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City Council Workshop

Regular Meeting

Oakdale, MN · April 12, 2022

AgendaMinutes

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. Workshop Minutes 04-12-2022 Page two 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. Workshop Minutes 04-12-2022 Page three 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. Workshop Minutes 04-12-2022 Page four 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. Workshop Minutes 04-12-2022 Page five 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. Workshop Minutes 04-12-2022 Page six 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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