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HomeMy WebLinkAboutCC - May 5, 2015ANDOVE^ 1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755 -5100 FAX (763) 755 -8923 • WWW.ANDOVERMN.GOV Regular City Council Meeting — Tuesday, May 5, 2015 Call to Order — 7:00 p.m. Resident Forum Agenda Approval 1. Approval of Minutes (4/21/15 Regular; 4/27/15 Board of Review) Consent Items 2. Approve Payment of Claims — Finance 3. Approve Extension of Liquor License to Include Patio /Andover Lanes —Administration 4. Approve and Adopt an Updated Employee Safety Manual — Fire 5. Approve Mobile Resource Management Tool for City Vehicles — Engineering Discussion Items 6. Consider Donation of Scoreboards /Approve Resolution/Andover Football Association/Prairie Knoll Park - Engineering 7. Consider Amended Conditional Use Permit — Bulk Storage of Liquid Fuels — 14327 7th Avenue NW - CenterPoint Energy — Planning 8. Consider Revised Draft of Kelsey Round Lake Park Master Plan RFP /15 -11 — Engineering Staff Items 9. Consider Additional Street Light/Driveway Entrance To Recycling Center/Ice Rinks — Engineering 10. Schedule Joint Meeting with Park & Recreation Commission - Engineering 11. Administrator's Report — Administration Mayor /Council Input Adjournment C I T Y O F ' ND OVE 1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755 -5100 FAX (763) 755 -8923 • WWW.ANDOVERMN.GOV TO: Mayor and City Council O CC: Jim Dickinson, City Admini FROM: Michelle Hartner, Deputy City SUBJECT: Approval of Minutes DATE: May 5, 2015 INTRODUCTION The following minutes were provided by TimeSaver, reviewed by Administration and submitted for City Council approval: April 21, 2015 April 27, 2015 DISCUSSION The minutes are attached for your review. ACTION REQUIRED Regular Board of Review The City Council is requested to approve the above minutes. Respectfully submitted, Michelle Hartner Deputy City Clerk Attach: Minutes 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 REGULAR ANDOVER CITY COUNCIL MEETING — APRIL 21, 2015 MINUTES The Regular Bi- Monthly Meeting of the Andover City Council was called to order by Mayor Julie Trade, April 21, 2015, 7:00 p.m., at the Andover City Hall, „1685 Crosstown Boulevard NW, Andover, Minnesota. Councilmembers present: Mike Knight, Valerie Holthus and James Goodrich Councilmember absent: Sheri Bukkila Also present: City Administrator, Jim Dickinson Community Development Director, Dave Carlberg. Director of Public Works /City Engineer, David Berkowitz City Attorney, Scott Baumgartner Others PLEDGE OF ALLEGIANCE PROCLAMATION — ARBOR DAY Mayor Trade read the Arbor Day Proclamation. She requested that some of the City entrance signs should have the Tree City designation added. RESIDENT FORUM No one wished to address the Council. AGENDA APPROVAL Mayor Trade noted supplemental information for Item 16 (Consider Preliminary Plat of Andover Station North 5d' Addition), Item 18 (Consider Country Oaks North 2nd Addition Residential Sketch Plan Review, and Item 19 (Consider an Interim Use Permit). Mr. Dickinson indicated the draft Planning and Zoning Commission minutes were added to those items. Mayor Trade asked for Item 19 that the previous mining permit be added along with the minutes of the previous Council discussion for this property. Motion by Knight, Seconded by Holthus, to approve the Agenda as amended above. Motion carried unanimously. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 Regular Andover City Council Meeting Minutes —April 21, 2015 Page 2 APPROVAL OF MINUTES March 24, 2015, Workshop Meeting: Correct as amended. Councilmember Holthus stated on page 3, line 18, "Mr. Dickinson summarized they need to work with the BNSF on the .tin acceleration of the switch ". Motion by Holthus, Seconded by Goodrich, to approve the minutes as indicated above. Motion carried unanimously. April 7, 2015, Regular Meeting: Correct as amended. Mayor Trude requested a correction on page 4, line 39, "...she wondered if there has been an attempt by him Mr. Lashinski to pay her vet bills." and she wanted to clarify on line 43 who she was talking about. "She stated they the Lashinski family paid over $7,000 in the vet bills ". Mayor Trude stated on page 6, to clarify, Mr. Grandell was talking about his dog being attacked and it should note "...including he saw Sophie come from around the family's garage and charge his small dog." Because he specifically referred to the dog that made the attack where some of the incidents that did not occur. City Attorney Baumgartner felt in that part of the minutes Mr. Grandell was referring to Sophie and he did not see the reference in there. There could be some language in the minutes if it is consistent with what is recorded to reference the fact that it was Sophie who did the attack on his dog. Councilmember Holthus requested a correction on page 5, line 37, she would like to insert the word "it" after the word with. "...a dog used to live4-there that she played with it and she did not think a lot of it until their dog was attacked." Motion by Holthus, Seconded by Knight, to approve the minutes as indicated above. Motion carried unanimously. CONSENT ITEMS Item 2 Approve Payment of Claims Item 3 Approve No Parking Resolution/) 1- 25/Bunker Lake Blvd. NW from Crane Street NW to Jefferson Street (See Resolution R037 -15) Item 4 Award Bid /15 -14 /The Meadows of Round Lake Overlay (See Resolution R038- 15) Regular Andover City Council Meeting Minutes —April 21, 2015 Page 3 1 Item 5 Approve Outfield Fence/Rose Park/14 -13 2 Item 6 Order Plans and Specs for Parking Lot Construction/Rose Park/14 -13 (See 3 Resolution R039 -15) 4 Item 7 Approve 2015 Code Enforcement Abatement Contract 5 Item 8 Accept Drainage and Utility Easements — Country Oaks West 6 Item 9 Accept Drainage and Utility Easements —17271 and 17261 Partridge Street NW 7 Item 10 Approve Extension of Liquor License /Beef O'Brady's 8 Item 11 Amend Fee Ordinance /Electrical Permit Fees (See Ordinance 447) 9 Item 12 Approve Resolution Setting Annual Income Level for Senior Citizen and Disabled 10 Individuals for Deferral of Assessments & Reduced Sanitary Sewer Rates (See 11 Resolution R040 -15) 12 13 Motion by Goodrich, Seconded by Knight, approval of the Consent Agenda as read. Motion carried 14 unanimously. 15 16 ANOKACOUNTYSHERIFF 'S OFFICE MONTHLYREPORT 17 18 Commander Kevin Halweg from the Anoka County Sheriff's Office presented the March 2015 19 monthly report to the City Council. 20 21 PUBLIC HEA RINGIVA CA TION OF EASEMENTS /LOTS 1 AND 2, BLOCK 11 ANDOVER 22 STATION NORTH 3RD ADDITION — 1730 AND 1750139TH LANE NW 23 24 Mr. Carlberg explained Griffen Property Holdings, LLC is seeking to vacate drainage and utility 25 easements over, under, and across parts of Lots 1 and 2, Block 1, Andover Station North 3rd Addition 26 —1730 and 1750 139`h Lane NW as depicted on the easement vacation exhibit. 27 28 Motion by Knight, Seconded by Holthus, to open the public hearing at 7:24 p.m. Motion carried 29 unanimously. 30 31 No one wished to address the City Council. 32 33 Motion by Holthus, Seconded by Goodrich, to close the public hearing at 7:25. p.m. Motion carried 34 unanimously. 35 36 Motion by Goodrich, Seconded by Knight, to approve resolution R041 -15, the proposed vacation of 37 easements. Motion carried unanimously. 38 39 P UBLIC HEA RINGIVA CA TION OF EA SEMENTSIO UTL 0 T B, PA RKSIDE A T A AD 0 VER 40 STATION- 1856139THA VENUE NW 41 42 Mr. Carlberg stated the City of Andover on behalf of Povlitzki Holdings, LLC is seeking to 43 vacate drainage and utility easements over, under, and across Outlot B, Parkside at Andover 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 Regular Andover City Council Meeting Minutes —April 21, 2015 Page 4 Station — 1856 139"' Avenue NW as depicted on the easement vacation exhibit. Mr. Carlberg reviewed the staff report with the Council. Motion by Knight, Seconded by Goodrich, to open the public hearing at 7:26 p.m. Motion carried unanimously. No one wished to address the City Council. Motion by Holthus, Seconded by Knight, to close the public hearing at 7:27 p.m. Motion carried unanimously. Motion by Holthus, Seconded by Knight, to approve resolution R042 -15, the proposed vacation of easements. Motion carried unanimously. CONSIDER PRELIMINARYPLAT /ANDOVER STATIONNORTH 5TH ADDITION Mr. Carlberg stated the proposed preliminary plat would re- subdivide two existing lots platted in 2008 as the Andover Station North P Addition for the purposes of allowing an addition to the existing Foundation Hill Montessori School and the creation of a lot for future development. Mr. Carlberg reviewed the staff report with the Council. Councilmember Goodrich asked if the buyer is going to own both of the lots why is it necessary to move the lot line. Mr. Carlberg stated the addition, if left alone would straddle the lot line and they cannot allow this so they are shifting the lot line to allow the addition, meeting the setback requirements of a lot line. It creates another parcel for a future addition of another building. Motion by Goodrich, Seconded by Knight, to approve resolution R043 -15, the proposed preliminary plat with the conditions listed in the resolution. Motion carried unanimously. APPROVE FINAL PLAT /ANDOVER STATION NORTH 5TH ADDITION Mr. Carlberg stated the City Council is asked to approve the final plat for Andover Station North 5t' Addition. Mr. Carlberg reviewed the staff report with the City Council. Motion by Holthus, Seconded by Goodrich, to adopt resolution R044 -15, approving the final plat with conditions. Motion carried unanimously. Regular Andover City Council Meeting Minutes —April 21, 2015 Page 5 SKETCH PLAN KNOWNAS COUNTRY OAKS NORTH SECOND ADDITION, A SINGLE - FAMILY URBANRESIDENTIAL DEVELOPMENT LOCATED NORTH OF 161sT AVENUE NW AND WINTERGREEN STREET NW 7 Mr. Carlberg stated the City Council is asked to review a sketch plan for a 100 lot single family 8 mixed urban and rural residential development known as Country Oaks North Second Addition 9 requested by SW Investments LLC. 10 11 Mr. Carlberg reviewed the staff report with the Council. 12 13 Mayor Trude requested staff explain how far away sewer capacity is to this part of the City 14 because she heard some of the Planning and Zoning Commissioners talk about this and this is a 15 topic they were not well informed on so she would like it explained for the new 16 Councilmembers. Mr. Berkowitz reviewed the sewer capacity available in this part of the City. 17 18 Mr. Carlberg continued with the staff report review. 19 20 Councilmember Knight asked if the access to the proposed park would also be the access to the 21 open space. Mr. Carlberg stated it would be one of them. He stated this is the design from the 22 developer's perspective, noting an additional access on the northwest corner of the development. 23 There would be an opportunity from this development to walk up to the open space. 24 25 The Council consensus was to be able to get the road connection from the development west to 26 Hanson Boulevard. 27 28 Mayor Trude stated there was discussion at a workshop meeting that some Councilmembers and 29 staff wanted a second connection between the new forty into the area owned by the City. She 30 wondered if the Council still wants that second connection. 31 32 Councilmember Holthus asked if the strip that includes the State Aid Road owned by the City is 33 currently for open space. Mr. Carlberg indicated the developer will need a purchase agreement 34 with the City for the purposes of bringing the road out to Hanson Boulevard. He stated in 35 addition the developer has other properties along the propose roadway locked up to provide the 36 access to Hanson Boulevard. 37 38 Councilmember Goodrich asked if the City has been in contact with the Met Council regarding a 39 MUSA swap and are they in agreement with this swap. Mr. Carlberg stated staff have had some 40 preliminary discussions with the Met Council and knowing that they are taking a 10.82 acre piece 41 and swapping it for a 9.98 acre piece, they seem to be supportive of it. The City is not asking for 42 more MUSA. 43 Regular Andover City Council Meeting Minutes —April 21, 2015 Page 6 1 Councilmember Goodrich asked if the slot between the green and blue areas depicted on the map 2 will remain City owned and have they decided if there is going to be a park there or would the 3 City take the dedicated funds. Mr. Carlberg stated that is yet to be determined. 4 Mayor Trade thought they all knew they needed access to the open space and she wondered if the Council felt two accesses were adequate and if there should be a parking area for the open space property. She did talk to the City Engineer to see if they could do some bump outs along the proposed State Aid roadway to provide on street parking. 10 Councilmember Goodrich stated he thought the plans look great but one thing that concerns him 11 is the access on the north side into the open space. He wondered if the residents would be 12 irritated with on- street parking there. Mr. Carlberg stated if they experience a problem they can 13 look at what can be done such as no parking areas. He stated there is another access where the 14 community could enter the open space at and the second access is really only for pedestrian use 15 of the development. 16 17 Mayor Trade stated the developer is looking at tot lot equipment and they do have a playground 18 two blocks from the development with a sidewalk all the way down so she wondered if the 19 Council had any thoughts on that. Councilmember Holthus stated she would rather see this all 20 remain open space without a park and playground equipment. 21 22 Staff showed the Council the existing park and indicated it is approximately half a mile from the 23 new development. Mayor Trade thought this was a common distance in the southern City 24 developments. 25 26 Mayor Trade showed photos of the area and what would be the entrance to the open space area. 27 28 Mayor Trade asked if they really wanted to sell Mr. Wold all of the ten acres to get the road west 29 or can they look at getting the road west as they need but do not build anymore homes than they 30 have to and assess the road costs to the City for that section where there are the four large lots. 31 As soon as they sell the extra five acre lots the forest will go away and it is really a high quality 32 hardwood forest that the taxpayers own now. The small lots are perhaps enough to help pay for 33 some of the road and connections. She stated she would like to have some things looked at to 34 preserve most of the trees. 35 36 Councilmember Holthus asked how many lots were lost or gained when the street change was 37 made in the swap area. She wondered if any lots were added because those added lots may make 38 up for what they would lose on 167t` Avenue. Mr. Wold stated the lot swap is even; no lots were 39 gained or lost. He stated the reason for the connection road through the City property was 40 Council and staff preferred a road that connects. 41 42 Mayor Trade asked if it would make or break his project to build homes in the area shown in 43 green. Mr. Wold stated not necessarily. With one acre lots, the advantage is they still do get to Regular Andover City Council Meeting Minutes —April 21, 2015 Page 7 1 utilize the natural resources that are there. The north 150 feet of trees along the open space will 2 be utilized and the trees will remain. There will still be some trees saved and they will 3 selectively grade those lots. He thought it was a great mix of homes in the development. The 4 lots are a better value if the trees are preserved. 6 Mayor Trude asked if he would consider some kind of conservation easement across the back of 7 the lots adjacent to the open space property to preserve the trees so people do not take down the 8 trees in order to put up a shed or garage. She thought that would kind of diminish that concern. 9 Mayor Trude asked if the City did not sell the green area to the developer and let them build the 10 road on City land and the City kept the rest for open space, what would the City's cost be to help 11 contribute towards the road in that area. Mr. Dickinson stated the developer is proposing a 12 concept where by putting some lots in there and generating some land sales, that creates some 13 economics for them to help construct that road. If those lots are not there, the developers 14 motivation for that area in there is diminished and they would be looking for some contribution 15 from the City to help facilitate that road through there because there are fewer lots to help pay for 16 that road. 17 18 Mr. Dickinson stated they have not figured out how the road is going to get built or paid for yet. 19 They would have to build the road publicly if it is going to be assessed. Mayor Trude stated the 20 proposed homes in the blue area are a lot of density for a small area that the City is willing to sell 21 in order to get a road connection. She stated the road is going into the City land to avoid the 22 wetlands that the DNR wants to protect. They need the road but do not need the houses. If they 23 accommodate allowing their code to allow one acres lots in the north half of the other 24 development, which they have never done that for any other developer and if they do that in this 25 area it is helping Mr. Wold do something because if they were to follow the code Mr. Wold 26 would have half as many homes in the north area. There is a lot of value allowing Mr. Wold to 27 develop twice the rural density. Mr. Carlberg stated that is part of the trade off on this whole 28 transitional area they continued to have problems and concerns with and wanted to look at 29 something different. 30 31 Councilmember Goodrich stated he liked the sketch plan as it is with the homes along the 32 roadway. He thought this was a good buffer for the open space area and they can talk about the 33 setbacks. He thought if the homes were there the developer would be in a little better financial 34 position to pay for the road to go through to Hanson Boulevard. 35 36 Councilmember Holthus wondered how they can make some kind of a compromise because she 37 likes the trees too and hears many complaints from residents about developers clear cutting new 38 developments and she hated seeing the large trees go. She wondered if there is anything gained 39 from the swap. She is also wondering if there is any way they could change the lot configuration 40 a little bit in order to keep some of the homes and the heaviest wooded areas intact. 41 42 Councilmember Knight thought the entire development went together so well. He thought the 43 development would really fit in this area and he liked the entire design. Regular Andover City Council Meeting Minutes —April 21, 2015 Page 8 Mayor Trude thought the developer could look at the setbacks of the homes along the roadway and if they will be doing custom grading they will have a lot of control over that because that brings value. Mr. Carlberg stated with one acre lots they have to think of the rural requirements. They are required to have a well and there are separation requirements from the septic areas. They are required to have two five thousand square foot designated septic areas for a primary and secondary drainfield. The developer can lay that out and staff can work with them on that. Unless there is some kind of conservation easement recorded, they cannot prevent a property owner from removing trees or doing things on that property provided they meet all of the City requirements. 10 11 Mr. Wold stated he liked the park in the development because they need to have something there 12 with all of the kids that will be in the area. He thought there could be a shelter and a natural 13 walking path going to the open space. They would like to see off street parking. He thought the 14 forty acres of open space will really add to the project. 15 16 Mayor Trude indicated she would have saved the four lots and had the taxpayers pay for that part 17 of the road because people values trees that live in Andover but the Council likes the design. 18 Councilmember Knight indicated the layout is a natural for that area. 19 20 Mr. Wold stated they really want to build the park but did not think it needed to be extensive. 21 They could have a shelter with a tot lot. He would propose to do the park much like the Country 22 Oaks West development. Mr. Dickinson indicated that if the developer builds the park, credit 23 would be provided to his park dedication requirement. 24 25 INTERIM USE PERMIT FOR MINING AT PROPERTIES LOCATED AT THE SE CORNER 26 OF AND 0 VER BL VD NWAND B UTTERNUTSTREETNWAS REQ VESTED B YMR. MARK 27 SMITH. 28 29 Mr. Carlberg stated Mr. Mark Smith is proposing to borrow (mine) up to 57,500 cubic yards of 30 materials from the properties he owns along Andover Boulevard and Butternut Street. City Code 31 12 -16 requires an interim use permit for mining materials on a property. 32 33 Mr. Carlberg reviewed the information with the Council. 34 35 Mayor Trude asked Mr. Berkowitz to review with the Council where all of the mining will be 36 coming from. Mr. Berkowitz indicated it is coming from the entire site. Mayor Trude indicated 37 when she reviewed this earlier with Mr. Berkowitz it was noted that less of the mining would be 38 coming from Ms. Mohlencamp's area and more of it is coming from the south where there is a 39 home that Mr. Smith owns. 40 41 Mr. Berkowitz stated closer to the Mohlencamp's house there is less mining being done but 42 closer to the creek, south, there is more. It depends on the existing contours on how deep the 43 mining is going. He stated it is very proportional over the entire site. Regular Andover City Council Meeting Minutes —April 21, 2015 Page 9 Mayor Trade wondered when the mining is done, will the road area sit higher than the mined areas. Mr. Berkowitz stated it would not. He showed on the map the road elevation and stated it is set up nicely how they want to grade the area. 5 Councilmember Knight asked if there will be any natural drainage when done. Mr. Berkowitz 6 stated they are not changing the direction of the drainage flow, they are somewhat following the 7 natural drainage pattern. He noted there will be a 4 to 1 slope and they are concentrating the 8 sheet flow at a constant two percent directly from the north to the south and as they get closer to 9 the 4 to 1 slope it angles towards the property line but it does not change much from the existing 10 drainage pattern that exists now. 11 12 Councilmember Knight asked when the mining is all done will Mr. Smith seed the area. Mr. 13 Berkowitz indicated it will be seeded with a standard seed and disc anchor the mulch. What is 14 being proposed on the slopes is to put fiber blankets on them to prevent the erosion. 15 16 Mayor Trade stated the last time they approved mining for this area, the resolution had the limit 17 and it indicated the mining should only occur in the areas approved on the site plan and any 18 modifications had to go through staff. She wondered if they only mined what they said they 19 actually would. Mr. Berkowitz stated they actually mined less material but it was all within the 20 area that was originally identified. 21 22 Mayor Trade stated there was a requirement in the resolution that stated the City would receive 23 an AutoCAD as -built plan and digital information submitted to the City showing compliance 24 with the permit at the completion of mining and restoration of the site and wondered if the City 25 received one. Mr. Berkowitz stated they have not received that but that would be in the works. 26 Now that they are going through the change process, it did not make sense to put that together 27 until they finish this and then there will be a fall AutoCAD version provided to the City. Mayor 28 Trade asked if they should keep that provision in the IUP. Mr. Berkowitz indicated they should. 29 30 Mayor Trade stated after watching the public hearing and something the public went through, she 31 wondered if they could have some sort of staging so that the grading that happens by Ms. 32 Mohlencamp's home and Ms. Elin's home, that area gets done and seeded and then Mr. Smith 33 works elsewhere. Mr. Berkowitz indicated Mr. Smith is very amenable to that request. 34 35 Mr. Berkowitz stated the best time to seed and to provide for the seed to grow is typically 36 towards the middle of August but seed could be put down before that to keep the sand down and 37 dust from blowing. He anticipated working with the applicant on looking at an excavation to 38 start and seeding the area by the Mohlencamp's property first to promote the grass to grow by 39 fall. 40 41 Mayor Trade asked it would be reasonable to having the seeding covered by the cash escrow. 42 Mr. Berkowitz stated typically an escrow is taken through the permitting requirements, through 43 the Coon Creek Watershed District; his MPDS Permit, which is also important; and a City Regular Andover City Council Meeting Minutes —April 21, 2015 Page 10 requirement, a stipulation in the resolution that this will be staged, and that he will follow up with seeding after the first stage is done, all that should be adequate. 4 Mayor Trude showed photos of the potential mining area with a house on it along Butternut 5 Street and she wondered if the house would be removed. Mr. Smith stated he owned the home 6 and did not plan on moving the home at this time and the house removal will be the last part of 7 the grading area they mine. The majority of the dirt is on the east side of Butternut Street. He 8 planned on keeping the house there until the last part of the grading is done. Mayor Trude 9 wanted to make sure the renter is protected. She thought staff needed to make sure to look at 10 how the silt fence is done. 11 12 Mayor Trude indicated she is concerned about the people who live here and she is worried that 13 Mr. Smith will not get to mining near their property until the dust is blowing and they might have 14 another bad winter. She wondered if Mr. Smith is concerned for them. Mr. Smith stated they are 15 concerned for the neighbors and last year when they got in there, it was only about a three to four 16 week period they were in there. When they were done they replaced the top soil and seeded the 17 area and mulched it but there was a dry spell and the seed did not take real well. He stated if they 18 get going on this right away they can seed in June before it gets really hot. 19 20 Mayor Trude showed additional photos of the area. 21 22 Ms. Karmen Mohlencamp, 140 Andover Boulevard stated her property is located directly west of 23 where Mr. Smith wants to remove the soil. She stated according to the sketch plans attached to 24 the notice of the public hearing there will be a silt fence on the property line. When this fence is 25 being installed her concerns are no machinery to install this fence will be on her property. No 26 debris from installing this fence will be on her property and there will be no damage to her 27 property. She stated she is asking for these regulations because she has had problems before. 28 She also wondered if it would be possible to have a silt fence higher than what is usually 29 installed. Something around four feet tall to keep the debris and dirt out of her yard. 30 31 Ms. Mohlencamp stated she did not want to go through what she went through last fall where she 32 had to call the Sheriff's Department when a contractor started up his diesel engine truck at 6:30 33 a.m. She indicated the Sheriff's Department handled the problem. She stated she did go to the 34 City with photos of her yard when it was full of debris from the removing and chipping of the 35 tree logs. The City was helpful. 36 37 Mayor Trude wondered if phasing the project would work well for Ms. Mohlencamp. She 38 indicated they could have Mr. Smith work on the area by her home first and then seed it. She 39 stated Mr. Smith would like to keep working where he left off and leave Ms. Mohlencamp alone 40 as long as possible and then when he gets to her area to get it done and seeded as soon as he can. 41 Mayor Trude is not sure if a taller fence is available or if Mr. Smith could make something taller. 42 43 Mr. Berkowitz stated he has never seen a silt fence four feet high and did not know if they even Regular Andover City Council Meeting Minutes —April 21, 2015 Page 11 1 made it. He stated a standard silt fence should handle the soil unless it has erosion up to it, then 2 it fills up. The requirement of the applicant or any developer is if the silt fence does fill up more 3 than half of it they need to pull that dirt away. 4 5 Mayor Trude thought not having work done on a Saturday would help a lot with the early 6 morning noise. 7 8 Ms. Arlene Elin, 137 Andover Boulevard, stated she wrote the letters representing her neighbors 9 and herself. She showed on the map where their homes are located at. She stated their goal is to 10 not cause any financial bourdon to Mr. Smith but they also do not want to cause anymore 11 financial bourdon on themselves. She stated the area that has not been removed is a delay to the 12 neighborhood and it keeps getting delayed. They want this development and are not trying to 13 prevent anything from occurring. She stated all of the trees were clear cut which would have 14 been a nice wind buffer for them during the mining. She stated in the summer wind comes from 15 the south which is where the dirt is being pulled and there is no blocking the dirt. The dirt is 16 coming in the windows and doors of their homes. 17 18 Ms. Elin reviewed the City Code and indicated she paid to have her house cleaned and they have 19 told her she needs to hire cleaners that can scrub the house to get the dirt out of the siding 20 because it is embedded in it. She did not feel that cost should be hers or any of her neighbors. 21 She asked that Mr. Smith contribute some money to getting their homes cleaned. She stated this 22 is an old neighborhood and are not stopping the developing but they do not want this mining to 23 become a hardship for them. 24 25 Ms. Elin stated the third ordinance states "will not have a negative effect on the values of the 26 properties ", several of her neighbors want to sell and the mining does affect their properties. He 27 needs to get the work done, get the mining done and fix the area. She stated this is not supposed 28 to be an eyesore but it is. She stated this mining is costing the neighbors money by having to 29 have their homes cleaned. The neighborhood is asking that money be put aside so when the 30 hauling is done they can clean their homes. 31 32 Mayor Trude asked Ms. Elin if she talked to Mr. Smith outside of the public hearings to try to get 33 the issues resolved. Ms. Elin indicated she did not and was told by the Planning and Zoning 34 Commission to talk to the City and they would handle it. She indicated she did not want to be 35 put into a financial hardship anymore to go out and incur more costs. 36 37 Mayor Trude indicated she was trying to figure out how the City can help with this issue because 38 it is a private property claim. Mr. Carlberg indicated the direction of the Chair during the 39 Planning and Zoning Commission meeting was for Ms. Elin to direct her comments to the 40 Planning and Zoning Commission and not to Mr. Smith during the public hearing but complaints 41 related to dust should be coming to the City to address. 42 43 Mayor Trude is not sure what the City can do to help with the cleaning issue and if they can Regular Andover City Council Meeting Minutes —April 21, 2015 Page 12 1 include anything in the agreement for that. 2 3 Ms. Elin stated the view is ugly if driving by and the values of their properties have dropped 4 because of this. 5 6 Mayor Trude asked Ms. Elin if she felt the phase in was workable. Ms. Elin was not sure but if 7 they are going to clean out stuff in the front or side and then move to the back, the dirt is going to 8 blow. She thought phasing might work. 9 10 Ms. Shirley Beam, 121 Andover Boulevard, agreed with Ms. Elin regarding the sand and dirt 11 removal across the street. They initially understood the developer would be responsible for 12 controlling the dust by watering the area. The only thing they saw was a street sweeper which 13 only compounded the problem by stirring up more dirt. The wind across dry sand created a dirt 14 storm which affected their new siding, windows and screens. It was a little depressing because 15 they spent a lot of money refurbishing the outside of their house. 16 17 Ms. Beam stated after the soil removal is complete will they be assured the area is level and 18 seeded to look as good as the area to the right of the Prairie Road entrance. They would like to 19 have that save effect across the street from them. She stated the constant noise of belly dumpers 20 has gotten to be extremely annoying. Out of respect for the neighborhood she felt the developer 21 should be held financially responsible for rectifying the damages done to their property. 22 23 Mayor Trude asked Ms. Beam to list the specific damages to her property. Ms. Beam stated they 24 would like to see some type of dust control and cleanup of the outside of their home. 25 26 Mayor Trude stated she had a hard time understanding what the City could do to enforce the 27 developer, Mr. Smith, to clean up the homes or reimburse the residents to clean up the dust and 28 dirt from their homes. She wondered if there was a way to add some kind of requirement, maybe 29 an escrow, for this type of property damage. 30 31 City Attorney Baumgartner stated this is a unique situation. He stated he is not trying to diminish 32 what the residents are going through. He stated we all at times suffer through inconvenience of 33 progress. Road construction is a classic example and they are all inconvenienced by it. They all 34 know that hopefully by going through the inconvenience they will end up with a better product at 35 the end of it that they can all enjoy and he hoped this is where this project is leading to. He asked 36 if anyone has checked what the cost would be for the cleaning of the outside of the house. Ms. 37 Elin indicated to clean the outside, power wash, it is 5250 but she needs to have her home 38 scrubbed down which she has not priced. 39 40 Mr. Carlberg thought the question for legal counsel is can the City play a role in this related to 41 escrows when it is between the applicant and the residents to the north. He thought they were 42 getting involved in a civil issue. City Attorney Baumgartner stated in looking at Section 12 -14- 43 12D, Standards number 5 and what that talks about is the interim use approval can be subjected Regular Andover City Council Meeting Minutes —April 21, 2015 Page 13 to by agreement with the owner any conditions the City Council deems appropriate. It would have to be with the agreement of Mr. Smith in this case. He was trying to find a happy medium in this and he did not think they should escrow over Mr. Smith's objection to try and deal with this. He agreed with Mr. Carlberg that a good source of the problem is coming from the other development but there may be other sources where the dirt may be coming from also. He thought it was appropriate to have a discussion with Mr. Smith about the possibility of looking at something to assist. The Code allows for that but does not allow them to enforce over an objection. It is a possibility some middle ground can be reached. 10 Councilmember Knight asked if there is something they could do in the process of the loading 11 and hauling, to minimize what is happening. City Attorney Baumgartner stated he is not familiar 12 with how the construction process works but he thought it made sense that if the project is 13 phased it would help rather than tearing up everything all at once. Councilmember Knight 14 wondered if there is some method that could be changed on how this is done. 15 16 Mr. Berkowitz stated they have a couple of things in place and a requirement to control the dust. 17 One thing is they require calcium chloride to be placed on Butternut Street when they haul out, 18 which is a big deal because that road will get very dusty the more you haul. Calcium or 19 Magnesium Chloride controls the dust very well within that road. Mayor Trade did not think any 20 of the dust was coming from the road, she thought it was coming from the buckets filling the 21 trucks. Mr. Berkowitz indicated to control that would be very difficult. 22 23 Mr. Berkowitz stated regarding comments made about inspection. They did an inspection on the 24 site when it was done and the way the area was seeded, it was completely blanketed. He stated 25 what happened between the time it was seeded and not enough rain and not enough vegetation 26 establishment to what it looks like today is not what they saw when they went out to inspect it. 27 Maybe with the phasing the City could go out every few weeks to inspect the areas and make 28 sure everything is germinating. He thought if the developer seeded along the way and not wait 29 until the end, the seed might grow better and fill in. They could set up an agreement that every 30 two weeks an area would be done, seeded and move on to the next area. 31 32 Mayor Trade thought by limiting the time period, trying to do some phasing will help. She 33 thought if Mr. Smith could work with the neighbors on the power washing it will make for a 34 neighborhood that is willing to tolerate this until it is done. 35 36 Mayor Trade stated she had a couple of conditions she would like to add to the resolution. She 37 thought their last CUP had a couple good conditions and she would like to add those to the 38 current IUP. She indicated items 8 and 9 from the CUP should be added with corrected numbers 39 in them. She also thought they needed to add a condition that mining is only allowed to provide 40 fill for projects at Hickory Meadows and Catcher's Creek in Andover. 41 42 Mayor Trade stated there were a couple of things in the resolution that needed to be changed. 43 The "hours for hauling" needed to be changed to the "hours for operation ", so the trucks do not Regular Andover City Council Meeting Minutes —April 21, 2015 Page 14 start up until 7:30 a.m. or later. She also agreed with the Planning and Zoning Commission on no Saturday hours because it is harder for law enforcement and staff to deal with it. 4 Mayor Trude stated they also had the phase in and she wondered how they would word it. She 5 thought it may read "Grading shall be phased and each phase that is completed will be restored 6 with vegetative cover immediately". Mr. Dickinson thought it could say "The grading will be 7 phased and appropriate erosion control immediately upon ceasing operations." He thought they 8 needed to determine what ceasing of operations is. He thought maybe a discontinuance of a 9 week. 10 11 Mr. Berkowitz stated there is a possibility Mr. Smith could haul for five straight weeks, so do 12 they tell Mr. Smith to get an area done and get it seeded as the operation continues to move they 13 continue to be right behind with the seeding group. He stated in order to get the vegetation going 14 and established at a reasonable time of the year is crucial. If they wait six to eight weeks and are 15 at the end of June when it starts getting hot they will see a nice seeded area with straw fiber but 16 later it will be barren ground. 17 18 Mayor Trude thought they had really good discussion for the record and she thought Mr. 19 Dickinson's statement and Mr. Berkowitz's supplement of understanding, they have to look at 20 the climate and not wait. She thought they were all on the same page with trying to work with 21 one another. 22 23 Mr. Smith stated in regard to house cleaning for the people on the list, Mohlencamp, Elin, Beam, 24 Meier and Walker - Wallis, he is willing to give each of them $250 to use to clean their homes. 25 Ms. Elin disagreed and indicated she did not know what the additional costs will come to and she 26 already paid out money. Mr. Dickinson thought the developer was trying to make a good faith 27 effort to be able to work with the neighborhood. He stated development occurs throughout the 28 City and in this area maybe it is a little bit more than others and this is something that is not 29 normally seen where a developer is stepping forward to provide something to assist a 30 neighborhood. He thought that was a pretty good faith effort. He thought there may be more 31 costs associated with some residents and less costs with others but he thought this was providing 32 something. 33 34 Mr. Smith stated there has always been a trucking operation on Andover Boulevard and he 35 cannot take full responsibility for the dust and dirt flying everywhere. He stated this is a lot of 36 dirt within a three or four week period and then they will be out of there; but the Meister 37 operation hauls all of the time down Andover Boulevard. 38 39 Mayor Trude thought this was a good faith offer and she thought if the residents could get the 40 windows done as well, they would be happy. She wondered if Mr. Smith could contribute a 41 hundred more for that. Mr. Dickinson indicated that was up to the developer. 42 43 Mr. Dickinson reiterated that he felt Mr. Smith was making a good faith effort and he could refer 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 Regular Andover City Council Meeting Minutes —April 21, 2015 Page 15 the applicant and residents to a good mediator to work through the issues if it could not be resolved. Mayor Trude wondered if they should shut this project down at the end of the year and have Mr. Smith come back for another approval next year. She wondered if this was a costly process to go through. Mr. Carlberg stated it was the same procedure as for a CUP. He stated what is desired is to have the Council approve this with the phasing and not have Mr. Smith come back and reapply for another NP. He thought the phasing addressed that. Councilmember Goodrich stated he is ok with the two year period. Motion by Knight, Seconded by Holthus, to approve resolution R045 -15, the interim use permit adding items 8 and 9 from the CUP, changing the numbers to the corrected amounts. Also changing "hours of hauling" to "hours of operation ". Add the following condition "The grading shall be performed in phases whereby an identifiable area approved by the City shall be graded within an agreed upon time followed by appropriate and approved erosion control within two weeks of completion of the graded phase." Councilmember Holthus strongly suggested that some arrangement happen between the Mr. Smith, and the residents. Motion carried unanimously. SCHED ULE JOINT MEETING WITH PARK AND RECREATION COMMISSION Mr. Carlberg stated the City Council is requested to schedule a joint meeting with Park and Recreation Commission. Mayor Trude, noting Councilmember Bukkila's absence asked if this item should be tabled until all Councilmembers are available to discuss. Motion by Holthus, Seconded by Knight, to table this item to the next City Council meeting. Motion carried unanimously. ADMINISTRATOR'S REPORT City Staff updated the Council on the administration and city department activities, legislative updates, updates on development/CIP projects, and meeting reminders /community events. Regular Andover City Council Meeting Minutes — April 21, 2015 Page 16 MAFOR/COUNCIL INPUT (League of MN Cities Mayors Conference) Mayor Trade stated she is going to attend the League of Minnesota Cities Mayor Conference in White Bear Lake on Friday and Saturday and they are going to talk about the issue of water resources, civility at meetings and goal setting. 7 (Sketch Plans) Mayor Trade heard they had more sketch plans coming through this summer. Mr. 8 Carlberg stated the big sketch plan was shown at this meeting but they have a senior housing project 9 coming through in the Arbor Oaks area as a formal submittal. 10 11 (No Parking Woodland Estates) Mayor Trade stated she is getting some emails from people 12 regarding the parking in Woodland Estates. They are concerned about the high school parking and 13 would like to extend the no parking area. She asked what staff is hearing. Mr. Berkowitz stated they 14 sent out letters to get feedback and find out where there are issues. They knew that Raven Street was 15 going to remain no parking and they knew there was going to be some segment on 149a' Avenue that 16 would have to remain no parking, where it extends is the feedback they are looking for. Mayor 17 Trade indicated she would forward the emails she has received. 18 19 (Restaurant Change) Mayor Trade stated one of the restaurants in the City is changing owners. Mr. 20 Dickinson stated it was his understanding that Tanners Station would be closing down this week and 21 there will be a new ownership with remodeling and changing to Willy McCoy's. They have a goal to 22 be open in the July /August timeframe. 23 24 (Congratulations) Councilmember Knight congratulated the Finance Department on a great audit 25 report. Mayor Trade wanted to thank the Planning and Zoning Commission for helping the Council 26 be prepared for the mining operation item. She felt the entire Planning and Zoning Commission was 27 engaged and brought up helpful material. 28 29 ADJOURNMENT 30 31 Motion by Knight, Seconded by Holthus, to adjourn. Motion carried unanimously. The meeting 32 adjourned at 9:52 p.m. 33 34 Respectfully submitted, 35 36 Sue Osbeck, Recording Secretary 37 Regular Andover City Council Meeting Minutes —April 21, 2015 Page 17 1 REGULAR ANDOVER CITY COUNCIL MEETING MINUTES — APRIL 21, 2015 2 TABLE OF CONTENTS 3 4 PLEDGE OF ALLEGIANCE .......................................................................... ............................... 1 5 PROCLAMATION — ARBOR DAY ............................................................... ............................... 1 6 RESIDENT FORUM ....................................................................................... ............................... 1 7 AGENDA APPROVAL ................................................................................... ............................... 1 8 APPROVAL OF MINUTES ............................................................................ ............................... 2 9 CONSENT ITEMS .......................................................................................... ............................... 2 10 Approve Payment of Claims ........................................................................ ............................... 2 11 Approve No Parking Resolution/11 -25 /Bunker Lake Blvd. NW from Crane Street NW to 12 Jefferson Street ( R037- 15) ................................................................... ............................... 2 13 Award Bid/15 -14 /The Meadows of Round Lake Overlay (R038 -15) ......... ............................... 2 14 Approve Outfield Fence /Rose Park/ 14- 13 ................................................... ............................... 3 15 Order Plans and Specs for Parking Lot Construction/Rose Park/14 -13 (R039- 15) .................... 3 16 Approve 2015 Code Enforcement Abatement Contract .............................. ............................... 3 17 Accept Drainage and Utility Easements — Country Oaks West ................... ............................... 3 18 Accept Drainage and Utility Easements —17271 and 17261 Partridge Street NW .................... 3 19 Approve Extension of Liquor License /Beef O' Brady' s ............................... ............................... 3 20 Amend Fee Ordinance /Electrical Permit Fees (Ordinance 447) .................. ............................... 3 21 Approve Resolution Setting Annual Income Level for Senior Citizen and Disabled Individuals 22 for Deferral of Assessments & Reduced Sanitary Sewer Rates (R040 -15) ........................ 3 23 ANOKA COUNTY SHERIFF'S OFFICE MONTHLY REPORT ................. ............................... 3 24 PUBLIC HEARING /VACATION OF EASEMENTS /1730 AND 1750 139TH LANE NW- 25 GRIFFEN PROPERTY HOLDINGS, LLC ( R041- 15) ............................... ............................... 3 26 PUBLIC HEARING/VACATION OF EASEMENTS /OUTLOT B, PARKSIDE AT ANDOVER 27 STATION — CITY OF ANDOVER ( R042- 15) ........................................... ............................... 3 28 CONSIDER PRELIMINARY PLAT /ANDOVER STATION NORTH 5TH ADDITION - 29 GRIFFEN PROPERTY HOLDINGS, LLC ( R043- 15) ............................... ............................... 4 30 CONSIDER FINAL PLAT /ANDOVER STATION NORTH 5TH ADDITION - GRIFFEN 31 PROPERTY HOLDINGS, LLC ( 044- 15) ................................................... ............................... 4 32 CONSIDER COUNTRY OAKS NORTH 2ND ADDITION RESIDENTIAL SKETCH PLAN 33 REVIEW ....................................................................................................... ..............................5 34 CONSIDER AN INTERIM USE PERMIT - MINING - BUTTERNUT STREET NW (R045 -15).. 8 35 SCHEDULE JOINT MEETING WITH PARK AND RECREATION COMMISSION Tabled. 15 36 ADMINISTRATOR'S REPORT ................................................................... ............................... 15 37 MAYOR/COUNCIL INPUT ......................................................................... ............................... 16 38 League of MN Cities Mayors Conference ..................................................... ............................... 16 39 Sketch Plans ................................................................................................... ............................... 16 40 No Parking Woodland Estates ....................................................................... ............................... 16 41 Restaurant Change ......................................................................................... ............................... 16 42 Congratulations .............................................................................................. ............................... 16 43 ADJOURNMENT ............................................................................................ .............................16 2 3 4 5 6 7 8 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 ANDOVER BOARD OFREVIEW APRIL 27, 201 S —MINUTES The Annual Board of Review was called to order by Mayor Julie Trude at 7:00 p.m., Monday, April 27, 2015, at the Andover City Hall, 1685 Crosstown Boulevard NW, Andover, Minnesota. Councilmembers present: Sheri Bukkila, Mike Knight, Valerie Holthus, and James Goodrich Councilmembers absent: None Appointed Board Member: Jim Dickinson Also Present: Jason Dagostino, Anoka County Residential Assessor John Leone, Anoka County Commercial Assessor Andrea Jones, Anoka County Residential Assessor The Andover Board of Review Convened at 7:00 p.m. Mayor Trude noted that official notices of the public meeting had been sent to the homes of residents, was advertised in the official newspaper- and is posted outside the Council Chambers. She explained the purpose of the meeting and advised that they would only review assessments from the current vear. There were no residents Mr. Jason Dagostino, Anoka County Residential Assessor, reported that valuation notices were sent out in March and two residents indicated they would be at the meeting but after meeting with him the residents notified him they would not be at the meeting. Mr. Dagostino noted one of the residents had an appraisal done and came to the conclusion the valuation was correct after Mr. Dagostino met with the resident to go over the appraisal. The other resident did not agree with the valuation and Mr. Dagostino indicated he would need some evidence supporting the residents' reasons for challenging the valuation. Mr. Dagostino stated he received 24 calls this year, last year 93 calls were received. He stated of the 24 calls he received this year, 7 reviews were conducted. He reported that in 2014 there were 310 good residential sales with only 74 foreclosure sales. He noted the foreclosures are dwindling. He stated that overall the value of property within the County increased approximately 3.8 percent. Andover Board of Review Meeting Minutes —April 27, 2015 Page 2 1 Mr. Dickinson reviewed the distribution of parcels in Andover by property type, indicating that 2 residential properties are about 94 %. 3 4 Councilmember Knight asked what the primary factor is for valuation increases. Mr. Dagostino 5 indicated the primary factor for significant change is if there have been improvements made to 6 the home. 7 8 Mayor Trude thought the south area of Andover received a big increase in valuation. 9 Councilmember Bukkila indicated last year her neighborhood received a large increase in 10 valuation. Mr. Dagostino stated the sales trends are strong in that area. 11 12 Councilmember Bukkila noted there has been a large turnover of people in her neighborhood. 13 Mayor Trude stated the increases are based on real data and current sales. Mr. Dagostino stated 14 that is correct. He indicated they use the sales from the open market during a set period of time 15 each year to base the valuations on. 16 17 Mr. John Leone, Anoka County Commercial Assessor, discussed some of the commercial 18 transactions that had taken place in the past year in Andover. He noted there were not many 19 commercial sales during the year. He stated the City owned property sales are disqualified in the 20 comparisons. 21 22 Mr. Leone noted he received one call from Andover Cinema regarding their valuation. The 23 owner wanted the valuation reduced to $2 million from the County valuation of $2.6 million 24 dollars. He stated he would not recommend lowering the valuation for that property because of 25 all of the improvements that had been made. 26 27 Mr. Dickinson explained why Anoka County is used as the City's assessor. 28 29 No appeals were presented. 30 31 ADJOURNBOARD OF REVIEW 32 33 Motion by Councilmember Knight, Seconded by Councilmember Goodrich, to close the Board 34 of Review meeting. Motion carried unanimously. 35 36 The meeting adjourned at 7:30 p.m. 37 38 Respectfully submitted, 39 Sue Osbeck, TimeSaver Off Site Secretarial, Inc. 1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755 -5100 FAX (763) 755 -8923 • WWW.CI.ANDOVER.MN.US TO: Mayor and Councilmembers CC: Jim Dickinson, City Administrator / Finance Directo FROM: Lee Brezinka, Assistant Finance Director SUBJECT: Payment of Claims DATE: May 5, 2015 INTRODUCTION Attached are disbursement edit lists for claims related to the on going business of the City of Andover. n DISCUSSION Claims totaling $154,268.32 on disbursement edit lists #1 - 3 from 04/22/15 to 05101115 have been issued and released. Claims totaling $15,825.00 on disbursement edit list #4 dated 05105115 will be issued and released upon approval. BUDGET IMPACT The edit lists consist of routine payments with expenses being charged to various department budgets and projects. ACTION REQUESTED The Andover City Council is requested to approve total claims in the amount of $170,093.32. Please note that Council Meeting minutes will be used as documented approval. Respectfully submitted, Lee Brezinka Attachments: Edit Lists Accounts Payable Computer Check Proof List by Vendor User: BrendaF Printed: 04/24/2015 - 9: 10AM Batch: 00417.04.2015 Invoice No Description V T Y O F D(i�ER Amount Payment Date Acct Number Reference Vendor: AceSolid Ace Solid Waste, Inc. Check Sequence: 1 ACH Enabled: False 134716/700282 Waste Services 435.05 04/22/2015 0101- 45000 -62020 Check Total: 435.05 Vendor: Aircon Aircon Electric Corporation Check Sequence: 2 ACII Enabled: False 10553 - 2015 -1 Install Pressure Switch for Air Compressor a FS 227.36 04/22/2015 0101 - 41920 -63105 10603- 2015 -1 Replace Emergency Light Battery 70.02 04/22/2015 0101- 41910 -63105 Check Total: 297.38 Vendor AnderEar Earl h. Andersen, Inc. Check Sequence: 3 ACI I Enabled: False 0107501 -1N 18'X 18" Orange Flag With Staff 54.98 04/22/2014 0101 - 43300 -61020 Check 'Total: 54.98 Vendor: AnkCo03 Anoka Co Check Sequence: 4 ACII Enabled: False Local Government officials Meeting 40.00 04/22/2014 0101 - 41100 -61310 Local Government Officials Meeting 8.00 04/22/2014 0101 - 41200 -61310 Check Total: 48.00 Vendor: AnkCo 13 Anoka Co License Center Check Sequence: 5 ACH Enabled: False Title for 2015 Ford Explorer 20.75 04/22/2014 4212 - 49300 -65400 Check Total: 20.75 Vendor: AspenMil Aspen Mills Check Sequence: 6 ACII Enabled: False 163602 Uniform for Chief 34.95 04/22/2015 0101- 42200 -61305 Check Total: 34.95 Vendor: Astlefi r Astleford International Trucks Check Sequence: 7 ACH Enabled: False T331601 Chamber 163.60 04/22/2014 6100- 48800 -61115 AP- Computer Check Proof List by Vendor (04/24/2015 - 9:10 AM) Page 1 Invoice No Description Amount Payment Date Acct Number Reference Check Total: 163.60 Vendor: BarrEngi Barr Engineering Company Check Sequence: 8 ACH Enabled: False 23021026.00 -4 Wellhead Protection Plan Amen 2,718.00 04/22/2014 5100 -48100 -63005 Check Total: 2,718.00 Vendor: Bolton Bolton & Menk, Inc. Check Sequence: 9 ACH Enabled: False 0176838 Country Oaks North 2nd Addition 480.00 04/22/2015 7200- 00000 -24206 Check Total: 480.00 Vendor: Cenl.ink Centuryl-ink Check Sequence: 10 ACH Enabled: False 763 754 -6713 Subway CcJ Community Center 55.80 04/22/2014 2130 -44100 -62030 Check Total: 55.80 Vendor: CJSpray CJ Spray Inc. Check Sequence: I I ACH Enabled: False 3054986 Misc. Supplies 317.80 04/22/2015 0101- 43100 -61020 3054987 Gasket Pail 9.60 04/22/2015 0101- 43100 -61020 Check Total: 327.40 Vendor: CMTDiver CMT Diversified Janitorial Svc Check Sequence: 12 ACI I Enabled: False 2403 Strip, Wax Copy Room & Scrub Restrooms (�Q C 678.00 04/22/2015 0101 -41910 -63010 2403 Strip, Wax Kitchen & Scrub Restrooms (i; PW 677.00 04/22/2015 0101 -41930 -63010 Check Total: 1,355.00 Vendor: CocaCola Coca -Cola Refreshment USA, Inc Check Sequence: 13 ACH Enabled: False 0178009120 Resale Items for Sunshine Concessions 961.34 04/22/2015 0101 - 41975 -61245 Check Total: 961.34 Vendor: Colonial Colonial Life & Accident Check Sequence: 14 ACII Enabled: False 7156706 - 0501585 May 2015 Premium - E7156706 9.60 04/22/2014 7100- 00000 -21218 7156706- 0501585 May 2015 Premium - E7156706 219.01 04/22/2014 0101 - 00000 -21210 Check Total: 228.61 Vendor: CorvalCo Corval Constructors, Inc Check Sequence: 15 ACH Enabled: False 814603 Wall Hung Hater Closet & Gasket 813.00 04/22/2015 0101 -41970 -63105 Check Total: 813.00 AP- Computer Check Proof List by Vendor (04/24/2015 - 9:10 AM) Page 2 Invoice No Description Amount Payment Date Acct Number Reference Vendor: DehnOil Dehn Oil Company Check Sequence: 16 ACH Enabled: False 39351 Unleaded Fuel 948.68 04/22/2014 6100- 48800 -61045 39352 Diesel Fuel 2,502.50 04/22/2014 6100 - 48800 -61050 Check Total: 3,451.18 Vendor: DelegToo Delegard Tool Co. Check Sequence: 17 ACH Enabled: False 995905 Misc. Supplies 39.55 04/22/2014 6100- 48800 -61020 Check Total: 39.55 Vendor: DorstadL Lindsay Dorstad Check Sequence: 18 ACH Enabled: False Learn to Skate Instructor 80.00 04/22/2014 2130- 44300 -63005 Check Total: 80.00 Vendor: ECM ECM Publishers, Inc. Check Sequence: 19 ACH Enabled: False 209788 Vac 15 -06 90.00 04/22/2014 0101 - 41500 -63025 209789 Vac 15 -05 90.00 04/22/2014 0101 -41500 -63025 209790 Assessment/Classification of Property 56.25 04/22/2014 0101- 41410 -63025 210881 Anoka Area Chamber Map 295.00 04/22/2014 2110- 46500 -63025 Check Total: 53125 Vendor: FacMotor Factory Motor Parts Company Check Sequence: 20 ACH Enabled: False 1- Y01770 Hatteries for Unit f108 -13.5 174.94 04/22/2014 6100 -48800 -61115 1- Y01790 Batteries for Unit f14820 312.75 04/22/2014 6100- 48800 -61115 Check Total: 487.69 Vendor: Fastenal Fastenal Company Check Sequence: 21 ACH Enabled: False MNI'C8126234 'fools 58.83 04/22/2015 0101 - 41930 -61205 Check Total: 58.83 Vendor: FletPrid FleetPride Truck & Trailer Parts Check Sequence: 22 ACH Enabled: False 68016261 Floor Dry 34.00 04/22/2015 6100 - 48800 -61020 Check Total: 34.00 Vendor: Frattalo Fraltallont s Hardware Sto Check Sequence: 23 ACH Enabled: False 22921 Paint Supplies 25.10 04/22/2015 0101 - 43300 -61020 22991 Parts for Unit #324 31.98 04/22/2015 6100 -48800 -61115 23030 Misc. Supplies 17.98 04/22/2015 0101- 41930 -61120 23034 Paint Supplies 26.94 04/22/2015 0101 -43300 -61020 AP- Computer Check Proof List by Vendor (04/24/2015 - 9:10 AM) Page 3 Invoice No Description Amount Payment Date Acct Number Reference 23037 Misc. Supplies 10.95 04/22/2015 5200- 48200 -61140 23076 Misc. Supplies 49.54 04/22/2015 0101- 41970 -61120 23086 Parts for Unit #566 21.34 04/22/2015 6100- 48800 -61115 23095 Misc. Supplies 20.97 04/22/2015 0101 - 42200 -61020 Check Total: 204.80 Vendor: Freed Fen Freedom Fence Inc. Check Sequence: 24 ACII Enabled: False 14294 Snow Plow Damage- Field #7 500.00 04/22/2015 0101- 43200 -63010 Check Total: 500.00 Vendor: G &K G &K Services Inc Check Sequence: 25 ACI I Enabled: False 1182858779 Uniform Cleaning 175.90 04/22/2015 0101 -43100 -61020 1182858779 Uniform Cleaning 25.14 04/22/2015 0101- 43300 -61020 1182858779 Uniform Cleaning 75.39 04/22 /2015 0101- 45000 -61020 1182858779 Uniform Cleaning 25.14 04/22/2015 5100- 48100 -61005 1182858779 Uniform Cleaning 50.24 04/22/2015 5200- 48200 -61005 1182858779 Uniform Cleaning 25.10 04/22/2015 6100- 48800 -61020 Check Total: 376.91 Vendor: HagforsT Ted Hagfors Inc. Check Sequence: 26 ACH Enabled: False 201507 2015 Electrical Inspections 1,688.70 04/22/2015 0101 - 42300 -63005 Check Total: 1,688.70 Vendor: Ilawkins2 I lawkins Inc Check Sequence: 27 ACH Enabled: False 3715895 Covers 183.46 04/22/2014 5100 -48100 -61135 Check Total: 183.46 Vendor: HDSuppW; HD Supply Waterworks, L'I'D. Check Sequence: 28 ACH Enabled: False D787815 Meter 769.42 04/22/2015 5100 -48100 -61035 D803618 Credit for Wrong Meter -44.00 04/22/2015 5100 -48100 -61035 Check Total: 725.42 Vendor: IlillAuto Hill's Auto Extrication Check Sequence: 29 ACII Enabled: False 1037 Std Cplg Relief Valve 413.77 04/22/2014 0101- 42200 -63010 Check Total: 413.77 Vendor: LandDMil Landscaping by David Miller LLC Check Sequence: 30 ACH Enabled: False 0485 Trees @ New Soccer Fields 3,925.00 04/22/2015 0101- 45000 -61130 AP- Computer Check Proof List by Vendor (04/24/2015 - 9:10 AM) Page 4 Invoice No Description Amount Payment Date Acct Number Reference 0485 Trees (tti New Soccer Fields 1,650.00 04/22/2015 0101- 45000 -63100 Check Total: 5,575.00 Vendor: Lubr Tech Lubrication'rechnologies, Inc. Check Sequence: 31 ACH Enabled: False 620843 Chevron Delo Elc 50/50 588.00 04/22/2015 6100- 48800 -61115 Check Total: 588.00 Vendor: Menards Menards Check Sequence: 32 ACH Enabled: False 82770 Tools 39.97 04/22/2015 0101 -41930 -61205 83455 Grout 43.92 04/22/2015 0101 -41920 -61120 83474 Rubber Wall Base 97.43 04/22/2015 0101 -41920 -61120 83478 Cedar Post, Rail & Misc. Supplies 167.43 04/22/2015 0101- 45000 -61020 83616 Rubber Wall Base & Cloth 76.75 04/22/2015 0101 - 41920 -61120 83624 Cedar & Bolts 116.86 04/22/2015 0101- 45000 -61020 83716 Misc. Supplies 23.86 04/22/2015 0101- 45000 -61020 83730 Wall Base Adhesive 3.97 04/22/2015 0101 -41920 -61120 83737 Steel Tent Stakes 3.96 04/22/2015 0101- 45000 -61020 Check Total: 574.15 Vendor: MetCounN Metro Council Wastewater Check Sequence: 33 ACH Enabled: False 0001043414 Jan- Dec 2015 Permit Fee 375.00 04/22/2015 5100 -48100 -62010 Check'I'utal: 375.00 Vendor: MetSales Metro Stiles Incorporated Check Sequence: 34 ACH Enabled: False INV239958 Ricoh Copier Lease 115.83 04/22/2014 0101- 42200 -62200 INV239958 Ricoh Copier Lease 181.88 04/22/2014 0101- 42300 -62200 INV239958 Ricoh Copier Lease 167.03 04/22/2014 2130- 44000 -62200 Check Total: 404.74 Vendor: MTIDist MTI Distributing Inc Check Sequence: 35 ACH Enabled: False 1003819 -00 Parts for Well House N3 Irrigation 2,146.52 04/22/2015 5100- 48100 -61130 1004676 -00 Parts for Unit 4550 165.12 04/22/2014 6100- 48800 -61115 Check Total: 2,311.64 Vendor: MunEmerg Municipal Emergency Services, Inc. Check Sequence: 36 ACH Enabled: False 00620284 SNV SILV -EX Plus Foam 570.00 04/22/2015 0101- 42200 -61020 Check Total: 570.00 AP- Computer Check Proof List by Vendor (04/24/2015 - 9:10 AM) Page 5 Invoice No Description Amount Payment Date Acct Number Reference Vendor: NorthMet North Metro Auto Glass Check Sequence: 37 ACH Enabled: False ICB- 0415 -23082 Windshield Repair for Unit 0171 55.00 04/22/2015 6100- 48800 -61115 Check Total: 55.00 Vendor: NoSalety Northern Safety Technology Check Sequence: 38 ACH Enabled: False 38553 Parts for Unit R -21 79.09 04/22/2015 6100- 48800 -61115 38598 Parts for Unit #172 307.48 04/22/2014 6100 -48800 -61115 Check Total: 386.57 Vendor: NowackiJ Jessica Nowacki Check Sequence: 39 ACH Enabled: False Learn to Skate Instructor 40.00 04/22/2014 2130 -44300 -63005 Check Total: 40.00 Vendor: OReiAuto O'Reilly Auto Parts Check Sequence: 40 ACH Enabled: False 3253 - 117319 Oil, Air& Fuel Filters 251.25 04/22/2015 6100- 48800 -61115 3253- 117474 Freeze Plugs & Oil Filters 9.00 04/22/2015 6100- 48800 -61115 3253 - 117489 Freeze Plugs 3.76 04/22/2015 6100- 48800 -61115 3253 - 117504 Oil Filter 3.57 04/22/2015 6100 -48800 -61115 3253 - 117510 Oil Filters 21.42 04 /22/2015 6100 -48800 -61115 3253 - 118862 Wiper Blades 68.30 04/22/2014 6100- 48800 -61115 Check Total: 357.30 Vendor: 011I)cpot Offce Depot Check Sequence: 41 ACH Enabled: False 764099942002 C11 Office Depot Supplies 1.80 04/22/2015 0101 -41300 -61005 764099942002 CII Office Depot Supplies 3.610 04/22/2015 0101 -41230 -61005 764099942002 CH Office Depot Supplies 5.40 04/22/2015 0101- 41600 -61005 764099942002 CH Office Depot Supplies 7.19 04/22/2015 0101 -41500 -61005 764099942002 ClI Office Depot Supplies 5.39 04/22/2015 0101 -41200 -61005 764099942002 C11 Office Depot Supplies 8.98 04/22/2015 0101- 42300 -61005 764099942002 CFI Office Depot Supplies 3.59 04/22/2015 0101- 41400 -61005 Check Total: 35.95 Vendor: Peterlan Jane Peterson Check Sequence: 42 ACH Enabled: False 2015 Medical Reimbursement 189.40 04/22/2014 7100- 00000 -21218 Check Total: 189.40 Vendor: Pitneyl Pitney Bowes Check Sequence: 43 ACH Enabled: False 649082 Postage Meter Supplies 1.68 04/22/2015 0101- 41200 -61405 AP- Computer Check Proof List by Vendor (04/24/2015 - 9:10 AM) Page 6 Invoice No Description Amount Payment Date Acct Number Reference 649082 Postage Meter Supplie 1.50 04/22/2015 0101 - 41400 -61405 649082 Postage Meter Supplies 1.68 04/22/2015 0101- 41500 -61405 649082 Postage Meter Supplies 1.69 04/22/2015 0101- 41600 -61405 649082 Postage Meter Supplies 2.24 04/22/2015 0101- 42300 -61405 649082 Postage Meter Supplies 0.75 04/22/2015 0101 - 45000 -61405 649082 Postage Meter Supplies 3.36 04/22/2015 5100- 48100 -61405 649082 Postage Meter Supplies 1.50 04/22/2015 5200 -48200 -61405 649082 Postage Meter Supplies 0.75 04/22/2015 0101- 46000 -61405 649082 Postage Meter Supplies 0.56 04/22/2015 0101 - 43100 -61405 649082 Postage Meter Supplies 0.19 04/22/2015 0101 - 41300 -61405 649082 Postage Meter Supplies 0.18 04/22/2015 0101 -41230 -61405 649082 Postage Meter Supplies 0.94 04/22/2015 5300 -48300 -61405 649082 Postage Meter Supplies 0.93 04/22/2015 2110- 46500 -61405 649082 Postage Meter Supplies 0.19 04/22/2015 0101 - 41420 -61405 649082 Postage Meter Supplies 0.56 04/22/2015 0101 - 42200 -61405 Check Total: 18.70 Vendor: Pret 'One Preferred One Check Sequence: 44 ACH Enabled: False 151070000919 May 2015 Premium 40,550.35 04/22/2014 0101- 00000 -21206 151070000919 May 2015 Premium 1,048.63 04/22/2014 7100- 00000 -21218 Check Total: 41,598.98 Vendor: RedPwrDi Red Power Diescl Service, Inc. Check Sequence: 45 ACII Enabled: False 12089 While Led Sub Assy Light 306.43 04/22/2015 6100- 48800 -61115 Check Total: 306.43 Vendor: TurleyR Ron Turley Associates, Inc. Check Sequence: 46 ACH Enabled: False 43706 Annual Maintenance & Upgrades 1,300.00 04/22/2015 6100 - 48800 -62305 Check Total: 1,300.00 Vendor: Rosenqui Rosenquist Construction Inc. Check Sequence: 47 ACII Enabled: False 17385M Repair Leak by Entry Way 275.00 04/22/2015 2130- 44000 -63105 Check Total: 275.00 Vendor: RayalTi Royal Tire Inc Check Sequence: 48 ACH Enabled: False 301 - 116162 Labor to Repair Unit #171 40.00 04/22/2015 6100- 48800 -63135 301 - 116162 Parts for Unit #171 8.95 04/22/2015 6100 -48800 -61115 Check Total: 48.95 AP- Computer Check Proof List by Vendor (04/24/2015 - 9:10 AM) Page 7 Invoice No Description Amount Payment Date Acct Number Reference Vendor: SailorJe Jessica Sailor Check Sequence: 49 ACH Enabled: False Learn to Skate Instructor 80.00 04/22/2014 2130- 44300 -63005 Check Total: 80.00 Vendor: SchGryAu Schelen -Gray Auto & Electric Check Sequence: 50 ACII Enabled: False 199413 Alternator for Unit 0169 193.49 04/22/2014 6100 - 48800 -61115 Check Total: 193.49 Vendor: Schuernd3 Brenda Schuennan Check Sequence: 51 ACH Enabled: False Ladies Day Out Event Refund 150.00 04/22/2015 2130 -44400 -55521 Check Total: 150.00 Vendor: Short Short,Elliou,lfendrickson, Inc Check Sequence: 52 ACII Enabled: False 296300 Environmental Study for Lot Sale 2,500.00 04/22/2015 4501- 49300 -63005 Check Total: 2,500.00 Vendor: SmithBr Smith Brothers Decorating Check Sequence: 53 ACH Enabled: False 22284 Misc. Supplies 60.71 04 /22/2015 0101- 41930 -61120 Check Total: 60.71 Vendor: SunLil'eF Sun Lite Financial Check Sequence: 54 ACII Enabled: False 238450 May 2015 Premium 3.80 04/22/2014 7100 -00000 -21218 238450 May 2015 Premium 662.00 04 /22/2014 0101 -00000 -21216 238450 May 2015 Premium 285.82 04/22/2014 0101 -00000 -21217 238450 May 2015 Premium 1,511.60 04/22/2014 0101 -00000 -21205 238450 May 2015 Premium 36.48 03/22/2014 0101 - 42200 -60330 Check Total: 2,499.70 Vendor: Talbl-awn Talberg Lawn & Landscape, Inc Check Sequence: 55 ACH Enabled: False 131858 April 2015 Lawn Maintenance Con tract 373.14 04/22/2015 0101- 41910 -63010 131859 April 2015 Lawn Maintenance Contract 623.46 04/22/2015 2130- 44000 -63010 131860 April 2015 Lawn Maintenance Contract 368.41 04/22/2015 0101- 41920 -63010 131861 April 2015 Lawn Maintenance Contract 270.45 04/22/2015 0101 - 41920 -63010 131862 April 2015 Lawn Maintenance Contract 241.62 04/22/2015 0101- 41920 -63010 131863 April 2015 Lawn Maintenance Contract 123.02 04/22/2015 0101- 45000 -63010 131864 April 2015 Lawn Maintenance Con tract 78.75 04/22/2015 0101- 43100 -63010 Check Total: 2,078.85 AP- Computer Check Proof List by Vendor (04/24/2015 - 9:10 AM) Page 8 Invoice No Description Amount Payment Date Acct Number Reference Vendor: TenyHRS Terry's Home Repair and Services Check Sequence: 56 ACH Enabled: False 095679 Lettering for Duty Officer Pick Up 850.00 04/22/2015 4212- 49300 -65400 Check Total: 850.00 Vendor: TheWatso The Watson Co., Inc. Check Sequence: 57 ACH Enabled: False 850404 Resale Items at Sunshine Concessions 2,956.27 04/22/2014 0101 - 41975 -61245 Check Total: 2,956.27 Vendor: Tintesave Timesaver Check Sequence: 58 ACH Enabled: False M21238 City Council Meeting 199.00 04122/2015 0101- 41100 -63005 M21238 Open Space Meeting 199.00 04/22/2015 0101 -41500 -63005 M21238 Park & Recreation Commission Mtg 166.00 04/22 /2015 0101 - 45000 -63005 Check Total: 564.00 Vendor: Trade Poo Trade'rools Inc. Check Sequence: 59 ACT -1 Enabled: False 254030 12" PSA Disc 80 Grit 211.00 04/22/2015 0101 - 41930 -61120 Check Total: 211.00 Vendor: TCSeedCo Twin City Seed Co. Check Sequence: 60 ACT Enabled: False 34380 Seed Mixture 1,251.80 04/22/2015 0101- 45000 -61130 Check Total: 1,251.80 Vendor: USEncrgy U.S. Energy Services, Inc. Check Sequence: 61 ACII Enabled: False 224564 /5852862 Community Center 11,668.85 04/22/2015 2130- 44000 -62015 224564/5950574 Community Center 4,017.89 04/22/2015 0101 - 41930 -62015 Check Total: 15,686.74 Vendor: Verizon Verizon Wireless Check Sequence: 62 ACH Enabled: False 9743875528 Monthly Cell Phone Service 70.17 04/22/2014 0101 -41200 -62030 9743875528 Monthly Cell Phone Service 98.95 04/22/2014 0101- 42300 -62030 9743875528 Monthly Cell Phone Service 163.72 04/22/2014 2130 - 44000 -62030 9743875528 Monthly Cell Phone Service 98.95 04/22/2014 0101 - 41500 -62030 9743875528 Monthly Cell Phone Service 404.43 04/22/2014 0101- 41600 -62030 9743875528 Monthly Cell Phone Service 60.17 04/22/2014 0101- 41400 -62030 9743875528 Monthly Cell Phone Service 249.09 04/22/2014 0101 -42200 -62030 9743875528 Monthly Cell Phone Service 70.17 04/22/2014 0101- 41420 -62030 9743875528 Monthly Cell Phone Service 334.45 04/22/2014 0101- 45000 -62030 9743875528 Monthly Cell Phone Service 116.34 04/22/2014 5200- 48200 -62030 AP- Computer Check Proof List by Vendor (04/24/2015 - 9:10 AM) Page 9 Invoice No Description Amount Payment Date Acct Number Reference 9743875528 Monthly Cell Phone Service 73.79 04/22/2014 0101- 43300 -62030 9743875528 Monthly Cell Phone Service 334.29 04/22/2014 0101 - 43100 -62030 9743875528 Monthly Cell Phone Service 137.93 04/22/2014 6100- 48800 -62030 9743875528 Monthly CeIlPhone Service 249.35 04/22/2014 5100- 48100 -62030 Check Total: 2,461.80 Vendor: YMCAAnc YMCA of Metro Mpls - Andover Check Sequence: 63 101 Corporate Wellness Partnership 100.00 04/22/2015 0101 -41230 -61320 Check Total: 100.00 Total for Check Run: Total of Number of Checks: 63 ACII Enabled: False AP- Computer Check Proof List by Vendor (04/24/2015 - 9:10 AM) Page 10 Accounts Payable Computer Check Proof List by Vendor User: BrendaF Printed: 04 /28/2015 - 9:02AM Batch: 00402.05.2015 ND AVER Invoice No Description Amount Payment Date Acct Number Reference Vendor: WellsHSA Wells Fargo HSA Check Sequence: 1 ACH Enabled: False 2015 Employer Contribution - P. Devaney 3,250.00 05/01/2015 0101- 4200 -60310 Check Total: 3,250.00 Total for Check Run: 3,250.00 Total of Number of Checks: 1 AP- Computer Check Proof List by Vendor (04/28/2015 - 9:02 AM) Page 1 Accounts Payable Computer Check Proof List by Vendor User: BrendaF Printed: 04/30 /2015 - 1:42PM Batch: 00401.05.2015 Invoice No Description 4,r3 Amount Payment Date Acct Number kbbiv&*1111� Reference Vendor: AFLAC AFLAC Check Sequence: 1 ACH Enabled: False 972797 April 2015 Premium 417.80 05/01 /2015 0101- 00000 -21209 Check Total: 417.80 Vendor: Aircon Aircon Electric Corporation Check Sequence: 2 ACH Enabled: False 10594 - 2015 -1 Install Bath Fans 2,130.96 05/01/2015 6200 - 48900 -63105 Check Total: 2,130.96 Vendor: AmExpres American Express Check Sequence: 3 ACII Enabled: False 8 -12007 Campus Cleanup 63.95 05/01/2015 6200- 48900 -61310 Check Total: 63.95 Vendor: APA American Planning Association Check Sequence: 4 ACII Enabled: False 140090 -1545 2015 Membership Dues 320.00 05/01/2015 OI01- 41500 -61320 Check Total: 320.00 Vendor: AnkCo01 Anoka Co ,rreasurer Check Sequence: 5 ACH Enabled: False 2015 -1 2015 Joint Powers Agreement #2012-0362 6,749.60 05/01/2015 0101 - 41310 -63010 Check Total: 6,749.60 Vendor: AssuSecu Assured Security Inc. Check Sequence: 6 ACII Enabled: False 71532 Re -Key Locks ((a Fire Station #1 579.05 05/01/2015 0101- 42200 -63105 Check Total: 579.05 Vendor: Bolton Bolton & Menk, Inc. Check Sequence: 7 ACII Enabled: False 0177187 Country Oaks North 2ndAddtn 743.00 05/01/2015 7200 -00000 -24206 Check Total: 743.00 AP- Computer Check Proof List by Vendor (04/30/2015 - 1:4211M) Page I Invoice No Description Amount Payment Date Acct Number Reference Vendor: MinneaCt City of Minneapolis Check Sequence: 8 ACH Enabled: False 280FTF000075 Mpls Burn & Fire Tower Training 675.00 05/01/2015 0101 -42200 -61315 Check Total: 675.00 Vendor: CMTDiver CMT Diversified Janitorial Svc Check Sequence: 9 ACH Enabled: False 2427 Monthly Cleaning Service 708.75 05/01/2015 0101 -41920 -63010 2427 Monthly Cleaning Service 1,417.50 05/01/2015 0101 - 41910 -63010 2427 Monthly Cleaning Service 1,248.75 05/01/2015 0101 -41930 -63010 Check Total: 3,375.00 Vendor: CommRefr Commercial Refrigeration Check Sequence: 10 ACH Enabled: False 42958 5 Gallons Baltic 68 Oil 198.89 05/01/2015 2130 -44300 -61020 Check Total: 198.89 Vendor: CoonRapi City of Coon Rapids Check Sequence: I1 ACH Enabled: False 11261 Signal Hanson & 133rd 28.99 05/01/2015 0101- 43400 -62005 11261 Signal Crosstown & 133rd 20.18 05/01/2015 0101 - 43400 -62005 Check Total: 49.17 Vendor: CorvalCa Corval Constructors, Inc Check Sequence: 12 ACII Enabled: False 815014 Repair Boiler It (a? Water Treatment Plant 1,364.33 05/01/2015 5100- 48100 -63105 Check Total: 1,364.33 Vendor: Crabtree Crabtree Companies, Inc. Check Sequence: 13 ACH Enabled: False 131930 Sharp Copier Lease 132.00 05/01/2015 0101 - 41420 -62200 131930 Black, White & Color Copies 205.22 05/01/2015 0101- 41420 -61020 Check Total: 337.22 Vendor: ElectDes Electronic Design Company Check Sequence: 14 ACII Enabled: False M120938 2015 Spring Preventative Maint on Paging Syste 877.50 05/01/2015 2130- 44000 -62300 Check Total: 877.50 Vendor: EnforLig Enforcement Lighting, LLC Check Sequence: 15 ACII Enabled: False 2015 GMC Truck Lights for 2015 GMC New Truck 5,310.00 05/01/2015 4212- 49300 -65400 Check Total: 5,310.00 Vendor: G &K G &K Services htc Check Sequence: 16 ACH Enabled: False AP- Computer Check Proof List by Vendor (04/30/2015 - 1:42 PM) Page 2 Invoice No Description Amount Payment Date Acct Number Reference 1182870167 Uniform Cleaning 27.70 05/01/2015 6100- 48800 -61020 1182870167 Uniform Cleaning 194.12 05/01/2015 0101- 43100 -61020 1182870167 Uniform Cleaning 27.74 05/01/2015 5100- 48100 -61005 1182870167 Uniform Cleaning 27.74 05/01/2015 0101- 43300 -61020 1182870167 Uniform Cleaning 83.19 05/01 /2015 0101- 45000 -61020 1182870167 Uniform Cleaning 55.45 05/01/2015 5200 -48200 -61005 1182870168 Floor Mat Rental 68.70 05/01/2015 0101- 41930 -62200 1182870169 Floor Mat Rental 34.56 05/01/2015 0101 -41910 -62200 1182870170 Floor Mat Rental 95.11 05/01/2015 5100 -48100 -62200 Check Total: 614.31 Vendor: GovConn GovConnection, Inc. Check Sequence: 17 ACH Enabled: False 52568523 WiFi Fiber for CC, CH & PW 12.11 05/01/2015 0101- 41420 -61225 52568526 WiFiFiberfor CC, CH & PW 12.11 05/01 /2015 0101- 41420 -61225 52571994 Computer Upgrades Stock 24.22 05/01/2015 0101- 41420 -61225 52585414 City Ifall & Public Works WiFi 413.37 05/01/2015 0101- 41420 -61225 Check Total: 461.81 Vendor: LcagucMN League of Minnesota Cities Check Sequence: IS ACH Enabled: False 216870 2015 Annual Conference for V. Holthus 125.00 05/01/2015 0101- 41100 -61315 Check Total: 125.00 Vendor: LegShiel Legal Shield Check Sequence: 19 ACM Enabled: False 0031833 May 2015 Premium 134.55 05/01/2015 0101- 00000 -21219 Check Total: 134.55 Vendor: Lehmanns Lehmann's Check Sequence: 20 ACH Enabled: False 185793 Parts for Unit #4819 28.36 05/01/2015 6100- 48800 -61115 Check Total: 28.36 Vendor: LRRWMO LRRWMO Check Sequence: 21 ACII Enabled: False 338 Country Oaks North 697.00 05/01/2015 7200 -00000 -24203 Check Total: 697.00 Vendor: MainMo Main Motors Chev - Cadillac Check Sequence: 22 ACH Enabled: False 308303 Mirror for Unit #4801 92.25 05/01/2015 6100- 48800 -61115 Check Total: 92.25 AP- Computer Check Proof List by Vendor (04/30/2015 - 1:42 PM) Page 3 Invoice No Description Antount Payment Date Acct Number Reference Vendor: Menards Menards Check Sequence: 23 ACH Enabled: False 84744 Headlok 50 Pk 28.49 05/01/2015 0101 - 45000 -61020 84751 Misc. Supplies 32.54 05/01/2015 5100 -48100 -61130 Check Total: 61.03 Vendor: MetSales Metro Sales Incorporated Check Sequence: 24 ACH Enabled: False INV243310 Ricoh Copier Lease @ Public Works 104.00 05/01/2015 0101- 41930 -62200 Check Total: 104.00 Vendor: Microsof Microsoft Corporation Check Sequence: 25 ACH Enabled: False E07000ZGTH April 2015 Licenses 280.00 05/01/2015 0101 - 41420 -61320 Check Total: 280.00 Vendor: MNFire3 MN State Fire Chiefs Assoc Check Sequence: 26 ACH Enabled: False 2015 Membership Dues 606.00 05/01/2015 0101- 42200 -61320 Check Total: 606.00 Vendor: ModMarke Modern Marketing, Inc. Check Sequence: 27 ACII Enabled: False MM1108327 Mood Pencils for Fire Prevention 421.59 05/01/2015 0101- 42200 -61020 Check Total: 421.59 Vendor: NCPIIRS NCPERS Group Life Ins.- Mi Check Sequence: 28 ACH Enabled: False 3120515 May 2015 Premium 144.00 05/01/2015 0101- 00000 -21205 3120515 May 2015 Premium 16.00 05/01/2015 7100 -00000 -21218 Check Total: 160.00 Vendor: NordstrM Michael Nordstrom Check Sequence: 29 ACH Enabled: False 14348 - Escrow Partial Escrow - 14348 Xenia St. NW 500.00 05/01/2015 7200 -00000 -24204 Check Total: 500.00 Vendor: RMRServi RMR Services LLC Check Sequence: 30 ACH Enabled: False 2015 -324 March 2015 Meter Reading 1,702.30 05/01/2015 5100- 48100 -63010 Check Total: 1,702.30 Vendor: Short Short,Elliott,Hendrickson, Inc Check Sequence: 31 ACH Enabled: False 296508 Verizon Wireless- Tower #2 390.70 05/01/2015 7200 - 00000 -24214 296509 Print - Update Tower #2 690.29 05/01/2015 7200 -00000 -24214 AP- Computer Check Proof List by Vendor (04/30/2015 - 1:42 PM) Page 4 Invoice No Description Amount Payment Date Acct Number Reference Check Total: 1,08099 Vendor: SignStat Sign Station, Inc. Check Sequence: 32 ACH Enabled: False 10488 Park Signs 969.00 05/01/2015 0101 - 45000 -63100 10497 'Sign for Pleasant Oaks 494.50 05/01 /2015 0101- 45000 -63100 Check'rotal: 1,463.50 Vendor: SupSolut Supply Solutions LLC Check Sequence: 33 ACH Enabled: False 5756 Paper Towel, Bath Tissue & Can Liners 272.09 05/01/2015 0101 -41910 -61025 5761 Paper Towel 139.94 05/01/2015 0101 -41930 -61025 Check Total: 412.03 Vendor: SUlherEr Erick Sutherland Check Sequence: 34 ACH Enabled: False 2015 Day Care Flex Acct 1,124.80 05/01 /2015 0101 - 00000 -21211 Check Total: 1,124.80 Vendor: TheWatso The Watson Co., Inc. Check Sequence: 35 ACM Enabled: False 850679 Resale Items for Sunshine Concessions 355.60 05/01 /2015 0101-41975 -61245 Check Total: 355.60 Vendor: TheVeudC 'I'hcisen Vending Company Check Sequence: 36 ACH Enabled: False 50031 Resale Items lot Sunshine Concessions 900.00 05/01/2015 0101- 41975 -61245 Check Total: 900.00 Vendor: TwnCtryL Town & Country Landscaping of Rogers, Inc. Check Sequence: 37 ACH Enabled: False 5172 Ball Field Reconstruction 4,180.00 05/01/2015 0101- 45000 -63010 Check Total: 4,180.00 Vendor: TCSeedCo Twin City Seed Co. Check Sequence: 38 ACM Enabled: False 34474 Crass Seed, Fertilizer & Straw 612.65 05/01/2015 5100- 48100 -61130 34541 Erosion Blanket & Straw 1,088.00 05/01/2015 5300- 48300 -61145 Check Total: 1,700.65 Vendor: WellsFar Wells Fargo Bank Check Sequence: 39 ACH Enabled: False North Metro Meeting 14.38 05/01/2015 0101 - 41100 -61310 Council Workshop 64.54 05/01 12015 0101 -41200 -61310 Pacts for Units 114818, 4819, 4827, 566, 161 2,363.33 05/01 /2015 6100- 48800 -61115 AP- Computer Check Proof List by Vendor (04/30/2015 - 1:42 PM) Page 5 Invoice No Description Amount Payment Date Ace( Number Reference Misc. Supplies 22.00 05/01/2015 6100 - 48800 -61020 Tools 89.87 05/01/2015 6100- 48800 -61205 Flower & Grass Seed 869.25 05/01/2015 0101 - 45000 -61130 Supplies for Tile L Fire Station #3 600.66 05/01/2015 4180- 49300 -61120 Cedar Chips for Duck Houses 17.09 05/01 /2015 0101- 45000 -61020 Misc. Supplies 132.26 05/0112015 2130- 44300 -61020 Parts for Units #08-81 & 07 -4818 279.49 05/01 /2015 6100 -48800 -61115 Misc. Supplies 142.50 05/01/2015 6100- 48800 -61020 Home Show 14.25 05/01/2015 0101 -41500 -61310 Registration for Conference 250.00 05/01/2015 0101- 43100 -61315 Misc. Supplies 177.42 05/01/2015 0101 -43100 -61005 Supplies for Public Works 102.66 05/01/2015 0101- 41930 -61120 Registration for Conference 858.00 05/01/2015 0101 -42300 -61315 1-lotelfor Conference 187.74 05/01/2015 0101- 43300 -61310 1 -lotel for Conference 187.74 05/01/2015 0101- 41600 -61310 Trash Bags 144.57 05/01/2015 0101 -45000 -61020 Sale of Equipment 35.56 05/01 /2015 4180- 49300 -58155 Subscription 35.00 05/01/2015 0101 -43200 -61325 Pop Machine 51.71 05/01/2015 7100 -00000 -24208 Computer Upgrades 147.80 05/01/2015 0101 - 41420 -61225 All Staff Meeting 50.68 05/01/2015 0101 - 41200 -61310 Membership Dues 75.00 05/01 /2015 0101 - 42200 -61320 Meeting 9.15 05/01/2015 0101 - 42200 -61310 Misc. Supplies 168.90 05/01/2015 0101 - 42200 -61020 Water & I +ood for Fire 44.94 05/01 /2015 0101- 42200 -61310 Check Total: 7,136.49 Total for Check Run: 47,533.73 Total of Number of Checks: 39 AP- Computer Check Proof List by Vendor (04/30/2015 - 1:42 PM) Page 6 Accounts Payable Computer Check Proof List by Vendor User: BrendaF Printed: 04/30/2015 - 2:05PM Batch: 00405.05.2015 Invoice No Description 4�� u Amount Payment Date Acct Number Vendor: RedpathC Redpath and Company Check Sequence: 1 150420022 2014 Audit 2,509.00 05/05/2015 5100 -48100 -63005 150420022 2014 Audit 2,509.00 05/05 /2015 5200 -48200 -63005 150420022 2014 Audit 758.00 05/05/2015 5300- 48300 -63005 150420022 2014 Audit 767.00 05/05/2015 2110 -46500 -63005 150420022 2014 Audit 331.00 05/05/2015 2220- 41600 -63005 150420022 2014 Audit 8,951.00 05/05/2015 0101 - 41400 -63005 Check Total: 15,825.00 Totallbr Check Run: 15,825.00 Total of Number ol'Checks: I WRJIP� Reference ACH Enabled: False AP- Computer Check Proof List by Vendor (04/30/2015 - 2:05 PM) Page I • A 1685 CROSSTOWN BOULEVARD N.W.. ANDOVER, MINNESOTA 55304 • (763) 755 -5100 FAX (763) 755 -8923 • WWW.CI.AN DOVER. MN. US TO: CC: FROM: SUBJECT: DATE: Mayor and City Council Jim Dickinson, City Administr Michelle Hartner, Deputy City Approve Extension of Liquor License to Include Patio /Andover Lanes May 5, 2015 INTRODUCTION Bret Lingen, Andover Lanes, 13633 Martin Street, has applied for an extension of their liquor license to include their proposed outdoor patio. DISCUSSION Bret Lingen, Andover Lanes has submitted a request for an extension of their liquor license to include a proposed patio that will allow their patrons to eat and drink outside. Attached are Mr. Lingen's request and a drawing of the patio area. ACTION REQUIRED Council is requested to approve an extension to Andover Lanes' liquor license to include an outdoor patio. Respectfully submitted, Michelle Hartner Deputy City Clerk Attach: Request and patio drawing To Andover City Council; 4 -27 -2015 Anderson Companies owners of Andover Lanes at 13633 Martin Street NW, Andover, MN is requesting to add a patio space on the north east side of the building. We will have North Star Fence Company, Inc. install a black Echelon Plus Aluminum Fence that will be 48" high just inside the landscaping area along with a gate by the NE corner /sidewalk area. So, the area can be accessed from the gate and the North East bar entrance for customers and employees. The Fenced in area will be approximately 50' x 20' and will add seven patio tables with 4 chairs at each table for an outside seating area of 28 chairs. There will be a smaller area by the bar door that will just be used for the entrance /walkway /and service area for our staff and customers. We will add Food and Beverage service to this fenced in patio area along with alcohol service, and I believe this would be mainly for May thru the end of September mostly dependent on weather in Minnesota. Attached is a drawing and a sample pictures of the area and the fence, Please approve this proposal to help our Business and for our customers to enjoy the some of the nice days we have in Minnesota. Regards, Bret Lingen District Manager Anderson Companies Andover Lanes 13633 Martin Street NW Andover Lanes 763.754.8000 Andover Lanes Like all Echelon Plus styles, Majestic fills all of today's fence needs! • ALL - PURPOSE • ALL- WEATHER • ALL - BUDGET The flush -top Majestic style offers contemporary simplicity that ensures a smooth and clear line of sight and allows the ornamental perimeter fence to be used as a railing system bordering walkways and bikepaths. The elegant look of Echelon Plus® ornamental fencing lends its appeal in a wide variety of applications ranging from neighborhood fencing, to apartment and condominium access control, to commercial and institutional perimeters. Page 5 G ' "may L J ti ro 1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755 -5100 FAX (763) 755 -8923 • WWW.ANDOVERMN.GOV TO: Mayor and Councilmembers CC: James Dickinson City Administrator FROM: Jerry Streich, Fire Chief /Safety Director SUBJECT: Approve and Adopt an Updated Employee Safety Manual DATE: May 5, 2015 n d INTRODUCTION In an effort to mitigate injuries to employees, reduce lost work time, and maintain a reasonable insurance premium, the City of Andover maintains a Safety Committee who has prepared a Safety Manual for employees to work under. The Committee has recently approved an updated version of the manual and is forwarding it to you for review and adoption. DISCUSSION The Safety Committee consists of employees from each city department and is chaired by the Fire Chief. The mission of the committee is to identify hazards in the workplace, find ways to resolve them, educate, and investigate incidents that occur to mitigate them from occurring again. The Committee meets monthly and reviews incidents that occurred for the previous month and inspects city buildings and equipment for hazards and code violations. The last update to the cities Safety Manual was in 2007. After eight revisions, the Committee and Department Heads have agreed to a final updated document. Once approved by the City Council, employees will receive training on the updates within the manual. BUDGET IMPACT There is no budget impact associated with this item. RECOMMENDATION Staff is recommending that the City Council approve and adopt the amended Employee Safety Manual. Respe tfully b rtted, Jerry L Streich, it Chief /Safety Director City of Andover Employee SAFETY MANUAL April 2015 V8 11 Page TABLE OF CONTENTS PART 1 - GENERAL RULES ............................................... ............................... 1 SECTION 1 - POLICY, RESPONSIBILITY, APPLICATION ................. 1 A. City's Policy on Safety ......................... ............................... 1 B. General Rules ....................................... ............................... 2 C. Personnel Responsibility; Responsibility of the City......... 3 D. City Safety Committee ......................... ............................... 3 E. Application of Safety Rules ................. ............................... 9 SECTION 2 - PERSONAL PROTECTIVE EQUIPMENT ........................ 10 A. Head Protection ..................................... ............................... 10 B. Eye Protection (ANSI Z87. 1) ................ ............................... 10 C. Hand Protection ..................................... ............................... 11 D. Foot Protection (ANSI 241. 1) ............... ............................... 11 E. Body Protection ..................................... ............................... I 1 F. Self- Contained Breathing Apparatus (SCBA) ...................... 11 G. Hearing Protection ................................ ............................... 12 SECTION 3 - UPKEEP, FIRST AID, FIRE EXTINGUISHERS ................12 A. Housekeeping ........................................... .............................12 B. Office and Clerical Work ....................... ............................... 13 C. First -Aid Kits ............................................ .............................14 D. Fire Extinguishers .................................. ............................... 14 SECTION 4 - OCCUPATIONAL INJURY CONTROL ............................. 15 A. Job Safety Analysis for Hazardous Work ............................. 15 B. Job Safety Training ................................ ............................... 16 C. Occupational Injury Review by City Safety Committees..... 17 Safety Committee Page 2 SECTION 5 - MOTOR VEHICLE COLLISION CONTROL ...................... 18 A. General Policies ...................................... ............................... 18 B. Responsibilities ......................................... .............................20 C. Operation of Motor Vehicles ...... ............................... 21 SECTION 6 - EQUIPMENT ......................................... ............................... 23 A. General Rules ........................................ ............................... 23 B. Transporting ........................................... ............................... 24 C. Upkeep ................................................... ............................... 25 E. Use of Ladders ........................................ ............................... 25 F. Welding ..................................................... .............................26 PART 2 - PUBLIC WORKS ...................................................... ............................... 29 SECTION 1 - STREET DEPARTMENT ......................... .............................29 A. Street and Highway Operations .............. ............................... 29 B. Equipment Operations ............................ ............................... 31 C. Excavations, Trenching, and Shoring .... ............................... 34 D. Garage ...................................................... .............................36 E. Chain Saws ............................................. ............................... 37 SECTION 2 - MANHOLES, UNDERGROUND FACILITIES, SANITARY AND STORM SEWERS ............................... 37 SECTION 3 - WATER TREATMENT .......................... ............................... 44 A. Chlorine Gas ........................................... ............................... 44 B. Hydrofluosilicic acid (Fluoride) ............... .............................46 C. See Attachments ATTACHMENTS: A. A Workplace Accident and Injury Reduction (AWAIR) Program Safety Committee Page 3 INTRODUCTION On August 1, 1973, the Minnesota Legislature adopted the Minnesota Occupational Safety and Health Act. This Legislation established certain rules and regulations designed to ensure safe working conditions for all employees. This document is the official Safety Manual for the City of Andover effective April 1, 1997, to ensure the safest working conditions for all employees. It is of our utmost desire that these safety rules will help protect and assist you in your daily work. This safety manual was not drafted to inhibit your freedom or to be an infringement upon your rights. Rather, it was adopted for your protection and personal safety. Working together we can all help to create a safer working environment for every employee. When working environments are safe, accidents will be less frequent. This Manual is divided into two parts: Part 1 applies to all employees of the City, Part II, because of the hazardous nature of their jobs, contains specific regulations for Public Works employees. The Fire Department, because of the nature of their jobs, have their own rules and regulations which are often more restrictive than this Manual. The general rules of Part of this Manual still apply to them. However, if there is any conflict, the safest rule shall apply. With this in mind, a thorough understanding and observance of all these rules shall be maintained by all employees. The City of Andover does not claim that every pertinent precaution or procedure is listed in this safety manual. Moreover, it does not claim that abnormal or unusual circumstances may not warrant or require further or additional precautions or procedures. This manual will be reviewed on an annual basis to assure the latest methodology, statutes and rules apply. Safety Committee Page 4 Summary of the law: The employee Right -to -Know Act is intended to assure that employees are aware of dangers associated with hazardous substances, of harmful physical agents that they may be exposed to in their work places. The Act requires employers to evaluate their work places for the presence of hazardous substances, and harmful physical agents and to provide annual training to employees concerning those substances or agents to which the employee may be exposed. Written information on hazardous substances or harmful physical agents must be readily accessible to employees or their representatives. Employees have the conditional right to refuse to work under imminent dangerous conditions. Labeling requirements for containers of hazardous substances and equipment or work areas that generate harmful physical agents are also included in the Act. The words "shall' and "will ", as used herein, indicate that the action required is mandatory. The words "may" and "should ", as used herein, indicate that the action required is permissive. 4nSAP rn 0�"����i #!�y Safety Committee Page 5 PART 1- GENERAL RULES SECTION 1- POLICY, RESPONSIBILITY, APPLICATION A. City's Policy on Safety The City of Andover considers accident prevention to be of prime importance. Accident control involves the safety and well -being of our employees and the public. The City has every desire to provide a safe working environment for its employees. To accomplish this, the City feels there is nothing more important than making certain that the City and its employees: Are provided with all reasonable safeguards to ensure safe working conditions. 2. Are provided with neat, clean, safe, attractive and healthful working conditions. 3. Maintain all equipment, tools and machines in good repair. 4. Study and develop safe work methods and train other employees in these methods. 5. Comply with the federal, state and local laws regarding accident prevention and working conditions. The City recognizes that more than safety is involved because the existence of accident hazards is proof of an inefficient operation. Accidents lead to complaints, dissatisfaction, interference with work plans, and possible loss of work time due to injuries. The success of our Safety and Loss Prevention Program depends on the sincere, constant, and cooperative effort of all employees and their active participation and support. If you see a hazard report it immediately, the injury or loss of life you prevent maybe your own. (� J 1-f ( ka Jerrv'L. Streich, -Safe-N Director 11 Page B. General Rules All personnel will thoroughly familiarize themselves with all the precautions set forth in this manual and other safety precautions deemed necessary by the City Administrator and the Safety Director of the City of Andover, and applicable State and Federal laws. All personnel shall adhere to and comply with all rules and regulations regarding personal safety, operation of equipment, and other rules set forth in this manual. 3. All personnel will observe all safety precautions and will immediately report any unsafe conditions to their supervisor. 4. All personnel will immediately report the damaging or the breaking of any structures, tools, vehicles or equipment to their supervisor. Supervisors will write up an accident /damage report to be submitted to the appropriate department head within 24 hours of the incident. If the damage is significant, the department head shall be contacted via phone as soon as possible. All personnel shall be responsible for the safekeeping and appropriate care of any departmental property under their control. 6. There shall be no smoking in any City building, vehicle, or designated parks. No personnel shall allow any person other than authorized City personnel to operate or use any equipment which has been assigned to them, without written or implied consent by the department supervisor. 8. All non - vehicular equipment that is deemed unsafe shall be removed from service until such equipment has been repaired. All employees shall immediately report to their supervisor any accident or injury requiring treatment to themselves. If the severity of the accident does not permit this, the supervisor in charge at the time shall take the responsibility for completing the necessary forms. 10. All employees are strictly prohibited from using, possessing, selling, transferring, or being under the influence of drugs or alcohol while working or performing job duties or while on the City of Andover premises or while operating vehicles, machinery or equipment. No employee shall perform safety - sensitive functions within eight hours after using alcohol. "Drugs" are defined as any controlled substance. (Also see City Personnel Policy). 21 Page 11. Bad lifting practices are one of the leading causes of injuries and are preventable. To help prevent these injuries, the following shall always be observed: a. Never lift any object with your back. b. No employee shall ever lift anything beyond their capacity. If this situation should arise, the employee should call for assistance. C. When lifting any heavy objects, always observe the following: (1) Do you need assistance? (2) Take a firm grip. (3) Secure good footing. (4) Bend at the knees to grasp the weight. (5) Keep the back as straight as possible while lifting with arm and leg muscles. (6) Store heavy boxes and materials on shelves at heights between the shoulders and knees. C. Personnel Responsibility, Responsibility of the City In general, the City must be familiar with mandatory OSHA standards and make copies of such standards available to the employees. Inform all employees about OSHA, examine work place conditions to make sure they conform to OSHA standards. Remove or guard against hazards, keep required records of work - related injuries and illness, post annual summaries of such injuries and illnesses, display an OSHA poster outlining employee's rights and responsibilities in a prominent place in the work - place, not discriminate against employees who properly exercise their rights under OSHA. Post OSHA citations of standard violations at or near the work site and remedy violations within the prescribed time. D. City Committee Chaired by the Safety Director, (who is appointed by the City Administrator) this committee consists of a minimum of one (1) representative from each City department to assure that productive discussion is held on problems encountered in all areas of operation. A Recording Secretary shall be appointed by the committee in January for a one (1) year term, with the term expiring December 31.The Safety Director will be responsible to maintain a safety program that incorporates all the current practices and philosophies adopted by the safety profession. This individual is fully responsible for the 31 Page staff direction and administration of this program and takes action that is deemed necessary to produce a positive reduction in accidents and their causes. The Safety Director will conduct an aggressive safety and loss prevention program, conduct and play a lead role in employee safety committee meetings. The Recording Secretary will take meeting minutes and retain all official records and proceedings of this committee. Membership shall be on a rotating basis with one -half of the membership rotating every one (1) year. Initial terms in the establishment of this committee shall be for a two (2) year period without rotation. The Building, Planning, and Engineering representatives will change in January of odd numbered years while the Public Works, Finance and Community Center representatives will change in January of even numbered years. Managers have the right to select individuals for multiple terms on the committee. Alternate members may be appointed or selected to serve on a temporary basis in place of a regular member unable to attend a meeting or other committee function. An alternate shall assume all of the normal responsibilities of the regular member for the duration of such service. A regular member missing three (3) consecutive meetings or functions without authorization from the Safety Director will be replaced. Functions shall include, but not limited to, the following: a. Hold regular monthly meetings to review loss experiences by departments, cost analysis figures and evaluate the progress of the City's accident prevention efforts. b. Discuss City policies concerning safety problems at department levels, recommend directives for their elimination when possible, and make recommendations for necessary policy changes to the Safety Director for presentation to the City Administrator as appropriate. C. Recommend policies for upgrading this program to ensure directives are current and coincidental with current needs. d. Make inspection and assist in maintaining compliance with Minnesota Occupational Health and Safety Standards. e. Endeavor to promote good employee safety attitudes and act as a liaison to individual employees and departments with respect to safety matters and enforcement. Formulate and execute safety standards, procedures, work rules, and other actions for departments and divisions as deemed necessary. 4 1 P a g e In order to have a workable safety program for the City, top management throughout all the departments must cooperate with the City Safety Committee in order to provide the safest work place possible. The organization of the Safety Committee facilitates the maximum exchange of ideas between personnel and enhances the refinement of policies covering hazards, problem areas, and loss prevention promotion. Responsibilities of the Safety Director, and Safety Committee: a. To provide personal leadership and direction to the loss control program. b. Interpret City policies pertaining to safety and actively support them as an example to those responsible to give safety equal emphasis and weight with operation matters, cost control, and quality of service delivered. C. Serve as an advisor to the department supervisors at safety meetings. d. Review and approve all accident and incident reports and take required action where indicated to prevent recurrence. e. Assure that employees and supervisors receive training in the principles of hazard recognition and control /Right to Know. f. Establish and maintain a comprehensive accident analysis system in a fashion that will permit retrieval of meaningful data to determine trends or patterns. g. Evaluate preventative maintenance programs so that equipment is properly maintained and hazards are corrected prior to use. h. Investigate all accidents whether there has been a loss of time or transference of duty. i. Make periodic inspections of the city owned or managed buildings, facilities and work sites throughout the year in accordance with OSHA standards. j. Institute new safety programs when the situation warrants and to insure that existing programs are carried out. k. Make certain that records of occupational injuries and vehicular accidents are currently maintained covering all departments in the 51 Page City. A loss of injuries and illnesses shall be maintained on OSHA form 300- Recordkeeping Requirements. 2. Responsibilities of the Supervisor a. The maintenance of a safe working area that has a low incidence of serious accidents must be a key goal for all first line supervisors; consequently, the primary responsibility for the successful implementation of the City's successful safety program depends on the work of the first line supervisor. The following is a list of the first line supervisor's safety obligations: (1) The supervisor should be familiar with the City Safety Manual and policies, and their responsibility with regard to these policies. (2) Instruct all employees in the proper and safe use of equipment. Check -off list used for seasonal employees. Full time — "tool box" check list and vehicle equipment list. (3) Check to see that all employees are wearing the proper work clothes and safety equipment to include hearing protection and hard hat. The supervisor shall not assign work to any employee who is not properly equipped with the prescribed safety gear. (4) The first line supervisor is responsible for informing the employees of safety rules and the enforcement of these rules. A safety evaluation should be considered before conducting work. (5) The first line supervisor must continually inspect and supervise their employees at work. Where unsafe practices are occurring, the supervisor must offer prompt corrective action and monitor performances. Whenever an unsafe act or practice is noted and nothing is done about it, the supervisor is sponsoring an accident. (6) The supervisor should promptly investigate and report all equipment and structure (building) damage and accidents and see to it that the appropriate follow -up takes place. (7) The supervisor should make certain that all accidents are reported and handled in the proper manner. (8) The supervisor is responsible to make sure that the worker knows the job, is capable of rendering the service or 61 Page performing the activity in a safe manner, and is not impaired in any way while performing their job. (9) The supervisor should work in close cooperation with the City Safety Director to assure that they are aware of the techniques to limit and control losses in their area. (10) The supervisor should keep abreast of current safety developments in their area of responsibility. (11) The supervisor should sponsor and support programs to prevent losses and reduce accidents in their area of responsibility. (12) The supervisor should check to ensure that the Personnel Division has given all new employees a copy of the safety manual on their first day of employment. 3. Responsibility of all Employees: a. Perform work in a safe manner. b. Be responsible for carrying out the regulations of this manual. It is imperative that all safety procedures be carried out to ensure the safety of all employees. In order to accomplish this, all employees will familiarize themselves with the contents of this manual. C. Use all safety equipment issued to them by the department. Any protective clothing issued by the department, such as highway vests, coveralls, hard hats, etc., must be worn when required. d. Encouraged to detect and must report to their supervisors any conditions that may be hazardous, any practices in their work area that present the possibility of loss, and to be constantly alert to safety hazards. If a hazard is noted, the employee will immediately notify his/her supervisor. e. Assist co- employees in the performance of their job safely. f. Report any unsafe condition to your chain of command. 4. Reporting of Accidents and /or Damage to Equipment a. All employees will immediately report to their supervisor, who will complete on proper forms, any accident or injury to themselves. Proper forms will be provided at the department office. 7 1 P a g e C. If a personal injury accident involving a motor vehicle happens, regardless of the place of occurrence, the Police /Sheriff Department must be notified and a report must be created. d. Any accident, resulting in personal injury to any employee while they are on duty or while they are on City property, shall be reported on a First Report of Injury form. This form must be filed in the office of the H.R. Manager within 24 hours of the accident. (1) Vehicle Accident Reporting When a City employee is involved in a vehicular accident while operating a City -owned vehicle, the employee shall call the Police or Sheriff to the scene for investigation and report. The supervisor of the employee shall also investigate the collision or accident within 48 hours of the accident. Investigation in this context does not mean drawing any conclusions, making any statements or otherwise involving one's self in the police investigation. The supervisor shall confine their facts and findings to names, vehicle number, and similar information. Statements as to liability are strictly forbidden. All vehicle crashes involving another party shall result in a drug/alcohol screen of the city driver(s). Follow the flow chart for drus screening_ (2) Incident/Near Miss Report Close calls or near accident information is frequently as valuable as accident reports in flagging hazardous procedures or conditions. Supervisors shall encourage employees to report details on incidents which nearly produced an accident. Information gained from such reports will then be disseminated to all who can benefit from the lesson. Details of this report shall be submitted in writing to the Safety Committee. 81 Page E. Application of Safety Rules Enforcement a. Every employee is responsible for safety (not only to their own wellbeing, but to those around them). In view of this, all employee's need to be safety minded. In order to do this, all employees shall have a thorough understanding of the contents of this manual. Safety is basically good common sense. b. Every city employee will be given a copy of this safety manual and sign a form as proof of them receiving it. A copy of the signed form shall be placed in the employee's personnel file. A copy of the safety manual will be available at the department office for all temporary employees to review. C. The city shall provide periodic training to employees on this manual and know trends in injury prevention. 2. Procedures for Complaints a. Under no circumstances shall any complaint be brought to the Safety Director until the following steps has been taken: (1) The complaint must be brought to the attention of the supervisor. (2) If action has not been taken by the supervisor, the department head shall be notified. (3) If no action has been taken by the department head, the complaint shall be brought to the attention of the Safety Director. 3. Disciplinary Measures (in conjunction with Union Guidelines or Personnel Policy). a. First Offense: Verbal, written reprimand, suspension or depending on severity of the violation, termination (this will include instruction on the error and the method to correct) depending upon the supervisor's discretion. b. Second Offense: Second letter of reprimand or suspension depending upon the severity of the incident. C. Third Offense: Suspension or dismissal depending upon the 91 Page severity of the incident. All discipline will conform to the grievance procedures of the existing labor contracts and City Personnel Policy. SECTION 2 - PERSONAL PROTECTIVE EQUIPMENT All employees must wear clothing and personal protective equipment suitable to their particular working condition. It is suggested that all employees wear clothing that will protect them from such accidents /injury as sunburn, cuts, scratches, etc. Also, it is recommended that all employees working around moving machinery use extreme caution when wearing any type of jewelry such as neck chains, key chains, watch chains, or any other type of jewelry that could get caught in this moving or protruding equipment. A. Head Protection Hard hats shall be worn by all employees in any area where there is a danger of falling objects or any other hazard which could cause a head injury. Those employees who work in areas without overhead hazards (open sky) OR are protected with overhead covers, such as roofs and cages, do not need to wear hard hats while under such protection. All regulations regarding head protection apply not only to employees but to any visiting individual(s) who may be observing work where hard hats are required. 3. All hard hats must be approved for the hazard present and not be modified from manufactures recommendations. B. Eye Protection (ANSI Z87.1) Protective eye and face equipment shall be worn on all types of work where there is a reasonable probability of injury from flying objects, sparks, acids or other chemicals, grinders, welding equipment, etc. 2. If the hazard warrants, safety goggles and safety glasses will not substitute for face shields, helmets, or other complete face and head protection. Eye wear shall be used for the hazard present and be approved for their use. Prescription eyewear and sunglasses do not substitute these requirements unless the glasses are approved as safety wear. 3. All face and eye protection shall be placed near any equipment which warrants their use. They will be placed in such a way that the operator can reach them quickly and easily. 101 Page 4. Always wear the maximum in eye protection. This will help to ensure that the eyes will be fully protected at all times. 5. City will have safety glasses available to all employees based on the current city safety eyeglass program. C. Hand Protection 1. Every precaution must be taken in order to ensure that the hands will be completely protected. Suitable gloves must be used when handling any type of sharp objects, hot materials, acids, or where there is any danger of hand injury. D. Foot Protection All employees are to wear footwear which covers all areas of the foot. 1. Safety -toed shoes shall be worn by all employees working around the movement of heavy equipment and materials. Moreover, safety -toed shoes shall be worn around any job site where there is a potential foot hazard. 2. Open toed shoes shall not be worn at any time while working with equipment or in buildings with moving parts and machinery. E. Body Protection All personnel must wear clothing that has been issued to them by their particular department which is appropriate for the season of the year and the jobs to be performed. Managers have the right to approve or disapprove the type of clothing worn based off the weather conditions and safety hazards present. 2. Appropriate ANSI approved colored safety vests or safety jackets are required when working around or near traffic, moving vehicles, or mobile equipment (ex. Lawn mowers, tractors). F. Hearing Protection MN OSHA RULES - The hearing conservation program requires employers to monitor noise exposure levels in a way that accurately identifies employees exposed to noise at or above 85 decibels (dB) averaged over 8 working hours, or an 8 -hour time - weighted average (TWA). Employers must monitor all employees whose noise exposure is equivalent to or greater than a noise exposure received in 8 -hours where the noise level is constantly 85 db. The exposure measurement must include all continuous, intermittent, and impulsive noise within an 80 dB to 130 dB range and must be taken during a typical work situation. This requirement is performance- oriented because it allows employers to 111 Page choose the monitoring method that best suits each individual situation. It is assumed that close proximity of all small engines, air compressors, engines and machines can produce a dB level greater than those allowed by MN OSHA. 2. Protectors shall be worn in areas where these types of equipment are operated and in use. 3. Protectors shall be worn when using air hammer, paving breaker, paving saw, chain saw operation, mowing, weed cutting and wherever else noise exceeds noise standard limits. 4. Employees are allowed to wear OSHA approved radio earmuffs. Ear buds, unless approved by OSHA, do not replace approved hearing protection. SECTION 3 - UPKEEP, FIRST AID, FIRE EXTINGUISHERS A. Housekeeping 1. Good housekeeping is the responsibility of every employee. Moreover, good housekeeping will help to eliminate many potential accidents. In view of this, all departmental premises shall be clean and orderly. Locker rooms, rest rooms, and lunchrooms are provided for your personal comfort. It is to your advantage to help maintain a clean and sanitary atmosphere in these areas. 2. All hallways, aisles, stairs, etc., shall be kept clear of all foreign objects. Equipment and materials shall not be left or stored in these areas. 3. No materials shall ever be stored in such a way as to block clear access to fire exits. 4. All equipment, tools, and other materials shall always be stored neatly and out of the way of work and traffic. 5. Floors will be kept in a clean and dry condition to ensure solid footing. 6. Grease, oil, and other debris shall not be allowed to accumulate on the floor. Moreover, if any grease, oil, or flammable liquids are spilled on the floor, an approved absorbent shall be applied immediately. 7. Oily rags shall not be allowed to accumulate around any departmental premise. These rags must be disposed of in covered metal containers. Garbage and rubbish shall not be allowed to accumulate. They shall also be disposed of in the proper containers. 121 Page 8. When not in use, flammable liquids shall not be allowed to stand in open air containers. Whenever possible flammable liquids shall be stored in approved safety containers or cabinets as required by state law. Flammable liquids shall not be stored in any quantity exceeding the fire code and building code. 9. Flammable liquids shall never be stored near welding operations, motor vehicles, spark- producing work, or anywhere else state law prohibits. 10. Materials shall never be stacked closer than 18 inches from any fire sprinkler head. 11. Flammable liquids shall be stored in approved safety containers with sealed lids and manual controls. B. Office and Clerical Work Employees shall maintain good housekeeping at all times. This includes keeping the floors, aisles, stairs, etc., clear of equipment, slippery substances, and general residue. 2. Employees will report immediately any equipment that has a frayed or cracked electrical cord. 3. All office equipment shall be used and maintained according to the manufacturer's recommendations. 4. If the hazard warrants, all exposed moving parts of power driven office machines shall be covered with suitable guards. 5. Never handle a fan in such a way that the fingers may be struck by the blade. Always unplug the fan before trying to move it. 6. Razor blades, broken glass, sharp objects, etc. shall not be thrown in the waste containers unless properly protected. 7. Unbridged telephone lines, extension cords, etc. shall not be placed across walkways. Bridging will help to prevent anyone from tripping or falling. 8. When not in direct use, all filing cabinet drawers and desk drawers shall be kept closed. 9. Filing cabinets shall be kept secure so that when the top drawer is opened, there is no danger of overbalancing. 10. Employees should not run down hallways or stairways. 131 Page C. First -Aid Kits All first -aid kits shall be inspected monthly to ensure that expended items are replaced. Supervisors and his or her designee shall designate those employees to perform said inspections or the city shall hire a vendor who maintains records of such inspection. 2. First -aid kits will be placed at various locations in city offices, garages, some vehicles, etc. as determined by the Safety Director. 3. Employees shall know both the location and contents of first -aid kits. They should be familiar with the proper use of first -aid supplies. 4. Training programs for all City Employees will be conducted periodically in regard to the first aid procedures. D. Fire Extinguishers 1. All city offices, shops, vehicles, warehouses, and similar buildings will be equipped with ABC fire extinguishers as determined by state fire code and/or DOT rules. 2. Every employee shall become familiar with the fire extinguishers in his/her working area and be able to operate it if needed. 3. Portable extinguishers shall be maintained in a fully charged and operable condition, and kept in their designated places at all times when they are not being used. 4. Extinguishers shall be conspicuously located where they will be readily accessible and immediately available in the event of fire. They shall be located along normal paths of travel as determined by the Fire Chief or Fire Marshal. 5. Extinguishers shall not be obstructed or obscured from view. Employees shall avoid storing equipment or materials in such a manner as to obstruct access to a fire extinguisher. There shall be no storage within three feet of an extinguisher. 6. Fire extinguishers shall be visually inspected monthly by a safety committee member and initialed on the appropriate inspection form. They shall be recharged or replenished immediately after use and serviced annually to assure a high probability of operation when needed. 7. If it is necessary to remove a fire extinguisher for recharging, replenishing, inspection, or for any other reason, replacement units shall be provided by the company working on extinguisher. 141Page 8. By law, all vehicles transporting explosive materials must be equipped with fire extinguishers. All other vehicles required to carry fire extinguishers will be determined by the Safety Director. 10. All drivers will be responsible for keeping the fire extinguisher in their vehicle and visually inspecting it on a monthly basis. SECTION 4 - OCCUPATIONAL INJURY CONTROL The effectiveness of occupational injury control is directly related to the quality of supervision existing, a thorough understanding of the hazardous jobs to be accomplished and daily operations that consistently follow practices specified in published work rules. A. Job Safety Analysis for Hazardous Work To eliminate accidents in high hazard areas, it is recommended and encouraged that each supervisor thoroughly checks with workers on the hazards that exist and guarantee that they understand the methods of doing each job safely when such hazards cannot be eliminated. Relying on memory alone during the instruction of an employee is assurance that some important items may be overlooked. It is therefore essential that the supervisor use published and approved work rules that define each hazardous task the employee is responsible for and define the correct work procedures for its safe accomplishment. This enables the supervisor to attain a consistent quality of instruction that develops employee confidence. By providing the employee with a copy of the work rules after instruction, the employee has a ready reference for review any time. Procedures for job safety analysis are as follows: The job is broken down into basic steps. These steps describe what is to be done in sequence. Omit details which have no bearing on the objective. 2. After the steps are listed, each step is analyzed for hazards that could cause an accident. The purpose is to identify as many hazards as possible, whether produced by the environment or connected with the mechanics of the job procedure, so that each step of the entire job can be done safely and efficiently. 3. When the hazards and potential accidents associated with each step are identified and their causes understood, ways of eliminating them shall be developed. These are four ways in which this can be handled: a. Eliminate the process or operations or provide a substitute action which can be done without the hazard, or b. Isolate the process or operations so as to eliminate or minimize the 151 Page hazard, or C. Provide guards or automatic devices to eliminate or minimize the hazard, or d. Provide personal protective equipment and enforce its use to eliminate the possibility of injury. 4. Using the information gathered from the first three steps, division work rules shall be written, disseminated among all employees, and maintained on file for periodic review. This becomes a document to assist the supervisor in instructing his or her employees in the safe method of performing their jobs and what protective equipment will be required. It also provides each employee with a source of information for occasional review. B. Job Safety Training No Supervisor shall assume that a newly- hired, newly - assigned, or reassigned employee thoroughly knows all the safe job procedures. Employees shall be trained. The four -point method of job instruction has been found best for all hazardous operations: Preparation, Presentation, Performance, and Follow -up. Preparation a. Define the job and find out what the employee already knows about safety job procedures. b. Get the employee interested in learning the job. C. Place the employee in the correct position according to abilities and training. 2. Presentation a. Tell, show, and illustrate one important step at a time. b. Stress each key point. C. Instruct clearly, completely, and patiently, but cover no more than the employee can master each time. 3. Performance a. Let the employee do the job; coach as necessary. b. Have the employee explain each key point as the job is repeated. 161 Page C. Make sure the employee understands. d. Continue until the employee is able to demonstrate ability (written test with certification). 4. Follow -un a. Put the employee on the job alone. b. Designate where and how to get help. C. Check frequently and encourage questions. d. Taper off extra coaching and close follow -up. C. Occupational Injury Review by City Safety Committee Any occupational injury which results in a disability causing loss of work of one day or more, or a serious first aid case which necessitates extended light duty for the employee, or any near accident deemed serious by the Safety Director, the supervisor, the department or division head, shall be reviewed by the City Safety Committee. The safety committee shall also review all vehicle and equipment incidents that results in physical damage, or cause injury, to determine a cause of the incident. The cause shall then be used to mitigate future incidents if possible. The Committee will objectively review occupational injuries for the sole purpose of defining the exact cause, ruling whether it was preventable or non - preventable, and recommending the necessary corrective actions that will prevent its recurrence. Functions of the Committee shall be as follows: Interview the involved employee and his or her immediate supervisor to obtain all available facts on the case. 2. Convene as soon as necessary or warranted after the accident to consider all evidence and reports (monthly meetings). 3. Verify equipment failure or malfunction (if this is claimed or determined to be a cause) through the use of maintenance work orders of laboratory analysis reports, if warranted. 4. Determine if the employee had been briefed on, and was complying with, all published work rules and operating instructions. 5. Determine the exact cause of the accident (i.e., ignorance of work procedures, poor supervision, unsafe equipment, lack of equipment, or other causes). 6. Review the injured person's past work record. 171 Page 7. Report in writing to the supervisor, department or division head on what the Committee finds to be the cause factors and make recommendations for actions to be taken that will reduce the likelihood of a recurrence. SECTION 5 - MOTOR VEHICLE COLLISION CONTROL AND OPERATION OF MOTOR VEHICLES The operation of vehicles is indispensable in conducting City business, and how each vehicle is handled directly affects the production of each respective City department and division. Vehicular collisions are potentially the most costly loss we can incur when the summation of property damage, bodily injury, fatalities, and liability suits is considered. A. General Policies Selection of employees who will be required to drive full or part-time shall be done with care. The lives of people and the professionalism of City employees are under public evaluation every time a City vehicle is operated, and it is of paramount importance that only employees who have a healthy attitude toward their driving responsibilities be assigned to driving tasks. Drivers of City vehicles shall be considered qualified when capable of meeting the following criteria: 1. Possess a valid driver's license of the proper class. 2. Capable of passing eye tests which determine visual acuity (near or far), vertical and lateral balance, fusion, depth perception, field of vision and color recognition. 3. Capable of passing a City physical examination when a question of fitness to drive arises because of prolonged or serious illness or continued vehicle incidents. 4. Capable of passing written tests on driving regulations whenever required. 5. Capable of successfully passing a driver check ride administered by his or her supervisor. 6. Capable of demonstrating familiarity with the type of vehicles assigned to include pulling a trailer if applicable. 7. Capable of passing a review of their driving record each year. 8. Successfully pass random drug and alcohol tests. 181 Page Employees driving City vehicles may be required to attend Defensive Driving Courses and periodic refresher courses. Assignments for classes may be made by the employee's division supervisor to maintain satisfactory work schedules. 2. Frequency of employee attendance of Defensive Driving Courses may be determined by the supervisor when a review of records indicates a need for training. 3. New employees required to drive City vehicles may be required to complete a Defensive Driving Course satisfactorily before starting their driving assignment. 4. Any driver involved in a preventable collision or demonstrating questionable driving capabilities may be required to be retrained in a Defensive Driving Course. B. Responsibilities Employees having a need for the use of City vehicles shall: Assume full responsibility for their driving record while on duty. 2. Review the City Safety Committee decisions on accidents and take all steps necessary to prevent a recurrence. 3. Reviewing established policies on disciplinary actions that will be taken against employees who show a repeated disregard for good driving practices. 4. Insist that all assigned vehicles are maintained adequately for safe operation. 5. Conduct a daily inspection of assigned vehicle for safety discrepancies, malfunctions, sign of abuse, unreported damage and cleanliness. Notify maintenance of any needed repairs as soon as possible. 6. Review and participate in a City driving training at least once every three years to promote defensive driving. 7. Review each preventable vehicle collision and unsafe driving report with their supervisor to emphasize management's intolerance of irresponsibility behind the wheel. 191 Page 8. Drive responsibly and pay full attention to the road and your surroundings while loading and off - loading. The use of cell phones and mobile devices is prohibited while driving and using equipment such as lawn mowers, tractors, loaders and the like. Equipment should be stopped when using a mobile device. i. Exception: Emergency personnel are excluded from this policy when using equipment to locate and direct incidents. Supervisors, having direct authority over employees, shall: Ensure that employees do not drive any City vehicle unless they have a valid driver's license and are familiar with State and City driving rules and regulations. 2. Ensure that only authorized personnel operate City vehicles, special purpose vehicles and trucks. a. An employee shall not be certified as authorized to operate a special purpose vehicle until he or she has satisfactorily demonstrated their complete familiarity with its functions. The employee shall thoroughly understand the vehicle operating instructions, vehicle limitations, emergency procedures and be able to successfully pass an operator's checkout test to the satisfaction of their supervisor. b. These procedures shall be accomplished for each type of special purpose vehicle and truck the operator is required to operate. 3. Be alert in observing unsafe driving practices of City employees and ensure that action is taken immediately to correct the driver. 4. Review all preventable vehicle collisions with employees at City Safety meetings and discuss each unsafe act that was responsible so that something can be gained from the loss. 5. Supervisors shall periodically ride with special purpose vehicle and truck drivers to check for compliance with operating instructions and traffic regulations. 6. Check to see that unsafe vehicles are not driven until the vehicle maintenance shop has corrected safety discrepancies. 7. Fully utilize the decisions and recommendations handed down by the City Safety Committee. 201 Page C. Operation of Motor Vehicles All city vehicles shall be driven in accordance with the motor vehicle laws of the State of Minnesota. They also should be driven according to departmental procedures. The fire department shall follow all statutes and rules as outlined by the Minnesota Dept. of Public Safety while driving an emergency vehicle. a. Exception is given to those vehicles defined as "Emergency Vehicles" by state statue. 2. All employees and their passengers shall wear seat belts at all times in any City vehicle or piece of equipment so equipped, according to the State Statute of the State of Minnesota. 3. While any vehicle is being refueled, all ignition systems shall be shut off and no smoking or open flame is allowed. The operator must stay with vehicle during refueling at all times. 4. Transmitters such as cell phones, hand held radios, and the like shall not be used while the fuel tank is being filled as they can trigger an explosion and/or fire 5. No employee shall ride on the running board, fender, hood, tailgate, etc. of any vehicle unless it is designed to do so. No employee shall jump off any vehicle while in motion. 6. No employee shall back any vehicle into any area which has not first been carefully inspected for obstacles. A ground guide is required whenever possible. No employee shall drive any vehicle unless it has first been checked daily for safe operation. This includes walking completely around the vehicle checking for correct operation of lights, brakes, horn, tires, turn signals, etc. If the vehicle is deemed unsafe, it shall not be driven until all systems are operating properly. All fire department vehicles used for responses will be checked and inspected after every incident that it responds to. 8. No employee, while operating a city vehicle shall wear headphones or earphones, for the purpose of receiving or listening to broadcasts or reproduction from radios, or other sound producing or transmitting devices. This shall not prohibit the use, however, of hearing aid devices by persons in need thereof or fire trucks that require such use. Exception noted in Section- II-G. 10. No employee shall drive any vehicle in which any type of load has 211 Page blocked clear vision to the back or sides unless equipped with mirrors which give sufficient vision. 11. A red flag shall be attached to any material which protrudes four feet or more to the rear of any vehicle. In night -time operations, a red light must be used. 12. All loads on any vehicle must be properly distributed to prevent shifting. 13. When there is a danger of any equipment being damaged because of shifting, such equipment shall be secured properly. When necessary, such equipment will also be padded. 14. Back up warning bells and alarms on trucks shall be in proper working condition at all times. 15. Any slow moving vehicle being driven on public streets shall have safety flashers, including all strobe lights, operating when the vehicle is so equipped. 16. All vehicles designed to travel at speeds of 25 miles per hour or less must be equipped with a Slow Moving Vehicle emblem as required by law and or comply with Minnesota Manual for Traffic control devices. 17. Running boards and steps on any vehicle should be covered with a non- slip material. 18. Where applicable, lights, windows, running boards and steps shall be cleaned frequently during ice and snow operations. 19. All vehicles must use extreme caution when crossing any railroad crossing. 20. Any vehicle used in transporting hazardous materials shall be properly marked and come to a complete stop before proceeding across any railroad crossing. 21. All employees exposed to vehicular traffic shall be issued and required to wear approved OSHA safety vests as required or other clothing when exposed to this hazard. 22. When operating heavy equipment around work crew, both a visual and an audible command shall be received by the operator before he or she moves the piece of equipment. 23. Parking of Motor Vehicles. 221 Page a. All vehicles shall be parked in a safe manner. If parked on a slope, the wheels shall be turned toward the curb. The proper parking gear shall be used. If the hazard warrants, blocks will be placed under the wheels as an additional precaution. b. When it is necessary to park in the traffic lane of any public roadway, appropriate signs, cones, four -way flashers, etc. shall be used. C. No vehicle shall park over the crest of a hill or on a curve where vision is impaired. However, if the emergency is such that this is not possible, flag person and warning signs must be placed far enough ahead to prevent any accidents. SECTION 6 — OTHER EQUIPMENT A. General Rules All equipment shall be maintained according to the manufacturer's specifications. All equipment will be kept in good operating condition. 2. If any equipment is defective in such a way as to inhibit the safety of the operator or others nearby, such equipment shall be red tagged and shall not be used. 3. All equipment that is deemed unsafe shall be removed from service, reported to maintenance, and not used until such equipment has been repaired. If a service form is required for a daily inspection, it is required to turn that in as well so maintenance knows what the problem is with the equipment. 4. All employees shall immediately report to their supervisor the discovery of any damaged equipment. The appropriate form/work order shall be completed and forwarded to supervisor. 5. All equipment shall be properly inspected prior to use according to departmental specifications. 6. Before using any piece of equipment, employees shall make a visual inspection to determine its condition. 7. No tool shall be used which has been taped to repair a split, crack, or splinter in the handle. 8. No employee shall throw tools or materials off of any type of elevated structure. This includes the throwing of equipment down in excavations, manholes, etc. Tools must be handed, not thrown, to other 231 Page workers. If the height warrants it, tools shall be sent up and down by hand lines in safe containers, or ties with proper knots. 9. No employee shall carry pointed tools or open edged tools in their belt or pocket unless fully covered and protected. 10. Repairs shall not be attempted on any type of operating machinery. Shut off all equipment for repairs. 11. Misuse of equipment is prohibited. All equipment shall be used for the purpose for which it was intended. 12. Equipment shall not be modified outside the manufactures recommendation. B. Transporting 1. No potential hazardous object shall be transported on the seat, under the seat, floorboards, dash, or anywhere in the cab unless there is a tool kit provided for that purpose or it is properly secured. 2. When transporting any kind of construction equipment such as tractors, mowers, etc. on a flatbed trailer, the driver must make sure that such equipment is securely tied down with load binders or other adequate means. 3. Special care must be exercised in loading any equipment to make sure that such equipment will not shift or fall during time of transporting. 4. All tools with sharp or pointed edges shall be stored in a safe and proper manner in the containers provided. C. Upkeep 1. All equipment must be maintained in such a way as to ensure proper working condition at all times. Equipment not in proper working condition shall be red tagged and not used. Examples: sharp tools, cutting edges. 2. All cutting tools must be kept sharp to prevent slips or rebounds which can cause wounds. The cutting blade shall be securely fastened to the handle. 3. All tools shall be returned to their proper storage areas after each use. While being stored, all cutting tools will have adequate guards. Knives, etc. shall be kept in sheath or scabbard, holders or hangers. 241 Page D. Use of Ladders Ladder work in itself is a hazardous situation. Most accidents occur because the ladder has not been secured in the proper position. Therefore, to establish the safest method for placing a ladder these general rules shall be followed: Divide the height of the ladder by five and add two feet, thereby establishing the distance between the butt of the ladder and the object against which the ladder is to be placed. 2. No employee shall climb any ladder which has not been visually checked for loose rungs, cracks, etc. No employee shall climb any ladder that is not securely braced. 3. Ladders are not to be used on slippery surfaces, unless adequate safety precautions have been taken. Some of these precautions include: a. Bracing the ladder against a fixed object. b. A second employee holding the ladder should secure solid footing. When bracing the ladder, the employee should stand on the outside of the ladder so he is able to quickly respond should equipment fall from above. 4. Ladders which have broken or split rungs and side rails are not to be used. Employees shall immediately report any damaged ladders to their supervisor. 5. Barricades such as cones or caution signs shall be placed around any ladder where there is a danger of falling tools, paint, materials, etc. 6. Two employees shall never be allowed to work on the same ladder at the same time, unless the ladder was built for a two - person operation. 7. Unless it is absolutely necessary, no ladder shall ever be placed in front of a door opening. However, if this cannot be avoided, the door shall be locked and adequate warning signs placed on both sides of the door. 8. Never stand on the top rung or step of a ladder to do any type of work. Employees shall use a ladder that is long enough to reach the working area. 9. Ladders shall never be placed on top of boxes, etc. to gain additional height. Ladders shall always be placed on a solid footing. 10. Before using a stepladder, employees must make sure that the cross bracing which holds the ladder open is down and securely locked. 11. When raising or lowering an extension ladder, always place the hands on 251 Page the side rails, not the rungs. 12. Ladders shall not be used as runways, scaffolds, etc. E. Welding/Hot Work 1. When welding, proper safety equipment must be worn such as shielded eyewear, apron and gloves. 2. Before welding operations begin, employees must do the following: a. Check for weak spots in the gas lines. b. Inspect cylinder valves and hoses for leaks. C. Check the immediate area for combustible items in which a fugitive spark could ignite a fire. 3. The combination of oil or grease and oxygen is extremely flammable. Therefore, oxygen cylinders shall not be handled with greasy or oily gloves, and oxygen line fittings shall never be oiled. 4. A jet of oxygen must never be permitted to strike an oily surface, greasy clothes, or enter a fuel oil or other storage tank. 5. Cylinders shall be kept far enough away from actual welding or cutting operation so that sparks, hot slag, or flame will not reach them, or fire - resistant shields must be used. 6. All empty cylinders must be securely closed and labeled "Empty". 7. Cylinder valves must be closed during the following circumstances: a. When cylinders are empty. b. When cylinders are being moved. C. When cylinders are not in direct use. 8. Cylinders shall be kept away from any metal or conductive surface which might be used as a grounding device for electrical current. 9. If cylinders are found to have leaky valves or fittings which cannot be stopped by closing the valve, the cylinders shall be taken outdoors away from sources of ignition. 10. A hammer or wrench shall not be used to open cylinder valves. If valves cannot be opened by hand, the employee must notify his/her supervisor. 261 Page 11. When it becomes necessary to transport pressurized vessels (chlorine, oxygen, acetylene tanks, etc.) they shall always be transported in an upright position. Suitable hand trucks shall be provided for that purpose. When pressurized vessels are transported on a vehicle, they shall be anchored in an upright position to prevent damage to the pressurized vessel by falling. 12. Metal and other material which has been heated by welding or similar operations shall be allowed to cool in a nonflammable area. 13. All pressurized vessels must be in an upright position when in use or in storage. 14. Whenever arc or wire -feed welders are in use, protective screen will be in place. 15. Electrical Welding a. Grounding of welding frames shall be inspected to determine their soundness. b. Before welding begins, employees must inspect electrode cables to check that they are free from cracks and worn areas. C. Electrode holders are to be stored in an area where they cannot contact persons, conducting objects, or compressed gas containers. 16. Appropriate backflow valves should be installed on gas operated welding equipment. 17. Fire Safety a. Prior to welding a safety check should be performed to assure there is no potential fire problem associated with the welding process or a fugitive spark. b. Approved welding curtains shall be used anytime hot work is being performed. c. A fire extinguisher is required within 30 feet any time there is hot work being performed. d. Once hot work is completed, the area shall remain occupied for at least 30 minutes to assure there is not fire. 271 Page PART 2 - PUBLIC WORKS SECTION 1- STREET DEPARTMENT A. Street and Highway Operations General Rules a. All employees exposed to vehicular traffic shall wear approved highway safety vests, (usually a high visibility orange). ANSI b. To minimize hazards from passing traffic, road crews shall park as far off the traffic lane as possible. Cones, barricades, advance warning signs must be placed before work begins. C. Barricades and warning signs on temporary stands shall be erected in such a manner that they will withstand the force of wind and perhaps slight bumps from passing vehicles. e. Flashing amber lights shall be used at night as alerting devices for advance warning to on- coming traffic. f. In order to attract the approaching drivers" attention, traffic control devices must be in the proper position and in good or operable condition. Damaged, defaced, or soiled signs must be cleaned, repaired, or be cleared or replaced. g. "Workers" signs shall not be left in place when the crew is not working. All warning signs must be removed immediately upon completion of work. h. Should it be necessary to leave equipment unattended or stack materials upon the roadway or right -of -way which could create a safety hazard, warning devices, flashing lights, and/or flags shall be placed which will adequately mark the hazard in daylight and in darkness. i. To minimize the need to cross the road, crews shall work one side at a time, unless required to work on the centerline. 281 Page j. Employees must be extremely careful when they leave the center of the road or area protected by traffic control devices. k. Employees should always face traffic whenever possible. 1. MN MUTCD Temporary Control Zone Layouts Field Manual shall be followed for proper placement of signs and barricades for all construction zones. 1. Flag persons g. For proper application of traffic control devices in short-term work zones, refer to the latest edition of the Minnesota Manual on Uniform Traffic Control Devices, Temporary Traffic Control Zone Layouts Field Manual". They will be available in the vehicle so designated, and can be found in the glove compartment of that vehicle. Each department head and lead person will have a copy for you to look at. http://www.dot.state.mn.us/trafficeng/publ/mutcd/ B. Equipment Qperations 1. Following are some major hazards for which operators should always be alert: a. Striking individuals or other equipment, particularly with the blades. b. Unexpected tipping of equipment on inclines. C. Loss of control of the vehicle on steep inclines. d. Sudden movements of parts while machines are being attached to other earthmoving equipment. e. Sudden collapse of embankments where equipment is working. f. Blows from limbs of trees or when passing under overhead obstructions. g. Collisions with other vehicles in uncontrolled traffic within the work area. 291 Page 3. General Rules a. Before starting equipment, operators will make sure that all operating controls are in the neutral position and other work persons are clear. b. Before leaving equipment, operators will make sure that plows are dropped and the wings are chained up, emergency brake is on, keys are removed and the machine is locked up. C. No more than the required number of operators or trainees shall be on the machine during operation. d. No employee shall ever ride in the scoops of earthmoving machinery. e. The buckets of loading machines are not to be used as elevators to lift personnel. f. Work persons shall not sit in front of or in back of parked machines because of the possible risk of injury if the machine is suddenly started. g. Before the actual operation begins, always study the work area for such things as traffic, holes, mud, ice, smoke, etc. h. Operators shall gear down before starting down long, steep inclines. i. When loaders are driven empty, the bucket should be no more than 36 inches from the ground. j. Operators of backhoes shall not allow the boom or the load to pass over any individual. k. All personnel working around machines must wear a hard hat when falling objects could cause injury. 1. Unless absolutely necessary, the operating controls shall never be left unattended while the engine is running. M. ALWAYS drive at a safe speed. n. Before starting equipment, always check the tires, brakes, etc. o. Always keep equipment free of grease on rails, pedals, knobs, floors, etc. 301 Page P. Machines shall be driven slowly off the road to avoid the sudden dropping of one wheel. q. Employees are not to jump off heavy equipment. They shall use the steps and handholds provided and maintain three points of contact when boarding or off boarding. r. OSHA regulations require that every earthmoving or compacting machine that has an obstructed view to the rear will have an operating reverse signal alarm when it is in reverse gear, unless its maneuvers are controlled by a signal person. S. Operators shall not stop or turn road equipment on a curve or at the crest of a hill unless they can clearly see approaching traffic for at least one thousand (1,000) feet. 3. Signals a. Advance warnings and flag - persons must be placed at any point under construction where construction vehicles cross traffic lanes. b. Construction machinery operating in close quarters, adjacent to excavations, buildings, work persons, or other equipment which constitutes a hazardous working condition shall be under the control of a signal person. C. Advance warning signs must be placed on all roads under construction where heavy equipment is operating. 4. Repair Work a. Before repairs or attachments are made, operators shall make certain that the motor is not running. If the equipment must be operated to make repairs on attachments, extreme caution shall be used. b. No employee shall be allowed to work under any raised part of heavy equipment unless it is blocked up or until "lock out -tag out' procedures have been put in place. C. Employees shall use guide pins or alignment bars when aligning equipment or installing accessories. C. Excavations, Trenching, and Shoring General Protection Requirements a. All employees shall wear the personal protective equipment issued 311 Page to them by the department. Hard hats shall be worn when working in excavations when a possibility of head injury exists from falling objects. b. Employees exposed to vehicular traffic or construction activities will wear the proper level of reflectorized safety vest at the minimum. C. Daily inspections of excavations shall be made by a competent person. If evidence of possible cave -ins or slides is apparent, all work in the excavation shall cease until the necessary precautions have been taken by the supervisor to safeguard the employees. 2. General Requirements a. All excavations shall be properly barricaded by signs, cones, fencing, etc., to prevent public access near the work site. b. If a sidewalk area is disrupted by excavation work, employees shall provide pedestrians with an alternate route if possible. C. When working in any type of excavation, employees must make sure that they always have an immediate means of exit. d. There shall always be a minimum of two (2) persons plus operator on all trenching and excavations. A trench is defined as a narrow underground excavation that is deeper than it is wide, and no wider than 15 feet (4.5 meters). e. All employees must exit trench when heavy equipment is excavating around gas or electric lines. Equipment must cease operations when employee enters trench. f. All employees must exit trench prior to heavy equipment compactor operation on site. g. All employees must exit trench when heavy equipment is backfilling trench. h. Employee must not enter a trench that does not meet OSHA requirements. 3. Specific Excavation Requirements a. Prior to opening an excavation, effort shall be made to determine whether underground installations, i.e., sewer, telephone, water, fuel, electric lines, etc., will be encountered and, if so, where such underground installations are located. When the excavation 321 Page approaches the estimated location of such an installation, the exact location shall be determined and when it is uncovered, proper supports shall be provided for the existing installation. Utility companies shall be contacted and advised of proposed work prior to the start of actual excavation ". Gopher One Call b. Excavations shall be inspected by a competent person after every rainstorm or other hazard- increasing occurrence, and the protection against slides and cave -ins shall be increased if necessary. C. Before entering any excavation, employees must first make sure that excavated material is stored and retained at least two feet or more from the edge of excavation. d. Division ditches, dikes, or other suitable means shall be used to prevent surface water from entering an excavation and to provide adequate drainage of the area adjacent to the excavation. Water shall not be allowed to accumulate in an excavation. 4. Specific Trenching Requirements Banks more than five (5) feet high shall be shored, laid back to a stable slope, or some other equivalent means of protection must be used to safeguard against cave -ins. b. When employees are working in trenches four (4) feet deep or more, they must make sure they have an adequate means of exit, such as a ladder or steps. This exit shall be located as to require no more than twenty -five (25) feet of lateral travel. C. Portable trench boxes or sliding trench shields may be used for the protection of personnel in lieu of a shoring system or sloping. Where such trench boxes or shields are used, they shall be designed, constructed, and maintained in a manner which will provide protection equal to or greater than the sheeting or shoring required for the trench. d. Backfilling and removal of trenching supports shall progress together from the bottom of the trench. Jacks or braces shall be released slowly and, in unstable soil, ropes shall be used to pull out the jacks or braces from above after employees have cleared the trench. e. Employees are required to follow all OSHA regulations regarding trenching and excavations as stated in CFR 1926.650, 1926.651, 331 Page D. Garage 1. A safety tire rack, cage, or equivalent protection shall be used when inflating heavy duty tires whether they are split ring, split rims, or rims equipped with locking rings or similar devices. 2. When working under dump boxes that are in the raised position, a safety prop must be used and/or "lock out- tag out' procedures must be followed. 3. Employees are not to rely upon jacks to support equipment raised for inspection or repair. Blocks or other types of support must be used to stabilize the load. 4. Good housekeeping shall be maintained at all times. Spilled grease or oil must be cleaned up immediately. Tools and other equipment must be placed in their proper storage areas when not in use. 5. If an engine is operating while in the shop, the exhaust evacuation system must be put into operation. 6. During the operation of the hoist, the safety latch must be engaged at all times. E. Chain Saws / Brush Cutters Chain saw operators must wear safety glasses, hard hats, chaps, gloves, ear protectors, and other prescribed safety equipment. 2. The motor of a chain saw must be shut off during the following circumstances: a. No refueling shall be done until exhaust system is sufficiently cooled. b. While unattended. C. While being carried from one location to another. d. While adjusting the chain or the cutting bar. 3. While in operation, the chain saw must be held with both hands. 4. Never cut directly overhead. 5. When not in use, the chain or the saw must be suitably guarded. 6. When starting a chain saw, make sure the chain brake is on and functioning properly, it must be placed against a solid support. 341 Page SECTION 2 - MANHOLES, UNDERGROUND FACILITIES, SANITARY AND STORM SEWERS Water main Repair - all water pressure must be removed from the section of water main being repaired. This should occur prior to repair. 2. Sanitary Line Testing - employees must not enter a manhole when the sanitary line is being air tested. 3. Manhole, Lift Station, and Vault Entry - before entering a Class I, II, or III manhole, lift station, vault or any other type of confined space, the atmosphere must be checked with a gas detector. If theatmosphere is in a condition where dangerous air contamination, oxygen deficiency, or oxygen enrichment may exist, an employee may not enter unless the Safety Director has given his/her approval. A confined space is defined as a special configuration that could result in any of the following: a. Atmospheric condition is a condition in which a dangerous air contamination, oxygen deficiency, or oxygen enrichment may exist or develop. b. Entry /exit access is a condition where the emergency removal of a suddenly disabled person is difficult due to the location or size of the access opening. Confined mace entry means any action resulting in any part of the worker's face breaking the plane of any opening of the confined space, and includes any ensuing work activities inside the confined space. Dangerous air contamination is an atmosphere presenting a threat of death, acute injury, illness, or disablement due to the presence of flammable, explosive, toxic, or otherwise injurious or incapacitating substances. (1) Dangerous air contamination due to the flammability of a gas or vapor is defined as an atmosphere containing the gas 351Page or vapor at a concentration greater than ten (10) percent of its lower explosive (lower flammable) limit. (2) Dangerous air contamination due to a combustible particulate is defined as a concentration greater than ten (10) percent of the minimum explosive concentration of the particulate. (3) Dangerous air contamination due to a toxic, corrosive, or asphyxiate substance listed in Code of Federal Regulations, Title 29, Part 1910, Sub -part z, is defined as a concentration above the listed numerical value of the permissible exposure limit (PEL). In addition, an atmospheric concentration above the numerical limit listed on Material Safety Data Sheet prepared for a hazardous substance in conformance with Code of Federal Regulations, Title 29, Section 1910.1200(g)(2)(vi) Minnesota Employee Right -to- Know Standards, 5206. (4) Dangerous air contamination that presents an acute illness hazard represents an atmospheric concentration immediately dangerous to life and health (IDLH); for example, above a maximum concentration from which one could escape within thirty (30) minutes or the length of time a worker will be exposed, whichever is longer, without any escape- impairing symptoms or any immediate severe health effects. "Immediate severe health effect" means that an acute clinical sign of a serious, exposure - related reaction is manifested within 72 hours after exposure. Oxygen deficiency is defined as an atmosphere containing oxygen at a concentration of less than 19.5 percent by volume. Oxygen enrichment is defined as an atmosphere containing oxygen at a concentration greater than 23 percent by volume. Entry into and work within confined spaces. Class I: Confined spaces where an atmosphere with dangerous air contamination, oxygen deficiency, or oxygen enrichment is unlikely to develop. 361 Page a. Employers whose operations require workers to perform routine repetitive entry into low hazard chambers such as boilers, vaults, vessels, tanks, bins, and vats, where no risk of engulfment can exist, and where the atmosphere cannot develop a dangerous air contaminant or oxygen enrichment, and where all known sources of hazard are positively controlled, may issue an annual permit for this type of entry instead of separate permits for each space, if established entry practices and procedures are in effect as outlined below. The employer may, at its discretion, allow entry by one or more workers without a standby person when work under the following conditions is performed: (1) Establish specific entry practices and procedures as required in part 5205.1020, subpart 3, items A., B., and D. to 1. that must be followed for entry by annual permit before any worker may be authorized to make an entry. (2) Train workers in the practices and procedures required for such entries. (3) Make certain that one or more of the following requirements are met: (a) The space has been ventilated before entry using a mechanically powered ventilator for not less than is specified in the ventilation nomograph prepared for that ventilator, and that ventilation continues throughout the entry; or (b) All areas of the confined space are continuously and effectively ventilated; such ventilation shall provide positive ventilation of clean air at a rate of at least 200 cubic feet per minute per occupant, or in confined spaces larger than 2,000 cubic feet, six (6) air changes of the confined space volume per hour; or (c) There is no effective ventilation, but appropriate continuous oxygen monitoring is performed to assure that permit conditions are maintained. (4) Revoke the permit whenever any tests performed during confined space occupancy show deviation from acceptable conditions to a hazardous condition. In these circumstances, entry may be made only by an entry procedure as outlined in subpart 2 or 3. 371 Page b. Employers whose operations require workers to perform routine repetitive entry into confined spaces where entry permits are required and that are unlikely to develop a dangerous air contaminant, oxygen deficiency, or oxygen enrichment and have no potential for an engulfment condition, may issue an annual permit for this type of entry instead of a separate permit for each space if established entry practices and procedures are in effect as outlined below. The employer may, at its discretion, allow entry by one or more workers without a standby person when work under the following conditions is performed: (1) Establish specific entry practices and procedures as required in part 5205.1020, subpart 3, items A., B., and D. to 1. that must be followed for entry by annual permit before any worker may be authorized to make an entry. (2) Train workers in the practices and procedures required for such entries. (3) Assure that whenever entry into a confined space is to be made, workers test the atmosphere before entry using an appropriate direct reading instrument (or other device capable or quantitatively identifying anticipated contaminants) with a remote sampling prove, testing for the following conditions and in the following order: oxygen concentration, combustible gas, and suspected toxic material, if any. While occupied, additional continuous monitoring for these gases or vapors shall be done during the entry period to assure that a potentially dangerous atmosphere does not develop in the confined space. (4) Assure that continuous and effective positive ventilation is provided to the confined space at a minimum rate of 200 cubic feet per minute of clean air per occupant or, in confined spaces larger than 2,000 cubic feet, an exchange of six (6) air changes of the confined space volume per hour. (5) Revoke the permit whenever any tests performed during confined space occupancy show deviation from acceptable conditions to a hazardous condition. In these circumstances, entry may be made only by an entry procedure as outlined in subpart 2 or 3. 381 Page Class II: Confined spaces where an atmosphere free of dangerous air contamination, oxygen deficiency, or oxygen enrichment has been verified. a. At least one (1) person shall stand by on the outside of the confined space ready to give assistance in case of emergency. b. Visual, voice, or signal line communications shall be maintained between all individuals in the confined space and the standby person. C. An approved safety belt or harness with an attached line shall be used where practical and feasible. The free end of the line shall be secured outside the entry opening. The line shall be at least 2,000 pounds test. d. The standby person shall not enter the confined space without alerting an emergency response team such as the fire department or other trained rescue workers of the intent to enter the confined space. Entry shall only occur after proper tests have been performed to show that a dangerous air contaminant, oxygen deficiency, or oxygen enrichment does not exist or the standby person is protected as prescribed in subpart 3, item C and D, sub item (1). Class III: Confined space where an atmosphere free of dangerous air contamination or, oxygen deficiency, or oxygen enrichment cannot be verified. The requirements of this part apply to entry into and work within a confined space whenever an atmosphere free of dangerous air contamination, oxygen deficiency, or oxygen enrichment cannot be verified through the implementation of the applicable provisions of part 5205.1030, or whenever due to an emergency, dangerous air contamination, oxygen deficiency, or oxygen enrichment cannot be prevented through the implementation of the applicable provisions of part 5205.1030. a. Tanks, vessels, or other confined spaces with side and top openings shall be entered from side openings when practicable. For the purposes of this part, side openings are those within 42 inches of the bottom. b. Appropriate, approved respiratory protective equipment, in accordance with Code of Federal Regulations, Title 29, Section 1910.134, shall be provided and worn. 391 Page C. An approved safety belt or harness with an attached line must be used. The free end of the line shall be secured outside the entry opening. The line shall be at least 2,000 pounds test. d. At least one person shall stand by on the outside of the confined space ready to give assistance in case of emergency. (1) The standby person shall have appropriate, approved respiratory protective equipment, including and independent source of breathing air that conforms with Code of Federal Regulations, Title 29, Section 1910.134(d), available for immediate use. (2) A standby person protected as prescribed by item c and d may enter the confined space, but only in case of emergency and only after donning the required personal protective equipment and alerting an emergency response team such as the fire department or other trained rescue workers of their intention to enter the confined space. (3) Visual, voice, or signal line communications shall be maintained between all individuals in the confined space and the standby person. e. When entry must be made through a top opening, the following requirements also apply. (1) The safety harness shall be of the type that suspends a person in an upright position. (2) An approved hoisting device or other effective means shall be provided for lifting workers out of the space. f. Work involving the use of flame, arc, spark, or other source of ignition is prohibited within a confined space (or any adjacent space having common walls, floor, or ceiling with the confined space) that contains, or is likely to develop, dangerous air contamination due to flammable or explosive substances. g. Whenever gases such as nitrogen are used to provide an inert atmosphere for preventing the ignition of flammable gases or vapors, no flame, arc, spark, or other source of ignition may be permitted unless the oxygen concentration is maintained at less than twenty (20) percent of the concentration that will support combustion. 401 Page (1) Testing of the oxygen content shall be conducted with sufficient frequency to ensure conformance with this requirement. (2) A written record of the results of such testing shall be made and kept at the work site for the duration of the work. h. Only approved lighting and electrical equipment may be used in confined spaces subject to dangerous air contamination by flammable or explosive substances. Precautions for emergencies involving work in confined spaces - at least one person trained in first aid and cardiopulmonary resuscitation (CPR) shall be immediately available whenever the use of respiratory protective equipment is required by this part. Standards for CPR training shall follow the principles of the American Heart Association or the American Red Cross. 411 Page SECTION 3 - WATER TREATMENT The Andover Water Utility places a high value on workplace safety for its employees and the general public. A safe work environment helps ensure work place efficiency, welfare and morale. A safe work environment is the responsibility of all employees, directors and managers to see that the proper use of equipment and procedures are adhered to. Training is a critical part of a safe work environment and should be taken seriously. These training programs are put in place to ensure all employees have the knowledge and skills to work safely. The safety program should be evaluated and revised as new procedures and policies are put in place. 1. Chemicals used in Water Treatment 2. Sodium Hypochlorite 3. Sodium Permanganate 4. Hydrofluorosilic Acid 5. LPC -31 6. Polymers SVENFLOC 1045N and 855A 2. Safe Handling Procedures 1. Sodium Hypochlorite a. Check the MSDS for proper handling and safety information. b. Make sure to wear PPE when handling this chemical. Check MSDS for PPE. c. Turn on lights to activate ventilation system. Open outside doors if needed. d. If conditions warrant, small spill, a second person should be called in to assist. Use De -Chlor provided in the chemical room to lower the chlorine residual. e. If conditions are severe, large spill, Chemtrec 1- 800 - 424 -9300, should be called in to assist. f. If extreme condition exists, such as outside spill or mixing of chemicals, call 911 first and then the Minnesota Duty Officer. Do not enter area as deadly gases may have formed. 2. Sodium Permanganate a. Check the MSDS for proper handling and safety information. b. Make sure to wear PPE when handling this chemical. Check MSDS for PPE. c. Contain spill in the pit. Neutralize with the mixture of Hydrogen Peroxide and Vinegar provided in the container in the chemical room. d. Dilute spill with water and drain into sewer with large quantity of water. 421 Page 3. Hydrofluosilicic Acid a. Check the MSDS for proper handling and safety information. b. Make sure to wear PPE when handling this chemical. Check MSDS for PPE. c. Neutralize small spills with baking soda. Remove with absorbent materials and place in containers for later disposal. d. Large spills will require Chemtrec 1- 800 - 424 -9300 to be contacted for assistance. e. Keep unnecessary people away from the area. 4. LPC -31 a. Check the MSDS for proper handling and safety information. b. Make sure to wear PPE when handling this chemical. Check MSDS for PPE. c. Clean up with inert absorbent material. (Ex. Flor -Dry) 5. Polymers SVENFLOC 1045N and 855A a. Check the MSDS for proper handling and safety information. b. Make sure to wear PPE when handling this chemical. Check MSDS for PPE. c. Clean up with inert absorbent material. (Ex. Flor -Dry) Do not flush with water until the majority has been picked up. Probably best to use a pressure washer. 3. Lockout /Tag -out Policy Purpose This establishes City of Andover policy for protecting employees who must do service or maintenance on machines or equipment and who could be injured by an unexpected start- up or release of hazardous energy. Service or maintenance includes erecting, installing, constructing, repairing, adjusting, inspecting, unjamming, setting up, trouble- shooting, testing, cleaning, and dismantling machines, equipment or processes. This policy will ensure that machinery or equipment is stopped, isolated from all hazardous energy sources, and properly locked or tagged out in accordance with OSHA code Title 29, Section 1910.147. Scope This policy applies to all City of Andover employees who may be exposed to hazardous energy during service or maintenance work. Uncontrolled energy includes potential, kinetic, flammable, chemical, electrical, and thermal sources. 431 Page Employer and employee responsibilities City of Andover is responsible for implementing and enforcing this policy. All employees must comply with this policy. Supervisors must enforce the use of lockout and tagout devices when employees do service or maintenance work and may be exposed to hazardous energy. Employees who do service and maintenance work must follow the lockout/tagout procedures described in this policy. Employees who work in areas where lockout/tagout procedures are used must understand the purpose of the procedures and are prohibited from attempting to restart machines or equipment that are locked or tagged out. 4. Lockout and tag -out devices Lockout and tagout devices must meet the following criteria to ensure that they are effective and not removed inadvertently: • Lockout devices must work under the environmental conditions in which they are used. Tag -out device warnings must remain legible even when they are used in wet, damp, or corrosive conditions. • Lockout and tag -out devices must be designated by color, shape, or size. Tagout devices must have a standardized print and warning format. • Lockout devices and tag -out devices must be strong enough that they can't be removed inadvertently. Tag -out devices must be attached with a single -use, self - locking material such as a nylon cable tie. • Any employee who sees a lockout or tag -out device must be able to recognize who attached it and its purpose. • Each lock must have a unique key or combination. Energy - isolating devices are the primary means for protecting City of Andover employees who service equipment and must be designed to accept a lockout device. Energy isolating devices must clearly identify function. Electrical energy sources. Lockout or tag -out of electrical energy sources must occur at the circuit disconnect switch. Electrical control circuitry does not effectively isolate hazardous energy. 5. Exposure survey The Safety Director will conduct a hazardous - energy survey to determine affected machines and equipment, types and magnitude of energy, and necessary service and maintenance tasks. Each task will be evaluated to determine if it must be accomplished with lockout or tag -out procedures. 441 Page 6. Energy control procedures Authorized employees who lockout or tagout equipment or do service and maintenance must follow specific written energy - control procedures. The procedures must include the following information: • The intended use of the procedure • Steps for shutting down, isolating, blocking, and securing equipment • Steps for placing, removing, and transferring lockout devices • Equipment- testing requirements to verify the effectiveness of the energy - control procedures When re- energizing equipment is necessary — when power is needed to test or position the equipment, for example — temporary removal of lockout or tagout devices is allowed. This applies only for the time required to perform the task and the procedure must be documented. Employees must do the following before they begin service or maintenance work: 1. Inform all affected employees of equipment shutdown. 2. Shut down equipment. 3. Isolate or block hazardous energy. 4. Remove any potential (stored) energy. 5. Lockout or tag -out the energy sources. 6. Verify the equipment is isolated from hazardous energy and de- energized. Employees must do the following when they remove lockout or tagout devices and re- energize equipment: 1. Remove tools and replace machine or equipment components. 2. Inform coworkers about energy - control device removal. 3. Ensure all workers are clear of the work area. 4. Verify machine or equipment power controls are off or in a neutral position. 5. Remove the lockout or tag -out device. 6. Re- energize equipment. 451 Page Energized testing When an energy - isolating device is locked or tagged and it is necessary to test or position equipment, do the following: 1. Remove unnecessary tools and materials. 2. Ensure that all other employees are out of the area. 3. Remove locks or tags from energy isolating devices. 4. Proceed with test. 5. Deenergize equipment and lockout or tag out energy - isolating devices. 6. Operate equipment controls to verify that the equipment is de- energized. Contract service and maintenance City of Andover and contractors must be aware of their respective lockout/tag out procedures before the contractor does onsite work. City of Andover employees must understand and comply with the contractor's energy - control procedures. Shift changes and long -term shutdowns Employees must follow City of Andover specific written procedures when it is necessary to continue lockout /tag -out when work shifts change and during long -term shutdowns. Public Utilities Manager is responsible for monitoring lockout and tag -out devices that control the energy to equipment during long -term shutdowns. Training Employees who may be exposed to hazardous energy will receive training before assignment to ensure that they understand the City of Andover energy - control policy and have skills to apply, use, and remove energy controls. The training will include the requirements of 1910.147 and the following: • Affected employees will be trained in the purpose and use of energy - control procedures. An affected employee uses equipment that is being serviced under lockout or tagout procedures or works in an area where equipment is being serviced. • Authorized employees will be trained to recognize hazardous energy sources, the type and magnitude of energy in the workplace, the methods and means necessary for isolating and controlling energy, and the means to verify that the energy is controlled. An authorized employee locks out or tags out equipment to do service work. An affected employee becomes an authorized employee when that employee's duties include service or maintenance work on equipment. • Employees whose jobs are in areas where energy - control procedures are used will be trained about the procedures and the prohibition against starting machines that are locked or tagged out. • Employees will be retrained annually to ensure they understand energy - control policy and procedures. 461 Page • Authorized and affected employees will be retrained whenever their job assignments change, energy - control procedures change, equipment or work processes present new hazards, or when they don't follow energy - control procedures. Current training records will be maintained for each authorized and affected employee including the employee's name and the training date Inspections of written energy- control procedures City of Andover will perform and document annual inspections of energy - control procedures to ensure that employees understand and use them effectively. Documentation will include the following: • The equipment on which the procedure is used. • The date of the inspection. • The employees included in the inspection. • The inspector. If an inspector finds that employees are not following an energy - control procedure or that the procedure is not protecting them, employees must be retrained and the procedure's deficiencies corrected. The inspector must understand the procedure and must be someone other than those following the procedure at the time of the inspection. Each procedure's accuracy, completeness, and effectiveness must be verified. If the inspection covers a procedure for equipment with an energy - isolating device that can be locked out, the inspector must review the procedure with the employees who use it to service the equipment. The inspector can review the procedure with the employees individually or in a group. If the inspection covers a procedure for equipment with an energy - isolating device that can only be tagged out, the inspector must review the procedure with the authorized employees who service the equipment and with affected employees who may work in the area when the equipment is serviced. The inspector can review the procedure with the employees individually or in a group. 471 Page Definitions Affected employee A person who uses equipment that is being serviced under lockout or tag -out procedures, or who works in an area where equipment is being serviced. Authorized employee A person who locks out or tags out equipment to do service or maintenance work. An affected employee becomes an authorized employee when that employee's duties include service or maintenance work on equipment. Capable of being locked out An energy - isolating device that is designed with a hasp or other means of attachment to which, or through which a lock can be affixed, or if it has a locking mechanism built into it. Other energy - isolating devices will also be considered to be capable of being locked out, if lock out can be achieved without the need to dismantle, rebuild, or replace the energy - isolating device or permanently alter its energy- control capability. Disconnect A switch that disconnects an electrical circuit or load (motor, transformer, or panel) from the conductors that supply power to it. An open circuit does not allow electrical current to flow. Under a lockout procedure, a disconnect must be capable of being locked in the open position. Energized Connected to an energy source or containing potential energy. Energy source Any source of energy. Examples: electrical, mechanical, hydraulic, pneumatic, chemical, and thermal. Energy- isolating device A mechanical device that physically prevents transmission or release of energy. Hazardous energy Any of the types of energy existing at a level or quantity that could be harmful to workers or cause injury through inadvertent release or start-up of equipment. Lockout device A device that locks an energy - isolating device in the safe position. Lockout Placing a lockout device on an energy- isolating device, under an established procedure, to ensure the energy - isolating device and the equipment it controls can't be operated until the lockout device is removed. (An energy - isolating device is capable of being locked out if it has a hasp that accepts a lock or if it has a locking mechanism built into it.) Procedure A series of steps taken to isolate energy and shut down equipment. Servicing or maintenance Workplace activities such as constructing, installing, setting up, adjusting, inspecting, modifying, and maintaining machines or equipment. Also includes lubricating, cleaning, unjamming, and making adjustments or tool changes if a worker may be exposed to the unexpected startup of the equipment during such activities. 481 Page Tag -out device A prominent warning sign, such as a tag, that can be securely fastened to an energy - isolating device to indicate that the energy- isolating device and the equipment it controls can't be operated until the tag -out device is removed. Tag -out Placing a tag -out device on an energy- isolating device, under an established procedure, to indicate that the energy- isolating device and the equipment it controls can't be operated until the tag -out device is removed. VIOLATION OF THE LOCKOUT /TAGOUT POLICY MAY RESULT IN SERIOUS INJURY. NEVER ASSUME SOMEONE KNOWS YOU HAVE TURNED THE POWER OFF /ON. * *BE SURE ** LET THEM KNOW PERSONALLY. 491 Page REFERENCES MINNESOTA "Employee Right to Know Act of 1983" Prepared by: Minnesota Dept. of Labor and Industry Revised 1985 EXCAVATING AND TRENCHING OPERATIONS U.S. Department of Labor Occupational Safety & Health Administration OSHA 2226 1985 (Revised) TRAFFIC CONTROL FOR SHORT TERM STREET or Highway Work Zones - "Appendix B" September 1985 FOR PROPER APPLICATION OF TRAFFIC CONTROL DEVICES IN SHORT - TERM WORK ZONES, REFER TO THE LATEST EDITION OF THE MINNESOTA MANUA L ON UN IF OR M TR AFF IC C ONTRO L DEV IC ES, "AP P END IX B ". THEY WILL BE AVAILABLE IN THE VEHICLE SO DESIGNATED, AND CAN BE FOUND IN THE GLOVE COMPARTMENT OF THAT VEHICLE. 501 Page SAFETY COMMITTEE MISSION STATEMENT To promote continued training, education, and communication; provide a safe and healthy work environment; create and enforce City policies relating to all safety issues; and strive for the elimination of accidents and incidents in the workplace. 511 Page ATTACHMENTS CITY OFANDOVER AWAIR PROGRAM (A Workplace Accident And Injury Reduction Program) ➢ Introduction /Program Goals The AWAIR program outlined below is intended to be a working file. It is the commitment by all management to support and encourage a safe work environment for all employees of the City of Andover, to be involved in developing all areas of safety, and to provide all resources necessary to make this an effective program. ➢ Definition of AWAIR Program The Minnesota Legislature passed "A Workplace Accident Injury Reduction (AWAIR) Act in 1990. The Act requires employers in high hazard and injury production industries to implement a comprehensive workplace safety and health program. ➢ Safety Policy Statement It is the policy of the City of Andover to strive for the highest safety standards for its employees. Safety does not occur by chance. It is the result of careful attention to recognize hazards by all those involved. The managers, supervisors, and employees share the responsibility of maintaining a safe workplace. This safety program has been developed to assure compliance with all State and Federal OSHA regulations. Regard to the safety of all employees, the general public and contractors in our facilities is of great importance to the City of Andover. Accidents can be prevented and the safety of all is the goal we want to achieve. Providing a safe place to work, the proper protective equipment, and a work environment conducive to safe work practices and policies is a primary and major concern to the management of the City of Andover. ➢ Safety Program Obiectives: The objective of the AWAIR Program is to reduce the frequency and severity of Workers Compensation accidents, to comply with State and Federal OSHA regulations, and to provide a safe and healthful workplace. These objectives can be achieved by recognizing and managing workplace hazards and by increasing the safety awareness of all employees. Responsibilities For Safety and Health A. ManagementWuman Resources Manager Responsibility and commitment can be demonstrated by assigning safety responsibility to all employees. Additional management responsibilities include: 521 Page 1. Provide leadership and direction essential to maintain safety responsibilities to all employees stated in the City Safety Manual. 2. Allocate resources for safety — funding, manpower, and materials. 3. Assign clear responsibility for various aspects of the safety and health program. Ensure employees with assigned responsibilities have adequate resources, time and authority to perform their duties. 4. Set a good example by following safety and health rules and safe work practices. Encourage good employee relations. 5. Help organize, establish and participate in a City Safety Committee. 6. Review accident/incident reports to keep informed of causes and trends and take disciplinary action when required. 7. Require periodic drills to ensure each employee knows what to do in case of an emergency. 8. Establish training programs that improve ability of all employees, including supervisors and department heads, to recognize and understand hazards and to protect themselves as well as others. B. Supervisors/Department Heads The Supervisor /Department Head is a key person in a safety program. Commitment and responsibility for safety include: 1. Provide leadership and direction within his/her department to maintain and enforce safety and health regulations. 2. Corrects and coordinates safety activities within his/her department, to also include motivation of employees for safe work practices. 3. Assures that safety equipment and personal protective equipment (PPE) is available to all employees and used properly. 4. Assures that all injuries are treated and reported promptly. Report and review all accident report forms. 5. Report all accidents /incidents to Human Resources Manager and follow up with completed accident forms; First Report of Injury (sample A), Supervisor Report of Accident (sample B) and MN Motor Vehicle Accident Report (when vehicle is involved and more than $1,000.00 damage), (sample Q. 6. Evaluates hazards in the workplace by making safety inspections and analyzing hazards of high -risk jobs. 7. Enrolls staff in safety training programs and makes them available. Discuss safety topics and programs at small group department meetings. 8. Participate in Supervisor safety training programs. 9. Review steps to be followed during an emergency with all employees. C. Employees Every employee must accept responsibility to follow established safety programs. The responsibilities include: 1. Employees should be familiar with all general safety rules and complies by them. 2. Be aware and familiar with all established safety programs that apply both directly and indirectly to his/her job. 531 Page 3. Review safety and health educational materials that may be covered in meetings, posted on bulletin boards or distributed in work areas. 4. Do not operate equipment/vehicles unless operator training has been done. 5. Will use all required safety devices and personal protective equipment. 6. Report accidents /incidents and injuries to Department Head and/or Supervisor immediately. 7. Notify Department Head and/or Supervisor of any unsafe act or condition immediately. 8. Participate in safety training, safety committees and safety inspections. 9. Understand exactly what the employee responsibility is in emergency situations. 10. Present topics of concern in small group discussions or department meetings. D. Safety Committee /Safety Coordinator 1. Conduct or participate in Safety Committee meetings. 2. A team from the Safety Committee will conduct accident/incident investigations, complete the Incident Review Prevention Report forms (sample D) and recommend ideas for prevention. 3. Conduct and record monthly building and well house inspections. 4. Assist in developing safety related training program for employees. Will schedule training sessions for annually required programs. 5. Participate in recommendations for enhancing safety. 6. Review employee concerns and suggestions. ➢ Continued Participation of Management will be Established A. Implementing the AWAIR Program and other City safety policies. B. Evaluating the safety program on an annual basis by conducting an audit of safety activities in the areas of training, accident investigations, hazard notification, and accident record keeping. Goals and objectives for the program will be evaluated annually to see if program direction should change. C. Top management will demonstrate commitment to safety by listening and responding to all safety concerns of employees and safety committees. ➢ Analysis and Control of Workplace Hazards Identification, analysis, control and communication of workplace hazards and potential hazards are critical to success of the safety program. A. Workplace hazards will be identified through a review of accident records (filed in AWAIR file cabinet in Conference Room A), First Report of Injury (file cabinet in conference room A), OSHA 200 Log (posted in lunchroom), Safety Inspections (file cabinet in conference room A), Incident Review Prevention Report (file cabinet in conference room A). B. Hazards will be eliminated or controlled by correcting hazards found through safety inspections, providing proper personal protective equipment, supervisor enforcement of safety policies and procedures, and training programs developed to address specific safety concerns. ➢ Communication /Training 541Page A. Written policies will be discussed, explained and placed in the Operating Procedures Manual in the lunchroom and/or in the AWAIR file. B. Safety information will be communicated through one -to -one safety contacts, safety meetings, posters, and bulletin board postings. C. All training meetings will be documented on Meeting Attendance Sheets with the date, name of the instructor, name of training session, and names of employees attending the meeting (sample E). ➢ Investigation of Accidents /Incidents A. All injuries must be reported promptly using the First Report of Injury forms completed by a Supervisor or Department Head (sample A). B. All accidents /incidents will be reported to the Accident/Incident Investigation Team who will follow up with a complete Incident Review Prevention Report form (sample D) and a memo of recommendations to avoid reoccurrence. C. OSHA 200 Log will be posted yearly in the lunchroom. D. Safety Committee, Accident/Incident Investigation Team and Public Works Superintendent will review accident/incident reports to determine if a cause has been found, corrective action suggested, and implemented. ➢ Program Enforcement A. Enforce program fairly and consistently by holding all employees accountable for complying with established safety procedures. B. Document disciplinary actions and warnings. Penalties for employees who violate established safety and injury prevention rules and procedures will range from written warnings to dismissal, depending on the severity and frequency of the violation. C. Communicate with injured employees frequently and stress the importance of following restrictions at work and /or at home. D. Conduct informal safety inspections of city buildings (City Hall and Public Works). 551 Page 1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755 -5100 FAX (763) 755 -8923 • WWW.AN DOVE RMN.GOV TO: Mayor and Council Members CC: Jim Dickinson, City Administrator FROM: David Berkowitz, Director of Publ Wo ks /City Engineer SUBJECT: Approve Mobile Resource Management Tool for City Vehicles - Engineering DATE: May 5, 2015 INTRODUCTION The City Council is requested to approve the purchase of a Mobile Resource Management Tool for City Vehicles. DISCUSSION City staff has been discussing a Mobile Resource Management tool for Public Works for the past few years. There is a system that meets the City's needs by not only tracking location, speed, heading date & time but also includes the tracking of snow removal operations and salt usage. As storm water requirements become more stringent, salt use has become more of a point of concern. This tool will allow proper monitoring of use and lead to a reduction in salt due to efficient use. As the City continues to grow the need for effective and efficient operations continues to be a top priority. This tool provides real time information and history information that has become critical in the daily operations of Public Works. This system will not only track snow removal operations but will be utilized to track day to day activities and will provide information to become more efficient in the City's maintenance operations. The Mobile Resource Management system can also be used within other departments as it is not limited to snow /ice equipment; other departments such as Parks Maintenance, Fire and Utilities. The cost for the hardware for 25 Public Works vehicles is $9,995. The annual operational cost is approximately $6,000. It is anticipated that these cost will be offset by efficiencies and savings in material costs. BUDGET IMPACT The implementation of the hardware will be funded from Central Equipment and Water and Sewer Funds. The ongoing costs will be funded by the General Fund and Water and Sewer Funds. ACTION REQUIRED The City Council is requested to approve the purchase of a Mobile Resource Management tool for City Vehicles. Res ectfully submitted, - o.L David D. Berkowitz Attach: Equipment Hardware Quote'/ Sales Quotation PreCise MRM LLC. re _.,,��' A subsidiary of FORCE America, Inc. 501 East Cliff Road Burnsville Burnsv, M 55337 Q •: • (952) 707-1300 ne. M QUOTE C 679619 City of Andover -MN 1785 Crosstown Blvd Anoka MN 55304 USA QT200- 1000650 -5 DATE 45890 3/25/2015 City of Andover PAGE 1785 Crosstown Blvd 2 OF 4 Anoka MN 55304 USA Expiration Date: 6/18/2015 Sales Rep: Lowe, Bobby J Ship From: PreCise MRM LLC Required Date: 3/20/2015 Site 180 Customer P/O #: 1601 Airport Road Customer Ref.: Waukesha WI 53188 Customer Contact: USA Payment Terms: Net 30 days 5,522.00 Ship -Via: UPS GROUND Finassy - IX403 -H Kit - US -SIM Created By: Lowe, Bobby J Continued PRODUCT • • EXTENSION 1015263 11 EA 502.0000 5,522.00 1 Finassy - IX403 -H Kit - US -SIM 6950413 1015317 11 EA 8.0000 88.00 2 Cable - Ext - to Serial- 1x201/301/302/403 2260006 1015318 11 EA 15.0000 165.00 3 Cable, Ext, 110 Breakout, Precise 2260007 Ix201 /301 /302 2260007 1015282 3 EA 320.0000 960.00 4 Finassy - IX101 -H - US -SIM 6950065 1015333 14 EA 40.0000 560.00 5 Antenna - Ext - UMTS /GPS Magnetic Mount 2260040 1101047 11 EA 200.0000 2,200.00 6 IX -50, US SIM IX -50 US 1015449 10 EA 50.0000 500.00 7 Key - Upgrade - Event Logging State Dot Packaged Deals 9873A001 -P Continued Sales Quotation Precise MRM LLC. Asidiary of FORCE America, Inc. Pre f 'se 501 l East QUOTE #: QT200- 1966656 -5 Burnsville, , MIN Road 55337 (952)707 -1300 0 CUSTOMER: 679619 •: • DATE: 3/25/2015 PAGE: 3 OF 4 Accepted By: Date: Questions about vour order? Contact us by ohone at "'Unless Otherwise Noted, Prices Do Not Include Freight` "` MERCHANDISE TOTAL: $9,995.00 MISC CHARGE: $0.00 TAX: $0.00 QUOTE TOTAL: $9,995.00 1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 . (763) 755 -5100 FAX (763) 755 -8923 • WWY_VZN DOVE RMN.GOV To: Mayor & City Council CC: Jim Dickinson, City Administr1 David D. Berkowitz, Director kf PubliV Works /City Engineer From: Todd J. Haas, Assistant Public Works Director Subject: Consider Donation of Scoreboards /Approve Resolution/Andover Football Association/Prairie Knoll Park/15 -32 - Engineering Date: May 5, 2015 INTRODUCTION The City Council is requested to approve a resolution accepting a donation made by Andover Football Association (AFA) for new scoreboards at Prairie Knoll Park. DISCUSSION A representative from Andover Football Association is scheduled to be at the meeting to present the donation. Attached is the letter from AFA and information about the scoreboards from the supplier being proposed to be installed. The Park and Recreation Commission reviewed the request and are recommending approval of the donation. Note: The existing scoreboards at Prairie Knoll Park are being requested by AFA to be relocated to Sunshine Park soccer /football fields (south and middle fields). The Park and Recreation Commission will be reviewing the costs associated with relocating the scoreboards and will be providing a recommendation to the City Council within the next couple months. ACTION REQUESTED The City Council is requested to approve the attached resolution accepting the donation made by Andover Football Association (AFA) for new scoreboards at Prairie Knoll Park as recommended by the Park and Recreation Commission. Respectfully submitted, Todd J. Haas Cc: Shane Stenzel, Park and Recreation Commission Chair (copy sent by e -mail) Mike Johnson, Andover Football Association (copy sent by e -mail) Twila Hauck, Andover Football Association (copy sent by e-mail) Attachments: Letter from AFA; Example picture of scoreboard; Location map 9 CITY OF ANDOVER COUNTY OF ANOKA STATE OF MINNESOTA RES. NO. MOTION by Councilmember to adopt the following: A RESOLUTION ACCEPTING A CONTRIBUTION MADE TO THE CITY OF ANDOVER FOR NEW SCOREBOARDS AT PRAIRIE KNOLL PARK. WHEREAS, any contributions that are to be made to the City of Andover must be accepted by the City Council; and WHEREAS, the contribution from Andover Football Association is for the installation of new scoreboards at Prairie Knoll Park. NOW, THEREFORE BE IT RESOLVED by the City Council to hereby accept the contribution of new scoreboards at Prairie Knoll Park. MOTION seconded by Councilmember and adopted by the City Council at a regular meeting this 5th day of May 2015, with Councilmembers voting in favor of the resolution, and Councilmembers voting against, whereupon said resolution was declared passed. CITY OF ANDOVER ATTEST: Julie Trude - Mayor Michelle Hartner - Deputy City Clerk April 3, 2015 Mr. Todd Haas Andover Park and Recreation 1685 Crosstown Boulevard NW Andover, MN 55304 Dear Mr. Haas, /a Please find the attached information regarding Andover Football Association's proposed upgrade to the current scoreboards located at Prairie Knoll Park. Also, please find enclosed photographs of samples of the proposed new scoreboards. Artwork will be added with it reading "Andover (Husky Head) Huskies ". We are looking to make the scoreboards usable for all sport uses. I have enclosed a photograph of the "Husky Logo" that will be used. We would like to propose to the Andover Park and Recreation Commission that the current scoreboards be relocated to Sunshine Park. Being placed for use at the Middle (100yd) field and the South (100yd) field. Andover Football Association is willing to cover the cost of the new scoreboards and complete installation at Prairie Knoll Park. Andover Football Association is also willing to pay part of the total re- paint/re- install of the current scoreboards to be installed at Sunshine Park (see above locations). Please see the attachment covering the cost of this. Andover Football Association has been allocated for $50,000.00 toward the project of the scoreboards. Our quote for the new scoreboards is for a total of $45,150.00. This does not cover the cost of the electrician to connect the new scoreboards. The price for the re- paint/re- locate of the "current scoreboards is $8,450.00 (electrician costs not included), of which Andover Football Association proposes to pay for up to $4,000.00 of the re- paint/re- locate. We are requesting that the Park and Recreation Commission pay the remaining balance of the re- paint/re- locate of the current scoreboards for relocation at Sunshine Park. Andover Football Association is looking to have the new scoreboards installed and operational by August 15, 2015. We would like to see the current scoreboards relocated and operational by June 1 2016. We look forward to working with Andover Park and Recreation on this project. Sincerely, 6 JJ /� ECE&VER 4, Twila Hauck -Martin APR - 6 2015 Y AFA - Representative Andover Football Association / 1685 Crosstown Blvd. NW / Andover, MN 55304 www.andoverfootball.org Twila Hauck, 7655 Washington Ave. So. Phone: 952 - 941 -9830 Edina, MN 55439 Fax: 952- 941 -7139 Andover Football Price Quotation March 26, 2015 Daktronics Deluxe Football Scoreboard Description Ouant. Price Optiont 1. Daktronics FB- 2018 -21 (LED) Football 2 $9225.00 $18450.00 Scoreboard. Includes AS -5010 console Controller, horn and wireless control, (Size 8'H x 18'W x 6 "D) 2. Daktronics DA- 1001 -18 Decorative Truss 2 4750.00 9500.00 Includes base paint and artwork. 3. RC 100 remote start/stop controller kit 2 1150.00 2300.00 4. AS501OR wireless control console w /case 2 2525.00 5050.00 And RC100 remote start/stop kit. 5. Control Console Carry Case 2 150.00 300.00 6. Digit Screens 28 50.00 1400.00 7. Battery kits All Sport consoles 4 250.00 1000.00 8. RC 100 upgrade existing boards 2 850.00 1700.00 Estimated Freight 1250.00 Installation and training* 4200.00 Total $45150.00 *Includes removing existing scoreboards, adding extension for truss work, mounting new scoreboard and truss on poles, installing wireless, program RC 100s and operator training. Electrical disconnect and reconnect must be provided by customer and be installed by licensed electrician. Other Information Warranty (5) five years Lead time (6) six weeks Payment 30% with order, balance due net (30) thirty days Prices valid (60) sixty days Brian Grandstrand AIM Electronics. Inc. Bloomer, WI Madison, WI Perham, MN 715- 568 -1288 608 - 827 -5155 218- 346 -4194 Fax: 715 -568 -1287 Fax: 608 - 833 -8433 Cell: 877 -613 -7627 n 0 REBELS C GUEST L n u y DAKTRONICS DOWN TO GO "BALL ON QTR awcc� � iiiu U90`� onme % i f D.L. _ T. . C t 'r 11 0 r NDOVE Prairie Knoll Park Y' n r }5, -11 i0" �T ti., ] 65 725 • -665 e 14SIH LN 148THfN — t , h •,.r .2 y n t M 1 - 14615 • '� 3Z9 llrA i -rq 0 .ls s95y fll ,il� A { ,I r LA ,46TH f'N ...�'! 1a655l.•� 81I .!0.! ` {r _.:j.i y,a{ , b'- s,r Y: ,� �q• �. .Wt� 650 58C *f' 635 - fTlr�`I e�et !'n♦ .✓ r aeon 380 —'r r Flo >• p.� � `x r )irs i �51��'�y� "lam "tsyss],ty6 axs 375 32 A. w .: m! r �-, �f NVUCJ✓ER BLVD 4ND o i P C. - ._. AIRW 465 153 .111 1P dl] 105 393481 369 357 365 4)) 1m63 .treat - • F'3 _ . Y v �11j11m38 i lm5l 4m 432 4M 608 396 384 37Z 360 368 lma Q` 1m39 +.9JCe b. 1,';1 - - T • m3 AFT 14 Zi7Z, d] 435623' 411 99�. :3)5 363 351 Disclaimer: Maps and documents made available to the public by the City of Andover are not legally recorded maps or surveys and N are not intended to be used as such. The maps and documents are created as part of the Geographic Information System (GIS) w E that compiles records, information, and data from various city, county, state and federal resources. Copyright © 2013 City of Andover, All Rights Reserved $ Printed 04/22/2015 CC I T Y 0 F N D6 06 AVYE A 1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755 -5100 FAX (763) 755 -8923 • WWW.CI.ANDOVER.MN.US TO: Mayor and City Councilmembers CC: Jim Dickinson, City Administrator Dave Carlberg, Community Develo yirector FROM: Brett Angell, Associate Planner SUBJECT: Consider Amended Conditional Use Permit 15 -01 for the Bulk Storage of Liquid Fuels at 14327 7�' Avenue NW - Planning DATE: May 5, 2015 INTRODUCTION Centerpoint Energy, applicant, is seeking to amend conditional use permit 01 -01 for additional bulk storage of liquid fuels at 14327 7`h Avenue NW. Bulk storage of liquid fuels in larger than 1,000 gallon tanks is permitted with a conditional use permit in the R -1 Single Family -Rural zoning district. The applicant is proposing to add three 30,000 gallon mounded tanks directly west of the current mounded tanks. DISCOSSION Centerpoint Energy is requesting the three new tanks to provide additional capacity to serve the growing gas loads in the area. The site serves Andover, Anoka, Ramsey, and some of Champlin. There currently are eight tanks on site, three of which are mounded. The three new mounded tanks will be installed directly west of the three current mounded storage tanks and will be installed in a similar mounded configuration. The project will also include the addition of piping and controls to connect the new storage to the processing operation. The site grading and security fencing will also be adjusted to accommodate the added tanks. There will be no changes to any of the existing buildings on the site. The site has operated a peak shaving station facility since 1967, starting with three propane tanks. A Special Use Permit was approved in 1977 to allow for two additional propane storage tanks to be located on the site, bringing to total to five tanks. An amendment to the Special Use Permit was approved in 2001, which included the replacement of gas production equipment, the addition of three mounded propane storage tanks, the addition of gas and fire detection equipment, the addition of remote monitoring equipment, and additional landscaping. Site Operation The applicant stated the days of operation at the facility will be almost exclusively a few days in the winter months when propane usage is at its peak. The tanks are for use on the extreme cold days when additional energy supply is required. The additional 90,000 gallons of storage will allow the plant to run longer to support the growth in the area. About once a month, general maintenance will occur on the site to ensure that the site is running correctly. Traffic In order to initially fill the three additional tanks, it will take approximately nine propane tankers to fill them over the span of three days. After the initial fill, it will take an additional two to three tankers a year to keep them filled. The site currently uses approximately six tankers once every fall to fill the tanks. With the additional three mounded tanks to be added, the number of tankers per year will be approximately eight, depending on the propane used in the previous winter. There will be no day -to -day traffic at the site. Health and Safety The applicant stated there has been no fire issues on the site related to the current mounded tanks. The mounded configuration provides the highest level of fire protection for propane tanks. The plant does create minimal noise when it is operating during peak usage times. The addition of the three tanks will not create any additional noise when the site is operating. Review Criteria 12 -14 -6 B: Criteria for Granting Conditional Use Permits: 1. In granting a Conditional Use Permit, the City Council shall consider the advice and recommendation of the Planning and Zoning Commission and: a. The effect of the proposed use upon the health, safety, morals, and general welfare of occupants of surrounding lands. b. Existing and anticipated traffic conditions, including parking facilities on adjacent streets and land. c. The effect on values of property and scenic view in the surrounding area, and the effect of the proposed use on the Comprehensive Plan. Planning Commission Recommendation On April 14, 2015, the Planning and Zoning Commission held a public hearing and received public comments from the neighboring property owners. A draft of the meeting minutes have been attached for your review. A letter received from a resident, dated April 14, 2015, is also attached. The Commission unanimously recommended approval of the proposed conditional use permit amendment with the conditions listed in the attached resolution. ACTION REQUESTED The City Council is asked to review the conditional use permit request and consider the recommendation of approval by the Planning and Zoning Commission. Respectfull bmitted, Brett Angell Attachments Resolution Location Map Aerial Photographs (3) Site Photograph Site Plan Applicant's Letter Resident Letter Dated April 14, 2015 Draft April 14, 2015 Planning Commission Minutes Cc: John Heer, Centerpoint Energy, 700 West Linden Ave, Minneapolis, MN 55403 CITY OF ANDOVER COUNTY OF ANOKA STATE OF MINNESOTA RES. NO. ROXX- 15 A RESOLUTION AMENDING THE CONDITIONAL USE PERMIT FOR CENTERPOINT ENGERGY TO ALLOW FOR ADDITIONAL BULK STORAGE OF LIQUID FUELS ON THE PROPERTY LOCATED AT 14327 7TH AVENUE NW LEGALLY DESCRIBED AS: THE NWI /4 OF SETA OF SEC 30 TWP 32 RGE 24, EX PRTS PLATTED AS DEHNS ADD & DEHNS 2ND ADD, ALSO EX THAT PRT DESC AS FOL: BEG AT A PT ON E R/W LINE OF CSAH NO 7 2622.05 FT W & 869.2 FT S OF E1 /4 COR OFSD SEC, TH E 125 FT, TH S 100 FT, TH W 125 FT TO SD E R/W LINE, TH N ALG SD E R/W LINE 100 FT TO POB, EX RD, SUBJ TO EASE OF REC WHEREAS, A Special Use Permit was granted in 1977 to allow for the bulk storage of liquid fuels; and WHEREAS, An amendment to the Special Use Permit was granted February 6, 2001, to allow for upgrades to the peak shaving station, including a new building, three additional propane storage tanks, the addition of gas and fire detection equipment, the addition of remote monitoring equipment, and additional landscaping; and WHEREAS, the City of Andover in 2004 amended the City Code to replace the term Special Use Permit with Conditional Use Permit to be consistent with State Law; and WHEREAS, with this terminology change the process and procedure remains the same; and WHEREAS, the Special Use Permit granted in 1977 on said property is hereby deemed to be a Conditional Use Permit and may be amended through the Conditional Use Permit process; and WHEREAS, Centerpoint Energy has requested a conditional use permit amendment to allow for an additional three (3) mounded propane storage tanks; and WHEREAS, City Code 12 -12 requires a conditional use permit for the bulk storage of liquid fuels; and WHEREAS, the Planning Commission held a public hearing on April 14, 2015; and WHEREAS, the Planning Commission finds the request would not have a detrimental effect upon the health, safety, and general welfare of the City of Andover; and WHEREAS, the Planning Commission recommends to the City Council approval of the amended conditional use permit; and NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Andover has received the recommendation of the Planning Commission and approves the conditional use permit amendment on said property with the following conditions: 1) The applicant receives commercial site plan approval from the City prior to any work being done to the site. 2) Centerpoint Energy shall have one year from the date of issuance of the amended conditional use permit to complete the project. 3) The proposed tanks comply with all applicable Federal and State codes regulating the transportation of natural gas, propane storage and local building and fire codes. 4) Subject to LRRWMO approval of the plan for water and drainage. 5) Subject to any additional landscaping or screening as requested by the City of Andover. Adopted by the City Council of the City of Andover on this 5th day of May, 2015. CITY OF ANDOVER ATTEST: Michelle Hartner, Deputy City Clerk Julie Trude, Mayor 9 x '(' 1 U F DOVE Location Map 14327 14259 COUNTY NO 116 14101 L2y 41ST AVE 4151 4151 Disclaimer: Maps and documents made available to the public by the City of Andover are not legally recorded maps or surveys and N are not intended to be used as such. The maps and documents are created as part of the Geographic Information System (GIS) Yv E that compiles records, information, and data from various city, county, stale and federal resources. -0 Copyright 0 2013 City of Andover, All Rights Reserved s Printed 04/07/2015 14619 14616 ersz 4262 !lea 4172 4160 4136 74114 4090 d0 149W 4310 r 16597 t. 4175 y 1491 1e571 16395 l4W7 - ass34139 4127 530 11569 n 145% Il560 14566 4293 14562 Z) V llp 145TH LN ¢ ; 1454 lass) 1451] 1656] i4 ¢ 14STH LN 4162 41464134 4122 14536 4554 1459 14514 14533 t 4322 470 14535 11533 14523 11526 4ID6 14544 a 4147 4145 x133 4121 1451r1 ,.N 14WH LN 1452] @ 14541 v. 14511 1651 ¢ 41]4 4343 Q 145TH AVE 145TH A'h 4510 use 4u 6440 4373 � 4307 4275 - 14466 14499 16513 4 IASTH AW 4162 145TH AVE 6139 1u71 144)) 1459 1US6 1446 14467 1450 144U 1310 4300 6330 1A4a9 Z1 v 14115 1452 1LL57 D 11410 1440 1437 1436 r ¢ 1435 3LL32 4 14) 4321 4311 1301 4261 4251 i 1LL26 ANOM J4•L: L4416 1LL3] 1429 144TH LN L14a yti lug] 1419 O 1417 430 1320 1310 4300 4290 12(0 1240 O 14302 C 1407 O tam O w 14327 14259 COUNTY NO 116 14101 L2y 41ST AVE 4151 4151 Disclaimer: Maps and documents made available to the public by the City of Andover are not legally recorded maps or surveys and N are not intended to be used as such. The maps and documents are created as part of the Geographic Information System (GIS) Yv E that compiles records, information, and data from various city, county, stale and federal resources. -0 Copyright 0 2013 City of Andover, All Rights Reserved s Printed 04/07/2015 CenterPoint Energy Proposed Propane Storage Tank Addition 2015 14327 7th Ave. Andover, MN CenterPoint Energy Proposed Propane Storage Tank Addition 2015 14327 7t" Ave. Andover, MN Rum River Proposed Storage Addition (3 x 30,000 gallons storage) .. �t i ,1. 1 2 / i r .t . i Site Photograph CenterPoint® rn 19 March 2015 City Of Andover 1685 Crosstown Blvd., NW Andover, MN 55304 Subject: Request for Amended Conditional Use Permit Property Address 14327 7`h Ave NW 700 West Linden Ave. Minneapolis, MN 55403 RECEIVED MAR 2 3 2015 CITY OF ANDOVER Enclosed is CenterPoint Energy's application for an Amended Conditional Use Permit for the CenterPoint Energy owned property at 14327 7th Ave., NW in Andover. This property is the current site of CenterPoint Energy's Peak Shaving facility. The amended permit is requested to allow the addition of three new 30,000 gallon capacity propane storage tanks. The additional energy storage in these tanks will provide additional capacity to serve the growing gas loads in the area. The three new tanks will be installed directly west of the three current mounded storage tanks and will be installed in similar mounded configuration. The project will also include the addition of piping, and controls to connect the new storage to the process. The site grading and security fencing will also be adjusted to accommodate the added tanks. Enclosed are several basic drawings and illustrations showing the configuration for the added storage tanks on the property. Please contact Andrew Rockwell, 612.321.5364 andrew .rockwell2centerpointenergy.com or me us if you have questions on this permit application or require any additional information to process this permit request. Sincerely, John Heer Director, Gas Control / Peak Shaving CenterPoint Energy 612.321.4345 john.heer ,centerpointenergy.com CC: Andrew Rockwell, CenterPoint Energy Enclosure: RECEIVED April 14, 2015 APR 14 2015 CITY OF ANDOVER Members of the City of Andover Zoning Planning Commission RE: Center Point Energy request for additional propane storage I write to you this evening as an Andover resident whose home falls within the 700 foot notification zone, and as one of the closest Eldorado street residences to the plant. I'm concerned that the Center Point Energy proposal is less about serving the needs of the residents and customers of Andover but most likely an effort to stem fluctuations in the pricing of Propane when the demand is high like we experienced in the winter 2014. 1 have several safety concerns that I feel should be addressed with the existing plant before any consideration should be given to the request for additional storage. The National Fire Protection Association (NFPA58) governs the storage and handling of liquefied petroleum gas, the industry benchmark for safe LP -Gas storage, handling, transportation, and use, NFPA 58 mitigates risks and ensures safe installations, to prevent failures, leaks, and tampering that could lead to fires and explosions. The National Fire Protection Association (NFPA59). Utility LP -Gas Plant Code is the standard for the Production, Storage, and Handling of Liquefied Natural Gas (LNG) This code provides safety requirements for the design, construction, location, installation, operation, and maintenance of refrigerated and non - refrigerated utility gas plants. 1. 2011 Upgrades. For any industrial plant or standby system governed under NFPA 58 an assessment needs to perform to make sure mandated upgrades have been completed. In 2001, the National Fire Protection Association amended NFPA 58 to require certain upgrades and retrofits to propane storage tanks in excess of 4,000 gallons. The industry was given ten years to complete the upgrades and retrofits. By July 1, 2011 all upgrades must be completed.3 Upgrade requirements include: (a) Internal Valves: Internal valves must be installed on any container over 4,000 Gallons with an opening of 1'/" or greater.4 Automatic shutdown of internal valves in liquid service shall have thermal actuation within 5 feet of the internal valve. (b) Remote Shutdowns: At least one remote shutdown station for internal valves in liquid service must be installed not less than 25feet or more than 100feet from the liquid transfer point. This provision is retroactive to all internal valves required by code.6 Remote shutdowns must be identified by a sign incorporating the words Propane Emergency Valve Shutoff with letters not less than 2" in height. (c) Emergency Shutoff Valves: On new or existing installations, stationary container storage systems with an aggregate water capacity of more than 4,000 gallons utilizing a liquid transfer line that is 1 Y' or larger and a pressure equalizing vapor line that is 1 %" or larger must be equipped with emergency shutoff valves.8 When the flow is only into the container, a backflow check valve can be used in lieu of an emergency shutoff valve. (d) Hydrostatic Relief Valves: A hydrostatic relief valve must be installed between shutoff valves to relieve pressure that could develop from the trapped liquid. (e) Flexible Connectors: Flexible connectors must be installed no more than 5 feet from internal valves on a tank, and shall not exceed 36" in length.11 Flexible connectors should be used where there is the need for, or the possibility of, greater relative movement between the points connected than is acceptable for rigid pipe. (f) Pressure Relief Valves: Pressure relief valves shall be plainly and permanently marked with the following: 1) The pressure in psig at which the valve is set to start -to -leak. 2) Rated relieving capacity in cubic feet per minute of air at 60 degrees F. 3) The manufacturer's name and catalog number. Relief valve stacks shall be 7' in length but not more than 8' when assembled on the tank. Rain caps shall be installed upon the relief valve stack to prevent water from entering during construction. While these requirements have been in place for some time, many industrial and standby systems have not yet performed such upgrades and some are even unaware of the requirements. 2. Separation Distances. NFPA 59 mandates minimum separation distances between various LPG systems and exposures. For storage tanks, minimum separation distances are required from other tanks, buildings, adjoining properties and other structures. While existing plants are grandfathered, some utilities are incorporating these distance requirements into plant upgrades in order to mitigate liability and ensure code compliance. For tanks with a water capacity of 30,001 to 70,000 gallons, the minimum separation distance from a non - refrigerated container to the nearest important building or groups of buildings not associated with the propane -air plant, or adjoining property that may be built upon is 75 feet. For tanks with a water capacity of 70,001 to 90,000 gallons, it is 100 feet; for 90,001 to 120,000 it is 125 feet and for 120,001 to 200,000 it is 200 feet. Propane vaporizers and most fuel transfer stations (truck or rail delivery) also require separation from each other and from other exposures. NFPA 59 currently limits banks of tanks at propane -air plants to no more than 6 vessels, irrespective of size, in a bank or row, and each bank or row must be separated by a minimum of 50 feet, unless the plant is equipped with a fire protection system. 3. Chemical Safety Rule. The newly adopted Homeland Security Chemical Facility Anti Terrorism Standards ( "CFATS "), also known as the Chemical Safety Rule, applies to propane -air plants and storage facilities. In 2005 and 2006, in attempt to mitigate the risk of future terrorist attacks, the U.S. Secretary of Homeland Security identified the need for legislation authorizing the Department of Homeland Security (DHS) to develop and implement rules regulating the security of "high- risk" chemical facilities in the United States. With respect to propane and other explosive and flammable chemicals (known as "release- flammable chemicals "), the ultimate goal of the legislation is to prevent a situation in which a terrorist would have access to enough of the chemical to pose a threat to the surrounding community or any nearby public gathering places (schools, shopping, malls, etc.) if it were ignited or detonated. Another possible scenario that the legislation seeks to protect against is the theft or diversion of this these types of chemicals for use in improvised explosive devices. In October 2006, Congress passed and the President signed the Department of Homeland Security Appropriations Act of 2007, which in Section 550 authorizes DHS to require high -risk chemical facilities to complete security vulnerability assessments, develop site security plans, and implement risk -based measures designed to satisfy DHS- defined risk - based performance standards. The Act also authorized DHS to enforce compliance with the security regulations, including conducting audits and inspections of high -risk facilities, imposing civil penalties of up to $25,000 per day, and shutting down facilities that fail to comply with the regulations. The Act gave DHS six months from the date the President signed the bill (i.e., until April 2007) to promulgate interim final regulations implementing this authority Under the IFR, if a facility possesses a "chemical of interest" at or above the listed STQ, the facility must complete and submit a consequence assessment known as a Top- Screen.14 A facility was required to complete its Top Screen within 60 calendar days of the publication of a final Appendix A or within 60 calendar days of coming into possession of the listed chemicals at or above the listed STQs. The threshold quantity for propane facilities was revised in response to numerous comments from the propane industry and agricultural providers and is currently set at 60,000 pounds, which amounts to about 14,285 gallons of liquid propane. Almost all propane peak- shaving plants are covered under CFATS, as even a single 18,000 gallon water capacity tank filled to 85% capacity with liquid propane triggers the regulation. 4 Evaluation — Risk assessment Maintaining a propane -air plant or industrial or standby system raises many issues of risk and /or potential liabilities, including odorant fade, BLEVE, and environmental risks. A. Odorant Fade. One of the most commonly litigated risks is odorant fade. While most of this litigation centers on propane wholesalers or retailers, there is definitive risk to a utility plant that is being decommissioned and selling its remaining liquid propane to a wholesaler or retailer. In instances where propane from a peak- shaving plant or standby system is sold and is not tested or re- odorized, or appropriate records are not kept, liability can flow back to the utility or plant owner. In some cases, the utility or industrial plant owner will be the "deep pocket' and a target for plaintiff's lawyers if it can be shown that unodorized propane was sold to a wholesaler or retailer. In a natural state, propane and natural gas have no odor, taste, or color. An odorizing agent is added to the gas in order to warn consumers of a leak. The odorant in propane is ethyl mercaptan, a sulfur -based compound that gives propane a distinctive rotten -egg smell. The properties of propane are much different than those of natural gas. Propane has 2.5 times more energy per cubic foot than natural gas. Propane is heavier than air, while natural gas is lighter than air. Propane, like natural gas, can lose its odor. However, while natural gas will tend to rise into the atmosphere and disperse, propane sinks to the ground and is prone to collect in low areas and enclosed spaces. Propane behaves more like water, hugging the ground and flowing downhill toward the lowest spot it can find, such as a basement, cellar, crawl space or utility room. Propane can even flow underground if leaked from buried pipes. Like water, propane can seep through a foundation into the space beneath a home or business. It has a propensity to accumulate and pool. When mixed in the proper proportion with air, propane is highly explosive. Propane explosions can be very powerful, causing severe structural damage and in many cases completely leveling a building. Fatalities and severe injuries are common. The odor of propane may be diminished or absent under a variety of conditions. Research shows that the mercaptan can chemically react and be absorbed by other materials, significantly reducing the level of odorant in the gas. The presence of air, water or rust inside a tank or cylinder can cause odorant fade. Mercaptan chemically reacts with steel and rust in tanks and fuel lines and bonds with refinery dust and mill scale that can be present in tanks, neutralizing the odorant over a period of time. Often odorant fade occurs in tanks that are new or have not been used continuously. Standby systems and peak- shaving plants are inherently rarely used. The recent rise in the number of accidents and explosions, coupled with the substantial size of verdicts and settlements has caused odorant fade to become a specialty of some plaintiff law firms. For example: • In Iowa, 7 family members were killed and 8 injured at a family reunion after a propane leak caused an explosion in the family home. Odorant fade was a large basis of the litigation and the settlement was in excess of $20 million. Family and friends of the victims are actively advocating for the removal of propane from all residential zones. (Encroachment has become a problem for many peak- shaving facilities. Encroachment is the result of residential neighborhoods growing up around peak- shaving plants that were formerly in isolated or rural zones). • A propane explosion resulting from a leak killed an infant child and its mother, who apparently did not smell the leak. The settlement was $11 million. • One Michigan law firm alone handled the following cases: • Wrongful death of mother, father, and two young children due to leaking propane gas in a home on a hog farm. $14.1 million dollar verdict. • 7 year -old boy suffered burns in a propane explosion. $4.5 million dollar settlement during litigation. • Propane leak and fire with burn injuries to three occupants. $2.005 million dollar settlement. B. BLEVE. Boiling Liquid Expanding Vapor Explosions, or BLEVEs, are the types of accidents that always make front page news. A BLEVE results from the rupture of a pressurized vessel containing a liquid substantially above its atmospheric boiling point. In propane peak- shaving plants, propane is stored partly in liquid form, with the gaseous propane vapors filling the remainder of the container. Rupture of a vessel can occur from an impact, an external fire near the vessel causing heating of the propane and pressure build -up, or from corrosion or failure under pressure. Once a vessel is ruptured, the vapor rapidly leaks, lowering the pressure inside the vessel. A sudden drop in pressure inside the vessel causes violent boiling of the liquid propane, which creates large amounts of vapor at extremely high pressure. This wave of pressure in turn causes an explosion, which in most cases can completely destroy the storage vessel and project steel fragments over the surrounding area. The resulting cloud of the propane vapor will ignite after the BLEVE has occurred, forming a fireball and possibly a fuel -air explosion, sometimes referred to as a vapor cloud explosion. The greatest number of deaths and injuries and highest value property damage, and thus the largest lawsuit recoveries, typically occur with BLEVEs. Notable propane BLEVEs include: • 1972 — Lowell Gas Company, Massachusetts. A tanker truck setting up to unload backed over a pipe. The vapor cloud was ignited by the pilot light on the vaporizer at the plant. One person died and 18 were injured. This was a utility -owned plant where the BLEVE was caused by a third party contractor on the site. • 1984 —San Juanico, Mexico. A water hammer damaged a feed pipe at an LPG terminal, causing a vapor cloud to drift toward a ground flare. 14 vessels BLEVEd over a 5 hour period. 550 people were killed, 2000 people were severely burned and 7,231 people were classified as injured. Projectiles from the BLEVEd tanks traveled as far as 1200 meters into surrounding neighborhoods. • 1998 — Herrig Brothers, Iowa. Two teens riding on an ATV trespassing on the property hit propane piping causing a BLEVE. Two firefighters were killed. This installation was governed by NFPA 58. Again, this instance was caused by a third party on the property and could have been prevented with better security. • 2008 — Sunrise Propane, Toronto, Canada. The cause of this BLEVE is still officially undetermined. Two were killed, hundreds injured. The BLEVE scattered asbestos across homes in the area, rendering 100 homes uninhabitable. C. Fire Safety Analysis I would ask that the city council insist that Center Point Energy conduct a formal Fire safety analysis for this existing plant to ensure some of the following as required by federal regulation LP -Gas Storage Container Safety Features Facility Information Analysis of Product Control Measures in Containers and Transfer Piping Analysis of Local Conditions of Hazard Exposure to and from Other Properties, Population Density Results of Hazard Distance Calculations for Different LPG Release Scenarios I would also request that at a minimum the planning commission consider requiring protective barriers for all tanks, fencing of the property to prevent tampering or intentional product release, a vapor detection system, and a fire suppression system that detects fires and cools the propane tanks to decrease the possibilityof a BLEVE. I'm also concerned that any propane leaks would fill the low lands to the northeast and pool there until one of my unwitting neighbors provides a source of ignition, which would make for a very bad day. Sincerely 14404 Eldorado Street NW Andover MN, 55304 Regular Andover Planning and Zoning Commission Meeting Minutes —April 14, 2015 DRAFT 5 PUBLIC HEARING: Amended Conditional Use Permit— Bulk Storage of Liquid Fuels —14327 7`" Avenue NW— CenterPoint Energy Associate Planner Angell noted the purpose of this item is to hold a public hearing and take input on an Amended Conditional Use Permit for bulk storage of liquid fuels at 14327 7th Avenue NW. Mr. Angell reviewed the proposed Amended Conditional Use Permit with the Commission. Mr. John Heer, CenterPoint Energy, 700 West Linden Avenue, Minneapolis, gave a brief presentation to the Commission. Motion by Koehler, seconded by Nemeth, to open the public hearing at 8:08 p.m. Motion carried on a 6 -ayes, 0 -nays, 1- absent (Gudmundson) vote. Mr. Angell submitted a letter from Mr. Ronald Hansen, 14404 Eldorado Street NW. Mrs. Kay Craig, 4280 1441h Lane NW, stated her property backs up to the facility. She stated comments concerning safety. They have had a number of fires in the swamp area and how much of a danger does that cause to the tanks. She stated the reason she came to the meeting is to see if any trees will be removed. She wondered if this facility will keep continuing to grow. Mr. Luther Romo, 14449 7th Avenue NW, asked if there will be a semi -fore at the entrance. He was concerned whether there will be a semi -fore. Mr. Carlberg indicated this is not a part of the request and staff would be happy to address this concern directly with the resident. Mr. Heer stated there are not any plans to remove any trees and they will work with the City regarding landscaping. He stated they are aware of the fires in the swamp. He reviewed the safety measures they have taken in regards to protecting their facility and tanks. Commissioner Nemeth asked if Mr. Heer knew on a given day how much of a draw on the pipeline is there on this facility. Mr. Heer stated Northern Natural Gas delivers gas to them and CenterPoint Energy takes the gas and distributes it to the residents along a large line. He stated this facility can put out 6 million BTU's per day and by adding these tanks and providing an additional 2 million BTU's per day, it will add fifteen hundred to two thousand additional homes per day. Commissioner Nemeth asked if they have ever experienced with the current set up a demand so heavy that it actually depletes the current system that is in place. Mr. Heer Regular Andover Planning and Zoning Commission Meeting �� I� Minutes —April 14, 2015 /A Pr Page 6 stated when they see cold weather coming, they usually have the facility running for a few hours in the morning and then depending on how cold it gets, they turn the facility up. The facility does get used virtually any time it gets to ten below zero. Their load is also during the peak hours of 6:00- 7:00a.m. Commissioner Nemeth asked if there has been any safety issues with the current system that is set up. Mr. Heer indicated there has not. Commissioner Nemeth asked what additional security features are enabled on this facility. Mr. Heer stated there is a security fence with barbed wire and a video surveillance system and the road is gated so no one can drive into the facility area and the tanks are secured so no one can open the valves. Commissioner Koehler asked with the additional capacity being installed, does it require any expansion to the pipe to get the propane out to the residents. Mr. Heer stated there is not any expansion directly to the pipe outside of the facility. With additional development, at some point they need to expand pipe further out so somewhere between the facility and development there may be some pipe that is expanded to accommodate the increase. Commissioner Koehler asked if Mr. Heer was given a copy of the letter from Mr. Hanson and did he have time to read it. Mr. Heer indicated they were given a copy and did read it. Commissioner Koehler asked if there was any regulation that was not currently met. Mr. Heer stated there was not. He reviewed the governing laws they need to follow with the Commission. Commissioner Cleven asked if all of the security in place was being monitored. Mr. Heer stated they have a site in Burnsville that is manned 24/7 and all of the data from this site is monitored there all of the time. Mr. Carlberg stated there will be a signal in the future going into the facility from 7`" Avenue. There is an agreed upon location for a future signalized intersection at that entrance and has been through a joint powers agreement with the City of Andover, City of Anoka and Anoka County. He showed on a map where the signal will be located at and indicated the signal will be triggered by development. Motion by Nemeth, seconded by Peterson, to close the public hearing at 8:28 p.m. Motion carried on a 6 -ayes, 0 -nays, 1- absent (Gudmundson) vote. Commissioner Nemeth asked if they have received any complaints regarding this facility by residents. Mr. Angell stated before the previous amendment there were complaints about the noise coming from the Northern Natural Gas station but when the 2001 Regular Andover Planning and Zoning Commission Meeting Minutes —April 14, 2015 � /�� Page 7 IG� r amendment took place, CenterPoint upgraded their station, which eliminated the noise. He stated he has not received any complaints regarding noise. Commissioner Nemeth asked if there have been any issues with decibel levels and disrupting residents. Mr. Angell indicated he did not know of any issues. Commissioner Koehler asked staff how they make sure all of the issues addressed in the letter sent are being addressed. Mr. Angell indicated they would be regulated by the Federal and State inspectors. Commissioner Peterson asked if there will be any requests by residents for additional screening of the property. Mr. Angell stated they have not received any comments from residents and this will have to go through a commercial site plan review and that landscaping would be one of the subjects they discuss at the time. Mr. Carlberg noted these are bermed (covered) tanks so do not have any visual site by the residents. Motion by Nemeth, seconded by Cleven, to recommend to the City Council approval of the amended Conditional Use Permit 15 -01 regarding the bulk storage of liquid fuels at 143277 th Avenue NW. Motion carried on a 6 -ayes, 0 -nays, 1- absent (Gudmundson) vote. Associate Planner Angell stated that this item would be before the Council at its May 5, 2015 meeting. P IC HEARING: Interim Use Permit — Mining — Andover Boulevard and Butter Street NW— Mark Smith City Planner Ha noted the purpose of this item is to hold a public hearing and take input on an Interim Permit for mining at Andover Boulevard and Butternut Street NW. City Planner Hanson reviewed the Commission. Commissioner Koehler asked if they have Interim Use Permit for mining with the from the residents before the letter arrived from the residents. Ms. Hanson stated with thNiLst go around with the mining, staff did receive some calls regarding the dirt and the Pub Works Director, Mr. Berkowitz, would get ahold of Mr. Smith and have him water streets but she did not know which individuals they were. Commissioner Koehler stated there was mention on the letter regarding cra s in the house and he wondered if there was any mention of that before. Ms. Hanson i cated she has not received any calls regarding that. Commissioner Koehler asked if the have some mechanism for addressing issues like this when presented. Mr. Carlberg stated they would have the contractor look at the situation to see if it occurred because of • (ANDOVE^ 1685 CROSSTOWN BOULEVARD N.W. , ANDOVER, MINNESOTA 55304 , (763) 755 -5100 FAX (763) 755 -8923 • WWW.ANDOVERMN.GOV To: Mayor & City Council CC: Jim Dickinson, City Administrator David D. Berkowitz, Director o bli Works /City Engineer From: Todd J. Haas, Assistant Public Works Director Subject: Consider Revised Draft Kelsey Round Lake Park RFP /15 -11- Engineering Date: May 5, 2015 INTRODUCTION The City Council is requested to review the attached draft Request for Proposals (RFP) that has been recommended by the Task Force and the Park and Recreation Commission in the development of the Master Plan for Kelsey Round Lake Park, Project 15 -11. DISCUSSION The Task Force at the direction of the City Council has revised the RFP. Attached is the revised version of the RFP. The items identified in red are the items that have been revised from the previous RFP that was originally recommended to the City Council. The Council should specifically review Pages 9 and 10 which are tasks that are recommended to the City Council Chairman Stenzel, Park and Recreation Chair, will be at the meeting to answer any questions the Council may have. BUDGETIMPACT The 2015 CIP identifies $50,000 budget for the Kelsey Round Lake Park Master Plan. ACTION REQUESTED The City Council is requested to approve the Request for Proposals as recommended by the Task Force and the Park and Recreation Commission. Respectfully submitted, Todd J. Haas Cc: Shane Stenzel, Park and Recreation Commission Chair (copy sent by e -mail) Attachments: Request for Proposals I/ DRAFT #2 REQUEST FOR PROPOSAL PROJECT #15 -11 Master Plan Consulting Services for Kelsey Round Lake Park Andover, Minnesota Proposals due by: Friday, May 29, 2015 @ 4:30 PM City of Andover 1685 Crosstown Boulevard NW Andover, MN 55304 1 TABLE OF CONTENTS Part 1.0 Introduction 3 Part 2.0 Instructions for Proposers 4 Part 3.0 Evaluation of Proposals and Award 8 Part 4.0 Specifications 9 Part 5.0 Terms and Conditions 10 Attachments: ExhibitA — Specimen Contract Exhibit B— Insurance Requirements REQUEST FOR PROPOSALS KELSEY ROUND LAKE PARK MASTER PLAN PART 1.0 INTRODUCTION 1.1 STATEMENT OF PURPOSE The purpose of this Proposal is to enter into an agreement for Professional Services for consulting services for the Master Plan of Kelsey Round Lake Park. Proposer must submit detailed plans stating how they intend to perform the services required and identify a potential schedule (including milestones, estimated timetable, and reports to be provided). 1.2. BACKGROUND Kelsey Round Lake Park is located at address 15521 Xenia Street NW, in Andover, MN, and is part of the minty Andover Parks and Recreation System. The nature park has been around over 20 years and the City now is ready to refocus on the park and consider future opportunities for the development of the park including but not limited to trail development, prairie and wetland restoration, interpretive eenteF elements, whieh may include restrooms aF►d a plaza, playground equipment, potential sitie.,r. Of add- itiO ^..I eFties provide an assessment and options to include possible connection to other parks and lands that are publically held around the lake and identify in the Master Plan for future land and /or easement acquisitions as needed amend the ..HEAP-+^. of De-Rd I ;;kp and additional landscaping. Kelsey Round Lake Park is 152 acres in size and is located adjacent to Round Lake on the west side. Currently visitors have access to trails, woods, wetlands, and prairie ecosystems. No programming is currently available at the park. The park is open year round for those that like to ride bike, walk, jog, snow shoe, cross country ski or just come to the park to see what nature has to offer. 1.3 SCOPE OF SERVICES The City of Andover will enter into an agreement with a qualified Consulting Firm to develop a Master Plan to mess further development of the park. The plan will include trail development (winter and summer), provide an assessment and options to include possible connection to other parks and lands that are publically held around the lake and identify in the Master Plan for future land and /or easement acquisitions as needed spaee, prairie and /or wetland restoration, interpretive eeateF elements whiel; may restreem-r , ^d a plaza playground equipment, restrooms and additional landscaping. The plan Aill alsp Repel to a visieR, ae a all d stFategie plan d b d to + the futwFe Reeds of the iRteFpFetive eenteF The project scope is described below: 3 • The Master Plan will be critical to the long and short term planning for possible park improvements and upgrades. The study should address existing conditions and provide ideas for future improvements and upgrades. • The Master Plan will need to address and provide an assessment and options to include possible connection to other parks and lands that are publically held around the lake and identify in the Master Plan for future land and /or easement acquisitions as needed t#e ,d„+,,... ine if it is feas;hl and where the trail locations (winter and summer) are recommended within Kelsey Round Lake Park to aGquiFe the eFties to with eptions must be provided. i • Present findings to various groups (such as City staff, the Andover Parks and Recreation Commission and the City Council) during the evaluation process. A minimum of up four presentations will be made to the Park Commission and /or City Council and up to four meetings with City staff. It is the intention of the City to enter into a contract with the selected proposer who will complete the scope of work in accordance with terms and conditions as hereinafter provided. 1.4 IMPLEMENTATION DEADLINE The City would like the selected proposer to begin the evaluation and assessment in April June 2015. The City would like to have the completed Master Plan report by August 28 September 18, 2015 to present to the Andover Parks and Recreation Commission for their meeting in September October 2015. The selected Consultant is to provide a detailed project timeline, outlining when each step will be accomplished, based upon the Ap-r-4 June 2015 start and the August 28 September 18, 2015 completion. PART 2.0 INSTRUCTIONS FOR PROPOSERS Vendor's proposal must be prepared in strict compliance with the "Proposal Format" below. Failure to comply with all provisions of this RFP may result in disqualification of the submitted proposal. 2.1 Proposal Deadline Proposals must be received by 4:30 p.m. CST, Friday, MaFeh 6 May 29, 2015, 1685 Crosstown Boulevard NW, Andover, MN 55304. All proposers must submit three (3) complete proposals and one electronic version. One proposal must be marked "original." Any proposal received after the time stipulated will be rejected. All proposals must be addressed to: "Master Plan Consulting Services for Kelsey Round Lake Park" City of Andover 1685 Crosstown Boulevard NW Andover, MN 55304 4 2.2 Proposals will not be opened publicly at the closing of the RFP. All data contained in the proposals will be disclosed as required, in accordance with the requirements of Minn. Stat. § 13.591. Trade secret data that a proposer wishes to protect during and after the evaluation process must meet the definition and classification in Minn. Stat. § 13.37. Proposers must invoke the protections of this section prior to or upon submission of the data, and identify the data and state the reasons why protection is sought. 2.3 A pre - proposal meeting, which is not mandatory, will be held at 2:00 p.m. on Tuesda Thursday, PebFua , 7 May 14, 2015. The meeting will be held at the City of Andover City Hall, 1685 Crosstown Boulevard NW, Andover, MN 55304. Any questions concerning the RFP must be submitted in writing by 12 PM (noon), Wednesday, May 20, 2015 to: City of Andover Attn: Todd Haas, Assistant Public Works Director /Parks Coordinator 1685 Crosstown Boulevard NW Andover, MN 55304 E -mail: t.haas@andovermn.gov A written response, in the form of an addendum(s) will be made available to all no later than Tuesday, MaFeh 3 May 19, 2015. 2.4 Procurement Timetables The following projected timetable should be used as a working guide for planning purposes. The City of Andover reserves the right to adjust this timetable as required during the course of the RFP process. • Issue RFP - FebwaFy 5 May 6, 2015 • Pre - proposal meeting at Andover City Hall - Tuesday Thursday, FebFuffy May 14, 2015 at 2:00 p.m. • Questions due - Thursday Wednesday, FebFwaFy 26 May 20, 2015 by 12:00 PM (noon) • Responses provided by - Tuesday, March R May 26, 2015 • Proposals received by - Friday, March 6 May 29, 2015 at 4:30 PM • Interviews as needed - ""a,., h 23 25 June 8 -10, 2015 • Recommendation (if necessary) to the Andover Parks & Recreation Commission - ApFii -2June 15, 2015 • Recommendation to City Council - ApFii -7 June 16, 2015 • Consultant to execute contract and begin Master Plan Affil 13 June 22, 2015 • Master Plan to be completed - August 28 September 18, 2015 2.5 Disclaimer The City of Andover reserves the right to withdraw this RFP at any time and for any reason, and to issue such clarifications, modifications, and /or amendments, as it may deem appropriate. The City of Andover reserves the right to waive minor irregularities in proposals, if such action is in 5 X the best interest of the City of Andover. Any such waiver shall not modify any remaining RFP requirements or excuse the proposer from full compliance with the RFP specifications and other contract requirements if the proposer is awarded the contract. 2.6 Proposals and Presentation Costs The City of Andover will not be liable in any way for any costs incurred by proposers in the preparation of their proposals in response to this RFP nor for the presentation of their proposals and /or participation in any discussions or negotiations prior to the award of the contract. 2.7 Proposals 2.7.1 Rejection of proposals The City of Andover reserves the right to accept or reject in part or in whole, any or all proposals submitted. The City of Andover shall reject the proposal of any vendor who is determined to be non - responsive. The unreasonable failure of a proposer to promptly supply information in connection with respect to responsibility may be grounds for a determination of non - responsibility. 2.7.2 Acceptance of Proposals All proposals properly submitted shall be accepted by the City of Andover. However, the City of Andover reserves the right to request clarifications or corrections to proposals. Requests for clarifications or corrections by the City of Andover shall be in writing. Said requests for clarifications or corrections shall not alter the Vendor's price contained in the cost proposal. 2.9 General Instructions 2.9.1 Proposal Term: All Proposals must be valid for 90 days from the proposal submission date. 2.9.2 Late Submissions: Proposals received after the specified date and time for proposal submission will not be accepted. 2.9.3 Letter of Transmittal: The Letter of Transmittal should be a formal letter from the proposer prepared in standard business format. It should be brief, signed by a person who is authorized to commit the proposer organization to perform the work included in the proposal. and gh.pula identify all ,teFial ^a 2.9.4 Executive Summary: The G,,,, .,,t,,,,, SuFn., @Fy of the PFepasal shall be 1OM**Pd t three (3) gle spaGed t.,.,, writte pages. The purpose of the Executive Summary is to provide a high -level description of the proposer's ability to meet the requirements of the RFP. 11 2.10 Proposal Format Proposers must submit proposals that are complete, thorough and accurate. Brochures and other similar material may be attached to the proposal. 2.10.1 Outline of Proposal: The Proposers must submit a narrative response to Part 4.0 of this RFP, "Specifications and Requirements." Responses shall be prefaced with the summary title and corresponding section number. 2.10.2 Proposers must submit a Narrative response or acknowledged agreement to Part 5 of this RFP, "Terms and Conditions." Responses shall be prefaced with the summary title and corresponding section number. 2.10.3 Appendices - the content is left to the Proposer's discretion, but should be limited to materials that will be helpful in describing the services proposed. 2.10.4 Qualifications of Proposer - Shall contain pertinent information relative to the firm's background, expertise and qualifications to accomplish all tasks set forth in this RFP. This section should include: • Identify the Assessment and Design Team, including the names, company employed with, qualifications, and the person's strengths or specialized experience. • A list of sub - consultants and their role. • Examples of related projects should be included. • A minimum of three references similar in size and scope, including name, address, contact, phone number. • Current client list. • New or innovative systems, products, or services recommended in past studies. • Ideas you have utilized in past studies, to minimize or reduce future maintenance and operational costs. • How your firm would gather information from stake holders during the needs assessment. • Proposals must be signed by an authorized representative of your firm. • Price proposal, hourly rates of all staff involved and all other costs including overhead, copying, travel, etc. 2.10.5 A detailed cost estimate and work plan for each task in Section 4.1 shall be identified. This work plan will be used as a scheduling and managing tool, as well as the basis for invoicing. The proposal shall be based on a "time and material deliverables" with an hourly rate and a not to exceed amount for each task based on the scope of services provided for this project. Also provide a total not to exceed cost summarized for all tasks. The not to exceed amount shall include reimburseables. FA 2.10.6 Compliance with RFP - This section should demonstrate the responder's understanding of the City's needs and how closely the submitted plan for services complies with the requirements of the RFP. 2.10.7 All proposals shall be bound, typed and contained in a single volume. Pfepesals i fiFFR'S abilities t„ satisfy the F Rts e f the RPP you must also submit one electronic version of your proposal on a CD. 2.11 Exceptions to Format It is intended that this RFP describe the requirements and proposal format in sufficient detail to secure comparable proposals, recognizing that various proposer's approaches may vary widely. Proposals, which materially differ from the described format, may be rejected. All information requested must be submitted, or alternatively, a statement giving the rationale of the proposer for not submitting requested information must be provided. The City of Andover may, if it deems it to be in its best interest, consider such statements in determining the responsiveness of the proposal. 2.12 Implied Requirements Products and services which are not specifically requested in this RFP, but which are necessary to provide the functional capabilities proposed by the proposer, must be included in the proposal. The proposer must include detailed information, including products, services, costs, and how it will affect the implementation in time, quality of service etc. PART 3.0 EVALUATION OF PROPOSALS AND AWARD Award shall be made to the responsible and responsive proposer whose proposal is determined to be the most advantageous to the City of Andover taking into consideration of the (not necessarily in the order of importance or limited to): knowledge and experience, implementation requirements, corporate resources and local operating plan, cost, and references. 3.1 Process Overview Proposals will be examined to eliminate those, which are clearly non - responsive to stated requirements. Proposers should exercise particular care in reviewing the Proposal Format portion of this RFP. The detailed evaluation may result in one or more finalists. At this point, presentations may be requested of the proposers and negotiation will be carried out to finalize the award of the project. 3.2 Proposal Evaluation Factors A panel representing the City of Andover staff and the Andover Parks and Recreation Commission will evaluate proposals. Any response that takes exception to any mandatory items n in this Proposal Process may be rejected and not considered. Proposals will be evaluated using the factors detailed below (not necessarily in any order of importance or limited to): a. A clearly demonstrated understanding of the work to be performed. b. A detailed timeline to accomplish the tasks outlined in the Scope of Services. c. Experience and qualifications of key personnel. d. The firm's record of experience on similar projects, including past performance with public entities. e. Proposal organization, clarity, conciseness and thoroughness. f. References. g. Financial Considerations. 3.4 Contract Development The City of Andover reserves the right to negotiate further with one or more responsible and responsive proposers. The content of the RFP and the successful proposer's proposal(s) will become an integral part of the contract, but may be modified by the provisions of the final negotiated contract. By submission of proposals pursuant to this RFP, Proposer's acknowledge that they are amenable to the inclusion in a contract of any information provided either in response to this RFP or subsequently during the selection process. Further, all proposers, by submitting proposals, agree that they have read, are familiar with all the terms and conditions of the different documents making up the Contract Documents, and will abide by the terms and conditions thereof. The City of Andover has the right to use, as the City of Andover determines to be appropriate and necessary, any information, documents, and anything else developed pursuant to the RFP, the proposal and the contract. The successful proposal shall be incorporated into the resulting contract and shall be a matter of public record subject to the provisions of Minnesota law. The City of Andover shall have the right to use all system ideas, or adaptations of those ideas, contained in any proposal received in response to this RFP. Selection or rejection of the proposal shall not affect this right. 4.0 SPECIFICATIONS AND REQUIREMENTS 4.1 Project Overview — Development of a Master Plan for the Kelsey Round Lake Park to provide clear vision, direction, goals and strategies for the next 15 -20 years of operation. The final product Master Plan should include the following Tasks as a minimum: Tasks: A. Mapping and evaluation of the current condition and function of the park and physical features of the grounds. B. Concept and schematic drawings showing the existing and future trails planned (winter and summer). 9 C The pl +r, will A^^rl +^ +,d,dr^rr The goal by the City is to provide an assessment and options to include possible connection to other parks and lands that are publically held around the lake and identify in the Master Plan for future land and /or easement acquisitions as needed the passible expaAsien of the 1 +L., 4relf +^ rLP+^r. iAe ;f it ;r f.,+r;hl., W + e the neeessaFy ^^ ^r+;es to have a 'rl s cc {.+Fari system aFeund the lake. ic. D. Assessment of a possible interpretive eeRteF elements restmm;rs and a plaza in fela+' eve Fall PaFk a ter •h4r+ way , finding signage, and other park features and facilities. E. Provide recommendations on the type of Natural Play Environments for playground /elements should be considered and where the location of these improvements should be within Kelsey Round Lake Park. G n r++ffiRg. V01 ..teeFs .alum.... %vith epti.,..r must be PFOVided if aR G. GGeneept and- dFawiRgs depieting the future ^lanRed ^ * ^• ^- #eat -re5 of the inteFpFetiye center f?C I i rvcuFe phySiGal aMeRiciceS,, ..d ether features. H. Specific recommendations for providing displays and exhibits including educational topics, interactive features, themes, and concepts as part of +n the interpretive senteF elements. I. Development of a capital improvements plan (CIP) including estimates for each improvement being identified in the CIP for Kelsey Round Lake Park. I f1.....,1.....v ent of + and .make,+,g fr+r.,.,...ArL fee +h., se. c, geReFal ViSits, K. Provide an assessment and options in regards to restrooms which could be a vaulted tank (requires pumping when necessary), septic system and /or portable bathroom system. L. Provide recommendations /options in regards to kayaking, archery range, canoeing, snow shoeing and /or cross country skiing by possibly providing rental services either by the City or by a private vendor. M. Development of a staffing needed and ve- 1„nteer fr+....,. ed( ..1+.. to meet future goals, including support services of the Parks Maintenance Department, e.g. maintenance /operations. N. An assessment or recommendation of Kelsey Round Lake Park as to how to promote the park (social media and other). 0. Attend up to four meetings with City staff and up to 4 meetings with the Andover Park Commission and /or City Council is anticipated. 4.2 SUB CONSULTANT MANAGEMENT The vendor shall identify all sub consultants to be utilized in the performance of this contract, including the type /amount of work /services they will be providing. If Sub consultants are used, the City of Andover will consider the proposing vendor to be the Prime Consultant and to be 10 solely responsible in all contractual matters, including payment of any and all charges resulting from such sub - Consultant arrangements. The Prime Consultant will be fully responsible for the acts, errors, and omissions of the Sub - Consultant. The successful respondent shall cause appropriate provision of its proposal to be inserted in all subcontracts ensuing to assure fulfillment of all contractual provisions by sub consultants. The consultant shall be responsible for the management of all subcontracted personnel. The consultant shall provide the City with its policies and procedures for sub consultant management including the following: • Consultant's level of experience with the sub consultant(s). • Quality control measures. PART 5.0 TERMS AND CONDITIONS 5.1 Contract for Services The Contract resulting from this RFP shall be subject to the terms and conditions as provided in the attached sample Contract for Services, Exhibit A. Please acknowledge agreement with these terms and conditions in your proposal. 5.2 Insurance Requirements of Consultant The Vendor agrees to obtain and to maintain insurance as required in the attached document (Insurance Requirements) Exhibit B. Certificate of Insurance. 11 1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755 -5100 FAX (763) 755 -8923 • WWW.ANDOVERMN.GOV To: Mayor & City Council CC: From: Subject: Date: Jim Dickinson, City Administrate David D. Berkowitz, Director of Todd J. Haas, Assistant Public W :r Consider Additional Street Light/Driveway Entrance to Recycling Center/Ice Rinks - Engineering May 5, 2015 INTRODUCTION The City Council is requested to consider an additional street light at the driveway entrance to the Recycling Center/Ice Rinks as recommended by the Park and Recreation Commission. DISCUSSION The Park and Recreation Commission brought this up as a concern that there is not enough light at the entrance. From the discussion the Commission along with others was that the entrance to the recycling center/hockey rinks entrance has been difficult to fmd when it is dark. Currently there is a street light on the south side of the intersection that also serves as the entrance to Sunshine Park. Staff has discussed with Connexus Energy about replacing the existing light with a brighter light but unfortunately that is not possible. BUDGET IMPACT The cost of additional light at the entrance has been estimated at $6,700. The Recycling Coordinator has indicated that the Recycling Budget can contribute half of the cost and since the entrance is also for access to the hockey rinks the other funding source could be from the $15,000 Park Improvement Fund Miscellaneous Funds that is allocated each year. Note: Although the Park Commission has recommended installing an additional light, their recommendation to fund the light should come from the General Fund and not from the Park Improvement Funds. Staff recommends that half of the cost of the light come from the Park Improvement Fund Miscellaneous Funds. There is second light identified on the plan at the driveway gate that would be additional $2,592 but with the lack of funds, this light is recommended to be installed when the parking lot paving is funded and done as part of that project. ACTION REQUESTED The City Council is requested to approve an additional street light at the driveway entrance to the Recycling Center/Ice Rinks as recommended by the Park and Recreation Commission and direct whether the one -half funding is from the General Fund or Park Improvement Fund Miscellaneous Funds. ectfully submitted, 4-r Todd J. Haas Cc: Shane Stenzel, Park and Recreation Commission Chair (copy sV�t by e-mail) Attachment . Cost estimate & drawing from Connexus Energy` Picture of existing light the entrance Todd Haas From: Dan Johnson <Dan.Johnson @connexusenergy.com> Sent: Tuesday, April 07, 2015 9:58 AM To: Todd Haas Cc: Becky Bergherr Subject: Recycling Center Light Todd, To get a light at the entrance to the Recycling Center off of Crosstown we would feed from the south existing light at the Recycling Center. If desired, you could install a second light near the gate. There is an image below with the proposed locations. The plan would be to dig on the west side of the drive to south of the gate, then bore across the driveway and then dig along the east side to the light location on the north side of the trail. Total anticipated cost for the light at the entrance from Crosstown is $6,654.25. This includes 525' footage, 40' bore, County ROW permit and the 135 Watt LED shoebox style light on 30' fiberglass pole. To add the second light at the gate would be an additional $2,592. Let me know which options you'd like to pursue and I can send you an official estimate. Thanks, Dan Johnson Distribution Designer I Connexus® Energy Phone /Fax: 763.323.4265 Dan.Johnson @connexusenerey.com I www.connexusenergy.com - -- Owned by the members we serve - -- ' b PROPOSED: INSTALL UNDERGROUND WIRE FROM EXISTING _ LIGHT AT RECYCLING YARD, SOUTH ALONG WEST SIDE OF y ; DRIVEWAY TO POSSIBLE LIGHT AT SPLIT IN DRIVE. THERE 40' BORE TO EAST SIDE OF DRIVE, CONTINUING SOUTH TO PROPOSED LIGHT AT CROSSTOWN INTERSECTION PLACED BETWEEN 2-4' NORTH OF TRAIL 30' FIBERGLASS POLES, 135W LED SHOEBOX STYLE LIGHTS. ':fit f. •w_ ` _ -i.: ._. .�r 1, f�'+ yl. - '""a ,fir, ry Y• - 1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 (763) 755 -5100 FAX (763) 755 -8923 • WWW.ANDOVERMN.GOV To: Mayor & City Council CC: Jim Dickinson, City Administrat David D. Berkowitz, Director of P is orks /City Engineer From: Todd J. Haas, Assistant Public Subject: Schedule Joint Meeting with Park and Recreation Commission - Engineering Date: May 5, 2015 D INTRODUCTION The City Council is requested to schedule a joint meeting with Park and Recreation Commission. DISCUSSION This item was tabled from the last meeting on April 21, 2015. The Park and Recreation Commission is currently working on the 2016 -2020 Capital Improvement Plan (CIP) and would like to discuss with the City Council their thoughts for the CIP. The Commission would also like to address other needs for the parks /facilities system that are not included in the CIP that have been raised by the youth associations that most likely cannot be funded in the CIP now or within the next 5 years. The Park Commission would like meet any time after May 7, 2015. Potential dates are as follows: • Monday, May 180' at 6 pm or 7 pm. • Wednesday, May 20`x' at 6 pm or 7 pm. • Thursday, May 21s` at 6 pm. Note: Park Commission has a regular scheduled meeting at 7 pm • Tuesday, May 26th at 6 pm (normal monthly workshop meeting) • Wednesday, May 27`h at 6 pm or 7 pm. ACTION REQUESTED The City Council is requested to schedule a joint meeting with Park and Recreation Commission on one of the dates and times identified above. Respectfully submitted, Todd J. aH as Cc: Shane Stenzel, Park and Recreation Commission Chair (copy sent by e-mail) ,NDOVEA 1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755 -5100 FAX (763) 755 -8923 • WWW.AN DOVE RMN.GOV TO: FROM: SUBJECT: DATE: Mayor and Councilmembers Jim Dickinson, City Administrator Administrator's Report May 5, 2015 The City Administrator and Department Heads present will provide a brief verbal update on various items of interest to the City Council and to the residents at the meeting. Listed below are a few areas of interest: 1. Administration & City Department Activities 2. Update on Development/CIP Projects 3. Legislative Updates 4. Meeting reminders Upon receipt of the meeting packet, if a member of the Council would like an update on a particular item, please notify me so an adequate update can be made.