City Council Workshop
Regular MeetingOakdale, MN · April 12, 2022
Minutes
WORKSHOP
OAKDALE CITY COUNCIL
April 12, 2022
The City Council held a workshop on Tuesday, April 12, 2022 at Oakdale City Hall, 1584 Hadley
Avenue North, Oakdale, Minnesota. The meeting began at 5:00 PM.
Present: Mayor Paul Reinke
Council Members: Jake Ingebrigtson
Colleen Swedberg
Kevin Zabel
Susan Olson
Also Present: Christina Volkers, City Administrator
Kathy Laur, City Clerk
Katie Robinson, Deputy City Clerk
Nick Newton, Police Chief
Jason Zimmerman, Finance Director
Jim Romanik, Public Works Manager
Andrew Gitzlaff, Community Development Director
Kevin Wold, Fire Chief
Greg Brady, Building Director
Lori Pulkrabek, Communications Manager
CONVERSATION WITH FIRE CHIEF KEVIN WOLD AND FIRE MARSHAL SERVICES
Fire Chief Wold began by giving a brief overview of his Council Memorandum. In February of 2022,
the fire department applied for six additional firefighters through a grant process at FEMA and their
Staffing for Adequate Fire and Emergency Response (SAFER) program for $2.4 million dollars. We
expect to be notified sometime in the next 6-8 weeks with the results. Last year the fire department
applied for the same grant but were denied. This time Lexipol, a third party, was hired to write the
grant as they have a much higher success rate so we will hope for the best.
Currently, there are 18 full-time fire department staff, which includes a Fire Chief, Assistant Fire
Chief and 1 part-time Administrative Assistant. Three full-time firefighters were promoted to Captain
on January 1, 2022. The expectation is to hire three additional firefighters to start on Monday, July
11, 2022 and three more by year-end 2022. Following a question posed by Council Member Zabel,
Ms. Volkers believes that we could come up with the funds between the Corporation and the City to
be able to hire the second group of firefighters earlier and not have to put them on hold.
Council Member Zabel asked if staff could put together a funding proposal to be reviewed by
Council.
Mr. Wold’s preferred intent is to utilize the current candidate pool, hire all of the positions at once
and then do an academy for training.
Beginning January 1, 2023, the fire department will be a completely career department. All paid on-
call firefighters will be done at midnight on 12/31/2022.
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Mr. Wold expressed how proud he is of these individuals as they had the opportunity to leave after
finding out their positions would be eliminated at the end of 2022. However, they all showed up for
training, drills and are still very much engaged in providing service to the City of Oakdale.
The fire department’s 2021-year end results include; 3257 calls for service, which is a 15% increase
over 2020. The average is 9 calls per day with 79% of those calls being emergency medical
services.
The first quarter of this year has already had 1,000 calls comparatively. The numbers are
skyrocketing which is the perfect time for a transition to a career department.
As part of the transition to an all career fire department, Mr. Wold expressed a need for a Fire
Marshal within the organization, whether this position resides in the Fire Department or another
department in the City.
Mr. Wold also pointed out that beyond the growth of the community of the next five years, the Fire
Marshal would be responsible for fire investigations, on-site inspections, and getting state
delegation for plan review and inspections. Part of the vision of this position would be that it could
help out the building department as well by conducting rental housing and multi-family building
inspections. The position would also coordinate all community events, public relations requests,
mobile food vendor inspections, investigations, assist administratively with budgets, and respond
to fire and EMS calls.
Ms. Volkers mentioned that Chief Building Official Greg Brady does need some relief in his
department given the significant development happening, therefore, hiring a Fire Marshal could
provide some of that relief to that area as well.
Mr. Wold suggested for the short-term, the city hire a part-time contracted individual to do new
construction, and bring plan reviews in from the state until a full-time Fire Marshal is hired.
Council Member Olson asked if we would have to recruit for this position. Ms. Volkers stated we
have a couple people who may be interested already. Ms. Olson asked if it would be a formal
recruitment, and Mr. Wold replied yes.
Mr. Wold offered a live burn training opportunity for Council Members to be held sometime this
summer.
The Corporation made some updates to the fire department facilities this year by adding more
bedrooms in order to accommodate the new staff they will be hiring.
LIVABLE COMMUNITIES DEMONSTRATION ACCOUNT (LCDA)
Community Development Director Andy Gitzlaff gave an overview of the Livable Communities
Demonstration Account Grant.
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In January, the Metropolitan Council awarded the City of Oakdale a $565,000 grant under the LCDA
Development grant category for the AbleLight (formerly Bethesda) Cornerstone Village.
The use of the funds will include; site acquisition prior to award, surface infiltration basin on the
southern tip of the development site, and installation of an accessible playground for affordable
housing residents.
AbleLight intends to break ground on the Cornerstone Village in late summer of this year and open
in late fall of 2023.
As the LCDA Grantee, the City will act as the fiscal agent for the grant and funding will pass from
the Metropolitan Council to the City, and then from the City to AbleLight. All payments from the
Metropolitan Council to the City are made on a reimbursement or cost-incurred basis. AbleLight will
do the work, notify the City that the work is complete, Met Council pays the City, then the City will
pay AbleLight.
Mr. Gitzlaff shared with Council that he received a call from AbleLight. AbleLight is getting their
costs back for the project and it is above what they have budgeted. They will be looking at ways to
offset the costs such as; value engineer anything in the project such as materials for the interior
and exterior, subsidized or increased rent and revisit their funding sources to include MN Housing
to see if more money is available.
Mr. Gitzlaff will update Council as he learns more.
BRE&A PROGRAM
Community Development Director Gitzlaff highlighted the changes that were made in scope based
on the feedback he received at the last workshop discussion on February 22, 2022.
He said a key takeaway is to focus on quality over quantity. Some of the changes in the revised
proposal include visit reductions from 24 to 18 businesses within the first year. A spreadsheet will
be utilized to track the visits and ensure complete follow-up. Creating a welcome packet both
digitally and a hard copy will occur and recruitment of the participation pool to include key staff,
elected officials and a business presence.
Council Member Swedberg would like to have members of the EDC included in the pool. The EDC
has reviewed this scope of work and offered their support and willingness to participate.
Mayor Reinke suggested that it depends on the business as to who participates in the visits.
Mayor Reinke expressed that the most important piece of this process is to ensure the business
understands we appreciate their investment.
Council Member Olson expressed how important it is to be careful of who is chosen to be a part of
the visiting pool as to not misrepresent the City.
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2023 BUDGET PLANNING
Staff is seeking Council feedback on the budget process specifically what worked for 2022 and any
additional information needed for 2023. Some examples of options are longer but fewer meetings,
monthly special meetings, and/or a Saturday planning session before rolling out the budget. Staff
asked for feedback on the effectiveness of its presentations and preliminary levy and truth in
taxation.
Although the implementation of OpenGov is going well, the challenge is getting the software up and
running for each department.
Mayor Reinke, Council Members Swedberg and Olson all agree this is a much better process than
in the past.
Council Member Zabel mentioned that it would be beneficial to have a list of all of the department’s
specific needs earlier in the budgeting process. City Administrator Volkers replied that the
supplemental budget requests would do just that.
Ms. Volkers suggested that sometime be set aside early summer for each department to review
their supplemental request with Council Members as a team.
The current challenge is to get the OpenGov product up and running. However, Finance Director
Zimmerman is optimistic that the roll out will come soon. There is more work on the back end to be
done such as direct integration with our financial system and syncing up.
Fire Chief Wold will be the first department head to learn this software.
2022 DEBT CONSIDERATIONS AND STRATEGY
Finance Director Zimmerman began with the background of his memo. At the December 14, 2021
City Council meeting, several road construction projects were approved in the 2022-2026 Capital
Improvement Plan. As part of the planning process, the projects identified in the Council memo
were proposed to include the proceeds of debt to finance construction and reconstruction activities.
Traditionally the city annually completes a street reconstruction and overlay project, which is
partially funded by the issuance of debt. This year, the City has two other large road projects near
the new Willowbrooke development, Ideal Avenue and 40th Street. Bids for the Ideal Avenue project
were received and awarded by Washington County (fiscal agent on the project), bids on the 2022
Street Reconstruction Project are scheduled to be opened on April 14th, and the bids on the 40th
Street Reconstruction are anticipated to be opened sometime mid-summer. Typically, the city
refrains from issuing bonds without opening & awarding bids for the construction portion of projects,
but with the volatility of interest rates, the timing of the 40th Street project poses potential interest
rate risk; thus, staff is recommending issuing one bond for all three projects in June 2022. If staff
were to process two separate debt issuances this year, it is estimated that a $3M bond, which is
the approximate size of the 40th street requirement, would result in nearly $50,000 of issuance
costs. By combing the projects into one debt issuance the City will save staff time and financial
resources.
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Mayor Reinke stated that the environment we are in with interest rates rising is not conducive to
waiting. It is his recommendation to move forward with a single bond for all three projects.
Much discussion occurred with the City Council supporting the Finance Director/City Administrator
to fluctuate the amount of issuance up to 10% due to rising costs in the bond issuance.
UTILITY BILLING PAYMENT ELECTRONIC PAYMENT PROCESSING FEES FOLLOW-UP
Finance Director Zimmerman reintroduced this topic as an item that is returning to Council for
guidance and a decision as to whether or not the City of Oakdale charges credit card transaction
fees back to the utility customer and if so, at what percentage rate. Currently there are fees for
emergency medical services, utility, licensing, permits and the software that is used to complete
transactions. All transaction fees from the individual card issuers are passed along to the City with
no mark up. An annual cost to the City for all fees is $33,000.
City Administrator Volkers expressed her concern with projecting this expense onto the residents at
the same time the City would be requesting a sales tax increase for two Capital projects.
The opinion of Council whether or not fees should be charged back to the utility customer differed.
Council Members Ingebrigtson and Zabel felt that fees should be charged back to the utility
customer. Council Members Olson and Swedberg along with Mayor Reinke were not in favor of doing
that.
COUNCIL TOPICS
Council Member Olson took a moment to remind everyone to have a yearly skin cancer check. She
also inquired about employee salaries and whether they were all captured in levy dollars or if some
are paid through fees. She wondered which ones are or are not and why would the City charge fees
if salaries are paid by the levy.
City Administrator Volkers replied that the City allocates salaries to some of the funds paid by fees,
but doesn’t charge those same salaries to the levy.
The discussion continued whether it was fair to ask for a levy and charge fees. Discussion occurred
with various opinions of the definition of both. Due to the importance of the topic, Council would
like more time to discuss if needed. Mayor Reinke asked that the discussion be put on hold and
discussed at a later date.
Council Member Swedberg shared that there is some contamination under the paint on the old
schoolhouse and therefore it may need to be abated which will cost more than what was estimated
for the paint project.
City Administrator Volkers agreed to research costs and bring the findings back to Council for the
painting project of the old schoolhouse.
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Ms. Swedberg also wanted to make the Council aware of her concern that Commissions do not have
enough participation for quorums. Members of the Economic Development Commission want to
have more involvement in decisions that affect the residents.
Mayor Reinke mentioned that Ideal Avenue is under construction with the removal of trees, and the
installation of utility lines, gas and power on the Lake Elmo side. We should expect calls from
residents about this.
Council Member Zabel shared there was a request from St. Paul realtors to do a fair monthly housing
value. The City did do this a few years back and Council Member Zabel thinks we should do this
again. Council agreed.
Council Member Ingebrigtson had nothing to report.
ADJOURNMENT
The workshop was adjourned for the Regular City Council meeting at 6:55.
Respectfully submitted,
Katie Robinson
Deputy City Clerk
Agenda
AGENDA
City Council Workshop
Workshop
April 12, 2022
Council Chambers
5:00 PM Conversation with Fire Chief and Fire Marshal Services
5:25 PM Livable Communities Demonstration Account (LCDA)
5:35 PM BRE&A Program
5:50 PM 2023 Budget Planning
6:15 PM 2022 Debt Considerations and Strategy
6:30 PM Utility Billing Payment Electronic Payment Processing Fees Follow-Up
6:40 PM Council Topics
6:55 PM Adjourn for Regular Meeting
COUNCIL MEMORANDUM
To Mayor and City Council
Through Kevin Wold, Fire Chief
Date April 12, 2022
Subject Discussion with the Fire Chief
Staffing Update
In February 2022, we submitted an application for six firefighter’s through FEMA and their Staffing for
Adequate Fire and Emergency Response (SAFER) program for $2.4 million dollars. We expect to be
notified sometime in the next 6 - 8 weeks if we will receive the grant.
Currently we have 18 City of Oakdale Fire Department Staff including a Fire Chief, Assistant Fire Chief
and one Part Time administrative assistant. Three fulltime Firefighters were promoted to Captain on
January 1, 2022. We are expecting to hire three additional firefighters to start Monday July 11, 2022.
We have 75 applications submitted for the three positions and are working on the interview schedule at
this time.
Currently we have 14 paid on call staff between the two fire stations. The paid on call staff respond to
approximately 25 calls per month. We continue to work through the process for dissolving the Oakdale
Volunteer Fire Department by the end of the year, 12-31-2022. We will need to have city council pass a
Resolution to dissolve the organization and confirm that the city of Oakdale will take over and become a
career fire department effective January 1, 2023.
2021 Run Total’s
The fire department ended the year with 3257 calls for service, which is a 15% increase over 2020. We
averaged nine calls per day with 79% of those calls being emergency medical services (Ambulance)
runs.
Fire Marshal Positon
As part of the transition to an all career fire department, we continue to identify a need for a Fire
Marshall within the organization. Currently the Fire Chief is responsible for all of the Fire Marshal
responsibilities and with the increase in development over the next 5 years; these duties should be
dedicated to a Fire Marshal position and not part of the daily duties of the Fire Chief. This discussion
has occurred many times with the City Administrator who supports this recommendation. It is
understood the financial impact and burden this will place on the city budget and feel we can try and
strategically plan for this in the future and investigate what this position looks like.
In the short term, we are proposing to add a temporary Fire Marshal under contract to assist us with the
responsibilities of this position. The current workload has become overwhelming and it is expected to
increase exponentially as new development progresses. This person would work approximately 10
hours a week at roughly $50.00 per hour. They would handle all the new construction and perform plan
review for both fire alarms and fire sprinkler systems as well as handle all the field inspections that go
along with each project. By adding this resource, we can acquire state delegation from the State Fire
Marshal’s Office, do our own fire sprinkler plan review in-house, and generate revenue to offset the cost
of this position. So far this year to date we have lost approximately $11,000 dollars in revenue to the
State Fire Marshal’s Division for fire sprinkler plan review by Oakdale not having a Fire Marshal
dedicated to this work.
Training with the Fire Department at the East Metro Fire Training Center
We would like to extend an invitation to any city council or staff members to participate in live burn
training with the members of the fire department. We have done this with past members of city council
and have had great success. This allows you an opportunity to see what it is like to be in our fire gear
and go into a burning building that is controlled and safe while experiencing what our staff deals with at
a house fire.
Facilities
A quick update will be provided on both fire stations regarding capital and maintenance needs, in
addition to some projects that have been done recently to accommodate the new full-time staff.
COUNCIL MEMORANDUM
To: Honorable Mayor and City Council
From: Shannon Reidlinger, Sr. Community Development Specialist
Date: 4/12/22
Subject: Livable Communities Demonstration Account (LCDA) Development Grant Agreement
BACKGROUND
Policy Three of the Housing Chapter of the Comprehensive Plan establishes the City of Oakdale’s policy
to “facilitate the creation of at least an additional 791 housing units affordable to households earning up
to 80% of area median income, by using a variety of tools”. The Implementation Chapter of the
Comprehensive Plan identifies Livable Communities Development Account (LCDA) grant funding as an
appropriate tool for addressing Oakdale’s identified need for additional affordable housing. The LCDA
grant program is administered by the Metropolitan Council and provides grant funding for communities
to invest in local economic revitalization, workforce housing initiatives, and development or
redevelopment that connects different land uses and transportation. Only participating units of local
government can apply for these grants; developers cannot directly apply for funding. The City of Oakdale
participates in the Metropolitan Council’s Local Housing Incentives Account (LHIA) Program, which is a
prerequisite for receiving LCDA grants. Oakdale has participated in the LHIA program since 1995, and
recently elected to re-enroll in the program in October 2020. As a program participant, the City of Oakdale
has received $2,213,566 in prior grants from the LCDA grant program accounts.
POLICY IMPLEMENTATION
In January 2022, the Metropolitan Council awarded the City of Oakdale a $656,000 grant under the LCDA
Development grant category for the AbleLight (formerly Bethesda) Cornerstone Village – Oakdale project
at Helmo Station. The grant application identified the following use of funds:
1. $419,000 for site acquisition prior to award.
2. $75,000 for a surface infiltration basin on the southern tip of the development site.
3. $71,000 to install an accessible playground for affordable housing residents.
The City will need to execute a grant agreement with Metropolitan Council and a sub-recipient grant
agreement with AbleLight to ensure the obligations of the LCDA grant are fulfilled. Staff will provide an
update on the LCDA grant award process for the Cornerstone Village at the April 12, 2022 Council
workshop.
GRANT ADMINISTRATION
According to the Metropolitan Livable Communities Act Grant Agreement,
1. The Project must begin before the expiration date of the grant agreement (December 31, 2024).
AbleLight intends to break ground on the Cornerstone Village – Oakdale project in late summer of
2022, and open in late fall of 2023.
2. The City shall process grant disbursements in accordance with Metropolitan Council guidelines.
3. The City shall ensure funds are used only for eligible uses, not for:
a. “Soft costs”, or costs not directly associated with the specific proposed Project actives;
b. Costs incurred prior to Metropolitan Council action, unless specifically included in the Project
Summary or otherwise approved by Metropolitan Council action;
c. Replacing funds from other sources.
4. The City shall ensure that AbleLight adopts and implements an affirmative fair housing marketing plan
for all housing units.
5. The City shall ensure that affordable units will remain affordable for a minimum period of fifteen (15)
years.
6. The City shall create and maintain records. Records shall be subject to audit for six (6) years.
7. The City shall report to the Metropolitan Council on a semi-annual basis by January 31 and July 31
each calendar year throughout the term of the Project. A final report is due before the final
disbursement of grant funds will be approved.
8. Terms of the Metropolitan Livable Communities Act Grant Agreement shall be made part of the
subgrant agreement between the City and AbleLight.
FINANCIAL CONSIDERATIONS
As the LCDA Grantee, the City will act as the fiscal agent for the grant and funding will pass from the
Metropolitan Council to the City, and then from the City to AbleLight. All payments from the Metropolitan
Council to the City are made on a reimbursement or cost-incurred basis. The City must supply adequate
supporting documentation to substantiate each individual line item on the payment claim and must
clearly tie that documentation to the claim line item.
CITY COUNCIL ACTION
This agenda item is for information only. At the April 28, 2022 City Council meeting, staff will recommend
that the City Council authorize the Mayor and City Administrator to sign the grant agreement with
Metropolitan Council and sub-recipient grant agreement with AbleLight.
COUNCIL MEMORANDUM
To: Honorable Mayor and City Council
From: Andrew Gitzlaff, Community Development Director
Date: April 12, 2022
Subject: Business Retention, Expansion and Attraction Program Scope of Work
BACKGROUND
The adopted Oakdale Comprehensive Plan identifies the need to provide business and labor with the
support necessary to be successful and ensure continued employment opportunity for all residents as
goals within the Economic Development Chapter. Specific polices are identified to achieve this goal
including:
Support the success of business and labor by connecting them to resources at the MN Department
and Economic Development (DEED) and other State, County, and Federal agencies
Administer a program to attract new businesses to Oakdale.
Administer a program to retain and assist in the expansion of existing Oakdale businesses.
In partnership with public and private stakeholders, support those wishing to start a new business
in Oakdale.
STAFF RECOMMENDATION
Staff is recommending the City establish a new Business Retention, Expansion and Retention (BRE&A)
Program to achieve this goal. The proposed scope of work would include the following activities
Participation in no fewer than 18 business visits (reduced from 24 per Council input) for the first
year.
Develop a series of questions to ask each business and prepare a packet of resources at the
City, MN DEED, other State, County or Federal resources.
Recruitment of a BRE&A visit participant pool that includes key staff, elected officials and
business representation.
Identify businesses to be contacted for interviews.
Provide administrative support in scheduling visits.
Prepare welcoming packets for all new businesses even if the scope or schedule does not allow
for a visit.
Ensure invitations to visits are extended to the required staff, elected officials, and business
representatives. There would be one elected official, one business member and one to two staff
at each visit.
Transcribe notes from each visit and conduct any follow-ups as necessary.
Coordinated reporting of regional business and real estate activity.
Year-end report, detailing BRE&A findings, recommendations and an action plan.
Staff has been working with the Oakdale Area Chamber of Commerce and the St. Paul Area Chamber of
Commerce to form a partnership to implement the BRE&A program. The Oakdale Chamber Board voted
to approve the BRE&A partnership at their February 17, 2022 meeting. Funding is available in the
Community Development Department professional services budget to support the BRE&A program. Staff
is targeting a May start date.
CITY COUNCIL INPUT
The City Council discussed the proposal at their February 22, 2022 workshop and recommended that the
total number of visits be reduced from 24 to 18 with a focus on quality over quantity. Council emphasized
the importance of following up, being clear on what the City can offer and being strategic on which
businesses to visit. Preparing welcoming packets for all new businesses, even if the scope or schedule
does not allow for a visit the first year, was also suggested.
ECONOMIC DEVELOPMENT COMMISSION INPUT
The EDC also reviewed the BRE&A scope of work at their February 2, 2022 and March 2, 2022 meetings
and offered their support, willingness to participate on the visits, offered suggestions to improve the work
plan by creating an action plan and provided insight on the “categories” of representative businesses to
prioritize in the first year.
CITY COUNCIL ACTION REQUESTED
At this workshop, staff will seek additional input from Council on the categories for businesses to target
in 2022. Below are some examples:
Legacy Business (largest employers)
Most prevalent industries (professional, scientific and technical services, retail trade and finance
and insurance)
Industries with the most employees (retail trade, accommodations and food service and health
care and social services)
Women or minority owned businesses
Industries hit hardest by COVID-19 pandemic
Others
Next steps, with Council support, include finalizing the professional services agreement with the OACC
and SPACC to form a partnership to implement the BRE&A program for the City of Oakdale.
If approved the first step prior to conducting any visits would be another workshop with Council, Oakdale
chamber staff and City staff to confirm the participant pool and businesses to target, review the questions
that will be asked and the resources that will be provided.
Attachment
OACC Professional Services Agreement
Professional Services Agreement
Business Retention, Expansion, and Attraction Services
for the City of Oakdale
Revised on March 28, 2022
This is an agreement between the Oakdale Area Chamber of Commerce (OACC), St Paul Area Chamber
(SPAC) and the City of Oakdale (the City), regarding Business Retention, Expansion, and Attraction
(BRE&A) services.
Term
The term of this Agreement will last one year from the date of execution and approval.
Scope of Service
SPAC WorkStream staff will perform the services outlined, including:
• Hold a kick-off meeting with city staff to review scope of work, process, and identify businesses
to be contacted for interviews.
• Guide the recruitment of a BRE&A participant pool and conduct a virtual training session for
participants.
• Guide the creation of a business welcome packet, including information and resources from the
City, County, and Chambers of Commerce.
• Provide administrative support in scheduling visits.
• Ensure invitations to business visits are extended to the required City Staff, Elected Officials (as
identified by City Staff), Economic Development Commission (EDC) Members, and OACC Board
Members. Ensure minimum participation of 1 city staff, 1 community representative (OACC or
EDC), and 1 chamber staff. Suggest an appropriate limit to total participants in a meeting.
• In partnership with the City, develop a standard set of questions to be asked at each visit to
guide data collection and analysis.
• Participate in no fewer than 18 business visits.
• Transcribe notes from each visit and deliver to city contact person.
• Create a tracker tool, demonstrating visits and follow-ups and share with city contact person.
• Create a year-end written report to City Council, detailing BRE&A findings, recommendations,
and an action plan to continue to support business growth and retention.
SPAC shall make every reasonable effort to maintain sufficient staff, facilities, and equipment to deliver
the services and will notify the City in a reasonable timeframe if it believes it will be unable to provide
the services outlined above.
Value Proposition:
With the support of SPAC and OACC, the City will join a region-wide conversation about BRE&A and will
have access to information that otherwise would be difficult to collect. The value of working with SPAC
is outlined below:
• Local and regional business intelligence
• Access into more businesses
• Year-end reporting
• Capacity building
• Relationship building with the business community
• Coordinated regional real estate intel/outreach
• Minority business connections and access
• Administrative support in scheduling
Key Staff
Kim O’Brien, VP of Strategic Initiatives will be the primary staff member serving this contract. Kim
currently serves as Administrative Manager to the Oakdale Area Chamber of Commerce, bringing
valuable relationships with Oakdale businesses, and a built-in line of communication to the Oakdale
Area Chamber Board.
Yao Yaj, Manager of Strategic Initiatives will be a supporting staff member serving this contract. Yao
brings 5+ years of experience doing Business Retention, Expansion, and Attraction visits and analysis for
the Cities of Saint Paul and Maplewood. She is an Oakdale resident.
Cost
The City will pay $11,700 to provide these services, plus a one time set-up consulting fee of $1,500 to
originate the program and develop materials. One half of the total cost of $13,200 will be invoiced at the
beginning of the contract and the other half due after 18 business visits are completed, and the end of
year report is received. This cost is reflective of an estimated 132 hours of dedicated staff time. The St
Paul Area Chamber will serve as Fiscal Agent on this contract.
Payment shall be made within 30 calendar days of receipt invoice. Payment of interest and disputes
regarding payment shall be governed by Minnesota Statutes § 471.425.
Data
Subject to the requirements in the Minnesota Government Data Practices Act, all data and intellectual
property stored in SPAC’s system is the exclusive property to SPAC.
Indemnification
The City shall indemnify, hold harmless and defend SPAC, its officials, agents, and employees against any
and all liability, losses, costs, damages, expenses, claims or actions, including reasonable attorney’s fees,
which SPAC, its officials, agents, or employees may sustain, rising out of or by reason of any act or
omission of the City, its contractors and their officers, agents, or employees, in the execution,
performance, or failure to adequately adhere to or perform the City’s obligations pursuant to this
Agreement.
SPAC and the OACC indemnify, hold harmless and defend the City, its officials, agents, and employees
against any and all liability, losses, costs, damages, expenses, claims or actions, including reasonable
attorney’s fees, which the City, its officials, agents, or employees may sustain, rising out of or by reason
of any act or omission of SPACC and OACC, its contractors and their officers, agents, or employees, in
the execution, performance, or failure to adequately adhere to or perform SPAC/OACC’s obligations
pursuant to this Agreement.
Amendments and Alterations
Any amendment, alteration, modification, or waiver of this Agreement or its provisions shall be valid
only after it has been reduced to writing and signed by both parties.
Termination
SPAC may immediately terminate this Agreement if any proceeding or other action is filed by or against
the City relating to insolvency, bankruptcy, or relief of debtors.
If the City violates any material terms or conditions of this Agreement SPAC may, without prejudice to
any right or remedy, give the City seven calendar days’ written notice of its intent to terminate this
Agreement, specifying the asserted breach. If the City fails to cure the deficiency within the seven-day
cure period, this Agreement shall terminate upon expiration of the cure period. SPAC will be entitled to
compensation only for the hourly services performed through the date of termination.
Signed:
B Kyle Date Christina Volkers Date
President and CEO City Administrator
St Paul Area Chamber City of Oakdale
Paul Reinke Date Nathan Keech Date
Mayor President
City of Oakdale Oakdale Area Chamber of Commerce
COUNCIL MEMORANDUM
To: Honorable Mayor and City Council
From: Jason Zimmerman, Finance Director
Date: April 12, 2022
Subject: 2023 Budget Planning
In preparing for the 2023 budget, staff is seeking Council feedback on the process. Specifically:
What worked/didn’t work well in 2022?
What additional information Council would like for 2023?
Would Council be open to fewer meetings that are longer in duration to discuss the budget?
Would Council like a planning session to provide feedback before rolling out the budget to
departments?
Was the presentation of the preliminary levy and truth-in-taxation meetings effective?
Any other feedback or commentary would be appreciated, to help ensure staff is able to meet the
expectations of Council. Staff anticipates the process to be more transparent, interactive, and flexible
with the utilization of Opengov, which began implementation on April 1, 2022.
COUNCIL MEMORANDUM
To: Honorable Mayor and City Council
From: Jason Zimmerman, Finance Director
Date: April 12, 2022
Subject: 2022 Debt Considerations and Strategy
BACKGROUND
At the December 14, 2021 City Council Meeting, several road construction projects were approved in the
2022-2026 Capital Improvement Plan. As part of the planning process, the projects identified below were
proposed to include the proceeds of debt to finance reconstruction activities.
CIP Debt Assessment Est Contract Revised Bid
Project Levy Portion
Requirement Portion Award Date Amount
R2022-01 $1,510,271 $ 806,030 $ 704,241 4/26/2022 Unknown
R2022-02 $3,099,546 $1,229,459 $1,870,087 7/26/2022 Unknown
R2022-03 $ 515,932 $ 515,932 $ - 1/27/2022 $ 563,277
Total $5,125,749 $2,551,421 $2,574,328 - Unknown
Reconstruction Project Administrative Timelines (* indicates estimated future date)
R2022-01; 2022 Street Reconstruction
October 12, 2021 – City Council initiated the project
November 3, 2021 – Public information letter mailed
December 14, 2021 – Feasibility Report presented
January 25, 2022 – Improvement/assessment hearing
March 22, 2022* – Council orders project, approves plans, authorizes advertisement for bids
April 14, 2022* – Bids received
April 26, 2022* – City Council awards contract
R2022-02; 40th Street Reconstruction
May 25, 2021 – Willowbrooke Master Development Agreement approved
March 8, 2022 – Petition for improvements and ordering of feasibility study
April 2022* - Feasibility Report presented
June 2022* - Council orders project, approves plans, authorizes advertisement for bids
July 2022* - Council awards contract
R2022-03; Ideal Avenue Reconstruction
August 24, 2021 – Oakdale enters a cooperative agreement with Washington County
January 27, 2022 – Washington County completed bid tabulation
1
TIMING AND FINANCIAL CONSIDERATIONS
The timing of when bonds are issued may have significant financial implications. Generally, staff
recommends combining as many projects into one debt issuance when possible, as it saves time and
creates financial efficiencies by:
Conducting one rating agency call.
Minimizing risk associated when in a rising interest rate environment.
Reducing service hours with Baker Tilly, our financial advisors.
o The cost to issue a $3,000,000 bond is estimated to be $50,000 (excluding interest)
Risks to a Single Bond Sale in Late Spring
The award of the 40th Street construction project isn’t anticipated until July; any shortfall/excess
bonding would need to be covered from other resources/committed to other projects
The City anticipates assessing the full value of Ideal Avenue, although the parcels involved have
waived their rights under Minnesota Statutes, Chapter 429 to challenge or appeal the special
assessments up to $462,000. This project is also being managed by Washington County.
COUNCIL DIRECTION REQUESTED
Staff is seeking input from Council regarding the timing of a bond sale, what should be included, and
overall risk tolerance. It is staff’s recommendation to do the bond sale earlier rather than later given all
the factors considered. The earliest staff would be able to sell bonds would be May 24, 2022.
Attachment
Excerpts from 2022-2026 Capital Improvement Plan
2
Capital Improvement Plan
2022 to 2026
City of Oakdale, Minnesota
Project Name: 2022 Street Reconstruction and Overlay Project
Type New Construction Department Streets
Useful Life 20 Years Contact Engineer
Category Streets Priority 2 Very Important
Status Active Est. Cost $4,771,833
Description
The pavement in this area has reached the end of its useful life. The project will remove/replace the asphalt. Patch repair of curb where its heaved or
settled. Upgrade lighting system to LED fixtures and metered feed point. Spot repair of sanitary sewer and water main based on televising results and
break history. Replace signs to improve reflectivity and compliance with the Manual of Uniform Traffic Control Devices. Overlay 3rd Street and 4th
Street west of Inwood Avenue.
Justification
The Anna's Grove neighborhood was developed in 1996. The public improvements were completed by the developer and turned over to the city as
public improvements and maintenance responsibilities. 4th Street was overlayed in 1998 as a condition of the road being released from MNDOT to
Oakdale. The roadway was to be reconstructed in 2007 to provide capacity to the Carlson Oaks development, which has not fully developed. Due to
pavement conditions the roadway has to be resurfaced and will be designed to handle the Helmo Station TOD traffic.
Financial Summary
Uses 2022 2023 2024 2025 2026
Engineering/Design/Legal/Bonding 1,670,142 - - - -
Construction 3,101,691 - - - -
Total Uses 4,771,833 - - - -
Sources
Assessments 806,030 - - - -
Municipal State Aid 2,468,562 - - - -
Utility Reserves (Capital) 188,000 - - - -
Capital Improvement Planning (Capital) 605,000 - - - -
Bonds GO Special Assessment 704,241 - - - -
Total Sources 4,771,833 - - - -
Budgetary Considerations
The debt subject to levy for this project is $704,241.
Proposed Finance Project Code
R2022-01
29
Capital Improvement Plan
2022 to 2026
City of Oakdale, Minnesota
Project Name: 40th Street Reconstruction
Type New Construction Department Streets
Useful Life 20 Years Contact Engineer
Category Streets Priority 2 Very Important
Status Active Est. Cost $3,099,546
Description
Relocate 40th Street into the new alignment created by the Willowbrooke development. Improvements include: paving, curbing, sidewalk, trail, and
street lighting. This project will be initiated by a petition form the developer. The developer is grading, and installing the underground water and
sanitary sewer utilities.
Justification
The small area plan for this area guided the realignment of 40th Street to a curvilinear pattern to control speed and to line up the offset intersection
with Lake Jane Trail. The improvements and financing for the project are reflected in the Master Funding Agreement.
Financial Summary
Uses 2022 2023 2024 2025 2026
Construction 3,099,546 - - - -
Total Uses 3,099,546 - - - -
Sources
Assessments 1,229,459 - - - -
Bonds GO Special Assessment 1,870,087 - - - -
Total Sources 3,099,546 - - - -
Budgetary Considerations
The debt subject to levy for this project is $1,870,087.
Proposed Finance Project Code
R2022-02
30
Capital Improvement Plan
2022 to 2026
City of Oakdale, Minnesota
Project Name: Ideal Avenue Reconstruction
Type New Construction Department Streets
Useful Life 30 Years Contact Engineer
Category Streets Priority 2 Very Important
Status Active Est. Cost $515,932
Description
Washington County is reconstructing Ideal Avenue from CSAH 14 to 44th Street in preparation of the Willowbrooke development and the development
in Lake Elmo. The Master Funding Agreement with Maplewood Development, Lennar, and the City of Oakdale identified a local cost for the
improvements to be assessed to the Willowbrooke Development.
Justification
Ideal Avenue is currently a two lane rural section from 36th Street to 44th Street. It needs to be upgraded with turn lanes, storm sewer, and trail
improvements to accommodate the anticipated traffic.
Financial Summary
Uses 2022 2023 2024 2025 2026
Construction 515,932 - - - -
Total Uses 515,932 - - - -
Sources
Assessments 515,932 - - - -
Total Sources 515,932 - - - -
Budgetary Considerations
This project will be financed by special assessments.
Proposed Finance Project Code
R2022-03
31
COUNCIL MEMORANDUM
To: Honorable Mayor and City Council
From: Jason Zimmerman, Finance Director
Date: April 12, 2022
Subject: Utility Billing Payment Electronic Payment Processing Fees Follow-Up
BACKGROUND
At the March 8, 2022 City Council Workshop, staff discussed the electronic payment processing fees
associated with the various functional areas the City conducts business. Staff would like to follow up
with Council regarding Utility Billing processing fees.
Utility Billing
For more than 15 years, Payment Services Network (PSN) has been the electronic payment processor
for utility transactions. PSN allows customers to pay by checking/savings/credit card, view electronic
payment history, manage multiple billing accounts, and securely save payment methods. Additionally,
the City has a daily integration between PSN and Billmaster (the City’s utility billing software) which
ensures payments are applied to the proper account.
PSN was recently acquired by Invoice Cloud, which will require the City to migrate to a new platform,
should the current billing process remain in place. The current fee structure with PSN is listed below:
$69.95 monthly account fee
$0.55 per electronic payment processed by customer
$1.55 for payments processed by the PSN call center
Oakdale does not currently enforce a surcharge for electronic utility bill payments, and processing fees
are split evenly between the water and sewer funds.
All transaction fees from the individual card issuers are passed along to the City, with no markup.
COUNCIL DIRECTION REQUESTED
Staff is not recommending passing along an electronic payment processing fee to residents at this time.
However, given the variety of opinions shared on this subject at the last discussion, more direction is
needed.
Does Council support the concept of passing along utility billing electronic payment processing fee? If
so:
What rate would Council like to charge for credit card transactions? State Statute §325G.051
allows for a surcharge on credit cards not to exceed five percent of the purchase price. For
reference, Washington County charges a 2.35% surcharge for property tax payments made via
credit cards.
What amount would Council like to charge for checking or savings payments made via PSN? The
fee for this services is $0.55 per transaction.
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