City Council Workshop

AGENDA City Council Workshop The City Council workshop will be held via Zoom. Zoom is an online platform that allows persons to “attend” the meeting via video or telephone. View Workshop at: https://zoom.us/j/94683663820?pwd=N3ZoUHBuR2VsZE5xOGI0eGJNeWt6dz09 from a PC, Mac, tablet, iPhone, or Android device. Or listen to the discussion by phone by calling 1-312-626-6799 and entering Meeting ID: 946 8366 3820, and Passcode: 524007, when prompted. While the workshop is available for public viewing, public comment will not be taken during the meeting. Workshop February 23, 2021 Council Chambers 5:00 PM Long Term Financial Planning 5:40 PM Property Tax Appeal Process 5:55 PM Proposed Policy: Donations to Parks, Memorials, Installation, and Maintenance 6:05 PM Oakdale Nature Preserve – Forest Garden 6:20 PM Fire Station Lawn Care 6:30 PM Policy Amendment: Boards and Commissions Appointment, Reappointment, Service 6:40 PM Proposed Code Amendment: Zoning, Signs 6:50 PM Recess for Regular Meeting WORKSHOP CONTINUES AFTER REGULAR MEETING Capital Purchases and Projects (15 minutes) Council Topics (15 minutes) Adjourn  COUNCIL MEMORANDUM To: Honorable Mayor and City Council From: Christina M. Volkers, City Administrator Date: February 23, 2021 Subject: Long Term Financial Plan, Update In April 2020 and September 2020, a presentation was made to the Mayor and City Council at workshop regarding long term financial planning. Discussions followed. Patty Kettles, Baker Tilly, the City’s financial consultant and city staff will present an updated forecast for the period 2021 – 2031. This presentation is and was not a budget projection or budgeting tool, but an evolving financial forecast for planning purposes. Attached is an update to the information/presentation based on current information and recent discussions/decisions. In addition to the resources required for general city operations and services, there are a number of significant events that are expected to occur 1-10 years. These include (1) Fire Department transition to a full-time, career fire service; (2) New Police and Public Works Buildings with updated costs; (3) City Hall remodel; and (4) Willowbrooke and Helmo Station (Gold Line) developments. These events will affect the tax base as well as general fund revenues and expenditures. Although no decisions are being requested at this time, we are hoping for a thorough review and discussion for planning purposes.  Financial Forecast 2021 – 2031 City Council Work Session 23 February 2021 This is a forecast and is not intended to replace the City’s annual budget or budget process. The forecast is subject to change as information and needs change. Why is there a need for a financial forecast? oFire Department transition to a career full-time department oNew Police Department building oNew Public Works Department building oCity Hall remodel oDevelopment (Willowbrooke & Helmo Station) 2 What are the parts of the forecast? oForecast horizon: 2021 – 2031 oAssumptions: • Tax Base • General Fund Status Quo (operating and capital) • Organization (FD transition, POL & PW buildings, City Hall remodel) • Development (Willowbrooke & Helmo Station) 3 What are the parts of the forecast? oAnnual Benchmarks: • Projected General Fund Levy • Beginning and Ending General Fund Balances • Property Tax Impact ($260,000 residential homestead) oForecast tax base and general fund revenues and expenditures annually through 2022 – 2031. 4 What are the parts of the forecast? Projected FT Employee Additions 9 8 7 2 6 5 1 4 1 3 6 3 1 2 1 1 1 1 1 1 1 1 1 1 1 1 1 0 2021 2022 2023 2024 2025 2026 2027 2028 2029 2030 Finance HR Fire Police Public Works Building Insp. 5 What are the parts of the forecast? Projected PT Temporary/Seasonal Employees 3.5 3 2.5 2 1.5 1 0.5 0 2021 2022 2023 2024 2025 2026 2027 2028 2029 2030 Building Insp. Recreation 6 What are the forecast assumptions? Assumptions 2021 - 2031 Status Quo Assumptions: (annual growth rate) Tax Base 2.00% General Fund: Revenues* 2.00% Expenditures 2.50% Organization Assumptions: Fire Department Transition 2021 - 2025 Police - New Building** 2025 Public Works - New Building** 2023 City Hall Remodel 2027 Development Assumptions: Willowbrooke & Helmo Station 2021 - 2030 *General Fund Revenues, not General Fund Levy; **sales tax 7 Forecast Scenarios Comparison B - W/Development Scenario Benchmarks Proposed 2020 B1 - WO/Sales Tax B2 - W/Sales Tax Projected Levy* $ 10.80 $ 18.65 $ 17.10 Sept 2020 Projections General Fund Ending Balance* $ 9.30 $ 11.99 $ 11.99 General Fund Ending Balance Percentage 68% 59% 59% Year 2030 Tax Rates 37.62% 43.91% 40.28% City Taxes Paid ($250,000 Residential Homestead) $ 884 $ 1,353 $ 1,241 *millions B - W/Development Scenario Benchmarks Proposed 2021 B1 - WO/Sales Tax B2 - W/Sales Tax Projected Levy* $ 11.60 $ 19.49 $ 17.52 General Fund Ending Balance* $ 9.60 $ 11.39 $ 11.39 Feb 2021 Projections General Fund Ending Balance Percentage 66.5% 54% 54% Year 2031 Tax Rates 38.71% 44.12% 39.66% City Taxes Paid ($260,000 Residential Homestead) $ 953 $ 1,360 $ 1,222 *Taxes reflect a home valued at $260,000 in 2021 increasing approximately 2%/year to $317,000 in 2031 8 General Fund Summary $12,000,000 80.0% $11,500,000 70.0% 62% 67% 56% 60.0% $11,000,000 54% 50.0% $10,500,000 40.0% $10,000,000 30.0% $9,500,000 20.0% $9,000,000 10.0% $8,500,000 0.0% 2021 2022 2023 2024 2025 2026 2027 2028 2029 2030 2031 Ending GF Balance Ending GF Balance as % of Expenditures 9 Forecast Scenarios Comparison Scenarios Sept 2020 Growth w/NO Sales Tax Growth With Sales Tax 1 0 Forecast Scenarios Comparison Scenarios Feb 2021 Growth w/NO Sales Tax Growth With Sales Tax 1 1 Forecast Scenarios Comparison Scenarios Feb 2021 Growth w/NO Sales Tax Growth With Sales Tax 1 2 Summary o Effective budgeting provides the resources to implement the plans that sustain and create the city residents and businesses desire. o Effective Budgeting: • Begins with Vision/Goals/Plans • Forecast: Long - term financial perspective; 5 – 10 years • Annual Budget: Short-term; one year at a time 1 3 Next Steps o Review fund balance and cash position in all funds o Identify where, if any, adjustments/transfers need to be made o Begin strategic planning process with Consultant to include budget planning o Report back at March 9th Council workshop 1 4  Financial Forecast 2021 – 2031 City Council Work Session 23 February 2021 This is a forecast and is not intended to replace the City’s annual budget or budget process. The forecast is subject to change as information and needs change.  COUNCIL MEMORANDUM To: Honorable Mayor and City Council From: Christina M. Volkers, City Administrator Date: February 23, 2021 Subject: Property Tax Appeal Process Occasionally, commercial properties/businesses in the City of Oakdale file a Tax Court Petition to appeal their assessed property tax value. When this occurs, Washington County proactively defends the assessed value through the many steps of the appeal process from assessor review to defense in Tax Court. Washington County employs tax assessors who provide assessing services and determine assessed value of both residential and commercial properties for most of the cities and towns in Washington County. Further, when a business or commercial property owner has a concern with the assessed value, they have the option of petitioning the Tax Court for appeal of their determined assessed value. In turn, Washington County attorneys defend the value on behalf on the taxing entities. They hire or employ professional and expert assessors, witnesses, and attorneys in doing so. Their goal is to equalize and protect the property tax base in Washington County. We receive quarterly reports of open and closed property tax appeal petitions for Oakdale so we have knowledge of our potential risk to property tax values and to keep us informed as to the status of our petitions. There are currently 270 petitions now going through Tax Court being defended by Washington County, 49 of which are Oakdale properties as of the end of the fourth quarter 2020, although some are for the same property but multiple petitions were filed over multiple years. See list attached. One Oakdale petition was closed last quarter through dismissal with no change in the assessed value. We have a current risk of approximately 12% tax value ($363M) due to open petitions, which for comparison purposes, is similar to the City of Woodbury’s current risk. This includes all open petitions for Oakdale at any stage of the assessment review process including conferring with the attorneys. I have recently met with Washington County leadership to review the property tax appeal process and go over their strategy in handling our petitions. I believe they are appropriately aggressive and thorough with no automatic adjustments made. Settlements are based on data as it is imperative the assessors are able to defend their values to ensure equitable property tax valuation across all properties in Washington County. We will continue to review quarterly reports and provide Washington County information or awareness, if any, on any Oakdale property that has filed a petition. A sampling of reports received for Oakdale properties that have open property tax appeals is attached.  Quarter 4 Closed Petitions Date Received CaseNum Title AsrYear PIN Municipality PropertyType Dismiss Stipulation Date Retired AssessedValue Settled Value Dollar Change Percent Change 4/14/2016 82-CV-16-1589 Eric J Ranum 2015 32.029.20.42.0011 West Lakeland Twp Residential No Yes 9/9/2020 $ 1,019,000 $ 942,500 $ 76,500 8% 2/9/2018 82-CV-18-865 Eric J Ranum & Lisa M Ranum 2017 21.029.20.42.0011 West Lakeland Twp Residential No Yes 9/9/2020 $ 961,700 $ 942,500 $ 19,200 2% 4/26/2018 82-CV-18-2053 VEREIT 2017 02.028.21.23.0014 Woodbury Small Box Retail Store Yes No 12/19/2020 $ 1,997,500 $ 1,997,500 $ - 0% 3/8/2019 82-CV-19-1231 ARHC WLWBYMN01 LLC 2018 18.028.21.22.0024 Woodbury Medical Clinic Yes No 10/6/2020 $ 10,627,500 $ 10,627,500 $ - 0% 4/15/2019 82-CV-19-1749 Donald B Regan 2018 32.029.21.32.0001, .0003, .33.0001-.0002 Oakdale Billboards Yes No 12/2/2020 $ 3,695,600 $ 3,695,600 $ - 0% 4/9/2019 82-CV-19-1682 Eric J & Lisa M Ranum 2018 32.029.20.42.0011 West Lakeland Twp Residential No Yes 9/9/2020 $ 959,200 $ 942,500 $ 16,700 2% 82-CV-19-1907 VEREIT (Woodbury) 2018 02.028.21.23.0014 Woodbury Small Box Retail Store Yes No 12/19/2020 $ 2,182,600 $ 2,182,600 $ - 0% 4/30/2020 82-CV-20-1915 Charles Lowell 2019 20.031.21.33.0004 Hugo Vacant Land No Yes 9/9/2020 $ 317,100 $ 250,000 $ 67,100 21% 4/1/2020 82-CV-20-1521 Matthew H Schumann 2019 03.030.20.11.0006 Stillwater Twp Residential No Yes 9/9/2020 $ 754,600 $ 657,600 $ 97,000 13% Count: 9 4 5 $ 22,514,800 $ 22,238,300 $ 276,500 1.2% 44% 56% Page 1 of 4  Quarter 4 Open Petitions Date Received CaseNum Title AsrYear PIN PropertyType AssessedValue 4/30/2015 82-CV-15-2099 Inland Bergen Plaza, LLC 2014 32.029.21.22.0007 Community Shopping Center $ 11,473,900 4/30/2015 82-CV-15-2104 Inland Bergen Plaza LLC 2014 32.029.21.22.0008 Discount Store $ 2,966,300 4/26/2016 82-CV-16-1824 IRC Inland Bergen Plaza, LLC 2015 32.029.21.22.0008 Discount Store $ 2,966,300 4/26/2016 82-CV-16-1825 IRC Bergen Plaza, LLC 2015 32.029.21.22.0007 Community Shopping Center $ 11,473,900 4/12/2017 82-CV-17-1481 IRC Bergen Plaza LLC 2016 32.029.21.22.0007 Neighborhood Shopping Center $ 11,473,900 4/26/2017 82-CV-17-1717 Carlson Real Estate Ventures LLC 2016 29 parcels - 22 improved + 7 vacant Office Condo/TH $ 8,030,100 4/24/2017 82-CV-17-1685 Chambers Self-Storage Oakdale LLC 2016 06.029.21.23.0037, .0040 Mini Storage $ 2,749,900 4/27/2018 82-CV-18-2062 Carlson Real Estate Ventures LLC 2017 17 parcels Office Building $ 2,672,400 4/27/2018 82-CV-18-2123 Chambers Self-Storage Oakdale LLC 2017 06.029.21.23.0037-.0040 $ 2,680,000 4/26/2018 82-CV-18-2035 Eastgate Apts LP 2017 06.029.21.33.0026 Apartment 4 or More $ 4,473,000 4/26/2018 82-CV-18-2016 IRC Bergen Plaza LLC 2017 was 32.029.21.22.0007; replatted into s Neighborhood Shopping Center $ 11,473,900 4/26/2019 82-CV-19-2067 Berwald Investment Company LLC 2018 06.029.21.41.0008 Industrial Flex Building $ 4,192,000 4/29/2019 82-CV-19-2068 AX Oakdale Village LP 2018 33.029.21.34.0028, .0033, .0035 Neighborhood Shopping Center $ 30,469,300 4/25/2019 82-CV-19-2023 Carlson Real Est Ventures LLC 2018 32.029.21.44.0066, .0068-.0072, .0076-. Office Building $ 2,780,700 4/26/2019 82-CV-19-2056 Eastgate Apts LP 2018 06.029.21.33.0026 Apartment 4 or More $ 4,473,000 4/29/2019 82-CV-19-2079 Chambers Self-Storage Oakdale LLC 2018 06.029.21.23.0037, .0040 Mini Storage $ 2,680,000 4/24/2019 82-CV-19-1951 IRC Bergen Plaza LLC 2018 32.029.21.22.0012-.0017 Neighborhood Shopping Center $ 16,253,800 4/25/2019 82-CV-19-2036 IGO Legacy Hotel Group Oakdale LLC 2018 32.029.21.21.0007 Hotel, Limited Service $ 6,365,600 4/26/2019 82-CV-19-2054 KC Propco LLC 2018 29.029.21.34.0009 Day Care Center $ 1,630,100 4/22/2019 82-CV-19-1904 Larson Enterprises 2018 17.029.21.13.0004-.0006, .14.0004-.000 Office Building $ 21,887,600 4/8/2019 82-CV-19-1660 MSP/Oakdale Station LLC 2018 17.029.21.31.0012 Medical Clinic $ 2,132,000 4/26/2019 82-CV-19-2055 Oakdale Village Apartments LLC 2018 30.029.21.33.0020 Apartment 4 or More $ 11,462,100 4/25/2019 82-CV-19-2021 Oaks Office Center VII LLC 2018 32.029.21.44.0090 Office Building $ 6,030,500 4/16/2019 82-CV-19-1922 Osborne Properties Limited Partnership 2018 18.029.21.41.0040 Neighborhood Shopping Center $ 1,760,000 4/8/2019 82-CV-19-1656 Oakcrest Professional Bldg LLC 2018 29.029.21.43.0014 Office Building $ 5,291,300 4/24/2019 82-CV-19-1945 Rosemount Marketplace LLC 2018 29.029.21.43.0017 Neighborhood Shopping Center $ 2,117,300 4/10/2019 82-CV-19-1690 Target Corporation 2018 17.029.21.41.0007 Discount Store $ 9,090,300 4/24/2019 82-CV-19-1961 Western Bank 2018 29.029.21.33.0011 Bank $ 1,271,300 5/21/2020 82-CV-20-2214 2980 Granada, LLC 2019 19.029.21.21.0006 Industrial Light Manufacturing $ 2,887,000 5/28/2020 82-CV-20-2261 Community for Affordable Sr Hsg Inc 2019 29.029.21.33.0009, .0002 Senior Apartments $ 4,968,000 6/1/2020 82-CV-20-2270 Chambers Self-Storage Oakdale LLC 2019 06.029.21.23.0037, .0040 Mini Storage $ 2,680,000 5/4/2020 82-CV-20-1916 Eastgate Apts LP 2019 06.029.21.33.0026 Apartment 4 or More $ 6,052,500 4/27/2020 82-CV-20-1902 IRC Bergen Plaza LLC 2019 32.029.21.22.0012-.0013 & .0015- Regional Shopping Center $ 14,769,100 .0016 4/6/2020 82-CV-20-1661 IGO Legacy Hotel Group Oakdale LLC 2019 32.029.21.21.0007 Hotel, Limited Service $ 6,365,600 5/29/2020 82-CV-20-2275 KC Propco LLC 2019 29.029.21.34.0009 Day Care Center $ 1,630,100 4/23/2020 82-CV-20-1910 Larson Family Real Estate 2019 17.029.21.13.0004-.0006, .14.0004- Office Building $ 20,206,300 .0005, .24.0011, .31.0007-.0008, .41.0004, .42.0003 5/20/2020 82-CV-20-2280 Menard, Inc (Store #3022) 2019 17.029.21.33.0012, .32.0005 Discount Store $ 10,075,600 5/6/2020 82-CV-20-1943 MFF Mortgage Borrower 22 LLC Mills 2019 06.029.21.13.0001, .14.0005, .11.0005, Discount Store $ 14,598,900 Properties Inc .13.0005-.0009, .42.0020, .0029 4/8/2020 82-CV-20-1575 MSP/Oakdale Station LLC 2019 17.029.21.31.0012 Medical Clinic $ 2,132,000 Page 2 of 4  Quarter 4 Open Petitions Date Received CaseNum Title AsrYear PIN PropertyType AssessedValue 5/7/2020 82-CV-20-1923 Oakdale Village Apartments LLC 2019 30.029.21.33.0020 Apartment 4 or More $ 14,342,100 4/15/2020 82-CV-20-1934 Oak Meadows 2019 33.029.21.33.0016, 32.029.21.44.0034 Senior Apartments $ 15,378,400 5/21/2020 82-CV-20-2156 Osborne Properties Limited Partnership 2019 18.029.21.41.0040 Neighborhood Shopping Center $ 1,760,000 4/8/2020 82-CV-20-1576 Oakcrest Professional Bldg LLC 2019 29.029.21.43.0014 Medical Clinic $ 5,614,700 5/20/2020 82-CV-20-2114 Rosemount Marketplace LLC 2019 29.029.21.43.0017 Neighborhood Shopping Center $ 2,117,300 5/26/2020 82-CV-20-2195 SW Oakdale LLC 2019 33.029.21.31.0021 Hotel, Limited Service $ 7,650,000 4/6/2020 82-CV-20-1572 Target Corporation 2019 17.029.21.41.0007 Discount Store $ 9,090,300 5/1/2020 Total Logistics Inc 2019 19.029.21.21.0007 Industrial Light Manufacturing $ 7,584,400 4/8/2020 82-CV-20-1574 Western Bank 2019 29.029.21.33.0011 Bank $ 1,271,300 5/5/2020 82-CV-20-1909 White Star Farms LLC 2019 08.029.21.34.0002, .43.0001, .44.0001, Vacant Land $ 10,227,400 17.029.21.11.0003 $ 363,721,500 Page 3 of 4 Count of Open Petitions by Municipality/Year Count of PIN Column Labels Row Labels 2014 2015 2016 2017 2018 2019 Grand Total Afton 2 2 Bayport 1 1 1 2 5 Cottage Grove 2 1 13 17 33 Dellwood 1 1 Forest Lake 1 1 5 10 17 Hugo 4 4 Lake Elmo 2 4 6 Mahtomedi 1 2 4 7 May Twp 1 1 Newport 1 1 2 Oak Park Heights 1 2 1 5 8 17 Oakdale 2 2 3 4 17 21 49 St Paul Park 1 1 Stillwater 1 2 6 10 19 West Lakeland Twp 1 1 White Bear Lake 1 1 Woodbury 1 2 33 67 103 Grand Total 2 3 12 13 85 154 269  COUNCIL MEMORANDUM To: Honorable Mayor and City Council From: Christina M. Volkers, City Administrator Date: February 23 2021 Subject: Proposed Policy: Donations to Parks, Memorials Per the direction of the City Council, staff has drafted a policy relating to donations made to city parks from the public. The policy also speaks to memorial benches, plaques, trees, and pavers. Following review by the City Council, the policy will go to the Parks and Recreation Commission’s March meeting and then brought back to the City Council for final adoption.  PROPOSED Standard Operating Policy City of Oakdale Policy Number: MIS-019 Pages: 1 Subject: Donations to Parks; Memorials, Installation, and Maintenance Date Approved: 1.0 General 1.1 The purpose of this policy is to establish guidelines, standards, and procedures for the installation, care, and maintenance for donations to city parks, including benches, plaques, signage, kiosks, wayfinding, public art, trees, equipment, landscaping, and engraved pavers. This policy does not apply to buildings or land. 1.2 The city desires to encourage donations to its parks while at the same time manage aesthetic impacts and mitigate ongoing maintenance costs. 1.3 The city desires to provide members of the community the opportunity to remember or honor a loved one by purchasing a bench, tree, or plaque. 1.4 This policy will apply to all donations made after its approved date. Donations made prior to the adoption of this policy shall be subject to applicable sections of this policy. 2.0 Standards for Donations 2.1 The city and the community share an interest in ensuring the best appearance and aesthetic quality of its parks. Donations should reflect the character of the city park and be in keeping with all applicable park master plans and will be installed in such a manner that will not substantially change the character of a park or its intended use. 2.2 The community has an interest in ensuring that all donations to parks remain in good repair and the city has an interest in ensuring that the short- and long-term maintenance costs remain reasonable and does not create an undue or unknown burden to city parks staff. Donations must be of high quality to ensure a long life, stand up to general use, and be resistant to the elements and acts of vandalism. 2.3 The city has an interest in ensuring that the donor covers the full cost for the purchase and installation, where applicable, of their donation. The city also has an interest in ensuring that on-going maintenance costs do not negatively impact the resources available for said maintenance. Consequently, a significant factor in the city’s decision whether or not to accept a proposed donation to a park will be maintenance costs. 2.4 The city cannot accept donations from potential donors who represent a reputational risk to the city, e.g. individuals or organizations known to be involved in activities that contravene laws or city values. The city cannot accept donations that are deemed in appropriate or harmful to the city and shall not be in conflict with any provisions of federal, state, or municipal law. 2.5 The donation shall be the sole property of the City of Oakdale; the donor shall have no legal interest in the donation. The city may relocate the donation for any reason, including for safety, maintenance, or redevelopment of park land. The city will make a reasonable effort to notify donors of any significant change to the amenity; however, it is the donor’s responsibility to keep their contact information current with the city. 3.0 Review and Approval Process 3.1 The Parks Superintendent shall manage and process all donation proposals for city parks with the following exception: The City Clerk shall manage and process all paver orders for the Oakdale Veterans Memorial; paver installation shall be provided by the Parks Division. 3.2 The donor shall present a plan to the Parks Superintendent detailing the proposed location(s) for the donation(s) and maintenance needs, 3.3 The Parks Superintendent shall review all donation requests to ensure that they meet all donation standards of this policy and other respective city policies. The Parks Superintendent shall identify the anticipated lifecycle of the donation proposal and whether typical maintenance costs for the anticipated lifecycle would fall below or above $1,000. Typical maintenance costs are described as those that can be achieved by Parks Division staff and with equipment and tools in the possession of the Public Works Department. Proposed donations that will necessitate any atypical maintenance, such as a perceived difficulty in obtaining or recreating unique components or replacement parts or significant staff time will not be approved. 3.4 When typical maintenance costs will likely be at or below $1,000 for the anticipated lifecycle of the donation, the Parks Superintendent shall provide a written recommendation to the Public Works Director/City Engineer on whether or not the donation should be accepted by the city. Recommendations for approving donation requests should detail the item(s) being donated, proposed location(s), anticipated lifecycle of the donation, and associated maintenance costs. Recommendations denying donations requests should detail all reason(s) for the denial. The Public Works Director/City Engineer shall review the recommendation and provide it to the City Administrator for review/approval. 3.5 When typical maintenance costs will likely be above $1,000 for the anticipated lifecycle of the donation, the Parks Superintendent shall provide a written recommendation to the Public Works Director/City Engineer on whether or not the donation should be accepted by the city. Recommendations for approving donation requests should detail the item(s) being donated, proposed location(s), anticipated lifecycle of the donation, and associated maintenance costs. Recommendations denying donations requests should detail all reason(s) for the denial. The Public Works Director/City Engineer shall review the recommendation and provide it to the City Administrator. The City Administrator shall review the recommendation and present it to the City Council for review/approval. 4.0 Ongoing Maintenance 4.1 The Parks Superintendent shall manage the maintenance of all donations placed in city parks, as approved by the city, by regular and seasonal parks staff. 4.2 In planning projects to be performed by volunteers, the Parks Superintendent shall work with the city’s Volunteer Coordinator to identify landscaped areas in parks that can be maintained by  volunteers on an ongoing or one-time basis. Projects include weeding, trimming, pruning, and removal of dead plants. 5.0 Decorating or Adorning Donations 5.1 Decoration or adornment of donated items can interfere with routine maintenance and the appearance of the donated item. As such, decorations and adornments will be allowed to remain in place until such time as removed by the Parks Division. 6.0 Removal of Donation 6.1 Donated park items that are living, such as landscaping, flower beds, and trees, become city property upon planting. If a donated tree or landscaping becomes overgrown, unkempt, diseased or dies, the city will call for its removal and any associated memorial plaque will be offered to the donor. It is the responsibility of the donor to their keep their contact information current with the Parks Superintendent. 6.2 Donated park items (ie. benches, plaques, public art, etc.) become city property upon installation. If a donated park item becomes unserviceable or no longer meets a public need at its location, the city will call for its removal and any associated memorial plaque will be offered to the donor. It is the donor’s responsibility to their contact information current with the Parks Superintendent. 7.0 Memorials 7.1 The following memorials are offered by the city. Cost information is available on the city’s web site: www.ci.oakdale.mn.us (note URL) or by calling 651-730-2740. o Bench, Engraved, Concrete Pad o Tree, Planted, Species as Approved by the City Forester o Rock with Engraved Plaque o Engraved Plaque o Engraved Paver at the Oakdale Veterans Memorial  COUNCIL MEMORANDUM To: Honorable Mayor and City Council From: Brian Bachmeier, Public Works Director/City Engineer Date: February 23, 2021 Subject: Oakdale Nature Preserve – Forest Garden At the November 10, 2020 Council meeting, Council Member Swedberg inquired about the upkeep in the Forest Gardens in the Oakdale Nature Preserve and the memorial in Eberle Park. Council Member Swedberg also inquired about developing a policy regarding maintenance of memorials in the park. Attached to this memo is the Vision of the Oakdale Nature Preserve Forest Garden that the previous Forestry Superintendent, Chris Larson, designed in 2014. Forestry/Environmental Services Superintendent Loren Cota is aware of the vision and the limited maintenance responsibilities associated with the garden. Periodic maintenance has been done on the garden. It was not intended to be a heavily maintained garden, or designed to be visually appealing. It was designed to be a “functional ecosystem”, tending to be self-sustaining. The educational aspect of the vision has not been fulfilled, Most of which involve working with Castle Elementary. Master Gardener Jane Klein was committed to working on this component until she had to resign due to health reasons. The city needs a new champion to carry out this function. Staff will be available to answer any questions the council members may have regarding the Forest Garden.  COUNCIL MEMORANDUM To: Honorable Mayor and City Council From: Brian Bachmeier, Public Works Director/City Engineer Date: February 23, 2021 Subject: Fire Station Lawn Care BACKGROUND It is my understanding and per previous conversations, Council Member Kevin Zabel is questioning why we hire a contractor to mow the lawn areas at the two fire station locations instead of using city crews. There are two reasons: it is slightly more cost effective, and it allows our city park crews to focus on park maintenance. CURRENT CONTRACT WITH CLEAN CUT LAWN CARE SERVICE: The lawn care for contract for Fire Station 1 & 2 was solicited in 2017 and Clean Cut Lawn Care was the low bidder. They have honored their price for the past four years as listed below: Fire Department: Mow and weed whip once per week, trim hedges: Per month x 6 month mowing season Fire Station 1 5000 Hadley Ave $550 x 6 = $3,330 Fire Station 2 6633 15th St. $320 x 6 = $1,920 Fire Dept. Total: $5,250 ESTIMATED COST IF DONE BY CITY CREW: Assume 1.5 hours to do Fire Station 1, and 1 hour to do Fire Station 2 including loading/travel/unloading time. Labor: Summer part time help for four months and regular full time employees for two months. Fire Station 1 $15/hour*1.1 benefits*16 weeks*1.5 hr/week = $396 $30/hour*1.4 benefits* 8 weeks*1.5 hr/week = $504 Total = $900 Fire Station 2 $15/hour*1.1 benefits*16 weeks*1.0 hr/week = $264 $30/hour*1.4 benefits * 8 weeks*1.0 hr/week = $336 Total = $600 1  Equipment: Equipment Purchase Price Trade In Value Cost of Ownership Time Value of Money Total Investment Service Life Hours/year Total Service Hours Ownership Cost/Hr Service 2.55 Multiplier - Main/ops Hourly Rounded Pick up truck $38,000 $10,000 $28,000 $7,600 $35,600 10 250 2500 $11.20 $28.56 $29.00 ZTR $45,000 $3,000 $42,000 $5,400 $47,400 6 400 2400 $19.75 $50.36 $51.00 Small Trailer $10,000 $2,000 $8,000 $3,000 $11,000 15 400 6000 $1.83 $4.68 $5.00 Hand mower $500 $100 $400 $50 $450 5 100 500 $0.90 $2.30 $3.00 Weed whip $250 $50 $200 $10 $210 2 100 200 $1.05 $2.68 $3.00 Backpack blower $250 $50 $200 $10 $210 2 100 200 $1.05 $2.68 $3.00 Equipment cost/hour $94.00 Fire Station 1 $94/hour*24 weeks*1.5 hr/week = $3,384 Fire Station 2 $94/hour*24 weeks*1.0 hr/week = $2,256 Totals Adding the labor and equipment for each station results in the following: Fire Station 1 $900+$3,384 = $4,284 Fire Station 2 $600+$2,256 = $2,856 Total for both stations: $4,284+$2,856 = $7,140 CONCLUSION It is cost effective to contract out the mowing, and it provides opportunities for city staff to focus on parks maintenance.  COUNCIL MEMORANDUM To: Honorable Mayor and City Council From: Christina Volkers, City Administrator Date: February 23 2021 Subject: Policy Amendment: MIS-013: Boards and Commissions Appointment, Reappointment, and Service On November 10, 2020, the City Council amended Chapter 22 – Trees, Article 7 – Tree Board, of the City Code to set the number of members at seven and to establish three-year terms for members. These changes create the need to amend Policy MIS-013: Board and Commissions Appointment and Reappointment, Section 3.1 to state that there are now term limits for Tree Board members. Other amendments to the policy are being recommended as well. The majority are housekeeping in nature; however, some of the proposed changes are designed to provide clarity on current processes as well as changes in technology. Proposed changes are: 1. Throughout Add “Board” and “Board Members” where needed. 2. Throughout Change “Respective Staff Member” to “Staff Liaison” where needed. 3. Section 3.1 Update to state term limits now in place for Tree Board members. 4. Section 5.2 Add wording that voting members on commissions cannot serve as a voting Member on any other commission. 5. Section 6.6 Include standard interview questions as part of policy. 6. Section 6.8 Add wording from Section 6.8 to state Interview time reduced to 10 minutes and Chairperson invited to interview. 7. Section 6.9 Add wording to more clearly define appointment procedure. 8. Section 6.10 Add process for persons not appointed by City Council. 9. Section 7.1 Remove Tree Board exemption. 10. Section 7.4 Add wording relating to reappointment interviews held per advisory body rather than individual interviews as is current process. 11. Section 10.2 Provide option for recipient to attend meeting or receive certificate by mail. 12. Section 11.1 Add language relating to streaming. 13. Section 11.2 Add language relating to streaming. 14. Section 12 Add records retention language. 15. Policy Title Change from MIS-013: “Boards and Commissions Appointment and Reappointment Process” to “Board and Commissions Appointment, Reappointment, and Service”. If the City Council is supportive of some or all of the proposed amendments to the attached policy, staff will bring back a request for formal approval to the March 9 regular meeting; the policy will be listed as a consent item.  Standard Operating Policy City of Oakdale Policy Number: MIS-013 Pages: 4 Subject: Boards and Commissions Appointment, Reappointment, and Service Date Approved: 2017 Amended: 2019 Amended: 2021 1.0 Generally 1.1 The City of Oakdale shall create and support organizations that enhance community engagement in the city’s decision-making process. 1.2 The City of Oakdale recognizes the value of public process. Such public process can be achieved by citizen-based representation on boards and commissions. The City Council shall come to rely on the advice of its boards and commissions in making its decisions. 1.3 The City of Oakdale’s boards and commissions shall be voluntary advisory bodies to the City Council, charged with the responsibility of researching, reviewing, and making recommendations on issues. 1.4 The responsibilities of citizen advisory board and commission members include but are not limited to the study of critical issues, taking public testimony, performing independent research, and reviewing staff reports and recommendations. These prepare the advisory body to discuss, analyze, formulate, and forward well-developed, thoughtful recommendations to the legislative body. 2.0 Establishment 2.1 Pursuant to M.S. § 412.111 and other statutes as are specifically cited, the City Council establishes the following boards and commissions: 2.2 Environmental Management Commission. Pursuant to Chapter 6 of the Oakdale Code of Ordinances, the Environmental Management Commission is established. The city council hereby declares, as a matter of public policy, that the environmental policies, education, and quality of the environment is a public necessity and is required in the interest of the people. Except as otherwise provided, the Environmental Management Commission shall be advisory directly to the City Council. 2.3 Economic Development Commission. Pursuant to Chapter 8 of the Oakdale Code of Ordinances, the Economic Development Commission is established. The City Council hereby declares, as a matter of public policy, that the promotion, improvement, and support of economic development strengthens the financial base and growth of the community. Except as otherwise provided, the Economic Development Commission shall be advisory directly to the City Council. 2.4 Parks and Recreation Commission. Pursuant to Chapter 15 of the Oakdale Code of Ordinances, the Parks and Recreation Commission is established. The City Council hereby declares, as a matter of public policy, that the planning and development of parks, trails, open space, and recreational facilities benefits the entire community. Except as otherwise provided, the Parks and Recreation Commission shall be advisory directly to the City Council. 2.5 Planning Commission. Pursuant to Chapter 16 of the Oakdale Code of Ordinances, the Planning Commission is established. The City Council hereby declares, as a matter of public policy, that the  planning, development, and redevelopment of the community benefits the entire community. Except as otherwise provided, the Planning Commission shall be advisory directly to the City Council. 2.6 Tree Board. Pursuant to Chapter 22 of the Oakdale Code of Ordinances, the Tree Board is established. The city council hereby declares, as a matter of public policy, that the planting, maintenance, and preservation of trees benefits the entire community. Except as otherwise provided, the Tree Board shall be advisory directly to the City Council. 3.0 Terms 3.1 With the exception of the Tree Board, Terms shall be three years in length and run from July 1 through June 30, with varying expiration years. 4.0 Residency Requirements 4.1 A requirement of residency for commissions is listed below: Economic Development Commission To the extent possible, persons appointed to serve on the commission shall hold residence within the corporate limits of Oakdale. Environmental Management Commission No person appointed to represent the residents Parks and Recreation Commission shall continue to serve on the commission once Planning Commission that member has taken residence outside of the corporate limits of Oakdale. A letter of resignation shall be submitted to the City Council in this instance. Tree Board To the extent possible, persons appointed to serve on the board shall hold residence within the corporate limits of Oakdale. 5.0 Ineligibility 5.1 Anyone holding office on the Oakdale City Council shall not be eligible to serve in a voting position on any city board or commission. 5.2 Anyone holding a voting position on one of the city’s advisory commissions shall not be eligible to be appointed to a voting position any other of the city’s advisory commissions. 5.3 Anyone holding a voting position on one of the city’s advisory commissions may be eligible to be appointed to a voting position on the Oakdale Tree Board; no more than one commissioner from any one commission may be appointed to the Tree Board. 5.4 Anyone employed by the City of Oakdale shall not be eligible to serve in a voting position on any city board or commission. 6.0 Application Process 6.1 All persons interested in being appointed to an Oakdale advisory board or commission shall complete an application provided by the City of Oakdale. 6.2 When no vacancies exist on the board or commission for which the applicant applied, the City Clerk shall send written correspondence advising the applicant that there are presently no vacancies and that their application would be kept on file for a maximum of twelve months. 6.3 Copies of all submitted applications shall be provided to the respective staff liaisons; all original applications shall be kept on file in the City Clerk’s office. 6.4 Upon reviewing the application, the respective staff liaison shall determine whether the applicant meets the preliminary criteria for the respective board or commission. 6.5 Applicants not meeting the preliminary criteria shall receive written correspondence from the City Clerk advising them that they shall not proceed further in the interview process. 6.6 For those applicants that meet the preliminary criteria, the staff liaison shall schedule an interview with the applicant. The interview shall be conducted by a staff committee that may be comprised of the staff liaison, department head, and any additional staff members as so desired by the respective department head. Interview questions are attached. 6.8 moved to 6.7 6.7 If the results of the staff interview determine that the applicant will not proceed further in the interview process, the applicant shall receive written correspondence from the respective staff member liaison advising them that they shall not proceed further in the process. 6.8 The staff liaison shall utilize a series of questions designed to help identify applicants who will be a good fit on the board or commission. (wording added to 6.6). 6.8 If the results of the staff interview determine that the applicant is to proceed further in the interview process, the respective staff member liaison shall submit a request to ask the City Clerk to set a date and time for the City Council to interview the applicant. The interview shall be set for a minimum of 15 10 minutes at a City Council work session. If so desired by the respective department head, the board or commission chairperson may be invited to attend the interview. The City Clerk shall notify the respective chairperson of the interview and invite them to attend. 6.9 Applicants selected for appointment to boards and commissions by the City Council shall be those persons who, in the judgment of the City Council, are representative of the community and are qualified by training, experience, and interest, useful for the fulfillment of the board or commission’s responsibility. Appointments to boards and commissions shall be made by the City Council at their regular meeting either following the interview or at the next regular meeting. Following official appointment, verbal notification of appointments shall be made to all appointees by the City Clerk on the following business day. The City Clerk shall also notify the staff liaison(s). In addition, the City Administrator shall send the appointee written correspondence confirming the appointment. 6.10 If the City Council determines that the applicant will not be appointed to fill the current vacancy, the City Clerk shall contact the applicant and advise them of the decision and that their application will be kept on file for one year. 7.0 Reappointments of Seated Board Members and Commissioners 7.1 Section 7 exempts the Tree Board. 7.1 2 Sixty days prior to the June 30 expiration of the terms of seated commissioners, the respective staff member liaisons shall contact said board members and commissioners to inquire of their intent to seek reappointment. 7.2 3 All board members and commissioners interested in being reappointed to a commission shall complete an application provided by the City of Oakdale. 7.3 4 The respective staff member liaison shall provide a list to the City Clerk of persons seeking reappointment. The City Clerk shall set up 10-minute interviews with the City Council at a work session and provide scheduling confirmation to the applicant. Members of each respective board and commission shall be collectively interviewed for reappointment rather than scheduling individual interviews. The City Clerk shall notify the respective chairperson of the interview and invite them to attend. 8.0 Vacancies 8.1 A vacancy shall immediately be declared when a member no longer meets the requirements to serve on a city board or commission, or when it is recommended to the City Council by the Board or Commission Chair and the respective Council Liaison for the Board or Commission that removal of an individual from a board or commission would be in the best interest of the city, and the The resignation of the member shall be made is accepted by a majority vote of the City Council. 9.0 Attendance 9.1 Attendance at board and commission meetings is critical to their effectiveness. Should issues with attendance arise, the Chairperson shall discuss the matter with the Council Liaison and if warranted, it may be necessary for the chairperson to forward a recommendation to the City Council for a member of a board or commission to be removed. Removal of a board or commission member is by a majority vote of the City Council. 10.0 Recognition for Service 10.1 All persons serving on the city’s boards and commissions shall be invited to attend, with a guest, an annual commission appreciation event held in December and hosted by the City of Oakdale. 10.2 Retiring members of the city’s board and commissions shall be presented with a certificate by the City Council in recognition of their service. The recipient may choose whether to attend a City Council meeting or to have the certificate mailed to them. 11.0 Open Meeting Law 11.1 Whether held live or conducted via live streaming, or a combination thereof, all meetings of the city’s boards and commissions shall be held in compliance with the Open Meeting Law, MS Chapter 13D, as it may be amended from time to time. 11.2 Whether held live or conducted via live streaming, or a combination thereof, all boards and commissions shall conduct their meetings in public and in general compliance with Roberts Rules of Order. Written minutes shall be taken and forwarded to the City Council following approval by the respective board or commission. 12.0 Records Retention 12.1 Approved minutes and all associated packet materials shall be retained permanently, per the State of Minnesota’s Record Retention Schedule, Section ADM 04400. 12.2 Audio and/or video recordings of all board and commission meetings shall be retained in compliance with the State of Minnesota’s Record Retention Schedule, Section ADM 05950 and 05970,  BOARD AND COMMISSIONER APPLICANTS INTERVIEW QUESTIONS Name: ________________________________________________ 1. Tell us about your background; how long have you been a resident of Oakdale? 2. What do you know about the ________________ board/commission? 3. Have you ever served on any boards or commissions? 4. What drew you to want to apply for the _____________________ board/commission? 5. What do you think are the main issues facing the ____________________ board/commission?  COUNCIL MEMORANDUM To: Honorable Mayor and City Council From: Emily Shively Date: February 23, 2021 Subject: Zoning Ordinance Text Amendment – Signage for Big Box Retailers BACKGROUND HOM Furniture has applied for a zoning ordinance text amendment to create a new standard for signage for big box retailers. This is the second of two requests for policy changes related to their intent to purchase and remodel the old theater building at 1188 Helmo Avenue North. Their request for a parking standard for furniture stores was approved by the City Council on February 9, 2021. The proposed sign ordinance amendment has been developed by staff in collaboration with the applicant to create a standard that works for both the City and HOM Furniture. The amendment addresses a long- standing need to update the City’s sign code to recognize that larger retailers such as Target, Cub, Hy- Vee, and Menards need, and in fact already have, larger signs than the code allows. The amendment also clarifies language related to pylon signs located adjacent to interstate freeways. The proposed ordinance amendment is based on a comprehensive analysis of existing signs in Oakdale and will create a uniform standard for all big box retail signage in the City. The proposed ordinance will also allow HOM Furniture to have the size and number of signs that they want at the 1188 Helmo Avenue North location. PLANNING COMMISSION REVIEW The Planning Commission held a public hearing on Thursday, February 4, 2021 to review the proposed ordinance amendment. No one from the public spoke regarding the amendment. The Planning Commission recommended approval of the zoning ordinance text amendment related to Big Box Retail signage (5-0). In response to a question from a Planning Commissioner, the section related to total wall sign area has been revised for clarity. COUNCIL ACTION REQUESTED This work session is an opportunity for the Council to ask questions and discuss the proposed ordinance amendment prior to taking action at the regular Council meeting on Tuesday, March 9, 2021. ATTACHMENTS • Proposed Ordinance Amendment: Signage for Big Box Retailers • Draft Planning Commission minutes (excerpt), February 4, 2021 • Planning Commission Report (dated February 4, 2021)  CITY OF OAKDALE ORDINANCE 2021-XX AN ORDINANCE AMENDING THE CODE OF ORDINANCES FOR THE CITY OF OAKDALE, CHAPTER 25 – ZONING, ARTICLE 19 – SIGNS, SECTION 25-184(a)(2), COMMERCIAL DISTRICT The City Council of the City of Oakdale ordains: Section 1. The Oakdale Code of Ordinances, Chapter 25, Article 19, Section 25-184(a)(2) is amended to add the following: Sec. 25-182: Definitions. (g) Big Box Retail Establishment: A retail establishment having 60,000 square feet or greater of gross floor area. (h) through (dd) lettering changed. Section 2. The Oakdale Code of Ordinances, Chapter 25, Article 19, Section 25-184(a)(2)a) and (a)(2)d) are amended to read as follows: Sec. 25-184(a)(2): (2) Commercial District: a) Wall Signs: One wall sign for each street frontage shall be permitted on a building for each business located within such building. The total area of all wall signs affixed to a building wall shall not exceed twenty (20) percent of the total area of that wall. No individual wall sign shall exceed 150 square feet. For a Big Box Retail Establishment, one wall sign for each street frontage shall be permitted on a building for each business located within such building. No individual Big Box Retail Establishment wall sign shall exceed 350 square feet. Wall signs for sub-tenants and sub-brands in a Big Box Retail Establishment shall not exceed 150 square feet, unless the sub-tenant or sub-brand contains 60,000 square feet or greater of gross floor area, in which case its wall sign shall not exceed 350 square feet. The total square footage of wall signage shall not exceed ten (10) percent of the total square footage of the wall upon which the signs are affixed. A wall sign shall not project more than eighteen (18) inches from the wall to which the sign is to be affixed. Furthermore, wall mounted signs shall not exceed the roofline on any building. Banners shall be included in the allowance for wall signs. The design and construction of all banners shall be professional looking and not be allowed to become torn or weathered. d) Pylon Signs: Retail and service establishments on property abutting an interstate  freeway right-of-way may erect one pylon sign not exceeding 150 square feet of display surface area in addition to their one free-standing sign. Multi-tenant Big Box Retail Establishments on property abutting an interstate freeway right-of-way are allowed one pylon sign on the interstate frontage for all tenants in the establishment in addition to free-standing signage allowed per Sec.25-184(a)(2)b). Total sign area on the pylon sign shall not exceed 350 square feet. Multi-tenant big box retail pylon signs shall have a support structure in compliance with the performance standards set forth in Sec. 25-183(b) through (d). The minimum allowance distance of a pylon sign to an interstate right-of-way is fifty (50) feet, with a maximum height of thirty (30) feet. Section 3. This Ordinance shall take effect and be in full force from and after its adoption and publication, as provided by law. ______________________________________ Paul Reinke, Mayor AYES: NAYS: Adopted this 23rd day of February, 2021 by the Oakdale City Council. Attest: ______________________________________ Susan Barry, City Clerk Published: Text with strikeout is proposed for deletion Text with underline is proposed for insertion.  REGULAR MEETING OAKDALE PLANNING COMMISSION February 4, 2021 The Oakdale Planning Commission held a virtual meeting on Thursday, February 4, 2021 at Oakdale City Hall, 1584 Hadley Avenue North, Oakdale, Minnesota. The meeting began at 7:00 PM with the Pledge of Allegiance. CALL OF ROLL On a call of roll, the following were present: Chairperson: Emily Milles Commissioners: Christopher Campbell Marty Jurgensen Dallas Pierson Lee Stolarski Also Present: Emily Shively, City Planner Mary Cutrufello, Planning Associate Susan Olson, Council Member Liaison Wayne Johansen, CEO, HOM Furniture John Pierce, Real Estate Director, HOM Furniture Not Present: Bob Boullianne Yaya Diatta EXCERPT PUBLIC HEARING a. ZONING ORDINANCE TEXT AMENDMENT: SIGNAGE FOR LARGE RETAILERS Planner Shively presented a Zoning Ordinance Text Amendment: Big Box Retail Signage in detail and explained that this was the second of two requests by HOM Furniture to change policy. HOM Furniture intends to purchase and remodel the former theater building at 1188 Helmo Avenue North and move their showroom from Woodbury to Oakdale. She shared this amendment was developed in collaboration with the applicant and staff to create a standard that both works for the city and HOM Furniture. She stated the amendment reflects a longstanding need to update the City’s sign code to recognize larger retailers need larger signs. Ms. Shively explained that this amendment first defines a large retailer as an establishment with 60,000 square feet or greater gross floor area and allows for signs up to 350 square feet which reflects the range of sizes already existing in Oakdale, not to exceed 10% of total wall area. Planner Shively shared that the code specifies one pylon sign would be permitted up to 350 square feet for Big Box retailers on property abutting an interstate, and must have a substantial base of materials that match the building that it’s associated with. In response to a question from Councilmember Olsen, Ms. Shively explained the 10% figure was arrived at by an analysis of existing Big Box retailers in addition to HOM Furniture’s request to match what we already have. Planner Shively also shared that the marquee sign on 10th Street North would stay, and HOM Furniture may repurpose it, in addition to adding a new pylon sign on I-694. In response to a question from Commissioner Campbell, Planner Shively noted that the pylon sign may have 350 square feet on each side of the sign. The sign area for any two-sided free-standing sign in Oakdale is measured that way. In response to a question from Commissioner Jurgensen, Ms. Shively affirmed that the new pylon sign would need to have the base be the same materials to match the building; a single pole structure is not permitted. In response to a question from Commissioner Pierson, Ms. Shively explained any tenant in the large building that has 60,000 square feet floor area or greater, may have one sign on each wall elevation that has street frontage up to 350 square feet. She further explained that any tenant with less than 60,000 square feet floor area, was allowed one sign on each wall elevation that has street frontage up to 150 square feet. In response to a question from Commissioner Jurgensen, Planner Shively noted that businesses may have a sign on walls that have street frontage. In response to questions from Commissioners Jurgensen and Campbell, Ms. Shively explained that when measuring sign area, the code states to draw a box around the letters to determine measurement. Chair Milles opened the Public Hearing and asked if any representative from HOM Furniture would like to make a comment. John Pierce thanked the Commission for their work. There being no further questions, Chair Milles closed the Public Hearing. There was no further discussion from the Commissioners. COMMISSIONER STOLARSKI MADE A MOTION, SECONDED BY COMMISSIONER PIERSON, TO RECOMMEND APPROVAL OF THE ZONING ORDINANCE TEXT AMENDMENT: SIGNAGE FOR BIG BOX RETAILERS AND PYLON SIGNS ON COMMERCIAL PROPERTY ABUTTING AN INTERSTATE FREEWAY. VOTED IN FAVOR: Chair Milles AYE Commissioner Campbell AYE Commissioner Jurgensen AYE Commissioner Pierson AYE Commissioner Stolarski AYE 5 Ayes. Motion approved. Respectfully submitted, Jackie Knutson Recording Secretary  PLANNING COMMISSION REPORT To: Oakdale Planning Commission Date: February 4, 2021 Applicant: HOM Furniture, 10301 Woodcrest Dr. NW, Coon Rapids, MN Subject Property: 1188 Helmo Avenue North (amendment would apply city-wide) Request(s): Zoning Ordinance Text Amendment: Big Box Retail Signage Prepared/Presented: Emily Shively, City Planner; Mary Cutrufello, Associate Planner INTRODUCTION HOM Furniture (HOM) intends to purchase and remodel the former theater building at 1188 Helmo Avenue North to move their showroom from Woodbury to Oakdale (see Attachment A: Location Map). The parcel is guided Commercial in the 2040 Comprehensive Plan and zoned C-2 Community Commercial. Furniture stores are a permitted use in the C-2 Community Commercial zoning district and subject to the Commercial District sign standards in Chapter 25, Article 19: Signs. HOM states that their signage needs for wall signs and a pylon sign (a free-standing sign adjacent to a freeway) are larger than the ordinance currently allows (see Attachment B: Applicant Narrative). The City has approved larger signs for retailers in the past via variances or via Planned Unit Development sign plans. When there has been a tenant change in some of Oakdale’s large retail buildings, new signage has been approved under legally non-conforming provisions which can be complicated to administer. The question for consideration is whether or not the City’s sign ordinance ought to be amended to address signage for big box retailers in Oakdale. Staff has done an inventory of all existing large retail signs in the City and HOM has provided an example of proposed signage at the 1188 Helmo Ave. N. location. This analysis has resulted in a recommendation for modifications to the sign ordinance that will allow HOM greater sign flexibility than what is currently allowed, while creating a standard that will address signage for all of Oakdale’s big box retail buildings so that these types of signs have a uniform standard. ANALYSIS Amending the zoning ordinance is a policy action that must be consistent with Comprehensive Plan goals and policies and must be consistent with other Zoning Ordinance provisions. The purpose statement in the sign ordinance states, in part, that the regulations are “intended to encourage creativity, a reasonable degree of freedom of choice, an opportunity for effective communication and a sense of concern for the visual amenities on the part of those designing, displaying or otherwise utilizing needed communicative media of the types regulated by this Ordinance, while at the same time assuring that the public is not endangered, annoyed or distracted by the unsafe, disorderly, indiscriminate or unnecessary use of such communicative facilities.”(Sec. 25-181). This is done through regulation of sign height, number, placement, design, and size. 1 Oakdale’s current standard for wall signs in commercial districts is as follows: “One wall sign for each street frontage shall be permitted on a building for each business located within such building. The total area of all wall signs affixed to a building shall not exceed twenty (20) percent of the total area of that wall. No individual wall sign shall exceed 150 sf (square feet).” (Sec. 25-184(a)(2)(a)). This standard is appropriate for general commercial uses in strip centers or smaller buildings. However, review of retailers that were 60,000 sf or larger, such as Hy-Vee, Big Thrill Factory, and Target, found wall signs exceeding 200 sf (see Attachment C: Existing Wall Signs). These larger signs are visually in scale with the larger buildings and have not created any issues. Pylon signs, which are allowed as an additional sign on property abutting an interstate freeway right-of-way, may not exceed 150 sf. (Sec. 25-184(a)(2)(d)). The issue with the existing sign code for pylon signs is that a straight reading of the ordinance would allow separate pylon signs for each establishment in a multi- tenant building. This may result in visual clutter and not meet the intent of signage as outlined in the purpose statement. Existing multi-tenant signs in Oakdale consolidate signage on one sign (see Attachment D: Existing Multi-tenant Free-Standing Signs), so a clarification of the ordinance is recommended along with an allowance for more sign area to accommodate multiple tenants on one sign. Based upon this analysis, the following modifications to the sign code are recommended (see Attachment E: Draft Zoning Ordinance Text Amendment): • Define a Big Box Retailer as an establishment with 60,000 sf or greater gross floor area • Allow wall signs up to 350 sf for Big Box Retailers • Allow walls signs up to 150 sf for sub-tenants or sub-brands in a Big Box Retail establishment (the same as what is currently allowed for commercial wall signs) • Establish that total area for all wall signs shall not exceed 10 percent of the total wall area (per wall elevation) • For multi-tenant Big Box Retailers on property abutting an interstate freeway, one pylon sign is permitted with the total sign area not to exceed 350 sf • Clarify that pylon signs are subject to the general provisions that require the sign base be at least 75 percent the width of the sign and designed with materials to match the building (single pole support structures are not permitted) SUMMARY The proposed ordinance changes will provide HOM with more signage flexibility as they design their building, while also providing a uniform standard for Oakdale’s big box retail stores. 60-DAY RULE Application Complete: January 5, 2021 60-Day Review Deadline: March 6, 2021 Planning Commission Review: February 4, 2021 City Council Action: February 23, 2021 ROLE OF THE PLANNING COMMISSION The role of the Planning Commission is to review the zoning ordinance text amendment as it relates to the Comprehensive Plan and Zoning Ordinance and provide a recommendation to the City Council. RECOMMENDATION To address the signage needs of big box retailers and commercial properties abutting interstate freeways in Oakdale, modifications to the ordinance are recommended. 2 MOTION Motion to recommend approval of a zoning ordinance text amendment regarding signage for big box retailers and pylon signs on commercial property abutting an interstate freeway. ATTACHMENTS Attachment A: Location Map Attachment B: Applicant Narrative Attachment C: Existing Wall Signs Attachment D: Existing Multi-tenant Free-Standing Signs Attachment E: Draft Zoning Ordinance Text Amendment 3 ATTACHMENT A: LOCATION MAP 12th STREET NORTH 1180 HELMO AVE N I-694 10th STREET NORTH 4 ATTACHMENT B: APPLICANT NARRATIVE 1/5/2021 Re: Zoning Amendment - Text Submittal 1188 Helmo Ave N Oakdale MN 55128 Dear Planning Commission, This proposal is with regards to replacing our current Woodbury showroom (80,000 square feet) with a new showroom at 1188 Helmo Ave N, the old Vision 20 Theater location. We're seeking a Zoning Amendment - Text for the Signage ratio's to be changed for Big Box Retail. Change requested; Wall signs not to exceed 10% of South and West elevations and 5% of North and East Elevations with a maximum individual sign no larger than 200 square feet. The theater has a lot of different jogs in the elevation due to the different sizes of movie theaters inside the building. We're asking that the side facing 694 (West), for example, would be allowed a total of 880 SF of signage with that total frontage of the West side being 11,428 SF or 7.7% signage ...,p::,:;.,:=,= ;=;=: =;=; - -- -- -- · - _.,_."""I-+ p;==;==;==:jE"f'i=r==i"':'r=r=l""""'"W'I+ @ West "'20! !ICAL!._ 111r • 1q· The South facing elevation has as total frontage of 13,728 SF and we're asking for 1,000 SF of total signage or 7.3% of the elevation 5 As you can see in the South elevation, we're also seeking a 250 SF Pylon sign that we're seeking to locate on the Western property line (with the proper setbacks) to ensure that all 80,000+ cars per day get to see that HOM Furniture is the new occupant of this property. The current city code allows one wall sign for each street frontage for each business located in the business. Being a Big Box Furniture retailer, we have multiple brand category's that we put signage up on our buildings for. From HOM Furniture to Dock86 to Sleep Express, Seasonal Concepts, HOM Floors, etc. we would like the ability to add these additional brands to our elevation as it helps the consumers recognize our offerings when passing by. The sign code also goes on to say that the total area of all wall signs affixed to a building wall shall not exceed 20% of the total area of that wall. As opposed to a typical rectangular building, the Theater building doesn't make for an easy way to sign any one elevation. With the Theater itself having multiple wall elevations along one frontage due to the jogs in and out, this makes it difficult to read depending on which direction you're traveling. We just want to make sure that the calculation we're asking for is done on a frontage basis and not the actual wall itself that the sign would hang on. The variance we're requesting is to allow us to have signs for our multiple sub brands, ie HOM Furniture and Dock86, but we won't exceed 10% of the elevation and we won't exceed 200 square feet in size per sign. As you'll see from the attached document, the building has a lot of wall space and if you have driven by the theater you can probably attest to the level of difficulty it is reading the sign that is on the 694-elevation side (West). The additional variance we're asking for is to allow for the free-standing sign (pylon) to be greater than 80 square feet on the Western property line and make this a 250 square foot pylon. We want to keep the same square footage of pylon signage as it is today on 10th Street and obviously rebrand that with our own signage and the tenants that we'll be adding to this space's signage as well. HOM Furniture over the years has acquired local brands and has added them to the umbrella of businesses that we maintain within the HOM complex. Seasonal Concepts is a longstanding brand in the Twin Cities metro area and recognized as a leader in the Outdoor and Seasonal categories. HOM advertises this brand because of the equity it has built over the 40 years it has been in the market, even long prior to the HOM brand opening. Because of this we need to have exterior signage awareness to help customers locate the brand. Also, as things have changed in the market, when the 2009 housing crisis happened the Minneapolis/St. Paul area lost a long standing flooring retainer in Home Valu. With the void in the market we felt under the HOM umbrella the market was good for us to add HOM Floors to our staple of brands. Flooring is a category that generally is not found in a furniture store so for that reason again we like to be able to communicate the brand 6 identity on the exterior to allow customers to easily locate. Finally, we are adding our other flagship brand DOCK 86 to this facility. This is a sister brand that has its own identity and for many years also operated as a freestanding furniture store. A few years back we merged the 2 brands into a common facility and have been able to create a shopping experience unlike few others in the furniture industry. Again, it is necessary for us to be able to identify this brand also for customers to be able to locate this business. We had original intended on applying for this variance back on November 3rd but Staff had recommended removing this submittal as they were in the process of changing the City Code for Big Box signage allowance for the likes of Hyvee, Menards, Fleet Farm, Cub, Target , PINZ, etc. Given the uncertainty of the timing of the City Staff's new sign code changes, which sounds like approval sometime in March/April, we would like to proceed under the Planning Commission and City Council commissions review to allow us to proceed with adding these variances to this parcel so that we can start planning for this sooner than later. Our goal is to move as rapidly as we can with the buildout of this facility and without proper guidance from City Staff, we're unsure how to lay things out for the building architecturally. HOM Furniture would like to get guidance in order to build a facility that the City of Oakdale can be proud to look at rather than an outdated and battered eye sore theater of the past. HOM Furniture looks forward to the possibility of bringing our newest showroom to the City of Oakdale. Thanks for your time, John P. Pierce Real Estate Director (763) 300-5646 - Cell JPierce@homfurniture.com 7 ATTACHMENT C: EXISTING WALL SIGNS Big Thrill Factory, 7053 10th St. N., Main sign 240 sf HyVee, 7180 10th St. N., main sign 242 sf Target, 7900 32nd St. N., main sign 217 sf 8 ATTACHMENT D: EXISTING MULTI-TENANT FREE-STANDING SIGNS Oakdale Marketplace, 7900 32nd St. N., main sign 95 sf, tenant signs 25 sf each, 170 sf total sign area Oakdale Village, 694 and Inwood Ave. N., 160 sf total sign area 9 ATTACHMENT E: DRAFT ZONING ORDINANCE TEXT AMENDMENT CITY OF OAKDALE ORDINANCE 2021-XX AN ORDINANCE AMENDING THE CODE OF ORDINANCES FOR THE CITY OF OAKDALE, CHAPTER 25 – ZONING, ARTICLE 19 – SIGNS, SECTION 25-184(a)(2), COMMERCIAL DISTRICT The City Council of the City of Oakdale ordains: Section 1. The Oakdale Code of Ordinances, Chapter 25, Article 19, Section 25-184(a)(2) is amended to add the following: Sec. 25-182: Definitions. (g) Big Box Retail Establishment: A retail establishment having 60,000 square feet or greater of gross floor area. (h) through (dd) lettering changed. Section 2. The Oakdale Code of Ordinances, Chapter 25, Article 19, Section 25-184(a)(2)a) and (a)(2)d) are amended to read as follows: Sec. 25-184(a)(2): (2) Commercial District: a) Wall Signs: One wall sign for each street frontage shall be permitted on a building for each business located within such building. The total area of all wall signs affixed to a building wall shall not exceed twenty (20) percent of the total area of that wall. No individual wall sign shall exceed 150 square feet. For a Big Box Retail Establishment, one wall sign for each street frontage shall be permitted on a building for each business located within such building. The total area of all wall signs shall not exceed ten (10) percent of the total area of any wall. No individual wall sign shall exceed 350 square feet. Wall signs for sub- tenants and sub-brands in a Big Box Retail Establishment shall not exceed 150 square feet, unless the sub-tenant or sub-brand contains 60,000 square feet or greater of gross floor area, in which case its wall sign shall not exceed 350 square feet. A wall sign shall not project more than eighteen (18) inches from the wall to which the sign is to be affixed. Furthermore, wall mounted signs shall not exceed the roofline on any building. Banners shall be included in the allowance for wall signs. The design and construction of all banners shall be professional looking and not be allowed to become torn or weathered.  d) Pylon Signs: Retail and service establishments on property abutting an interstate freeway right-of-way may erect one pylon sign not exceeding 150 square feet of display surface area in addition to their one free-standing sign. Multi-tenant Big Box Retail Establishments on property abutting an interstate freeway right-of-way are allowed one pylon sign on the interstate frontage for all tenants in the establishment in addition to free-standing signage allowed per Sec.25-184(a)(2)b). Total sign area on the pylon sign shall not exceed 350 square feet. Multi-tenant big box retail pylon signs shall have a support structure in compliance with the performance standards set forth in Sec. 25-183(b) through (d). The minimum allowance distance of a pylon sign to an interstate right-of-way is fifty (50) feet, with a maximum height of thirty (30) feet. Section 3. This Ordinance shall take effect and be in full force from and after its adoption and publication, as provided by law. ______________________________________ Paul Reinke, Mayor AYES: NAYS: Adopted this 23rd day of February, 2021 by the Oakdale City Council. Attest: ______________________________________ Susan Barry, City Clerk Published: Text with strikeout is proposed for deletion Text with underline is proposed for insertion.  COUNCIL MEMORANDUM To: Honorable Mayor and City Council From: Chelsea Petersen, Administrative Services Director Date: February 23, 2021 Subject: Capital Purchases and Projects Background City Council discussed several capital purchases and projects at the January 26, 2021 meeting, but was unable to discuss several others. The following are some of the remaining items to address: Facility Upgrades: There are a few facility upgrades that were not able to be accomplished in 2021 due to shortages in equipment and/or contractors available to complete the work. Staff is proposing to finish these projects in the anticipated amount of $31,600. This work would include touchless water bottle fillers in each fire station, the public works facility, Discovery Center, and City Hall, and touchless bathroom fixtures in City Hall. Office Space: With the hiring of a Finance Director, an office space will need to be created. Staff has identified a space in the Administration area of City Hall, but the space has been used for storage and temporary work spaces. It is in need of cleanup, disposal of old equipment, and upgraded workspaces. At this time, staff is proposing to update the base office furniture only including the desk, overhead storage, bulletin boards, and under-desk filing cabinets. The current cost estimate for these items is approximately $5,000. It is very likely that additional office furniture may be needed, but staff would like the new employee to be allowed to select some of their office fixtures, based on their work experience and needs, so anything else would be ordered after the Finance Director has had a chance to weigh in. It is requested that up to $9,000 be allocated for this office space, which is in line with average furniture costs. Vactor Truck: A new sanitary sewer vactor truck has been identified and while original estimates were less, the vendor quoted an approximate cost of $186,000, less a $15,000 to $20,000 trade-in value for the current equipment, for a net estimated cost of $170,000. We had planned on paying for this equipment a variety of ways such as $34,000 from the 2021 Utility Replacement Fund, $46,000 from Public Works 2020 operational budgets, with$90,000 remaining to be funded. Online Timecard System: Along with the financial software upgrade, which is budgeted for out of the General Fund, an additional module will be needed that was previously not part of the original quote provided by the vendor. This additional module will allow for employees to complete online timecards, as well as review their own personal information (W2’s, paystubs, leave balances, etc.) at any time. It was staff’s intent to include this function as part of the original project, but through an additional review of the process in planning for the upgrade (scheduled to take place this summer) it became clear that this module was not included. This need became apparent during the work from home period, and was not part of the original project budget. Estimated budget: $7,500. Discussion This workshop is designed for discussion and feedback with/from Council. While no specific actions will be taken at this time, staff is seeking general direction based on the information provided above for final approval for these purchases/budget at an upcoming council meeting