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HomeMy WebLinkAbout2023-05-08 City Council Meeting Packet AGENDA MAPLEWOOD CITY COUNCIL 7:00 P.M. Monday, May 08, 2023 City Hall, Council Chambers Meeting No. 09-23 A. CALL TO ORDER B. PLEDGE OF ALLEGIANCE C. ROLL CALL D. APPROVAL OF AGENDA E. APPROVAL OF MINUTES 1. April 24, 2023 City Council Workshop Meeting Minutes 2. April 24, 2023 City Council Meeting Minutes F. APPOINTMENTS AND PRESENTATIONS 1. Administrative Presentations a. Council Calendar Update 2. Council Presentations 3. Strategic Plan Update for First Quarter 2023 4. Resolution for Commissioner Reappointment G. CONSENT AGENDA – Items on the Consent Agenda are considered routine and non- controversial and are approved by one motion of the council. If a councilmember requests additional information or wants to make a comment regarding an item, the vote should be held until the questions or comments are made then the single vote should be taken. If a councilmember objects to an item it should be removed and acted upon as a separate item. 1. Approval of Claims 2. Local Lawful Gambling Permit for Ride for Wishes, 2029 Woodlynn Avenue 3. Resolution Supporting Application for a LCDA Pre-Development Grant, Rice Street Gardens Site, 1958 Rice Street North 4. Conditional Use Permit Review, Maplewood Assisted Living, 1744 County Road D East 5. Resolution to Accept Ramsey County Emergency Management & Homeland Security Grant 6. Purchase of a New Video Surveillance Trailer H. PUBLIC HEARINGS – If you are here for a Public Hearing please familiarize yourself with the Rules of Civility printed on the back of the agenda. Sign in with the City Clerk before addressing the council. At the podium please state your name and address clearly for the record. All comments/questions shall be posed to the Mayor and Council. The Mayor will then direct staff, as appropriate, to answer questions or respond to comments. None I. UNFINISHED BUSINESS None J.NEW BUSINESS 1. Conditional Use Permit Resolution, Multiple Residential Dwelling, 2627 Stillwater Road East 2. JB Vang Multifamily Residential Project, 1310 Frost Avenue East a. Conditional Use Permit Resolution b. Design Review Resolution 3. Closure of DMV and Passport Services a. Resolution Terminating Deputy Registrar Agreement with the Minnesota Department of Public Safety b. Resolution Terminating Certain Contracts with the Minnesota Department of Natural Resources c. Terminate the city’s provision of passport services d. Provide severance packages to impacted employees K. AWARD OF BIDS 1. Resolution Receiving Bids and Awarding Construction Contract, Myrtle-Sterling Area Street Improvements, City Project 22-16 2. Resolution Receiving Bids and Awarding Construction Contract, Woodlynn-Southlawn Area Street Improvements, City Project 22-17 L. ADJOURNMENT Sign language interpreters for hearing impaired persons are available for public hearings upon request. The request for this must be made at least 96 hours in advance. Please call the City Clerk’s Office at 651.249.2000 to make arrangements. Assisted Listening Devices are also available. Please check with the City Clerk for availability. 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. E1 MINUTES MAPLEWOOD CITY COUNCIL MANAGER WORKSHOP 6:00 P.M. Monday,April 24, 2023 City Hall, Council Chambers A.CALL TO ORDER A meeting of the City Council was heldin the City Hall Council Chambers and was called to order at6:00 p.m.by Mayor Abrams. B.ROLL CALL Marylee Abrams, MayorPresent Rebecca Cave, CouncilmemberPresent Kathleen Juenemann, CouncilmemberPresent Chonburi Lee, CouncilmemberPresent Nikki Villavicencio, CouncilmemberPresent C.APPROVAL OF AGENDA CouncilmemberLeemoved toapprove the agenda as submitted. Seconded by CouncilmemberCave Ayes– All The motion passed. D.UNFINISHED BUSINESS None E.NEW BUSINESS 1.Discussion on a Potential Development on the St Paul Regional Water Service (SPRWS) Property, 1958 Rice Street Community Development Director Parr gave the staff report. Assistant Community Development Director Martin beganthe presentation. MikeyaGriffin, Executive Director with Rondo Community Land Trust, Chad Dipman, Land Development Director with Habitat for Humanity, and Erin Heelan, Co-Founderwith Platform Commercial Real Estate, continued the presentation and answered questions of the council. No action required. F.ADJOURNMENT Mayor Abramsadjourned the meetingat6:37p.m. April 24, 2023 Council Manager Workshop Minutes 1 Council Packet Page Number 1 of 186 E2 MINUTES MAPLEWOOD CITY COUNCIL 7:00 P.M. Monday, April 24, 2023 City Hall, Council Chambers Meeting No. 08-23 A.CALL TO ORDER A meeting of the City Council was held in the City Hall Council Chambersand was called to order at7:00p.m. byMayor Abrams. Mayor Abrams gave an update on the Spring Clean-Up event held Saturday, April 22nd. Mayor Abrams thanked staff and partners, gave metrics of items collected and played a highlight video. B.PLEDGE OF ALLEGIANCE C.ROLL CALL Marylee Abrams, MayorPresent Rebecca Cave, CouncilmemberPresent Kathleen Juenemann, CouncilmemberPresent Chonburi Lee, CouncilmemberPresent Nikki Villavicencio, CouncilmemberPresent D.APPROVAL OF AGENDA The following items were added to Council Presentations: Law Enforcement Citizen Academy CouncilmemberCavemoved to approve the agenda as amended. Seconded by CouncilmemberLee Ayes – All The motion passed. E.APPROVAL OF MINUTES 1.March 27, 2023 City CouncilMeeting Minutes Agenda item F2, City Clean-Up, was corrected to read “city clean-up will be held” vemoved to approve the March 27, 2023 City CouncilMeetingMinutes CouncilmemberCa asamended. Seconded by Councilmember Juenemann Ayes – All The motion passed. April 24, 2023 City Council Meeting Minutes 1 Council Packet Page Number 2 of 186 E2 2.April 10, 2023 City Council Meeting Minutes CouncilmemberLeemoved to approve the April10, 2023 City Council MeetingMinutes as submitted. Seconded by CouncilmemberCave Ayes – All The motion passed. F.APPOINTMENTS AND PRESENTATIONS 1.Administrative Presentations a.Council Calendar Update City ManagerColemangave an update to the council calendar and reviewed other topics of concern or interest requested by councilmembers. 2.Council Presentations Law Enforcement Councilmember Juenemann wanted to reinforce Maplewood’s support of local Law Enforcement, in light of current events and the upcoming memorial for Sgt. Joe Bergeron. Citizen Academy Mayor Abrams highlighted the Citizen’s Academy’s recent graduating classand described the topics covered, opportunities, and hands-on experience gained by citizens and businesses. Public Safety Director Bierdeman gave additional information. 3.Review of the 2023 Community Survey Communications Manager Sheeran gave the presentation and answered questions of the council. No action required. 4.Resolution for Commissioner Reappointments City Manager Coleman gave the staff report. Councilmember Juenemannmoved toapprove the resolution for Commissioner reappointments. Resolution 23-04-2202 RESOLUTION BE IT RESOLVED THAT THE CITY COUNCIL OF MAPLEWOOD, MINNESOTA: Hereby appoints the following individual, who the Maplewood City Council has reviewed, to be reappointed to the following commission: Community Design Review Board April 24, 2023 City Council Meeting Minutes 2 Council Packet Page Number 3 of 186 E2 Tom Oszman, term expires 4/30/2026 Parks & Recreation Commission Craig Brannon, term expires 4/30/2026 Vickie Lee-Her, term expires 4/30/2026 Terri Mallet, term expires 4/30/2026 Planning Commission Tushar Desai, term expires 12/31/2025 Seconded by Councilmember VillavicencioAyes – All The motion passed. G.CONSENT AGENDA – Items on the Consent Agenda are considered routine and non- controversial and are approved by one motion of the council. If a councilmember requests additional information or wants to make a comment regarding an item, the vote should be held until the questions or comments are made then the single vote should be taken. If a councilmember objects to an item it should be removed and acted upon as a separate item. Agendaitem G3 was highlighted. CouncilmemberCavemoved toapprove agenda items G1-G8. Seconded by CouncilmemberJuenemann Mayor Abrams consulted with City AttorneyAndersonand suggested agenda item G3 be pulled and voted on separately. Councilmember Juenemann moved toapprove agenda items G1-G2, G4-G8. Seconded by Councilmember Cave Ayes – All The motion passed. 1.Approval of Claims annmoved to approve the approval of claims. CouncilmemberJuenem ACCOUNTS PAYABLE: $ 271,821.63 Checks # 110630 thru # 110701 dated 4/11/23 $ 550,828.36 Checks # 110643 thru # 110668 dated 4/18/23 $ 2,414,538.66 Disbursements via debits to checking account April 24, 2023 City Council Meeting Minutes 3 Council Packet Page Number 4 of 186 E2 dated 04/03/23 thru 04/16/23 $ 3,237,188.65 Total Accounts Payable PAYROLL Payroll Checks and Direct Deposits $ 683,428.26 dated 3/31/23 $ 683,428.26 Total Payroll $ 3,920,616.91 GRAND TOTAL Seconded by CouncilmemberCave Ayes – All The motion passed. 2.Resolutions Supporting Applications for Environmental Cleanup Grants, 1910 County Road C East ann moved to approve the resolutions of support for grant CouncilmemberJuenem applications to Minnesota Department of Employment and Economic Development’s Contamination Cleanup Fund, Metropolitan Council’s Tax BaseRevitalization Account Funds, and Ramsey County’s Environmental Response Fund. Resolution 23-04-2203 RESOLUTION IDENTIFYING THE NEED FOR MINNESOTA’S DEPARTMENT OF EMPLOYMENT AND ECONOMIC DEVELOPMENT’S CONTAMINATION CLEANUP FUNDING AND AUTHORIZING APPLICATION FOR GRANT FUNDS FOR GALAHAD DEVELOPMENT’S PROJECT AT 1910 COUNTY ROAD C EAST BE IT RESOLVED that the city of Maplewood has approved the Contamination Cleanup grant application submitted to the Department of Employment and Economic Development (DEED) onApril 24, 2023, by the City of Maplewood in partnership with Galahad Development, for the 1910 County Road C East site. BE IT FURTHER RESOLVED that the city of Maplewood is located within the seven- county metropolitan area defined in section 473.121, subdivision 2, and is participating in the local housing incentives program under section 473.254. BE IT FURTHER RESOLVED that Galahad Development act as the legal sponsor for the project contained in the Contamination Cleanup Grant Program to be submitted on April 28, 2023,and that the Assistant Community DevelopmentDirector is hereby authorized to apply to the Department of Employment and Economic Development for funding of this project on behalf of Galahad Development. BE IT FURTHER RESOLVED that Galahad Development has the legal authority to apply for financial assistance, and the institutional, managerial, and financial capability to ensure adequate project administration. April 24, 2023 City Council Meeting Minutes 4 Council Packet Page Number 5 of 186 E2 BE IT FURTHER RESOLVED that the sources and amounts of the local match identified in the application are committed to the project identified. BE IT FURTHER RESOLVED that Galahad Development has not violated any Federal, State or local laws pertaining to fraud, bribery, graft, kickbacks, collusion, conflict of interest or other unlawful or corrupt practice. BE IT FURTHER RESOLVED that upon approval of its application by the state Galahad Development may enter into an agreement with the State of Minnesota for the above-referenced project, and that Galahad Development certifies that it will comply with all applicable laws and regulation as stated in all contract agreements. NOW, THEREFORE BE IT FINALLY RESOLVED that the Mayor and the Clerk are hereby authorized to execute such agreements as are necessary to implement the project on behalf of the applicant. Resolution 23-04-2204 RESOLUTION AUTHORIZING APPLICATION FOR METROPOLITAN COUNCIL’S TAX BASE REVITALIZATION ACCOUNT FUNDS FOR GALAHAD DEVELOPMENT’S PROJECT AT 1910 COUNTY ROAD C EAST WHEREAS the City of Maplewood is a participant in the Livable Communities Act's Local Housing Incentives Account Program for 2023 as determined by the Metropolitan Council, and is therefore eligible to apply for funds under the Tax Base Revitalization Account; and WHEREAS the City has identified a contamination cleanup project within the City that meet the Tax Base Revitalization Account’s purposes and criteria and are consistent with and promote the purposes of the Metropolitan Livable Communities Act and the policies of the Metropolitan Council’s adopted metropolitan development guide; and WHEREAS the City has the institutional, managerial, and financial capability to ensure adequate project and grant administration; and WHEREAS the City certifies that it will comply with all applicable laws and regulations as stated in the contract grant agreements; and WHEREAS the City finds that the required contamination cleanup will not occur through private or other public investment within the reasonably foreseeable future without Tax Base Revitalization Account grant funding; and WHEREAS the City represents that it has undertaken reasonable and good faith efforts to procure funding for the activities for which Livable Communities Act Tax Base Revitalization Account funding is sought but was not able to find or secure from other sources funding that is necessary for cleanup completion and states that this representation is based on the following reasons and supporting facts: 1.Finds that it is in the best interests of the City's development goals and priorities for the proposed project to occur at this particular siteand at this particular time. April 24, 2023 City Council Meeting Minutes 5 Council Packet Page Number 6 of 186 E2 2.Finds that the project components for which Livable Communities Act Tax Base Revitalization Account funding is sought will not occur solely through private or other public investment within the reasonably foreseeable future. BE IT FURTHER RESOLVED that, the City Council of Maplewood authorizes Galahad Development to submit an application for Metropolitan Council Tax Base Revitalization Account grant funds and, if the City is awarded a Tax Base Revitalization Account grant for this project, the City will be the grantee and agrees to act as legal sponsor to administer and be responsible for grant funds expended for the project contained in the Tax Base Revitalization grant application submitted byMay 1, 2023. Resolution 23-04-2205 SUPPORT OF AN ENVIRONMENTAL RESPONSE FUND GRANT APPLICATION FOR GALAHAD DEVELOPMENT’S PROJECT AT 1910 COUNTY ROAD C EAST WHEREAS the City of Maplewood has been supportive of Galahad Development and its plans for a 72-unit story assisted living andmemory care project at 1910 County Road C East; therefore, BE IT FURTHER RESOLVED that the Maplewood City Council has approved the Galahad Development project and supports an Environmental Response Fund grant application which is being submitted to Ramsey County by May 1st, 2023, by Galahad Development. Seconded by CouncilmemberCaveAyes – All The motion passed. 3.Conditional Use Permit Review, White Bear Meadery, 1320 County Road D Circle East City Council discussed the item and Community Development Director Parr answered questions of the council. e movedto approve the CUP review for White Bear Meadery, located at CouncilmemberCav 1320 County Road D Circle East, and review again in six months. Seconded by CouncilmemberJuenemannAyes – All The motion passed. 4.Off-Sale Intoxicating Liquor License for MKXB, LLC, dba Rice St Liquors, 1700 Rice Street Unit P CouncilmemberJuenemannmoved to approve the Off-Sale Intoxicating Liquor License for MKXB, LLC, dba Rice St Liquors, 1700 Rice Street Unit P. Seconded by CouncilmemberCave Ayes – All The motion passed. April 24, 2023 City Council Meeting Minutes 6 Council Packet Page Number 7 of 186 E2 5.Purchase of Professional Services for Maplewood Police Department Garage Floor Sealing, City Project 23-06 ann moved to approve the purchase of professional services with CouncilmemberJuenem Swedebro for the Maplewood Police Department garage floor sealing and direct the City Manager to enter into a contract with Swedebro, in the amount of $57,000.00. Seconded by CouncilmemberCave Ayes – All The motion passed. 6.Collective Bargaining Agreement with LELS Local 153 Police Officers (2023-2025) annmoved to approve the2023-2025 Collective Bargaining CouncilmemberJuenem Agreement between the City of Maplewood and LELS Local 153 Police Officers and authorize the Mayor and City Manager to execute the contract on behalf of the City. Seconded by CouncilmemberCaveAyes – All The motion passed. 7.Payment for Axon Yearly Maintenance Support & Evidence.com Subscription annmoved to approve payment for Axon yearly maintenance CouncilmemberJuenem support and Evidence.com subscription. Seconded by CouncilmemberCaveAyes – All The motion passed. 8.Purchase of Police Department Security Enhancements CouncilmemberJuenemannmoved to approve the purchase of Police Department security enhancements. Seconded by CouncilmemberCaveAyes – All The motion passed. H.PUBLIC HEARINGS– If you are here for a Public Hearing please familiarize yourself with the Rules of Civility printed on the back of the agenda. Sign in with the City Clerk before addressing the council. At the podium please state your name and address clearly for the record. All comments/questions shall be posed to the Mayor and Council. The Mayor will then direct staff, as appropriate, to answer questions or respond to comments. None I.UNFINISHED BUSINESS None J.NEW BUSINESS None April 24, 2023 City Council Meeting Minutes 7 Council Packet Page Number 8 of 186 E2 K.AWARD OF BIDS None L.ADJOURNMENT Mayor Abramsadjourned the meeting at7:52 p.m. April 24, 2023 City Council Meeting Minutes 8 Council Packet Page Number 9 of 186 F1a CITY COUNCIL STAFF REPORT Meeting DateMay 8, 2023 REPORT TO: City Council REPORT FROM: Melinda Coleman, City Manager PRESENTER: Melinda Coleman, City Manager AGENDA ITEM: Council Calendar Update Action Requested: MotionDiscussion Public Hearing Form of Action: Resolution Ordinance Contract/AgreementProclamation Policy Issue: This item is informational and intended to provide the Council an indication on the current planning for upcoming agenda items and the Work Session schedule. These are not official announcements of the meetings, but a snapshot look at the upcoming meetings for the City Council to plan their calendars. Recommended Action: No motion needed. This is an informational item. Upcoming Agenda Items and Work Sessions Schedule: TBD: EDA Meeting: Discussion of TIF Plan and Development Agreement for Enclave/Myth Project May 18 (all day) City Council / Staff Retreat May 22: Workshop: Draft Snow Removal Policy June 12: Workshop: Met Council Public Engagement Process Council Meeting: MnDOT Update on Highway 36; Public Comment Review Council Comments: Comments regarding Workshops, Council Meetings or other topics of concern or interest. 1.Review/Evaluation of Snow Removal Policy Council Schedule for Maplewood Living through September 2023: IssueContributor Due Date Abrams May 17, 2023 June 2023 Juenemann June 15, 2022 July 2023 Cave July 17, 2023 August 2023 Villavicencio August 17, 2023 September 2023 Lee September 15, 2023 November 2023 Council Packet Page Number 10 of 186 F1a 2023 Major Community Outreach Events Fire Department Bike Rodeo ǒĻƭķğǤͲ ağǤ ВͲ ЋЉЋЌ ΛЎ Α Б ƦƒΜ North Fire Station Cop on a Rooftop (Special Olympics Fundraiser) CƩźķğǤͲ ağǤ ЊВͲ ЋЉЋЌ ΛЏ Α В ğƒΜ Dunkin Donuts (Co Rd D and Hwy 61) Arbor Day Event {ğƷǒƩķğǤͲ ağǤ ЋЉͲ ЋЉЋЌ ΛВʹЌЉ ğƒ Α ƓƚƚƓΜ Public Works Garage Touch a Truck Wednesday, June 14, 2023 (6Î7:30 pm) YMCA Parking lot th Light it Up Maplewood (4 of July event) ǒĻƭķğǤͲ WǒƌǤ ЍͲ ЋЉЋЌ ΛЍ Α ЊЊ ƦƒΜ Hazelwood Park July Celebrate Summer Wednesday, July 26, 2023 (6Î7:30 pm) Afton Heights Park National Night Out ǒĻƭķğǤ !ǒŭǒƭƷ ЊͲ ЋЉЋЌ ΛЎ Α В ƦƒΜ City Wide Event Council Packet Page Number 11 of 186 F3 CITY COUNCIL STAFF REPORT Meeting Date May 8, 2023 REPORT TO: Melinda Coleman, City Manager REPORT FROM: Lois Knutson, Administrative Services & Performance Measurement Coordinator PRESENTER: Lois Knutson, Administrative Services & Performance Measurement Coordinator AGENDA ITEM: Strategic Plan Update for First Quarter 2023 Action Requested: MotionDiscussion Public Hearing Form of Action: Resolution OrdinanceContract/Agreement Proclamation Policy Issue: Staff is presenting the attached report, which is a progress update on the status of the CityÓs Strategic Priorities through the first quarter of 2023. Recommended Action: Motion to accept the Strategic Plan Report for First Quarter of 2023. Fiscal Impact: Is There a Fiscal Impact? No Yes, the true or estimated cost is 0.00 Financing source(s): Adopted Budget Budget Modification New Revenue Source Use of Reserves Other: n/a Strategic Plan Relevance: Community InclusivenessFinancial & Asset MgmtEnvironmental Stewardship Integrated CommunicationOperational EffectivenessTargeted Redevelopment The executive report on the Strategic Plan includes all six pillars of the plan. Background: Strategic planning is an organizational management activity that is used to set priorities, focus energy and resources, strengthen operations, ensure that employees and other stakeholders are working toward common goals, establish agreement around intended outcomes/results, and assess and adjust the organization's direction in response to a changing environment. The City of Maplewood's Strategic Plan consists of SIX strategic priorities which are established by the City Council. These priorities are supported by a series of Key Outcomes and underlying Performance Measures, which describe desired outcomes and are a metric in measuring success. Council Packet Page Number 12 of 186 F3 In January 2018, staff began reporting on our plan using Envisio, a software company that implements a web-based solution, to align employees with the strategic plan and performance measures to accomplish organizational outcomes. Strategic planning is a continual journey and our plan is modified every year to ensure that it is up to date and reflects the changing dynamics of our community. Attachments: 1. Strategic Plan Report for First Quarter of 2023 2. Presentation Council Packet Page Number 13 of 186 F3, Attachment 1 Council Packet Page Number 14 of 186 F3, Attachment 1 Council Packet Page Number 15 of 186 F3, Attachment 1 Council Packet Page Number 16 of 186 F3, Attachment 1 Council Packet Page Number 17 of 186 F3, Attachment 1 Council Packet Page Number 18 of 186 F3, Attachment 1 Council Packet Page Number 19 of 186 F3, Attachment 1 Council Packet Page Number 20 of 186 F3, Attachment 1 Council Packet Page Number 21 of 186 F3, Attachment 1 Council Packet Page Number 22 of 186 F3, Attachment 1 Council Packet Page Number 23 of 186 F3, Attachment 1 Council Packet Page Number 24 of 186 F3, Attachment 1 Council Packet Page Number 25 of 186 F3, Attachment 1 Council Packet Page Number 26 of 186 F3, Attachment 1 Council Packet Page Number 27 of 186 F3, Attachment 1 Council Packet Page Number 28 of 186 F3, Attachment 1 Council Packet Page Number 29 of 186 F3, Attachment 1 Council Packet Page Number 30 of 186 F3, Attachment 1 Council Packet Page Number 31 of 186 F3, Attachment 1 Council Packet Page Number 32 of 186 F3, Attachment 1 Council Packet Page Number 33 of 186 F3, Attachment 1 Council Packet Page Number 34 of 186 F3, Attachment 1 Council Packet Page Number 35 of 186 F3, Attachment 1 Council Packet Page Number 36 of 186 F3, Attachment 1 Council Packet Page Number 37 of 186 F3, Attachment 1 Council Packet Page Number 38 of 186 F3, Attachment 1 Council Packet Page Number 39 of 186 F3, Attachment 1 Council Packet Page Number 40 of 186 F3, Attachment 1 Council Packet Page Number 41 of 186 F3, Attachment 1 Council Packet Page Number 42 of 186 F3, Attachment 1 Council Packet Page Number 43 of 186 F3, Attachment 1 Council Packet Page Number 44 of 186 F3, Attachment 1 Council Packet Page Number 45 of 186 F3, Attachment 1 Council Packet Page Number 46 of 186 F3, Attachment 1 Council Packet Page Number 47 of 186 F3, Attachment 1 Council Packet Page Number 48 of 186 F3, Attachment 1 Council Packet Page Number 49 of 186 F3, Attachment 1 Council Packet Page Number 50 of 186 F3, Attachment 2 Quarter 2023 st May 8, 2023 Strategic Plan Update 1 Council Packet Page Number 51 of 186 F3, Attachment 2 Plan Status and Progress Council Packet Page Number 52 of 186 F3, Attachment 2 Community Inclusiveness Diversity training held for boards and commissionsStaffiscurrentlyreviewingjobdescriptionstoensurethattheyarefairandequitable.Recreationofferings from YMCA and RevSportsOutdoorandnaturebasedprogramsw ithRamseyCounty4HandISD622NationalCitizenSurvey results indicate that we are missing an opportunity to better connect with our non-white and newer community members. Council Packet Page Number 53 of 186 F3, Attachment 2 Environmental Stewardship Residential trashcollected in 2022 was down, while recycling numbers were just slightly down. Tracking trees planted to replace the tree canopy. (NEW) Council Packet Page Number 54 of 186 F3, Attachment 2 Financial & Asset Management Finished 2022 at 99% of budgeted expendituresTracking sanitary sewer back up calls (NEW)Tracking material prevented from entering stormwater system through street sweeping (NEW)Tracking internal facility maintenance tickets (NEW)Trackingfleetpreventativemaintenanceandrepair tasks (NEW) ` Council Packet Page Number 55 of 186 F3, Attachment 2 Integrated Communication Easter EggHunt ¤ Spring Clean Up ¤ Bike Rodeo ¤ Bergeron Memorial ¤ Battle of the Badges Blood Drive State of the City event was held virtually and was planned, produced and marketed by Communications teamMarketingviafliers,videos and social media posts for spring and summer eventsMore than $20,000 in partnership advertising packages ¤¤¤ Council Packet Page Number 56 of 186 F3, Attachment 2 Operational Effectiveness Wellness program participation set new high at 89%Health inspections staff is using electronic system to conduct and track inspections. Catalytic converter ordinance was passed. Crime statistics appear to be trending down. Fire/EMS response times are improving. ¤¤¤¤¤ Council Packet Page Number 57 of 186 F3, Attachment 2 Targeted Redevelopment LondinLane project with 119 new affordable housing units is scheduled to open by early summer. JB Vang submitted land use application for review and held a neighborhood meeting. Project will include 65 affordable units. 241 unit housing project approved for Myth site. Nearlyallof the approximately 500 rental housingpropertieshave been inspected. ¤¤¤¤ Council Packet Page Number 58 of 186 F3, Attachment 2 Establish Mission Statement and Values for MaplewoodÔs Strategic Plan at upcoming Council retreat in MayWorkwithFireDepartmenttoincorporatetheirStrategicPlanintoEnvisio WhatÔs Nextɤ¤ Council Packet Page Number 59 of 186 For the permanent record: Meeting Date: 5/08/2023 Agenda Item F3, Additional Attachment For the permanent record: Meeting Date: 5/08/2023 Agenda Item F3, Additional Attachment F4 CITY COUNCIL STAFF REPORT Meeting Date May 8, 2023 REPORT TO: Melinda Coleman, City Manager REPORT FROM: Lois Knutson, Administrative Services & Performance Measurement Coordinator PRESENTER: Melinda Coleman, City Manager AGENDA ITEM: Resolution for Commissioner Reappointment Action Requested: Motion Discussion Public Hearing Form of Action: Resolution Ordinance Contract/Agreement Proclamation Policy Issue: John GasparÓs term on the Heritage Preservation Commission expired on April 30, 2023 and he is seeking reappointment. He was asked to fill out an assessment to evaluate his time on the commission and to provide input to the council. Commissioners approved for reappointment will serve another term, with the new term expiring three years from the current termÓs expiration date. Recommended Action: Motion to approve the attached resolution for Commissioner reappointment. Fiscal Impact: Is There a Fiscal Impact? No Yes, the true or estimated cost is $0.00 Financing source(s): Adopted Budget Budget Modification New Revenue Source Use of Reserves Other: n/a Strategic Plan Relevance: Community Inclusiveness Financial & Asset Mgmt Environmental Stewardship Integrated Communication Operational Effectiveness Targeted Redevelopment The CityÓs Commissions and Boards provide an opportunity for citizens to become involved in City government and play a part in the decision making process. Background John GasparÓs term on the Heritage Preservation Commission expired on April 30, 2023 he is seeking reappointment. Council Packet Page Number 60 of 186 F4 Below is his attendance record. Heritage Preservation Commission John Gaspar, member since 1/14/2013 Attendance: 2020: 7/7 2021: 11/11 2022: 10/11 2023: 3/3 Attachments 1. Resolution for Reappointment 2. Reappointment Assessment Council Packet Page Number 61 of 186 F4, Attachment 1 RESOLUTION BE IT RESOLVED THAT THE CITY COUNCIL OF MAPLEWOOD, MINNESOTA: Hereby appoints the following individual, who the Maplewood City Council has reviewed, to be reappointed to the following commission: Heritage Preservation Commission John Gaspar, term expires April 30, 2026 Council Packet Page Number 62 of 186 F4, Attachment 2 Council Packet Page Number 63 of 186 THIS PAGE IS INTENTIONALLY LEFT BLANK Council Packet Page Number 64 of 186 G1 Council Packet Page Number 65 of 186 G1, Attachments Council Packet Page Number 66 of 186 G1, Attachments Council Packet Page Number 67 of 186 G1, Attachments Council Packet Page Number 68 of 186 G1, Attachments Council Packet Page Number 69 of 186 G1, Attachments Council Packet Page Number 70 of 186 G1, Attachments Council Packet Page Number 71 of 186 G1, Attachments Council Packet Page Number 72 of 186 G2 CITY COUNCILSTAFF REPORT Meeting Date May 8, 2023 REPORT TO: Melinda Coleman, City Manager REPORT FROM: Andrea Sindt, City Clerk Christine Evans, Deputy City Clerk PRESENTER:Andrea Sindt, City Clerk AGENDA ITEM: Local Lawful Gambling Permit for Ride for Wishes, 2029 Woodlynn Avenue Action Requested: Motion Discussion Public Hearing Form of Action: Resolution Ordinance Contract/Agreement Proclamation Policy Issue: A request for a Local Lawful Gambling permit has been submitted by Ride for Wishes. Approval of the request would allow lawful gambling activity to be conducted during the organization’s Make-A- Wish fundraiser, held at The Dog House Bar & Grill, 2029 Woodlynn Avenue. Recommended Action: Motion to approve the Local Lawful Gambling permit for Ride for Wishes, 2029 Woodlynn Avenue, for their event on June 3, 2023. Fiscal Impact: Is There a Fiscal Impact? No Yes, the true or estimated cost is 0.00 Financing source(s): Adopted Budget Budget Modification New Revenue Source Use of Reserves Other: na Strategic Plan Relevance: Community Inclusiveness Financial & Asset Mgmt Environmental Stewardship Integrated Communication Operational Effectiveness Targeted Redevelopment Council approval is required prior to issuance of a local gambling permit, per City Code Sec. 22-12. Background: Lawful gambling activity conducted at this event is exempt from state licensure under MN §349.166. MN §349.213 authorizes cities to require a local permit for conduct of lawful gambling exempt from state licensing requirements. Attachments: None Council Packet Page Number 73 of 186 G3 CITY COUNCIL STAFF REPORT Meeting Date May 8, 2023 REPORT TO: Melinda Coleman, City Manager REPORT FROM: Michael Martin, AICP, Assistant Community Development Director PRESENTER: Danette Parr, Community Development Director AGENDA ITEM: Resolution Supporting Application for a LCDA Pre-Development Grant, Rice Street Gardens Site, 1958 Rice Street North Action Requested: MotionDiscussion Public Hearing Form of Action: Resolution OrdinanceContract/Agreement Proclamation Policy Issue: The Rondo Community Land Trust (CLT) has approached the City regarding their interest in working with partners to acquire and develop the property at 1958 Rice Street and presented its vision to the city council at its workshop on April 24, 2023. CLT seeks grant funding via the Metropolitan Council’s Livable Communities Act’s Pre-Development fund. This fund can only be awarded directly to cities, so the city council is being asked to identify the need for funding and authorize an application to be submitted. Recommended Action: Motion to approve a resolution of support for a grant application to the Metropolitan Council’s Livable Communities Act’s Pre-Development fund. Fiscal Impact: Is There a Fiscal Impact? No Yes, the true or estimated cost is $0 Financing source(s): Adopted Budget Budget Modification New Revenue Source Use of Reserves Other: This action is only signifying support of the potential project. The financial impacts of these projects will be analyzed and considered by the City Council at a later date. Strategic Plan Relevance: Community InclusivenessFinancial & Asset MgmtEnvironmental Stewardship Integrated CommunicationOperational EffectivenessTargeted Redevelopment The city’s 2040 Comprehensive Plan establishes the goal to “Improve the availability of affordable housing for both homeowners and renters” and identified an action item to “Partner with Metropolitan Council and other agencies and programs to provide funding assistance (to developers, and also to those in need of housing) to provide for affordable housing units in the community.” Council Packet Page Number 74 of 186 G3 Background: The 13.26 acre site located at 1958 Rice Street is owned by the Saint Paul Regional Water Services (SPRWS) and is the current location of the Rice Street Community Gardens. Originally, the SPRWS purchased the site for an expansion project, however, has now determined that the site will no longer be needed and they are looking to sell the property. The Metropolitan Council administers the Livable Communities Act (LCA) grant program that funds developers, cities, counties, and housing authorities for various development-related initiatives. The LCA Pre-Development program accepts grant applications for early-stage development initiatives such as design workshops, financial studies, project impact analyses, and community engagement, among many other eligible activities. City and CLT staff has reviewed the application criteria and feels that the property at 1958 Rice Street would be a strong candidate for pre-development grant funding through this program. The program does not require matching funds and caps individual awards at $300,000. Staff recommends an application to support the following LCDA Pre-Development program goals: Appraisal for site acquisition Soil testing on the project site to determine feasible land uses Development of site plans, staging plans, public realm plans, plans for other Universal Design features, or site selection Development of project-specific or district-wide Stormwater Management Plan Design Workshops/Community Engagement for development project, zoning ordinance, or development of public art design plan Feasibility studies to determine project feasibility Attachments: 1.Resolution supporting an application to the Metropolitan Council’s Livable Communities Act’s Pre-Development fund Council Packet Page Number 75 of 186 G3, Attachment 1 RESOLUTION NO.____________ CITY OF MAPLEWOOD, MINNESOTA RESOLUTION IDENTIFYING THE NEED FOR LIVABLE COMMUNITIES DEMONSTRATION ACCOUNT FUNDING AND AUTHORIZING APPLICATION FOR GRANT FUNDS WHEREAS the City of Maplewood is a participant in the Livable Communities Act’s Local Housing Incentives Account Program for 2023 as determined by the Metropolitan Council, and is therefore eligible to apply for Livable Communities Demonstration Account funds; and WHEREAS the City has identified a proposed project within the City that meets the Demonstration Account’s purposes and criteria and is consistent with and promotes the purposes of the Metropolitan Livable Communities Act and the policies of the Metropolitan Council’s adopted metropolitan development guide; and WHEREAS the City has the institutional, managerial and financial capability to ensure adequate project administration; and WHEREAS the City certifies that it will comply with all applicable laws and regulations as stated in the grant agreement; and WHEREAS the City agrees to act as legal sponsor for the project contained in the grant application submitted on April 21, 2023; and WHEREAS the City acknowledges Livable Communities Demonstration Account grants are intended to fund projects or project components that can serve as models, examples or prototypes for development or redevelopment projects elsewhere in the region, and therefore represents that the proposed project or key components of the proposed project can be replicated in other metropolitan-area communities; and WHEREAS only a limited amount of grant funding is available through the Metropolitan Council’s Livable Communities Demonstration Account during each funding cycle and the Metropolitan Council has determined it is appropriate to allocate those scarce grant funds only to eligible projects that would not occur without the availability of Demonstration Account grant funding. NOW THEREFORE BE IT RESOLVED that, after appropriate examination and due consideration, the governing body of the City: Finds that it is in the best interests of the City’s development goals and priorities for the proposed project or projects to occur at these particular sites and at this particular time. Finds that the project components for which Livable Communities Demonstration Account funding is sought: Council Packet Page Number 76 of 186 G3, Attachment 1 o will not occur solely through private or other public investment within the reasonably foreseeable future; and o will occurwithin three years after a grant award onlyif LivableCommunities Demonstration Account funding is made available for this project at this time. Authorizes its Community Development Director to submit on behalf of the City an application Metropolitan Council Livable Communities Demonstration Account grant funds for the project component identified in the application, and to execute such agreements as may be necessary to implement the project on behalf of the City. SIGNED: (Authorized Official) WITNESSED: ________________________________ ________________________ Mayor, May 8, 2023 City Clerk, May 8, 2023 Council Packet Page Number 77 of 186 G4 CITY COUNCIL STAFF REPORT Meeting Date May 8, 2023 REPORT TO: Melinda Coleman, City Manager REPORT FROM: Elizabeth Hammond, Planner PRESENTER:Danette Parr, Community Development Director AGENDA ITEM: Conditional Use Permit Review, Maplewood Assisted Living, 1744 County Road D East Action Requested: MotionDiscussion Public Hearing Form of Action: Resolution OrdinanceContract/Agreement Proclamation Policy Issue: The conditional use permit for Maplewood Assisted Living at 1744 County Road D East is due for review. Recommended Action: Motion to approve the CUP review for Maplewood Assisted Living and review again in one year. Fiscal Impact: Is There a Fiscal Impact? No Yes, the true or estimated cost is $0.00 Financing source(s): Adopted Budget Budget Modification New Revenue Source Use of Reserves Other: n/a Strategic Plan Relevance: Community InclusivenessFinancial & Asset MgmtEnvironmental Stewardship Integrated Communication Operational EffectivenessTargeted Redevelopment City ordinance requires conditional use permits to be reviewed by the council within one year of initial approval unless such review is waived by council decision. At the one-year review, the council may specify an indefinite or specific term for subsequent reviews, not to exceed five years. Background: The property is currently vacant and part of the Legacy Village PUD. The property owner, MX Real Estate, LLC, plans to construct 20 assisted living units. The city approved a conditional use permit amendment permitting the residential assisted living to be located on the site and the design plans for construction on May 9, 2022. Since then, the owner has experienced delays with the planned construction but intends to submit for permitting with the city later this summer. More information is detailed in the attached letter from the applicant dated April 26, 2023. Council Packet Page Number 78 of 186 G4 Timeline/Previous Actions May 9, 2022: The City Council reviewed the proposal and approved the conditional use permit, amending the PUD for Legacy Village and approving the design plans for the construction of an assisted living facility. Conclusion: The design plans for the site have stayed the same. The property owner intends to build the project as approved but has experienced construction delays. Staff recommends reviewing this CUP again in one year to review site conditions. Reference Information Site Description Site Size: 2.04 Acres Surrounding Land Uses North: Commercial South: Multi-Dwelling Residential East: Commercial West: Multi-Dwelling Residential Planning Existing Land Use: Commercial Existing Zoning: PUD Attachments: 1. Overview Map 2. Site Plan 3. City Council Meeting Minutes, Dated May 9, 2022 4. Property Owner’s Letter, Dated April 26, 2023 Council Packet Page Number 79 of 186 G4, Attachment 1 Council Packet Page Number 80 of 186 G4, Attachment 2 Council Packet Page Number 81 of 186 G4, Attachment 3 Council Packet Page Number 82 of 186 G4, Attachment 3 Council Packet Page Number 83 of 186 G4, Attachment 3 Council Packet Page Number 84 of 186 G4, Attachment Council Packet Page Number 85 of 186 G4, Attachment Council Packet Page Number 86 of 186 G4, Attachment Council Packet Page Number 87 of 186 G4, Attachment Council Packet Page Number 88 of 186 G4, Attachment 4 Twin Cities Nursing Care, Inc. 1635 Hazel Street N. Saint Paul, MN 55119 April 26, 2023 Elizabeth Hammond City of Maplewood, MN Attention: Maplewood City Council Maplewood Assisted Living Project update. The project consists of a 20 bed assisted living facility located at 1744 county road D, Maplewood, MN. This project was submitted for PUD amendment and approved by the City of Maplewood Community Design Review Board and Planning Commission on May 9th, 2022. Construction documents were scheduled to be completed by late spring and construction start by late summer 2022. Unfortunately, the contractor experienced some personal issues and the project was put on hold. We have now changed contractors and had the project rebid. The schedule now is to complete construction documents by late spring, submit to state and city for permit and start construction August 1st, 2023. Estimated completion date is February 2024. Building design and site conditions have not changed. Thank you, Maixia Vang, RN Council Packet Page Number 89 of 186 G5 CITY COUNCIL STAFF REPORT Meeting Date May 8, 2023 Melinda Coleman, City Manager REPORT TO: REPORT FROM: Brian Bierdeman, Director of Public Safety PRESENTER: Brian Bierdeman, Director of Public Safety AGENDA ITEM: Resolution to Accept Ramsey County Emergency Management & Homeland Security Grant Action Requested: MotionDiscussion Public Hearing Form of Action: Resolution OrdinanceContract/Agreement Proclamation Policy Issue: City Council approval is required for the Maplewood Police Department to accept the Ramsey County Emergency Management & Homeland Security Grant. Recommended Action: Motion to approve the resolution accepting the Ramsey County Emergency Management & Homeland Security Grant. Fiscal Impact: Is There a Fiscal Impact? No Yes, the true or estimated cost is $52,500 Financing source(s): Adopted Budget Budget Modification New Revenue Source Use of Reserves Other: n/a Strategic Plan Relevance: Community InclusivenessFinancial & Asset MgmtEnvironmental Stewardship Integrated Communication Operational EffectivenessTargeted Redevelopment City Council approval is required to accept the grant. Background In 2021, the Maplewood Police Department applied for a grant from Ramsey County Emergency Management & Homeland Security to acquire a new mobile video surveillance trailer. This was done as we were routinely not meeting our operational needs with one surveillance trailer. The Maplewood Police Department was awarded the grant in the amount of $52,500 in April of 2023. Attachments 1.Resolution Council Packet Page Number 90 of 186 G5, Attachment 1 RESOLUTION EXPRESSING ACCEPTANCE OF AND APPRECIATION OF A GRANT TO THE MAPLEWOOD POLICE DEPARTMENT WHEREAS, Ramsey County Emergency Management & Homeland Security has presented to the Maplewood Police Department a grant for an estimated amount of $52,500.00; and WHEREAS, this grant is intended for the purpose to benefit the Department; and WHEREAS, the Maplewood City Council is appreciative of the grant and commends Ramsey County Emergency Management & Homeland Security, NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Maplewood, Minnesota, that: 1.The grant is accepted and acknowledged with gratitude; and 2.The grant will be appropriated for the Police Department as designated; and Approved by the Maplewood City Council this 8th day of May, 2023. Council Packet Page Number 91 of 186 G6 CITY COUNCIL STAFF REPORT Meeting Date May 8, 2023 Melinda Coleman, City Manager REPORT TO: REPORT FROM: Brian Bierdeman, Director of Public Safety PRESENTER: Brian Bierdeman, Director of Public Safety AGENDA ITEM: Purchase of a New Video Surveillance Trailer Action Requested: MotionDiscussion Public Hearing Form of Action: Resolution OrdinanceContract/Agreement Proclamation Policy Issue: City Council will consider approving the purchase of a new video surveillance trailer. Recommended Action: Motion to approve the purchase of a new video surveillance trailer from Mobile Pro Systems. Fiscal Impact: Is There a Fiscal Impact? No Yes, the true or estimated cost is $7,625 Financing source(s): Adopted Budget Budget Modification New Revenue Source Use of Reserves Other: n/a Strategic Plan Relevance: Community InclusivenessFinancial & Asset MgmtEnvironmental Stewardship Integrated Communication Operational EffectivenessTargeted Redevelopment City Council approval is required prior to purchase. Background In 2021, the Maplewood Police Department applied for a grant from Ramsey County Emergency Management & Homeland Security to acquire a new mobile video surveillance trailer. This was done as we were routinely not meeting our operational needs with one surveillance trailer. The Maplewood Police Department was awarded the grant in the amount of $52,500 in April of 2023. The cost of the new trailer is $60,125. After applying the grant funds to the purchase, the cost to the City is $7,625. Attachments 1.Purchase Agreement Council Packet Page Number 92 of 186 G6, Attachment 1 Council Packet Page Number 93 of 186 THIS PAGE IS INTENTIONALLY LEFT BLANK Council Packet Page Number 94 of 186 J1 CITY COUNCILSTAFF REPORT Meeting Date May 8, 2023 REPORT TO: Melinda Coleman, City Manager REPORT FROM: Elizabeth Hammond, Planner PRESENTER: Danette Parr, Community Development Director AGENDA ITEM: Conditional Use Permit Resolution, Multiple Residential Dwelling, 2627 Stillwater Road East Action Requested: MotionDiscussion Public Hearing Form of Action: Resolution OrdinanceContract/Agreement Proclamation Policy Issue: The property owner requests approval for a multiple residential dwelling on the subject property. The city zoning classification for this site requires a conditional use permit for multiple residential dwellings. In 1985, the city changed the land use designation and rezoned the property. According to city documentation, there were six residential units on the property at the time. After that, four additional units were added to the property without city review or approval. This request, if approved, would formally authorize the 10 existing residential dwelling units on the property under a conditional use permit. Recommended Action: Motion to approve a conditional use permit resolution for a multiple residential dwelling located at 2627 Stillwater Road, subject to certain conditions of approval. Fiscal Impact: Is There a Fiscal Impact? No Yes, the true or estimated cost is $ 0.00 Financing source(s): Adopted Budget Budget Modification New Revenue Source Use of Reserves Other: n/a Strategic Plan Relevance: Community InclusivenessFinancial & Asset MgmtEnvironmental Stewardship Integrated Communication Operational EffectivenessTargeted Redevelopment The city deemed the applicant’s application complete on March 30, 2023. The initial 60-day review deadline for a decision is May 29, 2023. As stated in Minnesota State Statute 15.99, the city can take an additional 60 days, if necessary, to complete the review. Council Packet Page Number 95 of 186 J1 Background: Project Overview The property owner requests approval for 10 residential apartment units on the subject property. City Code requires a conditional use permit for multiple residential dwelling units in the BCM, business commercial modified zoning district. The city had documentation of six residential units on the property when the city council approved a change to the land use plan and zoning designation for the property in 1985. The property’s land use was changed from residential low density to residential business. The zoning was changed from business commercial to business commercial modified. The four additional unitsadded to the building without city review or approvalwere discovered during a required inspection as part of the city’s rental licensing program. This request, if approved, would formally authorize the 10 existing residential dwelling units and would not increase the number of units beyond what exists today. Historically, there has been a mix of commercial and residential dwelling units within the building. Based on the limited documentation in city records, it is unknown when the additional units were added to the building. The process would have required a conditional use permit before modifying the structure for residential dwelling units. If this process had been followed and approved, the property owner would have been required to meet residential building code requirements to ensure that all life and safety requirements were included in each housing unit. In the case of the property currently, the conditional use permit would bring the property in compliance with the required zoning approval for the multiple residential dwelling units. From a land use standpoint, staff supports the request as it meets the intent of the city’s comprehensive plan. If approved by the city council, the property owner must work with the city’s building official to ensure the property is brought into compliance with all required building codes, and the residential dwelling units must meet requirements for residential habitable space. If the applicant does not meet the requirements of the building official to bring all units into compliance with the building code, the property owner will be required to remove all illegal units on site and will be subject to civil and/or criminal citations issued by the city. Conditional Use Permit The 2040 Comprehensive Plan guides this site as Mixed-Use – Neighborhood, which allows up to 31 units per acre. The zoning of this site is Business Commercial Modified which allows multiple dwellings with the approval of a conditional use permit. The city’s zoning ordinance outlines nine standards that must be met for the city council to approve a conditional use permit. These standards are outlined in the attached resolution. ty Council Review Commission and Ci The Planning Commission held a public hearing and reviewed the conditional use permit on April 18, 2023. The commission voted unanimously to recommend approval of the conditional use permit. The City Council will review the application and decide on the conditional use permit on May 8, 2023. Council Packet Page Number 96 of 186 J1 Department Comments Building – Randy Johnson, Building Official The applicant will need to hire a Minnesota-licensed architect to inspect and evaluate the entire building, verify that the construction meets the minimum requirements of the Minnesota State Building Code, and make recommendations where the construction is substandard. The architect will need to generate architectural drawings for the entire building that indicates the layout and construction of the residential dwelling units, including any remaining commercial or office spaces. Additional design professionals may need to be hired, and drawings prepared to address any concerns discovered involving the structural, mechanical, electrical, or plumbing systems. Once the drawings have been completed, a licensed contractor must apply for a building permit for the change of use and any necessary construction alterations. Engineering – Jon Jarosch, Assistant City Engineer The applicant must obtain a Sewer Availability Charge (SAC) Determination from the Metropolitan Council Environmental Services (MCES). Any units/prior use before 1973 would be grandfathered in. Any units that have unpaid SACs will need to be paid. The approximate costs for each unit paid to the city, and Met Council are provided below. In the instances where there is not a clothes washing machine or dryer in an apartment unit, the MCES SAC would only be 80% of a full MCES SAC ($1,988). MCES SAC Unit $2,485 City SAC Unit $130 City WAC Unit $285 Total per SAC unit charged: $2,900 Public Comments Staff sent a public hearing notice and application details to the properties within 500 feet of the subject property. Two public comments were received. 1.We received notification that the above address is applying for a conditional permit for ten residential apartment units. For years this entire area listed plus the other apartment buildings has been problems with police being called there many times for various issues. The area needs updating as it looks dumpy around this area and I do worry about it bringing down our property values. I know we are only talking about the area that is owned by Cecilia Chang. I do think she has cleaned up the area to some extent but not completely. There is a fence falling over and in the summer months the lawn in the small triangular area is knee high and does not seem to get mowed. There was a tenant in there that had a dog and that is why, I assume, the fence got put up; but the small area of lawn does not seem to get cut. The apartment with the steps going up to one apartment has things put on the small porch and hanging over the rails at times that does not look nice. The front of the units she talks about has things stacked out in the front of the building or units that does not look nice for a neighborhood. I understand some of this may be that there is not enough room for storage at these units as some were not meant to be apartments. I do not want any commercial businesses going in there and at the same time I do not want people who need housing to be put on the streets. I do think it is reasonable to ask that the owner clean up the area and do some updating to the appearance of the buildings. I don’t think items should be stacked outside the units. The parking out front isn’t big enough to accommodate all the cars. They have to park one behind another and sometimes vehicles are parked close to Stillwater Road. Maybe one solution for items stored out front of units could be to put in some storage Council Packet Page Number 97 of 186 J1 units down below in the back. Just trying to help find some solutions for both our residential homes and the units in discussion. For years it has looked dumpy at this corner and many times people have complained and maybe this time it is time to do look at cleaning up the area to look decent for the neighborhood and the people in those apartments. I thank you for your time and hope that something works out for the owner, residents of the units and our neighborhood. (Theresa Deutsch, address not provided) 2.This is in response to the letter you sent out to Maplewood residents regarding adding more apartments this Maplewood address. My family have lived in this area for 37 years and for almost that entire time this particular address s always of concern for safety esp suspected drug dealings, poor upkeep of the property. never knowing if it is safe for our children to walk or ride their bikes by, police frequenting the area with drive bys or stops, it would be better to level this and start over with something respectable and safe for all. this area definetly takes the value down of the existing residential homes around it. Would you want this to happen in your back yard?? My vote is to not add more to an already existing problem area. thanks for reading this. (Laurie Svingen, address not provided) Reference Information Site Description Site Size: 0.47 Existing Land Use: Commercial and Residential, Mixed-Use Surrounding Land Uses North: Maple Greens Residential Planned Unit Development South: R1, Single Dwelling East: R3, Multiple Dwelling Residential West: F, Farm Residential Planning Existing Land Use: Mixed-Use, Neighborhood Existing Zoning: BCM, Business Commercial Modified Attachments: 1.Conditional Use Permit Resolution 2.Overview Map 3.Future Land Use Map 4.Zoning Map 5.City Documentation of Land Use and Zoning Change, Dated 1985 6.Applicant’s Narrative 7.Applicant’s Plans and Photos 8.Planning Commission Meeting Minutes, Dated April 18, 2023 Council Packet Page Number 98 of 186 J1, Attachment 1 CONDITIONAL USE PERMITRESOLUTION BE IT RESOLVED by the City Council of the City of Maplewood, Minnesota, as follows: Section 1. Background. 1.01 Cecilia Chang, Property Owner, has requested a Conditional Use Permit for a multiple-dwelling building on the property. 1.02 The property is located at 2627 Stillwater Road East and is legally described as: Lots 26 and 27, Block 5, Midvale Acres No. 2, except that part of Lot 26, Block 5, Midvale Acres No. 2, described as follows: Beginning at the Southeasterly corner of said Lot 26, thence Northwesterly 297.7 feet more or less along the Northeasterly line of Lot 26 to the Northeasterly corner of Lot 26, thence Southwesterly along the Northwesterly line of Lot 26 for the 27.95 feet more or less to the Northwesterly corner of Lot 26, thence South along the West line of Lot 26 for 114.00 feet, thence Northeasterly parallel to the Northwesterly line of Lot 26 for 59.06 feet, thence Southeasterly 200.85 feet more or less to the Southeasterly line of lot 26 at a point that is 53.67 feet Southwesterly from the point of beginning, thence Northeasterly along said Southeasterly line for 53.67 feet to the point of beginning. PID 252922140001 1.03 City Ordinance Sec. 44-512 allows for multiple residential dwellings in the property’s zoning district through a conditional use permit approved by the city council. Section 2. Standards. 2.01 General Conditional Use Permit Standards. City Ordinance Section 44-1097(a) states that the City Council must base approval of a Conditional Use Permit on the following nine standards for approval. 1.The use would be located, designed, maintained, constructed and operated to be in conformity with the City’s Comprehensive Plan and Code of Ordinances. 2.The use would not change the existing or planned character of the surrounding area. 3.The use would not depreciate property values. 4.The use would not involve any activity, process, materials, equipment or methods of operation that would be dangerous, hazardous, detrimental, disturbing or cause a nuisance to any person or property, because of excessive noise, glare, smoke, dust, odor, fumes, water or air pollution, drainage, water run-off, vibration, general unsightliness, electrical interference or other nuisances. 5.The use would not exceed the design standards of any affected street. Council Packet Page Number 99 of 186 J1, Attachment 1 6.The use would be served by adequate public facilities and services, including streets, police and fire protection, drainage structures, water and sewer systems, schools and parks. 7. The use would not create excessive additional costs for public facilities or services. 8. The use would maximize the preservation of and incorporate the site’s natural and scenic features into the development design. 9. The use would cause minimal adverse environmental effects. Section 3. Findings. 3.01 The proposal meets the specific Conditional Use Permit standards. Section 4. City Review Process 4.01 The City conducted the following review when considering this conditional use permit request. 1. On April 18, 2023, the Planning Commission held a public hearing. City staff published a hearing notice in the Pioneer Press and sent notices to the surrounding property owners. The Planning Commission gave everyone at the hearing a chance to speak and present written statements. The Planning Commission recommended that the City Council approve this resolution. 2. On May 8, 2023, the City Council discussed this resolution. They considered reports and recommendations from the planning commission and City staff. Section 5. City Council 5.01 The City Council hereby _______ the resolution. The conditional use permit resolution approves a residential multiple-dwelling building on the property. Approval is based on the findings outlined in section 3 of this resolution. Approval is subject to the following conditions: 1. The property can have up to ten (10) multiple residential dwelling units. Any proposed increase in residential habitable space will require review by the city and an amendment to the conditional use permit. 2. The applicant will ensure the property meets the requirements of the building official and fire marshal. 3. The applicant must hire a Minnesota-licensed architect to inspect and evaluate the entire building, verify that the construction meets the minimum requirements of the Minnesota State Building Code, and make recommendations where the construction is substandard. A licensed contractor must apply for a building permit for the change of use and any necessary construction alterations. Council Packet Page Number 100 of 186 J1, Attachment 1 4. The applicant must obtain a SAC determination letter from the Metropolitan Council. The applicant will pay any unpaid fees as required by the determination letter. 5. The city must review any exterior improvements to the site. 6. The applicant shall provide a trash enclosure plan for the dumpster on the property. The enclosure must achieve the screening requirements as outlined in the city code. This plan may be reviewed and approved by staff. 7. The applicant must comply with the city’s rental housing licensing program requirements. 8. Code requires two parking stalls for each multiple residential dwelling unit, with one of those being an enclosed stall. The property does not have enclosed parking stalls for the dwelling units. This resolution approves a waiver to the requirement for enclosed parking stalls. 9. The applicant shall submit a parking plan illustrating the number and location of parking stalls provided on the site. The applicant must request a parking waiver if the parking plan does not provide the required stalls. There shall be two stalls provided for each dwelling unit. In addition, commercial uses are required to have parking provided as outlined in Section 44 – 17, based on the type of commercial use. For a commercial office building use, one space is required for every 200 square feet or portion thereof of floor area. 10. The city council shall review this permit in one year. _______________ by the City Council of the City of Maplewood, Minnesota, on May 8, 2023. Council Packet Page Number 101 of 186 Attachment 2 Council Packet Page Number 102 of 186 Attachment 3 Council Packet Page Number 103 of 186 Attachment 4 Council Packet Page Number 104 of 186 J1, Attachment 5 Council Packet Page Number 105 of 186 J1, Attachment 5 Council Packet Page Number 106 of 186 J1, Attachment 5 Council Packet Page Number 107 of 186 J1, Attachment 5 Council Packet Page Number 108 of 186 J1, Attachment 5 Council Packet Page Number 109 of 186 J1, Attachment 5 Council Packet Page Number 110 of 186 J1, Attachment 5 Council Packet Page Number 111 of 186 J1, Attachment 5 Council Packet Page Number 112 of 186 J1, Attachment 5 Council Packet Page Number 113 of 186 J1, Attachment 5 Council Packet Page Number 114 of 186 J1, Attachment 5 Council Packet Page Number 115 of 186 J1, Attachment 5 Council Packet Page Number 116 of 186 Attachment 6 {ƷğƷĻƒĻƓƷ ŅƚƩ ğƦƦƌǤźƓŭ ğ ĭƚƓķźƷźƚƓğƌ ǒƭĻ ƦĻƩƒźƷ Date: Mar. 13, 2023! There were total of 14 rental units which included a window display showroom and one working garage for the caretaker when I purchase the property in 1995. The original owner at age 82 (Eve Miller) was renting at apt. 5. I have reduced to 10 rental units excluding my office since 1995 to reduce traffic. The surrounding neighbors are all residential area and I had had to deal with complaints about noisy business traffic; therefore, I have kept the building mostly residential except my office to reduce the noise and manage problems with numerous visitors to this building. *I have residential renters who have been residing in those additional 4 units for many years and they all love the conformity, quietness and convenience of their current place. *The use would not change the existing or planned character of the surrounding area. *The use would not depreciate property values. *The use would not involve any activity, process, materials, equipment or methods of operation that would be dangerous, hazardous, detrimental, disturbing, or cause a nuisance to any person or property, because of excess glare, smoke, dust, odor, fumes, water or air pollution, drainage water run-off, vibration, general unsightliness, electrical interference or other nuisances. *The use wou cars only) which would not create traffic congestion or unsafe access or existing or proposed streets. *The use would be served by adequate public facilities and services, including streets, police and fire protection, drainage structures, water and sewer systems, schools and parks. *The use would not create excessive additional costs for public facilities or services. *The use would not create excessive additional costs for public facilities or services. features into the development design. *The use would not cause any adverse environmental effects. All those additional four residentialfacilities have been as it since we purchased the building in 1995 and we have done repairs, Maintenace and replacement due to wear, tear or damages The city of Maplewood newly adopted a rental license program and notified me that I could have only 6 residential units because 2627 Stillwater Rd. E, Maplewood is a commercial and Council Packet Page Number 117 of 186 Attachment 6 residential building and suggested that I applied for a conditional use permit for an additional 4 residential units. There were people residing in those 4 units for numerous years since I decided not to rent to businesses for a quieter and safer environment. Currently those tenants who reside in apt. 6,8, 2633 and 2635 are very much home all the time and they help me to watch the front and side of buildings. The chief, fire Marshall and policemen of City of Maplewood have visited those 4 units many times over the years. Everyone needs a place to live, and I usually make it easier for renters to secure a place if they do not have bad criminal or drug records. I also offer jobs to tenants to help with their rents. I will have to return those units back to commercial use if the application does not go through. Units 6 & 8 do not have cars and they walk to Knowlen supermarket and Sparrow pizza place earning very limited income to live. Tenant at 2633 is being laid off and collecting unemployment. Tenant at 2635 may not have enough income proof to secure a new place. I wish the city could help them to find a place instead of me filing evictions if the permit is denied. Most of them will be homeless if they must leave my building (they told me). Thank you for your consideration. Sincerely yours, Cecilia F Chang, property owner and manager. Note: The co-owner, David Y Chang (DOB 11/07/1953), moved to California in 2007. I do not know where he lives but he has a CA driver license. Hope the city can locate his address when needed. Council Packet Page Number 118 of 186 J1, Attachment 7 Council Packet Page Number 119 of 186 J1, Attachment 7 Council Packet Page Number 120 of 186 J1, Attachment 7 Council Packet Page Number 121 of 186 J1, Attachment 7 Council Packet Page Number 122 of 186 J1, Attachment 7 Council Packet Page Number 123 of 186 J, Attachment 8 MINUTES MAPLEWOOD PLANNING COMMISSION 7:00 P.M. Tuesday, April 18, 2023 City Hall, Council Chambers 1830 County Road B East E.PUBLIC HEARING 1.Conditional Use Permit Resolution, Multiple Residential Dwelling, 2627 Stillwater Road East Elizabeth Hammond,Planner, presented the Conditional Use Permit Resolution, Multiple Residential Dwelling, 2627 Stillwater Road East,and answered questions from the commission. Cecilia Chang, Property Owner,addressed the commission and answered questions. ChairpersonArbuckleopened the public hearing. Thefollowing individuals addressed thecommission regarding the project: JamesWeingartz, 1091Ferndale StN Chairperson Arbuckleclosed the public hearing. CommissionerDesai movedto approve a conditional use permit resolution fora multiple residential dwelling located at22 Stillwater Road, subjectto certain conditions of approval. CONDITIONAL USE PERMITRESOLUTION BE IT RESOLVED by the City Council ofthe City of Maplewood,Minnesota, asfollows: Section 1. Background. 1.01Cecilia Chang, Property Owner, has requesteda Conditional Use Permitfor a multiple- dwellingbuildingon the property. 1.02The property is located at2627 Stillwater Road East and islegally described as: Lots 26 and 27, Block 5, Midvale Acres No. 2, except that part of Lot 26, Block 5, Midvale Acres No. 2, described as follows: Beginning at the Southeasterly corner of said Lot 26, thence Northwesterly 297.7 feet more or less along the Northeasterly line of Lot 26 to the Northeasterly corner of Lot 26, thence Southwesterly along the Northwesterly line of Lot 26 for the 27.95 feet more or less to the Northwesterly corner of Lot 26, thence South along the West line of Lot 26 for 114.00 feet, thence Northeasterly parallel to the Northwesterly line of Lot 26 for 59.06 feet, thence Southeasterly 200.85 feet more or less to the Southeasterly line of lot 26 at a point that is 53.67 feet Southwesterly from the point of beginning, thence Northeasterly along said Southeasterly line for 53.67 feet to the point of beginning. PID 252922140001 April 18, 2023 1 PlanningCommission Meeting Minutes Council Packet Page Number 124 of 186 J1, Attachment 8 1.03City Ordinance Sec. 44-512allows formultiple residential dwellings in the property’s zoning district through a conditional use permit approved by the city council. Section 2. Standards. 2.01 General Conditional Use Permit Standards. City Ordinance Section 44-1097(a) states that the City Council must base approval of a Conditional Use Permit on the following nine standards for approval. 1.The use would be located, designed, maintained, constructed and operated to be in conformity with the City’s Comprehensive Plan and Code of Ordinances. 2.The use would not change the existing or planned character of the surrounding area. 3.The use would not depreciate property values. 4.The use would not involve any activity, process, materials, equipment or methods of operation that would be dangerous, hazardous, detrimental, disturbing or cause a nuisance to any person or property, because of excessive noise, glare, smoke, dust, odor, fumes, water or air pollution, drainage, water run-off, vibration, general unsightliness, electrical interference or other nuisances. 5.The use would not exceed the design standards of any affected street. 6.The use would be served by adequate public facilities and services, including streets, police and fire protection, drainage structures, water and sewer systems, schools and parks. 7.The use would not create excessive additional costs for public facilities or services. 8.The use would maximize the preservation of and incorporate the site’s natural and scenic features into the development design. 9.The use would cause minimal adverse environmental effects. Section 3. Findings. 3.01The proposal meets the specific Conditional Use Permit standards. Section 4. City Review Process 4.01The City conducted the following review when considering this conditional use permit request. 1.On April 18, 2023, the Planning Commission held a public hearing. City staff published a hearing notice in the Pioneer Press and sent notices to the surrounding property owners. The Planning Commission gave everyone at the hearing a chance to speak and present written statements. The Planning Commission recommended that the City Council approve thisresolution. 2.On May 8, 2023, the City Council discussed this resolution. They considered reports and recommendations from the planning commission and City staff. April 18, 2023 2 PlanningCommission Meeting Minutes Council Packet Page Number 125 of 186 J1, Attachment 8 Section 5.City Council 5.01The City Council hereby _______ the resolution.The conditional use permit resolution approves a residential multiple-dwelling buildingon the property. Approval is based on the findings outlined in section 3 of this resolution. Approval is subject to the following conditions: 1.The property can have up to ten (10) multiple residential dwelling units. Any proposed increase in residential habitable space will require review by the city and an amendment to the conditional use permit. 2.The applicant will ensure the property meets the requirements of the building official and fire marshal. 3.The applicant must hire a Minnesota-licensed architect to inspect and evaluate the entire building, verify that the construction meets the minimum requirements of the Minnesota State Building Code, and make recommendations where the construction is substandard. A licensed contractor must apply for a buildingpermit for the change of use and any necessary construction alterations. 4.The applicant must obtain a SAC determination letter from the Metropolitan Council. The applicant will pay any unpaid fees as required by the determination letter. 5.The city must review any exterior improvements to the site. 6.The applicant shall provide a trash enclosure plan for the dumpster on the property. The enclosure must achieve the screening requirements as outlined in the city code. This plan may be reviewed and approved bystaff. 7.The applicant must comply with the city’s rental housing licensing program requirements. 8.Code requires two parking stalls for each multiple residential dwelling unit, with one of those being an enclosed stall. The property does not have enclosed parking stalls for the dwelling units. This resolution approves a waiver to the requirement for enclosed parking stalls. 9.The applicant shall submit a parking plan illustrating the number and location of parking stalls provided on the site. The applicant must request a parking waiver if the parking plan does not provide the required stalls. There shall be two stalls provided for each dwelling unit. In addition, commercial uses are required to have parking provided as outlined in Section 44 – 17, based onthe type of commercial use. For a commercial office building use, one space is required for every 200 square feet or portion thereof of floor area. 10.The city council shall review this permit in one year. Seconded by CommissionerIgeAyes – All The motion passed. This item will go to the city council on May 8, 2023. April 18, 2023 3 PlanningCommission Meeting Minutes Council Packet Page Number 126 of 186 For the permanent record: Meeting Date: 5/08/2023 Agenda Item J1, Additional Attachment l a i t n e d i s e R g e l n i p l i l t l e Conditional Use Permit ¤ u w Property owner requests approval for a multiple residential dwelling on the property2627 Stillwater Road East 0.47 Acres Requesting approval for: MD¤¤¤¤ For the permanent record: Meeting Date: 5/08/2023 Agenda Item J1, Additional Attachment l a i t n e 8 Ï31 units/acre) d i s e R g e l n i p l i l t l e FLU: Mixed-Use Neighborhood Zoning: BCM, Business Commercial Modified The proposal meets this intent ¤¤¤ u w Current Controls of PropertyComp Plan guides the property for neighborhood serving commercial retail, and medium to high-density residential housing ( MD¤¤ For the permanent record: Meeting Date: 5/08/2023 Agenda Item J1, Additional Attachment l a i t n e d i s e R g e l n i p l i l t l e u The property owner requests approval for 10 residential apartment units City Code requires a conditional use permit for multiple residential dwelling units in the BCM, business commercial modified zoning district w ¤¤ MD For the permanent record: Meeting Date: 5/08/2023 Agenda Item J1, Additional Attachment g n i l l e w D l a i t n e d i s e R e l p i t l u The city had documentation of six residential units on the property when the city council approved a change to the land use plan and zoning designation for the property in 1985The propertyÔs land use was changed from residential low-density to residential business, and the zoning was changed from business commercial to business commercial modifiedThe four additional units added to the building without city review or approval were discovered during a required inspection as part of the cityÔs rental licensing programThis request(if approved) would formally authorize up to 10 residential dwelling units Ïwould not increase the number of units beyond what exists today. M¤¤¤¤ For the permanent record: Meeting Date: 5/08/2023 Agenda Item J1, Additional Attachment g n i l l e w D l a i t n e d i s e R e l p i t l u Historically, a mix of commercial and residential dwelling units within the buildingBased on the limited documentation in city records, it is unknown when the additional units were added to the buildingThe owner claims the units were in the building when purchased in 1995The process (add units) would have required a conditional use permit before modifying the structure for additional residential dwelling unitsThe CUP would bring the property in compliance with zoning approval for the multiple residential dwelling units Ïensure zoning, rental licensing, and life safety building codes are achieved and continue going forward M¤¤¤¤¤ For the permanent record: Meeting Date: 5/08/2023 Agenda Item J1, Additional Attachment g n i l l e w D l a i t n e d i s e R e l p i t l u From a land use standpoint, staff supports the request as it meets the intent of the cityÔs comprehensive planIf approved, the property owner must work with the cityÔs building official to ensure compliance with required building codes for residential habitable spaceIf the applicant does not meet these requirements, the property owner will be required to remove the units and will be subject to civil and/or criminal citations issued by the city ¤¤¤ M For the permanent record: Meeting Date: 5/08/2023 Agenda Item J1, Additional Attachment w e i v e R f f a t S - g n i l l e w D l a i t n e d i s e R e l p i t l u Building ÏRandy Johnson, Building Official The applicant will need to hire a Minnesota-licensed architect to inspect and evaluate the entire building and make recommendations where the construction is substandard. The architect will need to generate architectural drawings for the entire building that indicates the layout and construction of the residential dwelling units, including any remaining commercial or office spaces. Additional design professionals may need to be hired, and drawings prepared to address any concerns discovered involving the structural, mechanical, electrical, or plumbing systems.Once the drawings have been completed, a licensed contractor must apply for a building permit for any necessary construction alterations. M ¤¤¤¤¤ For the permanent record: Meeting Date: 5/08/2023 Agenda Item J1, Additional Attachment w e i v e R f f a t S - g n i l l e w D l a i t n e d i s e R e l p i t l u Engineering ÏJon Jarosch, Assistant City Engineer The applicant must obtain a Sewer Availability Charge (SAC) Determination from the Metropolitan Council Environmental Services (MCES). Any units/prior use before 1973 would be grandfathered in. Any units that have unpaid SACs will need to be paid. The approximate costs for each unit paid to the city, and Met Council are provided below. In the instances where there is not a clothes washing machine or dryer in an apartment unit, the MCES SAC would only be 80% of a full MCES SAC ($1,988).MCES SAC Unit $2,485City SAC Unit $130City WAC Unit $285 Total per SAC unit charged: $2,900 M ¤¤¤¤¤¤¤ For the permanent record: Meeting Date: 5/08/2023 Agenda Item J1, Additional Attachment w e i v e R f f a t S - g n i l l e w t D l n a e i t m n e m d o i s C e c i R l b e l u p i P t l d u n Staff surveyed surrounding properties and sent a public hearing notice to properties within 500 feetTwo comments were received Ma¤¤ For the permanent record: Meeting Date: 5/08/2023 Agenda Item J1, Additional Attachment n n o i o t i a s s d i n m e m m o m C o - c e g R n i f l f l a e t w S D / ) l l a a w v i o e t i r n p v p e e A d R i d l s e i d e c n R e n m u e l m o o p i C c t e l R d ( u n ¤ Planning Commission, April 18, 2023City Council, May 8, 2023 Staff recommends approval of the conditional use permit Ma ¤¤¤ J2 CITY COUNCILSTAFF REPORT Meeting Date May 8, 2023 REPORT TO: Melinda Coleman, City Manager REPORT FROM: Michael Martin, AICP, Assistant Community Development Director PRESENTER: Danette Parr, Community Development Director JB Vang Multifamily Residential Project, 1310 Frost Avenue East AGENDA ITEM: a.Conditional Use Permit Resolution b.Design Review Resolution Action Requested:MotionDiscussionPublic Hearing Form of Action: Resolution OrdinanceContract/Agreement Proclamation Policy Issue: JB Vang proposes to develop Gladstone Village, a 65-unit affordable multifamily apartment project located on an approximately 1.59-acre site at the corner of Frost Avenue and English Street – 1310 Frost Avenue East. To proceed with this project, the applicant requests city council approval for a conditional use permit and design review. Recommended Action: a.Motion to approve a resolution for a conditional use permit approving a four-story, 65-unit multifamily apartment project to be constructed at 1310 Frost Avenue East. b.Motion to approve a resolution for design review approving a four-story, 65-unit multifamily apartment project to be constructed at 1310 Frost Avenue East. Fiscal Impact: Is There a Fiscal Impact? No Yes, the true or estimated cost is $0 Financing source(s): Adopted Budget Budget Modification New Revenue Source Use of Reserves Other: N/A Strategic Plan Relevance: Community InclusivenessFinancial & Asset MgmtEnvironmental Stewardship Integrated Communication Operational EffectivenessTargeted Redevelopment The city deemed the applicant’s application complete on March 31, 2023. The initial 60-day review deadline for a decision is May 30, 2023. As stated in Minnesota State Statute 15.99, the city is allowed to take an additional 60 days, if necessary, to complete the review. Background: JB Vang’s proposed 65-unit affordable multifamily apartment’s amenities would include a community and co-working room, outdoor grilling and patio area, fitness, and flex spaces located on Council Packet Page Number 127 of 186 J2 English Street facing south to take advantage of solar access, as well as convenient access to on- site surface parking and Gladstone Savanna Park located on the west side of English Street. The courtyard shaped by the building facing south is utilized as a patio and playground, giving the residents an expansive resident-only outdoor space. Gladstone Village’s unit mix will encourage family-friendly design by including 18 three- and nine four-bedroom units. The building will have indoor and outdoor gathering areas, including community and recreation spaces for residents. The building would also provide affordable housing to those making 30 percent to 60 percent of the Area Median Income (AMI) calculated annually by HUD, and unit sizes range from approximately 700 to 1,590 square feet. A small percentage of units are set aside for people with disabilities under the Section 811 housing program and people/families experiencing homelessness. Some units will receive designated housing services, and others will receive oversight by the Minnesota Department of Human Services. The applicant hosted a community open house on March 15, 2023, from 6:30 p.m. to 7:30 p.m. at the Wakefield Park Community Building. Invites were sent to all property owners within 500 feet of the project’s site. The night of the open house, the applicant brought poster boards with preliminary renderings and printed out a few large plan pages for folks to see and comment on if desired. The open house was lightly attended by 4 adults and 1 child. Gladstone Neighborhood Redevelopment Plan The Gladstone Neighborhood Redevelopment Plan outlines nine guiding principles to redevelopment in the area as follows: 1.Design the future of Gladstone as a village. 2.Transform regional trails into celebrated village corridors. 3.Make Gladstone a compelling quality of life choice. 4.Weave natural systems and ecological function into the built and recreational environment. 5.Allow Gladstone’s future to whisper the story of its past. 6.Make walkability the standard. 7.Think of Gladstone as a neighborhood for all stages of life. 8.Make the Gladstone redevelopment plan a model for others to follow. 9.Make multi-modal links between Gladstone and areas beyond. Conditional Use Permit Four-Story Building The MU – mixed-use zoning district requires a conditional use permit for any residential buildings over three stories or 35 feet tall. The applicant’s proposed building will be four stories and typically approximately 48 feet from ground level to the top of the parapet. In comparison, the multi-family buildings west of this project site approved as part of the Frost-English Village redevelopment project are 51 feet tall. Design Review Site Plan The project site would be accessed from a single drive coming off English Street on the west side of the site. The proposed building would be on the site’s north side, with surface parking to the south. The city’s mixed-use district requires surface parking to be to the rear of the building. The mixed- Council Packet Page Number 128 of 186 J2 use district also requires a front yard setback for multiple dwelling buildings to be no more than 20 feet, with a minimum of zero feet – this applies to both the English Street and Frost Avenue frontages. There are no side or rear building setback requirements. Parking lots are required to be setback five feet from side and rear property lines. All setback requirements are being met. Building Elevations Exterior building walls adjacent to or visible from a public right-of-way or public open space may not exceed 40 feet in width. New buildings of more than 40 feet in width are allowed if the building wall is divided into smaller increments, between 20 and 40 feet in width, through the articulation of the façade. Exterior-building materials shall be classified as primary, secondary or accent material. Primary materials shall cover at least 60 percent of all façades of a building. Secondary materials may cover no more than 30 percent of all façades of a building. Accent materials may include door and window frames, lintels, cornices, and other minor elements and may cover no more than ten percent of all façades of a building. The community design review board may consider exceptions to the above-mentioned design standards if they uphold the integrity of the guidelines and result in an attractive, cohesive development design as intended by ordinance. The primary materials for the proposed 65-unit multi-family building are brick and glass – with brick being utilized in two different tones of color – and will comprise 62 percent of the elevations. Secondary materials include stucco and masonry, making up 30 percent of the elevations. Accent materials will include charcoal metal panels. The building will be articulated in 20-40 foot segments. Unit Sizes Ordinance requires minimum unit sizes of 580 square feet per efficiency or one-bedroom units, 740 square feet for two-bedroom units, 860 square feet for three-bedroom units, and 1,040 square feet for four-bedroom units. All units in this project meet these requirements. Parking Waiver The city code states that multi-family buildings must provide two parking spaces for each unit – with one of the parking spaces being covered. This project requires a total of 130 spaces. The applicant is proposing to include 64 underground parking spaces and 39 surface parking spaces, for a total of 103 parking spaces. The applicant is seeking a waiver of 27 spaces. The applicant believes the ratio of 1.58 stalls per dwelling unit will be sufficient for the targeted resident population and building’s location. Parking spaces in the mixed-use district are required to be nine feet wide – the applicant’s site plans meet this requirement. For parking lots consisting of 20 or more spaces, interior landscape islands are required. Interior landscape islands shall be at a rate of one landscape island for every ten parking spaces. Landscape islands shall be a minimum of 144 square feet in area and shall be a minimum of eight feet in width, as measured from back of curb to back of curb. The applicant is requesting the community design review board consider an exception to this requirement as it would eliminate at least four additional surface parking spaces. Staff is comfortable with the parking waiver and providing an exception to the interior landscape island requirement. Landscaping and Screening All areas of land not occupied by buildings, parking, driveways, sidewalks or other hard surface are required to be sodded or mulched and landscaped with approved ground cover, flowers, shrubbery Council Packet Page Number 129 of 186 J2 and trees. Hard-surfaced areas, including sidewalks and patios, must include amenities such as benches, planters and bike racks. Perimeter landscape or pedestrian walls are required for all parking lots and shall be established along the road and edges of the parking lot. The landscape treatment or pedestrian wall shall run the full length of the parking lot and be located between the property line and the edge of the parking lot. There are six significant trees on site equaling 73 caliper inches. The applicants propose to remove three trees equaling 46 caliper inches. This represents 59 percent tree removal. City code requires 16 caliper inches of replacement trees on the site (which equals 8 – 2 caliper inches of replacement trees). The landscape plan shows 32 new trees ranging in size from 2 to 2.5 caliper inches, totaling 71.6 caliper inches of replacement trees, which meets, and exceeds, the tree replacement requirements. In addition to the proposed trees, the applicant’s landscape plan includes many shrubs, grasses and perennials. City code also requires additional landscaping or screening when light from automobile headlights and other sources would be directed into residential windows. With the manufactured home park to the south there is a need to provide additional screening along the south property line as there is a row of parking spaces facing south. Lighting The applicant submitted a photometric plan as part of its application. It appears the plan is meeting the code requirements but is not showing the light intensity measurement at all property lines. Before any permits are issued, the applicant must submit a revised photometric plan showing all code requirements being met. Trash Enclosure All trash and recycling will be maintained within the building. Trash and recycling chute access will be available on each building floor leading to a trash room in the garage. On pick-up days, site management will pull bins outside to a staging area on the southeast corner of the site for the trash company for pick up. The bins will be rolled back inside the garage trash room on the same day. Department Comments Engineering Please see Jon Jarosch’s engineering report, dated April 10, 2023, attached to this report. Environmental Please see Shann Finwall’s environmental report, dated April 11, 2023, attached to this report. Building Official – Randy Johnson The proposed building is required to meet the minimum requirements of the Minnesota State Building Code. Council Packet Page Number 130 of 186 J2 Board and Commission Review Community Design Review Board April 18, 2023: The community design review board reviewed this project and recommended approval. Planning Commission April 18, 2023: The planning commission reviewed this project and held a public hearing. Two individuals spoke in support of the project at the public hearing and the planning commission recommended approval of the project. Citizen Comments Staff surveyed the 28 surrounding property owners within 500 feet of the proposed site for their opinion. Staff received one comment, as shown below. 1.We had many questions answered when we attended the open house type gathering at Wakefield a while back. So with this letter to you, ahead of the public hearing we have a few things that we'd like the planning commission to look into for us, our neighbors and or future neighbors in the potential development. Is there going to be a contact list for neighbors in single family homes for the apartment complex and for those in the apartments to make sure the the building ownership and the building management company can be held accountable for issues or concerns if they arise. What recourse do we have if issues or concerns are not followed through with? Are the building owners or city planning on installing public trash cans around/ near the apartments/ small businesses? The very nature of increased population will most certainly bring the potential of more litter and it might be nice to have some and to get out ahead of it by encouraging people to use them. A clean neighborhood is a happier neighborhood. I'm going to next speak for myself, I don't like the height of the complex so close to individual housing. Having buildings closer to the local housing and businesses knit in with a neighborhood far better and I believe the city should strive for achieving that in order to create a more cohesive landscape and ascetic that people might feel is more like home and not just an institutional kind of living. When I relocated from my family farm in Borgholm Minnesota to the south side of Minneapolis as a kid and settled in the Powderhorn area the apartments near us where barely higher than the local housing and I see that as the direction we should go. With the potential of 3 new housing complexes on top of the 2 large existing ones, right in this area with additional commercial space being added as well, Creates concerns that are pressing to us with an increased traffic load is troubling both for noise and safety. (Bill and Stephanie Nelson, 1865 Clarence St North) Council Packet Page Number 131 of 186 J2 Reference Information Site Description Project Area: 1.59 acres Existing Land Use: Funeral Home Surrounding Land Uses North: Frost Avenue, multi-tenant commercial building and a vacant building East: Bruce Vento Trail and commercial buildings South: Manufactured home park West: English Street and Gladstone Savanna Planning Existing Land Use: Mixed-Use - Neighborhood HD Existing Zoning: Mixed-Use Attachments: 1.Conditional Use Permit Resolution 2.Design Review Resolution 3.Overview Map 4.2040 Future Land Use Map 5.Zoning Map 6.Applicant’s Narrative 7.Site Plan 8.Landscape Plan 9.Tree Preservation Plan 10.Photometric Plan 11.Building Elevations 12.Engineering Report, dated April 10, 2023 13.Environmental Report, dated April 11, 2023 14.Draft CDRB Minutes, April 18, 2023 15.Draft Planning Commission Minutes, April 18, 2023 16.Applicant’s Plans (separate attachment) Council Packet Page Number 132 of 186 J2, Attachment 1 CONDITIONAL USE PERMIT RESOLUTION BE IT RESOLVED by the City Council of the City of Maplewood, Minnesota, as follows: Section 1. Background. 1.01 Ashley Bisner, of JB Vang, has requested approval of a conditional use permit to permit a four-story multifamily building. 1.02 The property is located at 1310 Frost Avenue East and is legally described as: PIN: 152922320076. Lots 1, 2, 3, 4, 5, 6, and 7, except the South 7 feet of said Lot 7, Block 3, Gladstone, according to the recorded plat thereof, together with the vacated Ridge Street adjacent, Ramsey County, Minnesota. Abstract Property Section 2. Standards. 2.01 City Ordinance Section 44-359 requires a Conditional Use Permit for multiple dwelling buildings that exceed a height of 35 feet. 2.02 General Conditional Use Permit Standards. City Ordinance Section 44-1097(a) states that the City Council must base approval of a Conditional Use Permit on the following nine standards for approval. 1.The use would be located, designed, maintained, constructed and operated to be in conformity with the City’s Comprehensive Plan and Code of Ordinances. 2.The use would not change the existing or planned character of the surrounding area. 3.The use would not depreciate property values. 4.The use would not involve any activity, process, materials, equipment or methods of operation that would be dangerous, hazardous, detrimental, disturbing or cause a nuisance to any person or property, because of excessive noise, glare, smoke, dust, odor, fumes, water or air pollution, drainage, water run-off, vibration, general unsightliness, electrical interference or other nuisances. 5.The use would not exceed the design standards of any affected street. 6.The use would be served by adequate public facilities and services, including streets, police and fire protection, drainage structures, water and sewer systems, schools and parks. 7.The use would not create excessive additional costs for public facilities or services. 8.The use would maximize the preservation of and incorporate the site’s natural and scenic features into the development design. 9.The use would cause minimal adverse environmental effects. Council Packet Page Number 133 of 186 J2, Attachment 1 Section 3. Findings. 3.01 The proposal meets the specific conditional use permit standards. Section 4. City Review Process 4.01 The City conducted the following review when considering this conditional use permit request. 1.On April 18, 2023, the planning commission held a public hearing. The city staff published a hearing notice in the Pioneer Press and sent notices to the surrounding property owners. The planning commission gave everyone at the hearing a chance to speak and present written statements. 2.On May 8, 2023, the city council discussed this resolution. They considered reports and recommendations from the planning commission and city staff. The Planning Commission recommended that the City Council approve this resolution. Section 5. City Council 5.01 The city council hereby _______ the resolution. Approval is based on the findings outlined in section 3 of this resolution. Approval is subject to the following conditions: 1.All construction shall follow the approved plans, date-stamped March 31, 2023. The director of community development may approve minor changes. 2.The proposed construction must be substantially started within one year of council approval or the permit shall become null and void. 3.The city council shall review this permit in one year. 4.A parking waiver of 27 parking spaces is approved. If a parking shortage develops, the city council may require additional parking spaces to be constructed. __________ by the City Council of the City of Maplewood, Minnesota, on May 8, 2023. Council Packet Page Number 134 of 186 J2, Attachment 2 DESIGN REVIEWRESOLUTION BE IT RESOLVED by the City Council of the City of Maplewood, Minnesota, as follows: Section 1. Background. 1.01 Ashley Bisner, of JB Vang, has requested approval of design review to permit a four- story multifamily building. 1.02 The property is located at 1310 Frost Avenue East and is legally described as: 1.03 PIN: 152922320076. Lots 1, 2, 3, 4, 5, 6, and 7, except the South 7 feet of said Lot 7, Block 3, Gladstone, according to the recorded plat thereof, together with the vacated Ridge Street adjacent, Ramsey County, Minnesota. Abstract Property Section 2. Site and Building Plan Standards and Findings. 2.01 City ordinance Section 2-290(b) requires that the community design review board make the following findings to approve plans: 1. That the design and location of the proposed development and its relationship to neighboring, existing or proposed developments and traffic is such that it will not impair the desirability of investment or occupation in the neighborhood; that it will not unreasonably interfere with the use and enjoyment of neighboring, existing or proposed developments; and that it will not create traffic hazards or congestion. 2. That the design and location of the proposed development are in keeping with the character of the surrounding neighborhood and are not detrimental to the harmonious, orderly and attractive development contemplated by this article and the city's comprehensive municipal plan. 3. That the design and location of the proposed development would provide a desirable environment for its occupants, as well as for its neighbors, and that it is aesthetically of good composition, materials, textures and colors. Section 3. City Council Action. 3.01 The above-described site and design plans are hereby approved based on the findings outlined in Section 3 of this resolution. Subject to staff approval, the site must be developed and maintained in substantial conformance with the design plans date-stamped March 31, 2023. Approval is subject to the applicant doing the following: 1. Obtain a conditional use permit from the city council for this project. 2. Repeat this review in two years if the city has not issued a building permit for this project. 3. All requirements of the fire marshal and building official must be met. Council Packet Page Number 135 of 186 J2, Attachment 2 4. Satisfy the requirements set forth in the engineering review authored by Jon Jarosch, dated April 10, 2023. 5. Satisfy the requirements set forth in the environmental review authored by Shann Finwall, dated April 11, 2023. 6. The applicant shall obtain all required permits from the Ramsey-Washington Metro Watershed District. 7. Rooftop vents and equipment shall be located out of view from all sides of the property. 8. Any identification or monument signs for the project must meet the requirements of the city’s mixed-use sign ordinance. Identification or monument signs shall be designed to be consistent with the project’s building materials and colors. 9. Prior to the issuance of a building permit, the applicant shall submit for staff approval the following items: a. The applicant shall provide the city with a cash escrow or an irrevocable letter of credit for all required exterior improvements. The amount shall be 150 percent of the cost of the work. b. A revised landscape plan that details screening along the south property line that meets city code requirements. c. A revised photometric plan that meets city code requirements. 10. The applicant shall complete the following before occupying the building: a. Replace any property irons removed because of this construction. b. Provide continuous concrete curb and gutter around the parking lot and driveways. c. Install all required landscaping and an in-ground lawn irrigation system for all landscaped areas. d. Install all required outdoor lighting. e. Install all required sidewalks and trails. 11. If any required work is not done, the city may allow temporary occupancy if: a. The city determines that the work is not essential to public health, safety or welfare. b. The above-required letter of credit or cash escrow is held by the City of Maplewood for all required exterior improvements. The owner or contractor shall complete any unfinished exterior improvements by June 1 of the following year if occupancy of the building is in the fall or winter or within six weeks of occupancy of the building if occupancy is in the spring or summer. Council Packet Page Number 136 of 186 J2, Attachment 2 12.All work shall follow the approved plans. The director of community development may approve minor changes. __________ by the City Council of the City of Maplewood, Minnesota, on May 8, 2023. Council Packet Page Number 137 of 186 Attachment 3 Map March 30, 2023 City of Maplewood Legend ! I 0475 Feet Source: City of Maplewood, Ramsey County Council Packet Page Number 138 of 186 Attachment 4 Future Land Use Map - 1310 Frost Avenue East March 30, 2023 City of Maplewood 1965 1955 1946 1957 1315 1351 1940 1347 1321 1321 1313 1247 12811905 1265 1319 1317 12491323 1344 1350 1310 1899 1880 1880 1880 1889 1880 18801880 1880 1880 1880 1880 18801880 1880 1881 Legend 1880 1880 ! I 1880 Future Land Use - 2040 1880 1865 1870 Low Density Residential Medium Density Residential Mixed Use - Neighborhood High Density Public/Institutional 1851 1843 1842 Open Space 1840 1289 12731281 124912571265 1241 1835 P 1831 0240 Feet 1830 Source: City of Maplewood, Ramsey County 1825 Council Packet Page Number 139 of 186 Attachment 5 Zoning Map - 1310 Frost Avenue East March 30, 2023 City of Maplewood 1965 1955 1946 1957 1315 1351 1940 1347 1321 1321 1313 1247 12811905 1265 1319 1317 12491323 1344 1350 1310 1899 1880 1880 1880 1889 1880 18801880 1880 1880 1880 1880 18801880 1880 1881 1880 1880 1880 1880 Legend 1865 ! I 1870 Zoning Single Dwelling (r1) Multiple Dwelling (r3) Open Space/Park 1851 1843 1842 Mixed Use (mu) 1840 1289 12731281 124912571265 1241 1835 P 1831 0240 Feet 1830 Source: City of Maplewood, Ramsey County 1825 Council Packet Page Number 140 of 186 Attachment 6 Gladstone Village – Project Narrative Project Team JB Vang is a BIPOC Developer located in the city of St. Paul. JB Vang has developed over 1 million square feet of real estate totaling over $700MM with a wide variety of project types such as extensive commercial experience, educational facilities, retail, office, industrial and various types of housing projects. In addition to JB Vang, the Project team consists of Urbanworks architecture, Premier property management,Simpson Housing services, Flannery constructionand The Landon Group. Project Summary JB Vang, along with the project team, is proposing todevelop Gladstone Village, a 65-unit affordable multifamily apartment projectlocated on an approximately 1.59-acre site at the corner of Frost Avenue and English Streetin Maplewood, Minnesota. Gladstone Village(the “Project”)received a funding allocation from Minnesota Housing Finance Agency (MHFA) in the 2022 Consolidated RFP / 2023 Housing Tax Credits Round 1. The Project will be a 4-story development providing a mix of sixty-five (65) one-, two-, three-, and four-bedroom family friendly apartments, ground level resident use amenities, and one-level of resident use underground parking. JB Vang intends to begin construction late 2023or early 2024. The Project will consist of a four-story, stick frame building with an elevator, and the building’s exterior consists primarily of brick and stucco with metal accents. It includes 64 underground parking stalls and 39 surface parking stalls, for a total of 103 parking stalls. The code minimum for parking at the Project’s location is 2 stalls per dwelling unit. Gladstone Village parking equates to 1.58 stalls per dwelling unit, which is ample for the targeted populationand location provided the Project’s adjacency to bus stops and thepotentialfuture Bus Rapid Transit (BRT) Purple Line. Additional information regarding anticipated traffic and parking needs for Gladstone Village is available upon request. The Project’s amenities, which include a community and co-working room, outdoor grilling and patio area, fitness, and flex spaces, are located on English Street facing south to take advantage of solar access, as well as convenient access to on-site surface parking and Gladstone Savanna Park located on the west side of English Street. The courtyard shaped by the building facing south is utilized as a patio and playground, giving the residents an expansive resident only outdoor space. A second entry point to the Project is proposed for bus transit users and those utilizing the bicycle trail at the northeast corner of the site along Frost Avenue. Gladstone Village’s unit mix will encouragefamily-friendly designby including eighteen (18) three- and nine (9) four-bedroom units. The family-friendly building will have indoor and outdoor gathering areas including community and recreation spaces for residents. The Project provides affordable housing to those making 30% to 60%of the Area Median Income (AMI) calculated annually by HUD, and unit sizes range fromapproximately 700 to 1,590 square feet. A small percentage of units are set aside for people with disabilities (PWD) under the Section 811 housing program Advisory |Management Development |Facilities JB Vang |1335 Pierce Butler Route |St. Paul, MN 55104 M: 651.645.5500 |F: 651.645.3907 |www.jbvang.com Council Packet Page Number 141 of 186 Attachment 6 and people/families experiencing homelessness. Some units will receive designated housing services and others will receive oversight by the Minnesota Department of Human Services. The building is following the Enterprise Green Communities green building program for affordable housing as amended by MN Housing. In addition, the building is following the B3 Sustainable Building 2030 Energy standard, which set targets for reducing energy usage. Projects under these programs are required to meet both an energy and carbon standard, and utilize renewable energy sources. Strategies include utilizing an improved envelope design with reduced air infiltration, utilizing high-efficiency HVAC equipment, and exploring new technologies for lighting, appliances, and other building features. Access to Nearby Transit and Shopping Metro Transit Route 64, a high frequency Metro Transit bus route, has a stop adjacent to the Project. Route 64 provides access to downtown Saint Paul and major employers including Traveler’s Insurance, EcoLab, Bremer Financial, St. Paul Technical College, Metropolitan State University, and the Pioneer Press. Multiple hospital systems are also accessible by transit including Regions, United, and St. Joseph’s Hospital. TotheNorth,Route64providesaccesstoMaplewoodMall,PhalenRegionalPark,Maplewood Community Center and many restaurants and small regional employers. Gladstone Village residents willhaveaccessto a widevarietyofshoppingoptionsnearbyincluding CubFoods(1.7milesto the south), several convenience stores, restaurants, and other retailers. Contribution to City and County Future Planning The Project site is in an area of the City of Maplewood promoting redevelopment as demonstrated in multiple area plans including the Gladstone Redevelopment Area Plan and the Maplewood 2040 Comprehensive Plan. The City of Maplewood 2040 Comprehensive Plan calls for increased, new housing stock. The community has expressed concern over the lack of affordable housing. The vacancy rate in Maplewood continues to decrease; in 2010, it was 4.4%, in 2017 it was 2.4%,and it is projected to continue to decrease in the coming years. Specifically, the 2040 Plan states, “As new projects are developed, consideration should be given to the inclusion of affordable options. While there are a number of subsidized options available, it is not enough to meet current, as well as future demands” (6-111). Gladstone Village directly addresses the need for additional affordable housing in Maplewood. The addition of 65 new affordable housing units, all set at 30%, 50%, and 60% AMI, will increase the options for the residents of Maplewood, especially families in need of two-, three-, and four-bedroom units. The Metropolitan Council has projected that Maplewood will need to bring 510 new units of housing to the market between 2021 and 2040 to keep up with demand. Over half of these units (345) need to meet affordability rates at or below 50% AMI. Gladstone Village will achieve 13.6% of this goal with the addition of 47 new units at or below 50% AMI. Advisory |Management Development |Facilities JB Vang |1335 Pierce Butler Route |St. Paul, MN 55104 M: 651.645.5500 |F: 651.645.3907 |www.jbvang.com Council Packet Page Number 142 of 186 Attachment 6 Community Engagement JB Vang and our architect team, Urbanworks, hosted a community open house on March 15, 2023 from 6:30pm to 7:30pm at the Wakefield Park Community Building in Maplewood, MN. We sent invites to the addresses provided to us by Michael Martin on February 16, 2023, that included all property owners located within 500 feet of the Project’s site. The night of the open house, we brought posterboards with preliminary renderings and printed out a few large plan pages for folks to see and comment on if desired. While lightly attended by 4 adults and 1 child, we received positive feedback on the preliminary designs and were offered verbal support of the Project. I provided my business cardtocontact us with any questions related to the project, and hope to connect with them again soon! Advisory |Management Development |Facilities JB Vang |1335 Pierce Butler Route |St. Paul, MN 55104 M: 651.645.5500 |F: 651.645.3907 |www.jbvang.com Council Packet Page Number 143 of 186 Attachment 7 Maplewood, MN 55109-4418901 NORTH THIRD STREET, SUITE 145, MINNEAPOLIS, MN 55401 1310 Frost Ave E© URBANWORKS ARCHITECTURE LLC, 2019 JS BMS 19-0012 3/21/2023 JB Vang - Gladstone Village L110 LAND USE APP HARDSCAPEPLAN 3.21.2023CHECKED BY CONSULTANT 310 South 4th Avenue, Suite 7050Minneapolis, MN 55415p: 612.332.7522 PRELIMINARYNOT FORCONSTRUCTION LAND USE APPLICATION REVISIONSDATEPROJECT #PHASEDRAWN BY EDGINGDESCRIPTIONEDGING TYPE 1 - STEEL EDGEREDGING TYPE 2 - 8X8 TIMBER EDGERFENCE & GUARDRAILDESCRIPTIONFENCE TYPE 1 - CHAIN LINK - 4.5'FENCE TYPE 2 - CHAIN LINK - 6'PAVINGDESCRIPTIONPAVING TYPE 1 - CONCRETE WALKPAVING TYPE 2 - CRUSHED STONEPAVING TYPE 3 - WOOD MULCH FE-02P-02P-03 ED-01ED-02FE-01P-01 MATERIALS LEGEND SYMBOLSYMBOLSYMBOL NORTH 30 20 10 1" = 10' ED-01 P-01 FE-02 SCALE: 0 ED-01 ED-01 FE-01 P-02 DOG RUN P-02 (bid alternate) ED-01 ED-01 P-01 ED-01 P-02 ED-01 ED-01 ED-01 P-03 PLAYGROUND P-01 P-01 ED-02 ED-02 FE-02 P-01 PATIO P-02 ED-01 ED-01 ED-01 P-01 P-01 P-01 C:\\!Revit Project Files\\19-0012 A22 Central_JHighley@urban-works.com.rvt3/20/2023 1:38:11 PM Council Packet Page Number 144 of 186 Attachment 8 Maplewood, MN 55109-4418901 NORTH THIRD STREET, SUITE 145, MINNEAPOLIS, MN 55401 1310 Frost Ave E© URBANWORKS ARCHITECTURE LLC, 2019 JS BMS 19-0012 3/21/2023 JB Vang - Gladstone Village L140 LAND USE APP LANDSCAPEPLAN CONSULTANT LAND USE APPLICATION 3.21.2023REVISIONSDATEPROJECT #PHASEDRAWN BYCHECKED BY 310 South 4th Avenue, Suite 7050Minneapolis, MN 55415p: 612.332.7522 PRELIMINARYNOT FORCONSTRUCTION ACER RUBRUM `ARMSTRONG' / ARMSTRONG MAPLECORNUS ALTERNIFOLIA / PAGODA DOGWOODTILIA AMERICANA `BOULEVARD` / BOULEVARD LINDENAMELANCHIER X GRANDIFLORA `AUTUMN BRILLIANCE` / `AUTUMN BRILLIANCE` SERVICEBERRYCORNUS SERICEA 'ALLEMAN'S COMPACT' / DWARF RED TWIG DOGWOODSALIX PURPUREA `NANA` / DWARF ARCTIC WILLOWTAXUS X MEDIA `TAUNTONII` / TAUTON YEWCALAMAGROSTIS X ACUTIFLORA `KARL FOERSTER` / FEATHER REED GRASSSCHIZACHYRIUM SCOPARIUM `BLUE HEAVEN` / BLUE HEAVEN LITTLE BLUESTEMALLIUM TANGUTICUM 'SUMMER BEAUTY' / SUMMER BEAUTY GLOBE LILYSOD BETULA PLATYPHYLLA 'FARGO' TM / DAKOTA PINNACLE WHITE BIRCHBOTANICAL / COMMON NAMEPICEA GLAUCA `DENSATA` / BLACK HILLS SPRUCEPINUS CEMBRA / SWISS STONE PINEBOTANICAL / COMMON NAMEBOTANICAL / COMMON NAMEHYDRANGEA PANICULATA `LITTLE LIME` / LITTLE LIME HYDRANGEAPHYSOCARPUS OPULIFOLIUS `UMNHARPELL` TM / FIRESIDE NINEBARKRIBES ALPINUM / ALPINE CURRANTBOTANICAL / COMMON NAMEBOTANICAL / COMMON NAMEPANICUM VIRGATUM 'HEAVY METAL' / HEAVY METAL SWITCH GRASSBOTANICAL / COMMON NAMEBOTANICAL / COMMON NAME 452QTYQTYQTY6QTYQTY8431QTY46QTY 1315,623 SF ALTI-B3AG6TT238AT-S BFCA2PD6PC26CA7HL222PH-URI-A28SP210SS4122SORBARIA SORBIFOLIA `SEM` / SEM ASH LEAF SPIREACODECKPA-HSBCODESOD PLANT SCHEDULE DECIDUOUS TREESCODEQTYBOTANICAL / COMMON NAMEEVERGREEN TREESCODEORNAMENTAL TREESCODEDECIDUOUS SHRUBSCODEEVERGREEN SHRUBSCODEGRASSESPERENNIALSGROUND COVERSCODE NORTH 30 24 - CK 335 sf - SOD 4 - PC2 20 2 - PC2 10 1" = 10' 9 - TT2 651 sf - SOD SCALE: 0 399 sf - SOD 22 - CK 7 - CA 861 sf - SOD 5,264 sf - SOD 5 - TT2 DOG RUN (bid alternate) 18 - SS4 1,059 sf - SOD 596 sf - SOD 288 sf - SOD 19 - RI-A 18 - AT-S 5 - TT2 6 - PA-H 3 - SP2 12 - SS4 4 - BF 584 sf - SOD 1,729 sf - SOD PLAYGROUND 6 - AG 5 - TT2 19 - SB 312 sf - SOD 12 - SB 7 - SP2 11 - HL2 25 - SS4 PATIO 6 - SS4 11 - HL2 406 sf - SOD 7 - PA-H EXISTING10" OAK 2 - AL 3 - TI-B 30 - SS4 15 - AT-S 13 - AT-S 10 - TT2 4 - TT2 1,358 sf - SOD 6 - PD 1,529 sf - SOD 2 - CA2 16 - RI-A 1 - BF 1 - AL 203 sf - SOD 20 - CK 6 - SS4 28 - SS413 - PH-U 18 - CK11 - SS4 EXISTING10" OAK 1 - AL 6 - SS4 EXISTING7" OAK C:\\!Revit Project Files\\19-0012 A22 Central_JHighley@urban-works.com.rvt3/20/2023 1:38:11 PM Council Packet Page Number 145 of 186 Attachment 9 Maplewood, MN 55109-4418901 NORTH THIRD STREET, SUITE 145, MINNEAPOLIS, MN 55401 1310 Frost Ave E© URBANWORKS ARCHITECTURE LLC, 2019 JS BMS 19-0012 3/21/2023 JB Vang - Gladstone Village L000 LAND USE APP H:\\19\\19-0012\\05 - Consultants\\5.0 All\\230330 CAD Titleblock\\19-0012A22Central_JHighley@urban-works-ScottBeckman-4805276.jpg TREE PRESERVATIONPLAN CONSULTANT CONSTRUCTION LAND USE APPLICATION 3.21.2023REVISIONSDATEPROJECT #PHASEDRAWN BYCHECKED BY 310 South 4th Avenue, Suite 7050Minneapolis, MN 55415p: 612.332.7522 PRELIMINARYNOT FOR TYPEOAKOAKOAK LOCUSTLOCUSTLOCUST CAL/SIZE 121915 EXISTING TREE TO REMAIN TREE PROTECTION FENCEREMOVE EXISTING TREE DESCRIPTIONDEMODEMODEMOPRESERVE7PRESERVE10PRESERVE10 T-01T-02T-03T-04T-05T-06 LEGEND TOTAL DIAMETER INCHES TO BE REMOVED: 46 (A)TOTAL DIAMETER INCHES: 73 (B)TREE REPLACEMENT CONSTANTTOTAL DIAMETER INCHES TO BE SAVED: 27 (D)TREE REPLACEMENT FORMULACONTACT:JESSE SYMYNKYWICZ - PRINCIPAL310 SO. 4TH AVE, STE 7050612-332-7522 \[((A/B - 0.2) X C X A\] - \[D/2\] = E\[((46/73 - 0.2) X 1.5 X 46\] - \[27/2\] =\[29.67\] - \[13.5\] = 16 CALIPER INCHES (REPLACEMENT TREES)REFER TO SHEET L140 FOR LANDSCAPE PLAN.LANDSCAPE ARCHITECTDAMON FARBER ASSOCIATESMINNEAPOLIS, MN 55415 SYMBOL NORTH 30 20 10 1" = 10' SCALE: 0 T-06 T-01 T-02 T-03 T-05T-04 AREA TO RECIEVE 4" HARDWOOD MULCH (TO REMAIN THRUCONSTRUCTION) AREA TO RECIEVE 4" HARDWOOD MULCH (TO REMAIN THRUCONSTRUCTION) C:\\!Revit Project Files\\19-0012 A22 Central_JHighley@urban-works.com.rvt3/20/2023 1:38:11 PM Council Packet Page Number 146 of 186 Attachment 10 Council Packet Page Number 147 of 186 Attachment 11 Council Packet Page Number 148 of 186 Attachment 11 Council Packet Page Number 149 of 186 Attachment 12 Engineering Plan Review PROJECT: Frost Avenue Apartments 1310 Frost Avenue East PROJECT NO: 23-05 COMMENTS BY: Jon Jarosch, P.E. – Assistant City Engineer DATE: 4-10-2023 PLAN SET: Civil plans dated 3-21-2023 REPORTS: None The applicant is seeking city approval to develop a new four-story, 65-unit multi-family housing building and associated site amenities at 1310 Frost Avenue. The applicant is requesting a review of the current design. The amount of disturbance on this site is greater than ½ acre. As such, the applicant is required to meet the City’s stormwater quality, rate control, and other stormwater management requirements. The applicant is proposing to meet these requirements via the use of an underground infiltration system. This review does not constitute a final review of the plans, as the applicant will need to submit construction documents and calculations for final review. The following are engineering review comments on the design and act as conditions prior to issuing permits. Drainage and Stormwater Management 1)A stormwater management plan shall be submitted, including hydraulic calculations, to depict how the project is meeting the City and Watershed District’s stormwater management standards. 2)The project shall be submitted to the Ramsey-Washington Metro Watershed District (RWMWD) for review. All conditions of RWMWD shall be met. 3)A joint storm water maintenance agreement shall be prepared and signed by the owner for the proposed infiltration system and pretreatment devices. The Owner shall submit a signed copy of the joint storm-water maintenance agreement with the RWMWD to the City. 4)Geotechnical information (soil borings) shall be provided to support infiltration rates utilized in the infiltration system design. Council Packet Page Number 150 of 186 Attachment 12 5) An emergency overflow for the underground infiltration system shall be identified on the plans. This overflow shall be properly stabilized to prevent erosion during an overflow event. 6) Pre-treatment of stormwater before discharge into infiltration system is required. A minimum 3-foot deep sump or similar pre-treatment shall be installed to provide pre- treatment and sediment removal upstream of the system. 7) The plans note that the trench drain at the bottom of the parking garage entrance ramp is to be connected to the building. Likewise, it is unclear where the building perimeter drain tile is connected. The plans shall detail the proposed connection point for these systems and ensure they are not connected to the sanitary sewer system. All storm water runoff shall be directed into the storm sewer system. Grading and Erosion Control 8) All slopes shall be 3H:1V or flatter. 9) Inlet protection devices shall be installed on all existing and proposed onsite storm sewer until all exposed soils onsite are stabilized. This includes storm sewer on adjacent streets that could potentially receive construction related sediment or debris. 10) Adjacent streets and parking areas shall be swept as needed to keep the pavement clear of sediment and construction debris. 11) All pedestrian facilities shall be ADA compliant. 12) The total grading volume (cut/fill) shall be noted on the plans. 13) A copy of the project SWPPP and NDPES Permit shall be submitted prior to the issuance of a grading permit. 14) Detail shall be provided on the east side of the proposed building depicting grades on this property and those on the property to the east. This detail is needed to ensure the proposal is not negatively impacting the neighboring property. Sanitary Sewer and Water Service 15) The applicant shall be responsible for paying any SAC, WAC, or PAC charges related to the improvements proposed with this project. A SAC determination is required. 16) All modifications to the water system shall be reviewed by Saint Paul regional Water Services. All requirements of SPRWS shall be met. Council Packet Page Number 151 of 186 Attachment 12 17)All new sanitary sewer service piping shall be schedule 40 PVC or SDR35. 18)The sanitary sewer service connection to the mainline in English Street shall include the placement of a manhole at this location. Other 19)All work within Frost Avenue or English Street right-of-way shall be restored per the City’s right-of-way ordinance. Roadway patching shall occur within 48 hours after the completion of utility connections on these roadways. It should be noted that Frost Avenue was recently reconstructed. As such, the restoration requirements for Frost Avenue will include much larger patching than shown on the plans. 20)A public sidewalk easement shall be provided for those portions of the concrete sidewalk along English Street and Frost Avenue lying outside of the public right-of-way. 21)Onsite sidewalks and pavements shall be left in place as long as possible to reduce the time soils are exposed. 22)The plans shall be signed by a civil engineer licensed in the state of Minnesota. 23)The applicant shall provide a self-renewing letter of credit or cash escrow in the amount of 125% of the proposed site improvements including earthwork, grading, erosion control, site vegetation establishment (sod, seed, etc.), aggregate base, and paving. Public Works Permits The following permits are required by the Maplewood Public Works Department for this project. The applicant should verify the need for other City permits with the Building Department. 24)Right-of-way permit 25)Grading and erosion control permit 26)Storm Sewer Permit 27)Sanitary Sewer Permit -END COMMENTS - Council Packet Page Number 152 of 186 Attachment 13 Environmental Review Project: Gladstone Village Date of Plans: March 21, 2023 Date of Review: April 11, 2023 Location: 1310 Frost Avenue Reviewers: Shann Finwall, Environmental Planner 651-249-2304, shann.finwall@maplewoodmn.gov Carole Gernes, Natural Resources Coordinator 651-249-2416, carole.gernes@maplewoodmn.gov Project Background: The applicant proposes to redevelop the funeral home at 1310 Frost Avenue East with a 65-unit affordable multi-family apartment building. The applicant must comply with the Gladstone Area Redevelopment Plan, solid waste ordinance, tree preservation ordinance, and landscape policies. Gladstone Area Redevelopment Neighborhood The Gladstone Area Redevelopment Plan details guiding principles, implementation initiatives, and key factors for shaping redevelopment of the Gladstone Neighborhood. Environmental items pertaining to the redevelopment of properties located along English Street, south of Frost Avenue include: Incorporation of rainwater gardens, alternative pavement strategies, shared parking, and other techniques to minimize surface water runoff and provide for treatment of runoff. Incorporation of recycled building materials, roof top gardens, solar energy systems, and other sustainable building techniques that contribute to the educational and interpretive vision of the Gladstone Savanna. Development should orient toward the regional trails rather than back up to them. Building heights should be greatest along English Street. Green Building Code The Green Building Code applies to Maplewood owned and financed buildings. The goal of the Green Building Code is to safeguard the environment, public health, safety and general welfare through the establishment of requirements to reduce the negative impacts and increase the positive impacts of the built environment on the natural environment and building occupants. Green Building Code Recommendation: If the Gladstone Village is approved for the use of Tax Increment Financing, the redevelopment of the site must comply with the Green Building Code and ensure sections in the Code are complete including 1) energy conservation, efficiency, and 2 COemission reductions; and 2) material resource conservation and efficiency standards. Council Packet Page Number 153 of 186 Attachment 13 Solid Waste Ordinance All multi-family properties are included in the City’s recycling program. The City of Maplewood contracts with Tennis Sanitation for multi-family recycling. Tennis Sanitation supplies 95-gallon recycling carts or recycling dumpsters collected weekly. The City of Maplewood adds the recycling fee onto the water bill. Solid Waste Recommendation: Prior to Certificate of Occupancy, the applicant must ensure recycling service is set up through the City’s recycling program. Tree Ordinance 1. Tree Preservation Ordinance: a. Significant Trees: Maplewood’s tree preservation ordinance describes a significant tree as a healthy tree of the following size: hardwood tree with a minimum of 6 inches in diameter, an evergreen tree with a minimum of 8 inches in diameter, and a softwood tree with a minimum of 12 inches in diameter. b. Specimen Trees: A specimen tree is defined as a healthy tree of any species that is 28 inches in diameter or greater. c. Tree Replacement: If greater than 20 percent of significant trees are removed, tree replacement is based on a calculation of significant trees located on the site and significant trees removed. Credits are given for all specimen trees that are preserved. If less than 20 percent of significant trees are removed, tree replacement is based on a calculation of one 2-caliper inch replacement tree per significant tree removed. d. Tree Replacement: The tree standards require that as many replacement trees be planted on the site as possible. An applicant can pay into the City’s tree fund at a rate of $60 per caliper inch for trees that cannot be planted on site. The City uses the tree fund to manage trees in parks and within the right-of-way. 2. Tree Impacts: There are six significant trees on site equaling 73 caliper inches. The applicants propose to remove three trees equaling 46 caliper inches. This represents 59 percent tree removal. 3. City Code Requirements: City code requires 16 caliper inches of replacement trees on the site (which equals 8 – 2 caliper inches of replacement trees). 4. Proposed Tree Replacement: The landscape plan shows 32 new trees ranging in size from 2 to 2.5 caliper inches, totaling 71.6 caliper inches of replacement trees, which meets, and exceeds, the tree replacement requirements. 5. Tree Recommendations: a. Prior to issuance of a grading permit, the applicant must submit the following: 1) Escrow: The applicant must submit a tree escrow in the amount of $60 per caliper inch of trees to be replaced on the site. The escrow will be released once the trees are planted with a one-year warranty. Council Packet Page Number 154 of 186 Attachment 13 Landscape Policies Review of the overall landscape plan to ensure nonnative and invasive species are avoided, seed mix is appropriate for use in areas proposed, and plantings are climate resilient. Landscaping Recommendations: 1.Prior to issuance of a grading permit, submit a revised landscape plan with the following changes: a)Replace False Spirea, Sorbaria sorbifolia, which has been found to be invasive in Minnesota and nearby Wisconsin. This is particularly concerning due to the proximity of the Gladstone Neighborhood Preserve located across the street from the development. Replace with a variety of the following native pollinator- supporting shrub species: 1)Chokeberry, Aronia melanocarpa 2)New Jersey tea, Ceanothus americanus 3)Native bush honeysuckle, Diervilla lonicera 4)Blueberry cultivars, Vaccinium ssp 5)Common elderberry, Sambucus Canadensis 6)American hazelnut, Corylus Americana 7)Gray dogwood, Cornus racemose 8)Perennial American spikenard, Aralia racemose 9)Monarch-supporting perennial such as Butterfly-weed, Asclepias tuberosa. Planting a mix of these species rather than 30 of the same species will also help prevent the spread of plant pests and diseases. There are only six ninebark shrubs included in the landscape plan. You could increase numbers of that species to around 20 to make up for some of the Sorbaria. b)Replace Asian White Birch, Betula platyphylla, which has been reported as invasive in nearby states. Replace with the non-native River Birch, Betula nigra. c)Maplewood promotes the planting of pollinator–supporting native plants. There is only one species of flowering perennial in the plan. Please replace the 46 pots of Allium tanguticum with a diverse mix of native flowers, choosing from the following list: 1)Prairie onion, Allium stellatum 2)Butterfly-weed, Asclepias tuberosa 3)Meadow blazing star, Liatris ligulistylis 4)Leadplant, Amorpha canescens 5)Canada anemone, Anemone Canadensis 6)Virginia bluebells, Mertensia virginica 7)Prairie violet, Viola pedatifida 8)Plains wild indigo, Baptisia bracteata 9)Prairie smoke, Geum triflorum 10)Prairie phlox, Phlox pilosa Council Packet Page Number 155 of 186 Attachment 13 11)Aromatic aster, Symphyotrichum oblongifolium 12)Black-eyed Susan, Rudbeckia hirta 13)Wild petunia, Ruellia humilis 14)Wild bergamot, Monarda fistulosa 15)Prairie Coreopsis, Coreopsis palmate 16)Purple prairie clover, Dalea purpurea 17)Dotted blazingstar, Liatris punctate 18)Virginia mountain mint, Pycnanthemum virginianum 19)Showy goldenrod, Solidago speciosa 20)Large beardtongue, Penstemon grandifloras 21)Narrow-leaved purple coneflower, Echinacea angustifolia 22)Spotted horsemint, Monarda punctata Council Packet Page Number 156 of 186 J2, Attachment 14 DRAFT MINUTES MAPLEWOOD COMMUNITY DESIGN REVIEW BOARD 6:00 P.M. Tuesday, April 18, 2023 City Hall, Council Chambers 1830 County Road B East E.NEW BUSINESS 2.Design Review, Multifamily Residential Project, 1310 Frost Avenue East Michael Martin, Assistant Community Development Director, presented the Design Review, Multifamily Residential Project, 1310 Frost Avenue Eastand answered questions from the board. Justin Fincher, JB Vang Partners, Inc, addressed the board and answered questions. Chairperson Kempe moved to approve a resolution for design review approving a four-story, 65-unit multifamily apartment project to be constructed at 1310 Frost Avenue East. DESIGN REVIEW RESOLUTION BE IT RESOLVED by the City Council of the City of Maplewood, Minnesota, as follows: Section 1. Background. 1.01Ashley Bisner, of JB Vang, has requested approval of design review to permit a four-story multifamily building. 1.02The property is located at 1310 Frost Avenue East and is legally described as: 1.03PIN: 152922320076. Lots 1, 2, 3, 4, 5, 6, and 7, except the South 7 feet of said Lot 7, Block 3, Gladstone, according to the recorded plat thereof, together with the vacated Ridge Street adjacent, Ramsey County, Minnesota. Abstract Property Section 2. Site and Building Plan Standards and Findings. 2.01 City ordinance Section 2-290(b) requires that the community design review board make the following findings to approve plans: 1.That the design and location of the proposed development and its relationship to neighboring, existing or proposed developments and traffic is such that it will not impair the desirability of investment or occupation in the neighborhood; that it will not unreasonably interfere with the use and enjoyment of neighboring, existing or proposed developments; and that it will not create traffic hazards or congestion. Council Packet Page Number 157 of 186 J2, Attachment 14 2.That the design and location of the proposed development are in keeping with the character of the surrounding neighborhood and are not detrimental to the harmonious, orderly and attractive development contemplated by this article and the city's comprehensive municipal plan. 3.That the design and location of the proposed development would provide a desirable environmentfor its occupants, as well as for its neighbors, and that it is aesthetically of good composition, materials, textures and colors. Section 3. City Council Action. 3.01The above-described site and design plans are hereby approved based on the findings outlined in Section 3 of this resolution. Subject to staff approval, the site must be developed and maintained in substantial conformance with the design plans date-stamped March 31, 2023. Approval is subject to the applicant doing the following: 1.Obtain a conditional use permit from the city council for this project. 2.Repeat this review in two years if the city has not issued a building permit for this project. 3.All requirements of the fire marshal and building official must be met. 4.Satisfy the requirements set forth in the engineering review authored by Jon Jarosch, dated April 10, 2023. 5.Satisfy the requirements set forth in the environmental review authored by Shann Finwall, dated April 11, 2023. 6.The applicant shall obtain all required permits fromthe Ramsey-Washington Metro Watershed District. 7.Rooftop vents and equipment shall be located out of view from all sides of the property. 8.Any identification or monument signs for the project must meet the requirements of the city’s mixed-use sign ordinance. Identification or monument signs shall be designed to be consistent with the project’s building materials and colors. 9.Prior to the issuance of a building permit, the applicant shall submit for staff approval the following items: a.The applicant shall provide the city with a cash escrow or an irrevocable letter of credit for all required exterior improvements. The amount shall be 150 percent of the cost of the work. b.A revised landscape plan that details screening along the south property line that meets city code requirements. Council Packet Page Number 158 of 186 J2, Attachment 14 c.A revised photometric plan that meets city code requirements. 10.The applicant shall complete the following before occupying the building: a.Replace any property irons removed because of this construction. b.Provide continuous concrete curb and gutter around the parking lot and driveways. c.Install all required landscaping and an in-ground lawn irrigation system for all landscaped areas. d.Install all required outdoor lighting. e.Install all required sidewalks and trails. 11.If any required work is not done, the city may allow temporary occupancy if: a.The city determines that the work is not essential to public health, safety or welfare. b.The above-required letter of credit or cash escrow is held by the City of Maplewood for all required exterior improvements. The owner or contractor shall complete any unfinished exterior improvements by June 1 of the following year if occupancy of the building is in the fall or winter or within six weeks of occupancy of the building if occupancy is in the spring or summer. c.All work shall follow the approved plans. The director of community development may approve minor changes. Seconded by Boardmember OszmanAyes – All The motion passed. Council Packet Page Number 159 of 186 J2, Attachment 15 DRAFT MINUTES MAPLEWOOD PLANNING COMMISSION 7:00 P.M. Tuesday, April 18, 2023 City Hall, Council Chambers 1830 County Road B East E.PUBLIC HEARING 2.Conditional Use Permit Resolution, Multifamily Residential Project, 1310 Frost Avenue East Michael Martin, Assistant Community Development Director, presented the Conditional Use Permit Resolution, Multifamily Residential Project, 1310 Frost Avenue East, and answered questions from the commission. Justin Fincher, JB Vang Partners, Inc, addressed the commission and answered questions. Chairperson Arbuckleopened the public hearing. The following individuals addressed the commission regarding the project: Donna Borchert, Borchert’sMeat Market, 1344 Frost Ave Dave Borchert, Borchert’s Meat Market, 1344 Frost Ave Chairperson Arbuckleclosed the public hearing. CommissionerIge moved to approve a resolution for a conditional use permit approving a four-story, 65-unit multifamily apartment project to be constructed at 1310 Frost Avenue East. CONDITIONAL USE PERMIT RESOLUTION BE IT RESOLVED by the City Council of the City of Maplewood, Minnesota, as follows: Section 1. Background. 1.01Ashley Bisner, of JB Vang, has requested approval of a conditional use permit to permit a four-story multifamily building. 1.02The property is located at 1310 Frost Avenue East and is legally described as: PIN: 152922320076. Lots 1, 2, 3, 4, 5, 6, and 7, except the South 7 feet of said Lot 7, Block 3, Gladstone, according to the recorded plat thereof, together with the vacated Ridge Street adjacent, Ramsey County, Minnesota. Abstract Property Council Packet Page Number 160 of 186 J2, Attachment 15 Section 2. Standards. 2.01City Ordinance Section 44-359 requires a Conditional Use Permit for multiple dwelling buildings that exceed a height of 35 feet. 2.02General Conditional Use Permit Standards. City Ordinance Section 44-1097(a) states that the City Council must base approval of a Conditional Use Permit on the following nine standards for approval. 1.The use would be located, designed, maintained, constructed and operated to be in conformity with the City’s Comprehensive Plan and Code of Ordinances. 2.The use would not change the existing or planned character of the surrounding area. 3.The use would not depreciate property values. 4.The use would not involve any activity, process, materials, equipment or methods of operation that would be dangerous, hazardous, detrimental, disturbing or cause a nuisance to any person or property, because of excessive noise, glare, smoke, dust, odor, fumes, water or air pollution, drainage, water run-off, vibration, general unsightliness, electrical interference or other nuisances. 5.The use would not exceed the design standards of any affected street. 6.The use would beserved by adequate public facilities and services, including streets, police and fire protection, drainage structures, water and sewer systems, schools and parks. 7.The use would not create excessive additional costs for public facilities or services. 8.Theuse would maximize the preservation of and incorporate the site’s natural and scenic features into the development design. 9.The use would cause minimal adverse environmental effects. Section 3. Findings. 3.01The proposal meets the specific conditional use permit standards. Section 4. City Review Process 4.01The City conducted the following review when considering this conditional use permit request. 1.On April 18, 2023, the planning commission held a public hearing. The city staff published a hearing notice in the Pioneer Press and sent notices to the surrounding property owners. The planning commission gave everyone at the Council Packet Page Number 161 of 186 J2, Attachment 15 hearing a chance to speak andpresent written statements. The Planning Commission recommended that the City Council approve this resolution. 2.On May 8, 2023, the city council discussed this resolution. They considered reports and recommendations from the planning commission and city staff. Section 5.City Council 5.01The city council hereby _______ the resolution. Approval is based on the findings outlined in section 3 of this resolution. Approval is subject to the following conditions: (additions are underlined and deletions are crossed out): 1.All construction shall follow the approved plans, date-stamped March 31, 2023. The director of community development may approve minor changes. 2.The proposed construction must be substantially started within one year of council approval or the permit shall become null and void. 3.The city council shall review this permit in one year. 4.A parking waiver of 27 parking spaces is approved. If a parking shortage develops, the city council may require additional parking spaces to be constructed. Seconded by CommissionerDesai Ayes – All The motion passed. This item will go to the city council on May 8, 2023 Council Packet Page Number 162 of 186 For the permanent record: Meeting Date: 5/08/2023 Agenda Item J2, Additional Attachment e u n e v A t s , o g r n F a 1.59 AcresConditional Use PermitDesign Review 0 V 1 ¤¤¤ JB Vang proposes to develop Gladstone Village, a 65-unit affordable multifamily apartment projectRequesting approval for: 3 B J1¤¤ For the permanent record: Meeting Date: 5/08/2023 Agenda Item J2, Additional Attachment e u n e v A t s , o g r n F a 0 V 1 65-unit affordable multifamily apartment projectSite is guided Mixed-Use ÏNeighborhood High Density, which allows up to 50 units per acre (79 units could be located on site)Site is zoned Mixed Use, which allows 4-story multifamily housing projects with the approval of a conditional use permit 3 B J1¤¤¤ For the permanent record: Meeting Date: 5/08/2023 Agenda Item J2, Additional Attachment e u n e v A t s , o g r n F a 0 V 1 Building on north side of siteParking required to be to the rearBuilding 0-20 front yard; 0 side and rearParking lot five feet from side and rear 3 ¤¤¤¤ B J1 Project site accessed from a single drive coming off English Street on the west side The new building and parking lot meet all setback requirements ¤¤ For the permanent record: Meeting Date: 5/08/2023 Agenda Item J2, Additional Attachment e u n e v A t s , o g r n F a 0 V Primary materials ÏBrick and glass (at least 60%)Secondary materials ÏStucco and masonry (up to 30%)Accent ÏMetal panels (up to 10%) 1 ¤¤¤ 3 B The proposed building will be constructed with a combination ofWalls longer than 40 feet must be articulated in segments of 20-40 feetFourth floor of this project kicks in the CUP Ïapproximately 48 feet J1 ¤¤¤ For the permanent record: Meeting Date: 5/08/2023 Agenda Item J2, Additional Attachment e u n e v A t s , o g r n F a 0 V 130 spaces for this project; 103 provided, (64 underground, 39 surface)Applicant seeks a total parking waiver of 27 spaces which includes one space from the covered parking requirementreq. 3-4 islands, each island would remove approximately 1 stall 1 ¤¤¤ 3 B Code states that multi-family buildings must provide two parking spaces for each unit Ïwith one of the parking spaces being coveredLandscape islands (required for parking lots with over 20 surface stalls, island for every 10 stalls) J1 ¤¤ For the permanent record: Meeting Date: 5/08/2023 Agenda Item J2, Additional Attachment e u n e v A t s , o g r n F a 0 V Applicant is proposing 32 new treesRequirements are being met 1 ¤¤ 3 B Applicant is proposing to remove 3 of the 6 significant trees on siteCode requires the planting of 8 treesApplicant will need to provide additional landscaping or screening to meet the cityÔs screening requirements for the housing units to the south of this project site J1 ¤¤¤ For the permanent record: Meeting Date: 5/08/2023 Agenda Item J2, Additional Attachment t n e m m o C e u c i l n e b v u A P t d s n o r a F w 0 e 1 i 3 v 1 e , R g f f n a a t V S Staff surveyed surrounding properties and sent a public hearing notice to properties within 500 feetOne comment was received B - J¤¤ For the permanent record: Meeting Date: 5/08/2023 Agenda Item J2, Additional Attachment f f a t S / w e i v e R l e i u c n n e u v o ) A l C a t v s d o n r o n p o r i a p t F A a n d 0 d e o 1 i d n 3 s n 1 se e i , m m g m m n o m c m a e o o V R c ( C e ¤ B CDRB and Planning Commission, April 18, 2023City Council, May 8, 2023 Staff recommends approval J-R ¤¤¤ J3 CITY COUNCIL STAFF REPORT Meeting Date May 8, 2023 REPORT TO: City Council REPORT FROM: Melinda Coleman, City Manager Mike Darrow, Assistant City Manager PRESENTER: Melinda Coleman, City Manager Mike Darrow, Assistant City Manager Joe Rueb Finance Director AGENDA ITEM: Closure of DMV and Passport Services a. Resolution Terminating Deputy Registrar Agreement with the Minnesota Department of Public Safety b. Resolution Terminating Certain Contracts with the Minnesota Department of Natural Resources c. Terminate the cityÓs provision of passport services d. Provide severance packages to impacted employees Action Requested: Motion Discussion Public Hearing Form of Action: Resolution Ordinance Contract/Agreement Proclamation Policy Issue: Staff is recommending the closure of the DMV and Passport Services. A decision to recommend closure is based upon a review of the core functions of the City of Maplewood as well as the cityÓs overall financial sustainability. Over the past five years, the combined losses of both departments are $1,162,127. Recommended Action: a. Motion to approve the Resolution Terminating Deputy Registrar Agreement with the Minnesota Department of Public Safety. b. Motion to approve the Resolution Terminating Certain Contracts with the Minnesota Department of Natural Resources. c. Motion to immediately terminate the cityÓs provision of passport services. d. Motion to provide severance packages to impacted employees. Fiscal Impact: Is There a Fiscal Impact? No Yes, the true or estimated cost is $148,000 Financing source(s): Adopted Budget Budget Modification New Revenue Source Use of Reserves Other: n/a Council Packet Page Number 163 of 186 J3 Strategic Plan Relevance: Community Inclusiveness Financial & Asset Mgmt Environmental Stewardship Integrated Communication Operational Effectiveness Targeted Redevelopment Closure of the DMV and Passport services would improve the overall financial sustainability of the city. These services are provided by other entities and are not a core function of the city. Background: The closure of these two divisions is extremely difficult. A decision to recommend closure is based upon a review of the core functions of the City of Maplewood, as well as the cityÓs overall financial sustainability. Core functions of the City are services that are required to be provided at the local level of government to ensure for the health, safety, and general welfare of our residents and taxpayers. These are services that are not provided by other entities. Unfortunately, both the DMV and Passports are not considered to be core functions of the City, rather they are a convenience for our residents and the neighboring communities. They are programs of the State of Minnesota (DMV) and the Federal Government (Passports). Reimbursements from these agencies have not kept pace with the additional mandates and requirements necessary to process these services. When looking at both short and long-term growth, these two areas are not considered to be financially sustainable. Over the past five years, the combined losses of both departments are $1,162,127. It does not seem fair to continue to ask Maplewood tax payers to subsidize state and federal services. In addition, if the City were to keep providing these services we would likely have to raise taxes by 2%. This would be in addition to the taxes levied to fund our core services. Core services include public safety, public works, economic development, parks and natural resources and maintaining our infrastructure. The City will provide severance to impacted employees. Employees, as well as representatives from AFSCME and MSA, have been notified. Severance payments include one week of pay for every year of service, one additional month of health care and pay out of any accrued annual leave or vacation time. The total for these payouts is $148,000. Customers with existing appointments will be directed to nearby agencies and a significant social media outreach will begin immediately upon approval. Attachments: 1. Resolution Terminating Deputy Registrar Agreement with the Minnesota Department of Public Safety 2. Resolution Terminating Certain Contracts with the Minnesota Department of Natural Resources Council Packet Page Number 164 of 186 J3, Attachment 1 CITY OF MAPLEWOOD, MINNESOTA RESOLUTION _____ RESOLUTION TERMINATING DEPUTY REGISTRAR AGREEMENT WITH THE MINNESOTA DEPARTMENT OF PUBLIC SAFETY WHEREAS, the city of Maplewood (the ÐCityÑ) and the Minnesota Department of Public Safety, through its Commissioner as Registrar of Vehicles (the ÐRegistrarÑ), have entered into that certain contract for Driver and Vehicle Services dated December 22, 2020 (the ÐContractÑ); and WHEREAS, pursuant to the Contract, the City has been appointed a Deputy Registrar of Vehicles; and WHEREAS, pursuant to Minn. Rules 7406.0355, subp. 3C, an appointment as Deputy Registrar reverts to the Registrar if the governing authority of the City decides to discontinue or relinquish the appointment. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF MAPLEWOOD, MINNESOTA AS FOLLOWS: 1. The City hereby discontinues and relinquishes its appointment as Deputy Registrar of Vehicles under the Contract, effective immediately, and will discontinue issuing licenses or performing any other function as Deputy Registrar. 2. City staff is authorized and directed to cooperate with the Registrar in effecting the termination of the Contract in an orderly and efficient manner. 3. City staff is further authorized and directed to take any and all actions necessary or convenient to carry out the intent of this resolution. Dated: May 8, 2023. Marylee Abrams, Mayor ATTEST: Andrea Sindt, City Clerk MA745-1-869864.v1 Council Packet Page Number 165 of 186 J3, Attachment 2 CITY OF MAPLEWOOD, MINNESOTA RESOLUTION _____ RESOLUTION TERMINATING CERTAIN CONTRACTS WITH THE MINNESOTA DEPARTMENT OF NATURAL RESOURCES WHEREAS, the city of Maplewood (the ÐCityÑ) and the Minnesota Department of Natural Resources (the ÐDNRÑ) have entered into Electronic License System Point-of-Sale Agent Contract #162648 (ÐContract 162648Ñ), which was executed on behalf of the City on July 15, 2019; and WHEREAS, the City and the DNR have also entered into Registration and Titling Electronic License System Agent Contract with Deputy Registrar of Motor Vehicles #163136 (ÐContract 163136Ñ), which was executed on behalf of the City on July 15, 2019; and WHEREAS, Contract 162648 and Contract 163136 are collectively hereinafter referred to as (the ÐContractsÑ); and WHEREAS, the City is the Agent under the Contracts; and WHEREAS, pursuant to Minn. Rules 6213.0410, subd. 1, a contract with the DNR may be terminated at the written request of the Agent. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF MAPLEWOOD, MINNESOTA AS FOLLOWS: 1.The City hereby terminates the Contracts, effective immediately, and will discontinue issuing licenses or performing any other function as the Agent under the Contracts. 2.City staff is authorized and directed to cooperate with the DNR in effecting the termination of the Contracts in an orderly and efficient manner. 3.City staff is further authorized and directed to take any and all actions necessary or convenient to carry out the intent of this resolution. Dated: May 8, 2023. Marylee Abrams, Mayor ATTEST: Andrea Sindt, City Clerk MA745-1-869841.v1 Council Packet Page Number 166 of 186 K1 CITY COUNCILSTAFF REPORT Meeting Date May 8, 2023 REPORT TO: Melinda Coleman, City Manager REPORT FROM: Steven Love, Public Works Director / City Engineer Jon Jarosch, Assistant City Engineer Tyler Strong, Civil Engineer I PRESENTER:Steven Love AGENDA ITEM: Resolution Receiving Bids and Awarding Construction Contract, Myrtle- Sterling Area Street Improvements, City Project 22-16 Action Requested: MotionDiscussion Public Hearing Form of Action: Resolution OrdinanceContract/Agreement Proclamation Policy Issue: Plans and specifications for the Myrtle-Sterling Area Street Improvements, City Project 22-16 were approved by Council on March 27, 2023. The plans and specifications were subsequently advertised for bids and a bid opening was held on April 27, 2023. These bids have been tabulated and checked for accuracy, with Bituminous Roadways Inc. submitting the lowest responsible bid. The City Council will consider approving a resolution to receive bids and award a construction contract to Bituminous Roadways Inc. for the Myrtle-Sterling Area Street Improvements, City Project 22-16. Receiving bids and awarding a contract is one of the last steps in the public improvement process prior to starting construction on a street improvement project. Recommended Action: Motion to approve the resolution receiving bids and awarding a construction contract for Myrtle- Sterling Area Street Improvements, City Project 22-16, to Bituminous Roadways Inc. for the base bid. Fiscal Impact: Is There a Fiscal Impact? No Yes, the true or estimated cost is $3,343,490.96 Financing source(s): Adopted Budget Budget Modification New Revenue Source Use of Reserves Other: Construction Contract Strategic Plan Relevance: Community InclusivenessFinancial and Asset MgmtEnvironmental Stewardship Integrated CommunicationOperational EffectivenessTargeted Redevelopment Council Packet Page Number 167 of 186 K1 The Myrtle-Sterling neighborhood is an important part of the City’s infrastructure, serving as a connection to local properties and the Justice Alan Page Elementary School. The project streets have deteriorated beyond the point of regular annual maintenance and are in need of replacement. Background The Myrtle-Sterling project streets total approximately 1.50 miles in length. The project area is bounded by Holloway Avenue to the north, McKnight Road to the west, Montana Avenue to the south, and Century Avenue to the east. This project is a part of the approved 2023 – 2027 Maplewood Capital Improvement Plan (CIP). The project is a combination of a pavement rehabilitation and full reconstruction type improvements. The proposed improvements include the following: The following streets will have pavement rehabilitation type of improvements including the full depth reclamation of existing pavement and underlying aggregate base, subgrade corrections as necessary, installation of new asphalt pavement, utility replacement only as necessary (storm sewer, sanitary sewer, and water main), and spot replacement of concrete curb and gutter. o Idaho Avenue (west of Sterling Street) o Kingston Avenue o Knoll Circle o Lakewood Drive (south of Ripley Avenue) o Mary Street o Myrtle Street (south of Ripley Avenue) o Ripley Avenue The following streets will have full reconstruction type of improvements including the removal of existing pavement and underlying aggregate base, extensive soil subgrade corrections, installation of new asphalt pavement and aggregate base, major utility improvements (water main, sanitary sewer, and storm sewer), water quality improvements, and the construction of new concrete curb and gutter. o Idaho Avenue (east of Sterling Street) o Lakewood Drive (north of Ripley Avenue) o Myrtle Street (north of Ripley Avenue) o Sterling Street (South of Larpenteur Avenue) Also included with this project is the installation of a 5-foot wide concrete sidewalk along the school frontage on the east-side of Lakewood Drive between Holloway Avenue and Ripley Avenue. Existing sidewalk and trail pedestrian ramps will be upgraded to current ADA standards as well. In order to rejuvenate existing pavements and extend their useful life, the fog seal of select past street improvement project streets is also included with this project. Five valid bids were received for this project. A summary of the base bids are shown below in Table 1.The bids have been checked and tabulated for accuracy. The Engineer’s Estimate for project construction cost was $4,266,608.10. As seen in Table 1, the lowest bid from Bituminous Roadways Inc. of $3,343,490.96 is approximately $923,100 (22%) lower than the Engineer’s Estimate. This significantly lower cost appears to be reflective of a slowdown in the private markets creating a very competitive bidding market for public projects. Council Packet Page Number 168 of 186 K1 Table 1 –Base Bid Tabulation Bidder Bid Engineer’s Estimate$4,266,608.10 Bituminous Roadways Inc.$3,343,490.96 T. A. Schifsky & Sons, Inc$3,432,209.99 Veit & Company, Inc. $3,806,408.71 Northwest$3,858,822.17 Park Construction Company $3,976,567.74 The City has worked successfully with Bituminous Roadways Inc. as a prime-contractor and sub- contractor contractor in the past, most recently during the Parkway Drive Improvement Project in 2022. Staff feels the bid is competitive and responsible and recommends awarding the base bid to Bituminous Roadways Inc. Budget Impact: The currently approved funding plan, established at the feasibility stage of the project, is $5,391,700. The total estimated project cost based on the low bid (including 12% indirect costs and a 10% contingency) is $4,119,200, roughly $1,272,500 below the current financing plan. The majority of the decreased costs between the budget established during feasibility and the proposed budget are associated with water main items ($612,100 decrease) and storm sewer items ($635,100 decrease) with a smaller, yet significant, decrease in G.O. Improvement Bonds ($96,400). There was a slight increase in the cost of the sanitary sewer funding needs, however this amount falls well within the CIP allotment. Project Cost Recovery Funding SourceCurrent Funding Plan Proposed Funding PlanCIP G.O. Improvement Bonds $2,142,100 $2,045,700 $2,024,225 Environmental Utility Fund $1,287,100 $652,000 $835,400 Sanitary Sewer Fund $70,700 $133,700 $276,900 Water Area Fund $25,600 $33,700 $194,300 St. Paul Regional Water $1,041,700 $429,600 $240,000 Special Assessments $824,500 $824,500 $559,175 Total Project Funding: $5,391,700 $4,119,200 $4,130,000 The estimated project costs and proposed funding plan have been reviewed by the Finance Director. A final budget adjustment will be made based on final construction costs after construction is complete. It is recommended to adjust the current project budget as shown above. Proposed Schedule: Project Milestone Date Order Preparation of Feasibility Study 8/8/2022 Neighborhood Meeting #112/5/2022 Accept Feasibility Study, Order Public Hearing, Authorize Preparation of 2/13/2023 Plans & Specifications Neighborhood Meeting #22/10/2023 Council Packet Page Number 169 of 186 K1 Public Hearing 2/27/2023 Ordering of Improvements 3/13/2023 Approve Plans and Specifications, Authorize Advertisement for Bids, 3/27/2023 Authorize Preparation of Assessment Roll Bid Opening4/27/2023 Award Contract 5/8/2023 Neighborhood Meeting #3May/2023 Begin Construction June 2023 Accept Assessment Roll & Order Assessment Hearings 8/14/2023 Neighborhood Meeting #49/6/2023 Assessment Hearing and Adopt Assessment Roll9/11/2023 Complete Construction November 2023 Assessments Certified to Ramsey County November 2023 Attachments 1. Resolution Receiving Bids and Awarding Construction Contract 2. Project Location Map 3. Award of Contract Presentation Council Packet Page Number 170 of 186 K1, Attachment 1 RESOLUTION RECEIVING BIDS AND AWARDING CONSTRUCTION CONTRACT WHEREAS, pursuant to resolution passed by the City Council on March 27, 2023, approving plans and specifications and advertising for bids for Myrtle-Sterling Area Street Improvements, City Project 22-16, and WHEREAS, the plans and specifications were advertised for bids pursuant to Minnesota Statutes, Chapter 429, and WHEREAS, bids were received and opened on April 27, 2023 at 10:00 A.M. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF MAPLEWOOD, MINNESOTA that the base bid of Bituminous Roadways Inc. in the amount of $3,343,490.96 is the lowest responsible bid for the construction of Myrtle-Sterling Area Street Improvements, City Project 22-16, and the Mayor and the City Manager are hereby authorized and directed to enter into a contract for the base bid with said bidder for and on behalf of the City. The financing plan for the Myrtle-Sterling Area Street Improvements, City Project 22-16 is hereby modified to the amounts shown below. Project Financing Plan Funding Source Total Amount % of Total General Obligation (G.O.) Improvement Bonds $2,045,70050% Environmental Utility Fund $652,00016% Sanitary Sewer Fund $133,7003% Water Area Fund $33,7001% St. Paul Regional Water Services (SPRWS) $429,60010% Special Benefit Assessments $824,50020% Total Project Funding: $4,119,200100% The Finance Director is hereby authorized to make the financial transfers necessary to implement the financing plan for the project and to prepare a budget adjustment based on final construction costs. th Approved this 8day of May 2023. Council Packet Page Number 171 of 186 K1, Attachment 2 Council Packet Page Number 172 of 186 K1, Attachment 3 t c a r t n o C , 2023 f o May 8 d Jon Jarosch, P.E. City Project 22-16 r a Assistant City Engineer w Myrtle-Sterling Area Street Improvements A Council Packet Page Number 173 of 186 K1, Attachment 3 $4,266,608.10$3,432,209.99$3,806,408.71$3,858,822.17$3,976,567.74 $3,343,490.96 Received Tabulation Bids Α.źķ Improvements Street Area Bid Tabulation Sterling Inc. Bidder Inc Myrtle Company Inc. Sons, Roadways Estimate Company, Construction Schifsky& A. 9ƓŭźƓĻĻƩ͸ƭ Bituminous T.Veit&NorthwestPark Council Packet Page Number 174 of 186 K1, Attachment 3 $33,700 Plan $652,000$133,700$429,600$824,500 $2,045,700 $4,119,200 Plan Funding ΑtƩƚƆĻĭƷ $70,700$25,600 $824,500 $2,142,100$1,287,100$1,041,700$5,391,700 FundingPlanProposedFunding Improvements Current Street Area Project Budget Sterling Funding: Fund Water Bonds Total Myrtle Source Fund Assessments Utility Regional Sewer Funding Benefit Fund G.O.ImprovementEnvironmentalSanitaryW.A.C.SaintPaulSpecial Council Packet Page Number 175 of 186 K1, Attachment 3 Recommendations Approval of resolution receiving bids and awarding aconstruction contract for the Myrtle-Sterling Area StreetImprovements, City Project 22-16, to Bituminous RoadwaysInc. ¤ Council Packet Page Number 176 of 186 K2 CITY COUNCILSTAFF REPORT Meeting Date May 8, 2023 REPORT TO: Melinda Coleman, City Manager REPORT FROM: Steven Love, Public Works Director / City Engineer Jon Jarosch, Assistant City Engineer Tyler Strong, Civil Engineer I PRESENTER:Steven Love AGENDA ITEM: Resolution Receiving Bids and Awarding Construction Contract, Woodlynn- Southlawn Area Street Improvements, City Project 22-17 Action Requested: MotionDiscussion Public Hearing Form of Action: Resolution OrdinanceContract/Agreement Proclamation Policy Issue: Plans and specifications for the Woodlynnn-Southlawn Area Street Improvements, City Project 22- 17 were approved by Council on March 27, 2023. The plans and specifications were subsequently advertised for bids and a bid opening was held on April 28, 2023. These bids have been tabulated and checked for accuracy, with T. A. Schifsky & Sons submitting the lowest responsible bid. The City Council will consider approving a resolution to receive bids and award a construction contract to T. A. Schifsky & Sons for the Woodlynnn-Southlawn Area Street Improvements, City Project 22-17. Receiving bids and awarding a contract is one of the last steps in the public improvement process prior to starting construction on a street improvement project. Recommended Action: Motion to approve the resolution receiving bids and awarding a construction contract for Woodlynnn-Southlawn Area Street Improvements, City Project 22-17, to T. A. Schifsky & Sons for the base bid plus bid alternate 1. Fiscal Impact: Is There a Fiscal Impact? No Yes, the true or estimated cost is $2,389,097.43 Financing source(s): Adopted Budget Budget Modification New Revenue Source Use of Reserves Other: Construction Contract Strategic Plan Relevance: Community InclusivenessFinancial and Asset MgmtEnvironmental Stewardship Integrated CommunicationOperational EffectivenessTargeted Redevelopment Council Packet Page Number 177 of 186 K2 The Woodlynnn-Southlawn area streets are an important part of the City’s infrastructure serving as a connection to many residential properties, multi-family properties, and commercial businesses. The project streets have deteriorated beyond the point of regular annual maintenance and are in need of replacement. Background The Woodlynn-Southlawn project streets total approximately 1.77 miles in length. The project area is bounded by County Road D to the north, Hazelwood Street to the west, County Road C to the south, and McKnight Road to the east. This project is a part of the 2023 – 2027 Maplewood Capital Improvement Plan (CIP). The project is a combination of a pavement rehabilitation type improvements and full reconstruction type improvements depending on the street. The proposed improvements include the following. Pavement rehabilitation of the following streets to include the full depth reclamation of existing pavement and underlying aggregate base, full replacement of the existing bituminous pavement, spot replacement of concrete curb and gutter and subgrade corrections as necessary. Woodlynn Avenue Ariel Street Furness Court Southlawn Drive Kennard Street Germain Court Full reconstruction of Radatz Avenue to include the full depth reclamation of the existing pavement and underlying aggregate base, subgrade corrections, construction of new concrete curb and gutter, and the construction of a concrete sidewalk. The width of the road has been reduced from 28-feet to 26-feet to account for the additional room needed for the 5-foot sidewalk and 3-foot boulevard as guided by the Living Street’s Policy. This street narrowing will aid in promoting slower vehicle speeds. The installation of new pedestrian connections on Woodlynn Avenue and Ariel Street along with the upgrading of existing pedestrian facilities to ADA standards. Staff utilized the City’s consultant, SRF Consulting Group, to take an in-depth look at the existing roadway width and future traffic and pedestrian needs on Woodlynn Avenue between Ariel Street and McKnight Road. Options were investigated that would reduce traffic speeds, improve corridor safety, reduce the amount of impervious surface, and design Woodlynn Avenue to better meet traffic and pedestrian needs. It is proposed that Woodlynn Avenue, between Ariel Street and McKnight Road, be reduced to one driving lane in each direction along with parking lanes on either side at select locations. A bid alternate was included with this project for the replacement of a deteriorated retaining wall at the northeast corner of Gervais Avenue and Maplewood Drive. Five valid bids were received for this project. A summary of the bids are shown below in Table 1. The bids have been checked and tabulated for accuracy. The Engineer’s Estimate for project construction cost was $3,036,373.70. As seen in Table 1, the lowest bid from T. A. Schifsky & Sons of $2,389,097.43 is approximately $647,400 (21%) lower than the Engineer’s Estimate. This significantly lower cost appears to be reflective of a slowdown in the private markets creating a very competitive bidding market for public projects. Council Packet Page Number 178 of 186 K2 Table 1 –Base Bid + Bid Alt 1 Tabulation BidderBid Engineer’s Estimate $3,036,373.70 T. A. Schifsky & Sons $2,389,097.43 Bituminous Roadways Inc. $2,574,101.74 OMG Midwest Inc. $2,645,773.54 Park Construction Company $2,659,453.86 Valley Paving Inc.$2,760,629.61 The City has worked successfully with T. A. Schifsky & Sons as a prime contractor in the past, most recently during the Gervais Area Pavement Rehabilitation project in 2022. Staff feels the bid is competitive and recommends awarding the base bid and bid alternate 1 to T. A. Schifsky & Sons. Budget Impact: The currently approved financing plan, established at the feasibility stage of the project, is $3,527,800. The new total estimated project cost (including 12% indirect costs and a 10% contingency) is $2,943,400, approximately $584,400 below the current financing plan. This lower cost results in less contributions needed from all funding sources. It is worth noting that the project no longer calls for G.O. Bonding as a source of funding. Project Financing Plan Funding SourceCurrent Funding Plan Proposed Funding PlanCIP G.O. Improvement Bonds $348,600 $0 $851,895 Environmental Utility Fund $227,000 $179,300 $856,400 Sanitary Sewer Fund $73,500 $51,900 $282,800 WAC Fund $58,300 $56,500 $213,900 SRF Fund $1,822,700 $1,658,000 $1,822,663 Special Assessments $997,700 $997,700 $832,692 Total Project Funding: $3,527,800 $2,943,400 $4,860,350 The estimated project costs and proposed financing plan have been reviewed by the Finance Director. A final budget adjustment will be made based on final construction costs after construction is complete. It is recommended to adjust the current project budget as shown above. Council Packet Page Number 179 of 186 K2 Proposed Schedule: Project Milestone Date Order Preparation of Feasibility Study8/8/2022 Neighborhood Meeting #112/5/2022 Accept Feasibility Study, Order Public Hearing, Authorize Preparation of 2/13/2023 Plans & Specifications Neighborhood Meeting #22/10/2023 Public Hearing 2/27/2023 Ordering of Improvements 3/13/2023 Approve Plans and Specifications, Authorize Advertisement for Bids, 3/27/2023 Authorize Preparation of Assessment Roll Bid Opening4/28/2023 Award Contract 5/8/2023 Neighborhood Meeting #3May/2023 Begin Construction June 2023 Accept Assessment Roll & Order Assessment Hearings 8/14/2023 Neighborhood Meeting #49/6/2023 Assessment Hearing and Adopt Assessment Roll9/11/2023 Complete Construction November 2023 Assessments Certified to Ramsey County November 2023 Attachments 1.Resolution Receiving Bids and Awarding Construction Contract 2.Project Location Map 3.Award of Contract Presentation Council Packet Page Number 180 of 186 K2, Attachment 1 RESOLUTION RECEIVING BIDS AND AWARDING CONSTRUCTION CONTRACT WHEREAS, pursuant to resolution passed by the City Council on March 27, 2023, approving plans and specifications and advertising for bids for Woodlynn-Southlawn Area Street Improvements, City Project 22-17, and WHEREAS, the plans and specifications were advertised for bids pursuant to Minnesota Statutes, Chapter 429, and WHEREAS, bids were received and opened on April 28, 2023 at 10:00 A.M. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF MAPLEWOOD, MINNESOTA that the base bid of T. A. Schifsky & Sons in the amount of $2,389,097.43 is the lowest responsible bid for the construction of Woodlynn-Southlawn Area Street Improvements, City Project 22-17, and the Mayor and the City Manager are hereby authorized and directed to enter into a contract for the Base Bid and Bid Alternate 1 with said bidder for and on behalf of the City. The financing plan for the Woodlynn-Southlawn Area Street Improvements, City Project 22-17, is hereby modified to the amounts shown below. Project Financing Plan Funding Source Total Amount % of Total G.O. Bonds Improvement $0 - Environmental Utility Fund $179,300 6% Sanitary Sewer Fund $51,900 2% WAC Fund $56,500 2% SRF Fund $1,658,000 56% Special Assessments $997,700 34% Total Project Funding: $2,943,400100% The Finance Director is hereby authorized to make the financial transfers necessary to implement the financing plan for the project and to prepare a budget adjustment based on final construction costs. th Approved this 8day of May 2023. Council Packet Page Number 181 of 186 K2, Attachment 2 Council Packet Page Number 182 of 186 K2, Attachment 3 t c a r t n o C , 2023 f o May 8 d Jon Jarosch, P.E. City Project 22-17 r a Assistant City Engineer w Street Improvements A Woodlynn-SouthlawnArea Council Packet Page Number 183 of 186 K2, Attachment 3 1) Alt $3,036,373.70$2,574,101.74$2,645,773.54$2,659,453.86$2,760,629.61 $2,389,097.43 Bid + Bid Received (Base Bids Tabulation Α.źķ Improvements Bid Tabulation Street Inc. Bidder Company SouthlawnArea Sons Inc. Inc. Roadways Estimate Woodlynn Paving Midwest Schifsky& Construction A. 9ƓŭźƓĻĻƩ͸ƭ T.BituminousOMGParkValley Council Packet Page Number 184 of 186 K2, Attachment 3 $0 $51,900$56,500 Plan $179,300$997,700 $1,658,000 $2,943,400 Plan Financing ΑtƩƚƆĻĭƷ $73,500$58,300 $348,600$227,000$997,700 $1,822,700 $3,527,800 Improvements FinancingPlanProposedFinancing Street Current Project Financing Plan SouthlawnArea Fund Source Fund Funding Utility Woodlynn Improvement Total Funding Sewer Assessments Fund Bonds Fund G.O.EnvironmentalSanitaryWACSRFSpecial Council Packet Page Number 185 of 186 K2, Attachment 3 Recommendations Approval of resolution receiving bids and awarding aconstruction contract for the Woodlynn-SouthlawnAreaStreet Improvements, City Project 22-17, to T. A. Schifsky &Sons. ¤ Council Packet Page Number 186 of 186