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HomeMy WebLinkAbout2005 06-27 City Council PacketNo Council /Manager Workshop AMENDED AGENDA MAPLEWOOD CITY COUNCIL 7:00 P.M. Monday, June 27, 2005 Council Chambers, City Hall Meeting No. 05 -12 i�0 _1I M toZQ N Q 4 N B. PLEDGE OF ALLEGIANCE Acknowledgement of Maplewood Residents Serving the Country C. ROLL CALL Mayor's Address on Protocol: "Welcome to the meeting of the Maplewood City Council. It is our desire to keep all discussions civil as we work through difficult issues tonight. If you are here for a Public Hearing or to address the City Council, please familiarize yourself with the Policies and Procedures and Rules of Civility, which are located near the entrance. When you address the council, please state your name and address clearly for the record. All comments /questions shall be posed to the Mayor and Council. I then will direct staff, as appropriate, to answer questions or respond to comments." II>!9 »:Z61TIM We] 01UI10 1 *1 Minutes from the City Council Meeting -June 13, 2005. Minutes from the City Council /Manager Workshop -June 9, 2005 �9 » :161TA FM S61 l Il l 4 0 DIM F. APPOINTMENTS /PRESENTATIONS 1: 9010 &140 All matters listed under the Consent Agenda are considered to be routine by the City Council and will be enacted by one motion. If a member of the City Council wishes to discuss an item, that item will be removed from the Consent Agenda and will be considered separately. Approval of Claims Purchase of Squad Cars Waterfest 2005 Summary Annual Spring Clean Up Summary Ramsey Nursing Home Foundation — Temporary Liquor and Food -Fee Waiver Holy Redeemer Parish — Temporary Gambling License and Fee Waiver for Food Budget Change for Demolition of Old Gladstone Fire Station (1900 Clarence Street) Hazelwood Street Improvements (Beam to County Road D), Project 03- 39- Resolution Revising Project Completion Dates VFW 8901 - Temporary Gambling H. PUBLIC HEARINGS 7:00 p.m. Dispatch Consolidation -No Report -Power Point Presentation AWARD OF BIDS Dahl Avenue Improvements (Woodhill Development), City Project 05 -10- Resolution for Award of Bids UNFINISHED BUSINESS K. NEW BUSINESS Solid Waste Ordinance Amendment — Multi - Family Residential Recycling (First Reading) Pondview Townhomes (Krongard Construction) (Larpenteur Avenue and Adolphus Street) Preliminary Plat Setback Variance Design Approval Charitable Gambling Requests 2005 -2006 Dispatcher Labor Agreement L. VISITOR PRESENTATIONS M. COUNCIL PRESENTATIONS N. ADMINISTRATIVE PRESENTATIONS O. ADJOURNMENT Sign language interpreters for hearing impaired persons are available for public hearings upon request. The request for this service must be made at least 96 hours in advance. Please call the City Clerk's Office at (651) 249 -2001 to make arrangements. Assisted Listening Devices are also available. Please check with the City Clerk for availability. RULES OF CIVILITY FOR OUR COMMUNITY Following are some 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: Show respect for each other, actively listen to one another, keep emotions in check and use respectful language. Agenda Item D1 DRAFT -- MINUTES MAPLEWOOD CITY COUNCIL 7:00 P.M. Monday, June 13, 2005 Council Chambers, City Hall Meeting No. 05 -11 1 -1 C. FU E. F CALL TO ORDER Pastor Hall, Pastor Frontline Church gave the invocation. 1:2 4 4 BIC] Nrelffil 4 4 MM FilL,IN= ROLL CALL Robert Cardinal, Mayor Present Kathleen Juenemann, Councilmember Present Marvin Koppen, Councilmember Present Jackie Monahan - Junek, Councilmember Absent Will Rossbach, Councilmember Present APPROVAL OF MINUTES 1. Minutes from the City Council /Manager Workshop -May 23, 2005 Councilmember Rossbach moved to approve the minutes from the May 23, 2005 Council /Manager Workshop as presented. Seconded by Councilmember Koppen Ayes-All 2. Minutes from the City Council Meeting -May 23, 2005 Councilmember Rossbach moved to approve the minutes from the May 23, 2005 as amended. Seconded by Councilmember Juenemann Ayes-All APPROVAL OF AGENDA Councilmember Rossbach moved to approve the agenda as amended. K4. Removed from Agenda M1. South Leg Meeting M2. National Night Out M3. NEST M4. Eagles Nest Seconded by Councilmember Koppen Ayes-All APPOINTMENTS /PRESENTATIONS 1. 2004 Annual Financial Report and Audit City Council Meeting 06 -13 -05 Agenda Item D1 a. City Manager Fursman presented the report. b. Finance Director Faust presented specifics from the report. C. Chris Omdahl of KPMG reviewed the annual financial report and audit reports. Finance Director Faust presented the 2004 Comprehensive Financial Report 2. Certificate of Recognition —Eagle Scout Badge Award a. City Manager Fursman presented the report. b. Mayor Rossbach read the following certificate of recognition for Robert Wolter. Since, Mr. Wolter was not present, the certificate will be sent to him on behalf of the City: CERTIFICATE OF RECOGNITION and WHEREAS, the Eagle Scout Badge Award is the highest award in Boy Scouting; WHEREAS, to achieve this high honor, Boy Scouts must complete a minimum of 21 merit badges of which 12 are required in a myriad of educational and recreational categories; and WHEREAS, Eagle Scouts must plan and implement a significant leadership project involving a minimum of 100 hours of community service; and WHEREAS, only 3% of all Boy Scouts achieve this prestigious award; and NOW, THEREFORE, BE IT RESOLVED, that I, Mayor Bob Cardinal, and the Maplewood City Council do hereby congratulate Jacob Robert Wolter for his hard work, dedication, and commitment in earning the Boy Scout Eagle Award. G. CONSENTAGENDA Councilmember Koppen moved to approve items 1— 15. Richard Kirsh addressed improvement concerns council had on item 13, George's Auto Body, 1225 Frost Avenue, Maplewood. Seconded by Councilmember Rossbach Ayes -All 1. Approval of Claims ACCOUNTS PAYABLE: $ 32,531.98 Checks # 66984 thru # 66985 dated 5/20/05 thru 05/24/05 $ 134,001.76 Checks # 66985 thru # 67025 dated 05/20/05 thru 05/24/05 City Council Meeting 06 -13 -05 2 Agenda Item D1 $ 129,266.79 Disbursements via debits to checking account dated 05/13/05 thru 05/19/05 $ 209,958.52 Checks # 67026 thru # 67028 dated 05/24/05 $ 115,691.47 Checks # 67029 thru # 67090 dated 5/31/05 $ 3,381,269.62 Disbursements via debits to checking account dated 05/20/05 thru 02/25/05 $ 668,999.63 Checks # 67091 thru # 67143 dated 06/03/05 thru 06/07/05 $ 172,448.28 Disbursements via debits to checking account dated 05 -26 -05 thru 06 -02 -05 $ 4,844,168.05 Total Accounts Payable PAYROLL Payroll Checks and Direct Deposits dated $ 439,996.21 05/20/05 $ 2,673.00 Payroll Deduction check # 101394 thru # 101396 dated 05/20/05 Payroll Checks and Direct Deposits dated 06 -03- $ 452,420.85 05 $ 4,378.57 Payroll Deduction check # 101519 thru # 101523 dated 06 -03 -05 $ 899,468.63 Total Payroll $ 5,743,636.68 GRAND TOTAL 2. Food Permit Fee Waiver — The Donut Family — Maplewood Community Center Approved the fee waiver for The Donut Family at the Maplewood Community Center. 3. Carnival & Fireworks Fee Waiver — Ramsey County Fair Approved the fee waivers for the Ramsey County Fair, July 13` through July 17` 4. Fireworks Fee Waiver — Parks & Recreation — July 4` Celebration Approved the permits for fireworks and noise control for the City Parks and Recreation Department. 5. Lawful Gambling License — Kristie Larson — North Tartan Area Girls Basketball Booster Club City Council Meeting 06 -13 -05 3 Agenda Item D1 Adopted the following resolution approving the lawful gambling license for the North Tartan Area Girls Basketball Booster Club: RESOLUTION 05 -06 -082 BE IT HEREBY RESOLVED, by the City Council of Maplewood, Minnesota, that the premises permit for lawful gambling is approved for the North Tartan Area Girls Basketball Booster Club, 2009 East County Road D, Maplewood, Minnesota. FURTHERMORE, that the Maplewood City Council waives any objection to the timeliness of application for said permit as governed by Minnesota Statute §349.213. FURTHERMORE, that the Maplewood City Council requests that the Gambling Control Division of the Minnesota Department of Gaming approve said permit application as being in compliance with Minnesota Statute §349.213. NOW, THEREFORE, be it further resolved that this Resolution by the City Council of Maplewood, Minnesota, be forwarded to the Gambling Control Division for their approval. Authorize Acquisition of Tax - Forfeited Property: Parcel 15- 29 -22 -22 -0054 (Caves Addition — Drainage Pond) Adopted the following resolution requesting Ramsey County convey a parcel to Maplewood by a public use deed for permanent ponding and drainage purposes: RESOLUTION 05 -6 -083 DESIGNATING TAX - FORFEIT LANDS FOR ACQUISITION FOR PUBLIC PURPOSE WHEREAS, a certain parcel within the City of Maplewood has been designated by Ramsey County as forfeited due to non - payment of real estate taxes. and WHEREAS, Ramsey County has notified the City of Maplewood of this parcel and said parcel has been classified by Ramsey County as non - conservation. and WHEREAS, Minnesota Statute 282.01, Subd. 1, provides that the City may request a conveyance of said land for public purpose, and WHEREAS, the City Engineer has determined that said parcel is necessary and vital to the city's drainage and ponding system. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF MAPLEWOOD MINNESOTA: That the City of Maplewood hereby requests Ramsey County to convey the perpetual use of said parcel to the City of Maplewood for the public use purpose of a permanent drainage and ponding area site. City Council Meeting 06 -13 -05 Agenda Item D1 PIN Property Description Public Use Purpose 15- 29 -22 -22 -0054 Caves English Street Third Addition, Outlot A Drainage & Ponding Donation to Police Department From Sheet Metal Workers Federal Credit Union Accepted the $500 donation from the Sheet Metal Workers Federal Credit Union. Appropriation of Funds From Police Services Fund Approved the appropriation of $5,200 from the Police Services Fund. Approval of Water Ski Slalom Course Permit Approved the water ski slalom course and authorized the City Manger to sign future annual permits on behalf of the City of Maplewood. 10. Purchase of Two New Defibrillator Monitors Approved the purchase of Two Philips MRX defibrillators in the amount of $42,725. 11. Compliance with Reimbursement Bond Regulations Adopted the following resolution establishing procedures relating to compliance with reimbursement bond regulations under the Internal Revenue Code: RESOLUTION NO. 05 -06 -084 RESOLUTION ESTABLISHING PROCEDURES RELATING TO COMPLIANCE WITH REIMBURSEMENT BOND REGULATIONS UNDER THE INTERNAL REVENUE CODE BE IT RESOLVED by the City Council (the "Council') of the City of Maplewood, Minnesota (the "City "), as follows: Recitals (a) The Internal Revenue Service has issued Treasury Regulations, Section 1.150 -2 (as the same may be amended or supplemented, the "Regulations "), dealing with 'reimbursement bond" proceeds, being proceeds of bonds used to reimburse the City for any project expenditure paid by the City prior to the time of the issuance of those bonds. (b) The Regulations generally require that the City (as the issuer of or the primary obligor under the bonds) make a declaration of intent to reimburse itself for such prior expenditures out of the proceeds of subsequently issued bonds, that such declaration be made not later than 60 days after the expenditure is actually paid, and that the bonding occur and the written reimbursement allocation be made from the proceeds of such bonds within 18 months after the later of (1) the date of payment of the expenditure or (2) the date the project is placed in service (but in no event more than 3 years after actual payment). City Council Meeting 06 -13 -05 Agenda Item D1 (c) The City heretofore implemented procedures for compliance with the predecessor versions of the Regulations and desires to amend and supplement those procedures to ensure compliance with the Regulations. (d) The City's bond counsel has advised the City that the Regulations do not apply, and hence the provisions of this Resolution are intended to have no application, to payments of City project costs first made by the City out of the proceeds of bonds issued prior to the date of such payments. 2. Official Intent Declaration The Regulations, in the situations in which they apply, require the City to have declared an official intent (the "Declaration ") to reimburse itself for previously paid project expenditures out of the proceeds of subsequently issued bonds. The Council hereby authorizes the Finance Director to make the City's Declarations or to delegate from time to time that responsibility to other appropriate City employees. Each Declaration shall comply with the requirements of the Regulations, including without limitation the following: (a) Each Declaration shall be made not later than 60 days after payment of the applicable project cost and shall state that the City reasonably expects to reimburse itself for the expenditure out of the proceeds of a bond issue or similar borrowing. Each Declaration may be made substantially in the form of the Exhibit A which is attached to and made a part of this Resolution, or in any other format which may at the time comply with the Regulations. (b) Each Declaration shall (1) contain a reasonably accurate description of the "project," as defined in the Regulations (which may include the property or program to be financed, as applicable), to which the expenditure relates and (2) state the maximum principal amount of bonding expected to be issued for that project. (c) Care shall be taken so that the City, or its authorized representatives under this Resolution, not make Declarations in cases where the City doesn't reasonably expect that reimbursement bonds will be issued to finance the subject project costs, and the City officials are hereby authorized to consult with bond counsel to the City concerning the requirements of the Regulations and their application in particular circumstances. (d) The Council shall be advised from time to time on the desirability and timing of the issuance of reimbursement bonds relating to project expenditures for which the City has made Declarations. 3. Reimbursement Allocations If the City is acting as the issuer of the reimbursement bonds, the designated City officials shall also be responsible for making the "reimbursement allocations" described in the Regulations, being generally written allocations that evidence the City's use of the applicable bond proceeds to reimburse the original expenditures. 4. Effect. This Resolution shall amend and supplement all prior resolutions and /or procedures adopted by the City for compliance with the Regulations (or their predecessor versions), and, henceforth, in the event of any inconsistency, the provisions of this Resolution shall apply and govern. City Council Meeting 06 -13 -05 Agenda Item D1 EXHIBITA Declaration of Official Intent The undersigned, being the duly appointed and acting Finance Director of the City of Maplewood, Minnesota (the "City "), pursuant to and for purposes of compliance with Treasury Regulations, Section 1.150 -2 (the "Regulations "), under the Internal Revenue Code of 1986, as amended, hereby states and certifies on behalf of the City as follows: 1. The undersigned has been and is on the date hereof duly authorized by the City Council the City to make and execute this Declaration of Official Intent (the "Declaration ") for and on behalf of the City. 2. This Declaration relates to the following project, property or program (the "Project ") and the costs thereof to be financed: 3. The City reasonably expects to reimburse itself for the payment of certain costs of the Project out of the proceeds of a bond issue or similar borrowing (the "Bonds ") to be issued after the date of payment of such costs. As of the date hereof, the City reasonably expects that $ is the maximum principal amount of the Bonds which will be issued to finance the Project. 4. Each expenditure to be reimbursed from the Bonds is or will be a capital expenditure or a cost of issuance, or any of the other types of expenditures described in Section 1.150- 2(d)(3) of the Regulations. 5. As of the date hereof, the statements and expectations contained in this Declaration are believed to be reasonable and accurate. 12. Final Plat — Hillside Estates (Springside Drive, west of Sterling Street) Approved the Hillside Estates final plat. 13. Conditional Use Permit (CUP) Review - George's Auto Body (1225 Frost Avenue) Approved to review the conditional use permits for George's Auto Body Repair at 1225 Frost Avenue again in one year. 14. Conditional Use Permit (CUP) Review- Beaver Lake Townhouses (Lakewood Drive and Maryland Avenue) Approved to review the conditional use permit for the planned unit development for the Beaver Lake Town Houses at Maryland Avenue and Lakewood Drive again in one year or sooner if the owner proposes a major change to the site. 15. Carlton Street Improvements, Project 03 -22 — Resolution for Acceptance of Project Adopted the following resolution for the Carlton Street Improvements, City Project 03 -22, Acceptance of Project: City Council Meeting 06 -13 -05 Agenda Item D1 RESOLUTION 05 -06 -085 ACCEPTANCE OF PROJECT WHEREAS, the city engineer for the City of Maplewood has determined that the Carlton Street Improvements, City Project 03 -22, are complete and recommends acceptance of the project; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF MAPLEWOOD, MINNESOTA, that City Project 03 -22 is complete and maintenance of these improvements is accepted by the city. Release of any retainage or escrow is hereby authorized. H. PUBLIC HEARINGS 1. 7:00 p.m. County Road D Court Improvement, Project 04 -06 — Assessment Hearing and Resolution for Adoption of the Assessment Roll a. City Manager Fursman presented the report. b. Public Works Director AN presented specifics from the report. C. Mayor Cardinal opened the public hearing, calling for proponents or opponents. The following person was heard: None d. Mayor Cardinal closed the public hearing. Councilmember Rossbach moved to adopt the following resolution adopting the assessment roll for the County Road D Court Improvements, City Project 04 -06: RESOLUTION 05 -06 -086 ADOPTING ASSESSMENT ROLL WHEREAS, pursuant to a resolution adopted by the City Council on April 25, 2005, calling for a Public Hearing, the assessment roll for the County Road D Court Improvements, City Project 04 -06, was presented in a Public Hearing format, pursuant to Minnesota Statutes, Chapter 429, and WHEREAS, the following property owner has filed an objections to their assessments according to the requirements of Minnesota Statutes, Chapter 429, summarized as follows: James M. McMahon, 1290 County Road D E, requested undeveloped property deferment of the commercial portion of assessment for 5 years, or until the property is sold. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF MAPLEWOOD, MINNESOTA: City Council Meeting 06 -13 -05 Agenda Item D1 1. That the City Engineer and City Clerk are hereby instructed to make the following adjustment to the assessment roll for the County Road D Court Improvements, City Project 04 -06: James M. McMahon, 1290 County Road D E (PIN 42922110003): Grant undeveloped property deferment of commercial portion of assessment. The portion of the assessment which is currently payable has been reduced from $17,821.18 to $5,060.00. The amount of $12,761.18 shall be deferred for five years and shall remain in a deferred status until the property is sold for redevelopment or until October 1, 2010, which ever comes first. At that time, the deferred (suspended) assessment shall be recertified to Ramsey County as a 10 year assessment. The assessment shall continue to accrue annual interest at a rate of 6.1 % on the unpaid balance of the assessment per agreement with the city. 2. The assessment roll for the Road D Court Improvements, City Project 04 -06 as amended, is hereby accepted, a copy of which is attached hereto and made a part hereof, 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. 3. Such assessments shall be payable in equal annual installments extending over a period of 15 years, the first installments to be payable on or before the first Monday in January 2006, and shall bear interest at the rate of 6.1 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, 2005. To each subsequent installment when due shall be added interest for one year on all unpaid installments. 4. The owner of any property so assessed may, at any time prior to certification of the assessment to the county auditor, but no later than October 1, 2005, pay the whole of the assessment on such property, with interest accrued to the date of the payment, to the city clerk, except that no interest shall be charged if the entire assessment is paid within 30 days from the adoption of this resolution; and they may, at any time after October 1, 2005 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 October 1, 2005 but no later than November 15, 2005, 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. Seconded by Councilmember Koppen Ayes -All 7:15 p.m. T.H. 61 East Frontage Road Improvement, Project 04-25 — Assessment Hearing and Resolution for Adoption of the Assessment Roll City Manager Fursman presented the report. City Council Meeting 06 -13 -05 Agenda Item D1 Public Works Director AN presented specifics from the report. C. Mayor Cardinal opened the public hearing, calling for proponents or opponents. The following person was heard: None d. Mayor Cardinal closed the public hearing. Councilmember Rossbach moved to adopt the following resolution adopting the assessment roll for the T.H. 61 East Frontage Road Improvements, City Protect 04 -25: RESOLUTION 05 -06 -087 ADOPTING ASSESSMENT ROLL WHEREAS, pursuant to a resolution adopted by the City Council on April 25, 2005, calling for a public hearing, the assessment roll for the T.H. 61 East Frontage Road Improvements, City Project 04 -25, was presented in a public hearing format, 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: No objections had been filed as of June 7, 2005 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF MAPLEWOOD, MINNESOTA: 1. That the City Engineer and City Clerk are hereby instructed to review the objections received and report to the City Council at the regular meeting on June 27, 2005, as to their recommendations for adjustments. 2. The assessment roll for the Road T.H. 61 East Frontage Road Improvements, City Project 04 -25, as amended, without those property owners' assessments that have filed objections, a copy of which is attached hereto and made a part hereof, 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. 3. Such assessments shall be payable in equal annual installments extending over a period of 15 years, the first installments to be payable on or before the first Monday in January 2006, and shall bear interest at the rate of 5.0 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, 2005. To each subsequent installment when due shall be added interest for one year on all unpaid installments. 4. The owner of any property so assessed may, at any time prior to certification of the assessment to the county auditor, but no later than October 1, 2005, pay the whole of the assessment on such property, with interest accrued to the date of the payment, to the city clerk, except that no interest shall be charged if the entire assessment is paid City Council Meeting 06 -13 -05 10 Agenda Item D1 within 30 days from the adoption of this resolution; and they may, at any time after October 1, 2005 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 October 1, 2005 but no later than November 15, 2005, 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. Seconded by Councilmember Koppen Ayes-All AWARD OF BIDS Hazelwood Street Improvements, Project 03- 39 -St. John's Boulevard Resolution Approving the Revised Project Financing Plan Resolution Receiving Bids and Awarding Construction Contract City Manager Fursman presented the report. Public Works Director AN presented specifics from the report. Councilmember Koppen moved to approve the agreement with HealthEast St. John's Hospital for the Extension of St. John's Boulevard. Seconded by Councilmember Juenemann Ayes-All Councilmember Koppen moved to adopt the following resolution for Hazelwood Street Improvements, Protect 03 -39; approving the revised protect financing plan: RESOLUTION 05 -06 -088 REVISING PROJECT FINANCING PLAN FOR HAZELWOOD STREET IMPROVEMENTS CITY PROJECT 03 -39 WHEREAS, the City Council of Maplewood, Minnesota, has heretofore ordered the construction of Hazelwood Street Improvements, City Project 03 -39, and authorized the finance director to implement a financing plan for the project, and WHEREAS, the City Council of Maplewood, Minnesota, has entered into an agreement with HealthEast St. John's Hospital to acquire temporary and permanent easements and include the work of extending St. John's Boulevard as part of City Project 03 -39, and WHEREAS, said agreement includes the request by HealthEast St. John's Hospital to have their assessment under the project increased by $80,960 to offset the costs associated with extending St. John's Boulevard, and WHEREAS, this increase in assessments affects the financing plan for the Hazelwood Street Improvements, Project 03 -39, it is now expedient that the financing plan for the project be revised to reflect the increase in proposed assessments. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF MAPLEWOOD, MINNESOTA, that the finance director is hereby directed to revise the financing plan for the City Council Meeting 06 -13 -05 11 Agenda Item D1 Hazelwood Street Improvements, Project 03 -39 as follows: Street and Storm Assessments: $ 407,901 (28 %) Municipal State Aid Bonds: $935,951 (66 %) Tax Abatement Fund (# 432): $79,948 (6 %) Total: $1,423,800 (100 %) Seconded by Councilmember Juenemann Ayes-All Councilmember Koppen moved to adopt the following resolution awarding a bid to Forest Lake Contracting: RESOLUTION FOR AWARD OF BIDS 05 -06 -089 BE IT RESOLVED BY THE CITY COUNCIL OF MAPLEWOOD, MINNESOTA, that the bid of Forest Lake Contracting, Inc. in the amount of $894,492.60 is the lowest responsible bid for the construction of Hazelwood Street Improvements, City Project 03 -39, and the mayor and clerk are hereby authorized and directed to enter into a contract with said bidder for and on behalf of the city. The finance director is hereby authorized to make the financial transfers necessary to implement the financing plan for the project. Seconded by Councilmember Juenemann Ayes-All Public Works Building Expansion — City Project 03 -19 — Resolution for Receipt of Bids and Award of Construction Contract City Manager Fursman presented the report. Public Works Director AN presented specifics from the report. The electricity went out at city hall at 7.47 p.m. due to inclement weather. The meeting continued by flashlight. Councilmember Koppen moved to adopt the following resolution receiving all bids for the construction of the Public Works Buildina Addition. Citv Proiect 03 -19. acceptina the withdrawal of the low bid of Merrimac Construction, and awarding a construction contract to Jorqenson Construction in the amount of $2,138,260, which includes Bid Alternates #1, #6, and #9 RESOLUTION05 -06 -092 RECEIVING PROJECT BIDS APPROVING THE WITHDRAWAL OF BID IN ERROR AWARDING CONTRACT FOR BUILDING EXPANSION WHEREAS, pursuant to resolution passed by the city council on April 25, 2005, plans and specifications for the Public Works Building Expansion, City Project 03 -19, were prepared by (or under the direction of) the city engineer, and bids were received on June 7, 2005, as follows: Building Expansion Bid Amount Architect's Estimate $2,100,000 City Council Meeting 06 -13 -05 12 Agenda Item D1 Merrimac Construction $1,933,395 Jorgenson Construction $2,097,000 Greystone Construction $2,165,495 Weber, Inc. $2,176,000 Lund Martin Construction $2,176,000 Ebert Construction $2,192,000 CM Construction $2,192,000 Arkay Construction $2,193,000 Rochon Construction $2,242,000 Shaw Lundquist Construction $2,282,549 Falls & Nyhusmoen Construction $2,363,000 WHEREAS, Bid Alternates Number 1 through 9 were also received and the Public Works Director has recommended the addition of Bid Alternates #1, #6 and #9 to further enhance the project, and WHEREAS, the lowest responsible bidder, Merrimac Construction, has immediately notified the Project Architect of an error in their bidder requiring their withdrawal of the bid, and WHEREAS, Jorgenson Construction has provided the lowest responsible bid. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF MAPLEWOOD, MINNESOTA: 1. The bids received for the Building Expansion are hereby received and the Public Works Director is hereby directed to return the bid bonds accompanying said bids to all bidders upon the successful contract execution by the low bidder. The bid of Merrimac Construction is hereby approved to be withdrawn. 2. The bid of Jorgenson Construction in the amount of $2,138,260, which includes Bid Alternates #1, #6 and #9, is the lowest responsible bid for the construction of the Public Works Building Expansion. The mayor and manager are hereby authorized and directed to enter into a contract with said bidder for and on behalf of the city. Seconded by Councilmember Rossbach Ayes -All J. UNFINISHED BUSINESS None K. NEW BUSINESS 1. Trout Land Auto Dealerships (Lexus Auto Service Center - Highway 61 and New County Road D) a. City Manager Fursman presented the report. b. Planner Ekstrand presented the specifics of the report. C. Commissioner Ahlness presented the Maplewood Planning Commission report. d. Boardmember Olson presented the Community Design Review Board report. City Council Meeting 06 -13 -05 13 Agenda Item D1 e. Brian Teeters, Ryan Companies, on behalf of Bloomer Properties answered council questions. Councilmember Koppen moved to adopt the following resolution approving a conditional use permit for an automobile service center on Lot 1. Block 1. Trout Land: VACATION RESOLUTION 05 -06 -090 CONDITIONAL USE PERMIT RESOLUTION WHEREAS, Brian Teeters, of the Ryan Companies, applied for a conditional use permit for an automobile- repair garage. WHEREAS, this permit applies to property located between Highway 61 and the future County Road D Extension. The legal description is: LOT 1, BLOCK 1, TROUT LAND WHEREAS, the history of this conditional use permit is as follows: On May 16, 2005, the planning commission held a public hearing to review this proposal. City Staff published a notice in the paper and sent notices to the surrounding property owners as required by law. The planning commission gave everyone at the hearing a chance to speak and present written statements. The planning commission also considered the report and recommendation of the city staff. The planning commission recommended that the city council approve this permit. The city council held a public meeting on June 13, 2005, to review this proposal. The council considered the report and recommendations of the city staff and planning commission. NOW, THEREFORE, BE IT RESOLVED that the city council approve the above - described conditional use permit because: 1. The use would be located, designed, maintained, constructed and operated to be in conformity with the City's Comprehensive Plan and Code of Ordinances. 2. The use would not change the existing or planned character of the surrounding area. 3. The use would not depreciate property values. The use would not involve any activity, process, materials, equipment or methods of operation that would be dangerous, hazardous, detrimental, disturbing or cause a nuisance to any person or property, because of excessive noise, glare, smoke, dust, odor, fumes, water or air pollution, drainage, water run -off, vibration, general unsightliness, electrical interference or other nuisances. The use would generate only minimal vehicular traffic on local streets and would not create traffic congestion or unsafe access on existing or proposed streets. 6. The use would be served by adequate public facilities and services, including streets, police and fire protection, drainage structures, water and sewer systems, schools and parks. City Council Meeting 06 -13 -05 14 Agenda Item D1 7. The use would not create excessive additional costs for public facilities or services. The use would maximize the preservation of and incorporate the site's natural and scenic features into the development design. 9. The use would cause minimal adverse environmental effects. 10. Automotive sales and repair facilities are accepted uses in M1 districts subject to appropriate conditions. 11. Automotive uses, such as these, have been considered part of the Trout Land commercial development plan all along. 12. In the development agreement for Trout Land, the city council allowed a reduction of the setback from the County Road D extension with the idea that an automotive use would be known to any would -be owners of the future town homes across New County Road D. Furthermore, the council required that these automotive - related buildings observe a 350 -foot separation from the existing single - family home sites to the west. Approval is subject to the following conditions: All construction shall follow the site plan that the city stamped May 3, 2005. The Director of Community Development may approve minor changes. 2. The proposed construction must be substantially started or the proposed use utilized within one year of council approval or the permit shall become null and void. The council may extend this deadline for one year. The city council shall review this permit in one year. 4. Vehicle transport deliveries to this site are prohibited unless the site is designed to accommodate this activity entirely within the property. The unloading of vehicles on the street or highway right -of -way is prohibited. This condition also applies to the delivery of parts to this building. The applicant or current owner of this property shall dedicate a cross easement on or across this site for Sparkle Auto or provide an acceptable alternative across other properties. This cross easement, or any alternative, shall be subject to the city engineer's approval. 6. All building- mounted and ground- mounted lights must be down -lit to prevent light spread beyond the site boundaries. Lighting fixtures must be designed so the lens and bulbs are not visible from any surrounding homes. Seconded by Mayor Cardinal Ayes -All Councilmember Koppen moved to approve the site and landscaping plans date - stamped May 3, 2005 and the building elevations submitted to the community design review board on May 24, 2005 for the Lexus Service Center south of Sparkle Auto on the Trout Land development property. Approval is subject to the following conditions: City Council Meeting 06 -13 -05 15 Agenda Item D1 Repeat this review in two years if the city has not issued a building permit for this project. Comply with all requirements of the city engineer. Before getting a building permit, the applicant shall: a. Dedicate a cross easement on or across this site for Sparkle Auto or provide an acceptable alternative across other properties. This cross easement, or any alternative, shall be subject to the city engineer's approval. b. Provide evidence that cross easements have been granted between all effected property owners for the shared access driveway to the County Road D extension. c. Meet all requirements of the assistant city engineer's report dated May 6, 2005. d. Revise the site plan for staff approval providing: El A five -foot pavement setback from the south lot line. A 20 -foot parking lot setback from the northerly lot line where the site abuts residential property. Customer and employee parking spaces that measure at least nine feet wide and drive aisles that measure at least 24 feet wide. These dimensions may be less for inventory parking, but drive aisles must be at least 20 feet wide. There must also be enough handicap- accessible parking spaces provided to meet ADA requirements for customers and employees. The number and placement of these spaces shall be determined by staff. The location and design of a screening enclosure for trash and recyclable materials, unless such containers are to be kept inside. Trash enclosures must be compatible with the building in materials and design and must have a 100 percent opaque closeable gate. e. Revise the landscaping plan for staff approval providing for: More plantings along the north lot line adjacent to the single dwelling property to the north. Code requires a six - foot -tall and 80 percent opaque screen here to buffer the parking lot from this neighbor. El Additional trees along the highway frontage for a tree spacing of 30 feet on center rather than the 50 -foot spacing proposed. . Three additional trees along the County Road D frontage to create a fuller tree line. These trees are shown at 30 feet on center. A tighter planting row will help City Council Meeting 06 -13 -05 16 Agenda Item D1 to buffer the site from the future town homes to the west. The applicant shall work with staff to enhance the landscaping located on the south side of the building to ensure an attractive landscape design for future developments located to the south of the site. f. Provide engineered plans for any retaining walls that exceed four feet in height. Any walls over four feet in height must also have a fence on top. Revise the architectural plans to show the window frames on the building to match the existing window frames on the Lexus Automobile Dealership building located across the highway (3000 Highway 61). In addition, the plans must show that all retaining walls are designed and constructed of materials which are compatible to the building materials. h. Have a recorded plat so the subject lot is a legally buildable site. A cash escrow or an irrevocable letter of credit for all required exterior improvements. The amount shall be 150 percent of the cost of the work. j. Submit detailed plans for screening the rooftop mechanical units for staff approval. The plan must attempt to reduce any negative visual impact caused by the units on the residential property owners to the west. This can be accomplished by combining the mechanical units or vents, installing the units toward the center of the roof or some other acceptable method. 4. Obtain the required permit from the Ramsey /Washington Metro Watershed District. 5. Comply with all requirements of the Maplewood Building Official and Fire Marshal. 6. Install lawn irrigation as required by code. 7. Comply with the city's lighting ordinance. 8. Install a stop sign at the driveway intersection at County Road D. 9. Construct the shared - access driveway with pavement and curbing. Escrow may be accepted in lieu of full completion in consideration of curb cuts that will be needed for the two southerly sites. 10. If any required work is not done, the city may allow temporary occupancy if: . The city determines that the work is not essential to the public health, safety or welfare. . The above - required letter of credit or cash escrow is held by the City of City Council Meeting 06 -13 -05 17 Agenda Item D1 Maplewood for all required exterior improvements. The owner or contractor shall complete any unfinished exterior improvements by June 1 if occupancy of the building is in the fall or winter, or within six weeks of occupancy of the building if occupancy is in the spring or summer. 11. All work shall follow the approved plans and these conditions. The director of community development may approve minor changes. 12. The review board noted that the lighting plan is not included in this proposal. A new lighting plan must be submitted for review by the community design review board. The plan must ensure no negative lighting impacts to the residential properties located to the west by such means as reducing the light pole heights, reducing the number of lights, using a downcast lighting fixture, etc. Seconded by Councilmember Rossbach Ayes -All Rolling Hills Manufactured Home Park (1375 Century Avenue) Roadway Easement Vacation (Marylake Road — west of Century Avenue) Conditional Use Permit Review City Manager Fursman presented the report. Planner Roberts presented specifics of the report. The electricity came back on in city hall at 8.45 p.m. A five minute break was taken. C. Richard Gabriel, Attorney representing Rolling Hills, answered council questions. Commissioner Ahlness presented the Planning Commission Report. Councilmember Juenemann moved to adopt the following resolution approving the vacation of the unused Mary Lake Road street easement that is west of Century Avenue: VACATION RESOLUTION 05 -06 -091 WHEREAS, Mr. Richard N. Pearson and Ms. Jean M. Pearson, the adjacent property owners, applied to the city for the vacation of the following: The 80- foot -wide Mary Lake Road street that is west of Century Avenue and that is under the Rolling Hills Manufactured Home Community described as follows: The 80- foot -wide street described in document number 1664801 that is west of the west right -of -way line of Century Avenue as follows: Parcel No. 1 The North forty (40) feet of the Northeast Quarter (NE' /) of the Southeast Quarter (SE /) of Section 24, T. 29, R. 22, according to the United States Government Survey thereof on file and of record in the office of the Register of Deeds in and for said Ramsey County. City Council Meeting 06 -13 -05 18 Agenda Item D1 Parcel No. 2 The South forty (40) feet of all that part of the Southeast Quarter (SE '/) of the Northeast Quarter (NE' /) of Section 24, T. 29, R. 22, lying South of a line drawn from the Southwesterly corner of said Southeast Quarter (SE '/) of said Northeast Quarter (NE '/) extending thence Northeasterly in a direct line to a point which is the intersection of the Southerly line of the right of way of the Chicago, St. Paul, Minneapolis and Omaha Railway with the Westerly line of the highway running along the East side of said Quarter Section, containing 13.25 acres, more or less according to the United States Government Survey thereof on file and of record in the office of the Register of Deeds in and for said Ramsey County. All in Maplewood, Ramsey County, in Section 24, Township 29, Range 22. WHEREAS, the history of this vacation is as follows: 1. On May 16, 2005, the planning commission held a public hearing about this proposed vacation. The city staff published a notice in the paper and sent notices to the surrounding property owners. The planning commission gave everyone at the hearing a chance to speak and present written statements. The planning commission also considered reports and recommendations of the city staff. The planning commission recommended that the city council approve the vacation. 2. On June 13, 2005, the city council reviewed this proposal. The council also considered reports and recommendations of the city staff and planning commission. WHEREAS, after the city approves this vacation, the public fee interest in the property will go to the following described properties: The Northeast Quarter (NE' /) of the Southeast Quarter (SE' /) of Section 24, Township 29, Range 22, according to the United States Government Survey thereof on file and of record in the Ramsey County Recorders Office (PIN 24 -29- 22-41- 0002). That part of the Southeast Quarter (SE' /) of the Northeast Quarter (NE '/) of Section 24, Township 29, Range 22, lying South of a line drawn from the Southwesterly corner of said Southeast Quarter (SE '/) of said Northeast Quarter (NE '/) extending thence Northeasterly in a direct line to a point which is the intersection of the Southerly line of the right of way of the Chicago, St. Paul, Minneapolis and Omaha Railway with the Westerly line of the highway running along the East side of said Quarter Section, according to the United States Government Survey thereof on file and of record in the Ramsey County Recorders Office. (PIN 24- 29- 22 -14- 0003). NOW, THEREFORE, BE IT RESOLVED that the city council approve the above - described vacation for the following reasons: It is in the public interest. The city and the property owners do not need or use the existing Parcel No. 1 or Parcel No. 2 for street purposes. City Council Meeting 06 -13 -05 19 Agenda Item D1 The two properties adjacent to Parcel No. 1 and Parcel No. 2 have adequate street access. This vacation is subject to the property owner granting to the city an access easement for ingress and egress purposes over and across the north 30.00 feet of the south 126 feet of the Southeast Quarter of the Northeast Quarter of Section 24, Township 29, Range 22 (more commonly known as Ryan Drive lying west of Century Avenue in Ramsey County) to allow the city ingress and egress between Century Avenue and the city -owned property to the west of the Rolling Hills Manufactured Home Park. Seconded by Councilmember Koppen Ayes-All Councilmember Koppen moved to approve the conditional use permit for the first and second additions of the Rolling Hills Manufactured Home Park again in five years or sooner if a problem arises or if the owner proposes a major change to the park. Seconded by Councilmember Rossbach Ayes-All Request for Funds for Outside Classification Consultant. City Manager Fursman presented the report. Sherrie Le, Human Resource Director presented the specifics of the report Councilmember Koppen move to approve up to $5,000 from the City reserves to pay for the cost of a consultant to study the reclassification of employee positions. Seconded by Councilmember Rossbach Ayes-All 2005 -2006 Dispatcher Labor Agreement This item was removed from the agenda. Mayor Cardinal moved to address Item K9. Seconded by Councilmember Rossbach Ayes-All Conditional Use Permit (CUP) Revision — Liberty Classical Academy (1717 English Street) City Manager Fursman presented the report. Planner Roberts presented specifics of the report. C. The following persons were heard: Commissioner Ahlness, presented the Maplewood Planning Commission Report. The following persons were heard: Kathy Smith, representing Liberty Classical Academy Rebecca Hegstrom, Director, Liberty Classical Academy Councilmember Koppen moved to adopt the following resolution approving a revision to City Council Meeting 06 -13 -05 20 Agenda Item D1 the conditional use permit for the Liberty Classical Academy to operate a school in the church building at 1717 English Street: CONDITIONAL USE PERMIT REVISION RESOLUTION 05 -06 -093 WHEREAS, Ms. Kathy Smith, representing Liberty Classical Academy, is requesting that Maplewood approve a revision to the conditional use permit for a school to operate in an existing church. WHEREAS, this permit applies to the property at 1717 English Street. The legal description is: The North 262 feet of the South 531.5 feet of the East '/2 of the SE '/ of the SE '/, subject to streets, in Section 16, Township 29, Range 22 (PIN 16- 29 -22 -44 -0021) WHEREAS, the history of this conditional use permit is as follows: On May 16, 2005, the planning commission held a public hearing and recommended that the city council approve this permit. The city staff published a notice in the paper and sent notices to the surrounding property owners. The planning commission gave everyone at the hearing a chance to speak and present written statements. The planning commission also considered reports and recommendations of the city staff. The planning commission recommended that the city council approve the permit. 2. On June 13, 2005, the city council reviewed this proposal. At this meeting the council considered reports and recommendations of the city staff and planning commission. The council also gave everyone at the meeting a chance to speak and present written statements. NOW, THEREFORE, BE IT RESOLVED that the council approve the above - described conditional use permit based on the building and site plans. The city approves this permit because: 1. The use would be located, designed, maintained, constructed and operated to be in conformity with Maplewood's Comprehensive Plan and Code of Ordinances. 2. The use would not change the existing or planned character of the surrounding area. 3. The use would not depreciate property values. 4. The use would not involve any activity, process, materials, equipment or methods of operation that would be dangerous, hazardous, detrimental, disturbing or cause a nuisance to any person or property, because of excessive noise, glare, smoke, dust, odor, fumes, water or air pollution, drainage, water run -off, vibration, general unsightliness, electrical interference or other nuisances. 5. The use would generate only minimal vehicular traffic on local streets and would not create traffic congestion or unsafe access on existing or proposed streets. 6. The use would be served by adequate public facilities and services, including streets, police and fire protection, drainage structures, water and sewer systems, schools and parks. City Council Meeting 06 -13 -05 21 Agenda Item D1 7. The use would not create excessive additional costs for public facilities or services. 8. The use would maximize the preservation of and incorporate the site's natural and scenic features into the development design. 9. The use would cause minimal adverse environmental effects. Approval is subject to the following conditions: 1. The school use shall follow the plans dated April 12, 2005 '� � a 6 -rood, ' ^ ^ 3 , as approved by the city. The director of community development may approve minor changes. 2. The proposed school expansion must be started in this location within one year after council approval or the permit shall end. The council may extend this deadline for one year. 3. The school shall have no more than 120 64 students. 4. The property owner or manager shall sweep and stripe the parking lot before the school occupies their space. This shall include having two handicapped parking spaces in the parking area west of the building near the entrance to the school space. 5. The school, the church, the fire marshal and the city building official shall agree on a plan for the school and the church to make the required life safety and building improvements to the building. This plan shall include the installation of: a. The required fire protection (sprinkler) systems. b. An early warning fire protection system (smoke detection and monitoring). c. Additional emergency lights and exit signs (if necessary). d. Updated doors and hardware. e. The necessary changes to meet the handicapped accessibility code requirements. f. A proper address on the building. g. Any other changes the fire marshal or the building official deem necessary. h. All the improvements and chanaes listed in and shall meet all the conditions listed in David Fisher's memo dated April 25, 2005. 6. The city council shall review this permit revision in one year. Seconded by Councilmember Rossbach Ayes -All 5. Capital Improvement Plan for 2006 -2010 a. City Manager Fursman presented the report. b. Finance Director Faust presented the specifics of the report. City Council Meeting 06 -13 -05 22 Agenda Item D1 C. Planner Roberts reported what occurred at the Planning Commission Meeting. Councilmember Koppen moved to adopt the following resolution approving the Capital Improvement Plan: RESOLUTION 05 -06 -094 WHEREAS, the 2006 -2010 Capital Improvement Plan coordinates the timing and financing of major equipment purchases and construction projects, and WHEREAS, the 2006 -2010 C.I.P. is a planning tool for City staff and elected officials, and WHEREAS, it is important to follow the construction and financing schedule on pages 1 -8 and 1 -9 in the C.I.P. in order to fully utilize the City's engineering staff and minimize the need for consultant engineers, and NOW THEREFORE, BE IT RESOLVED, that the 2006 -2010 C.I.P. is hereby adopted as a planning document, and BE IT FURTHER RESOLVED, the construction and financing schedule on pages 1 -8 and 1 -9 in the C.I.P. will be followed to the greatest extent possible. Seconded by Mayor Cardinal Ayes-All Councilmember Koppen moved to run the Capital Improvement Plan video following the meeting. Seconded by Mayor Cardinal Ayes-All 6. Water Surcharge a. City Manager Fursman presented the report. b. Finance Director Faust presented specifics from the report. Councilmember Koppen moved to approve the proposed water surcharge fee of $.070 Seconded by Councilmember Juenemann Ayes-All 7. Preliminary Approval of Improvement Bond Issue a. City Manager Fursman presented the report. b. Finance Director Faust presented specifics from the report. Councilmember Koppen moved to adopt the attached resolution that provides preliminary approval for the sale of $2,115,000 General Obligation Improvement Bonds and schedule a special Council meeting at 5:00 p.m. on Thursday, July 21 for a bid award on the bond issue: City Council Meeting 06 -13 -05 23 Agenda Item D1 RESOLUTION 05 -06 -095 PROVIDING FOR THE COMPETITIVE NEGOTIATED SALE OF $2,115,000 GENERAL OBLIGATION IMPROVEMENT BONDS, SERIES 2005A A. WHEREAS, the City Council of the City of Maplewood, Minnesota (the "City "), has heretofore determined that it is necessary and expedient to issue $2,115,000 General Obligation Improvement Bonds, Series 2005A (the 'Bonds "), to finance various improvement projects within the City; and B. WHEREAS, the City has retained Springsted Incorporated, in Saint Paul, Minnesota ( "Springsted "), as its independent financial advisor and is therefore authorized to sell these obligations by a competitive negotiated sale in accordance with Minnesota Statutes, Section 475.60, Subdivision 2(9); and NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Maplewood, Minnesota, as follows: 1. Authorization The City Council hereby authorizes Springsted to solicit proposals for the competitive negotiated sale of the Bonds. 2. Meeting; Proposal Opening This City Council shall meet at the time and place specified in the Terms of Proposal attached hereto as Exhibit A for the purpose of considering proposals for, and awarding the sale of, the Bonds. The proposals shall be received at the offices of Springsted and shall be opened at the time specified in such Terms of Proposal. 3. Terms of Proposal The terms and conditions of the Bonds and the negotiation thereof are fully set forth in the "Terms of Proposal" attached hereto as Exhibit A and hereby approved and made a part hereof. 4. Official Statement In connection with the sale, the City Clerk, Mayor and other officers or employees of the City are hereby authorized to cooperate with Springsted and participate in the preparation of an official statement for the Bonds, and to execute and deliver it on behalf of the City upon its completion. EXHIBIT A TERMS OF PROPOSAL $2,115,000 CITY OF MAPLEWOOD, MINNESOTA GENERAL OBLIGATION IMPROVEMENT BONDS, SERIES 2005A (BOOK ENTRY ONLY) Proposals for the Bonds will be received on Thursday, July 21, 2005, until 10:00 A.M., Central Time, at the offices of Springsted Incorporated, 380 Jackson Street, Suite 300, Saint Paul, Minnesota, after which time they will be opened and tabulated. Consideration for award of the City Council Meeting 06 -13 -05 24 Agenda Item D1 Bonds will be by the City Council at 5:00 P.M., Central Time, of the same day. SUBMISSION OF PROPOSALS Springsted will assume no liability for the inability of the bidder to reach Springsted prior to the time of sale specified above. All bidders are advised that each Proposal shall be deemed to constitute a contract between the bidder and the City to purchase the Bonds regardless of the manner in which the Proposal is submitted. (a) Sealed Bidding. Proposals may be submitted in a sealed envelope or by fax (651) 223 -3046 to Springsted. Signed Proposals, without final price or coupons, may be submitted to Springsted prior to the time of sale. The bidder shall be responsible for submitting to Springsted the final Proposal price and coupons, by telephone (651) 223 -3000 or fax (651) 223 -3046 for inclusion in the submitted Proposal. OR (b) Electronic Bidding_ . Notice is hereby given that electronic proposals will be received via PARIT . For purposes of the electronic bidding process, the time as maintained by PARITY shall constitute the official time with respect to all Bids submitted to PARITY Each bidder shall be solely responsible for making necessary arrangements to access PARITIY`' for purposes of submitting its electronic Bid in a timely manner and in compliance with the requirements of the Terms of Proposal. Neither the City, its agents nor PARITY shall have any duty or obligation to undertake registration to bid for any prospective bidder or to provide or ensure electronic access to any qualified prospective bidder, and neither the City, its agents nor PARITY shall be responsible for a bidder's failure to register to bid or for any failure in the proper operation of, or have any liability for any delays or interruptions of or any damages caused by the services of PARITY The City is using the services of PARITY solely as a communication mechanism to conduct the electronic bidding for the Bonds, and PARITY is not an agent of the City. If any provisions of this Terms of Proposal conflict with information provided by PARITY this Terms of Proposal shall control. Further information about PARITY including any fee charged, may be obtained from: PARITY 1359 Broadway, 2"' Floor, New York, New York 10018 Customer Support: (212) 849 -5000 DETAILS OF THE BONDS The Bonds will be dated August 1, 2005, as the date of original issue, and will bear interest payable on February 1 and August 1 of each year, commencing August 1, 2006. Interest will be computed on the basis of a 360 -day year of twelve 30 -day months. The Bonds will mature February 1 in the years and amounts as follows: 2007 $ 80,000 2011 $145,000 2015 $145,000 2019 $140,000 2008 $150,000 2012 $145,000 2016 $145,000 2020 $140,000 2009 $150,000 2013 $145,000 2017 $145,000 2021 $145,000 2010 $150,000 2014 $145,000 2018 $145,000 Proposals for the Bonds may contain a maturity schedule providing for a combination of serial bonds and term bonds. All term bonds shall be subject to mandatory sinking fund redemption and must City Council Meeting 06 -13 -05 25 conform to the maturity schedule set forth above at a price of par plus accrued interest to the date of redemption. In order to designate term bonds, the proposal must specify "Years of Term Maturities" in the spaces provided on the Proposal Form. BOOK ENTRY SYSTEM The Bonds will be issued by means of a book entry system with no physical distribution of Bonds made to the public. The Bonds will be issued in fully registered form and one Bond, representing the aggregate principal amount of the Bonds maturing in each year, will be registered in the name of Cede & Co. as nominee of The Depository Trust Company ( "DTC "), New York, New York, which will act as securities depository of the Bonds. Individual purchases of the Bonds may be made in the principal amount of $5,000 or any multiple thereof of a single maturity through book entries made on the books and records of DTC and its participants. Principal and interest are payable by the registrar to DTC or its nominee as registered owner of the Bonds. Transfer of principal and interest payments to participants of DTC will be the responsibility of DTC; transfer of principal and interest payments to beneficial owners by participants will be the responsibility of such participants and other nominees of beneficial owners. The purchaser, as a condition of delivery of the Bonds, will be required to deposit the Bonds with DTC. REGISTRAR The City will name the registrar, which shall be subject to applicable SEC regulations. The City will pay for the services of the registrar. OPTIONAL REDEMPTION The City may elect on February 1, 2015, and on any day thereafter, to prepay Bonds due on or after February 1, 2016. Redemption may be in whole or in part and if in part at the option of the City and in such manner as the City shall determine. If less than all Bonds of a maturity are called for redemption, the City will notify DTC of the particular amount of such maturity to be prepaid. DTC will determine by lot the amount of each participant's interest in such maturity to be redeemed and each participant will then select by lot the beneficial ownership interests in such maturity to be redeemed. All prepayments shall be at a price of par plus accrued interest. SECURITY AND PURPOSE The Bonds will be general obligations of the City for which the City will pledge its full faith and credit and power to levy direct general ad valorem taxes. In addition the City will pledge special assessments against benefited properties. The proceeds will be used to finance various improvement projects within the City. TYPE OF PROPOSALS Proposals shall be for not less than $2,093,850 and accrued interest on the total principal amount of the Bonds. Proposals shall be accompanied by a Good Faith Deposit ( "Deposit ") in the form of a certified or cashier's check or a Financial Surety Bond in the amount of $21,150, payable to the order of the City. If a check is used, it must accompany the proposal. If a Financial Surety Bond is used, it must be from an insurance company licensed to issue such a bond in the State of Minnesota, and preapproved by the City. Such bond must be submitted to Springsted Incorporated prior to the opening of the proposals. The Financial Surety Bond must identify each underwriter whose Deposit is guaranteed by such Financial Surety Bond. If the Bonds are awarded to an underwriter using a Financial Surety Bond, then that purchaser is required to submit its Deposit to Springsted Incorporated in the form of a certified or cashier's check or wire transfer as instructed by Springsted Incorporated not later than 3:30 P.M., Central Time, on the next business day following the award. If such Deposit is not City Council Meeting 06 -13 -05 28 received by that time, the Financial Surety Bond may be drawn by the City to satisfy the Deposit requirement. The Deposit received from the purchaser, the amount of which will be deducted at settlement and no interest will accrue to the purchaser, will be deposited by the City. In the event the purchaser fails to comply with the accepted proposal, said amount will be retained by the City. No proposal can be withdrawn or amended after the time set for receiving proposals unless the meeting of the City scheduled for award of the Bonds is adjourned, recessed, or continued to another date without award of the Bonds having been made. Rates shall be in integral multiples of 5/100 or 1/8 of 1 %. Rates must be in level or ascending order. Bonds of the same maturity shall bear a single rate from the date of the Bonds to the date of maturity. No conditional proposals will be accepted. Att1-� The Bonds will be awarded on the basis of the lowest interest rate to be determined on a true interest cost (TIC) basis. The City's computation of the interest rate of each proposal, in accordance with customary practice, will be controlling. The City will reserve the right to: (i) waive non - substantive informalities of any proposal or of matters relating to the receipt of proposals and award of the Bonds, (ii) reject all proposals without cause, and (iii) reject any proposal that the City determines to have failed to comply with the terms herein. BOND INSURANCE AT PURCHASER'S OPTION If the Bonds qualify for issuance of any policy of municipal bond insurance or commitment therefor at the option of the underwriter, the purchase of any such insurance policy or the issuance of any such commitment shall be at the sole option and expense of the purchaser of the Bonds. Any increased costs of issuance of the Bonds resulting from such purchase of insurance shall be paid by the purchaser, except that, if the City has requested and received a rating on the Bonds from a rating agency, the City will pay that rating fee. Any other rating agency fees shall be the responsibility of the purchaser. Failure of the municipal bond insurer to issue the policy after Bonds have been awarded to the purchaser shall not constitute cause for failure or refusal by the purchaser to accept delivery on the Bonds. CUSIP NUMBERS If the Bonds qualify for assignment of CUSIP numbers such numbers will be printed on the Bonds, but neither the failure to print such numbers on any Bond nor any error with respect thereto will constitute cause for failure or refusal by the purchaser to accept delivery of the Bonds. The CUSIP Service Bureau charge for the assignment of CUSIP identification numbers shall be paid by the purchaser. SETTLEMENT Within 40 days following the date of their award, the Bonds will be delivered without cost to the purchaser through DTC in New York, New York. Delivery will be subject to receipt by the purchaser of an approving legal opinion of Briggs and Morgan, Professional Association, of Saint Paul and Minneapolis, Minnesota, and of customary closing papers, including a no- litigation certificate. On the date of settlement, payment for the Bonds shall be made in federal, or equivalent, funds that shall be received at the offices of the City or its designee not later than 12:00 Noon, Central Time. Unless compliance with the terms of payment for the Bonds has been made impossible by action of the City, or its agents, the purchaser shall be liable to the City for any loss suffered by the City by reason of the purchaser's non - compliance with said terms for payment. CONTINUING DISCLOSURE City Council Meeting 06 -13 -05 29 On the date of actual issuance and delivery of the Bonds, the City will execute and deliver a Continuing Disclosure Undertaking (the "Undertaking ") whereunder the City will covenant for the benefit of the owners of the Bonds to provide certain financial and other information about the City and notices of certain occurrences to information repositories as specified in and required by SEC Rule 15c2- 12(b)(5). OFFICIAL STATEMENT The City has authorized the preparation of an Official Statement containing pertinent information relative to the Bonds, and said Official Statement will serve as a nearly final Official Statement within the meaning of Rule 15c2 -12 of the Securities and Exchange Commission. For copies of the Official Statement or for any additional information prior to sale, any prospective purchaser is referred to the Financial Advisor to the City, Springsted Incorporated, 380 Jackson Street, Suite 300, Saint Paul, Minnesota 55101, telephone (651) 223 -3000. The Official Statement, when further supplemented by an addendum or addenda specifying the maturity dates, principal amounts and interest rates of the Bonds, together with any other information required by law, shall constitute a "Final Official Statement' of the City with respect to the Bonds, as that term is defined in Rule 15c2 -12. By awarding the Bonds to any underwriter or underwriting syndicate submitting a proposal therefor, the City agrees that, no more than seven business days after the date of such award, it shall provide without cost to the senior managing underwriter of the syndicate to which the Bonds are awarded 85 copies of the Official Statement and the addendum or addenda described above. The City designates the senior managing underwriter of the syndicate to which the Bonds are awarded as its agent for purposes of distributing copies of the Final Official Statement to each Participating Underwriter. Any underwriter delivering a proposal with respect to the Bonds agrees thereby that if its proposal is accepted by the City (i) it shall accept such designation and (ii) it shall enter into a contractual relationship with all Participating Underwriters of the Bonds for purposes of assuring the receipt by each such Participating Underwriter of the Final Official Statement. Seconded by Mayor Cardinal Ayes-All 8. Requests for Proposals (RFP) — City Recycling Services City Manager Fursman presented the report. Environmental Management Specialist Konewko gave the specifics of the report. Councilmember Juenemann moved to approve the attached (Attachment A) Request for Proposal (RFP) for recycling services for the city and authorize approval for the release of the RFP. Seconded by Councilmember Rossbach Ayes-All 10. Twin Cities Capitol Community Fund Participation Agreement City Manager Fursman presented the report. Assistant City Manager Coleman presented the specifics of the report. Councilmember Juenemann moved to authorize city staff to execute the following Participation Agreement and Loan Fund Agreement for TCCCF. Funding for this program is available in the Redevelopment Fund. There are proceeds forms the sale of the Larpenteur Avenue properties in the fund that the city can apply to this activity: City Council Meeting 06 -13 -05 30 A.. Wnikknit Cnp itaj, Meanbot tgntm mml mckmv,ledfaa, that tety percent (I# AI ief tI.`• IsC luEV it #tC.. ttt. Ettp in C City Council Meeting 06 -13 -05 31 j olow , a nd S1°5€0 i par projim ism a m thinb:t fir New stlarkme d': Conine A Imlism . p sot' pnvrst..•tn may be rtisoble for loam of up tat Subject to sjten Porchices a; aL'I'i. is no [rare we She stolders and affsprimoo avoloitt of ass...: a tha ca n Is: eat ft mrss d 4 Sholle l et €ccrF nx f wore ciao ft web, offiedwer. Prowletmov borrowers, miss vibes i 41 as orwrig sold viendanols investors ukr lost Wi ll beg tT. test s of doh atlas other pacticiplar , T('C rF AiEl or woloAtib le for Devebrollml I An closings and into to I tevswwaomr foams et she . o market morstand to a Wroblar Iturchase ak'• u {thc "Lott saute .s1. nn " "l. I II a for roc funding of a. end u 11 make sold unseat taas[a tm is n I#,.. ®i, keenh flow ail e. tcrsaastr to monfe the Credit R eserve Cal'. {..,.k -Ajy rArs An loam connotes mIt is, adervitiorred lo, a.. rasa rsu..: ny^ur. to c 'sun a. s{ Ir�itsb :rs ':;tic etfL?s st'C'C'F', Cbi s.. n 1 T wadi . No loan may be dints Posts s'i`t "t_`f' er the Escrow A funds of dor f:,win Purchases or moor stilettos Items in oil tmmod oupferna r in eurc.., th City Council Meeting 06 -13 -05 32 {b} in she tttaar the prove offered for the Lain Furcha is discounted bron store T. -e. removal ofxpat jwmT she eti�i iiP rietn will be tensible (or atranksrell fnrtdunh TA the 4if .4' tmewone she per m.due and the. knor, eek: price. saki sending to be sopplivel to TClt:CF ins or lortere she. caramif 4 me Development t ' is The color the Devenotmem hom is suns at a terminate, the conso lotembor wed rgx; rmw at cloxino, do Dextommere Loop prom payment Ishe slower paid. st nor Loam ptaltmont 11 incesmathe fin vasistuar offt nam Dmv4ppmtnt Uar at Om print on forth in the Leta^. Posietomm Agritemant, "asliat with infifirminal mut es . ppl t,. t,: OW Ckimni ara to Swim 70) to fond an% diwiviv room Faz. . wintout mAirwit and A: poUcWtva in #in Program Otall dwritupon City Council Meeting 06 -13 -05 33 it jfkji;* Ibis Agretanent sball bt govorned by taw e(m airucal w, accowitacc wkh !b . _:. U Ism: - ?ii. 2 �. } # aye. NUmbir witects tom € o it has read it* Veaniff DiiR' twory At imsmew. 01 u n& and assuntow Eta rooks. of imanboNhip in 1't't"t't'. SP it # t«r 't'S4NN CtrlF N CO . UNti'Y CAP Ow, w, F lot) ti ..... ..... _... H...., . ....... _. ..... €ia City Council Meeting 06 -1305 34 LOAN Y(ND ESCROW E Twin Cities Community unity Ca tol Fund ttais Leon Vmatt Escrow sturceetwx it froute ot3iTrive A% 4 this ......... day of f ... IN and 4,00AS THI t IIJA Ctt rr+i'rr C`ni�iTAL FUND, as MbIT . WAA jxApts ca rituranitrn rvrb .`CP" WELLS FAR(K) Bunn, skinAso'rai, fit,$, I Adpurj� se erskies host this Agre:.ts ent utiag s whir E ° os Ascot p u rsu ant ' to this Agreement :' Chillemlerts I'r preliminary 2 DKfiEpaSS - E rt 0 the hollowunt Fervas shat notes, ":A nt - fteon this Lturr, Fund Estuctio unevenness- " Asohirestst rrr set F " exerts the sa(s) , designated ty tusititown ot the S tood ot`Directors Qf as sudwri7gal tt Shia directions 10 Factow Agunt trim to l(of TC t `t'. "Cre'itat fiece^a 4-C" MUNIVI a credit tsserve wit la wiratrd art €t Devejornons, Ivan, as %:4 out in i ywatrrt f t s x husitu ss or atrtwnuni devektt nt kes, ts}rfrtravcd by T(.V , r City Council Meeting 06 -13 -05 35 - Pe aired 1mrst Mtr s ervewarorr, perrnirieaJ to go vrranient enb iv* u er Mumewla Ntactuaes. C ter It .: . 'F" r Twit Cktctc t~4ri mufthy cupkal latent, u Miw& WN W.Aff wqx wwok " Unratumbered A t, A t to . Ji cgur , 1hr Wance are 0% W nAw Acca k J . any Portion thetwf ttru Member has destecd a.% a C it JJ.. s t n ro vxa . . a... 3- .._ €t,0 ? ,mJ r J tti� . E;:b;. *Ii c�a ®s, City Council Meeting 06 -13 -05 36 1s) TC( i . % a Iransior of Raids from the Loan Fund F. scsou in City Council Meeting 06 -13 -05 37 City Council Meeting 06 -13 -05 38 11. MM.-Mmsmarcd Membet hereby irtroKably stagnates 'C ' {"F a its again cluriag the trim of this Agreement mod any R' is - sion du se-A' a f-wrow :J is hmov .w abar In frill }w directions of'r('('CF with respect to the folknaung maum :.. {tit ;tlt&Metiani wt f' is m this A anus . r, City Council Meeting 06 -13 -05 39 (C) I Agent Aaa and exrkriers klar tg the term at iitix agme w-tttt bedvamunal by arwowc ieEf t seui hnnitanroi taste bcI °ett F.%m)% . Agent and WKCF, as agent of the mAtnixua, h gent &salt Stu 4tedue €ud foup itstme wooed t pop the loan Pupa Ewsow . 1 1, City Council Meeting 06 -13 -05 40 K TU Qmcmm Trety be vxccutcd in CouTscrTmIls, Whk:k takes % AsH omminstc ons origimL 'M pank� agm ftt thisAVectocra auy be tawsrsmod IWITUOV" bV f=SiITIAC. 11 0Md that (3xed signakur" �comqtivav otiginal w as"I a faxca] Atum-mat or 00tattopmas anKoNg the sittlialureN (orstmal or tdt ing UPM5 Alt dw Plo& N (3 1 IVS COsjMj._MTj' carrAd.fum ley Its U'1 1 I'T S EMWO A, *4 I -A. City Council Meeting 06-13-05 41 5U ., Ma.v {riA$ As emu:. up•x: � w �..,:; .R.:i: Y14tI U ,tFd' {ttx. ........ :.sx -- '� S -# i$: 4'C?;k #, a AfF $ACAS= i.elry�ri!Hn�AMt:tYA'aa YC{ sa.# F °:.'stx f �' i aa:C- a #N F i+iitr fa Ways #.f•.� ifa ml••Nygxay}µw.+.:tr. ?eyu•• :, i't*+ta:.ttiPS. Seconded by Mayor Cardinal Ayes -All 11. Kenwood Area Street Improvements, Project 05 -16 — Resolution Ordering Preparation of Feasibility Study a. City Manager Fursman presented the report. b. Public Works Director AN presented specifics of the report. Councilmember Koppen moved to adopt the following resolution ordering the Preparation of the Feasibility Study for the Kenwood Area Street Improvements, City Project 05 -16: RESOLUTION 05 -06 -095 ORDERING PREPARATION OF A FEASIBILITY STUDY WHEREAS, it is proposed to make improvements to the Kenwood Area Streets, City Project 05- 16, and to assess the benefited property for all or a portion of the cost of the improvement, pursuant to Minnesota Statutes, Chapter 429, NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF MAPLEWOOD, MINNESOTA: City Council Meeting 06 -13 -05 42 X. SY'.. t{, b,' ?' #'S.. ±.. "'c z!' + ".ry rwd::f stX.". : :. ; trvS -:• kal t.. ":o +au*.tta"IS.y >i : 1 't: ^'t :t a: x: #.'k+ ax TAk. °d: d•3: 'Cd, >:x. IA"AI R b'S a� °.tia5c °Y:.n'ti u' a °i I.mxS -x 9 {iv ®:: ®�•` * $k.�v m x im'w. rt .wLL ........ :.sx -- '� S -# i$: 4'C?;k #, a AfF $ACAS= i.elry�ri!Hn�AMt:tYA'aa YC{ sa.# F °:.'stx f �' i aa:C- a #N F i+iitr fa Ways #.f•.� ifa ml••Nygxay}µw.+.:tr. ?eyu•• :, i't*+ta:.ttiPS. Seconded by Mayor Cardinal Ayes -All 11. Kenwood Area Street Improvements, Project 05 -16 — Resolution Ordering Preparation of Feasibility Study a. City Manager Fursman presented the report. b. Public Works Director AN presented specifics of the report. Councilmember Koppen moved to adopt the following resolution ordering the Preparation of the Feasibility Study for the Kenwood Area Street Improvements, City Project 05 -16: RESOLUTION 05 -06 -095 ORDERING PREPARATION OF A FEASIBILITY STUDY WHEREAS, it is proposed to make improvements to the Kenwood Area Streets, City Project 05- 16, and to assess the benefited property for all or a portion of the cost of the improvement, pursuant to Minnesota Statutes, Chapter 429, NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF MAPLEWOOD, MINNESOTA: City Council Meeting 06 -13 -05 42 That the proposed improvement be referred to the city engineer for study and that he is instructed to report to the council with all convenient speed advising the council in a preliminary way as to whether the proposed improvement is necessary, cost effective and feasible and as to whether it should best be made as proposed or in connection with some other improvement, and the estimated cost of the improvement as recommended. report. FURTHERMORE, funds in the amount of $40,000 are appropriated to prepare this feasibility Seconded by Councilmember Juenemann Ayes-All 12. Gervais Avenue Improvements (Cypress St. to Maplewood Dr.), Project 05 -17 — Resolution Ordering Preparation of Feasibility Study City Manager Fursman presented the report. Public Works Director AN presented specifics of the report. Councilmember Koppen moved to adopt the following resolution ordering the preparation of the feasibility study for the Gervais Avenue Street Improvements, City Project 05 -17: RESOLUTION 05 -06 -096 ORDERING PREPARATION OF A FEASIBILITY STUDY WHEREAS, it is proposed to make improvements to the Gervais Avenue Streets, City Project 05 -17, and to assess the benefited property for all or a portion of the cost of the improvement, pursuant to Minnesota Statutes, Chapter 429, NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF MAPLEWOOD, MINNESOTA: That the proposed improvement be referred to the city engineer for study and that he is instructed to report to the council with all convenient speed advising the council in a preliminary way as to whether the proposed improvement is necessary, cost effective and feasible and as to whether it should best be made as proposed or in connection with some other improvement, and the estimated cost of the improvement as recommended. report. FURTHERMORE, funds in the amount of $15,000 are appropriated to prepare this feasibility Seconded by Councilmember Juenemann Ayes-All 13. Settlement Agreement between City of Maplewood and Schmelz Family, LLC, Pertaining to Retained Utility Easements over Vacated Cope Avenue & Duluth Street City Manager Fursman presented the report. City Attorney Kelly presented specifics of the report. Councilmember Juenemann moved to adopt the following resolution approving the Settlement Agreement between the City and Schmelz Family, LLC: City Council Meeting 06 -13 -05 43 RESOLUTION 05 -06 -097 SETTLEMENT AGREEMENT RESOLUTION WHEREAS, Maplewood did vacate Rights of Way for Duluth Street and Cope Avenue on February 27, 1989, December 9, 2002 and February 10, 2003 and WHEREAS, Maplewood did retain certain permanent utility easement rights for maintenance purposes and WHEREAS, SCHMELZ FAMILY, LLC. et. al. brought suite against the CITY OF MAPLEWOOD, et. al. in civil action to define and clarify by court declaration the perpetual use of the retained easements and WHEREAS, the District Court of the Second Judicial District did in fact adjudicate the settlement in Court File No: CO -03 -1924 in a settlement agreement satisfactory to both parties. NOW THEREFORE BE IT RESOLVED, that the city council accepts and approves the SETTLEMENT AGREEMENT as provided by the District Court of the Second Judicial District Seconded by Councilmember Koppen Ayes-All 14. Markham Pond Retaining Wall, City Project 05 -18— Authorize Engineering Investigation of Wall Failure City Manager Fursman presented the report. Public Works Director AN presented specifics of the report. Councilmember Koppen moved to approve the hiring of SEH Engineers for $17,500 to perform a geotechnical evaluation of the Markham Pond Retaining Wall, City Project 05 -18. Seconded by Councilmember Juenemann Ayes-All L. VISITOR PRESENTATIONS Jerry Markie, 1247 Leland Road was present to address the council regarding concerns he has with Councilmember Monahan - Junek. M. COUNCIL PRESENTATIONS South Leg Meeting - Council member Rossbach gave a report on the South Leg meeting from June 2, 2005. Ann Hutchinson from the Nature Center was the featured speaker. Approximately 20 people attended with the topics of conversation including the EAW and Democratic Governance. National Night Out - Councilmember Juenemann encouraged everyone to participate in National Night Out on Tuesday, August 2"' NEST - Councilmember Koppen provided an update from the last meeting which included a concern with the proposed 10% cut in transportation funding. City Council Meeting 06 -13 -05 44 N 4. Nest -Mayor Cardinal displayed pictures of the eagles in a nest at Keller Lake. ADMINISTRATIVE PRESENTATIONS 1. Dispatch Consolidation- Notice of Public Hearing a. City Manager Fursman presented the report. Mayor Cardinal requested a public hearing be held at the June 27` City Council Meeting. Mayor moved to hold off on the letter to the Seconded by Councilmember Koppen until after the Dublic hea Ayes -Mayor Cardinal, Councilmembers Koppen, Monahan -Junek and Rossbach Nays - Councilmember Juenemann City Manager Fursman announced the ribbon cutting for the Ramsey County Court House at 2050 White Bear Avenue for Tuesday, June 18, 2005. The Court House will open for business on June 20` O. ADJOURNMENT Councilmember Juenemann moved to adjourn at 10:35 p.m. Seconded by Councilmember Koppen Ayes -All City Council Meeting 06 -13 -05 45 Attachment A City of Maplewood Request for Proposals (RFP) For Comprehensive Recycling Services Final Draft June 13, 2005; Table of Contents INTRODUCTION.............................................................. ............................... 1 1. Statement of intent and City goals ........................... ............................... 1 2. Background and history of the City's recycling program ............................. 1 3. Definitions ............................................................. ..............................1 4. Vendor selection process and schedule ..................... ............................... 5 5. Term of contract ................................................... ............................... 6 6. Annual performance review meeting to discuss recommendations for continuous improvement ........................................ ............................... 6 7. Proposals may be rejected in whole or part ............... ............................... 6 8. How to submit proposals ........................................ ............................... 6 9. Proposal content .................................................... ..............................7 10. Dual stream proposal scenario ................................ ............................... 7 11. Single stream proposal scenario .............................. ............................... 8 12. Price worksheet .................................................... ............................... 8 13. Price on a dollars per ton basis ................................ ............................... 8 14. Revenue sharing .................................................... ..............................8 15. Vendors may team with other companies .................. ............................... 9 16. RFP and proposal to become part of final contract ....... .............................10 17. Evaluation Criteria .................................................. .............................10 GENERAL REQUIREMENTS FOR ALL COLLECTIONS ................ .............................10 18. Missed collections ................................................... .............................10 19. Severe weather ..................................................... .............................11 20. Collection hours and days ........................................ .............................11 21. Monthly complaints report ....................................... .............................11 22. City retains right to specify resident preparation instructions .....................11 23. City shall approve Contractor's public education literature .........................11 24. Weighing of loads ................................................... .............................12 25. Monthly and annual reports ..................................... .............................12 26. Ownership of recyclables ......................................... .............................12 27. Scavenging prohibited ............................................ .............................12 28. Cleanup of spillage or blowing litter .......................... .............................13 29. Recyclable materials required to be transported to markets; Disposal prohibited............................................................. .............................13 30. Processing facilities must be specified ....................... .............................13 31. Estimating materials composition as collected ............ .............................13 32. Estimating process residuals .................................... .............................13 33. Lack of adequate market demand ............................. .............................14 34. Performance monitoring .......................................... .............................14 35. Liquidated damages ................................................ .............................14 CURBSIDE COLLECTION REQUIREMENTS ............................. .............................15 36. Point of collection ................................................... .............................15 37. Curbside collection schedule deadline ........................ .............................15 38. Procedure for handling non - targeted materials ........... .............................15 MULTI FAMILY DWELLING (MFD) COLLECTION REQUIREMENTS ...........................16 39. MFD building owners may elect to subscribe to recycling service under the City's contract ....................................................... .............................16 40. MFD collection stations ............................................ .............................16 41. MFD container location( s) ........................................ .............................16 42. MFD service standards ............................................ .............................16 43. MFD recycling container requirements ....................... .............................16 44. Responsibility for providing and maintaining recycling containers ...............17 45. Public education information for MFD tenants ............. .............................17 46. Other public education tools to MFD residents ............ .............................17 47. Annual report to MFD building owners ....................... .............................17 INSURANCE AND OTHER LEGAL REQUIREMENTS .................. .............................17 48. Insurance ............................................................. .............................17 49. Transfer of interest ................................................. .............................19 50. Bankruptcy ................ ............................... Error! Bookmark not defined. 51. Dispute resolution and arbitration procedures ............. .............................19 52. Performance bond .................................................. .............................19 53. General compliance ................................................ .............................19 54. Independent contractor ........................................... .............................20 55. Hold harmless ........................................................ .............................20 56. Accounting standards .............................................. .............................20 57. Retention of records ............................................... .............................20 58. Data practices ....................................................... .............................20 59. Inspection of records .............................................. .............................21 60. Applicable law ........................................................ .............................21 61. Contract termination ............................................... .............................21 62. Employee working conditions and respondent's safety procedures ..............21 ATTACHMENT A -BACKGROUND INFORMATION .................. .............................22 ATTACHMENT B - PRICE WORKSHEET ................................ .............................24 ATTACHMENT C - CITY'S 2005 PUBLIC EDUCATION FLYER, ROUTE CALENDAR AND MAPS .................. .............................27 INTRODUCTION The following sections describe the City's purpose, background, general information, and decision process about this request for proposals (RFP). 1. Statement of intent and City goals This RFP defines the service standards, specifications and proposal requirements of the comprehensive recycling program for the City of Maplewood. The City seeks to enter into a new recycling contract with a company that has the resources and ability to provide residential recyclables collection services for the entire City. It is the intent of the City of Maplewood to accept and evaluate proposals for comprehensive recycling services including collection, processing, marketing and public education. The goals of the City are to maximize the fullest recovery possible of recyclables from all residents in the City and to achieve the most cost - effective solution. One of Maplewood's major goals is to increase service levels, quality and resident participation at the multi family dwellings (MFD's). The City intends to assure high - quality recycling services are provided to all City residents, to the maximum extent feasible. The City anticipates that the vendor who is awarded a new contract beginning in 2006 will assume a leadership role in this new initiative to improve MFD recycling service and that they will work very closely with the City to achieve this goal. Another goal of the City is to improve public education (to) of all City residents about recycling services (so as) to help improve participation and recovery rates. The City encourages proposing vendors to submit their best proposal possible. The requirements within this RFP may be altered by vendors if proposals explicitly describe the change, rationale and price implications. For example, the "dual stream proposal" scenario assumes the City's current dual stream collection and processing recycling methods. Vendors may propose a °single stream proposal" scenario. Additional alternate proposal scenarios may be proposed if alterations and price implications are explicitly described. Vendors may propose multiple scenarios. Each scenario proposed must have a distinct, associated price. 2. Background and history of the City's recycling program Attachment A provides a thorough description of the City of Maplewood's recycling program. 3. Definitions 3.1 "Aluminum cans" Disposable containers fabricated primarily of aluminum, commonly used for soda, beer, juice, water or other beverages. 1- 3.2 "City's annual recycling public education flyer" The City publishes an annual public education flyer that contains the following recycling information for City residents: Annual calendar and map of curbside recycling districts for "single family dwellings" List of materials to be included for recycling List of materials excluded that cannot be recycled in the City's program How to prepare materials. (See Attachment C for the 2005 edition of the "City's Annual Recycling Public Education Flyer ") 3.3 "City's designated contact person" The City has designated City's Environmental Management Specialist, Du Wayne Konewko, as the City's sole point of contact for prospective vendors. 3.4 "City- designated recyclables" or "Recyclable materials" or "Recyclables" The following recyclable materials: aluminum cans; steel cans; glass jars and bottles; paper recyclables; plastic bottles; and corrugated cardboard as defined herein this RFP and further described in the "City's annual recycling public education flyer' (See Attachment C). This list of recyclable materials can be amended through negotiation between the City and its Contractor at any time within the duration of the contract term. 3.5 "Collection" The aggregation and transportation of recyclable materials from the place at which it is generated and includes all activities up to the time when it is delivered to a recycling facility. 3.6 "Contractor" The City's recycling service Contractor under the new contract beginning operation on January 1, 2006. 3.7 "Corrugated cardboard" Cardboard material with double wall construction and corrugated separation between walls but not plastic, wax or other coated cardboard. 3.8 "Curbside recycling bins" Uniform curbside recycling bins (e.g., red, plastic recycling "tubs ") supplied by the City in which recyclables can be stored and later placed for curbside collection, as specified by the City. The recycling containers remain the property of the City. Orn 3.9 "Curbside recycling service" The recycling collection service, together with related public education and other customer services, specified within this RFP utilizing curbside recycling bins. Multi- family dwellings may receive curbside recycling service as selected by the City and the Contractor. 3.10 "Glass jars and bottles" Glass jars, bottles, and containers (lids /caps and pumps removed) that are primarily used for packing and bottling of food and beverages. 3.11 "Market demand" The economic and technical capacity of markets to use recyclable material to make new products. 3.12 "Markets" Any person or company that buys (or charges) for recycling of specified materials and may include, but are not limited to: end - markets, intermediate processors, brokers and other recycling material reclaimers. 3.13 "Multiple family dwellings (MFD)" A building or a portion thereof containing two or more dwelling units. 3.14 "MFD recycling containers" Recycling containers used for multiple family dwellings (MFD) including any bin, cart, dumpster or other receptacle for temporary storage and collection of designated recyclables from residents in MFD's prior to collection. Such recycling containers must be separate, explicitly labeled as to recyclables included, and colored differently from other containers for mixed solid waste or trash. 3.15 "MFD recycling service" Recycling collection service, customer services, provided containers (e.g., carts) and 3.16 "MFD recycling stations" together with related public education and other to MFD residents that utilize MFD recycling use MFD recycling stations. The location of MFD recycling containers designated by the recycling Contractor with agreement of the MFD building owner. MFD recycling stations will likely be a cluster of recycling carts and /or recycling dumpsters (e.g., for old corrugate cardboard). 3.17 "Non targeted materials" Non - recyclable materials that are not included in the City's recycling program. Examples of typical non - targeted items include (but are not limited to): pumps on plastic bottles, ceramic material in glass streams, pizza cartons in corrugated cardboard streams, etc. 3- 3.18 "Paper" Paper includes the following: newspapers (including inserts); household office paper and mail; boxboard; old corrugated cardboard; phone books; kraft bags; and magazines /catalogs. No boxboard containers used for food product storage in refrigerators or freezers are included. No coated boxboard (known in the industry as "wet strength boxboard ") used for beer, soft drinks, water or other beverages intended for cold storage are included. 3.19 "Plastic bottles" Plastic bottles shaped with a neck. Plastic lids, caps, rings and pumps are not included. Recyclable plastic bottles shall be identified on the bottom with the SPI plastic codes #1 (PETE) and #2 (HOPE) including bottles containing: liquor; milk; juice; soft drinks; water; certain foods; soap and cosmetics. 3.20 "Process residuals" The normal amount of material that can not be economically recycled due to material characteristics such as size, shape, color, cross - material contamination, etc. and must be disposed as mixed municipal solid waste. Process residuals include subcategories of process residuals including but not limited to bulky items, contaminants, sorted tailings, floor sweepings and rejects from specific processing equipment (e.g. materials cleaned from screens, etc). "Process residuals" does not include clean, separated products that are normally processed and prepared for shipment to markets as commodities but are of relatively low -value because of depressed market demand conditions. 3.21 "Processing" The sorting, volume reduction, baling, containment or other preparation of recyclable materials delivered to the processing center for transportation or marketing purposes. 3.22 "Processing center" A recycling facility in which recyclable materials are processed. The facility will conform to all applicable rules, regulations and laws of state, local or other jurisdictions. 3.23 "Proposal Scenarios" Two different recycling collection /processing systems identified by the City for purposes of this RFP: " Dual stream scenario - The proposal scenario assuming the City's current dual stream collection and processing system for purposes of this RFP. Dual stream service includes collection and processing the residential curbside material within the form of a dual stream system whereby residents will continue to be instructed to separate recyclables into two groups of materials: (1) all food and beverage containers, including glass, metal and plastic bottles /jugs; and (2) all paper fiber products, including newspapers, boxboard, magazines, mixed mail, catalogs, phone books and corrugated cardboard. Other IM design and operating details of the current collection, processing and public education systems are assumed within this dual stream scenario. " Single stream proposal scenario - The potential new single stream collection and processing system as an alternate proposal scenario for purposes of this RFP. Vendors should propose under this "single stream" scenario to collect and process the residential curbside material within the form of a single stream system whereby residents will be instructed to commingle all groups of materials. 3.24 "Steel cans" Disposable containers fabricated primarily of steel or tin used for food and beverages. 4. Vendor selection process and schedule To the best of its ability, the City will use the following process and schedule for its decision - making: 1. All contact by prospective vendors and their agents about the City's RFP and procurement decision - making must only be made with the "City's designated contact person ", DuWayne Konewko. Prospective vendors are encouraged to contact Mr. Konewko with questions or requests for more information. Any other unauthorized contact with other City staff, City Council members, or members of the City's Environment Committee will subject the company to disqualification from further consideration. This restriction will be in effect from the date this RFP is finalized and authorized for release by the City Council through the date of final contract award (including authorization for execution) by the City Council. 2. Questions, requests for clarification or requests for information about this RFP or process must be submitted in writing to the City's contact person by 4 p.m. June 21, 2005. All questions and requests for more information and the City's responses will be summarized in writing and forwarded to all other qualified vendors prior to June 30, 2005. 3. All proposals must be sealed and delivered to the Community Development Office at City Hall no later than 4 p.m. (CDT) July 7, 2005, to be considered eligible. Only the company names of vendors submitting proposals will be made public. All proposal documents shall be held as confidential until the City Council awards a new contract and authorizes staff to execute the new contract. 4. The City will form a proposal review committee to review and analyze the details of the qualified submitted proposals. (See "Evaluation Criteria" section of this RFP.) The committee will recommend the top three vendors, in rank order of priority, to the City Council. 5. City staff will negotiate with the top ranked vendor. If negotiations with top- ranked vendor are not successful, the City may then initiate negotiations with second ranked vendor, and so on. 6. Once a draft contract has been successfully negotiated, City staff will present its recommendations to the City Council (approximately M September 12, 2005). The City Council may then award the contract and authorize staff to execute it. 7. The new recycling contract will commence on January 1, 2006. 5. Term of contract The term of the new recycling contract will be a period of five (5) years from January 1, 2006 through December 31, 2010. 6. Annual performance review meeting to discuss recommendations for continuous improvement Upon receipt of the Contractors annual report, the City shall schedule an annual meeting with the Contractor and the City's Environment Committee. The objectives of this annual meting will include (but not limited to): Review Contractor's annual report, including trends in recovery rate and participation. Efforts the Contractor has made to expand recyclable markets. Review Contractor's performance based on feedback from residents to the Environment Committee members and /or City staff. Review Contractor's recommendations for improvement in the City's recycling program, including enhanced public education and other opportunities. Review City staff recommendations for Contractor's service improvements. Discuss other opportunities for improvement with the remaining years under the current contract. 7. Proposals may be rejected in whole or part The City of Maplewood reserves the right to: Reject any or all proposals; Reject parts of proposals; Negotiate modifications of proposals submitted; Accept part or all of the proposals on the basis of con side ration(s) other than proceeds or cost; and Negotiate specific work elements with the preferred vendor into a contract of lesser or greater expense than described in this RFP or the respondent's reply. 8. How to submit proposals Proposal shall be submitted to the Community Development Office at City Hall no later than 4 p.m. (CDT) July 7, 2005, in a sealed envelope with the name of the proposing company on the outside and addressed as follows: Enclosed: "Recycling Services Proposal" 3 City of Maplewood, City Hall Community Development Office 1830 County Road B East Maplewood, MN 55109 c/o Du Wayne Konewko, Environmental Management Specialist Proposals will be treated in accordance with Mn. Statutes 13.591, Subdivision 3 (b), Data Practices Act. Five (5) written, hard copies of the proposal and all attachments shall be submitted. An electronic copy of the proposal must also be submitted on a CD disk (or suitable alternative disk format) inside the sealed envelope. The proposal file must be formatted in Microsoft WORD or a suitably compatible alternative. 9. Proposal content Qualified proposals must include at least the following elements: Statement of vendor qualifications, including references of other municipal clients in the Twin Cities metro region receiving similar services. List of materials proposed to be collected (if different from the City's annual public education flyer) and a discussion and rationale for any proposed changes to the City's standard list of recyclable items. Proposed collection, processing and public education services for: Single family dwellings (SFD's) receiving "curbside service" Multiple family dwellings (MFD's) receiving "curbside service" or "MFD collection service" Completed price worksheet (see Attachment B). Statement as to any litigation in the past five years within the State of Minnesota and the current status of that litigation. 10. Dual stream proposal scenario The City's current dual stream collection and processing systems comprise the base proposal scenario for purposes of this RFP. If vendors propose under dual stream scenario, they should assume materials would be both collected and processed in a dual stream mode. Under this dual stream scenario, residents will be instructed to separate recyclables into two groups of materials: (1) all food and beverage containers, including: glass, metal and plastic bottles; and (2) all paper fiber products, including: newspapers, boxboard, magazines, mixed mail, catalogs, phone books, kraft bags and corrugated cardboard. Under this dual stream scenario, processing shall also be by the categories as collected: paper separated from containers. It is not acceptable to propose to collect materials in a dual stream mode and then process them in a single stream mode. 7- If the City awards a new dual stream service contract under this scenario, the new Contractor shall not make any changes to either of these dual stream collection or processing systems without written approval of the City. Other design and operating details of the current collection, processing and public education systems are assumed within this dual stream scenario. Vendors may propose variations to this scenario. 11. Single stream proposal scenario Vendors may propose a new single stream collection and processing system as an alternate to the City's current dual stream system. Vendors should propose under this single stream scenario to collect and process the residential curbside material within the form of a single stream system whereby residents will be instructed to commingle all groups of recyclable materials. If vendors propose under this single stream proposal scenario, the vendor must provide an explicit description of the following collection design details: Cart size and other specifications, Ownership of carts (City vs. Contractor), Residents' material preparation and setout requirements (e.g., if corrugated cardboard is to be placed in the single stream cart, location of carts, etc.), Collection frequency, and Any other collection system design and operational elements the City will need to fully understand the single stream proposal. 12. Price worksheet Vendors must complete a price worksheet as part of each proposal they submit (see Attachment B for worksheet). Vendors must complete at least on of the "Dual stream" or "Single stream" proposal scenario price worksheets. In addition, vendors may also complete an "Additional alternate" price worksheet if their proposed system does not fit into one of the first two scenarios. 13. Price on a dollars per ton basis The City intends to maintain its current dollars per ton service payment basis. However, the City will consider payment on a per household basis. 14. Revenue sharing All qualified proposals shall state explicitly if the vendor elects to participate in revenue sharing with the City. If the City awards the contract to a vendor that elected to propose revenue sharing, and if the final contract negotiated includes revenue sharing, the Contractor shall, on a monthly basis, rebate an amount to the City based on a mutual agreed upon formula. The City - initiated revenue sharing outline for purposes of this RFP consists of the following formulae: 3 1. A per ton payment of all paper grades collected from the City based on the published index less the proposed paper processing cost per ton. The published index used shall be the Official Board Markets (OBM) "Yellow Sheet," Chicago region for Old Newspapers (ONP) # 8, high side of range. Proposers must state on the price worksheet (Attachment B) what percent of this index will be used for the "gross revenue" and the proposed paper processing cost per ton. 2. A per ton payment of aluminum collected from the City based on the published index less the proposed aluminum processing cost per ton. The published index used shall be the American Metal Market (AMM), Aluminum (1st issue of the month), high side nonferrous scrap prices: scrap metals, domestic aluminum producers, buying prices for processed used aluminum cans in carload lots, f.o.b. shipping point, used beverage can scrap. Proposers must state on the price worksheet (Attachment B) what percent of this index will be used for the "gross revenue" and the proposed aluminum processing cost per ton. If a revenue sharing component is offered (i.e., greater than zero percent) for either paper or aluminum, each month the Contractor shall provide, together with the monthly rebate to the City, adequate documentation of the corresponding monthly estimate of tons of all paper grades and tons of aluminum collected from the City even in the case where the City were to receive no rebate for the month. Also, the Contractor shall provide copies of the referenced OBM market index and AMM market index with each monthly statement. The Proposers shall provide a detailed explanation of how they will calculate the tonnage estimates. Each proposal scenario must contain a percent revenue share offer for both paper and aluminum as described immediately above (see Attachment B - Price Worksheet). Proposers may offer from zero (0) percent to 100 percent revenue share. The City or the Contractor may propose other revenue sharing commodities and corresponding proposed pricing formulae, at any time during the duration of the contract. The parties shall enter into negotiations in good faith and any new revenue sharing agreement shall be reduced to writing in the form of an amendment to the contract. 15. Vendors may team with other companies It is recognized that some prospective haulers may wish to subcontract with other companies for processing services. This is allowed as needed, but all such Contractor - subcontractor relationships must be explicitly described in each proposal scenario. The City will contract with only one primary Contractor for the recycling services. Multiple vendors may team up with other complementary hauling or recycling companies provided there is no collusion. A company many be listed as a part of more than one team as long as this company submits a written certification that no collusion occurred between competing proposals. M 16. RFP and proposal to become part of final contract The contents of this RFP, the successful proposal, and any written clarifications or modifications to the contents thereof submitted by the successful proposer shall become part of the contractual obligations and be incorporated by reference into the ensuing contract. If any provision of the contract is in conflict with the referenced RFP or proposal, the contract shall take precedent. 17. Evaluation Criteria The City will objectively evaluate the proposals submitted to determine the best value for the City and its residents. A comprehensive set of criteria will be used to quantify the merits of each proposal package, including (but not limited to): Strength of qualifications of the vendor (together with any proposed subcontractor, if any), especially related to the particular needs of the City of Maplewood. Qualifications will include (but not be limited to) the proven capacities of the vendor (and any subcontractor) to meet the operational requirements of the City. Comments from the Vendor's reference clients. Innovations proposed to increase recycling rates. Innovations proposed to improve public education about recycling to all City residents. Innovations and guarantees proposed to increase recycling service levels and quality standards at the City's multi family dwellings. Relative amount of revenue sharing to the City. The price of the recycling services. Responsiveness of the Vendor to all other provisions of this RFP. These evaluation criteria are not presented in any special order. No ranking of these criteria within this RFP is intended or implied. The City also may use other that serve the City's stated intent and goals of this RFP and of the new recycling contract. GENERAL REQUIREMENTS FOR ALL COLLECTIONS The following general requirements are pertinent to all recycling collections (i.e., both curbside recycling collection and MFD recycling collection services). However, the City acknowledges that collection service frequencies and other factors will vary between residential and Multi family collection programs. 18. Missed collections The Contractor shall have a duty to pick up missed recycling collections. The Contractor agrees to pick up all missed collections on the same day the Contractor receives notice of a missed collection, provided notice is received by the Contractor before 11:00 a.m. on a business day. With respect to all notices of a missed collection received after 11:00 a.m. on a business day, - 10 - the Contractor agrees to pick up that missed collection before 4:00 p.m. on the following business day. 19. Severe weather The Contractor may postpone recycling collections due to severe weather at the sole discretion of the Contractor. "Severe Weather' shall include, but shall not be limited to those cases in which the temperature at 6:00 a.m. is minus twenty ( -20) degrees Fahrenheit or colder. If collections are so postponed, the Contractor shall notify the City. Upon postponement, collection will be made on a day agreed upon between the Contractor and the City. 20. Collection hours and days The City requires all such collections to begin no sooner than 6 a.m. and shall be complete by 6 p.m. Furthermore, the City requires scheduled collection days to be Monday through Thursday. Scheduled collection days on Fridays are not allowed. The Contractor may request one time City authorization of exceptions to these time and day restrictions (e.g., pursuant to the "Severe Weather' provision 19 above). The Contractor must request such exception prior to the requested collection event and specify the date, time and reason for the exception. 21. Monthly complaints report Each month the Contractor shall provide the City with a list of all customer complaints, including a description of how each complaint was resolved. 22. City retains right to specify resident preparation instructions The Contractor shall agree that it is the City's sole right to clearly specify the resident sorting and setout requirements. The City shall publish and distribute, on an annual basis, the detailed recyclables preparation instructions for its residents as part of its annual public education flyer. However, the City agrees to confer with the Contractor before the annual flyer distribution. 23. City shall approve Contractor's public education literature The Contractor shall conduct its own promotions and public education to increase participation and improve compliance with City - specified resident preparation instructions. At a minimum, this shall include: production and distribution of an annual flyer to each home; and (2) distribution of "resident education tags" to be left by curbside collection crews if any non - targeted material is rejected and left at the curb. The Contractor shall submit a draft of any public education literature for approval by the City, at least one (1) month before printing and release of any such literature. - 11 - 24. Weighing of loads Contractor will keep accurate records consisting of an approved weight slip with the date, time, collection route, driver's name, vehicle number, tare weight, gross weight, net weight, and number of recycling stops for each loaded vehicle. Collection vehicles will be weighed after completion of a route or at the end of the day, whichever occurs first. A copy of each weight ticket shall be kept on file and made available for inspection upon request by the City. 25. Monthly and annual reports The Contractor will submit to the City monthly reports and annual reports. At a minimum, the Contractor shall include the following information: Gross amounts of materials collected, by recyclable material (in tons). Net amounts of materials marketed, by recyclable material (in tons). Amounts stored, by recyclable material, with any notes as to unusual conditions (in tons). Amounts of "process residuals" disposed (in tons). Recycling service fee (based upon contracted price per ton). Revenue share credits back to the City (if any). Monthly reports shall be due to the City by the 15 day of each month. Annual reports shall be due by January 31. The Contractor will be encouraged to include in its annual report recommendations for continuous improvement in the City's recycling program (e.g., public education, multifamily recycling, etc.). 26. Ownership of recyclables Ownership of the recyclables shall remain with the person placing them for collection until Contractor's personnel physically touches them for collection, at which time the ownership of the recyclables shall transfer to Contractor. 27. Scavenging prohibited It is unlawful for any person other than the City's recycling Contractor or owner's independent hauler to collect, remove, or dispose of designated recyclables after the materials have been placed or deposited for collection in the recycling containers. The owner, owner's employees, owner's independent hauler's employees, or City's recycling Contractor's employees may not collect or "scavenge" through recycling in any manner that interferes with the contracted recycling services. (Note: The City is in the process of adopting a new "anti- scavenging" provision in its solid waste ordinance that will promulgate regulations to make it explicitly illegal to scavenge recyclables.) - 12 - 28. Cleanup of spillage or blowing litter The Contractor shall clean up any material spilled or blown during the course of collection and /or hauling operations. All collection vehicles shall be equipped with at least one broom and one shovel for use in cleaning up material spillage. Designated recyclables shall be transported in a covered vehicle so that the recyclables do not drop or blow onto any public street or private property during transport. 29. Recyclable materials required to be transported to markets; Disposal prohibited Upon collection by the City's recycling Contractor, the City's Contractor shall deliver the designated recyclables to a recyclable material processing center, an end market for sale or reuse, or to an intermediate collection center for later delivery to a processing center or end market. It is unlawful for any person to transport for disposal or to dispose of designated recyclables in a mixed municipal solid waste disposal facility. 30. Processing facilities must be specified The Contractor shall assure the City that adequate recyclable material processing capacity will be provided for City material collected. The proposals must clearly specify the location(s) of its recyclables processing facility (or subcontractor's facility) where material collected from the City will be delivered and / or processed. The Contractor shall provide written notice to the City at least 60 days in advance of any substantial change in these or subsequent plans for receiving and processing recyclables collected from the City. 31. Estimating materials composition as collected The Contractor shall conduct at least one materials composition analysis of the City's recyclables each year to estimate the relative amount by weight of each recyclable commodity by grade. The results of this analysis shall include: (1) percent by weight of each recyclable commodity by grade as collected from the City; (2) relative change compared to the previous year's composition; and (3) a description of the methodology used to calculate the composition, including number of samples, dates weighed, and City route(s) used for sampling. The Contractor shall provide the City with a copy of each such 32. Estimating process residuals The Contractor shall provide the City a written description of the means to estimate process residuals derived from the City's recyclables. This written description shall be reviewed and approved in writing by the City. This written description shall be updated by the Contractor immediately after any significant changes to the processing facilities used by the Contractor. - 13 - 33. Lack of adequate market demand In the event that the market for a particular recyclable ceases to exist, or becomes economically depressed that it becomes economically unfeasible to continue collection, processing and marketing of that particular recyclable, the City and the Contractor will both agree in writing that it is no longer appropriate to collect such item before collection ceases. The Contractor shall pay the costs of all disposal of any item collected that is deemed not recyclable by Contractor and the City due to lack of adequate market demand. The City and Contractor shall specify a date in this written contract amendment to cease collection of the recyclable item in question. The Contractor shall at all times be under a duty to minimize recyclables ending up in landfill or disposal at other facilities receiving mixed municipal solid waste. If disposal of any recyclable commodity becomes necessary, upon receiving written permission from the City, the Contractor shall dispose of the recyclable materials at a facility specified in writing by the City or an alternative agreed upon by the City and the Contractor. 34. Performance monitoring The City will monitor the performance of the Contractor against goals and performance standards required within this RFP and in the contract. Substandard performance as determined by the City will constitute non- compliance. If action to correct such substandard performance is not taken by the Contractor within 60 days after being notified by the City, the City will initiate the contract termination procedures. 35. Liquidated damages The Contractor shall agree, in addition to any other remedies available to the City, that the City may withhold payment from the Contractor in the amounts specified below as liquidated damages for failure of the Contractor to fulfill its obligations: 1. Failure to respond to legitimate service complaints within 24 hours in a reasonable and professional manner - $50 per incident. 2. Failure to collect properly notified missed collections - $250 per incident. 3. Failure to provide monthly and annual reports - $100 per incident. 4. Failure to complete the collections within the specified timeframes - $100 per incident. 5. Failure to clean up from spills during collection operations - $250 per incident. 6. Failure to report on changes in location of recyclables processing operations - $250 per incident. 7. Failure to provide written description of the means to estimate relative amount of process residuals derived from the City's recyclables - $100 per incident. 8. Exceeding any maximum process residuals rate that may be negotiated as part of a final contract agreement - $1,000 per exceedence. -14- 9. Failure to receive City written approval of changes to the "dual stream" collection and processing systems prior to implementing any such change - $5,000. 10. Failure to conduct annual composition analysis - $100 per incident. These amounts will be for liquidated damages for losses suffered by the City and not penalties. CURBSIDE COLLECTION REQUIREMENTS The following collection requirement are for curbside recycling services only and do not pertain to multi - family household type of collection services. 36. Point of collection All curbside collection service will occur at the curbside (i.e., no alley collections of residential recyclables are allowed for residents with curbside collection service). 37. Curbside collection schedule deadline If the Contractor determines that the collection of recyclables will not be completed by 6:00 p.m. on the scheduled collection day, the Contractor shall notify the City by 4:30 p.m. that same day and request an extension of the collection hours. The Contractor shall inform the City of the areas not completed, the reason for non - completion and the expected time of completion. If the City's contract - designated contact person cannot be reached, the Contractor will request the City Manager. The City assumes that all residents receiving curbside collection service will be collected once every two weeks as per the current system. Vendors may wish to consider weekly collection as a variation. If vendors propose weekly collection, this must be stated clearly in the proposal and the proposed price implications must be explicit. 38. Procedure for handling non- targeted materials If Contractor determines that a resident has set out non - targeted materials, the driver shall use the following procedure: 1. Contractor shall leave the non - targeted materials in the resident's curbside recycling bin and leave an "education tag" indicating acceptable materials and the proper method of preparation. 2. The driver shall record the address and the Contractor shall report the address to the City within the monthly report. If this procedure for handling non - targeted materials is not feasible for automated or semi - automated collection systems, the vendor must so specify and explain alternative public education systems to maintain and improve quality of recyclables set out by City residents. - 15 - MULTI FAMILY DWELLING (MFD) COLLECTION REQUIREMENTS The following collection requirement are for MFD recycling services only and do not pertain to curbside collection services. 39. MFD building owners may elect to subscribe to recycling service under the City's contract MFD building owners will be able to use the City's recycling Contractor to provide the recycling services. Alternatively, MFD building owners may independently contract with another licensed recycling Contractor to provide the recycling services at the owner's expense. 40. MFD collection stations MFD recycling stations will be specified with agreement of the MFD building owner on a case -by -case basis. MFD recycling stations will likely be a cluster of recycling carts and /or recycling dumpsters (e.g., for old corrugated cardboard). The number and location of MFD recycling stations shall be adequate to be reasonably convenient and accessible to all MFD residents. 41. MFD container location(s) MFD Recycling containers shall be placed in a location(s) on the MFD premises which permits access for collection purposes but which does not obstruct pedestrian or vehicular traffic and shall comply with the City's zoning and other ordinances. 42. MFD service standards At a minimum, MFD recyclables collection services shall be available on the premises and shall be provided on a regularly scheduled basis of at least twice a month. The collection schedule and recycling containers' capacity shall provide for regular removal of the recyclables such that there is adequate storage capacity available in the recyclable containers to avoid overflowing containers. 43. MFD recycling container requirements The recycling containers shall be: 1. Sufficient in number and size to meet the demands for recycling services created by the occupants. 2. Equipped with hinged lids. 3. Equipped with standardized labels identifying the type of recyclable material to be deposited in each container. 4. Maintained in proper operating condition and reasonably clean and sanitary. 5. Repaired or replaced on a reasonable schedule if stolen or broken. -16- 44. Responsibility for providing and maintaining recycling containers If the MFD building owner uses the City's Contractor, adequate MFD recycling containers shall be provided and maintained by the City's Contractor. 45. Public education information for MFD tenants At least once per year, the City's recycling Contractor shall supply the MFD building owner with the sufficient number of recycling fact sheets with instructions for the tenants in their building(s). 46. Other public education tools to MFD residents Vendors are encouraged to specify other public education tools that the Contractor will provide, in cooperation and coordination with MFD building owners. 47. Annual report to MFD building owners The City's Contractor shall provide an annual report by January 31 of each year to the MFD building owners served by the City's contractor. A copy of each report to the MFD building owners shall also be submitted to the City. The report shall contain, at a minimum, the following information: 1. Name of owner, building manager and contact information (mailing address, phone numbers, e -mail, etc.) 2. Street address of each MFD served. 3. Number of dwelling units for each MFD. 4. Description of collection services made available to occupants, including number of MFD recycling stations, number of MFD recycling containers, location of stations and dates of collection. 5. Description of public education tools used to inform occupants of availability of services. 6. Tonnage estimates for each type of material recycled. 7. Recommendations for future improvements (e.g., specific public education tools). INSURANCE AND OTHER LEGAL REQUIREMENTS 48. Insurance Insurance secured by the Contractor shall be issued by insurance companies acceptable to the City and admitted in Minnesota. The insurance specified may be in a policy or policies of insurance, primary or excess. Such insurance shall be in force on the date of execution of the contract and shall remain continuously in force for the duration of the contract. The Contractor and its sub - contractors shall secure and maintain the following insurance: - 17 - 48.1 Workers Compensation insurance Workers Compensation insurance shall meet the statutory obligations with Coverage B- Employers Liability limits of at least $100,000 each accident, $500,000 disease - policy limit and $100,000 disease each employee. 48.2 Commercial General Liability insurance Commercial General Liability insurance shall be at the limits of at least $1,000,000 general aggregate, $1,000,000 products - completed operations $1,000,000 personal and advertising injury, $1,000,000 each occurrence $500,000 fire damage and $50,000 medical expense any one person. The policy shall be on an "occurrence" basis, shall include contractual liability coverage and the City shall be named an additional insured. 48.3 Commercial Automobile Liability insurance Commercial Automobile Liability insurance covering all owned, non -owned and hired automobiles with limits of at least $1,000,000 per accident. 48.4 Professional Liability Insurance or Errors & Omissions Insurance Professional Liability Insurance or Errors & Omissions insurance providing coverage for 1) the claims that arise from the errors or omissions of the Contractor or its sub - contractors and 2) the negligence or failure to render a professional service by the Contractor or its sub - contractors. The insurance policy should provide coverage in the amount of $1,000,000 each occurrence and $1,000,000 annual aggregate. The insurance policy must provide the protection stated for two years after completion of the work. Acceptance of the insurance by the City shall not relieve, limit or decrease the liability of the Contractor. Any policy deductibles or retention shall be the responsibility of the Contractor. The Contractor shall control any special or unusual hazards and be responsible for any damages that result from those hazards. The City does not represent that the insurance requirements are sufficient to protect the Contractor's interest or provide adequate coverage. Evidence of coverage is to be provided on a City- approved Insurance Certificate. A thirty- (30) date written notice is required if the policy is canceled, not renewed or materially changed. The Contractor shall require any of its subcontractors, if sub - contracting is allowable under this contact, to comply with these provisions. 48.5 Environmental Liability Insurance Vendor agrees that they shall obtain and maintain environmental liability insurance in compliance with local, state and federal regulations for all matters related to in this recycling services agreement. Vendor shall add the Vendee as an additional insured under said insurance policy(s). The policy coverage shall include Environmental Impairment Liability. Vendor shall provide Vendee with appropriate documentation of said environmental liability insurance for verification upon written request from Vendee. Vendor further indemnifies Vendee, its employees, agents and licensees from all liability related to hazardous contamination /pollution resulting from the acts of Vendee, its employees or argents. 49. Transfer of interest The Contractor shall not assign any interest in the contract, and shall not transfer any interest in the contract, either by assignment or novation, without the prior written approval of the City. The Contractor shall not subcontract any services under this contract without prior written approval of the City. Failure to obtain such written approval by the City prior to any such assignment or subcontract shall be grounds for immediate contract termination. 50. Non - Assignability and Bankruptcy The parties hereby agree that Vendor shall have no right to assign or transfer its rights and obligations under said agreement without written approval from Vendee. In the event, Vendee its successors or assigns files for Bankruptcy as provided by federal law, this agreement shall be immediately deemed null anc void relieving all parties of their contract rights and obligations. 51. Dispute resolution and arbitration procedures The parties agree that any controversy or claim arising out of or relating to this agreement or the breach thereof, shall be settled, at the option of the Vendee by arbitration in accordance with the Rules of the American Association of Arbitration and judgment upon the award by the Arbitrator(s) may be entered in any court with jurisdiction thereof. 52. Performance bond The contract shall specify requirements for a performance bond in the case of the Contractor's failure to perform contracted services. The performance bond shall be for a minimum of $150,000. 53. General compliance The Contractor agrees to comply with all applicable Federal, State and local laws and regulations governing funds provided under this contract. Once negotiations begin, the City will provide draft contract language to the preferred vendor to address other standard legal requirements. (Note: These requirements may include, but not be limited to: specification for performance bond, prevailing wage; anti - trust, arbitration, human rights, City administrative ordinance; etc.) -19- 54. Independent contractor Nothing contained in this agreement is intended to, or shall be construed in any manner, as creating or establishing the relationship of employer /employee between the parties. The Contractor shall at all times remain an independent Contractor with respect to the services to be performed under this Contract. Any and all employees of Contractor or other persons engaged in the performance of any work or services required by Contractor under this Contract shall be considered employees or sub- contractors of the Contractor only and not of the City; and any and all claims that might arise, including Worker's Compensation claims under the Worker's Compensation Act of the State of Minnesota or any other state, on behalf of said employees or other persons while so engaged in any of the work or services provided to be rendered herein, shall be the sole obligation and responsibility of Contractor. 55. Hold harmless The Contractor agrees to defend, indemnify and hold harmless the City, its officers and employees, from any liabilities, claims, damages, costs, judgments, and expenses, including attorney's fees, resulting directly or indirectly from an act or omission of the Contractor, its employees, its agents, or employees of subcontractors, in the performance of the services provided by this contract or by reason of the failure of the Contractor to fully perform, in any respect, any of its obligations under this contract. If a Contractor is a self- insured agency of the State of Minnesota, the terms and conditions of Minnesota Statute 3.732 et seq. shall apply with respect to liability bonding, insurance and liability limits. The provisions of Minnesota Statutes Chapter 466 shall apply to other political subdivisions of the State of Minnesota. 56. Accounting standards The Contractor agrees to maintain the necessary source documentation and enforce sufficient internal controls as dictated by generally accepted accounting practices to properly account for expenses incurred under this contract. 57. Retention of records The Contractor shall retain all records pertinent to expenditures incurred under this contract for a period of three years after the resolution of all audit findings. Records for non - expendable property acquired with funds under this contract shall be retained for three years after final disposition of such property. 58. Data practices The Contractor agrees to comply with the Minnesota Government Data Practices Act and all other applicable state and federal laws relating to data privacy or confidentiality. The Contractor must immediately report to the City any requests from third parties for information relating to this Agreement. The City agrees to promptly respond to inquiries from the Contractor concerning data requests. The Contractor agrees to hold the City, its officers, - 20 - and employees harmless from any claims resulting from the Contractor's unlawful disclosure or use of data protected under state and federal laws. All Proposals shall be treated as non - public information until the proposals are opened for review by the City. At that time the Proposals and their contents become public data under the provisions of the Minnesota Government Data Practices Act, Minn. Stat. C. 13. 59. Inspection of records All Contractor records with respect to any matters covered by this agreement shall be made available to the City or its designees at any time during normal business hours, as often as the City deems necessary, to audit, examine, and make excerpts or transcripts of all relevant data. 60. Applicable law The laws of the State of Minnesota shall govern all interpretations of this contract, and the appropriate venue and jurisdiction for any litigation which may arise hereunder will be in those courts located within the County of Ramsey, State of Minnesota, regardless of the place of business, residence or incorporation of the Contractor. 61. Contract termination The City may cancel the Contract if the Contractor fails to fulfill its obligations under the Contract in a proper and timely manner, or otherwise violates the terms of the Contract if the default has not been cured after 60 days written notice has been provided. The City shall pay Contractor all compensation earned prior to the date of termination minus any damages and costs incurred by the City as a result of the breach. If the contract is canceled or terminated, all finished or unfinished documents, data, studies, surveys, maps, models, photographs, reports or other materials prepared by the Contractor under this agreement shall, at the option of the City, become the property of the City, and the Contractor shall be entitled to receive just and equitable compensation for any satisfactory work completed on such documents or materials prior to the termination. 62. Employee working conditions and respondent's safety procedures The Contractor will ensure adequate working conditions and safety procedures are in place to comply with all applicable federal, state and local laws and regulations. The City reserves the right to inspect on a random basis all trucks, equipment, facilities, working conditions, training manuals, records of claims for Worker's Compensation or safety violations and standard operating procedures documents. - 21 - ATTACHMENT A - BACKGROUND INFORMATION The City of Maplewood has had a curbside recycling program for over fifteen years. The City's current recycling contract requires single family and multi - family complexes to be serviced on an every other week basis. Multi- family complexes may require additional pick -ups as needed. The current contract with the existing Contractor expires on December 31, 2005. The City currently employs a dual stream curbside recycling program. The City supplies recycling containers to single family households. The Contractor supplies recycling containers to multi - family complexes. Recycling pick -ups are scheduled by specific routes every other Monday thru Thursday (see Attachment C for specific routes and 2005 schedule). The City's ordinance prohibits the Contractor from providing service on Fridays. The City is divided into four service areas which correspond to each of the four days recycling is provided. Each of these service areas are further sub - divided into two districts with service occurring every other week. Multi- family complexes are also serviced on this schedule when serviced by the City's recycling Contractor. The City is currently being billed $96.37 per ton of recyclables collected. The total tons for 2002, 2003, and 2004 are 2,050, 2,359, and 2,331 respectively. These figures do not include an additional 250 to 530 tons of recyclables picked up at multi -unit complexes by vendors not under contract by the City (the City does not reimburse the vendors who service these accounts). The City of Maplewood has approximately 11,385 single family dwellings (SFD's) that are served by curbside recycling using curbside bins. There are approximately 4,500 multi- family dwelling (MFD) units with an additional 500 units planned for completion by the end of 2006. The current population of Maplewood is approximately 37,000 people. Table 1 itemizes the reported tonnage by material for 2004. Currently the City contracts for curbside recycling (e.g., single family households) and most of the MFD apartments units. A number of independent haulers serve other MFD units. The "Total" column listed below does not include the independent haulers' tonnages. Also the percent of total shown for 2004 is for tonnage under City contract only. Assumotions to be used for or000sals and evaluations The City shall use following assumptions for purposes of evaluating all proposals on the same basis: Annual recyclable tonnage collected under the City contract = 2,400 tons per year Annual recyclable tonnage collected from City residents not under the City contract (e.g., MFD recyclables collected by independent haulers) = 500 tons per year Single family dwellings and other households that receive "curbside service" using curbside bins= 11,400 housing units Multifamily dwelling buildings that will receive MFD type of service (e.g., carts) _ 5,000 housing units - 22 - �17E� onna a Estimates b Material for 2004 As rep orted it s ontractor an In a en ent Hau ers to i WACZ I R1 OEM= full rwmrj .•I .�qm lug• .11 mr,r, 1 to LKewsprint 1,457 22 134 . . I agazines 4 1 1 45 ' • ap 32 1 11 33 Mute Boo I 1 1 1 K'Tiilt�,9 INAM.1� e WE 1 1 1 I ' , m • ; .. No 1 1 1 1 /' CIIO Ai 1 1 1 1 I' 1, 31ii 1 IIRiF111 i i 1f►L7►�C���G3C��1fCIC3i[IIIY�1 WACZ ATTACHMENT B - PRICE WORKSHEET Instructions for Maolewood RFP price worksheet All proposers must fill out at least one of the "Dual stream" or "Single stream" proposal scenario price worksheets. In addition, proposers also may complete the optional "Additional alternate proposal scenario" worksheet. Proposers may submit multiple scenarios. Vendors may fill in the attached form or use their own in similar formats. However, the contents in the attached price worksheet must be included if alternative formats are submitted. If the vendor proposes under the dual stream scenario, the City will assume a collection service design similar to the current system. If the vendor proposes under the "Single stream" or any "Additional alternate" proposal scenarios, the proposal text must explicitly describe the collection service design (e.g., resident materials sorting / preparation requirements, collection frequency, cart size, cart ownership, etc.) The proposed price per ton charge to the City for all recycling services must be completed for each proposal scenario. The basic revenue share formula outline within this RFP can be summarized as a portion of the vendor's materials sales revenue from sale of paper grades and aluminum, less processing costs for these commodities. Alternative revenue sharing formula may be proposed. The City has a stated preference for using the specified published indexes as a means to simplify the accounting of proposed revenue share. Vendors can indicate from zero (0) to 100 percent revenue share for percent of published price index. Thus, vendors can opt out of the revenue share component by simply inserting zero (0) percent for both the paper and aluminum revenue share lines for each scenario proposed. Alternate revenue sharing formula can be proposed, but these must be clear with examples for each alternate formula. Also, vendors proposing alternate revenue sharing formula must justify how the monitoring and accounting of the alternate formula will be at least as simple as the basic revenue share formula contained within this RFP. The City will use the assumed tonnage and material splits in Table 1 for calculating the net revenue share back to the City from all proposers. It is important to note that the City does not guarantee any minimum tonnage or any specific material splits. These are estimates only for purposes of this RFP and comparing the value of any revenue sharing proposals. Under each proposed scenario, proposers must provide the frequency of collection services for that particular scenario. -24- ATTACHMENT B PRICE WORKSHEET (Continued) Company name: Contact person: Title: Phone: Address: E-mail: Note: Proposers must complete at least one of the "Dual stream" or "Single stream" worksheets below. A. "Dual stream" proposal scenario: Proposed price per ton to the City per ton of total for all recycling services g recyclables Revenue share proposal: percent of published Paper "gross" revenue share percentage paper price index per ton of all paper Less paper processing cost per ton g grades percent of published Aluminum "gross" revenue share percentage aluminum price index Less aluminum processing cost per ton g per ton of aluminum B. "Single stream" proposal scenario: Proposed price per ton to the City per ton of total for all recycling services g recyclables Revenue share proposal: percent of published Paper "gross" revenue share percentage paper price index per ton of all paper Less paper processing cost per ton g grades percent of published Aluminum "gross" revenue share percentage aluminum price index Less aluminum processing cost per ton g per ton of aluminum (Continued) - 25 - ATTACHMENT B PRICE WORKSHEET (Continued) Note: In addition to at least one of the previous worksheets, proposers may also submit an "Additional alternate" worksheet below. Proposers must provide adequate descriptions of any such additional alternate proposal (e.g., collection, processing and public education systems designs). C. "Additional alternate" proposal scenario: Short scenario title: Proposed price per ton to the City per ton of total for all recycling services g recyclables Revenue share proposal: percent of published Paper "gross" revenue share percentage paper price index per ton of all paper Less paper processing cost per ton g grades percent of published Aluminum "gross" revenue share percentage aluminum price index Less aluminum processing cost per ton g per ton of aluminum -26- ATTACHMENT C - CITY'S 2005 PUBLIC EDUCATION FLYER, ROUTE CALENDAR AND MAPS Community Development 2005 MAPLEWOOD CURBSIDE RECYCLING Materials to Recycle -Paper Newspaper Junk Mail Envelopes Magazines (bundle or put in paper bags) Corrugated cardboard (cut to 2' x 2') Glossy Paper Box Board -Glass Bottles and Jars (Clear, Brown, Green) -Metal All beverage cans All food cans - Plastic Bottles Liquor bottles, milk bottles Soft drink bottles and soap bottles (No caps or rings) #1 Plastic #2 Plastic with seams and neck Materials that Cannot be Recycled Building materials Plastic bags Windowpane glass Glass dishes Paper milk containers Coated boxes How to Prepare Materials Paper & Corrugated Put newspaper, non - glossy paper and envelopes in paper grocery bags or cardboard boxes that can be put into truck and recycled. Corrugated must be bundled and tied no larger than 20 pounds. -Metal - Cans & Plastic Bottles Rinse and place in recycling bin. -Glass Remove lids and metal rings and rinse. Place unbroken glass in recycling bin. NOTE: CANS, BOTTLES AND PLASTIC CAN NOW BE PUT IN ONE CONTAINER TOGETHER — THEY ARE SORTED OUT AT THE RECYCLING CENTER. QUESTIONS? Please contact Maplewood Community Development Department at 651- 249 -2300 Call Onyx Services at 651- 459 -3029 WHERE TO PLACE RECYCLABLES Recyclables will be picked up at the curb every other week on the same day as your normal refuse collection. Materials must be on the curb by 6:30 a.m. Following a holiday, pickup will be one day late for the rest of the week. (Continued) - 27 - ATTACHMENT C 2005 ROUTE CALENDAR AND MAPS (Continued) Maplewood Curbside Recycling To find your recycling pickup schedule: 1. Locate your refuse pickup day. 2. Look at the map associated with your day and determine your district. 3. The dates under your district are your recycling pickup dates MONDAY 2005 DISTRICT 1 1 DISTRICT 2 Feb 7,21 March 7,21 April 4,18 May 2,16,*31 June 13,27 July 11,25 August 8,22 Sept *6,19 Oct 3,17,31 Nov 14,28 Dec 12,26 Feb 14,28 March 14,28 April 11,25 May 9,23 June 6,20 July *5,18 August 1,15,29 Sept 12,26 Oct 10,24 Nov 7,21 Dec 5,19 *date shown is one dad late for holiday LbtpenMrA*e I Ilhs.nct 1....... A4I remdenc4r n4A� V1 -94 IF Disxict 2 Afrzajenacs sgUh Aft 94 (Continued) Feb March April May June July August Sept Oct Nov Dec TUESDAY 2005 8,22 8,22 5,19 3,17 *1,14,28 12,26 9,23 *7,20 4,18 1,15,29 13,27 Feb 1,15 March 1,15,29 April 12,26 May 10,24 June 7,21 July *6,19 August 2,16,30 Sept 13,27 Oct 11,25 Nov 8,22 Dec 6,20 *date shown is one day late for holiday ATTACMENT C 2005 ROUTE CALENDAR AND MAPS WEDNESDAY 2005 Jan 12,26 Jan 5,19 Feb 9,23 Feb 2,16 March 9,23 March 2,16,30 April 6,20 April 13,27 May 4,18 May 11,25 June *2,15,29 June 8,22 July 13,27 July *7,20 August 10,24 August 3,17,31 Sept *8,21 Sept 14,28 Oct 5,19 Oct 12,26 Nov 2,16,30 Nov 9,23 Dec 14,28 Dec 7,21 *date shown is one day late for holiday (Continued) vUSIre Bear1#'Snuz.. District 2 tii reeGerae �xs at Ytfi�m ESa. -RUan Ua THURSDAY 2005 Jan 13,27 Jan 6,20 Feb 10,24 Feb 3,17 March 10,24 March 3,17,31 April 7,21 April 14,28 May 5,19 May 12,26 June *3,16,30 June 9,23 July 14,28 July *8,21 August 11,25 August 4,18 Sept *9,22 Sept 1,15,29 Oct 6,20 Oct 13,27 Nov 3,17 Nov 10, *25 Dec 1,15,29 Dec 8,22 *date shown is one day late for holiday - 29 - DRAFT -- MINUTES COUNCIL /MANAGER WORKSHOP Monday, June 06, 2005 Council Chambers, City Hall 5:05 p.m. A. CALL TO ORDER B. ROLL CALL C Q Robert Cardinal, Mayor Kathleen Juenemann, Councilmember Marvin Koppen, Councilmember Jackie Monahan - Junek, Councilmember Will Rossbach, Councilmember Others Present: City Manager Fursman Assistant City Manager Coleman Finance Director Faust Parks and Recreation Director Anderson REAL Department Director Guilfoile Human Resource Director Le Police Chief Thomalla Fire Chief Lukin Public Works Director AN City Attorney Kelly APPROVAL OF AGENDA Present Present Present Absent Present Councilmember Monahan - Junek moved to approve the agenda as submitted. Seconded by Councilmember Koppen Ayes -All NEW BUSINESS 1. Finance Budget Presentation Agenda Item D2 Finance Director Faust gave the department's 2004 budget recap and projections in preparation for the upcoming council and management team retreat. 2. Parks and Recreation Presentation Parks and Recreation Director Anderson gave the department's 2004 budget recap and projections in preparation for the upcoming council and management team retreat. E. F FUTURE TOPICS ADJOURNMENT Councilmember Koppen moved to adjourn at 5:56 p.m. City Council /Manager Workshop 06 -06 -05 Seconded by Councilmember Juenemann Ayes -All City Council/Manager Workshop 03 -14 -05 AGENDA NO. G -1 AGENDA REPORT TO: City Council FROM: Finance Director RE: APPROVAL OF CLAIMS DATE: June 27, 2005 Attached is a listing of paid bills for informational purposes. The City Manager has reviewed the bills and authorized payment in accordance with City Council approved policies. ACCOUNTSPAYABLE: $ 140,769.39 Checks # 67144 thru # 67205 dated 06/14/05 $ 284,486.63 Disbursements via debits to checking account dated 06/03/05 thru 06/08/05 $ 772,778.33 Checks # 67206 thru #67261 dated 06/17 THRU 06/21/05 $ 143,091.42 Disbursements via debits to checking account dated 06/09 thru 06/16/05 $ 1,341,125.77 Total Accounts Payable PAYROLL $ 487,457.84 Payroll Checks and Direct Deposits dated 06/17/05 $ 2,673.00 Payroll Deduction check # 101642 thru # 101644 dated 06/17/05 $ 490,130.84 Total Payroll $ 1,831,256.61 GRAND TOTAL Attached is a detailed listing of these claims. Please call me at 651- 249 -2902 if you have any question on the attached listing. This will allow me to check the supporting documentation on file if necessary. ds attachments cAMy Documents \Excel \Miscellaneous \05- AprClms 06 -10 and 06- 17.xls vchlist 06/10/2005 11:42:42 AM Check Register City of Maplewood Check Date Vendor Description /Account Amount 67144 6/14/2005 02347 10,000 LAKES CHAPTER CONFERENCE REGISTRATION FEE - 180.00 67145 6/14/2005 02074 AHL, R CHARLES REIMB FOR MILEAGE 5/2 TO 5/27 127.17 67146 6/14/2005 00111 ANIMAL CONTROL SERVICES INC PATROL & BOARDING FEE 5/16 TO 1,195.52 67147 6/14/2005 00168 BECK, PATRICK REIMB FOR EMT TEST 20.00 67148 6/14/2005 03153 BLUE RHINO STUDIO INC NATURE CTR EXH RENOVATION- 11,150.00 67149 6/14/2005 02766 BOWMAN, KATHERINE SPRING VOLLEYBALL REFEREE 342.00 67150 6/14/2005 03020 BRADLEY R BEHNKE GOLF MGMT LLC GOLF PROGRAM 910.00 67151 6/14/2005 00211 BRAUN INTERTEC CORP. PROJ 04 -15 PROF SRVS THRU 5/20 685.00 67152 6/14/2005 02711 BREITBACH, GARY REIMB FOR FLOODLIGHT 44.63 67153 6/14/2005 00230 BRYAN ROCK PRODUCTS, INC. BASE MATERIALS FOR WBA 1,016.89 67154 6/14/2005 00240 C.S.C. CREDIT SERVICES APPLICANT BACKGROUND 50.00 APPLICANT BACKGROUND 66.00 67155 6/14/2005 03403 CARLSON, CAMERON REIMB FOR EMT TEST & MILEAGE 36.20 67156 6/14/2005 00291 CHICILO HOMES INC REF GRADING ESC - 750 MEYER ST 2,008.74 REF GRADING ESC - 740 MEYER ST 2,008.74 67157 6/14/2005 03399 COLT DEFENSE LLC TRAINING - 2 750.00 67158 6/14/2005 00358 DGM INC. TOW FORFEITURE VEHICLE 140.53 TOW FORFEITURE VEHICLE 122.48 TOW FORFEITURE VEHICLE 90.53 TOW FORFEITURE VEHICLE 122.48 TOW FORFEITURE VEHICLE 122.48 TOW FORFEITURE VEHICLE 90.53 TOW FORFEITURE VEHICLE 122.48 67159 6/14/2005 00471 ERICKSON, VIRGINIA REIMB FOR UNIFORM 213.97 67160 6/14/2005 03392 FOLIA INDUSTRIES INC NATURE CENTER SIGNS 2,111.00 67161 6/14/2005 02113 FURSMAN, RICHARD REIMB FOR TUITION, BOOKS & 2,757.22 67162 6/14/2005 00591 GRAFIX SHOPPE SQUAD GRAPHICS 106.50 67163 6/14/2005 01867 HANSON, PERRY SPRING VOLLEYBALL REFEREE 220.00 67164 6/14/2005 03121 HAYLAND WOODS PROJ 03 -18 HAZELWOOD AREA 266.25 67165 6/14/2005 03400 HOEPPNER, STEVE REIMB FOR SAFETY SHOES 69.99 67166 6/14/2005 01605 IFP TEST SERVICES INC PSYCH EXAMS 350.00 67167 6/14/2005 00721 INDEPENDENT SPORTS NETWORK SOFTBALL UMPIRING SERVICES 2,652.00 67168 6/14/2005 00771 JOHNSON, RICK DEER REMOVAL - MAY 200.00 67169 6/14/2005 01894 KELLY & FAWCETT PA PROSECUTION SRVS - MAY 9,825.00 LEGAL SERVICES - MAY 15,012.85 67170 6/14/2005 03021 KIMLINGER, JENNIFER SPRING VOLLEYBALL REFEREE 528.00 67171 6/14/2005 00843 LANDSCAPE ALTERNATIVES PROJ 03 -18 HAZELWOOD AREA 983.05 67172 6/14/2005 00906 M P E L R A CONFERENCE REGISTRATION 195.00 67173 6/14/2005 00908 M R P A WORKSHOP REGISTRATION 70.00 67174 6/14/2005 02906 METRO LAND & SURVEYING & ENG PROJ 03 -36 PROF SRV THRU 5/22 395.00 67175 6/14/2005 01018 MINNEAPOLIS FINANCE DEPT FIRE TRAINING FACILITY 1,000.00 67176 6/14/2005 01051 MN OCCUPATIONAL HEALTH PRE - EMPLOYMENT PHYSICALS 2,422.50 67177 6/14/2005 01028 MN STATE TREASURER STAX MONTHLY SURTAX - MAY 6,675.28 67178 6/14/2005 01156 NELSON, JEAN REIMB FOR MILEAGE 4/1 -5/31 75.41 67179 6/14/2005 01202 NYSTROM PUBLISHING CO INC MAPLEWOOD CITY NEWS & 3,635.00 67180 6/14/2005 01914 OLSON, ELIZABETH A SPRING VOLLEYBALL REFEREE 176.00 67181 6/14/2005 02893 OLSON, MARY EXHIBIT CONSULTANT 4,710.00 67182 6/14/2005 00001 ONE TIME VENDOR REF ERIC CROSBY- EVENT 350.00 67183 6/14/2005 00001 ONE TIME VENDOR REF SUSAN ZULK - PARKS 16.00 67184 6/14/2005 00001 ONE TIME VENDOR REF M VAN PATTEN - DAILY 5.33 67185 6/14/2005 01863 PACKER, ROGER SPRING VOLLEYBALL REFEREE 220.00 67186 6/14/2005 02563 PHILLIPS MEDICAL SYSTEMS CREDIT- DUP PYMT INV - 580.43 HEARTSTART MRX AILS MONITOR 16,740.00 67187 6/14/2005 01340 REGIONS HOSPITAL DRUG SUPPLIES 1,700.13 67188 6/14/2005 02663 SAARION, CARL SPRING VOLLEYBALL REFEREE 66.00 67189 6/14/2005 02118 SCHMIDT, RUSSELL REIMB FOR TUITION 840.56 2 Check Date Vendor Description /Account Amount 67190 6/14/2005 03402 SCHOLEN, CHRIS 67191 6/14/2005 03398 SHAMROCKGROUP 67192 6/14/2005 01463 SISTER ROSALIND GEFRE 67193 6/14/2005 03278 SKRYPEK'S DAIRY QUEEN 67194 6/14/2005 01903 SPANGLER, EDNA 67195 6/14/2005 01504 ST PAUL, CITY OF 67196 6/14/2005 03370 STEFFEN, GREG 67197 6/14/2005 01537 STREAMLINE DESIGN INC. 67198 6/14/2005 01572 SYSTEMS SUPPLY, INC. 67199 6/14/2005 01574 T.A. SCHIFSKY & SONS, INC 67200 6/14/2005 02069 ULTIMATE DRAIN SERVICES INC 67201 6/14/2005 01699 UNIVERSITY OF MINNESOTA 67202 6/14/2005 01709 VASKO RUBBISH REMOVAL 67203 6/14/2005 01872 WEBER, MARK 67204 6/14/2005 01789 WOODBURY, CITY OF 67205 6/14/2005 01798 YOCUM OIL CO. REIMB FOR TUITION 869.20 REIMB FOR EMT TEST 20.00 CREDIT- INV 41939 MERCH FOR -4.00 MERCH FOR RESALE 217.00 MASSAGES - MAY 2,509.00 BIRTHDAY CAKES 127.75 REIMB FOR WATER GARDEN FOOD 147.14 CRIME LAB SERVICES -APR 160.00 MEDICAL SUPPLIES 1,176.46 SPRING VOLLEYBALL REFEREE 374.00 SOCCER TSHIRTS 666.40 SOCCER TSHIRTS 333.20 SOFTBALL TSHIRT LOGO 290.00 PRINTER TONER 184.16 ASPHALT 1,589.51 PROJ 02 -10 KENNARD /FROST- 11,841.05 SEWER SERVICE TELEVISING 350.00 LAWN CARE MGMT SEMINAR 175.00 SPRING CLEAN -UP EVENT 4/23 11,961.90 SPRING VOLLEYBALL REFEREE 330.00 L.E.A.D. TRAINING ACADEMY 426.95 UNLEADED MID -GRADE 89 OCTANE 11,614.66 62 Checks in this report Total checks : 140,769.39 3 CITY OF MAPLEWOOD Disbursements via Debits to Checking account Transmitted Settlement Date Date Payee 06/02/05 06/03/05 MN State Treasurer 06/03/05 06/03/05 ICMA (Vantagepointe) 06/03/05 06/06/05 MN State Treasurer 06/03/05 06/06/05 U.S. Treasurer 06/03/05 06/06/05 P.E.R.A. 06/03/05 06/06/05 Orchard Trust 06/03/05 06/06/05 MN Dept of Natural Resources 06/06/05 06/07/05 MN State Treasurer 06/03/05 06/07/05 MN State Treasurer 06/03/05 06/07/05 Federal Reserve Bank 06/07/05 06/08/05 MN State Treasurer TOTAL Description Drivers License /Deputy Registrar Deferred Compensation Drivers License /Deputy Registrar Federal Payroll Tax P.E.R.A. Deferred Compensation DNR electronic licenses Drivers License /Deputy Registrar State Payroll Tax Savings Bonds Drivers License /Deputy Registrar Amount 24,054.21 9,256.10 18,985.21 92, 801.69 52,461.15 24,934.00 2,200.12 21, 728.00 17,846.02 200.00 20, 020.13 H vchlist Check Register Page: 1 06/17/2005 City of Maplewood Check Date Vendor Description /Account Amount 67206 6/21/2005 03229 916 FOUNDATION REF GRADING ESC - 2235 CTY RD 2,711.75 67207 6/21/2005 00014 AT&T MANAGED INTERNET SERVICE - 1,013.60 67208 6/21/2005 01908 ADMINISTRATION, DEPT OF HARBOR BACKUP - APR 2,190.15 HARBOR BACKUP - MAY 1,591.35 WIDE AREA NETWORK - APR 392.00 67209 6/21/2005 02106 ADVANCED BUSINESS SYSTEMS, INC LASERJET REPAIR 264.00 67210 6/21/2005 00111 ANIMAL CONTROL SERVICES INC PATROL & BOARDING FEES -5/28 1,032.91 67211 6/21/2005 03408 AUTO RESCUE INC TOW VEHICLE 85.20 67212 6/21/2005 00096 BP /AMOCO OIL COMPANY FUEL 49.07 67213 6/21/2005 00211 BRAUN INTERTEC CORP. PROJ 02 -08 PROF TESTING SRVS 1,608.50 67214 6/21/2005 01986 BUSACK, DANIEL REIMB FOR MEALS 15.74 REIMB FOR MEAL 8.00 REIMB FOR MEALS, CAR RENTAL & 286.71 67215 6/21/2005 03410 CARLSON, CRAIG ENTERTAINMENT FEE 350.00 67216 6/21/2005 00291 CHICILO HOMES INC REF GRADING ESC - 740 MEYER 500.00 REF GRADING ESC - 750 MEYER ST 500.00 67217 6/21/2005 00494 CHILDREN HOME & FAMILY SERVICE YOUTH DIVERSION SRVS - MAY 3,526.08 67218 6/21/2005 00392 COMMERCE, DEPT OF NOTARY COMMISSION 40.00 67219 6/21/2005 00330 COPY SERVICE CORP. COPIER LEASE 188.91 67220 6/21/2005 00338 CRABTREE COMPANIES INC. SOFTWARE SUPPORT RENEWAL 4,412.00 67221 6/21/2005 00340 CRAMER BUILDING SERVICES REMOVE UHL SYSTEM 18,400.00 67222 6/21/2005 03407 D. K. DOCKENDORF INC REF GRADING ESC - 1160 FROST 1,000.00 67223 6/21/2005 00384 DE LAGE LANDEN FINANCIAL SRVS COPIER LEASE - JUN 169.97 67224 6/21/2005 01973 ERICKSON OIL PRODUCTS INC CAR WASHES 100.00 67225 6/21/2005 01401 FIRST STUDENT INC BUS FEE FROM MCC TO THEATRE 150.00 BUS FEE FROM MCC TO MALL OF 238.20 67226 6/21/2005 02958 GOODPOINTE TECHNOLOGY INC SEWER MODULE & ICON SUPPORT 2,250.00 67227 6/21/2005 00612 GYM WORKS INC EQUIPMENT MAINTENANCE 654.13 67228 6/21/2005 03121 HAYLAND WOODS WOODLAND WILDFLOWERS 428.66 LANDSCAPE SEMINAR PLANTS 790.76 67229 6/21/2005 02945 HEALTH EAST VEHICLE SERVICES REPAIR VEHICLE 64.00 REPAIR VEHICLE 55.00 REPAIR VEHICLE 55.00 REPAIR VEHICLE 333.00 REPAIR VEHICLE 64.00 67230 6/21/2005 00718 INDEPENDENT SCHOOL DIST #622 FARM FIELD TRIP - 5/3 280.00 67231 6/21/2005 02607 KINNICKINNIC NATIVES LLC PROJ 03 -18 HAZELWOOD AREA 136.10 PRAIRIE PLANTS 44.31 67232 6/17/2005 00809 KONG, TOMMY POLICE OFFICER FOR RECEPTION 150.00 67233 6/21/2005 00908 M R P A MRPA WORKSHOP - 3 105.00 67234 6/21/2005 00908 M R P A WORKSHOP FEE 75.00 67235 6/21/2005 00945 MASYS CORP STRATUS SOFTWARE MAI NT - JUL 738.68 67236 6/21/2005 03122 MEDPRO MIDWEST GROUP EMS & STAIRCHAIR PREV MAINT 790.00 67237 6/21/2005 00986 METROPOLITAN COUNCIL MONTHLY SAC - MAY 90,436.50 67238 6/21/2005 03409 MORGAN, TEREMY TRAINING 42.60 67239 6/21/2005 02885 NASH HOME BUILDERS INC REF GRADING ESC - 2713 2,511.85 67240 6/21/2005 01202 NYSTROM PUBLISHING CO INC MCC TOUR BROCHURE 1,035.18 67241 6/21/2005 00001 ONE TIME VENDOR REF CARL BOLANDER - DUP 115.00 67242 6/21/2005 00001 ONE TIME VENDOR REF SEARS HOME IMPRV - BL 05- 80.50 67243 6/21/2005 00001 ONE TIME VENDOR REF PAM HAGLUND - PLANTS 45.00 67244 6/21/2005 00001 ONE TIME VENDOR REF JOHN GLENN MIDDLE SCH - 28.00 67245 6/21/2005 01941 PATRICK GRAPHICS & TROPHIES SOCCER MEDALS 399.38 4TH OF JULY TROPHIES 29.82 67246 6/21/2005 01281 PORTABLE COMPUTER SYSTEMS, INC PEDESTAL DOCK & MOUNT 1,056.25 67247 6/21/2005 00396 PUBLIC SAFETY, DEPT OF CJDN - 2ND QTR 1,920.00 CJDN - 2ND QTR 1,350.00 5 Check Date Vendor Description /Account Amount 67248 6/21/2005 00396 PUBLIC SAFETY, DEPT OF 67249 6/21/2005 01359 REGAL AUTO WASH DETAIL XX 67250 6/21/2005 02001 ROSEVILLE, CITY OF 67251 6/21/2005 03411 S & L MASONRY 67252 6/21/2005 01504 ST PAUL, CITY OF 67253 6/21/2005 01574 T.A. SCHIFSKY & SONS, INC 67254 6/21/2005 01615 THERMO -DYNE, INC. 67255 6/21/2005 03085 TOWN & COUNTRY HOMES 67256 6/21/2005 03277 TROUT LAND LLC 67257 6/21/2005 01683 UNIFORMS UNLIMITED INC 67258 6/21/2005 01734 WALSH, WILLIAM P. 67259 6/21/2005 02243 WINDSOR COMPANIES INC 67260 6/21/2005 03406 WOLF, JOSEPH & JILL 67261 6/21/2005 01190 XCEL ENERGY TRANSFER TITLE 13.50 TRANSFER TITLE 13.50 CAR WASHES - MAY 128.61 JOI NT POWERS AGREEM ENT MIS- 625.00 BLOCK WALLS & STEEL DOOR 1,899.95 RECORD MGMT SOFTWARE FEES - 3,798.00 RADIO SERVICE & MAINT- MAY 255.61 CRIME LAB SERVICES - MAY 275.00 ASPHALT MIX - MAY 215.53 VARIOUS BITUMINOUS MATERIALS 2,852.28 PROJ 02 -08 CTY RD D IMPRV PMT 1 34,806.33 PROJ 03 -36 SPRINGSIDE DR PYMT 56,620.96 PROJ 04 -15 GLADSTONE NO - 147,815.10 SERVICE & REPAIR EQUIPMENT 5,198.61 PROJ 03 -26 ROADWAY & POND 91,769.00 PROJ 02 -08 RIGHT -OF -WAY PYMT 249,500.00 BULLETPROOF VEST 799.50 COMMERCIAL PLUMBING 1,197.46 IRRIGATION SRVS - MAY 60.00 REF GRADING ESC - 2509 2,689.32 MONTHLY UTILITIES 275.60 MONTHLY UTILITIES 9,404.57 MONTHLY UTILITIES 43.80 MONTHLY UTILITIES 2,725.61 MONTHLY UTILITIES 1,162.76 MONTHLY UTILITIES 666.40 MONTHLY UTILITIES 11,078.47 56 Checks in this report Total checks : 772,778.33 CITY OF MAPLEWOOD EMPLOYEE GROSS EARNINGS REPORT FOR THE CURRENT PAY PERIOD CHECK # CHECK DATE EMPLOYEE NAME AMOUNT dd 06/17/05 CARDINAL, ROBERT 422.42 dd 06/17/05 JUENEMANN, KATHLEEN 371.77 dd 06/17/05 KOPPEN, MARVIN 371.77 dd 06/17/05 MONAHAN- JUNEK, 371.77 dd 06/17/05 ROSSBACH, WILLIAM 371.77 dd 06/17/05 COLEMAN, MELINDA 4,058.20 dd 06/17/05 DARST, ROBERTA 1,673.55 dd 06/17/05 FURSMAN, RICHARD 4,638.25 dd 06/17/05 SWANSON, LYLE 1,647.57 dd 06/17/05 LE, SHERYL 3,958.50 dd 06/17/05 RAMEAUX, THERESE 2,353.34 dd 06/17/05 FAUST, DANIEL 4,128.24 dd 06/17/05 SCHMIDT, DEBORAH 1,442.96 dd 06/17/05 ANDERSON, CAROLE 924.86 dd 06/17/05 BAUMAN, GAYLE 3,403.12 dd 06/17/05 JACKSON, MARY 1,802.95 dd 06/17/05 KELSEY, CONNIE 990.04 dd 06/17/05 TETZLAFF, JUDY 1,802.95 dd 06/17/05 FRY, PATRICIA 1,673.36 dd 06/17/05 GUILFOILE, KAREN 2,855.98 dd 06/17/05 OSTER, ANDREA 1,747.66 dd 06/17/05 CARLE, JEANETTE 1,682.61 dd 06/17/05 FIGG, SHERRIE 965.35 dd 06/17/05 JAGOE, CAROL 1,616.46 dd 06/17/05 JOHNSON, BONNIE 985.64 dd 06/17/05 MOY, PAMELA 825.37 dd 06/17/05 OLSON, SANDRA 1,089.93 dd 06/17/05 WEAVER, KRISTINE 1,736.56 dd 06/17/05 BANICK, JOHN 3,834.90 dd 06/17/05 CORCORAN, THERESA 1,614.15 dd 06/17/05 POWELL, PHILIP 2,246.22 dd 06/17/05 RICHIE, CAROLE 1,648.17 dd 06/17/05 SPANGLER, EDNA 308.00 dd 06/17/05 THOMALLA, DAVID 4,247.72 dd 06/17/05 ABEL, CLINT 2,602.93 dd 06/17/05 ALDRIDGE, MARK 2,773.99 dd 06/17/05 ANDREWS, SCOTT 3,540.06 dd 06/17/05 BAKKE, LONN 2,495.99 dd 06/17/05 BELDE, STANLEY 2,800.19 dd 06/17/05 BIERDEMAN, BRIAN 2,385.36 dd 06/17/05 BOHL, JOHN 3,675.08 dd 06/17/05 BUSACK, DANIEL 2,336.71 dd 06/17/05 COFFEY, KEVIN 2,396.53 7 CHECK # CHECK DATE EMPLOYEE NAME AMOUNT dd 06/17/05 CROTTY, KERRY 2,529.98 dd 06/17/05 DOBLAR, RICHARD 2,694.44 dd 06/17/05 DUNN, ALICE 2,415.42 dd 06/17/05 GABRIEL, ANTHONY 2,283.74 dd 06/17/05 HEINZ, STEPHEN 2,463.66 dd 06/17/05 HILBERT, STEVEN 3,293.11 dd 06/17/05 JOHNSON, KEVIN 3,828.73 dd 06/17/05 KALKA, THOMAS 1,017.37 dd 06/17/05 KARTS, FLINT 2,749.92 dd 06/17/05 KONG, TOMMY 2,492.02 dd 06/17/05 KROLL, BRETT 2,262.99 dd 06/17/05 KVAM, DAVID 3,387.46 dd 06/17/05 LARSON, DANIEL 398.69 dd 06/17/05 LU, JOHNNIE 3,352.73 dd 06/17/05 MARINO, JASON 2,393.20 dd 06/17/05 MARTIN, JERROLD 2,419.22 dd 06/17/05 MCCARTY, GLEN 2,079.33 dd 06/17/05 METRY, ALESIA 2,452.64 dd 06/17/05 NYE, MICHAEL 1,807.80 dd 06/17/05 OLSON, JULIE 2,552.28 dd 06/17/05 RABBETT, KEVIN 3,450.09 dd 06/17/05 RHUDE, MATTHEW 1,584.25 dd 06/17/05 STEFFEN, SCOTT 3,397.14 dd 06/17/05 STEINER, JOSEPH 660.68 dd 06/17/05 SYPNIEWSKI, WILLIAM 1,584.25 dd 06/17/05 SZCZEPANSKI, THOMAS 2,624.43 dd 06/17/05 WENZEL, JAY 2,319.97 dd 06/17/05 XIONG, KAO 2,338.39 dd 06/17/05 BARTZ, PAUL 2,682.04 dd 06/17/05 BERGERON, JOSEPH 3,265.37 dd 06/17/05 DUGAS, MICHAEL 2,532.93 dd 06/17/05 ERICKSON, VIRGINIA 2,458.52 dd 06/17/05 FLOR, TIMOTHY 3,210.94 dd 06/17/05 FRASER, JOHN 2,688.91 dd 06/17/05 LANGNER, SCOTT 1,913.85 dd 06/17/05 PALMA, STEVEN 2,849.83 dd 06/17/05 THEISEN, PAUL 2,133.58 dd 06/17/05 THIENES, PAUL 2,772.34 dd 06/17/05 CARLSON, BRIAN 2,091.64 dd 06/17/05 DAWSON, RICHARD 7,819.00 dd 06/17/05 DUELLMAN, KIRK 5,068.94 dd 06/17/05 EVERSON, PAUL 2,299.52 dd 06/17/05 HALWEG, JODI 2,096.68 dd 06/17/05 JOHNSON, DOUGLAS 4,576.12 dd 06/17/05 NOVAK, JEROME 7,816.99 dd 06/17/05 PARSONS, KURT 2,364.20 dd 06/17/05 PETERSON, ROBERT 6,232.77 dd 06/17/05 PRECHTEL, ROBERT 2,590.16 N CHECK # CHECK DATE EMPLOYEE NAME AMOUNT dd 06/17/05 SVENDSEN, RONALD 6,376.16 dd 06/17/05 GERVAIS -JR, CLARENCE 2,757.93 dd 06/17/05 BAUER, MICHELLE 1,977.55 dd 06/17/05 FLAUGHER, JAYME 1,986.55 dd 06/17/05 HERMANSON, CHAD 1,766.47 dd 06/17/05 HUBIN, KENNARD 1,721.67 dd 06/17/05 LAFFERTY, WALTER 2,344.90 dd 06/17/05 LINN, BRYAN 2,670.47 dd 06/17/05 PACOLT, MARSHA 2,339.34 dd 06/17/05 RABINE, JANET 2,427.60 dd 06/17/05 SCHAULS, ADAM 51.00 dd 06/17/05 STAHNKE, JULIE 2,758.40 dd 06/17/05 LUKIN, STEVEN 3,731.90 dd 06/17/05 RYAN, MICHAEL 135.00 dd 06/17/05 SVENDSEN, AUSTIN 2,991.94 dd 06/17/05 ZWIEG, SUSAN 1,745.35 dd 06/17/05 DOLLERSCHELL, ROBERT 282.07 dd 06/17/05 AHL, R. CHARLES 4,329.30 dd 06/17/05 BREHEIM, ROGER 1,826.77 dd 06/17/05 GROHS, JUDITH 1,752.28 dd 06/17/05 NIVEN, AMY 1,187.82 dd 06/17/05 PRIEFER, WILLIAM 2,604.66 dd 06/17/05 BRINK, TROY 1,655.75 dd 06/17/05 DEBILZAN, THOMAS 1,828.15 dd 06/17/05 EDGE, DOUGLAS 1,822.15 dd 06/17/05 ELIAS, BRANDON 700.00 dd 06/17/05 JONES, DONALD 1,822.15 dd 06/17/05 KANE, MICHAEL 2,941.68 dd 06/17/05 MEYER, GERALD 1,906.19 dd 06/17/05 NAGEL, BRYAN 2,276.71 dd 06/17/05 OSWALD, ERICK 2,046.46 dd 06/17/05 RUNNING, ROBERT 1,578.95 dd 06/17/05 TEVLIN, TODD 1,709.75 dd 06/17/05 BEYER, MEGAN 870.97 dd 06/17/05 CAVETT, CHRISTOPHER 3,270.46 dd 06/17/05 DUCHARME, JOHN 2,323.66 dd 06/17/05 ENGSTROM, ANDREW 1,781.27 dd 06/17/05 ISAKSON, CHAD 935.57 dd 06/17/05 JACOBSON, SCOTT 1,823.71 dd 06/17/05 KNUTSON, LOIS 990.00 dd 06/17/05 LABEREE, ERIN 2,274.95 dd 06/17/05 LINDBLOM, RANDAL 2,856.91 dd 06/17/05 PECK, DENNIS 2,362.59 dd 06/17/05 PRIEBE, WILLIAM 2,325.97 dd 06/17/05 VERMEERSCH, CHARLES 2,210.16 dd 06/17/05 ANDERSON, BRUCE 4,024.42 dd 06/17/05 CAREY, HEIDI 1,991.75 dd 06/17/05 HALL, KATHLEEN 1,749.97 A CHECK # CHECK DATE EMPLOYEE NAME AMOUNT dd 06/17/05 GERVAIS, DAVID 900.00 dd 06/17/05 LUND, ERIC 384.00 dd 06/17/05 MARUSKA, MARK 2,649.16 dd 06/17/05 NAUGHTON, JOHN 1,703.75 dd 06/17/05 SCHINDELDECKER, JAMES 1,824.46 dd 06/17/05 BIESANZ, OAKLEY 1,551.72 dd 06/17/05 HAYMAN, JANET 1,088.98 dd 06/17/05 HUTCHINSON, ANN 2,240.46 dd 06/17/05 NELSON, JEAN 1,127.89 dd 06/17/05 SEEGER, GERALD 543.68 dd 06/17/05 GAYNOR, VIRGINIA 2,244.01 dd 06/17/05 EKSTRAND, THOMAS 3,014.19 dd 06/17/05 KROLL, LISA 1,173.56 dd 06/17/05 LIVINGSTON, JOYCE 891.48 dd 06/17/05 SINDT, ANDREA 1,586.15 dd 06/17/05 THOMPSON, DEBRA 704.46 dd 06/17/05 YOUNG, TAMELA 1,466.95 dd 06/17/05 FINWALL, SHANN 2,232.56 dd 06/17/05 ROBERTS, KENNETH 2,523.48 dd 06/17/05 CARVER, NICHOLAS 2,743.92 dd 06/17/05 FISHER, DAVID 3,244.09 dd 06/17/05 RICE, MICHAEL 1,846.95 dd 06/17/05 SWAN, DAVID 1,936.55 dd 06/17/05 SWETT, PAUL 936.00 dd 06/17/05 KONEWKO, DUWAYNE 2,600.56 dd 06/17/05 ANZALDI, KALI 343.38 dd 06/17/05 BJORK, ALICIA 158.25 dd 06/17/05 BJORK, BRANDON 103.00 dd 06/17/05 FINN, GREGORY 2,192.66 dd 06/17/05 GOODRICH, CHAD 465.50 dd 06/17/05 GRAF, MICHAEL 1,923.70 dd 06/17/05 KELLY, LISA 1,298.82 dd 06/17/05 KYRK, ASHLEY 178.00 dd 06/17/05 OHLHAUSER, MEGHAN 215.50 dd 06/17/05 ROBBINS, AUDRA 2,097.08 dd 06/17/05 SHERRILL, CAITLIN 117.00 dd 06/17/05 TAUBMAN, DOUGLAS 2,797.48 dd 06/17/05 WERNER, KATIE 148.75 dd 06/17/05 ZIELINSKI, JOSEPH 80.00 dd 06/17/05 GERMAIN, DAVID 1,831.39 dd 06/17/05 NORDQUIST, RICHARD 1,822.15 dd 06/17/05 SCHULTZ, SCOTT 2,021.95 dd 06/17/05 ANZALDI, MANDY 3,668.91 dd 06/17/05 COLLINS, ASHLEY 112.00 dd 06/17/05 CRAWFORD - JR, RAYMOND 339.50 dd 06/17/05 CROSSON, LINDA 2,586.55 dd 06/17/05 EVANS, CHRISTINE 736.51 dd 06/17/05 MILES, LAURA 256.03 10 CHECK # CHECK DATE EMPLOYEE NAME AMOUNT dd 06/17/05 PELOQUIN, PENNYE 495.20 dd 06/17/05 SCHMIDT, RUSSELL 2,007.26 dd 06/17/05 SCHULZE, BRIAN 651.63 dd 06/17/05 STAPLES, PAULINE 2,898.01 dd 06/17/05 ZIELINSKI, JUDY 110.05 dd 06/17/05 ABRAHAMSON, DANIEL 213.50 dd 06/17/05 BENDTSEN, LISA 29.85 dd 06/17/05 BRENEMAN, NEIL 570.66 dd 06/17/05 CRONIN, CHAD 9.35 dd 06/17/05 EDSON, JAMIE 127.39 dd 06/17/05 ERICKSON- CLARK, CAROL 45.20 dd 06/17/05 ESTRADA, KIEL 197.00 dd 06/17/05 EVANS, KRISTIN 42.00 dd 06/17/05 FIERRO WESTBERG, 23.80 dd 06/17/05 FONTAINE, KIM 788.29 dd 06/17/05 GREDVIG, ANDERS 346.32 dd 06/17/05 GUZIK, JENNIFER 116.25 dd 06/17/05 HALEY, BROOKE 69.60 dd 06/17/05 HORWATH, RONALD 1,978.42 dd 06/17/05 IRISH, GRACE 154.80 dd 06/17/05 KOEHNEN, AMY 72.45 dd 06/17/05 KOEHNEN, MARY 3,546.07 dd 06/17/05 KRONHOLM, KATHRYN 490.89 dd 06/17/05 MARUSKA, ERICA 45.84 dd 06/17/05 MATHEWS, LEAH 74.75 dd 06/17/05 NELSON, SIERRA 66.63 dd 06/17/05 OVERBY, ANNA 57.90 dd 06/17/05 POTTRATZ, DIANE 22.93 dd 06/17/05 PROESCH, ANDY 523.47 dd 06/17/05 SCHULTZ, MATTHEW 39.00 dd 06/17/05 SCHULTZ, PETER 41.11 dd 06/17/05 SHAW, KRISTINA 25.63 dd 06/17/05 SMITH, ANN 168.75 dd 06/17/05 TUPY, HEIDE 202.00 dd 06/17/05 TUPY, MARCUS 252.00 dd 06/17/05 WERNER, REBECCA 61.75 dd 06/17/05 GROPPOLI, LINDA 254.40 dd 06/17/05 KURKOSKI, STEPHANIE 25.73 dd 06/17/05 BEHAN, JAMES 1,702.83 dd 06/17/05 HOUSE, JEFFREY 69.85 dd 06/17/05 LONETTI, JAMES 1,007.82 dd 06/17/05 PATTERSON, ALBERT 1,229.09 dd 06/17/05 PRINS, KELLY 1,337.95 dd 06/17/05 REILLY, MICHAEL 1,580.55 dd 06/17/05 AICHELE, CRAIG 2,160.47 dd 06/17/05 PRIEM, STEVEN 2,049.35 dd 06/17/05 WOEHRLE, MATTHEW 1,542.95 dd 06/17/05 BERGO, CHAD 2,255.30 11 12 CHECK # CHECK DATE EMPLOYEE NAME AMOUNT dd 06/17/05 FOWLDS, MYCHAL 1,976.78 dd 06/17/05 FRANZEN, NICHOLAS 1,512.86 dd 06/17/05 HURLEY, STEPHEN 3,245.74 WE 101535 06/17/05 INGVOLDSTAD, CURTIS 62.50 WE 101536 06/17/05 JAHN, DAVID 1,598.76 WE 101537 06/17/05 MORIN, TROY 162.38 WE 101538 06/17/05 LE, JENNIFER 108.00 WE 101539 06/17/05 MITCHELL, KELLY 49.50 WE 101540 06/17/05 MATHEYS, ALANA 1,980.09 WE 101541 06/17/05 GENNOW, PAMELA 936.00 WE 101542 06/17/05 HANSEN, LORI 1,933.75 WE 101543 06/17/05 PALANK, MARY 1,616.46 WE 101544 06/17/05 SVENDSEN, JOANNE 1,786.59 WE 101545 06/17/05 SHORTREED, MICHAEL 3,987.67 WE 101546 06/17/05 WELCHLIN, CABOT 2,410.11 WE 101547 06/17/05 BAUMAN, ANDREW 184.00 WE 101548 06/17/05 FREBERG, RONALD 2,130.44 WE 101549 06/17/05 HOEPPNER, STEVEN 400.00 WE 101550 06/17/05 JAROSCH, JONATHAN 999.60 WE 101551 06/17/05 EDSON, DAVID 1,859.48 WE 101552 06/17/05 GORE, MICHAEL 750.00 WE 101553 06/17/05 HELEY, ROLAND 1,859.48 WE 101554 06/17/05 HINNENKAMP, GARY 1,834.03 WE 101555 06/17/05 LINDORFF, DENNIS 1,826.77 WE 101556 06/17/05 LUND, MARK 720.00 WE 101557 06/17/05 NOVAK, MICHAEL 1,753.35 WE 101558 06/17/05 BERGREN, KIRSTEN 208.13 WE 101559 06/17/05 GERNES, CAROLE 424.13 WE 101560 06/17/05 SOUTTER, CHRISTINE 435.00 WE 101561 06/17/05 GITZLAFF, ANDREW 625.00 WE 101562 06/17/05 BUSMAN, CHRISTINA 567.00 WE 101563 06/17/05 DAMIANI, ROBERT 40.00 WE 101564 06/17/05 FREYBERGER, RACHEL 140.00 WE 101565 06/17/05 GRAF, ASHLEY 90.00 WE 101566 06/17/05 KOPROWSKI,AMANDA 176.00 WE 101567 06/17/05 KYRK, HALEY 96.00 WE 101568 06/17/05 SHOBERG, KARI 26.81 WE 101569 06/17/05 UNGAR, KRISTOPHER 18.00 WE 101570 06/17/05 HAAG, MARK 1,886.55 WE 101571 06/17/05 NADEAU, EDWARD 2,930.14 WE 101572 06/17/05 GLASS, JEAN 1,797.14 WE 101573 06/17/05 HER, CHONG 30.80 WE 101574 06/17/05 NAGEL, BROOKE 369.60 WE 101575 06/17/05 TOLBERT, FRANCINE 482.50 WE 101576 06/17/05 UNGER, MARGARET 572.21 WE 101577 06/17/05 VELASQUEZ, ANGELA 245.50 WE 101578 06/17/05 ANDERSON, CALEB 156.46 WE 101579 06/17/05 ANDERSON, JOSHUA 69.88 12 13 CHECK # CHECK DATE EMPLOYEE NAME AMOUNT WE 101580 06/17/05 ANDERSON, JUSTIN 69.88 WE 101581 06/17/05 BOTHWELL, KRISTIN 138.23 WE 101582 06/17/05 BRENEMAN, SEAN 155.30 WE 101583 06/17/05 COSTA, JOSEPH 241.45 WE 101584 06/17/05 DEMPSEY, BETH 116.50 WE 101585 06/17/05 DUNN, RYAN 652.02 WE 101586 06/17/05 FLICKINGER, JUANITA 39.00 WE 101587 06/17/05 GESKERMANN, MARK 16.25 WE 101588 06/17/05 GRANT, MELISSA 181.13 WE 101589 06/17/05 GRUENHAGEN, LINDA 383.70 WE 101590 06/17/05 HJELMGREN, NICOLE 52.38 WE 101591 06/17/05 HOULE, DENISE 44.60 WE 101592 06/17/05 JOYER, MARTI 83.08 WE 101593 06/17/05 KERSCHNER, JOLENE 1,385.62 WE 101594 06/17/05 LEMAY, KATHERINE 139.75 WE 101595 06/17/05 LUTZ, CHRISTINA 81.25 WE 101596 06/17/05 MCCANN, NATALIE 75.00 WE 101597 06/17/05 MCMAHON, MELISSA 373.59 WE 101598 06/17/05 MILLS, ANNE 27.48 WE 101599 06/17/05 OLSON, MARGRET 43.65 WE 101600 06/17/05 PEHOSKI, JOEL 34.60 WE 101601 06/17/05 PETERSON, ANNA 211.25 WE 101602 06/17/05 RICHTER, NANCY 34.00 WE 101603 06/17/05 ROGNESS, TRYGGVE 30.83 WE 101604 06/17/05 ROSTRON, ROBERT 71.50 WE 101605 06/17/05 RYDEEN, ARIEL 338.25 WE 101606 06/17/05 SCHMIDT, EMILY 22.75 WE 101607 06/17/05 SCHOENECKER, SAMANTHA 61.75 WE 101608 06/17/05 SCHRAMM, BRITTANY 55.25 WE 101609 06/17/05 SCHREINER, MICHELLE 159.95 WE 101610 06/17/05 SMITLEY, SHARON 311.35 WE 101611 06/17/05 STAHNKE, AMY 94.25 WE 101612 06/17/05 TRUE, ANDREW 229.20 WE 101613 06/17/05 WARNER, CAROLYN 215.55 WE 101614 06/17/05 WEDES, CARYL 116.75 WE 101615 06/17/05 WELTER, ELIZABETH 60.50 WE 101616 06/17/05 WHITE, NICOLE 629.19 WE 101617 06/17/05 WOODMAN, ALICE 219.08 WE 101618 06/17/05 BOSLEY, CAROL 288.90 WE 101619 06/17/05 HAGSTROM, EMILY 110.50 WE 101620 06/17/05 LEWIS, AMY 124.25 WE 101621 06/17/05 ODDEN, JESSICA 37.68 WE 101622 06/17/05 OIL, REBECCA 29.12 WE 101623 06/17/05 PARAYNO, GUAI 96.20 WE 101624 06/17/05 SATTLER, MELINDA 13.20 WE 101625 06/17/05 STODGHILL, AMANDA 36.00 WE 101626 06/17/05 VAN HALE, PAULA 93.60 WE 101627 06/17/05 WALKER, DAPHINE 48.10 13 487,457.84 14 CHECK # CHECK DATE EMPLOYEE NAME AMOUNT WE 101628 06/17/05 ANDERSON, MATT 127.00 WE 101629 06/17/05 BALDWIN, JANA 33.25 WE 101630 06/17/05 DOUGLASS, TOM 1,596.26 WE 101631 06/17/05 HER, PHENG 226.39 WE 101632 06/17/05 O'GRADY, VICTORIA 56.53 WE 101633 06/17/05 OLSON, CHRISTINE 34.91 WE 101634 06/17/05 SIMPSON, JOSEPH 201.95 WE 101635 06/17/05 SIMPSON, KIMBERLYN 187.65 WE 101636 06/17/05 THEESFELD, CALEB 69.50 WE 101637 06/17/05 VAIL, LUCILLE 66.68 WE 101638 06/17/05 VANG, KAY 48.21 WE 101639 06/17/05 VANG, TIM 148.91 WE 101640 06/17/05 WALSH, AMANDA 31.75 WE 101641 06/17/05 ZIMMERMAN, STEPHEN 86.45 487,457.84 14 CITY OF MAPLEWOOD Disbursements via Debits to Checking account Transmitted Settlement Date Date Pavee 06/08/05 06/09/05 MN State Treasurer 06/07/05 06/09/05 ARC Administration 06/09/05 06/10/05 MN State Treasurer 06/09/05 06/10/05 MN Dept of Natural Resources 06/10/05 06/13/05 MN State Treasurer 06/13/05 06/14/05 MN State Treasurer 06/14/05 06/15/05 MN State Treasurer 06/15/05 06/16/05 MN State Treasurer 06/10/05 06/16/05 Elan Financial Services* 06/15/05 06/16/05 Pitney Bowes TOTAL Description Drivers License /Deputy Registrar DCRP & Flex plan payments Drivers License /Deputy Registrar DNR electronic licenses Drivers License /Deputy Registrar Drivers License /Deputy Registrar Drivers License /Deputy Registrar Drivers License /Deputy Registrar Purchasing card items Postage *Detailed listings of Elan purchasing card items are attached. Amount 12,650.93 1,839.24 17,532.51 1,012.44 15,013.75 19,992.60 17,407.19 9,680.34 44,977.42 2,985.00 143, 091.42 15 Transaction Review For Transactions posted between 05/28/2005 to 06/10/2005 Post Date Vendor Name 06/08/2005 06/02/2005 06/08/2005 06/08/2005 05/30/2005 05/30/2005 05/30/2005 06/01/2005 06/02/2005 06/02/2005 06/06/2005 06/06/2005 06/08/2005 06/09/2005 05/30/2005 06/03/2005 06/03/2005 06/06/2005 06/06/2005 06/06/2005 06/06/2005 06/08/2005 06/09/2005 05/30/2005 06/01/2005 06/01/2005 06/02/2005 06/02/2005 06/03/2005 06/03/2005 06/08/2005 06/08/2005 06/10/2005 06/08/2005 06/09/2005 06/02/2005 06/06/2005 06/08/2005 06/08/2005 06/09/2005 06/08/2005 06/03/2005 06/06/2005 05/30/2005 05/30/2005 06/02/2005 06/02/2005 06/06/2005 06/07/2005 06/02/2005 06/08/2005 06/07/2005 VERIZON WRLS 12KW SPRINT PCS- 996 -SP NR G & K SERVICES 006 G & K SERVICES 006 STREICHERS POLICE EQUIPM NAPA AUTO PARTS # 28438 THE HOME DEPOT 2801 GAMESBYJAMES.COM RAINBOW FOODS 00088526 KMART 00071068 MICHAELS #2744 TARGET 00000687 THE HOME DEPOT 2801 NATIONAL SCHOOL PROD LAMETTRY'S COLLISION MN PHOTO TOUSLEY FORD 127200021 TACO BELL 440300040394 AIRGAS NORTH CENTRAL 154 SHRED -IT UNIFORMS UNLIMITED INC TOUSLEY FORD 127200021 MN PHOTO POOLSIDE API SUPPLY INC STAGE TECHNOLOGY MUSKA LIGHTING CENTER PARK SUPPLY INC THERMO -DYNE INC PRIORTIY COURIER ACCURATE ELECTRIC COMPANY ALL MAIN STREET ELECTRIC NORTHWOOD POWER EQUIPMENT THE HOME DEPOT 2801 THE HOME DEPOT 2801 PENCO ART SUPPLIES ONLINE FEDEX KINKO'S #0617 VERIZON DIRECTORIES S & T OFFICE PRODUCTS FEDEX KINKO'S #0617 RELIABLE AUTO SRPKLR C NEXTEL WRLESSSVCS PAYPAL SPRINGSTED THE STAR TRIBUNE - CIRCULAT NPC NEW PIG CORP BLOOMINGTON SECURITY SOLU GE CAPITAL AMERICAN RED CROSOI OF O1 WMS WASTE MGMT WMEZPAY VIDEO SERVICES OF AMERICA CUB FOODS, INC. BEST BUY 00000109 Settlement Amt Cardholder Name 6/14/2005 61.90 R CHARLES AHL 35.00 BRUCE K ANDERSON 224.68 BRUCE K ANDERSON 707.71 BRUCE K ANDERSON 787.65 SCOTTANDREWS 36.38 SCOTTANDREWS 12.19 MANDY ANZALDI 49.94 MANDY ANZALDI 1.91 MANDY ANZALDI 10.16 MANDY ANZALDI 58.50 MANDY ANZALDI 4.80 MANDY ANZALDI 20.53 MANDY ANZALDI 148.86 MANDY ANZALDI 2,627.67 JOHN BANICK 61.12 JOHN BANICK 43.71 JOHN BANICK 5.80 JOHN BANICK 847.46 JOHN BANICK 93.24 JOHN BANICK 24.44 JOHN BANICK 230.75 JOHN BANICK 10.70 JOHN BANICK 225.62 JIM BEHAN 346.03 JIM BEHAN 282.31 JIM BEHAN 249.47 JIM BEHAN 391.39 JIM BEHAN 352.00 JIM BEHAN 43.35 JIM BEHAN 234.10 JIM BEHAN 860.00 JIM BEHAN 41.48 RON BOURQUIN 23.37 TROY BRINK 9.39 TROY BRINK 211.94 HEIDI CAREY 92.66 HEIDI CAREY 121.50 HEIDI CAREY 23.41 HEIDI CAREY 46.14 HEIDI CAREY 169.10 STEVE CARLSON 522.22 CHRISTOPHER CAVETT 20.00 MELINDA COLEMAN 52.65 LINDA CROSSON 76.57 LINDA CROSSON 140.05 LINDA CROSSON 149.10 LINDA CROSSON 750.40 LINDA CROSSON 824.94 LINDA CROSSON 67.44 ROBERTA DARST 32.65 ROBERTA DARST 34.07 RICHARD DOBLAR 16 Post Date Vendor Name Settlement Amt Cardholder Name 06/08/2005 MENARDS 3059 7.73 RICHARD DOBLAR 06/02/2005 HENRIKSEN ACE HARDWARE 36.82 DOUG EDGE 06/08/2005 THOMAS TOOL AND SU 79.83 DOUG EDGE 06/02/2005 FRANKLIN COVEY #7069 52.08 THOMAS G EKSTRAND 06/02/2005 THE HOME DEPOT 2801 34.02 ANDREW ENGSTROM 06/10/2005 MENARDS 3059 15.95 ANDREW ENGSTROM 05/30/2005 STREAMLINE DESIGN INC 1,380.40 GREG FINN 06/03/2005 FEDEX KINKO'S #0617 105.05 GREG FINN 06/08/2005 WASTE MANAGEMENT 337.18 DAVID FISHER 06/08/2005 WASTE MANAGEMENT 337.18 DAVID FISHER 06/08/2005 EXCELLCOM 85.16 DAVID FISHER 06/08/2005 G & K SERVICES 006 279.48 DAVID FISHER 06/09/2005 G & K SERVICES 006 711.21 DAVID FISHER 06/06/2005 IN SIGHT PUBLIC SECTOR 573.30 MYCHALFOWLDS 06/06/2005 IN SIGHT PUBLIC SECTOR 573.30 MYCHALFOWLDS 06/08/2005 MAPLEWOOD PARKS AND RECRE 1.07 MYCHALFOWLDS 06/10/2005 UPDIRECT- PUBLICSECTOR 1,640.10 MYCHALFOWLDS 05/30/2005 SYX TIGERDIRECT.COM 69.03 NICK FRANZEN 05/30/2005 IN SIGHT PUBLIC SECTOR 586.02 NICK FRANZEN 06/06/2005 UPDIRECT- PUBLICSECTOR 837.09 NICK FRANZEN 06/06/2005 UPDIRECT- PUBLICSECTOR 1,765.77 NICK FRANZEN 06/06/2005 MIKES LP GAS INC 37.16 RONALD FREBERG 06/03/2005 SPRINTPCS AUTOPYMT RCI 120.32 RICHARD FURSMAN 06/02/2005 MN PHOTO 13.67 CLARENCE GERVAIS 06/08/2005 ASPEN MILLS 8005717343 52.03 CLARENCE GERVAIS 06/06/2005 TARGET 00011858 90.51 MIKE GRAF 06/09/2005 ORIENTAL TRADING CO 95.10 MIKE GRAF 06/09/2005 SPARTAN PROMOTIONAL GRP 271.04 MIKE GRAF 06/10/2005 SUPER-AMERICA 4089 17.99 MIKE GRAF 06/06/2005 DEGE GARDEN CENTER 48.70 JANET M GREW HAYMAN 06/09/2005 RAINBOW FOODS 00088526 24.62 JANET M GREW HAYMAN 06/08/2005 PANERA BREAD #3459 132.43 KAREN E GUILFOILE 06/03/2005 ICI- DULUX- PAINTS #0092 266.39 MARK HAAG 06/07/2005 S & T OFFICE PRODUCTS 201.26 LORI HANSON 05/30/2005 AKA ADOLF KIEFER ASSOC 69.85 RON HORWATH 05/30/2005 T J T- SHIRTS 340.00 RON HORWATH 05/30/2005 WATER GEAR INC. 398.65 RON HORWATH 06/02/2005 BEST BUY 00000109 53.25 RON HORWATH 06/06/2005 AMERICAN RED CROSOI OF Of 43.00 RON HORWATH 06/02/2005 ADT SECURITY SERVICES 157.28 STEVE HURLEY 06/06/2005 MICHAELS #9401 10.40 ANNE HUTCHINSON 06/06/2005 RADIO SHACK 00160853 24.05 ANNE HUTCHINSON 06/07/2005 RADIO SHACK 00160853 -21.39 ANNE HUTCHINSON 06/07/2005 MICHAELS #9401 -4.79 ANNE HUTCHINSON 06/09/2005 WEBER & TROSETH INC 36.50 ANNE HUTCHINSON 05/30/2005 EXCELLCOM 55.00 SCOTT JACOBSON 05/30/2005 DALCO ENTERPRISES, INC 615.13 DAVID JAHN 06/02/2005 MENARDS 3059 23.26 DON JONES 06/06/2005 SUPREME AUDIO 193.22 MARY B KOEHNEN 06/09/2005 HENRIKSEN ACE HARDWARE 31.60 MARY B KOEHNEN 05/30/2005 CHIPOTLE #0653 Q26 7.19 DAVID KVAM 05/30/2005 UNIFORMS UNLIMITED INC 76.95 DAVID KVAM 06/09/2005 UNIFORMS UNLIMITED INC 190.91 DAVID KVAM 06/01/2005 VERIZON WRLS I2KW 45.15 SHERYL L LE 06/10/2005 THINGS REMEMBERED 0956 97.93 SHERYL L LE 06/10/2005 RUTTGER'S BAY LAKE LOD 325.89 SHERYL L LE 17 Post Date Vendor Name 06/06/2005 06/09/2005 06/01/2005 05/30/2005 06/06/2005 06/08/2005 06/08/2005 05/30/2005 05/30/2005 05/30/2005 06/02/2005 06/06/2005 06/06/2005 06/06/2005 06/06/2005 06/08/2005 06/08/2005 06/09/2005 05/30/2005 06/03/2005 06/03/2005 05/30/2005 06/02/2005 06/03/2005 06/03/2005 06/10/2005 06/01/2005 06/07/2005 06/08/2005 06/08/2005 06/08/2005 06/08/2005 06/09/2005 06/09/2005 06/10/2005 06/03/2005 06/03/2005 06/07/2005 05/30/2005 06/01/2005 06/02/2005 06/10/2005 05/30/2005 06/01/2005 05/30/2005 05/30/2005 06/01/2005 05/30/2005 06/01/2005 06/02/2005 06/02/2005 06/03/2005 06/03/2005 06/03/2005 06/03/2005 06/06/2005 THE HOME DEPOT 2810 FRATTALLONE'S ACE FIDWE THOMAS TOOL AND SU EMERGENCY APPARATUS MAINT CUB FOODS, INC. EMERGENCY APPARATUS MAINT WASTE MANAGEMENT LITTLE CANADA CITGO DAVIS LOCK & SAFE ICI- DULUX- PAINTS #0092 LESCO SC 0530 MAUTZ #3525 HENRIKSEN ACE HARDWARE HIRSHFIELD'S MAPLEWOOD RAINBOW GROUP LLC WASTE MANAGEMENT G & K SERVICES 006 HUGOS TREE CARE THE HOME DEPOT 2801 CUB FOODS, INC. ARCH WIRELESS RYCO SUPPLY COMPANY DEMCO INC FEDEX KINKO'S #0617 USPS 2663650009 DEMCO INC S & T OFFICE PRODUCTS S & T OFFICE PRODUCTS G & K SERVICES 006 G & K SERVICES 006 G & K SERVICES 006 S & T OFFICE PRODUCTS S & T OFFICE PRODUCTS S & T OFFICE PRODUCTS S & T OFFICE PRODUCTS THE HOME DEPOT 2801 OAKDALE RENTAL CENTER CUSTOM HEADSETS INC S & T OFFICE PRODUCTS S & T OFFICE PRODUCTS S & T OFFICE PRODUCTS S & T OFFICE PRODUCTS HENRIKSEN ACE HARDWARE CARPENTER SMALL ENGINE BATTERIES PLUS BESTBUYCOM 88994009 AMZ AMAZON PAYMENTS FACTORY MOTOR PARTS BAUER BULT TRE33200023 BOYER FORD TRUCKS INC TRUCK UTILITE S INC FACTORY MOTOR PARTS BOYER FORD TRUCKS INC CATCO PARTS & SERV #I CATCO PARTS & SERV #I BOYER FORD TRUCKS INC Settlement Amt Cardholder Name 53.22 MICHAEL LIDBERG 10.60 MICHAEL LIDBERG 32.50 DENNIS LINDORFF 1,475.69 STEVE LUKIN 40.99 STEVE LUKIN 41.96 STEVE LUKIN 257.86 STEVE LUKIN 15.00 GORDON MALLORY 545.96 MARK MARUSKA 1,259.60 MARK MARUSKA 488.84 MARK MARUSKA 92.89 MARK MARUSKA 262.16 MARK MARUSKA 94.26 MARK MARUSKA 284.05 MARK MARUSKA 740.23 MARK MARUSKA 49 8.24 MARK MARUSKA 798.75 MARK MARUSKA 9.52 JON A MELANDER 9.98 ALEISA METRY 37.46 ED NADEAU 26.73 JEANNELSON 28.62 JEANNELSON 47.39 JEANNELSON 3.95 JEANNELSON -39.96 JEAN NELSON 177.35 AMYNIVEN 52.66 AMY NIVEN 316.79 AMYNIVEN 134.05 AMYNIVEN 200.13 AMYNIVEN 0.43 AMY NIVEN - 500.55 AMY NIVEN - 625.42 AMY NIVEN - 3,085.97 AMY NIVEN 21.58 ERICK OSWALD 126.74 ERICK OSWALD 386.44 MARSHA PACOLT 10.49 KATHLEEN PECK HALL 2.46 KATHLEEN PECK HALL -10.49 KATHLEEN PECK HALL 240.18 KATHLEEN PECK HALL 11.44 ROBERT PETERSON 11. 11 ROBERT PETERSON 76.13 PHILIP F POWELL 272.63 PHILIP F POWELL - 352.58 PHILIP F POWELL 16.68 STEVEN PRIEM 279.03 STEVEN PRIEM 80.70 STEVEN PRIEM 74.48 STEVEN PRIEM -97.11 STEVEN PRIEM 20.76 STEVEN PRIEM 50.65 STEVEN PRIEM 217.35 STEVEN PRIEM 188.31 STEVEN PRIEM IG1 Post Date Vendor Name 06/06/2005 06/08/2005 06/09/2005 06/10/2005 06/10/2005 06/06/2005 06/06/2005 06/09/2005 06/09/2005 06/09/2005 05/30/2005 05/30/2005 06/03/2005 06/03/2005 06/06/2005 06/06/2005 06/06/2005 06/09/2005 06/10/2005 06/10/2005 06/07/2005 06/09/2005 06/02/2005 06/08/2005 05/30/2005 05/30/2005 05/30/2005 06/07/2005 06/08/2005 06/08/2005 06/08/2005 06/10/2005 06/08/2005 06/10/2005 05/30/2005 06/03/2005 06/03/2005 06/03/2005 06/03/2005 06/03/2005 06/03/2005 06/06/2005 06/06/2005 06/08/2005 06/08/2005 06/08/2005 06/08/2005 06/02/2005 06/03/2005 06/03/2005 06/06/2005 06/08/2005 06/09/2005 06/09/2005 06/02/2005 06/08/2005 CONTINENTAL RESEARCH KATH AUTO PARTS MERIT CHEVROLET SUNRAY BTB CARQUEST EXCELLCOM CINGULAR WIRELESS, LLC NOVACARE REFIB/HEALT THE STAR TRIBUNE - ADVERTIS PIONEER PRESS ADVERTISIN DALCO ENTERPRISES, INC LAKE ELMO INN S S S ARTS CRAFT WAL -MART #1861 FACTORY CARD OUTLET #284 CUB FOODS, INC. LABSAFE OFFICE MAX 00002204 INSTANT SCIENCE LES TARGET 00011858 BEST BUY 00002451 PROSOURCE INC #1 T- MOBILE G & K SERVICES 006 RAINBOW FOODS 00088617 S & T OFFICE PRODUCTS S & T OFFICE PRODUCTS TARGET 00011858 RAINBOW FOODS 00088617 CUB FOODS, INC. CUB FOODS, INC. S5C TARGET 00011858 CENTURY BOOKSTORE NORTHWOOD POWER EQUIPMENT RICHARDS MARKET INC ASPEN MILLS 8005717343 ASPEN MILLS 8005717343 ASPEN MILLS 8005717343 ASPEN MILLS 8005717343 ASPEN MILLS 8005717343 JEFFERSON FIRE & SAFETY I EMERGENCY MEDICAL PROD DAVIS LOCK & SAFE JIM ROHN INTERNATIONAL TARGET 00011858 ASPEN MILLS 8005717343 ASPEN MILLS 8005717343 EL REINHARDT COMPANY INC THE HOME DEPOT 2801 DAVIS LOCK & SAFE HENRIKSEN ACE HARDWARE MINNESOTA ELECTRICAL AS. ALL MAIN STREET ELECTRIC ALL MAIN STREET ELECTRIC T- MOBILE ON SITE SANITATION, IN Settlement Amt Cardholder Name 194.86 STEVEN PRIEM 102.77 STEVEN PRIEM 45.24 STEVEN PRIEM 133.50 STEVEN PRIEM 74.55 STEVEN PRIEM 304.43 KEVIN RABBETT 83.31 KEVIN RABBETT 720.00 TERRIE RAMEAUX 1,692.98 TERRIE RAMEAUX 1,500.22 TERRIE RAMEAUX 645.08 MICHAEL REILLY 20.00 AUDRA ROBBINS 9.76 AUDRA ROBBINS 210.64 AUDRA ROBBINS 89.02 AUDRA ROBBINS 15.94 AUDRA ROBBINS 56.52 AUDRA ROBBINS 61.11 AUDRA ROBBINS 20.00 AUDRA ROBBINS 30.72 AUDRA ROBBINS 271.55 ERIN M SCHACHT 169.00 DEB SCHMIDT 46.47 SCOTT SCHULTZ 169.19 GERALD SEEGER 44.98 SCOTT STEFFEN 4.93 JOANNE M SVENDSEN -5.52 JOANNE M SVENDSEN 15.96 JOANNE M SVENDSEN 37.00 JOANNE M SVENDSEN 37.00 JOANNE M SVENDSEN -37.00 JOANNE M SVENDSEN 12.75 JOANNE M SVENDSEN 14.20 RONALD SVENDSEN 26.83 RONALD SVENDSEN 16.07 AUSTIN SVENDSEN 409.92 AUSTIN SVENDSEN 409.92 AUSTIN SVENDSEN 231.12 AUSTIN SVENDSEN 122.40 AUSTIN SVENDSEN 230.12 AUSTIN SVENDSEN 144.00 AUSTIN SVENDSEN 143.47 AUSTIN SVENDSEN 21.30 AUSTIN SVENDSEN 49.00 AUSTIN SVENDSEN 84.99 AUSTIN SVENDSEN 432.21 AUSTIN SVENDSEN 378.00 AUSTIN SVENDSEN 84.09 LYLE SWANSON 14.89 LYLE SWANSON 35.98 LYLE SWANSON 227.63 LYLE SWANSON 220.00 LYLE SWANSON 96.00 LYLE SWANSON 442.00 LYLE SWANSON 106.01 DOUGLAS J TAUBMAN 605.55 DOUGLAS J TAUBMAN 19 Post Date Vendor Name 06/06/2005 06/10/2005 06/10/2005 06/10/2005 06/10/2005 06/10/2005 06/10/2005 06/10/2005 06/10/2005 06/10/2005 06/10/2005 06/02/2005 05/30/2005 05/30/2005 06/01/2005 06/02/2005 06/02/2005 06/02/2005 06/08/2005 06/08/2005 QWESTCOMM TN651 QWESTCOMM TN612 QWESTCOMM TN612 QWESTCOMM TN612 QWESTCOMM TN612 QWESTCOMM TN612 QWESTCOMM TN612 QWESTCOMM TN612 QWESTCOMM TN612 QWESTCOMM TN612 QWESTCOMM TN612 MENARDS 3059 QUILL CORPORATION QUILL CORPORATION G & K SERVICES 006 QUILL CORPORATION MINUTEMAN PRESS MENARDS 3059 AFFORDABLE ENGRAVING AFFORDABLE ENGRAVING Settlement Amt Cardholder Name 60.47 JUDY TETZLAFF 57.51 JUDY TETZLAFF 86.27 JUDY TETZLAFF 86.27 JUDY TETZLAFF 86.27 JUDY TETZLAFF 86.27 JUDY TETZLAFF 375.97 JUDY TETZLAFF 57.51 JUDY TETZLAFF 242.03 JUDY TETZLAFF 57.51 JUDY TETZLAFF 115.02 JUDY TETZLAFF 35.36 JOSEPH WATERS 21.29 SUSANZWIEG 28.74 SUSANZWIEG 617.00 SUSANZWIEG 10.32 SUSANZWIEG 79.28 SUSANZWIEG 22.61 SUSANZWIEG 57.24 SUSANZWIEG -87.59 SUSANZWIEG 44,977.42 20 Agenda #G -2 AGENDA REPORT To: City Manager Richard Fursman From: Chief of Police David J. Thomalla Subject: Purchase of Police Vehicles Date: June 21. 2005 Introduction City Council approval is requested to purchase two 2005 Ford Crown Victoria vehicles. Background Money was allocated in the 2005 budget to purchase eight police vehicles. Six of the vehicles were purchased earlier in the year, and we are requesting permission to purchase the final two vehicles. One of the vehicles will be an unmarked traffic car, and the other will be used by our investigators and will have the potential to be used as a patrol vehicle in the future. The vehicles are purchased in conjunction with the State of Minnesota contract, and the price is currently $20,174 per vehicle. Recommendation It is recommended that authorization be given to purchase two 2005 Ford Crown Victorias. Action Required Submit to the City Council for review and approval. DJT:js Agenda Item G3 I L r i l=11 L r i l� 1 zfil 0 1 Bill L r i l TO: Richard Fursman, City Manager FROM: DuWayne Konewko, Environmental Management Specialist SUBJECT: Waterfest 2005 wrap -up DATE: June 7, 2005 INTRODUCTION The Ramsey - Washington Metro Watershed District ( RWMWD) held their annual Waterfest on Saturday, May 21, at the Lake Phalen Park Pavilion from 10:00 a.m. to 3:00 p.m. The City contributed seven hundred and fifty dollars ($750) to assist in sponsoring this event. City staff also contributed in -kind services to the event. BACKGROUND The City of Maplewood has helped to sponsor this event in previous years. The City has a good working relationship with RWMWD and partnering with them on this type of an event allows our two agencies to combine our resources and deliver a stronger educational message to a much larger audience. Waterfest featured the following activities and exhibiters; student exhibits of artistic, scientific and service projects; watershed and ecosystem exhibits and games; clowns, jugglers, face painting, and skits; environmental computer games and indoor science projects; stream monitoring; fishing lessons; and voyageur canoe rides, rain gardens, and composting. City staff from the Nature Center, Public Works and Community Development Department participated in the event. DISCUSSION Although the weather was less than optimal again (rainy and cold), a total of two hundred visitors participated in Waterfest activities. Due to the poor weather, most of the activities were conducted in the Lake Phalen Park Pavilion. Waterfest provided visitors with a unique opportunity to increase awareness on issues surrounding the protection of our natural resources. Waterfest also presented the City with a unique venue to work towards the fulfillment of our goals and outcomes concerning the Storm Water Management Program. Almost all of the feedback I received was very positive and the visitors seemed to be enjoying themselves despite the weather. One of the major goals of Waterfest is to help citizens make the connection between activities in their backyards and neighborhoods and the health of local lakes, streams, and wetlands. I believe Waterfest was successful in providing hands -on activities that demonstrated this connection and how important it is to keep your own "home" in order. Discussions are currently under way to examine the results of the participant surveys to determine what changes are needed to make Waterfest 2006 a bigger success. Staff will update the City Council on Waterfest 2006 when the planning phase is complete. Agenda Item G4 MEMORANDUM TO: Richard Fursman, City Manager FROM: DuWayne Konewko, Environmental Management Specialist SUBJECT: Annual Spring Clean -Up Event Summary DATE: June 7, 2005 INTRODUCTION The 2005 spring clean -up event was conducted on April 23'' and drew a total of 249 vehicles. The 2004 spring collection event had a total of 280 vehicles. The 2004 figures represent a decrease of 31 vehicles or approximately 11 %. DISCUSSION As you are aware, the 2005 spring event was held at Aldrich Arena in conjunction with Ramsey County's Household Hazardous Waste Collection Program. Due to the large parking lot and the traffic configuration, the site worked out extremely well. We set up two lines to process the vehicles (MCC could only accommodate 1 line) and this resulted in a much more efficient processing time for the residents. Staff received a lot of positive feedback on the location and the fact that residents could also tap into Ramsey County's Household Hazardous Waste Program. The Maplewood Police Reserves did an outstanding job in laying out the traffic configuration and working on traffic related issues. The total cost for conducting the 2005 spring collection event was $15,918.90. Total revenue received through the implementation of the service charge was $3,957 or an average of $16 per vehicle. The vast majority of the people who used this service did not voice any concerns or have any reservations about paying the service fee. The difference of $11,961.90 is the net cost to the city. This works out to be a subsidy of approximately 75% on behalf of the city and the residents were responsible for the remaining 25 %. Compare this with the collection last fall which had a subsidy of approximately 62% city and 38% residents. The city was targeting a 60 to 70% subsidy rate. The increase this year in the subsidy rate was predominantly due to the increase in electronics that were collected at the event. RECOMMENDATIONS In light of these results, I am recommending that the city make the following changes for clean- up events: • Continue with the fall collection event in September /October at Gethsemane Church. • Continue to implement service fees (recommending no increase) for residents who utilize this service. • Consider eliminating the fall collection event in 2006. • Reduce the hours for the 2006 spring collection from 7:00a.m. - 2:00p.m. to 7:00a.m. - 12:00p.m. • Continue to hold the spring collection event at Aldrich Arena in conjunction with Ramsey County's Household Hazardous Waste Collection Program. • Staff will evaluate the clean -up program after the 2006 spring collection and present updated findings to the City Council. Agenda G5 AGENDA REPORT TO: Richard Fursman, City Manager FROM: Karen Guilfoile, City Clerk RE: Temporary Liquor and Food License Fee Waiver DATE: June 21, 2005 Background: Ramsey Nursing Home Foundation (RNHF) is having a golf tournament and silent auction fundraiser event on September 16 2005. Food will also be served as part of the event. The Foundation is a 501 © 3 nonprofit and has self - insured status. The nonprofit organization has been in existence for more than three years and meets the criteria established by the city code of ordinances allowing for a temporary liquor license. The event will be held on September 16, 2005 beginning at 6:00 p.m. at the Ramsey Nursing Home, 2000 White Bear Avenue. The mission of the Ramsey Nursing Home Foundation is to cultivate and inspire donors to support and enrich their residents' programs and services. Funds raised will be used for various items, including: specialized equipment to assist residents a higher level of functioning, staff development through scholarships and programs to assist in the recruitment of staff. Recommendation: It is requested that council approve the temporary liquor and food licenses and grant the fee waiver. Agenda G6 AGENDA REPORT TO: Richard Fursman, City Manager FROM: Karen Guilfoile, City Clerk RE: Temporary Gambling License and Food Fee Waiver DATE: June 21, 2005 Introduction Holy Redeemer Church, 2555 Hazelwood Street, has submitted an application for a temporary gambling license (bingo) to be used at on October 2, 2005 from 11:30 a.m. to 2:30 p.m. The event will be their annual spaghetti dinner and funds raised will be used for religious and educational purposes. They are also requesting a waiver for the food permit. Recommendation It is recommended that council approve the following temporary gambling resolution: RESOLUTION APPROVING CHARITABLE GAMBLING BE IT HEREBY RESOLVED, by the City Council of Maplewood, Minnesota, that the temporary permit for lawful gambling is approved for the Holy Redeemer Parish, 2555 Hazelwood Street, Maplewood, Minnesota. FURTHERMORE, that the Maplewood City Council waives any objection to the timeliness of application for said permit as governed by Minnesota Statute 3349.213. FURTHERMORE, that the Maplewood City Council requests that the Gambling Control Division of the Minnesota Department of Gaming approve said permit as being in compliance with Minnesota Statute 3349.213. NOW, THEREFORE, BE IT FURTHER RESOLVED that this resolution by the City Council of Maplewood, Minnesota be forwarded to the Gambling Control Division for their approval. Agenda Item G7 LriI =ILVAIQ CL1 L UIILVA TO: City Manager FROM: Steve Lukin, Fire Chief SUBJECT: Demolition of Old Gladstone Fire Station Budget Transfer DATE: June 21, 2005 INTRODUCTION The condition of the old Gladstone Fire Station at 1900 Clarence Street has deteriorated to the point it is unsafe to be used for any purpose. Therefore, it needs to be demolished as soon as possible. The major issues that need to be dealt with are: asbestos abatement, capping of the well and the final demolition. At this time, I do not have exact totals for the cost so I am requesting the sum of $45,000 for the complete demolition of the old Gladstone Fire Station (I believe I am on the high side of this requested amount). Because this demolition is not budgeted for, Finance Director Dan Faust will be making the necessary financial arrangements. I hope to have this project completed by the end of July. RECOMMENDATION I recommend the city council approve the expenditure of $45,000 for the demolition of the old Gladstone Fire Station at 1900 Clarence Street. Agenda Item G8 AGENDA REPORT TO: Richard Fursman, City Manager FROM: Charles Ahl, Public Works Director /City Engineer Chuck Vermeersch, Engineer I SUBJECT: Hazelwood Street Improvements, City Project 03 -39 - Resolution Revising Project Completion Dates DATE: June 17, 2005 INTRODUCTION At the June 13 meeting, the city council awarded the construction contract for the Hazelwood Street Improvements, Project 03 -39, to Forest Lake Contracting, Inc. At this time the contractor is requesting a revision in the contract completion dates due to the delay in the contract award. The city council shall consider approving the attached resolution for Hazelwood Street Improvements, Project 03 -39, approving the revised project completion dates. Background The project involves the reconstruction of Hazelwood from Beam Avenue to the newly aligned County Road D, as well as the connection to Legacy Parkway. Included in the project are signal improvements at Beam Avenue, drainage improvements, construction of turn lanes, parking bays, sidewalks on both sides of the street and lighting and signal improvements. The original project schedule called for the contract to be awarded on May 23, 2005. The advertisement for bids and the contract documents indicated the project would begin construction on or about May 31, 2005. Due to ongoing negotiations with HealthEast St. John's Hospital on an agreement to acquire the temporary and permanent easements necessary for the reconstruction of Hazelwood Street, and include the extension of St. John's Boulevard to Kennard Street as part of the project, the award date was postponed to the next city council meeting on June 13, 2005. The present contract completion dates are as follows: Substantial Completion: Final Completion: Project Completion: July 30, 2005 September 2, 2005 September 30, 2005 The revised contract completion dates being requested are as follows: Substantial Completion: Final Completion: Project Completion: August 15, 2005 September 19, 2005 October 17. 2005 Revision of the schedule as requested would also extend the dates for which incentives would be awarded, or liquidated damages assessed as stated in the contract. Agenda Item G8 Budget Impact Revising the project completion dates would have no adverse impacts on the approved budget. RECOMMENDATION It is recommended that the city council approve the attached resolution for the Hazelwood Street Improvements, Project 03 -39, revising the project completion dates. Attachments: 1. Location Map 2. Resolution Revising Project Completion Dates for Hazelwood Street Improvements 3. Letter from Forest Lake Contracting Requesting Revision in Completion Dates Aaenda Item G8 694 rf Ratio D 61 ,� LEGIA KWAY COUNTY AD ❑ o ST. JOHNS BLV❑_ ❑ BEAM OWENUC Q n� D a 0 O 3 w Markham' U Pond w � KOHLMANO AVE. r firm�uropd COl1NTY 4A❑ C n C w f3am Fl r<s ❑ go NO SCALE \ —P RCJLG T LOCATION Agenda Item G8 RESOLUTION REVISING PROJECT COMPLETION DATES FOR HAZELWOOD STREET IMPROVEMENTS, CITY PROJECT 03 -39 WHEREAS, the award of the construction contract for Hazelwood Street Improvements, City Project 03 -39, was awarded on June 13, 2005, and WHEREAS, the published advertisement for bids and the contract documents stated that construction was to begin on the project on or about May 31, 2005, and WHEREAS, the city's contractor has requested that the contract completion dates be revised to reflect the delay in the contract award. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF MAPLEWOOD, MINNESOTA, that the completion dates for the Hazelwood Street Improvements, Project 03 -39, are hereby revised as follows: Substantial Completion: August 15, 2005 Final Completion: September 19, 2005 Project Completion: October 17, 2005 This revision has the effect of revising the dates for which incentives would be awarded, or liquidated damages assessed as stated in the contract. Agenda Item G8 G0fluWC iog, Inc. June 15, 2005 Mr. Chuck Vermeersch, PE City of Maplewood 1902 County Road B East Maplewood, Minnesota 55109 Re: Hazlewood Street Improvements Dear Mr. Vermeersch: Due to the two week delay in award of the project, Forest Lake Contracting, Inc. requests the following revised contract completion dates. Milestone Original Contract Date Requested Date Substantial Completion July 30, 2005 August 15, 2005 Final Completion September 2, 2005 September 19, 2005 Project Completion September 30, 2005 October 17, 2005 PH. (651) 464.4500 FAX (651)4644722 Accordingly, any incentive payment or liquidated damages would follow the revised dates as well. If you have any questions, please give me a call. Sincerely, FOREST LAKE CONTRACTING, INC. Daniel R. Vollhaber, PE President 14777 Lake Drive Forest Lake, MH 55025 AN EQUAL OPPORTUNITY EMPLOYER Agenda Item 11 AGENDA REPORT TO: City Manager FROM: Charles Ahl, Public Works Director /City Engineer Erin Laberee, Civil Engineer 1 SUBJECT: Dahl Avenue, Street and Utility Improvements for the Woodhill Development, City Project 05 -10 Resolution for Award of Bids DATE: June 17, 2005 INTRODUCTION Final plans and specifications for the Dahl Avenue Street and Utility Improvements for the Woodhill Development were approved by the city council on May 23, 2005, and authorization was given to advertise for bids. Those bids were received and opened on Friday, June 17, 2005. The city council will consider accepting the bids and approving the attached resolution for award of bids. Background The bids were received and publicly read aloud at 10:00 a.m., on Friday, June 17, 2005. The following four bids were received: 1. Danner, Inc. $ 423,817.50 2. Friedges Contracting $ 425,263.87 3. Three Rivers Construction $ 519,735.93 4. Northdale Construction $ 820,339.72 All bids have been checked and tabulated. The engineer's estimate for the project was $440,000. The low bid from Danner, Inc. of $423,817.50 is 4% less than the engineer's estimate. Budget Impact There would be no impact to the approved budget based on the above recommendation. This project is funded entirely from assessments and a small amount of funding from the EUF and PAC funds. No tax levy funding will be used on this project. The bid falls within the approved project budget and estimated construction cost established in the feasibility study. DISCUSSION The city's consultant engineer, Kimley -Horn and Associates, has worked with Danner Inc. on past projects and found them to be an acceptable contractor. Kimley -Horn also contacted the City of West St. Paul regarding work Danner Inc. has completed for them recently. Danner Inc. has constructed West St. Paul's annual street reconstruction project for the last 3 years and has done acceptable work. Staff expects that Danner will be able to perform to the project schedule and contract specifications. A letter of recommendation has been provided by Kimley -Horn and Associates that details the bid tabulation and past work experience with Danner Inc. Agenda Item 11 Nedegaard Custom Homes is developing the property at 2516 Linwood Avenue with16 single - family lots on a cul -de -sac. The developer has requested Dahl Avenue to be a public street with public utilities. The city will be constructing the street and utilities for the development. Prior to the award of bid, Nedegaard Custom Homes must prove ownership of the property as they intended to close on the property in May. The developer has not proved ownership of the property to the city as of June 22, 2005. If ownership has not been proved to the city by June 27th, 2005, the award of bid will need to be tabled until proof of ownership is provided. :7x9161LUILU140 N 0 It is recommended that the city council approve the attached resolution accepting the bids and awarding the contract to Danner, Inc. in the amount of $423,817.68. Attachments: 1. Resolution 2. Location Map 3. Letter of Recommendation Agenda Item 11 RESOLUTION AWARD OF BIDS WHEREAS, the city engineers deems it in the best interest of the city to combine the Dahl Avenue, Street and Utility Improvements for the Woodhill Development, City Project 05 -10 for bidding and award of bid, and AND WHEREAS, pursuant to resolution passed by the city council on May 23'', 2005, for advertising for bid for Dahl Avenue, Street and Utility Improvements for the Woodhill Development, Project 05 -10, bids were received opened and tabulated according to law, NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF MAPLEWOOD, MINNESOTA, 1. The bid of Danner, Inc. in the amount of $423,817.50 is the lowest responsible bid for the construction of Dahl Avenue, Street and Utility Improvements for the Woodhill Development, City Project 05 -10, and the mayor and clerk are hereby authorized and directed to enter into a contract with said bidder for and on behalf of the city. The finance director is hereby authorized to make the financial transfers necessary to implement the financing plan for the project. E 0 0 c9 CJ LT'u NORTH ue, Y o- MAVER a W a PARK L- a k w a r y HO DR.� JAMES- ➢R. '�' 'V z� R y � RIDGC R °C Q ¢ 35 w —tea ti yPR POWERS ABC 68 w A Cf q W '�' MJT CHELL AVE. q @ Mf w r 4 0 f J q z Q a i a 3 C V z 3 5 o m g q 35 g ma c, �CEIDR ° r w S u N H LD]N AVER w m UPPER .VZ. AFTON o V o u ¢ 54. OAK KNOLL DR. � BERL AND PL z a _ 55. TIPPER AFTON C1 A u v7 LG NGFELLGW z TT GARD INAL PL. ti 120 3 AD ➢WOOD 84. EAGLE RIDGE A 5 87. EAGLE RIDGE R G ro AVE. 3 ° r Dp fe PARK RIDG AVE DELLRIDGE . OW 14] AV ' AVE MAPLEW❑ ❑D a E DGEBR00 163 ASPEN 9 T29N RE ,�. ET. ON AVE. T26N R22W o a 3a V ➢ O ti GLENRIDGE AVE.© 2 1 1990 POP. 30,954 �POPLA NAP Tae y o HILLS II 12 F DR E -TPM G q 1Gy d ➢qLE AVE ]6a ¢ 165 SPRUCEWBOA OF o z ti 83. RED SPLENDER ER. SANDLrwp 3 84. WHITE OAK GTR. LINDEN DR RV O EA a RD. 85. SNOWDRIFT ER. OAKWOOD W T tiO N y z 86. P]NKSPIRE LA. 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W r D U � 3 R �GS� ja VALLENYIEWPL. VALIEY HI ® CIA` VIEWAVE. RED S z q r 3 AVE CT CWT - - C1R PIN CDURTLV w o " V�HIGHWOOD C L 3 u v �- in A BC 78. w 83. �5 Gq H3. Ny /VC AY a Q MAMIE AGE .g� W z Z C F E 0 z W a MAl ➢A 3 MITZ= r 4 Vf R ➢. 82. SIF UTHCREST AVE, O �8, o AVE NEMT AVE. o EOPP O OGDEN CT. OAI< HEGHT y 5 UiH CREST PV E. g'J DOUGLYNN CL a u A C q 'TE L e MORELAN➢ U QPW vD"K(, ET. U �S 49 care GPWVVe d�CLA W P DWpWSHOE LA. 0 2e S Lake JORDAN z BOXWOO AVE. SC DR IT S u aW V V qe AR K a mo DO�y m - ffijR'AM r I C LA. 10. SNOWSHOE CT. w O 2R, ➢ �`�-' V LT. ti O p "VC AVE. h O MACBETH e� CARVER AVE 4 \ YORK ALGOV H C w Z & City of Maplewood, Minnesota Department of Public Works Engineering Division ❑ ❑ Kimley -Horn and Associates, Inc. 20M UHMRSPY AW. MST.. SUIX 31 I H0. (651) M -4197 ST. PAUL MINNMTA 55114 FAC NO. (651) 60-5116 DAHL AVENUE STREET AND UTILITY IMPROVEMENTS PROJECT LOCATION MAP CITY PROJECT 05 -10 EXHIBIT I Agenda Item 11 June 20, 2005 Mr. R. Charles Ahl, PE Director of Public Works /City Engineer City of Maplewood 1902 East County Road B Maplewood, MN 55109 Re: Recommendation of Award Dahl Avenue Street and Utility Improvements City Project 05 -10 Dear Mr. Ahl: On Friday, June 17, 2005, bids were received and opened for the above - referenced project. Bids were received from four (4) contractors as follows: Contractor Bid Amount Danner Inc. $ 423,817.50 Friedges Construction Co., LLC $ 425,263.67 Three Rivers Construction $ 519,735.93 Northdale Construction Company, Inc. $ 820,339.72 Engineer's Estimate $ 440,000.00 All bids were submitted with proper guarantees in the amount of five percent (5 %) of the total bid as required by the Project Manual. Danner Inc. was the low bidder with a bid amount of $423,817.50. An error was found in the bid of Friedges Construction Company however the error was very small and did not affect the bid order. A copy of the bid tabulation for the project is enclosed for your information. The low bid is approximately $16,200 or 4% less than the Engineer's Estimate of $440,000. We have worked with Danner on previous projects and also verified similar projects they have recently completed in West St. Paul. Danner Inc. is an acceptable contractor capable of completing the work required by this project. We, therefore, recommend the award of this project to Danner Inc. for the total bid amount of $423,817.50. Please call me if you have any questions or you need any additional information. Sincerely, KIMLEY -HORN AND ASSOCIATES, INC. Agenda Item 11 Chadd B. Larson, PE Project Manager Enclosure: Bid Tabulation Copy: Chris Cavett/City of Maplewood Jon Horn/Kimley -Horn File 160500014/2.1 Agenda Item K1 MEMORANDUM TO: City Manager FROM: DuWayne Konewko, Environmental Management Specialist SUBJECT: Multi - Family Recycling Requirement — Proposed Ordinance Amendment DATE: June 20, 2005 INTRODUCTION The city currently has no ordinance language that requires multi - family residential properties to provide recycling opportunities to their tenants. State law requires all counties to ensure that all residents have an opportunity to recycle (Minnesota Waste Management Act, Minnesota Statutes, Section: 115A.552 "Opportunity to Recycle "). Ramsey County is requiring all cities within the county to assure all multi - family residential properties offer recycling services to their tenants. If cities choose not to implement this requirement, Ramsey County will reduce the amount of state grant money these cities receive to help finance their municipal recycling programs. BACKGROUND The City of Maplewood's municipal recycling program has been operating for more than fifteen years. Unfortunately, not all residents who live in multi - family residential properties are served by the city's recycling program. Staff estimates that approximately twenty percent of these multi - family properties do not have recycling services available to them. The city's Environmental Committee, along with city staff, accepted the challenge of ensuring that the city's recycling program was in compliance with state and local regulations. Staff and the Environmental Committee have been working on the development of an ordinance amendment for the past six months that would require all multi - family residential properties to assure that they provide recycling services to their residents. The proposed ordinance would amend Chapter 30, Article IV, Section 30 -107 of the city code by adding a section that would require property owners and managers to provide recycling services at all multi - family residential properties. One of the primary goals of this multi - family recycling requirement is to ensure that recycling services are available at all of the city's multi - family residential property locations. Other goals of this recycling ordinance amendment are to enhance service and to increase recycling tonnage collected at these multi - family locations. DISCUSSION The Environmental Committee and staff invited all multi - family property owners and managers to an informational meeting on April 20, 2005, to discuss proposed changes to the City of Maplewood's Recycling Ordinance. The purpose of the meeting was threefold. One, discuss how the city is planning to implement this requirement. Two, answer any questions and hear comments regarding the proposed ordinance. The third purpose of the meeting was to incorporate any suggested changes to the proposed ordinance. The informational meeting also provided an opportunity to discuss problems that have surfaced in the past and exchange ideas on how the city should restructure the recycling program in the future. RECOMMENDATION Adopt the proposed multi - family recycling ordinance amendment starting on page 3. This will be the first reading by the council and will provide an opportunity for the council to give comments or changes to city staff. Any such changes will be incorporated into the final version of the ordinance amendment. The City Council will hold a public hearing and the second reading for the proposed ordinance amendment on Monday, July 11, 2005. The public hearing notice will be published on June 29 and July 6, 2005 in the Maplewood Review. Attachment: 1. Multi- family Recycling Ordinance Amendment Draft # 4 - May 24, 2005 CITY OF MAPLEWOOD CHAPTER 30 SOLID WASTE MANAGEMENT AN ORDINANCE AMENDING CHAPTER 30, ARTICLE IV, SECTION 30 -107 OF THE CITY CODE AND ADDING A SECTION RELATING TO REQUIRED RECYCLING SERVICES FOR RESIDENTIAL BUILDINGS WITH TWO OR MORE DWELLING UNITS Section 30 -107 of the Code of the City of Maplewood is hereby amended to read as follows: Sec. 30 -107. Program established. The city has established and developed a local recycling program throughout the city. The city's goal is to promote public education and solid waste reduction and recycling. The city shall require all the owners and managers of multiple family dwellings to assure that they provide recycling services to all their residents. 30- 107.1. Required Recycling Services; Multiple Family Dwellings. (1) Definitions. For purposes of this subsection, the following terms have the meanings indicated: (a) "Multiple family dwellings" means a building or a portion thereof containing two or more dwelling units. (b) "Designated recyclables" means the following recyclable materials: aluminum cans; steel cans; glass jars and bottles; paper recyclables; plastic bottles; and corrugated cardboard. (c) "Aluminum cans" means disposable containers fabricated primarily of aluminum, commonly used for soda, beer, juice, water or other beverages. (d) "Steel cans" means all disposable containers fabricated primarily of steel or tin used for food and beverages. (e) "Glass jars and bottles" means unbroken jars and bottles, and containers (lids /caps and pumps removed) which are primarily used for packing and bottling of food and beverages. 3 (f) "Paper" means newspapers; household office paper and mail; boxboard; and magazines /catalogs. No boxboard containers used for food product storage in the refrigerator or freezer are included. (g) "Plastic bottles" means plastic bottles shaped with a neck, rinsed and with lids, caps, rings and pumps removed. Recyclable plastic bottles shall be identified on the bottom with the SPI plastic codes #1 (PETE) and #2 (HDPE) including bottles containing: liquor; milk; juice; soft drinks; water; certain food; soap and cosmetics. (h) "Corrugated cardboard" means cardboard material with double wall construction and corrugated separation between walls but not plastic coated cardboard. (i) "Collection" means the aggregation of recyclable materials from the place at which it is generated and includes all activities up to the time when it is delivered to a recycling facility. . (j) "Recycling container" for multiple family dwellings means any bin, cart, dumpster or other receptacle for temporary storage and collection of designated recyclables from tenants in multiple- family dwellings prior to collection. Such recycling containers must be separate, explicitly labeled as to recyclables included, and colored differently from other containers for mixed solid waste or trash. (2) Collection Services Required. The owner of a multiple family dwelling shall make available to the occupants of all dwelling units on the premise services for the collection of designated recyclables. The recyclables collection services shall be available on the premises and shall be provided on a regularly scheduled basis of at least twice a month. This collection service shall be for at least four broad types of designated recyclable materials. The collection schedule and recycling containers' capacity shall provide for regular removal or the recyclables such that there is adequate storage capacity available in the recyclable containers to prevent overflowing containers. The owner may use the city's recycling contractor to provide the recycling collection services or they may independently contract with another licensed hauler and/or recycling contractor to provide the recycling collection services at the owner's expense. (3) Recycling Information Required. The owner of a multiple family dwelling shall provide recycling information to the occupants of each dwelling unit on the property. This information shall notify the occupants of the availability of collection services, describes the procedures required to prepare the designated recyclables for collection, and identifies the dates and times of collection. If the owner elects to use the city's recycling contractor, the city's recycling contractor will supply the owner with the information needed to create this informational fact sheet. (4) Container Requirements. The recycling containers shall be: (a) Sufficient in number and size to meet the demands for recycling services created by the occupants; (b) Equipped with self - closing lids; (c) Equipped with standardized labels identifying the type of recyclable material to be deposited in each container and colored differently from other containers for mixed solid waste or trash. (d) Maintained in proper operating condition and reasonably clean and sanitary; (e) Repaired or replaced on a reasonable schedule if stolen or broken. (5) Responsibility for Providing and Maintaining Recycling Containers: (a) If the owner of a multiple family dwelling uses the city's recycling contractor, then the contractor shall provide and maintain adequate recycling containers for demand and needs of the property and its occupants. Or, (b) If the owner uses an independent recycling contractor, the owner shall assure adequate recycling containers are provided and maintained by the independent contractor. (6) Containers Location(s). Recycling containers shall be placed in a location on the premises that permits access for collection purposes but does not obstruct pedestrian or vehicular traffic. All such locations shall comply with the City's zoning and other ordinances. (7) Transportation and Disposal. Upon collection by the city's recycling contractor or the owner's independent hauler, that person shall deliver the designated recyclables to a recyclable material processing center, an end market for sale or reuse, or to an intermediate collection center for later delivery to a processing center or end market. It is unlawful for any person to transport for disposal or to dispose of designated recyclables in a mixed municipal solid waste disposal facility. The contractor or hauler shall transport all designated recyclables in a covered vehicle so the recyclables do not drop or blow onto any public street or private property during transport. (8) Scavenging Prohibited. It is unlawful for any person, other than the city's recycling contractor or owner's independent hauler, to collect, remove, or dispose of designated recyclables after the materials have been placed or deposited for collection in the recycling containers. The owner, owner's employees, owner's independent hauler's employees, or city's recycling contractor's employees may not collect or "scavenge" through recycling in any manner that interferes with the contracted recycling services. (9) Annual Report. Each owner or manager of a multiple family dwelling shall file an annual report with the city by January 31 of each year on a form to be provided by the city recycling coordinator. The report shall contain, at a minimum, the following information: (a) name of owner and building manager and contact information; (b) address of multiple family dwelling; (c) number of dwelling units; (d) description of recycling collection services made available to occupants, including location of containers, dates of collection and whether collection services are provided by owner, owner's employees, or a licensed collector; (e) description of methods used to inform occupants of availability of recycling services; (f) tonnage estimates for each type of material recycled as provided by the city's contractor or owner's independent recycling contractor; (g) name and address of licensed hauler /recycler that provides collection services and where the recyclables were taken for processing. (10) Administrative Penalties. Violation of this chapter shall be charged as an administrative fine as follows: a fine of $200.00 for the first offense; a fine of $300.00 for the second offense at the same location within a 12 month period; a fine of $500.00 for the third offense or additional offenses within a 24 month period at the same location. The owner shall be notified in writing of the violation and if the owner fails to take action within 15 days of receiving the notice of violation, the owner shall be cited for violation in accordance with the fine schedule. 11) Misdemeanor Prosecution. Nothing in this chapter shall prohibit the City from seeking prosecution as a misdemeanor for any alleged violation of this chapter. If the City elects to seek misdemeanor prosecution, then no administrative fine will be imposed under subpart (8) above. 9 This ordinance shall be effective three months following the date of publication. Passed by the City Council of the City of Maplewood on this date day of month, 2005. Robert Cardinal, Mayor ATTEST: Karen Guilfoile, City Clerk Agenda Item K.2 REPORT SUMMARY Applicant: Jack Krongard, Krongard Builders, Inc. Site Address: NW Corner of Larpenteur Ave. and Adolphus St. Zoning: Multiple Dwelling Residential (R -3) Land Use: Medium Multiple Dwelling Residential (R -3M) City Council Hearing Date: June 27, 2005 60 -Day Deadline: July 8, 2005 Project Description: Jack Krongard of Krongard Builders, Inc., is proposing to develop eleven townhome units on a 1.92 -acre vacant lot located on the northwest corner of Larpenteur Avenue and Adolphus Street. The town houses will be constructed within two separate buildings including a five -unit townhome building and a six -unit townhome building. The proposal will require preliminary plat and design review approval from the City of Maplewood. Requests: In order to construct the eleven town house units, Mr. Krongard is requesting the following city approvals: 1. A preliminary plat for the creation of a common interest community plat for the proposed 11 town house units. 2. A 16 -foot side yard setback variance in order to allow one of the buildings to be constructed closer than the required 50 feet to the adjacent residential property. 3. Design review. Recommendations: On June 6, 2005, the planning commission recommended approval of the preliminary plat and 16 -foot side yard setback variance. On June 14, 2005, the community design review board recommended approval of the design review. Staff recommends approval of the overall development. MEMORANDUM TO: Richard Fursman, City Manager FROM: Shann Finwall, AICP, Planner SUBJECT: Pondview Townhomes APPLICANT: Jack Krongard LOCATION: Northwest Corner of Larpenteur Ave. and Adolphus St. DATE: June 20. 2005 INTRODUCTION Project Description In 2002, the city acquired five single - family houses located on the northwest corner of Larpenteur Avenue and Adolphus Street with the city's Housing Replacement Program funds. The city originally purchased three of these houses after they were flooded during a rainstorm in April, 2001. The two adjacent older houses, which were not flooded, were purchased by the city in order to combine them with the three previously purchased lots to create a larger building site to allow the development of up to eleven town house units on the site. Jack Krongard of Krongard Builders, Inc., has purchased the properties from the city and is now proposing to develop the 1.92 -acre site with eleven town house units. The town houses will be constructed within two separate buildings one with five units and the other with six units. Requests In order to construct the eleven town house units, Mr. Krongard is requesting the following city approvals: A preliminary plat for the creation of a common interest community plat for the proposed 11 town house units. 2. A 16 -foot side yard setback variance in order to allow one of the buildings to be constructed closer than the required 50 feet to the adjacent residential property. 3. Design review. BACKGROUND December 13, 1999: The city council approved a Housing Replacement Program in order to improve the condition of the city's housing stock. July 23, 2001: The city council authorized the purchase of three houses at 209, 211 and 215 Larpenteur Avenue with Housing Replacement Program funds. March 4, 2002: The planning commission reviewed the redevelopment options for the Larpenteur Avenue properties and agreed that if all five lots were obtained, rezoning to a higher density would be a good redevelopment strategy. April 9, 2002: The Housing and Redevelopment Authority (HRA) reviewed the redevelopment options for the Larpenteur Avenue properties and recommended that the city maximize the returns from the three lots purchased by purchasing the adjacent two lots and developing the site with town houses. May 13, 2002: During a city council workshop, the city council directed staff to negotiate the purchase of 1701 Adolphus Street and 189 Larpenteur Avenue. The city council also stated that the town house approach for the area seemed appropriate. September 23, 2002: The city council authorized the purchase of 189 Larpenteur Avenue with Housing Replacement Program funds. October 28, 2002: The city council authorized the purchase of 1701 Adolphus Street with Housing Replacement Program funds. December 9, 2002: During a city council workshop, the city council authorized city staff to begin the public hearing process for the rezoning and comprehensive land use plan change from Single Dwelling Residential (R -1) to Medium Multiple Dwelling Residential (R -3M). March 31, 2003: The city council rezoned and reguided the five properties from Single Dwelling Residential (R -1) to Medium Mulitple Family Residential (R -3M). The city council also approved a concept plan for the development of up to 11 town houses on this property. June 23, 2003: The city council directed city staff to proceed with the request for proposal process to seek developers for this site. September 15, 2004: Jack Krongard submitted an offer to purchase and develop the site. February 28, 2005: Jack Krongard purchased the five properties from the City of Maplewood for the development of eleven town house units. DISCUSSION Preliminary Plat Mr. Krongard proposes to plat the town houses as a common interest community plat. In this type of platting system, the preliminary plat reflects only the property boundaries and easements. Once the town houses are built, an as -built survey is completed and the location of the interior walls of the structures will be placed on the plat. With this type of platting, the owners purchase the airspace between the walls of the town house and have a common interest in the rest of the property. The plat submitted, therefore, does not reflect the location of the structures, only the location of the property lines and easements. In order to ensure the location of the 2 structures will meet the required setbacks and easement locations, city staff requested that Mr. Krongard's engineers submit a plan which reflects the location of the structures on the plat. This plan is included in the city council's large handouts. Grading /Drainage /Utilities A majority of the grading and site work has been completed by the city's public works department after the removal of the houses. This grading was needed in order to ensure no future flooding on the site. A storm sewer is proposed to run from the pond to the storm sewer located in Larpenteur Avenue as a means of ensuring no additional flooding as well. The plat reflects a utility easement for this storm sewer. As required by the St. Paul Regional Water Services, the plat also reflects a 30- foot -wide water main easement located under the proposed driveway, extending into Adolphus Street. Erin Laberee, Civil Engineer, Maplewood Engineering Department, discusses other engineering concerns and conditions in the attached engineering report (Attachment 8). Wetland The wetland on the site is classified as a utilized wetland (Class 5), which requires a 10- foot building foundation setback to the ordinary water mark. However, the concept plan approved by the city council last year reflected a 20 -foot wetland buffer. This buffer was recommended by the city's environmental management specialist to improve the quality of the wetland and its aesthetic value. The Pondview Townhome plat reflects a ponding easement located on the wetland delineation mark, and not the approved 20 -foot setback from this mark. The plat should be revised to reflect a 20 -foot wetland buffer and should prohibit any building, mowing, cutting, grading, filling or dumping within the buffer. In addition to the 20 -foot buffer, the town house structures will be set back from the wetland ranging from 43 feet on the easterly building to 95 feet on the westerly building. Site Plan The site plan submitted reflects the city council's approved concept plan with eleven town house units developed on the site, which is the maximum number of units allowed on this site with the Medium Multiple - Dwelling Residential (R -3M) land use designation. All units will have access from a shared driveway extending onto Adolphus Street. The units will be constructed with tuck -under garages, front entries and rear facing, pond view patios. City code requires a 50 -foot setback for a multiple dwelling structure to an adjacent residential lot line. The property located to the west is zoned Double Dwelling Residential (R -2) and therefore the westerly town house must maintain a 50 -foot setback from this property line. The intent of this requirement is to ensure an adequate buffer from a multiple dwelling unit to an adjacent residential property. 3 The planning commission recommended approval of a 16 -foot side yard setback variance for the westerly building in order to allow the building to be located within 34 feet of the adjacent residential property. The concept plan approved by the city council in 2003 also reflected the 34 -foot setback to the western property line. The reduced setback is warranted and will be mitigated by several factors: 1. The developable area for the two buildings was limited due to: a) the additional 15 feet of Adolphus Street right -of -way required by the city; b) the location of a proposed storm sewer in the center of the property; and c) the required 30 -foot front yard setback to Adolphus Street. 2. The westerly town house will be located approximately 11 feet lower than the adjacent residential lot line. 3. The structure proposed will be a two -story town house and not a large multi- dwelling building. 4. Additional landscape screening will be added to buffer the two properties. This will be discussed further in the landscape section of the report. A six - foot -wide sidewalk is proposed along Larpenteur Avenue. The city's engineering department is requiring the developer to enter into a developer's agreement with the city to ensure the sidewalk is installed to city specifications. Parking The city's parking code requires two parking spaces per unit. All units are proposed to have two -car garages and each unit will have a separate driveway which can accommodate up to two more vehicles. The site will also have two areas of guest parking which can accommodate 11 more vehicles. City code requires parking lots to maintain a 15 -foot setback to the right -of -way. The two proposed guest parking areas are shown with an 11 -foot and a zero setback. In order to maintain the required 15 -foot setback to the right -of -way the community design review board (CDRB) recommended that the applicant remove the five westerly, 90- degree parking spaces, and replace them with three parallel parking spaces. In addition, the six easterly parking spaces should be shifted further to the east to maintain the required setback. Building Elevations The exterior of the buildings will be constructed with vinyl siding, brick wainscot on the front elevation, asphalt shingles on the roof, decorative vinyl shakes above the front dormers, and false shutters on the front windows. The CDRB recommended the following building elevation revisions: 1. To add design elements to the Adolphus Street elevation the applicant should do the following to the east elevation of the easterly building: a) extend the brick or ledgestone wainscot; b) add decorative vinyl shakes within the gables; and c) add a contrasting color belly board along the middle of the elevation. 0 2. Due to the fact that the front entries are set back from the attached garages, a more prominent front entry for each unit should be achieved. The applicant should add brick or ledgestone to the front wall of the entries. Landscaping/Screening The landscape plan submitted shows 8 deciduous trees (maples and ash), 5 ornamental trees (crabapple), 22 shrubs, and 207 perennial plants (rudbeckia and feather reed grass). The CDRB recommend additional landscaping as follows: To ensure screening between the new town house and the adjacent residential property, a row of Black Hills spruce or Austrian pine trees (at least 8 feet in height) should be installed along the western property line, running from the front of the town house to the back of the town house. 2. Landscaped planting beds to include low- maintenance shrubs and perennials to be located in the following areas: a. In between the driveways, adjacent to the buildings. b. Along the end unit sidewalks. C. Along the back of the buildings, on the sides of the patios. In addition, city code requires that an underground irrigation system be installed to ensure watering of all required landscaping. Lighting Exterior lights are proposed above each garage unit and in the back patio. Staff finds this lighting proposal to be adequate to offer enough light for security, without over lighting the site. Final light fixture details should be submitted to staff for approval before issuance of a building permit. OTHER COMMENTS Dave Fisher, Building Official: If the buildings are over 8,500 square feet in area, sprinklers are required per Section 1306 of the building code. Lieutenant Rabbett, Police Department: I have reviewed the plans and find no significant public safety concerns. I am pleased to see that the access to the property is from Adolphus and not Larpenteur. I believe that there will be adequate turnaround space for squad cars. Butch Gervais, Fire Marshal: No concerns with this development. 5 COMMITTEE ACTIONS On June 6, 2005, the planning commission plat and 16 -foot side yard setback variance minutes attached (Attachment 9). recommended approval of the preliminary Refer to the 6/6/05 planning commission On June 14, 2005, the CDRB recommended approval of the design review. Refer to the 6/14/05 CDRB minutes attached (Attachment 10). RECOMMENDATIONS Approve the Pondview Townhome preliminary plat date stamped May 9, 2005. Prior to final approval of the common interest community plat by the city, the owner or developer must complete the following: a. Revise the location of the wetland /ponding easement to ensure a 20 -foot buffer from the delineated wetland. This easement shall be prepared by a land surveyor, shall describe the boundary of the buffer and shall prohibit any building, mowing, cutting, grading, filling or dumping within the buffer. b. Prepare and submit easement documents, if needed, for the required utility and wetland /ponding easements to city staff for approval. C. Revise the grading /drainage /utility plans as specified by the city's engineering department in their June 2, 2005, engineering plan review. d. Prior to issuance of a grading or building permit the owner or developer must complete the following: 1) Record the utility and wetland /ponding easements. 2) Since the plat is a common interest community plat and not officially recorded until after the structures are built, all five individual lots must be combined into one property for tax and identification purposes, and a revised lot line subdividing the two buildings must be administratively approved by city staff in order to allow the construction of the two buildings on two separate lots. e. Prior to certificate of occupancy for the buildings, the owner or developer must record the final plat. 2. Approve the attached variance resolution (Attachment 11). This resolution approves a 16 -foot setback variance to the adjacent residential property for the proposed Pondview Townhomes located on the northwest corner of Larpenteur Avenue and Adolphus Street. Approval of the variance is based on the following findings: a. Strict enforcement of the code would cause undue hardship because of circumstances unique to the property and not created by the property owner. 0 b. The developable area for the two buildings is limited due to: 1) the additional 15 feet of Adolphus Street right -of -way required by the city; 2) the location of a proposed storm sewer in the center of the property; and 3) the required 30 -foot front yard setback to Adolphus Street. C. The reduction in the town house setback to the adjacent residential property line will be mitigated by the following factors: 1) the town house will be located approximately eleven feet lower than the adjacent residential lot line; 2) the town house proposed is only a two -story structure, and not a large multi - dwelling building; and 3) additional landscape screening will be added to buffer the two properties. 3. Approve the plans date - stamped April 18 and May 9, 2005, for the Pondview Townhomes to be located on the northwest corner of Larpenteur Avenue and Adolphus Street. Approval is subject to the applicant doing the following: (Changes made by the CDRB to the conditions are underlined if added and stricken if deleted.) a. Repeat this review in two years if the city has not issued a building permit for this project. b. Prior to issuance of a grading or building permit, the applicant must submit to staff for approval the following items: 1) Revised grading /drainage /utility plans which comply with all city engineering department requirements as specified in Erin Laberee's June 7, 2005, engineering plan review, including, but not limited to, the developer entering into a developer's agreement with the city to ensure the sidewalk, easements, right -of -way, homeowners documents, and other items are provided for. 2) Revised site plan showing the following: a) Relocation of the guest parking areas to ensure a 15 -foot setback to the right -of -way. One way of accomplishing this as 3 parallel parking stalls. b) The location of a 20- foot -wide wetland buffer easement (20 feet from the ordinary high water mark of the wetland). 3) Revised landscape plan showing the following: a) A row of Black Hills spruce or Austrian pine trees (at least 8 feet in height) to be installed along the western property line, running from the front of the town house to the back of the town house. b) Landscaped planting beds to include low maintenance shrubs and perennials to be located in the following areas: 7 1. In between the driveways, adjacent to the buildings; n front of the rinnrs 2. Along the end unit sidewalks; 3. Along the back of the buildings, on the sides of the patios. C) Landscaping to be located on the berms along Adolphus Street and Larpenteur Avenue. Landscaping to include low maintenance perennial shrubs, flowers, evergreen and deciduous trees. d) An underground irrigation plan to ensure all landscaping on the site is watered as required by city code. 4) Submit a lighting plan that shows the location and style of all proposed exterior lights. 5) Revised elevations as follows: a) Extend the brick or ledgestone wainscot along the entire east side of the easterly building. This extension of brick or ledgestone wainscot should be included along the east side of the attached garage and the east side of the town house. b) Adding a more prominent front entry for each unit by adding brick or ledgestone to the front wall of the entries. C) Addition of decorative vinyl shakes within the gables of the east elevation on the east building. d) Addition of a contrasting color belly board along the middle of the east elevation on the east building. e) City staff shall approve the final building products 6) A cash escrow or an irrevocable letter of credit for all required exterior improvements. The amount shall be 150 percent of the cost of the work. C. The applicant shall complete the following before occupying the buildings: 1) Replace any property irons removed because of this construction. 2) Provide continuous concrete curb and gutter around the parking lot and driveways. 3) Install all required landscaping and an in- ground lawn irrigation system for all landscaped areas. 0 4) Install all required outdoor lighting. 5) Install the required six - foot -wide sidewalk along Larpenteur Avenue. 6) Install wetland buffer signs that prohibit any building, mowing, cutting, filling, or dumping with the wetland buffer. 7) Remove all unneeded silt fence from the site. d. If any required work is not done, the city may allow temporary occupancy if: 1) The city determines that the work is not essential to the public health, safety or welfare. 2) The above - required letter of credit or cash escrow is held by the City of Maplewood for all required exterior improvements. The owner or contractor shall complete any unfinished exterior improvements by June 1 if occupancy of the building is in the fall or winter, or within six weeks of occupancy of the building if occupancy is in the spring or summer. 0 CITIZEN COMMENTS Staff surveyed the 20 surrounding property owners within 500 feet of this site for their comments. Following are the two comments received: Shirley and Gary Walker, 1748 Onacrest Curve North: 'We have concerns of flooding in this area due to pond overflow. Unless pond is cleaned and deepened it has potential of flooding. This is a filled lot and has potential for eroding around buildings.' 2. L03 Holdings, LLC: 'Let them do it. It is a great idea.' 10 REFERENCE SITE DESCRIPTION Site size: 1.92 Acres Existing Use: Vacant Land North: Pond South: Larpenteur Avenue and Vacant St. Paul Property Across the Street East: Adolphus Street and Sinclair Gas Station Across the Street West: Duplex PLANNING Land Use Plan Designation: Medium Multiple Dwelling Residential (R -3M) Zoning: Multiple Dwelling Residential (R -3) Application Date We received the complete application and plans for this proposal on May 9, 2005. State law requires that the city take action within 60 days of receiving complete applications for a proposal. City council action is required on this proposal by July 8, 2005, unless the applicant agrees to a time extension. P: Sec 18 \Pondview Townhomes 6 -6 -05 Attachments: 1. Applicant's Statement 2. Location Map 3. Zoning Map 4. Preliminary Plat 5. Site Plan 6. Landscape Plan 7. Elevations 8. Engineering Plan Review 9. June 6, 2005, Planning Commission Minutes 10. June 14, 2005, CDRB Minutes 11. Variance Resolution 11 Attachment 1 KRONGARD CONSTRUCTION CONIPANY 14791 60TH STREET NORTH, SUITE 2 STILLWATER, MINNESOTA 55082 PHONE: (651) 430 -2314 • FAX: (651) 430 -3921 Krongard builders lire. proposes to build eleven town homes on the corner lot at Larpenteur Avenue and Adolphus Strect In Maplewood. YBI responded to a request for proposal from the City of Maplewood, following the concept approved by the City Council. it included su eeL layout, home pad size and water and sewer designs f mlished by Maplewood's Engineering Deparnncal. The project will consist of two buildings, one 5 unit and one 6 emit. Each unit will bi• approximately 1740 square feet with 3 bedrooms, 2'h baths and a 2 car attached garage. Trice range is between $190,000 and $220,000. These units and site layout fit the approved concept plan set by the City Council. Thank You, I{rongard Builders Inc. N Attachment 2 Location Map N Attachment 3 Zoning Map Attachment 4 .Iry it - I ,o irk r]cn2n1.. 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The developer shall address the following issues: Grading & Erosion Control 1. The first floor elevations shall be shown on the plans. 2. The grading plan in the architecture drawings does not match the grading plan in the engineering drawings. The architecture plans shall be revised to match the engineering plans. 3. The city did some preliminary soil correction work on site for an approximate building dimension of 35 by 25 feet. The developer is showing structures approximately 50 by 25 feet. The soils corrections were not made for a building depth of 50 feet. It shall be the developer's responsibility to ensure that soil corrections are adequate for the proposed buildings and make any additional corrections that may be necessary. Utilities 1. Submit plans to Saint Paul Regional Water Services for their review and approval. 2. Eight feet of cover is required over the watermain. 3. The engineer shall add the storm sewer MH 11 as shown on the city's plans to the wetland outlet. Landscaping 1. The landscaping plan shall show additional plantings within the rainwater garden that are able to withstand wet conditions. Bedding material and mulch shall be placed in the rainwater garden. 2. The developer shall enter into a maintenance agreement for the upkeep and maintenance of the rainwater garden. Misc. 1. The developer shall enter into a developer's agreement with the city to ensure the sidewalk, easements, right of way and other items are provided for. Attachment 9 DRAFT MINUTES OF THE MAPLEWOOD PLANNING COMMISSION 1830 COUNTY ROAD B EAST, MAPLEWOOD, MINNESOTA MONDAY, JUNE 6, 2005 d. Pondview Townhomes (Krongard Construction) Larpenteur Avenue and Adolphus Street) (9:18 — 9:43 p.m.) Ms. Finwall said in 2002, the city acquired five single - family houses located on the northwest corner of Larpenteur Avenue and Adolphus Street with the city's Housing Replacement Program funds. The city originally purchased three of these houses after they were flooded during a rainstorm in April 2001. Ms. Finwall said the two adjacent older homes, which were not flooded, were purchased by the city in order to combine them with the three previously purchased lots to create a larger building site to allow the development of up to eleven town house units on the site. Jack Krongard of Krongard Builders, Inc., has purchased the properties from the city and is now proposing to develop the 1.92 -acre site with eleven town house units. The town houses will be constructed within two separate buildings one with five -units and the other with six units and these units would sell for between $190,000 and $220,000. Commissioner Desai asked if the city permits moving the additional parking spaces between the units where the utility easement would be located? Mr. AN said that's okay to do. Utility easements are for storm sewers and construction over the top with parking is acceptable. There are parking lots over utility easements in several areas of the city. Commissioner Trippler said in a few places in the staff report it discusses additional landscape screening to buffer the two properties on the west but in looking at the diagrams that were provided in the staff report all he could see on the west side of the five unit building was a rather extensive retaining wall. He asked if there would be additional trees planted or is the proposed buffering the 11 -feet of elevation difference? Ms. Finwall said staff will require additional landscaping for the CDRB to review, currently the applicant doesn't propose much landscaping in that area other than a four -foot high retaining wall. Commissioner Trippler asked if the applicant is okay with the additional screening? Ms. Finwall said the applicant is not yet aware of the request for additional screening. Commissioner Trippler asked about the wetland setback, are the buildings clearly outside of the 25 -foot setback that the city is proposing? Planning Commission -2- Minutes of 06 -06 -05 Ms. Finwall said according to the previous site plans it reflected a 43 -foot setback, however, the new plat map showing the structures is not to scale so it is hard to say for sure, but it appears to be 20 feet from the current ponding easement which is the ordinary high water mark of the wetland. Commissioner Trippler asked if the applicant moved the buildings further north so the parking would not be an issue off of Larpenteur Avenue? Ms. Finwall said staff does not think the building setback will be an issue where the applicant would have to move the structures themselves. Commissioner Dierich said staff said the city council approved the 16 -foot setback variance on the one side. She asked if the variance was a given or was this just a formality and the commission has to vote yes for the variance because the city council already approved a piece of this. Ms. Finwall said when the city council approved the rezoning; staff put together a concept of what could be built on this site. The city council approved the concept plan perhaps without the knowledge that the plan had a variance attached to it. Commissioner Yarwood asked if there would be any traffic implications by having the one outlet on Adolphus Street and does there need to be another outlet onto Larpenteur Avenue? Mr. AN said there were four homes with driveway access onto Larpenteur Avenue. With this new development the city has set the driveway entrances and exits on Adolphus Avenue because of traffic concerns. Chairperson Fischer asked the applicant to address the commission. Mr. Jack Krongard of Krongard Builders, Inc., 14791 60 Street North, Suite 2, Stillwater, addressed the commission. Mr. Krongard said he wasn't aware there was a variance attached to this because his company took the footprint of the reconstructed building pads from the City of Maplewood and created the buildings to fit the reconstructed pads. The parking was designed based on what was given to him by the City of Maplewood. As far as the landscaping he will work with staff to make it work on the site. He has money budgeted and monies can be shifted around to take care of redesigning the landscape plan. Mr. Ahl said regarding the variance situation and the limitations on the site, Adolphus Street requires a 15 -foot dedication of right -of -way, if you take away the 15 -foot dedicated right -of- way, the 16 -foot variance becomes a one -foot variance. Adolphus Street is offset and that site could be moved further to the west but there was a drainage overflow problem with water up to the rafters in the basement of the houses in this area before the city purchased them. The city put a 20 -foot drainage easement for an overflow of the pond into the center and then put the restriction on the far western side of a small retaining wall and tried to put landscaping there and started reducing the width of the site with restrictions. Planning Commission -3- Minutes of 06 -06 -05 Mr. AN said there was existing traffic problems on Larpenteur Avenue so they designed the plan to have the driveway location enter and exit onto Adolphus Street. Then the city discovered the soils were bad and to increase the value of the site, the city removed the foundations, improved the soils and had to figure out how to get 11 units on this site to save funds which is how it ended up being laid out. So the planning commission is not locked into this variance but the soils are corrected to that variance and site plan because of the other issues that exist there. Commissioner Dierich asked if the city corrected the soils between the buildings so the buildings can be moved closer than what is shown on the plan? Mr. AN said the city doesn't want to have a drainage problem again as they did in April of 2001, so the 20 -foot drainage easement is required there. Mr. Krongard said keep in mind these are front to back units so the activity is in front and back and the side of the unit will pretty much be a screen by itself. Commissioner Pearson said about the same time the flooding problem occurred in these homes there was also a problem with the Ramsey County sewer line and he asked if that problem had been corrected yet? Mr. AN said the sewer problem Commissioner Pearson is referring to was with the MnDot system off Highway 35E. MnDot is proposing to upgrade Highway 35E in the next ten to fifteen years to a wider freeway, which will increase the runoff. However, that system is not up to capacity and will not be able to handle additional runoff. He has seen enough heavy rainfalls in his career and the city knows to correct and provide proper drainage for those overflow events. Commissioner Trippler moved to approve the Pondview Town House preliminary plat date - stamped May 9, 2005. Prior to final approval of the common interest community plat by the city, the owner or developer must complete the following: a. Revise the location of the wetland /ponding easement to ensure a 20 -foot bufferfrom the delineated wetland. This easement shall be prepared by a land surveyor, shall describe the boundary of the buffer and shall prohibit any building, mowing, cutting, grading, filling or dumping within the buffer. b. Prepare and submit easement documents for the required utility easements to city staff for approval. C. Revise the grading /drainage /utility plans as specified by the city's engineering department in their June 2, 2005, engineering plan review. d. Prior to issuance of a grading or building permit the owner or developer must complete the following: 1) Record the utility and wetland /ponding easements. Planning Commission -4- Minutes of 06 -06 -05 2) Since the plat is a common interest community plat and not officially recorded until after the structures are built, are five individual lots must be combined into one property for tax and identification purposes, and a revised lot line subdividing the two buildings must be administratively approved by city staff in order to allow the construction of the two buildings on two separate lots. e. Prior to certificate of occupancy for the buildings, the owner or developer must record the final plat. Approve the variance resolution as shown in the staff report. This resolution approves a 16 -foot setback variance to the adjacent residential property for the proposed Pondview Townhomes located on the northwest corner of Larpenteur Avenue and Adolphus Street. Approval of the variance is based on the following findings: Strict enforcement of the code would cause undue hardship because of circumstances unique to the property and not created by the property owner. The location of the existing wetland and storm sewer limit the location for the proposed town houses. The reduction in the town houses setback to the adjacent residential property line will be mitigated by the following factors: the town house will be located approximately eleven feet lower than the adjacent residential lot line; the town house proposed is only a two -story structure, and not a large multi - dwelling building; and additional landscape screening will be added to buffer the two properties. Commissioner Pearson seconded. Ayes Ahlness, Desai, Dierich, Fischer, Grover, Kaczrowski, Pearson, Trippler, Yarwood The motion passed. Attachment 10 DRAFT MINUTES OF THE MAPLEWOOD COMMUNITY DESIGN REVIEW BOARD 1830 COUNTY ROAD B EAST, MAPLEWOOD, MINNESOTA TUESDAY, JUNE 14, 2005 b. Pondview Townhomes — Northwest Corner of Larpenteur Avenue & Adolphus Street (7:18 — 8:13 p.m.) Ms. Finwall said in 2002, the city acquired five single - family houses located on the northwest corner of Larpenteur Avenue and Adolphus Street with the city's Housing Replacement Program funds. The city originally purchased three of these houses after they were flooded during a rainstorm in April 2001. The two adjacent older houses, which were not flooded, were purchased by the city in order to combine them with the three previously purchased lots to create a larger building site to allow the development of up to eleven town house units on the site. Jack Krongard of Krongard Builders, Inc., has purchased the properties from the city and is now proposing to develop the 1.92 -acre site with eleven town house units. The town houses will be constructed within two separate buildings one with five units and the other with six units. Board member Olson did not agree with staffs recommendation to put landscaping in between the driveways because it has been noted that landscaping in between the driveways is very hard to maintain particularly because of the snow, salt, and sand that ends up on the planting areas which makes it near impossible to keep the plantings alive. Board member Hinzman wanted to ensure that the large oak tree on the site is preserved and protected during the construction on this site. As far as the pine trees along the west end of the site, he asked if these pine trees would be planted on the base of the hill or more toward the upper portion of the hill, closer to the residential homes? The reason he asks is the residential home would benefit more having the trees higher on the hill rather than at the base of the hill. Ms. Finwall said staff does not have a recommendation regarding the pine tree locations but perhaps the board could request that be clarified in the conditions. Chairperson Longrie asked the applicant to address the board. Mr. Jack Krongard, Krongard Builders, Inc. 14791 -60 Street North Stillwater, addressed the board. He put in a request for this project and he was lucky enough to be the only one who responded to the project request. He received the building footprint from the City of Maplewood and built the plan around the building footprint and that is how this design came about. He has put many windows on the rear of the buildings to take advantage of the view. He plans on using some of the extra dirt on the site to build berms which will help protect the units from the busy street frontage and add visual interest to the site as well. Community Design Review Board 2 Minutes 6 -14 -2005 Mr. Krongard said he would prefer to enhance the front of the units as staff recommended with brick and vinyl siding and shakes rather than on the rear or on the sides of the units where nobody really sees those areas. Mr. Krongard said he would prefer to not put additional parking stalls between the buildings. He doesn't think that would look very nice and he already meets the parking requirements and believes there is plenty of parking on site. He has no problem with the recommendation to plant pine trees for additional screening to the residential property. Board member Hinzman asked about putting a board band along the side elevation to break up the wall mass. He recommended using the fish scale pattern of the vinyl shakes on the side elevation as shown on the front building elevation to add more visual impact. Mr. Krongard wasn't opposed to doing that. Chairperson Longrie asked Mr. Krongard if he had a building materials board to show the CDRB? Mr. Krongard showed the building materials samples to the board members. He would be using two building colors so each group of buildings would not look identical. Chairperson Longrie said she would really prefer using even more than two colors on this development. Staff recommended adding brick to the front entries and she asked how Mr. Krongard felt about that. Mr. Krongard said he has no problem adding more brick to the front entries but does not feel it's necessary to add a brick wainscot to the side or rear of the buildings since the buildings are mostly visible from Larpenteur Avenue. Chairperson Longrie said she isn't completely sold on not putting brick along the east side like staff recommended. The board has recommended adding additional brick elements to other developments and it does add interest to the buildings. Mr. Krongard said that was fine. He hasn't decided if the wainscot will be ledgestone or brick, but whichever product he decides it would be in complementary colors. If it's okay with the board he would prefer to use a stone material rather than brick. Board members agreed that the look of the stone with the surroundings on this site. Chairperson Longrie said this is a premier housing site located right off the freeway when people are coming into Maplewood and it's one of the city's gateways. People visiting Champp's Restaurant will see these homes and it's important for this site to look its best. Chairperson Longrie asked how much visitor parking would be required. Ms. Finwall said there is no additional parking required for this site because the parking requirements have already been met by the two car garages. Community Design Review Board 3 Minutes 6 -14 -2005 Board member Ledvina asked if the applicant considered raising the floor elevation of the westerly building to give the buildings a step up appearance to add more interest to the site? Mr. Krongard said he asked the engineers if he could raise the buildings four inches but because of the slopes of the driveways and the drainage in the area they said it's better to leave it this way and add berming and landscaping. Board member Olson asked if these buildings would be slab on grade with no basements? Mr. Krongard said correct. Board member Ledvina asked if Mr. Krongard had built this particular plan anywhere else? Mr. Krongard said he has not built this particular plan. They designed this plan about five years ago. He builds about 85 townhouses a year but mostly concentrates on back to back units. Board member Ledvina said he is concerned about the shared front entry with the doors right next door to each other and the exposed roofline. Mr. Krongard said there are other builders that have built plans similar to this with the front doors right next door to each other and the plan seems to work. Board member Ledvina said in his opinion this plan looks like a long tunnel going to the front door area. Mr. Krongard said the entrances to these units are tunnel like but with a site like this you don't have many designs you can build. Board member Olson asked if there was a roof overhang to protect people from the weather elements at the entrance of these units? Mr. Krongard said there is no roof overhang to the front entryways of these townhome units. Chairperson Longrie asked if these units would be run by a townhome association? Mr. Krongard said yes there would be an association which would take care of things like snow removal and lawn care for the units. Chairperson Longrie said she likes the idea of adding berming to add interest to the site, the money that is being saved by not putting additional parking could go into landscaping. Community Design Review Board 4 Minutes 6 -14 -2005 Mr. Krongard said that would be fine with him. He said he not only has to build these units but he has to sell these units as well and he wants to make the site look as appealing as possible for potential buyers. Board member Olson said she has mixed feelings regarding the parking spaces on the west end. She is fine eliminating one or two spaces but would like to keep at least three spaces because there needs to be some guest parking and there should be a turn around there for cars. She wondered if a fire truck could maneuver around on the site? Ms. Finwall said the fire marshal indicated no concerns with the existing plan provided Chairperson Longrie said she believed the fire marshal had no concerns but that was with the western parking area in place. Ms. Finwall said correct. Board member Ledvina said he likes the elevations but he still has concerns about the entryways to the units and he understands the limitations of the site plan. He would like to see the landscaping done around the drive aisles as recommended by staff. He has seen it work and he believes the developer should do what he can to make it work. Chairperson Longrie said the association would be responsible for making the landscaping work and keeping it looking nice. Mr. Krongard said they have tried to put the landscaping in many times before and it doesn't work. After he's done with the building site and winter has come and gone, the landscaping dies from the snow plow and chemicals and never gets replaced and the association puts sod there because it's easier to maintain. Landscaping looks nice but it's not practical in that location. He doesn't have a problem with the additional cost to install the wainscoting or to add the berms. Board member Olson wanted assurance the builder would make sure construction would not kill the large oak tree. She especially wanted to make sure no trucks would drive over the root system of the tree. It's such a large tree with a large presence and she would hate to lose the tree because of the construction on the site. Mr. Krongard said he would make sure the tree was taken care of. Board member Hinzman moved to approve the plans date - stamped April 18 and May 9, 2005, for the Pondview Townhomes to be located on the northwest corner of Larpenteur Avenue and Adolphus Street. Approval is subject to the applicant doing the following: (Changes made by the CDRB to the conditions are underlined if added and stricken if deleted.) Repeat this review in two years if the city has not issued a building permit for this project. Community Design Review Board 5 Minutes 6 -14 -2005 2. Prior to issuance of a grading or building permit, the applicant must submit to staff for approval the following items: a. Revised grading /drainage /utility plans which comply with all city engineering department requirements as specified in Erin Laberee's June 7, 2005, engineering plan review, including, but not limited to, the developer entering into a developer's agreement with the city to ensure the sidewalk, easements, right -of -way and other items are provided for. b. Revised site plan showing the following: 1) Relocation of the guest parking areas to ensure a 15 -foot setback to the right -of -way. One way of accomplishing this is by reconfiguring the easterly 90 degree 5 parking stalls as 3 parallel parking stalls. 2) The location of a 20- foot -wide wetland buffer easement (20 feet from the ordinary high water mark of the wetland). C. Revised landscape plan showing the following: 1) A row of black hills spruce or Austrian pine trees (at least 8 feet in height) to be installed along the western property line, running from the front of the town house to the back of the town house. 2) Landscaped planting beds to include low maintenance shrubs and perennials to be located in the following areas: a) In between the driveways, adjacent to the buildings: in front of the doors b) Along the end unit sidewalks; c) Along the back of the buildings, on the sides of the patios. d) Landscaping to be located on the berms along Adolphus Street and Larpenteur Avenue. Landscaping to include low maintenance perennial shrubs, flowers, evergreen and deciduous trees. 3) An underground irrigation plan to ensure all landscaping on the site is watered as required by city code. d. Submit a lighting plan that shows the location and style of all proposed exterior lights. e. Revised elevations as follows: Community Design Review Board 6 Minutes 6 -14 -2005 1) Extend the brick or ledgestone wainscot along the entire east side of the easterly building. This extension of brick or ledgestone wainscot should include along the east side of the attached garage and the east side of the town house. 2) Adding a more prominent front entry for each unit by adding brick or ledgestone to the front wall of the entries. 3) Addition of decorative vinyl shakes within the gables of the east elevation on the east building. 4) Addition of a contrasting color belly board along the middle of the east elevation on the east building. 5) The staff shall approve the final building products f. A cash escrow or an irrevocable letter of credit for all required exterior improvements. The amount shall be 150 percent of the cost of the work. 3. The applicant shall complete the following before occupying the buildings: a. Replace any property irons removed because of this construction. b. Provide continuous concrete curb and gutter around the parking lot and driveways. C. Install all required landscaping and an in- ground lawn irrigation system for all landscaped areas. d. Install all required outdoor lighting. e. Install the required six - foot -wide sidewalk along Larpenteur Avenue. f. Install wetland buffer signs that prohibit any building, mowing, cutting, filling, or dumping with the wetland buffer. g. Remove all unneeded silt fence from the site. 4. If any required work is not done, the city may allow temporary occupancy if: a. The city determines that the work is not essential to the public health, safety or welfare. b. The above - required letter of credit or cash escrow is held by the City of Maplewood for all required exterior improvements. The owner or contractor shall complete any unfinished exterior improvements by June 1 if occupancy of the building is in the fall or winter, or within six weeks of occupancy of the building if occupancy is in the spring or summer. Community Design Review Board Minutes 6 -14 -2005 5. All work shall follow the approved plans. The director of community development may approve minor changes. Board member Ledvina seconded. Ayes Hinzman, Ledvina, Longrie, Olson The motion passed. Attachment 11 VARIANCE RESOLUTION WHEREAS, Jack Krongard of Krongard Builders, Inc., applied for 16 -foot side yard setback variance in order to construct a multiple dwelling housing unit (Pondview Townhomes) closer than the required 50 feet to an adjacent residential property line. WHEREAS, this variance applies to the property located on the northwest corner of Larpenteur Avenue and Adolphus Street. The legal description is: The West 75 feet of the East 375 feet of the South 290 feet of the Southwest Quarter of the Southeast Quarter of Section 18, Township 29, Range 22, Ramsey County Minnesota; ALSO The West 75 feet of the East 300 feet of the South 290 feet of the Southwest Quarter of the Southeast Quarter of Section 18, Township 29, Range 22, Ramsey County, Minnesota; ALSO The East 75 feet of the West 150 feet of the East 300 feet of the South 290 feet of the Southwest Quarter of the Southeast Quarter of Section 18, Township 29, Range 22, Ramsey County, Minnesota; ALSO The East 150 feet of the South 190.04 feet of the Southwest Quarter of the Southeast Quarter of Section 18, Township 29, Range 22, except the South 190.04 feet thereof, Ramsey County, Minnesota. WHEREAS, the history of this variance is as follows: On June 6, 2005, the planning commission held a public hearing for the variance. City staff published a notice in the Maplewood Review and sent notices to the surrounding property owners as required by law. The planning commission gave everyone at the hearing an opportunity to speak and present written statements. The planning commission also considered reports and recommendations from the city staff. The planning commission recommended approval of the variance. 2. The city council approved the variance on June 27, 2005. The city council considered reports and recommendations from the planning commission and city staff. NOW, THEREFORE, BE IT RESOLVED that the city council approve the above - described variance for the following reasons: a. Strict enforcement of the code would cause undue hardship because of circumstances unique to the property and not created by the property owner. b. The developable area for the two buildings is limited due to: 1) the additional 15 feet of Adolphus Street right -of -way required by the city; 2) the location of a proposed storm sewer in the center of the property; and 3) the required 30 -foot front yard setback to Adolphus Street. c. The reduction in the town house setback to the adjacent residential property line will be mitigated by the following factors: 1) the town house will be located approximately eleven feet lower than the adjacent residential lot line; 2) the town house proposed is only a two -story structure, and not a large multi - dwelling building; and 3) additional landscape screening will be added to buffer the two properties. The Maplewood City Council adopted this resolution on 2005. MEMORANDUM TO: Richard Fursman FROM: Melinda Coleman DATE: June 20, 2005 SUBJECT: Charitable Gambling Fund Requests - 2006 INTRODUCTION Agenda Item K3 Each year the Maplewood City Council solicits requests for charitable gambling funds. Every year the requests for funds have exceeded the available funds. That is the case this year. The city received 14 applications with a new all time high of $179,440 in requests. The amount of funds available is $57,700. BACKGROUND Several years ago the City Council developed a policy on the award criteria. In addition, a policy was established that allows the city an opportunity to review requests on an annual basis to determine their merit and overall community benefit while still allowing time to include requests in the upcoming budget process. A copy of the policy is attached. The following is a listing of the organizations and groups who have submitted donation requests. Staff has also attached a copy of the complete applications so that you will have a better understanding of the individual requests. In addition, at the back of the staff report and applications is a spreadsheet whereby each Council member can note their recommendations for funding ahead of the meeting. 1. Dispute Resolution Center $5,000 2. Tubman Family Alliance $2,000 3. Maplewood Historical Society $27,000 4. Family Institute for Well Being $7,600 5. Century College $5,000 6. Edgerton School Drama Club $1,000 7. Police Explorers $8,000 8. Webster School PTO $5,000 9. Hill Murray School $74,500 10. Heritage Theatre $5,840 11. Ramsey County Fair $5,500 12. Fire Explorers $5,000 13. Police Reserves $3,000 14. MCC Room Rentals $25,000 Total requests equal $179,440. Funds available equal $57,700. RECOMMENDATION The City Council should review and approve charitable gambling fund requests up to $57,700. S: Cty.Mgr.charitablegambling.06 Attachments: 1. City Charitable gambling policy 2. Charitable gambling applications 3. Spreadsheet -06 4. Spreadsheet -05 CITY OF MAPLEWOOJD CITY CG ON AWARDS FROM CHARITABLE GAMBLING FUND l) All licensed charitable gambling organizations within the City are required to contribute 10 percent (l0 %) of net profits derived from lawful gambling activity in the City to a separate fund controlled by the City. These funds are dispersed by the City Council for law w expenditures. 2) These hinds shall be distributed for projects, equipment, or activities that are based in the community and which primarily benefit City residents. 3) Upon receipt of the funds, the receiving organizations shall understand that the allocation of funds may be a one -time only distribution, and receipt of funds does not in any way guarantee or commit the City to funding in any subsequent year_ 4) Projects which involve the purchase of equipment, supplies, or specific items will be looked upon more favorably than requests for salaries or general operating costs. 5) All funds are required to be expended for the requested project within one year of the date of receipt of the funds from the City. 6) No employee or department 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 budget, staff may submit a request to the City Manager for the use of contingency funds or charitable ,gambling funds_ 7) In general requests from organized athletic groups will not be funded. It is believed that funding for these programs should be fsom participating families or community auxiliary groups. There are so many athletic organizations within the community that the City is not capable of funding their financial requests nor fairly detertnwing appropriate recipients. 8) The City of Maplewood grants funds from lawful gambling profits to support City- related activities. The first priority in the granting of firnds will be given to the City of Maplewood organizations The second priority or consideration will be given to funding requests Rom other organizations which are used for City- related purposes. rerrse�3 December r99A: pzocedutwpd June 2, 2005' Ms. Melinda Coleman �1` *\� Assistant City Manager City of Maplewood 1830 East County Road B Dispute Resolution Maplewood, MN 55109 Center Dear Ms. Coleman: 974:W 7th St St. Paul, MN 55102 On behalf of the Dispute Resolution Center (DRC), it is pleasure to submit the enclosed request for disbursement of Charitable Gambling Funds from the City of 651.z92.779i Maplewood. The oldest community dispute resolution program in Minnesota, fax: 292 -6065 DRC is the only program offering free and low -cost mediation and facilitation services in court and community settings; as well as a full range of restorative Board of Directors justice methods -- including victim- offender mediation, large- and small -group Chair facilitation, circle processes, and family -group conferencing. Colleen Luna St. Paul Police Dept. As you know Community conflict resolution is the process of helping people Vice Chair work together to define issues and reach agreements. This allows neighbors, Eleanor Ling landlords and tenants, businesses and consumers, and families to build better Illtnnentor Consulting relationships and improve communication. In the long run, this creates more and Coaching peaceful stable, and less - violent neighborhoods and requires less police and City Secretary intervention, and fewer City dollars, when disputes arise.' Kenneth B. Huber, Esq. John Ness &Associates In addition to, the 28 Maplewood residents served though mediation in 2004, DRC also facilitated a restorative process involving a Maplewood resident who Ross E. Azevedo experienced a burglary. The resident was able to sit down with the juvenile University of Minnesota offender, her probation officer, and her mother, and express how the theft of Kurt Burch money from her home affected her. At the end of the process (which took place Writer- on a Saturday morning) all present- including the victim expressed that it was a "wonderful circle process. Rene Diebold, Esq. Diebold Law Firm LLC At present,, DRC has no community volunteers who live in the City of Rita Johnson Maplewood.: We have requested an increase in funding in order to provide a 30- Hamlin university hour basic mediation skills training in Maplewood. Or, the City of Maplewood_ could offer scholarships to trainings such as those listed on the enclosed flyer. Lynne Markus State of Minnesota We appreciate the City of Maplewood's past support, which helps ensure the Julia Frost Nerbonne provision of affordable alternative, dispute resolution services throughout the City HECUA of Maplewood. Thank you for your consideration of this request. Please contact me at (651) 292 -6067 or dre- administrationgcomeast.net if you require any additional information: I look forward to seeing you on the 27 ' Jeanne Zimmer Executive Director Very truly yours, e cuti Z v : e ctor encl. City of Maplewood Request to Spend Charitable Gambling Funds Information Dispute Resolution Center ( 651) 292.6067 - -- - -- _ - - --__- �. sex zip way 974 West Seventh Street Saint Paul MN 55102 (Lad, Type of OrVwizArw Making Request: Ocity O county O school District No, AtNm - Pro& (ple attach proof of 5010 statue) O Otbc (spaafy) po . acA b " Jeanne F. Zimmer t Executive Director Lawful Purpose Request The abu, enamel orgymzotion mtuests lawful pmbbngprofu; for the foa -mngp� Explain expenditure - attach additional sheets if ne xssary. Amount Requested $ $5,000 The Dispute, Resolution Center (DRC) is a not - for -profit community mediation program founded in 1982 to — provide mediation, facilitation, training, and referral services in the East Metro area of the Twin Cities. The oldest community-based conflict resolution resource in the State of Minnesota, DRC is the East Metro's only provider of free and low -cost dispute resolution services. DRC receives referrals from neighborhood groups, block clubs, schools, social service providers, city administrations, courts, and police departments, and probation offices. DRC handles as many as 700 cases annually, assisting approximately 3,500 individuals to resolve disputes and -- learn effective communication skills. As a community resource, DRC provides affordable, accessible _ opportunities for neighbors, families, community groups, government agencies, and businesses to resolve conflict. No one is ever denied services for inability to pay. A majority of the individuals served by DRC are people with low incomes. DRC is able to provide free and low -cost services through the generous contributions of municipalities such as Maplewood. A contribution in the amount of $5,000 for fiscal year 2005 will support services to the Maplewood community, including a 30 -hour Basic Mediation Skills Training to increase the number of volunteers living and working in the City of Maplewood. [Please see additional attached information] ^— JustifrCatlon — o udi', how p,&d u, O guiddines established by City Council on Awards from Fund As the only provider of free and low -cost mediation, facilitation, and restorative services and community education designed to teach effective conflict resolution skills, DRC has supported Maplewood residents and City staff to resolve matters that might otherwise have escalated into violence or resulted in costly litigation. Since 1999, DRC has assisted over 250 residents of Maplewood in resolving conflict related to their relationships as neighbors, employers and employees, landlords and tenants, and families. — Mediation strengthens and builds community relationships by providing opportunities for community members to resolve differences respectfully and learn self- sufficiency in handling future conflicts. As a resource to city administrators, DRC provides an alternative to the many hours of staff and police time spent attending to disputes involving neighbors, including ordinance violations, trees, parking, pets, and noise. [Please see additional attached infolnlatior By Complet ng and signing this form, the orgauuation confirms that the requested funds will be spent for a lawful purpose. This request expues one year from the date below. Executive Director June 2, 2005 F. Zimmer MON Dispute Resolution Center Lawful Purpose Request (continued)7 Through the use of constructive means such as mediation and facilitation, DRC provides an alternative to courts and the need for costly litigation and assist with disputes before they result in an escalation to the point of violence. DRC assists people in resolving a variety of issues including: • Neighborhood conflicts around noise, pets, trees or property lines • Matters of public safety concerning traffic or parking • Landlord/tenant concerns such as repairs, noise or nonpayment of rent • Consumer - merchant disputes about payment or dissatisfaction with goods or services • Small claims concerning money, property damage or breach of contract • Post- divorce family issues such as parenting schedules and communication. DRC provides high- quality services to fulfill its mission of promoting the constructive resolution of conflict through open communication and shared decision - making. Studies have demonstrated that agreements reached in mediation are more likely to be adhered to than those settlements imposed by a third party. Participants report greater satisfaction with their agreements and believe that the process improved their relationships with other parties and opened the door to improved communication. DRC does not presume that mediation must result in an agreement to be successful. In post- session evaluations, participants report that other benefits of mediation include improved relationships and increased understanding of the other person's ideas and feelings. The process offers a safe and respectful forum for discussing difficult issues and teaching skills to avoid future conflict. In the long run, this creates more peaceful, stable and less violent communities and requires less police and municipal intervention -- and fewer dollars -- when disputes arise. In addition to mediation, DRC provides workshops and educational presentations on conflict resolution and communication to community groups and organizations such as schools, landlords and tenant unions, community councils and block clubs, youth centers, and other audiences. These trainings build the capacity within neighborhoods, families and other relationships to peacefully address future conflicts. DRC encourages people to consider the full range of options when confronted with difficult situations, and to realize that violence is never an appropriate response. Mediation confers both respect and responsibility on all parties in a conflict. -Last year, DRC provided training and educational services to approximately 2,000 participants to assist them in handling future conflict and lessen the likelihood they will resort to violence as a means of resolving disputes. Established in 1998, Dark's Community Restorative Justice Program receives referrals from police departments, courts, youth services and community groups. Volunteer facilitators assist victims, offenders, and community members to address the impact of crime in their neighborhoods and determine appropriate restitution for the harm done to others. In addition to the 28 Maplewood residents served though mediation in 2004, DRC also facilitated a restorative process involving a Maplewood resident who experienced a burglary. The resident was able to sit down with the juvenile offender, herprobation officer, and her mother, and express how the theft of money from her home affected her. At the end of the process (which took place on a Saturday morning) all present — including the victim -- expressed that it was a `wonderful circle process. Dispute Resolution Center Justification (continued): DRC services are provided through the generous efforts of approximately 150 community volunteers who are recruited and trained by DRC. Volunteers must relate well to participants, both to earn their trust as well as to understand their language and culture. DRC now benefits from a diverse group of over 150 individuals — social workers, doctors, full -time parents, lawyers, bus drivers, students, and retirees —who represent a broad cross- section of the community. DRC volunteers contribute approximately 3,500 hours of service as facilitators, mediators, trainers, and board members each year. Mediation and education about conflict encourage residents to explore opportunities for resolution that is satisfactory to all concerned. This fosters an atmosphere of safety, respect and peace among community members that does not exist when more adversarial options are used to resolve disputes. DRC is able to provide free and low -cost, effective services through the generous contributions of municipalities such as Maplewood. A contribution in the amount of $5,000 for the fiscal year 2004 will support services to the Maplewood community, including the provision of a 30 -hour Basic Mediation Skills Training. Dispute Resolution Center Mediation Service Report — Maplewood, MN 111104 — 12/31/04 Cases: 21 12 Mediated/Agreement ` 4 Mediated/No Agreement 2 Party refuses to participate 1 Referral withdrawn 1 Unable to Contact RP 1 Facilitated People Served: 28 Active Resident Mediators: 0 111103 — 12/3.1/03 Cases: 23 16 Mediated/Agreement 5 Mediated/No Agreement 1 Unable to Contact IP 1 Conciliated People Served: 24 Active Resident Mediators: 0 C:\My Documents \Statistics\maplewood 04 -05 report w 03.doc INTERNAL REVENUE SERVICE P. O. BOX 2508 CINCINNATI, OH 45201 Date: JUL 21 2003 DISPUTE RESOLUTION CENTER 974 W 7TH ST ST PAUL, MN 55102 -3250 Dear Applicant: .DEPARTMENT OF THE TREASURY Employer Identification Number: 41- 1441352 DLN- 17053186748083 Contact Person: PAUL D KEER ID# 31104 Contact Telephone Number: (877) 829 -5500 Public Charity Status: 170 (b) (1) (A) (vi) Our letter dated 1983, stated you would be exempt from Federal income tax under section 501(c)(3) of the Internal Revenue Code, and you would be treated as a public charity during an advance ruling period. Based on our records and on the information you submitted, we are pleased to confirm that you are exempt under section 501(c) (3) of the Code, and you are classified as a public charity under the Code section listed in the heading of this letter- Publication 557, Tax - Exempt Status for Your Organization, provides detailed information about your rights and responsibilities as an exempt organization You may request a copy by calling the toll -free number for forms, (800) 829 -3676. Information is also available on our Internet Web Site at www.irs.gov. If you have general questions about exempt organizations, please call our toll -free number shown in the heading between 8:00 a -m. - 6:30 p.m. Eastern time. Please keep this letter in your permanent records- Sincerely yours, <to�a Y Lois G. Lerner Director, Exempt Organizations Rulings and Agreements Letter 1050 (DO /CG) THE DISPUTE RESOLUTION CENTER / presents 30 -HOUR BASIC MEDL4TIONAND COMMUNICATION SKILLS TRAINING This training session offers participants the basic skills necessary to become qualified neutrals and provides opportunities for volunteer mediation experience in Ramsey and Dakota Counties. TRAINING OVERVIEW This training introduces participants to the process of mediation and the skills of the mediator. Participants will learn the practical applications of conflict resolution theory through a hands -on, experiential approach. The training employs extensive skill practice and role - plays, and all participants receive direct feedback to enhance their skills ;his training is o through the Dispute Resolution Center (DRQ. THE TRAINING TEAM Mediation is about collaboration, and DRC employs a team approach to mediation. To provide an optimal experience, the training also involves a team approach. Guest experts provide special input on topics such as restorative justice and rules specific to Minnesota. TOPICS AND SKILLS COVERED This training will cover the following areas related to mediation: • mediation history • listening skills • problem-solving skills • personal conflict styles • co- mediation • facilitation skills • caucus sessions • agreement drafting • termination of mediation Each participant will receive a training manual, all necessary course materials, training exercises, statutes, and a valuable reference list of additional resources. TRAINING CERTIFICATION This training meets requirements for mediating court- referred cases and for placement on the Minnesota Supreme Court Rule 114 Civil Law Roster of Neutrals. Under Rule 114 of the Minnesota General Rules of Practice, you must complete 30 hours of certified mediation training to qualify for the roster. Application has been made for certification to the Minnesota State Supreme Court ADR Office of Continuing Education. WHO SHOULD ATTEND? Community members, attorneys, social workers, city administrators, educators, human resource professionals, and others interested in gaining practical skills in mediation and confhet resolution should attend. Those who successfully complete the training and are accepted for placement on the programs' volunteer panel will benefit from hands - on experience REGISTRATION Please mail your registration form and eheck or purchase order to reserve your place! Volunteers are needed in Ramsey County! TIMES AND LOCATION The training will be held at the Minnesota Department of Corrections, 1450 Energy Park Drive, Lower Level, Saint Paul; MN June 28, 29, 20 and July 1, OR August 8, 9, 25, 26 8:00 AM -- 5:00 PM Further directions will be provided upon registration. REGISTRATION FORM Name: Address: Daytime Phone: Evening Phone: Email address: Occupation: PAST PARTICIPANT FEEDBACK "Professional and knowledgeable trainers. " "The training was very well organized, flowed well, and was fun! " "This was a wonderful experience. " FOR MORE IN FORMATION CALL OR EMAIL: 651 -2! ?2 -7791 DRC MEDIATION(rfCOMCAST., ET 30 -Hour Basic Mediation and Communication Skills Training Section: June 2005 August 2005___ Please indicate below your registration choice and enclose a check for the corresponding fee payable to Dispute Resolution Center. ❑ Community volunteer $200.00 ❑ Rule 114 Qualification $300.00 ❑ + CLE credits $400.00 The fee for this tralaing includes all course materials and refreshments throughout the sessions. 'There is a $25.00 cancellation fee. Sebolarships am available for coznmurily volernteers. I am interested in DRC scholarshins. Please return this form to: Dispute Resolution Center 974 West 7 Street St. Paul, MN 55102 fax 651 292 6065 email dre- administration - ,corncast_net PARTNERSHIP for FAMILY PEACE Board of Directors Officers Dorothea J. Burns Chair Dick Niemlec Chair Elect Jim Maher Vice Chair Sheila C. Morgan Vice Chair Arlene Bush Secretary Cathleen K. Brennen Treasurer Bob Erickson Past Chair Beverly C. Dusso President Directors Christina Arndt Jim Brenk Beverly Caruso Daniel J. Early Dave Engstrom Lisa Fitzmaunce P. Gayle Fuguid Mark Harrison Karen E. Hawley Michael R. Kavan, David C. Kistle Elizabeth Raleigh Eric Lipman Durga Mallampalli Leslie Maley Cesar Martinez Ngoc Nguyen Megan O'Hara Robert K. Olson Ric Pace Thomas E. Pavey Sally Poston Josephine Reed - Taylor Andrew Schmid R. Christopher Sur Paul J. Tschida Ban Vang Ray Waldron Mark Youngblood Advisory Board Sharon Sayles Belton Marvin Borman Stan Hill Josie Johnson Anne Pierce Rogers Penny Winton Margaret strander Development Writer united wit P.O. Box 854 Office 651.770.8544 3111 First Avenue South Office 612.825.3333 Lake Elmo, MN 55042 Fax 651.770.5506 Minneapolis, MN 55408 Fax 612.825.6666 Tubman Family Alliance June 3, 2005 Melinda Coleman City of Maplewood 1830 County Road B East Maplewood, MN 55109 Dear Ms. Coleman: On behalf of the clients, staff, Board and volunteers of Tubman Family Alliance, we are pleased to submit this request to the City of Maplewood to spend Charitable Gambling Funds. Support from the City of Maplewood will fund Tubman's Legal Services reaching nearly 200 Maplewood residents each year. Funds will be earmarked for essential safety items to enhance the quality of life for Maplewood residents healing from family violence. With investment from the City of Maplewood Charitable Gambling Fund, we will be able to move closer to realizing our vision of creating peaceful communities. Please don't hesitate to contact either of us at (651)770 -8544 should you have questions regarding this proposal or the program it outlines. info@tubmanfamilyalliance.org v .tu bmanfam ilyalliance. org Executive Director 05/31/2005 10:19 6512492059 CITY OF MAPLEWOOD PAGE 02/03 City of Maplewood Request to Spend Clialritable Gauabling ] rnove Pubman Family Alliance city stem "Ih 80 N. Laverne Avenue Lake Elmo MN 55042 Qwk Type ofOF&mitatioa Making Request: (Services housed at Maplewood Courthouse) oci0.y ❑ County ❑ School Distrla No. 'x Ntm•pmfn Tubman Family Alliance "esso attadb pmofpr3n ty VAW) O Ogtsr (spcofj'1 "'N7aaaF4 t Ostrander ]onion Development Writer Explain; expeoditare - attach additional sheets if rxecesswy. Amou t Requested S 2 0 0 0 See Attached Sheet wt.mi� ,i ficof on - Otaline how project areas guidelius utabhshed by City COMW oa Awn&ftom Fund. See Attached Sheet By Completiiag and signing this form, the organvatioa caafns that the requested ftmds will be spew for a lawful purpose. This request cVi m one � the date below. Executive Director - 0/3/05 C . Dusso Tubman Family Alliance - Maplewood Legal Services Request to the City of Maplewood to Spend Charitable Gambling Funds EXPLAINEXPENDITURE Maplewood Legal Services operated by Tubman Family Alliance requests $2,000 to fund specific safety services reaching nearly 200 Maplewood residents annually. Charitable gambling funds will be earmarked for: • Safe transportation vouchers for victims to attend domestic abuse court hearings at the Maplewood Courthouse. • Customized safety planning materials for Maplewood residents, including production and distribution of comprehensive safety planning brochures. • Domestic violence training materials for the Maplewood Police Department. Housed at the Maplewood Courthouse, Tubman Family Alliance Maplewood Legal Services is the only daily, on -site resource for victims of domestic violence in the city of Maplewood Last year alone, we reached 187 Maplewood residents with access to life- saving legal protections. Customized legal advocacy services —like safe transportation to court —help victims access and participate in the legal process. Customized safety planning brochures are distributed to all clients and available to the public at the Maplewood Courthouse and in the community. These materials help victims create a real -life, personalized plan to prevent further violence in their lives. Each year, we also provide a full -scale training for the Maplewood Police Department and two informal trainings. Additionally, legal staff regularly attend "role call" with the Maplewood Police and participate in police squad -car ride - alongs with officers. Services are provided by a professional team of legal advocates with 25 years of combined experience. We are committed to reaching out to a client population already struggling with significant life stressors by providing services in the most convenient, accessible way possible. Legal advocates can be found at the Maplewood Courthouse daily, assisting victims in and out of the courtroom with unique, sensitive services and connections to life - transforming resources. 6/3/2005; SADev \Proposals\2005 Asks \City of Maplewood Charitable Gambling Request.doc; La t Saved By mostrander Maplewood Legal Services offers a full range of legal intervention services for victims of domestic abuse. Please see attached Description of Services for more detailed information. .JUSTIFICATION Community - Based. Maplewood Legal Services operates an outreach office at the Maplewood Courthouse, utilizing space donated in -kind by Ramsey County Probation. City and County officials have made it clear that they value having our staff on -site, and they have committed to continue making space available at the new Maplewood Courthouse. Benefit to City residents. Funds will be restricted for transportation vouchers and safety planning brochures for Maplewood residents, as well as Maplewood police trainings. The impact of Maplewood Legal Services at Tubman Family Alliance cannot be understated. Without this key community resource, Maplewood residents victimized by abuse would be left to struggle alone with a complex, intimidating legal process. Purchase of Specific Resources. Maplewood Legal Services requests funds earmarked for specific items: transportation vouchers for victims to safely travel to domestic abuse court hearings, safety planning brochures, and materials for police trainings. We are not seeking funding for general program activities or services. Spending of Funds. All funds will be expended by year -end 2005. The Tubman Family Alliance fiscal year is Jan. 1 —Dec. 31, 2005. City of Maplewood Partner. While Tubman Family Alliance is a community -based non -profit organization, we are strong partners with the City of Maplewood as the only family violence intervention service for its residents. Legal advocates work closely with the City Attorney as a liaison between victims of domestic violence and the prosecution. We also have a strong partnership with the Maplewood Police Department. By working together with key criminal justice partners, we are making a difference in creating a stronger, safer community. 6/3/2005; SADev\Proposals\2005 Asks \City of Maplewood Charitable Gambling Request.doc; Last Saved By mostrander Description of Services — Maplewood Legal Services Tubman Family Alliance Please Note: This document is intended for supplemental information purposes only. Funding from the City of Maplewood's Charitable Gambling Fund will be earmarked for specific materials outlined above, not to support general program activities described in this attachment Tubman's Maplewood Legal Services provides a comprehensive array of services to help and support victims through every step of the legal process —in criminal and civil court. Legal advocacy and representation offer crucial access to legal protections and justice for some of the most vulnerable members of our community —by providing all services at no cost to the victim and by offering the sensitive, emotional support that victims need both inside and outside of the courtroom. Professional, customized supports offered by Maplewood Legal Services include In -Court Legal Advocacy. Legal advocacy — helping victims access, understand and participate in the legal process —is provided by agency legal advocates and highly trained volunteer advocates at criminal and civil court hearings. Coming out of acute crisis, victims need information about their rights, available legal protections and help preparing for the court hearing. Legal advocates offer critical information and support, as well as attend the court hearing with or on behalf of victims. Advocates also provide transportation to and from court hearings for any victim in need of such assistance. In criminal cases, legal advocates act as a liaison between the Judicial system and the victim communicating the victims needs and input to the prosecutor. Our legal advocates work to ensure that victims understand the process and that the victim's concerns and needs are heard in the courtroom. Law Enforcement Intervention Line. Our intervention line provides victims with a swift response and immediate intervention services in the direct aftermath of family violence. When the police are called to the scene of a domestic assault or other domestic -abuse related crime, officers call the intervention line to provide Tubman legal advocates with important information about the case and how to contact the victim. Our legal advocates provide crisis intervention for victims — including customized safety planning to deter further violence — within 24 hours of each reported incident. Through our partnership with law enforcement, victims receive important safety information at the scene from police officers, as well as links to Tubman Family Alliance intervention services like the 24 -hour Help Line, emergency shelter and legal supports. 24 -Hour Help Line. Customized, over- the -phone support is available anytime day or night for those struggling with family violence. More than 150 calls per year from Maplewood residents are handled by our professional advocacy team, who provide callers with active, empathetic listening, emotional supports, information and referrals. During business hours, Help Line calls are answered by legal advocates or the Legal Program manager. Advocates in our two east metro emergency shelters field calls outside of regular business hours. 6/3/2005; S:\Dev\Proposals\2005 Asks \City of Maplewood Charitable Gambling Request.doe; Last saved By mostrander Attorney Representation. High- quality representation for victims in Order for Protection and divorce cases is available through our partnership with the Chrysalis Pro Bono Safety Project and Southern Minnesota Regional Legal Services (SMRLS) where volunteer and legal aid laws represent victims free of charge We have seen an increase in more complex, time consuming cases involving child abuse allegations, custody and child support disputes and issues of spousal maintenance (alimony) and property division - -cases in which attorney services often essential to the safety and well -being of the victim and any children involved. While many of our clients have benefited from these essential services, the demand far exceeds the number of volunteer attorneys available, so not all victims in need of essential representation services are able to access them. Children Caught in the Crossfire. Within the judicial system, domestic abuse is still too often viewed as a conflict solely "between the parents," minimizing the deleterious and long -term effects that violence has on children. In most family violence cases, children are witnesses to violence at home or are direct victims themselves. Tubman works to ensure that the needs of all children involved are brought into the courtroom — through writing Orders for Protection on behalf of children, to advocating for criminal No Contact Orders for child victims, to helping clients advocate for safe custody and visitation arrangements, to helping connect cases to guardian ad litem resources. Community Links. Those victimized by family violence often struggle with a myriad of barriers —and generally, legal solutions are only one element of what they need to move towards a healthier future. We provide customized connection to community resources both within Tubman Family Alliance and outside the agency such as additional legal resources, housing assistance, emergency shelter, counseling and therapeutic support for victims and their children, assistance with career and educational goals, and an array of culturally specific services. Victims access 911 cell phones through the Legal Program free of charge, giving them the safety and security of being able to call the police anytime, which is especially helpful in light of the threat of continued stalking, harassment and abuse that many of our clients face. Legal advocates help victims apply for financial help through the state reparations process, providing access to essential financial resources that can cover losses from the abuse such as damage to home, medical bills, and reimbursement of lost wages because of injury. Sustained Support. In addition to the intervention, follow —up services are also provided for every victim. Sustained support helps families transitioning from the crisis that brought them to our program achieve long -term stability and peace The trusting relationship built between our clients and legal advocates form the basis for effective follow -up services. Throughout the legal process, our legal advocates are in constant communication with clients, updating them on outcomes of court hearings, explaining the steps of the legal process, and providing emotional support. While a client's case is pending, legal advocates provide a combination of follow -up letters and phone calls before and after each court appearance. Shortly after a client's case is resolved, the Legal Program sends a personal follow -up letter to every client, explaining the final resolution of the case and how to access additional supportive services. In addition, clients who have an Order for Protection —which generally last for one year— receive a follow -up letter nine months after the Order was granted, as a reminder that they can ask for the Order to be extended. Community Education And Professional Trainings. Agency staff conduct trainings and 6!3/2005; S: \Dev\Proposals\2005 Asks \City of Maplewood Charitable Gambling Request.doc; Last Saved By mostrander educational programming throughout the community, leading a coordinated community response to the problem of family violence. The program staff has facilitated trainings on family violence issues for law enforcement groups, legal aid attorneys at Southern Minnesota Regional Legal Services (SMRLS) and prosecutors. In addition, Tubman Family Alliance has held community education events like the anti - violence "Take Back the Night" in Maplewood or domestic violence workshops for apartment managers. Volunteer Law Students. Maplewood Legal Services utilizes highly- skilled volunteers to provide legal advocacy services with clients, as well as administrative program supports. The program has leveraged volunteer resources through an established partnership with the Minnesota Justice Foundation, allowing us to recruit students from all four area law schools. We are able to provide a broader range of services than we would be relying solely on paid staff. These future attorneys sharpen their family violence knowledge, and their improved skills will enhance the thinking, models and services of the field of law regarding family violence intervention and prevention. 6/3/2005; S:ADevAProposals\2005 AsksVCity of Maplewood Charitable Gambling Request.doe; Ia t Saved By mostrander List of Attachments Description of Services 501(c)(3) Letter 613/2005; DocummO; Last Saved By INTERNAL REVENUE SERVICE P. O. BOX 2506 CINCINNATI, OH 45201 Date: FEB 2 0 2003 TUBMAN FAMILY ALLIANCE C/O MASLOW EDELMAN BORMAN & BRAND LLP 3300 WELLS FARGO CENTER 90 S 7TH ST. MINNEAPOLIS, MN 55402' Dear Applicant: DEPARTMENT OF THE TREASURY Employer Identification Number: 41- 2022341 DLN: 502165011 Contact Person: REBECCA S BOWDEN ID# 31183 Contact Telephone Number: (877) 829 -5500 Accounting Period Ending: December 31 Foundation Status Classification: 509(a)(1) Advance Ruling Period Begins: December 31, 2001 Advance Ruling Period Ends: December 31, 2005 Addendum Applies: Yes Based on information you supplied, and assuming your operations will be as stated in your application for recognition of exemption, we have determined you are exempt from federal income tax under section 501(a) of the Internal Revenue Code as an organization described in section 501(c)(3). Because you area newly created organization, we are not now making a final determination of your foundation status under section 509(a) of the Code. However, we have determined that you can reasonably expect to be a publicly supported organization described in sections 509 (a)(1)- and .170(.b)(1)(A)(vi). Accordingly, during an advance ruling period you will be treated as a publicly supported organization, and not as a private foundation. This advance ruling period begins and ends on the dates shown above. Within 90 days ,after the end of your advance ruling period, you must send us the information needed to determine whether you have met the require- ments of the applicable support test during the advance ruling period. If you establish that you have been a publicly supported organization, we will tlassi- fy you as a section 509(a) (1) or 509(a) (2) organization as long as you continue to meet the requirements of the applicable support test. If you do not meet the public support requirements during the advance ruling period, we will classify you as a private foundation for future periods. Also, if we classify you as a private foundation, we will treat you as a private foundation from your beginning date for purposes of section 507(d) and 4940. Grantors and contributors may rely on our determination that you are not a private foundation until 90 days after the end of your advance ruling period. If you send us the required information within the 90 days, grantors and contributors may continue to rely on the advance determination until we make Letter 1045 (DO /CG) -2- TUBMAN FAMILY ALLIANCE a final determination of your foundation status. if we publish a notice in the Internal Revenue Bulletin stating that we will no longer treat you as a publicly_ supported organization, grantors and contributors may not rely on this determination after the date we publish the notice. In addition, if you lose your status as 'a "publicly supported organi- zation, and a grantor or contributor was responsible for, or was aware of, the act or failure to act, that resulted in your loss of such status, that person may not rely on this determination from the date of the act or failure to act. Also, if a grantor or contributor learned that we had given notice that you would be removed from classification as a publicly supported organization, then that person may not rely on this determination as of the date he or she acquired such knowledge. If you change your sources of support,- your purposes, character, or method of operation, please let us know so we can consider the effect of the change on your exempt status and foundation status. If you amend your organizational document or bylaws, please send us a copy of the amended document or bylaws. Also, let us know all changes in your name or address. As of January 1, 1964, you are liable for social security taxes under the Federal Insurance Contributions Act on amounts of $100 or more you pay to each of your employees during a calendar year. You are not liable for the tax imposed under the Federal Unemployment Tax Act (FUTA). Organizations that are not private foundations are not subject to the pri- vate foundation excise taxes under Chapter 42 of the Internal Revenue Code. However, you are not automatically exempt from other federal excise taxes. If you have any questions about excise, employment, or other federal taxes, please let us know. Donors may deduct contributions to you as provided in section 170 of the Internal Revenue Code. Bequests, legacies, devises, transfers, or gifts to you or for your use are deductible for Federal estate and gift tax purposes if they meet the applicable provisions of sections 2055, 2106, and 2522 of the Code. Donors may deduct contributions to you only to the extent that their contributions are gifts, with no consideration received. Ticket purchases and similar payments in conjunction with fundraising events may not necessarily qualify as deductible contributions, depending on the circumstances. Revenue Ruling 67 -246, published in Cumulative Bulletin 1967-2, on page 104, gives guidelines regarding when taxpayers may deduct payments for admission to, or other participation in, fundraising activities for charity. You are not required to file Form 990., Return of Organization Exempt From Income Tax, if your gross receipts each year are normally $25,000 or less. If you receive a Form 990 package in the mail, simply attach the label provided, check the box in the heading to indicate that your annual gross receipts are normally $25,000 or less, and sign the return. Because you will be treated as a public charity for return filing purposes during your entire advance ruling period, you should file Form 990 for each year in your advance ruling period Letter 1045 ,(DO /CG) -3- TUBMAN FAMILY ALLIANCE that you exceed the $25,000 filing threshold even if your sources of support do not satisfy the public support test specified in the heading of this letter. If a return is required, it must be filed by the 15th day of the fifth month after the end of your annual accounting period. A penalty of $20 a day is charged when a return is filed late, unless there 'isreasonable cause for the delay. However, the maximum penalty charged cannot exceed $10,000 or 5 percent of your gross receipts for the year, whichever is 'less. For organizations with gross receipts exceeding $1,000,000 in any year, the penalty is $100 per day per return, unless there is reasonable cause for the delay. The maximum penalty for an organization with gross receipts exceeding $1,000,000 shall not exceed $50,000. This penalty may also be charged if a return is not complete. So, please be sure your return is complete before you file it. You are not required to file federal income tax returns unless you are subject to the tax on unrelated business income under section 511 of the Code If you are subject to this tax, you must file an income tax return on Form 990-T, Exempt Organization Business Income Tax Return. In this letter . we are not determining whether any of your present or proposed activities are unre- lated trade or business as defined in section 513 of the Code. You are required to make your annual information return, Form 990 or Form 990 -EZ, available for public inspection for three years after the later of the due date of the return or the date the return is filed. You are also required to make available for public inspection your exemption application, any supporting documents, and your exemption letter. Copies of these documents are also required to be provided to any individual upon written or in person request without charge other than reasonable fees for copying and postage. You may fulfill this requirement by placing these documents on the Internet. Penalties may be imposed for failure to comply with these requirements. Additional information is available in Publication 557, Tax- Exempt Status for Your Organization, or you may call our toll free number shown above. You need an employer identification number even if you have nc employees. If an employer identification number was not entered on your application, we will assign a number to you and advise you of it. Please use that number on all returns you file and in all correspondence with the Internal Revenue Service. If we said in the heading of this letter that an addendum applies, the addendum enclosed is an integral part of this letter. Because this letter could help us resolve any questions about your exempt status and foundation status, you should keep it in your permanent records. Letter 1045 (DO /CG) -4= TUBMAN FAMILY ALLIANCE If you have any questions, please contact the person whose name and telephone number are shown in the heading of this letter. Sincerely yours, Lois G. 7erner Director, Exempt Organizations Enclosure(s): 'Form 872 -C Letter 1045 (DO /CG) TUBMAN FAMILY ALLIANCE This letter supersedes our letter dated June 17, 2002. We have updated our records to reflect the name changed with Amended Articles filed with the state on May 17, 2002. Letter 1045 (DO /CG) Fonn 872WC (Rev. July 1993) Dep�nmant of tM Trassury Imem4 Rewnw Serv�ca 9 N O Consent Fixing Period of Limitation Upon �. U oMB oo Pos Assessment of Tax Under Section 4940 of t &f- qA o ow Internal Revenue Code nor Tobe ,,,, ° th Form 10M. Submit In duplicate. (See Instructions on reverse Under section 6501(c)(4) of the Internal Revenue Code, and as part of a request filed with Form 1023 that the organization named below be treated as a publicly supported organization under section 170(b)(1)(A)(vi) or section 509(a)(2) during an advance ruling period, Map.Iewood. & o czaty ..... ............................... I District Director of (Exact legal name of organization as shown in organizing document) Internal Revenue, or 1100 E. Co Road C, Maplewood, MN 55109 and the Assistant P Commissioner ......................... . ....... ........................ ............................... (N u m ber. street, city ortawn, state, and ZIP code) (Employee Plans and Exempt Organizations) w Consent and agree that the period for assessing tax (imposed under section 4940 of the Code) for any of the 5 tax years in the advance ruling period will extend 8 years, 4 months, and 15 days beyond the end of the first tax year. However, if a notice of deficiency in tax for any of these years is sent to the organization before the period expires, the time for making an assessment will be further extended by the number of days the assessment is prohibited, plus 60 days. Ending date of first tax year ..... December 31, 1997 ....... ............................... (Month, day, and year) Name of organization (as shown in organizing Maplewood Area Historical. Officer or trust having authority to sign Signature Iii -mil ( — For IRS use only District Director or Assistant Commissioner (E By ► Plans and Exempt 2- I Title ► C'e Date City of Maplewood Request to Spend Charitable Gambling Funds In o o rmation 1vfa organ wd req T ohm C0T Maplewood Area Historical Society ( 651 ) 776 -7183 Address City smte Zip 2170 East County Road D Maplewood MN 55109 Check Type of Organization Malting Request Cl City ❑ County ❑ School District No. XNM -Profit Historical Society (pleasc attach proof of 501 c3 status) ❑ Other (specify) Prim - orgvdretivn Cameo Person Poeioav Charlotte P. Wasiluk President Lawful Purpose Request e a ve-nam orgamanon requests wa ni mg pro rmTorTfo oa ng purpose. Amount Requested $ 27,000.00 The Society has used some of its own funds along with Charitable Gambling funds to construct a new building (24'x 54') that will serve as the welcome center with restrooms for visitors to the farm The building is located between the farmhouse and the parking lot for the farm and neighborhood preserve The building is designed to resemble a similar building in the same location on the original farm. REMAINING WORK AND ESTIMATED COST: Water and sewer connections to City utilities $10,500.00 Concrete work 9,500.00 Electrical work 3,000.00 Interior walls, sheetrock ceramic the paint and doors* 4,000.00 TOTAL $27,000.00 *NOTE: Project labor will be provided by volunteers We are required to have licensed contractors for the electrical, plumbing and cement work, so these are set amounts. Justification -Outline how project meets guidelines established by City Council on Awards from Fund 1. The visitor center /restroom building will serve visitors who come to the Heritage Farm for our programs While the site is public Property open to anyone the site primarily serves residents of the City of Maplewood 2. The funding request is for supplies and for required labor costs We can provide a list of the specific materials and supplies. The labor cost for the licensed contractors is unavoidable since they are required by Cit_y or State codes to do certain parts of the work. The rest of the work would be done by volunii hers 3. The Maplewood Area Historical Society has .a 99 year lease with the City of Maplewood to operate the Bruentrup Heritage Farm on City -owned open space Justification continued on Page 2 attached By completing and signing this form, the organization confirms that the requested funds will be spent for a lawful purpose. This request expires one year from the date below. Charlotte P. Wasiluk revised 12M- chargam.frm Request to Spend Charitable Gambling Funds (Continued) The Heritage Farm serves several purposes: • home and meeting place for the Maplewood Area Historical Society; • research center for Maplewood historical records; • a facility for educational and historical interpretive programs for the public that explain the history of Maplewood and the history of living on a dairy farm. The current annual schedule of activities includes: • monthly Society meetings; • on the 1 and 3 Saturdays of each month the house is open to the public from 1:00 to 3:00; • Farm Teas; • Family Fun Day at the Farm (June 18, 1:00 - 4:00 this year); • Johnny Appleseed Day (August 20, 11:00 - 3:00 this year); • two open houses at Christmastime, when the farmhouse is decorated for the season and the windmill is lighted so it is visible a long distance away. When the Visitor Center /Restroom Building is completed, some of the groups we will invite to the Heritage Farm include: • children from area schools on Glass trips; • small groups who come for tours; • organizations that pay a donation to use the farmhouse for meetings; • researchers who want to access historical records of Maplewood. JUN - 3 7005 City of Maplewood Request to Spend Charitable Gambling Funds e a ' City 1� 11 Comity ❑ School District No. g( Non -profit 1 —,7 b' © J 9 (please attach proo of 5010 status) t/' ❑ Other (speciry) Rine- 0,anvaboncoamaeason .. t Posit. t , N , t VG 1 l ve 'the above,nameo orgaruMion re quests lawtul gmnbLu g proTRS Tor we T011owMgpuiposC Explain expenditure - attach additional sheets if necessary. [A Requested $ �� l01�6 ar pee'44 u tl i r !1 O III, AJA. �] P 1 SLe apt Zte� .JuStift - Outline how project meets guidelines established by City Cowacil on Awards from Fund By Completing and signing this form, the organization confirms that the requested funds will be spent for a lawful purpose. This request Family institute for Creative Well -Being City of Maplewood Request for Charitable Gambling Funds June 3, 2005 Organization: Family Institute for Creative Well -Being Contact Person: Diane Hovey, Ph.D. Address: 1745 Birmingham St., Maplewood MN 55109 Phone: 651- 779 - 8199;651- 470 -4671 E -mail: dane @familyinstitute - cwb.org 501(c)(3) status: #41- 2010959 Purpose The purpose of this request for funds is to provide a series of day retreats for parents or caregivers of family members who have disabilities or chronic illnesses. Becoming the parent or caregiver of a family member with these conditions is an isolating experience wrought with questioning and great anxiety. Often caregivers wonder why this has happened to their loved ones and nearly drown in feelings of sorrow and helplessness. This request is for funding to provide a series of day retreats to help these parents and caregivers address these issues so they can feel more confident in their ability to care for their loved ones, decrease their sense of isolation and increase their family resiliency. The costs of providing these retreats include rental space and hospitality, supplies for the activities, printed materials to inform and recruit participants, training of volunteers and the cost of the presenters /trainers. The total cost for each day retreat will be $1520. Optimally, funding is being requested for a series of 5 retreats over 10 months — one every other month — to give the participants the best opportunity to establish community connections and build their resiliency in order to more effectively manage their caregiving role. The number of retreats will depend on level of funding. Cost per retreat = $1520 Series of five retreats = $7600 Series of three retreats = $4560 This series of day retreats will provide the opportunity to develop new meanings and come to a greater acceptance of their situation. The process will incorporate therapeutic creative expression activities designed to address caregiving challenges and to build health related skills. Participants will gain an increased sense of confidence and improve their overall well- being. Working together with others who have similar life situations will have the added benefit of drawing on the inherent healing power of community. The retreat series will be designed to address the emotional impact on these parents and caregivers that impedes their ability to provide care when not addressed. Topics addressed will include managing sorrow, overload of demands, how to help others understand their experience and the meanings related to why the disability or illness has occurred. Why is this important? • The psychosocial impact is rarely acknowledged by our health care system and most medical specialists lack the time and skills to understand the context of the illness experience. • Disability and chronic illness have a major impact on families' lives which in -turn impact the course of the chronic illness or disability. Family Institute for Creative Well -Being • Opportunities to build or maintain relationships are greatly reduced. • Day -to -day demands of chronic condition can be unrelenting. • Families rarely, if ever, find the time and energy to take account of the strong emotions the illness experience evokes • The ongoing demands of chronic condition are beyond the common knowledge and ability of families to deal with on their own. • Chronic conditions evoke strong emotions and feelings that lay dormant under the surface, and when left unresolved not only zap the physical energy of family members but also fester and later surface in the form of other health impairments. The need for this program is great. Although there are support groups for parents and caregivers, these groups typically focus on exchange of information, problems and frustrations but rarely include therapeutic components and interventions that can lead to improved well -being and stronger families. Neither do these groups have a facilitator with extensive specialized training, research experience, therapeutic skills and first hand experience. Those who have attended Family Institute programs similar to the proposed project have found them to be valuable and unlike anything they have done in the past. Their comments are indicative of how helpful and healing these programs have been to them. • "This is immeasurable order in chaos! I am forever grateful to Diane and the Family Institute in bringing order, peace and insight into our lives as we navigate these uncharted journeys. " • "Other disability groups are part of the work' of being a parent of a child with a disability. This opportunity is what sustains me and gives me the strength to go on. And- it's a lot more cost effective than therapy. " • "This has brought out the joy and beauty in our often very difficult lives. I would say it is essential for all parents of children with special needs ". ;lush #cation How Project Meets Guidelines Establish by City Council on Awards from Fund 1. The proposed day retreats project will take place in Maplewood and will be advertised in our local paper and through community groups who serve the target population (parents and caregivers of family members who have disabilities or chronic illnesses). 2. It is anticipated that this day retreat series will establish measurable outcomes that will leverage future funding for similar projects. It is understood that any receipt of funds does not guarantee subsequent funding. 3. This funding request is for a designated project as opposed to general operating expenses. 4. This program will take place over a ten month period, following the receipt of funds. The eleventh month the program will be evaluated and summarized. 5. The Family Institute for Creative Well -Being is not an athletic organization. 6. The Family Institute for Creative Well -Being has been located in Maplewood since its inception in July of 2001. INTERNAL REVENUE SERVICE P. O. BOX 2508 CINCINNATI, OH 45201 Date: ..'�,C 0 3 ° xS 1 THE FAMILY INSTITUTE FOR CREATIVE WELL -BEING C/O DIANE HOVEY 1745 BIRMINGHAM ST MAPLEWOOD, MN 55109 Dear Applicant: DEPARTMENT OF THE TREASURY Employer Identification Number: 41- 2010959 DLN: 17053219014001 Contact Person: R. DIZON ID# 95004 Contact Telephone Number: (877) 829 -5500 Accounting Period Ending: December 31 Foundation Status Classification: 509 (a) (1) Advance Rul ing Period Begins: July 03', 2001 Advance Ruling Period Ends: December 31, 2005 Addendum Applies: Yes Based on information you supplied, and assuming your operations will be as stated in your application for recognition of exemption, we have determined you are exempt from federal income tax under section 501(a) of the Internal Revenue Code as an organization described in section 501(c)(3). Because you are a newly created organization, we are not now making a final determination of your foundation status under section 509(a) of the Code. However, we have determined that you can reasonably expect to be a publicly supported organization described in sections 509(a)(1) and 170(b)(1)(A)(vi). Accordingly, during an advance ruling period you will be treated as a publicly supported organization, and not as a private foundation. This advance ruling period begins and ends on the dates shown above. Within. 90. days after the... end of .your . advance ... ruling period., you must . send us the information needed to determine whether you have met the require- ments of the applicable support test during the advance ruling period. If you establish that you have been apublicly supported organization, we will classi- fy you as a section 509(a)(1) or 509.(a)(2) organization as long as you continue to meet the requirements of the applicable support test. If you do not meet the public support requirements during the advance ruling period, we will classify you as a private foundation for future periods. Also, if we classify you as a private foundation, we will treat you as a private foundation from your beginning date for purposes of section 507(d) and 4940. Grantors and contributors may rely on our determination that you are not a private foundation until 90 days after the end of your advance ruling period. If you send us the required information within the 90 days, grantors and Letter 1045 (DO /CG) -2- THE FAMILY INSTITUTE FOR CREATIVE contributors may continue to rely on the advance determination until we make a final determination of your foundation status. If we publish a notice in the Internal Revenue Bulletin stating that we will no longer treat you as a publicly supported organization, grantors and contributors may not rely on this determination after the date we publish the notice. In addition, if you lose your status as a publicly supported organi- zation, and a grantor or contributor was responsible for, or was aware of, the act or failure to act, that resulted in your loss of such status, that person may not rely on this determination from the date of the act or failure to act. Also, if a grantor or contributor learned that we had given notice that you would be removed from classification as a publicly supported organization, then that person may not rely on this determination as of the date he or she acquired such knowledge. If you change your sources of support, your purposes, character, or method of operation, please let us know so we can consider the effect of the change on your exempt status and foundation status. I£ you amend your organizational document or bylaws, please send us a copy of the amended document or bylaws. Also, let us know all changes in your name or address. As of January 1, 1984, you are liable for social security taxes under the Federal Insurance Contributions Act on amounts of $100 or more you pay to each of your employees during a calendar year. You are not liable for the tax imposed under the Federal Unemployment Tax Act (FUTA). Organizations that are not private foundations are not subject to the pri- vate foundation excise taxes under Chapter 42 of the Internal Revenue Code. However, you are not automatically exempt from other federal excise taxes. If you have any questions about excise, employment, or other federal taxes, please let us know. Donors may deduct contributions to you as provided in section 170 of the Internal Revenue Code. Bequests, legacies, devises, transfers, or gifts to you or for your use are deductible for Federal estate and gift tax purposes if they meet the applicable provisions of sections 2055, 2106, and 2522 of the Code. Donors may deduct contributions to you only to the extent that their contributions are gifts, with no consideration received. Ticket purchases and similar payments in conjunction with fundraising events may not necessarily qualify as deductible contributions, depending on the circumstances. Revenue Ruling 67 -246, published in Cumulative Bulletin 1967 -2, on page 104, gives guidelines regarding when taxpayers may deduct payments for admission to, or other participation in, fundraising activities for charity. Contributions to you are deductible by donors beginning July 03, 2001. You are not required to file Form 990, Return of Organization Exempt From Income Tax, if your gross receipts each year are normally $25,000 or less. If you receive a Form 990 package in the mail, simply attach the label provided, check the box in the heading to indicate that your annual gross receipts are Letter 1045 (DO /CG) -3- THE FAMILY INSTITUTE FOR CREATIVE normally $25,000 or less, and sign the return. Because you will be treated as a public charity for return filing purposes during your entire advance ruling period, you should file Form 990 for each year in your advance ruling period that you exceed the $25,000 filing threshold even if your sources of support do not satisfy the public support test specified in the heading of this letter. If a return is required, it must be filed by the 15th day of the fifth month after the end of your annual accounting period. A penalty of $20 a day is charged when a return is filed late, unless there is reasonable cause for the delay. However, the maximum penalty charged cannot exceed $10,000 or 5 percent of your gross receipts for the year, whichever is less. For organizations with gross receipts exceeding $1,000,000 in any year, the penalty is $100 per day per return, unless there is reasonable cause for the delay. The maximum penalty for an organization with gross receipts exceeding $1,000,000 shall not exceed $50,000. This penalty may also be charged if a,. return is not complete. So, please be sure your return is complete before you file it. You are not required to file federal income tax returns unless you are subject to the tax on unrelated business income under section 511 of the Code. If you are subject to this tax, you must file an income tax return on Form 990 -T, Exempt Organization Business Income Tax Return. In this letter we are not determining whether any of your present or proposed activities are unre- lated trade or business as defined in section 513 of the Code. You are required to make your annual information return, Form 990 or -- Form 990 -E2, available for public inspection for three years after the later of the due date of the return or the date the return is filed. You are also required to make available for public inspection your exemption application, any supporting documents, and your exemption letter. Copies of these documents are alsorequiredto..beprovided -to any individual upon written or in person . request without charge other than reasonable fees for copying and postage. You may fulfill this requirement by placing these documents on the Internet. Penalties may be imposed for failure to comply with these; requirements. Additional information is available in Publication 557, Tax - Exempt.. Status for Your organization, or you may call our toll free number shown above..... _.. .. _. You need an employer identification number even if you have no employees. If an employer identification number was not entered on your application, we will assign a number to you and advise you of it. Please use that number on all returns you file and in all correspondence with the Internal Revenue Service. This determination is based on evidence that your funds are dedicated to the purposes listed in section 501(c)(3) of the Code. To assure your continued exemption, you should keep ... records .. to show that ... funds are spent only for those purposes. If you distribute funds to other organizations, your records should show whether they are exempt under section 501(c)(3). In cases where the recipient organization is not exempt under section 501(c)(3), you must have evidence that the funds will remain dedicated to the required purposes and that Letter 1045 (DO /CG) -4- TFIS FAMILY INSTITUTE FOR CRZATIVI the recipient will use the funds for those purposes. If You distribute funds to individuals, you should keep case histories showing the recipients names, addresses, purposes of awards, manner of selec- tiozx, and relationship (if any) to members. Officers, trustees or donors of funds to you, so that You can subetantiate upon request by the Internal Revenue Service any and all distributions you made to individuals. (Revenue Ruling 336 -304, C.R. 1556 -2, Page 306.) If we said in the heading of this letter that an addendum applies, the addendum enclosed is an integral part of this letter. Because this letter could help us resolve any questions about your exempt status and foundation status, You should keep it in your permanent records. if you have any questions please contact the person whose name nand telephone number are shows in the heading of this letter. Sincerely yours, Steven T. Hiller Director, Exeagpt Organizations Enclogrure(a)x x d;aend +um Foray 872 -C Letter 1045 (DO. /CG) vn14 S ', Ce .®llege r`Y A Community and Technical College June 3, 2005 Melinda Coleman City of Maplewood 1830 County Road B East Maplewood, MN 55109 Dear Ms Coleman Enclosed is the completed form and attachment for a City of Maplewood Request to Spend Charitable Gambling Funds. This request is for two Automated External Defibrillators (AEDs) from the Century College Dental Hygiene and Cosmetology Departments. I understand that funding decisions will be made by the City Council on June 27. As a Maplewood resident who frequently watches the television broadcasts of the City Council meetings, I look forward to following the decisions made regarding these funds. Thank you for your consideration. Sincerely, Mary Morales Dental Hygiene Instructor 779 -5814 Home Address: 2444 Montana Ave. E. Maplewood, MN 55119 Phone: 748 -0716 3300 Century Avenue North, White Bear Lake, Minnesota 55110 • (651) 779 -3200 An Equal Opportunity Institution • Member, Minnesota State Colleges and Universities City of Maplewood Request to Spend Charitable Gambling Funds C.�<-7rlf -ury Colfee�e. C Dwtril I-Vq ene- ` C�sr to%gy T�pt�) SI� q j ��-58iq Ad�ess ��— Slam LP marl "o 33ao C.&n +ury &Ve, t4, ir U- dUt� 5511 Check Type of Orgarliation Making Request: oCity ❑ Comity ❑ School District No. Non-Profit (please attach proof 45010 status) XOtberespecify) Minne. Srt"a'-fg>''� Co / /QG-G C�niYQe'Si-fr�,�s Y7 Plmt- OlguumGml CmimG P¢soa _ Paaition lawful purpose: Explain expenditure - attach additional sheets if necessary Amount Requested $ 5 (DOD Justification - Ooiime how project meets guidelines established by City Council on Awards from Fund. By Completing and signing this form, the organization confirms that the requested funds will be spent for a lawful purpose. This request expires one year from the date below. le: l G /�'N Cad Ce llege A Communily and Technical College DENTAL HYGIENE & COSMETOLOGY DEPARTMENTS REQUEST FOR FUNDING AUTOMATED MAPLE WOOD CHARITABLE (AEDs) LING FUNDS FOR PROJECT DESCRIPTION This request is for funding for two Automated External Defibrillators (AEDS1 for the third floor dental hygiene and cosmetology clinic areas of the College's East Campus. Both clinics see a large number of medically compromised clients, many of whom have histories of cardiovascular disease. Studies have shown that 90 -95% of sudden cardiac arrest victims die because they do not have quick access to this easy to administer lifesaving treatment. AEDs are needed so that potential sudden cardiac arrest victims can be treated as quickly as possible in an effort to increase their survival rate. JUSTIFICATION Century College's Dental Hygiene and Cosmetology programs have a ten year history of serving low income populations in the northeast metropolitan Twin Cities. Approximately thirty percent of the clients who utilize the service s Provided by these Programs are residents of Maplewood They come to the college for services that they might not be able to afford elsewhere. These se rvices include. preventive oral health care, dental cleanings, x -rays, non - surgical periodontal therapy, hair care and nail care. In both the dental and cosmetology clinics, the reduced fees for services are appealing to individuals in the community who are living with fixed or low incomes. The dental clinic sees a majority of patients who are non- insured or underinsured who may otherwise be without access to preventive dental care. Community residents who utilize the services of the dental and cosmetology clinics are generally older, have extensive medical histories, and are taking multiple prescription medications. These individuals are more likely to suffer a sudden cardiac arrest. Many of the faculty and students on the East Campus are trained in Advanced Lifesaving and Cardio Pulmonary Resuscitation (CPR), but in the event of a client experiencing a sudden cardiac arrest, AEDs would ensure a quick defibrillation for a more positive outcome. The intent is to create a Heart Safe Community for all. Submitted by: Mary Morales Dental Hygiene Instructor Maplewood Resident June 3, 2005 3300 Century Avenue North, White Bear Lake, Minnesota 55110 • (651) 779 -3200 An Equal Opportunity Institution • Member, Minnesota State Colleges and Univenities City of Maplewood JUN Request to Spend Charitable Gambling Funds DI Cbeck Type of Orgamizattoo oCity M Request: ❑ County a School District No. (please attach proof of 50 ic3 I tus) Pcmc- O�gar ®rion Conre�z eason — 7 // � / {_ -7� '1 Position ,(� � � (.. v / OXI _ _ A tS y _ l/l rec/ov 6T �rc,wv, J'�-ecf'c. c /70+? 6 By Completing and signing this form, the organization confirms that the requested funds will be spent for a lawful purpose. This request expires one year from the date below. lJ ,� UYaG / /� �)/' / J7YOC�V J �YGHgk 4'YJi �'� The above -named organization requests lawful gambling profits for the following purpose: � - -- of Explain expenditure - attach additional sheets if necessary. ptSYt011At Requested $ D0 _ /1000 ��ffee�� JUSf1flC[af On — Outline how project meets guidelines estabiisbed by City Council on Awards &on Fund --II _ -4- / /-� 1 /1 r // / /% l / 1 / 1 The Edgerton Community Drama Group Description of Program: Drama is a unique forum that allows equal participation from children of all different backgrounds, fostering creative, intellectual, social, and personal growth. The Edgerton Community Drama Group is led by Edgerton parent volunteers. Now entering its 4"' year, it has evolved into a forum with high expectations for children of all income, skill, language, and academic levels. Last year there were approximately 90 children involved in the musical drama Peter Pan. Preschoolers up through High School students were involved. It has never charged a fee to any of its participants. It provides quite an extensive experience to its participants. Dance instruction usually begins 6 months prior to the performance; drama instruction usually begins about 3 months prior to the performance. Performances are given in the Edgerton Community Gym, free of charge. Some of the goals of the program are to... • give children the experience of following a concept through from inception to completion. • enhance the confidence and self - esteem of all children through participation and performance • encourage interaction of children from various ethnic and socioeconomic backgrounds • provide dance instruction • provide theatrical instruction • provide vocal instruction • provide guidance in creating costumes, props, and sets • provide opportunities for a variety of children to experience success together (i.e., children with challenging behaviors, special needs, gifted and talented needs). If I can be of any further assistance in explaining this project, please feel free to contact me. Judy Thompson 565 Bellwood Ave. Maplewood, MN 55117 651- 774 -9281 City of Maplewood Request to Spend Charitable Gambling Funds Maplewood Police Explo ( 651 ) 249 -2600 AA1k. city sh4 Zip 1830 County Road B East Maplewood MN 55109 Check Type of Organization Making Request: )Pcky 0 county ❑ School District No. (please attacb proof of 501c3 status) ❑ Other (specify) Punt -otg fioncvawp. posipon David J. Thomalla Chief of Police Lawful Purpose Request The above -named organization requests lawful gambling profits for the following purpose: ®� Explain expenditure - attach additional sheets if necessary. Amount Requested S 8, 000 The funds will be utilized to subsidize dollars budgeted to send the Maplewood Police Explorers to the annual state conference, a compe in Duluth and nationa conferences. They will also be used to help purchase uniforms and equipment needed. As part of their activities at the conferences, the Explorers participate in competitions with Police Explorer groups sponsored by other law enforcement agencies. e funds would be used to help send the Police Explorers to these competitions. These competitions also offer the Police Explorers an opportunity to obtain scholarships for coiiege .JUSlIf CafiOn - Outline how project meas guidelines established by City Council m Awards from Fund. The Maplewood Police Explorers are a group of high— sc —aged students who belong to the Explorer Post sponsored by the Maplewood Police Department. In belonging to tTiis Post, the Police Explorers actively participate and.learn about law enforcement as a career. The Advisors are Maplewood o ice Officers who have taken an interest in eac these students about law enforcement. In addition, these Police Explorers volunteer their time and assist in several City— sponsored activities (such as the National Night Out, R County Fair and July t activities). By Completing and signing this form, the organization confirms that the requested funds will be spent for a lawful purpose. This request expires one year from the date below. Title Chief of Police 6 -2 -05 David Thomalla revised 12/98 - chargoun fnn City of Maplewood Request to Spend Charitable Gambling Funds Information Nameofo iaoon roqugong( ides ppom Number Flua(ass r city Sbte zip Q1 - 70 ECaSt - 7-'v'Avenu -e Nord 51 1Pcu MM S iO7 j Check Type of Organization Making Request: Deity O County a School District No. >(Non -Profit a Other (spec (phase anedr proof of 5010 statue) K CA, rCYN I -OYI Cc) - Tre (as urcy Lawful Purpose Request The abovanamed organrzah®i requests lawful gambling profus for the following purpose: Explain expenditure - attach additional sheets if necessary. Amount Requested $ 5, coo Jusfifteafion - Outline how project meds guidelines established by City Council m Awards from Fund. By Completing and signing this form, the organization confirms that the requested funds will be spent for a lawful purpose. This request expires one year from the date below. Explain expenditure: For the past two years, L.C. Webster Elementary School has been focusing on the goal of expanding and improving its aging playground and grounds. The purpose of this goal is to improve the learning environment for Webster students, by giving them a safe, fun place to use their energy so they can better concentrate on their studies when they are back in the classroom. In addition, we desire to provide access to much needed recreational facilities for the neighborhood and community children who live near the school. We believe these efforts are having a very positive influence on these children, who are the future of our community. The L.C. Webster Parent Teacher Organization (PTO) has coordinated the school's effort, which has truly become a community -wide endeavor. Money raised by the PTO through fund- raisers, along with City of Maplewood Charitable Gambling dollars and contributions from the City of North St. Paul have helped pay for much needed supplies and equipment. Further, we have constantly sought to minimize out -of- pocket costs by soliciting in -kind contributions, the most significant of which has been use of the equipment needed for the projects, such as bobcats, mini -hoes, roto tillers, and other miscellaneous power equipment which were donated by local contractors and parents from the Webster community. Finally, parents, teachers, staff, students, and community members at -large have contributed countless hours of sweat equity, without which none of this would have been possible. Some of the specific accomplishments toward our goal to date include: - Purchase of swings, a whirl, and tether ball equipment. This new equipment was installed thanks to the sweat equity of parents and in -kind contributions of local businesses that volunteered their time and equipment to get the playground ready for the 04105 school year. - Installation of a security fence around the perimeter to keep children safe while they are playing. - Installation of new baseball and football fields, in collaboration with the City of North St. Paul, to be used by both school and community groups during and after school hours. - Improved landscaping of the grounds around the school. Again, this large undertaking was accomplished thanks to the participation of a variety of members of the Webster community, including: 1) thirty -nine summer school students who incorporated a study of plants into their work planting new shrubs and trees around the building; 2) parents who volunteered many hours to work with the students and on their own, giving up their valuable summer weekends; 3) fourth grade students who spent the school year researching and then planting a rainwater garden to improve not only the aesthetics of the grounds, but also to solve a water runoff problem that had made part of the grounds unusable during wet weather. - Repair and maintenance of existing playground equipment. Volunteers donated many hours over the summer painting and repairing aging equipment in an effort to prolong its usable life until sufficient funds can be raised to replace it. Yet while much progress has been made, there is still more to do. We are requesting Maplewood Charitable Gambling funds to help cover a portion of the cost of additional items yet to be completed in our improvement plan. These funds would be combined with contributions from the L.C. Webster PTO and would go toward future projects, including: - Replacing aging playground equipment - Adding benches for the new fields - Constructing an outdoor shelter to be used for a variety of learning purposes, especially related to scientific and environmental observations. A local Boy Scout has volunteered to coordinate this project with the aim of earning his Eagle Scout award. Construction expertise has been offered by the spouse of a Webster teacher and all of the labor will be donated by community members, parents, and teachers, so that the only funding needed will be to purchase construction materials. Justification — Outline how project meets guidelines established by City Council on Award from Fund. - L.C. Webster Elementary School and its facilities serve the community and its citizens in a variety of ways, including many citizens who lack access to other services and facilities due to economic disadvantage. About 50% of Webster students reside in the City of Maplewood and the remainder reside primarily in the immediate vicinity of Maplewood. About 55% of our students are in poverty, including a number of our students who live at Emma's Place and the Ramsey County homeless shelter in Maplewood. We have the most diverse student body (39% students of color) of any school in District 622, yet we have achieved excellent academic results showing no racial achievement gap. We have a committed and experienced staff, most of whom teach at Webster by choice, and have implemented several innovative programs in order to serve all of our students well - whatever their background or level of capability. These initiatives include extended school day activities and "looping," or keeping students with the same teachers for two years in a row to build relationships with students and maximize student contact time. We have strong morale. We have emphasized staff development and training over and above what is done at many other schools. Our impressive academic achievements, despite our challenging demographics, were highlighted in a recent Star Tribune newspaper article. We have intentionally sought to reach out and serve our community as well as our student body through events such as a free community dinner organized by the L.C. Webster PTO, to which the public was invited. Free transportation was provided to the school and over 300 Webster students, their families, and members of the community at -large were served. A community garage sale raised over $2,100 with members of the community donating their time and goods. Many of our students and other community members utilize our playground areas, ball fields, and basketball courts during off - school hours, as well as in the summer, including many students who reside in a number of large low- income rental apartment complexes in the area. Due to their economic and housing situations, many of the children from these apartments, Emma's Place, and the Ramsey County homeless shelter do not have access to backyard play sets and basketball hoops like "typical" suburban children do. They rely on places like Webster to have these recreational facilities available for everyone. As mentioned above, we have utilized substantial volunteer labor from many individuals associated with our school, and have received donated materials and significant donations of equipment usage from others. In these ways we substantially leverage the value of any donated funds, such that the funding requested will go toward equipment and materials for the projects. The items for which we are requesting funding will be located outdoors on our grounds and will be available to serve everyone in the community. We believe that this funding request will serve our community well, including some of its most needy families who will have access to the recreational facilities and equipment. The outdoor shelter will provide enhanced outdoor educational opportunities for our students. These facilities will help us continue to serve our community, including the 50 % of our student population and their families who reside in the City of Maplewood. STATE OF MINNESOTA *7868t OFFICE OF THE ATTORNEY GENERAL MIKE HATCH ATTORNEY GENERAL January 28, 2005 L.C. WEBSTER PARENT TEACHER ORGANIZATION ATTN DAVE PLAN 2170 E SEVENTH AVE NORTH ST PAUL, MN 55109 NCL TOWER, SUITE 1200 445 MINNESOTA STREET ST. PAUL. MN 55101 -2130 TELEPHONE: (651) 296 -9412 FOR FISCAL YEAR ENDING: 8/31/2004 Dear Sir or Madam: This Office has received the annual report which was recently filed for the above referenced charitable organization. Your organization's registration has been continued pursuant to Minnesota Statutes chapter 309, the Charitable Solicitations Act. We wish to remind you that registration is not an endorsement of the organization and that Minnesota law prohibits any person from misrepresenting the meaning of registration. Since many grant making organizations require evidence of registration with this office, we suggest that you retain this letter in your files Your next annual report and financial statement will be due on the 15th day of the seventh month after the close of your organization's fiscal year end. Sincerely, CYNDI H. H. NELSON Registration Administrator, Charities Telephone: (651) 296 -6172 EIN: 411736897 cc: Facsimile: (651) 296 -7438 • TTY: (651) 296 -1410 • Toll Free Lines: (800) 657 -3787 (Voice), (800) 366 4812 (TTY) • www.ag.state.mn.us An Equal Opportunity Employer Who Values Diversity 0 Printed on 50% recycled paper (15% post consumer content) 8 •x]5 City of Maplewood Request to Spend Charitable Gambling Funds Infarmation Name ofouPlninAlm MquaOing rands Phone Number A� City SCIm ZlP �Ia ?6 L✓��P�.UT�u e s9 ✓ENuE EAsr kjAPG MN 5`�109 Check Type of Organization Making Request: ocity ❑ C udy a School District No. Non -Profit ❑ Other (spa (please aBadt proof of 501 c3 status) N Lawful Purpose Request The above named organization requests lawful 9313ablingprofAs for the following Purpose. Explain expenditure - attach additional sheets if necessary. Amount Requested $ 7! QO ,6F6 47r.4cHE�_ Justification - Oidlme how protect meets guidelines established by City Council ell Awards from Fund. A77ff C H6b By Completing and signing this form, the oFgauization confirms that the requested funds will be spent for a lawful purpose. This request exyis one year from the at below 1 n c revised 12/98 - dtazgatatim City of Maplewood Request to Spend Charitable Gambling Funds Lawful purpose Request: Amount Requested $74,500 Amount requested (preliminary cost estimate --see attachment) needed for new access road/driveway from Larpenteur Avenue into Hill- Murray property. • Cost also includes drainage work; relocation of utility pole; and curb and gutter expenses. Hill- Murray School, located in Maplewood at 2625 Larpenteur Avenue E., requests lawful gambling profits for the purpose of constructing a new access road/driveway from Larpenteur Avenue into the Hill- Murray property. This would be the first phase of a plan to address long -term traffic and parking needs. The final specificationsiplans for this project will be submitted to the City of Maplewood for approval. Justification For several years, it has been evident that an unsafe traffic condition exists on Larpenteur Avenue at and near the entrances to Hill- Murray School. Twice each day, over 1000 vehicles enter and leave the school grounds, mostly in the 15 -20 minutes time segment before and after school. This level of traffic creates a backup of vehicles that often extends considerably more than a city block from the school's entrance, creating congestion on both Larpenteur Avenue to the west, and even more so on Larpenteur Avenue to the east, and on Century Avenue, sometimes as far back as Highway 5. The problem is compounded each day in the morning and evening by the buses that transport Hill- Murray students. The Maplewood Police Department has stated (paraphrasing) "anything Hill- Murray could do to eliminate this problem would be greatly helpful for safety." To further document this as a major safety concern for the residents of Maplewood and for all of the students and their families who attend or transport students to Hill- Murray, we note also that the City of Maplewood is very aware of this as a problem and has cooperated with Hill- Murray to share the costs of a traffic and congestion study conducted by consultant, Thomas A. Sohrweide, a Manager of Traffic Engineering Services with Short Elliott Hendrickson, Inc. After his analysis, Mr. Sohrweide suggested several plans for construction of the driveway for which we are requesting funds in this proposal. With the aid of funding through this request, Hill- Murray School will construct an additional driveway onto Larpenteur Avenue at the eastern border of the current school grounds. This would create a circular traffic pattern as well as an additional means of entering or leaving school grounds. The new driveway and enhanced traffic flow will help alleviate congestion on Larpenteur and Century Avenues, and make the flow of traffic out of the school much safer. Hill- Murray recently made a landmark decision to remain at its present location and is in ongoing discussions with its owners to purchase the current property on which it resides. An architectural firm is also now revising a Master Facilities Flan that calls for enhancements and additions to the school over the next few years. This driveway is seen as a first phase in eliminating safety concerns and congestion on Larpenteur and Century Avenues. Hill -Murray hopes that in the near term it will also be able to add parking slots on its property, and end the necessity of students parking on Larpenteur Avenue in front of the school. It is our hope that the City of Maplewood will recognize the need for this driveway in the interests of safety for all of its citizens and others who must use Larpenteur and Century Avenues each morning and afternoon. For many years, supporting organizations of Hill- Murray School have been fortunate to be the sponsors of Charitable Gambling Operations in Maplewood. Thank you for the opportunity to make this request for the lawful gambling profits made available by the City. MRY.31.2005 9 :26RM J A M E S May 31, 2005 JAMES STEELE CONSTRUC NO.701 P.2i2 r �ftw vow * S T E E L E C O N S T R U C T I O N Mr, 7oseph Peschges, President su Murray School 2625 I.arpenteur Avenue East Maplewood, MN 55109 RE: New drive from Lazpenteur Avenue Dear Mr. Peschges We are pleased to provide pricing for a new driveway entrance from Larpenteur Avenue to the existing southeast parking lot. This pricing is based on the preliminary parking lot outline on the east side of the campus as shown in the arial photo provided by RRT Architects dated November 16, 2004. Total cost for the work, $74,500. This pricing does not include any retaining walls. We have figured to cut the banks to an acceptable slope and provide transition to the vdsring drive at the fence. All design and construction fees are included. Thank you for the opportunity to provide you pricing for this work Please feel free to call me with any questions you may have. Sincerely, JAMES STEELE CONSTRUCTION COMPANY C O. Troy Co ett Project er 1410 Sylvan Street SAW Paul, Munesota $5117 (651) 4886755 Fax: (651) 488 -4787 jscoisteeleconstruetion.com www.jamessteeleconstruction.tom Equal Opportunity Employer Internal Revenue Service District Director D Hill- Murray High School 2625 E. Larpenteur Avenue St, Paul, Minnesota 55109 Gentlemen: Department of the Treasury 316 N. Robert St., St. Paul, Minn. 55101 Person to Contact: Mrs. Womaski Telephone Number: 612 -725 -7344 Refer Reply to: EO:1902:EDW: jk Date: June 16, 1977 This refers to your letter dated June 7, 1977 in which you request a certain statement with respect to your status for Federal income tax purposes. In our ruling of December 11, 1970 addressed to your parent organization, The United States Catholic Conference, Washington, D. C., it was held that the Conference and its agencies and instrumentalities and all educational, charitable, and religious institutions operated, supervised or controlled by or in connec- tion with the Roman Catholic Church in the United States, its territories, or possessions appearing in the Official Catholic Directory have been classified as organizations that are not private foundations as defined in Section 509(a) of the Internal Revenue Code, and Section 501(c)(3) of the Code. Federal Tax Exempt # 41- o829754 C. D. Switz & District Director copies: F. Asenbrenner 6 /17/77 J. Stejskal, Finance Committee Bros. Francis 10/18/77 1 Very truly yours, JUN 1 City of Maplewood Request to Spend Charitable Gambling Funds Check Type of Organization Making Request oci[ y ❑Count y ❑ school District No. (please attach proof o£5010 stator) Non -Profn ❑ Other (speofy) — phha- O�aenindonC a ) 77C) fL S Lawful Purpose Request The above -named organization requests lawful gambli gprofits for the following purpose: �' p Explain expenditure - attach additional sheets if necessary. AnTOUnt Requested $ 5 � 00 62 sO d 'r— <��� A� QCL.PIL� ma y / Q C JUStif Cabo/ - Outtme how project meets guidelines established by City Council on Awards from Fund, By Completing and signing this form, the organization confirms that the requested funds will be spent for a lawful purpose. This request e one year from the d / 12198- Internal Revenue Service District Director- Heritage Theatre CO Inc p0 Sox 9344 Maplewood. MR 55108 DepwUnu of the Treasury Perecn to Contact: HO:TPA Telepbane Number: 1- 600 -829 -1040 312- 435 -1040 Refer RePly to: 94 -1542 Hate: April 5. 1994 RE: EMOT STATUS KIN: 41- 1457624 This is in response to the letter. dated March ti. 1994, regarding your status as an organization exert from Federal income tax. Our records indicate that a ruling letter waa issued in April 19x5, granting your organization an exemption from Federal income tax under the provisions of Section 501(c)(3) of the Internal Revenue Code of 1954. Our recorda also indicate that your organization is not a private foundation but one that is described in Section 509(x)(2) of the Internal Revamze Code. Contributions made to you are deductible by donors in competing their taxable income in the manner and to the extent provided in Section 170 of the internal Revenue C,ode- " rf your &,roan receipts each year are normally 825.000 or more, you. are required to file Form 990. Return of Organizations Raampt from Income tax by the fifteenth day of the fifth month after the end of your annual accounting period. You are not required to file Federal income tax returns unless you are subject to the tax on unrelated business income under Section 511 of the code. If you are subject to this tax, you must file an income tax return on F- 990-T_ If any question sriaea with respect to your statue for Federal income tax purpoaea, you may use this letter as evidence of your exemption. Thia is an advisory letter. Sincerely yours, 7 �Y• A 4� t Day Dietri�t Director M1NN1✓SOTA Department of Revenue Certificate of Exempt Status Exempt Organizations Heritage Theatre Co. Inc. 2100 White Bear Avenue Maplewood MN 55109 Certificate number ES 35122 Date Issued 04/12/95 Date Reissued 11/06/2001 Sales and Use Tax ST -17 The organization above is exempt from sales and use tax under Minnesota law on purchases, rentals, and leases of merchandise and services to be used in the performance of its charitable, religious or educational functions. For senior citizen groups, the merchandise must be used for pleasure, recreation, or other nonprofit functions of the group. This exemption does not apply to purchases of meals, lodging, waste collection and disposal services, or to purchases or leases of motor vehicles, except motor vehicles that are used primarily to transport goods or people, other than employees, as part of the organization's charitable, religious, or educational functions are exempt. Qualifying motor vehicles include those defined in Minnesota Statutes, section 168.011 as a truck or bus, or a passenger automobile that is designed and used for carrying more than nine people. (M.S. 297A.70, subd. 4) Commissioner of Revenue by ~ f t P. R. Blaisdell, Supervisor Corporate and Sales Tax Division Questions? Call the MN Department of Revenue of (651) 296 -6181 or toll -free 1- 800 - 657 -3777. TDD users, call the Minnesota Relay Service at (651) 297 -5353 or 1- 800 - 627 -3529. Ask for (651) 296 -6181. City of Maplewood Request to Spend Charitable Gambling Funds Phone Number Sna Check Type of Otganizatim Making Request: laCity ❑ County a School District No. proof of 5016 status) ❑ Other By Completing and signing this form, the organization couliirms that the requested funds will be spent for a lawful purpose. This request expires one r from Vi date}TeIT revised 1219 8 - chargana to Lawful Purpose Request The above.named organization requests lawful gambling profits for the followiug puTpo - pfiiii iJ�lll Explain expenditure - attach additional sheets if necessary. Amount Requested $ ,50 0 C) u 0 G City of Maplewood Request to Spend Charitable Gambling Funds Information NameoEotgmdation requesting Eunds Phone Numbs Maplewood Police Reserves ( 651 ) 249 -2556 Addteo city state zip 1830 County Road B East Maplewood MN 55109 Check Type of Organization Making Request: City ❑ county ❑ School District No. ❑ Non -Profit (please attach proof of 501 c3 status) ❑ Other (specify) Ptmt- Otganindoa Contact Person POSiGan David J. Thomalla Chief of Police Lawful Purpose Request The above-maned organization requests lawful gambling profits for the following purpose. Explain expenditure - attach additional sheets if necessary. Amount Requested $ 3, 000 See attachment Jnshf:CadOn — Outline how project mess guidelines established by City Council on Awards from Fund. See attachment By Completing and sigaing this form, the organization confirms that the requested funds will be spent for a lawful purpose. This request expires one year from the date below. Chief of Police 5 -25 -05 David J. Thomalla revised 12/98 - chargam.fim Request to Spend Charitable Gambling Funds Maplewood Police Reserves Lawful Purpose Request Funds received will be used to purchase new Reserve uniform items and related equipment Uniforms for the Reserves have not been replaced for several years. New Reserves receive previously used uniforms and equipment, and some of the longtime Reserves have uniforms /equipment needing replacement. There is also a need for additional cold - weather clothing (jackets, hats, gloves) for the Reserves to wear while on patrol, directing traffic and standing by at accident /crime scenes during the winter months. Throughout the year, we do receive some donations to purchase these items; but it's not enough to fund the needs of these volunteers. Donations that were previously received from civic groups in the City ceased with the implementation of charitable gambling. Our Reserves have a great deal of public contact, and we would like to provide them with the necessary uniforms and equipment so that they present a neat, professional appearance while conducting duties on behalf of the City of Maplewood. Justification The Maplewood Police Reserves are adults who volunteer their time and talent to the Maplewood Police Department. In 2004, the group worked almost 7,500 hours assisting with activities that would otherwise need to be performed by sworn police personnel. In addition to regular patrol shifts, the Reserves also assist with the following: - Transporting persons to the jail, hospital, detox, etc. - Unlocking vehicles. - Securing crime scenes. - Answering animal complaints. - Waiting for tow trucks at accident/crime scenes. - Traffic and crowd control at large events held in the City (such as graduations at Aldrich Arena, parades, Ramsey County Fair, July 4 th celebration, MS Bike Ride, Lightning Run motorcycle event). - Assisting with community events (such as National Night Out, D.A.R.E. graduations, Landfall Splash and Spring Fling). - Conducting Safe & Sober seatbelt surveys. - Distributing fliers to residents and businesses regarding various information (parking restrictions, thefts /burglaries in the area, community meetings, etc.). - Bike patrol. It must be stressed that many of the activities performed by Reserve personnel free sworn officers so that they may remain on patrol in the City performing their regular duties. City of Maplewood Request to Spend Charitable Gambling Funds In ormation Phnm Number ema NnfOrPni>atan tequaMe fund eaq o f Map"oodParks a„ d. Recreation Ueportmeat (Q51- 2# q- 7�l Lh 3 sm zit 210 W hYe Bear avenue Maplew Minnesota SS 1 09 N.PA Typa of Otgwusotuuf Makthg Requ"tC oXCSy ❑ CouHy ❑ SekodDmniet Nn. o NoM1ProFx (p(msa aaeah PrWF of so I es ctot") ❑ other (apafy) v«mn. Poadine a S les Lawfd Pmposa Request Tl.e obawmmiwd mgauisNion requests lnwFJ. gom61in9 pm(`f'sfor d.e Fdlnw.^9.PWP Ezpfuin ezpeitditure - ottash. add+Yiatal sheets if necessory. Amount Requested $25,000.00 Tiis a 6eoAu& money would he used to make pogments for the Map i r,....m w ,,t r Center room rentals. £aek request for free ro r e n ta l will he reviewed tndir duo to &&mine if the request meets the &4 66 gu,de6ec that ore Lsted or. the att a c hei skeet wmk the cLppmpEatp eodes al tkm al s. JpStt 9O4ttjOfE - Outlum hew project meats quWdIm acw6Ush & bg &N Ce ham am,& fine Fwid.. - . We a ssist i n proHding five space for so 1-C 9 groups wildlife management groups f ree and police ttauarL+ homeless pw9mms and edueauan i groups. Tke malotag of these groups on eommum4 bowl. e vents. W have denied im tie past groups outside the ef--,fa - -604 urea as tkeso groups do not serve Maplewood eesidenls or the mterosts aF Mapinma& By 0omp6z" a04 s19" this fmm, the egatLuart a ew m+s tkot the rogues" funds will. 6e spent for a lawful purpose. This request expves one year Tram the data below. Y �G0I1CGfI/ 12 I � t } n 7 � , l OP_. S 'rI"fJ. ' Pauline 0- S City of Maplewood Request to Spend Charitable Gambling Funds Name oEwgvivation aquevlia8 fu�a ( 651 777 -6514 Ramsey County Fair z A&bm Cuty'- Slam LP 2020 White Bear Ave. Maplewood MN 55109 Check Type of Organization Making Request: ocity ❑ County ❑ School District No. Non -Profn 501 C -3 organization (please attach proofof501c3 status) ❑ Other (spec�ty) Po inn Pm[ - 0,8a ^'na°a CrnHect Person Joe Fox County Fair Secretary /Manager Law u1 Purpose Request The above awed organization requests lawful gamblingprofds for the followmg purpose: Explain expenditure - attach additional sheets if necessary. Amount Requested $ 5500.00 — e®s Ramsey County Fair Board is requesting funds to p ay for t he Fi reworks the annual Rasmey County Fair. The tunas cover me cosy iu, 1un .-l.. w� nJ =•� •-•• labor to perform the display. The fireworks are generally held on Friday evening during the County Fair. justification - otdlme how project mods guidelines established by City Cohmcil on Awards from Fund The Ramsey County Fair has been part of the Maplewood community for over 55 years. Over 35,000 people have attended the fair each year. The County Fair is a free community evgnt which attracts an inter Tconc e°nior nnA families come to the fair - Maplewood and many o the neighboring commu nities. Residents within Maplewood have enjoyed the free display and can view i from many locations through -out the city. Attendance at the fair is not required to enjoy the benefits of the fireworks. The Fair Board all volunteers makes effort to inform the public that the City of Maplewood is the spons of the Fireworks. By Completing and signing this form, the organization confirms that the requested funds will be spent for a lawful purpose. This request expires one year from the date below. County Fair S 26, 2005 Joe Fox revised 12/98 - chargsm.frm Charitable Gambling Requests 2006 H:cmhr /mc /charitable gambling requests Recommenda- Organization Requests BC MK KJ JMJ WR tions Dispute Resolution Center 5,000 Tubman Family Alliance 2,000 Maplewood Historical Society 27,000 Family Institute for Well Being 7,600 Century College 5,000 Edgerton Community Drama Club 1,000 Police Explorers 8,000 Webster School PTO 5,000 Hill Murray School 74,500 Heritage Theatre Co. 5,840 Ramsey County Fair 5,500 Fire Explorers 5,000 Police Reserves 3,000 MCC Room Rentals 25,000 Total* 179,440 Reserve Balance *Available funds $57,700 H:cmhr /mc /charitable gambling requests Charitable Gambling Requests 2005 H:cmhr /mc /charitable gambling requests Recommenda- Organization Requests BC MK KJ JMJ WR tions Maplewood Historical Society 23,500 10,000 4,600 10,000 10,000 16,000 10,120' American Red Cross 4,000 200 2,000 2,400 4,000 0 1,720'' Maplewood Police Explorers 8,000 1,000 6,000 4,000 8,000 2 4,360' L.C. Webster PTO 5,000 1,000 0 5,000 5,000 0 2200' Ramsey County Fair 5,000 5,000 8,000 2,500 1,500 5,000 4,400' Heritage Theatre Company 4,200 1,100 3,000 3,200 4,200 4,200 3,140' 622 Communities Partnership 400 300 400 400 400 0 300' Ramsey County Library 16,095 9,000 0 0 0 0 0' Ery Carlson- Pleasantview Park 18,000 8,000 0 0 0 0 0'' Maplewood Police Reserves 3,000 400 3,000 3,000 3,000 3,000 2,480' Dispute Resolution Center 5,000 4,000 4,000 5,000 5,000 0 3,500' Century College 8,800 1 0 1 0 0 1 0 0' MCC - Room Rentals 25,000 10,000 20,000 12,500 5,000 20,000 13,500' Total* 125,995 51,000 51,000 48,000 46,100 51,000 45,820' Reserve Balance 0 0 3,000 4,900 0 5,180' *Available funds $51,000 H:cmhr /mc /charitable gambling requests Agenda Item K4 DATE: June 15, 2005 TO: Richard Fursman City Manager U FROM: Sherrie Le Human Resource Director SUBJECT: Proposed Settlements — IAFF Local A -22 Dispatchers I have attached the proposed 2005 -2006 negotiated labor agreements between the City and IAFF Local A -22 representing the Public Safety Dispatchers. This settlement is in the process of being ratified by their membership. Assuming ratification occurs prior to June 27 appro VN of thissefflement by the City Council is recommended. CITY OF MAPLEWOOD AND IAFF LOCAL A -22 - DISPATCHERS CONTRACT NEGOTIATIONS TENTATIVE SETTLEMENT June 1, 2005 Wages and Duration: Two year contract for 2005 -2006; General wage increase of 2% for 2005 and 3% for 2006 with the provision that if the City receives the previously withheld Homestead Value Credit from the State for 2005, the wage adjustment will increase to 3% retroactive to January 1, 2005. If the City does not receive this aid, the wage adjustment for 2005 will remain at 2% and the wage adjustment for 2006 will change to 2% on January 1, 2006 and an additional 2% on July 1, 2006. The two percent increase for 1 -1 -05 will be retroactive. 2. Shift Bidding: We added a requirement to rebid shifts if an employee terminates and there is more than 90 days before the normal bid time. We also added language requiring timely bidding of shifts and consequences for not bidding within 24 hours of notification. (Employee moves to bottom of the list.) 3. TimelV Vacation Bidding: We added similar language on bidding vacations in a timely manner. The only difference is the employees have 48 hours to bid. 4. Filling Shifts: We agreed to "post open or unfilled shifts as soon as practical." We also agreed that "reasonable efforts will be made by the Employer to minimize the negative impact on Employees who are assigned to cover shifts." 5. Holiday Overtime: We agreed to clarify which hours are covered by holiday overtime as follows: "Holiday pay shall be for shifts of the actual holiday beginning with the shifts with starting times of 8 pm or later the evening prior to the holiday and prior to 8 pm the day of the holiday." 6. Solitary Pay Differential: We agreed to pay an additional 60 cents ($.60) per hour for solitary work in excess of ten hours per week due to the difficulty of being restricted to the Communications Center without assistance and without being able to leave. Employees working alone for 10 or fewer hours would not be eligible. This additional pay is only for hours in excess of ten in a week per individual. 7. We also made some minor housekeeping changes.