HomeMy WebLinkAbout2025-03-10 City Council Meeting Packet
AGENDA
MAPLEWOOD CITY COUNCIL
7:00 P.M. Monday, March 10, 2025
City Hall, Council Chambers
Meeting No. 05-25
A. CALL TO ORDER
B. PLEDGE OF ALLEGIANCE
C. ROLL CALL
D. APPROVAL OF AGENDA
E. APPROVAL OF MINUTES
1. February 24, 2025 City Council Workshop Meeting Minutes
2. February 24, 2025 City Council Meeting Minutes
F. APPOINTMENTS AND PRESENTATIONS
1. Administrative Presentations
a. Council Calendar Update
2. Council Presentations
3. Strategic Plan Update for Fourth Quarter of 2024
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 Make-A-Wish Minnesota, 2029 Woodlynn Avenue
3. Purchase of Vehicle Extrication Equipment
4. Patient Care Reporting Subscription Agreement
5. Resolution of Support for SAFER Grant Application
6. Joint Powers Agreement with the State of Minnesota for Federal Background
Checks
7. Purchase of Half-Ton Truck (Unit 531)
8. LHB Professional Services Agreement for Harvest Park Playground Improvements
9. Joint Powers Agreement of the Ramsey County Violent Crime Enforcement Team
(RCVCET)
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. Local Housing Trust Fund
a. Ordinance Establishing a Local Housing Trust Fund
b. Resolution Authorizing Publication of the Ordinance by Title and Summary
(4 votes)
c. Resolution Accepting Transfer from EDA Fund to Local Housing Trust Fund
K. AWARD OF BIDS
None
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.
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MINUTES
MAPLEWOOD CITY COUNCIL
MANAGER WORKSHOP
5:45P.M. Monday, February24, 2025
City Hall, Council Chambers
Mayor Abrams attending remotely due to medical reasons
A.CALL TO ORDER
A meeting of the City Council was heldin the City Hall Council Chambers and was called to
order at5:46 p.m.by Mayor Abrams.
B.ROLL CALL
Marylee Abrams, MayorPresent, attended remotely via Zoom
Rebecca Cave, CouncilmemberPresent
Kathleen Juenemann, CouncilmemberPresent
Chonburi Lee, Councilmember Present
Nikki Villavicencio, CouncilmemberPresent
C.APPROVAL OF AGENDA
CouncilmemberCavemoved toapprove the agenda as submitted.
Seconded by CouncilmemberLee Ayes– All, via roll call
The motion passed.
D.UNFINISHED BUSINESS
None
E.NEW BUSINESS
1.YMCA of the North Discussion
Assistant City Manager/HR Director Darrow provided background on the agenda item and
introduced the presenters. Alex Schmitz, Director of Operations with Maplewood YMCAof
the North, addressed council and gave the presentation. Katie Lowe, Associate Vice
President with Maplewood YMCAof the North, provided additional information and
answered questions of council.
No Action Required.
2.Maplewood Community Events Discussion
Assistant City Manager/HR DirectorDarrow gave the staff report. Council discussed the
th
2024 4of July and Fall Fireworkseventsand shared opinions. Council communicated the
preference of keepingthe fireworks event in September and Mayor Abrams suggested
council share further community partnerideaswith staff regarding the September event.
February24, 2025
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No Action Required.
D.ADJOURNMENT
Mayor Abramsadjourned the meetingat6:48p.m.
February24, 2025
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MINUTES
MAPLEWOOD CITY COUNCIL
7:00 P.M. Monday, February24, 2025
City Hall, Council Chambers
Meeting No. 04-25
Mayor Abrams attending remotely due to medical reasons.
A.CALL TO ORDER
A meeting of the City Council was held in the City Hall Council Chambersand was
called to order at7:01p.m.byMayor Abrams.
Mayor Abrams introduced the video, Maplewood has Heart, created by the
Communications Department.
B.PLEDGE OF ALLEGIANCE
C.ROLL CALL
Marylee Abrams, MayorPresent, attended remotely via Zoom
Rebecca Cave, CouncilmemberPresent
Kathleen Juenemann, CouncilmemberPresent
Chonburi Lee, CouncilmemberPresent
Nikki Villavicencio, CouncilmemberPresent
D.APPROVAL OF AGENDA
The following items were added to council presentations:
IV Wellness & Beauty Spa
Pan Asia Mall
Public Safety
Spring Clean-Up
CouncilmemberJuenemannmoved to approve theagenda as submitted.
Seconded by CouncilmemberCaveAyes – All
The motion passed.
E.APPROVAL OF MINUTES
1.February10, 2025 City CouncilWorkshop Meeting Minutes
CouncilmemberLeemoved to approve the February 10, 2025 City Council Workshop
MeetingMinutes assubmitted.
Seconded by CouncilmemberJuenemann Ayes – All, via roll call
February24, 2025
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The motion passed.
2.February10, 2025 City Council Meeting Minutes
CouncilmemberJuenemannmoved to approve the February 10, 2025 City Council
MeetingMinutes assubmitted.
Seconded by CouncilmemberLee Ayes – All, via roll call
The motion passed.
F.APPOINTMENTS AND PRESENTATIONS
1.Administrative Presentations
a.Council Calendar Update
City ManagerSablegave an update to the council calendar and reviewed other topics of
concern or interest requested by councilmembers.
2.Council Presentations
IV Wellness & Beauty Spa
Councilmember Leevisited the new business and encouraged residents to visit them in
the Maplewood Mall.
Pan Asia Mall
Councilmember Leetoured the old Sears site that has been rebranded as Pan Asia Mall
and encouraged council to also tour the site.
Public Safety
Councilmember Leeasked councilto consider putting out a statement regarding
Maplewood Public Safety’s policies onimmigration.Mayor Abrams and City Manager
Sableadded additional information. Council agreed to share Maplewood policies on the
website.
Spring Clean-Up
Councilmember Juenemannannounced Spring Clean-Up Day this year will be May 3,
2025 and more information will be announced soon.
3.Rice Larpenteur Alliance Presentation
Community Development Director Parr introduced the agenda item. Kim O’Brien,
Executive Director for Rice Larpenteur Alliance, gave the presentation.
No action required.
4.2024 Annual Public Safety Report
February24, 2025
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Public Safety Director Bierdeman gave the presentation and played a community
outreach video.
Councilmember Juenemannmoved toaccept the 2024 Public Safety Report.
Seconded by Councilmember Cave Ayes – All, via roll call
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.
CouncilmemberJuenemannmoved toapprove agenda items G1-G5.
Seconded by CouncilmemberLee Ayes – All, via roll call
The motion passed.
1.Approval of Claims
CouncilmemberJuenemannmoved to approve the approval of claims.
ACCOUNTS PAYABLE:
$ 136,189.80 Checks # 122664 thru # 122695
dated 2/11/25
$ 230,838.10 Checks # 122696 thru # 122732
dated 2/18/25
$ 469,179.54 Disbursements via debits to checking account
dated 2/03/25 thru 2/16/25
$ 836,207.44 Total Accounts Payable
PAYROLL
$ 780,614.91 Payroll Checks and Direct Deposits dated 2/14/25
$ 780,614.91 Total Payroll
$ 1,616,822.35 GRAND TOTAL
February24, 2025
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Seconded by Councilmember LeeAyes – All, via roll call
The motion passed.
2.Cooperative Funding Agreement for the Rice Larpenteur Alliance
CouncilmemberJuenemannmoved to approvethe Cooperative Funding Agreement for
Rice Street and Larpenteur Avenue Gateway Alliance Consulting Services.
Seconded by CouncilmemberLeeAyes – All, via roll call
The motion passed.
3.Harvest Park Native Seed Garden Amendment to Memorandum of
Understanding
CouncilmemberJuenemannmoved to approve theFourth Amendment to the MOU for
the Harvest Park Native Seed Garden and directthe Mayor and City Manager to sign the
MOU. Minor revisions, as approved by the City Attorney, are authorized as needed.
Seconded by CouncilmemberLee Ayes – All, via roll call
The motion passed.
4.EAB Mitigation Project, City Project 23-17t
a.Certification of General Obligation Bond Financed Property
b.Declaration of General Obligation Bond Financed Property
CouncilmemberJuenemannmoved to approvetheCertification of State of Minnesota
G.O. Bond Financed Property related to EAB Mitigation Project, City Project 23-17, and
direct the Mayor and City Manager to sign the document. Minor revisions, as approved
by the City Attorney, are authorized as needed.
Seconded by CouncilmemberLee Ayes – All, via roll call
The motion passed.
Councilmember Juenemannmoved to approve the Declaration of State of Minnesota
G.O. Bond Financed Property related to EAB Mitigation Project, City Project 23-17, and
direct the Mayor and City Manager to sign the document. Minor revisions, as approved
by the City Attorney, are authorized as needed.
Seconded by Councilmember LeeAyes – All, via roll call
The motion passed.
5.2025 City Hall ADA Improvements
Councilmember Juenemann moved to authorize Twin City Hardware to install ADA
push-button door controls in City Hall.
February24, 2025
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Seconded by CouncilmemberLee Ayes – All, via roll call
The motion passed.
H.PUBLIC HEARINGS – If you are here for a Public Hearingplease 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.
1.2025 Maplewood Street Improvements, City Project 24-12
a. Public Hearing 7:00 pm
b. Resolution Ordering Improvement (4 votes)
Mayor Abrams explained the order of the agenda item. Public Works Director Love
introduced Assistant City Engineer Jarosch, whogave the presentation, and Engineer
Tyler Strong, who is available for residents’ questions.
Mayor Abrams opened public hearing. The following people spoke:
Patrick Kestner – 1946 Prosperity Road
Ray Cash – 2033 Prosperity Road
Matt Burrows – 2141 Prosperity Road
Valerie Albert – 2021 Prosperity Road
Rebecca Koetter – 1840 Prosperity Road
Mayor Abrams closed the public hearing.
Staff provided answers to questions voiced during the public hearing.
Councilmember Cavemoved to approve the Resolution Ordering the Improvement for
the 2025 Maplewood Street improvements, City Project 24-12.
25-02-2386
ORDERING IMPROVEMENT
City Project 24-12
th
WHEREAS, a resolution of the City Council adopted January 27, 2025, set a
date for a council hearing on the proposed street improvements for the 2025 Maplewood
Street Improvements, City Project 24-12; and
WHEREAS,notice was mailed ten days in advance to property owners and
th
notice of the hearing was published, and the hearing was held on February 24, 2025; at
which all persons desiring to be heard were given an opportunity to be heard on the
matter.
NOW, THEREFORE, BE IT RESOLVED by the City Council of Maplewood,
Minnesota:
February24, 2025
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1.Such improvement is necessary, cost-effective and feasible as detailed in
the feasibility report.
2.Such improvement is ordered as proposed in the Council resolution
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adopted on January 27, 2025.
3.The City Engineer, or his designee, is the designated engineer for this
improvement project and is directed to prepare final plans and
specifications.
4.The Finance Director is authorized to make the financial transfers
necessary for the improvement. The proposed financing plan is as follows:
Estimated Project Cost Recovery
Funding SourceTotal Amount% of Total
General Obligation (G.O.) Improvement Bonds $2,419,94125%
Street Revitalization Fund$2,451,63926%
Environmental Utility Fund$1,863,00020%
Sanitary Sewer Fund$583,4006%
Water Area Fund (WAC)$133,3001%
St. Paul Regional Water Services (SPRWS)$771,0008%
Special Benefit Assessment$1,366,02014%
Total Estimated Project Funding:$9,588,300100%
Seconded by Councilmember VillavicencioAyes – All, via roll call
The motion passed.
Councilmember Villavicencio left the meetingafter the Public Hearing.
I.UNFINISHED BUSINESS
1.2024 Alcohol Compliance Failures
City Clerk Sindt gave the staff report.Lynn Reed and Darla Weiss, with Crooked Pint Ale
House, addressed council and answered questions.
CouncilmemberCavemoved to approve the compliance failure penalties as proposed
by staff.
Seconded by Councilmember LeeAyes – via roll call
Mayor Abrams
Councilmember Cave
Councilmember Lee
Councilmember Juenemann
Absent – Councilmember Villavicencio
The motion passed.
J.NEW BUSINESS
February24, 2025
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1.Contract for Demolition, 1279 Ripley Avenue
Community Development Director Parr gave the staff report.
CouncilmemberJuenemannmoved to approve the contract with Kevitt Companies for
the demolition of 1279 Ripley Avenue East and authorize the City Manager and Mayor to
sign the contract.
Seconded by Councilmember LeeAyes – via roll call
Mayor Abrams
Councilmember Cave
Councilmember Lee
Councilmember Juenemann
Absent – Councilmember Villavicencio
The motion passed.
K.AWARD OF BIDS
None
L.ADJOURNMENT
Mayor Abramsadjourned the meeting at8:53p.m.
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CITY COUNCIL STAFF REPORT
Meeting Date
March 10, 2025
REPORT TO: City Council
REPORT FROM: Michael Sable, City Manage
r
PRESENTER: Michael Sable, 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 preview of 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:
March 24: Workshop: Police Staffing Study Results
April 14: Workshop: Boards and Commissions Discussion
April 23: Council/ELT Retreat: Noon Î 5 pm
April 28: Workshop: EAB / Tree Update
Council Comments:
Comments regarding Workshops, Council Meetings or other topics of concern or interest.
1.Transit Discussion
2.Discuss Charitable Gambling Policy
Community Events and Notifications:
1.Joe Bergeron Community Service Award Î Nominations Close March 31
Maplewood Living Schedule:
Author Due Date Edition
Cave April 17, 2025 May 2025
Villavicencio June 17, 2025 July 2025
Lee Aug 19, 2025 Sept 2025
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CITY COUNCIL STAFF REPORT
Meeting Date March 10, 2025
REPORT TO: Michael Sable, City Manager
REPORT FROM: Lois Knutson, Senior Administrative Manager
PRESENTER: Lois Knutson, Senior Administrative Manager
AGENDA ITEM: Strategic Plan Update for Fourth Quarter of 2024
Action Requested: Motion Discussion Public Hearing
Form of Action: Resolution Ordinance Contract/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 fourth quarter of 2024.
Recommended Action:
Motion to accept the Strategic Plan Report for Fourth Quarter of 2024.
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 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 (6) 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.
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. Modifications were made to the plan
during the first quarter of 2024.
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Attachments:
1. Strategic Plan Report for Third Quarter of 2024
2. Presentation
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CITY COUNCIL STAFF REPORT
Meeting Date March 10, 2025
REPORT TO:Michael Sable, 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 Make-A-Wish Minnesota, 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 Make-A-Wish Minnesota.
Approval of the request would allow lawful gambling activity to be conducted during the
organization’s Ride for Wishes fundraiser, held at The Dog House Bar & Grill, 2029 Woodlynn
Avenue.
Recommended Action:
Motion to approve the Local Lawful Gambling permit for Make-A-Wish Minnesota, 2029 Woodlynn
Avenue, for their event on May 31, 2025.
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
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CITY COUNCIL STAFF REPORT
Meeting Date March 10, 2025
REPORT TO:Michael Sable, City Manager
REPORT FROM:Michael Mondor, Fire and EMS Chief
PRESENTER:Michael Mondor, Fire and EMS Chief
AGENDA ITEM: Purchase of Vehicle ExtricationEquipment
Action Requested: Motion Discussion Public Hearing
Form of Action: Resolution Ordinance Contract/Agreement Proclamation
Policy Issue:
The fire department has a need to purchase new vehicle extrication equipment to adequately equip
the department’s new fire engine which is scheduled to arrive in the fall of 2025.
Recommended Action:
Motion to approve the purchase of vehicle extrication equipment with Clarey’s Safety Equipment.
Fiscal Impact:
Is There a Fiscal Impact? No Yes, the true or estimated cost is $49,680
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 purchase of vehicle extrication equipment will ensure that the department’s new fire engine will
be adequately equipped to respond to motor vehicle accidents and other rescue incidents.
Background
The City Council approved the purchase of a new fire engine at the May 28, 2024 City Council
meeting. That approval included a $122,665 equipment allowance to equip the engine. One of the
necessary pieces is vehicle extrication equipment. Fire department staff tested equipment from
different vendors and ultimately solicited price quotes from two vendors. Clarey’s Safety Equipment
provided the most cost-effective quotation and staff recommend approval.
Attachments
1. Clarey’s Safety Equipment Quote
2. Great Plains Fire Quote
Council Packet Page Number 101 of 182
G3, Attachment 1
Council Packet Page Number 102 of 182
G3, Attachment 2
Date 2/5/2025
To:Maplewood Fire Dept Terms
Price Quoted are F.O.B.
Tele:Fax:Delivery
Per Manufacturer
QuantityDescriptionPriceAmount
1 S54 SLI 32" Spreader w/ Battery 18 Volt with Battery$ 21,750.00$ 21,750.00
1 SC240 SLI NXTGen smooth cut blades w/ battery 18 volt$ 18,830.00$ 18,830.00
1 22-54 Sli Tele Ram w/ battery 18 volt$ 15,030.00$ 15,030.00
$ -
1 Batteries and chargers can be purchased at a better price locally$ -
$ -
1 Shipping not included in this pricing$ -
$ -
$ -
$ -
$ -
$ -
$ -
$ -
$ -
$ -
$ -
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Quotation Prepared By:John Nienaber
.....When Quality Of Service Counts
Council Packet Page Number 103 of 182
G4
CITY COUNCIL STAFF REPORT
Meeting Date March 10, 2025
REPORT TO:Michael Sable, City Manager
REPORT FROM:Michael Mondor, Fire and EMS Chief
PRESENTER:Michael Mondor, Fire and EMS Chief
AGENDA ITEM: Patient Care Reporting Subscription Agreement
Action Requested: Motion Discussion Public Hearing
Form of Action: Resolution Ordinance Contract/Agreement Proclamation
Policy Issue:
The fire department uses a software system provided by Sansio to complete and export patient care
reporting. The previous agreement for these services is set to expire and a new agreement is
required to continue to use these services.
Recommended Action:
Motion to approve the patient care reporting subscription agreement with Sansio.
Fiscal Impact:
Is There a Fiscal Impact? No Yes, the true or estimated cost is $52,560
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 CommunicationOperational EffectivenessTargeted Redevelopment
Timely and accurate reporting are essential to ensure patient care is adequately documented and
exported for billing purposes.
Background
The Fire/EMS department has used Sansio software to complete and export patient care reports
since 2007. Patient care reporting software is required to properly document patient care and export
for billing purposes when appropriate.
The software system meets departmental needs for this function and is integrated with several other
of the department’s software systems. Staff recommend continued use of this software via the
execution of the proposed subscription agreement.
Attachments
1. Sansio Subscription Agreement
Council Packet Page Number 104 of 182
G4, Attachment 1
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BUSINESS ASSOCIATE AGREEMENT
This Business Associate Agreement is executed by:
Agency Name
Printed NamePrinted Name
TitleTitle
DateDate
Authorized Customer Signature
Authorized Sansio Signature
8
Council Packet Page Number 129 of 182
G5
CITY COUNCIL STAFF REPORT
Meeting Date March 10, 2025
REPORT TO:Michael Sable, City Manager
REPORT FROM:Michael Mondor, Fire and EMS Chief
PRESENTER:Michael Mondor, Fire and EMS Chief
AGENDA ITEM: Resolution of Support for SAFER Grant Application
Action Requested: Motion Discussion Public Hearing
Form of Action: Resolution Ordinance Contract/Agreement Proclamation
Policy Issue:
The Fire Department continues to experience increasing call volumes and demand for services.
After the June 27, 2022, presentation and discussion with the City Council, the Fire Department
began implementing an updated staffing plan. In 2023 and 2024, the Fire Department applied for
the Staffing for Adequate Fire and Emergency Response (SAFER) grant, however, the department
was not selected. With the anticipated opening of a new SAFER grant application period open in
2025, staff recommend that City Council adopts a resolution of support for applying for the SAFER
grant to assist with the approved implementation of the Fire/EMS staffing plan.
Recommended Action:
Motion to approve the resolution supporting application for the Fiscal Year 2024 Federal
Emergency Management Agency Staffing for Adequate Fire and Emergency Response (SAFER)
grant.
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 Fire Department has worked to support the city’s culture that is built on trust and conveys
clearly identified goals and expectations. The Fire Department has adopted performance
measurement strategies, data analysis and industry best practices. If awarded, the SAFER grant
would allow the department to improve overall department operational effectiveness and achieve
established performance measurement standards.
Council Packet Page Number 130 of 182
G5
Background
The Fire Department has experienced several milestones over the past several years following the
release of the Fire Station Location and Operational Review. In 2022, staff presented a multi-year
staffing plan to the City Council that detailed three steps.
Step 1: Address Shift Relief Factor: (Completed in 2023)
In the 2023 budget, the City Council approved the addition of three personnel (Step 1) to address
the Fire Department’s relief factor which will reduce mandatory callbacks and increase the
department’s capacity to absorb short- and long-term absences while maintaining minimum staffing
levels.
Step 2: Add an additional response unit: (In progress, will be completed in early 2025)
In the 2024 and 2025 budgets the City Council approved the addition of three personnel each year
to add an additional response unit. An additional response unit staffed with two personnel will be
placed in service in the coming months.
Step 3: Discuss Baseline Readiness Levels: (Incomplete)
Consider 3 person staffing at each station (North and South). Fitch (2017) recommended
that the city consider three-person staffing at each station.
o Added ability to assemble an initial action crew when responding to emergency
incidents such as fire incidents, vehicle extrication and other complex incidents.
o Ability to send single (3-person unit) to added incidents, thus creating added
response capacity for the Fire/EMS response system.
o Ability to handle complex EMS calls without needing to take a unit out of service.
o Increased ability to meet Occupational Safety and Health Administration rules and
National Fire Protection Association standards.
Call volumes:
Maplewood Fire/EMS responded to 8,092 emergency incidents in 2024, a 1.5 percent increase as
compared to 2023 and a 23% increase over the previous five-year period. The Fire Department has
experienced a 58% increase in call volumes when compared to the call volumes that were analyzed
as part of the Fitch Study in 2017.
Travel Time Performance:
th
At the January 25, 2018 City Council Meeting, City Council adopted a system performance
measurement of 8 minutes travel time to emergency (lights and siren) incidents for 90% of all
incidents. This means that the department should respond to 90% of emergency incidents in 8
minutes or less.
The department’s performance ranged from 81.59%-89.3% from 2019-2023. In 2024, the
department’s performance rose to 94%, which represented the first time that the department met
the performance metric. This performance coincided with additional staffing in 2022-2024. This
measurement is communicated quarterly as part of the City’s strategic planning platform, Envisio.
Staff have considered the financial impacts of implementing any of the future considerations.
Current programs exist to assist municipalities with Fire Department staffing. The Federal
Government established the Staffing for Adequate Fire and Emergency Response Grants (SAFER)
to provide funding directly to Fire Departments to help them increase or maintain the number of
trained, "front line" firefighter/EMS providers available in their communities. The goal of SAFER is to
enhance the local Fire Departments' abilities to comply with staffing, response and operational
standards established by the National Fire Protection Association (NFPA).
Council Packet Page Number 131 of 182
G5
It is anticipated that the Fiscal Year 2024 SAFER grant will be opened for applications in the coming
months. Staff believes that applying for the SAFER grant should be considered as part of the future
staffing considerations discussion. The SAFER grant funds 100% of the costs associated with new
positions for 3 years, upon completion of the 3 years grant performance period, the city would bear
the responsibility of funding.
Staff recommends that the City Council adopt a resolution to support applying for the Fiscal Year
2024 SAFER Grant for the hiring of six firefighters. While the SAFER grant is one funding option,
the grant is not guaranteed and staff recommends ongoing efforts to increase staffing levels,
regardless of grant funding.
Attachments
1. Resolution
Council Packet Page Number 132 of 182
G5, Attachment 1
RESOLUTION
RESOLUTION SUPPORTING APPLICATION FOR FEDERAL EMERGENCY MANAGEMENT
AGENCY, STAFFING FOR ADEQUATE FIRE AND EMERGENCY RESPONSE GRANT FOR
PERSONNEL
WHEREAS, this federal grant was created to provide funding directly to fire departments to help
them increase or maintain the number of front-line personnel in their communities; and
WHEREAS, the goal is to enhance local fire department abilities to comply with staffing,
response and operational hazards.
NOW, THEREFORE, BE IT RESOLVED, that the City Council of Maplewood, Minnesota grants
approval and support for the fire department to apply for the Fiscal Year 2024 Federal Emergency
Management Agency Staffing for Adequate Fire and Emergency Response Grant for six fire personnel.
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Approved this 10 day of March, 2025.
Council Packet Page Number 133 of 182
G6
CITY COUNCIL STAFF REPORT
Meeting Date March 10, 2025
REPORT TO:Michael Sable, City Manager
REPORT FROM:Michael Mondor, Fire and EMS Chief
PRESENTER:Michael Mondor, Fire and EMS Chief
AGENDA ITEM: Joint Powers Agreement with the State of Minnesotafor Federal
Background Checks
Action Requested: Motion Discussion Public Hearing
Form of Action: Resolution Ordinance Contract/Agreement Proclamation
Policy Issue:
The State of Minnesota, on behalf of the Minnesota Bureau of Criminal Apprehension (BCA)
requires a joint powers agreement in order for the fire department to receive fingerprinting and
federal background results as part of the department’s background check process.
Recommended Action:
Motion to approve the Joint Powers Agreement with the State of Minnesota for Federal Background
Checks.
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 department’s background process helps ensure that the fire department continues to hire
quality Fire/EMS candidates.
Background
The fire department conducts background checks on all potential Fire/EMS candidates. The BCA
assists with this process via fingerprinting and Federal background checks. The State of Minnesota
on behalf of the BCA requires a joint powers agreement in order for the fire department to receive
the results of these checks.
Attachments
1. Joint Powers Agreement with the State of Minnesota
Council Packet Page Number 134 of 182
G6, Attachment 1
Joint Powers Agreement
State of Minnesota
Federal Background Checks
ORI – NCJMN0153
SWIFT Contract # 260959
This Agreement is between the State of Minnesota, acting through its commissioner of Public
Safety on behalf of the Bureau of Criminal Apprehension ("BCA"), and the City of Maplewood on
behalf of its Fire Department ("Governmental Unit”).
Recitals
1 Under Minnesota Statutes § 471.59, the BCA and Governmental Unit are empowered to
engage in such agreements as are necessary to exercise their powers.
2 The BCA is the State Identification Bureau for the State of Minnesota and is responsible for
fingerprint identification services including submission of civil, fingerprint-based
background checks to the Federal Bureau of Investigation (“FBI”) subsequent to
conducting Minnesota records checks.
3 The Governmental Unit is subject to a state statute, Minnesota Statutes, § 299F.035, that
has been approved by the United States Attorney General as compliant with Public Law
92-544.
4 The Governmental Unit wants to access federal data in support of its duties to conduct
background checks as provided by law.
5 The purpose of this Joint Powers Agreement is to memorialize the requirements for
Governmental Unit to obtain access and the limitations that apply to the information that
Governmental Unit obtains.
Agreement
1 Term of Agreement
1.1 Effective Date. This Agreement is effective on the date the BCA obtains all required
signatures under Minnesota Statutes § 16C.05, subdivision 2.
1.2 Expiration Date. This Agreement expires five years from the date it is effective.
2 Agreement Between the Parties
2.1 Request Submission. Governmental Unit agrees that it will collect fingerprints from
those individuals for whom a Minnesota and federal fingerprint-based background
check will be conducted. Governmental Unit will forward the fingerprints and other
documentation to the BCA. The fingerprints will be captured so they meet the
requirements of National Institute of Standards and Technology Special Publication
500-290. The Governmental Unit will ensure that all fields required on the fingerprint
card are completed.
Fingerprints received by Governmental Unit will be forwarded to the BCA using a
secure method.
2.2 Request Processing. On receipt of fingerprints that conform to the requirements of
Clause 2.1, the BCA will conduct a check of the Minnesota criminal history repository
DPS/BCA NCJA Federal Background Check JPA (Aug. 2024) 1
Council Packet Page Number 135 of 182
G6, Attachment 1
for any records that match the fingerprints submitted. Any results of a fingerprint
match in Minnesota will be returned to the Governmental Unit with the federal results.
The BCA will also forward the fingerprints to the FBI for processing. The BCA will
receive the response from the FBI, redact any data the Governmental Unit is not
entitled to receive and forward the results to the Governmental Unit.
2.3 Policies. The FBI and BCA have laws and policies on access, use, audit,
dissemination, screening (pre-employment), security, training, and use of the criminal
history results. These FBI and BCA policies, as amended and updated from time to
time, are incorporated into this Agreement by reference. The policies are available at
overnmental Unit has
https://bcanextest.x.state.mn.us//noncrim/launchpad/index.pl. G
created its own
icies to ensure that Governmental Unit’s employees and contractors comply with
pol
all applicable requirements. Governmental Unit ensures this compliance through
appropriate enforcement.
2.4 Limitations on Access. BCA agrees that it will comply with applicable state and
federal laws when making information accessible. Governmental Unit agrees that it
will comply with applicable state and federal laws when accessing, using,
disseminating, and storing data. Each party is responsible for its own compliance with
the most current applicable state and federal laws.
2.5 Requirement to Update Information. The parties agree that if there is a change to
any of the information, whether required by law or this Agreement, the party will send
the new information to the other party in writing within 30 days of the change.
2.6 Compliance with Personnel Security Requirements. Per Minnesota Statutes
§ 299C.46, employees of a Governmental Unit who review results of background
checks will be required to take security awareness training and pass a federal,
fingerprint-based background check. Any information technology staff who support
the work of Governmental Unit and who have physical or logical access to criminal
history information will also be required to take security awareness training and pass
a federal, fingerprint-based background check and may need to sign a security
addendum certification. All required training by Governmental Unit employees will be
completed prior to reviewing or handling background checks.
3 Payment
Governmental Unit will pay the BCA for all services performed under this Agreement. For
each background check that is processed by BCA, Governmental Unit will pay the fee
identified at https://dps.mn.gov/divisions/bca/Documents/Background-check-fees.pdf.
There is an additional $10.00 fee if the fingerprints are taken at BCA.
4 Authorized Representatives
BCA's Authorized Representative is the person below, or her successor:
Name: Diane Bartell, Deputy Superintendent
Address: Dept. of Public Safety; Bureau of Criminal Apprehension
1430 Maryland Avenue East
Saint Paul, MN 55106
Telephone: 651.793.2590
Email Address: Diane.Bartell@state.mn.us
Governmental Unit’s Authorized Representative is the person below, or his/her successor:
Name: Michael Mondor, Fire Chief
Address: 1530 Co Rd C East
Maplewood, MN 55109
DPS/BCA NCJA Federal Background Check JPA (Aug. 2024) 2
Council Packet Page Number 136 of 182
G6, Attachment 1
Telephone: 651.249.2800
Email Address: michael.mondor@maplewoodmn.gov
5 Assignment, Amendments, Waiver, and Agreement Complete
5.1 Assignment. Neither party may assign nor transfer any rights or obligations under
this Agreement.
5.2 Amendments. Any amendment to this Agreement, except that described in Clause
2.5 above, must be in writing and will not be effective until it has been signed and
approved by the same parties who signed and approved the original agreement, or
their successors in office.
5.3 Waiver. If either party fails to enforce any provision of this Agreement, that failure
does not waive the provision or the right to enforce it.
5.4 Agreement Complete. This Agreement contains all negotiations and agreements
between the BCA and the Governmental Unit. No other understanding regarding this
Agreement, whether written or oral, may be used to bind either party.
6 Liability
The BCA and the Governmental Unit agree each party will be responsible for its own acts
and behavior and the results thereof to the extent authorized by law and shall not be
responsible or liable for the acts of any others and the results thereof. The BCA’s liability
shall be governed by provisions of the Minnesota Torts Claims Act, Minnesota Statutes §
3.736, and other applicable law. The Governmental Unit’s liability shall be governed by the
Minnesota Municipal Tort Claims Act, Minnesota Statutes Chapter 466, and other
applicable law.
7 Audits
7.1 Under Minnesota Statutes § 16C.05, subdivision 5, the Governmental Unit’s books,
records, documents, internal policies and accounting procedures and practices
relevant to this Agreement are subject to examination by the BCA, State Auditor, or
Legislative Auditor, as appropriate, for a minimum of six (6) years from the end of this
Agreement. The examination shall be limited to the books, records, documents, and
accounting procedures and practices that are relevant to this Agreement.
7.2 Under applicable state and federal law and policy, the Governmental Unit’s records
are subject to examination by the BCA and the FBI to ensure compliance with laws,
regulations and policies about access, use, and dissemination of data.
8 Government Data Practices
8.1 BCA and Governmental Unit. The BCA and Governmental Unit must comply with
the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13, as it
applies to all data accessible under this Agreement, and as it applies to all data
created, collected, received, stored, used, maintained, or disseminated by the
Governmental Unit under this Agreement. The remedies of Minnesota Statutes §§
13.08 and 13.09 apply to the release of the data referred to in this clause by either
the BCA or the Governmental Unit.
9 Investigation of Alleged Violations; Sanctions
For purposes of this clause, “Individual User” means an employee or contractor of
Governmental Unit.
DPS/BCA NCJA Federal Background Check JPA (Aug. 2024) 3
Council Packet Page Number 137 of 182
G6, Attachment 1
9.1 Investigation. Governmental Unit and BCA agree to cooperate in the investigation
and possible prosecution of suspected violations of federal law, state law, and
policies and procedures referenced in this Agreement. When BCA becomes aware
that a violation may have occurred, BCA will inform Governmental Unit of the
suspected violation, subject to any restrictions in applicable law. When Governmental
Unit becomes aware that a violation has occurred, Governmental Unit will inform BCA
subject to any restrictions in applicable law.
9.2 Sanctions.
9.2.1 Under this Agreement, Governmental Unit must determine if and when an
involved Individual User is disciplined due to inappropriate use of data.
Governmental Unit may decide to suspend or terminate access and the
decision must be made as soon as alleged violation is discovered, after notice
of an alleged violation is received, or after an investigation has occurred.
Governmental Unit must report the status of the Individual User’s access to
BCA without delay. BCA reserves the right to temporarily suspend or eliminate
an Individual User’s access to data and will notify Governmental Unit if an
Individual User is affected.
9.2.2 If the BCA determines the Governmental Unit has jeopardized the integrity of
the information, BCA may temporarily stop providing some or all the information
under this Agreement until the failure is remedied to the BCA’s satisfaction. If
Governmental Unit’s failure is continuing or repeated, Clause 11.1 does not
apply and BCA may terminate this Agreement immediately.
10 Venue
Venue for all legal proceedings involving this Agreement, or its breach, must be in the
appropriate state or federal court with competent jurisdiction in Ramsey County,
Minnesota.
11 Termination
11.1 Termination. The BCA or the Governmental Unit may terminate this Agreement at
any time, with or without cause, upon 30 days’ written notice to the other party’s
Authorized Representative.
11.2 Termination for Insufficient Funding. Either party may immediately terminate this
Agreement if it does not obtain funding from the Minnesota Legislature, or other
funding source; or if funding cannot be continued at a level sufficient to allow for the
payment of the services covered here. Termination must be by written notice to the
other party’s authorized representative. The Governmental Unit is not obligated to
pay for any services that are provided after notice and effective date of termination.
However, the BCA will be entitled to payment, determined on a pro rata basis, for
services satisfactorily performed to the extent that funds are available. Neither party
will be assessed any penalty if the agreement is terminated because of the decision
of the Minnesota Legislature, or other funding source, not to appropriate funds.
Notice of the lack of funding must be provided within 30 days of the affected party
receiving that notice.
12 E-Verify Certification (In accordance with Minnesota Statutes § 16C.075)
For services valued in excess of $50,000, Governmental Unit certifies that as of the date of
services performed by the BCA, Governmental Unit and all its subcontractors will have
implemented or be in the process of implementing the federal E-Verify Program for all
newly hired employees in the United States who will perform work on behalf of the
Governmental Unit. Governmental Unit is responsible for collecting all subcontractor
DPS/BCA NCJA Federal Background Check JPA (Aug. 2024) 4
Council Packet Page Number 138 of 182
G6, Attachment 1
certifications and may do so utilizing the E-Verify Subcontractor Certification Form
available at http://www.mmd.admin.state.mn.us/doc/EverifySubCertForm.doc. All
subcontractor certifications must be kept on file with Governmental Unit and made
available to the BCA upon request.
13 Continuing Obligations
The following clauses survive the expiration or cancellation of this Agreement: 6. Liability;
7. Audits; 8. Government Data Practices; 9. Investigation of Alleged Violations; Sanctions;
and 10. Venue.
BCA and the Governmental Unit indicate their agreement and authority to execute this
Agreement by signing below.
GOVERNMENTAL UNIT
Governmental Unit certifies that the appropriate person(s) has(have) executed
this Agreement on behalf of the Governmental Unit and its jurisdictional
government entity as required by applicable articles, laws, by-laws, resolutions,
or ordinances.
By and Title: _____________________________________________________ ______________
Governmental Unit Date
By and Title: _____________________________________________________ ______________
Governmental Unit Date
By and Title: _____________________________________________________ ______________
Governmental Unit Date
By and Title: _____________________________________________________ ______________
Governmental Unit Date
By and Title: _____________________________________________________ ______________
Governmental Unit Date
DEPARTMENT OF PUBLIC SAFETY, BUREAU OF CRIMINAL APPREHENSION
By and Title: _____________________________________________________ ______________
(with delegated authority) Date
COMMISSIONER OF ADMINISTRATION
As delegated to the Office of State Procurement
By: _____________________________________________________________ ______________
Date
DPS/BCA NCJA Federal Background Check JPA (Aug. 2024) 5
Council Packet Page Number 139 of 182
G7
CITY COUNCILSTAFF REPORT
Meeting Date March 10, 2025
REPORT TO:MichaelSable, City Manager
REPORT FROM: Steven Love, Public Works Director
Scott Schultz, Utility/Fleet Superintendent
PRESENTER:Steven Love, Public Works Director
AGENDA ITEM: Purchase of Half-TonTruck (Unit 531)
Action Requested:MotionDiscussionPublic Hearing
Form of Action: Resolution OrdinanceContract/Agreement Proclamation
Policy Issue:
Unit 531, a half-ton Public Works truck, was involved in an accident and deemed totaled by the
City’s insurance carrier. A replacement for this damaged truck is needed. City Council approval is
required to move forward with this purchase.
Recommended Action:
Motion to approve the purchase of a half-ton truck and direct the City Manager to enter into a
contract with Cornerstone Chevrolet.
Fiscal Impact:
Is There a Fiscal Impact? No Yes, the true or estimated cost is $42,130.00
Financing source(s): Adopted Budget Budget Modification New Revenue Source
Use of Reserves Other: The total cost of the new truck is
$42,130.00. The City received $8,000 in salvage for the damaged truck and $21,000 from the
auction sale of a Park Maintenance truck that was recently replaced for a total of $29,000. These
funds will go towards the cost of replacing Unit 531. The Finance Director has reviewed the fleet
fund balance, and there are sufficient funds to move forward with this purchase.
Strategic Plan Relevance:
Community InclusivenessFinancial & Asset MgmtEnvironmental Stewardship
Integrated CommunicationOperational EffectivenessTargeted Redevelopment
The replacement truck will be used by the Street and Storm Sewer Superintendent to manage and
maintain the City’s streets and storm assets.
Council Packet Page Number 140 of 182
G7
Background:
Unit 531, a half-ton Public Works truck, needs to be replaced after being involved in an accident
and deemed totaled by the City’s insurance carrier. This unit was scheduled to be replaced in 2026
as part of the City’s Capital Improvement Plan. A total of $29,000 was received from salvaging the
damaged truck and from the auction of a recently replaced Park Maintenance truck. These funds
will go towards the cost of replacing Unit 531.
Two quotes were received for the purchase of a new half-ton truck. Cornerstone Chevrolet’s quote
was the lowest, at $42,130.00. Staff recommends authorizing the purchase from Cornerstone
Chevrolet.
Attachments:
1.Quote/Specs from Cornerstone Chevrolet
Council Packet Page Number 141 of 182
G7, Attachment 1
Council Packet Page Number 142 of 182
G8
CITY COUNCILSTAFF REPORT
Meeting Date March 10, 2025
REPORT TO:Michael Sable, City Manager
REPORT FROM: Steven Love, Public Works Director
Audra Robbins, Parks &Recreation Manager
PRESENTER:Steven Love, Public Works Director
AGENDA ITEM: LHB Professional Services Agreement for Harvest Park Playground
Improvements
Action Requested: MotionDiscussion Public Hearing
Form of Action: Resolution OrdinanceContract/Agreement Proclamation
Policy Issue:
The Harvest Park Master Plan was approved by the City Council and staff is ready to move forward
with the first phase of the plan which includes replacing the playground. The City Council will
consider authorizing the use of LHB, Inc. (LHB) for professional services for the Harvest Park
playground improvements.
Recommended Action:
Motion to authorize the use of LHB for professional services and to direct the Mayor and the City
Manager to sign the professional services agreement.
Fiscal Impact:
Is There a Fiscal Impact? No Yes, the true or estimated cost is $9,500.
Financing source(s): Adopted Budget Budget Modification New Revenue Source
Use of Reserves Other: Park Improvement Fund.
Strategic Plan Relevance:
Financial SustainabilityIntegrated CommunicationTargeted Redevelopment
Operational EffectivenessCommunity InclusivenessInfrastructure & Asset Mgmt.
The approved master plan for Harvest Park touches on several of the City Council’s strategic
initiatives by evaluating the present, planning for the future, and involving residents in the process.
Background
Harvest Park is designated as one of Maplewood’s community athletic parks and serves an
important role in the parks system.
Council Packet Page Number 143 of 182
G8
At the City Council workshop on May 13, 2024, staff provided an update on the preferred master
plan concept from 2020. Staff recommended changes to the master plan and asked for feedback
and guidance on moving forward. It was decided that an additional community engagement session
was needed to update the public on potential changes to the plan and allow the public to provide
feedback.
The engagement session was held on June 6, 2024, at Harvest Park. There was a great turnout of
residents and park users, which led to a robust discussion around updates to the master plan. The
consultants from LHB Inc. shared two updated concepts for people to review and give feedback on.
Most of the feedback received at this engagement session favored the Updated Concept #2. The
Parks & Recreation Commission recommended approval of Concept #2 of the Harvest Park Master
plan at their June meeting. The City Council voted to approve Concept #2 at the July 22, 2024 City
Council meeting.
The 2024 CIP called for $300,000 of funding for Harvest Park Improvements. The City Council
approved using these funds for the Harvest Park playground improvements at their October 28,
2024 City Council meeting. Continued community engagement is a key component of the design
process for this project. The professional services agreement will allow LHB Inc. to continue
assisting the City with the community engagement, design, and implementation of the Harvest Park
playground improvement project.
Attachments
1.Harvest Park Additional Services Agreement
Council Packet Page Number 144 of 182
G8, Attachment 1
Professional Services Agreement
Between LHB and Client
This Agreement, effective February 27, 2025by and betweenCity of Maplewood, 1830 County Road B E,
Maplewood, Minnesota 55109, hereinafter referred to as “Client,” and LHB, Inc., a Minnesota corporation,701
Washington Avenue North, Suite 200, Minneapolis, Minnesota 55401, hereinafter referred to as “LHB,” is in
response to the following:
A.Client desires to have certain services done for it in connection with the Harvest Park Playground
Implementationlocated inMaplewood, Minnesota, hereinafter referred to as the “Project.”
B.LHB is able and willing to perform the services.
In consideration of the mutual covenants and agreements contained herein, Client and LHB hereby agree as
follows:
I.SCOPE OF SERVICES
The services to be provided by LHB includethose described in the attached “Proposal for Additional Services –
Harvest Park Playground Implementation” dated February 4, 2025.
II.COMPENSATION
Compensation for LHB’s Services shall be for a stipulated sum of Nine Thousand Five HundredDollars ($9,500).
III.REIMBURSABLE EXPENSES
LHB shall be reimbursed for actual, reasonable, and necessary expenses incurred in the performance of services
in accordance with the attached reimbursable rates.
This Agreement, including the following Terms and Conditions, represents the entire Agreement between the parties
and supersedes all prior written or oral representations.This Agreement may be amended only by a written
instrument executed by both parties.
Client and LHB have caused this Agreement to be executed as of the date first shown above.
LHB, Inc.City of Maplewood
SignatureSignature
Michael A. Fischer
Printed NamePrinted Name
Vice President
TitleTitle
Council Packet Page Number 145 of 182
G8, Attachment 1
LHB and ClientTerms and Conditions
Client shall provide to LHB, in writing, information known
1. General Conditions
regarding existing conditions. The information will include, as
The laws of the State of Minnesota shall govern this
appropriate to the Work: plans, topographic surveys, property
Agreement. Any provision of this Agreement later held to
line surveys, soil data including borings, reports from
violate a law or regulation shall be deemed void. All remaining
regulatory agencies, and prior reports and analyses. LHB
provisions shall continue in force.
shall be entitled to rely upon the information provided.
LHB shall perform its services consistent with the professional
Client warrants to LHB that any documents provided by Client
skill and care ordinarily provided by design professionals
do not infringe upon the intellectual property rights held by
practicing in the same or similar locality under the same or
another and will indemnify and defend LHB against any claims
similar circumstances. LHB shall perform its services as
of infringement.
expeditiously as is consistent with such professional skill and
care and the orderly progress of the Project.
Client shall designate a representative, if other than the
individual who executes this Agreement, who is authorized to
The parties acknowledge that additional Project costs may
act on Client’s behalf to provide requested information and to
result due to omissions, ambiguities, or inconsistencies in the
make timely decisions regarding the Project.
drawings and specifications prepared by LHB.
All structures are subject to environmental exposures and
LHB shall neither have control over, or charge of, nor be
require regular monitoring and maintenance to prevent
responsible for the construction means, methods, techniques,
deterioration. Such monitoring and maintenance are the sole
sequences or procedures, or for safety precautions and
responsibility of Client. If routine inspections and maintenance
programs in connection with the Work performed by any
of the Project are not properly performed, damage to the
Contractors for this Project, since these are solely the
structures may occur and LHB cannot be held responsible for
Contractor’s rights and responsibilities.
any resultant damage.
Any evaluation of Client’s budget for the Project, the
3. Confidentiality
preliminary estimate of the cost of the Work, and any updated
LHB agrees to keep confidential and not to disclose to any
estimates prepared by LHB, represent LHB’s professional
person or entity, other than LHB employees and/or
judgment. It is recognized that LHB does not have control over
subconsultants retained by LHB for the Project, any data or
the cost of labor, materials, equipment, or over the
information furnished by Client that is marked in writing as
Contractor’s methods of determining prices, or control over
confidential.
market conditions. Accordingly, LHB does not warrant or
represent that bids or negotiated prices will not vary from
These provisions shall not apply to data or information, in
Client’s budget or from any estimate prepared by LHB.
whatever form, that: (1) is in the public domain; (2) is in the
possession of LHB prior to this engagement; (3) is
If construction administration services are included, LHB, as
independently made available as a matter of right to LHB by
a representative of Client, shall visit the site as agreed to by
a third party without obligation of secrecy; (4) is reasonably
Client and LHB in this Agreement, to become generally
necessary for LHB to defend itself from any legal action or
familiar with the progress and quality of the Work and to
claim; (5) is required to be disclosed by statute, code,
determine if the Work in general is being performed in
regulation, subpoena or other process of law.
accordance with the drawings and specifications. LHB shall
not be expected, nor required, to perform construction
Notwithstanding other provisions outlined above, Client shall
administration services beyond those specifically described in
make no request of LHB that, in the reasonable opinion of
this Agreement and its attachments, nor to make exhaustive
LHB, would be contrary to LHB’s professional responsibilities
or continuous onsite inspections to check the quality or
to protect the public. Client agrees to take no action against
quantity of the Work.
or attempt to hold LHB liable in any way for, carrying out what
LHB reasonably believes to be its public responsibility.
Each party binds themselves and their successors to this
Agreement. Neither Client nor LHB shall assign this
4. Use of LHB’s Documents
Agreement without the written consent of the other party. Use
The documents prepared by LHB (“Documents”), including
of sub-consultants normally contemplated by LHB shall not be
Documents in electronic format, are solely for use with respect
considered an assignment for purposes of this Agreement. No
to this Project. All Documents, including drawings and
one will be a third-party beneficiary to the Agreement.
specifications prepared or furnished by LHB pursuant to this
2. Client Responsibilities
Agreement, are the instruments of service to the Project, and
Client shall provide full information on the requirements for the LHB shall retain all common law, statutory and other reserved
project. rights, including copyright. LHB grants Client a nonexclusive
license to use the Documents solely for purposes of
Professional Services Agreement Page 2 of 3 LHB Project No. 190815
Client Form LHB V2.0 04/2022
Council Packet Page Number 146 of 182
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LHB and ClientTerms and Conditions
7. Dispute Resolution
constructing, using, maintaining, and altering the Project, so
long as Client performs its obligations under this Agreement,
Unless the parties mutually agree otherwise, the parties shall
including prompt payment of all sums when due. This license
endeavor to settle disputes by mediation. A demand for
will terminate immediately upon a breach of this Agreement
mediation shall be filed, in writing, within a reasonable period
by Client.
of time after a claim, dispute, or other matter in question has
arisen. No demand for mediation shall be made after the date
If LHB’s Documents are modified or otherwise altered by
when the legal or equitable proceedings, based upon such a
Client, a subsequent design professional, or any other party
claim, dispute, or other matter in question, would have been
at Client’s direction, Client agrees to indemnify, defend and
barred by an applicable statute of limitation.
hold LHB harmless for any claims, demands, damages or
causes of action to the extent caused by such modification or
8. Termination
alteration.
In the event of substantial failure by one party, through no fault
of the terminating party, to perform in accordance with the
If Client requests Documents in electronic format, they will be
terms of this Agreement, this Agreement, and the obligation
limited to those used for bidding. Unless designated as record
to provide further services under this Agreement, may be
drawings, Client is responsible to account for any subsequent
terminated by either party upon giving seven (7) calendar
changes made to the Project during bidding by addendum,
days written notice.
during construction by change order, or changes otherwise
made by Contractor. Client will indemnify and hold harmless
In the event of termination not the fault of LHB, LHB shall be
LHB from all claims caused by Client’s use of the electronic
compensated for all services performed and reimbursable
Documents.
expenses incurred prior to termination.
5. Payment Terms
9. Consequential Damages
Payments are due upon receipt of LHB’s invoice. Amounts
LHB and Client waive consequential damages for claims,
unpaid thirty (30) days from the date of LHB’s invoice shall
disputes, or other matters in question arising out of, or relating
bear interest at the rate of eight percent (8%) per annum or
to, this Project or Agreement.
0.67% per month on the unpaid balance.
10. Limitation of Liability
If it is necessary to enforce collection on any amount past due
To the maximum extent permitted by law, Client agrees to limit
under this Agreement, Client shall reimburse LHB for all legal
LHB’s liability for Client’s damages to the sum of Fifty
and other reasonable costs related thereto, including, but not
Thousand Dollars ($50,000) or LHB’s fee, whichever is
limited to, attorney’s fees, court costs, expert witness fees,
greater. This limitation shall apply regardless of the cause of
professional and administrative time at regular hourly rates,
action or legal theory pled or asserted.
and other collection costs.
11. Energy Tax Deduction 179D
6. Change in Work Scope
LHB may wish to pursue an energy tax deduction under
If a change in the Work is the result of a required item or
Section 179D of the Internal Revenue Code for this Project.
component of the Project omitted from the Documents, Client
Such deductions are available to design firms for projects that
shall be responsible for the cost required to add such an item
reduce the overall energy use of a building. If LHB determines
or component to the Project, if such item or component would
that this Project meets the relevant 179D criteria, Client
have been required and included in the original Documents.
agrees to allocate the tax deduction to LHB by signing an
LHB is not responsible for costs to the Project that provide an
Acknowledgement Form, which is required by the IRS to
upgrade or enhances the value of the Project.
receive the deduction.
If there is a material change in the circumstances or conditions
12. Attachments
that affect the scope of Work, compensation, schedule,
The following documents are attached and made an integral
allocation of risks, or other material terms of this Agreement,
part of this Agreement.
LHB shall notify Client and Client and LHB shall promptly, and
in good faith, enter into negotiation to address the changed
a. “Proposal for Additional Services – Harvest Park
conditions, including equitable adjustment to LHB’s
Playground Implementation” dated February 4, 202
compensation. In establishing fees for any additional services
b. 2025 Hourly Rate Schedule
to be performed, LHB shall utilize the attached rate sheet.
c. 2025 Reimbursable Expenses
Professional Services Agreement Page 3 of 3 LHB Project No. 190815
Client Form LHB V2.0 04/2022
Council Packet Page Number 147 of 182
G8, Attachment 1
February 4, 2025
Audra Robbins and Steve Love
City of Maplewood
1830 County Road B E
Maplewood, Minnesota 55109
PROPOSAL FOR ADDITIONALSERVICES
HARVEST PARK PLAYGROUND IMPLEMENTATION
Thank you for the opportunity to continue to work with youto improve HarvestPark.We are excited to see the
community’s vision for this park come to life!LHB understands that you would like to begin by implementing the
playground.
Scope of Additional Services
LHB’sservices will include:
Task 1: Solicit Proposals from Playground Vendors
Workwith City staff to select three to five playground vendors to receivethe RFP.
Prepare and send emails to selected vendors.
Answer vendor questions during the RFP process.
Review proposalswith City staff and select a preferred playground vendor.
Task 2: Community Engagement
Review materials prepared by the playground vendor for a public open house meeting. LHBwill work with
the vendor to determine how to gather feedback on the play options.
Preparea boardrepresenting the overall plan for the park and how this playground fits into that plan.
Attend the public meeting(one or two staff members).
Summarize what washeard from the public at the meeting.
Work with the vendor to incorporate public feedback and arrive at a preferred design direction.
Review two(2)iterations of the design as it is refined, including the final preferred plan for construction
which will be prepared by the playground vendor.
Task 3: Landscape Plans for City-installed Improvements
Prepare a basic landscape plan for items that the City will self-perform, including turf restoration, trees, and
other buffer plantings. Plans will show plant/seed selections and quantities and basic installation details
and notes, but will not include full construction documents and specifications.
Review and refine plan with City staff.
PERFORMANCE DRIVEN DESIGN LHBCORP.COM
Council Packet Page Number 148 of 182
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ADDITIONAL SERVICES 01: HARVEST PARK PLAYGROUND PAGE 2
CITY OF MAPLEWOOD
Task 4: Finalize Overall Planning Cost Estimate and Phasing Plan
Incorporate staff input on the cost estimate and provide a draft for staff review.
Adjust items between phases to arrive at a preferred balance, if requested by staff.
Adjust overall plan to reflect refinements in playground and southern part of park.
Assumptions
1.Noconstruction documents,city submittals, permitting, or construction services are included.
2.The City will self-perform removal of the existing playground and turf restoration in that area.No construction
documents are needed for those items.
3.The City will self-perform landscape workaround the new playground, such as seeding/turf restoration and tree
planting. No construction documents are needed for those items.
Schedule
LHBcan begin work immediately and anticipates construction of the playground in Spring 2025.
Proposed Fee
LHB proposes a stipulated sum feeof Nine ThousandFive HundredDollars ($9,500) excludingreimbursable
expenses. The fee is divided as follows:
Task 1: Solicit Proposal from Playground Vendors.................................................................................... $2,000
Task 2: Community Engagement................................................................................................................ $2,500
Task 3: Landscape Plans for City-installed Improvements.........................................................................$3,000
Task 4: Finalize Overall Planning Cost Estimate and Phasing Plan..........................................................$2,000
TOTAL........................................................................................................................................................ $9,500
Terms and Conditions
Upon your approval of this proposal, LHBwill prepare a Work Order consistent with the terms and conditions of
our Master Services Agreement dated January 28, 2019.
We appreciate the opportunity to provide you with our services. We look forward to working with you. Please
contact Lydiaat 612-278-5595if you have any questions.
LHB, INC.
LYDIA MAJOR, PROJECT MANAGERMICHAEL A.FISCHER, VICE PRESIDENT
LHB Project No. 190815
Attachments: 2025 Reimbursable Expenses
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2025 HOURLY RATE SCHEDULE
Position Description Average Rate
Project Principal.....................................................................................................................................................................
$280
Project/Discipline Manager..................................................................................................................................................... $222
Senior Architect/Landscape Architect/Engineer/Land Surveyor/Researcher.......................................................................... $183
Architect/Landscape Architect/Engineer/Land Surveyor/Researcher..................................................................................... $144
Certified Interior Designer...................................................................................................................................................... $133
Senior Designer..................................................................................................................................................................... $125
Designer.................................................................................................................................................................................
$106
Senior Technician................................................................................................................................................................... $119
Technician..............................................................................................................................................................................
$ 82
Administrative ..........................................................................................................................................................................
$ 95
Amounts are subject to change for periodic compensation adjustments
The information is current as of the date shown below.
The actual rates will be based upon the individual assigned.
Date Issued: February 27, 2025
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G8, Attachment 1
2025 REIMBURSABLE EXPENSES
ExpenseRate
Travel (Automobile) .............................................................................................................................................Current IRS Rate
Travel (Survey 4WD).....................................................................................................................................................$1.10/mile
Meals and Lodging....................................................................................................................................................110% of Cost
Regulatory Review and Approvals............................................................................................................................110% of Cost
Postage and Handling...............................................................................................................................................110% of Cost
Renderings and Models............................................................................................................................................110% of Cost
Excess Project Insurance (if requested by Owner).................................................................................................................Cost
Laser Scanner...........................................................................................................................................................$900 per day
Drone (w/RTK)..........................................................................................................................................................$200 per day
Global Positioning System (GPS)............................................................................................................................. $200per day
Total Station.............................................................................................................................................................. $175per day
Underground Utility Locator......................................................................................................................................... $50per day
DINI Level...................................................................................................................................................................$50 per day
Reimbursable Expenses are in addition to compensation for the Engineer/Architect services and include expenses incurred by
LHB employees and consultants directly related to the Project. These items are not all inclusive
The reimbursable expenses are current as of the date of issue shown below. Rates are subject to adjustment for market
conditions without specific notification.
Date Issued: February 27, 2025
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CITY COUNCILSTAFF REPORT
Meeting Date March 10, 2025
REPORT TO: Michael Sable, City Manager
REPORT FROM: Brian Bierdeman, Public Safety Director
PRESENTER: Brian Bierdeman, Public Safety Director
AGENDA ITEM: Joint Powers Agreement of the Ramsey County Violent Crime Enforcement
Team (RCVCET)
Action Requested: MotionDiscussion Public Hearing
Form of Action: Resolution OrdinanceContract/Agreement Proclamation
Policy Issue:
City Council approval is requested to sign the agreement.
Recommended Action:
Motion to approve the Seventh Amended Joint Powers Agreement of the Ramsey County Violent
Crime Enforcement Team (RCVCET).
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 Council approval is requested to sign the agreement.
Background:
On February 7, 2005, the Ramsey County Sheriff’s Office and the St. Paul Police Department
created the East Metro Narcotics Task Force with the purpose of enforcing controlled substance
laws and investigating and prosecuting gangs and violent crimes, especially felonies that have the
likelihood of being related to the distribution of narcotics and/or other cases that have an impact on
multiple parties throughout Ramsey County. On January 31, 2007, the City of Maplewood joined
this Task Force with the First Amended JPA. The Ramsey County VCET has expanded to include
seven agencies throughout Ramsey County and this Seventh Amended JPA, formally agrees to
another one-year term, with four automatic one-year renewal terms in which the RCVCET will
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G9
coordinate efforts to investigate, apprehend, and prosecute drug offenders, violent offenders, gang
members and career criminals.
The initial term of this agreement shall be for a one-year period, from January 1, 2025, through
December 31, 2025. RCVCET operations will be financed from grant funding, subject to grant terms
and conditions, handled by Ramsey County, as the Fiscal Agent.
Attachments:
1.Seventh Amended JPA of the RCVCET
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G9, Attachment 1
SEVENTH AMENDED AND RESTATED JOINT POWERS AGREEMENT OF THE
RAMSEY COUNTY VIOLENT CRIME ENFORCEMENT TEAM
This is a Joint Powers Agreement (hereinafter “JPA” or “Agreement”) between Ramsey County,
a political subdivision of the State of Minnesota, and the following municipalities in the State of
Minnesota: City of Maplewood, City of New Brighton, City of Roseville, City of St. Paul, City of
White Bear Lake, City of Mounds View, and the City of Saint Anthony (hereinafter collectively
referred to as “the Parties” or “members”). This Agreement is entered into pursuant to Minnesota
Statute 471.59, the Joint Powers Act.
WHEREAS, The Parties each have law enforcement agencies with police powers within their
respective jurisdictions: Ramsey County has the Ramsey County Sheriff's Office, the City of
Maplewood has the Maplewood Police Department, the City of New Brighton has the New
Brighton Police Department, the City of Roseville has the Roseville Police Department, the City
of St. Paul has the St. Paul Police Department, the City of White Bear Lake has the City of White
Bear Lake Police Department, the City of Mounds View has the Mounds View Police Department,
and the City of Saint Anthony has the Saint Anthony Police Department (hereinafter collectively
referred to as "the Agencies"); and
WHEREAS, The Agencies are responsible for the enforcement of controlled substance laws and
investigating gang and violent crimes, especially felonies that have likelihood of being related to
the distribution of narcotics in their respective jurisdictions; and
WHEREAS, On February 7, 2005, Ramsey County, through the Ramsey County Sheriff's Office,
and the City of St. Paul, through the St. Paul Police Department, executed a Joint Powers
Agreement ("JPA") creating the East Metro Narcotics Task Force for a term of one-year, with an
automatic renewal clause; and
WHEREAS, On January 31, 2007, the JPA was amended to add the Cities of Maplewood,
Roseville, and White Bear Lake as members of the Task Force (First Amended JPA); and
WHEREAS, On June I, 2010, a Second Amendment to the JPA was executed to change the name
of the East Metro Narcotics Task Force to the Ramsey County Violent Crime Enforcement Team
("RCVCET") and to add the Cities of Lino Lakes and North St. Paul as members (Second
Amended JPA); and
WHEREAS, Since the execution of the Second Amended JPA, the Cities of Lino Lakes and North
St. Paul have withdrawn from the RCVCET;
WHEREAS, On January 1, 2013, the Parties amended the JPA for another one-year term, with
four automatic one-year renewal terms and added the City of New Brighton as a member (Third
Amended JPA);
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WHEREAS, On January 1, 2018, the Parties amended the JPA for another one-year term, with
four automatic one-year terms (Fourth Amended JPA);
WHEREAS, Effective July 16, 2018, the Parties amended the JPA to add the City of Mounds View
as a member (Fifth Amended JPA);
WHEREAS, On January 1, 2023, the Parties Amended the JPA for another one-year term with
four automatic one-year renewal terms (Sixth Amended JPA);
WHEREAS, this Agreement shall constitute the Seventh Amended JPA, and presents a
restatement of the JPA, as amended herein;
WHEREAS, the RCVCET was formed for the purpose of enforcing controlled substance laws and
investigating and prosecuting gang and violent crimes, especially felonies that have likelihood of
being related to the distribution of narcotics and/or other cases that have an impact on all Parties;
and
THEREFORE, The Parties agree as follows:
1. General Purpose
The purpose of this Agreement is to formally create and establish the Ramsey County Violent
Crime Enforcement Team (hereinafter “RCVCET”) as an organization which will act though the
joint exercise of police powers to coordinate efforts to investigate, apprehend, and prosecute drug
offenders, violent offenders, gang members and career criminals and to define the rights and
obligations of the Parties with respect to the duties and activities performed by the RCVCET
throughout the term of the Agreement. The RCVCET is a separate and distinct public entity to
which the Parties have transferred all responsibility and control for actions taken pursuant to this
Agreement.
2. Members
The RCVCET is hereby established by the Parties. The RCVCET members are Ramsey County,
the City of Maplewood, the City of New Brighton, the City of Roseville, the City of St. Paul the
City of White Bear Lake, the City of Mounds View, and the City of Saint Anthony.
3. Good Faith
The Parties and the Agencies shall cooperate and use their best efforts to ensure that the provisions
of this Agreement are fulfilled, and to undertake resolution of disputes, if any, in good faith and in
an equitable and timely manner.
4.Term of Agreement/Termination
4.1 The initial term of this Agreement shall be for a one-year period, from January l,
2025, through December 31, 2025("Initial Term"), effective upon January 1, 2025
("Effective Date").
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4.2 This Agreement shall automatically renew for additional one-year periods
("Renewal Term") up to a maximum of four Renewal Terms unless all
Parties give written notice to the other Parties of their intent not to renew at
least sixty (60) days before the end of the Initial Term or the then-current
Renewal Term.
4.3 A Party may withdraw from this Agreement at any time with thirty (30)days
written notice to the other Parties. Withdrawal shall not excuse a Party from
obligations incurred before the effective date of withdrawal. This
Agreement shall automatically terminate when all but one Party has
withdrawn.
4.4 Upon expiration, dissolution, or other termination of this Agreement,
4.4.1 any outstanding financial obligations of RCVCET, excluding obligations
for payment of claims as set forth in Section 7 of this Agreement, will be
paid out of remaining RCVCET Funds and/or the proceeds of the sale of
RCVCET-owned property. If such funds or proceeds are inadequate to meet
all of such outstanding financial obligations, the shortage will be subject to
payment by the individual Parties to this Agreement as follows: 50 percent
will be paid by the Ramsey County Sheriff’s Officeand the remaining 50
percent will be paid by the police departments of the Cities, each in a sum
that is a percentage of the total obligation that is equal to the percentage the
city's population bears to the population of all of the Cities combined, upon
receipt of a notice from the Fiscal Agent (See Section 9.2);
4.4.2 if, after payment of all outstanding financial obligations pursuant to 4.4.1,
there remain any RCVCET funds or property owned by the RCVCET, all
RCVCET funds, property owned by the RCVCET, or the proceeds of a sale
of RCVCET property shall be distributed to the Agencies that are members
of the RCVCET at the time of the expiration, dissolution, or termination
and who have been members of the RCVCET for a minimum of 12
consecutive months prior to the expiration, dissolution, or termination,
using the formula set forth in section 4.4.1 for payment of outstanding
financial obligations; and
4.4.3 property of the Agencies or the Parties that had been loaned for use by the
RCVCET shall be returned to the loaning Agency or Party,
5. State and Federal Assistance for Narcotics Control
Ramsey County, acting on behalf of RCVCET, the Parties to this Agreement, and/or the Agencies,
in relation to this Agreement, shall be the grant applicant for funding from the Minnesota Office
of Justice Programs ("OJP"), Department of Public Safety ("DPS") for multi-jurisdictional
narcotics task forces and violent crime teams, and from all other sources for this Agreement. The
Parties agree to seek and maintain certification pursuant to the provisions of Minn. Stat.§
299A.642, subd, 4.
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6.RCVCET Board
6.1 The governing body of the RCVCET shall be a Board of Directors ("RCVCET
Board"), to be made up of the chief law enforcement officer or designee from each
of the Agencies; one representative from the Ramsey County Attorney’s Office;
and up to three additional members selected by the RCVCET Board. All Directors
shall have one vote. All Directors shall serve at the pleasure of their appointing
authorities. The RCVCET Board shall select an Executive Director on an annual
basis, who shall conduct business meetings, document meeting minutes, and
maintain frequent communication with members of the RCVCET Board and the
Commander. The RCVCET Board shall select a Commander who shall have such
duties as provided herein.
6.2 Directors shall not be deemed employees of the RCVCET and shall receive no
compensation from the RCVCET for serving as directors.
6.3 The RCVCET Board has final administration and policy decision-making authority
for the RCVCET, including development of a strategic enforcement plan. Decisions
shall be made by a majority of the RCVCET Board.
6.4 The RCVCET Board shall meet quarterly to evaluate the progress of the RCVCET.
The quarterly meeting agenda shall include a report on the amount of funds
available as compared to anticipated future needs. The RCVCET Board shall
maintain financial and other records of RCVCET activities. A special meeting may
be called by any Director, or by the RCVCET Commander.
6.5 The RCVCET Board, through the Fiscal Agent, may apply for grants, approve
contracts, including agreements for the rental of real property, incur expenses and
make expenditures necessary and incidental to the effectuation of the purpose for
which the RCVCET is organized as described in Section I of this Agreement and
consistent with the powers of the RCVCET Board.
6.6 The RCVCET Board will develop and approve RCVCET priorities, a RCVCET
budget, and RCVCET operational policies and procedures which will include, but
not be limited to the following:
6.6.1 Approval of an annual budget which shall include a monthly allocation for
overtime and other expenses to ensure that the annual expenses will not
exceed the annual budget.
6.6.2 Approval of a body worn camera policy, consistent with Policy 3-17 of the
Multijurisdictional Task Force VCET Operating Procedures and Guidelines
Manual, outlining the use of body worn cameras and how body worn camera
data will be maintained.
6.6.3 Approval of a data practices policy including a requirement for coordination
with all Agencies whose personnel were involved in an incident that is the
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subject of a data request prior to the release of law enforcement data
including but not limited to portable recording system data.
6.7 The RCVCET Board shall cooperate with other federal, state, and local law
enforcement agencies when appropriate and necessary to accomplish the purpose
for which the RCVCET is organized.
6.8 The RCVCET Board, through the Fiscal Agent, shall make the RCVCET books,
reports, and records open to inspection by the Agencies at all reasonable times.
6.9 The RCVCET Board has sole authority to incur obligations and approve contracts
and take final action on behalf of the RCVCET.
6.10 The RCVCET Board may not incur obligations or approve contracts that extend
beyond the Initial Term or any Renewal Term of this Agreement or which will
require the expenditure of funds in excess of RCVCET Funds available.
6.11 The RCVCET Board shall make a quarterly statistical report and a financial report
to the Parties on all activities conducted by the RCVCET.
6.12 The RCVCET Board shall arrange an audit annually of all the RCVCET's financial
accounts, the cost of which will be paid out of state funds.
7. Insurance and Indemnification
7.1 The RCVCET shall purchase a policy of municipal liability insurance and may
purchase such other insurance as it deems appropriate and necessary, covering the
acts and omissions of the RCVCET, its Board of Directors and its employees, and
the Parties to this Agreement and their employees, officials, and agents, in an
amount not less than the statutory maximum set forth in Minn. Stat. § 466.04. The
cost of the municipal liability insurance policy shall be paid from the RCVCET
Funds. The cost of any other insurance shall be paid in a manner to be determined
by the RCVCET Board.
7.2 The RCVCET shall defend, indemnify, and hold harmless the Parties, their officers,
employees, and volunteers, from and against any and all claims, damages, losses,
suits, judgments, costs, and expenses, including attorney's fees, arising out of or
related to the acts or omissions of any person acting on behalf of the RCVCET
Board in carrying out the terms of this Agreement.
7.3 For liability not covered by insurance, the Parties and the RCVCET agree to share
the costs of such liability, including the costs of defense, using the formula
described in 4.4.1 for allocation of payment for outstanding obligations and
distribution of assets on termination of this Agreement.
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7.4 Nothing herein, including the purchase by the RCVCET of excess liability coverage
for federal law claims, shall constitute a waiver of the limits of liability, exceptions,
defenses, or immunities under Minnesota State statutes.
7.5 To the fullest extent permitted by law, actions by the Parties to this Agreement are
intended to be and shall be construed as a "cooperative activity" and it is the intent
of the Parties that they shall be deemed a "single governmental unit" for the
purposes of liability, as set forth in Minn. Stat. § 471.59, subd. la (a), provided
further that for purposes of that statute, each Party to this Agreement expressly
declines responsibility or liability for the acts or omissions of another Party, its
officials, employees, and volunteers.
8. RCVCET Operations
8.1 The RCVCET shall operate in compliance with the Multijurisdictional Task Force
Operating Procedures and Guidelines Manual adopted by the Violent Crime
Coordinating Council, as may be amended from time to time, which incorporated
herein and made part of this Agreement by reference.
8.2. Ramsey County shall serve as the Coordinating Agency. Daily operation and
responsibility for carrying out the purpose of the RCVCET shall be under the
direction of the RCVCET Commander, selected by the RCVCET Board.
8.3. The RCVCET Commander will plan and coordinate case activities and direct
investigative activities based on intelligence provided by the Agencies, with
priorities as determined by the RCVCET Board.
8.4 The RCVCET Commander shall be responsible for day-to-day supervision of
investigators.
8.5 The RCVCET Board shall operate in compliance with all reporting requirements
of a grant recipient.
9. Finances
9.1 RCVCET operations will be financed from grant funding, subject to grant terms
and conditions and grant program guidelines, incorporated herein by reference; and
may be additionally funded by supplemental funding from participating Agencies
and/or from RCVCET drug forfeiture funds ("RCVCET Funds").
9.2 Ramsey County shall serve as the Fiscal Agent for the RCVCET. Ramsey County
shall not receive compensation from RCVCET Funds for its services.
9.3 Ramsey County, as Fiscal Agent, is authorized to receive all RCVCET Funds for
deposit and make disbursements therefrom in accordance with generally accepted
accounting practices and procedures, the current Office of Justice Program's Grant
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Manual, Governmental Accounting Standards, the Ramsey County Finance Office
Policies and Procedures for Fiscal Agents, and federal and state requirements. In
conjunction therewith, the Ramsey County Sheriff’s Office Accounting Division
shall maintain current and accurate records of all obligations and expenditures of
RCVCET Funds during the Initial Term and any Renewals and for six years after
the termination of this Agreement in accordance with state law.
9.3.1 All RCVCET Funds handled by the Fiscal Agency shall be deposited into a
separate RCVCET account at the County’s depository bank.
9.3.2 Interest accrued on the RCVCET Funds shall be deposited in the RCVCET
Funds account.
9.4 RCVCET Funds may be expended only as directed by the RCVCET Board and in
accordance with this Agreement. In no event shall there be an expenditure of
RCVCET Funds except per the approved RCVCET budget.
9.5 As Fiscal Agent, the Ramsey County Sheriff’s Office shall be responsible for daily
monitoring and maintenance of RCVCET financial matters and shall make and
submit to the RCVCET Board a quarterly report of the budget status of the
RCVCET Funds.
9.6 Any issues raised by a Member regarding the activities of the Fiscal Agent shall
first be brought to the attention of the RCVCET Commander. If the matter is not
resolved to the satisfaction of the Member, the Commander shall present the issue
to the RCVCET Board for resolution. Any issues raised by the Fiscal Agent shall
first be brought to the attention of the RCVCET Commander. If the matter is not
resolved to the satisfaction of the Fiscal Agent, the Commander shall present the
issue to the RCVCET Board for resolution.
9.7 As Fiscal Agent, Ramsey County is not responsible for providing services outside
of the scope of services described in this Agreement. The County is not liable for
management decisions made by the RCVCET. The County is not responsible for
cash shortfalls due to funding shortfalls of the RCVCET.
10. Vehicles
The Parties may use a Ramsey County vehicle for RCVCET activities. If a County-
owned vehicle is needed by a Party, that Party must execute a Vehicle Lease
Agreement ("VLA") with Ramsey County prior to the use of the vehicle. The
Vehicle Lease Agreement must include which Party is responsible for insurance
coverage on the vehicle. In the event that any Party uses its own vehicle, that Party
is responsible for insurance coverage for that vehicle.
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11. RCVCET Personnel
11.1 The Agencies shall assign and equip licensed peace officers and/or civilian
personnel to the RCVCET as needed to carry out its purpose and to perform their
responsibilities under this Agreement, including the selection and assignment of
investigators.
11.2 All personnel assigned to the RCVCET (“RCVCET Personnel”) shall remain
employees of the Party whose Agency assigned the personnel and shall not be
considered temporary or permanent employees of any of the other Parties or
Agencies or the RCVCET for any purpose whatsoever or be entitled to tenure rights
or any rights or benefits by way of workers' compensation, re-employment
insurance, medical and hospital care, sick and vacation leave, severance pay, PERA
or any other right or benefit of another of the Parties. The Parties acknowledge their
individual responsibility to provide all salary compensation and fringe benefits to
their employees while performing services on behalf of the RCVCET. Benefits may
include, but are not limited to, health care, disability insurance, life insurance, re-
employment insurance, FICA, Medicare, PERA, vacation, sick leave, and unpaid
leave of absence.
11.3 All RCVCET Personnel shall be required to comply with the Violent Crime
Coordinating Council's Multijurisdictional Task Force Operating Procedures and
Guidelines Manual and more restrictive rules of conduct and operating procedures
prescribed by the RCVCET Commander, which shall be developed in consultation
with the heads of the Agencies and in recognition of the rules of their respective
Agencies and adopted by the RCVCET Board. The RCVCET Commander, or
designee, shall refer disciplinary matters involving RCVCET Personnel to the
person's originating Agency for investigation and disposition unless, based on the
judgment of the RCVCET Commander, or designee, a particular matter represents
probable cause for the issuance of a criminal complaint, in which case the matter
shall be referred directly to an external law enforcement agency for investigation,
provided the person's Agency head is notified in advance thereof.
11.4 As assigned by the RCVCET Commander, RCVCET Personnel will be responsible
for drug, gang, and violent crime investigation, including information management,
case development, and presenting cases for charging to the appropriate prosecuting
authority. RCVCET Personnel may also assist other law enforcement agencies in
surveillance and undercover operations. RCVCET Personnel will work
cooperatively with assisting agencies. RCVCET Personnel who are peace officers
and who act in another Member jurisdiction are authorized to exercise the powers
of a peace officer in the other Member jurisdiction for purposes of the RCVCET
activities.
12. Legal Advisor
The Ramsey County Attorney shall designate an Assistant Ramsey County
Attorney who shall serve as the designated prosecutor required by the VCET
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Guidelines Manual to serve as an advisor and provide civil legal advice to the
RCVCET Board as, and if, required.
13. Location
RCVCET activities shall take place out of a central location to be agreed upon by the
Agencies.
14. Forfeiture, Seizures, and Fines
Proceeds received by the Agencies pursuant to Minnesota statutes on forfeitures from
RCVCET case forfeitures shall be turned over to the Fiscal Agent to be used to support the
efforts of the RCVCET according to the RCVCET Grant requirements. The use and
disbursement of these proceeds must be approved by the RCVCET Board.
15. New Members
A governmental unit may become an additional member of the RCVCET upon approval
by the RCVCET Board. Any governmental unit that applies to become a member must
agree to assign at least one officer to the RCVCET. A governmental unit that becomes a
new member shall he included in the term "Parties" as used in this JPA, its law enforcement
agency shall he included in the term "Agencies" as used in this JPA, and the member and
its agency shall he subject to all provisions of this JPA. Such governmental unit will
become a member effective upon filing with the Fiscal Agent a certified resolution of the
governmental unit's governing body, approving, and authorizing execution of this
Agreement and an executed counterpart copy of this Agreement. Upon receipt of such
resolution and executed copy, the Fiscal Agent will prepare a conformed copy showing
execution by existing Parties and the new member and forward a copy to all Parties.
16. Amendments
This Agreement shall constitute the entire agreement between the Parties and can only be
modified in writing signed by the all Parties.
17. Counterparts
This Agreement may be executed in one or more counterparts, each of which shall be
deemed an original, but all of which shall constitute one and the same document. All
executed counterparts of this Agreement shall be forwarded to the Fiscal Agent. Upon
receipt of executed counterparts from all parties, the Fiscal Agent will prepare one
conformed copy of this Agreement and provide a copy to each Party.
18. The Parties to this Agreement are subject to the provisions of Minn. Stat. § 299A.642.
19. This Agreement shall amend the JPA signed on February 7, 2005, as amended on January
31, 2007, June 1, 2010, January 1, 2013, January 1, 2018, July 16, 2018, and December 13,
2022.
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IN WITNESS THEREOF, the undersigned Parties, by action of their governing bodies, have
caused this Agreement to be executed in accordance with the authority of Minnesota Statutes §
471.59.
Wherefore, the parties have executed this Agreement the last date set forth below.
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RAMSEY COUNTY
_________________________________________
Victoria Reinhardt, Board Chair
Ramsey County Board of Commissioners
Date: ____________________________________
__________________________________________
Jason Yang, Interim Chief Clerk
Ramsey County Board of Commissioners
Date: _____________________________________
Approval recommended:
__________________________________________
Bob Fletcher, Ramsey County Sheriff
Approved as to form:
__________________________________________
Marcelo Neblett, Assistant Ramsey County Attorney
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G9, Attachment 1
CITY OF MAPLEWOOD
By: ______________________________________
Marylee Abrams, Mayor
Date: ____________________________________
By: _____________________________________
Michael Sable, City Manager
Date: ____________________________________
Approval recommended:
__________________________________________
Brian Bierdeman, Chief
Maplewood Police Department
Approved as to form:
__________________________________________
Ron Batty, City Attorney
__________________________________________
Joe Rueb, Financial Services Director
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G9, Attachment 1
CITY OF NEW BRIGHTON
By: ______________________________________
Kari Niedfeldt-Thomas, Mayor
Date: ____________________________________
By: ______________________________________
Devin Massopust, City Manager
Date: _____________________________________
Approval recommended:
__________________________________________
Tony Paetznick, Director
New Brighton Police Department
Approved as to form:
__________________________________________
City Attorney
__________________________________________
Financial Services Director
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G9, Attachment 1
CITY OF ROSEVILLE
By: ______________________________________
Dan Roe, Mayor
Date: ____________________________________
By: ______________________________________
Patrick J. Trudgeon, City Manager
Date: ____________________________________
Approval recommended:
__________________________________________
Erika Scheider, Police Chief
Roseville Police Department
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G9, Attachment 1
CITY OF SAINT PAUL
By: ______________________________________
Melvin Carter, Mayor
Date: ____________________________________
Approval recommended:
__________________________________________
Axel Henry, Police Chief
Saint Paul Police Department
Approved as to form:
__________________________________________
Saint Paul City Attorney
__________________________________________
Financial Services Director
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G9, Attachment 1
CITY OF WHITE BEAR LAKE
By: ______________________________________
Dan Louismet, Mayor
Date: ____________________________________
By: ______________________________________
Lindy Crawford, City Manager
Date: _____________________________________
Approval recommended:
__________________________________________
Dale Hager, Police Chief
White Bear Lake Police Department
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G9, Attachment 1
CITY OF MOUNDS VIEW
By: ______________________________________
Zach Lindstrom, Mayor
Date: ____________________________________
By: ______________________________________
Nyle Zikmund, City Administrator
Date: ____________________________________
Approval recommended:
__________________________________________
Ben Zender, Police Chief
Mounds View Police Department
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G9, Attachment 1
CITY OF SAINT ANTHONY
By: ______________________________________
Wendy Webster, Mayor
Date: ____________________________________
By: ______________________________________
Charlie Yunker, City Manager
Date: ____________________________________
Approval recommended:
__________________________________________
Jeff Spiess, Police Chief
St. Anthony Police Department
Approved as to form:
__________________________________________
City Attorney
__________________________________________
Financial Services Director
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Council Packet Page Number 172 of 182
J1
CITY COUNCIL STAFF REPORT
Meeting Date March 10, 2025
REPORT TO: Michael Sable, City Manager
REPORT FROM: Danette Parr, Community Development Director
PRESENTER:Danette Parr, Community Development Director
AGENDA ITEM: Local Housing Trust Fund
a.Ordinance Establishing a Local Housing Trust Fund
b.Resolution Authorizing Publication of the Ordinance by Title and
Summary (4 votes)
c.Resolution Accepting Transfer from EDA Fund to Local Housing
Trust Fund
Action Requested: Motion Discussion Public Hearing
Form of Action: Resolution OrdinanceContract/Agreement Proclamation
Policy Issue:
To support the creation of a future home improvement program, and apply for grant funds through
MN Housing, it’s a requirement to establish a Local Housing Trust Fund.
Recommended Action:
a.Motion to approve an ordinance establishing a Local Housing Trust Fund.
b.Motion to approve a resolution authorizing publication of the ordinance by title and summary
(4 votes).
c.Motion to approve a resolution accepting the transfer of $300,000 from the EDA general
fund to the Local Housing Trust Fund.
Fiscal Impact:
Is There a Fiscal Impact? No Yes, the true or estimated cost is $300,000
Financing source(s): Adopted Budget Budget Modification New Revenue Source
Use of Reserves Other: If approved, funds from the EDA general
fund will be transferred to the Local Housing Trust Fund to support a future revolving loan program
for housing rehabilitation.
Strategic Plan Relevance:
Community InclusivenessFinancial & Asset MgmtEnvironmental Stewardship
Integrated CommunicationOperational EffectivenessTargeted Redevelopment
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J1
The City supports reinvestment and the leveraging of resources to expand opportunities to create
programs that encourage reinvestment and tax base growth. Additionally, the City encourages
investments that enhance environmental stewardship through efficiency improvements.
Background:
As the City Council and EDA have been discussing future economic development strategies for
the City of Maplewood, it has been noted that some of these potential strategies appear to be
more micro-level, while others appear to be more macro-level in respect to the resources required
for implementation and their potential impact. In a previous meeting, the Council indicated there
would be a desire to consider micro-level programs more immediately if grant opportunities or
external resources become available to support them in the near term.
A recent grant opportunity through MN Housing has been identified that would allow the City to
apply for a matching grant to assist with a home rehabilitation program. The program would be for
households at income levels at or below 115% of the state median income and focus on the
following reinvestment areas:
Improve the conditions of the exterior of the home including, but not limited to, roofs, siding,
windows, driveways, structural retaining walls, existing fences, and other components of the
property; and or
Improve handicap accessibility; and or
Improve energy efficiency (insulation, water heater, mechanical improvements, windows,
etc.)
Eligible projects would not include recreational or luxury improvements.
Staff has been working on creating a Maplewood Home Improvement Program, with an overview
attached. An additional program overview will be shared at the Council meeting.
To apply for MN Housing grant funds up to $225,000, the City must establish a Local Housing Trust
Fund and allocate $300,000 to support the future housing improvement program. The proposed
trust fund ordinance, which outlines the fund’s administration, is attached. If approved, the
ordinance will establish the Maplewood Housing Trust Fund, but it will not approve specific
programs or resource allocation. Instead, it will reserve funds for potential future use, should the
Council proceed with a revolving loan fund or other housing initiatives.
Attachments:
1.Ordinance establishing a Local Housing Trust Fund
2.Resolution authorizing publication of the ordinance by title and summary
3.Resolution accepting transfer from the EDA fund to the Local Housing Trust Fund
4.Maplewood Housing Improvement Program Overview
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J1, Attachment 1
ORDINANCE NO. ____
AN ORDINANCE AMENDING CHAPTER 2 OF THE MAPLEWOOD CITY CODE BY ADDING
ARTICLE VII ESTABLISHING A LOCAL HOUSING TRUST FUND
The City Council of the city of Maplewood does ordain as follows:
Section I. The Maplewood city code is amended by adding a new Chapter 2, Article VII as follows:
Article VII. – Local Housing Trust Fund
Sec. 2-395. – Purpose.
Pursuant to Minnesota Statutes, section 462C.16, there is hereby created and established for the
City of Maplewood a fund to be known as the Maplewood Local Housing Trust Fund. The Trust
Fund shall be a permanent source of funding and a continually renewable source of revenue to
meet, in part, the housing needs of the City. The Trust Fund may also support the development,
rehabilitation or financing of housing, support housing projects, provide downpayment assistance,
rental assistance, and home buyer counseling services or any other purpose or project authorized
by law.
Sec. 2-396. – Definitions. The following definitions apply to this Article VII and the Programs under
the Trust Fund, unless individual program criteria approved by the City Council specify otherwise:
A.Assisted Unit means a housing unit that is affordable because of assistance from the
Trust Fund.
B.City means the city of Maplewood, Minnesota.
C.Dedicated Source of Public Revenue means one or more sources of revenue
dedicated by the City to the Trust Fund for housing.
D.EDA means the Maplewood Economic Development Authority.
E.Program means any set of criteria used to determine eligibility for funds from the Trust
Found Account that is approved by the City Council. Individual Program criteria will
take into account any restrictions on disbursements that derive from the source of
funds.
F.Project may mean an attached or detached single-family house or a multifamily
apartment complex, either owner-occupied or rental.
G.Recipient means any homeowner or for-profit or non-profit housing developer that
receives funds in the form of a loan or a grant from the Trust Fund Account. A Recipient
may be an individual, partnership, joint venture, limited liability company or
partnership, association, corporation, or other entity approved by the EDA.
H.Trust Fund means the Maplewood Local Housing Trust Fund with one or more
dedicated sources of public revenue for housing.
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Sec. 2-397. – Trust Fund Account; Source of Trust Funds.
(a)There is hereby established a Trust Fund Account to be maintained by the City. All funds
received by the City or the EDA on behalf of the Trust Fund shall be deposited in the Trust
Fund Account. Principal and interest from loan repayments and all other income from Trust
Fund activities shall be deposited in the Trust Fund Account. All interest earnings from the
Trust Fund Account shall be reinvested and dedicated to the Trust Fund Account.
(b)The Trust Fund may consist of funds derived from any money available to the City or the
EDA, unless expressly prohibited by state law, including but not limited to:
(1)Donations;
(2)Bond proceeds;
(3)Grants and loans from a state, federal, or private source;
(4)Appropriations by the City or the EDA;
(5)Tax increment, to the extent permitted under Minnesota Statutes, sections 469.174
through 469.1794, as amended;
(6)Investment earnings of the Trust Fund;
(7)A levy by the EDA using its powers as a housing and redevelopment authority; and
(8)Any other money available to the City unless expressly prohibited by state law.
Sec. 2-398. – Trust Fund Administration.
(a)The Trust Fund shall be administered by the EDA. No disbursements may be made from
the Trust Fund Account for a Project without the prior approval of the Program by the City
Council.
(b)The EDA shall determine the terms and conditions of repayment of loans and grants from
Trust Fund, including but not limited to, the appropriate security and interest, if any, should
repayment be required. Interest on loans and grants shall be as established by the City
Council from time to time or at the time of approval of a specific Program.
(c)The EDA shall report annually to the City on the use of the Trust Fund, including the
number of loans and grants made, the number and type of Assisted Units processed, and
the number of housing units provided rental assistance, down payment assistance or
home buyer counseling services.
Sec. 2-399. – Disbursements.
Disbursements from the Trust Fund Account may only be made for the following purposes:
2
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(a)To pay for administrative expenses, but not more than 10 percent of the balance of the
Trust Fund;
(b)To make grants, loans, and loan guarantees for the development, rehabilitation, or
financing of housing;
(c)To match other funds from federal, state, or private resources for housing Projects;
(d)To provide down payment assistance, rental assistance, and home buyer counseling
services; or
(e)Any other activities authorized by state law.
Sec. 2-400. – Severability.
The provisions of this Article VII are severable. If any provisions of this Article VII are held invalid,
the remainder of this Article VII shall not be affected.
Section II. This ordinance shall be effective upon its adoption and publication
th
Adopted by the city of Maplewood this 10 day of March, 2025.
Marylee Abrams, Mayor
Attest:
Andrea Sindt, City Clerk
3
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J1, Attachment 2
CITY OF MAPLEWOOD
RESOLUTION NO. ____________
RESOLUTION AUTHORIZING PUBLICATION OF
ORDINANCE NO. ____________ BY TITLE AND SUMMARY
WHEREAS, the city council of the city of Maplewood has adopted Ordinance No.
______________, an ordinance establishing a local housing trust fund; and
WHEREAS, Minnesota Statutes, section 412.191, subd. 4, allows publication by title and
summary in the case of lengthy ordinances or those containing charts or maps; and
WHEREAS, the ordinance is three pages in length; and
WHEREAS, the city council believes the following summary would clearly inform the public
of the intent and effect of the ordinance.
NOW, THEREFORE, BE IT RESOLVED by the city council of Maplewood, Minnesota:
1.The city clerk shall cause the following summary of Ordinance No. ________ to be
published in the city’s official newspaper in lieu of the entire ordinance:
Public Notice
On March 10, 2025, the city council of the city of Maplewood adopted
Ordinance No. ______, an ordinance establishing a local housing trust fund.
State law allows cities to create a local housing trust fund to make grants, loans
and loan guarantees for the development, rehabilitation or financing of housing
and to offer down payment assistance, rental assistance and home buyer
counseling services. Monies available to the trust fund may come from city
appropriations; state, federal or private grants and loans; donations; bond
proceeds or other sources allowed by law. Once seeded with local money, the
city may apply to the state for matching funds for housing projects. The trust
fund will be administered by the Maplewood Economic Development Authority.
The ordinance shall be effective upon adoption and publication. A full copy of the
ordinance is available in the office of the city clerk.
2.The city clerk keep a copy of the ordinance in her office at city hall for public inspection.
th
Adopted this 10 day of March, 2025.
Marylee Abrams, Mayor
ATTEST:
Andrea Sindt, City Clerk
1
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CITY OF MAPLEWOOD
RESOLUTION NO. ____________
RESOLUTION ACCEPTING TRANSFER OF $300,000 FROM
THE MAPLEWOOD ECONOMIC DEVELOPMENT AUTHORITY’S GENERAL FUND
TO THE CITY OF MAPLEWOOD LOCAL HOUSING TRUST FUND
WHEREAS, pursuant to Minnesota Statutes, section 462C.16 (the “Act”), the city of
Maplewood (the “City”) has adopted Ordinance No. _______, an ordinance establishing a local
housing trust fund (the “Trust Fund”); and
WHEREAS, in establishing the Trust Fund, the City intends to finance authorized housing
programs and projects from all available sources permitted under the Act, including appropriations
by local governments; and
WHEREAS, the Maplewood Economic Development Authority (“MEDA”) has authorized the
transfer from its General Fund of $300,000 to the Trust Fund for the purposes authorized by the Act.
NOW, THEREFORE, BE IT RESOLVED by the city council of Maplewood, Minnesota:
1.The City accepts the transfer of $300,000 made by MEDA and directs that said funds be
deposited in the Trust Fund.
2.The City Manager, Finance Director and other city staff and consultants are authorized
and directed to take all actions necessary or convenient to effect the intent of this
resolution.
th
Adopted this 10 day of March, 2025
Marylee Abrams, Mayor
ATTEST:
Andrea Sindt, City Clerk
1
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Maplewood Home Improvement Program
PROGRAM OVERVIEW: The City of Maplewood is offering home repair loans to residents to
encourage home renovation and increase home values within the City. Current available dollars
for loans are based on the fund balance for any given period.
Loan Amount: The minimum loan amount is $5,000. The maximum loan amount is $25,000.
Interest Rate & Loan Term: The City of Maplewood will set the interest rate at a below-market
rate, and the monthly payment will be fixed. The maximum loan term is 20 years (depending on
the loan amount). The loan is due upon sale, transfer of title, refinance, or if the property ceases
to be owner-occupied.
Loan Security: All loans will be secured by a mortgage in favor of the City of Maplewood. The
loan may be secured in a subordinate lien position behind other loans in accordance with the
city’s loan subordination policy (to be established).
Borrower Eligibility:
Credit: Standard underwriting criteria apply, including review of a credit report.
Debt to Income Limit: Borrower's gross monthly debts cannot exceed 50% of gross
monthly income.
Income Limit: Income at or below 115% of the state median income.
Property Eligibility:
Single family (1-4 unit) detached and attached properties located within the City of
Maplewood.
Must be owner-occupied.
Condominiums & townhouses, however, only individual interior repairs are eligible.
The borrower's combined mortgage debt, including the Maplewood Loan, cannot exceed
100% of the property value based on the taxable market value as determined by
Ramsey County for the current year. 65% of the amount of the Maplewood Home Repair
Loan will be added to the current value in making this calculation. Applicants may also
submit a third-party appraisal or market analysis that has been completed within the last
12 months. Such appraisal or market analysis is to be obtained by the applicant at their
expense.
Borrower's existing first mortgage must be a prime/A-rated fixed-rate mortgage loan.
Properties that are governed by an active Homeowner's Association must receive written
approval for planned exterior improvements in accordance with the guidelines of this
loan program and association by-laws and/or covenants.
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Eligible Improvements:
Improve the conditions of the exterior of the home, including, but not limited to, roofs,
siding, windows, driveways, structural retaining walls, existing fences, and other
components of the property;
Improve handicap accessibility; and/or
Improve energy efficiency (insulation, water heater, mechanical improvements, windows
etc.)
Ineligible Improvements: Recreational/luxury improvements, working capital, debt service or
refinancing of existing debts.
APPLICATION & LOAN DISBURSEMENT PROCESS: Do not sign any contracts or start your
project until a closing has taken place. Any project begun before a loan closing has taken place
will be ineligible for participation in the program.
Homeowner Association By-Laws & Covenants: Loan applicants from single-family attached
or zero-lot line detached homes with an active Homeowner’s Association will be required to
provide written approval from the Homeowner’s Association certifying the exterior improvements
to be funded through this loan program are permissible under governing by-laws and/or
covenants of the association. The City of Maplewood and representative agencies associated
with the administration of this program are not liable or responsible for any violations of
association by-laws and/or covenants by the applicant for improvements undertaken through
this loan program.
Application Process: Completed applications will be processed on a first-come, first-served
basis, as funds are available until all program funds are committed. After loan approval,
borrowers will be contacted regarding a closing to sign a Promissory Note, Mortgage, and
Subordination disclosure.
Loan Costs: Borrowers will be charged a credit report fee at the time of application. The title
policy fee may be financed through the loan. The recording fees to Ramsey County will be paid
by the borrower at closing.
Contractors & Permits: Contractors must be properly insured and licensed by the State of
Minnesota when required. Permits must be obtained when required by city code. Two bids are
required for work that exceeds $5,000. Borrowers must attain the required bids.
Work by Owner: Work can be performed on a sweat equity basis. Loan funds cannot be used
to compensate for labor, only for materials. The city representative must determine that the
owner has the ability to complete the work according to industry standards and within the
program time requirements.
Council Packet Page Number 181 of 182
J1, Attachment 4
The cost of purchasing tools and equipment and the delivery of materials are ineligible
expenditures. Materials must be purchased and installed prior to the disbursement of loan
proceeds. When applicable, the borrower must obtain a signed building permit.
Total Project Cost: It is the borrower’s responsibility to obtain the funds necessary to finance
the entire cost of the work. If the final cost exceeds the loan amount, the borrower must obtain
additional funds. The borrower’s contribution to project cost must be paid prior to the release of
loan funds.
Work Completion: Weather permitting, work must be completed within 120 days of loan
closing.
Disbursement Process: Loan funds will remain in escrow until payment for completed work.
The following items must be received before the funds can be released:
1.Final Invoice from each contractor showing all amounts paid and due.
2.W-9 from each contractor prior to payment.
3.Lien Waiver signed by each contractor.
4.Completion Certificate signed by each contractor and the borrower.
5.Permits Closed. Have the inspector sign the permit card.
6.Final Inspection.
Homeowners are required to attain and submit the above-required documentation. It may take
up to 10 business days after receipt of the above items to prepare checks.
Program Disclaimer: The City of Maplewood maintains the right to at any time change or
discontinue the Maplewood Home Improvement Loan Program. The potential changes may
impact the maximum/minimum loan amount, loan term, interest rate, and/or qualifications for
borrower, property and improvement eligibility.
Council Packet Page Number 182 of 182
For the permanent record:
Meeting Date: 3/10/2025
Agenda Item J1, Additional Attachment
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For the permanent record:
Meeting Date: 3/10/2025
Agenda Item J1, Additional Attachment
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Ordinance establishing a Local Housing Trust FundResolution authorizing publication of the ordinance by title and summary (4 votes)Resolution accepting the transfer of $300,000 from
the EDA general fund to the Local Housing Trust Fund
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For the permanent record:
Meeting Date: 3/10/2025
Agenda Item J1, Additional Attachment
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resources and jumpstart projects that draw investmentLHTFs enable communities to prioritize programs or developments that maximize benefit to the local community
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For the permanent record:
Meeting Date: 3/10/2025
Agenda Item J1, Additional Attachment
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For the permanent record:
Meeting Date: 3/10/2025
Agenda Item J1, Additional Attachment
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Creates the City of Maplewood LHTFDefines terms and conditions of the fundEstablishes how the fund will be administeredEnables a dedicated source of funds to support enhanced housing
programs and/or developments Meet a requirement of the MN Housing Trust Fund Grant Program
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For the permanent record:
Meeting Date: 3/10/2025
Agenda Item J1, Additional Attachment
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For the permanent record:
Meeting Date: 3/10/2025
Agenda Item J1, Additional Attachment
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For the permanent record:
Meeting Date: 3/10/2025
Agenda Item J1, Additional Attachment
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Roofs, siding, windows, driveways, structural retaining walls, existing fences, and other components of the property; and orInsulation, water heater, mechanical improvements, windows,
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Improve the conditions of the exterior of the home: Improve handicap accessibilityImprove energy efficiency:
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For the permanent record:
Meeting Date: 3/10/2025
Agenda Item J1, Additional Attachment
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Motion to approve an ordinance establishing a Local Housing Trust FundMotion to approve a resolution authorizing publication of the ordinance by title and summary (4 votes)Motion to
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For the permanent record:
Meeting Date: 3/10/2025
Agenda Item J1, Additional Attachment
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