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Home My WebLink About2025-10-13 City Council Meeting Packet AGENDA MAPLEWOOD CITY COUNCIL 7:00 P.M. Monday, October 13, 2025 City Hall, Council Chambers Meeting No. 19-25 Pursuant to Minn. Stat. 13D.02, one or more councilmembers may be participating remotely A. CALL TO ORDER B. PLEDGE OF ALLEGIANCE C. ROLL CALL D. APPROVAL OF AGENDA E. APPROVAL OF MINUTES 1. September 18, 2025 City Council Special Meeting Minutes 2. September 22, 2025 City Council Workshop Meeting Minutes 3. September 22, 2025 City Council Meeting Minutes F. APPOINTMENTS AND PRESENTATIONS 1. Administrative Presentations a. Council Calendar Update 2. Council Presentations 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. Voting Operations, Technology & Election Resources (VOTER) Account County – Municipality Agreement with Ramsey County 3. First Amendment of Metropolitan Livable Communities Act Livable Communities Demonstration Account Transit Oriented Development Grant Agreement, 1375 Frost Avenue 4. Fire Department Response Vehicle Purchase 5. Microsoft Software Subscription Renewal 6. State of Minnesota Office of Traffic Safety DWI/Traffic Safety Grant 2026 7. 2025 Community Tree Planting Grant Application 8. Kavira Contract 9. Police Department Duty Rifle Procurement 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 1. Budget Presentation – City Administration, Finance, and Communications J. NEW BUSINESS 1. Massage Center License for Moss & Moonlight LLC, 2395 Ariel St North 2. Review of Applications for 2026 Charitable Gambling Funds 3. Resolution to Accept SAFER Grant Award 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. E1 SPECIAL MEETINGMINUTES MAPLEWOOD CITY COUNCIL 4:30 P.M. Thursday, September 18, 2025 Various Sites within the City of Maplewood A.CALL TO ORDER A meeting of theCity Councilwas heldvia bus within the City of Maplewoodand was called to order at4:37p.m. by MayorAbrams. B.ROLL CALL Marylee Abrams, MayorPresent Rebecca Cave, CouncilmemberPresent Kathleen Juenemann, CouncilmemberPresent Chonburi Lee, CouncilmemberPresent Nikki Villavicencio,CouncilmemberPresent Also Present: Mike Sable, City Manager Danette Parr, Community Development Director Joe Rueb, Finance Director Joe Sheeran, Communications Manager Steve Love, Public Works Director Colin Vue, Management Intern Ryan Klingman, YMCA/Maplewood Community Center C.NEW BUSINESS 1.Council Bus Tour of Municipal Buildings The tour stopped atthe following sites: Maplewood YMCA Community Center Bruentrup Farm Maplewood Nature Center 1902 Building The tour concluded at City Hall. No actionrequired. D.ADJOURNMENT MayorAbramsadjourned the meeting at7:26p.m. September 18, 2025 City Council Special Meeting Minutes 1 Council Packet Page Number 1 of 221 E2 MINUTES MAPLEWOOD CITY COUNCIL MANAGER WORKSHOP 6:00 P.M. Monday, September22, 2025 City Hall, Council Chambers A.CALL TO ORDER A meeting of the City Council was heldin the City Hall Council Chambers and was called to order at6:10 p.m.by Mayor Abrams. B.ROLL CALL Marylee Abrams, MayorPresent Rebecca Cave, CouncilmemberPresent Kathleen Juenemann, CouncilmemberPresent Chonburi Lee, Councilmember Present Nikki Villavicencio, CouncilmemberPresent C.APPROVAL OF AGENDA CouncilmemberCavemoved toapprove the agenda assubmitted. Seconded by CouncilmemberJuenemann Ayes – All The motion passed. D.UNFINISHED BUSINESS 1.YMCA/MCC Discussion City Manager Sable introduced the agenda item. Assistant City Manager/HR Director Darrow, Finance Director Rueb, Community Development Director Parr, and Public Works Director Love gave the presentation. City Manager Sable provided additional information. Council discussed the agenda item and staff answered questions fromthe council. No action required. E.NEW BUSINESS None F.ADJOURNMENT Mayor Abramsadjourned the meetingat7:04p.m. September 22, 2025 Council Manager Workshop Minutes 1 Council Packet Page Number 2 of 221 E3 MINUTES MAPLEWOOD CITY COUNCIL 7:00 P.M. Monday, September22, 2025 City Hall, Council Chambers Meeting No. 18-25 A.CALL TO ORDER A meeting of the City Council was held in the City Hall Council Chambersand was called to order at7:10p.m.byMayor Abrams. Mayor Abrams thanked staff, councilmembers, and the communications manager for a successful funfall fireworks event. B.PLEDGE OF ALLEGIANCE C.ROLL CALL Marylee Abrams, MayorPresent Rebecca Cave, CouncilmemberPresent Kathleen Juenemann, CouncilmemberPresent Chonburi Lee, CouncilmemberPresent Nikki Villavicencio, CouncilmemberPresent D.APPROVAL OF AGENDA The following items were added to Council Presentations: The Juniper Tuj Lub Grand Opening CouncilmemberCavemoved to approve the agenda as amended. Seconded by CouncilmemberLee Ayes – All The motion passed. E.APPROVAL OF MINUTES 1.September 8, 2025 City CouncilWorkshop Meeting Minutes CouncilmemberJuenemannmoved to approve theSeptember 8, 2025 City Council Workshop MeetingMinutes assubmitted. Seconded by Councilmember LeeAyes – All The motion passed. 2.September 8, 2025 City Council Meeting Minutes September 22, 2025 City Council Meeting Minutes 1 Council Packet Page Number 3 of 221 E3 CouncilmemberJuenemannmoved to approve theSeptember 8, 2025 City Council MeetingMinutes assubmitted. Seconded by CouncilmemberVillavicencio Ayes – All 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 The Juniper Councilmember Lee attended the grand opening of The Juniper and gave a shout out to JB Vang and staff for bringing thishousing projectto Maplewood. Tuj Lub Grand Opening Councilmember Lee sharedtheTuj Lub courts at Keller Regional Park celebratedthe grand re-opening of the updated courtsand park featuresand encouraged residents to visit. 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. Agenda item G6 was highlighted. CouncilmemberCavemoved toapprove agenda items G1-G8. Seconded by CouncilmemberJuenemannAyes – All The motion passed. 1.Approval of Claims CouncilmemberCavemoved to approve the approval of claims. ACCOUNTS PAYABLE: $ 110,644.23 Checks # 124193 thru # 124236 September 22, 2025 City Council Meeting Minutes 2 Council Packet Page Number 4 of 221 E3 dated 9/09/25 $ 1,702,863.88 Checks # 124237 thru # 124318 dated 9/16/25 $ 556,048.15 Disbursements via debits to checking account dated 9/1/25 thru 9/14/25 $ 2,369,556.26 Total Accounts Payable PAYROLL $ 820,575.37 Payroll Checks and Direct Deposits dated 9/12/25 $ 820,575.37 Total Payroll $ 3,190,131.63 GRAND TOTAL Seconded by Councilmember Juenemann Ayes – All The motion passed. 2.Ready Rebound Agreement CouncilmemberCavemoved to approve the Ready Rebound Agreement. Seconded by Councilmember Juenemann Ayes – All The motion passed. 3.East Metro Public Safety Training Facility Joint Powers Agreement Update CouncilmemberCavemoved toapprove the East Metro Public Safety Training Facility Joint Powers Agreement. Seconded by Councilmember JuenemannAyes – All The motion passed. 4.Ramsey County GIS Users Group JPA Renewal Councilmember Cavemoved to approve the Ramsey County GIS Users Group JPA renewal. Seconded by Councilmember JuenemannAyes – All The motion passed. September 22, 2025 City Council Meeting Minutes 3 Council Packet Page Number 5 of 221 E3 5.Multiyear Health Plan Agreement with Health Partners, Inc. for 2026 and 2027 Councilmember Cavemoved to approve thetwo-year contract with Health Partners for health insurance coverage for benefit eligible employees for 2026 and 2027. Seconded by Councilmember JuenemannAyes – All The motion passed. 6.Contract for 1902 Buildout Councilmember Cave moved to award the construction contract for the 1902 buildout to Allan Dorney Construction. Seconded by Councilmember JuenemannAyes – All The motion passed. 7.Conditional Use Permit Review, Maplewood Toyota Building Expansion, 3001 Highway 61 Councilmember Cavemoved to approve the CUP review for Maplewood Toyota, located at 3001 Highway 61, and review again only if a problem arises or a significant change is proposed. Seconded by Councilmember JuenemannAyes – All The motion passed. 8.Resolution Directing Final Payment and Acceptance of Project, Myrtle- Sterling Area Street Improvements, City Project 22-16 Councilmember Cavemoved to approve the resolution directing Final Payment and Acceptance of Project for the Myrtle-Sterling Area Street Improvements, City Project 22- 16. Resolution 25-09-2429 RESOLUTION DIRECTING FINAL PAYMENT AND ACCEPTANCE OF MYRTLE-STERLING AREA STREET IMPROVEMENTS, CITY PROJECT 22-16 WHEREAS, the City Council of Maplewood, Minnesota ordered the Myrtle- Sterling Area Street Improvements, City Project 22-16, and has let a construction contract, and WHEREAS, the City Engineer for the City of Maplewood has determined that the Myrtle-Sterling Area Street Improvements, City Project 22-16, is complete and recommends acceptance of the project. September 22, 2025 City Council Meeting Minutes 4 Council Packet Page Number 6 of 221 E3 NOW, THEREFORE, BE IT RESOLVED by the City Council of Maplewood, Minnesota: 1.City Project 22-16 is complete, and 2.The City accepts the maintenance of the improvements; and 3.The final construction cost is $3,197,037.27; and 4.Final payment to Bituminous Roadways, Inc. and the release of retainage is hereby authorized. Seconded by Councilmember JuenemannAyes – All The motion passed. H.PUBLIC HEARINGS – If you are here for a Public Hearing please familiarize yourself with the Rules of Civility printed on the back of the agenda. Sign in with the City Clerk before addressing the council. At the podium please state your name and address clearly for the record. All comments/questions shall be posed to the Mayor and Council. The Mayor will then direct staff, as appropriate, to answer questions or respond to comments. 1.2025 Maplewood Street Improvements, City Project 24-12 a.Assessment Hearing, 7:00 p.m. b.Resolution Adopting Assessment Roll Public Works Director Love introduced Assistant City Engineer Jarosch who gave the presentation. Mayor Abrams opened public hearing. The following people spoke: Anna Rodriguez – 1910 Prosperity Road Mayor Abrams closed the public hearing. Staff answered questions raised during the public hearing. CouncilmemberLeemoved to approve the resolution Adopting Assessment Roll for the 2025 Maplewood Street Improvements, City Project 24-12. Resolution 25-09-2430 RESOLUTION ADOPTING ASSESSMENT ROLL WHEREAS, pursuant to resolution passed by the City Council on August 25, 2025, calling for a Public Hearing, the assessment rollfor the 2025 Maplewood Street Improvements, City Project 24-12was presented in a Public Hearing, pursuant to Minnesota Statutes, Chapter 429, and WHEREAS, the following property owners have filed objections to their assessments according to the requirements of Minnesota Statutes, Chapter 429, summarized as follows: A.322 Parkview Lane South, P.I.N. 122822220041 September 22, 2025 City Council Meeting Minutes 5 Council Packet Page Number 7 of 221 E3 B.2115 Prosperity Road, P.I.N. 152922110039 C.1910 Prosperity Road, P.I.N. 152922420027 NOW, THEREFORE, BE IT RESOLVED BY the City Councilof Maplewood, Minnesota: 1.Such proposed assessmentroll is hereby accepted and shall constitute the special assessment against the lands named therein, and each tract of land therein included is hereby found to be benefited by the proposed improvement in the amount of the assessment levied against it. 2.That the City Engineer and City Clerk are hereby instructed to make the following adjustments to the assessment roll for the 2025 Maplewood Street Improvements, City Project 24-12: No adjustments are recommended, as the properties that have filed objections are being assessed per the City of Maplewood Special Assessment Policy and these properties are benefitting from the improvements as confirmed by the special benefits appraisal. 3.The assessment roll for the 2025 Maplewood Street Improvements is hereby adopted. Said assessment roll shall constitute the special assessment against the lands named therein, and each tract of land therein included is hereby found to be benefited by the proposed improvement in the amount of the assessment levied against it. 4.Such assessments shall be payable in equal annual installments extending over a period of and 15 years for residential properties and 8 years for commercial properties, the first installments to be payable on or before the first Monday in January 2026and shall bear interest at the rate of 5.73 percent per annum from the date of the adoption of this assessment resolution. To the first installment shall be added interest on the entire assessment from the date of this resolution until December 31, 2025. To each subsequent installment when due shall be added interest for one year on all unpaid installments. The owner of any property so assessed may, at any time prior to certification of the assessment to the county auditor, butno later than November 3, 2025, pay the whole of the assessment on such property, without interest, to the city clerk; and they may, at any time after November 15, 2025, pay to the county auditor the entire amount of the assessment remaining unpaid, with interest accrued to December 31 of the year in which such payment is made. Such payment must be made before November 15 or interest will be charged through December 31 of the next succeeding year. 5.The City Engineer and City Clerk shall forthwith after November 15, 2025, but no later than November 16, 2025, transmit a certified duplicate of this assessment to the county auditor to be extended on the property tax lists of the county. Such assessments shall be collected and paid over the same manner as other municipal taxes. September 22, 2025 City Council Meeting Minutes 6 Council Packet Page Number 8 of 221 E3 Seconded by Councilmember JuenemannAyes – All The motion passed. I.UNFINISHED BUSINESS None J.NEW BUSINESS None K.AWARD OF BIDS None L.ADJOURNMENT Mayor Abramsadjourned the meeting at7:35p.m. September 22, 2025 City Council Meeting Minutes 7 Council Packet Page Number 9 of 221 F1a CITY COUNCIL STAFF REPORT Meeting Date October 13, 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 snapshot look at the upcoming meetings for the City Council to plan their calendars. Recommended Action: No motion needed. This is an informational item. Upcoming Agenda Items and Work Sessions Schedule: October 27: Council Meeting: Century Ponds Development; Department Budget Presentations: Fire November 10: Work Session: YMCA Discussion Council Meeting: Department Budget Presentations: Police November 24: Council Meeting: Department Budget Presentations: Information Technology, Public Works and Community Development Council Comments: Comments regarding Workshops, Council Meetings or other topics of concern or interest. 1.Transit Discussion Community Events and Notifications: Trunk or Treat, October 25, 1:00 Î 4:00 PM, Maplewood City Hall Rice Larpenteur Winter Warm Up, Saturday, December 13, 1 Î 3 PM Santa Parade, Saturday, December 20, 9 AM Î 1 PM Council Packet Page Number 10 of 221 F1a Maplewood Living Schedule: Author Due Date Edition Sable October 16 November 2025 Abrams December 15 January 2026 Juenemann Feb 17 March 2026 Cave April 16 May 2026 Villavicencio June 16 July 2026 Lee August 17 September 2026 All assignments are subject to change based on election filings. Council Packet Page Number 11 of 221 THIS PAGE IS INTENTIONALLY LEFT BLANK Council Packet Page Number 12 of 221 G1 Council Packet Page Number 13 of 221 G1, Attachments Council Packet Page Number 14 of 221 G1, Attachments Council Packet Page Number 15 of 221 G1, Attachments Council Packet Page Number 16 of 221 G1, Attachments Council Packet Page Number 17 of 221 G1, Attachments Council Packet Page Number 18 of 221 G1, Attachments Council Packet Page Number 19 of 221 G1, Attachments Council Packet Page Number 20 of 221 G1, Attachments Council Packet Page Number 21 of 221 G1, Attachments Council Packet Page Number 22 of 221 G1, Attachments Council Packet Page Number 23 of 221 G1, Attachments Council Packet Page Number 24 of 221 G1, Attachments Council Packet Page Number 25 of 221 G1, Attachments Council Packet Page Number 26 of 221 G2 CITY COUNCILSTAFF REPORT Meeting Date October 13, 2025 REPORT TO:Michael Sable, City Manager REPORT FROM: Andrea Sindt, City Clerk PRESENTER:Andrea Sindt, City Clerk AGENDA ITEM: Voting Operations, Technology & Election Resources (VOTER) Account County – Municipality Agreement with Ramsey County Action Requested:MotionDiscussionPublic Hearing Form of Action: Resolution OrdinanceContract/Agreement Proclamation Policy Issue: The State of Minnesota legislature has allocated annual funds to counties for further distribution to local units of government to assist in covering the cost of elections. Ramsey County has presented the city with an agreement to solidify entity responsibilities to receive these funds based on statutory language. Recommended Action: Motion to approve the State of Minnesota Voting Operations, Technology & Election Resources (VOTER) Account, County – Municipality Agreement with Ramsey County. Fiscal Impact: Is There a Fiscal Impact? No Yes, the true or estimated value is variable annually Financing source(s): Adopted Budget Budget Modification New Revenue Source Use of Reserves Other: An annual Ramsey County distribution Strategic Plan Relevance: Community InclusivenessFinancial & Asset MgmtEnvironmental Stewardship Integrated CommunicationOperational EffectivenessTargeted Redevelopment Background: Recognizing the increased cost of conducting elections, the state legislature began annual allocations of funds to counties in 2023. The Voting Operations, Technology, and Election Resources (VOTER) Account, Minn. Stat. § 5.305 lays out the distribution of funds to counties, allocation of those funds to local units of government, approved use of funds and reporting requirements. The County has created a County – Municipality agreement, reviewed by the city attorney, to memorialize each party’s responsibility regarding these funds. Council Packet Page Number 27 of 221 G2 The annual allocation is variable based on legislature funding, the number of registered voters and the distribution formula of 50% for county, 25% for Absentee voting and 25% for administration. Maplewood’s 2025 allocation will be $8,876.72 based on Maplewood’s voter registration of 24,791. As the only non-contract city within Ramsey County, Maplewood is the only city directly receiving these funds, all other contract cities’ funds are retained by Ramsey County. These funds may be used for items such as equipment, hardware or software, staff costs for election judges as well as a list of other purposes. As indicated in statute and the agreement, the city will report to the county how any of these funds were spent and the balance in the segregated municipal election funding account by December 15 each year. Attachments: 1. Agreement Council Packet Page Number 28 of 221 G2, Attachment 1 STATEOF MINNESOTA VOTING OPERATIONS, TECHNOLOGY & ELECTION RESOURCES (VOTER) ACCOUNT COUNTY – MUNICIPALITY AGREEMENT This is an Agreement between the County of Ramsey, through the Ramsey County Elections Office, 90 West Plato Boulevard, St. Paul, MN (“County”), and the City of Maplewood (“Municipality”), collectively referred to as “the Parties” or individually as “Party” regarding the allocation and use of funds received under Minnesota Statutes § 5.305 for election administration purposes. s Recital WHEREAS, County is responsible for administering state and county elections and carrying out the elections duties for 11 cities and 5 school districts in Ramsey County; WHEREA S, Municipality is responsible for administering elections within its jurisdiction; WHER EAS, pursuant to Minn. Stat. § 5.305, the Office of the Secretary of State (“OSS”) is required to distribute Voting Operations, Technology, and Election Resources (VOTER) account funding to each Minnesota county as prescribed therein; WHEREAS, the County therefore receives VOTER account funding from the OSS each year (the “Funds”); WHEREA S, the County and Municipalitymustagree on a distribution plan for allocatingthe Funds; NOW, THEREFORE, thePartiesagreeasfollows: Agreement 1.Effectiveness of Agreement 1.1. Effective Date. October 13, 2025, or the date all required signatures have been affixed to the agreement by County and Municipality, whichever is later. 1.2. AnnualRenewal. This agreement shallremain ineffect and renew annually untilsuchtimethatthe County or the Municipality notifies the other party in writing of its desire to terminate the Agreement. The termination will be effective December 31 of the year of notice, for the following year’s allocation. 2.Allocation and Transfer of the Funds 2.1. County Election Funding Account. County will deposit all Funds received from the OSS into a segregated county election funding account. 2.2. Municipality Election Funding Account. Municipality willmaintain a segregated municipal election funding account that will receive its share of the Funds from the County. 2.3. Allocation of the Funds. The Partiesagreeto allocate the Funds as follows: 2.3.1. Fifty (50) percent of the Funds will be retained by the County; 1 Council Packet Page Number 29 of 221 G2, Attachment 1 2.3.2. Twenty-five (25) percent of the Funds will be allocated to local units of government within Ramsey County that are responsible for administering absentee voting or mail voting, including Municipality, in proportion to each unit of government's share of the county's registered voters on May 1 for the most recent statewide general election; and 2.3.3. Twenty-five (25) percent of the Funds will be allocated to cities and townships within Ramsey County, including Municipality, in proportion to each city and township's share of registered voters in the county on May 1 for the most recent statewide general election. 2.4. Transfer. County will transfer the Funds allocated to Municipality into the segregated municipal election funding account by December 31 of each year. 3.Use andMaintenance of the Funds 3.1. Maintenance of Funds. Municipality must maintain all Funds received in the segregated municipal election funding account until spent for any authorized purposes described in this Agreement. 3.2. Authorized Purposes. Municipality may only use the Funds for expenditures directly related to election administration as defined in Minn. Stat. § 5.305. 3.3. Reporting Requirements. 3.3.1. County agrees to provide any required information to OSS to meet reporting requirements outlined in statute for all Funds expended for each calendar year by December 31 annually. 3.3.2. By December 15 of each year, Municipality agrees to provide the County with any data in its possession that is necessary for the County to comply with this annual reporting requirement, including but not limited to an itemized description of each expenditure of the Funds listed by the general categories of expenditures identified in subdivision 5 of Minn. Stat. § 5.305, and the balance in Municipality’s segregated municipal election funding account. 4.Authorized Representatives County’s Authorized Representative is: Name: Title: Address: Phone: Email: Municipality’s Authorized Representative is: Name: Andrea Sindt Title: City Clerk Address: 1830 County Rd B East, Maplewood MN 55109 2 Council Packet Page Number 30 of 221 G2, Attachment 1 Phone: 651-249-2002 Email: andrea.sindt@maplewoodmn.gov The Parties shall promptly notify each other of any change totheir Authorized Representative. 5.Indemnification Each Party will be responsible for its own acts and omissions, and the acts and omissions of its officials, employees, and agents, and the results thereof, to the extent authorized by law and shall not be responsible for the acts of the other Party, its officials, employees, and agents, and the results thereof. Liability shall be governed by applicable law. Without limiting the foregoing, liability of the Parties shall be governed by the provisions of Minnesota Statutes Chapter 466 (Tort Liability, Political Subdivisions) or other applicable law. This provision shall not be construed nor operate as a waiver of any applicable limits of or exceptions to liability set by law. This provision will survive the termination of this Agreement. 6.Data Practices All data created, collected, received, maintained, or disseminated for any purpose in the course of this Agreement is governed by the Minnesota Government Data Practices Act, any other applicable statute, or any rules adopted to implement the Act or statute, as well as federal statutes and regulations on data privacy. 7.Alteration Any alteration, variation, modification, or waiver of the provisions of this Agreement shall be valid only after it has been reduced to writing and duly signed by all Parties. 8.Dispute Resolution The Agreement shall be interpreted and construed according to the laws of the State of Minnesota. All litigation regarding this Agreement shall be venued in the appropriate State or Federal District Court in Ramsey County, Minnesota. 9.Severability The provisions of this Agreement are severable. If any part of this Agreement is rendered void, invalid or unenforceable, such rendering shall not affect the validity and enforceability of the remainder of this Agreement. 10.Entire Agreement This Agreement shall constitute the entireagreementbetweenthe parties and shall supersede all prior oral and written negotiations. 3 Council Packet Page Number 31 of 221 G2, Attachment 1 11.SignaturesandCertification County and Municipality certify that the appropriate person(s) have executed the Agreementon behalf of Countyand Municipality as required by applicable resolutions or ordinances. COUNTY MUNICIPALITY By:By: Signed: Signed: Title:Title: Date:Date: 4 Council Packet Page Number 32 of 221 G3 CITY COUNCILSTAFF REPORT Meeting Date October 13, 2025 REPORT TO:Michael Sable, City Manager REPORT FROM: Michael Martin, AICP, Assistant Community Development Director PRESENTER:Danette Parr, Community Development Director AGENDA ITEM: First Amendment of Metropolitan Livable Communities Act Livable Communities Demonstration Account Transit Oriented Development Grant Agreement, 1375 Frost Avenue Action Requested: MotionDiscussion Public Hearing Form of Action: Resolution OrdinanceContract/Agreement Proclamation Policy Issue: On December 14, 2022, the Metropolitan Council awarded the City of Maplewood a $1,000,000 grant to support Beacon Interfaith Housing Collaborative’s Gladstone Crossing, a 40-unit affordable housing project. The city council is being asked to approve an amendment to the agreement with the Metropolitan Council to extend the grant term for an additional two years for continued use of the grant dollars. Recommended Action: Motion to approve the First Amendment of Metropolitan Livable Communities Act Livable Communities Demonstration Account Transit Oriented Development Grant Agreement with the Metropolitan Council and authorize the mayor and city manager to execute the document. Fiscal Impact: Is There a Fiscal Impact?NoYes, the true or estimated cost is $0 Financing source(s):Adopted BudgetBudget ModificationNew Revenue Source Use of Reserves Other: Acceptance of the grant dollars does not commit the city to additional funding. Strategic Plan Relevance: Community InclusivenessFinancial & Asset MgmtEnvironmental Stewardship Integrated CommunicationOperational EffectivenessTargeted Redevelopment The city’s 2040 Comprehensive Plan establishes the goal to “Improve the availability of affordable housing for both homeowners and renters” and identified an action item to “Partner with Metropolitan Council and other agencies and programs to provide funding assistance to developers (and also to those in need of housing) to provide for affordable housing units in the community.” Council Packet Page Number 33 of 221 G3 Background: The entire $1,000,000 grant awarded by the Metropolitan Council for this project will be allocated towards the construction of affordable housing units. This grant was originally scheduled to expire on December 31, 2025. The Metropolitan Council has approved a two-year extension for the use of this grant. On July 10, 2023, the city council approved plans for Gladstone Crossing, a three-story, 40-unit affordable multifamily apartment building to be constructed at 1375 Frost Avenue. Later that fall, on October 17, 2023, the developer closed on the sale of the property with the city. Since then, the developer has been working to solidify its financing and complete the required environmental reviews. The Minnesota State Historic Preservation Office (SHPO) has mandated that the developer hire an archaeologist. Due to the site's historical uses, a full Phase I and Phase II archaeological review has been required. The review is expected to be completed by the end of the year. The developer cannot close on financing without SHPO approval. The developer is anticipating closing on its financing for the project in March 2026, with demolition of the existing building to occur later that spring. The city attorney has reviewed this agreement. Attachments: 1. First Amendment of Metropolitan Livable Communities Act Livable Communities Demonstration Account Transit Oriented Development Grant Agreement Council Packet Page Number 34 of 221 G, Attachment 1 Grant No. SG-18117 FIRST AMENDMENT OF METROPOLITAN LIVABLE COMMUNITIES ACT LIVABLE COMMUNITIES DEMONSTRATION ACCOUNT TRANSIT ORIENTED DEVELOPMENT GRANT AGREEMENT THIS AGREEMENT is made and entered into by the Metropolitan Council (“Council”) and the City of Maplewood (“Grantee”). WHEREAS, in December 2022 the Grantee was awarded a $1,000,000.00 Transit Oriented Development grant to help fund the affordable housing construction of the Gladstone Crossing, 1375 Frost Avenue site; and WHEREAS, on August 7, 2023 the Grantee and the Council entered into a grant agreement identified as Council Grant No. SG-18117 (“Agreement”) which made the grant funds available to the Grantee for the construction of the Gladstone Crossing, 1375 Frost Avenue site; and WHEREAS, on August 21, 2025 the Grantee requested an amendment to extend the grant term by 24 months. NOW, THEREFORE, in consideration of the promises and covenants contained in this agreement, the Council and the Grantee agree to amend Grant No. SG-18117 as follows: The “EXPIRATION DATE” identified at Page 1 of the Agreement and referenced in Section 5.01, Term, is changed from December 31, 2025 to December 31, 2027. Except for this amendment, the provisions of Grant No. SG-18117 shall remain in force and effect without change. ***This portion intentionally left blank*** Council Packet Page Number 35 of 221 G, Attachment 1 IN WITNESS WHEREOF, the Grantee and the Council have caused this agreement to be executed by their duly authorized representatives. This agreement is effective on the date of finalexecution by the Council. CITY OF MAPLEWOOD METROPOLITAN COUNCIL By: ________________________________ By: _________________________________ LisaBeth Barajas, Executive Director Community Development Division Title: ______________________________ Date: ________________________________ Date: ______________________________ By: ________________________________ Title: ______________________________ Date: ______________________________ Approved as to form: By: ________________________________ Title: ______________________________ Date: ______________________________ Council Packet Page Number 36 of 221 G4 CITY COUNCILSTAFF REPORT Meeting Date October 13, 2025 REPORT TO:Michael Sable, City Manager REPORT FROM: Michael Mondor, Fire and EMS Chief PRESENTER:Michael Mondor, Fire and EMS Chief AGENDA ITEM: Fire Department Response Vehicle Purchase Action Requested: MotionDiscussion Public Hearing Form of Action: Resolution OrdinanceContract/Agreement Proclamation Policy Issue: The fire department needs to replace a fire department response vehicle (SUV). The purchase is in the Capital Improvement Plan (CIP) for 2025. City Council approval is required to purchase this new vehicle. Recommended Action: Motion to approve the purchase of a new fire department response vehicle. Fiscal Impact: Is There a Fiscal Impact? No Yes, the true or estimated cost is $65,781.13 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 Ensuring the department’s fleet is reliable and that the department has an adequate number of response vehicles. Background: The fire department maintains a fleet of vehicles to support emergency operations, administrative functions and specialized response needs. These vehicles serve a critical role in ensuring that command and support staff can respond rapidly to significant incidents, oversee operations and maintain command and control of incidents. The purchase of this vehicle will replace a 2016 SUV that has over 100,000 miles. The 2026 Chevy Suburban will serve as the department’s primary incident command response vehicle and features increased cargo and equipment for command gear, protective equipment and communications Council Packet Page Number 37 of 221 G4 tools. The increased cargo will also support future department operations as the department aims to enhance EMS response capabilities through the implementation of whole blood, ultrasound and treatments for hydrogen cyanide poisoning. Quotations were solicited from local dealerships, with Cornerstone Chevrolet submitting the lowest quote. These purchases will ensure that the department’s fleet is reliable and that an adequate number of response vehicles are available to respond to emergency calls. Attachments: 1.Cornerstone Chevrolet Quote 2.Mauer Chevrolet Quote Council Packet Page Number 38 of 221 G4, Attachment 1 Council Packet Page Number 39 of 221 G4, Attachment 2 Council Packet Page Number 40 of 221 G4, Attachment 2 Council Packet Page Number 41 of 221 G5 CITY COUNCIL STAFF REPORT Meeting Date October 13, 2025 REPORT TO: Michael Sable, City Manager REPORT FROM: Mychal Fowlds, IT Director PRESENTER: Mychal Fowlds, IT Director AGENDA ITEM: Microsoft Software Subscription Renewal Action Requested: Motion Discussion Public Hearing Form of Action: Resolution Ordinance Contract/Agreement Proclamation Policy Issue: The Microsoft subscription renewal is over $50,000 and therefore requires City Council approval per the purchasing policy. Recommended Action: Motion to approve the Microsoft software subscription renewal payment. Fiscal Impact: Is There a Fiscal Impact? No Yes, the true or estimated cost is $75,245.68. Financing source(s): Adopted Budget Budget Modification New Revenue Source Use of Reserves Other: N/A Strategic Plan Relevance: Financial Sustainability Integrated Communication Targeted Redevelopment Operational Effectiveness Community Inclusiveness Infrastructure & Asset Mgmt. The timely renewal of these Microsoft software subscriptions ensures that the applications and capabilities remain available to staff. Background This item includes the renewal of Microsoft subscriptions for Office 365 and Enterprise, Mobility, and Security (EMS) product suites. Within each of these suites there are several applications and capabilities that every employee in the city uses daily. In 2024 the city renewed its Enterprise agreement with Microsoft which provides discounted and consistent pricing for applications and subscriptions. City staff use the tools included in the O365 and EMS subscriptions daily to perform their various functions. Attachments 1. SHI quote Council Packet Page Number 42 of 221 G5, Attachment 1 Council Packet Page Number 43 of 221 G5, Attachment 1 Council Packet Page Number 44 of 221 G5, Attachment 1 Council Packet Page Number 45 of 221 G6 CITY COUNCILSTAFF REPORT Meeting Date October 13, 2025 REPORT TO:Michael Sable, City Manager REPORT FROM: Brian Bierdeman, Public Safety Director PRESENTER:Brian Bierdeman, Public Safety Director AGENDA ITEM: State of Minnesota Office of Traffic Safety DWI/Traffic Safety Grant2026 Action Requested: MotionDiscussion Public Hearing Form of Action: Resolution OrdinanceContract/Agreement Proclamation Policy Issue: In December of 2022, the Maplewood Police Department was first awarded a grant from the Office of Traffic Safety to fund a full-time DWI/Traffic Safety Officer. The officer filling this position must meet the criteria set forth by the grant, which includes two years experience as a licensed peace officer and specialty training. The grant covers all work time and overtime associated with traffic enforcement and mandatory department training. This grant has been renewed for another year. Recommended Action: Motion to approve the grant agreement with the State of Minnesota Office of Traffic Safety for the 2026 DWI/Traffic Safety Officer. Fiscal Impact: Is There a Fiscal Impact? No Yes, the true or estimated cost is reimbursement of $143,342.86. Financing source(s): Adopted Budget Budget Modification New Revenue Source Use of Reserves Other: Grant Strategic Plan Relevance: Community InclusivenessFinancial & Asset MgmtEnvironmental Stewardship Integrated Communication Operational EffectivenessTargeted Redevelopment City Council approval is required to sign the agreement. Background: The Maplewood Police Department has been using Office of Traffic Safety grant funding for decades related to overtime-funded traffic enforcement through the Ramsey County Traffic Safety Initiative (RCTSI). This grant expands the program by continuing to dedicate a full-time police officer to focus on impaired and dangerous driving. This grant does not impact the current reimbursement from the RCTSI. Since the Maplewood Police Department has participated in this Traffic Safety Grant, enforcement of impaired driving in Maplewood has increased significantly. Attachments: 1.Grant Agreement Council Packet Page Number 46 of 221 G6, Attachment 1 Grant Contract Agreement Page 1 of 2 Minnesota Department of Public Safety(“State”)Grant Program:2026NHTSA: DWI / Traffic Safety Office of Traffic SafetyOfficer 445 Minnesota Street, Suite 1620 Saint Paul, MN 55101 GrantContract Agreement No.: A-OFFICR26-2026-MAPLEWPD-012 Grantee:Grant Contract Agreement Term: Maplewood Police Department 1830 County Road B East Effective Date: 10/01/2025 Maplewood, MN 55109-6726 Expiration Date: 09/30/2026 Grantee’s Authorized Representative:Grant Contract Agreement Amount: Lieutenant Michael DugasOriginal Agreement$ 143,342.86 1830 County Road B East Matching Requirement$ 0.00 Maplewood, MN 55109-726 (651)249-2609 Michael.dugas@maplewoodmn.gov State’s Authorized Representative:Federal Funding: CFDA/ALN:20.608& 20.608& Duane Siedschlag, Impaired Driving Program 20.600 Coordinator 445 Minnesota Street, Suite 1620 FAIN: 69A37525300001640MNA & Saint Paul, MN 55101 69A37525300001640MNA & (651)221-707869A37525300004020MNO Duane.siedschlag@state.mn.us State Funding: N/A Special Conditions: None Under Minn. Stat. § 299A.01, Subd 2 (4) the State is empowered to enter into this grant contract agreement. Term: The creation and validity of this grant contract agreement conforms with Minn. Stat. § 16B.98 Subdivision 5.Effective date is the date shown above or the date the State obtains all required signatures under Minn. Stat. § 16B.98, Subdivision 7, whichever is later. Once this grant contract agreement is fully executed, the Grantee may claim reimbursement for expenditures incurred pursuant to the Payment clause of this grant contract agreement. Reimbursements will only be made for those expenditures made according to the terms of this grant contract agreement. Expiration date is the date shown above or until all obligations have been satisfactorily fulfilled, whichever occurs first. The Grantee, who is not a state employee, will: Perform and accomplish such purposes and activities as specified herein and in the Grantee’s approved 2026 NHTSA: DWI / Traffic Safety Officer Application \[“Application”\] which is incorporated by reference into this grant contract agreement and on file with the State at 445 Minnesota Street, Suite 620, Saint Paul, MN 55101. The Granteeshall also comply with all requirements referenced in the 2026 NHTSA: DWI / Traffic Safety Officer Guidelines and Application which includes the Terms and Conditions and Grant Program Guidelines (https://app.dps.mn.gov/EGrants),which areincorporated by reference into this grant contract agreement. Budget Revisions: The breakdown of costs of the Grantee’s Budget is contained in Exhibit A, which is attached and incorporated into this grant contract agreement. As stated in the Grantee’s Application and Grant Program Guidelines, the Grantee will submit a written change request for any substitution of budget items or any deviation and in accordance with the Grant Program Guidelines. Requests must be approved prior to any expenditure by the Grantee. Matching Requirements: (If applicable.) As stated in the Grantee’s Application, the Grantee certifies that the matching requirement will be met by the Grantee. DPS Grant Contract Agreement Non-State (rev. September 2022) Council Packet Page Number 47 of 221 G6, Attachment 1 Grant Contract Agreement Page 2 of 2 Payment: As stated in the Grantee’s Application and Grant Program Guidance, the State will promptly pay the Granteeafter the Granteepresents an invoice for the services actually performed and the State's Authorized Representative accepts the invoiced services and in accordance with the Grant Program Guidelines. Payment will not be made if the Grantee has not satisfied reporting requirements. Certification Regarding Lobbying: (If applicable.) Grantees receiving federal funds over $100,000.00 must complete and return the Certification Regarding Lobbying form provided by the State to the Grantee. 1. ENCUMBRANCE VERIFICATION3. STATE AGENCY Individual certifies that funds have been encumbered as Signed: _____________________________________________ required by Minn. Stat. §16A.15. (with delegated authority) Signed: _____________________________________________ Title: ______________________________________________ Date: _______________________________________________ Date: ______________________________________________ Grant Contract Agreement No./ P.O. No. A-OFFICR26-2026-MAPLEWPD-012/ 3000107335 Project No.26-03-03 2. GRANTEE The Granteecertifies that the appropriate person(s) have executed the grant contract agreementon behalf of the Grantee as required by applicable articles, bylaws, resolutions, or ordinances. Signed: _____________________________________________ Print Name: __________________________________________ Title: _______________________________________________ Date: _______________________________________________ Signed: ______________________________________________ Print Name: __________________________________________ Title: ________________________________________________ Date: ________________________________________________ Signed: ______________________________________________ Print Name: __________________________________________ Distribution: DPS/FAS Title: ________________________________________________ Grantee State’s Authorized Representative Date: ________________________________________________ DPS Grant Contract Agreement Non-State (rev. September 2022) Council Packet Page Number 48 of 221 : G6, Attachment 1 ?&+#1#$%#1 1-2*3-4!5!678$9$&! :50FF$G1 5 5@:DH6#D"5I 0969909699096990969909699 H>+(B!@(.+L 0969909699 012343256780123432567801234325678 9J4;-.!,JEE('/ ,.(.-!1-*EKJ'3-E-<. !"#$!%!&'())*+!,()-./!0))*+-' 9J4;-.9J4;-.!G(.-;>'/ !" !"#$%#&!'(#%)'*+*#$,+!(-.+#$%%-/+!&>.(B:;+!(-'&#<=;+'>+>:;+!(-'&#<=;+'>+>&>.(B&>.(B 0';(<*=(.*><?!@(AB-C>>4!D>B*+-!"-A('.E-<.9@A1BA595C Council Packet Page Number 49 of 221 G7 CITY COUNCILSTAFF REPORT Meeting Date October 13, 2025 REPORT TO:Michael Sable, City Manager REPORT FROM: Steven Love, Public Works Director Audra Robbins, Parks and Natural Resources Manager PRESENTER:Steven Love, Public Works Director AGENDA ITEM: 2025 CommunityTree Planting Grant Application Action Requested:MotionDiscussionPublic Hearing Form of Action: Resolution OrdinanceContract/Agreement Proclamation Policy Issue: Emerald Ash Borer (EAB) insects are having a significant impact on the health of ash trees in the City of Maplewood and the surrounding area. To help address EAB-impacted ash trees that lie within the City's right-of-way, the City Council will consider a motion of support for the 2025 Community Tree Planting Grant Application through the Department of Natural Resources (DNR). Recommended Action: Motion of support for the City’s 2025 Community Tree Planting Grant Application with the Department of Natural Resources. Fiscal Impact: Is There a Fiscal Impact? No Yes, the true or estimated cost is $87,000 (Maplewood’s costs for three years of tree maintenance as required by the grant). Financing source(s): Adopted Budget Budget Modification New Revenue Source Use of Reserves Other: The grant provides up to $500,000 for the removal and replacement of ash trees within City rights-of-way. Street Revitalization Funds (SRF) will be used to initially cover contractor project costs and will be reimbursed by the grant. The City’s share of this project is estimated to be $87,000 for three years of tree maintenance for the newly planted trees and will be funded through the SRF. Strategic Plan Relevance: Community InclusivenessFinancial & Asset MgmtEnvironmental Stewardship Integrated CommunicationOperational EffectivenessTargeted Redevelopment The City’s urban forest is an important asset to the City and the public. EAB has had a significant impact on the health of ash trees in Maplewood and the surrounding metro area. This grant will assist the City in managing EAB and ash trees located within the City's right-of-way. Council Packet Page Number 50 of 221 G7 Background: Based on the 2011 tree survey, it was estimated that approximately 2,138 ash trees were in the City's rights-of-way and City properties. City staff have removed approximately 1,742 ash trees by Public Works crews, awarded grants, and city street improvement projects. Leaving approximately 396 ash trees that will need to be addressed due to EAB impacts. The DNR 2025 Community Tree Planting grant funds will enable the City to remove up to 200 ash trees, perform stump grinding, boulevard restoration, and plant new trees at a one-to-one ratio within City rights-of-way. The DNR has identified multiple priority areas within the City of Maplewood for targeted ash tree removal. These priority areas were identified based on supplemental demographic index scores in the 70th percentile or higher, as determined using the United States Environmental Protection Agency's Environmental Justice Screening and Mapping Tool methodology. These areas will be selected first for prioritizing ash tree removals. All new trees must be planted near the location of the removed ash trees. As part of the grant requirements, the City must plant a diverse selection of new trees to help prevent large areas of public trees from being impacted by future diseases or insects. If approved, staff will develop a tree planting plan for the project area. As part of the grant, the City is required to have a three-year maintenance plan to help ensure the successful establishment of the newly planted trees. The cost associated with the maintenance plan is not a grant-eligible item. Funding for the maintenance plan will be provided by the SRF. This proposed project and grant funding will help the City address public ash trees that are or will be affected by EAB along City roads. Public Works staff will continue to address public ash trees throughout Maplewood as available resources allow. Attachments: 1.2025 Community Tree Planting Grant Application Council Packet Page Number 51 of 221 G7, Attachment 1 Community Tree Planting Grants 2025 RequestforApplications InaccordancewiththeAmericanswithDisabilitiesAct,thisinformationisavailableinalternativeforms of communicationuponrequestbycalling651-259-5274.TTYuserscancalltheMinnesotaRelayService at711. MinnesotaDNRisan equalopportunityemployerandprovider. Council Packet Page Number 52 of 221 G7, Attachment 1 2025 Community Tree PlantingGrant GrantOverview The MinnesotaDepartmentofNaturalResources(DNR) welcomes applications from Tribalgovernments, cities, counties, townships, as well as park and recreation boards in cities of the firstclass within Minnesota that (1) remove and plant shade trees on public or Tribal land to provide environmentalbenefits;(2) replace trees lost to forest pests, disease, or storms; and(3) establish a more diverse community forest better able to withstand disease andforest pests. The following pages provide detailed information about Community Tree Planting Grants eligibility, available funding, application, and award process. Please review all of the informationbefore developing and submitting an application. EligibleApplicants Tribalgovernments, cities, counties, and townships. Parksandrecreationboardsincitiesofthefirstclass areeligibletoapply. EligibleActivities The following activities are eligible for grant funding: (1)removingand plantingshade trees on publicor Tribal land to provide environmentalbenefits; (2)replacingtrees lost to forest pests, disease, or stormson public or residential land; (3)establishinga more diverse community forest better able to withstand disease andforest pestson public or residential land. Grant Priorities Consistent with legislative direction, priority for Community Tree Planting Grant awards will be given to: (1)projects removing and replacing ash trees that pose significant public safety concerns;and (2)projects locatedin a census block group with a supplemental demographic index score in the 70th percentile or higher asidentified using the United States Environmental Protection Agency's Environmental Justice Screening and Mapping Tool methodology provided in the United States Environmental Protection Agency's environmental justice screen technical documentation dated July 31, 2024.Please click here to view the Priority Area map. The supplemental demographic index is a combination of five socioeconomic factors averaged together for each Census block group. The supplemental demographic index can provide an additional perspective on potential community vulnerability. The formula is as follows: supplemental demographic index = (% low-income + % persons with disabilities + % less than high school education + % limited English speaking +low life expectancy) / 5. Applications will be rated by a tiered structure to meet statutory priorities. Each priority is evaluated and carries a unique weight within its tier to identify at what level the applicant meets statutory priorities. Applications will be sorted into one of three tiers based on the criteria outlined. To be funded, the application must be complete, meet Minimum Required Project score of 70, and a Minimum Past Grant Performance score of 3or greater(or have no Grant Closeout Form with Urban & Community Forestry (UCF) program). Applications must meet all requirements to receive funding (see “Minimum Requirements” section below), they will be funded based on their eligible request and amount of available funding. Please review the tiers outlined in the “Application evaluation scoresheet” to determine how your application may 2025 Council Packet Page Number 53 of 221 G7, Attachment 1 2025 Community Tree PlantingGrant be scored. These priorities align with the State of Minnesota’s policy of ensuring fairness, precision, equity, and consistency in competitive grant awards. This includes implementing diversity and inclusion in grant making. The Policy on Rating Criteria forCompetitive Grant Reviewestablishes the expectation that grant programs intentionally identify how the grant serves diverse populations, especially populations experiencing inequities or disparities, or both. Project Evaluation In addition to assessing how well a proposed project aligns with the stated priorities, applications will be reviewed and scored based on the overall strength of the proposal. This evaluation serves three purposes: To help ensure the quality of the projects receiving taxpayer dollars To distinguish among priority projects if funding is insufficient to support all that meet application requirements To rank remaining projects if funding allows awards beyond the priority group Funding A total of $4,850,000 is available in generalfund dollars to fund community forestry projects. Thereis no minimum to the dollar amount applicants can request. The maximum amount that will be funded is $500,000. No matchingfundsarerequiredand matchaspartofyourapplicationisnotrecommended If match is provided, it cannot come from other grants or monies from the State of Minnesota. Grant Requirements Applicant must comply with all Federal and State laws and regulations related to the completion of projects, as stated in the grant agreement. Application must show the applicants ability to provide photo documentation of the project’s progress at appropriate phases, and illustrations, diagrams, charts, graphs, and maps to show results. All public trees removed and planted must be mapped and submitted. Applicant must publicly post and promote grant project information and purpose. ApplicationRequirements Applicantsmustmeetthefollowing application requirementstobeconsideredforthisgrantopportunity: GENERAL Applications must be completed in full to be considered.This includes: o A detailed project description, including goals, objectives, and a timeline. o A budget outlining project costs, including labor, materials, and equipment. o A letter of support from any identified partner organization(s). Applications must demonstrate the applicant’s abilitytoimplementtheproject,meetallgrant objectives, andsubmit a finalreportby June 30, 2027. PRE-AWARD RISK ASSESSMENT Applicantswho request $50,000 or more in grant funds must complete and submit thePre-Award Risk 2025 Council Packet Page Number 54 of 221 G7, Attachment 1 2025 Community Tree PlantingGrant Assessment Questionnairealong with their application. The questionnaire must be completed in full and all required supporting financial documentation submitted to be considered.This requirement does not apply to Tribal governments. PAST GRANT PERFORMANCEEVALUATION Applicants who have completed one or more grant projects with the DNR Urban and Community Forestry (UCF) program will need to address their past grant performance in the application. Applicants should request their most recentUCF Grant Closeout form, which can be requested from ucf.dnr@state.mn.us. If you are unsure if your organization has previously held a grant contract with the UCF program, please reach out to ucf.dnr@state.mn.usand staff will confirm your past grant statusand provide the closeout form, if applicable. Past grant performance, when applicable,will be a considerationwhen awardinggrant funding. This means that a project could score wellbased on the strength of the application, butreceive additional grant conditions, reduced funding, or even no funding due topast grant performance issues for which there is no evidence of corrective actions being taken. If an applicant was a previousgrant recipient but no UCF Grant Closeout form is available, or if the applicant has never received a grant under the UCF program, this section can be left blank. There will be no penalty for those where no UCF Grant Closeout form is available, or if the applicant has never received a grant under the UCF program. Additional Requirements TREE REMOVALS AND PLANTING Planting trees can take place without removal. Tree removals from boulevards and parks, must be replaced at least one-for-one (i.e., at least one tree planted for every tree removed), and trees must be replantedat the same location of the removal whenever possibleand feasible. Tree removals conducted in park woodlands: o For the purposes of this grant, park woodlands are defined as publicly owned spaces that, beyond trail creation or access,are not regularly mowed. o Removals in woodlands need to be mitigating a public safety concern or to address degraded ecosystems. o Removals must meet a minimum of one tree planted for five trees removed. Tree planting projects must follow the bestpractices set in A Pocket Guide to Planting Trees. Tree planting projects must identify the tree speciesto be planted; site location(s); and number, and type/sizeof planting stock: o Trees planted must be a climate-adaptedspecies to Minnesota. o The speciesidentified for plantingmust increase the diversity of the community’s tree canopyand advance the goal of working toward the 20-10-5 guidelines, meaning a community hasno more than 20% of theirtrees within a single family, no more than 10% of their treeswithin a single genus, and no more than 5% of their trees within a single species. Communities without a completed tree surveymay contact the DNR at ucf.dnr@state.mn.us treesurveydata. to receive available community o Tree species listed on the Minnesota Invasive Terrestrial Plantslist are not eligible for grant expenses, including Amur cork tree, Amur maple, autumn olive, black locust, buckthorn, Norway maple, Russian olive, Siberian elm, and tree of heaven. o Species list for trees to be planted mustbe submitted to and approved by DNR prior to planting. o Species list and numbers can be amended following the submission of tree 2025 Council Packet Page Number 55 of 221 G7, Attachment 1 2025 Community Tree PlantingGrant inventory/survey data. o Tree stock must meetANSI Z-60.1and can be: •¾-2 inch caliper bareroot, •a container class size #20 or smaller,or •balled and burlapped trees smaller than 2.5” caliper (MNDOT Certified Landscape Specialisttraining required by planting organization in order for B&B trees to be eligible). •Flexibility is possible in instances where desired stock in unavailable. •DNR recommends trees be purchased with a one-year warranty. All trees removed and planted on public property mustbe mapped and submitted as shapefiles, with the planted trees identified by species. If your community does not have access to shapefile- generating software, please contact the DNR at ucf.dnr@state.mn.usto discuss options for addressing this requirement. Projects that incorporate treeplantingmustsubmit a 3-yearestablishmentplan with application. RESIDENTIAL TREE CARE Work conducted on residential property mustbe completed by residents(tree planting only), or by tree care companies holding liability insurance and with a MNDOT Certified Landscape Specialist, International Society of Arboriculture (ISA)Certified Arboriston staff, or Tree Care Industry Association (TCIA)accreditation, or equivalent certification. A link to, or paper copy of, the Forest Service’s Tree Owner’s Manual (English/ Spanish)must be provided to residents receiving a newly planted tree. For activities on residential land, a formal agreementbetween the resident and the Community Tree Planting Grant recipient isrequired. Each residential agreementmustcontain the following language: o The State of Minnesota is released from any liability associated with work completed on private property. o Access is granted by the landowner for all planned activities within agreement; this may include, but is not limited to, planting, follow-up maintenance, monitoring, or other on-site work. o I will plant and care for my tree according to the Tree Owner’s Manual for as long as it is within my right to do so. Emerald Ash Borer (EAB) Considerations Minnesota Department of Agriculture considers May 1 – September 30 to be the flight season for EAB. This means that EAB adult beetles are emerging from infested wood or trees and flying in search of new hosts during this time. The best management practice is to not remove ash trees when EAB are actively flying (May-September), to avoid the risk of EAB emerging from this material in transit or at a processing location. EAB infestations are difficult to identify in the early stages of the infestation. EAB infestation areas grow via human- assisted movement and through natural dispersion. For these reasons, when new EAB infestations are discovered, quarantines are enacted on a large scale with the assumption that the infestation is spread beyond what is observed. However, while the quarantine necessarily covers a large area where EAB may be present, the distribution of EAB is likely not uniform throughout the quarantine and may be in areas outside these boundaries. These guidelines ideally should be followed 100 percent of the time when working with ash trees throughout the state of Minnesota. However, once a community is heavily infested with EAB (the point at which EAB-infested ash are so numerous that year-round removal of hazardous trees is necessary to mitigate risk to public), conducting ash tree removals during the emerald ash borer flight season may be necessary to avoid risk to public safety and property. Following these guidelines will provide the lowest degree of risk for movement of EAB. 2025 Council Packet Page Number 56 of 221 G7, Attachment 1 2025 Community Tree PlantingGrant EligibleProjectExpenses Eligibleprojectexpensesarethoseincurredthroughprojectactivitiesdirectlyrelatedandnecessary to achievethe outcomes described in theproject applicationand that meet the conditions of the grant contract. Grant funds can be used for, but maynot be limited to: Professionalcontractsfor technicalassistanceor projectimplementation. Eligible activities, under such contracts include, but maynot belimitedto, treeremoval, tree planting, tree watering for duration of project Time spent on the project by staff of the grant recipients Sitepreparationandplanting costs includingtrees,mulch,wateringbags,staking materials,and tree wrap or guards. Equipmentpurchasesof $4,999 or lessthatareusedtocompletetheproject. Multiple pieces ofequipment,tools,orprojectsuppliescanbepurchasedwithgrantfunds, butno onetoolcanhave a unitcostof$5,000ormore, evenifthatcostissplitacrossgrant and match funds. Equipmentrental Gravelbedconstruction IneligibleProjectExpenses Ineligibleprojectexpensesinclude,but arenot limitedto: Costsincurredpriortothestartdate of thefullyexecutedgrantagreement. PurchaseoftreeslistedontheMinnesotaNoxiousWeedList,orthe DNR’s Invasive Terrestrial Plants List,including Amur cork tree, Amur maple, autumn olive, black locust, buckthorn, Norway maple, Russian olive, Siberian elm, and tree of heaven. Purchaseofballedandburlappedtreeslarger than 2.5” caliper, containerizedtreeslargerthan #20,orbareroottrees greater than 2” caliper diameter. Purchaseof treespeciesin a genusthatalready makes up 10%ormoreofthecommunity’s or in afamily that makes up 20% or more of the trees. Purchase ofplantsother than trees, suchasshrubs,livinggroundcovers,sod,grassseed,andflowers. Purchase oflandoreasements. Majorsoilpurchases,gradechangesorconstruction. Capitalexpenditures(itemswith a unitcostof$5,000ormore),suchasbuildings,motor vehicles, trails, or other permanent structures. ExperimentalpracticesnotapprovedbyDNR. Questionsabout additionaleligibleor ineligibleexpensescanbedirectedtoucf.dnr@state.mn.us. Application Details and Instructions When filling out the application, ensure all sections are completed and the application is submitted by the deadline. Pay close attention to the requested information and respond to all questions. Detailed responses and completeness are strongly encouraged: if funded, the application responseswill become a grantee’s work plan. Make sure enough information is provided, especially in the timeline and budget sections, to serve as a complete work plan. Grantees will need to meet the objectives stated in their work plans by the end of the grant program. Clearly demonstrate in the application how the proposed projectdoes or does not meet one of the two grant award priorities and how it aligns witheligibility requirements (including project activities and costs). Be sure that the application does not request funding for any ineligible project expenses. A complete application will consist of the following: 1.Application form (PDF, format unchanged) 2025 Council Packet Page Number 57 of 221 G7, Attachment 1 2025 Community Tree PlantingGrant 2.Budget (Excel, format unchanged, additional lines added as needed) 3.Application identifies locations of grant project work. Submission must show whether work will take place within the supplemental demographic index geographic locations; examples may include: o Application states: that project work is taking place community-wide based on your organization’s geographic purview; or that work will only take place within areas identified by the supplemental demographic index; or that no project work will take place within the supplemental demographic index. o Maps are provided, showing project area (ex. printing screenshot of Priority Area map, outlining project area, scanning, and submitting with application;) 4.3-Year Tree Establishment Plan for newly-planted trees, if planting trees (PDF, format unchanged) 5.Species and Stock List from which trees will be planted, if planting trees (any format acceptable; contact ucf.dnr@state.mn.uswith questions about species eligibility) 6.Letter(s) of support, if collaborating with an outside organization (any format acceptable) 7.Pre-Award Risk Assessment Questionnaire and associated financial documents, if applicant is requesting $50,000 or more in grant funds. Tribal governments are exempt from this requirement. (PDF, format unchanged) 8.List of Authorized Signer(s), including name(s), title(s), and emailaddress(es) (any format acceptable) Data Privacy and Trade Secret Notice The information providedby an applicantwill be used to assess theapplicant’seligibility to receive a grant. The decisionto apply for this grant is voluntary, and applicants are not legallyrequired to provide any of the requested information. Applicants may decline to complete the application without any legal consequence. However,only completed applications will be considered for a grant;incomplete applications will not be considered. Applicationsareprivate or non-public until opened.Once the applications areopened, the name and address ofthe applicant and the amount requested is public. All other data in an application is private or non-public data until all agreementsare fully executed. After DNR has completed theevaluation process,all remaining data inanapplication is public with the exception of trade secret data as defined and classified inMinn.Stat.§ 13.37. A statement by a grantee that the application is copyrightedorotherwise protected does not prevent public accesstothe application (Minn. Stat.§ 13.599, subd. 3). ApplicationSubmission Instructions After reading throughtheRequest for Applications, completeall parts of the application, which can befoundonline. Grant applicants are required to submit applications by email toucf.dnr@state.mn.us. Applications mustbe received electronically byOctober, 2025,to be consideredforfunding. The applicant isresponsible for ensuring their submission is received by DNR by the deadline; applications received afterthe deadline will not beeligible for consideration. DNR is not responsible for any technical or logistical problemscausing an applicationto be received late. Review Process andTimeline All applicantsmust meettheminimum requirements identified in thisRequest for Applicationsto obtain funding. A UCFGrantsSteeringCommittee,madeupofstaff from the DNR Division of Forestryand select stakeholders, will evaluateapplications received by the applicationdeadline,recommend projects and award amountsto the DNR. DNRwill reviewtheUCF Grants Steering Committeerecommendations andis responsible forfinal awarddecisions. Final grant awardsarecontingentupona pre-award financial reviewto ensure there are no concerns that cannot successfully be mitigated upon negotiationwith the State.Theawarddecisionsof DNR are finaland not subject toappeal. 2025 Council Packet Page Number 58 of 221 G7, Attachment 1 2025 Community Tree PlantingGrant ProcessTimeline RFA posted on the DNR websiteAugust 13, 2025 Questions from applicants on application process due,2025 Applications dueOctober, 2025 Project SelectionRecommendations; Financial and CapacityReview;, 2025- 202 Work Plans Approved, Contracts 15,2026 Executed, Grant Work Begins DNR expects to contact selected grantees byDecember, 2025. If selected, granteesmayonly incureligible expendituresafterthe grant contract is fullyexecutedand the grant has reached its effective date. Awards are not publicly announced until all grant agreementsare fully executed. Required financial andgrantee capacity review To protect the interest of the State and to ensure theeffective and timelycompletionof publicly funded grant projects, agenciesmust ensure thatentities that receive grants are financially and operationally capableof performingall duties required of the grant. TheOGM 08-06policyestablishesminimum requirements for granting agencies conducting pre-award riskassessment and financial reviewof potential grantees. As required by Minn. Stat. §16B.981/Chapter 62- MN Laws, Article 7, Section 11, a pre-award risk assessmentmust be conducted for grant awards of $50,000or more.This policy does notapply toTribal governments. All granteesas defined in Minn. Stat. §16B.981 Subd. 1 (c)applyingforgrantsin thestate of Minnesota must undergoa financial andcapacity review prior tofinalgrant awardof $50,000 and higher.Suchapplicants must includethePre-Award RiskAssessmentQuestionnaireand associated financial documents with their application. Review of the Pre-Award Risk AssessmentQuestionnaire and associated financial documentsmay result ina request formore information for the purpose of satisfyingany DNRconcerns.When requesting additional information from a potential grantee,DNRwillgive the potential grantee 15 calendar days to respond or towork with theDNR to developa riskmitigation plan tosatisfy the concerns. Questions: Submitquestions toucf.dnr@state.mn.us.Answers will be postedweeklyonline.Questionsmust be submitted no later than,2025to be included on thewebsite. Liability and Project Implementation DNRis notliable for costs incurred by anyorganizationor individual forwork performed in the preparation and production of an application, nor for any work performed prior tothe executionof thegrantcontract. Projectwork and expenses that areeligible for reimbursementwith grant funds CANNOT be startedor incurred until thegrant contract is fully executed.Grant agreementsfor awarded projectsare expected to be finalized by 15,2026. A fullyexecuted grant agreement isone where all necessary signatures have beenobtained. Reimbursementand Reporting All grantfunds will beprovidedona reimbursement basis.Reimbursement requestsmay be submitted semi-annually by the following deadlines: 1.June 2, 2026 2.December 1, 2026 3.June 30, 2027(Final Report and reimbursement request) 2025 Council Packet Page Number 59 of 221 G7, Attachment 1 2025 Community Tree PlantingGrant The following information must be submitted to be deemed a complete reimbursement request: An Accomplishment Report describing the grant accomplishments/deliverables and their impacts since the last reimbursement request. A Partial Payment Form along with detailed invoices and proof of payment for grant-funded purchases. Photo documentation of project progress at appropriate phases, and illustrations, diagrams, charts, graphs, and maps to show results. Shapefiles of 1) all trees removed(including stumps ground), treated, maintained, and planted on public land, with the planted trees identified by species, and 2) all work on residential land aggregated by census tract.(Note: Grantees without access to shapefile-generating softwarecannotify DNR staffat ucf.dun@state.mn.us,who will work with the grantee to assist in this requirement.) All complete reimbursement requestsreceived by the deadlines will be reviewed by DNR staff. Providedthat the grantee is in compliance with all terms of the Request for Application and grant contracts, verified project activities and eligible expenses will be reimbursed up to 90%, with 10% retained until the project is completed. Accommodations may be offered in select circumstances, and in accordance with Office of Grants Management policies, at the discretion of the agency.Please reach out to DNR staff at ucf.dnr@state.mn.usfor more information on requesting accommodations. Following the submission of invoices and accomplishment reports, a compliance check will be conducted by Minnesota Department of Natural Resources staff. Staff will do a site evaluation ensuring that tree species submitted on maps are correctly identified and planted in accordance with the standards set in the Minnesota Department of Natural Resources Pocket Guide to Planting Trees . If two successive updates are missed, DNR staff will contact grantee requesting a grant progress update and explanation of why grant reporting has been late. If a report is not received within 60 days of the request, DNR will assume work is not being conducted and begin steps to close-out the grant contract and reallocate funds. This may result in a grant agreement being closed out early, and DNR staff noting in the grant closeout report the lack of performance and contract compliance by the grantee. If within two successive updates necessary progress has not been made in accomplishing work within the grant contract, DNR staff may request a meeting to discuss why progress is not being made and may begin steps to close- out the grant contract and reallocate funds. This may result in a grant agreement being closed out early, and DNR staff noting in the grant closeout report the lack of performance and contract compliance by the grantee. Project Completion All project work must be completed, and the final request for reimbursement (along with the final report) must be submitted by June 30, 2027. Grant Performance If awarded, grant performance will be reviewed on timeliness, budget management, reporting and documentation, meeting outcomes and deliverables, responsiveness and communication, and acknowledgement and reflection on grant performance. This information maybe considered during future grant application and award processes. Other Considerations DNR reserves the right to: Contact awarded applicants about applications for other UCF grants. Post funded applications and reports, including images and maps, to the DNR website. Consider existing open grants for performance and community need for additional funding. Reject any or all proposals received. 2025 Council Packet Page Number 60 of 221 G7, Attachment 1 2025 Community Tree PlantingGrant Waive or modify minor irregularities in proposals received after prior notification and agreement of applicant. Clarify the scope of this program, within the RFA requirements and with appropriate notice to potential applicants, to best serve the interests of the state of Minnesota. Amend program specifications after the RFA release, with appropriate notice to potential applicants. Require a good faith effort on the part of the grantee to work with DNR after project completion to develop or implement project as proposed andcontracted. Withhold any payments or cancel contracts when contract conditions are not met. 2025 Council Packet Page Number 61 of 221 G7, Attachment 1 2025 Community Tree Planting Grants Applicationevaluationscoresheet SelectionCriteriaandWeight The steering committee will be reviewing applications as they fall within the tiered system. Applications are reviewedon a 100-point scale, and pastgrant performance on a 5-point scale. Scores will be used to develop final recommendations. Applicants are encouraged to score their own applications using the evaluation score sheet before submitting the application. While not required, this step may help applicants meet the criteria that grant reviewers will be scoring. PROJECT PRIORITYSCORING (maximum score is6) Application projects for the Community Tree Planting Grants will be evaluated and prioritized according to the following criteria: -Projects removing and replacing ash trees that pose significant public safety concerns. -Projects located in a census block group with a supplemental demographic indexscore in the 70th percentile or higher within the state of Minnesota. PriorityThresholdMeets Priority Meets Priority Meets Priority Does Not Meet (High) – 3 points(Medium) – 2 (Low) – 1 pointPriority (Very pointsLow)–0 points Ash Tree Removal for Applicant documents Applicant is Applicant is Applicant is Applicant is not Public Safety, and that ash trees being removing trees as removing trees removing trees removingany Tree Planting removed are part of their as part of their as part of their ash trees that Replacementdead/dying or proposal and 100% proposal and proposal and pose significant structurally of the removals are 50%, or more, 49%, or less, of public safety hazardous and ash trees that pose of the removals the removals concern. located in high-risk significant public are ash trees are ash trees areas (e.g., near safety concern.that pose that pose roads, sidewalks, or significant significant high-traffic public public safety public safety spaces). Includes concern.concern. removal count and replanting plan. Project in Priority Project occurs fully 100% of the trees 50%, or more, 49%, or less, of Applicant is not or mostly in a census removed and of the trees the trees conducting any block group at or replaced, or planted removed and removed and work within the above the 70th are within the replaced, or replaced, or Priority Area. percentile SDI. Priority Area.planted are planted are Includes map.within the within the Priority Area.Priority Area. 2025 Council Packet Page Number 62 of 221 G7, Attachment 1 2025 Community Tree Planting Grants Priority Tiered Review Rubric To be funded, the application must meet Minimum Required Project score of 70, or greater, and either no Past Grant Performance Score (e.g. no Grant Closeout Form was available) or a Minimum Past Grant Performance score of 3, or greater. Applications must meet all requirements for funding (see “Application Requirements” section), applicants will be funded based on their eligible request and amount of available funding. Priority Score = Ash Tree Removal and Replacement Score + Project in Priority Area Score Priority Minimum Required Project Score Minimum Past Grant Performance Score Score(Out of 100)(Out of 5), if applicable Tier A: Meets both 4-670 3 st priorities–1Scored Tier B: Meets at least one 2-370 3 nd priority –2Scored Tier C: Does not meet or0-170 3 insignificantly meets both rd either priority– 3 Scored PROJECT APPLICATIONSCORING (maximum score is 100) Application projects for the Community Tree Planting Grants will be evaluated and ranked according to Points the following criteria and points: 1.Project Overview and Need Application is clear, complete, descriptive and clearly meets all minimum and additional requirements. Community has a readiness to take on a project of the proposed scope and size. 30 Application details the projects impact and shows significant need for project and state grant funding. Application describes the trees (e.g. number, species, condition, etc.) proposed to be removed (posing significant safety concerns) and replaced, prioritizing location in Priority Areas as defined by the Request for Applications. Evaluation is based on project's impact and effectiveness. 2.Project Timeline Timeline provides specific dates for all activities. Timeline is easy to read and comprehend. 20 Timeline follows best management practices. Timeline accounts for grant reporting and end dates. Timeline is realistic given the extent of the proposed project activities and the resources available and requested to accomplish the project. 3.Project Budget and Budget Explanation Budget explanation is detailed and provides specific dollar amounts for anticipated use. Budget totals equal amount requested. 10 Financially realistic and cost effective. Project budget uses grant funds only for eligible expenses. Project seeks to maintain tree canopy or replant more trees than removed. 4.Community Engagement and Impact Planning and collaboration clearly serves and includes residents within the project area. Affected/benefitted communities are engaged and input is incorporated prior to project implementation and throughout the project. Potential environmental impacts have been addressed and shows an appropriate approach to 15 mitigate negative impacts. Application demonstrates awareness and attention to potential barriers to participation by some community members and addresses with actionable items for these communities (examples include program focal areas, outreach in multiple languages, inclusion throughout the project), impacts on priority populations are clear and tangible. Project focuses on Priority Areas, and or within populations that comprise Priority Areas 2025 Council Packet Page Number 63 of 221 G7, Attachment 1 2025 Community Tree Planting Grants (communities with higher populations of low-income residents, persons with disabilities, less than high school education, limited English speaking, and low life expectancy). 5.Communications Communication strategies are directly related to project accomplishments, activities, or both, and multiple forms of communication are listed with potential to reach the public.10 Tree care-related messaging includes EAB information designed to slow the spread, the importance of trees in communities, and/or pruning and maintenance. 6.Key Personnel Key personnel are listed with corresponding project roles and showcase the expertise and capacity to complete proposed grant work. All components that require a certification are met and listed (e.g. for residential work, planting 15 Balled & Burlapped, etc.) All certifications and education degrees are listed for staff or contractors. A high scoring applicant will have staff or contractors with a degree in a related field, or a combination/multiple staff with ISA Certified Arborist, TCIA accreditations, or both. Total100 PAST GRANT PERFORMANCE SCORING (maximum score is 5) PAST DNR URBAN & COMMUNITY FORESTRY GRANT RECIPIENTS ONLY Points The section on past grant performance within the Community Tree Planting Grant application will be evaluated and ranked according to the following criteria and points: 1.Past Grant Performance The most recent UCF Grant Closeout form is addressed. This may include addressing meeting timeliness, budget management, reporting and documentation, meeting outcomes and deliverables, responsiveness and communication. Past performance issues and corrective actions are explained, if applicable. 5 Past performance of strong grant management practices is described, and continued implementation is explained, if applicable. A high scoring applicant will provide insightful reflection on past performance, and provide specific examples of learning and corrective actions, or continued strong grant management practices. Total 5 2025 Council Packet Page Number 64 of 221 G8 CITY COUNCIL STAFF REPORT Meeting Date October 13, 2025 REPORT TO: Michael Sable, City Manager REPORT FROM: Mike Darrow, Assistant City Manager/HR Director PRESENTER: Mike Darrow, Assistant City Manager/HR Director AGENDA ITEM: Kavira Contract Action Requested: Motion Discussion Public Hearing Form of Action: Resolution Ordinance Contract/Agreement Proclamation Policy Issue: City Council approval is required on the contract with Kavira Health, LLC for routine health services through the Direct Primary Care Program. Recommended Action: Motion to approve a one (1) year contract with Kavira Health for the Direct Primary Care Program. Fiscal Impact: Is There a Fiscal Impact? No Yes, the true or estimated cost is $62,000. Financing source(s): Adopted Budget Budget Modification New Revenue Source Use of Reserves Other: N/A Strategic Plan Relevance: Financial Sustainability Integrated Communication Targeted Redevelopment Operational Effectiveness Community Inclusiveness Infrastructure & Asset Mgmt. N/A Background Kavira is a direct-to-employer healthcare provider, offering a unique approach to employee health, leading to better care, better outcomes, and lower costs for employers. All care is provided through house visits, and via a mobile app. This is a supplemental service that will integrate with the CityÓs insurance plan. Attachments 1. Kavira Contract Council Packet Page Number 65 of 221 G8, Attachment 1 DIRECT PRIMARY CARE PROGRAM CORPORATE CONTRACT PARTIES: Kavira Health, LLC Kavira _____________________________ RECITALS: A.Kavira provides routine health care services through its Direct Primary Care DPC Program, as further described in this DPC Agreement. B.Company and Kavira are entering into this DPC Agreement to provide access to DPC Services (as defined herein) to eligible Program Members (as defined herein) on the terms and conditions set forth herein. C.NOW, THEREFORE, in consideration of the foregoing and of the mutual promises herein contained, Kavira and Company agree as follows: ARTICLE 1 OBLIGATIONS OF THE PARTIES 1.1 DPC Program. Kavira offers, through its employed or contracted non-physician DPC PractitionersDPC Services via a direct primary care program DPC Program, as further described in Exhibit A to this Agreement, in exchange for the monthly membership fees described in Section 1.3 of this Agreement. Beginning on 1/1/2026 Commencement DateKavira Program Members Exhibit B. 1.2 Program Members. Company shall provide, via an electronic platform and in a format reasonably requested by Kavira, all information reasonably required by Kavira to accurately and timely determine current Program Members. Company agrees to maintain and update the Program Member list(s) in accordance with Exhibit B. 1.3 Membership Fees. Kavira charges a flat monthly membership fee as payment for those DPC Services defined as included in the membership fee, regardless of a Program M. During the term of this Agreement, Company agrees to pay the fees for all Program Members membership in the DPC Program in the amounts and in accordance with the payment schedule set forth in Exhibit B to this Agreement Membership Fees. The Membership Fees may be modified by Kavira no more often than once every 12 months during the term of this Agreement by providing at least 60 notice to #83924645v3 Council Packet Page Number 66 of 221 G8, Attachment 1 Company. Some DPC Services are not included in the Membership Fees; these are called Additional Fee Services Exhibit A. 1.4 Qualifications; Malpractice Insurance. DPC Practitioners will provide DPC Services in a competent, efficient, safe and satisfactory manner, consistent with accepted certified or registered, as applicable, to provide DPC Services. Kavira will obtain and maintain malpractice liability insurance covering DPC Practitioners, in amounts no less than the coverage limits typically obtained for such practitioners. 1.5 Health Insurance. The DPC Program is not insurance and is not a substitute for health insurance or health plan coverage. The DPC Program consists of limited routine health services as further described in this Agreement. The DPC Program does not include or provide hospitalization, specialty care, surgeries, or any services not personally provided by DPC Practitioners. 1.6 No Insurance Billing. Kavira does not and will not submit a bill to any insurer for any services provided by Kavira to Program Members. If Kavira is mistakenly paid by an insurance plan on behalf of a Program Member, Kavira will return the check to the insurance plan. 1.7 Legal Advice and Compliance. Company acknowledges and agrees that Kavira has not provided, is not providing, and is not responsible for, any tax advice, legal advice, or mpany acknowledges and agrees that it has and retains all responsibility for compliance with applicable state and federal laws and regulations applicable to it, and for any associated liability. 1.8 Disclosure of Health Information. Kavira and Company agree to comply with all laws regarding the confidentiality of patient health information, including state and federal privacy laws. All health records for Program Members treated by Kavira belong to Kavira. Kavira shall not release identifiable patient health information of any Program Member to Company except as required or permitted by applicable state and federal laws. 1.8.1 HIPAA Compliance. Specifically, and without limiting the generality of the paragraph above, each party agrees to comply with all applicable provisions of the Health Insurance Portability and Accountability Act of 1996 (42 U.S.C. § 1320d) and any current and future regulations promulgated thereunder in 45 C.F.R. Part 164, the federal security standards as contained in 45 C.F.R. Part 142, and the federal standards for electronic transactions contained in 45 C.F.R. Parts 160 and 162.Each party shall refrain from any use or further disclosure of any Protected Health Information, as defined in 45 C.F.R. § 164.504, or Individually Identifiable Health Information, as defined in 42 U.S.C. § 1320d, other than as permitted by HIPAA Requirements and the terms of this Agreement. 2 #83924645v3 Council Packet Page Number 67 of 221 G8, Attachment 1 1.9 Use of Company Name Agreement. ARTICLE 2 TERM AND TERMINATION 2.1 Term. This Agreement will be effective on the day it has been signed by both Effective Date and continue for an initial term ending on the first anniversary of the Commencement Date (defined in Section 1.1), unless sooner terminated in accordance with Section 2.2. Thereafter, this Agreement will renew automatically on the anniversary of the Commencement Date for successive terms of one year each, until terminated in accordance with Section 2.2. 2.2 Termination. This Agreement may be terminated as follows: 2.2.1 By mutual written agreement of the parties. 2.2.2 By either party, effective at the end of the initial term or the end of any renewal term, by providing to the other party at least 60 nonrenewal prior to the end of the term. 2.2.3 By either party, upon written notice to the other, due to either insolvency or bankruptcy. 2.2.4 By either party due to the material breach of the Agreement by the other party, which breach is not cured to the non- within 30 days after such party has provided the breaching party with written notice of the breach. 2.3 Effect of Termination. Once notice of termination has been provided, Company will ensure that all Program Members are made aware of the termination of this Agreement. The parties will mutually agree on the content of all communications to Program Members regarding termination of this Agreement. All obligations that by their terms survive the termination of this Agreement shall survive the termination of this Agreement, together with Sections 1.7 and 1.8 of this Agreement. ARTICLE 3 GENERAL PROVISIONS 3.1 Confidentiality of Agreement. Company shall not disclose the terms or provisions of this Agreement, in whole or in part, without the prior written consent of Kavira, except pursuant to a compulsory legal process (which Company shall resist and give immediate notice of to Kaviraand/or accountant provided each such professional has agreed prior to disclosure to maintain in confidence any such 3 #83924645v3 Council Packet Page Number 68 of 221 G8, Attachment 1 confidential information disclosed to them and to not use such information for any purpose unrelated to this Agreement. This section shall survive termination of this Agreement. 3.2 Indemnification. Each party agrees to indemnify, hold harmless and, at the other partys instruction, defend the other party and its directors, officers, employees, affiliates, successors and assigns from and against any third party claims and charges, and any and all loss, costs, liability, damages, and expense of a third party claim (including, without limitation, which the indemnified party suffers that are directly attributable to (a) a breach of any representation, covenant or agreement of the indemnifying party contained in this Agreement; (b) a violation of applicable federal, state or local laws, rules or regulations by (c) the negligent or intentional acts or omissions of the indemnifying party; provided that in the event the law would allocate a portion of such liability to the non-indemnifying party because of its own fault, the indemnifying party shall not be required to indemnify for such portion. The indemnified party will notify the other party of any third party claim made against it within 10 days of knowledge of the claim if the indemnified party intends to seek indemnity under this paragraph with respect to such claim. This section shall survive termination of this Agreement. 3.3 Notice. Any notice required to be given pursuant to this Agreement shall be in writing and shall be sent by certified or registered mail or courier, with return receipt requested, or sent by secure email with use of a verifiable read-receipt function, to the party for which the notice is intended, at the address set forth in the signature block of this Agreement, or such other address of which a party has provided notice to the other pursuant to this section. The notice shall be deemed given and effective on the date indicated on the return or read receipt. 3.4 Entire Agreement; Amendment. This Agreement constitutes the entire agreement between the parties and supersedes all prior oral and written agreements relating to the same subject matter. This Agreement may be amended only in a writing signed by both parties, except that Kavira may change the terms hereof without consent (i) if and to the extent necessary to comply with applicable law or regulatory obligations, and (ii) as expressly permitted by the terms of this Agreement. 3.5 Severability. If any part of this Agreement is declared invalid or unenforceable by any court of competent jurisdiction, the remaining provisions will not be affected. Should a regulatory agency or court demand, as the result of a change in law or policy regarding direct primary care programs, that Kavira return to Company any Membership Fees paid hereunder, Company agrees that Kavira shall be entitled to payment from Company in an amount equal to the reasonable value of the DPC Services actually rendered to Program Members during the period for which the refunded fees were paid, not to exceed the total fees paid by Company, and that Kavira may offset such amount against the amount to be refunded. This section shall survive termination of this Agreement. 3.6 Binding Effect; Assignment. This Agreement shall be binding upon and be enforceable against the parties and their respective heirs, successors and permitted assigns. Neither party may assign any of its rights or obligations under this Agreement without the prior written consent of the other party; except that Kavira may assign this Agreement to an affiliated entity. 4 #83924645v3 Council Packet Page Number 69 of 221 G8, Attachment 1 3.7 Governing Law. This Agreement is made in and shall be construed under the laws of the State of Minnesota. 3.8 Independent Contractor Status. The parties shall at all times be acting and performing as independent contractors. Nothing in this Agreement shall be construed to create an employer/employee relationship, joint venture, partnership, or similar relationship between Kavira and Company or between any DPC Practitioner and Company. 3.9 No Waiver. The failure of either party to complain of any default by the other ing the right to seek monetary damages for a default. No waiver of any provision hereof shall constitute a waiver of any other provision hereof, nor a waiver of the same provision at any subsequent time. 3.10 Dispute Resolution. Kavira and Company will work together in good faith to resolve any dispute(s) that arise between them relating to this Agreement . To commence the resolution process, one party shall provide to the other written notice, in reasonable detail, of the Dispute. Within 10 days after receipt of such notice, a meeting will occur between representatives of each party with authority to resolve the issue in Dispute. If the parties are unable to resolve the issue to the parties mutual satisfaction within a reasonable period of time, either party may submit the Dispute to binding arbitration in Hennepin County, Minnesota before a single arbitrator. If the parties cannot agree on an arbitrator, each party shall select one arbitrator, and the selected arbitrators shall nominate a third arbitrator, who shall act as the sole arbitrator of the Dispute. The parties shall equally share the costs of the arbitrator. Arbitration proceedings initiated pursuant to this Agreement shall be conducted in accordance with the Commercial Dispute Procedures of the American Arbitration Association and Minnesota law. This section shall survive termination of this Agreement. 3.11 Force Majeure. Neither party shall be deemed to have breached this Agreement, nor be held liable for any failure or delay in the performance of any portion of its obligations under this Agreement if prevented from doing so by a cause or causes beyond the reasonable control of the party, such as natural disasters, pandemic, civil unrest, war, labor shortages, changes in the law, etc. performing any of its obligations under this Agreement by a Force Majeure Event, it will promptly notify the other party as soon as reasonably practicable (to be confirmed in writing as soon as reasonably practicable) and describe, in reasonable detail, the circumstances constituting the Force Majeure Event and the performance that is or will be affected. Such party will continue to use commercially reasonable efforts to recommence performance as soon as reasonably practicable. 5 #83924645v3 Council Packet Page Number 70 of 221 G8, Attachment 1 IN WITNESS WHEREOF, each partyhas caused this Agreement to be executed on its behalf by its duly authorized representative as of the date first written above. Kavira Health, LLC_____________________________ By: Andrew HeadrickBy: Its: CEOIts: Signed:Signed: Address for delivery of Notices:Address for delivery of Notices: 1161 Wayzata Blvd E #162 Wayzata, MN 55391 Email address for Notices:Email address for Notice: Andrew.headrick@kavira.health 6 #83924645v3 Council Packet Page Number 71 of 221 G8, Attachment 1 EXHIBIT A DESCRIPTION OF DPC PROGRAM services listings and program overview posted at www.kavirahealth.com/services, as revised by DPC Services and medically indicated based on scientific evidence, sound medical judgment, and relevant professional guidelines. DPC Practitioners provide DPC Services through one or more of the following: text messaging, telehealth visits, other remote means, or house visits (including operation and service availability are posted at www.kavirahealth.com/services. Kavira does not guarantee same day visits. Certain DPC Services are not included in the Membership Fee, for example, certain screenings, diagnostic tests, labs and specialty labs, and medications listing. These DPC Services Additional Fee Services in the DPC Program is not a DPC Service (for example, hospital services and care normally provided by a specialist). Without limiting the scope of the prior sentence, DPC Services excludes professional services that DPC Practitioners are not authorized to perform or provide under the laws of the State of Minnesota and services that are not consistent with the training and experience of a primary care provider and/or that cannot be safely and appropriately provided via the DPC Program. Program Members requiring emergency services should call 911. Additional terms of the DPC Program are set forth in the registration agreement between Kavira and the Program Member. 7 #83924645v3 Council Packet Page Number 72 of 221 G8, Attachment 1 EXHIBIT B PROGRAM MEMBERS; PAYMENT 1. Program Members. Program Members are all individuals who meet, and are not excluded by, the following criteria: a. Program Members will include all individuals in the following categories, subject to paragraphs 1(b) and 1(c) below. All Company employees enrolled in the medical plan. The spouse (if any) and dependents (if any) of each Company employee who is a Program Member. For purposes of eligibility as a Program Member: (a) an individual to whom the employee is legally married, including partners of the same sex, and shall include an e partner if and to the extent Company makes other employee benefits available on such basis; and (b) dchildren who are eligible as an dependents for other employee benefits offered by Company, as determined by Company. b. Program Members will exclude the following categories of individuals who otherwise qualify as Program Members under paragraph 1(a) above: Employees who do not live in Kavira in which case the dependents, if any, of such employees will also be ineligible to be Program Members under this Agreement. The dependents of any Company employees who are not Program Members. c. Any individual who otherwise qualifies as a Program Member will be excluded as a Program Member for purposes of this Agreement if one or more of the following circumstances occur, effective as of the date any of the following occur: , and Company does not have or no longer has any state or federal continuation of coverage requirement (if applicable). In the case of a spouse or dependent, the employment of the person through whom such individual is eligible under this Agreement is terminated, and Company does not have or no longer has any state or federal continuation of coverage requirement (if applicable). In the event a Program Member becomes no longer employed with Company, and is disenrolled from the DPC Program, that Member (and his or her spouse/dependents) may continue their membership directly with Kavira at the 8 #83924645v3 Council Packet Page Number 73 of 221 G8, Attachment 1 Membership Fee applicable under this Agreement, for up to the maximum period and applicable guidance, by re-enrolling into the DPC Program through the . 2. Program Member Listing; Onboarding. Prior to the Commencement Date (the first day of the first month upon which Kavira is implemented) of this Agreement, or such other date as the parties mutually identify in writing, Company will input all initial Program Members information into the electronic platform identified by Kavira. Company will ensure that the Program Members listing remains up-to-date from month to month consistent with the qualifications set forth in Section 1 of this Exhibit B. Company will use best efforts to add all newly eligible individuals to and delete any newly ineligible individuals from the listing promptly after becoming aware of the change, indicating the effective date of the change. Newly eligible individuals will become Program Members as of the date the individual becomes eligible to be a Program Member. Program Member deletions will be effective as of the end of the month in which the individual ceases to meet the eligibility requirements. Company will assist and cooperate with Kavira to ensure that Program Members are informed about the DPC Program, receive appropriate materials from Kavira, and complete applicable registration activities in a timely manner. 3. Membership Fees. As of the Effective Date, the Membership Fees per Program Member per month or per partial month of membership are the following: Monthly Membership Fee for each Program Member who is: Employee of Company Receiving House Visits $27.00 Employee of Company Receiving Telehealth $10.00 Only Visits Spouse of an Employee of Company $0.00 Dependent of an Employee of Company $0.00 Kavira does not offer pro-rated monthly Membership Fees. Accordingly, Company will be charged the full monthly amount of Membership Fees regardless of whether the Program Member joins the DPC Program after the first of the month or disenrolls prior to the end of the month. Membership benefits will continue through the last day of the month in which the termination or dis-enrollment occurs. Company agrees that it will communicate to Program Members the language contained in this paragraph pertaining to continued benefits for dis- enrolled Program Members. 9 #83924645v3 Council Packet Page Number 74 of 221 G8, Attachment 1 The Membership Fees are subject to change as permitted by the Agreement. Kavira will not charge or seek to collect directly from any Program Member any Membership Fees that are the obligation of Company hereunder. 4. Payment Schedule. From and after the Commencement Date, Company agrees to pay the Membership Fees on a monthly basis, in advance, for all Program Members. Kavira will invoice Company by the thst 7 day of each month based on Program Member census data available on or about the 1 day of the month. th Company agrees to pay by the 15 day of each month. Any discrepancy in Membership Fees paid for a given month as compared to Membership Fees owed for the actual Program Member census in that month due to adjustments made after invoicing will be reconciled and reflected in the invoice for the next month. 5. Clinic Holiday Closures on the following holidays: New Year's Day, Martin Luther King Day, Presidents Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving, the Friday after Thanksgiving (virtual only 10am-2pm CT) Christmas Eve (Virtual only 10am-2pm CT), Christmas, and New -2pm CT). If the holiday falls on a Saturday, the preceding Friday will be the observed holiday; if the holiday falls on a Sunday, the following Monday will be the observed holiday. 6. Additional Fee Services Program Members who elect to receive Additional Fee Services from Kavira are responsible for paying Kavira directly for such services in accordance with the member registration agreement. 10 #83924645v3 Council Packet Page Number 75 of 221 G9 CITY COUNCILSTAFF REPORT Meeting Date October 13, 2025 REPORT TO:Michael Sable, City Manager REPORT FROM: Brian Bierdeman, Director of Public Safety PRESENTER:Brian Bierdeman, Director of Public Safety AGENDA ITEM: Police Department Duty Rifle Procurement Action Requested: MotionDiscussion Public Hearing Form of Action: Resolution OrdinanceContract/Agreement Proclamation Policy Issue: Law Enforcement officers are facing heightened levels of firearms assaults and high-risk situations. The Maplewood Police Department’s current rifle inventory has reached the end of its useful service life. Replacement will ensure officer/citizen safety, improve reliability, and align equipment with current and future departmental needs. Recommended Action: Motion to approve the purchase of forty-eight (48) Geissele duty rifles with accessories. Fiscal Impact: Is There a Fiscal Impact? No Yes, the true or estimated cost is $96,000.00 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 required prior to purchase. Background: The Maplewood Police Department’s current rifles were originally acquired in the early 2000s, with some components dating back nearly two decades. Over time, these rifles have been rebuilt with mixed parts to extend their service life, but they are now well past their intended operational lifespan. Their age and frequent maintenance needs have created increasing concerns about reliability and long-term sustainability. Council Packet Page Number 76 of 221 G9 Replacing the rifles will provide officers with safer, modern equipment while ensuring consistency across the department. This update positions the department to meet current expectations and anticipated future demands while reducing liability associated with outdated and failing equipment. The Use of Force staff tested three rifle manufacturers in-house. The Geissele rifle was chosen based on performance and reliability, cost, serviceability, compatibility with current accessories, and life expectancy. Attachments: 1.)Geissele Quote 2.) Midway Quote 3.) Euro-Optic Quote 4.) Surefire Quote Council Packet Page Number 77 of 221 G9, Attachment Geissele Automatics Inc 800 E. Walnut St. North Wales PA 19454 Phone: (610)272-2060 USA Fax: (610)272-2069 QUOTE Page:1 of 2 Quote Number: 12919 Quote To: Date:10/6/2025 Expires:12/31/2025 Maplewood PD (MN) 1830 County Rd B E Reference: Maplewood MN 55109 USA Sales Person:Justin Telzer Phone: Fax: LinePartExpected QtyUnit PriceExt. Price Rev Description 1LE-08-506B48.001,511.0072,528.00EA SUPER DUTY RIFLE, 11.5", NO MUZZLE, BLACK 204-63548.000.000.00EA SUREFIRE Flash Hider, Warcomp 556-1/2-28 305-95948.000.000.00EA SSA X Î Trigger 404-396B48.00EA0.000.00 B5 SOPMOD STOCK (BLK) 504-670B48.000.000.00EA Geissele A17 Grip, Black QUOTE - Miscellaneous Charge - DescriptionExt. Price 505.00 1.) *Shipping & Handling This order is subject to our terms and conditions of sale, which can be found at: https://geissele.com/terms-and-conditions-of-sale QuotForm:001:00 Council Packet Page Number 78 of 221 G9, Attachment Geissele Automatics Inc 800 E. Walnut St. North Wales PA 19454 Phone: (610)272-2060 USA Fax: (610)272-2069 QUOTE Page:2 of 2 Quote Number: 12919 72,528.00 Lines Total 0.00 Total Taxes 0.00 Line Miscellaneous Charges 505.00 Quote Miscellaneous Charges Quote Total 73,033.00 This order is subject to our terms and conditions of sale, which can be found at: https://geissele.com/terms-and-conditions-of-sale QuotForm:001:00 Council Packet Page Number 79 of 221 G9, Attachment Council Packet Page Number 80 of 221 G9, Attachment Council Packet Page Number 81 of 221 G9, Attachment Council Packet Page Number 82 of 221 G9, Attachment 10/7/25, 12:49 PMSOCOM556-RC2 - SureFire SHOP BY PRODUCTABOUTVIDEOSNEWS HOME/SHOP/SUPPRESSORS/SUPPRESSORS/SOCOM556-RC2 SHARE: FIND A DEALERSIGN IN Pinch To Zoom SOCOM556-RC2 SOCOM Series Fast-Attach® Sound Suppressor (Silencer) $1,299.00 COLOR QTY CONTACT DEALER 1 + Employs SureFire Total Signature Reduction® technology to virtually eliminate rst-round ash, and reduce sound and dust signatures + High-temp alloy construction and cutting-edge manufacturing techniques ensure consistent high performance and extreme durability in the harshest conditions + SureFire's internal bafing technology reduces backpressure for maximum reliability of the host weapon + SOCOM suppressors reduce sound, ash, and dust signature for increased warghter survivability and a more pleasant shooting experience at the range or in the eld Hold The Objective. Optimized for any 5.56 mm/.223-caliber weapon system with a minimum barrel length of 10 inches, the SOCOM556-RC2 showcases our USSOCOM contract-winning know-how in cutting-edge suppressor design. It incorporates the latest in manufacturing techniques and materials to produce the most exceptional tool of its kind. You can count on it to deliver the utmost accuracy because we test our SOCOM suppressors to ensure 100% repeatable sub-MOA impact shift and group size along with tremendous sound, ash, and dust signature reduction. Precision-built of advanced high-temp Inconel alloys and stainless steel, and CNC laser-welded for uncompromising durability, the RC2 can stand up to the harshest conditions while helping to maintain the reliability of the host weapon thanks https://www.surefire.com/socom556-rc2/1/5 Council Packet Page Number 83 of 221 THIS PAGE IS INTENTIONALLY LEFT BLANK Council Packet Page Number 84 of 221 I1 CITY COUNCIL STAFF REPORT Meeting Date October 13, 2025 REPORT TO: Michael Sable, City Manager REPORT FROM: Mike Darrow, Assistant City Manager / Human Resources Director PRESENTER: Michael Sable, Mike Darrow, Joe Rueb, and Joe Sheeran AGENDA ITEM: Budget Presentation - City Administration, Finance, and Communications Action Requested: Motion Discussion Public Hearing Form of Action: Resolution Ordinance Contract/Agreement Proclamation Policy Issue: As part of the 2026 budget process, department heads from all departments will be highlighting budget priorities. City Administration, Finance, and Communications departments will provide an overview of priorities for 2026 and highlight notable changes. Recommended Action: No Action Needed Fiscal Impact: Is There a Fiscal Impact? No Yes, the true or estimated cost is $4,900,497 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 City staff are committed to providing the Mayor and Council members, stakeholders and taxpayers with information pertaining to each department that is clear and transparent prior to formal approval of the 2026 budget. Background Staff began its budget process in the spring of 2025. As part of this process, department heads met with the City Manager and Finance Director to discuss priorities in 2026. In August and September, our City Manager and Finance Director provided the City Council with budget scenarios prior to formally setting the levy limit in September. Prior to formally approving the 2026 budget, each department head will provide an overview of their 2026 budget, discuss priorities for the year ahead and address questions. Council Packet Page Number 85 of 221 I1 Attachments 1. PowerPoint Presentation 2. Department Memos a. Administration b. Finance c. Communications Council Packet Page Number 86 of 221 I1, Attachment 1 Council Packet Page Number 87 of 221 I1, Attachment 1 Council Packet Page Number 88 of 221 I1, Attachment 1 Council Packet Page Number 89 of 221 I1, Attachment 1 Council Packet Page Number 90 of 221 I1, Attachment 1 Council Packet Page Number 91 of 221 I1, Attachment 1 Council Packet Page Number 92 of 221 I1, Attachment 1 Council Packet Page Number 93 of 221 I1, Attachment 1 Council Packet Page Number 94 of 221 I1, Attachment 1 Council Packet Page Number 95 of 221 I1, Attachment 1 Council Packet Page Number 96 of 221 I1, Attachment 1 Council Packet Page Number 97 of 221 I1, Attachment 1 Council Packet Page Number 98 of 221 I1, Attachment 1 Council Packet Page Number 99 of 221 I1, Attachment 1 Council Packet Page Number 100 of 221 I1, Attachment 1 Council Packet Page Number 101 of 221 I1, Attachment 1 Council Packet Page Number 102 of 221 I1, Attachment 1 Council Packet Page Number 103 of 221 I1, Attachment 1 Council Packet Page Number 104 of 221 I1, Attachment 1 Council Packet Page Number 105 of 221 I1, Attachment 1 Council Packet Page Number 106 of 221 I1, Attachment 2a Council Packet Page Number 107 of 221 I1, Attachment 2a Council Packet Page Number 108 of 221 I1, Attachment 2a Council Packet Page Number 109 of 221 I1, Attachment 2b Council Packet Page Number 110 of 221 I1, Attachment 2b Council Packet Page Number 111 of 221 I1, Attachment 2b Council Packet Page Number 112 of 221 I1, Attachment 2c Council Packet Page Number 113 of 221 I1, Attachment 2c Council Packet Page Number 114 of 221 I1, Attachment 2c Council Packet Page Number 115 of 221 THIS PAGE IS INTENTIONALLY LEFT BLANK Council Packet Page Number 116 of 221 J1 CITY COUNCIL STAFF REPORT Meeting Date October 13, 2025 REPORT TO:Michael Sable, City Manager REPORT FROM: Andrea Sindt, City Clerk PRESENTER:Andrea Sindt, City Clerk AGENDA ITEM: Massage Center License for Moss & Moonlight LLC, 2395 Ariel St North Action Requested: Motion Discussion Public Hearing Form of Action: Resolution Ordinance Contract/Agreement Proclamation Policy Issue: In accordance with City Code Chapter 10, Article XX (Massage), an application was submitted by Jasie Barbour and Reide Bibeau-Peper for a Massage Center license for Moss & Moonlight LLC, located at 2395 Ariel St N, Ste A. Recommended Action: Motion to approve the Massage Center license for Moss & Moonlight LLC, located at 2395 Ariel St North, Suite A. 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 Council approval is required prior to issuance of a Massage Center license, per City Code Sec. 14-1457. Background A background investigation has been conducted on Jasie Barbour and Reide Bibeau-Peper, owners of Moss & Moonlight. Jasie Barbour and Reide Bibeau-Peper will meet with the police department to discuss the City’s requirements and expectations regarding the operation of massage centers. The applicants are required to meet the requirements of the building and fire code prior to license issuance. Attachments None Council Packet Page Number 117 of 221 J2 CITY COUNCIL STAFF REPORT Meeting Date October 13, 2025 REPORT TO: Michael Sable, City Manager REPORT FROM: Lois Knutson, Senior Administrative Manager PRESENTER: Lois Knutson, Senior Administrative Manager AGENDA ITEM: Review of Applications for 2026 Charitable Gambling Funds Action Requested: Motion Discussion Public Hearing Form of Action: Resolution Ordinance Contract/Agreement Proclamation Policy Issue: Each year the City of Maplewood solicits requests for Charitable Gambling funds. Every year the requests for funds have exceeded the available funds. That is the case this year, as well. The City Council will be reviewing 33 applications with $226,063 in requests. The budgeted amount is $60,000. Recommended Action: Staff recommends the City Council select a funding distribution option. The City Council will then review the applications and fill out the corresponding score sheet. Fiscal Impact: Is There a Fiscal Impact? No Yes, the true or estimated cost is $60,000. 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 The City of Maplewood grants funds from the Charitable Gambling Tax Fund to support activities and services that benefit Maplewood residents. Background Per Minnesota Statutes, section 349.213, subdivision 1, paragraph (f)(2), a local unit of government is allowed to require, by ordinance, a licensed organization to contribute up to 10% of the organizationÓs net profits derived from lawful gambling to a fund administered by the local unit of government. The City of Maplewood has adopted an ordinance which requires the 10% contribution. Cities that collect funds from charitable gambling proceeds must spend the money the same way charities do Î for defined charitable purposes. Council Packet Page Number 118 of 221 J2 On July 28, 2025, the council reviewed the existing policies and agreed upon modifications to the Charitable Gambling Policies. The primary change was to the method for the distribution of funds. Each year, one-third (1/3) of the total available funds shall be allocated to each of the following categories: Environment & Natural Resources and Safety Programs Social Supports and Senior Citizen Services Youth Programs and Community Engagement & Events The applications that were received were not evenly distributed between the three categories. To address the uneven distribution of applications, the City Council may consider the following approaches: Option 1 Î Equal Allocation: Continue allocating one-third (1/3) of the total available funds to each program category, regardless of the number of applicants. Option 2 Î Proportional Allocation: Allocate funds to each category in proportion to the number of applications received within that category. Option 3 Î Open Allocation: Allocate funds without regard to category, allowing full flexibility to award funds based on application merit across all categories. Category Number of Amount Allocated Allocated Applicants Requested Funding per Funding per Option 1 Option 2 Environment & Natural Resources 3 $20,832 $20,000 $5,400 and Safety Programs Social Supports and Senior Citizen 11 $71,731 $20,000 $19,800 Services Youth Programs and Community 19 $133,500 $20,000 $34,800 Engagement & Events For all options, organizations that receive funding in any given year remain eligible to apply in the following year only under a different category than the one in which they previously received an award. Next Steps and Recommendation Staff recommends that the City Council select one of the three funding distribution options outlined above. Following CouncilÓs decision, the applications will be reviewed individually by Councilmembers, who will complete a score sheet allocating funding. Staff will then compile and calculate the total scores to determine the final suggested award amounts based on the selected distribution method. The recommended award allocations will be presented to the City Council for final approval at the October 27, 2025, meeting. Council Packet Page Number 119 of 221 J2 Attachments 1. Charitable Gambling Policies, Updated July 28, 2025 2. Summary of 2026 Charitable Gambling Requests 3. 2026 Charitable Gambling Applications Council Packet Page Number 120 of 221 J2, Attachment 1 CITY OF MAPLEWOOD CITY COUNCIL POLICIES ON AWARD OF CHARITABLE GAMBLING TAX FUNDS 1. All licensed charitable gambling organizations within the City are required to contribute 10% of net profits derived from lawful gambling activity in the City to the Charitable Gambling Tax Fund. These funds are dispersed by the City Council for lawful expenditures. The City must acknowledge financial contributions of licensed organizations conducting lawful gambling to the community and the recipients of the funds. 2. All applications must be complete and submitted by the application deadline established by the City Manager. 3. The City of Maplewood grants funds from the Charitable Gambling Tax Fund to support activities and services that benefit Maplewood residents. The first priority in the granting of funds will be given to the City of Maplewood domiciled organizations. The second priority or consideration will be given to funding requests from other organizations which are used primarily for the benefit of Maplewood residents. Funds shall be distributed for projects, equipment, or activities that are based in the community and which primarily benefit Maplewood residents and will be looked upon more favorably than requests for salaries or general operating costs. 4. Allocation and Applicant Eligibility a. Distribution of Funds Each year, one-third (1/3) of the total available funds shall be allocated to each of the following program categories: Social Supports and Senior Citizen Services Youth Programs and Community Engagement & Events Environment & Natural Resources and Safety Programs b. Application Requirements Organizations must identify the specific funding category under which they are applying and provide a detailed description of how the requested funds will be used. c. Maximum Award No single organization shall receive more than $7,500 in funding per year. d. Eligibility for Subsequent Funding Organizations that receive funding in one year are eligible to apply again the following year only under a different program category. 5. In general, requests from organized athletic groups will not be funded. Funding for these programs should be from participating families or community auxiliary groups. There are so many athletic organizations within the community that the City of Maplewood is not capable of funding their financial requests or fairly determining appropriate recipients. Updated 08.11.2025 Council Packet Page Number 121 of 221 J2, Attachment 1 6. The amount of Charitable Gambling Tax Funds awarded to any request is determined by a City Council vote. A request must receive 3 or more votes for funding in order to receive Charitable Gambling Tax Funds. 7. All funds granted are required to be expended for the requested project within one year of the date of the award letter. However, payment will not be made until after January 1 of the award year. Grant recipients shall submit a letter to the Administrative Services Coordinator requesting payment of the grant award as well as provide specific information on how the funds were used (receipts or other proof of expenditure) for the proposed purpose. 8. No employee or department of the City of Maplewood shall solicit a donation from a licensed charitable organization without City Manager approval. If there is a financial need for a specific program that was not funded in the City budget, staff may submit a request to the City Manager for the use of Charitable Gambling Tax Funds. 9. The allocation of Charitable Gambling Tax Funds is an annual award. A previous receipt of funds in no way guarantees or commits the City of Maplewood to funding in any subsequent year. Each yearÓs funding requires a new, separate application. Updated 08.11.2025 Council Packet Page Number 122 of 221 J2, Attachment 2 $6,500 Amount $7,500.00 $7,500.00 $7,500.00 Requested 400900650$7,500 15004000 Impacted Number of Maplewood Residents Category EngagementEngagementEngagement Citizen Services Environment & Natural Social Supports and Senior Resources and Safety Programs Youth Programs and Community Youth Programs and Community Youth Programs and Community Reason for Request award of excellence is a distinction award for graduating provides awards for staff to create learning opportunities. Support 3 programs: Angel Fund, Award of Excellence, and GrantEd. The Angel Fund assist families in financial need. The students who contribued to school and communtiy. The GrantEd The Carver Elementary PTO supports the school through fundraising, youth programs, and community engagement. Funds would be used for events such as ice cream socials and the outdoor field trip for 5th graders. Their work blends social services, environmental education, and family support, such as offering child care during meetings.Funds will be used for providing technical equipment, learning projects, emotional support services, and community outreach and education for youth.Funds will be used to provide extra safety measures on the school campus. The current security camera system will be expanded to both prevent and document incidents on campus. Additional cameras will aid volunteers and staff as they monitor and respond to perceived threats to the safety of the children and their families. Used for senior programs and affordability f gym access for seniors. Organization Name / Contact Info 622 Education Foundation Pam Huntley Anytime Fitness Maplewood Nathan Nelson Carver Elementary PTO Ryan Robinson CHILD Inc Keli George Church of the Presentation of the Blessed Virgin Mary Ginger Graham Council Packet Page Number 123 of 221 J2, Attachment 2 $7,500 $7,500 Amount Requested 310 1000$7,500 42088$7,500 42,000 Impacted Number of Maplewood Residents Category EngagementEngagement Citizen Services Environment and Natural Social Supports and Senior Resources and Safety Programs Youth Programs and Community Youth Programs and Community Reason for Request Maplewood Parks and Natural Resources and Public Safety prioritize youth engagement and community outreach, participating in over 50 events this past year. These efforts include school supply giveaways, recreational outings, summer grill outs, and programs like Youth Safety Camp and a student book club. Funding is needed to cover costs for food, supplies, event attractions, and giveaways like backpacks, safety gear, and games. Additional support would help sustain and expand these impactful programs across the city.Redesign and install new environmental education and safety signage. CǒƓķƭ Ǟźƌƌ ƭǒƦƦƚƩƷ /ƚƒƒƚƓ.ƚƓķ͸ƭ !ķǝğƓƷğŭĻ {ĻƩǝźĭĻƭ ŅƚƩ ƌƚǞΏincome seniors at Concordia Arms and Century Trails in Maplewood. Programming includes community-building activities, health and wellness classes, and Arts & Aging workshops led by professional artists. These efforts aim to reduce isolation, improve physical and mental health, and foster social connection.Their mission is to feed families and build relationships within the community. Currently they partner with John Glenn Middle School, with plans to expand to Weaver Elementary. The grant would help support the expansion and the increased cost of food. They average 90-100 families monthly and expect 30-50 more once the expansion is set. Organization Name / Contact Info City of Maplewood Community Events Audra Robbins CommonBond Communities Shauna Kirkham Cross Lutheran Church Jamie Gudknecht Friends of Maplewood Nature and the Maplewood Nature Center John Zakelj Council Packet Page Number 124 of 221 J2, Attachment 2 Amount Requested 900$7,500 500$7,500 800$5,832 150$7,500 1500$7,500 Impacted Number of Maplewood Residents Category EngagementEngagementEngagement Citizen Services Environment and Natural Social Supports and Senior Resources and Safety Programs Youth Programs and Community Youth Programs and Community Youth Programs and Community Reason for Request Funds would offset class and event costs, replace worn-out pickleball equipment, and purchase a new gym sound system to enhance activities. Since many participants are on fixed incomes, this support ensures continued access to enriching, low-cost programs. The funding will directly benefit seniors by supporting wellness, recreation, and community engagementPurchasing additional equipment for contructing Tuj Lubcourts, compensating instructors, supporting community resources, and covering rental expensesThere is a gap in support for students receiving Special Education services in music classes. In the past funding has been used to purchase adaptive instruments and to develop adaptive music curriculum for elementary students. Funding has been cut, additional support is now being sought to continue this impactful, district-wide work that promotes inclusive, differentiated music instruction for all students.Seeking support to create an outdoor classroom that will enrich student learning by connecting education with the natural environmennt. The building lacks the infrastructure needed to hold classes outside. By adding tables, we can transform this underutilized area into a vibrantlearning environment accessible to all studentsFunds would allow the low income and refugee communities to participate in a youth soccer program. This would involve assisting with paying for jerseys, coaching staff salaries, gym rental spaces, and partial scholarships for families. Organization Name / Contact Info Gladstone Senior Programs Jordi Teillard-Cui Hmong Tuj Lub Association Naotoua Vang ISD622 Elementary Adaptive Music Michael Bjork Justice Alan Page Elementary School Kenny Newby Karen Football Association Kyle Johnson Council Packet Page Number 125 of 221 J2, Attachment 2 $5,000 $2,000 Amount Requested 2660$7,000 776$7,500 5000 Impacted Number of Maplewood Residents Category Engagement Citizen ServicesCitizen ServicesCitizen Services Social Supports and Senior Social Supports and Senior Social Supports and Senior Youth Programs and Community Reason for Request The summer camp program offers full-day, standards-based camps in June and July, providing enriching experiences focused on Maplewood's immigrant and farming history. Rising costs for food, materials, and supplies have strained the budget, with tuition already set based on earlier projections. To help offset these increases, the program is requesting $5,000 from the city: $2,000 for food and prep materials, $1,500 for craft and learning supplies, and $1,500 for curriculum development. This funding will help maintain program quality and affordability despite inflation.Help with expenses like lane fees for 11 weeks of practice bowling, uniforms for regional and state tournaments, and fees charged by Special Olympics Minnesota for each participant from all delegations for state tournaments.CǒƓķźƓŭ Ʒƚ ĬĻ ǒƭĻķ ŅƚƩ ƚǒƩ ƓǒƷƩźƷźƚƓ ƭĻƩǝźĭĻƭ ƦƩƚŭƩğƒƭ Α Cƚƚķ {ŷĻƌŅ ğƓķ aĻğƌƭ ƚƓ ŷĻĻƌƭ Α Ʒƚ ƭĻƩǝĻ ƚǒƩ ƓĻźŭŷĬƚƩƭ ŅğĭźƓŭ Ņƚƚķ insecurity. Demand for our Food Shelf has consistently increased over the past year, and has been steadily increasing for the past couple of years. With these funds we will purchase food to help keep our shelves stocked to distribute nutritious, culturally specific foods to the families and individuals who come through our Food Shelf.MSS requests funds to partner with Cow Tipping Press to host three creative writing workshop series for adults with intellectual/developmental disabilities (I/DD), serving a total of 15 students. Organization Name / Contact Info Maplewood Area Historical Society Michelle Williams Maplewood Monarchs Special Olympics Delegation Evariste Osten Merrick Community Services Kathleen Kelly MSS Lauren Hughes Council Packet Page Number 126 of 221 J2, Attachment 2 Amount Requested 80$3,500 20$7,500 500$7,500 200$6,000 Impacted Number of Maplewood Residents Category EngagementEngagementEngagement Citizen Services Social Supports and Senior Youth Programs and Community Youth Programs and Community Youth Programs and Community Reason for Request Support to purchase a new, wheelchair-accessible 14-passenger bus. Our current bus is nearing the end of its useful life, with a broken air conditioning system and a failing wheelchair lift that is too costly to repair. Without safe and reliable transportation, the seniors we serve risk losing vital access to the community around them. A new bus will ensure that residents can attend medical appointments, shop for groceries, and remain socially active through outings to the zoo, community events, and local destinations that keep them connected and engaged.Funding to hire music instructors who are specialists on their instruments to work with students during lessons.Expand the team to more members by building a second robot ΛǞŷźĭŷ ƒƚƭƷ ƭǒĭĭĻƭƭŅǒƌ ƷĻğƒƭ ķƚΜ͵ \[ğƭƷ ǤĻğƩ͸ƭ ƷĻğƒ ŷğķ ğĬƚǒƷ ЋЏ students. We would love to build additional robots for community outreach : Additional robots would allow the team to do more of these STEM demonstration type events for younger students.We would like to expand our Wednesday night supper program. We would like to extend a more targeted invitation to the families and staff of Little Garden Montessori, and invite the families of our McVay Youth Partnership kids to join us for Wednesday night supper. We are also interested in offering "to go" boxes for families or individuals who cannot make it to the meal Becky Katie Organization Name / Contact Info New Harmony Care Center (Harmony Gardens Senior Living) Holmgrem North High School Bands Aaron Hammerman North Senior High School Robotics Club David Moran Path of Grace UMC MatsonDaley Council Packet Page Number 127 of 221 J2, Attachment 2 Amount Requested 36$7,000 40$7,500 300$7,500 2000$7,500 6000$7,500 1100$7,500 Impacted Number of Maplewood Residents Services Category EngagementEngagementEngagementEngagementEngagement Youth Programs and Community Youth Programs and Community Youth Programs and Community Youth Programs and Community Youth Programs and Community Social Support and Senior Citizen Reason for Request 20% will be used for building prep for year-round events, such as maintenance, cleaning, gardening, and parking for general public attendance. 80% will be used for the Youth Community Council, which engages and prepares teens/young adults for leadership by provide a space where they could voice themselves. Funding to provide three creative writing courses in partnership with Cow Tipping Press, a Minneapolis Nonprofit that teaches and publishes writing by individuals with intellectual and developmental disabilities. The course will be five-weeks long, serving 10 people. and held during fall, spring, and summer.Redline Athletics Woodbury trains local athletes in speed, agility, and strength. We train kids to be better at sports to help them stay in sportslonger and find more success with sports. Funding will go towards the scholarship fund to help underprivileged Maplewood residents receive training.Funding will be used for the launch of the Salvation Army Lakewood Community Center by creating programming, start up cost, technology and equipment, recreational services, and furnishings for a safe and hospitable environment. Grant will be used for youth athletic uniform and equipment updates for volleyball, soccer, basketball, cross country and track teams. Funding to provide support for the NorthStar youth outreach center and programming expenses including rent, client assistance, and additional cost to help meet youth needs. Jake Craig Marlina Courtney Amanda Organization Name / Contact Info Phillipine Center of Minnesota Gonzalez Phoenix Alternatives, Inc. Kelly Redline Athletics Woodbury Devney The Salvation Army Lakewood Hines St. Jerome School Fiedler Tubman Tamara Stark Council Packet Page Number 128 of 221 J2, Attachment 2 Amount $226,063.00 Requested 500$7,500 450$7,500 7500$3,231 5000$7,500 42,000$7,500 Impacted Number of Maplewood Residents ServicesServices Services Category EngagementEngagement Youth Programs and Community Youth Programs and Community Social Support and Senior Citizen Social Support and Senior Citizen Social Support and Senior Citizen Reason for Request The funds will be used to defray the cost of transportation for the 5th grade science/nature trip in October. Students will learn environmental activities along with interactive skills.Funding to provide materials for groups and workshops, such as books, stationery, art products, and food. Additionally, funds will be used for facilitators and outings for those who need financial assistance for transportation.Funding will be used for technology to increase intake, record data, and reducing wait time for food shelf. It will also be used for a second scale, which will increase productivity due to the growing needs.Funding will be used to support the YMCA Special Olympics Day. This ranges from athlete/partcipant support, event equipment, community lunch, activities, volunteer/staff support, and marketing/outreach. Funds from the grant will be used to expand and strengthen Twin Cities Pet Rescue's support services for Maplewood residents, with a focus on affordability, accessibility, and long term community impact. Funds will also be used for Pet Pantry operations, subsidized wellness clinics, constructionof a surgery suite, and future dental services. Holly Organization Name / Contact Info Twin Cities Pet Rescue Katie Rodrique Weaver Elementary Forsberg Women Empowered MN Service Corp Veronica Hardaway Woodland Hills Church - The Corner Shelf Paula Bowlby YMCA of the North - Maplewood Community Center Kara Hirdman Council Packet Page Number 129 of 221 J2, Attachment 3 Council Packet Page Number 130 of 221 J2, Attachment 3 Council Packet Page Number 131 of 221 J2, Attachment 3 Council Packet Page Number 132 of 221 J2, Attachment 3 Council Packet Page Number 133 of 221 J2, Attachment 3 Council Packet Page Number 134 of 221 J2, Attachment 3 Council Packet Page Number 135 of 221 J2, Attachment 3 Council Packet Page Number 136 of 221 J2, Attachment 3 Council Packet Page Number 137 of 221 J2, Attachment 3 Council Packet Page Number 138 of 221 J2, Attachment 3 Council Packet Page Number 139 of 221 J2, Attachment 3 Council Packet Page Number 140 of 221 J2, Attachment 3 Council Packet Page Number 141 of 221 J2, Attachment 3 Council Packet 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3 Council Packet Page Number 215 of 221 J2, Attachment 3 Council Packet Page Number 216 of 221 J2, Attachment 3 Council Packet Page Number 217 of 221 J3 CITY COUNCIL STAFF REPORT Meeting Date October 13, 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 to Accept SAFER Grant Award Action Requested: MotionDiscussion Public Hearing Form of Action: Resolution OrdinanceContract/Agreement Proclamation Policy Issue: th On March 10, 2025, City Council adopted a resolution of support for staff to apply for the FY 2024 SAFER grant. Staff applied for the grant to hire six firefighters. Staff were notified that the grant was th awarded to the City of Maplewood on September 25, 2025. The total grant award is $1.6 million over a 3-year period of performance. City Council approval is required to accept the grant. Recommended Action: Motion to approve the resolution accepting 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 $227,385.12 in 2026, $245,789 in 2027 and $689,653 in 2028. Financing source(s): Adopted Budget Budget Modification New Revenue Source Use of Reserves Other: N/A Strategic Plan Relevance: Community InclusivenessFinancial & Asset MgmtEnvironmental Stewardship Integrated Communication Operational EffectivenessTargeted Redevelopment The 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. 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. Council Packet Page Number 218 of 221 J3 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: (Completed in 2025) In the 2024 and 2025 budgets the City Council approved the addition of three personnel each year to add an additional response unit. Step 3: Discuss Baseline Readiness Levels: (Anticipated Completion in 2026 upon acceptance of the FY 2024 SAFER Grant Award) 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 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. Grant Opportunities: The Staffing for Adequate Fire and Emergency Response Grants (SAFER) provides funding directly to Fire Departments to help departments 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). Staff applied for the FY 2023 and 2022 SAFER grant and were not selected for an award. City Council adopted a resolution of support for staff to apply for the FY2024 SAFER grant on th March 10, 2025. Council Packet Page Number 219 of 221 J3 th Staff were notified that the City of Maplewood was awarded the grant on September 25, 2025.The SAFER grant funds 75% of the costs associated with new positions in the first and second years of the grant and 35% of the costs in the third year of the grant. Upon completion of the 3-year grant performance period, the city would bear the responsibility of funding. Staff recommends that the City Council adopt a resolution to accept the Fiscal Year 2024 SAFER Grant for the hiring of six firefighters. Attachments: 1.Resolution Council Packet Page Number 220 of 221 J3, Attachment 1 RESOLUTION TO ACCEPT GRANT AWARD FROM THE FEDERAL EMERGENCY MANAGEMENT AGENCY, STAFFING FOR ADEQUATE FIRE AND EMERGENCY RESPONSE 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. th WHEREAS, the City of Maplewood was notified of a grant award on September 25, 2025. NOW, THEREFORE, BE IT RESOLVED, that the City Council of Maplewood, Minnesota, accepts the grant award for the Fiscal Year 2024 Federal Emergency Management Agency Staffing for Adequate Fire and Emergency Response Grant for six fire personnel. th Approved this 13 day of October, 2025. Council Packet Page Number 221 of 221