HomeMy WebLinkAbout2017-06-26 City Council Workshop PacketPPLLEEAASSEE NNOOTTEE SSTTAARRTT TTIIMMEE
RULES OF CIVILITY FOR THE CITY COUNCIL, BOARDS, COMMISSIONS AND OUR COMMUNITY
Following are rules of civility the City of Maplewood expects of everyone appearing at Council Meetings -
elected officials, staff and citizens. It is hoped that by following these simple rules, everyone ’s opinions can be
heard and understood in a reasonable manner. We appreciate the fact that when appearing at Council
meetings, it is understood that everyone will follow these principles:
Speak only for yourself, not for other council members or citizens - unless specifically tasked by your
colleagues to speak for the group or for citizens in the form of a petition.
Show respect during comments and/or discussions, listen actively and do not interrupt or talk amongst each
other.
Be respectful of the process, keeping order and decorum. Do not be critical of council members, staff or others
in public.
Be respectful of each other’s time keeping remarks brief, to the point and non-repetitive.
AGENDA
MAPLEWOOD CITY COUNCIL
MANAGER WORKSHOP
5:00 P.M. Monday, June 26, 2017
City Hall, Council Chambers
A.CALL TO ORDER
B.ROLL CALL
C.APPROVAL OF AGENDA
D.UNFINISHED BUSINESS
None
E.NEW BUSINESS
1.Discussion of Possible Settlement with Ramsey Washington Suburban Cable
Commission
a.Intent to Close Meeting (§13D.05 subd. 3b)
2. 2018-2022 Capital Improvement Plan and Financial Policies
F.ADJOURNMENT
THIS PAGE IS INTENTIONALLY LEFT BLANK
MEMORANDUM
TO:City Council
FROM:Melinda Coleman, City Manager
Mychal Fowlds, IT Director
DATE:June 19, 2017
SUBJECT:Discussion of Possible Settlement with Ramsey Washington Suburban Cable
Commission
a.Intent to Close Meeting (§13D.05 subd. 3b)
Introduction/Background
The purpose of this agenda item is to consider action for a possible settlement with the Ramsey
Washington Suburban Cable Commission. The City of Maplewood left the Ramsey Washington
Suburban Cable Commission effective January 1, 2016.
The City and the Commission have not reached a final agreement that relates to the division of
existing assets held by the Commission—the financial reserve dollars held by the Commission
are substantial and in the opinion of the City represent monies paid by Comcast to the
Commission but collected, pro-rata, from Maplewood citizens to which the City is entitled.
Minnesota State Statute 13D.05 subd. 3b allows a public body to close a meeting if the closure
is expressly authorized by statute or permitted by the attorney-client privilege.
Recommendation
Before the meeting is closed, the council must state on the record the specific grounds
permitting the meeting to be closed and describe the subject to be discussed. Therefore, it is
recommended the City Council introduce the following motion:
Pursuant to Minnesota Statutes Section 13D.05,Subd. 3b, I hereby move to close the
regular meeting and go into closed session to discuss negotiations and a possible
settlement with the Ramsey Washington Suburban Cable Commission.
Attachments
Additional information will be provided at the meeting.
E1
Packet Page Number 1 of 226
MEMORANDUM
TO:Melinda Coleman, City Manager
FROM:Ellen Paulseth, Finance Director
DATE:June 26, 2017
SUBJECT:2018-2022 CIP Workshop and Financial Policies Discussion/Review
Introduction
The Capital Improvement Plan is an annually prepared document that coordinates the planning,
financing and timing of major equipment purchases and construction projects. Proposed
projects for the 2018-2022 CIP are being reviewed by the various Commissions and a public
hearing on the CIP will be held at the Planning Commission meeting on July 18th at 7:00 PM.
The final CIP document will be completed throughout the 2018 budget process and a copy of
the CIP will be available in electronic format on the City’s webpage. The City Council will be
asked to adopt the completed CIP document at the same time the 2018 budget is adopted in
December. Adopting the CIP does not commit the council to the proposed projects. However,
this timeframe aligns the CIP process with the annual budget process and allows for changes
throughout the process.
The City’s financial policies have been reviewed at a previous workshop. Council input was
incorporated into the draft policies and they are attached for additional review.
Background
A draft of the CIP is attached to this staff report. The projects are shown by category, year and
funding sources. Projects are further described on individual project pages. Department heads
are available to answer questions related to the proposed projects. An analysis of debt indicates
that the City can accomplish the projects contained in the plan within the City’s existing debt policy
framework. The projects have been evaluated for affordability in the context of the 10-year
Financial Management Plan. This is a draft document. The fire station rehabilitation projects are
subject to change, depending on the outcome of the Fitch fire services study.
Recommendation
No action required at this time. This item is for discussion only. Council members should
consider how they wish to prioritize projects contained in the plan and which projects will be
appropriated for the 2018 budget year. Projects proposed for 2018 are highlighted on the next
page.
Attachments:
1. PowerPoint
2. Draft 2018 – 2022 Capital Improvement Plan
3. Draft Financial Policies
E2
Packet Page Number 2 of 226
PROJECT DEPARTMENT PROJECT TITLE COST
Buildings
FD18.011 Fire Department Rehabilitation of Fire Station #3 Hazelwood $2,400,000
FD18.012 Fire Department Rehabilitation of Fire Station #2 Gladstone $2,100,000
PM18.01 Public Works Maplewood Nature Center Improvements $50,000
$4,550,000
Equipment
FD18.010 Fire Department Replacement of Police & Fire 800 MHz Radios $78,300
FD18.014 Fire Department Fire Fighting Turnout Gear 57,400
FD18.017 Fire Department Ambulance Replacement 250,000
PW15.05 Public Works Wood Chipper 70,000
PW16.04 Public Works Asphalt Hot Box 40,000
PD18.010 Police Squad Replacaements 216,300
PW13.03 Public Works Single Axle Plow Truck 220,000
PW15.03 Public Works One 1/2 - Ton Truck 22,000
$954,000
Park Improvements
PM07.010 Parks Park Upgrades to Existing Parks $100,000
PM08..060 Parks Open Space Improvements 110,000
PM14.020 Parks Harvest Park Upgrades 50,000
PM15.020 Parks EAB Ash Removal & Planting 100,000
PM15.430 Parks Wakefield Park Upgrades 250,000
PM16.001 Parks Park Maintenance & Reinvestment - Wakefield 1,600,000
PM18.02 Parks Edgerton Community Garden 50,000
$2,260,000
Street Improvements
PW09.08 Public Works Farrell/Ferndale Area Street Improvements $7,060,000
PW09.10 Public Works Dennis/McClelland Area Street Improvements 100,000
PW15.11 Public Works Ferndale/Ivy Street Improvements 100,000
PW16.10 Public Works Mailand/Crestview Forest Area Pavement 60,000
PW16.12 Public Works London/Highpoint Area Pavement 1,010,000
PW18.12 Public Works Roselawn & Edgerton Intersection Improvements 100,000
PW14.01 Public Works Pond Clean Out/Dredging Projects 100,000
PW03.21 Public Works Lift Station Upgrades 20,000
$8,550,000
Revevelopment
CD02.01 Community Dev Housing Replacaement Program 150,000
CD15.01 Community Dev Gladstone Area Redevelopment $2,000,000
$2,150,000
Total CIP Projects Year 2018 $18,464,000
Capital Improvement Projects Scheduled for 2018
E2
Packet Page Number 3 of 226
DebtE2, Attachment 1
Packet Page Number 4 of 226
Capital Improvement Plan WorkshopJune 26, 20175:00 PME2, Attachment 1
Packet Page Number 5 of 226
2018-2022 Capital Improvement Plan TimelineJune 26, 2017 CIP WorkshopJuly 18, 2017 Planning Commission HearingJuly 24, 2017 City Council HearingDecember 11, 2017 Adoption with Final Budget
E2, Attachment 1
Packet Page Number 6 of 226
Purpose of the Capital Improvement PlanCapital Improvement Planning Document for 5 YearsDoes not authorize expendituresCouncil must authorize each item prior to spendingAdoption Required to Issue Debt to Finance theProjects, § M.S. 475.521
E2, Attachment 1
Packet Page Number 7 of 226
2018–2022 Capital Improvement PlanSummary of CIP Projects by CategoryCategory 2018 2019 2020 2021 2022 TotalBuildings4,550,000 881,000 269,000 265,000 469,000 6,434,000Equipment954,000 1,887,500 767,800 675,500 1,723,200 6,008,000Parks2,260,000 750,000 1,400,000 660,000 1,685,000 6,755,000Redevelopment2,150,000 2,750,000 1,350,000 0 150,000 6,400,000Streets8,550,000 7,405,000 13,760,000 22,720,000 8,250,000 60,685,000TOTAL18,464,000 13,673,500 17,546,800 24,320,500 12,277,200 86,282,000
E2, Attachment 1
Packet Page Number 8 of 226
2018-2022 Capital Improvement Plan Funding SourcesE2, Attachment 1
Packet Page Number 9 of 226
Estimated Impact of Capital Improvement Plan on City Property TaxesProperty Tax Payable Year 2018 2019 2020 2021 2022 5-YearImpact15.46%Estimated City Tax Increase(Decrease) on Average HomeEstimated Increase (Decrease)City TaxesEstimated Increase (Decrease)City Tax RateEstimated City Taxes onAverage Home46.244% 47.176% 46.010% 46.795% 46.672%0.926%-2.12%Estimated City Tax Rate$886-2.47% 1.70% -0.26%$935 $945 $991 $1,0232.02%$137$10 $49 $10 $46 $321.43% 5.49% 1.05% 4.88% 3.22%
E2, Attachment 1
Packet Page Number 10 of 226
Debt Related to 2018-2022 Capital Improvement Plan$30,296,000 Total New Debt*DEBT TRANSACTIONSCURRENT YEAR AND NEXT FIVE YEARSNewLessDebtDebtDebtEscrow Net DebtYear IssuedPaid Outstanding Funds Outstanding2016 Balance Forward68,623,5300 68,623,5302017 7,370,000 (7,677,820) 68,315,710 (9,160,000) 59,155,7102018 8,363,000 (15,364,230) 61,314,480 (1,225,000) 60,089,4802019 5,840,000 (8,991,290) 58,163,1900 58,163,1902020 6,281,000 (7,093,030) 57,351,1600 57,351,1602021 3,621,000 (7,209,350) 53,762,8100 53,762,8102022 6,191,000 (6,819,730) 53,134,0800 53,134,080*Assumes alternative financing of internal chargesE2, Attachment 1
Packet Page Number 11 of 226
Debt per Capita with Capital Improvement Plan1,359 1,274 1,247 1,135 1,156 1,080 1,017 1,002 957 910 905 763 629 505 402 324 252 198 149 109 ‐200 400 600 800 1,000 1,200 1,400 1,600 2018 2019 2020 2021 2022 2023 2024 2025 2026 2027Net Direct Per Capita with and without CIPNet Direct Debt Per Capita with CIPExisting Net Direct Debt Per CapitaE2, Attachment 1
Packet Page Number 12 of 226
Standard and Poor’s Estimated Ratings165.8%157.3%152.1%139.8%135.4%121.8%122.5%113.1%105.2%102.4% ‐ 10,000,000 20,000,000 30,000,000 40,000,000 50,000,000 60,000,000 70,000,0002018 2019 2020 2021 2022 2023 2024 2025 2026 2027Ratio of Governmental Funds Net Direct Debt to Total Revenue with New CIP DebtNet Direct Outstanding DebtEstimated Total Gov't Funds RevenueWeakAdequateE2, Attachment 1
Packet Page Number 13 of 226
Standard and Poor’s Estimated Ratings0%10%20%30%40%50%60%70%80%90%100%2018 2019 2020 2021 2022 2023 2024 2025 2026 202722.0%24.2%23.0%17.7%17.0%15.9%15.1%14.6%12.3%12.4%Ratio of Governmental Funds Debt Service to Expenditures with New CIP DebtAnnual Net Debt Service with CIPEstimated Total Gov't Fund ExpendituresAdequateStrongE2, Attachment 1
Packet Page Number 14 of 226
Legal Debt Limitation Calculation with Capital Improvement Plan20182019202020212022Projected market value3,780,370,150 3,874,879,404 3,971,751,389 4,090,903,931 4,213,631,048 Statutory debt limit3% of market value 113,411,105 116,246,382 119,152,542 122,727,118 126,408,931 Amount of debt applicable to debt limit:Equipment 2012A130,000 65,000 - - - CIP 2013A2,975,000 2,750,000 2,520,000 2,290,000 2,055,000 Refunding 2013B750,000 500,000 255,000 - - CIP & Equipment 2014A 2,895,000 2,725,000 2,550,000 2,365,000 2,300,000 CIP & Equipment 2015B 1,050,000 960,000 870,000 780,000 690,000 CIP & Equipment 2016A 1,590,000 1,410,000 1,230,000 1,040,000 920,000 Total debt applicable9,390,000 8,410,000 7,425,000 6,475,000 5,965,000 Legal debt margin104,021,105 107,836,382 111,727,542 116,252,118 120,443,931 December 31Projection of Legal Debt Margin For Existing City DebtFiscal YearE2, Attachment 1
Packet Page Number 15 of 226
Ten-Year Financial Outlook with Capital Improvement Plan47.25%46.24%47.18%46.01%46.79%46.67%46.90%45.89%46.20%44.98%44.76%44.01%42.00%43.00%44.00%45.00%46.00%47.00%48.00%2016 2017 2018 2019 2020 2021 2022 2023 2024 2025 2026 2027Long-Term Financial Management PlanProjected City Tax RateE2, Attachment 1
Packet Page Number 16 of 226
Ten-Year Financial Outlook with Capital Improvement Plan$874$886$935$945$991 $1,023$1,063 $1,077 $1,110 $1,118 $1,151 $1,170$0$200$400$600$800$1,000$1,200$1,4002016 2017 2018 2019 2020 2021 2022 2023 2024 2025 2026 2027Long-Term Financial Management PlanProjected City Taxes on Median Value HomeE2, Attachment 1
Packet Page Number 17 of 226
Environmental Utility Fund Long-Term OutlookNote: Includes 3‐5% increase in EUF fee in 2018‐2022EUF Fund2018 2019 2020 2021 2022Utility Revenues2,631,000 2,756,250 2,894,063 3,009,825 3,100,120Operating Expenses2,028,604 2,057,676 2,087,330 2,117,576 2,148,428Operating Profit (Loss) 602,396 698,574 806,733 892,249 951,692Less: Debt Service(382,390) (386,550) (384,530) (376,980) (379,700)Less: CIP Expenditures (1,706,500) (780,600) (1,532,500) (1,233,500) (927,500)Change in Net Position (1,486,494)(468,576) (1,110,297) (718,231) (355,508)Beginning Cash Position 1,413,869 502,375 608,799 73,502 (69,729)Add: Depreciation575,000 575,000 575,000 575,000 575,000Ending Cash Position 502,375 608,799 73,502 (69,729) 149,763EUF Fee - Single Family Home2017 2018 2019 2020 2021 2022Monthly$8.33$8.75 $9.17 $9.67 $10.00 $10.25Quarterly$25.00$26.25 $27.50 $29.00 $30.00 $30.75Annually$100.00$105.00 $110.00 $116.00 $120.00 $123.00
E2, Attachment 1
Packet Page Number 18 of 226
Major Projects Scheduled for 2018Hazelwood Fire Station $2,400,000Gladstone Fire Station $2,100,000Wakefield Park Facilities $1,600,000Gladstone Redevelopment $2,000,000Farrell/Ferndale Streets $7,060,000Londin/Highpoint Pavement $1,010,000
E2, Attachment 1
Packet Page Number 19 of 226
Council ConsiderationsOutstanding Debt Goals2018 Capital Improvement ProjectsRestructure Debt Policy to exclude internal chargesIncrease EUF FeeImplement Franchise Fees increase and utilize LGA tofinance internal chargesContinue to Find Efficiencies in Future BudgetsE2, Attachment 1
Packet Page Number 20 of 226
Questions?E2, Attachment 1
Packet Page Number 21 of 226
City of Maplewood
Ramsey County, Minnesota
2018 – 2022 Capital Improvement Plan
Adopted December 11, 2017
Prepared by the Department of Finance
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 22 of 226
THIS PAGE INTENTIONALLY LEFT BLANK
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 23 of 226
TABLE OF CONTENTS
Page
SECTION I – INTRODUCTION
Principal City Officials ............................................................................................... 1
City Manager's Letter of Transmittal ......................................................................... 2
CIP Public Improvement Project Authorization Schedule .......................................... 6
Capital Improvement Financing ................................................................................. 9
Population and Housing Statistics ........................................................................... 13
Undeveloped Land Map .......................................................................................... 14
Maplewood Neighborhoods .................................................................................... 15
SECTION II – CAPITAL IMPROVEMENT PLAN
Highlights of the Capital Improvement Plan ........................................................... 16
Five-Year Capital Improvement Plan Summary ...................................................... 19
Categories of Expenditures ................................................................................ 19
Timing of Projects and Expenditures .................................................................. 20
Funding Sources ............................................................................................... 21
Tax Impact .............................................................................................................. 22
Debt Analysis .......................................................................................................... 23
Impact on Operating Budget ................................................................................... 27
Utility Funds Analysis .............................................................................................. 28
Projects by Year ...................................................................................................... 30
Projects by Department ........................................................................................... 33
Projects by Category ............................................................................................... 35
Projects by Funding Source .................................................................................... 37
SECTION III – PROJECT DETAILS
Ambulance
Ambulance Replacement FD18.016 .................................................................. 42
Ambulance Replacement FD18.017 ................................................................... 43
Ambulance Replacement FD18.018 .................................................................. 44
Building Maintenance
Park Maintenance Building Updates MT17.01 ..................................................... 45
1902 Building Mechanical Updates MT17.05 ....................................................... 46
1902 Building Roof MT17.06 ................................................................................ 47
City Hall/Police Department Emergency Generator MT18.01 .............................. 48
1902 A/C Replacement ........................................................................................ 49
Community Development
Housing Replacement Program CD02.01 ............................................................ 50
Gladstone Area Redevelopment CD15.01 ........................................................... 51
Fire Department
Replacement of Police & Fire 800 MHz radios FD18-010 .................................... 52
Fire Station #3 Rehabilitation Hazelwood FD18.011 ............................................ 53
Fire Station #2 Rehabilitation Gladstone FD18.012 ............................................. 54
Replacement of Ladder Truck FD18.013 .............................................................. 55
Fire Fighting Turnout Gear FD18.014................................................................... 56
Replacement of Fire Truck FD18.015 .................................................................. 57
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 24 of 226
TABLE OF CONTENTS
Page
SECTION III – PROJECT DETAILS (continued)
Information Technology
Eden System Replacement IT15.020 ................................................................... 58
Server Storage IT16.010 ...................................................................................... 59
Parks and Recreation
Park Upgrades PM07.010 .................................................................................... 60
Open Space Improvements PM08.060 ................................................................. 61
Goodrich Park PM11.020 ..................................................................................... 62
Harvest Park PM14.020 ....................................................................................... 63
Emerald Ash Borer Removal and Planting PM15.020 .......................................... 64
Wakefield Park PM15.430 .................................................................................... 65
Park Maintenance and Reinvestment PM16.001 ................................................. 66
Maplewood Nature Center Master Plan PM16.003 .............................................. 67
Maplewood Nature Center Land Acquisition PM16.004 ....................................... 68
Fish Creek Open Space PM16.005 ...................................................................... 69
Maplewood Nature Center Improvements PM18.01 ............................................. 70
Edgerton Community Garden PM18.02 ................................................................ 71
Police Department
Squad Replacement PD18.010 ............................................................................ 72
Records Management System PD18.020 ............................................................ 73
Regional Police Firearms Training Range PD18.060 ........................................... 74
Public Works Department
Lift Station Upgrade Program PW03.21 ............................................................... 75
Single-Axle Plow Truck PW13.03 ......................................................................... 76
Pond Cleanout/Dredging Projects PW14.01 ......................................................... 77
Single-Axle Plow Truck PW15.01 ......................................................................... 78
Water Tanker PW15.02 ........................................................................................ 79
One-Half-Ton Truck PW15.03 .............................................................................. 80
Wood Chipper PW15.05 ....................................................................................... 81
Street Sweeper PW16.02 ..................................................................................... 82
ToolCat Work Machine PW16.03 ......................................................................... 83
Asphalt Hot Box PW16.04 .................................................................................... 84
Three Tilt-Deck Trailers PW16.05 ........................................................................ 85
Tractor/Utility Machine PW17.01 .......................................................................... 86
16’ Park Mower PW17.02 ..................................................................................... 87
One and ½ Ton Utility Truck PW17.03 ................................................................. 88
Single Axle Plow Truck PW17.04 ......................................................................... 89
Asphalt Paver PW17.05 ....................................................................................... 90
Street Construction
Farrell/Ferndale Area Street Improvements PW09.08 ......................................... 91
Dennis McClelland Area Street Improvements PW09.10 ..................................... 92
Sterling Street Bridge Replacement PW12.02 ...................................................... 93
White Bear Ave/I-694 Interchange Project PW15.08 ............................................ 94
Ferndale/Ivy Area Street Improvements PW15.11 ............................................... 95
Rice Street PW16.06 ............................................................................................ 96
Mailand/Crestview Forest Area Pavement PW16.10 ............................................ 97
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 25 of 226
TABLE OF CONTENTS
Page
SECTION III – PROJECT DETAILS (continued)
Schaller Area Pavement PW16.11 ....................................................................... 98
Londin/Highpoint Area Pavement PW16.12 ......................................................... 99
Southcrest/Ferndale Area Pavement PW17.06 .................................................. 100
East Shore Drive Area Street Improvements PW17.08 ...................................... 101
Cope/McMenemy Street Improvements PW18.01 ............................................. 102
Gervais Area Pavement PW18.02 ...................................................................... 103
Roselawn and Edgerton Intersection Improvements PW18.12 .......................... 104
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 26 of 226
THIS PAGE INTENTIONALLY LEFT BLANK
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 27 of 226
SECTION I
INTRODUCTION
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 28 of 226
THIS PAGE INTENTIONALLY LEFT BLANK
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 29 of 226
CITY OF MAPLEWOOD, MINNESOTA
PRINCIPAL CITY OFFICIALS
DECEMBER 11, 2017
CITY COUNCIL
NORA SLAWIK, MAYOR
Term Expires 12-31-2017
KATHLEEN JUENEMANN, COUNCILMEMBER MARYLEE ABRAMS, COUNCILMEMBER
Term Expires 12-31-2017 Term Expires 12-31-2017
BRYAN SMITH, COUNCILMEMBER TOU XIONG, COUNCILMEMBER
Term Expires 01-04-2020 Term Expires 01-04-2020
CITY MANAGERIAL STAFF
Officer Position Date Appointed
Melinda Coleman City Manager February 6, 2015
Mike Funk Assistant City Manager/HR Director February 23, 2015
DuWayne Konewko Director of Environmental & Economic
Development
May 2, 2016
Ellen Paulseth Finance Director May 2, 2016
DuWayne Konewko Director of Parks & Recreation January 1, 2011
Mychal Fowlds Director of Information Technology February 6, 2006
Andrea Sindt City Clerk August 5, 1996
Steve Lukin Fire Chief March 17, 2000
Michael Thompson Director of Public Works June 4, 2012
Kerry Crotty Acting Police Chief June 9, 2017
1
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 30 of 226
THIS PAGE INTENTIONALLY LEFT BLANK
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 31 of 226
December 11, 2017
Honorable Mayor and Council Members:
Introduction
The 2018 – 2022 Proposed Capital Improvement Plan (CIP) for the City of Maplewood is
submitted herewith. The City Manager, department heads and staff members have worked
diligently to produce a document that is practical, substantive and insightful.
Capital Improvement Plan Goals
Acknowledge and Communicate Public Infrastructure Priorities and Dynamics;
Ensure Appropriate Responses to Changing Infrastructure Needs and Demands;
Develop a Financial Assessment of Capital Resources Available to Meet Future
Capital Project Planning Needs;
Institute a Strategic Vision Predicated on Maintaining High Quality Infrastructure
Capable of Meeting the Needs of Our Citizens for Today and Tomorrow.
The purpose of the City’s CIP is to identify, prioritize and address community needs through
careful long-term capital planning and balanced public investment in supporting physical
infrastructure. To ensure that this commitment is both meaningful and achievable,
appropriate capital improvement factors were given significant consideration in developing a
CIP that addresses community priorities over the next five (5) years. The CIP will also
provide a planning foundation for future needs assessments to ensure the City is
appropriately responding to the critical infrastructure needs necessary for sustainable future
growth. The CIP represents a beginning in terms of producing a comprehensive planning
response to address changing capital needs by developing a project schedule that will lead to
timely and cost-effective project completions.
Discussion
The 2018 – 2022 CIP has been prepared as a strategic planning tool to assist the City
Council in identifying proposed capital improvement projects over the next five years. With
the inclusion of preliminary financing sources, and appropriate background information citing
needs and projected cost estimates, this document will provide the Council with the
information to begin the process for planning improvements that meet the City’s physical
infrastructure needs. Consequently, the CIP serves as a flexible guide to properly identify the
critical components of the City’s infrastructure, yet maintain flexibility in determining project
timeframes, project scope and possible funding sources. The 2018-2022 CIP continues the
emphasis of judiciously managing the City’s limited resources by prudently planning for
known and/or anticipated future capital expenditures.
2
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 32 of 226
Packet Page Number 32 of 226
Capital Improvement Plan Message, continued
A critical step in the plan adoption process is the collaborative nature of plan review that
involves the leadership of the City Council, the input of appointed commissions and staff, and
comment from the community. Consequently, the strategic value of this plan lies in the
acknowledgement of future needs by the governing body and the effective communication of
those needs to the general public during project development stages. Likewise, the
availability and preliminary designation of fiscal resources to serve both current and future
needs is critical to the achievement of plan outcomes that meet with Council approval. For
major infrastructure improvements, feasibility studies are performed and affected
constituencies are notified to formally disseminate and receive public feedback on proposed
project plans. This process culminates with the City Council considering all relevant
information and making a final decision on the proposed capital improvements.
The public process that supports the advancement of these projects from inception to
completion is engendered in the CIP project development and authorization schedule.
Formalizing the steps in the CIP project advancement process serves a number of purposes
and ensures that the Council and public are kept informed regarding project purposes and
desired outcomes, estimated project costs, funding sources, progress and final status. It
should be emphasized that projects will require approval in various stages of project
development by the City Council in accordance with approved policies.
The objectives of the 2018 – 2022 CIP are to present a comprehensive capital improvement
program that communicates efforts:
To ensure that community priorities are reflected in the capital investment plans of
each City department;
To provide a consolidated financial picture of anticipated expenditures and outline
recommended funding strategies to underwrite anticipated capital improvements;
To document and communicate capital improvement processes for City projects that
will ensure consistency, an appreciation of the costs and benefits of proposed capital
investments, and raise the level of public understanding regarding the City’s public
improvement processes;
To provide information on the fiscal impacts of capital investment plans on total City
finances; and
To effectively plan for public improvements that support community needs in the areas
of private development infrastructure, transportation, public safety, parks and
recreation, utilities, and commercial/industrial growth through fiscally responsible
economic development initiatives.
Accordingly, this document attempts to recognize known or perceived capital improvement
needs, but as with any plan recognizes that social, economic and political considerations will
by necessity determine final project outcomes. The major categories of expenditures that are
identified within the CIP include, but are not limited to: 1) Public Facilities; 2) Street and
Utility Construction; Maintenance and Reconstruction; 3) Construction, Maintenance and
Upgrades of Parks, Playgrounds and Trails; 4) Private Development Infrastructure and
Redevelopment; and 5) Capital Equipment and Vehicles.
3
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 33 of 226
Capital Improvement Plan Message, continued
The City Council, consequently, accepts this document with the provision that capital
improvement planning is subject to the dynamics of community growth and political
leadership and acknowledges that other unanticipated needs may take precedence over
planned projects.
Projects
Major projects in the 2018 – 2022 CIP include:
Equipment & Facilities
Facility Maintenance and Upgrades
Fire Station Rehabilitation
Fire Truck Replacements
Ambulance Replacements
Fleet Replacements
Technology Upgrades
Police and Fire 800 MHz Radio Replacements
Police Records Management System
Lift Station Upgrades
Regional Police Firearms Training Range
Street Improvements
Farrell/Ferndale Area Street Improvements
Dennis/McClelland Area Street Improvements
Ferndale/Ivy Area Street Improvements
East Shore Drive Area Street Improvements
Mailand/Crestview Forest Area Pavement
Schaller Area Pavement
Londin/Highpoint Area Pavement
Southcrest/Ferndale Area Pavement
Cope/McMenemy Street Improvements
Gervais Area Pavement
Roselawn & Edgerton Intersection Improvements
Sterling Street Bridge Replacement
Rice Street Project (County is lead agency)
White Bear Ave/I694 Interchange Project (County is lead agency)
Parks
Nature Center Upgrades
Master Plan Park Maintenance
Community Center Improvements
Open Space Improvements
Park Improvements
Emerald Ash Borer Removal and Planting
Economic Development
Gladstone Area Redevelopment
Housing Replacement Program
4
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 34 of 226
Capital Improvement Plan Message, continued
Recommendation
The 2018 – 2022 CIP is the product of collaborative planning efforts by City staff and City
consultants, City commissions, and the City Council. Projects have been introduced based
on anticipated future growth trends articulated in the City’s Comprehensive Plan and
engineered improvements in the established areas of the community, and capital deficiencies
or infrastructure issues brought to the City’s attention through a variety of sources.
Capital expenditures identified within the CIP are the best estimates available, and once the
CIP is adopted, will be reviewed and confirmed through individual feasibility reports. We are
appreciative of the commitment, good judgement and expertise that each department has
contributed to the capital improvement planning process. We recommend adoption of the
2018 – 2022 Capital Improvement Plan to ensure that the City’s infrastructure, facility and
equipment needs will be met.
Melinda Coleman
City Manager
5
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 35 of 226
CIP Public Improvement Project Authorization Schedule
The following process is a guideline for authorizing public improvement projects. The
process is controlled by Minnesota statutes and community factors. It is, therefore,
subject to change. It should be viewed as a guide to assist the City Council and public in
understanding the public improvement process used by City staff. City Council action will
facilitate each step in the process. As a result, the process time frame is a significant
factor affecting the ability of City staff to properly manage and complete approved Council
ordered projects within budget and in a timely manner.
1.Council approval of annual CIP projects and City Council resolution
ordering preparation of feasibility study will authorize the following:
a. Staff and/or consultant preparation of project feasibility studies;
b. Staff preparation of detailed financial review of estimated project costs and
funding sources;
c. Neighborhood meeting may be held prior to feasibility study, subject to need
and type of project.
Time Frame: June – July
2. Presentation of feasibility study:
a. Feasibility study components:
i. Review of project scope, preliminary engineering design elements
and construction costs;
ii. Estimated total project costs, including engineering, administrative,
legal and fiscal expenses;
iii. Project financial plan/fiscal implications;
iv. Preliminary assessment roll, if any, for the public hearing.
b. City Council will consider acceptance of feasibility study, and adopt a
resolution “Accepting Feasibility Study and Setting Date of Public Hearing
on the Project.” Adoption of the resolution initiates the following:
i. Notices are mailed to affected residents, per statutory requirements,
no less than ten days before public hearing;
ii. Public hearing notice is published. Two publications, one week
apart, with the second publication no less than three days before the
hearing.
iii. Staff and/or consultants prepare project plans and specifications.
Time Frame: September – November
3.Neighborhood meeting:
a. City staff will hold neighborhood project meetings, when appropriate, to
review and present project feasibility studies, answer questions and meet
with affected property owners. These meetings will include a question and
answer component designed specifically to bring awareness to the property
owner, obtain citizen input and produce an understanding of the purpose
behind the proposed public improvement.
6
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 36 of 226
Capital Improvement Plan Project Authorization Schedule, continued
Time Frame: Following the City Council approval to prepare the feasibility
study, but prior to the public hearing.
4. City Council holds a public hearing, when appropriate, for the following
purposes:
a. Presentation of project;
b. Presentation of preliminary special assessment rolls and financing
implications;
c. To hear affected resident input;
d. City Council determines whether to order the public improvement.
e. A City Council resolution is drafted “Ordering the Project and Authorizing
Preparation of Plans and Specifications.” The City Council may order the
improvement after the public hearing is closed or at a subsequent Council
meeting within 6 months of the public hearing date. By statutory
requirement, the City Council resolution ordering the project must be
approved on a 4/5 Council vote if it is a project with special assessments.
If the City Council rejects the project as presented, a Council vote should
determine the final status of the project.
Time Frame: November – January
5. Plans and specifications are presented to City Council for approval:
a. A City Council resolution is drafted authorizing the following:
i. Accepting and approving project plans and specifications;
ii. Authorizing the advertisement for project bids. Bids are developed
and an invitation to bid is processed. Bid opening date is no less
than 3 weeks after publication;
iii. Authorizing the preparation of assessment roll;
iv. Authorizing staff to pursue an appropriate funding mechanism to
underwrite project costs.
Time Frame: February – March
6. Assessment roll presented to City Council for approval:
a. A City Council resolution is drafted authorizing the following:
i. Approval of the preliminary assessment roll;
ii. Ordering assessment hearing.
Time Frame: February – March
7. City Council acceptance of project bids, award of contracts, and assessment
public hearing:
a. Affected property owners are officially notified, per Minnesota Statutes, no
less than two weeks prior to special assessment hearing;
b. Public notice is published no less than two weeks prior to the special
assessment hearing, per Minnesota Statutes;
c. Staff presents the assessment roll and City Council approves the final
assessment roll.
7
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 37 of 226
Capital Improvement Plan Project Authorization Schedule, continued
d. All assessment appeals and requested deferrals received prior to the close
of the assessment public hearing will be reviewed by staff and brought back
to Council with recommendations at a subsequent meeting;
e. A City Council resolution is drafted “Accepting Project Bids and Awarding
Contracts,”
f. Project and construction work begins.
Time Frame: March – May
8. City Council considers assessment appeals and requested deferrals and
approval of revised assessment roll:
a. Council consideration of assessment appeals and requested deferrals filed
prior to close of the assessment public hearing;
b. A City Council resolution “Adopting Revised Special Assessment Roll” is
considered and adopted;
c. All actions meet Minnesota Statutes Chapter 429 legal requirements.
Time Frame: March – May
9. Project completion is demonstrated by:
a. Council acceptance of the project;
b. Final presentation and review of project costs vs. project budget.
Time Frame: Upon completion of the project
8
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 38 of 226
Capital Improvement Financing
Introduction:
Implementing capital improvements requires the utilization of sound, economical
financing methods. The City of Maplewood has several financing mechanisms available,
ranging from cash reserves to special-purpose funds to borrowing through the issuance
of municipal bonds. The financing plan for each improvement is based on the policies of
the jurisdictions participating in the project and legal requirements. The final selection
and scheduling of proposed capital improvements is based on the ability of the City to
secure an appropriate financing plan.
The total cost for each project includes construction costs, administrative costs and
interest. Several funding sources may be used for a given project. The financial viability
of each of the projects in the 2018–2022 CIP was analyzed against the following available
financing mechanisms:
Bonds and Notes:
Capital Equipment Notes – these notes are backed by the full faith and credit of
the City and are subject to the City’s legal debt limitation. The notes can be used
to purchase public safety equipment, ambulance and other medical equipment,
road construction and maintenance equipment, and other capital equipment
having an expected useful life at least as long as the term of the notes. The notes
usually mature in five years, but can be issued for terms of up to ten years.
Capital Improvement Bonds – these General Obligation bonds are backed by
the full faith and credit of the City and are subject to the City’s debt limit. They are
issued to finance infrastructure and facility improvement projects in the City’s
Capital Improvement Plan. Due to a statutory requirement, the bonds must be
approved by a three-fifths vote of the City Council. The statute also limits the total
amount of principal and interest due in any year on all CIP bonds issued by the
City to not exceed .16% of the estimated market value of all property in the City.
CIP bonds are also subject to a reverse referendum requirement.
General Obligation Bonds – These bonds are backed by the full faith and credit
of the City and are all, or partly, supported by tax levies. Bonds that are more than
80% supported by tax levies require voter approval prior to issuance.
General Obligation Improvement Bonds – these bonds are similar to General
Obligation Bonds except they do not require voter approval for issuance because
the bonds include only the portion of the public improvement project that is not
assessed to property owners. At least 20% of the project cost must be assessed
to issue these bonds.
9
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 39 of 226
Capital Improvement Financing, continued
Municipal State Aid Bonds - these bonds are issued to finance improvements to
municipal state-aid streets. Under state law, future allotments of state street aid
are pledged to pay the principal and interest on the bonds. The bonds are also
backed by the full faith and credit of the city.
Special Assessment Bonds - these bonds, backed by the full faith and credit of
the City, are payable from special assessment charges made to property owners
who benefit from public improvements. Under state law, special assessment bonds
can be issued without voter approval provided that at least 20% of the
improvement cost has been assessed.
Tax Abatement Bonds – these bonds can be issued to finance public
infrastructure, public facilities including parks and recreational facilities, as well as
development and redevelopment projects. The benefited project or infrastructure
does not need to be on or adjacent to the parcel for which taxes are being abated.
The maximum principal amount of tax abatement bonds may not exceed the
estimated sum of the abatements for the property for the years authorized. These
bonds are excluded from the calculation of the net debt limit.
Tax Increment Bonds – these bonds can be issued for housing, economic
development, construction of public facilities or infrastructure and redevelopment
of blighted areas. The bonds can be revenue bonds or general obligation and are
not subject to referendum approval. The bonds are not subject to the City’s legal
debt limitation.
City Funds:
Ambulance Service Fund –this fund accounts for customer service charges that
are used to finance emergency medical services.
Capital Improvement Projects Fund – this fund was established to finance major
capital outlay expenditures, through a property tax levy, that cannot be easily
financed by alternative revenue sources. It is referred to as the CIP Fund.
Economic Development Authority Fund – this fund was established to finance
activities of the Maplewood Area Economic Development Authority.
Environmental Utility Fund – this fund was established to finance maintenance
and improvements to the storm water utility system. Revenues for the fund are
generated by a utility charge for surface water runoff.
Fire Truck Replacement Fund – this fund was established to finance purchases
of fire apparatus. Property taxes are levied annually to fund the purchases.
Fleet Management Fund – this fund accounts for operating expenses of public
works vehicles and major equipment. These operating expenses, including
depreciation, are used as a basis to establish rental rates for departments using
the vehicles. These procedures result in a cash reserve for capital replacement.
10
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 40 of 226
Capital Improvement Financing, continued
General Building Replacement Fund – this fund was established to provide a
funding mechanism for the replacement and/or rehabilitation of City buildings.
Property taxes are levied annually for this fund.
General Fund – this fund accounts for all financial resources except those
required to be accounted for in another fund. The fund accounts for the majority of
the City’s operating budget.
Information Technology Fund – accounts for the maintenance, repair, and
operation of the city’s computer hardware and software.
North St. Paul WAC Fund - this fund accounts for revenue from water connection
charges and a water surcharge that is paid by the owners of property that receive
water from the City of North St. Paul. These revenues are used to finance water
system costs that cannot be assessed.
Park Development Fund – this fund accounts for the receipt and disbursement of
park availability charges PAC. These charges are levied against all new buildings
constructed and are paid when the building permit is issued. PAC revenues on
residential buildings can only be spent on park developments within the same
neighborhood. Commercial PAC revenues can be spent on any park development.
Police Department Squad/Equipment Replacement Fund – this fund is being
established to finance squad and major equipment expenditures related to the
Police Department. Property taxes are levied annually for this fund.
Police Services Fund – this fund accounts for money that is legally restricted for
police services. Most of the revenues are from the sale of forfeited property.
Redevelopment Fund – this fund accounts for activities related to redevelopment
and housing rehabilitation and replacement.
Sewer Fund – this fund accounts for customer sanitary sewer service charges that
are used to finance the sanitary sewer system operating expenses.
St. Paul Water Fund – this fund accounts for charges collected by the St. Paul
Regional Water Services on behalf of the City of Maplewood.
St. Paul Water Availability Charge Fund – this fund accounts for revenue from
water connection charges and a water surcharge that is paid by the owners of
property that receive water from St. Paul Regional Water Services. These
revenues are used to finance water system costs that cannot be assessed.
Street Light Utility Fund – this fund accounts for franchise taxes established
through a franchise agreement with electricity providers. Customers pay a tax with
their electric bills, which is provided to the City for the use on street light, power
system and traffic control systems.
11
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 41 of 226
Capital Improvement Financing, continued
Street User Revitalization Fund – this fund accounts for franchise taxes
established through a franchise agreement with gas providers. Customers pay a
tax with their gas bills, which is provided to the City. The City uses the fees to fund
street projects.
Tree Preservation Fund – developers who are unable to comply with city
policies on tree preservation may be allowed to deposit funds for furtherance of
city tree goals in other parts of the city.
Other Agencies:
Little Canada – When roads on the border between Maplewood and Little Canada
are improved, the two governments jointly finance the cost of the improvement.
MnDOT – a portion of public works improvement costs on State-Aid roads are paid
by the Minnesota Department of Transportation.
North St. Paul – when roads on the border between Maplewood and North St.
Paul are improved, the two governments jointly finance the cost of the
improvement.
Oakdale – when roads on the border between Maplewood and Oakdale are
improved, the two governments jointly finance the cost of the improvement.
Ramsey County – when county roads within the city are improved, the cost of the
improvements is jointly financed by the two governments.
RWMWD – a portion of public works improvement costs that are paid by the
Ramsey Washington Metro Watershed District.
State Aid – refers to money received from the state for street construction projects.
State aid allotments for street construction are based on two factors: population
and fiscal need. Fiscal need is determined by the estimated costs of construction
and maintenance of the city’s state aid streets over 25 years.
Other Sources of Revenue:
Sale of Property – the portion of the costs of a project or improvement that are
paid for with the proceeds of the sale of other City assets.
Grants – Grants and contributions are occasionally received from other sources,
usually state or federal agencies. The City Council approves the receipt of grants
and contributions.
12
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 42 of 226
Maplewood Population and Housing Statistics
Sources: Metropolitan Council and Maplewood Staff
ESTIMATED POPULATION NEW OCCUPIED
YEAR POPULATION GAIN (LOSS) DWELLING UNITS HOUSEHOLD UNITS
2009 37,755 1,038 20 15,094
2010 38,018 263 16 14,882
2011 38,374 356 16 15,033
2012 39,065 691 20 15,168
2013 38,950 (115)23 15,289
2014 39,054 104 25 15,243
2015 39,742 688 82 15,325
2016 40,234 492 335 15,660
2017 40,726 492 335 15,995
2018 41,218 492 335 16,330
2019 41,710 492 335 16,665
2020 42,200 490 335 17,000
2021 42,675 475 330 17,330
2022 43,005 330 127 17,457
13
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 43 of 226
Undeveloped Landin Maplewood
Commercial Property
Residential Property
Mixed Use Property
14
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 44 of 226
THIS PAGE INTENTIONALLY LEFT BLANK
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 45 of 226
15
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 46 of 226
THIS PAGE INTENTIONALLY LEFT BLANK
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 47 of 226
SECTION II
CAPITAL IMPROVEMENT PLAN
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 48 of 226
THIS PAGE INTENTIONALLY LEFT BLANK
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 49 of 226
Highlights of the Capital Improvement Plan
Maplewood’s Capital Improvement Plan for 2018 - 2022 contains a total of $86,282,000
in improvements, rehabilitation, and equipment. Many items are routine in nature and
others represent significant investments in the community. These betterments are
designed to enhance the quality of life and well-being of Maplewood residents.
Major highlights of the 2018 – 2022 CIP are as follows:
Farrell/Ferndale Area Street Improvements - $7,590,000
The Farrell/Ferndale Area streets, located east of 3M and south
of Minnehaha Avenue, will be fully reconstructed in 2018. The
project will include the replacement of the road pavement,
installation of concrete curb and gutter, expansion of storm water
facilities, sanitary sewer and water main repairs, and pedestrian
improvements. The following streets are included in the project:
Margaret Ave, 5th Ave, Fremont Ave, Farrell St, Ferndale St,
Conway Service Dr, Mayhill Rd and 7th St. The project includes
2.0 miles of street, with an average PCI rating of 30/100.
Ferndale/Ivy Area Street Improvements - $3,580,000
The Ferndale/Ivy Area streets, located north of Maryland
Avenue and west of Century Avenue will be fully
reconstructed in 2019 including the replacement of the road
pavement, installation of concrete curb and gutter, expansion
of storm water facilities, sanitary sewer and water main
repairs, and pedestrian improvements. Streets in the project
area include Dennis Street, Farrell Street, Ferndale Street,
Hawthorne Avenue, Ivy Avenue and Mayhill Road. A regional
drainage/hydraulic study will be completed prior to the
feasibility study in 2017. Identified flood remediation work will be incorporated into the
street improvement project. The project includes a total of 1.2 miles of street, with an
average PCI rating of 43/100.
Dennis/McClelland Area Street Improvements - $7,060,000
The Dennis/McClelland Area streets will be fully
reconstructed in 2020, including replacement of road
pavement, installation of curb and gutter, expansion of
storm water facilities, sanitary sewer and water main
repairs, and pedestrian improvements. The following
streets are included in the project: Sterling St, James
Drive, McClelland St, Ferndale St, Dennis Ln, O'Day St,
Mayer Ln, Farrell St, and Mayhill Rd. Storm water
treatment methods will be studied in 2018 for the area
near Battle Creek. The project includes 2.1 miles of
streets, with an average PCI rating of 31/100.
16
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 50 of 226
Capital Improvement Plan Highlights, continued
East Shore Drive Area Street Improvements - $4,820,000
The East Shore Drive Area streets, lying north of Lake
Phalen will be be fully reconstructed in 2021. The project will
include the replacement of the road pavement, installation of
concrete curb and gutter, expansion of storm water facilities,
sanitary sewer repairs, water main repairs and pedestrian
improvements. The following streets are included in the
project area: Adele Street, Gordon Avenue, Ripley Avenue,
Sophia Avenue, Walter Street, Fenton Avenue, and Phalen
Place. This project has 2.05 miles of street, with an average
PCI rating of 39/100.
Cope/McMenemy Street Improvements - $6,960,000
Cope Avenue will be partially reconstructed in 2022, including the replacement of road
pavement, expansion of storm water facilities, sanitary sewer repairs, water main repairs,
and pedestrian improvements. McMenemy Street will be fully reconstructed in 2022,
including the replacement of road pavement, installation of concrete curb and gutter,
expansion of storm water facilities, sanitary sewer repairs, water main repairs, and
pedestrian improvements. The new design for the east section of Cope Avenue aligns
with the City's Living Streets Policy requirements. This project has 2.08 miles of streets,
with an average PCI rating of 53/100.
Gladstone Area Redevelopment - $5,950,000
Specific properties in the Gladstone area have been identified for redevelopment,
contingent on available funding. The
City will facilitate the acquisition and
redevelopment of the properties in
accordance with the approved
Gladstone Master Plan and the City's
Comprehensive Plan. Phase 1 and 2
street, landscape and roadway
improvements have been completed.
Phase 3 public improvements are
scheduled for completion in 2023.
The final phase will include funding
for the acquisition of property for redevelopment.
17
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 51 of 226
Capital Improvement Plan Highlights, continued
Park Maintenance and Reinvestment - $6,755,000
The City of Maplewood adopted a Parks System Master Plan, giving specific priorities to
improvements in the parks system. As part of this process, $7,000,000 in maintenance
and improvements were identified as high priority and essential to the future health of the
parks system. These improvements will help fulfill the community’s goals of "Take Care
of What We Have". The projects included in this CIP are: Wakefield Building
Replacement, Meeting Rooms and Parking (2018); Sherwood Park Replacement,
Hazelwood Building Replacement, Hazelwood Playground Replacement, and Hazelwood
Field Improvements (2020). Future projects will be decided at a later date.
Rehabilitation of Gladstone and Hazelwood Fire Stations - $4,300,000
The City will remodel Gladstone Fire
Station #2 and Hazelwood Fire Station
#3 to improve energy efficiencies and
provide additional storage and sleeping
quarters. In 2011, the city council
approved a restructuring of the fire
department, resulting in a reduction in the
number of fire stations from five to three.
In order to better serve the community,
one new station was built in the middle of
the city's southern leg. The remaining
stations will be remodeled at their current
locations to meet fire prevention and protection needs into the future.
18
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 52 of 226
Five-Year Capital Improvement Plan Summary
Categories of Expenditures
Street construction is the largest expenditure category in the five-year CIP. All streets in
the CIP have a Pavement Condition Index (PCI) of 50 or below. All but one street in the
plan is rated below 43, which involves total reconstruction of the street. It is the goal of
the City to maintain the streets in adequate condition, to avoid a total reconstruction
scenario. However, the City is catching up on deferred maintenance from prior years.
Building improvements include maintenance and mechanical updates to municipal
facilities and the Maplewood Community Center. Although the YMCA is operating the
community center, the City is responsible for a large portion of the capital improvements.
The equipment category includes public works equipment, fire apparatus, squad cars,
city vehicles, technology equipment, and lift station equipment.
Summary of CIP Projects by Category
Category 2018 2019 2020 2021 2022 Total
Buildings 4,550,000 881,000 269,000 265,000 469,000 6,434,000
Equipment 954,000 1,887,500 767,800 675,500 1,723,200 6,008,000
Parks 2,260,000 750,000 1,400,000 660,000 1,685,000 6,755,000
Redevelopment 2,150,000 2,750,000 1,350,000 0 150,000 6,400,000
Streets 8,550,000 7,405,000 13,760,000 22,720,000 8,250,000 60,685,000
TOTAL 18,464,000 13,673,500 17,546,800 24,320,500 12,277,200 86,282,000
19
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 53 of 226
Packet Page Number 53 of 226
Capital Improvement Plan Five-Year Summary, continued
Timing of Projects and Expenditures
The projects and equipment in the five-year CIP have been staged appropriately to align
with the affordability and debt parameters set by the City Council. Many projects are
being financed with non-property tax revenue sources, such as grants, state aid, and
special assessments. Therefore, a large amount in a given year does not necessarily
equate to an increase in property taxes. Through long-term financial planning, the City
strives to minimize impact on local property taxes.
Many projects are contingent on availability of outside funding sources, including some
economic development opportunities and cooperative road improvement projects, and
will be prioritized as necessary. Each project has a financing plan. A review of funding
sources is important in the context of total expenditures.
The total amount of capital expenditures included in the five-year plan is $86,282,000. All
projects and expenditures are subject to approval and annual appropriation by the City
Council, as well as City purchasing policies, capital expenditure policies, City ordinances,
and State law.
Summary of CIP Expenditures by Year
20
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 54 of 226
Capital Improvement Plan Five-Year Summary, continued
Funding Sources
A variety of funding sources will be utilized to fund the projects and expenditures. It is
estimated that nearly 41% of the CIP will be financed with debt. General Obligation Bonds
will be issued to fund the large street and facility projects.
Intergovernmental revenue includes state, federal, and local government grants, and will
fund an estimated 30% of the projects included in the CIP.
Existing fund balances in the enterprise funds will finance nearly 13% of the projects in
total. These funds are primarily utility funds, including water, sewer, and environmental
funds, and will provide funding for the respective utility component of major street
improvement projects.
Governmental funds include capital project and special revenue type funds. Capital
project funds contain money that has been set aside for a capital expenditure, such as
the purchase of fire trucks and squad cars and pavement overlays. Special revenue
funds also account for special revenue streams, such as water surcharges, that
accumulate for a specific purpose. Existing fund balances in these funds will finance
approximately 12% of the CIP expenditures.
Other revenue sources include the sale of capital assets. The City often trades in old
equipment or sells it at auction. The proceeds are utilized to purchase new equipment.
Summary of CIP Funding Sources
21
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 55 of 226
Property Tax Impact
General Obligation Bonds will be issued to finance major improvements included in the
five-year CIP. The annual debt payments will be serviced through property tax levies in
the appropriate year. Annual property tax levies will be required to fund a majority of the
equipment over the five year period. An analysis of future property tax levies was
undertaken in the CIP process. Estimated property tax levies for new CIP debt and CIP
expenditures are shown below:
Planned Tax Levies for CIP Expenditures
The City maintains a ten-year long term financial management plan. Projected CIP
expenditures are incorporated into the plan. Various assumptions are utilized to project
the property tax impact of current financial decisions for the ten-year period. For instance,
the City estimates the growth in the tax base and makes conservative assumptions about
inflation and interest rates on potential new debt. In our analysis, we have assumed that
home values will continue to increase moderately. Tax rates will trend downward;
however, property taxes will rise at a modest rate due to inflation in the value of homes.
Estimated Impact on City Property Taxes
2018 2019 2020 2021 2022 Total
Debt Service Principal Payments -260,000 810,000 1,320,000 1,670,000 4,060,000
Capital Improvement Projects:
Building Replacement 50,000 50,000 50,000 50,000 50,000 250,000
Fire Equipment -60,000 60,000 60,000 60,000 240,000
Fleet Management 352,000 383,000 410,000 376,000 -1,521,000
IT 50,000 300,000 110,000 50,000 50,000 560,000
Police Equipment 216,300 216,300 216,300 216,300 216,300 1,081,500
CIP Fund 178,300 375,900 231,500 233,200 234,900 1,253,800
Maplewood Community Center 100,000 200,000 200,000 200,000 200,000 200,000
Redevelopment Fund 25,000 25,000 25,000 25,000 25,000 25,000
TOTAL CIP TAX LEVY 971,600 1,870,200 2,112,800 2,530,500 2,506,200 9,191,300
2018 2019 2020 2021 2022 5-Year
Impact
1.43% 5.49% 1.05% 4.88% 3.22%
$137
$10 $49 $10 $46 $32
-2.47% 1.70% -0.26%
$935 $945 $991 $1,023
2.02%
15.46%
Estimated City Tax Increase
(Decrease) on Average Home
Estimated Increase (Decrease)
City Taxes
Estimated Increase (Decrease)
City Tax Rate
Estimated City Taxes on
Average Home
46.244% 47.176% 46.010% 46.795% 46.672%0.926%
-2.12%
Estimated City Tax Rate
$886
22
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 56 of 226
Debt Analysis
During the preparation of the Capital Improvement Plan, the City's present and future debt
capacity was evaluated to ensure that the financing plan is sustainable and meets all legal
requirements. Our analysis includes a projection of future debt transactions, population
changes, tax base growth, debt ratios, and a ten-year cash flow analysis of the utility
funds. The analysis was done with the City’s bond rating in mind.
Bond Rating
The City’s AA+ bond rating from Standard & Poor’s Investor Services is based on local
and regional economic factors, demographics, debt structure, management performance,
and financial condition. The bond rating is the most important factor in obtaining a
favorable interest rate. Standard & Poor’s utilizes two quantitative measures for analyzing
the City’s debt burden. They are: 1) total governmental funds debt service as a percent
of expenditures; and 2) net direct governmental funds debt as a percentage of total
revenue. The City strives to achieve an “Adequate” or better rating from the rating agency
on both measures. As a result of our analysis, we believe the projected debt ratios related
to the CIP will not adversely impact Maplewood’s bond rating.
Utilizing Standard & Poor’s ratio #1, the following chart illustrates the impact of the 2018-
2027 CIP debt on the “Adequate” Standard & Poor’s rating. The analysis contains
assumptions about the level of future expenditures and reflects additional debt related to
the CIP:
0%
10%
20%
30%
40%
50%
60%
70%
80%
90%
100%
2018 2019 2020 2021 2022 2023 2024 2025 2026 2027
22.0%24.2%23.0%17.7%17.0%15.9%15.1%14.6%12.3%12.4%
Ratio of Governmental Funds Debt Service to
Expenditures with New CIP Debt
Annual Net Debt Service with CIP Estimated Total Gov't Fund Expenditures
Adequate
Strong
23
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 57 of 226
Capital Improvement Plan Debt Analysis, continued
The City has a “Weak” rating on Standard & Poor’s ratio #2, however, this factor is not
weighted heavily enough to impact the City’s bond rating, given the City’s healthy overall
financial picture. The City is working on restructuring its debt policy to reach the goal of
an “Adequate” rating sooner. The following chart illustrates the impact of the new CIP
debt on ratio #2, using inflationary assumptions about future total revenues:
Since 2010, Maplewood has received either an “Aa1” rating from Moody’s Investors
Service or an “AA+” rating from Standard and Poor’s Investor Rating Service. Prior to
that, the City maintained an “Aa2” rating with Moody’s Investors Service, which is
comparable to a rating of “AA+” from Standard and Poor’s. Moody’s cited continued
growth and diversification of the City’s economy, the strength and long-term stability of
the tax base, and well maintained finances as rationale for the rating upgrade.
Debt Capacity
The City utilizes additional measures to compare relative debt burdens, including the
amount of debt per capita and the ratio of debt to tax base. The 2018-2022 CIP will
require the issuance of $35,291,561 in additional debt to finance the projects and
expenditures. The debt will be serviced with tax levies, special assessments, municipal
state aid, tax increment, and tax abatement levies. The City analyzed the additional
proposed debt in the context of these additional measures.
The City’s outstanding debt burden will continue to decrease over the five-year CIP
period, due to rapid amortization of existing debt principal. The City’s projected debt
profile, including the projected new CIP debt, for the next five years is shown below:
165.8%
157.3%
152.1%
139.8%135.4%
121.8%122.5%113.1%105.2%102.4%
‐
10,000,000
20,000,000
30,000,000
40,000,000
50,000,000
60,000,000
70,000,000
2018 2019 2020 2021 2022 2023 2024 2025 2026 2027
Ratio of Governmental Funds Net Direct Debt to
Total Revenue with New CIP Debt
Net Direct Outstanding Debt Estimated Total Gov't Funds Revenue
Weak Adequate
24
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 58 of 226
Capital Improvement Plan Debt Analysis, continued
The City monitors the amount of debt per capita as an indicator of financial health.
Population projections provided by the Metropolitan Council and City staff were utilized
to project Net Direct Debt per Capita. Net Direct Debt includes outstanding debt, net of
funds held in escrow for refunding outstanding principal on the call date of the issue. The
impact of the 2018 – 2027 CIP on the debt per capita is shown below:
1,359
1,274 1,247
1,135 1,156
1,080 1,017 1,002 957 910 905 763
629
505
402
324
252
198 149
109
‐
200
400
600
800
1,000
1,200
1,400
1,600
2018 2019 2020 2021 2022 2023 2024 2025 2026 2027
Net Direct Per Capita with and without CIP
Net Direct Debt Per Capita with CIP Existing Net Direct Debt Per Capita
25
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 59 of 226
Capital Improvement Plan Debt Analysis, continued
The City monitors the ratio of debt to the estimated market value of the City’s tax base.
Future market values are projected based on assumptions about inflation, the current
housing market and new construction. The following chart illustrates the ratio.
Legal Debt Limitation
Minnesota Statutes limit the City’s outstanding net debt to 3.0% of the estimated market
value of taxable property in the City. However, there are many exceptions. Most of the
City’s debt is not subject to the limitation. The difference between the statutory debt limit
and the debt subject to the legal debt limitation is referred to as the legal debt margin.
The table below shows Maplewood’s legal debt margin for the years 2018-2022.
1.4%
1.1%
1.0%
0.8%
0.6%
0.5%
0.4%0.3%0.2%0.2%
1.6%
1.5%1.4%
1.3%1.3%
1.1%1.1%
1.0%0.9%0.9%
0.0%
0.2%
0.4%
0.6%
0.8%
1.0%
1.2%
1.4%
1.6%
1.8%
2018 2019 2020 2021 2022 2023 2024 2025 2026 2027
RATIO OF DEBT TO MARKET VALUE
2018 TO 2027 - with projected CIP and without CIP
MAPLEWOOD-CURRENT MAPLEWOOD-PROJECTED
2018 2019 2020 2021 2022
Projected market value 3,780,370,150 3,874,879,404 3,971,751,389 4,090,903,931 4,213,631,048
Statutory debt limit
3% of market value 113,411,105 116,246,382 119,152,542 122,727,118 126,408,931
Amount of debt applicable to debt limit:
Equipment 2012A 130,000 65,000 - - -
CIP 2013A 2,975,000 2,750,000 2,520,000 2,290,000 2,055,000
Refunding 2013B 750,000 500,000 255,000 - -
CIP & Equipment 2014A 2,895,000 2,725,000 2,550,000 2,365,000 2,300,000
CIP & Equipment 2015B 1,050,000 960,000 870,000 780,000 690,000
CIP & Equipment 2016A 1,590,000 1,410,000 1,230,000 1,040,000 920,000
Total debt applicable 9,390,000 8,410,000 7,425,000 6,475,000 5,965,000
Legal debt margin 104,021,105 107,836,382 111,727,542 116,252,118 120,443,931
December 31
Projection of Legal Debt Margin For Existing City Debt
Fiscal Year
26
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 60 of 226
Impact on Operating Budget
Identifying potential costs associated with implementation of the proposed capital
improvement projects is a critical aspect of long-term financial planning. Many of the
projects included in the Capital Improvement Plan will have little or no impact on the
operating budget. Each individual project page identifies budgetary impact by project,
however, many are insignificant in the context of the operating budget.
Generally, equipment replacement items will have a positive impact on future operating
budgets due to lower maintenance costs. There are no items new to the fleet included
in the CIP. Likewise, building maintenance and upgrades will generally have a positive
impact on the budget. Specifically, significant energy savings is associated with the fire
department rehabilitation projects. Finally, street improvement projects result in
substantial savings per mile in maintenance costs. Deferring maintenance on streets in
need of improvement will most likely result in higher reconstruction costs in the long run.
The projects listed below will have a notable effect on future operating budgets.
Specific projects include:
2018 Projects:
Emerald Ash Borer Removal and Planting
The eradication of the Emerald Ash Borer in Maplewood represents a sizeable
commitment to the ongoing maintenance of the City’s ash trees. Removal and
replacement of the City’s 2037 ash trees is estimated to cost between $1.4 and $1.8
million. A tax levy of $100,000 in 2018 and $150,000 in future years through 2030 is
reflected in the CIP in future years.
Park Maintenance and Reinvestment – Wakefield Park Improvements
The City’s Parks System Master Plan identified needs in several of the City’s parks,
including Wakefield. A new community building and parking facilities will be constructed
at Wakefield, beginning in 2018. Ongoing maintenance and utilities for the building and
grounds is expected to be around $20,000 per year.
2019 Projects:
Software Replacements and Upgrades
The replacement of Eden systems will involve slightly higher annual maintenance fees.
The move to more current technology is estimated to involve an additional annual
commitment of under $10,000.
Regional Police Firearms Training Range
The construction of the jointly owned training range over the next five years will also
involve a future commitment to the maintenance and upkeep of the facility. The
ongoing costs have not yet been identified, as the City is currently still in the planning
stages with several other East Metro communities.
27
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 61 of 226
Utility Funds Analysis
The City has Water, Sanitary Sewer, and Storm Water Utility Funds that help support CIP
projects. The City utilizes a ten-year financial management plan to help schedule projects
efficiently. An estimated five-year cash flow analysis on each utility fund is shown below:
Environmental Utility Fund (EUF) - The analysis for the EUF includes a 3% - 5%
inflationary increase in fees each year. These increases are necessary to avoid projected
liquidity problems in several years. If the City does not fund the commitments related to
projects in this fund, it may be necessary to issue bonds for this component of some of
the projects. This fund finances storm water treatment improvements and provides
educational resources.
St. Paul Water Area Charge (WAC) Fund – This fund finances improvements to the
City’s water infrastructure, through a surcharge on water bills. The analysis assumes
increases due to system expansion only. The St. Paul WAC Fund is well positioned to
fund the CIP projects and meet its other obligations over the five-year period, as shown
below:
EUF Fund 2018 2019 2020 2021 2022
Utility Revenues 2,631,000 2,756,250 2,894,063 3,009,825 3,100,120
Operating Expenses 2,028,604 2,057,676 2,087,330 2,117,576 2,148,428
Operating Profit (Loss) 602,396 698,574 806,733 892,249 951,692
Less: Debt Service (382,390) (386,550) (384,530) (376,980) (379,700)
Less: CIP Expenditures (1,706,500) (780,600) (1,532,500) (1,233,500) (927,500)
Change in Net Position (1,486,494) (468,576) (1,110,297) (718,231) (355,508)
Beginning Cash Position 1,413,869 502,375 608,799 73,502 (69,729)
Add: Depreciation 575,000 575,000 575,000 575,000 575,000
Ending Cash Position 502,375 608,799 73,502 (69,729) 149,763
St. Paul WAC Fund 2018 2019 2020 2021 2022
Utility Revenues 442,000 464,200 477,404 488,612 490,824
Operating Expenses 7,500 7,650 7,803 7,959 8,118
Operating Profit (Loss) 434,500 456,550 469,601 480,653 482,706
Less: Debt Service (44,620) (44,090) (43,430) (42,670) (41,830)
Less: CIP Expenditures (303,100) (138,900) (297,500) (362,900) (329,900)
Change in Net Position 86,780 273,560 128,671 75,083 110,976
Beginning Cash Position 1,222,028 1,308,808 1,582,368 1,711,039 1,786,122
Ending Cash Position 1,308,808 1,582,368 1,711,039 1,786,122 1,897,098
28
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 62 of 226
Capital Improvement Plan – Utility Funds Analysis, continued
The Sanitary Sewer Fund – The Sewer Fund provides the resources for sewer
operations and capital improvements to the sewer system. It is funded with user charges,
area charges, and connection fees. There are no increases in user charges planned for
2018, however, a 2% inflationary charge is included in the remaining later years. The
Sewer Fund is healthy and can accommodate the planned CIP improvements.
Street Light Utility Fund – This fund is used to finance street lighting improvements
and repairs. It derives revenue from an electric franchise fee of $1.25 per household.
There are no projects planned for the five-year CIP because the fund currently has a
negative cash flow. The City Council is considering an increase in the amount of the
franchise fee for 2018. The fund will have a positive balance by 2020 without the
increase:
Street Improvement Fund – this fund finances street improvements that are not paid
for through the special assessment process. It is funded through a gas franchise fee in
the amount of $2.50 per household, which provides about $480,000 in revenue per
year. The City uses these funds for street overlay projects. An analysis is not included
because all projects are subject to available revenues. The funds are typically depleted
on an annual basis.
Sewer Fund 2018 2019 2020 2021 2022
Utility Revenues 5,055,000 5,155,300 5,257,606 5,361,958 5,468,397
Operating Expenses 4,913,447 5,005,682 5,097,896 5,191,954 5,287,893
Operating Profit (Loss) 141,554 149,618 159,710 170,005 180,505
Less: Debt Service (249,590) (350,480) (237,120) (136,020) (132,450)
Less: CIP Expenditures (623,100) (323,500) (480,500) (555,900) (565,900)
Change in Net Position (731,137) (524,362) (557,910) (521,915) (517,845)
Beginning Cash Position 4,739,145 4,401,179 4,271,816 4,108,907 3,981,991
Add: Depreciation 393,170 395,000 395,000 395,000 395,000
Ending Cash Position 4,401,179 4,271,816 4,108,907 3,981,991 3,859,146
Street Light Utility Fund 2018 2019 2020 2021 2022
Utility Revenues 490,000 480,000 480,000 480,000 484,000
Operating Expenses 260,000 265,200 270,504 275,914 281,432
Operating Profit (Loss) 230,000 214,800 209,496 204,086 202,568
Less: Debt Service - - - - -
Less: CIP Expenditures - - - - -
Change in Net Position 230,000 214,800 209,496 204,086 202,568
Beginning Cash Position (135,761) 94,239 309,039 518,535 722,621
Ending Cash Position 94,239 309,039 518,535 722,621 925,189
29
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 63 of 226
Capital Improvement Plan
City of Maplewood, Minnesota
PROJECTS BY YEAR
2018 2022thru
Project Name Department Project # Priority Project Cost
2018
FD18.017Ambulance Replacement 2 250,000Ambulance
CD02.01Housing Replacement Program 2 150,000EEDD
CD15.01Gladstone Area Redevelopment 1 2,000,000EEDD
FD18.010Replacement of Police & Fire 800 MHZ Radios 1 78,300Fire Department
FD18.011Rehabilitation of Fire Station #3 Hazelwood 2 2,400,000Fire Department
FD18.012Rehabilitation of Fire Station #2 Gladstone 2 2,100,000Fire Department
FD18.014Fire Fighting Turn Out Gear 1 57,400Fire Department
PM07.010Park Upgrades to Existing Parks 3 100,000Parks and Recreation
PM08.060Open Space Improvements 3 110,000Parks and Recreation
PM14.020Harvest Park 3 50,000Parks and Recreation
PM15.020EAB Ash Removal and Planting 1 100,000Parks and Recreation
PM15.430Wakefield Park 3 250,000Parks and Recreation
PM16.001Park Maintenance and Re-Investment 3 1,600,000Parks and Recreation
PM18.01Maplewood Nature Center Improvements 3 50,000Parks and Recreation
PM18.02Edgerton Community Garden 2 50,000Parks and Recreation
PD18.010Squad Replacement 1 216,300Police Department
PW03.21Lift Station Upgrade Program 2 20,000Public Works
PW13.03Single-Axle Plow Truck 2 220,000Public Works
PW14.01Pond Clean Out/Dredging Projects 3 100,000Public Works
PW15.03One 1/2-Ton Truck 3 22,000Public Works
PW15.05Wood Chipper 3 70,000Public Works
PW16.04Asphalt Hot Box 3 40,000Public Works
PW09.08Farrell/Ferndale Area Street Improvements 1 7,060,000Street Department
PW09.10Dennis/McClelland Area Street Improvements 1 100,000Street Department
PW15.11Ferndale/Ivy Area Street Improvements 1 100,000Street Department
PW16.10Mailand/Crestview Forest Area Pavement 1 60,000Street Department
PW16.12Londin/Highpoint Area Pavement 1 1,010,000Street Department
PW18.12Roselawn & Edgerton Intersection Improvements 1 100,000Street Department
18,464,000Total for 2018
2019
FD18.016Ambulance Replacement 2 255,000Ambulance
MT17.01Park Maintenance Building Updates 3 146,000Building Maintenance
MT17.061902 Building Roof 3 410,000Building Maintenance
CD15.01Gladstone Area Redevelopment 1 2,750,000EEDD
FD18.010Replacement of Police & Fire 800 MHZ Radios 1 79,900Fire Department
FD18.014Fire Fighting Turn Out Gear 1 58,300Fire Department
FD18.015Replacement of Fire Truck 2 645,000Fire Department
IT15.020Eden System replacement 2 250,000IT
PM07.010Park Upgrades to Existing Parks 3 100,000Parks and Recreation
PM08.060Open Space Improvements 3 250,000Parks and Recreation
PM15.020EAB Ash Removal and Planting 1 150,000Parks and Recreation
PM16.005Fish Creek Open Space 3 250,000Parks and Recreation
PM18.01Maplewood Nature Center Improvements 3 125,000Parks and Recreation
30
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 64 of 226
Project Name Department Project # Priority Project Cost
PD18.010Squad Replacement 1 216,300Police Department
PD18.060Regional Police Firearms Training Range 3 200,000Police Department
PW03.21Lift Station Upgrade Program 2 20,000Public Works
PW15.01Single-Axle Plow Truck 2 220,000Public Works
PW16.03ToolCat Work Machine 3 58,000Public Works
PW16.05Three Tilt-Deck Trailers 3 30,000Public Works
PW17.01Tractor/Utility Machine 3 75,000Public Works
PW09.10Dennis/McClelland Area Street Improvements 1 100,000Street Department
PW12.02Sterling Street Bridge Replacement 1 1,300,000Street Department
PW15.11Ferndale/Ivy Area Street Improvements 1 3,630,000Street Department
PW16.10Mailand/Crestview Forest Area Pavement 1 1,340,000Street Department
PW16.11Schaller Area Pavement 1 60,000Street Department
PW18.12Roselawn & Edgerton Intersection Improvements 1 955,000Street Department
13,673,500Total for 2019
2020
MT18.01City Hall/Police Department Emergency Generator 3 69,000Building Maintenance
CD02.01Housing Replacement Program 2 150,000EEDD
CD15.01Gladstone Area Redevelopment 1 1,200,000EEDD
FD18.010Replacement of Police & Fire 800 MHZ Radios 1 81,500Fire Department
IT16.010Server Storage 2 60,000IT
PM07.010Park Upgrades to Existing Parks 3 100,000Parks and Recreation
PM08.060Open Space Improvements 3 25,000Parks and Recreation
PM11.020Goodrich Park 3 50,000Parks and Recreation
PM15.020EAB Ash Removal and Planting 1 150,000Parks and Recreation
PM16.001Park Maintenance and Re-Investment 3 1,000,000Parks and Recreation
PM16.003Maplewood Nature Center Master Plan 3 75,000Parks and Recreation
PD18.010Squad Replacement 1 216,300Police Department
PD18.060Regional Police Firearms Training Range 3 200,000Police Department
PW03.21Lift Station Upgrade Program 2 20,000Public Works
PW14.01Pond Clean Out/Dredging Projects 3 100,000Public Works
PW15.02Water Tanker 2 110,000Public Works
PW16.02Street Sweeper 3 210,000Public Works
PW17.0216' Park Mower 3 90,000Public Works
PW09.10Dennis/McClelland Area Street Improvements 1 6,530,000Street Department
PW16.06Rice Street 2 5,460,000Street Department
PW16.11Schaller Area Pavement 1 1,490,000Street Department
PW17.06Southcrest/Ferndale Area Pavement 1 60,000Street Department
PW17.08East Shore Drive Area Street Improvements 1 100,000Street Department
17,546,800Total for 2020
2021
MT18.021902 A/C Replacement 3 65,000Building Maintenance
FD18.010Replacement of Police & Fire 800 MHZ Radios 1 83,200Fire Department
PM07.010Park Upgrades to Existing Parks 3 110,000Parks and Recreation
PM08.060Open Space Improvements 3 150,000Parks and Recreation
PM11.020Goodrich Park 3 250,000Parks and Recreation
PM15.020EAB Ash Removal and Planting 1 150,000Parks and Recreation
PD18.010Squad Replacement 1 216,300Police Department
PD18.060Regional Police Firearms Training Range 3 200,000Police Department
PW03.21Lift Station Upgrade Program 2 20,000Public Works
PW17.031 1/2-Ton Utility Truck 3 90,000Public Works
PW17.04Single-Axle Plow Truck 2 230,000Public Works
PW17.05Asphalt Paver 2 56,000Public Works
PW15.08White Bear Ave / I694 Interchange Project 2 15,500,000Street Department
31
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 65 of 226
Project Name Department Project # Priority Project Cost
PW17.06Southcrest/Ferndale Area Pavement 1 1,670,000Street Department
PW17.08East Shore Drive Area Street Improvements 1 5,370,000Street Department
PW18.01Cope/McMenemy Street Improvements 1 100,000Street Department
PW18.02Gervais Area Pavement 1 60,000Street Department
24,320,500Total for 2021
2022
FD18.018Ambulance Replacement 2 272,000Ambulance
MT17.051902 Building Mechanical Updates 3 269,000Building Maintenance
CD02.01Housing Replacement Program 2 150,000EEDD
FD18.010Replacement of Police & Fire 800 MHZ Radios 1 84,900Fire Department
FD18.013Replacement of Ladder Truck 2 900,000Fire Department
PM07.010Park Upgrades to Existing Parks 3 110,000Parks and Recreation
PM08.060Open Space Improvements 3 25,000Parks and Recreation
PM11.020Goodrich Park 3 50,000Parks and Recreation
PM14.020Harvest Park 3 50,000Parks and Recreation
PM15.020EAB Ash Removal and Planting 1 150,000Parks and Recreation
PM16.001Park Maintenance and Re-Investment 3 1,000,000Parks and Recreation
PM16.004Maplewood Nature Center Land Acquisition 3 300,000Parks and Recreation
PD18.010Squad Replacement 1 216,300Police Department
PD18.020Records Management System 3 250,000Police Department
PD18.060Regional Police Firearms Training Range 3 200,000Police Department
PW03.21Lift Station Upgrade Program 2 20,000Public Works
PW18.01Cope/McMenemy Street Improvements 1 6,860,000Street Department
PW18.02Gervais Area Pavement 1 1,370,000Street Department
12,277,200Total for 2022
GRAND TOTAL 86,282,000
32
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 66 of 226
Capital Improvement Plan
City of Maplewood, Minnesota
PROJECTS BY DEPARTMENT
2018 2022thru
Total2018 2019 2020 2021 2022DepartmentProject# Priority
Ambulance
FD18.016 255,000255,000Ambulance Replacement 2
FD18.017 250,000250,000Ambulance Replacement 2
FD18.018 272,000272,000Ambulance Replacement 2
777,000250,000 255,000 272,000Ambulance Total
Building Maintenance
MT17.01 146,000146,000Park Maintenance Building Updates 3
MT17.05 269,000269,0001902 Building Mechanical Updates 3
MT17.06 410,000410,0001902 Building Roof 3
MT18.01 69,00069,000City Hall/Police Department Emergency Generator 3
MT18.02 65,00065,0001902 A/C Replacement 3
959,000556,000 69,000 65,000 269,000Building Maintenance Total
EEDD
CD02.01 450,000150,000 150,000 150,000Housing Replacement Program 2
CD15.01 5,950,0002,000,000 2,750,000 1,200,000Gladstone Area Redevelopment 1
6,400,0002,150,000 2,750,000 1,350,000 150,000EEDD Total
Fire Department
FD18.010 407,80078,300 79,900 81,500 83,200 84,900Replacement of Police & Fire 800 MHZ Radios 1
FD18.011 2,400,0002,400,000Rehabilitation of Fire Station #3 Hazelwood 2
FD18.012 2,100,0002,100,000Rehabilitation of Fire Station #2 Gladstone 2
FD18.013 900,000900,000Replacement of Ladder Truck 2
FD18.014 115,70057,400 58,300Fire Fighting Turn Out Gear 1
FD18.015 645,000645,000Replacement of Fire Truck 2
6,568,5004,635,700 783,200 81,500 83,200 984,900Fire Department Total
IT
IT15.020 250,000250,000Eden System replacement 2
IT16.010 60,00060,000Server Storage 2
310,000250,000 60,000IT Total
Parks and Recreation
PM07.010 520,000100,000 100,000 100,000 110,000 110,000Park Upgrades to Existing Parks 3
PM08.060 560,000110,000 250,000 25,000 150,000 25,000Open Space Improvements 3
PM11.020 350,00050,000 250,000 50,000Goodrich Park 3
PM14.020 100,00050,000 50,000Harvest Park 3
PM15.020 700,000100,000 150,000 150,000 150,000 150,000EAB Ash Removal and Planting 1
PM15.430 250,000250,000Wakefield Park 3
PM16.001 3,600,0001,600,000 1,000,000 1,000,000Park Maintenance and Re-Investment 3
PM16.003 75,00075,000Maplewood Nature Center Master Plan 3
33
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 67 of 226
Total2018 2019 2020 2021 2022Department Project# Priority
PM16.004 300,000300,000Maplewood Nature Center Land Acquisition 3
PM16.005 250,000250,000Fish Creek Open Space 3
PM18.01 175,00050,000 125,000Maplewood Nature Center Improvements 3
PM18.02 50,00050,000Edgerton Community Garden 2
6,930,0002,310,000 875,000 1,400,000 660,000 1,685,000Parks and Recreation Total
Police Department
PD18.010 1,081,500216,300 216,300 216,300 216,300 216,300Squad Replacement 1
PD18.020 250,000250,000Records Management System 3
PD18.060 800,000200,000 200,000 200,000 200,000Regional Police Firearms Training Range 3
2,131,500216,300 416,300 416,300 416,300 666,300Police Department Total
Public Works
PW03.21 100,00020,000 20,000 20,000 20,000 20,000Lift Station Upgrade Program 2
PW13.03 220,000220,000Single-Axle Plow Truck 2
PW14.01 200,000100,000 100,000Pond Clean Out/Dredging Projects 3
PW15.01 220,000220,000Single-Axle Plow Truck 2
PW15.02 110,000110,000Water Tanker 2
PW15.03 22,00022,000One 1/2-Ton Truck 3
PW15.05 70,00070,000Wood Chipper 3
PW16.02 210,000210,000Street Sweeper 3
PW16.03 58,00058,000ToolCat Work Machine 3
PW16.04 40,00040,000Asphalt Hot Box 3
PW16.05 30,00030,000Three Tilt-Deck Trailers 3
PW17.01 75,00075,000Tractor/Utility Machine 3
PW17.02 90,00090,00016' Park Mower 3
PW17.03 90,00090,0001 1/2-Ton Utility Truck 3
PW17.04 230,000230,000Single-Axle Plow Truck 2
PW17.05 56,00056,000Asphalt Paver 2
1,821,000472,000 403,000 530,000 396,000 20,000Public Works Total
Street Department
PW09.08 7,060,0007,060,000Farrell/Ferndale Area Street Improvements 1
PW09.10 6,730,000100,000 100,000 6,530,000Dennis/McClelland Area Street Improvements 1
PW12.02 1,300,0001,300,000Sterling Street Bridge Replacement 1
PW15.08 15,500,00015,500,000White Bear Ave / I694 Interchange Project 2
PW15.11 3,730,000100,000 3,630,000Ferndale/Ivy Area Street Improvements 1
PW16.06 5,460,0005,460,000Rice Street 2
PW16.10 1,400,00060,000 1,340,000Mailand/Crestview Forest Area Pavement 1
PW16.11 1,550,00060,000 1,490,000Schaller Area Pavement 1
PW16.12 1,010,0001,010,000Londin/Highpoint Area Pavement 1
PW17.06 1,730,00060,000 1,670,000Southcrest/Ferndale Area Pavement 1
PW17.08 5,470,000100,000 5,370,000East Shore Drive Area Street Improvements 1
PW18.01 6,960,000100,000 6,860,000Cope/McMenemy Street Improvements 1
PW18.02 1,430,00060,000 1,370,000Gervais Area Pavement 1
PW18.12 1,055,000100,000 955,000Roselawn & Edgerton Intersection Improvements 1
60,385,0008,430,000 7,385,000 13,640,000 22,700,000 8,230,000Street Department Total
GRAND TOTAL 86,282,00018,464,000 13,673,500 17,546,800 24,320,500 12,277,200
34
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 68 of 226
Capital Improvement Plan
City of Maplewood, Minnesota
PROJECTS BY CATEGORY
2018 2022thru
Total2018 2019 2020 2021 2022CategoryProject# Priority
Buildings
FD18.011 2,400,0002,400,000Rehabilitation of Fire Station #3 Hazelwood 2
FD18.012 2,100,0002,100,000Rehabilitation of Fire Station #2 Gladstone 2
MT17.01 146,000146,000Park Maintenance Building Updates 3
MT17.05 269,000269,0001902 Building Mechanical Updates 3
MT17.06 410,000410,0001902 Building Roof 3
MT18.01 69,00069,000City Hall/Police Department Emergency Generator 3
MT18.02 65,00065,0001902 A/C Replacement 3
PD18.060 800,000200,000 200,000 200,000 200,000Regional Police Firearms Training Range 3
PM18.01 175,00050,000 125,000Maplewood Nature Center Improvements 3
6,434,0004,550,000 881,000 269,000 265,000 469,000Buildings Total
Equipment
FD18.010 407,80078,300 79,900 81,500 83,200 84,900Replacement of Police & Fire 800 MHZ Radios 1
FD18.013 900,000900,000Replacement of Ladder Truck 2
FD18.014 115,70057,400 58,300Fire Fighting Turn Out Gear 1
FD18.015 645,000645,000Replacement of Fire Truck 2
FD18.016 255,000255,000Ambulance Replacement 2
FD18.017 250,000250,000Ambulance Replacement 2
FD18.018 272,000272,000Ambulance Replacement 2
PD18.020 250,000250,000Records Management System 3
3,095,500385,700 1,038,200 81,500 83,200 1,506,900Equipment Total
Equipment: Computers
IT15.020 250,000250,000Eden System replacement 2
IT16.010 60,00060,000Server Storage 2
310,000250,000 60,000Equipment: Computers Total
Equipment: PW Equip
PW15.02 110,000110,000Water Tanker 2
PW15.05 70,00070,000Wood Chipper 3
PW16.02 210,000210,000Street Sweeper 3
PW16.03 58,00058,000ToolCat Work Machine 3
PW16.04 40,00040,000Asphalt Hot Box 3
PW16.05 30,00030,000Three Tilt-Deck Trailers 3
PW17.01 75,00075,000Tractor/Utility Machine 3
PW17.02 90,00090,00016' Park Mower 3
PW17.05 56,00056,000Asphalt Paver 2
739,000110,000 163,000 410,000 56,000Equipment: PW Equip Total
Park Improvements
PM07.010 520,000100,000 100,000 100,000 110,000 110,000Park Upgrades to Existing Parks 3
PM08.060 560,000110,000 250,000 25,000 150,000 25,000Open Space Improvements 3
35
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 69 of 226
Total2018 2019 2020 2021 2022CategoryProject# Priority
PM11.020 350,00050,000 250,000 50,000Goodrich Park 3
PM14.020 100,00050,000 50,000Harvest Park 3
PM15.020 700,000100,000 150,000 150,000 150,000 150,000EAB Ash Removal and Planting 1
PM15.430 250,000250,000Wakefield Park 3
PM16.001 3,600,0001,600,000 1,000,000 1,000,000Park Maintenance and Re-Investment 3
PM16.003 75,00075,000Maplewood Nature Center Master Plan 3
PM16.004 300,000300,000Maplewood Nature Center Land Acquisition 3
PM16.005 250,000250,000Fish Creek Open Space 3
PM18.02 50,00050,000Edgerton Community Garden 2
6,755,0002,260,000 750,000 1,400,000 660,000 1,685,000Park Improvements Total
Redevelopment
CD02.01 450,000150,000 150,000 150,000Housing Replacement Program 2
CD15.01 5,950,0002,000,000 2,750,000 1,200,000Gladstone Area Redevelopment 1
6,400,0002,150,000 2,750,000 1,350,000 150,000Redevelopment Total
Street Construction
PW09.08 7,060,0007,060,000Farrell/Ferndale Area Street Improvements 1
PW09.10 6,730,000100,000 100,000 6,530,000Dennis/McClelland Area Street Improvements 1
PW12.02 1,300,0001,300,000Sterling Street Bridge Replacement 1
PW15.08 15,500,00015,500,000White Bear Ave / I694 Interchange Project 2
PW15.11 3,730,000100,000 3,630,000Ferndale/Ivy Area Street Improvements 1
PW16.06 5,460,0005,460,000Rice Street 2
PW16.10 1,400,00060,000 1,340,000Mailand/Crestview Forest Area Pavement 1
PW16.11 1,550,00060,000 1,490,000Schaller Area Pavement 1
PW16.12 1,010,0001,010,000Londin/Highpoint Area Pavement 1
PW17.06 1,730,00060,000 1,670,000Southcrest/Ferndale Area Pavement 1
PW17.08 5,470,000100,000 5,370,000East Shore Drive Area Street Improvements 1
PW18.01 6,960,000100,000 6,860,000Cope/McMenemy Street Improvements 1
PW18.02 1,430,00060,000 1,370,000Gervais Area Pavement 1
PW18.12 1,055,000100,000 955,000Roselawn & Edgerton Intersection Improvements 1
60,385,0008,430,000 7,385,000 13,640,000 22,700,000 8,230,000Street Construction Total
Utilities
PW03.21 100,00020,000 20,000 20,000 20,000 20,000Lift Station Upgrade Program 2
PW14.01 200,000100,000 100,000Pond Clean Out/Dredging Projects 3
300,000120,000 20,000 120,000 20,000 20,000Utilities Total
Vehicles
PD18.010 1,081,500216,300 216,300 216,300 216,300 216,300Squad Replacement 1
PW13.03 220,000220,000Single-Axle Plow Truck 2
PW15.01 220,000220,000Single-Axle Plow Truck 2
PW15.03 22,00022,000One 1/2-Ton Truck 3
PW17.03 90,00090,0001 1/2-Ton Utility Truck 3
PW17.04 230,000230,000Single-Axle Plow Truck 2
1,863,500458,300 436,300 216,300 536,300 216,300Vehicles Total
GRAND TOTAL 86,282,00018,464,000 13,673,500 17,546,800 24,320,500 12,277,200
36
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 70 of 226
Capital Improvement Plan
City of Maplewood, Minnesota
PROJECTS BY FUNDING SOURCE
2018 2022thru
TotalSourceProject# Priority 2018 2019 2020 2021 2022
Ambulance Fund
FD18.016 255,000255,000Ambulance Replacement 2
FD18.017 250,000250,000Ambulance Replacement 2
FD18.018 272,000272,000Ambulance Replacement 2
777,000250,000 255,000 272,000Ambulance Fund Total
Bonds GO CIP
CD15.01 5,950,0002,000,000 2,750,000 1,200,000Gladstone Area Redevelopment 1
FD18.011 400,000400,000Rehabilitation of Fire Station #3 Hazelwood 2
FD18.012 700,000700,000Rehabilitation of Fire Station #2 Gladstone 2
MT17.05 269,000269,0001902 Building Mechanical Updates 3
MT17.06 410,000410,0001902 Building Roof 3
MT18.01 69,00069,000City Hall/Police Department Emergency Generator 3
MT18.02 65,00065,0001902 A/C Replacement 3
PD18.060 800,000200,000 200,000 200,000 200,000Regional Police Firearms Training Range 3
8,663,0003,100,000 3,360,000 1,469,000 265,000 469,000Bonds GO CIP Total
Bonds GO Improvement
PW09.08 3,128,3003,128,300Farrell/Ferndale Area Street Improvements 1
PW09.10 2,857,500100,000 2,757,500Dennis/McClelland Area Street Improvements 1
PW15.11 2,039,310100,000 1,939,310Ferndale/Ivy Area Street Improvements 1
PW17.08 2,563,400100,000 2,463,400East Shore Drive Area Street Improvements 1
PW18.01 3,635,660100,000 3,535,660Cope/McMenemy Street Improvements 1
14,224,1703,228,300 2,039,310 2,857,500 2,563,400 3,535,660Bonds GO Improvement Total
Bonds GO Special Assessment
PW09.08 838,700838,700Farrell/Ferndale Area Street Improvements 1
PW09.10 1,010,5001,010,500Dennis/McClelland Area Street Improvements 1
PW15.11 524,790524,790Ferndale/Ivy Area Street Improvements 1
PW16.10 699,660699,660Mailand/Crestview Forest Area Pavement 1
PW16.11 793,500793,500Schaller Area Pavement 1
PW16.12 494,868494,868Londin/Highpoint Area Pavement 1
PW17.06 738,300738,300Southcrest/Ferndale Area Pavement 1
PW17.08 693,400693,400East Shore Drive Area Street Improvements 1
PW18.01 995,540995,540Cope/McMenemy Street Improvements 1
PW18.02 1,030,1331,030,133Gervais Area Pavement 1
7,819,3911,333,568 1,224,450 1,804,000 1,431,700 2,025,673Bonds GO Special Assessment Total
Bonds MSA
37
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 71 of 226
TotalSourceProject# Priority 2018 2019 2020 2021 2022
PW12.02 115,000115,000Sterling Street Bridge Replacement 1
115,000115,000Bonds MSA Total
Bonds Tax Abatement
PM07.010 520,000100,000 100,000 100,000 110,000 110,000Park Upgrades to Existing Parks 3
PM11.020 350,00050,000 250,000 50,000Goodrich Park 3
PM16.001 3,600,0001,600,000 1,000,000 1,000,000Park Maintenance and Re-Investment 3
4,470,0001,700,000 100,000 1,150,000 360,000 1,160,000Bonds Tax Abatement Total
CIP Fund
FD18.010 407,80078,300 79,900 81,500 83,200 84,900Replacement of Police & Fire 800 MHZ Radios 1
MT17.01 146,000146,000Park Maintenance Building Updates 3
PM15.020 700,000100,000 150,000 150,000 150,000 150,000EAB Ash Removal and Planting 1
1,253,800178,300 375,900 231,500 233,200 234,900CIP Fund Total
City of Roseville
PW16.06 200,000200,000Rice Street 2
200,000200,000City of Roseville Total
City of St. Paul Water Dept
PW09.08 798,000798,000Farrell/Ferndale Area Street Improvements 1
PW09.10 742,000742,000Dennis/McClelland Area Street Improvements 1
PW15.11 96,90096,900Ferndale/Ivy Area Street Improvements 1
PW17.08 307,200307,200East Shore Drive Area Street Improvements 1
PW18.01 682,800682,800Cope/McMenemy Street Improvements 1
2,626,900798,000 96,900 742,000 307,200 682,800City of St. Paul Water Dept Total
City of White Bear Lake
PW15.08 500,000500,000White Bear Ave / I694 Interchange Project 2
500,000500,000City of White Bear Lake Total
Environmental Utility Fund
PW09.08 1,453,0001,453,000Farrell/Ferndale Area Street Improvements 1
PW09.10 1,455,000100,000 1,355,000Dennis/McClelland Area Street Improvements 1
PW14.01 200,000100,000 100,000Pond Clean Out/Dredging Projects 3
PW15.11 710,600710,600Ferndale/Ivy Area Street Improvements 1
PW16.10 70,00070,000Mailand/Crestview Forest Area Pavement 1
PW16.11 77,50077,500Schaller Area Pavement 1
PW16.12 53,50053,500Londin/Highpoint Area Pavement 1
PW17.06 86,50086,500Southcrest/Ferndale Area Pavement 1
PW17.08 1,147,0001,147,000East Shore Drive Area Street Improvements 1
PW18.01 856,000856,000Cope/McMenemy Street Improvements 1
PW18.02 71,50071,500Gervais Area Pavement 1
6,180,6001,706,500 780,600 1,532,500 1,233,500 927,500Environmental Utility Fund Total
38
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 72 of 226
TotalSourceProject# Priority 2018 2019 2020 2021 2022
Federal Grants
PW18.12 679,500679,500Roselawn & Edgerton Intersection Improvements 1
679,500679,500Federal Grants Total
Fire Equipment Fund
FD18.013 900,000900,000Replacement of Ladder Truck 2
FD18.014 115,70057,400 58,300Fire Fighting Turn Out Gear 1
FD18.015 645,000645,000Replacement of Fire Truck 2
1,660,70057,400 703,300 900,000Fire Equipment Fund Total
Fleet Management Fund
PW13.03 220,000220,000Single-Axle Plow Truck 2
PW15.01 220,000220,000Single-Axle Plow Truck 2
PW15.02 110,000110,000Water Tanker 2
PW15.03 22,00022,000One 1/2-Ton Truck 3
PW15.05 70,00070,000Wood Chipper 3
PW16.02 210,000210,000Street Sweeper 3
PW16.03 58,00058,000ToolCat Work Machine 3
PW16.04 40,00040,000Asphalt Hot Box 3
PW16.05 30,00030,000Three Tilt-Deck Trailers 3
PW17.01 75,00075,000Tractor/Utility Machine 3
PW17.02 90,00090,00016' Park Mower 3
PW17.03 90,00090,0001 1/2-Ton Utility Truck 3
PW17.04 230,000230,000Single-Axle Plow Truck 2
PW17.05 56,00056,000Asphalt Paver 2
1,521,000352,000 383,000 410,000 376,000Fleet Management Fund Total
Gas Franchise Fee
PW16.10 546,34060,000 486,340Mailand/Crestview Forest Area Pavement 1
PW16.11 586,00060,000 526,000Schaller Area Pavement 1
PW16.12 397,432397,432Londin/Highpoint Area Pavement 1
PW17.06 801,40060,000 741,400Southcrest/Ferndale Area Pavement 1
PW18.02 242,56760,000 182,567Gervais Area Pavement 1
2,573,739457,432 546,340 586,000 801,400 182,567Gas Franchise Fee Total
IT Fund
IT15.020 250,000250,000Eden System replacement 2
IT16.010 60,00060,000Server Storage 2
PD18.020 250,00050,000 50,000 50,000 50,000 50,000Records Management System 3
560,00050,000 300,000 110,000 50,000 50,000IT Fund Total
Municipal State Aid
PW15.08 500,000500,000White Bear Ave / I694 Interchange Project 2
PW16.06 200,000200,000Rice Street 2
PW18.12 187,75050,000 137,750Roselawn & Edgerton Intersection Improvements 1
39
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 73 of 226
TotalSourceProject# Priority 2018 2019 2020 2021 2022
887,75050,000 137,750 200,000 500,000Municipal State Aid Total
Park Improvement Fund
PM08.060 560,000110,000 250,000 25,000 150,000 25,000Open Space Improvements 3
PM14.020 100,00050,000 50,000Harvest Park 3
PM15.430 125,000125,000Wakefield Park 3
PM16.003 75,00075,000Maplewood Nature Center Master Plan 3
PM16.004 300,000300,000Maplewood Nature Center Land Acquisition 3
PM16.005 100,000100,000Fish Creek Open Space 3
PM18.01 175,00050,000 125,000Maplewood Nature Center Improvements 3
PM18.02 50,00050,000Edgerton Community Garden 2
1,485,000385,000 475,000 100,000 150,000 375,000Park Improvement Fund Total
Police Equipment Fund
PD18.010 1,081,500216,300 216,300 216,300 216,300 216,300Squad Replacement 1
1,081,500216,300 216,300 216,300 216,300 216,300Police Equipment Fund Total
Proceeds from Sale Property
FD18.011 2,000,0002,000,000Rehabilitation of Fire Station #3 Hazelwood 2
FD18.012 1,400,0001,400,000Rehabilitation of Fire Station #2 Gladstone 2
3,400,0003,400,000Proceeds from Sale Property Total
Ramsey County
PM16.005 150,000150,000Fish Creek Open Space 3
PW15.08 14,500,00014,500,000White Bear Ave / I694 Interchange Project 2
PW16.06 5,060,0005,060,000Rice Street 2
PW18.12 187,75050,000 137,750Roselawn & Edgerton Intersection Improvements 1
19,897,75050,000 287,750 5,060,000 14,500,000Ramsey County Total
Redevelopment Fund
CD02.01 450,000150,000 150,000 150,000Housing Replacement Program 2
450,000150,000 150,000 150,000Redevelopment Fund Total
Sanitary Sewer Fund
PW03.21 100,00020,000 20,000 20,000 20,000 20,000Lift Station Upgrade Program 2
PW09.08 571,000571,000Farrell/Ferndale Area Street Improvements 1
PW09.10 414,000414,000Dennis/McClelland Area Street Improvements 1
PW15.11 261,500261,500Ferndale/Ivy Area Street Improvements 1
PW16.10 42,00042,000Mailand/Crestview Forest Area Pavement 1
PW16.11 46,50046,500Schaller Area Pavement 1
PW16.12 32,10032,100Londin/Highpoint Area Pavement 1
PW17.06 51,90051,900Southcrest/Ferndale Area Pavement 1
PW17.08 484,000484,000East Shore Drive Area Street Improvements 1
PW18.01 503,000503,000Cope/McMenemy Street Improvements 1
PW18.02 42,90042,900Gervais Area Pavement 1
40
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 74 of 226
TotalSourceProject# Priority 2018 2019 2020 2021 2022
2,548,900623,100 323,500 480,500 555,900 565,900Sanitary Sewer Fund Total
State Grants
PW12.02 1,185,0001,185,000Sterling Street Bridge Replacement 1
1,185,0001,185,000State Grants Total
Water - WAC Fund
PW09.08 271,000271,000Farrell/Ferndale Area Street Improvements 1
PW09.10 251,000251,000Dennis/McClelland Area Street Improvements 1
PW15.11 96,90096,900Ferndale/Ivy Area Street Improvements 1
PW16.10 42,00042,000Mailand/Crestview Forest Area Pavement 1
PW16.11 46,50046,500Schaller Area Pavement 1
PW16.12 32,10032,100Londin/Highpoint Area Pavement 1
PW17.06 51,90051,900Southcrest/Ferndale Area Pavement 1
PW17.08 275,000275,000East Shore Drive Area Street Improvements 1
PW18.01 287,000287,000Cope/McMenemy Street Improvements 1
PW18.02 42,90042,900Gervais Area Pavement 1
1,396,300303,100 138,900 297,500 326,900 329,900Water - WAC Fund Total
Watershed District
PM15.430 125,000125,000Wakefield Park 3
125,000125,000Watershed District Total
86,282,00018,514,000 13,723,500 17,596,800 24,370,500 12,077,200GRAND TOTAL
41
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 75 of 226
SECTION III
PROJECT DETAILS
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 76 of 226
THIS PAGE INTENTIONALLY LEFT BLANK
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 77 of 226
Ambulance Service
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 78 of 226
THIS PAGE INTENTIONALLY LEFT BLANK
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 79 of 226
Capital Improvement Plan
City of Maplewood, Minnesota
2018 2022
thru
Description
Modular ALS Ambulance
Project #FD18.016
Priority 2 Very Important
Justification
Replacement of a 2009 Ford Road Rescue ambulance. At the time this ambulance is replaced, it will have approximately 200,000 miles on it.
The repair and maintenance costs of this ambulance will become significant over the next few years.
Currently we have one of our ambulances down for some type of repair weekly. We are also very concerned that due to the age and the condition
of these vehicles, we could develop a breakdown causing a delay in our response time or when transporting a patient to a hospital.
Our plan is to utilize three ambulances and one spare. Replacement schedule would be one ambulance every two to three years.
Budget Impact/Other
We anticipate lower maintenance and operating costs, due to the efficiencies achieved with newer equipment.
Useful Life 15 years
Project Name Ambulance Replacement
Category Equipment
Type Equipment
Contact Fire Chief
Department Ambulance
Total Project Cost:$255,000
Total2018 2019 2020 2021 2022Expenditures
255,000255,000Equip/Vehicles/Furnishings
255,000 255,000Total
Total2018 2019 2020 2021 2022Funding Sources
255,000255,000Ambulance Fund
255,000 255,000Total
42
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 80 of 226
Capital Improvement Plan
City of Maplewood, Minnesota
2018 2022
thru
Description
Modular ALS Ambulance
Project #FD18.017
Priority 2 Very Important
Justification
Replacement of a 2000 Ford Road Rescue ambulance. At the time this ambulance is replaced, it will have over 150,000 miles on it. The repair
and maintenance costs of this ambulance have become significant over the past few years and it is old and wearing out. Our goal is to replace an
ambulance every five years based on its condition.
We normally have one of our ambulances down for some type of repair weekly. We are also very concerned that, due to the age and the condition
of these vehicles, we could develop a breakdown causing a delay in our response time of when transporting a patient to a hospital.
Over the past 3 years, we have reduced our fleet from 6 ambulances to 4 operational ambulances.
Our plan is to utilize three ambulances and one spare. Replacement schedule will be one ambulance every two to three years. The replacement
schedule may be altered following the consultant study.
Budget Impact/Other
We anticipate lower operating and maintenance costs. At least one ambulance is in the shop for maintenance at any given time.
Useful Life 15 years
Project Name Ambulance Replacement
Category Equipment
Type Equipment
Contact Fire Chief
Department Ambulance
Total Project Cost:$250,000
Total2018 2019 2020 2021 2022Expenditures
250,000250,000Equip/Vehicles/Furnishings
250,000 250,000Total
Total2018 2019 2020 2021 2022Funding Sources
250,000250,000Ambulance Fund
250,000 250,000Total
43
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 81 of 226
Capital Improvement Plan
City of Maplewood, Minnesota
2018 2022
thru
Description
Modular ALS Ambulance
Project #FD18.018
Priority 2 Very Important
Justification
Replacement of a 2014 Ford Road Rescue ambulance. The the time this ambulance is replaced, it will have approximately 200,000 miles on it.
The repair and maintenance costs of this ambulance will become sidnificant over the next few years.
Currently we have one of our ambulances down for some type of repair weekly. We are concerned that, due to the age and condition of these
vehicles, we could develop a breakdown causing a delay in our response time or when transporting a patient to a hospital.
Our plan is to utilize 3 ambulances and one spare. Replacement schedule would be one ambulance every 2 to 3 years.
Budget Impact/Other
We anticipate lower maintenance and operating costs, due to the efficiencies achieved with newer equipment.
Useful Life 15 years
Project Name Ambulance Replacement
Category Equipment
Type Equipment
Contact Fire Chief
Department Ambulance
Total Project Cost:$272,000
Total2018 2019 2020 2021 2022Expenditures
272,000272,000Equip/Vehicles/Furnishings
272,000 272,000Total
Total2018 2019 2020 2021 2022Funding Sources
272,000272,000Ambulance Fund
272,000 272,000Total
44
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 82 of 226
THIS PAGE INTENTIONALLY LEFT BLANK
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 83 of 226
Building Maintenance
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 84 of 226
THIS PAGE INTENTIONALLY LEFT BLANK
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 85 of 226
Capital Improvement Plan
City of Maplewood, Minnesota
2018 2022
thru
Description
The 1810 Park Maintenance building roofing system (BUR) has been recommended for renewal.
Project #MT17.01
Priority 3 Important
Justification
The 1810 roofing system has been recommended for renewal per the Asset Management Study.
Budget Impact/Other
These improvements should have a positive impact on the budge due to increased efficiency of the mechanical systems and reduced maintenance.
Useful Life 20 years
Project Name Park Maintenance Building Updates
Category Buildings
Type Improvement
Contact Public Works Director
Department Building Maintenance
Total Project Cost:$146,000
Total2018 2019 2020 2021 2022Expenditures
146,000146,000Construction/Maintenance
146,000 146,000Total
Total2018 2019 2020 2021 2022Funding Sources
146,000146,000CIP Fund
146,000 146,000Total
45
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 86 of 226
Capital Improvement Plan
City of Maplewood, Minnesota
2018 2022
thru
Description
1902 Building HVAC upgrades.
Project #MT17.05
Priority 3 Important
Justification
The roof mounted AHU system is recommended for renewal. The AHU system includes heating coils, cooling coils, and a VAV distribution
system. The system ensures proper air flow and reliability to the work environment. The AHU unit has been recommended for renewal per the
Asset Management study for 2020.
Budget Impact/Other
We anticipate increased efficiencies with the new mechanical system, resulting in a positive impact on the operating budget.
Useful Life 20 years
Project Name 1902 Building Mechanical Updates
Category Buildings
Type Improvement
Contact Public Works Director
Department Building Maintenance
Total Project Cost:$269,000
Total2018 2019 2020 2021 2022Expenditures
269,000269,000Construction/Maintenance
269,000 269,000Total
Total2018 2019 2020 2021 2022Funding Sources
269,000269,000Bonds GO CIP
269,000 269,000Total
46
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 87 of 226
Capital Improvement Plan
City of Maplewood, Minnesota
2018 2022
thru
Description
The 1902 Public Works Building Roof (BUR) renewal is needed. The roof renewal excludes roofing from the 2005 addition.
Project #MT17.06
Priority 3 Important
Justification
In recent years, several leaks have occurred and each leak has been repaired by a contractor. The roof system is beyond its useful life and needs
to be replaced to protect the interior of the building. The roof renewal has been recommended for action per the Asset Management Study in
2018.
Budget Impact/Other
The improvement should result in savings to the operating budget. The roof will require less maintenance and will be more energy efficient.
Useful Life 20 years
Project Name 1902 Building Roof
Category Buildings
Type Improvement
Contact Public Works Director
Department Building Maintenance
Total Project Cost:$410,000
Total2018 2019 2020 2021 2022Expenditures
410,000410,000Construction/Maintenance
410,000 410,000Total
Total2018 2019 2020 2021 2022Funding Sources
410,000410,000Bonds GO CIP
410,000 410,000Total
47
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 88 of 226
Capital Improvement Plan
City of Maplewood, Minnesota
2018 2022
thru
Description
City Hall/Police Department Emergency Generator located inside of the police department garage area was new in 1985 and has been
recommended for renewal.
Project #MT18.01
Priority 3 Important
Justification
In the event of a power outage the emergency generator provides back-up power to critical equipment and emergency lighting throughout the
building. The emergency generator has been recommended for the renewal per the Asset Management Study for 2020.
Budget Impact/Other
Useful Life 20 years
Project Name City Hall/Police Department Emergency Generator
Category Buildings
Type Improvement
Contact Public Works Director
Department Building Maintenance
Total Project Cost:$69,000
Total2018 2019 2020 2021 2022Expenditures
69,00069,000Construction/Maintenance
69,000 69,000Total
Total2018 2019 2020 2021 2022Funding Sources
69,00069,000Bonds GO CIP
69,000 69,000Total
48
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 89 of 226
Capital Improvement Plan
City of Maplewood, Minnesota
2018 2022
thru
Description
The 12.5 ton roof top mounted A/C unit located on the 2005 additionn on the 1902 Public Works building has been recommended for renewal.
Project #MT18.02
Priority 3 Important
Justification
Based on industry standards the life expectancy of the mechanical A/C unit is 15-20 years, This unit will be 16 years old and has been
recommended for renewal per the Asset Management Study for the year 2021.
Budget Impact/Other
Useful Life 20 years
Project Name 1902 A/C Replacement
Category Buildings
Type Improvement
Contact Public Works Director
Department Building Maintenance
Total Project Cost:$65,000
Total2018 2019 2020 2021 2022Expenditures
65,00065,000Construction/Maintenance
65,000 65,000Total
Total2018 2019 2020 2021 2022Funding Sources
65,00065,000Bonds GO CIP
65,000 65,000Total
49
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 90 of 226
THIS PAGE INTENTIONALLY LEFT BLANK
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 91 of 226
Environment and Economic
Development Department
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 92 of 226
THIS PAGE INTENTIONALLY LEFT BLANK
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 93 of 226
Capital Improvement Plan
City of Maplewood, Minnesota
2018 2022
thru
Description
The purchase of vacant or dilapidated properties to then prepare sites for new housing is proposed for 2018 and 2020.
Project #CD02.01
Priority 2 Very Important
Justification
The primary purpose of the Housing Replacement Program is to prevent neighborhoods from deteriorating. If a single dwelling deteriorates to
the point of becoming a detriment or an eyesore, it will have an affect on the surrounding area. Other property owners may not be motivated to
care for or to improve their properties if they live near or next to a rundown house. With this in mind, the city council established the Housing
Replacement Program. The city council also has adopted policy guidelines that set standards for the purchase and resale of these properties. The
cost estimate is based on the premise of purchasing a minimum of one property every other year until the goals of the program change. The city
is currently updating its comprehensive plan which will incorporate the housing policy requirements directed from the Metropolitan Council and
also the housing policy goals established by the Maplewood City Council. This CUP expenditure is reflected to match those expected policy
goals.
Budget Impact/Other
There will be no direct impact on the operating budget. However, this program is designed to improve the tax base in the City, which could
potentially lower property taxes.
Useful Life
Project Name Housing Replacement Program
Category Redevelopment
Type Improvement
Contact EEDD Director
Department EEDD
Total Project Cost:$450,000
Total2018 2019 2020 2021 2022Expenditures
450,000150,000 150,000 150,000Construction/Maintenance
150,000 150,000 150,000 450,000Total
Total2018 2019 2020 2021 2022Funding Sources
450,000150,000 150,000 150,000Redevelopment Fund
150,000 150,000 150,000 450,000Total
50
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 94 of 226
Capital Improvement Plan
City of Maplewood, Minnesota
2018 2022
thru
Description
Specific properties in the Gladstone area will be identified and the City may facilitate the acquistion and redevelopment of the properties in
accordance with the approved Gladstone Master Plan and the City's Comprehensive Plan.
Project #CD15.01
Priority 1 Critical
Justification
The development of the Gladstone is underway. Phase 1 and Phase 2 street, landscape and roadway improvements have been completed. Plans
are underway for Phase 3 public improvements beginning in 2023. The Shores senior housing project on Phalen Place was constructed in 2012
and 50 future units are to be completed in the near future. In addition, redevelopment occurred in 2015 on the former Maplewood Bowl site,
resulting in 50 affordable and 107 market-rate senior housing. The final phase will include funding for the acquisition of property for
redevelopment. Specific properties will be identified and the City may act as developer or in agreement with a private developer to acquire and
demolish existing buildings and property for development in accordance with the approved Gladstone Master Plan and the City's Comprehensive
Plan.
Budget Impact/Other
There will be no direct impact on the operating budget. However, this program is designed to improve the tax base in the City, which could
potentially lower property taxes.
Useful Life
Project Name Gladstone Area Redevelopment
Category Redevelopment
Type Improvement
Contact EEDD Director
Department EEDD
Total Project Cost:$5,950,000
Total2018 2019 2020 2021 2022Expenditures
5,950,0002,000,000 2,750,000 1,200,000Land Acquisition
2,000,000 2,750,000 1,200,000 5,950,000Total
Total2018 2019 2020 2021 2022Funding Sources
5,950,0002,000,000 2,750,000 1,200,000Bonds GO CIP
2,000,000 2,750,000 1,200,000 5,950,000Total
51
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 95 of 226
Fire Department
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 96 of 226
THIS PAGE INTENTIONALLY LEFT BLANK
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 97 of 226
Capital Improvement Plan
City of Maplewood, Minnesota
2018 2022
thru
Description
800 MHz Mobile and Portable Radios
Project #FD18.010
Priority 1 Critical
Justification
In 2007, all public safety agencies within Ramsey County moved from the old UHF VHF radio system to the new 800 MHz system. This new
system provided interoperability between all public safety disciplines and improved total state communications. Moving to the new system
required a total replacement of all existing radio devices within Ramsey County. Through a grant process at the time, Ramsey County was able to
replace all existing radios within Ramsey County used by public safety disciplines. There was no cost to the city of Maplewood for this
replacement. Starting in 2015, those radios purchased back in 2007 were no longer supported by manufacturer which in turn will require us to
purchase newer models. Currently within the city of Maplewood's public safety, we have 265 radios. We are trying to reduce that number, at an
average cost of $3,500 per radio. Starting in 2016, we started replacing about 10 of these a year as needed. The technology has not changed, we
just won't be able to get the current radios repaired as they begin to break down. We will continue to look for grant opportunities as they become
available as well as work with our neighboring departments to ensure the best possible pricing.
Budget Impact/Other
There will be no additional operating costs after the initial purchase. A maintenance plan is in place.
Useful Life 10 years
Project Name Replacement of Police & Fire 800 MHZ Radios
Category Equipment
Type Equipment
Contact
Department Fire Department
Total Project Cost:$832,300
Total2018 2019 2020 2021 2022Expenditures
407,80078,300 79,900 81,500 83,200 84,900Equip/Vehicles/Furnishings
78,300 79,900 81,500 83,200 84,900 407,800Total
Future
424,500
Total
Total2018 2019 2020 2021 2022Funding Sources
407,80078,300 79,900 81,500 83,200 84,900CIP Fund
78,300 79,900 81,500 83,200 84,900 407,800Total
Future
424,500
Total
52
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 98 of 226
Capital Improvement Plan
City of Maplewood, Minnesota
2018 2022
thru
Description
Remodel Hazelwwod Fire Station #3
This request may be altered, depending on the results of the fire station location and operational review.
Project #FD18.011
Priority 2 Very Important
Justification
In 2011, the city council received information on new staffing scenarios for the fire department and at the same time approved the fire
department going from five fire stations to three. In order to better serve our community, one new station needed to be built in the middle of the
city's leg. The plan is for the other two to be remodeled at their current locations.
In 2018, our goal is to start remodeling the station that is located at the intersection of Hazelwood and County Road C. This station will become
our North District Station Number Three. Currently, the facility is only capable of having two firefighters staffed around the clock. The current
station was built over 40 years ago with the energy efficiencies that were available at that time. With the remodeling of this station, today's
energy efficiencies will be built-in with additional storage and sleeping quarters that will meet our needs into the foreseeable future. Our goal is
to start construction in the spring of 2018 and be opperational by November 2018. The necessary changes to this station will allow the
Maplewood Fire Department to continue to provide outstanding service to its residents and those that visit and work in our fine city. Any delay
in remodeling this station has a high potential for a decrease in our service level as we continue to have substantial increases in our calls for
emergency services.
Budget Impact/Other
There will be a positive impact on the operating budget due to lower maintenance costs and increased energy efficiencies.
Useful Life 20 years
Project Name Rehabilitation of Fire Station #3 Hazelwood
Category Buildings
Type Improvement
Contact Fire Chief
Department Fire Department
Total Project Cost:$2,400,000
Total2018 2019 2020 2021 2022Expenditures
2,400,0002,400,000Construction/Maintenance
2,400,000 2,400,000Total
Total2018 2019 2020 2021 2022Funding Sources
400,000400,000Bonds GO CIP
2,000,0002,000,000Proceeds from Sale Property
2,400,000 2,400,000Total
53
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 99 of 226
Capital Improvement Plan
City of Maplewood, Minnesota
2018 2022
thru
Description
Rehab Gladstone Fire Station #2
This request may be altered, depending on the results of the fire station location and operational review.
Project #FD18.012
Priority 2 Very Important
Justification
In 2011, the city council received information on new staffing scenarios for the fire department and at the same time approved the fire
department going from five fire stations to three. In order to better serve our community, one new station needed to be built in the middle of the
city's leg. The plan is for the other two to be remodeled at their current locations.
In 2018, our goal is to start remodeling the station that is located at 1955 Clarence Street. This station will become our Central District Station
Number Two. Currently, the facility is only capable of having four firefighters staffed around the clock. The current station was built in 2000 and
had to be scaled back due to the high cost of construction at that time. Even though this station is only 14 years old, many changes have been
made in energy efficiencies in this short period of time. With the remodeling of this station, today's energy efficiencies will be built-in along with
additional storage, more office space and sleeping quarters that will meet our needs into the foreseeable future. Our goal is to start construction in
the spring of 2018 and be in operation by November 2018. The necessary changes to this station will allow the Maplewood Fire Department to
continue to provide outstanding service to its residents and those that visit and work in our fine city. Any delay in remodeling this station has a
high potential for a decrease in our service level as we continue to have substantial increases in our calls for emergency services.
Budget Impact/Other
There will be a positive impact on the operating budget due to lower maintenance costs and increased energy efficiencies.
Useful Life 20 years
Project Name Rehabilitation of Fire Station #2 Gladstone
Category Buildings
Type Improvement
Contact Fire Chief
Department Fire Department
Total Project Cost:$2,100,000
Total2018 2019 2020 2021 2022Expenditures
2,100,0002,100,000Construction/Maintenance
2,100,000 2,100,000Total
Total2018 2019 2020 2021 2022Funding Sources
700,000700,000Bonds GO CIP
1,400,0001,400,000Proceeds from Sale Property
2,100,000 2,100,000Total
54
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 100 of 226
Capital Improvement Plan
City of Maplewood, Minnesota
2018 2022
thru
Description
75' Ladder Truck
Project #FD18.013
Priority 2 Very Important
Justification
This truck will replace a 2000, 75’ ladder/ pumper fire truck that at the time if its replacement it will be 22 years old. The mileage at the time of
replacement will be close to 200,000 miles. With the purchase of the new truck in 2017 this truck will be move to a station were the usage will be
slightly reduce which will help keeping the maintenance cost lower and prolong the life of the truck.
Budget Impact/Other
There will be a positive impact on the operating budget due to lower maintenance costs.
Useful Life 12 years
Project Name Replacement of Ladder Truck
Category Equipment
Type Equipment
Contact Fire Chief
Department Fire Department
Total Project Cost:$900,000
Total2018 2019 2020 2021 2022Expenditures
900,000900,000Equip/Vehicles/Furnishings
900,000 900,000Total
Total2018 2019 2020 2021 2022Funding Sources
900,000900,000Fire Equipment Fund
900,000 900,000Total
55
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 101 of 226
Capital Improvement Plan
City of Maplewood, Minnesota
2018 2022
thru
Description
Fire fighting turnout gear, including pants, coat, boots, and hoods.
Project #FD18.014
Priority 1 Critical
Justification
We are requesting to replace 22 sets of turnout gear. This request allows us to bring our current tourout gear (pants, coats, gloves, hoods, boots)
up to date with the NFPA 1851 edition 2014 and OSHA 1910.156. Currently, we are not able to meet the NFPA 1851 or OSHA 1910
requirements for cleaning and repairing of firefighter turnout gear. When repairs are required, or when washing and drying is needed, firefighters
do not have a second set of turnout gear available. Washing and drying the turnout gear is of paramount importance in order to remove the
carcinogens which are embedded in the turnout gear. A turnout gear replacement program will be implemented which places turnout gear in
"spare" status after 5 years, with replacement at 10 years which is the end of the useful life of the turnout gear.
Budget Impact/Other
After the initial purchase, further sets will be purchased in the operating budget.
Useful Life 6 years
Project Name Fire Fighting Turn Out Gear
Category Equipment
Type Equipment
Contact Fire Chief
Department Fire Department
Total Project Cost:$115,700
Total2018 2019 2020 2021 2022Expenditures
115,70057,400 58,300Equip/Vehicles/Furnishings
57,400 58,300 115,700Total
Total2018 2019 2020 2021 2022Funding Sources
115,70057,400 58,300Fire Equipment Fund
57,400 58,300 115,700Total
56
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 102 of 226
Capital Improvement Plan
City of Maplewood, Minnesota
2018 2022
thru
Description
1500 GPM Fire Truck
Project #FD18.015
Priority 2 Very Important
Justification
This truck will replace a 2000 fire truck that has significant rust issues and ongoing maintenance costs. The goal of our replacement program for
fire trucks is to have all first line pumpers replaced every 20 years. The new engine will have the additional space as well as have the capabilities
of doing the function of both rescue and fire suppression. It will also be foam capable. At the time of replacement, this truck will be 19 years old.
Budget Impact/Other
There will be a positvie impact on the operating budget due to lower maintenance costs. The truck will be purchased with a Tax Exempt Master
Lease Agreement through the Government Leasing Program with a ten-year amortization period.
Useful Life 20 years
Project Name Replacement of Fire Truck
Category Equipment
Type Equipment
Contact Fire Chief
Department Fire Department
Total Project Cost:$645,000
Total2018 2019 2020 2021 2022Expenditures
645,000645,000Equip/Vehicles/Furnishings
645,000 645,000Total
Total2018 2019 2020 2021 2022Funding Sources
645,000645,000Fire Equipment Fund
645,000 645,000Total
57
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 103 of 226
Information Technology
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 104 of 226
THIS PAGE INTENTIONALLY LEFT BLANK
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 105 of 226
Capital Improvement Plan
City of Maplewood, Minnesota
2018 2022
thru
Description
Replacement of portions of Eden Systems software
Project #IT15.020
Priority 2 Very Important
Justification
Currently we are using the application Eden Systems by Tyler Technologies to manage a variety of items within various City departments. While
Eden Systems is not going away any time soon, they are not actively improving the application either. In some departments we have a need to
become more mobile while also bringing resources closer to our applications/customers. This item would be to replace some modules of Eden
Systems with a new application that would provide us those capabilities. In 2017 we will look at more mobile based modules for employees in
the field. 2019 would be upgrading any modules left with Eden Systems.
Budget Impact/Other
The annual maintenance agreement may increase, depending on options chosen. Impact on the operating budget will most likely be less than
$5,000 annually.
Useful Life 20 years
Project Name Eden System replacement
Category Equipment: Computers
Type Equipment
Contact IT Director
Department IT
Total Project Cost:$250,000
Total2018 2019 2020 2021 2022Expenditures
250,000250,000Equip/Vehicles/Furnishings
250,000 250,000Total
Total2018 2019 2020 2021 2022Funding Sources
250,000250,000IT Fund
250,000 250,000Total
TotalBudget Items 2018 2019 2020 2021 2022
40,00010,000 10,000 10,000 10,000Maintenance
10,000 10,000 10,000 10,000 40,000Total
Future
10,000
Total
58
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 106 of 226
Capital Improvement Plan
City of Maplewood, Minnesota
2018 2022
thru
Description
Additional SAN nodes for servers
Project #IT16.010
Priority 2 Very Important
Justification
Our storage area network (SAN) provides dist space to all of our servers. This item is being included to replace older nodes within that SAN and
to add additional storage in the future if need be. By 2020 we will be ready to retire some of the current SAN nodes in use. Also, with the large
volume of video that we are beginning to see recorded we will need additional storage in the future. This item will provide a solution to both of
those challenges.
Budget Impact/Other
There will be no additional annual ooperating costs beyond the initial purchase.
Useful Life 10 years
Project Name Server Storage
Category Equipment: Computers
Type Equipment
Contact IT Director
Department IT
Total Project Cost:$60,000
Total2018 2019 2020 2021 2022Expenditures
60,00060,000Equip/Vehicles/Furnishings
60,000 60,000Total
Total2018 2019 2020 2021 2022Funding Sources
60,00060,000IT Fund
60,000 60,000Total
59
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 107 of 226
Parks and Recreation
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 108 of 226
THIS PAGE INTENTIONALLY LEFT BLANK
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 109 of 226
Capital Improvement Plan
City of Maplewood, Minnesota
2018 2022
thru
Description
Community field upgrades, equipment, fences, courts at Nebraska, Sunset, and Sherwood Parks.
Project #PM07.010
Priority 3 Important
Justification
A main theme identified by our Parks System Master Plan was “Taking care of what we have” in our aging parks system. This proposal will
provide the City with resources to continue updating and/or replacing basketball and tennis courts, fields, fences and playgrounds to accomplish
that goal.
Budget Impact/Other
The upgrades should not impact the operating budget, except for a sustained decrease in maintenance costs.
Useful Life 20 years
Project Name Park Upgrades to Existing Parks
Category Park Improvements
Type Improvement
Contact Park Director
Department Parks and Recreation
Total Project Cost:$1,070,000
Total2018 2019 2020 2021 2022Expenditures
520,000100,000 100,000 100,000 110,000 110,000Construction/Maintenance
100,000 100,000 100,000 110,000 110,000 520,000Total
Future
550,000
Total
Total2018 2019 2020 2021 2022Funding Sources
520,000100,000 100,000 100,000 110,000 110,000Bonds Tax Abatement
100,000 100,000 100,000 110,000 110,000 520,000Total
Future
550,000
Total
60
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 110 of 226
Capital Improvement Plan
City of Maplewood, Minnesota
2018 2022
thru
Description
Provide funding for open space improvements.
Project #PM08.060
Priority 3 Important
Justification
Maplewood's Neighborhood Preserve system includes 15 preserves. Seven of the sites have maintained trails and nine sites have received major
restoration or active management. The Parks System Master Plan calls for adding trails where appropriate and restoring sites to native
vegetation. 2017-2018 projects include restoration projects at Prairie Farm Preserve (funded by $62,000 grant), Priory Preserve enhancements
(entry, boardwalk, sitting area, restoration), and buffer improvements at Jim's Prairie. Trails will be constructed at Spoon Lake Preserve (2018
design, 2019 construction), Joy Park (2021), and Prairie Farm (2025, short section). Restoration projects are planned for 2020 and 2022.
Budget Impact/Other
The improvements will require maintenance. Staff time will be allocated to future budges once the improvements are completed.
Useful Life 20 years
Project Name Open Space Improvements
Category Park Improvements
Type Improvement
Contact Park Director
Department Parks and Recreation
Total Project Cost:$710,000
Total2018 2019 2020 2021 2022Expenditures
560,000110,000 250,000 25,000 150,000 25,000Construction/Maintenance
110,000 250,000 25,000 150,000 25,000 560,000Total
Prior
150,000
Total
Total2018 2019 2020 2021 2022Funding Sources
560,000110,000 250,000 25,000 150,000 25,000Park Improvement Fund
110,000 250,000 25,000 150,000 25,000 560,000Total
Prior
150,000
Total
61
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 111 of 226
Capital Improvement Plan
City of Maplewood, Minnesota
2018 2022
thru
Description
Goodrich Park improvements.
Project #PM11.020
Priority 3 Important
Justification
One of the major recommendations in the Parks System Plan is to fill the need for destination or “signature” parks. Reinvestment in four
centrally-located parks and connecting them with trails was recommended. One of these signature parks has been identified as Goodrich Park and
it is envisioned as a major destination for community gathering in Maplewood. Key features include a universally accessible playground,
additional parking, natural resources restoration, ball field upgrades and picnic shelters with restrooms.
Budget Impact/Other
Equipment and facilities will require maintenance and periodic upgrades. These costs will be identified and built into the operating budget upon
completion.
Useful Life 20 years
Project Name Goodrich Park
Category Park Improvements
Type Improvement
Contact Park Director
Department Parks and Recreation
Total Project Cost:$350,000
Total2018 2019 2020 2021 2022Expenditures
50,00050,000Planning/Design
300,000250,000 50,000Construction/Maintenance
50,000 250,000 50,000 350,000Total
Total2018 2019 2020 2021 2022Funding Sources
350,00050,000 250,000 50,000Bonds Tax Abatement
50,000 250,000 50,000 350,000Total
62
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 112 of 226
Capital Improvement Plan
City of Maplewood, Minnesota
2018 2022
thru
Description
Creation of the Harvest Park Master Plan.
Project #PM14.020
Priority 3 Important
Justification
Harvest Park is a 25 acre park located at 2561 Barclay. This park is reaching its effective life cycle, and many of the amenities are in poor
condition. Staff will work with residents to develop a master plan for this park in 2018 and begin implementation of that plan starting in 2022.
The plan will likely include a re-configuration of the ball fields, a picnic shelter, new playground, new internal trails, and additional amenities.
Budget Impact/Other
Equipment and facilities will require maintenance and periodic upgrades. These costs will be identified and built into the operating budget upon
completion.
Useful Life 20 years
Project Name Harvest Park
Category Park Improvements
Type Improvement
Contact Park Director
Department Parks and Recreation
Total Project Cost:$100,000
Total2018 2019 2020 2021 2022Expenditures
100,00050,000 50,000Planning/Design
50,000 50,000 100,000Total
Total2018 2019 2020 2021 2022Funding Sources
100,00050,000 50,000Park Improvement Fund
50,000 50,000 100,000Total
63
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 113 of 226
Capital Improvement Plan
City of Maplewood, Minnesota
2018 2022
thru
Description
Remove and Replace Ash Trees to Control the Spread of EAB
Project #PM15.020
Priority 1 Critical
Justification
Emerald Ash Borer (EAB) causes widespread decline and death of ash trees and has decimated ash populations in some states. EAB has recently
been confirmed in Maplewood. The 2011 inventory of park and boulevard trees (does not include natural areas), found 2037 ash trees (21% of
the 9563 trees).
To remove and replace these ash trees at $700-$900 each would require $1,425,900-
$1,833,300. In June 2011, Maplewood City Council approved a
plan for managing EAB in Maplewood. The plan includes strategic removal of ash trees, starting with removal of those in poor health prior to
EAB being found in Maplewood. The inventory identified 250 poor quality ash. Funding is needed to remove and replace 125 poor quality ash
trees each year over the next two years. We assume EAB will be confirmed in Maplewood in 2017 or 2018 and significant funding will be
needed to keep up with removals once it is here.
Budget Impact/Other
There will be no additional impact to the operating budget once this project is completed. Tree maintenance is already incorporated into the
annual operating budget.
Useful Life 15 years
Project Name EAB Ash Removal and Planting
Category Park Improvements
Type Improvement
Contact Park Director
Department Parks and Recreation
Total Project Cost:$1,900,000
Total2018 2019 2020 2021 2022Expenditures
700,000100,000 150,000 150,000 150,000 150,000Construction/Maintenance
100,000 150,000 150,000 150,000 150,000 700,000Total
Future
1,200,000
Total
Total2018 2019 2020 2021 2022Funding Sources
700,000100,000 150,000 150,000 150,000 150,000CIP Fund
100,000 150,000 150,000 150,000 150,000 700,000Total
Future
1,200,000
Total
64
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 114 of 226
Capital Improvement Plan
City of Maplewood, Minnesota
2018 2022
thru
Description
Plan and redevelop Wakefield Park and implement outcomes.
Project #PM15.430
Priority 3 Important
Justification
Wakefield is a 41 acre park located at 1590 Frost Avenue. Over the past 10 years the use of the park has changed. Until recently it was an
important part of our adult softball program. Due to changing demographics, that is no longer the case. This project proposes to redevelop
Wakefield Park, including the removal of ball fields, and the creation of a park that better serves the needs of Maplewood’s diverse population.
Wakefield has also been identified as one of the signature parks in our Parks System Plan. The City will be working closely with the Watershed
District on this redevelopment to improve water quality in the area. The Wakefield Park concept includes a mix of active and passive
programming that provides areas for picnicking and gathering while preserving much of the park for passive recreation and exploration.
A key component of this project is a multi-purpose building featuring flexible programming space, kitchen facilities and restrooms as well as
outdoor spaces for education and recreation.
Budget Impact/Other
Equipment and facilities will require maintenance and periodic upgrades. These costs will be identified and built into the operating budget upon
completion.
Useful Life 20 years
Project Name Wakefield Park
Category Park Improvements
Type Improvement
Contact Park Director
Department Parks and Recreation
Total Project Cost:$250,000
Total2018 2019 2020 2021 2022Expenditures
50,00050,000Planning/Design
200,000200,000Construction/Maintenance
250,000 250,000Total
Total2018 2019 2020 2021 2022Funding Sources
125,000125,000Park Improvement Fund
125,000125,000Watershed District
250,000 250,000Total
65
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 115 of 226
Capital Improvement Plan
City of Maplewood, Minnesota
2018 2022
thru
Description
Parks System Master Plan Implementation
Project #PM16.001
Priority 3 Important
Justification
At the time the Parks System Plan was adopted, specific prioritization was given to improvements in the parks system. With more projects than
funding available, prioritization was necessary to guide where funds would be allocated. As part of this prioritization process, it was identified
that the Maintenance and Reinvestment portion of the plan would be the highest priority and essential to the future health of the parks system.
The Maintenance and Reinvestment recommendation identifies $7,000,000 of improvements to our existing system. This addresses the highest
priorities that we heard from our residents of "Taking care of what we have" and for trail connectivity throughout our park system.
For all of these projects, staff will lead the community through a thorough public process. Future projects will be decided at a later date and will
be based on outcomes gained from the Parks System Master Plan.
Budget Impact/Other
Equipment and facilities will require maintenance and periodic upgrades. These costs will be identified and built into the operating budget upon
completion.
Useful Life 15 years
Project Name Park Maintenance and Re-Investment
Category Park Improvements
Type Improvement
Contact Park Director
Department Parks and Recreation
Total Project Cost:$5,600,000
Total2018 2019 2020 2021 2022Expenditures
3,600,0001,600,000 1,000,000 1,000,000Construction/Maintenance
1,600,000 1,000,000 1,000,000 3,600,000Total
Future
2,000,000
Total
Total2018 2019 2020 2021 2022Funding Sources
3,600,0001,600,000 1,000,000 1,000,000Bonds Tax Abatement
1,600,000 1,000,000 1,000,000 3,600,000Total
Future
2,000,000
Total
TotalBudget Items 2018 2019 2020 2021 2022
100,00020,000 20,000 20,000 20,000 20,000Other (Insurance, Utilities)
20,000 20,000 20,000 20,000 20,000 100,000Total
Future
20,000
Total
66
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 116 of 226
Capital Improvement Plan
City of Maplewood, Minnesota
2018 2022
thru
Description
Create Master Plan for Maplewood Nature Center.
Project #PM16.003
Priority 3 Important
Justification
The Park System Master Plan identifies the need for a Master Plan to be completed for the Maplewood Nature Center. The first step in
developing the Master Plan is to conduct a feasibility study to: 1) evaluate short-term and long-term environmental and nature programming
eneds, 2) determine whether the existing Visitor Center and site can meet those needs, and 3) recommend a course of action (renovation, new
center, or new site). The Master Plan would then develop concepts for the Visitor Center and site improvements, development or redevelopment.
Budget Impact/Other
This project will have no additional budget impacts. If recommendations are adopted and construction is undertaken additional budget impacts
would be identified at that time.
Useful Life 20 years
Project Name Maplewood Nature Center Master Plan
Category Park Improvements
Type Improvement
Contact Park Director
Department Parks and Recreation
Total Project Cost:$75,000
Total2018 2019 2020 2021 2022Expenditures
75,00075,000Planning/Design
75,000 75,000Total
Total2018 2019 2020 2021 2022Funding Sources
75,00075,000Park Improvement Fund
75,000 75,000Total
67
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 117 of 226
Capital Improvement Plan
City of Maplewood, Minnesota
2018 2022
thru
Description
Purchase additional properties adjacent to the nature center.
Project #PM16.004
Priority 3 Important
Justification
Maplewood Nature Center was built in 1978 and added onto in 1994. Indoor exhibits were redone in 2005 and stormwater improvements and
landscape demonstrations were done in 2008. Over half of the 40-acre site is wetland. The visitor center and yard take up just over one acre of
land and include the main building, shed, parking lot, demonstration garden, picnic area, and nature play area. This is a small footprint for the
amount and the type of use the center receives. Due to the wetland and property boundaries, we cannot expand on the existing site. The project
would acquire an adjaenct lot to the east and a lot to the northeast. These acquisitions would allow for significant enhancements of the picnic
and play area, the addition of a garage/storage area, and the oppurtunity to make a bike trail connection between Brand and East 7th Street.
Budget Impact/Other
There will be minimal additional impact on the operating budget; however, costs for trail maintenance and land upkeep will be identified and
incorporated into the annual budget.
Useful Life 20 years
Project Name Maplewood Nature Center Land Acquisition
Category Park Improvements
Type Improvement
Contact Park Director
Department Parks and Recreation
Total Project Cost:$300,000
Total2018 2019 2020 2021 2022Expenditures
300,000300,000Land Acquisition
300,000 300,000Total
Total2018 2019 2020 2021 2022Funding Sources
300,000300,000Park Improvement Fund
300,000 300,000Total
68
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 118 of 226
Capital Improvement Plan
City of Maplewood, Minnesota
2018 2022
thru
Description
Improvements at Fish Creek Open Space
Project #PM16.005
Priority 3 Important
Justification
Maplewood acquired the 70-acre Fish Creek site in 2013. Ramsey County owns the adjacent land and the City and County work closely together
on management of their sites. Partner Great River Greening (GRG) conducted woodland and prairie restoration at the site in 2012-2015. In 2015,
an archeological investigation was conducted on the site and in January 2015 Council approved an updated Mater Plan. Phase I Improvements at
the site are scheduled for 2016 and will include installation of trails. A parking lot, kiosk, and sitting areas are scheduled for 2017. Interpretation
of site history and natural resources is scheduled for 2018.
Future phases will include the installation of the rustic trail along Fish Creek, a programming shelter, and amenities in the parcel near Carver
Road.
Budget Impact/Other
Additional operating costs will be incurred to maintain the parking lot. These costs will be identified and incorporated into the annual budget
after completion.
Useful Life 15 years
Project Name Fish Creek Open Space
Category Park Improvements
Type Improvement
Contact Park Director
Department Parks and Recreation
Total Project Cost:$568,000
Total2018 2019 2020 2021 2022Expenditures
250,000250,000Construction/Maintenance
250,000 250,000Total
Prior
318,000
Total
Total2018 2019 2020 2021 2022Funding Sources
100,000100,000Park Improvement Fund
150,000150,000Ramsey County
250,000 250,000Total
Prior
318,000
Total
69
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 119 of 226
Capital Improvement Plan
City of Maplewood, Minnesota
2018 2022
thru
Description
Repairs, storage, and exhibit renovation at the Maplewood Nature Center site.
Project #PM18.01
Priority 3 Important
Justification
Maplewood Nature Center Visitor Center was built in 1978, added onto in 1994, and received major repairs and maintenance in 2017.
Improvements are needed to the grounds and exhibits. 1) Replace detached storage shed with a larger storage shed (2018). 2) Replace three
observation decks (2018). 3) Replace 600' boardwalk (2019). The boardwalk was constructed in 2000. It's expected useful life was 20 years, but
the cables and floats have begun to show more critical deterioration and should be done prior to 2020. 4) Replace indoor exhibits (2024).
Exhibits were constructed in 2004 with a useful life of 20 years.
Budget Impact/Other
There will be no additional budget impact to the operating budget once this project is completed. Maintenance of these is already incorporated
into the annual operating budget.
Useful Life 20 years
Project Name Maplewood Nature Center Improvements
Category Buildings
Type Improvement
Contact Park Director
Department Parks and Recreation
Total Project Cost:$175,000
Total2018 2019 2020 2021 2022Expenditures
175,00050,000 125,000Construction/Maintenance
50,000 125,000 175,000Total
Total2018 2019 2020 2021 2022Funding Sources
175,00050,000 125,000Park Improvement Fund
50,000 125,000 175,000Total
70
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 120 of 226
Capital Improvement Plan
City of Maplewood, Minnesota
2018 2022
thru
Description
Infrastructure for Edgerton Community Garden.
Project #PM18.02
Priority 2 Very Important
Justification
The Parks System Master Plan calls for providing community gardens and for reaching diverse populations with park facilities and
programming. Edgerton Community Garden is the only community garden run by the city. It has 44 plots, which are rented by a very diverse
group of gardeners. There are several apartment buildings in the neighborhood so there is a need here for garden space. Water is provided via a
water tank that staff fills weekly during the growing season. There has long been a need to expand the garden and add water infrastructure. In
2017, we will be adding 10 raised beds and fruit trees to the garden. Plans for 2018 include: 1) expand the garden to serve more people, 2)
install water line, spigots, fencing, and shed, and 3) extend the school sidewalk to the garden.
Budget Impact/Other
There will be no additional impact to the opertaing budget once this project is completed. Maintenance of these is already incorporated into the
annual operating budget.
Useful Life 20 years
Project Name Edgerton Community Garden
Category Park Improvements
Type Improvement
Contact Park Director
Department Parks and Recreation
Total Project Cost:$50,000
Total2018 2019 2020 2021 2022Expenditures
50,00050,000Construction/Maintenance
50,000 50,000Total
Total2018 2019 2020 2021 2022Funding Sources
50,00050,000Park Improvement Fund
50,000 50,000Total
71
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 121 of 226
Police Department
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 122 of 226
THIS PAGE INTENTIONALLY LEFT BLANK
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 123 of 226
Capital Improvement Plan
City of Maplewood, Minnesota
2018 2022
thru
Description
Each year the police department needs to replace four to six marked squad cars. The fully burdened cost of police squads is $36,050. Instead of
building in an annual inflation increase, it is recognized that certain elements (e.g., light bars, push bumpers) may or may not be replaced
depending on condition and servicabiltiy. The vehicles are purchased through the State Cooperative Purchasing Program.
Project #PD18.010
Priority 1 Critical
Justification
In recognition that effective policing efforts require high visibility and high mobility, the department needs to maintain and invest in fleet
operations. As vehicles become more efficient and as we collect and evaluate data about the best fleet resources for specific types of police
work, maintaining a current and operational fleet is critical. Marked police vehicles are the primary means of responsive service delivery. At
present the police department operates 26 marked squads. With the exception of two police reserve squads, a marked police car has a useful life
for approximately 40 months - 100,000 to 120,000 miles..
Budget Impact/Other
Adhering to the appropriate replacement schedule has a positive impact on the operating budget by minimizing maintenance costs and down time.
Useful Life 4 years
Project Name Squad Replacement
Category Vehicles
Type Equipment
Contact Police Chief
Department Police Department
Total Project Cost:$2,163,000
Total2018 2019 2020 2021 2022Expenditures
1,081,500216,300 216,300 216,300 216,300 216,300Equip/Vehicles/Furnishings
216,300 216,300 216,300 216,300 216,300 1,081,500Total
Future
1,081,500
Total
Total2018 2019 2020 2021 2022Funding Sources
1,081,500216,300 216,300 216,300 216,300 216,300Police Equipment Fund
216,300 216,300 216,300 216,300 216,300 1,081,500Total
Future
1,081,500
Total
72
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 124 of 226
Capital Improvement Plan
City of Maplewood, Minnesota
2018 2022
thru
Description
Records Management System. In 2015, the police department purchased a new records management system (RMS) in collaboration with the
Ramsey County Sheriff's Office and several other Ramsey County law enforcement agencies. This rrequest reflects the need to build a fund to
cover the expected replacement cost of $600,000.
Project #PD18.020
Priority 3 Important
Justification
Planned obsolesence of the department's current records management system.
Budget Impact/Other
There will be no additional impact on the operating budget, other than the annual costs already identified in the CIP expenditures. Building this
fund will make system replacement easier in the future and this proposal corresponds with the planned replacement of the jointly owned
Computer Aided Dispatch system at the Ramsey County Emergency Communications Center.
Useful Life 10 years
Project Name Records Management System
Category Equipment
Type Equipment
Contact Police Chief
Department Police Department
Total Project Cost:$500,000
Total2018 2019 2020 2021 2022Expenditures
250,000250,000Equip/Vehicles/Furnishings
250,000 250,000Total
Future
250,000
Total
Total2018 2019 2020 2021 2022Funding Sources
250,00050,000 50,000 50,000 50,000 50,000IT Fund
50,000 50,000 50,000 50,000 50,000 250,000Total
Future
250,000
Total
73
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 125 of 226
Capital Improvement Plan
City of Maplewood, Minnesota
2018 2022
thru
Description
Capital investment in shared Regional Police Firearms Training Range
Project #PD18.060
Priority 3 Important
Justification
This project represents allocation of funding for Maplewood to join a consortium of East Metro communities in the design, development,
building, and operation of a Regional Police Firearms Training Range. At present Cottage Grove and Woodbury have secured funding for the
purpose of planning a training site that would include a firearms range. There continues to be discussions and preliminary planning for a
Regional Range that would be shared and governed by a number of East Metro law enforcement agencies. The Regional Range is now expected
to cost $5 to $13 million dollars and would largely be funded by state issued bond funds.
At present, a legislative bonding measure is under consideration that may provide some clarity for options going forward.
Budget Impact/Other
Additional costs will be identified upon completion of the facility. Maintenance and upkeep will be shared with member cities. A formula has
not yet been developed. At present the department spends approximately $22,000 annually on range rental for mandatory firearms training and
qualification. Training time is increasing difficult to get. Making a capital investment or partnership ensures access to quality training facilities.
Useful Life 40 years
Project Name Regional Police Firearms Training Range
Category Buildings
Type Improvement
Contact Police Chief
Department Police Department
Total Project Cost:$1,800,000
Total2018 2019 2020 2021 2022Expenditures
800,000200,000 200,000 200,000 200,000Construction/Maintenance
200,000 200,000 200,000 200,000 800,000Total
Future
1,000,000
Total
Total2018 2019 2020 2021 2022Funding Sources
800,000200,000 200,000 200,000 200,000Bonds GO CIP
200,000 200,000 200,000 200,000 800,000Total
Future
1,000,000
Total
TotalBudget Items 2018 2019 2020 2021 2022
88,00022,000 22,000 22,000 22,000Maintenance
22,000 22,000 22,000 22,000 88,000Total
Future
110,000
Total
74
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 126 of 226
THIS PAGE INTENTIONALLY LEFT BLANK
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 127 of 226
Public Works Department
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 128 of 226
THIS PAGE INTENTIONALLY LEFT BLANK
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 129 of 226
Capital Improvement Plan
City of Maplewood, Minnesota
2018 2022
thru
Description
The city has an annual program to refurbish lift stations.
Project #PW03.21
Priority 2 Very Important
Justification
This program involves the refurbishing of lift stations. This expenditure is a preventive maintenance expenditure to help reduce backups and
failures due to emergency situations. The program includes pump rebuilds, wet well inspections and general site improvements for the nine lift
stations located throughout the City. The remaining funds will be allocated for technological upgrades to the telemetry at various lift stations.
Budget Impact/Other
The upgrade program has a positive impact on the operating by reducing maintenance costs.
Useful Life 60 years
Project Name Lift Station Upgrade Program
Category Utilities
Type Maintenance
Contact Public Works Director
Department Public Works
Total Project Cost:$200,000
Total2018 2019 2020 2021 2022Expenditures
100,00020,000 20,000 20,000 20,000 20,000Construction/Maintenance
20,000 20,000 20,000 20,000 20,000 100,000Total
Future
100,000
Total
Total2018 2019 2020 2021 2022Funding Sources
100,00020,000 20,000 20,000 20,000 20,000Sanitary Sewer Fund
20,000 20,000 20,000 20,000 20,000 100,000Total
Future
100,000
Total
75
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 130 of 226
Capital Improvement Plan
City of Maplewood, Minnesota
2018 2022
thru
Description
The 2000 single-axle plow truck, Unit 538 is due for replacement in 2018.
Project #PW13.03
Priority 2 Very Important
Justification
The 2000 model year plow truck is due for replacement. This unit is one of eight single-axle trucks in the fleet. This truck is an intergral piece
of equipment in the fleet for the street maintenance division. It is utilized year round. In summer, the truck is used for patching and paving
streets. In winter, it is used every snow/ice event for treating and plowing city streets.
Budget Impact/Other
An annual savings is realized over the next five years totaling $42,750.00 of which $37,750.00 would have been required for maintenance and
$5,000.00 lost on trade-in value.
Useful Life 15 years
Project Name Single-Axle Plow Truck
Category Vehicles
Type Equipment
Contact Public Works Director
Department Public Works
Total Project Cost:$220,000
Total2018 2019 2020 2021 2022Expenditures
220,000220,000Equip/Vehicles/Furnishings
220,000 220,000Total
Total2018 2019 2020 2021 2022Funding Sources
220,000220,000Fleet Management Fund
220,000 220,000Total
TotalBudget Items 2018 2019 2020 2021 2022
-36,200-7,550 -8,550 -9,550 -10,550Maintenance
-7,550 -8,550 -9,550 -10,550 -36,200Total
Prior
-6,550
Total
76
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 131 of 226
Capital Improvement Plan
City of Maplewood, Minnesota
2018 2022
thru
Description
Stormwater ponds, also known as wet ponds, "NURP" ponds, or retention basins, are a necessary component for land development in order to
manage stormwater runoff. These basins within the city of Maplewood were typically built to control runoff rates to minimize downstream
flooding and erosion. These ponds are now also viewed as a mechanism to capture and settle pollutants. Maintaining the city’s stormwater ponds
requires the removal of sediment by conducting dredging projects.
Project #PW14.01
Priority 3 Important
Justification
Due to the buildup of sediment, maintenance is required to ensure these basins are providing the designed rate control and maintain their ability
to improve quality of stormwater runoff. As part of the pond maintenance program, the city has established a goal of completing at least one
pond assessment every two years based on available funding and staff resources. Additionally, the city will look to capitalize on partnerships
with the local watershed districts and neighboring cities that are doing similar projects. The city is required to have a pond maintenance program
as part of its NPDES MS4 general permit. This program would also coordinate with our flood mitigation projects and may be used for finalizing
out identified projects as a result of the July 2011 flood event if they are of a higher priority than a pond cleanout.
Budget Impact/Other
There will be a positive impact on the operating budget due to lower maintenance costs.
Useful Life 50 years
Project Name Pond Clean Out/Dredging Projects
Category Utilities
Type Maintenance
Contact Public Works Director
Department Public Works
Total Project Cost:$300,000
Total2018 2019 2020 2021 2022Expenditures
200,000100,000 100,000Construction/Maintenance
100,000 100,000 200,000Total
Future
100,000
Total
Total2018 2019 2020 2021 2022Funding Sources
200,000100,000 100,000Environmental Utility Fund
100,000 100,000 200,000Total
Future
300,000
Total
77
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 132 of 226
Capital Improvement Plan
City of Maplewood, Minnesota
2018 2022
thru
Description
The 2003 single-axle plow truck, Unit 537, is due for replacement in 2019.
Project #PW15.01
Priority 2 Very Important
Justification
The 2003 model year single-axle truck is due for replacement. This unit is one of eight single-axle trucks in the fleet. This truck is an intergral
piece of equipment in the fleet for the street maintenance division. It is utilized year round. In summer, the truck is used for patching and paving
streets. In winter, it is used every snow/ice event for treating and plowing city streets.
Budget Impact/Other
There will be a positive impact on the operating budget due to lower maintenance costs.
Useful Life 15 years
Project Name Single-Axle Plow Truck
Category Vehicles
Type Equipment
Contact Public Works Director
Department Public Works
Total Project Cost:$220,000
Total2018 2019 2020 2021 2022Expenditures
220,000220,000Equip/Vehicles/Furnishings
220,000 220,000Total
Total2018 2019 2020 2021 2022Funding Sources
220,000220,000Fleet Management Fund
220,000 220,000Total
78
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 133 of 226
Capital Improvement Plan
City of Maplewood, Minnesota
2018 2022
thru
Description
The 1996 water tanker, Unit 543, is due for replacement in 2020.
Project #PW15.02
Priority 2 Very Important
Justification
The 1996 water tanker is in need of replacement due to age, high engine hours and heavy structural wear to the tanker's frame/body. Operating
this unit is no longer cost effective. This tanker is utilized year round by all three divisions in Public Works. The street department uses the
tanker to wash medians, the utility department uses it to flush sanitary sewer mains and the parks department uses it to flood ice rinks.
Budget Impact/Other
There will be a positive impact on the operating budget due to lower maintenance costs.
Useful Life 20 years
Project Name Water Tanker
Category Equipment: PW Equip
Type Equipment
Contact Public Works Director
Department Public Works
Total Project Cost:$110,000
Total2018 2019 2020 2021 2022Expenditures
110,000110,000Equip/Vehicles/Furnishings
110,000 110,000Total
Total2018 2019 2020 2021 2022Funding Sources
110,000110,000Fleet Management Fund
110,000 110,000Total
79
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 134 of 226
Capital Improvement Plan
City of Maplewood, Minnesota
2018 2022
thru
Description
The 1999 1/2-ton truck, Unit 508, is due for replacement in 2018.
Project #PW15.03
Priority 3 Important
Justification
One 1999 1/2-ton truck is scheduled for replacement. This unit is used for miscellaneous jobs in the building maintenance division. The truck
has high mileage and due to its age is in need of costly engine work that exceeds that value of the truck.
Budget Impact/Other
There will be a positive impact on the operating budget due to lower maintenance costs.
Useful Life 10 years
Project Name One 1/2-Ton Truck
Category Vehicles
Type Equipment
Contact Public Works Director
Department Public Works
Total Project Cost:$22,000
Total2018 2019 2020 2021 2022Expenditures
22,00022,000Equip/Vehicles/Furnishings
22,000 22,000Total
Total2018 2019 2020 2021 2022Funding Sources
22,00022,000Fleet Management Fund
22,000 22,000Total
80
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 135 of 226
Capital Improvement Plan
City of Maplewood, Minnesota
2018 2022
thru
Description
The 1997 wood chipper, Unit 705, is due for replacement in 2018.
Project #PW15.05
Priority 3 Important
Justification
Replacement is scheduled for the 1997 wood chipper. This piece of equipment is utilized by all divisions in Public Works. Because of its age
and high engine hours the machine is unreliable and needs costly maintenance and repair. The new chipper will be equipped with new safety
features and a Tier 4 compliance engine, making it better for the environment.
Budget Impact/Other
There will be a positive impact on the operating budget due to lower maintenance costs.
Useful Life 20 years
Project Name Wood Chipper
Category Equipment: PW Equip
Type Equipment
Contact Public Works Director
Department Public Works
Total Project Cost:$70,000
Total2018 2019 2020 2021 2022Expenditures
70,00070,000Equip/Vehicles/Furnishings
70,000 70,000Total
Total2018 2019 2020 2021 2022Funding Sources
70,00070,000Fleet Management Fund
70,000 70,000Total
81
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 136 of 226
Capital Improvement Plan
City of Maplewood, Minnesota
2018 2022
thru
Description
The 2010 Elgin street sweeper, Unit 703, is due for replacement in 2020.
Project #PW16.02
Priority 3 Important
Justification
The 2010 street sweeper is scheduled for replacement because of its age and condition. Street sweepers are high wear machines and are
scheduled for replacement on a seven to ten year basis. Owning and operating these pieces of equipment beyond this life span is not cost
effective as the maintenance and repair costs increase dramatically and the trade-in value decreases.
Budget Impact/Other
There will be a positive impact on the operating budget due to lower maintenance costs.
Useful Life 7 years
Project Name Street Sweeper
Category Equipment: PW Equip
Type Equipment
Contact Public Works Director
Department Public Works
Total Project Cost:$210,000
Total2018 2019 2020 2021 2022Expenditures
210,000210,000Equip/Vehicles/Furnishings
210,000 210,000Total
Total2018 2019 2020 2021 2022Funding Sources
210,000210,000Fleet Management Fund
210,000 210,000Total
82
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 137 of 226
Capital Improvement Plan
City of Maplewood, Minnesota
2018 2022
thru
Description
The 2011 ToolCat 5610-F, Unit 732, is due for replacement in 2019.
Project #PW16.03
Priority 3 Important
Justification
Currently, the city operates two ToolCat Work Machines. Both ToolCats are utilized year round in all three divisions of Public Works and are
the primary pieces of equipment for sidewalk snow removal. The 2011 ToolCat is in need of replacement due to high engine hours and use. The
machine is continuously in need of repair which makes it unreliable and no longer cost effective to operate.
Budget Impact/Other
There will be a positive impact on the operating budget due to lower maintenance costs.
Useful Life 5 years
Project Name ToolCat Work Machine
Category Equipment: PW Equip
Type Equipment
Contact Public Works Director
Department Public Works
Total Project Cost:$58,000
Total2018 2019 2020 2021 2022Expenditures
58,00058,000Equip/Vehicles/Furnishings
58,000 58,000Total
Total2018 2019 2020 2021 2022Funding Sources
58,00058,000Fleet Management Fund
58,000 58,000Total
83
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 138 of 226
Capital Improvement Plan
City of Maplewood, Minnesota
2018 2022
thru
Description
The 2006 Hot Box for asphalt, Unit 729, is due for replacement in 2018.
Project #PW16.04
Priority 3 Important
Justification
The 2006 Hot Box is in need of replacement. This equipment is used to patch potholes throughout the city. It is an asset to the street department
because it can keep hot mix warm in cooler temperatures. This allows for early spring patching when potholes are at the peak. This is a heavy
use piece of equipment and should be replaced every 10 years.
Budget Impact/Other
There will be a positive impact on the operating budget due to lower maintenance costs.
Useful Life 20 years
Project Name Asphalt Hot Box
Category Equipment: PW Equip
Type Equipment
Contact Public Works Director
Department Public Works
Total Project Cost:$40,000
Total2018 2019 2020 2021 2022Expenditures
40,00040,000Equip/Vehicles/Furnishings
40,000 40,000Total
Total2018 2019 2020 2021 2022Funding Sources
40,00040,000Fleet Management Fund
40,000 40,000Total
84
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 139 of 226
Capital Improvement Plan
City of Maplewood, Minnesota
2018 2022
thru
Description
Three 2001 tilt-deck trailers, Units 718, 719 and 720, are due for replacement 2019.
Project #PW16.05
Priority 3 Important
Justification
Three 2001 trailers are in need of replacement. These trailers are utilized by all maintenance divisions in Public Works. Due to structural
defects caused by years of use, the trailers will no longer pass the annual D.O.T. inspections and are unsafe for use.
Budget Impact/Other
There will be a positive impact on the operating budget due to lower maintenance costs.
Useful Life 15 years
Project Name Three Tilt-Deck Trailers
Category Equipment: PW Equip
Type Equipment
Contact Public Works Director
Department Public Works
Total Project Cost:$30,000
Total2018 2019 2020 2021 2022Expenditures
30,00030,000Equip/Vehicles/Furnishings
30,000 30,000Total
Total2018 2019 2020 2021 2022Funding Sources
30,00030,000Fleet Management Fund
30,000 30,000Total
85
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 140 of 226
Capital Improvement Plan
City of Maplewood, Minnesota
2018 2022
thru
Description
The 1987 maintenance tractor, Unit 712, is due for replacement in 2019.
Project #PW17.01
Priority 3 Important
Justification
The 1987 maintenance tractor is in need of replacement due to its age and needed engine repairs that exceed the value of the tractor. This unit
will be replaced with a multi-purpose machine that can be utilized by all division in Public Works to perform functions such as snow removal on
trails, sidewalks, parking lots and summer maintenance including trail mowing, boulevard mowing and miscellaneous construction work
throughout the city.
Budget Impact/Other
There will be a positive impact on the operating budget due to lower maintenance costs.
Useful Life 15 years
Project Name Tractor/Utility Machine
Category Equipment: PW Equip
Type Equipment
Contact Public Works Director
Department Public Works
Total Project Cost:$75,000
Total2018 2019 2020 2021 2022Expenditures
75,00075,000Equip/Vehicles/Furnishings
75,000 75,000Total
Total2018 2019 2020 2021 2022Funding Sources
75,00075,000Fleet Management Fund
75,000 75,000Total
86
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 141 of 226
Capital Improvement Plan
City of Maplewood, Minnesota
2018 2022
thru
Description
The 2007 Jacobsen mower, Unit 660, is due for replacement in 2020.
Project #PW17.02
Priority 3 Important
Justification
The 2007 mower is due for replacement. This is the largest mower in the park maintenance fleet. It cuts a 16 foot path and is utilized every day
during the mowing season throughout the parks system. This machine has high engine hours and is showing heavy wear. It is inefficient and no
longer cost effective to operate.
Budget Impact/Other
There will be a positive impact on the operating budget due to lower maintenance costs.
Useful Life 7 years
Project Name 16' Park Mower
Category Equipment: PW Equip
Type Equipment
Contact Public Works Director
Department Public Works
Total Project Cost:$90,000
Total2018 2019 2020 2021 2022Expenditures
90,00090,000Equip/Vehicles/Furnishings
90,000 90,000Total
Total2018 2019 2020 2021 2022Funding Sources
90,00090,000Fleet Management Fund
90,000 90,000Total
87
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 142 of 226
Capital Improvement Plan
City of Maplewood, Minnesota
2018 2022
thru
Description
The 2009 1 1/2-ton utility truck, Unit 612, is due for replacement in 2021.
Project #PW17.03
Priority 3 Important
Justification
The 2009 1 1/2-ton utility truck is due for replacement. This is the primary truck used in the utility department. It is equipped with a crane for
maintenance of the city's nine sanitary sewer lift stations. The truck has high miles and the crane system is becoming unreliable and is often out
of service. Without this unit in service lift station pumps are unable to be maintained. This could result in costly sanitary sewer back-ups and
overflows that could have an impact on residents and the environment.
Budget Impact/Other
There will be a positive impact on the operating budget due to lower maintenance costs.
Useful Life 12 years
Project Name 1 1/2-Ton Utility Truck
Category Vehicles
Type Equipment
Contact Public Works Director
Department Public Works
Total Project Cost:$90,000
Total2018 2019 2020 2021 2022Expenditures
90,00090,000Equip/Vehicles/Furnishings
90,000 90,000Total
Total2018 2019 2020 2021 2022Funding Sources
90,00090,000Fleet Management Fund
90,000 90,000Total
88
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 143 of 226
Capital Improvement Plan
City of Maplewood, Minnesota
2018 2022
thru
Description
The 2005 single-axle plow truck, Unit 532, is due for replacement in 2021.
Project #PW17.04
Priority 2 Very Important
Justification
The 2005 model year single-axle plow truck is in need of replacement due to high miles and maintenance costs. This unit is one of eight single-
axle trucks in the fleet. This truck is an intergral piece of equipment in the fleet for the street maintenance division. It is utilized year round. In
summer, the truck is used for patching and paving streets. In winter, it is used every snow/ice event for treating and plowing city streets.
Budget Impact/Other
There will be a positive impact on the operating budget due to lower maintenance costs.
Useful Life 15 years
Project Name Single-Axle Plow Truck
Category Vehicles
Type Equipment
Contact Public Works Director
Department Public Works
Total Project Cost:$230,000
Total2018 2019 2020 2021 2022Expenditures
230,000230,000Equip/Vehicles/Furnishings
230,000 230,000Total
Total2018 2019 2020 2021 2022Funding Sources
230,000230,000Fleet Management Fund
230,000 230,000Total
89
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 144 of 226
Capital Improvement Plan
City of Maplewood, Minnesota
2018 2022
thru
Description
The 2001 asphalt paver, Unit 725, is due for replacement in 2021.
Project #PW17.05
Priority 2 Very Important
Justification
The 2001 asphalt paving machine is in need of replacement. The paver is utilized by the street department to pave city streets, parking lots, park
trails and other miscellaneous asphalt areas throughout the city campus and facilities. This machine has many high wear moving parts and
hydraulic lines that become worn out over time and are not repairable.
Budget Impact/Other
There will be a positive impact on the operating budget due to lower maintenance costs.
Useful Life 20 years
Project Name Asphalt Paver
Category Equipment: PW Equip
Type Equipment
Contact Public Works Director
Department Public Works
Total Project Cost:$56,000
Total2018 2019 2020 2021 2022Expenditures
56,00056,000Equip/Vehicles/Furnishings
56,000 56,000Total
Total2018 2019 2020 2021 2022Funding Sources
56,00056,000Fleet Management Fund
56,000 56,000Total
90
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 145 of 226
Street Construction
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 146 of 226
THIS PAGE INTENTIONALLY LEFT BLANK
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 147 of 226
Capital Improvement Plan
City of Maplewood, Minnesota
2018 2022
thru
Description
The Farrell/Ferndale Area streets are proposed to be fully reconstructed in 2018. Full street reconstruction projects generally include the
replacement of the road pavement, installation of concrete curb and gutter, expansion of stormwater facilities, sanitary sewer repairs, watermain
repairs, and pedestrian improvements.
Project #PW09.08
Priority 1 Critical
Justification
The streets just east of 3M and north of Conway Ave. are in need of full street reconstruction including significant drainage improvements. Most
streets have no curbing and water cannot properly be channeled out of the street section. Storm water pipe and BMPs will be required in the
neighborhood. Infiltration basins, rainwater gardens, and other techniques will have to be explored to address drainage and treatment
deficiencies. The proposed project will also include new trails and sidewalks. The following streets are included in the improvements: Margaret
Ave., 5th Ave., Fremont Ave., Farrell St., Ferndale St., Ferndale St., Conway Service Dr., Mayhill Rd., and 7th St. The project includes $30,000
for fog seal preventative maintenance treatment (area to be determined) and $100,000 for sanitary sewer main lining (location to be determined).
2.3 miles of streets, Average PCI: 35/100
Budget Impact/Other
There will be a positive impact on the operating budget due to lower maintenance costs.
Useful Life 20 years
Project Name Farrell/Ferndale Area Street Improvements
Category Street Construction
Type Improvement
Contact Public Works Director
Department Street Department
Total Project Cost:$7,160,000
Total2018 2019 2020 2021 2022Expenditures
7,060,0007,060,000Construction/Maintenance
7,060,000 7,060,000Total
Prior
100,000
Total
Total2018 2019 2020 2021 2022Funding Sources
3,128,3003,128,300Bonds GO Improvement
838,700838,700Bonds GO Special
Assessment
798,000798,000City of St. Paul Water Dept
1,453,0001,453,000Environmental Utility Fund
571,000571,000Sanitary Sewer Fund
271,000271,000Water - WAC Fund
7,060,000 7,060,000Total
Prior
100,000
Total
91
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 148 of 226
Capital Improvement Plan
City of Maplewood, Minnesota
2018 2022
thru
Description
The Dennis/McClelland Area streets are proposed to be fully reconstructed in 2020. Full street reconstruction projects generally include the
replacement of the road pavement, installation of concrete curb and gutter, expansion of stormwater facilities, sanitary sewer repairs, watermain
repairs and pedestrian improvements.
Project #PW09.10
Priority 1 Critical
Justification
These streets have continued to deteriorate and will require a full reconstruction with the addition of concrete curb and gutter. The following
streets are included in the improvements: Sterling St., James Dr., McClelland St., Ferndale St., Dennis Ln., O'Day St., Mayer Ln., Farrell St., and
Mayhill Rd. Unique storm water treatment methods will be required in this area near Battle Creek along with installation of drainage
infrastructure. The proposed project will also include pavement replacement, sidewalks, and trails. Project includes $30,000 for fog seal
preventative maintenance treatment (area to be determined) and $100,000 for sanitary sewer main lining (location to be determined). The
$100,000 in 2018 is for a regional drainage/hydraulic study to be completed prior to the feasibility study. In 2014, city crews were required to do
an emergency repair to a portion of the storm sewer network that drains directly to Battle Creek. Mayer Lane sites approximately 35 feet above
Battle Creek. Improving the storm sewer system in this area will be challenging due to the significant grade difference between the
neighborhood and Battle Creek. Therefore, it is proposed to complete a pre-study of potential drainage mitigation that will be needed along
Battle Creek.
2.04 miles of streets, Average PCI: 31/100
Budget Impact/Other
There will be a positive impact on the operating budget due to lower maintenance costs.
Useful Life 20 years
Project Name Dennis/McClelland Area Street Improvements
Category Street Construction
Type Improvement
Contact Public Works Director
Department Street Department
Total Project Cost:$6,730,000
Total2018 2019 2020 2021 2022Expenditures
6,730,000100,000 100,000 6,530,000Construction/Maintenance
100,000 100,000 6,530,000 6,730,000Total
Total2018 2019 2020 2021 2022Funding Sources
2,857,500100,000 2,757,500Bonds GO Improvement
1,010,5001,010,500Bonds GO Special
Assessment
742,000742,000City of St. Paul Water Dept
1,455,000100,000 1,355,000Environmental Utility Fund
414,000414,000Sanitary Sewer Fund
251,000251,000Water - WAC Fund
100,000 100,000 6,530,000 6,730,000Total
92
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 149 of 226
Capital Improvement Plan
City of Maplewood, Minnesota
2018 2022
thru
Description
The Sterling Street Bridge is an existing timber bridge that crosses Fish Creek and is proposed to be replaced in 2019.
Project #PW12.02
Priority 1 Critical
Justification
The bridge on Sterling Street in south Maplewood is in need of replacement in the coming years and programmed for a 2019 replacement in
accordance with the council adopted bridge program. State Bridge Funds are expected to pay for a majority of the cost of the project once it
qualifies for funding as a result of its condition.
Budget Impact/Other
There will be a positive impact on the operating budget due to lower maintenance costs.
Useful Life 50 years
Project Name Sterling Street Bridge Replacement
Category Street Construction
Type Improvement
Contact Public Works Director
Department Street Department
Total Project Cost:$1,400,000
Total2018 2019 2020 2021 2022Expenditures
1,300,0001,300,000Construction/Maintenance
1,300,000 1,300,000Total
Prior
100,000
Total
Total2018 2019 2020 2021 2022Funding Sources
115,000115,000Bonds MSA
1,185,0001,185,000State Grants
1,300,000 1,300,000Total
Prior
100,000
Total
93
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 150 of 226
Capital Improvement Plan
City of Maplewood, Minnesota
2018 2022
thru
Description
The existing interchange, including the bridge and ramps, located at the intersection of I694 and White Bear Avenue are proposed to be replaced
in 2020 by Ramsey County.
Project #PW15.08
Priority 2 Very Important
Justification
According to Ramsey County's TIP (Transportation Improvement Plan) the county is leading an interchange project at the intersection of White
Bear Avenue and Interstate 694. This project is currently proposed to be constructed in 2020. The city's estimated share for these would be
scheduled to be paid in the year the project is constructed. It should be noted that the date for this project is subject to change and this project
serves as a place holder for the proposed project.
Budget Impact/Other
There will be a positive impact on the operating budget due to lower maintenance costs.
Useful Life 50 years
Project Name White Bear Ave / I694 Interchange Project
Category Street Construction
Type Improvement
Contact Public Works Director
Department Street Department
Total Project Cost:$15,500,000
Total2018 2019 2020 2021 2022Expenditures
15,500,00015,500,000Construction/Maintenance
15,500,000 15,500,000Total
Total2018 2019 2020 2021 2022Funding Sources
500,000500,000City of White Bear Lake
500,000500,000Municipal State Aid
14,500,00014,500,000Ramsey County
15,500,000 15,500,000Total
94
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 151 of 226
Capital Improvement Plan
City of Maplewood, Minnesota
2018 2022
thru
Description
The Ferndale/Ivy Area streets are proposed to be fully reconstructed in 2019. Full street reconstruction projects generally include the replacement
of the road pavement, installation of concrete curb and gutter, expansion of stormwater facilities, sanitary sewer repairs, watermain repairs, and
pedestrian improvements. Existing storm water drainage issues will fixed as part of this project.
Project #PW15.11
Priority 1 Critical
Justification
The streets north of Maryland Ave. and west of Century Ave. are in poor condition and in need of repair. The streets include Dennis St., Farrell
St., Ferndale St., Hawthorne Ave., Ivy Ave., and Mayhill Rd. These streets have concrete curb and gutter which for most areas will remain.
However, there are know areas with poor drainage where the curb and gutter will need to be replaced. The existing pavement will be removed
and replaced. The proposed project will also include sidewalks, trails, and storm water quality features. The project includes $30,000 for fog
seal preventative maintenance treatment (area to be determined) and $100,000 for sanitary sewer main lining (location to be determined). The
$100,000 in 2017 is for a regional drainage/hydraulic study to be completed prior to the feasibility study. In response to the July 11, 2011 flood,
the city identified 22 area for flood remediation projects. The city has completed 15 projects and has leveraged partnerships with Ramsey
Washington Metro Watershed District and Ramsey to help fund and complete several of the projects. The proposed study will evaluate 4 of the
reaming 6 areas. Identified flood remediation work from this study will then be incorporated into the street improvement project to give a
comprehensive approach to improvements needed in this specific area.
1.18 miles of streets, Average PCI: 43/100
Budget Impact/Other
There will be a positive impact on the operating budget due to lower maintenance costs.
Useful Life 20 years
Project Name Ferndale/Ivy Area Street Improvements
Category Street Construction
Type Improvement
Contact Public Works Director
Department Street Department
Total Project Cost:$3,830,000
Total2018 2019 2020 2021 2022Expenditures
3,730,000100,000 3,630,000Construction/Maintenance
100,000 3,630,000 3,730,000Total
Prior
100,000
Total
Total2018 2019 2020 2021 2022Funding Sources
2,039,310100,000 1,939,310Bonds GO Improvement
524,790524,790Bonds GO Special
Assessment
96,90096,900City of St. Paul Water Dept
710,600710,600Environmental Utility Fund
261,500261,500Sanitary Sewer Fund
96,90096,900Water - WAC Fund
100,000 3,630,000 3,730,000Total
Prior
100,000
Total
95
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 152 of 226
Capital Improvement Plan
City of Maplewood, Minnesota
2018 2022
thru
Description
Ramsey County is proposing to fully reconstruct Rice Street between County Road B and Larpenteur Avenue in 2020. This will be a county led
project. Full street reconstruction projects generally include the replacement of the road pavement, installation of concrete curb and gutter,
expansion of stormwater facilities, sanitary sewer repairs, watermain repairs and pedestrian improvements.
Project #PW16.06
Priority 2 Very Important
Justification
According to Ramsey County's TIP (Transportation Improvement Plan) the county is leading a street reconstruction project on Rice Street from
Larpenteur Avenue to County Road B. This project is currently proposed to be constructed in 2020. The city's estimated share for these would
be scheduled to be paid in the year the project is constructed. It should be noted that the date for this project is subject to change and this project
serves as a place holder for the proposed project.
Budget Impact/Other
There will be a positive impact on the operating budget due to lower maintenance costs.
Useful Life 20 years
Project Name Rice Street
Category Street Construction
Type Improvement
Contact Public Works Director
Department Street Department
Total Project Cost:$5,460,000
Total2018 2019 2020 2021 2022Expenditures
5,460,0005,460,000Construction/Maintenance
5,460,000 5,460,000Total
Total2018 2019 2020 2021 2022Funding Sources
200,000200,000City of Roseville
200,000200,000Municipal State Aid
5,060,0005,060,000Ramsey County
5,460,000 5,460,000Total
96
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 153 of 226
Capital Improvement Plan
City of Maplewood, Minnesota
2018 2022
thru
Description
The street pavement in the Mailand/Crestview Forest area is proposed to be rehabilitated in 2019 due to poor pavement condition. Typically, the
street pavement is milled or reclaimed and new pavement is installed. This type of rehabilitation work is done in areas with concrete curb and
gutter which have underground utilities in good condition.
Project #PW16.10
Priority 1 Critical
Justification
The streets lying north of Hillwood Drive and east of Highpoint Curve are in poor condition and in need of repair. The streets include Mailand
Road, Deer Ridge Lane, Crestview Forest Drive, O'Day Street, O'Day Circle, Pond Avenue, O'Day Lane, Mary Lane and Mary Street. These
streets have existing curb and gutter which will be maintained and the existing pavement is proposed to be reclaimed and replaced. The
proposed project will be partially funded by the gas franchise fee.
2.06 miles of street, Average PCI 42/100
Budget Impact/Other
There will be a positive impact on the operating budget due to lower maintenance costs.
Useful Life 20 years
Project Name Mailand/Crestview Forest Area Pavement
Category Street Construction
Type Improvement
Contact Public Works Director
Department Street Department
Total Project Cost:$1,400,000
Total2018 2019 2020 2021 2022Expenditures
1,400,00060,000 1,340,000Construction/Maintenance
60,000 1,340,000 1,400,000Total
Total2018 2019 2020 2021 2022Funding Sources
699,660699,660Bonds GO Special
Assessment
70,00070,000Environmental Utility Fund
546,34060,000 486,340Gas Franchise Fee
42,00042,000Sanitary Sewer Fund
42,00042,000Water - WAC Fund
60,000 1,340,000 1,400,000Total
97
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 154 of 226
Capital Improvement Plan
City of Maplewood, Minnesota
2018 2022
thru
Description
The street pavement in the Schaller area is proposed to be rehabilitated in 2020 due to poor pavement condition. Typically, the street pavement is
milled or reclaimed and new pavement is installed. This type of rehabilitation work is done in areas with concrete curb and gutter which have
underground utilities in good condition.
Project #PW16.11
Priority 1 Critical
Justification
The streets lying north of Highwood Ave. and south of Linwood Ave. are in poor condition and in need of repair. The streets include Valley
View Ave., Lakewood Ct., Lakewood Dr., Marnie Cir., O'Day St., Schaller Dr., Timber Ave., Crestview Dr., Currie Ct., Dahl Ave., Dorland Rd.,
Dahl Ct., Phylis Ct., Timber Tr., and Linwood Ct. These streets have existing concrete curb and gutter which will be maintained and the existing
pavement is proposed to be reclaimed and replaced. The proposed project will be partially funded by the gas franchise fee.
2.28 miles of street, Average PCI 38/100
Budget Impact/Other
There will be a positive impact on the operating budget due to lower maintenance costs.
Useful Life 20 years
Project Name Schaller Area Pavement
Category Street Construction
Type Improvement
Contact Public Works Director
Department Street Department
Total Project Cost:$1,550,000
Total2018 2019 2020 2021 2022Expenditures
1,550,00060,000 1,490,000Construction/Maintenance
60,000 1,490,000 1,550,000Total
Total2018 2019 2020 2021 2022Funding Sources
793,500793,500Bonds GO Special
Assessment
77,50077,500Environmental Utility Fund
586,00060,000 526,000Gas Franchise Fee
46,50046,500Sanitary Sewer Fund
46,50046,500Water - WAC Fund
60,000 1,490,000 1,550,000Total
98
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 155 of 226
Capital Improvement Plan
City of Maplewood, Minnesota
2018 2022
thru
Description
The street pavement in the Londin/Highpoint area is proposed to be rehabilitated in 2018 due to poor pavement condition. Typically, the street
pavement is milled or reclaimed and new pavement is installed. This type of rehabilitation work is done in areas with concrete curb and gutter
which have underground utilities in good condition.
Project #PW16.12
Priority 1 Critical
Justification
The streets lying north of Mailand Rd. and South of Londin Ln. are in poor condition and in need of repair. The streets include Londin Ln.,
Crestview Dr., Highpoint Curve, King Ave., Pond Ave., and Marnie St. These streets have existing curb and gutter which will be maintained
and the existing pavement is proposed to be reclaimed and replaced. The proposed project will be partially funded by the gas franchise fee.
1.73 miles of street, Average PCI 40/100
Budget Impact/Other
There will be a positive impact on the operating budget due to lower maintenance costs.
Useful Life 20 years
Project Name Londin/Highpoint Area Pavement
Category Street Construction
Type Improvement
Contact Public Works Director
Department Street Department
Total Project Cost:$1,070,000
Total2018 2019 2020 2021 2022Expenditures
1,010,0001,010,000Construction/Maintenance
1,010,000 1,010,000Total
Prior
60,000
Total
Total2018 2019 2020 2021 2022Funding Sources
494,868494,868Bonds GO Special
Assessment
53,50053,500Environmental Utility Fund
397,432397,432Gas Franchise Fee
32,10032,100Sanitary Sewer Fund
32,10032,100Water - WAC Fund
1,010,000 1,010,000Total
Prior
60,000
Total
99
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 156 of 226
Capital Improvement Plan
City of Maplewood, Minnesota
2018 2022
thru
Description
The street pavement in the Southcrest/Ferndale area is proposed to be rehabilitated in 2021 due to poor pavement condition. Typically, the street
pavement is milled or reclaimed and new pavement is installed. This type of rehabilitation work is done in areas with concrete curb and gutter
which have underground utilities in good condition.
Project #PW17.06
Priority 1 Critical
Justification
The streets lying south of Highwood Ave. and east of Sterling St. are in poor condition and in need of repair. The streets include Valley View
Ave., Sterling St., South Crest Ave., Dennis St., O'Day St., McCelland St., Ferndale St., and Nemitz Ave. These streets have existing concrete
curb and gutter which will be maintained and the existing pavement is proposed to be reclaimed and replaced. The proposed project will be
partially funded by the gas franchise fee.
2.56 miles of streets, Average PCI: 41/100
Budget Impact/Other
There will be a positive impact on the operating budget due to lower maintenance costs.
Useful Life 20 years
Project Name Southcrest/Ferndale Area Pavement
Category Street Construction
Type Improvement
Contact Public Works Director
Department Street Department
Total Project Cost:$1,730,000
Total2018 2019 2020 2021 2022Expenditures
1,730,00060,000 1,670,000Construction/Maintenance
60,000 1,670,000 1,730,000Total
Total2018 2019 2020 2021 2022Funding Sources
738,300738,300Bonds GO Special
Assessment
86,50086,500Environmental Utility Fund
801,40060,000 741,400Gas Franchise Fee
51,90051,900Sanitary Sewer Fund
51,90051,900Water - WAC Fund
60,000 1,670,000 1,730,000Total
100
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 157 of 226
Capital Improvement Plan
City of Maplewood, Minnesota
2018 2022
thru
Description
The East Shore Drive Area streets are proposed to be fully reconstructed in 2021. Full street reconstruction projects generally include the
replacement of the road pavement, installation of concrete curb and gutter, expansion of stormwater facilities, sanitary sewer repairs, watermain
repairs, and pedestrian improvements.
Project #PW17.08
Priority 1 Critical
Justification
These streets have continued to deteriorate and will require a full reconstruction with the addition of concrete curb and gutter. The following
streets are included in the improvements: East Shore Dr., Adele St., Gordon Ave., Ripley Ave., Sophia Ave., Walter St., Fenton Ave., Phalen Pl.,
Sophia Ave., and Ide St. This project lies directly north of Lake Phalen. The proposed project will also include pavement replacement,
watermain replacement on several of the above streets, and unique storm water treatment methods along with the installation of drainage
infrastructure. Project includes $30,000 for fog seal preventative maintenance treatment (area to be determined) and $100,000 for sanitary sewer
main lining (location to be determined).
2.33 miles of street, Average PCI: 35/100
Budget Impact/Other
There will be a positive impact on the operating budget due to lower maintenance costs.
Useful Life 20 years
Project Name East Shore Drive Area Street Improvements
Category Street Construction
Type Improvement
Contact Public Works Director
Department Street Department
Total Project Cost:$5,470,000
Total2018 2019 2020 2021 2022Expenditures
5,470,000100,000 5,370,000Construction/Maintenance
100,000 5,370,000 5,470,000Total
Total2018 2019 2020 2021 2022Funding Sources
2,563,400100,000 2,463,400Bonds GO Improvement
693,400693,400Bonds GO Special
Assessment
307,200307,200City of St. Paul Water Dept
1,147,0001,147,000Environmental Utility Fund
484,000484,000Sanitary Sewer Fund
275,000275,000Water - WAC Fund
100,000 5,370,000 5,470,000Total
101
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 158 of 226
Capital Improvement Plan
City of Maplewood, Minnesota
2018 2022
thru
Description
Cope Ave. has existing concrete curb and gutter and is proposed to be partially reconstructed in 2022. Partial street reconstruction projects
generally include the replacement of the road pavement, expansion of stormwater facilities, sanitary sewer repairs, watermain repairs, and
pedestrian improvements. McMenemy St. currently has bituminous curb and is proposed to be fully reconstructed in 2022. Full street
reconstruction projects generally include the replacement of the road pavement, installation of concrete curb and gutter, expansion of stormwater
facilities, sanitary sewer repairs, watermain repairs, and pedestrian improvements.
Project #PW18.01
Priority 1 Critical
Justification
Cope Ave. has continued to deteriorate and will require a partial reconstruction. The east section of Cope Ave. is currently four lanes wide with
no pedestrian facilities. As part of the partial reconstruction Cope Ave. will be designed to meet the requirement of the City's Living Streets
Policy. Cope Ave. improvements will also include pavement replacement and replacement of the existing water main. McMenemy St. has
continued to deteriorate and will require a full reconstruction with concrete curb and gutter. McMenemy St. improvements will also include
pavement replacement and replacement of the existing water main. Project includes $30,000 for fog seal preventative maintenance treatment
(area to be determined) and $100,000 for sanitary sewer main lining (location to be determined).
2.08 miles of streets, Average PCI: 53/100
Budget Impact/Other
There will be a positive impact on the operating budget due to lower maintenance costs.
Useful Life 20 years
Project Name Cope/McMenemy Street Improvements
Category Street Construction
Type Improvement
Contact Public Works Director
Department Street Department
Total Project Cost:$6,960,000
Total2018 2019 2020 2021 2022Expenditures
6,960,000100,000 6,860,000Construction/Maintenance
100,000 6,860,000 6,960,000Total
Total2018 2019 2020 2021 2022Funding Sources
3,635,660100,000 3,535,660Bonds GO Improvement
995,540995,540Bonds GO Special
Assessment
682,800682,800City of St. Paul Water Dept
856,000856,000Environmental Utility Fund
503,000503,000Sanitary Sewer Fund
287,000287,000Water - WAC Fund
100,000 6,860,000 6,960,000Total
102
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 159 of 226
Capital Improvement Plan
City of Maplewood, Minnesota
2018 2022
thru
Description
The street pavement in the Gervais area is proposed to be rehabilitated in 2022 due to poor pavement condition. Typically, the street pavement is
milled or reclaimed and new pavement is installed. This type of rehabilitation work is done in areas with concrete curb and gutter which have
underground utilities in good condition.
Project #PW18.02
Priority 1 Critical
Justification
The streets lying north of Highway 36 and east of Barclay St. are in poor condition and in need of repair. The streets include Gervais Ave.,
Gervais Ct., Flandrau St., Barclay St., Sextant Ave., Eleventh Ave., and Ariel St. These streets have existing concrete curb and gutter which will
be maintained and the existing pavement is proposed to be reclaimed and replaced. The proposed project will be partially funded by the gas
franchise fee.
2.10 miles of streets, Average PCI: 47/100
Budget Impact/Other
There will be a positive impact on the operating budget due to lower maintenance costs.
Useful Life 20 years
Project Name Gervais Area Pavement
Category Street Construction
Type Improvement
Contact Public Works Director
Department Street Department
Total Project Cost:$1,430,000
Total2018 2019 2020 2021 2022Expenditures
1,430,00060,000 1,370,000Construction/Maintenance
60,000 1,370,000 1,430,000Total
Total2018 2019 2020 2021 2022Funding Sources
1,030,1331,030,133Bonds GO Special
Assessment
71,50071,500Environmental Utility Fund
242,56760,000 182,567Gas Franchise Fee
42,90042,900Sanitary Sewer Fund
42,90042,900Water - WAC Fund
60,000 1,370,000 1,430,000Total
103
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 160 of 226
Capital Improvement Plan
City of Maplewood, Minnesota
2018 2022
thru
Description
The intersection of Roselawn Ave. and Edgerton St. is proposed to be reconstructed from a signalized intersection of a roundabout in 2019. As
part of this project the signalized intersection will be replaced with a compact roundabout and a ADA accessable connection from the intersection
to Edgerton Elementary School will be installed. The City of Maplewood and Ramsey County, in partnership, applied for and was awarded a
Highway Safety Improvement Program (HSIP) grant to help fund this project.
Project #PW18.12
Priority 1 Critical
Justification
The project is located at the intersection of Roselawn Avenue and Edgerton Street. Currently the intersection is controlled by a traffic signal with
single lanes of traffic approaching from each direction. Existing grades and vegetation, primarily in the northwest and northeast quadrants, limit
intersection sight distance to the point where right turns on red are not permitted for eastbound or southbound traffic. A compact roundabout
will be constructed as part of this project along with ADA pedestrian improvements. The HISP grant covers 90% of the estimated construction
costs.
Budget Impact/Other
Useful Life 20 years
Project Name Roselawn & Edgerton Intersection Improvements
Category Street Construction
Type Improvement
Contact Public Works Director
Department Street Department
Total Project Cost:$1,055,000
Total2018 2019 2020 2021 2022Expenditures
100,000100,000Planning/Design
955,000955,000Construction/Maintenance
100,000 955,000 1,055,000Total
Total2018 2019 2020 2021 2022Funding Sources
679,500679,500Federal Grants
187,75050,000 137,750Municipal State Aid
187,75050,000 137,750Ramsey County
100,000 955,000 1,055,000Total
104
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 161 of 226
Prepared by:
City of Maplewood Finance Department
1830 County Road B East
Maplewood, MN 55109
(651)249-2902
Melinda Coleman, City Manager
Ellen Paulseth, Finance Director
DRAFT 6/26/2017 E2, Attachment 2
Packet Page Number 162 of 226
FINANCIAL MANAGEMENT POLICIES
The City of Maplewood has an important responsibility to its citizens to plan
the adequate funding of services desired by the public, to manage the
municipal finances wisely, and to carefully account for public funds. The
City strives to ensure that it is capable of adequately funding and providing
local government services needed by the community. The City will maintain
or improve its infrastructure on a systematic basis to insure the
maintenance of quality neighborhoods for its citizens.
In order to achieve these goals, this plan has the following objectives for
the City’s fiscal performance:
1.To be proactive, rather than reactive, in the City’s policy-making
efforts to ensure that important decisions are not controlled by
financial problems or emergencies.
2.To enhance the City Council’s policy-making ability by providing
accurate financial information related to the various authority or
service levels provided by the City.
3.To assist in sound management of the City government by
providing accurate and timely information on financial condition.
4.To provide sound principles to guide the City Council with decisions
that will have significant financial impact on the City.
5.To set forth operational principals that minimize the cost of local
government, to the extent consistent with services desired by the
public, and minimize financial risk.
6.To utilize revenue policies and forecasting tools to prevent undue
or unbalanced reliance on certain revenues, especially property
taxes, and that also distribute the cost of municipal services fairly
and provide adequate funds to operate desired programs.
7.To provide essential public facilities and prevent deterioration of the
City’s infrastructure and various facilities.
8.To protect and enhance the City’s credit rating and prevent default
on municipal debts.
9.Ensure the legal use and protection of City funds through a good
system of financial and accounting controls.
10. Record expenditures in a manner that allocates to current
taxpayers or users the full cost of providing current services.
11. To adopt a balanced budget in the General Fund that will ensure
an adequate, stable fund balance.
E2, Attachment 3
Packet Page Number 163 of 226
To achieve these objectives the following fiscal policies have been adopted
by the City Council to guide the City’s budgeting and financial planning
process. Each fiscal policy section includes a statement of purpose and a
description of the policy.
1.REVENUE MANAGEMENT POLICY
2.CASH AND INVESTMENTS POLICY
3.RESERVES POLICY
4.OPERATING BUDGET POLICY
5.CAPITAL IMPROVEMENT PLAN POLICY
6.ECONOMIC DEVELOPMENT AUTHORITY FUND POLICY
7.DEBT MANAGEMENT POLICY
8.ACCOUNTING, AUDITING AND FINANCIAL REPORTING
POLICY
9.RISK MANAGEMENT POLICY
10. GRANT MANAGEMENT POLICY
11. PUBLIC PURPOSE EXPENDITURE POLICY
12. CAPITAL ASSETS POLICY
13. PROCUREMENT POLICY
E2, Attachment 3
Packet Page Number 164 of 226
1. REVENUE MANAGEMENT POLICY
It is essential to responsibly manage the City’s revenue sources to provide maximum
service value to the community. The most important revenue policy guidelines
established by the City Council are for the two major sources of city revenue:
property taxes and fees/charges.
A. Purpose
The purpose of this policy is to establish broad goals to assist the City in managing
its revenue. These goals will consider diversification and stabilization; equity;
economic development; and collections.
i. Diversification
The City will strive to maintain a diversified revenue base to prevent
fluctuations in revenue. Property taxes add stability to the revenue base, but
should not be the sole source of revenue. When possible, the City will seek
out new sources of revenue to diversity the tax base. This could include long-
term solutions, such as franchise fees or additional fees and charges. Short-
term solutions should also be considered, such as a one-time sale of assets.
The City will strive to support policies that promote economic development in
the City to encourage a diversified local economy and expand the tax base.
ii. Equity
The City will strive to ensure that funding is derived from a fair, equitable and
adequate resource base, while minimizing tax differential burdens. Services
having a citywide benefit shall be financed with revenue sources generated
from a broad base, such as property taxes and state aids. Services where the
customer determines the use should be financed with user fees, charges, and
assessments related to the level of service provided.
iii. Economic Development
The City’s revenue sources should not unduly reduce the City’s economic
competitiveness or negatively impact individual choices in the local economy.
The City’s overall revenue structure should be designed to recapture some of
the financial benefits resulting from economic and community development
investments. The City will strive to keep a total revenue mix that encourages
growth and keeps Maplewood economically competitive.
iv. Collections
City staff should engage in vigilant collections of outstanding balances due to
the City. However, the cost of collections should not exceed the marginal
extra revenue obtained or absorb a large percentage of the amount collected.
City staff and collections contractors may write off accounts receivable in
amounts of $5.00 or less without Council approval.
E2, Attachment 3
Packet Page Number 165 of 226
B. Property Taxes
When possible, property tax increases should accommodate incremental
adjustments. Further, when discussing property taxes, the City should
simultaneously explore other revenue and expenditure alternatives that will
maximize the City’s future financial flexibility and ability to provide services. This
may include considering options such as debt management, fees and charges,
cost allocation, use of reserves, and expenditure cuts.
Possible factors for considering an increase in property tax include:
Maintenance of City services.
Long-term protection of the City’s infrastructure.
Meeting legal mandates imposed by outside agencies.
Maintaining adequate fund balance and reserve funds sufficient to
maintain or improve the City’s bond rating.
Funding City development and redevelopment projects that will clearly
result in future tax base increases. The expenditures of development
and redevelopment funds must be in accordance with a defined
strategy as shown in the City’s Comprehensive Plan, Capital
Improvement Program and other Council documents.
Property tax increases to meet other purposes will be based on the following criteria:
A clear expression of community need.
The existence of community partnerships willing to share resources.
C. Service Fees and Charges
The City will consider service fees and charges wherever appropriate for the
purposes of keeping the property tax rate at a minimum and to fairly allocate the full
cost of services to the users of those services. Service fees and charges broaden
the base to include tax exempt properties, which still have municipal costs associated
with the property. Specifically, the City may:
Establish utility rates sufficient to fund both the operating costs and the
long-term depreciation and replacement of the utility systems.
As part of the City’s enterprise effort, evaluate City services and
pursue actions to accomplish the following:
Find community based partners to share in service delivery.
Make services financially self-supporting or, when possible,
profitable.
Annually review City services and identify those for which charging
E2, Attachment 3
Packet Page Number 166 of 226
user fees are appropriate. These services will be identified as
enterprise services and a policy for establishing fees will be set for
each. Included as part of this process may be a market analysis that
compares our fees to comparable market cities.
Identify some enterprise services as entrepreneurial in nature. The
intent of entrepreneurial services will be to maximize revenues to the
extent the market allows.
Waive or offer reduced fees to youth, seniors, community service
groups, and other special population groups identified by the Council
as requiring preferential consideration based on policy goals.
Selected criteria are used to determine the specific rate to charge for a fee for service.
The approach for establishing the rate criteria is determined by the policy relating to
the fee in the City policies and procedures manual. The rate criteria can be one of
five approaches:
Market Comparison
Attempt to set fees in the upper quartile of the market.
Maximum set by External Source
Fees set by legislation, International Building Code, etc.
Entrepreneurial Approach
Fees will be at the top of the market.
Recover the Cost of Service
Program will be self-supporting.
Utility Fees
A rate study will be updated or reviewed each year.
D. Non-recurring and Volatile Revenues
Non-recurring revenues should directed towards one-time uses and should not be
relied on to fund ongoing programs. Several one-time revenue sources, such as
intergovernmental transfers, grants, and insurance dividends are outside of direct
City control and must be relied upon conservatively. The City Manager and Finance
Director shall ensure that the budget preparation process includes an evaluation of
all major non-recurring revenues, in order to minimize reliance on unpredictable
revenues for on-going operating costs.
Volatile revenues, such as court fines, interest earnings and building permits can
produce undependable yields and should not be heavily depended on to fund
ongoing programs. High yields from these sources should be treated in a manner
similar to non-recurring revenues. Revenues can be considered volatile if they vary
by more than 10% from budgetary estimates.
E2, Attachment 3
Packet Page Number 167 of 226
2. CASH AND INVESTMENTS POLICY
Effective cash management is essential to good fiscal management.
Investment returns on funds not immediately required can provide a
significant source of revenue for the City. Investment policies must be well
founded and uncompromisingly applied in their legal and administrative
aspects in order to protect the City funds being invested.
A. Purpose
The purpose of this policy is to establish the City’s investment objectives
and establish specific guidelines that the City will use in the investment of
city funds. It will be the responsibility of the Finance Director to invest city
funds in order to attain a market rate of return while preserving and
protecting the capital of the overall portfolio. Investments will be made,
based on statutory constraints, in safe, low risk instruments.
B. Scope/Funds
This policy applies to the investment of all city funds available for
investment and not needed for immediate expenditure. The City will
consolidate cash balances from all funds to maximize investment earnings.
Investment income will be allocated to the various funds based on their
respective participation and in accordance with generally accepted
accounting principles.
C. Delegation of Authority
Authority to manage the investment program is granted to the Finance
Director who shall act in accordance with established written procedures
and internal controls for the operation of the investment program consistent
with this investment policy. Procedures should include references to:
safekeeping, delivery vs. payment, investment accounting, repurchase
agreements, wire transfer agreements and collateral/depository
agreements. No person may engage in an investment transaction except
as provided under the terms of this policy and the procedures established
by the Finance Director.
The primary objectives, in priority order, of investment activities shall be
safety, liquidity, and yield:
i. Safety: Safety of principal is the foremost objective of the
investment program. Investments shall be undertaken in a manner
that seeks to ensure the preservation of capital in the overall
portfolio. The objective will be to minimize the risk of market
fluctuations, such as credit risk and interest rate risk. Credit risk is
the risk that the borrower will be unable to make their debt service
payments to the investors. Interest rate risk is the risk that rates will
(for example) rise while the investments you hold have lower rates
– if the City were to sell their investments prior to maturity in this
case, they would have to sell the investments at a loss.
E2, Attachment 3
Packet Page Number 168 of 226
ii. Liquidity: The investment portfolio must remain sufficiently liquid to
meet all operating costs that may be reasonably anticipated. The
portfolio must be structured so that securities mature concurrent with
cash needs to meet anticipated demands. Cash needs will be
determined based on cash flow forecasts.
iii. Diversification of instruments: A variety of investment vehicles
must be used so as to minimize the exposure to risk of loss. The
investment portfolio must be diversified by individual financial
institution, government agency, or by corporation (in the case of
commercial paper) to reduce the exposure to risk of loss.
iv. Diversification of maturity dates: Investment maturity dates
should vary in order to ensure that the City will have money available
when needed.
v. Yield: The investment portfolio shall be designed with the objective
of attaining a market rate of return throughout budgetary and
economic cycles, taking into account the investment risk constraints
and liquidity needs. Return on investment is of secondary
importance compared to the safety and liquidity objectives described
above.
D. Oversight
The City Manager shall oversee the City’s investment program. The
Finance Director will maintain a more detailed and comprehensive
investment policy based on the principles established by the City Council
and consistent with the most current guidelines within the public sector. On
at least an annual basis, the Finance Director shall provide a status report
to the City Council. Annually, the City Council shall designate depositories
for investment purposes.
E. The City shall invest in the following instruments as allowed by
Minnesota Statute 118A
i. Government Securities: Direct obligations of the federal
government or its agencies, with the principal fully guaranteed by
the U.S. Government or its agencies.
ii. Certificates of Deposit: A negotiable or nonnegotiable instrument
issued by commercial banks and insured up to $250,000, or the
amount set, by the Federal Deposit Insurance Corporation (FDIC).
iii. Repurchase Agreement: An investment that consists of two
simultaneous transactions, where an investor purchases securities
from a bank or dealer. At the same time, the selling bank or dealer
agrees to repurchase the securities at the same price plus interest
at some agreed-upon future date. The security purchased is the
collateral protecting the investment.
E2, Attachment 3
Packet Page Number 169 of 226
iv. Prime Commercial Paper: An investment used by corporations to
finance receivables. A short-term (matures in 270 days or less),
unsecured promissory note is issued for a maturity specified by the
purchaser. Corporations market their paper through dealers who in
turn market the paper to investors. The City will only purchase
commercial paper issued by U.S. corporations or their Canadian
subsidiaries that has been rated highest quality (A1, P1 and F1) by
two of three rating agencies.
v. State or Local Government Securities: Any security that is a
General Obligation of the State of Minnesota or any of its
municipalities.
vi. Statewide Investment Pools: Statewide investment pools that
invest in authorized instruments according to M.S. §118A.04, such
as the Minnesota Municipal Money Market (4M) Fund.
vii. Money Market Mutual Funds: Money market mutual funds that
invest exclusively in U.S. Government and agency issues.
F. Ethics and Conflicts of Interest
Officers and employees involved in the investment process shall refrain
from personal business activity that could conflict with the proper execution
and management of the investment program. Employees and investment
officials shall disclose any material interests in financial institutions with
which they conduct business or that could be related to the performance of
the investment portfolio. Employees and officers shall refrain from
undertaking personal investment transactions with the same individual with
whom business is conducted on behalf of the City.
G. Internal Controls, Audits, External Controls
The Finance Director is responsible for establishing and maintaining an
internal control structure designed to ensure that the assets of the City are
protected from loss, theft, or misuse. Accordingly, compliance with City
policies and procedures should be assured by the Finance Director, and
addressed through the annual audit (CAFR) process.
H. Authorized Financial Institution and Dealer
In accordance with Minnesota Statutes §118.02, the responsibility for
conducting investment transactions resides with the City Council. Also, the
Council shall be responsible for designating the depositories of the funds.
Depositories shall be selected through a banking services procurement
process, which shall include a comprehensive review of credit
characteristics and financial history by the Finance Director or reliance on
selection criteria by an independent third party. In selecting depositories,
the creditworthiness of the institutions under consideration shall be
examined. The City Council shall designate depositories after a
recommendation from staff.
E2, Attachment 3
Packet Page Number 170 of 226
Only approved security broker/dealers authorized in Minnesota Statutes
118A.06 shall be utilized for safekeeping and custody.
All financial institutions and broker/dealers must supply the following as
appropriate:
i. Audited financial statements;
ii. Proof of Financial Industry Regulatory Authority (FINRA)
certification,
iii. Proof of state registration;
iv. Completed broker/dealer questionnaire for firms who are not major
regional or national firms;
v. Certification of having read the City’s investment policy.
I. Broker Representations
Municipalities must obtain from their brokers certain representations
regarding future investments. The City of Maplewood will provide each
broker with information regarding the municipality’s investment restrictions.
Before engaging in investment transactions with the City of Maplewood, the
supervising officer at the securities broker/dealer shall submit a certification
stating that the officer has reviewed the investment policies and objectives,
as well as applicable state laws, and agrees to disclose potential conflicts
of interest or risk to public funds that might arise out of business
transactions between the firm and the City of Maplewood. All financial
institutions shall agree to undertake reasonable efforts to preclude
imprudent transactions involving the city’s funds.
J. Collateralization
The City funds must be deposited in financial institutions that provide at
least $250,000 in government insurance protection. At no time will deposits
in any one institution exceed the insured amount unless such excesses are
protected by pledged securities. Pledged securities, computed at market
value, will be limited to the following:
i. United States Treasury bills, notes or bonds that mature
within five years;
ii. Issues of United States government agencies guaranteed by
the United States government;
iii. General obligation securities of any state or local government
with taxing powers rated “A” or better, or revenue obligation
securities of any state or local government with taxing powers
rated AA or better, provided no single issue exceeds
$300,000 with maturities not exceeding five years;
E2, Attachment 3
Packet Page Number 171 of 226
iv. Irrevocable standby letters of credit issued by Federal Home
Loan Banks accompanied by written evidence that the bank’s
public debt is rated AA or better;
v. Time deposits that are fully insured by any federal agency.
In order to anticipate market changes and provide a level of security for all
funds, the collateralization level will be 110 percent (110%) of the market
value of principal and accrued interest. Collateral shall be deposited in the
name of the City of Maplewood, subject to release by the City’s Finance
Director. All certificates of deposit and repurchase agreements purchased
by the City shall be held in third-party safekeeping by an institution
designated as primary agent. The primary agent shall issue a safekeeping
receipt to the City listing the specific instrument rate maturity and other
pertinent information. All deposits will be insured or collateralized in
accordance with Minnesota Statutes Chapter 118. No other collateral
except as designated above will be authorized for use as collateral for City
funds.
K. Safekeeping and Custody
When investments purchased by the City are held in safekeeping by a
broker/dealer, they must provide asset protection of $500,000 through the
Securities Investor Protection Corporation (SIPC) and at least
another $2,000,000 supplemental insurance protection.
L. Diversification
It is the policy of the City to diversify its investment portfolios to eliminate
the risk of loss resulting from the over concentration of assets in a specific
maturity, a specific issuer, or a specific class of maturities.
The portfolio, as much as possible, will contain both short-term and long-
term investments. The City will attempt to match its investments with
anticipated cash flow requirements. Liquidity is necessary to pay for
recurring operations. Maturities should not be extended beyond the dates
necessary to meet these projected liquidity needs and should be staggered
in such a way that avoids over concentration in a specific maturity sector.
Extended maturities may be utilized to take advantage of higher yields;
however, no more than 20% of the total investment portfolio should extend
beyond five (5) years and in no circumstance should any extend beyond
ten (10) years.
The portfolio will reflect diversity by class of maturity and issuer. The
following limits are imposed for investments of a specific class:
i. Commercial Paper: At any one time, no more than 20% of the
total portfolio shall consist of commercial paper investments.
Maximum holdings for any one issuer of commercial paper will be
5% of the total portfolio.
E2, Attachment 3
Packet Page Number 172 of 226
ii. Certificates of Deposit: At any one time, no more than 70% of
the total portfolio shall consist of certificates of deposit. Maximum
holdings for any one issuer of a certificate of deposit will be
$250,000, or the amount insured by the Federal Deposit Insurance
Corporation (FDIC), unless collateral is provided in accordance
with this policy and Minnesota Statute Chapter 118. Maximum
holdings for any one issuer of collateralized certificates of deposit
will be 5% of the total portfolio.
iii. Government Securities: At any one time, no more than 70% of
the total portfolio shall be invested in obligations of the federal
government or its agencies.
iv. Repurchase Agreements: At any one time, no more than 5% of
the total portfolio shall be invested in repurchase agreements.
v. State or Local Government Securities: At any one time, no more
than 50% of the total portfolio shall be invested in State or local
government securities. Maximum holdings for any one issuer of
state or local government securities will be 10% of the total
portfolio.
vi. Money Market Funds: At any one time, no more than 70% of the
total portfolio shall be invested in authorized money market mutual
funds.
M. Investment Reporting
The Finance Director shall prepare an investment report at least quarterly,
including a management summary that provides a clear picture of the
status of the current investment portfolio and transactions made over the
last quarter. The investment reporting function shall include requirements
for budgetary reporting, interim reporting, internal reporting, and annual
reporting.
i. Budgetary Reporting: As part of the annual budget, interest
income shall be estimated for all funds based on a formal cash
flow forecast. This forecast shall take into account the historical
pattern of inflows and outflows of general fund cash, the
adopted fiscal policies and any other pertinent factors affecting
cash flow. The budget document shall explicitly state the
assumptions of the cash flow forecast, the assumed interest
rate on short-term investment and the interest estimated for any
long-term investments.
E2, Attachment 3
Packet Page Number 173 of 226
ii. Interim Reporting: The investment portfolios for the City funds
shall be provided to the Council with the periodic budget versus
actual reports. These reports shall be sequenced by maturity and
shall state the type of investment, annualized rate of return based
on the daily interest amount. The Finance Director shall summarize
any changes in investment strategy or anticipated variances from
the investment income budgeted as part of monthly reporting
process.
iii. Internal Reporting: Finance Department procedures shall ensure
that investment portfolios are maintained on the City’s records
system on a daily basis and available to management or the City
Council at any time. Management shall be provided investment
portfolios monthly together with their budget versus actual reports.
iv. Annual Reporting: Within 90 days of the City’s fiscal year end, the
Finance Director shall prepare a written comprehensive fiscal report
on the investment program and investment activity. This report shall
include:
a. A summary of the investment activity and rate of return for the
fiscal year then ended;
b. A discussion of how the year’s investment activity compares
to the stated objectives and the budgeted amount;
c. A detailed comparison of total rate of return with other
benchmarks. Benchmarks for comparison may include: the
Minnesota Municipal Money Market fund; other state
investment pools that have similar investment restrictions;
treasury bill rates that are indicative of a strictly passive
investment strategy; performance indexes, as set forth in the
Government Finance Officers’ monthly publication of the
Public Investor (e.g. the 10 bill index); or any other index that
may be deemed appropriate;
d. A discussion of the outlook for interest rates and the economic
trend for the upcoming year, investment strategies to be
implemented and budgetary expectations for investment
income.
N. Investment Committee
The City Council may appoint an investment committee to serve at its pleasure.
The mission of the committee shall be to monitor the City’s investment portfolio
and make recommendations to the Finance Director and City Manager. The
committee shall consist of five members defined as follows: the City Finance
Director, the City Manager, two City Council members, and one member of the
community who has a background in public finance and no financial connection
E2, Attachment 3
Packet Page Number 174 of 226
with the City. The Finance Director shall serve as the facilitator of the committee.
The committee shall meet as often as it sees fit, but no less than once per year
and no more than once per quarter.
O. Interest Earnings
Interest earnings will be credited to all major funds with a positive cash balance
at the end of each month, based on the average cash balances during that
month. Market value adjustments will be credited to the source of the invested
monies monthly based on the average cash balances during that month. The
City will use the average yield of the two-year Treasury note as a benchmark
for performance comparisons.
P. Conclusion
The intent of this policy is to ensure the safety of all City funds. The main goal
of the City will be to achieve a market rate of return while maintaining the safety
of its principal.
E2, Attachment 3
Packet Page Number 175 of 226
3. RESERVES POLICY
A. Purpose
It is important for the financial stability of the City to maintain reserve funds for
unanticipated expenditures or unforeseen emergencies, as well as to provide
adequate working capital for current operating needs to avoid short-term
borrowing. The Reserve Policy of the City is managed closely with the City’s
Debt Management Policy. The City may choose to consider paying cash for
capital projects that can be anticipated and planned for in advance. Therefore
the City’s reserve levels fluctuate, in part, based on capital project plans.
In establishing an appropriate fund balance, the City needs to consider the
demands of cash flow, capital asset purchases, need for emergency reserves,
ability to manage fluctuations of major revenue sources, credit rating and long-
term fiscal health.
B. Classifications
Fund balances in governmental funds are reported in classifications that
disclose constraints for which amounts in those funds can be spent. These fund
balance classifications apply to governmental funds:
i. Nonspendable: Consists of amounts that are not in spendable form,
such as inventories and prepaid items.
ii. Restricted: Consists of amounts related to externally imposed
constraints, established by creditors, grantors or regulatory agencies.
iii. Committed: Consists of amounts that have internally imposed
constraints, established by resolution of the City Council. The committed
amounts cannot be used for any other purpose unless the Council
removes or changes the specified use by resolution of the City Council.
iv. Assigned: Consists of amounts that are intended to be used for a
specific purpose; intent can be expressed by the City Council or by a
delegate of the City Council.
v. Unassigned: Consists of the residual classification for the General Fund
and also reflects negative residual amounts in other funds.
C. Authorization
The City Council authorizes the Finance Director and/or City Manager to assign
fund balance that reflects the City’s intended use of the specified funds. When
both restricted and unrestricted resources are available for use, it is the City’s
E2, Attachment 3
Packet Page Number 176 of 226
policy to use restricted resources first, and then use unrestricted resources as
needed. When unrestricted resources are available for use, it is the City’s policy
to use resources in the following order: 1) committed, 2) assigned, 3)
unassigned.
D. Fund Balance Policies
i. General Fund: The General Fund is established to account for all
revenues and expenditures which are not required to be accounted
for in other funds. Revenue sources include property taxes, license
and permit fees, fines and forfeits, program revenues,
intergovernmental revenues, investment earnings, and transfers in.
The General Fund’s resources finance a wide range of functions,
including the operations of general government, public safety, and
public works. The General Fund will have committed fund balances
at year end for purchase order encumbrances and budget carryovers.
The General Fund may have a portion of its fund balance classified
as nonspendable if there are long-term receivables, inventories, or
prepaid items. The General Fund is the only fund that can have any
unassigned fund balance. The City’s unassigned fund balance in the
General Fund shall be maintained at a minimum level of 40% of
annual general fund operating expenditures.
ii. Special Revenue Funds: Special revenue funds are used to
account for and report the proceeds of specific revenue sources that
are restricted or committed to expenditures for specified purposes
other than debt service or capital projects. Governmental accounting
standards require that substantial inflows of revenues into a special
revenue fund be either restricted or committed in order for the fund to
be considered a special revenue fund. The City will maintain fund
balances in the Special Revenue Funds at a level which will avoid
issuing short-term debt to meet the cash flow needs of the current
operating budget.
iii. Debt Service Funds: Debt service fund balances are considered
restricted. The resources being accumulated in the funds are for
payments of principal and interest maturing in current and future
years. The City’s fund balance in the Debt Service fund shall be at a
minimum level of 50% of annual debt service expenditures. Because
the majority of annual debt service is paid on February 1 and August
1 of each year, funds must be available for payment of February 1
debt service.
iv. Capital Project Funds: Capital project fund balances are
considered restricted or committed. The resources being
accumulated are for current and future projects. Capital project funds
E2, Attachment 3
Packet Page Number 177 of 226
are used to account for and report financial resources that are
restricted, committed, or assigned to expenditures for capital assets.
The fund balances in these funds within the Capital Improvement
Budget vary annually based upon the timing of construction projects.
The City will maintain reserves in the Capital Project Funds at a
minimum level sufficient to provide adequate working capital for
current expenditure needs. The maximum amount of reserves should
include the amount necessary to pay for future capital projects.
Future capital projects must be identified and quantified in a written
finance plan for the fund in the City’s annual budget document.
v. Enterprise Funds: The City will maintain reserves in the Enterprise
Funds at a minimum level sufficient to provide adequate working
capital for current expenditure needs. Generally, the City shall strive
for a minimum of 3-months operating cash in these funds. The
maximum amount of reserves should include the amount necessary
to pay for future capital needs. Future capital projects must be
identified and quantified in a written finance plan for the fund in the
City’s annual budget document. Rates and fees in these funds will
be analyzed annually for a five year period to provide for level rate
changes. Enterprise Fund net position (equity) will be classified in
one of the following categories:
a. Net Investment in Capital Assets
The component of net position, which is the difference
between the Assets and deferred outflows of resources and
the Liabilities and deferred inflows of resources of Enterprise
Funds, that consists of capital assets less both accumulated
depreciation and the outstanding balance of debt that is
directly attributable to the acquisition, construction or
improvement of the capital assets.
b. Restricted
The component of net position that consists of assets with
constraints placed on their use by either external parties or
through constitutional provisions or enabling legislation.
c. Unrestricted
The difference between the Assets and deferred outflows of
resources and the Liabilities, deferred inflows of resources and
net position of Enterprise Funds that is not reported as Net
investment in capital assets or Restricted net position.
E2, Attachment 3
Packet Page Number 178 of 226
vi. Internal Service Funds: These funds are used to allocate common
costs among the various funds and programs of the city. Deficits and
surpluses are allowed however the goal is to maintain reserves at
10% of budgeted expenditures.
vii. Stabilization Arrangements: Stabilization arrangements are
defined as setting aside amounts for use in emergency situations or
when revenue shortages or budgetary imbalances arise. The City will
set aside amounts by resolution as deemed necessary that can only
be expended when certain circumstances under which a need for
stabilization arises. The need for stabilization will only be utilized for
situations that are not expected to occur routinely.
viii. Committed Specific Revenue Sources in Special Revenue
Funds: The specific revenue source of each special revenue fund
and the specific purposes for which they are committed are as
follows, less any amounts that are classified as nonspendable or
restricted by their nature:
Special Revenue Fund Specific Revenue Sources Committed For
Charitable Gambling Tax Charitable Gambling Taxes Economic Development
Recreation Programs 100% of Fund Balance Parks and Recreation
Police Services 100% of Fund Balance Public Safety
Tree Preservation 100% of Fund Balance Public Works
Taste of Maplewood 100% of Fund Balance Economic Development
Cable Television 100% of Fund Balance Communications
Maplewood EDA 100% of Fund Balance Economic Development
The State and Federal Grants Funds are subject to externally enforceable legal
restrictions and are classified as restricted.
E2, Attachment 3
Packet Page Number 179 of 226
4. OPERATING BUDGET POLICY
A. Purpose
The operating budget is the annual financial plan for funding the costs of City
services and programs. The general operating budget includes the General
Fund, Special Revenue Funds, and Capital Project Funds. Enterprise
operations are budgeted in separate Enterprise Funds.
B. Balanced Budget
The City Manager shall submit a balanced budget for the General Fund in which
appropriations shall not exceed the total of the estimated revenues and
available fund balance. Balanced budget is defined as a budget in which current
revenues plus net operating transfers and one-time use of excess reserves will
be sufficient to support budgeted expenditures. One-time revenues or use of
excess reserves will not be used to fund on-going expenditures. One-time
funding sources shall only be used to fund capital improvements, equipment, or
other one-time expenditures. The City will provide for all current expenditures
with current revenues. The City will avoid all budgetary procedures that balance
current expenditures at the expense of meeting future years’ budgets, such as
postponing expenditures, rolling over short-term debt, and using reserves to
balance the operating budget.
C. Budget Period
The City’s budget year is the calendar year. The City legally adopts an annual
budget for the General Fund. Budgets for Special Revenue Funds, Debt
Service Funds, Capital Project Funds and Enterprise Funds are adopted for
management purposes only.
D. Basis of Budgeting
The modified accrual basis will be used for all of the Governmental Funds in the
budget. The accrual basis will be used for the budgets of the Enterprise Funds.
The basis of budgeting is the same as the basis of accounting used in the City’s
audited financial statements.
E. Budget Amendment Process
Budget appropriations are by department total within the General Fund rather
than by account. Budget changes that involve the transfer of appropriations
among accounts only require the approval of the City Manager or designee.
Council approval is required for budget changes that involve a transfer of
appropriations between funds or from contingency accounts. The budget
changes can be made at any Council meeting. For budget changes that can be
E2, Attachment 3
Packet Page Number 180 of 226
approved by the City Manager or designee, the department head must complete
a budget transfer request form on which the following is indicated: budget
transfer amount, accounts involved, purpose, justification, date approved by
department head, and department head initials. This form is submitted to the
Finance Director for review. Upon approval by the Finance Director, a copy of
the form is given to the department head.
F. Long-Term Financial Forecasts
The City Manager will coordinate the development of the five-year capital
improvement plan budget and ten-year outlook with the development of the
operating budget. Operating costs associated with new capital improvements
will be projected and included in future operating budget forecasts. The budget
will provide for adequate maintenance of the capital plant and equipment, and
for their orderly replacement. The impact on the operating budget from any new
programs or activities being proposed should be minimized by providing funding
with newly created revenues whenever possible.
G. Budget Form and Information
Excess revenues from a specific fiscal year will be placed into the City’s
reserves in a manner consistent with the City’s fund balance reserve policies.
The operating budget will describe the goals to be achieved and the services
and programs to be delivered for the level of funding. All unencumbered
appropriations for the City’s operating budget lapse at year end. Amounts
reserved for encumbrances are classified as assigned fund balance. Budget
carryovers from a prior fiscal year must be approved by the City Manager,
Finance Director and City Council.
H. Level of Control
The City Manager will ensure that a budgetary control system is in place to
adhere to the adopted budget. The City Manager may approve the transfer of
budget amounts between accounts within a department’s budget. City Council
approval is required for any increase in a department’s budget. The budget
changes can be made at any Council meeting. The legal level of budgetary
control is at the department level in budgeted funds.
I. Performance Measurement
The Finance Department will provide regular monthly reports comparing actual
revenues and expenditures to the budgeted amounts. Each year the City will
strive to obtain the Government Finance Officers Association Distinguished
Budget Award. The City’s annual Budget shall be made available to citizens
and the public upon request and available on the City’s website. The City shall
maintain transparency and accountability of its financial resources and assets.
E2, Attachment 3
Packet Page Number 181 of 226
5. CAPITAL IMPROVEMENT PLAN POLICY
A. Purpose
The demand for services and the cost of building and maintaining the City’s infrastructure
continues to increase. The City cannot afford to accomplish every project or meet every
service demand. Therefore, a methodology must be employed that provides a realistic
projection of community needs, the meeting of those needs, and a framework to support
City Council prioritization of those needs. That is the broad purpose of the CIP.
B. Scope
The CIP includes the scheduling of public improvements for the community over a five-
year period and takes into account the community’s financial capabilities as well as its
goals and priorities. A “capital improvement” is defined as any major nonrecurring
expenditure for physical facilities of government. Typical expenditures are the cost of
land acquisition or interest in land, construction of roads, utilities and parks. Vehicles and
equipment can be covered in a CIP or covered separately under an equipment schedule.
The CIP is directly linked to goals and policies, land use, and community facility sections
of the Comprehensive Plan since these sections indicate general policy of development,
redevelopment, and maintenance of the community.
C. CIP Development Process
Compile and prioritize projects. Staff will consolidate and prioritize
recommended projects into the proposed Capital Improvement Plan.
Devise proposed funding sources for proposed projects. Proposed funding
sources will be clearly stated for each project.
Project and analyze total debt service related to the total debt of the City.
A debt study will be provided, summarizing the combined property tax impact
of all the existing and proposed debt.
On an annual basis, the City Council will evaluate the proposed CIP for the following:
Project Prioritization;
Funding Source Acceptability;
Acceptable Financial Impact on Tax Levy, Total Debt, and Utility Rate Levels;
The City should annually consider a variety of financing options, including
issuing equipment certificates, cash financing, tax-exempt leasing, or direct
bank investment as appropriate financing mechanisms to meet capital needs.
E2, Attachment 3
Packet Page Number 182 of 226
6. ECONOMIC DEVELOPMENT AUTHORITY POLICY
A. Purpose
The Economic Development Authority (EDA) was created by the City Council,
who acted to appoint the members of the City council to serve as the Board of
Commissioners. Under M.S. Chapter 469, Economic Development, cities are
permitted to establish an EDA. M.S. § 469.107 gives authority to the City
Council to levy a tax up to 0.01813 percent of estimated market value in the
City. The Revenue Management Policy of the City, as included in this Financial
Management Plan, sets policy for when a tax levy may be considered. The EDA
is subject to the statutory levy limits of the City. This policy section establishes
the amount of tax levy that will be considered for the EDA.
B. Funding
The City Council may annually appropriate money to the EDA from a tax levy or
other available source. The appropriation can be equivalent to the maximum
that could be provided by a tax levy for economic development purposes. The
annual tax levy shall be set based on the amount needed when combined with
other available sources achieves the funding level set by this policy.
To provide other sources (non-tax) of funding to the EDA, the City Council shall
annually review the fund balance in the General Fund to determine whether
sufficient unreserved fund balance is available for transfer from the General
Fund to the EDA. The decision shall be made at the time the annual EDA tax
levy is established. If other sources of revenue are not available, the EDA may
request the tax levy at the maximum allowed.
C. Procedure for Using Funds
Expenditures may be made from the EDA based on the following criteria:
1. The EDA appropriates the funds as part of the annual budget, or
2. The EDA authorizes an amendment to the EDA budget outside of the
annual appropriation process.
E2, Attachment 3
Packet Page Number 183 of 226
7. DEBT MANAGEMENT POLICY
A. Purpose
The purpose of the debt policy is to ensure that debt is used wisely and that
future financial flexibility remains relatively unconstrained. Debt is an important
mechanism to fund capital expenditures. It can reduce long-term costs due to
inflation, prevent lost opportunities, and equalize the costs of improvements to
present and future constituencies. Debt management is an integral part of the
financial management of the City. Adequate resources must be provided for
the repayment of debt, and the level of debt incurred by the City must be
effectively controlled to amounts that are manageable and within levels that will
maintain or enhance the City’s credit rating. A goal of debt management is to
stabilize the overall debt burden and future tax levy requirements to ensure that
issued debt can be repaid and prevent default on any municipal debt. A high
debt level places a financial burden on taxpayers and can create economic
problems for the community. The debt policies ensure that the City’s
outstanding debt does not weaken the City’s financial structure, provides
manageable limits on debt, and allows for the best possible credit rating.
B. Policy
Wise and prudent use of debt provides fiscal and service advantages. Overuse
of debt places a burden on the fiscal resources of the City and its taxpayers.
The following guidelines provide a framework and limit on debt utilization:
i. Conditions for Issuance
a. The City will confine long-term borrowing to capital
improvements, equipment, or projects that have a life of at
least five years and cannot be financed from current revenues.
b. Net general obligation debt will not exceed the statutory limit
of 3% of the estimated market value of taxable property in the
City, as required by M.S. § 475.53.
c. The City shall use a competitive bidding process for the sale
of debt unless the use of a negotiated process is warranted
due to adverse market conditions, timing requirements, or a
unique pledge or debt structure. The City will award
competitively issued debt on the true interest cost (TIC) basis.
d. The City should strongly consider market conditions (i.e.,
interest rates, construction market) when planning for the
issuance of debt. The City should consider issuing debt, rather
than paying cash, when interest rates are lower.
E2, Attachment 3
Packet Page Number 184 of 226
e. Debt should be structured in a manner that distributes costs
and benefits appropriately. Intergenerational equity aspects
should be considered when financing capital assets. The debt
payments should be distributed over the useful life of the asset.
f. Long-term forecasts should support the assumption that the
City will be able to repay the debt without causing financial
distress.
g. Interfund borrowing for periods of more than one year shall
only be undertaken for capital expenditures. A payment
schedule for the borrowed amounts shall be established by the
City Council. Interest charges for interfund loans utilizing tax
increment bonds will be in accordance with Minnesota
Statutes, §469.178, Subd 7.
ii. Restrictions on Debt Issuance
a. Where possible, the City will issue revenue (including general
obligation backed revenue) or other self-supporting type bonds
instead of general obligation bonds.
b. The City will not use long-term debt for current operations.
c. The City should not issue debt with a longer amortization
period than the life of the asset being financed.
d. When possible, the City should use pay-as-you-go financing
for equipment and other minor capital assets.
iii. Financial Limitations
a. The City will strive to keep the total maturity length of general
obligation bonds below 20 years and structure the bonds to
allow for retirement of at least 50% of the principal within 2/3
of the term of the bond issue.
b. Bond rating categories shall be used as a means of assessing
the City’s financial condition. The City will strive to achieve
and maintain a ratio of governmental funds debt service to
expenditures that will result in an adequate, or better than
adequate, debt and contingent liability profile rating from the
rating agencies.
c. The City will strive to limit the amount of net direct outstanding
debt at or below the range of $900 to $1,600 per capita.
E2, Attachment 3
Packet Page Number 185 of 226
d. The City will maintain regular communications with bond rating
agencies about its financial condition and will follow a policy of
full disclosure in every financial report and bond statement.
The City will comply with Securities and Exchange
Commission (SEC) reporting requirements.
e. The City is committed to providing continuing disclosure to
certain financial and operating data and material event notices
as required by Securities and Exchange Commission (SEC)
Rule 15c2-12. The Finance Department shall be responsible
for the preparation of all disclosure documents and releases
required under Rule 15c2-12.
f. When feasible, the City will use refunding mechanisms to
reduce interest costs and evaluate the use of debt reserves to
lower overall annual debt service. Refunding of outstanding
debt shall only be considered when present value savings of
at least 3.0% of the principal amount of the refunded bonds are
produced, according to Minnesota statutes. Savings from
refundings will be distributed evenly over the life of the
refunded bonds unless special circumstances warrant a
different savings structure.
g. Retirement funds will be examined annually to ensure
adequate balances and funding progress.
h. The City should maintain the highest credit rating possible.
iv. Professional Service Providers
a. Municipal financial advisors should be selected through a
process of evaluating formal proposals every 5 years.
Selection should be based on, but not limited to, experience
with the type, size, and structure of the bonds typically issued,
ability to commit sufficient time to accomplish necessary tasks,
and lack of potential conflicts of interest.
b. Proposals for bond counsel should be solicited and considered
on an occasional or as-needed basis. Consideration should
be given to experience with municipal debt, ability to commit
sufficient time to accomplish necessary tasks, and lack of
potential conflicts of interest.
c. The City should strategically maintain good relations with
rating agencies and a positive perception in the marketplace.
E2, Attachment 3
Packet Page Number 186 of 226
C. Conduit Debt Policy
The City of Maplewood is granted the power to issue conduit revenue bonds
and other conduit revenue obligations under Minnesota Statutes, Section
469.152-469.165, as amended, and Minnesota Statutes, Chapter 462C, as
amended. The Maplewood City Council, being aware that such financing may
prevent the emergence of blighted land, excessive unemployment and the need
for redevelopment financing from the State and Federal governments, has
expressed its support for the use of such financing but has reserved the right to
approve or reject projects on a case-by-case basis. The following criteria have
been developed as a guide for review of applications:
i. Criteria
a. The project is to be compatible with the overall development plans
and objectives of the City and neighborhood where the project is
located.
b. New businesses locating in Maplewood must show new tax base
being generated by the project.
c. Locating in areas of the City that the City wishes to develop,
redevelop, or which in any way complements any development plans
or policy of the City, will constitute a prime purpose under these
guidelines. It is also the City’s intent to assist in business expansions
or relocations within the City where it can be shown that such would
have a substantial, favorable impact on employment, tax base, or
both.
d. It is the City’s intent to assist new or existing businesses in the
acquisition of existing facilities, where such acquisition will maintain
the stability of the tax base, employment, or both.
e. The project must not put a burden on existing City services or utilities
beyond that which can be reasonably and economically
accommodated.
f. The applicant (and/or the lessee) must have a good financial
standing, show a substantial net worth or equity in the project, and
have an acceptable earnings history or pro forma. Projects are to
show, in the application for financing, an owner equity or other
collateral (such as a bank Letter of Credit, a Bankers Acceptance,
Pledge of a Certificate of Deposit, insurance company guarantee, or
similar security) which will be satisfactory to the end-lender or rating
agency, all determined with reference to total project costs.
E2, Attachment 3
Packet Page Number 187 of 226
g. The credit rating and method of offering conduit* bonds or notes of
the City are important considerations. The City will not entertain
applications for such financings unless (i) the debt is rated investment
grade by a nationally recognized rating agency or (ii) the debt is sold
in a private placement. Debt will be considered sold in a private
placement (i) if no advertising or solicitation of the general public
occurs, and (ii) if the bonds are initially sold to not more than ten
purchasers (not including any underwriter or placement agent as a
purchaser) and (iii) the City receives written certification from each
initial purchaser (or each underwriter or placement agent based on its
reasonable belief) that: (a) such purchaser has such knowledge and
experience in financial and business matters that it is capable of
evaluating the merits and the risks of the debt, and (b) such purchaser
is not purchasing for more than one account or with a view to
distributing the debt. In addition, for a private placement either (a) all
bonds or notes (except for one bond or note) must always remain in
minimum denominations of not less than $100,000, or (b) investment
letters from not only each initial purchaser, but from any subsequent
purchaser must be obtained which contains the above described
certifications from the purchasers. Any offering material for a private
placement must prominently state in effect that: “THE CITY OF
MAPLEWOOD HAS NOT ASSUMED ANY RESPONSIBILITY TO
REVIEW THIS OFFERING MATERIAL AND HAS NO
RESPONSIBILITY FOR ITS ACCURACY OR COMPLETENESS.
THE CITY HAS NO FINANCIAL OBLIGATION OF ANY NATURE
WITH RESPECT TO THE OFFERED BONDS.” Finally, to qualify as
a private placement the financing documents must require annual
financial statements from the benefited private party (or the ultimate
provider of credit) to be delivered to each investor (or a trustee).
h. *The term “conduit” refers to any type of City revenue obligation the
proceeds of which are loaned to a private party and for which the
City has no financial obligation.
i. Applications for acquisition of or replacement of machinery and
equipment will be discouraged unless in conjunction with a totally new
business in Maplewood, a physical plant expansion of an existing
business, or where it is shown that the equipment acquisition is
essential to the continued operation of the business in Maplewood.
Also, it is the City’s intent to assist where possible in the acquisition
of pollution control equipment for any new or existing business being
required to meet mandated standards.
j. A further permitted use under these guidelines are projects, whether
profit or nonprofit, engaged in providing health care services,
including hospitals, nursing homes, and related medical facilities,
E2, Attachment 3
Packet Page Number 188 of 226
when either of the following findings can be made:
Number of new jobs is increased.
The project would provide a facility or service considered
desirable or necessary by the community.
The following procedures have been developed to facilitate the application for
financing:
ii. Procedures
a. The applicant shall make an application for financing on forms
available from the Finance Department of the City of Maplewood.
The completed application is to be returned to the Finance Director,
accompanied by the processing fee, whereupon the application will
be forwarded to the City Council with a staff recommendation.
Specific findings shall be made and recited regarding the criteria as
well as satisfaction of public purposes of the applicable statutes.
b. The application cannot be considered by the City until tentative City
Code findings and requirements have been made with respect to
zoning, building plans, platting, streets and utility services.
c. The applicant is to select qualified financial consultants and/or
underwriters, as well as legal counsel, to prepare all necessary
documents and materials. The City may rely on the opinion of such
experts and the application shall be accompanied by a financial
analysis (pro forma income statement, debt service coverage,
mortgage terms, etc.) by the underwriter as to the economic
feasibility of the project and the underwriter’s ability to market the
financing. Financial material submitted is to also include most recent
fiscal year-end, audited, financial statements of the applicant and/or
of any major lessee tenant, if readily available.
d. Further, in the case of the tax exempt mortgage placements, the
applicant will be required to furnish the City, before passage of the
Final Resolution, a comfort letter (but not necessarily a letter of
commitment) from the lending institution, to the affect that said
lending institution has reviewed the economic feasibility of the
project, including the financial responsibility of the guarantors and
find that, in their professional judgment, it is an economically viable
project.
e. The applicant shall furnish along with the application, a description
of the project, plat plan, rendering of proposed building, etc., and a
brief description of the applicant company, all in such form as shall
E2, Attachment 3
Packet Page Number 189 of 226
be required at the time of application. This data, as necessary, may
be furnished to members of the City Council for background
information.
f. If an allocation of bonding authority is required under Minnesota
Statutes, Chapter 474A, as amended, the applicant shall be
required to pay any required application fee and provide any
required application deposit as specified in Chapter 474A, without
regard to whether the application fee or application deposit will be
refunded.
g. The applicant shall covenant in the applicable conduit bond
documents to comply with all applicable requirements of the Internal
Revenue Code of 1986, as amended (the “Code”), and the
applicable Treasury Regulations, including, but not limited to: (i) the
arbitrage and rebate requirements of Section 148 of the Code; and
(ii) the qualified bonds provisions of Sections 141(e), 142, 143, 144,
and 145 of the Code. The applicant shall be the party responsible
for monitoring the conduit bonds for compliance with such
requirements and to remediate nonqualified bonds in accordance
with the requirements of the Code and applicable Treasury
Regulations. The applicant shall be the party responsible for
monitoring compliance with the requirements of Section 148 of the
Code.
h. The applicant shall covenant in the applicable conduit bond
documents to reimburse the City for all costs paid or incurred by the
City (including the fees of attorneys, financial advisors, accountants,
and other advisors) as a result of the City’s response to or
compliance with an audit, inspection, or compliance check (random
or otherwise), by the Internal Revenue Service, the Minnesota
Department of Revenue, the Minnesota Office of the State Auditor,
or any other governmental agency with respect to the conduit bonds
or the project financed with the proceeds of the conduit bonds.
The following administrative fees and provisions apply to the application for
financing:
iii. Administrative Fees and Provisions
a. The City Council reserves the right to deny any application for
financing at any stage of the proceedings prior to adopting the final
resolution authorizing issuance of the industrial development
financing. The City Council may waive any provision of this Conduit
Bonds Policy if the City Council determines that such waiver is in the
best interests of the City.
E2, Attachment 3
Packet Page Number 190 of 226
b. The City is to be reimbursed, and held harmless, for and from any
out-of-pocket costs related to the actual or proposed issuance of
conduit revenue bonds. In addition, a nonrefundable processing fee
of $2,500 must be submitted with the application. Upon closing, an
administrative fee is due and payable to the City based on the
following schedule:
On the first $10,000,000 .50% of par
On portion in excess of $10,000,000 .10% of par
c. In the case of a refinancing, the fee shall be calculated at 50% of the
above schedule. The City will be reimbursed for any technical
changes to a bond issue previously issued at 25% of the above
schedule.
d. All applications and supporting materials and documents shall remain
the property of the City. Note that all such materials may be subject
to disclosure and/or public review under applicable provisions of State
law.
e. The Finance Department shall, report all conduit debt issues in the
Comprehensive Annual Financial Report in accordance with
Generally Accepted Accounting Principles and shall report any
material events with regard to all conduit debt issued by the City, and
still outstanding, to the City Council.
D. Post-Issuance Compliance Policy for Tax-Exempt Governmental
Bonds
The City of Maplewood issues tax-exempt governmental bonds to finance
capital improvements. As an issuer of tax-exempt governmental bonds, the City
is required by the terms of Sections 103 and 141-150 of the Internal Revenue
Code of 1986, as amended (the “Code”), and the Treasury Regulations
promulgated thereunder (the “Treasury Regulations”), to take certain actions
subsequent to the issuance of such bonds to ensure the continuing tax-exempt
status of such bonds. In addition, Section 6001 of the Code and Section 1.6001-
1(a) of the Treasury Regulations, impose record retention requirements on the
City with respect to its tax-exempt governmental bonds. This Post- Issuance
Compliance Procedure and Policy for Tax-Exempt Governmental Bonds (the
“Policy”) has been approved and adopted by the City to ensure that the City
complies with its post-issuance compliance obligations under applicable
provisions of the Code and Treasury Regulations.
i. Effective Date and Term. The effective date of this Policy is the date
of approval by the City Council of the City and shall remain in effect until
E2, Attachment 3
Packet Page Number 191 of 226
superseded or terminated by action of the City Council of the City. This
Policy amends and restates the Post- Issuance Compliance Procedure
and Policy for Tax-Exempt Governmental Bonds adopted by the City
Council of the City on June 10, 2012.
ii. Responsible Parties. The Finance Director of the City shall be the party
primarily responsible for ensuring that the City successfully carries out
its post-issuance compliance requirements under applicable provisions
of the Code and Treasury Regulations. The Finance Director will be
assisted by the staff of the Finance Department of the City and by other
City staff and officials when appropriate. The Finance Director of the
City will also be assisted in carrying out post-issuance compliance
requirements by the following organizations:
a. Bond Counsel (the law firm primarily responsible for providing
bond counsel services for the City);
b. Municipal Advisor (the organization primarily responsible for
providing financial advisor services to the City);
c. Paying Agent (the person, organization, or City officer
primarily responsible for providing paying agent services for
the City); and
d. Rebate Analyst (the organization primarily responsible for
providing rebate analyst services for the City).
The Finance Director shall be responsible for assigning post-issuance
compliance responsibilities to members of the Finance Department,
other staff of the City, Bond Counsel, Paying Agent, and Rebate Analyst.
The Finance Director shall utilize such other professional service
organizations as are necessary to ensure compliance with the post-
issuance compliance requirements of the City. The Finance Director shall
provide training and educational resources to City staff who are
responsible for ensuring compliance with any portion of the post-
issuance compliance requirements of this Policy.
iii. Post-Issuance Compliance Actions. The Finance Director shall
take the following post- issuance compliance actions or shall verify
that the following post-issuance compliance actions have been
taken on behalf of the City with respect to each issue of tax-
exempt governmental bonds issued by the City:
a. The Finance Director shall prepare a transcript of principal
documents (this action will be the primary responsibility of
Bond Counsel).
E2, Attachment 3
Packet Page Number 192 of 226
b. The Finance Director shall file with the Internal Revenue
Service (the “IRS”), within the time limit imposed by Section
149(e) of the Code and applicable Treasury Regulations, an
Information Return for Tax-Exempt Governmental
Obligations, Form 8038-G (this action will be the primary
responsibility of Bond Counsel).
c. The Finance Director shall prepare an “allocation
memorandum” for each issue of tax-exempt governmental
bonds in accordance with the provisions of Treasury
Regulations, Section 1.148-6(d)(1), that accounts for the
allocation of the proceeds of the tax-exempt bonds to
expenditures not later than the earlier of:
eighteen (18) months after the later of (A) the date the
expenditure is paid, or (B) the date the project, if any,
that is financed by the tax-exempt bond issue is placed
in service; or
the date sixty (60) days after the earlier of (A) the fifth
anniversary of the issue date of the tax-exempt bond
issue, or (B) the date sixty (60) days after the retirement
of the tax-exempt bond issue.
Preparation of the allocation memorandum will be the primary
responsibility of the Finance Director (in consultation with the
Municipal Advisor and Bond Counsel).
d. The Finance Director, in consultation with Bond Counsel, shall
identify proceeds of tax-exempt governmental bonds that must
be yield-restricted and shall monitor the investments of any
yield-restricted funds to ensure that the yield on such
investments does not exceed the yield to which such
investments are restricted.
e. In consultation with Bond Counsel, the Finance Director shall
determine whether the City is subject to the rebate
requirements of Section 148(f) of the Code with respect to
each issue of tax-exempt governmental bonds. In consultation
with Bond Counsel, the Finance Director shall determine, with
respect to each issue of tax-exempt governmental bonds of
the City, whether the City is eligible for any of the temporary
periods for unrestricted investments and is eligible for any of
the spending exceptions to the rebate requirements. The
Finance Director shall contact the Rebate Analyst (and, if
E2, Attachment 3
Packet Page Number 193 of 226
appropriate, Bond Counsel) prior to the fifth anniversary of the
date of issuance of each issue of tax-exempt governmental
bonds of the City and each fifth anniversary thereafter to
arrange for calculations of the rebate requirements with
respect to such tax-exempt governmental bonds. If a rebate
payment is required to be paid by the City, the Finance Director
shall prepare or cause to be prepared the Arbitrage Rebate,
Yield Reduction and Penalty in Lieu of Arbitrage Rebate, Form
8038-T, and submit such Form 8038-T to the IRS with the
required rebate payment. If the City is authorized to recover a
rebate payment previously paid, the Finance Director shall
prepare or cause to be prepared the Request for Recovery of
Overpayments Under Arbitrage Rebate Provisions, Form
8038-R, with respect to such rebate recovery, and submit such
Form 8038-R to the IRS.
iv. Procedures for Monitoring, Verification, and Inspections. The
Finance Director shall institute such procedures as the Finance
Director shall deem necessary and appropriate to monitor the use of
the proceeds of tax-exempt governmental bonds issued by the City,
to verify that certain post-issuance compliance actions have been
taken by the City, and to provide for the inspection of the facilities
financed with the proceeds of such bonds. At a minimum, the Finance
Director shall establish the following procedures:
a. The Finance Director shall monitor the use of the proceeds of tax-
exempt governmental bonds to: (i) ensure compliance with the
expenditure and investment requirements under the temporary
period provisions set forth in Treasury Regulations, Section 1.148-
2(e); (ii) ensure compliance with the safe harbor restrictions on the
acquisition of investments set forth in Treasury Regulations,
Section 1.148-5(d); (iii) ensure that the investments of any yield-
restricted funds do not exceed the yield to which such investments
are restricted; and (iv) determine whether there has been
compliance with the spend-down requirements under the
spending exceptions to the rebate requirements set forth in
Treasury Regulations, Section 1.148-7.
b. The Finance Director shall monitor the use of all bond-financed
facilities in order to: (i) determine whether private business uses
of bond-financed facilities have exceeded the de minimus limits
set forth in Section 141(b) of the Code as a result of leases and
subleases, licenses, management contracts, research contracts,
naming rights agreements, or other arrangements that provide
special legal entitlements to nongovernmental persons; and (ii)
determine whether private security or payments that exceed the
E2, Attachment 3
Packet Page Number 194 of 226
de minimus limits set forth in Section 141(b) of the Code have
been provided by nongovernmental persons with respect to such
bond-financed facilities. The Finance Director shall provide
training and educational resources to any City staff who have the
primary responsibility for the operation, maintenance, or
inspection of bond-financed facilities with regard to the limitations
on the private business use of bond-financed facilities and as to
the limitations on the private security or payments with respect to
bond-financed facilities.
c. The Finance Director shall undertake the following with respect to
each outstanding issue of tax-exempt governmental bonds of the
City: (i) an annual review of the books and records maintained by
the City with respect to such bonds; and (ii) an annual physical
inspection of the facilities financed with the proceeds of such
bonds, conducted by the Finance Director with the assistance with
any City staff who have the primary responsibility for the
operation, maintenance, or inspection of such bond-financed
facilities.
v. Record Retention Requirements. The Finance Director shall collect
and retain the following records with respect to each issue of tax-
exempt governmental bonds of the City and with respect to the
facilities financed with the proceeds of such bonds: (i) audited
financial statements of the City; (ii) appraisals, demand surveys, or
feasibility studies with respect to the facilities to be financed with the
proceeds of such bonds; (iii) publications, brochures, and newspaper
articles related to the bond financing; (iv) trustee or paying agent
statements; (v) records of all investments and the gains (or losses)
from such investments; (vi) paying agent or trustee statements
regarding investments and investment earnings; (vii) reimbursement
resolutions and expenditures reimbursed with the proceeds of such
bonds; (viii) allocations of proceeds to expenditures (including costs
of issuance) and the dates and amounts of such expenditures
(including requisitions, draw schedules, draw requests, invoices, bills,
and cancelled checks with respect to such expenditures); (ix)
contracts entered into for the construction, renovation, or purchase of
bond-financed facilities; (x) an asset list or schedule of all bond-
financed depreciable property and any depreciation schedules with
respect to such assets or property; (xi) records of the purchases and
sales of bond-financed assets; (xii) private business uses of bond-
financed facilities that arise subsequent to the date of issue through
leases and subleases, licenses, management contracts, research
contracts, naming rights agreements, or other arrangements that
provide special legal entitlements to nongovernmental persons and
copies of any such agreements or instruments; (xiii) arbitrage rebate
E2, Attachment 3
Packet Page Number 195 of 226
reports and records of rebate and yield reduction payments; (xiv)
resolutions or other actions taken by the governing body subsequent
to the date of issue with respect to such bonds; (xv) formal elections
authorized by the Code or Treasury Regulations that are taken with
respect to such bonds; (xvi) relevant correspondence, including
letters, faxes or emails, relating to such bonds; (xvii) documents
related to guaranteed investment contracts or certificates of deposit,
credit enhancement transactions, and financial derivatives entered
into subsequent to the date of issue; (xviii) bidding of financial
products for investment securities; (xix) copies of all Form 8038- Ts,
Form 8038-Rs, and Form 8038-CPs filed with the IRS and any other
forms or documents filed with the IRS; (xx) the transcript prepared
with respect to such tax-exempt governmental bonds, including but
not limited to (a) official statements, private placement documents, or
other offering documents, (b) minutes and resolutions, orders, or
ordinances or other similar authorization for the issuance of such
bonds, and (c) certification of the issue price of such bonds; and (xxi)
documents related to government grants associated with the
construction, renovation, or purchase of bond-financed facilities.
The records collected by the Finance Director shall be stored in any format
deemed appropriate by the Finance Director and shall be retained for a
period equal to the life of the tax-exempt governmental bonds with respect
to which the records are collected (which shall include the life of any bonds
issued to refund any portion of such tax-exempt governmental bonds or to
refund any refunding bonds) plus three (3) years. The Finance Director
shall also collect and retain reports of any IRS examination of the City or
any of its bond financings.
vi. Remedies. In consultation with Bond Counsel, the Finance Director
shall become acquainted with the remedial actions (including
redemption or defeasance) under Treasury Regulations, Section
1.141-12, to be utilized in the event that private business use of bond-
financed facilities exceeds the de minimus limits under Section
141(b)(1) of the Code. In consultation with Bond Counsel, the Finance
Director shall become acquainted with the Tax Exempt Bonds
Voluntary Closing Agreement Program described in Notice 2008-31,
2008-11 I.R.B. 592, to be utilized as a means for an issuer to correct
any post-issuance infractions of the Code and Treasury Regulations
with respect to outstanding tax-exempt bonds.
vii. Continuing Disclosure Obligations. In addition to its post-issuance
compliance requirements under applicable provisions of the Code
and Treasury Regulations, the City has agreed to provide continuing
disclosure, such as annual financial information and material event
notices, pursuant to a continuing disclosure certificate or similar
E2, Attachment 3
Packet Page Number 196 of 226
document (the “Continuing Disclosure Document”) prepared by Bond
Counsel and made a part of the transcript with respect to each issue
of bonds of the City that is subject to such continuing disclosure
requirements. The Continuing Disclosure Documents are executed
by the City to assist the underwriters of the City’s bonds in meeting
their obligations under Securities and Exchange Commission
Regulation, 17 C.F.R. Section 240.15c2-12, as in effect and
interpreted form time to time (“Rule 15c2-12”).The continuing
disclosure obligations of the City are governed by the Continuing
Disclosure Documents and by the terms of Rule 15c2-12. The
Finance Director is primarily responsible for undertaking such
continuing disclosure obligations and to monitor compliance with such
obligations.
viii. Other Post-Issuance Actions. If, in consultation with Bond Counsel,
Municipal Advisor, Paying Agent, Rebate Analyst, the City Manager,
the City Attorney, or the City Council, the Finance Director determines
that any additional action not identified in this Policy must be taken by
the Finance Director to ensure the continuing tax-exempt status of
any issue of governmental bonds of the City, the Finance Director
shall take such action if the Finance Director has the authority to do
so. If, after consultation with Bond Counsel, Municipal Advisor,
Paying Agent, Rebate Analyst, the City Manager, the City Attorney,
or the City Council, the Finance Director and the City Manager
determine that this Policy must be amended or supplemented to
ensure the continuing tax-exempt status of any issue of governmental
bonds of the City, the City Manager shall recommend to the City
Council that this Policy be so amended or supplemented.
ix. Taxable Governmental Bonds. Most of the provisions of this Policy,
other than the provisions of Section 7, are not applicable to
governmental bonds the interest on which is includable in gross
income for federal income tax purposes. On the other hand, if an
issue of taxable governmental bonds is later refunded with the
proceeds of an issue of tax-exempt governmental refunding bonds,
then the uses of the proceeds of the taxable governmental bonds and
the uses of the facilities financed with the proceeds of the taxable
governmental bonds will be relevant to the tax-exempt status of the
governmental refunding bonds. Therefore, if there is any reasonable
possibility that an issue of taxable governmental bonds may be
refunded, in whole or in part, with the proceeds of an issue of tax-
exempt governmental bonds then, for purposes of this Policy, the
Finance Director shall treat the issue of taxable governmental bonds
as if such issue were an issue of tax-exempt governmental bonds and
shall carry out and comply with the requirements of this Policy with
respect to such taxable governmental bonds. The Finance Director
E2, Attachment 3
Packet Page Number 197 of 226
shall seek the advice of Bond Counsel as to whether there is any
reasonable possibility of issuing tax-exempt governmental bonds to
refund an issue of taxable governmental bonds.
x. Qualified 501(c)(3) Bonds. If the City issues bonds to finance a
facility to be owned by the City but which may be used, in whole or in
substantial part, by a nongovernmental organization that is exempt
from federal income taxation under Section 501(a) of the Code as a
result of the application of Section 501(c)(3) of the Code (a “501(c)(3)
Organization”), the City may elect to issue the bonds as “qualified
501(c)(3) bonds” the interest on which is exempt from federal income
taxation under Sections 103 and 145 of the Code and applicable
Treasury Regulations. Although such qualified 501(c)(3) bonds are
not governmental bonds, at the election of the Finance Director, for
purposes of this Policy, the Finance Director shall treat such issue of
qualified 501(c)(3) bonds as if such issue were an issue of tax-exempt
governmental bonds and shall carry out and comply with the
requirements of this Policy with respect to such qualified 501(c)(3)
bonds.
E2, Attachment 3
Packet Page Number 198 of 226
8. ACCOUNTING, AUDITING, AND FINANCIAL REPORTING
POLICY
A. Purpose
The key to effective financial management is to provide accurate, current, and
meaningful information about the City’s operations to guide decision making and
enhance and protect the City’s financial position.
B. Policy
i. The City’s accounting system will maintain records on a basis consistent
with generally accepted accounting standards (GAAP) and principles for
local government accounting as set forth by the Government Accounting
Standards Board (GASB) and in conformance with the State Auditor’s
requirements per State Statutes. This allows for the modified accrual
basis of accounting for populations exceeding 2,500, or cash basis for
smaller communities.
ii. The City will establish and maintain a high standard of accounting
practices.
iii. The City will follow a policy of full disclosure written in clear and
understandable language in all reports on its financial condition.
iv. The Finance Department will provide timely monthly and annual financial
reports to users.
v. An independent public accounting firm will perform an annual audit and
issue an opinion on the City’s financial statements.
vi. Annually the City Council and staff will meet with the Auditors to review
the audit report.
vii. Periodic financial reports on budget performance will be provided to the
City Council monthly.
viii. The City shall annually submit the Comprehensive Annual Financial
Report (CAFR) to the Government Finance Officers Association (GFOA)
for the purpose of earning the Certificate of Achievement for Excellence
in Financial Reporting.
ix. The City’s CAFR shall be made available to citizens and the general
public upon request and on the City’s website. The City shall strive to
maintain full transparency and accountability of all of its financial
resources and assets.
E2, Attachment 3
Packet Page Number 199 of 226
x. The City Council may appoint an audit committee for the purpose of
providing independent review and oversight of the City’s financial
reporting processes, framework of internal control, and independent
auditors. The Committee will consist of the City Manager, Finance
Director, and two members of the City Council. The Committee will
establish guidelines for operation and scope of work.
E2, Attachment 3
Packet Page Number 200 of 226
9. RISK MANAGEMENT POLICY
A. Purpose
A comprehensive risk management plan seeks to manage the risks of loss
encountered in the everyday operations of an organization. Risk management
involves such key components as risk avoidance, risk reduction, risk
assumption, and risk transfers through the purchase of insurance. The purpose
of establishing a risk management policy is to help maintain the integrity and
financial stability of the City, protect its employees from injury, and reduce
overall costs of operations.
B. Policy
i. The City will maintain a risk management program that minimizes the
impact of legal liabilities, natural disasters or other emergencies through
the following activities:
a. Loss prevention - prevent losses where possible.
b. Loss control - reduce or mitigate losses.
c. Loss financing - provide a means to finance losses.
d. Loss information management - collect and analyze data to make
prudent prevention, control and financing decisions.
ii. The City will review and analyze all areas of risk in order to, whenever
possible, avoid and reduce risks or transfer risks to other entities. Of the
risks that must be retained, it shall be the policy to fund the risks which
the City can afford and transfer all other risks to insurers.
iii. The City will maintain an active safety committee comprised of City
employees.
iv. The City will periodically conduct educational safety and risk avoidance
programs within its various divisions.
v. The City will, on an ongoing basis, analyze the feasibility of self-funding
and other cooperative funding options in lieu of purchasing outside
insurance in order to provide the most cost-effective coverage.
vi. The Finance Director will maintain effective internal control policies
designed to help safeguard the City’s assets.
vii. Staff will report to the Council annually on the results of the City’s risk
management program for the preceding year.
E2, Attachment 3
Packet Page Number 201 of 226
10. GRANT MANAGEMENT POLICY
A. Policy
i. The City will aggressively pursue all available grant opportunities. Each
grant shall be evaluated on the long-term financial impact to the City.
The City will only accept grants for one-time or capital items or when the
continued funding of the program can be incorporated into the City’s
future budgets.
ii. All grants and other federal and state funds shall be managed to comply
with the laws, regulations, and guidance of the grantor.
iii. The wishes and instructions of the donor will be strongly considered
when managing and expending gifts and donation.
iv. The Finance Department must be notified of all grant applications prior
to submission of the grant application. The Finance Department must
also be notified of all related requests for reimbursement at the time of
request.
E2, Attachment 3
Packet Page Number 202 of 226
11. PUBLIC PURPOSE EXPENDITURE POLICY
A. Purpose
The City Council recognizes that public funds may only be spent if the
expenditure meets a public purpose and the expenditure relates to the
governmental purpose for which the City of Maplewood was created.
The meaning of “public purpose” is constantly evolving. The Minnesota
Supreme Court has followed a broad approach and has generally concluded
that “public purpose” means an activity that meets ALL of the following
standards:
The activity will primarily benefit the community as a body.
The activity is directly related to functions of government.
The activity does not have as its primary objective the benefit of a
private interest whether profit or not-for-profit.
This policy is intended to provide guidelines regarding which expenditures
are for public purposes and authorized in accordance with the City’s annual
budget process, and which expenditures are not considered to fall within the
public purpose definition and are therefore not allowed. There is a public
benefit in ensuring high employee productivity and morale.
B. Responsibility
The City Manager is the responsible authority overseeing all City
expenditures and as such is the chief purchasing agent for the City.
Responsibility for administering this Public Purpose Expenditure Policy has
been delegated to the Finance Department. Further, all officers and
employees authorized by their Department to make purchases for the benefit
of their respective departments are responsible for complying with this policy
and corresponding procedures.
C. Policy
Expenditures of public funds must comply with the public purpose standards
defined above. When reviewing an expenditure to verify the standards have
been met, the City Manager, or his/her designee, should consider the time
of day the event is held, the business purpose of the event, whether the
event was intended to attract non-City employees, the frequency of the
event, and the reasonableness of the cost. The following guidelines address
specific examples of public expenditures, but examples are not meant to be
all-inclusive.
E2, Attachment 3
Packet Page Number 203 of 226
i. Examples of Permitted Expenditures for Meals and
Refreshments
Use of City funds in reasonable amounts for meals and/or
refreshments for elected and appointed city officials and employees
are permitted in the following circumstances, with Department Head
approval:
City-sponsored events of a community-wide interest where staff
are required to be present (e.g., 4th of July Festival, National Night
Out, Citizens Police Academy).City council, boards and
commissions meetings held during or adjacent to a meal hour.
Meetings related to City business at which the attendees include
non-city representatives.
Professional association meetings, conferences and training
when meals are included as part of the registration or program
fee, or in accordance with the travel policy.
Election judge training meetings.
Annual employee recognition and appreciation events (e.g.,
service awards, de minimis food and beverage, employee
Christmas breakfast.
Annual recognition events for volunteer and non-employees (e.g.,
annual fire department banquet and volunteer appreciation lunch).
Fire department meetings and in-house training sessions.
Multi-departmental meetings scheduled during or adjacent to a
meal hour when no other meeting time is available.
Work activities requiring continuous service when it is not possible
to break for meals (e.g., election days, water main breaks,
emergency snow removal, time-sensitive public safety
responses).
Healthy snacks and incentives of moderate value provided to
attendees of safety, health, and wellness programs for City
employees.
Events recognizing completion of a significant work-related
project (City Manager approval required).
E2, Attachment 3
Packet Page Number 204 of 226
ii. Examples of Other Permitted Expenditures
Up to $100 may be used toward a retirement or farewell
recognition event when an employee retires or resigns after a
minimum of 10 years with the City. The funds may be used for a
cake, beverages, decorations, and a plaque. The funds may not
be used for a gift.
Uniforms, clothing or apparel that is considered necessary for
safety or for visible staff recognition by the public (e.g. safety
footwear and eyewear for maintenance personnel, shirts
purchased to identify staff leadership status at events).
Staff time and equipment use for city sponsored employee events
as approved by City Council and/or City Manager as allowed by
state statute (e.g. set-up for annual employee picnic).
City expenditures for non-profit organizations allowed by state
statute.
iii. Prohibited Expenditures
Use of City funds for meals and/or refreshments for elected and
appointed City officials and employees are prohibited:
Food and refreshments for routine work meetings.
Alcoholic beverages.
Employee functions or celebrations that are solely social in nature
(e.g., birthdays, holiday luncheon, ice cream social).
Fundraisers for non-City related events (e.g., Chamber of
Commerce).
Participation in optional activities unless included as part of an
overall conference registration fee (e.g. optional golf rounds,
sporting events, concerts).
Employee-sponsored fundraising events (e.g., charitable giving
campaign).
For funeral flower arrangements upon death of an employee,
elected official, or one of their immediate family members.
Clothing or apparel that is not considered necessary for safety or
for visible staff recognition by the public (e.g. sweatshirts for a job
E2, Attachment 3
Packet Page Number 205 of 226
well done, departmental shirts given to staff to promote team
spirit).
Employee coffee and supplies, coffee services
iv. Permitted Use of Assets
Specific City assets such as equipment may be used by City
employees for personal reasons only when City management has
established the following:
Costs and wear resulting from use of the assets are reasonable
and minimized.
Administrative controls are in place to ensure that the use is
appropriate and not abused.
There is a documented/demonstrated City benefit by such usage
(e.g. such as the Mobile Device Policy or Information Security
Policy) as approved by the City Manager.
Such permitted use may include:
Incidental and de minimis use of City-owned electronic equipment
such as City-owned mobile devices, tablets, copiers, etc. as
specifically covered under other City policies.
Incidental and de minimis use of non-motorized tools, such as
hammers and wrenches.
v. Prohibited Use of Assets
Examples of use of City assets for personal use is prohibited in the
following circumstances:
City employees washing personal autos at the public works facility
car wash.
Employees borrowing City-owned non-motorized or motorized
tools for personal use.
vi. Documentation
All expenses allowed above must be fully documented. The expected
documentation will include: date and time of the event, business
reason for the event (agenda from a meeting is sufficient), staff and
E2, Attachment 3
Packet Page Number 206 of 226
non-city representatives in attendance, and a receipt for the actual
purchase. Supervisor approval and written documentation is required
for use of City assets. Failure to provide sufficient documentation may
result in a denial of the expense.
Any expenditure for meals or refreshments that exceeds $250 for one
event must have prior, written authorization by the Department Head,
before the purchase is made. Any expenditure for meals or
refreshments that exceeds $500 for one event must have prior,
written authorization by the City Manager, before the purchase is
made. Failure to obtain the necessary authorization may result in
denial of the claim.
vii. Special Requests
From time to time, there may be an event that is a proper public
expenditure, but that is not contemplated by the policy above.
Departments may submit to the City Manager, or the City Manager’s
designee, a request for such a public expenditure in writing. This
request must show how the expenditure is related to a public purpose
as stated in the Purpose section above. Only expenditures that meet
all of the findings in the Purpose section above may be approved.
viii. Periodic Review
This policy shall be reviewed at least once every five years by the City
Manager or designee.
E2, Attachment 3
Packet Page Number 207 of 226
12. CAPITAL ASSETS POLICY
A. Purpose
It is essential for financial reporting and cost accounting purposes that City
departments follow a uniform policy for capitalizing expenditures. The purpose
of the capital assets policy is provide a plan for the replacement and purchase
of capital assets without significantly impacting the annual property tax levy.
B. Capitalization Thresholds
The City will maintain a schedule of individual capital assets with values in
excess of the amounts shown below and an estimated useful life of greater than
two years:
Asset Type Threshold
Land and land improvements Always
Construction in Progress Always
Easements $ 50,000
Buildings and building improvements $ 50,000
Infrastructure $100,000
Machinery and Equipment $ 5,000
Intangible Assets $ 50,000
Capital assets purchased through the issuance of debt should be capitalized
and depreciated over their estimated useful life, regardless of cost.
C. Recording Capital Assets
Capital assets should be recorded and reported at historical cost. When the
historical cost of a capital asset is not practicably determinable, the estimated
historical cost of the asset should be determined by appropriate methods.
Estimated historical cost should be identified in the records, including the basis
of determination. Donated capital assets should be recorded at fair value at the
time of acquisition.
D. Contributed (Donated) Capital
Acceptance of contributions of capital assets shall be in accordance with
applicable Minnesota Statutes and shall be approved by the City Council.
Contributed capital assets should be recorded and depreciated in the same
manner as all other capital assets. In addition, capital assets acquired through
contribution from an outside source should be identified in the records of the
City, including documentation of the actual or estimated value and the basis of
determination. For financial reporting purposes, depreciation for contributed
capital shall be recorded separately from depreciation on other capital assets.
E2, Attachment 3
Packet Page Number 208 of 226
E. Intangible Assets
Intangible assets possess three characteristics:
Lack of physical substance,
Initial useful life in excess of one year, and
Nonfinancial in nature.
Examples of intangible assets include easements, land use rights, patents,
trademarks, copyrights, or software that is purchased, licensed or internally
generated.
An intangible asset should be recognized in the statement of net position only if
it is identifiable. This means that the asset can either be:
Sold, transferred, licensed, rented or exchanged, or
Arose from contractual or other legal rights, regardless of whether those
rights are transferable or separable.
Donated intangible assets should be recorded at the fair market value as of the
donation acceptance date.
F. Improvements
The City will maintain its assets to protect its capital investment and to minimize
future capital expenditures.
Capital asset improvement costs should be capitalized if:
The costs exceed the capitalization threshold, and
One of the following criteria is met:
The value of the asset or estimated life in increased by 25% of the
original cost or life period, or
The cost results in an increase in the capacity of the asset, or
The efficiency of the asset is increased by more than 10% of its
current value.
Otherwise the cost should be classified as a repair and maintenance expense
under the appropriate department and expense category.
E2, Attachment 3
Packet Page Number 209 of 226
G. Depreciating Capital Assets
Capital assets will be depreciated over their estimated useful lives unless they
are:
Inexhaustible (i.e., land and land improvements, certain works of art and
historical treasures, or
Construction work in progress.
For financial reporting purposes, the straight-line method will be used to
calculate depreciation with no salvage value. No depreciation will be taken in
the year of acquisition and a full year of depreciation will be taken in the year of
retirement.
For depreciation purposes, the following guidelines will be used to estimate the
useful life of the asset:
Buildings and Building Improvements Useful Life
Buildings – wood frame 30 years
Buildings – brick/block 50 years
Buildings – temporary/portable 20 years
Roofing 20 years
Siding 20 years
HVAC/Plumbing/Electrical systems 20 years
Fire suppression systems 10 years
Security systems 10 years
Cabling 10 years
Flooring 10 years
Elevators 20 years
Windows 15 years
Infrastructure Useful Life
Streets, including curb and gutter 30 years
Storm drain systems 30 years
Parking lots 25 years
Sidewalks 25 years
Pedestrian bridges 25 years
Dams 40 years
Paved trails 25 years
Street lights 25 years
Water/Sewer mains and lines 50 years
Water storage facilities 50 years
Water supply facilities 40 years
Lift stations 30 years
E2, Attachment 3
Packet Page Number 210 of 226
Other Improvements Useful Life
Fencing and gates 10 years
Outside sprinkler systems 20 years
Athletic fields, bleachers 25 years
Septic systems 20 years
Swimming pools 20 years
Tennis and basketball courts 25 years
Fountains 20 years
Retaining walls 20 years
Outdoor lighting 20 years
Monuments 10 years
Traffic signals 20 years
Light poles 20 years
Landscaping and trees 20 years
Boat launch pads 25 years
Equipment, Machinery and Vehicles Useful Life
Appliances 5 years
Audio/Visual equipment 5 years
Business machines/office equipment 5 years
Radio and communications equipment 5 years
Computer equipment/software 3 years
Furniture and cabinets 10 years
Water softeners/heaters 5 years
Grounds equipment – mowers, etc. 3 years
Machinery 7 years
Tools 5 years
Playground equipment 10 years
Photocopiers 3 years
ATV’s and snowmobiles 3 years
Motor vehicles – cars, light trucks 5 years
Light equipment 5 years
Street sweeper 5 years
Heavy trucks 10 years
Heavy equipment – loaders, graders 10 years
E2, Attachment 3
Packet Page Number 211 of 226
13. PROCUREMENT POLICY
INTRODUCTION
The purchasing procedures are important because they:
1. Ensure purchases conform to legal requirements;
2. Prevent expenditures from exceeding the budget;
3. Provide proper documentation for purchases;
4. Prevent payment for items not received;
5. Ensure accurate accounting;
6. Provide payment of all bills within 35 days of receipt; and
7. Prevent duplicate payments on the same invoice.
All purchasing by local government units is regulated by State law. Because of these laws and
because of the unique nature of budget and tax levy procedures for funding City government, all
City employees must conform to these purchasing policies and procedures. The Finance
Department will review and approve all purchases and employee reimbursements and will ensure
that all purchases and payments are legal, properly coded, and well documented.
If the purchase is over $20,000 Council approval is required prior to the purchase. However,
Council approval is not required on purchases over $20,000 for postage, ATM funds, regular
utility bills, insurance premiums, payments due to other units of government or payments
required to be made before the next regular meeting of the Council to avoid endangering
public safety, damaging public or private property, or interrupting City services.
Items under $20,000 (materials, supplies, and equipment for day-to-day use) must be purchased
at the best price available subject to appropriate guidelines and procedures. A minimum of two
verbal quotations must be obtained whenever possible on purchases of $5,000 to $9,999 and a
minimum of two written quotations must be obtained whenever possible on purchases of
$10,000 to $19,999. Approval must be obtained from the City Manager or his/her designee
on all purchases between $10,000 and $19,999.
All purchases totaling $20,000 to $49,999 require two written quotations from prospective
vendors. The City Manager or his/her designee must approve the purchase prior to
obtaining City Council approval. These written quotations must be attached to a requisition (or
payment authorization form) which is submitted to the Finance.
For purchases between $50,000 and $99,999, the City Manager or his/her designee will
determine if the purchase will need to be made on a formal bid basis and meet all
procedural requirements or if it will require two or more written quotations from
prospective vendors.
All purchases of merchandise, materials, equipment, and repair or maintenance services totaling
$100,000 or more (except emergency purchases and purchases made using cooperative
purchasing) must be purchased on a formal bid basis and meet all procedural requirements.
The Council must approve all bid awards.
All purchases must be handled through use of appropriate procedures and forms.
E2, Attachment 3
Packet Page Number 212 of 226
PROCEDURES FOR PURCHASES UNDER $20,000
Generally, these purchases will be of materials, supplies, and equipment for day-to-day use.
Purchases of food including meals, snacks and beverages for city employees is not allowed for
department meetings or in-house training sessions unless there is a speaker or trainer who is not
a city employee. Excluded from this limitation are purchases of food for (a) City Council meetings
held at meal time, (b) employee recognition events such as the employee Christmas breakfast
and city employee picnic/social event/holiday event, (c) training of election judges, (d) Fire
Department meetings and in-house training sessions or (e) as approved in advance by the City
Manager.
The City of Maplewood may contribute up to $100 toward a retirement or farewell recognition
event when an employee retires or resigns after a minimum of 10 years with the City. The money
may be used for a cake, beverages, decoration and a plaque of appreciation for the promotion of
the City. The money may not be used for a gift. Gifts must be paid for by contributions by other
employees. Individual departments are responsible for organizing and communicating farewell or
retirement parties. The expense will be charged to the Administrative Division of the department
in which the person was employed.
< $5,000
Only one verbal quotation is required; however, the purchase is to be at the
best possible price. These purchases should be processed on a VISA
purchasing card whenever possible. If the vendor will not accept a purchasing
card, then it should be processed on a Payment Authorization form unless a
purchase order is required, in which case a requisition is prepared. The form
must be signed by an authorized purchaser with the appropriate purchase
limits.
$5,000
to
$9,999
Verbal quotations should be obtained from at least two possible vendors and
those quotations should be listed on the Payment Authorization or requisition
which is submitted for approval. The form must be signed by an authorized
purchaser with the appropriate purchase limits.
$10,000
to
$19,999
Prior to the purchase, approval must be obtained from the City Manager or
his/her designee. A minimum of two written quotations should be obtained
whenever possible and attached to the appropriate forms which are submitted
for approval. The form must be signed by the City Manager or his/her
designee.
E2, Attachment 3
Packet Page Number 213 of 226
PROCEDURES FOR PURCHASES FROM $20,000 TO $49,999
1. Prior to the purchase, approval must be obtained from the City Manager or his/her designee.
2. Obtain quotations by supplying prospective vendors with a description or specifications of the
merchandise, materials, equipment, or services to be purchased. A minimum of two (2) written
quotations, whenever possible, shall be supplied for such purchases. If two quotations cannot
be obtained, an explanation must be included as to the reason for only one bid.
3. If the purchase is over $20,000 Council approval is required before the purchase can be made.
To obtain Council approval, an agenda report must be prepared and submitted to the City
Council. For details on this procedure, see your department head or supervisor.
4. Prepare the requisition form according to the requisition form procedures if the transaction is
not eligible for processing on a payment authorization form. The quotations are to be attached
to the requisition or payment authorization form and be maintained as part of the City's
records.
E2, Attachment 3
Packet Page Number 214 of 226
PROCEDURES FOR PURCHASES FROM $50,000 TO $99,999
The City Manager or his/her designee will make the determination if the purchase needs to
be made on a formal bid basis or if the purchase can be made by obtaining a minimum of two
written quotations.
If two or more written quotations are required:
1. Obtain quotations by supplying prospective vendors with a description or specifications of the
merchandise, materials, equipment, or services to be purchased. A minimum of two (2) written
quotations, whenever possible, shall be supplied for such purchases. If two quotations cannot
be obtained, an explanation must be included as to the reason for only one bid.
2. If the purchase is over $20,000 Council approval is required before the purchase can be made.
To obtain Council approval, an agenda report must be prepared and submitted to the City
Council. For details on this procedure, see your department head or supervisor.
3. Prepare the requisition form according to the requisition form procedures if the transaction is
not eligible for processing on a payment authorization form. The quotations are to be attached
to the requisition or payment authorization form and be maintained as part of the City's
records.
If a formal bid basis is required:
1. It is the responsibility of the requesting department to prepare specifications. After
specifications have been prepared, they shall be submitted to the City Manager for approval.
No advertisement for bids shall be published until specifications are approved by the City
Manager.
2. Advertisement in the official local newspaper (and other publications if appropriate) at least
ten (10) days in advance of bid opening is required. The City may use its web site or a
recognized industry trade journal as an alternative method to disseminate solicitations of bids,
requests for information, and requests for proposals if certain steps are followed to designate
the method (MN Stat. 331A.03, subd. 3).
3. Time must be allowed between the date of bid opening and bid award to permit examination
and tabulation of bids and submission of recommendation to the City Manager and Council.
4. Council award of bid. The Council may wish to table an award on a difficult matter, thereby
delaying the purchase. Therefore, careful consideration must be given to the complexity of an
item and thorough information must be provided.
5. Once the Council has awarded the bid, a requisition form must be prepared by the department
head with a notation indicating the date that the City Council approved the bid award. Also, a
copy of the agenda report must be attached to the requisition. For construction contracts, a
payment authorization form should be completed, instead of a requisition, each time an
application for payment is ready to be processed.
If the item will be purchased using cooperative purchasing, Council approval is required before
the purchase can be made. To obtain Council approval, an agenda report must be prepared and
submitted to the City Council. For details on this procedure, see your department head or
supervisor.
E2, Attachment 3
Packet Page Number 215 of 226
PROCEDURES FOR PURCHASES $100,000 AND OVER
All merchandise, materials, or equipment purchases totaling $100,000 or more (except
emergency purchases and items purchased using cooperative purchasing) must be purchased
on a formal bid basis. The following procedural requirements must be met before an item may be
purchased:
1. It is the responsibility of the requesting department to prepare specifications. After
specifications have been prepared, they shall be submitted to the City Manager for approval.
No advertisement for bids shall be published until specifications are approved by the City
Manager.
2. Advertisement in the official local newspaper (and other publications if appropriate) at least
ten (10) days in advance of bid opening is required for purchases less than $200,000. The
City may use its web site or a recognized industry trade journal as an alternative method to
disseminate solicitations of bids, requests for information, and requests for proposals if certain
steps are followed to designate the method (MN Stat. 331A.03, subd. 3).
3. If the purchase is $200,000 or more, the first advertisement must appear no less than twenty-
one (21) days before bid opening and the second notice shall be published between that time
and the deadline for bids. In the case of public improvement projects, publication must be
made twice in the official newspaper and twice in the “Construction Bulletin” no less than three
(3) weeks before the deadline for submission of bids for the first notice and the second notice
shall be published between that time and the deadline for bids.
4. Time must be allowed between the date of bid opening and bid award to permit examination
and tabulation of bids and submission of recommendation to the City Manager and Council.
5. Council award of bid. The Council may wish to table an award on a difficult matter, thereby
delaying the purchase. Therefore, careful consideration must be given to the complexity of an
item and thorough information must be provided.
6. Once the Council has awarded the bid, a requisition form must be prepared by the department
head with a notation indicating the date that the City Council approved the bid award. Also, a
copy of the agenda report must be attached to the requisition. For construction contracts, a
payment authorization form should be completed, instead of a requisition, each time an
application for payment is ready to be processed.
If the item will be purchased using cooperative purchasing, Council approval is required before
the purchase can be made. To obtain Council approval, an agenda report must be prepared and
submitted to the city Council. For details on this procedure, see your department head or
supervisor.
E2, Attachment 3
Packet Page Number 216 of 226
SOLE SOURCE PURCHASES
If there is no ability to solicit multiple bids, departments must demonstrate that the purchase from
a particular vendor is sufficiently justified as a sole source. Sole source means that a single
vendor is uniquely qualified to meet the department’s procurement objective. To be considered
a sole source and therefore exempt from the bid process, one of the following conditions must be
met:
1. The actual product or service needed is the only one that will meet the department’s need or
requirement, and it can only be purchased from one source (manufacturer or distributor).
2. The product or service must match or be compatible with current equipment or services.
3. The product needed is specifically required for use in conjunction with a grant or contract.
4. The service needed is controlled or mandated by the local, state, or federal government.
5. Artistic services.
6. An unusual or compelling urgency exists.
If the need meets one of the above criteria, the department can either negotiate with the vendor
directly or can request that the Finance Department negotiate with the vendor on its behalf.
E2, Attachment 3
Packet Page Number 217 of 226
PURCHASES FROM EMPLOYEE-OWNED COMPANIES
Before making a purchase in excess of $200 from, or entering into a contract with, a business
entity owned wholly, or in part, by an employee of the City of Maplewood, City employees must
obtain at least two (2) price quotes which are to be kept on file in the Finance Department for one
(1) year after receipt. On purchases under $10,000, price quotes can be copies of the latest price
listings, excerpts from current catalogs or written quotes provided by vendor. On purchases
totaling $10,000 to $49,999, there must be two written quotations from prospective vendors.
Before the purchase is made, it must be reviewed by the supervisor of the employee making the
purchase to confirm that the decision to make a purchase from, or enter into a contract with, the
business entity owned wholly, or in part, by the City employee is based on rational economic
factors including, but not limited to, price and availability of goods and services. Two price quotes
are not needed when services are purchased from an independent contractor who is a recreation
referee, official or instructor.
A business entity owned wholly, or in part, by a City employee shall be defined as: an entity
organized for profit, including an individual, sole proprietorship, partnership, corporation, joint
venture, association, or cooperative in which the City employee or a member of the City
employee’s immediate family has a financial interest excluding interests consisting solely of
publicly issued stock holdings constituting equal to or lesser than 5% of the entity’s total public
stock issue.
A member the City employee’s immediate family is defined as: the City employee’s spouse, the
City employee’s child, the City employee’s parent, or the City employee’s sibling.
E2, Attachment 3
Packet Page Number 218 of 226
COOPERATIVE PURCHASING
Per MN Statute 471.345, subd. 15, municipalities may contract for the purchase of supplies,
materials, or equipment by utilizing contracts that are available through the state’s cooperative
purchasing venture authorized by section 16C.11.
If a municipality does not utilize the state’s cooperative purchasing venture, a municipality may
contract for the purchase of supplies, materials, or equipment without regard to the competitive
bidding requirements if the purchase is through a national municipal association’s purchasing
alliance or cooperative created by a joint powers agreement that purchases items from more than
one source on the basis of competitive bids or competitive quotations.
Cooperative purchasing is intended to save government agencies time and money when
purchasing common products. Of course, there are no guaranteed savings, but cooperative
buying power is a time-tested method of savings.
Cooperative purchasing is currently allowed through the following sources:
State of Minnesota’s Cooperative Purchasing Venture (CPV) Program
U.S. Communities Government Purchasing Alliance
National Intergovernmental Purchasing Alliance Company (National IPA)
Houston-Galveston Area Council (HGACBuy)
BuyBoard National Purchasing Cooperative
National Joint Powers Alliance (NJPA)
National Cooperative Purchasing Alliance (NCPA)
TCPN Cooperative Purchasing Group
The Interlocal Purchasing System (TIPS)
Savvik Buying Group (North Central EMS Cooperation)
University of Minnesota Purchasing Services
E2, Attachment 3
Packet Page Number 219 of 226
ETHICS
Ethical business standards shall govern all procurement transactions. Infractions of City policy shall be
reported to the City Manager or Human Resources Director. Disciplinary action for those violating the City’s
ethical business standards will be taken in accordance with applicable City policies, up to an including
termination of employment.
City personnel shall not solicit or accept a significant gift from a supplier or prospective supplier. A
significant gift is defined as an item, service, favor, monies, credits, or discounts not available to others
which could influence purchasing decisions, and also may include the payment of travel costs for City
personnel to visit a vendor’s location (airfare, hotel, etc.) City personnel may accept trivial items as a matter
of courtesy, but may not solicit them. Acceptance of social invitations to occasional business meals,
entertainment, and hospitality will be subject to prudent judgement as to whether the invitation places or
appears to place the recipient under any obligation, the appropriateness of the occasion, frequency, and
choice of facilities. Questions about the value of a gift or appropriateness of an invitation should be referred
to your supervisor to ensure compliance the City’s conflict of interest policy.
It is also inappropriate for end users to make purchasing decisions based on marketing strategies by
vendors that provide gifts or gift cards which could benefit them personally. Often the pricing offered, as
well as future pricing, is much higher than pricing available through the cooperative purchasing contracts
or other vendors. If a gift or gift card is received, it is the property of the City.
It is the policy of the City of Maplewood that its employees conduct the affairs of the City in accordance with
the highest ethical, legal, and moral standards. An employee must not be in a position to make a decision
for the City if his or her personal, professional, or economic interests (or those of an immediate and
extended family member) may be directly influenced or affected by the outcome.
E2, Attachment 3
Packet Page Number 220 of 226
ADVERTISING FOR BIDS
GUIDELINES:
All purchases $100,000 and over (except emergency purchases and items purchased using
cooperative purchasing) require solicitation and receipt of sealed competitive bids. Also, on
purchases between $50,000 and $99,999, the City Manager or his/her designee will make the
determination on whether the purchase requires solicitation and receipt of sealed competitive bids
or two or more written quotations.
PROCEDURES:
1. Advertisement for public bids shall be placed in the City's official newspaper (or alternate
method if designated by the City) at least ten (10) working days prior to the date of bid opening.
2. If the purchase is $200,000 or more, the first advertisement must appear no less than twenty-
one (21) days before bid opening and the second notice shall be published between that time
and the deadline for bids. In the case of public improvement projects, publication must be
made twice in the official newspaper and twice in the “Construction Bulletin” no less than three
(3) weeks before the deadline for submission of bids for the first notice and the second notice
shall be published between that time and the deadline for bids.
3. The department requesting the bids will prepare the bid specification and the following must
be adhered to:
bids must be typed or written in ink;
bids must be signed in ink;
all erasures or changes must be initialed;
bids must be received no later than stated in the advertisement of bids; and,
for public improvement projects, bids must be signed by the City Clerk.
4. The advertisement for bids will include:
date and time by which bids must be submitted;
location for delivery of bids; and
date, time, and place of bid opening.
5. Bid Security. If the purchase is $100,000 or more the bid must be accompanied by cash,
certified check, cashiers check, or bid bond payable to the City of Maplewood in an amount
equal to five percent (5%) of the total bid, conditioned that if the bidder is the successful bidder,
he/she will enter into a contract in accordance with said bid and will furnish such performance
bonds as specified. The security of the successful bidder will be held until delivery of the goods
or services has been completed.
6. Bids are received by the City Clerk's office.
7. Council will award the bid and the award will be based on, but not limited to, the factors of
price, delivery date, City's experience with the products/services proposed, City's evaluation
of the bidders ability to service City in terms of the requirements as called for in the
specifications, quality of merchandise offered, and analysis and comparison of specifications.
E2, Attachment 3
Packet Page Number 221 of 226
AFFIRMATIVE ACTION
The City of Maplewood is committed to developing mutually beneficial relationships with small, minority-
owned, women-owned, disadvantaged, veteran-owned, and local business enterprises. Maplewood has
developed an initiative to create opportunity for vendors to market their products to the City and encourage
departments to offer opportunities to such vendors.
E2, Attachment 3
Packet Page Number 222 of 226
PROMPT PAYMENT OF CITY BILLS
State law required municipalities to pay obligations with a standard payment period except where
good faith disputes exist. A city whose council has at least one regularly scheduled meeting per
month must pay bills within 35 days of receipt. A city or joint powers organization which does not
have at least one regularly scheduled meeting per month must pay bills within 45 days of receipt.
The date of receipt is defined as the completed delivery of the goods or services or the satisfactory
installation or assembly, or the receipt of the invoice for the delivery of goods, whichever is later.
Cities have the responsibility to notify vendors of invoice errors within 10 days of receipt. The
statute also requires cities to calculate and pay interest of 1½ percent per month on bills not paid
within the standard payment period. State law specifies $10 as the minimum monthly interest
penalty payment for the unpaid balance of any one overdue bill or $100 or more. For unpaid
balances less than $100, the city shall calculate and pay the actual interest penalty due the
vendor.
In cases of delayed payments due to good faith disputes with vendors, no interest penalties
accrue. Where such delayed payments are not in good faith, the vendor may recover costs and
attorneys' fees. Statute applies to all purchases of goods, leases and rents, and contracts for
services, construction, repair and remodeling entered into on or after January 1, 1986. Purchases
or contracts for service with a public utility or telephone company are not subject to the
requirements of this statute. (Statute No. 471.425)
All City employees that receive bills should promptly send them to the Finance Department with
the appropriate forms so that they can be paid within 35 days of receipt. Checks for the payment
of bills are mailed every Tuesday. This payment processing is referred to as “regular accounts
payable processing.” All documentation for checks must be submitted to the Accounts Payable
Technician in the Finance Department by 4:30 p.m. on Wednesdays. If payment of the bill by
regular accounts payable processing would result in a late payment charge, a special check will
be issued when requested by the department making the purchase, provided the late payment
charge is over $2.00.
E2, Attachment 3
Packet Page Number 223 of 226
STATE SALES AND USE TAX
Purchases made by cities are generally exempt from sales and use tax. To make tax-exempt
purchases, the City must provide the seller with a completed Form ST3. Use tax is similar to the
sales tax and is the same rate. The use tax must be paid when the City makes taxable purchases
without paying sales tax. An example of this would be a taxable purchase from a vendor outside
of Minnesota who does not charge the City sales tax. In this case, the City has to pay use tax to
the State of Minnesota and complete a tax return.
In order to meet this legal requirement, the department making the purchase should calculate the
use tax. Then in the coding section of the appropriate form for the purchase, the use tax amount
should be added to the same account that the purchase is coded to. In addition, the use tax
amount should also be listed in the coding section as a negative amount and coded to account
101-2031. For example, if a taxable purchase was made from an out-of-state vendor for
Dept/Prog 202 and no sales tax was charged, the account coding would be as follows:
$106.88 101-202-000-4110
(6.88) 101---------2031
As a result, the vendor would be paid $100 and $6.88 would be paid to the State of Minnesota
automatically by the City.
E2, Attachment 3
Packet Page Number 224 of 226
PURCHASE DISCOUNTS
Some vendors offer a discount of 1% to 2% for payment of their invoices within the discount
period. If this discount is over $2.00, a special check should be requested. However, occasionally
the department that purchased the goods sends the invoice and/or receipt of goods to the Finance
Department after the discount period has expired. In these cases, the purchase discount lost will
be added to the total purchase price and coded to the appropriate expenditure account (e.g.,
supplies, services, etc.).
E2, Attachment 3
Packet Page Number 225 of 226
FINAL PAYMENTS ON CITY CONSTRUCTION CONTRACTS
The State of Minnesota requires the filing of Form IC-134 prior to the final payment of any contract
involving employees under code section 270C.66 CONTRACTS WITH STATE: WITHHOLDING.
"No department of the state of Minnesota, nor any political or governmental subdivision of
the state, shall make final settlement with any contractor under a contract requiring the
employment of employees for wages by said contractor and by subcontractors until
satisfactory showing is made that said contractor or subcontractor has complied with the
provisions of section 290.02. A certificate by the commission of revenue shall satisfy this
requirement with respect to the contractor or subcontractor."
Before final payment can be made on any contract which involves the payment of wages by a
contractor of the city to any employee, or subcontractors with employees that performed work on
a job for the city, the contractor must furnish to the city a copy of Form IC-134 that has been
certified by the Minnesota Department of Revenue. These forms should be kept on file in your
department with all other contract documents for possible review by the auditors. Contractors and
subcontractors should obtain the IC-134 forms from the State of Minnesota.
Subcontractors or sole contractors must provide their certified IC-134 form to the prime contractor
when their portion of work is completed. The prime contractor then submits all certified IC-134
forms to the City when requesting their final payment.
E2, Attachment 3
Packet Page Number 226 of 226