Program for 2015. Roll call vote taken. Carried 5-0. Councilmember Swenson, seconded by Councilmember Runk, moved to approve a Resolution Authorizing the Application for an Outdoor Recreation Grant for 2015. Roll call vote taken. Carried 5-0. Councilmember Swenson, seconded by Councilmember Liljegren, moved to approve the concept. Carried 5-0. D. Street Reconstruction Approve Chanize Order#3: Councilmember Swenson, seconded by Councilmember Runk, moved to authorize Change Order#3. Carried 5-0. VII. New Business: None VIII. Other Council Items or Announcements: None 1X. Adjournment Councilmember Swenson, seconded by Councilmember Liljegren, moved to adjourn the meeting at 8:15 p.m. Carried 5-0. Respectfully submitted, Approved as to Content and Form, Jennifer Pinski Mary McComber Deputy Clerk Mayor Page 8 of 60 �Ta - Oak Park Heights Request for Council .diction Meeting Date February 24, 2015 Agenda Item Approve City Council Worksession Notes—February 10, 2015 Time Req. 0 Agenda Placement Consent Originating Department/Requestor Administration/Jennifer Pinski Requester's Signature Action Requested Approve Background/Justification (Please indicate any previous action has been taken or if other public bodies Save been advised). See attached. Page 9 of 60 0 CITY OF OAK PARK HEIGHTS CITY COUNCIL WORKSESSION NOTES TUESDAY,FEBRUARY 10,2015 AT 6:00 P.M. Present: Mayor McComber, Councilmember Swenson, Councilmember Dougherty, Councilmember Liljegren, Councilmember Runk, City Administrator Johnson,City Attorney Vierlin.g, Public Works Director Kegley, City Engineer Mlejnek,Police Chief DeRosier,Finance Director Caruso, and Deputy Clerk Pinski. Absent: None. 1. Call to Order: Mayor McComber called the meeting to order at 6:00 p.m. 2. Oak Park Heights—A Twenty Year Vision Concept Discussion: Mayor McComber suggested the discussion not be tied solely to the comprehensive plan. She used the City of Stillwater as an example that they had a brand, logo, and activities. She stated she had been asked by residents why Oak Park Heights did not have parades and holiday decorations. She suggested"Gateway to the St. Croix"as a theme. City Administrator Johnson reported that the meeting packet included a map of the St. Croix in Oak Park Heights because there was talk of a public boat launch in the City. He stated there was a trail to the north of the coal plant. Chief DeRosier reported that he could not say whether or not to do a boat launch,but that the Police Department would take care of it if the City wanted it. He suggested security lighting at the site. City Administrator Johnson stated there was no turnaround or parking lot. Mayor McComber stated she would like to set up a meeting or retreat prior to doing an RFR Councilmember Dougherty suggested having a facilitator for the meeting. Mayor McComber suggested looking at setting something up for a Saturday late March or early April. She stated the date could be set at the next City Council meeting. Councilmember Dougherty suggested considering an intern to facilitate the meeting. McComber suggested there may be someone on the League of Minnesota Cities staff. Dougherty stated he knew of someone who helped with the Convention and Visitor's Bureau. No action taken. 3. Street Reconstruction: Finance Director Caruso reported there was a loss in interest earnings due to a portion of Area D not being done,and that loss needed to be made up. Councilmember Runk provided the City Council with a memo and letter from the City of Stillwater's engineer regarding the roads in the street reconstruction area. Councilmember Swenson stated he thought Mayor McComber needed to meet with the Stillwater mayor. Caruso provided a worksheet of the new project costs and funding options taking Osman Avenue, Ozark Avenue, and 65' Street out. City Administrator Johnson stated that the street reconstruction project was on the City Council Agenda for that evening. No action taken. 4. City Hall Facility--Council Meeting Room Construction Update and Security: Mayor McComber reported that the League of Minnesota Cities was going to prepare a memo for member cities regarding meeting security. She asked whether the Police Department had any Page 10 of 60 suggestions for safety and `W=hether tlicy thoutiglit the City should do an audit. Chief DeRosier thought a panic button would be reasonable in the Council Chambers. City Administrator Johnson suggested staff test the panic buttons at the front counters. McComber suggested Chief DeRosier and City Administrator Johnson have a meeting to discuss options and make suggestions. No action taken. 5. City Council Meeting Times: Mayor McComber questioned whether 7:00 p.m. City Council meeting times still worked for everyone. Each member of the Council stated that 7:00 p.m. worked for them. City Administrator Johnson reported he had a conflict on February 24 and asked if the councilmembers were flexible with the start time for that meeting. They stated they were. No action taken. 6. Adjourn: The meeting was adjourned at 7:09 p.m. Page 11 of 60 THIS PAGE IS INTENTIONALLY LEFT BLANK Page 12 of 60 I equest Oar Council Acti®n Meeting Date February 24, 2015 Agenda Item Approve License for Sale and Storage of Fireworks at Menard's Time Req. 0 Agenda Placement Consent Originating Department/Requestor Administration/Jennifer Pinski . 1 Requester's Signature, Action Requested Approve Background/Justification (Please indicate any previous action has been taken or if other public bodies have been advised). B.J.Alan Comoany Fireworks has submitted an application for inside sales/storage of fireworks at Menards Store#3129 in Oak Park Heights. They wish to sell legal fireworks in-store May 1--July 31, 2015 during normal business hours. The background check has been completed by the Oak Park Heights Police Department, and the$100 fee has been paid. I recommend approval. Page 13 of 60 THIS PAGE IS INTENTIONALLY LEFT BLANK Page 14 of 60 P Oak Park Heights Request for Council Action Meeting Date February 20', 2015 Time Required: I Minutes Agenda Item Title: City Street Funding Resolution Agenda Placement Consent A Tenda Originating Department/Requestor Mayor Mare McComber Requester's Signature Action Requested Adopt Resolution Supporting Dedicated Street Funding for City Streets Background/Justification(Please indicate if any previous action has been taken or if other public bodies have advised): I would like the City Council to consider signing passage of Resolution that would support"an omnibus transportation funding bill"that provides additional dedicated state fainding for city streets including funding that can be used for non-MSA(municipal state aid)city street maintenance,construction and reconstruction. Please see attached. Page 15 of 60 League Board Passes City Street Funding Resolution Page 1 of 2 League Board Passes City Street Funding Resolution Cities are urged to consider adoption of a supporting resolution. (Published Feb 20, 2015) The League of Minnesota Cities(LMC)Board of Directors adopted a resolution on Feb. 19 demonstrating support for new dedicated state funding for city streets. The resolution, which is aimed at formalizing a directive enacted by the Board in January (see"League Board Directs New Transportation Advocacy Strategy (Link to:http://www.Imc.orglpagel]ILMCBoard-Transportation.isp) "),supports"an omnibus transportation funding bill that provides additional dedicated state funding for city streets including funding that can be used for non-MSA(municipal state aid)city street maintenance,construction and reconstruction." The resolution will be presented to legislators,Gov. Dayton,and other stakeholders. View a model resolution available to cities(doc) (Link to: http:/fwuw.lmc.org/media/documentJl/sampleres citystreetfunding.doc) Cities that are interested in supporting this effort are encouraged to consider adopting the resolution(see link above)as soon as possible and sharing it with their legislators.Copies of resolutions that have been adopted should also be submitted to LMC Assistant Intergovernmental Relations Director Anne Finn at afinn @lmc.org(Link to: mailto:afnn @Imc_org)or by mail to: Anne Finn Assistant Intergovernmental Relations Director League of Minnesota Cities 145 University Ave. W. St. Paul,MN 55103 Read more Capitol Updates (Link to: hup://www.lmc.org/page/1/cities-bulletin-newsletter jsp) * By posting you are agreeing to the LMC Comment Policy (Link to: http://www.Ime.orglpagelllcomment-policy.jsp) . 0 Comments Be the first to comment. Your LMC Resource Contact Anne Finn Assistant IGR Director Page 16 of 60 http://www.Imc.org/page/l/BoardStreetFundingResolution jsp?utm source=Capitol-Updates-RSS&u... 2/20/2015 RESOLUTION A RESOLUTION SUPPORTING DEDICATED STATE FUNDING FOR CITY STREETS WHEREAS,Minnesota contains over 141,000 miles of roadway, and over 19,000 miles— or 13 percent--are owned and maintained by Minnesota's 852 cities; and WHEREAS,over 80 percent of municipal streets are ineligible for dedicated Highway User Tax Distribution Fund dollars; and WHEREAS,the more than 700 Minnesota cities with populations below 5,000 are ineligible for dedicated Highway User Tax Distribution Fund dollars; and WHEREAS, city streets are a separate but integral piece of the network of roads supporting movement of people and goods; and WHEREAS,existing funding mechanisms, such as Municipal State Aid(MSA), property taxes and special assessments,have limited applications, leaving cities under-equipped to address growing needs; and WHEREAS,city cost participation in state and county highway projects diverts resources from city-owned streets; and WHEREAS,maintenance costs increase as road systems age, and no city--large or small—is spending enough on roadway capital improvements to maintain a 50-year lifecycle; and WHEREAS,for every one dollar spent on maintenance, a road authority--and therefore taxpayers--save seven dollars in repairs; and WHEREAS,cities need greater resources, including an additional dedicated state funding source for transportation, and flexible policies in order to meet growing demands for street improvements and maintenance. NOW,THEREFORE, BE IT RESOLVED BY THE CITY OF OAK PARK HEIGHTS that the City does support an omnibus transportation funding bill that provides additional dedicated state funding for city streets including funding that can be used for non-MSA city street maintenance, construction and reconstruction. ADOPTED by the City Council for the City of Oak Park Heights this day of 2015. Mayor Mary McComber Attest: City Administrator Page 17 of 60 THIS PAGE IS INTENTIONALLY LEFT BLANK Page 18 of 60 Oak Park Heights Request for Council Action Meeting Date February 24, 2015 Time Required: I Minute Agenda item Title; Approve Proclamation Identifyin;; Mardi_2015 as National Nutrition Month Agenda Placement Consent Agenda Originating Department/Requestor Mayor McComber Requester's Signature Action Requested _ Approve Proclamation for Identifying March 2015 as National_Nutrition Month Background/Justification(Please indicate if any previous action has been taken or if other public bodies have advised): Please see the attached Proclamation. Page 19 of 60 k ° CITY OF OAK PARK HEIGHTS EXECUTIVE OFFICE PROCLAMATION WHEREAS food is the substance by which life is sustained; and WHEREAS the type, quality, and amount of food that individuals consume each day plays a vital role in their overall health and physical fitness; and WHEREAS there is a need for continuing nutrition education and a wide-scale effort to enhance access to healthy food and healthy eating; NOW, THEREFORE I, Mary McComber, Mayor of Oak Park Heights, Minnesota DO HEREBY PROCLAIM the month of March 2015 as: NATIONAL NUTRITION MONTH in Oak Park Heights and encourage all citizens to join the campaign for better nutrition for themselves and others in the goal of achieving optimal health. IN WITNESS WHEREOF I have hereto set my hand and caused the Seal of Oak Park Heights to be affixed. Done on this 24th day of February, Two thousand and fifteen. Mayor Mary McComber Page 20 of 60 Eric Johnson From: Marymccomber @aol.com Sent: Monday, February 09, 2015 12:45 PM To: Eric Johnson Subject: Fwd: National Nutrition Month Attachments: OPHTemplateforNational NutritionMonth201S.docx; Gwen Hi[land Mayo rHodgesNNMv2.pptx FYI From: hoelscher.lisa(c),gmail.com To: marVmccomber a'aol,com Sent: 2/9/2015 12:03:52 P.M. Central Standard Time Subj., National Nutrition Month Dear Mayor McComber, March is National Nutrition Month. This year, the Minnesota Academy of Nutrition and Dietetics is asking all mayors in Minnesota to issue a proclamation about National Nutrition Month to help publicize the program and encourage Minnesota residents to "Bite Into A Healthy Lifestyle". We would appreciate about 15 minutes of your time to sign a proclamation and have a photo taken with me. The photo will be combined with others from throughout the state by our dietetic association for publicity on our website and will also be shared with our national organization. You may also use the proclamation and photo for publicity if desired. have attached a proclamation template, and also a photo from 2014 of the mayor of Minneapolis showing a similar proclamation. If the proclamation could be printed on city letterhead, it would look more official. I live nearby, and my time is fairly flexible. If you would like to issue this proclamation, let me know what time would be convenient for you. If there is an appropriate event where you would like to make this proclamation, that could also be a possibility. Thank you for considering this project. Lisa Elizabeth (Lisa) Hoelscher, MPH, RDN, LD, CHES Continuing Professional Education Reviewer Minnesota Academy of Nutrition & Dietetics 651-485-5949 1 Page 21 of 60 G7 CD C � — =. o m ( 3 -� � (D — C 90 O cn OZ r� v rD O 0 Ln 2.0 3 lD iv Q v [r O-Q �' (D N m fp " O 0) r-h Q rb 1'D (p `C <rD 0 1 r-t � � CD z (D w CL rD rD Ln rD rwr.. ' C7 O C 3 Page 22 of 60 rl Oak Park Heights Request for Council Action Meeting Date: Tuesday February 24. 2015 Agenda Item : Arbor Day and Arbor Month Proclamations- 2015 Time Req. 1 Minute Agenda Placement: Consent Originating Departrnent/Reques r: Public Works, Andy Kegley, Public Works Director Requester's Signature Action Requested: Proclaim i3riday Aril 24, 2015 Arbor Day and Ma 2015 Arbor Month Background/Justification(Please indicate any previous action has been taken or if other public bodies have been advised). Request: 1. Proclaim Friday April 24,2015 as Arbor Day in the City of OPH 2. Proclaim May 2015 as Arbor Month in the City of OPH Page 23 of 60 CITY OF OAK PARK HEIGHTS PROCLAMATION WHEREAS: Minnesota is home to many of our nation's natural resources,foremost among them are our beautiful and abundant forests; and WHEREAS: Trees are an increasingly vital resource in Minnesota today,enriching our lives by purifying the air,conserving soil,water and energy, creating jobs through a large forest products industry, serving as recreational settings, providing habitat for wildlife of all kinds,and creating beautiful Iandscapes to make our communities more livable,and WHEREAS: Human activities such as construction damage, pollution and neglect,as well as climatic extremes, disease and insects threaten our trees, creating the need for concerted action to ensure the future of community and rural forests in our state and throughout the country; and WHEREAS: Each individual can act locally to improve the environment by planting trees and ensuring that these trees are protected and receive proper maintenance in the years ahead;and WHEREAS: Each year on the last Friday in the month of April and throughout the month of May, the people of Minnesota pay special tribute to the vital natural resource that our trees represent and dedicate themselves to the continued vitality of our state's community and rural forests; NOW,THEREFORE I,Mary McComber, Mayor of the City of Oak Park Heights, do hereby proclaim Friday,April 24, 2015 to be ARBOR DAY and the month of May,2015 to be ARBOR MONTH in Oak Park Heights,Minnesota. Signed this, , 2015 Mary McComber, Mayor Tree City U.S.A. Page 24 of 60 d Oak Park Heights Request for Council Action Meeting Date February 24, 2015 Agenda Item Approve Liquor License Application for Stillwater Paint and Sip, LLC Time Req. 0 Agenda Placement Consent Originating Department/Requestor Administration/Jennifer Pinski Requester's Signature Action Requested Approve License Background/Justification(Please indicate any previous action has been taken or if other public bodies have been advised). Stillwater Paint and Sip, LLC, to be located at 13999 601'' Street North, Suite 103, in Stillwater, Minnesota,has made an application for a liquor license. The application and supporting documentation has been reviewed by the City Attorney, and the background check was completed by the Oak Park Heights Police Department. The fees have been paid. I recommend approval of the license. Page 25 of 60 THIS PAGE IS INTENTIONALLY LEFT BLANK Page 26 of 60 e Oak Park Heights Request for Council Action Meeting Date February 24'h, 2015 Time Required: 3 Minutes Agenda Item Title: Consider Holding a City Council Work Session—SCRCP City Reimbursements Agenda Placement Old Business Originating Department/Requestor Councilmembqr-Uou b Requester's Signature Action Requested See Below Background/Justification(Please indicate if any previous action has been taken or if other public bodies have advised): 1 would like the City Council to consider holding a work session to receive a City staff update and to have the City Council discuss possible options regarding the MNDOT re-imbursement matter for City costs stemming from the SCRCP. (PERH 6pm 31I(� ? Page 27 of 60 THIS PAGE IS INTENTIONALLY LEFT BLANK Page 28 of 60 r Oak Park Heights Request for Council Action Meeting Date February 20, 2015 Time Required: 5 Minutes Agenda Item Title: Xcel Energy— Interim Use Permit Temp. Office Trailers at A.S. King Plant. Agenda Placement New Business Originating Department/Req t r Johnso dministrator Requester's Signature Action Requested Please below. Background/Justification(Please indicate if any previous action has been taken or if other public bodies have advised): Please see the attached from Scott Richards: 1. Planners Report Dated Feb 3", 2015 2. Planning Commission Recommendation—Unsigned. 3. Proposed City Council Resolution. Page 29 of 60 will cuRE z TPC3601 Thurston Avenue N, Suite 100 Anoka, MN 66303 Phone: 763.231.6840 Facsimile: 763.427.0620 TPC@PianningCo.com PLANNING REPORT TO: Eric Johnson FROM: Scott Richards DATE: February 3, 2015 RE: Oak Park Heights—Xcel Energy/A.S. King Plant— Interim Use Permit Application for Temporary Office Trailers FILE NO: 236.02 — 15.01 BACKGROUND Thomas Zellmer, representing Xcel Energy, has made application for an Interim Use Permit to allow placement of temporary office trailers at the A.S. King Power Plant. The plant is located at 1103 King Plant Road and is adjacent to the St. Croix River. The trailers are to be used for a temporary increase in administrative and engineering personnel while the plant is shut down for maintenance. The trailers are to be placed on site from March to June 2015. The property is zoned I, Industrial District in which power plants and accessory structures are a permitted use. The King Plant is also in a River Impact District which requires a conditional use permit for permanent structures. In that the request is for temporary placement of the trailers, that application is treated as an interim use, not a conditional use. Attached for reference: Exhibit 1: Project Narrative Exhibit 2: Site Plan —Trailer Locations Exhibit 3: Trailer Floor Plan Exhibit 4: Picture of Trailer ISSUES ANALYSIS Project Description. The description of the need for the trailers is provided by Xcel in the project application as follows: Page 30 of 60 Xcel Energy is requesting a permit for the use of temporary administrative trailers for use during the annual maintenance outage. The trailers will be used for a temporary increase in administrative and engineering personnel when the plant is shut down for maintenance. A quantity of six to nine trailers is proposed. Each trailer is approximately 60 feet long and 12 feet wide. Assuming nine trailers, the maximum temporary trailer space is 6,480 square feet. The permanent plant workforce is 110 employees with an additional 960 contract workers during the annual outage. This will be a smaller workforce compared to outages preformed in 2013 and 2014. Existing plant bathroom facilities and portable toilets will be used during the outage. The additional contract workers will use temporary gravel parking spaces. The outage begins March 29, 2015 and ends in early May. The trailers will be removed by June 30, 2015. Six trailers were placed on site with an Interim Use permit approved in December of 2012. The trailers were removed in July 2013 as per the conditions of approval. An interim use permit was granted in October 2013 to allow placement of temporary office trailers and a Conditional Use Permit was granted for the permanent instillation of two rail spurs. Again, the trailers were removed in conformance with the conditions of approval. Comprehensive Plan. The Comprehensive Plan designates this area as industrial land use. The power plant and its accessory structures are recognized as industrial land uses consistent with the maps and policies of the plan. Zoning Ordinance. The site is zoned I, Industrial District in which power plants and accessory structures are a permitted use. The King Plant is also in the River Impact District which requires a conditional use permit for significant changes to the plant. The temporary use of the trailers is not considered a pemnanent or significant change to the plant site, thus will require an interim use. Section 401.32.0 lists temporary office and administrative structures as an interim use in the I District. Parking. The site currently has 117 permanent parking spaces on an existing blacktop surface. An additional parking area of 400 spaces on gravel outside of the fence will be used for the additional temporary personnel. The number of permanent plant employees is 110 with another 160 contract employees during the plant maintenance. Parking calculations for the plant are as follows: Existing Office Space: 18,400 square feet x .9 = 16,560 1 200 = 83 + 3 = 86 parking spaces Temporary Office Space: 2 Page 31 of 60 6,480 square feet x .9 = 5,832 1 200 = 29 f 3 = 32 parking spaces As per the Zoning Ordinance requirements, 118 parking spaces are required both for the existing and proposed office space. The combination of the 117 spaces on the blacktop and 400 spaces on the gravel will be more than adequate for the 270 people that will be employed at the plant during the maintenance. Lighting. No additional lighting has been proposed. Existing site lighting will be utilized in the areas where the trailers are to be placed. Any new lighting of the site will need to be in compliance with the Zoning Ordinance and subject to review and approval of City staff. Trash Handling. All trash and recycling for the trailers will be handled with the existing facilities on site. Restrooms. The nine trailers will not contain restroom facilities. The existing restroom facilities in adjacent buildings and portable toilets will be utilized. Grading and Drainage. There will be no grading or drainage issues with the proposal for the trailers. The trailers will be placed on existing gravel surfaces. Tree Preservation. There will be no trees removed for placement of the trailers. Setbacks. The trailers will be compliant with all lot line and shore land building setbacks of the Zoning Ordinance. Department of Natural Resources. The Department of Natural Resources (DNR) has been notified of the request. The interim use and conditional use approval by the City is subject to any further review or comments by the DNR. Design Guidelines. In that the trailer structures are temporary, they are not subject to Design Guideline Review. Conditional Use Permit — River Impact District. The Planning Commission shall consider the conditional use permit criteria, found in Section 401.03.A.7 of the Zoning Ordinance, as part of its review. 1. Relationship to the speck policies and provisions of the municipal comprehensive plan. 2. The conformity with present and future land uses in the area. 3. The environmental issues and geographic area involved. 4. Whether the use will tend to or actually depreciate the area in which it is proposed. 5. The impact on character of the surrounding area. 6. The demonstrated need for such use. 7. Traffic generation by the use in relation to capabilities of streets serving the property. 8. The impact upon existing public services and facilities including parks, schools, streets, and utilities, and the City's service capacity. 9. The proposed use's conformity with all performance standards contained herein (i.e., parking, loading, noise, etc.). 3 Page 32 of 60 Due to the location of the King Plant in an industrial area, and the minimal impact the trailer structures will have on the site, the project is consistent with the above criteria. The City Engineer should comment on any traffic concerns with having an additional 160 people utilizing the roadways adjacent to the plant. CONCLUSION AND RECOMMENDATION Based upon the preceding review, City staff recommends approval of the an Interim Use Permit to allow placement of temporary office trailers at the A.S. King Plant subject to the following conditions: 1. The trailers shalt be removed no later than June 30, 2015 unless an extension is granted by the City Council. 2. Any freestanding or building lighting shall be in compliance with the Zoning Ordinance and subject to review and approval of City staff. 3. Any changes to the grade or drainage associated with the trailer placement shall be subject to review and approval of the City Engineer and applicable watershed district if necessary. 4. The City Engineer shall comment on the traffic resulting from the increased personnel at the plant. Any traffic control measures required by the City Engineer will be implemented by Xcel Energy. 5. Xcel shall be required to comply with any permitting requirements of the City and any further review and comment by the DNR. Pc: Julie Hultman 4 Page 33 of 60 EXFOBIT Xcel Energy is requesting a permit for the use of temporary administrative trailers for use during the annual maintenance outage. The trailers will be used for a temporary increase in administrative and engineering personnel while the plant is shutdown for maintenance. A quantity of six to nine trailers is proposed. Each trailer is approx. 60' long x 12' wide. Assuming nine trailers,the maximum temporary trailer space is 6,480 square feet. The permanent plant workforce is 110 employees with an additional 160 contract workers during the annual outage. This will be a smaller workforce compared to outages performed in 2013 and 2014. Existing plant bathroom facilities and portable toilets will be used during the outage. The additional contract workers will use temporary gravel parking spaces. The outage begins March 21, 2015 and ends in early May. The trailers will be removed by June 30,2015. Page 34 of 60 EXHIBIT 2 Fi Np - E E.eFaa 19 -!at 116€ �t€ I dI p� r mss! gill ��I ._. !d� FeEISR plEE !ta 7 p !°—, Al R I ix Ig 1,-14-l# a I p,0 � T'• �'! Lai �I�:lI& el i I�I��lal I ��'F� r l i ei� I I�!�' I I �IE��,�S I I � OIQI'✓1 ,I 5 p Ili i I it i+F f;E �{ F E • t ' I Ig gi 8 tip Ei�l'7 �g�E Elp�` E ��E� hE G I 'E fl�l �f !E e •� 1 �� I�11 �1 I dd EltI�Br#I` vial #1'i91!lliL a \ t p � Nit,1 1ra, .IRE _ III I �� I k•I "�� milj, 1 , - I I 1 _ J 5 Page 35 of 60 EXHIBIT � j � Oo � T f M Page 36 of 60 ,w A r r a � t EXHIBIT �?�, � . d� P - c x sr-Jf'yw� rJ: r , i , M� Y f r , f i� x r J t »x w -11It r ji T y A RECOMMENDING RESOLUTION OF THE PLANNING COMMISSION CITY OF OAK PARK HEIGHTS WASHINGTON COUNTY, MINNESOTA A RESOLUTION ESTABLISHING FINDINGS OF FACT AND RECOMMENDING TO THE CITY COUNCIL THAT THE REQUEST BY XCEL ENERGY FOR AN INTERIM USE PERMIT TO ALLOW FOR THE PLACEMENT OF TEMPORARY OFFICE TRAILERS AT THE A.S. KING POWER PLANT AT 1103 KING PLANT ROAD SHOULD BE APPROVED WITH CONDITIONS WHEREAS,the City of Oak Park Heights has received a request from Xcel Energy for an Interim Use Permit to allow for the placement of up to nine temporary office trailers at the A.S. King Power Plant at 1103 King Plant Road; and after having conducted a public hearing relative thereto, the Planning Commission of Oak Park Heights makes the following findings of fact: 1. The real property affected by said application is legally described as follows,to wit: SEE ATTACHMENT A and 2. The applicant has submitted an application and supporting documentation to the Community Development Department consisting of the following items: SEE ATTACHMENT B and 3. The property is zoned I, Industrial District in which power plants and accessory structures are a permitted use. The property is in the River Impact District which required the original Conditional Use Permit for the Allen S. King Plant and the subsequent amendments that have allowed changes to the site and the plant to expand; and 4. The placement of the temporary office trailers will require an Interim Use Permit. Approval of the use would be for a period ending on June 30, 2015,with the possibility of an extension by the City Council; and 5. There is adequate parking to accommodate the addition of approximately 160 people on site; and Page 38 of 60 6. City staff prepared a planning report dated February 3, 2015 reviewing the request; and 7. Said report recommended approval of the Interim Use Permit subject to the fulfillment of conditions; and 8. The Planning Commission held a public hearing at their February 19, 2015 meeting,took comments from the applicants and public, closed the public hearing, and made the following recommendation: NOW,THEREFORE, BE IT RESOLVED BY THE PLANNING COMMISSION FOR THE CITY OF OAK PARK HEIGHTS THAT THE PLANNING COMMISSION RECOMMENDS THE FOLLOWING: A. The application submitted by Xcel Energy for an Interim Use Permit to allow for the placement of up to nine temporary office trailers at the A.S. King Power Plant at 1103 King Plant Road and affecting the real property as follows: SEE ATTACHMENT A Be and the same as hereby recommended to the City Council of the City of Oak Park Heights for approval with the following conditions: 1. There shall be no more than nine temporary trailers placed on site at one time. 2. The trailers shall be removed no later than June 30, 2015 unless an extension is granted by the City Council. 3. Any freestanding or building lighting shall be in compliance with the Zoning Ordinance and subject to review and approval of City staff. 4. Any changes to the grade or drainage associated with the trailer placement shall be subject to review and approval of the City Engineer and applicable watershed district if necessary. 5. The City Engineer shalt comment on the traffic resulting from the increased personnel at the plant. Any traffic control measures required by the City Engineer will be implemented by Xcel Energy. 6. Xcel shall be required to comply with any permitting requirements of the City and any further review and comment by the DNR. Recommended by the Planning Commission of the City of Oak Park Heights this 19th day of February,2015. 2 Page 39 of 60 Jim Kremer, Chair ATTEST: Eric A. Johnson, City Administrator 3 Page 40 of 60 ATTACHMENT A Interim Use Permit Allowing Temporary Administrative Trailers For Increased Workforce At Xcel Energy—A.S. King Plant 1103 King Plant Road Legally Described As: PT GOV LOT 5 LYING EAST OF CM&STP RR EXCEPT: 34.030.20.43.0003 & 34.030.20.43.0004 SUBJ TO 20FT WIDE SEWER EASE EXCEPT: PART OF LOT 5 OF SECTION 34 IN TOWNSHIP 30 NORTH OF RANGE 20 WEST OF THE FOURTH MERIDIAN LYING EASTERLY OF THE EASTERLY LINE OF THE RIGHT OF WAY OF THE CHICAGO MILWAUKEE AND ST PAUL RAILWAY COMPANY (NOW ABANDONED) DESCRIBED AS FOLLOWS COMMENCING AT A POINT ON THE NORTH LINE OF SAID GOVERNMENT LOT 5 WHERE THE SAME IS INTERSECTED BY THE EASTERLY LINE OF SAID RAILWAY RIGHT OF WAY THENCE EAST ALONG THE NORTH LINE OF GOVERNMENT LOT 5 A DISTANCE OF 378.8 FEET THENCE SOUTH AT RIGHT ANGLES TO THE NORTH LINE OF SAID GOVERNMENT LOT 5 A DISTANCE OF 100 FEET TO THE POINT OF BEGINNING OF THE TRACT TO BE DESCRIBED THENCE SOUTH ON SAID LINE DRAWN AT RIGHT ANGLES TO THE NORTH LINE OF GOVERNMENT LOT 5 A DISTANCE OF 676.3 FEET THENCE NORTHEASTERLY ON A LINE DRAWN PERPENDICULAR TO THE EAST LINE OF SAID RAILWAY RIGHT OF WAY A DISTANCE OF 152.6 FEET MORE OR LESS TO THE POINT OF INTERSECTION WITH A LINE DRAWN AT RIGHT ANGLES TO THE NORTH LINE OF GOVERNMENT LOT 5 AND PASSING THROUGH A POINT 136 FEET EASTERLY OF THE POINT OF BEGINNING AS MEASURED ALONG A LINE PARALLEL WITH THE NORTH LINE OF GOVERNMENT LOT 5 THENCE NORTHERLY ALONG SAID INTERSECTING LINE AT RIGHT ANGLES TO THE NORTH LINE OF GOVERNMENT LOT 5 A DISTANCE OF 607.7 FEET MORE OR LESS TO A POINT THEREON 100 FEET SOUTH AT RIGHT ANGLES FROM THE NORTH LINE OF GOVERNMENT LOT 5 THENCE WEST PARALLEL TO THE NORTH LINE OF GOVERNMENT LOT 5 136 FEET TO A POINT OF BEG AND INCLUDING: PART OF GOVERNMENT LOT 5 SECTION 34 TOWNSHIP 30 RANGE 20 BEING THAT PART LYING BETWEEN RIGHT OF WAY OF CHICAGO ST PAUL MINNEAPOLIS AND OMAHA RAILROAD COMPANY AND RIGHT OF WAY OF CHICAGO MILWAUKEE AND ST PAUL RAILROAD COMPANY EXCEPT THAT PART THEREOF LYING BETWEEN NORTH LINE OF SAID GOVERNMENT LOT 5 AND LINE RUNNING PARALLEL TO AND 700 FEET SOUTH OF NORTH LINE OF SAID GOVERNMENT LOT 5 SUBJECT TO ASEMENT AND: PART OF GOVERNMENT LOT 5 SECTION 34 TOWNSHIP 30 Washington County Parcel Number(PID): 34-03-020-43-0005 Page 41 of 60 ATTACHMENT B Interim Use Permit Allowing Temporary Administrative Trailers For Increased Workforce At Xcel Energy—A.S. King Plant 1103 King Plant Road Application Materials • Application Form • Fees • Plan Sets • Written Narrative and Graphic Materials Explaining Proposal • Mailing List from Washington County 500 from subject property • Proof of Ownership or Authorization to Proceed Public Hearing: February 14,2015 Required Approvals: CUP—Interim Use Permit City Council 4/5 Conditional Use Permit-Lapse of Approval: Unless the City Council specifically approves a different time when action is officially taken on the request,the conditional use permit shall become null and void twelve(12) months after the date of approval, unless the property owner or applicant has substantially started the construction of any building, structure, addition or alteration, or use requested as part of the conditional use. An application to extend the approval of a conditional use permit shall be submitted to the Zoning Administrator not less than thirty(30)days before the expiration of said approval. (401.03.C.4.a and b) Page 42 of 60 RESOLUTION NO. CITY COUNCIL CITY OF OAK PARK HEIGHTS WASHINGTON COUNTY, MINNESOTA A RESOLUTION ESTABLISHING FINDINGS OF FACT AND RESOLUTION OF THE CITY COUNCIL THAT THE REQUEST BY XCEL ENERGY FOR AN INTERIM USE PERMIT TO ALLOW FOR THE PLACEMENT OF TEMPORARY OFFICE TRAILERS AT THE A.S. KING POWER PLANT AT 1103 KING PLANT ROAD BE APPROVED WITH CONDITIONS WHEREAS,the City of Oak Park Heights has received a request from Xcel Energy for an Interim Use Permit to allow for the placement of up to nine temporary office trailers at the A.S. King Power Plant at 1103 King Plant Road; and after having conducted a public hearing relative thereto, the Planning Commission of Oak Park Heights recommended the application with conditions. The City Council of the City of Oak Park Heights makes the following findings of fact and resolution: 1. The real property affected by said application is legally described as follows,to wit: SEE ATTACHMENT A and 2. The applicant has submitted an application and supporting documentation to the Community Development Department consisting of the following items: SEE ATTACHMENT B and 3. The property is zoned 1, Industrial District in which power plants and accessory structures are a permitted use. The property is in the River Impact District which required the original Conditional Use Permit for the Allen S. King Plant and the subsequent amendments that have allowed changes to the site and the plant to expand; and 4. The placement of the temporary office trailers will require an Interim Use Permit. Approval of the use would be for a period ending on June 30, 2015, with the possibility of an extension by the City Council; and 5. There is adequate parking to accommodate the addition of approximately 160 people on site; and Page 43 of 60 6. City staff prepared a planning report dated February 3, 2015 reviewing the request; and 7. Said report recommended approval of the Interim Use Permit subject to the fulfillment of conditions; and 8. The Planning Commission held a public hearing at their February 19, 2015 meeting,took comments from the applicants and public, closed the public hearing, and recommended the application with conditions. NOW,THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL FOR THE CITY OF OAK PARK HEIGHTS THAT THE CITY COUNCIL APPROVES THE FOLLOWING: A. The application submitted by Xcel Energy for an Interim Use Permit to allow for the placement of up to nine temporary office trailers at the A.S. King Power Plant at 1103 King Plant Road and affecting the real property as follows: SEE ATTACHMENT A Be and the same as hereby approved by the City Council of the City of Oak Park Heights with the following conditions: 1. There shall be no more than nine temporary trailers placed on site at one time. 2. The trailers shall be removed no later than June 30, 2015 unless an extension is granted by the City Council. 3. Any freestanding or building lighting shall be in compliance with the Zoning Ordinance and subject to review and approval of City staff. 4. Any changes to the grade or drainage associated with the trailer placement shall be subject to review and approval of the City Engineer and applicable watershed district if necessary. 5. The City Engineer shall comment on the traffic resulting from the increased personnel at the plant. Any traffic control measures required by the City Engineer will be implemented by Xcel Energy. 6. Xcel shall be required to comply with any permitting requirements of the City and any further review and comment by the DNR. Approved by the City Council of the City of Oak Park Heights this 24th day of February, 2015. 2 Page 44 of 60 Mary McComber, Mayor ATTEST: Eric A. Johnson, City Administrator 3 Page 45 of 60 ATTACHMENT A Interim Use Permit Allowing Temporary Administrative Trailers For Increased Workforce At Xcel Energy A.S. King Plant 1103 King Plant Road Legally Described As: PT GOV LOT 5 LYING EAST OF CM&STP RR EXCEPT: 34.030.20.43.0003 & 34.030.20.43.0004 SUBJ TO 20FT WIDE SEWER EASE EXCEPT: PART OF LOT 5 OF SECTION 34 IN TOWNSHIP 30 NORTH OF RANGE 20 WEST OF THE FOURTH MERIDIAN LYING EASTERLY OF THE EASTERLY LINE OF THE RIGHT OF WAY OF THE CHICAGO MILWAUKEE AND ST PAUL RAILWAY COMPANY (NOW ABANDONED) DESCRIBED AS FOLLOWS COMMENCING AT A POINT ON THE NORTH LINE OF SAID GOVERNMENT LOT 5 WHERE THE SAME IS INTERSECTED BY THE EASTERLY LINE OF SAID RAILWAY RIGHT OF WAY THENCE EAST ALONG THE NORTH LINE OF GOVERNMENT LOT 5 A DISTANCE OF 378.8 FEET THENCE SOUTH AT RIGHT ANGLES TO THE NORTH LINE OF SAID GOVERNMENT LOT 5 A DISTANCE OF 100 FEET TO THE POINT OF BEGINNING OF THE TRACT TO BE DESCRIBED THENCE SOUTH ON SAID LINE DRAWN AT RIGHT ANGLES TO THE NORTH LINE OF GOVERNMENT LOT 5 A DISTANCE OF 676.3 FEET THENCE NORTHEASTERLY ON A LINE DRAWN PERPENDICULAR TO THE EAST LINE OF SAID RAILWAY RIGHT OF WAY A DISTANCE OF 152.6 FEET MORE OR LESS TO THE POINT OF INTERSECTION WITH A LINE DRAWN AT RIGHT ANGLES TO THE NORTH LINE OF GOVERNMENT LOT 5 AND PASSING THROUGH A POINT 136 FEET EASTERLY OF THE POINT OF BEGINNING AS MEASURED ALONG A LINE PARALLEL WITH THE NORTH LINE OF GOVERNMENT LOT 5 THENCE NORTHERLY ALONG SAID INTERSECTING LINE AT RIGHT ANGLES TO THE NORTH LINE OF GOVERNMENT LOT 5 A DISTANCE OF 607.7 FEET MORE OR LESS TO A POINT THEREON 100 FEET SOUTH AT RIGHT ANGLES FROM THE NORTH LINE OF GOVERNMENT LOT 5 THENCE WEST PARALLEL TO THE NORTH LINE OF GOVERNMENT LOT 5 136 FEET TO A POINT OF BEG AND INCLUDING: PART OF GOVERNMENT LOT 5 SECTION 34 TOWNSHIP 30 RANGE 20 BEING THAT PART LYING BETWEEN RIGHT OF WAY OF CHICAGO ST PAUL MINNEAPOLIS AND OMAHA RAILROAD COMPANY AND RIGHT OF WAY OF CHICAGO MILWAUKEE AND ST PAUL RAILROAD COMPANY EXCEPT THAT PART THEREOF LYING BETWEEN NORTH LINE OF SAID GOVERNMENT LOT 5 AND LINE RUNNING PARALLEL TO AND 700 FEET SOUTH OF NORTH LINE OF SAID GOVERNMENT LOT 5 SUBJECT TO ASEMENT AND: PART OF GOVERNMENT LOT 5 SECTION 34 TOWNSHIP 30 Washington County Parcel Number(PID): 34-03-020-43-0005 Page 46 of 60 ATTACHMENT B Interim Use Permit Allowing Temporary Administrative Trailers For Increased Workforce At Xcel Energy—A.S. King Plant 1103 King Plant Road Application Materials • Application Form • Fees • Plan Sets • Written Narrative and Graphic Materials Explaining Proposal • Mailing List from Washington County 500 from subject property • Proof of Ownership or Authorization to Proceed Public Hearing: February 19, 2015 Required Approvals: CUP—Interim Use Permit City Council 415 Conditional Use Permit-Lapse of Approval: Unless the City Council specifically approves a different time when action is officially taken on the request,the conditional use permit shall become null and void twelve(12)months after the date of approval,unless the property owner or applicant has substantially started the construction of any building, structure,addition or alteration,or use requested as part of the conditional use. An application to extend the approval of a conditional use permit shall be submitted to the Zoning Administrator not less than thirty(30)days before the expiration of said approval. (401.03.C.4.a and b) Page 47 of 60 THIS PAGE IS INTENTIONALLY LEFT BLANK Page 48 of 60 Oak Park Ee4:its Request for Couyicil Action Meeting Date February 24, 2015 Agenda.Item Consider Cancelling or Rescheduling May 12 City Council Meeting Date Time Req. 2 Agenda Placement New Business Originating Department/Requestor Administration/.lexuiifer Pinski Requester's Signature Action Requested Cancel or reschedule May 12 City Council meeting date Background/Justification (Please indicate any previous action has been taken or if other public bodies have been advised). Washington County has notified me that there will be a Special Election on May 12, 2015 from 7 a.m. to 8 p.m. for ISD 834. Statute states that no public meetings may be held during polling times, and the City Council Chambers will be used as the polling location for the election. I request the City Council consider cancelling the meeting or rescheduling it for a different date. The City Council's other regular meeting dates before and after are April 28 and May 26. Page 49 of 60 THIS PAGE IS INTENTIONALLY LEFT BLANK Page 50 of 60 Oak Park Heights Request for Council Action Meeting Date: Tuesday February 24. 201; Agenda Item : Public Works Lead Operator Position Assignment Time Req. 3 Minutes Agenda Placement: New Business Originating Department/Request Public Works And Kegley, Public Works Director Requester's Signature ..�� Action Requested: Create a Pu is Works Lead Operator Position: Authorize the Public Works Director to assig►i the position. Backga•ound/Justification (Please indicate any previous action has been taken or if other public bodies have been advised). If this proposal to fill the need within the Public Works Department is amenable to the Council: I. l request that the Council create the assigned "Public Works Lead Operator" position within the department. 2. Further, authorize the Director of Public Works to assignn the best person within the department, to this position when deemed practical and necessary for the department. Please see attached memo for discussion. Page 51 of 60 City of Oak Park Heights 14168 Oak Park 131vd N.•Box 2007.Oak Park Heights. MN 55082•Phone(651)439-4439•Fax 439-0574 Memorandum To: Eric Johnson, Administrator Cc: Mayor and Council From: Andrew Kegley, Public Works Director Date: 02/18/2015 Re: Public Works Lead Operator Position Creation As the City progresses, so too does the demand For infrastructure maintenance.With the increased demand it is now appropriate to reintroduce a leadership role between the P.W. Director and the P.W. Staff. I request and propose that this leadership role be created as an assigned position and be known as PUBLIC WORKS LEAD OPERATOR. An assigned leadership role within the department is not intended to take on the responsibilities of the Public Works Foreman position, but rather it is designed to allow the Director to assign projects that may require more responsibility and accountability. In so doing, the idea is that the Director will not have to persistently check up on select projects or assignments, nor continuously manage and assign next steps; thereby freeing time for other obligations that are becoming increasingly extensive. Again, the goal here is not to create a Foreman position nor separate the director from the staff, but provide an ability to assign certain projects for completion under alternative direction. A bit of history...Until November 2013, the Public Works department operated within essentially three levels of responsibility: • The Director, who is ultimately responsible for the entire department performs the administrative duties that keep the department operational. • The foreman, a limited intermediary between the Director and P.W. staff. performed some minor administrative and supervisory duties, but also worked alongside staff. This intermediary position was important because it was a vehicle to transport field and daily operation information to the Director' s office. Page 52 of 60 • The Public Works Operators being responsible to carry out maintenance in the field and respond to service requests. All temporary and part time staff performs duties as assigned and directed. The Lead Operator's expanded duties and responsibilities would fit between the Public Works Operator's role and the Public Works Foreman's role. His or her role will be to help relieve some of the burden of organizing resources for field work by taking on assigned tasks and projects and having the responsibility to complete them with little intervention. He or she will also be assigned with the responsibility to ensure reoccurring maintenance responsibilities are completed; for example meter reading follow up, repair work and replacement as well as hydrant flushing and maintenance. The person that fills this role will be expected to cooperate among all City staff in order to execute necessary maintenance, help to organize and coordinate P.W. resources when necessary, and relay field maintenance concerns and or needs back to the Director. The Lead Operator position is different than the Foreman position in that the Foreman position involved some staff supervision and included more administrative duties. The Lead Operator role will not have these Foreman responsibilities or duties, but rather will be accountable to complete various assignments that will free time for me to concentrate on my duties, including those that were previously done by a Public Works Foreman. For the added responsibilities and accountability of the Lead Operator Role, the assigned staff will receive an additional 5% increase on his or her base pay. This amounts to an additional $2,700 +/- per year. The pay for filling the Foreman position at the top of the base salary schedule is an estimated $9,000 +/- more per year. If the Council deems the proposal acceptable,the assignment shall be made by the Public Works Director immediately after approval and shall be reviewed annually. Although filling the needs of the department is a benefit on its own, additionally it is positive to have a mid-step diversification of responsibilities between administrative responsibilities and field operations and is beneficial to incentivize the assigned staff member to take on added responsibilities and accountability. Further, assigning a staff member who possesses potential and the desire to take on a leadership role is a reasonable ascension of responsibility and progress in developing a long career serving residents of Oak Park Heights. The Lead Operator position was not budgeted for 2015. One possible method to fund the added expense of the position is to split the funding between the Administrative Intern position and the Public Works travel and conference budget. Mark R,Andy S and I are current on continuing education credits necessary for water and sewer licensure renewal for 2015; therefore water and sewer conference attendance can be delayed to future years.A funding scenario is attached for your consideration. 2 Page 53 of 60 If this proposal to fill the need within the Public Works Department is amenable to the Council, I request the following: 1.That Council creates the assigned "Public Works Lead Operator" position within the department, see the attached "Assigned Duty" detail Z. Council authorizes the Director of Public Works to assign the best person within the department, to this position when deemed practical and necessary for the department. Page 54 of 60 Changes to Budget for PW Lead Operator Budget Changes Admin Intern $ 5,000 $ 1,000 Street Travel and Conference $ 800 $ 136 Parks Travel and Conference $ 2,700 $ 119 Water Travel and Conference $ 5,200 $ 850 Sanitary Travel and Conference $ 2,800 $ 510 Storm Travel and Conference $ 500 $ 85 Total Budget Adjustment $ 2,700 Page 55 of 60 CITY OF OAK PARK HEIGHTS TITLE: PUBLIC WORKS LEAD OPERATOR DEPARTMENT: PUBLIC WORKS REPORTS TO: PUBLIC WORKS DIRECTOR SUMMARY OF POSITION Primary responsibilities of this position include taking on a leadership role in the maintenance of City utilities, streets, and parks recreational and public facilities. ESSENTIAL JOB FUNCTIONS 1. Initiate and lead daily crew discussions regarding job assignments, tasks and projects. Assist the Public Works Director by planning and organizing resources for field work including but not limited to assigning tasks and maintenance responsibilities to public works staff for assigned tasks and projects. 2. When necessary, lead and provide direction to P.W. staff on jobsites, especially during hazardous and or emergency situations. 3. Initiate field maintenance and operation tasks and project progress updates and concerns to the Public Works Director in a timely manner. 4. Lead and coordinate water meter reading, replacement,repairs and all associated activity related to water meter reading and maintenance. 5. Lead and coordinate all hydrant flushing and maintenance activity. 6. Assists in the maintenance/operation of the public drinking water system including routine inspection,preventative maintenance, routine testing, cleaning, repairing,rebuilding and installation, repair and testing of water meters. 7. Assists in the maintenance/operation of sanitary and stornn sewers including routine inspection,preventative maintenance and cleaning,repairing, rebuilding, unclogging and deicing. 8. Maintains and repairs City streets, including patching, sealcoating, sanding, and sweeping streets, repairing and replacing curbing, and painting curbing, crosswalks and parking stalls. as needed; or provides liaison assistance to contractors hire to complete such repairs or improvements. 9. Responsible for snow plowing and removal of snow from City streets, City parking lots, and trails as needed; or provides liaison assistance to contractors hire to complete such repairs or Page 56 of 60 10. Installs, repairs and replaces street signs and mailboxes 11. Responsible for planting, removing, and trimming boulevard trees as needed. 12. Maintains the appearance of City parks, trails and parking lots, including clearing snow, deicing and sanding, and placing, emptying, and removing trash containers. 13. Performs overall maintenance of City parks, their facilities and equipment. 14. Builds, maintains, and repairs City ball fields. 15, Installs, maintains, and removes recreational equipment. 16. Builds, installs, repairs and paints skating rinks and warming houses. 17. Floods and maintains skating rinks, including removal of snow. 18. Know and adheres to City, State, and Federal safety rules and OSHA requirements. 19. Operate standard power equipment relative to position, including but not limited to: chain saws, weed eaters, lawn mowers, tractors, snow plows, snow blowers, sanders, power broom, skid-steer, etc. 20. Acquires information, performs cost analysis to make informed recommendations regarding maintenance, repair and or replacement of City utility infrastructure components. 21. Performs other duties as apparent or assigned. KNOWLEDGE, SKILLS,AND ABILITIES • Knowledge of mechanical equipment and its preventative maintenance. • Knowledge of safe operation of vehicles and equipment. • Ability to make minor repairs and maintenance to equipment. • Ability to operate various types of equipment including: forklifts, skid loader, air compressors, routers, dump trucks, sweepers, plow trucks, flush trucks, snow blowers, sand trucks, chippers, backhoes, front-end loaders,jetters, bucket trucks, and lawnmowers, etc. • Knowledge of plumbing, the plumbing code (MN), including backflow prevention. • Knowledge of general repair including carpentry, painting, etc. • Considerable knowledge of methods, techniques, tools, meters, measuring equipment, repair procedures, etc. Page 57 of 60 REQUIRED QUALIFICATIONS • High School diploma or equivalent. • Demonstrated experience in public water supply systems, waste collection systems, public street management and turf management. • Some experience in janitorial, painting, landscaping, and general maintenance. • Valid Class S-C or Higher wastewater operator's license. • Valid Class D or higher water system operator's license. • Valid Class C Minnesota Driver's License as well as have an ability to attain a Class B. Must posses a Class B within six (6) months of hire. OTHER ITEMS: PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to use hands to finger, handle or feel objects, tools, or controls. The employee frequently is required to sit. The employee is frequently required to stand; walk; reach with hands and arms; climb or balance; stoop; kneel, crouch or crawl; and talk/hear. The employee must regularly lift and/or move up to twenty-five (25) pounds, frequently lift and/or move up to fifty (50) pounds, and occasionally lift and/or move more than one hundred (100) pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, and depth perception, and the ability to adjust focus. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. While performing the duties of this job, the employee regularly works in outside weather conditions, (from extreme cold to extreme heat). The employee frequently works near moving mechanical parts and is occasionally exposed to fumes or airborne particles and vibration. The employee occasionally works in high, precarious places and is occasionally exposed to toxic or caustic chemicals and risk of electrical shock. Page 58 of 60 The noise level in the work environment occasionally requires the use of hearing protective equipment. 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-inclusive. 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 employment opportunities to all persons. All employment policies and practices shall be non-discriminatory, in compliance with federal laws, statutes and local ordinances. Updated 2/6115. Page 59 of 60 THIS PAGE IS INTENTIONALLY LEFT BLANK Page 60 of 60