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2013 08-26 City Council Meeting Packet
AGENDA MAPLEWOOD CITY COUNCIL 7:00 P.M. Monday, August 26, 2013 City Hall, Council Chambers Meeting No. 15-13 A. CALL TO ORDER B. PLEDGE OF ALLEGIANCE 1. 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. Before addressing the council, sign in with the City Clerk. At the podium please state your name and address clearly for the record. All comments/questions shall be posed to the Mayor and Council. The Mayor will then direct staff, as appropriate, to answer questions or respond to comments.” D. APPROVAL OF AGENDA E. APPROVAL OF MINUTES 1. Approval of August 05, 2013 Council Manager Workshop Meeting Minutes 2. Approval of August 12, 2013 Council Manager Workshop Meeting Minutes 3. Approval of August 12, 2013 City Council Meeting Minutes 4. Approval of August 16, 2013 Special City Council Meeting Minutes F. APPOINTMENTS AND PRESENTATIONS None G. CONSENT AGENDA – Items on the Consent Agenda are considered routine and non- controversial and are approved by one motion of the council. If a councilmember requests additional information or wants to make a comment regarding an item, the vote should be held until the questions or comments are made then the single vote should be taken. If a councilmember objects to an item it should be removed and acted upon as a separate item. 1. Approval of Claims 2. Approval of Grant for Turf Overflow Parking Lot at Prairie Farm 3. Approval to Solicit RFP’s for an Intoxicating Liquor Provider at the Maplewood Community Center 4. Approval to Solicit RFP’s for Catering Services at the Maplewood Community Center 5. Approval for Police Department Text Tip/Tip411 Subscription 6. Approval for Police Department Vehicle Purchase 7. Approval to Receive Quotes and Award Construction Contract, Area #20 & #21, July 16th Storm Clean-up, City Project 11-19 8. Approval of Resolution Directing Modification of Existing Construction Contract, Change Order with Weber, Inc., Police Department Expansion Project – Phase 2 9. Approval to Increase the Project Budget for Document Scanning with Mid-America Business Systems 10. Approval of a Grant Submittal for Recycling Carts Through the Ramsey County Public Entity Reduction and Recycling Program 11. Approval of a Conditional Use Permit Review – Keller Golf Course, 2166 Maplewood Drive 12. Approval of a Temporary Amusement Rides Permit for the Ramsey County Sheriff’s Office’s “Fright Farm” – Ramsey County Fairgrounds, 2020 White Bear Avenue H. PUBLIC HEARINGS None I. UNFINISHED BUSINESS None J. NEW BUSINESS 1. Beebe Road Street Improvements, City Project 13-10, Approval of Resolution Ordering Preparation of Feasibility Study 2. Approval of First Reading of an Ordinance Amending the Xcel Energy Franchise Fee and Waive Second Reading 3. Denial of a Land Use Plan Amendment and Rezoning Request for Tyrus Land Company, St. Clair Hills, Carver Avenue and Sterling Street 4. Approval of a Resolution for a Conditional Use Permit Revision for a Parking Lot Expansion, Bruentrup Heritage Farm, 2170 County Road D K. AWARD OF BIDS 1. East Metro Public Safety Training Center, City Project 09-09, Approval of Resolution Receiving Bids and Awarding of Contract for Bid Package 5 (Burn Building and Burn Tower) L. VISITOR PRESENTATIONS M. ADMINISTRATIVE PRESENTATIONS 1. Council Calendar Update 2. Commission, Board and Volunteer Event Announcement (No Report) N. COUNCIL PRESENTATIONS O. ADJOURNMENT Sign language interpreters for hearing impaired persons are available for public hearings upon request. The request for this must be made at least 96 hours in advance. Please call the City Clerk’s Office at 651.249.2001 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. August 5, 2013 City Council Workshop Minutes 1 Item E1 MINUTES MAPLEWOOD CITY COUNCIL MANAGER WORKSHOP 5:00 P.M. Monday, August 5, 2013 Council Chambers, City Hall A. CALL TO ORDER A meeting of the City Council was held in the City Hall Council Chambers and was called to order at 5:01 p.m. by Mayor Rossbach. B. ROLL CALL Will Rossbach, Mayor Present Robert Cardinal, Councilmember Present Rebecca Cave, Councilmember Present Kathleen Juenemann, Councilmember Present Marvin Koppen, Councilmember Present C. APPROVAL OF AGENDA Councilmember Koppen moved to approve the agenda as submitted. Seconded by Councilmember Koppen Ayes – All The motion passed. D. UNFINISHED BUSINESS None E. NEW BUSINESS 1. 2014 Department Budget Presentations City Manager Ahl gave a brief introduction about the budget presentation that will be presented to the council. a. Finance Department Finance Director Bauman gave the Finance Department 2014 budget presentation and answered questions of the council. b. Executive / Legislative Departments City Manager Ahl gave the Executive / Legislative Departments 2014 budget presentation. c. IT / Building Operations IT Director Fowlds gave the IT / Building Operations 2014 budget presentation. d. Citizen Services Department Citizen Services Director/City Clerk Guilfoile gave the Citizen Services Department 2014 budget presentation. e. Police Department Police Chief Schnell gave the Police Department 2014 budget presentation and answered questions of the council. Packet Page Number 1 of 175 August 5, 2013 City Council Workshop Minutes 2 f. Fire Department / EMS Fire Chief Lukin gave the Fire Department / EMS 2014 budget presentation and answered questions of the council. F. ADJOURNMENT Mayor Rossbach adjourned the meeting at 6:31 p.m. Packet Page Number 2 of 175 August 12, 2013 City Council Workshop Minutes 1 Item E2 MINUTES MAPLEWOOD CITY COUNCIL MANAGER WORKSHOP 5:00 P.M. Monday, August 12 2013 Council Chambers, City Hall A. CALL TO ORDER A meeting of the City Council was held in the City Hall Council Chambers and was called to order at 5:05 p.m. by Mayor Rossbach. B. ROLL CALL Will Rossbach, Mayor Present Robert Cardinal, Councilmember Present Rebecca Cave, Councilmember Present Kathleen Juenemann, Councilmember Present Marvin Koppen, Councilmember Present C. APPROVAL OF AGENDA Councilmember Koppen moved to approve the agenda as submitted. Seconded by Councilmember Cardinal Ayes – All The motion passed. D. UNFINISHED BUSINESS 1. 2014 Department Budget Presentations a. Parks and Recreation and MCC Parks & Recreation Director Konewko gave the Parks & Recreation and MCC 2014 Budget presentation and answered questions of the council. City Manager Ahl gave additional information on the MCC 2014 budget. b. Public Works Public Works Director Thompson gave the Public Works 2014 Budget presentations and answered questions of the council. c. Community Development Interim Community Development Director/Building Official Fisher gave the Community Development 2104 Budget presentation and answered questions of the council. City Manager Ahl gave additional information on the Community Development 2014 Budget. d. Summary of Budget/Council Direction City Manager Ahl gave a summary of the 2104 Budget and requested additional input from the council on the budget. E. NEW BUSINESS None F. ADJOURNMENT Mayor Rossbach adjourned the meeting at 6:30 p.m. Packet Page Number 3 of 175 Item E3 August 12, 2013 City Council Meeting Minutes 1 MINUTES MAPLEWOOD CITY COUNCIL 7:00 p.m., Monday, August 12, 2013 Council Chambers, City Hall Meeting No. 14-13 A. CALL TO ORDER A meeting of the City Council was held in the City Hall Council Chambers and was called to order at 7:01 p.m. by Mayor Rossbach. Mayor Rossbach read a letter from a resident about her grandson, Airman First Class Joseph William Carlin serving in the military. B. PLEDGE OF ALLEGIANCE C. ROLL CALL Will Rossbach, Mayor Present Robert Cardinal, Councilmember Present Rebecca Cave, Councilmember Present Kathleen Juenemann, Councilmember Present Marvin Koppen, Councilmember Present D. APPROVAL OF AGENDA Councilmember Juenemann moved to approve the agenda as submitted. Seconded by Councilmember Koppen Ayes – All The motion passed. E. APPROVAL OF MINUTES 1. Approval of July 22, 2013 City Council Workshop Minutes Councilmember Juenemann moved to approve the July 22, 2013 City Council Workshop Minutes as submitted. Seconded by Councilmember Cardinal Ayes – All The motion passed. 2. Approval of July 22, 2013 City Council Meeting Minutes Add to item F2; Senator Kent was unable to attend the meeting. Councilmember Cave moved to approve the July 22, 2013 City Council Meeting Minutes as amended. Seconded by Councilmember Juenemann Ayes – All The motion passed. Packet Page Number 4 of 175 Item E3 August 12, 2013 City Council Meeting Minutes 2 F. APPOINTMENTS AND PRESENTATIONS 1. Introduction of Police Chief and Assistant City Manager Mayor Rossbach introduced and welcomed Police Chief Paul Schnell to the City of Maplewood. Mayor Rossbach introduced and welcomed Melinda Coleman back to the City of Maplewood as the Community Development Director. 2. Swearing In Ceremony of Police Chief Paul Schnell (No Report) City Manager Ahl presented the badge to Julie Schnell so she could do the honors of pinning the badge on Police Chief Schnell. City Clerk Guilfoile re-administered the oath of office to Police Chief Schnell. 3. Swearing In of Police Officers Brian Micheletti and Zachary Strand (No Report) Police Chief Schnell introduced and welcomed Police Officer Brian Micheletti and Police Officer Zachary Strand to the City of Maplewood. City Clerk Guilfoile administered the oath of office. G. CONSENT AGENDA Councilmember Juenemann requested agenda item G10 be highlighted. Councilmember Cave moved to approve agenda items G1-G15. Seconded by Councilmember Juenemann Ayes – All The motion passed. 1. Approval of Claims Councilmember Cave moved to approve the Approval of Claims. ACCOUNTS PAYABLE: $ 1,547,571.59 Checks # 90326 thru # 90374 dated 07/18/13 thru 07/23/13 $ 281,141.30 Disbursements via debits to checking account dated 07/15/13 thru 07/19/13 $ 386,270.86 Checks # 90375 thru # 90402 dated 07/30/13 $ 432,893.08 Disbursements via debits to checking account dated 07/22/13 thru 07/26/13 $ 1,923,931.63 Checks # 90403 thru # 90454 dated 07/26/13 thru 08/06/13 Packet Page Number 5 of 175 Item E3 August 12, 2013 City Council Meeting Minutes 3 $ 2,929,771.84 Disbursements via debits to checking account dated 07/29/13 thru 08/02/13 $ 7,501,580.30 Total Accounts Payable PAYROLL $ 522,224.55 Payroll Checks and Direct Deposits dated 07/19/13 $ 763.00 Payroll Deduction check # 9989447 thru # 9989448 dated 07/19/13 $ 524,427.17 Payroll Checks and Direct Deposits dated 08/02/13 $ 1,719.20 Payroll Deduction check # 9989474 thru # 9989476 dated 08/02/13 $ 1,049,133.92 Total Payroll $ 8,550,714.22 GRAND TOTAL Seconded by Councilmember Juenemann Ayes – All The motion passed. 2. Approval of a Resolution for a Lawful Gambling Premise Permit for Merrick, Inc at Freddy’s Tiki Hut, 1820 Rice Street Councilmember Cave moved to approve the Resolution for a Lawful Gambling Premise Permit for Merrick, Inc. at Freddy’s Tikie Hut, 1820 Rice Street. RESOLUTION 13-7-949 BE IT HEREBY RESOLVED, by the City Council of Maplewood, Minnesota, that the premise permit for lawful gambling is approved for Merrick Inc to operate at Freddy’s Tiki Hut, located at 1820 Rice Street, Maplewood, MN. 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. Seconded by Councilmember Juenemann Ayes – All The motion passed. Packet Page Number 6 of 175 Item E3 August 12, 2013 City Council Meeting Minutes 4 3. Approval of a Resolution for a Temporary Lawful Gambling Permit for the Church of St. Jerome and Waiver of Permit Fees Councilmember Cave moved to approve the Resolution for a Temporary Lawful Gambling Permit for the Church of St. Jerome and Waive the Permit Fees. RESOLUTION 13-7-950 BE IT HEREBY RESOLVED, by the City Council of Maplewood, Minnesota, that the temporary premise permit for lawful gambling is approved for the Church of St Jerome, 380 E Roselawn Avenue in Maplewood. 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. Seconded by Councilmember Juenemann Ayes – All The motion passed. 4. Approval of a Resolution Approving the Terms of Interfund Loan in Connection with Proposed Tax Increment Financing District No. 1-13 Councilmember Cave moved to approve the Resolution to Allow Automatic Interfund Loans for a Proposed Tax Increment Financing District 1-13 with Development District No. 1 and provide the terms and conditions for repayment. RESOLUTION 13-7-951 RESOLUTION APPROVING THE TERMS OF UP TO A $2,000,000 INTERFUND LOAN IN CONNECTION WITH A PROPOSED TAX INCREMENT FINANCING DISTRICT NO. 1-13 BE IT RESOLVED by the City Council (the "Council") of the City of Maplewood, Minnesota (the "City"), as follows: Background. The City proposes to establish a Tax Increment Financing District No. 1-13 (the "TIF District") within Development District No. 1, and proposes to adopt a tax increment financing plan for the TIF District (the "TIF Plan"). The City has determined to pay for certain costs identified in the TIF Plan consisting of land/building acquisition, public utilities, site improvements/preparation, other eligible improvements, and administrative costs (the "Qualified Costs") incurred in connection with the establishment of the TIF District and development/redevelopment of land within the TIF District, which costs will be financed on a temporary basis from City funds available for such purposes. Packet Page Number 7 of 175 Item E3 August 12, 2013 City Council Meeting Minutes 5 Under Minnesota Statutes, Section 469.178, Subd. 7, the City is authorized to advance or loan money from the City's general fund or any other fund from which such advances may be legally made, in order to finance the Qualified Costs. The City intends to reimburse itself for the payment of the Qualified Costs, plus interest thereon, from tax increments derived from the TIF District in accordance with the terms of this resolution (which terms are referred to collectively as the "Interfund Loan"). Terms of Interfund Loan. The City hereby authorizes the advance of up to $2,000,000 from the City's General Fund or so much thereof as may be paid as Qualified Costs. The City shall reimburse itself for such advances together with interest at the rate stated below. Interest accrues on the principal amount from the date of each advance. The maximum rate of interest permitted to be charged is limited to the greater of the rates specified under Minnesota Statutes, Section 270C.40 or Section 549.09 as of the date the loan or advance is authorized, unless the written agreement states that the maximum interest rate will fluctuate as the interest rates specified under Minnesota Statutes, Section 270C.40 or Section 549.09 are from time to time adjusted. The interest rate shall be 4% and will not fluctuate. Principal and interest on the Interfund Loan shall be paid semi-annually on each February 1 and August 1 (each a "Payment Date") commencing with the Payment Date on which the City has Available Tax Increment (defined below), or on any other dates determined by the City Manager, through the last receipt of tax increment from the TIF District. Payments on the Interfund Loan are payable solely from "Available Tax Increments" which shall mean, on each Payment Date, all of the tax increment available after other obligations have been paid, generated in the preceding six (6) months with respect to the property within the TIF District and remitted to the City by Ramsey County, all in accordance with Minnesota Statutes, Sections 469.174 to 469.1794, as amended. Payments on the Interfund Loan are subordinate to any outstanding or future bonds, notes or contracts secured in whole or in part with Available Tax Increment, and are on parity with any other outstanding or future interfund loans secured in whole or in part with Available Tax Increment. The principal sum and all accrued interest payable under the Interfund Loan are pre-payable in whole or in part at any time by the City without premium or penalty. No partial prepayment shall affect the amount or timing of any other regular payment otherwise required to be made under this Interfund Loan. The Interfund Loan is evidence of an internal borrowing by the City in accordance with Minnesota Statutes, Section 469.178, Subd. 7, and is a limited obligation payable solely from Available Tax Increment pledged to the payment hereof under this resolution. The Interfund Loan and the interest hereon shall not be deemed to constitute a general obligation of the State of Minnesota or any political subdivision thereof, including, without limitation, the City. Neither the State of Minnesota, nor any political subdivision thereof shall be obligated to pay the principal of or interest on the Interfund Loan or other costs incident hereto except out of Available Tax Increment, and neither the full faith and credit nor the taxing power of the State of Minnesota or any political subdivision thereof is pledged to the payment of the principal of or interest on the Interfund Loan or other costs incident hereto. The City shall have no obligation to pay any principal amount of the Interfund Loan or accrued interest thereon, which may remain unpaid after the final Payment Date. Packet Page Number 8 of 175 Item E3 August 12, 2013 City Council Meeting Minutes 6 The City may amend the terms of the Interfund Loan at any time by resolution of the City Council, including a determination to forgive the outstanding principal amount and accrued interest to the extent permissible under law. Effective Date. This resolution is effective upon the date of its approval. Adopted this 12th day of August, 2013. Seconded by Councilmember Juenemann Ayes – All The motion passed. 5. Maplewood Mall Park and Ride Expansion, City Project 10-03, Approval of the Interagency Agreement for the Maplewood Mall Transit Center, Park and Ride Expansion Councilmember Cave moved to approve the Interagency Agreement between the City of Maplewood and the Metropolitan Council for the Maplewood Mall Transit Center, Park and Ride Expansion, located at the northeast corner of the intersection of Beam Avenue and Southlawn Drive; and authorize the Mayor and City Manager to execute the agreement signifying City Council approval. Minor revisions as approved the City Attorney are authorized as needed for interagency agreements. Seconded by Councilmember Juenemann Ayes – All The motion passed. 6. Approval of a Resolution for Final Payment and Acceptance of Project, Maplewood Mall Sidewalk Improvements, City Project 11-09 Councilmember Juenemann moved to approve the Resolution for the Maplewood Mall Sidewalk Improvements, City Project 11-09, approving final payment and acceptance of project. RESOLUTION 13-7-952 APPROVING FINAL PAYMENT AND ACCEPTANCE OF PROJECT PROJECT 11-09 WHEREAS, the City Council of Maplewood, Minnesota has heretofore ordered made Improvements Project 11-09, Maplewood Mall Sidewalk Improvements, and has let a construction contract pursuant to Minnesota Statutes, Chapter 429, and WHEREAS, the City Engineer for the City of Maplewood has determined that the Maplewood Mall Sidewalk Improvements, City Project 11-09 is complete and recommends acceptance of the project. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF MAPLEWOOD, MINNESOTA, that: 1 City Project 11-09 is complete and maintenance of these improvements is accepted by the city; and the final construction cost is $202,368.65. Final payment to Urban Companies, LLC and the release of any retainage or escrow is hereby authorized. Adopted by the Maplewood City Council on this 12th day of August 2013. Packet Page Number 9 of 175 Item E3 August 12, 2013 City Council Meeting Minutes 7 Seconded by Councilmember Juenemann Ayes – All The motion passed. 7. Approval of a Resolution Directing Modification of Existing Construction Contract, Change Order No. 3, TH 36/English Street Interchange Improvements, City Project 09-08 Councilmember Cave moved to approve the Resolution Directing Modification of Existing Construction Contract, Change Order No. 3, for the Highway 36/English Street Interchange Improvements, City Project 09-08. RESOLUTION 13-7-953 DIRECTING MODIFICATION OF EXISTING CONSTRUCTION CONTRACT PROJECT 09-08, CHANGE ORDER NO. 3 WHEREAS, the City Council of Maplewood, Minnesota has heretofore ordered made Improvements Project 09-08, Highway 36/English Street Interchange Improvements, and has let a construction contract pursuant to Minnesota Statutes, Chapter 429, and WHEREAS, it is now necessary and expedient that said contract be modified and designated as Improvement Project 09-08, Change Order No. 3. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF MAPLEWOOD, MINNESOTA, that: 1. The mayor and city engineer are hereby authorized and directed to modify the existing contract by executing said Change Order No. 3 which is an increase of $45,552.15. The revised contract amount is $16,718,503.40. Adopted by the Maplewood City Council on this 12th day of August 2013. Seconded by Councilmember Cave Ayes – All The motion passed. 8. Consider Approval of Contract Between the City of Maplewood and ISD 622 for Aquatic Programming Services Councilmember Cave moved to approve the contract between the City of Maplewood and ISD 622 for aquatic programming services and authorizes the City Manager to execute contract. Seconded by Councilmember Juenemann Ayes – All The motion passed. 9. Conditional Use Permit Review—Beaver Lake Town Houses, Maryland Avenue and Lakewood Drive Packet Page Number 10 of 175 Item E3 August 12, 2013 City Council Meeting Minutes 8 Councilmember Cave moved to approve 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 or to the project plans. Seconded by Councilmember Juenemann Ayes – All The motion passed. 10. Approval of a Resolution Accepting Donation to the Maplewood Police Reserves Councilmember Cave moved to approve the resolution accepting the donation of $400 from the Ramsey County Agricultural Society/Ramsey County Fair to be allocated to the Maplewood Police Reserves for materials and/or training. RESOLUTION 13-7-954 ACCEPTANCE OF DONATION WHEREAS the City of Maplewood and the Maplewood Police Reserves have received a donation of $400 for the purpose of materials and/or training, NOW, THEREFORE, BE IT RESOLVED that the Maplewood City Council authorizes the City of Maplewood Police Reserves to accept this donation. Seconded by Councilmember Juenemann Ayes – All The motion passed. 11. Approval for Police Department to Purchase Two License Plate Readers Councilmember Cave moved to approve the purchase of two license plate readers and authorize the Finance Director to make the necessary budget adjustments. Seconded by Councilmember Juenemann Ayes – All The motion passed. 12. Approval of a Resolution Directing Modification of Existing Construction Contract, Change Orders with Derau Construction, Police Department Expansion Project – Phase 1 Councilmember Cave moved to approve the Resolution Directing Modification of Existing Construction Contract, Change Order No. 3, for the Police Department Expansion Project – Phase 1. RESOLUTION 13-7-955 DIRECTING MODIFICATION OF EXISTING CONSTRUCTION CONTRACT POLICE DEPARTMENT EXPANSION PROJECT - PHASE 1, CHANGE ORDER NO. 3 WHEREAS, the City Council of Maplewood, Minnesota has heretofore ordered made Police Department Expansion Project – Phase 1, and has let a construction contract pursuant to Minnesota Statutes, Chapter 429, and Packet Page Number 11 of 175 Item E3 August 12, 2013 City Council Meeting Minutes 9 WHEREAS, it is now necessary and expedient that said contract be modified and designated as Police Department Expansion Project – Phase 1, Change Order No. 3. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF MAPLEWOOD, MINNESOTA, that: 1. The Mayor is hereby authorized and directed to modify the existing contract by executing said Change Order No. 3 which is a decrease of $797.00. The revised contract amount is $251,765.00. Adopted by the Maplewood City Council on this 12th day of August 2013. Seconded by Councilmember Juenemann Ayes – All The motion passed. 13. Approval of a Resolution Directing Modification of Existing Construction Contract, Change Orders with Weber, Inc., Police Department Expansion Project – Phase 1A Councilmember Cave moved to approve the Resolution Directing Modification of Existing Construction Contract, Change Order No. 1, for the Police Department Expansion Project – Phase 1A. RESOLUTION 13-7-956 DIRECTING MODIFICATION OF EXISTING CONSTRUCTION CONTRACT POLICE DEPARTMENT EXPANSION PROJECT - PHASE 1A, CHANGE ORDER NO. 1 WHEREAS, the City Council of Maplewood, Minnesota has heretofore ordered made Police Department Expansion Project – Phase 1A, and has let a construction contract pursuant to Minnesota Statutes, Chapter 429, and WHEREAS, it is now necessary and expedient that said contract be modified and designated as Police Department Expansion Project – Phase 1A, Change Order No. 1. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF MAPLEWOOD, MINNESOTA, that: 1. The Mayor is hereby authorized and directed to modify the existing contract by executing said Change Order No. 1 which is an increase of $1,936.51. The revised contract amount is $166,936.51. Adopted by the Maplewood City Council on this 12th day of August 2013. Seconded by Councilmember Juenemann Ayes – All The motion passed. 14. Approval of a Resolution Directing Modification of Existing Construction Contract, Chance Orders with Weber, Inc., Police Department Expansion Project – Phase 2 Packet Page Number 12 of 175 Item E3 August 12, 2013 City Council Meeting Minutes 10 Councilmember Cave moved to approve the Resolution Directing Modification of Existing Construction Contract, Change Order No. 1, for the Police Department Expansion Project – Phase 2. RESOLUTION 13-7-957 DIRECTING MODIFICATION OF EXISTING CONSTRUCTION CONTRACT POLICE DEPARTMENT EXPANSION PROJECT - PHASE 2, CHANGE ORDER NO. 1 WHEREAS, the City Council of Maplewood, Minnesota has heretofore ordered made Police Department Expansion Project – Phase 2, and has let a construction contract pursuant to Minnesota Statutes, Chapter 429, and WHEREAS, it is now necessary and expedient that said contract be modified and designated as Police Department Expansion Project – Phase 2, Change Order No. 1. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF MAPLEWOOD, MINNESOTA, that: 1. The Mayor is hereby authorized and directed to modify the existing contract by executing said Change Order No. 1 which is an increase of $3,653.72. The revised contract amount is $362,653.72. Adopted by the Maplewood City Council on this 12th day of August 2013. Seconded by Councilmember Juenemann Ayes – All The motion passed. 15. Clarification of Wording for Leave Provisions in City Manager Contract Councilmember Cave moved to approve the clarification of leave provisions for the City Manager contract to provide for an accrual rate of 34 days per year. Seconded by Councilmember Juenemann Ayes – All The motion passed. H. PUBLIC HEARING 1. Consider Approving Refinancing Plan for Properties Owned by Dakota Communities, Inc a. Resolution Giving Host Approval to the Issuance of Revenue Bonds by the Dakota County Community Development Agency City Manager Ahl gave the staff report. Ghazi Akailvi, Chief Financial Officer with Dakota Communities, Inc. addressed the council and gave additional information. Mayor Rossbach opened the public hearing. No one spoke. Mayor Rossbach closed the public hearing. Packet Page Number 13 of 175 Item E3 August 12, 2013 City Council Meeting Minutes 11 Councilmember Juenemann moved to approve the Resolution Approving the Issuance of Revenue Bonds by the Dakota County Community Development Agency giving host approval of the Bonds and does not obligate us to any finances. RESOLUTION 13-7-958 Resolution Approving the Issuance of Revenue Bonds by the Dakota County Community Development Agency WHEREAS, the Dakota County Community Development Agency (the “CDA”) has received a request that it issue approximately $3,500,000 of qualified 501(c)(3) revenue bonds (the “Bonds”) and to loan the proceeds of the Bonds to Dakota Communities, Inc., a Minnesota 501(c)(3) corporation (the “Borrower”) to refinance 31 scattered site properties owned by the Borrower and located in the State of Minnesota, including two properties located in the City of Maplewood, Minnesota (the “City”) (the “Project”). The properties to be refinanced are comprised primarily of 4-6 bedroom homes owned and operated by the Borrower as residences to provide support and services for people with intellectual, developmental, and physical disabilities; WHEREAS, pursuant to Minnesota Statutes, Section 469.152 to 469.1655 (the “Act”) the CDA is authorized to issue the Bonds to finance the properties located in the City (the “Maplewood Property”) pursuant to an intergovernmental agreement with the City; WHEREAS, pursuant to Section 147(f) of the Internal Revenue Code of 1986, as amended (“Section 147(f)”), each governmental unit in which facilities to be financed by the Bonds are located must approve the issuance of the Bonds following a public hearing; and WHEREAS, a public hearing regarding the issuance of the Bonds to refinance the Maplewood Property was held by the City Council on the date hereof following duly published notice, at which hearing all persons that desired to speak were heard. NOW THEREFORE, BE IT RESOLVED by the City Council of the City of Maplewood, Minnesota, that: 1. The City hereby approves the issuance of the Bonds by the CDA for purposes of the Act and Section 147(f). Notwithstanding such approval, the adoption of this resolution shall not be deemed to establish a legal obligation on the part of the City or the CDA to issue or to cause the issuance of the Bonds. The Bonds, if issued by the CDA, will not constitute a charge, lien, or encumbrance, legal or equitable, upon any property of the City. The Bonds will be payable solely from said revenues and property of the Borrower specifically pledged to the payment thereof, and will not constitute a debt or pecuniary liability of the City or the CDA within the meaning of any constitutional or statutory limitation. 2. This resolution shall constitute an intergovernmental agreement between the City and the CDA for purposes of Minnesota Statutes 469.155, Subd. 9 without the requirement of any further action by the City or the CDA. 3. The appropriate officers of the City are hereby authorized and directed to execute documents and certificates which are reasonably required by the CDA or its bond counsel to complete the transaction described herein. The execution of any instrument by the appropriate officer or officers of the City shall be conclusive evidence of the approval of such documents in accordance with the terms of this resolution. The City hereby authorizes the CDA to issue the Bonds to finance the Project and to take all actions necessary or desirable in connection therewith, and no further approval or authorization of the City shall be required. Packet Page Number 14 of 175 Item E3 August 12, 2013 City Council Meeting Minutes 12 Adopted this 12th day of August, 2013 Seconded by Councilmember Koppen Ayes – All The motion passed. I. UNFINISHED BUSINESS 1. Approval of a Resolution for a Conditional Use Permit and Design Review, Maplewood Auto Mall, a Used Auto Sales Business at 2529 White Bear Avenue City Planner Martin gave the staff report and answered questions of the council. John Lombardozzi, property owner of Maplewood Auto Mall addressed and answered questions of the council. James Kuria and Quentin Minkin from Alpha One Motors were present and addressed the council to give additional information regarding parking concerns. Mayor Rossbach moved to approve the resolution approving a conditional use permit for auto repair, auto detailing, auto rental, used auto sales and auto washing at 2525 and 2529 White Bear Avenue. Approval is based on the findings required by the code and subject to the conditions stated in the resolution. RESOLUTION 13-7-959 CONDITIONAL USE PERMIT RESOLUTION WHEREAS, this permit for the Maplewood Auto Center, which was built in 1987, allows auto repair, auto detailing, auto rental, used auto sales and auto washing. WHEREAS, this permit applies to property located at 2525 and 2529 White Bear Avenue. The legal description is: SUBJECT TO EASEMENTS: N 280 FEET OF LOT 2 & ALL OF LOT 1 BLOCK 1, MAPLE RIDGE MALL (PIN 11-29-22-22-0040) WHEREAS, the history of this conditional use permit is as follows: 1. On July 16, 2013, 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 also considered reports and recommendations of the city staff. 2. On August 12, 2013, the city council reviewed this proposal. The council also considered reports and recommendations of the city staff and planning commission. NOW, THEREFORE, BE IT RESOLVED that the city council approves the above- described conditional use permit based on the building and site plans. The city approved this permit because: 1. The use would be located, designed, maintained, constructed and operated to be in conformity with the City's Comprehensive Plan and this Code. 2. The use would not change the existing or planned character of the surrounding area. Packet Page Number 15 of 175 Item E3 August 12, 2013 City Council Meeting Minutes 13 3. The use would not depreciate property values. 4. The use would not involve any activity, process, materials, equipment or methods of operation that would be dangerous, hazardous, detrimental, disturbing or cause a nuisance to any person or property, because of excessive noise, glare, smoke, dust, odor, fumes, water or air pollution, drainage, water run-off, vibration, general unsightliness, electrical interference or other nuisances. 5. The use would not exceed the design standards of any affected street. 6. The use would be served by adequate public facilities and services, including streets, police and fire protection, drainage structures, water and sewer systems, schools and parks. 7. The use would not create excessive additional costs for public facilities or services. 8. The use would maximize the preservation of and incorporate the site's natural and scenic features into the development design. 9. The use would cause no more than minimal adverse environmental effects. Approval is subject to the following conditions: 1. All façade improvements for the Maplewood Auto Mall (Cooper Motors) used auto sales business shall follow the plans approved by the city. The director of community development may approve minor changes. 2. The property owner shall comply with the signage requirements of the city code and the auto center’s sign criteria. 3. Fire protection systems (fire extinguishers and a sprinkler system) shall meet all requirements of the code. These systems shall be approved and installed before the applicant begins his business. 4. All vehicles on-site shall be operational. 5. Ensure that there is no illegal parking on the site including no parking on the grass and no stacking of vehicles (i.e., two vehicles to one stall). 6. Ensure that the entire site is cleared of trash including all illegally dumped material located within the drainage ditch behind the auto mall. 7. Ensure that trash dumpsters are placed inside enclosures at all times. 8. Ensure that the site is in compliance with the city’s temporary sign ordinance including obtaining a sign permit for all temporary signs over 12 square feet and only allowing one temporary sign per business located within the center. 9. Ensure that all landscaped areas are maintained including removing all weeds from the landscaped area around the base of the center’s pylon sign. 10. There shall be no parting-out of vehicles outside the building and left in the parking lot. 11. Auto salvage businesses are prohibited from operating at this site. Packet Page Number 16 of 175 Item E3 August 12, 2013 City Council Meeting Minutes 14 12. The parking lot shall be kept clear of junk and dirt. 13. All service work that is needed on vehicles shall be completed inside a proper service garage. 14. There shall be an after-hours contact person on record with the city’s emergency dispatcher. 15. If the building occupancy changes, the property owner shall comply with all applicable code requirements relative to the new building use. A building permit may then be required. 16. Verify that the parking on-site does not obstruct fire department access for their trucks. 17. All tenants at the Maplewood Auto Center must adhere to the parking plan, dated July 8, 2013, as submitted by the property owner to city staff. A parking plan needs to be filed with city staff at all times indicating the property is meeting the minimum parking requirements and how the spaces are allocated to each tenant. A new parking plan shall be filed any time a suite changes use or the building is physically altered in any way. 18. Parking in the center of the canopy, adjacent to the 2529 building, shall be for inventory only. A no customer parking sign shall be posted 19. The city council shall review this permit in one year. 20. The property owner shall provide city staff a plan for trash removal or design plans for a new enclosed structure for the 2529 building, subject to the city’s design review process. 21. The property owner or manager is responsible for compliance of all conditions listed in this permit. If any tenant is found out of compliance the city will notify the property owner or manager in order to rectify the situation. The Maplewood City Council approved this resolution on August 12, 2013. Seconded by Councilmember Koppen Ayes – All The motion passed. Mayor Rossbach moved to approve the design plans attached to this report for the façade improvements on building B (former Super America) located at 2529 White Bear Avenue. Seconded by Councilmember Koppen Ayes – All The motion passed. J. NEW BUSINESS 1. Approval of Plans for Building Additions to the Police Department at Maplewood City Hall and a Parking Waiver City Planner Martin gave the staff report and answered questions of the council. IT Director Fowlds gave additional specifics of the report and answered questions of the council. Councilmember Juenemann moved to approve the plans date-stamped July 11, 2013, for the proposed additions to Maplewood City Hall for the Police Department expansion. This approval Packet Page Number 17 of 175 Item E3 August 12, 2013 City Council Meeting Minutes 15 includes a parking waiver for 74 fewer parking spaces than code requires since a) city hall has adequate parking available for its needs, b) there are no new employees proposed that would impact parking needs and, c) many employees have already relocated to 1902 County Road B which opens up several parking spaces at city hall. Approval is subject to the applicant complying with the following conditions: 1. The applicant shall meet all building code and fire code requirements and comply with all requirements as outlined in the engineering report dated July 15, 2013 by Jon Jarosch. 2. The applicant shall plant four trees preferably within the city hall campus if suitable locations can be found. As an alternative, they shall be planted in Maplewood parks, subject to the approval of the director of parks and recreation. 3. Applicant shall work with community development staff to incorporate elements of the adopted City Hall Campus Master Plan into the Police Department additions. 4. A landscaping plan shall be submitted for staff approval detailing landscaping around all mechanical equipment. Seconded by Councilmember Koppen Ayes – All The motion passed. 2. Discussion on the Small Kennel License, First Reading of Revision to Small Kennel Ordinance and Waiver of Second Reading Citizen Services Director/City Clerk Guilfoile gave the staff report and answered questions of the council. City Attorney Kantrud answered additional questions of the council. The following people spoke: 1. Marilyn Taylor, 1774 McKnight Road North 2. Joseph Brownan, 1758 McKnight Road North 3. Gayle Corman, 1782 McKnight Road North 4. Terry Ingleston, 1772 McKnight Road North Councilmember Cardinal moved to approve the first reading of revisions to the Small Kennel License Ordinance and Waive the Second Reading. ORDINANCE 930 Sec. 10-218. Application; investigation; grant or denial of license. (b) Consent. The applicant for any license required under this division shall provide with the application the written consent of 75 percent of the owners or occupants of privately or publicly owned real estate within 150 feet of the outer boundaries of the premises for which the license is being requested or, in the alternative, proof that the applicant's property lines are 150 feet or more from any structure. However, where a street separates the premises for which the license is being requested from other neighboring property, no consent is required from the owners or occupants of property located on the opposite side of the street. Where a property within 150 feet consists of a multiple dwelling, the applicant need obtain only the written consent of the owner or manager or other person in charge of the building. Packet Page Number 18 of 175 Item E3 August 12, 2013 City Council Meeting Minutes 16 (b) Consent: Upon receipt of the completed Small Kennel license application, the City Clerk’s office will obtain a list of affected properties from GIS identifying properties within 150 feet of the applying property. Certified letters shall be sent to the affected property addresses requesting approval or objection to the Kennel license. Upon written consent of 75 percent of the owners or occupants of privately or publicly owned real estate within 150 feet of the outer boundaries of the premises for which the license is being requested the license shall be forwarded to the Police Department for inspection and final approval. Where a property within 150 feet consists of a multiple dwelling, the applicant need obtain only the written consent of the owner or manager or other person in charge of the building is required if the building is renter-occupied, if the building is owner-occupied letters of consent or objection will be sent to each individual home owner for consent or objection. Seconded by Councilmember Juenemann Ayes – All The motion passed. K. AWARD OF BIDS None L. VISITOR PRESENTATION 1. Bob Zick, North St. Paul Resident 2. John Wykoff, Maplewood Resident M. ADMINISTRATIVE PRESENTATIONS 1. National Night Out Report Police Chief Schnell gave the update on the 73 National Night Out sites that were held in the city. 2. Council Calendar Update City Manager Ahl gave an update to the City Council calendar. N. COUNCIL PRESENTATIONS 1. Councilmember Cardinal informed the residence about a letter he received regarding the bridge that is being pounded down on Highway 36 between Highway 61 and Edgerton Street. The pounding at the construction site will be occurring 24 hours a day for the next month or so. Michael Thompson added that under State guidelines they can work 24 hours a day. However, MN DOT staff have committed that if there are issues they will try to make adjustments; but if the night work doesn’t happen, the project will take longer. O. ADJOURNMENT Mayor Rossbach adjourned the meeting at 8:58 p.m. Packet Page Number 19 of 175 August 16, 2013 Special City Council Meeting Minutes 1 Item E4 MINUTES MAPLEWOOD CITY COUNCIL SPECIAL CITY COUNCIL MEETING 5:00 P.M. Monday, August 16, 2013 Council Chambers, City Hall A. CALL TO ORDER A meeting of the City Council was held in the City Hall Council Chambers and was called to order at 10:00 a.m. by Mayor Rossbach. B. PLEDGE OF ALLEGIANCE C. ROLL CALL Will Rossbach, Mayor Present Robert Cardinal, Councilmember Absent Rebecca Cave, Councilmember Absent Kathleen Juenemann, Councilmember Present Marvin Koppen, Councilmember Present D. APPROVAL OF AGENDA Councilmember Juenemann moved to approve the agenda as submitted. Seconded by Councilmember Koppen Ayes – All The motion passed. E. UNFINISHED BUSINESS None F. NEW BUSINESS 1. Approval of the Resolution Canvassing the Results of the August 13, 2013 Municipal Primary Election City Clerk Guilfoile gave the staff report. Councilmember Koppen moved to approve the Resolution Canvassing the Results of the August 13, 2013 Municipal Primary Election. RESOLUTION 13-7-960 CANVASS OF ELECTION RESOLVED, that the City Council of Maplewood, Ramsey County, Minnesota, acting as a canvassing board on August 16, 2013, hereby declares the following results from the August 13, 2013, Municipal Primary Election. Mayoral Candidates: Fran Grant 174 Diana Longrie 716 Nora Slawik 1353 Packet Page Number 20 of 175 August 16, 2013 Special City Council Meeting Minutes 2 Councilmember Candidates: Marylee Abrams 810 Margret Ann Behrens 707 Rebecca Cave 881 Kathleen Juenemann 1068 Roger Samarani 218 Warren Wessel 541 Two candidates for Mayor and four candidates for Councilmember will move on to the Municipal General Election which will be held on November 5, 2013. All elected terms are for four years. Receiving the highest number of votes in the Primary Election for Mayor are Diana Longrie and Nora Slawik. Marylee Abrams, Margret Ann Behrens, Rebecca Cave and Kathleen Juenemann received the highest number of votes for the office of Councilmember and will be on the General Election ballot. Seconded by Councilmember Juenemann Ayes – All G. ADJOURNMENT Mayor Rossbach adjourned the meeting at 10:04 a.m. Packet Page Number 21 of 175 THIS PAGE IS INTENTIONALLY LEFT BLANK Packet Page Number 22 of 175 S:\FINANCE\APPROVAL OF CLAIMS\2013\AprClms - 8-9 and 8-16.xlsx AGENDA NO.G-1 TO:City Council FROM:Finance Manager RE:APPROVAL OF CLAIMS DATE: 191,304.34$ Checks # 90455 thru # 90489 dated 08/02/13 thru 08/15/13 428,064.07$ Disbursements via debits to checking account dated 08/05/13 thru 08/09/13 1,751,889.04$ Checks # 90493 thru # 90544 dated 08/16/13 thru 08/20/13 320,095.14$ Disbursements via debits to checking account dated 08/12/13 thru 08/16/13 2,691,352.59$ Total Accounts Payable 522,341.08$ Payroll Checks and Direct Deposits dated 08/16/13 1,687.50$ Payroll Deduction check # 9989499 thru # 9989501 dated 08/16/13 524,028.58$ Total Payroll 3,215,381.17$ GRAND TOTAL as attachments Attached is a detailed listing of these claims. Please call me at 651-249-2902 if you have any questions on the attached listing. This will allow me to check the supporting documentation on file if necessary. PAYROLL AGENDA REPORT August 26, 2013 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. ACCOUNTS PAYABLE: Packet Page Number 23 of 175 S:\FINANCE\APPROVAL OF CLAIMS\2013\AprClms - 8-9 and 8-16.xlsx Check Description Amount 90455 04848 MONTHLY PREMIUM - AUGUST 259.27 90456 02464 FUNDS FOR ATMS 10,000.00 90457 02149 MARKETING & ADVERTISING - JULY 4,000.00 90458 05114 CONSULTING SERVICES 9,735.00 90459 01202 NEIGHBORHOOD MEETING POSTCARD 4,354.49 90460 01941 SUMMER SPORTS AWARDS 1,064.17 01941 SOCCER AWARDS 233.89 01941 COMMISSIONER AWARDS 42.72 90461 04265 ZUMBA INSTRUCTION TUE EVE JULY 191.00 90462 04528 ZUMBA INSTRUCTION MON/WED/FRI 117.50 90463 01190 ELECTRIC UTILITY 15,711.16 01190 ELECTRIC & GAS UTILITY 6,700.00 01190 ELECTRIC UTILITY 1,400.24 01190 ELECTRIC UTILITY 136.47 01190 ELECTRIC UTILITY 53.56 90464 01798 CONTRACT GASOLINE - JULY 17,859.54 01798 DIESEL FUEL FOR PW DEPT 9,286.20 90465 00120 POOL CHEMICALS 975.77 00120 POOL CHEMICALS 106.75 90466 00221 EROSION CONTROL BIO LOG 1,161.84 90467 00230 REC ROOK FOR PARKS SYSTEM 701.21 00230 RIP RAP ROCK FOR PARKS TRAIL 201.69 90468 04549 ZUMBA INSTRUCTION SAT MORN 37.13 90469 04345 APPRAISAL REPORT FORMER FIRE #3 2,250.00 90470 05239 SCREENER RENTAL 2,805.47 90471 03619 PROJ 12-09 SEWER TELEVISING 3,800.00 90472 05207 APPLICANT BACKGROUND CHECKS 50.00 90473 00531 BLACK DIRT FOR RESTORATION WORK 69.47 90474 02263 BOARDING & DESTRUCTION FEES - JULY 1,070.15 90475 04152 1/3 SHARE OF TARTAN ARENA 30,937.71 90476 05030 EQUIP LEASE - MCC - PMT#13 4,344.07 90477 05156 ESCROW REFUND 6,004.00 90478 03975 REIMB FOR MILEAGE 7/7 - 8/7 192.10 90479 01089 QTR UNEMPLOYMENT - 2ND QTR 5,011.47 90480 05238 REPLACE FAILED LIFT STATION PUMP 5,691.89 90481 00001 REFUND J HUGHES TRANS MEDIC 87.70 90482 00001 REFUND ARTISTIC PLUMBLING PERMIT 41.00 90483 01338 REGISTRATION FEE FOR NOTARY COMM 20.00 90484 04502 REIMB FOR SIGN/FOOD PD OPEN HOUSE 44.10 90485 03616 TIF PMT TO DEVELOPER 1ST HALF 2013 30,830.34 90486 01836 JOINT POWERS AGREE APRIL/MAY/JUNE 2,700.00 01836 PRINTING PROJ THRU MAY 2,130.27 90487 02464 PAYING AGENT FEES 425.00 02464 PAYING AGENT FEES 425.00 90488 04570 HORSE CAMP INSTRUCTION 1,420.00 90489 03738 ATTORNEY SRVS FEES/RENT - SEPT 6,625.00 08/02/2013 AVESIS 08/13/2013 NYSTROM PUBLISHING CO INC Check Register City of Maplewood 08/09/2013 Date Vendor 08/13/2013 PATRICK TROPHIES 08/13/2013 PATRICK TROPHIES 08/05/2013 US BANK 08/06/2013 HEIDI CAREY 08/13/2013 BOLTON & MENK, INC. 08/13/2013 PATRICK TROPHIES 08/13/2013 MARIA PIRELA 08/13/2013 SARA M. R. THOMPSON 08/13/2013 XCEL ENERGY 08/13/2013 XCEL ENERGY 08/13/2013 XCEL ENERGY 08/13/2013 XCEL ENERGY 08/13/2013 XCEL ENERGY 08/13/2013 YOCUM OIL CO. 08/13/2013 YOCUM OIL CO. 08/13/2013 AQUA LOGIC INC 08/13/2013 AQUA LOGIC INC 08/13/2013 BROCK WHITE COMPANY, LLC. 08/13/2013 BRYAN ROCK PRODUCTS, INC. 08/13/2013 BRYAN ROCK PRODUCTS, INC. 08/13/2013 JAN ALICE CAMPBELL 08/13/2013 DAHLEN, DWYER & FOLEY INC. 08/13/2013 DAKOTA WOOD - GRINDING INC. 08/13/2013 DRAIN KING INC 08/13/2013 EQUIFAX INFORMATION SERVICES 08/13/2013 FRA-DOR INC. 08/13/2013 HILLCREST ANIMAL HOSPITAL PA 08/13/2013 ISD 622 COMMUNITY EDUCATION 08/13/2013 KANSAS STATE BANK OF MANHATTAN 08/13/2013 KETTLER CONSTRUCTION INC. 08/13/2013 MICHELLE LARSON 08/13/2013 MN UC FUND 08/13/2013 NORTH STAR PUMP SERVICE 08/13/2013 ONE TIME VENDOR 08/13/2013 ONE TIME VENDOR 08/13/2013 RAMSEY COUNTY-VITAL RECORDS 08/13/2013 BRADLEY REZNY 08/13/2013 SIBLEY COVE, LTD PARTNERSHIP 191,304.34 35 Checks in this report. 08/13/2013 ST PAUL, CITY OF 08/13/2013 ST PAUL, CITY OF 08/13/2013 US BANK 08/13/2013 US BANK 08/13/2013 WOODLOCH INC. 08/15/2013 CHARLES E. BETHEL Packet Page Number 24 of 175 S:\FINANCE\APPROVAL OF CLAIMS\2013\AprClms - 8-9 and 8-16.xlsx Settlement Date Payee Description Amount 8/5/2013 MN State Treasurer Drivers License/Deputy Registrar 68,676.97 8/5/2013 U.S. Treasurer Federal Payroll Tax 103,055.65 8/5/2013 P.E.R.A.P.E.R.A.88,084.30 8/6/2013 MN State Treasurer Drivers License/Deputy Registrar 31,660.91 8/6/2013 MidAmerica - ING HRA Flex plan 14,114.22 8/6/2013 Labor Unions Union Dues 1,872.15 8/6/2013 MN State Treasurer State Payroll Tax 20,968.18 8/7/2013 MN State Treasurer Drivers License/Deputy Registrar 40,252.95 8/8/2013 MN State Treasurer Drivers License/Deputy Registrar 25,198.15 8/9/2013 MN State Treasurer Drivers License/Deputy Registrar 31,664.34 8/9/2013 MN Dept of Natural Resources DNR electronic licenses 919.50 8/9/2013 Optum Health DCRP & Flex plan payments 1,596.75 428,064.07 CITY OF MAPLEWOOD Disbursements via Debits to Checking account Packet Page Number 25 of 175 S:\FINANCE\APPROVAL OF CLAIMS\2013\AprClms - 8-9 and 8-16.xlsx Check Description Amount 90493 02464 FUNDS FOR ATMS 10,000.00 90494 00111 PATROL HOURS 7/28 - 8/11 1,400.00 90495 04508 SUMMER SOFTBALL UMPIRES 8,506.50 90496 05028 CITY HALL SOLAR SYSTEM LEASE-AUG 397.00 05028 MCC SOLAR SYSTEM LEASE - AUGUST 369.00 90497 00526 PROJ 09-08 HWY 36/ENGLISH PMT#8 1,455,344.59 90498 00687 JUNE STORM DAMAGE 12,297.89 00687 JUNE STORM DAMAGE 3,364.00 00687 JUNE STORM DAMAGE 1,782.00 00687 JUNE STORM DAMAGE 1,725.63 00687 JUNE STORM DAMAGE 1,616.48 00687 JUNE STORM DAMAGE 881.72 00687 JUNE STORM DAMAGE 360.70 90499 00393 MONTHLY SURTAX - JULY 17537123035 4,018.66 90500 01337 911 DISPATCH SERVICES - JULY 28,851.06 01337 FLEET SUPPORT FEE - JULY 458.64 01337 FLEET SUPPORT FEES - JULY 414.96 90501 01337 MULCH FROM WORKHOUSE 32.06 90502 01463 MCC MASSAGES - JUNE 1-15 813.00 01463 MCC MASSAGES - JUNE 16-30 711.00 90503 01574 BITUMINOUS PURCHASES~2,063.17 01574 BITUMINOUS PURCHASES~143.03 90504 04845 RECYCLING FEE - JULY 27,153.00 90505 04192 EMS BILLING - JULY 3,814.86 90506 04199 PD JUVENILE REFERRAL SRVS 3RD QTR 6,630.00 90507 00064 REIMB FOR MEALS 8/7 - 8/8 26.42 90508 01974 REFUND FOR TRANS MEDIC 530.88 90509 05234 SQUAD CAR WASHES 7/10 - 8/2 97.36 90510 00213 REPLACEMENT OF AUTO DOOR OPENERS 17,690.90 00213 REPLACEMNET OF AUTO DOOR OPENERS 8,845.44 90511 00323 MATS FOR LOCKER ROOM MCC 7,308.74 90512 00451 HEATING REPAIR STATION 3 630.00 90513 00472 CONSULTING FEES 7/29 - 8/9 1,250.00 90514 05240 PROGRAM PRESENTER ON BEES 8/2 75.00 90515 00531 BLACK DIRT - RESTORATION & FILL 320.41 90516 04846 MEDICAL SUPPLIES 1,170.54 90517 05055 SQUAD CAR SERVICES 1,307.18 05055 SQUAD CAR SERVICES 1,199.80 05055 SQUAD CAR SERVICES 659.13 90518 03493 JULY - VISUAL IMAGE - RUGG LEVY 325.00 90519 03218 JULY 25TH CVR ERROR 426.75 90520 00857 TRAINING - KVAM 30.00 90521 02966 REIMB FOR MEALS 8/7 - 8/8 26.84 90522 05222 PUBLIC SAFETY ASSESSMENT 850.00 90523 02197 ESCROW RELEASE - DEV PROJ 05-06 14.71 90524 00986 MONTHLY SAC - JULY 69,908.85 90525 03296 PROJ 09-09 SIGNAL MAST ARMS/POSTS 28,693.80 90526 04825 NEW WALKIES (16)5,386.50 04825 WALKIE TALKIE REPAIR 320.63 04825 WALKIE TALKIE REPAIR 117.35 04825 WALKIE TALKIE REPAIR 74.00 90527 00001 REFUND S ROBINS TRANS MEDIC 406.63 90528 00001 REFUND A FERNANDEZ - TREE REBATE 114.50 90529 00001 REFUND P BARTON - TREE REBATE 86.47 90530 00001 REFUND Y YANG SWIM LESSONS 73.00 90531 00001 REFUND D GREER OVERPMT 50.00 90532 00001 REFUND S EDGETT TRANS MEDIC 25.00 90533 00001 REFUND J BLAKE TRANS MEDIC 14.60 08/20/2013 ONE TIME VENDOR 08/20/2013 ONE TIME VENDOR 08/20/2013 ONE TIME VENDOR 08/20/2013 ANIMAL CONTROL SERVICES 08/20/2013 BETWEEN THE LINES 08/20/2013 ENERGY ALTERNATIVES SOLAR, LLC Check Register City of Maplewood 08/16/2013 Date Vendor 08/16/2013 US BANK 08/20/2013 HUGO'S TREE CARE INC 08/20/2013 HUGO'S TREE CARE INC 08/20/2013 HUGO'S TREE CARE INC 08/20/2013 ENERGY ALTERNATIVES SOLAR, LLC 08/20/2013 FOREST LAKE CONTRACTING INC 08/20/2013 HUGO'S TREE CARE INC 08/20/2013 MN DEPT OF LABOR & INDUSTRY 08/20/2013 RAMSEY COUNTY-PROP REC & REV 08/20/2013 RAMSEY COUNTY-PROP REC & REV 08/20/2013 HUGO'S TREE CARE INC 08/20/2013 HUGO'S TREE CARE INC 08/20/2013 HUGO'S TREE CARE INC 08/20/2013 SISTER ROSALIND GEFRE 08/20/2013 T A SCHIFSKY & SONS, INC 08/20/2013 T A SCHIFSKY & SONS, INC 08/20/2013 RAMSEY COUNTY-PROP REC & REV 08/20/2013 RAMSEY COUNTY-PROP REC & REV 08/20/2013 SISTER ROSALIND GEFRE 08/20/2013 MARK ALDRIDGE 08/20/2013 BLUE CROSS REFUNDS 08/20/2013 BOLER EXPRESS CAR WASH 08/20/2013 TENNIS SANITATION LLC 08/20/2013 TRANS-MEDIC 08/20/2013 YOUTH SERVICE BUREAU, INC. 08/20/2013 EGAN COMPANIES INC 08/20/2013 MICHAEL A ERICSON 08/20/2013 ELAINE EVANS 08/20/2013 BREDEMUS HARDWARE 08/20/2013 BREDEMUS HARDWARE 08/20/2013 CONTINENTAL RESEARCH CORP. 08/20/2013 HEALTHEAST VEHICLE SERVICES 08/20/2013 HEALTHEAST VEHICLE SERVICES 08/20/2013 INTERNAL REVENUE SERVICE 08/20/2013 FRA-DOR INC. 08/20/2013 HEALTHEAST 08/20/2013 HEALTHEAST VEHICLE SERVICES 08/20/2013 MARTIN-MCALLISTER 08/20/2013 MASTERPIECE HOMES INC 08/20/2013 METROPOLITAN COUNCIL 08/20/2013 KLINE NISSAN 08/20/2013 LEAGUE OF MINNESOTA CITIES 08/20/2013 JOHNNIE LU 08/20/2013 MOBILE RADIO ENGINEERING, INC. 08/20/2013 MOBILE RADIO ENGINEERING, INC. 08/20/2013 MILLERBERND MANUFACTURING CO 08/20/2013 MOBILE RADIO ENGINEERING, INC. 08/20/2013 MOBILE RADIO ENGINEERING, INC. 08/20/2013 ONE TIME VENDOR 08/20/2013 ONE TIME VENDOR 08/20/2013 ONE TIME VENDOR 08/20/2013 ONE TIME VENDOR Packet Page Number 26 of 175 S:\FINANCE\APPROVAL OF CLAIMS\2013\AprClms - 8-9 and 8-16.xlsx 90534 02043 REPAIRS 470.46 90535 01387 ADMIN FEE FOR STRESS TEST - AUG 100.00 90536 01455 SECURITY OFFICER FOR MCC AUG 10 210.00 90537 00006 REFUND W THALHUBER MEMBERSHIP 285.70 90538 00006 REFUND R RASCHKE MEMBERSHIP 84.35 90539 01616 SECURITY OFFICER FOR MCC AUG 10 70.00 90540 04104 MAINTENANCE CONTRACT 2,596.00 90541 01669 FORFEITED VEHICLE & OTHER TOWING 2,071.00 90542 03606 PROJ 11-09 MW MALL SIDEWALK PMT#5 19,029.43 90543 03460 MAINT AGREEMENT RENEWAL 4,644.00 90544 05241 TRAFFIC CONES & WARNING SIGNS 1,122.72 08/20/2013 TWIN CITIES TRANSPORT & 08/20/2013 URBAN COMPANIES 08/20/2013 VERIPIC, INC. 08/20/2013 WARNING LITES OF MN, INC. 1,751,889.04 52 Checks in this report. 08/20/2013 MICHAEL SHORTREED 08/20/2013 SILVER SNEAKERS 08/20/2013 SILVER SNEAKERS 08/20/2013 PAUL THIENES 08/20/2013 TRANE U.S. INC. 08/20/2013 OVERHEAD DOOR COMPANY 08/20/2013 DR. JAMES ROSSINI Packet Page Number 27 of 175 S:\FINANCE\APPROVAL OF CLAIMS\2013\AprClms - 8-9 and 8-16.xlsx Settlement Date Payee Description Amount 8/12/2013 MN State Treasurer Drivers License/Deputy Registrar 24,406.44 8/12/2013 MN Dept of Revenue Fuel Tax (341.18) 8/13/2013 MN State Treasurer Drivers License/Deputy Registrar 19,478.05 8/14/2013 MN State Treasurer Drivers License/Deputy Registrar 78,540.50 8/15/2013 MN State Treasurer Drivers License/Deputy Registrar 25,039.95 8/15/2013 VANCO Billing fee 81.95 8/16/2013 MN State Treasurer Drivers License/Deputy Registrar 66,235.16 8/16/2013 MN Dept of Natural Resources DNR electronic licenses 512.50 8/16/2013 US Bank VISA One Card*Purchasing card items 69,688.81 8/16/2013 Optum Health DCRP & Flex plan payments 3,076.96 8/16/2013 ICMA (Vantagepointe)Deferred Compensation 3,954.50 8/16/2013 ING - State Plan Deferred Compensation 29,421.50 320,095.14 *Detailed listing of VISA purchases is attached. CITY OF MAPLEWOOD Disbursements via Debits to Checking account Packet Page Number 28 of 175 S:\FINANCE\APPROVAL OF CLAIMS\2013\AprClms - 8-9 and 8-16.xlsx Transaction Date Posting Date Merchant Name Transaction Amount Name 07/25/2013 07/29/2013 PAKOR, INC.$473.31 REGAN BEGGS 07/30/2013 08/01/2013 OFFICE DEPOT #1090 $134.30 REGAN BEGGS 07/30/2013 08/01/2013 OFFICE DEPOT #1090 $86.11 REGAN BEGGS 07/30/2013 08/01/2013 OFFICE DEPOT #1090 $28.88 REGAN BEGGS 07/30/2013 08/01/2013 UNIFORMS UNLIMITED INC.$134.66 STANLEY BELDE 08/05/2013 08/08/2013 GATEWAY CYCLE $151.75 STANLEY BELDE 08/01/2013 08/02/2013 WEDDINGPAGES INC $311.16 CHRISTINE BERNARDY 07/28/2013 07/29/2013 MIDWAY USA $289.54 BRIAN BIERDEMAN 07/30/2013 07/31/2013 STONE MOUNTAIN PET LODG $205.41 BRIAN BIERDEMAN 07/26/2013 07/29/2013 BYERLY'S ST PAUL $54.74 OAKLEY BIESANZ 07/30/2013 08/01/2013 MONARCH WATCH $45.85 OAKLEY BIESANZ 07/26/2013 07/29/2013 CUB FOODS #1599 $22.97 NEIL BRENEMAN 08/01/2013 08/02/2013 MICHAELS STORES 2744 $17.14 NEIL BRENEMAN 08/06/2013 08/07/2013 JOHN DEERE LANDSCAPES530 $41.59 TROY BRINK 08/06/2013 08/07/2013 MENARDS 3059 $7.35 TROY BRINK 08/06/2013 08/07/2013 MENARDS 3059 $21.62 TROY BRINK 07/29/2013 07/30/2013 PANERA BREAD #1305 $53.51 SARAH BURLINGAME 07/30/2013 07/31/2013 CHIPOTLE 0224 $35.83 SARAH BURLINGAME 08/05/2013 08/07/2013 SUBWAY 00052159 $56.99 SARAH BURLINGAME 08/07/2013 08/08/2013 TARGET 00018325 $7.71 SARAH BURLINGAME 08/07/2013 08/08/2013 FIRST SHRED $177.00 SARAH BURLINGAME 08/04/2013 08/05/2013 GLOCK PROFESSIONAL INC $195.00 DAN BUSACK 07/25/2013 07/29/2013 VERIZON WRLS M3593-01 $213.98 DANIEL BUSACK 07/26/2013 07/29/2013 LODGE AT SUGAR LAKE $149.69 NICHOLAS CARVER 07/26/2013 07/29/2013 STATE SUPPLY $571.00 SCOTT CHRISTENSON 07/29/2013 07/30/2013 KELE INC $385.55 SCOTT CHRISTENSON 07/31/2013 08/01/2013 VIKING ELECTRIC-CREDIT DE ($29.78)SCOTT CHRISTENSON 07/31/2013 08/01/2013 VIKING ELECTRIC-CREDIT DE $566.83 SCOTT CHRISTENSON 07/31/2013 08/01/2013 VIKING ELECTRIC-CREDIT DE $31.05 SCOTT CHRISTENSON 07/31/2013 08/01/2013 VIKING ELECTRIC-CREDIT DE $701.25 SCOTT CHRISTENSON 07/31/2013 08/01/2013 VIKING ELECTRIC-CREDIT DE $67.29 SCOTT CHRISTENSON 08/01/2013 08/02/2013 WESCO - # 7649 $52.73 SCOTT CHRISTENSON 08/01/2013 08/05/2013 THE HOME DEPOT 2801 $145.95 SCOTT CHRISTENSON 08/02/2013 08/05/2013 VIKING ELECTRIC-CREDIT DE $40.62 SCOTT CHRISTENSON 08/07/2013 08/08/2013 VIKING ELECTRIC-CREDIT DE $27.66 SCOTT CHRISTENSON 08/07/2013 08/08/2013 MENARDS 3022 $33.19 SCOTT CHRISTENSON 08/07/2013 08/09/2013 SPRINT STORE #226 $21.41 SCOTT CHRISTENSON 08/07/2013 08/09/2013 WW GRAINGER $93.68 SCOTT CHRISTENSON 08/08/2013 08/09/2013 HENRIKSEN ACE HARDWARE $99.69 SCOTT CHRISTENSON 07/30/2013 07/31/2013 HOLMESSTAMP $27.90 LUANNE CORTESI 07/30/2013 08/01/2013 APS, A TRIMBLE CO $470.82 KERRY CROTTY 07/31/2013 08/01/2013 AMAZON MKTPLACE PMTS $598.00 KERRY CROTTY 08/07/2013 08/08/2013 FASTENAL COMPANY01 $25.28 THOMAS DEBILZAN 08/07/2013 08/09/2013 HUB HOBBY CENTER $33.08 THOMAS DEBILZAN 07/29/2013 07/31/2013 KUSTOM SIGNALS, INC.$747.74 RICHARD DOBLAR 07/29/2013 07/31/2013 KUSTOM SIGNALS, INC.$666.27 RICHARD DOBLAR 08/01/2013 08/02/2013 CDW GOVERNMENT $319.76 RICHARD DOBLAR 08/01/2013 08/05/2013 COMO PARK ANIMAL HOSPITAL $585.65 RICHARD DOBLAR 08/05/2013 08/07/2013 OFFICE MAX $23.55 RICHARD DOBLAR 08/07/2013 08/09/2013 OFFICE MAX ($23.55)RICHARD DOBLAR 07/25/2013 07/29/2013 THE HOME DEPOT 2801 $15.14 TOM DOUGLASS 07/31/2013 08/01/2013 HENRIKSEN ACE HARDWARE $12.64 TOM DOUGLASS 08/01/2013 08/02/2013 HENRIKSEN ACE HARDWARE $5.21 TOM DOUGLASS 08/02/2013 08/05/2013 SYX*GLOBALINDUSTRIALEQ $46.56 TOM DOUGLASS 08/06/2013 08/07/2013 NUCO2 01 OF 01 $153.36 TOM DOUGLASS 08/06/2013 08/07/2013 NUCO2 01 OF 01 $260.95 TOM DOUGLASS 08/06/2013 08/07/2013 NUCO2 01 OF 01 $207.97 TOM DOUGLASS 08/06/2013 08/07/2013 NUCO2 01 OF 01 $295.83 TOM DOUGLASS 08/06/2013 08/07/2013 NUCO2 01 OF 01 $226.63 TOM DOUGLASS 08/08/2013 08/09/2013 ACE HARDWARE $64.17 TOM DOUGLASS Packet Page Number 29 of 175 S:\FINANCE\APPROVAL OF CLAIMS\2013\AprClms - 8-9 and 8-16.xlsx 07/28/2013 07/31/2013 TACGEAR DIST.$138.69 MICHAEL DUGAS 08/08/2013 08/09/2013 OAKDALE RENTAL CENTER $207.82 DOUG EDGE 07/31/2013 08/02/2013 BOUND TREE MEDICAL LLC $179.52 PAUL E EVERSON 08/02/2013 08/05/2013 WALGREENS #7388 $169.99 PAUL E EVERSON 07/25/2013 07/29/2013 OFFICE MAX $55.68 LARRY FARR 07/25/2013 07/29/2013 THE HOME DEPOT 2810 $853.16 LARRY FARR 07/26/2013 07/29/2013 BRAUN INTERTEC CORP.$2,537.00 LARRY FARR 07/26/2013 07/29/2013 MUSKA ELECTRIC CO.$502.50 LARRY FARR 07/26/2013 07/29/2013 CINTAS 470 $90.27 LARRY FARR 07/26/2013 07/29/2013 METROPOLITAN MECHANICAL $1,873.41 LARRY FARR 07/27/2013 07/29/2013 ULINE *SHIP SUPPLIES $266.91 LARRY FARR 07/29/2013 07/31/2013 ADAM'S PEST CONTROL INC $159.49 LARRY FARR 07/30/2013 07/31/2013 ELECTRO WATCHMAN INC $545.30 LARRY FARR 07/31/2013 08/01/2013 CINTAS 470 $318.70 LARRY FARR 07/31/2013 08/02/2013 CERTIFIED LABORATORIES $781.09 LARRY FARR 08/01/2013 08/02/2013 WM EZPAY $500.76 LARRY FARR 08/01/2013 08/02/2013 CINTAS 470 $26.78 LARRY FARR 08/01/2013 08/02/2013 CINTAS 470 $63.92 LARRY FARR 08/01/2013 08/02/2013 CINTAS 470 $117.72 LARRY FARR 08/03/2013 08/05/2013 NAPA STORE 3279016 $11.53 LARRY FARR 08/05/2013 08/06/2013 WM EZPAY $1,062.52 LARRY FARR 08/05/2013 08/06/2013 WM EZPAY $525.56 LARRY FARR 08/05/2013 08/06/2013 WM EZPAY $102.00 LARRY FARR 08/05/2013 08/06/2013 WM EZPAY $255.00 LARRY FARR 08/05/2013 08/06/2013 HOTSY EQUIPMENT OF MN $596.22 LARRY FARR 08/06/2013 08/06/2013 ULINE *SHIP SUPPLIES $167.47 LARRY FARR 08/06/2013 08/07/2013 SCHINDLER ELEVATOR CORP $634.89 LARRY FARR 08/08/2013 08/09/2013 CINTAS 470 $90.27 LARRY FARR 08/01/2013 08/02/2013 CABLING SERVICES $2,905.70 MYCHAL FOWLDS 08/02/2013 08/05/2013 PAYFLOW/PAYPAL $59.95 MYCHAL FOWLDS 08/05/2013 08/06/2013 TOSHIBA BUSINESS SOLUTION $299.03 MYCHAL FOWLDS 08/06/2013 08/07/2013 VZWRLSS*APOCC VISB $709.98 MYCHAL FOWLDS 08/08/2013 08/09/2013 SURVEYMONKEY.COM $300.00 MYCHAL FOWLDS 07/26/2013 07/29/2013 IDU*INSIGHT PUBLIC SEC $315.90 NICK FRANZEN 07/30/2013 07/31/2013 IDU*INSIGHT PUBLIC SEC $122.46 NICK FRANZEN 08/06/2013 08/07/2013 SHI CORP $565.62 NICK FRANZEN 08/07/2013 08/08/2013 HP DIRECT-PUBLICSECTOR $68.55 NICK FRANZEN 08/05/2013 08/06/2013 HTC EDEN PRAIRIE TUITION $1,579.92 CLARENCE GERVAIS 08/06/2013 08/08/2013 ABRA5215 MAPLEWOOD $191.12 CLARENCE GERVAIS 07/31/2013 08/02/2013 OFFICE DEPOT #1090 $59.60 JEAN GLASS 07/31/2013 08/02/2013 OFFICE DEPOT #1079 $0.21 JEAN GLASS 08/07/2013 08/08/2013 VZWRLSS*APOCC VISN $107.36 KAREN GUILFOILE 08/07/2013 08/08/2013 SKILLPATH SEMINARS MAIN $199.00 KAREN GUILFOILE 08/07/2013 08/08/2013 SKILLPATH SEMINARS MAIN $34.17 KAREN GUILFOILE 07/30/2013 08/01/2013 EULL'S MANUFACTURING COMP $203.49 MARK HAAG 08/01/2013 08/02/2013 MENARDS 3059 $15.24 MARK HAAG 07/26/2013 07/29/2013 LTG POWER EQUIPMENT $270.45 GARY HINNENKAMP 07/26/2013 07/29/2013 GRUBERS POWER EQUIPMENT $87.17 GARY HINNENKAMP 07/29/2013 07/30/2013 MENARDS 3022 $3.10 GARY HINNENKAMP 08/01/2013 08/05/2013 THE HOME DEPOT 2801 $50.72 GARY HINNENKAMP 08/07/2013 08/09/2013 THE HOME DEPOT 2801 $77.04 GARY HINNENKAMP 08/05/2013 08/06/2013 SPRINT AQUATICS $183.70 RON HORWATH 08/08/2013 08/09/2013 ATAFA.COM/OPENTIP.COM $45.56 RON HORWATH 08/07/2013 08/08/2013 FRATTALLONES WOODBURY AC $35.93 ANN HUTCHINSON 07/26/2013 07/29/2013 THE HOME DEPOT 2801 $91.09 DAVID JAHN 07/29/2013 07/30/2013 TARGET 00011858 $19.78 DAVID JAHN 08/07/2013 08/09/2013 THE HOME DEPOT 2801 $26.73 DAVID JAHN 08/08/2013 08/09/2013 MICHIGAN COMPANY $136.85 DAVID JAHN 08/08/2013 08/09/2013 HENRIKSEN ACE HARDWARE $5.33 KEVIN JOHNSON 07/29/2013 07/30/2013 FREDPRYOR CAREERTRACK $199.00 LOIS KNUTSON 07/30/2013 07/31/2013 THE UPS STORE 2171 $14.24 NICHOLAS KREKELER Packet Page Number 30 of 175 S:\FINANCE\APPROVAL OF CLAIMS\2013\AprClms - 8-9 and 8-16.xlsx 08/06/2013 08/07/2013 CUB FOODS #1599 $80.80 NICHOLAS KREKELER 08/06/2013 08/08/2013 UNIFORMS UNLIMITED INC.$38.00 NICHOLAS KREKELER 08/07/2013 08/08/2013 CUB FOODS #1599 $25.65 NICHOLAS KREKELER 07/30/2013 08/01/2013 UNIFORMS UNLIMITED INC.$79.20 DAVID KVAM 08/01/2013 08/02/2013 LA POLICE GEAR INC $229.46 DAVID KVAM 08/01/2013 08/05/2013 UNIFORMS UNLIMITED INC.$79.20 DAVID KVAM 08/02/2013 08/02/2013 COMCAST CABLE COMM $67.45 DAVID KVAM 08/06/2013 08/07/2013 THOMSON WEST*TCD $612.20 DAVID KVAM 08/07/2013 08/08/2013 DON'S PAINT & COLLISION $835.36 DAVID KVAM 08/07/2013 08/09/2013 UNIFORMS UNLIMITED INC.$436.47 DAVID KVAM 08/07/2013 08/09/2013 UNIFORMS UNLIMITED INC.$851.90 DAVID KVAM 08/07/2013 08/09/2013 UNIFORMS UNLIMITED INC.$17.30 DAVID KVAM 08/07/2013 08/09/2013 UNIFORMS UNLIMITED INC.$840.58 DAVID KVAM 08/07/2013 08/09/2013 UNIFORMS UNLIMITED INC.$849.84 DAVID KVAM 08/07/2013 08/09/2013 UNIFORMS UNLIMITED INC.$977.57 DAVID KVAM 07/30/2013 08/01/2013 TOWNEPLACE SUITES KENT $357.42 TODD LANGNER 07/28/2013 07/29/2013 WAL-MART #2990 $26.46 MICHAEL LOCHEN 08/04/2013 08/05/2013 BEST BUY 00000075 $250.00 JOHNNIE LU 08/06/2013 08/08/2013 UNIFORMS UNLIMITED INC.$52.36 JOHNNIE LU 07/30/2013 07/31/2013 EMERGENCY APPARATUS MAINT $2,119.11 STEVE LUKIN 08/01/2013 08/05/2013 RR BRAKE AND SUSPENSION $2,210.43 STEVE LUKIN 08/02/2013 08/05/2013 METRO FIRE $876.64 STEVE LUKIN 08/02/2013 08/05/2013 MES MUNICIPAL EMERG $1,329.73 STEVE LUKIN 08/05/2013 08/06/2013 CHIPOTLE 0224 $26.62 STEVE LUKIN 08/06/2013 08/08/2013 BOLER EXPRESS CAR WASH $22.00 STEVE LUKIN 08/07/2013 08/09/2013 ASPEN MILLS INC.$130.35 STEVE LUKIN 07/29/2013 07/30/2013 ST PAUL PUBLIC WORKS PARK $0.75 MIKE MARTIN 08/08/2013 08/09/2013 OAKDALE RENTAL CENTER $207.82 BRENT MEISSNER 07/26/2013 07/29/2013 BEST BUY MHT 00000109 $85.67 MICHAEL MONDOR 07/29/2013 07/31/2013 BOUND TREE MEDICAL LLC $4.70 MICHAEL MONDOR 07/29/2013 07/31/2013 BOUND TREE MEDICAL LLC $1,314.17 MICHAEL MONDOR 07/31/2013 08/02/2013 BOUND TREE MEDICAL LLC $31.96 MICHAEL MONDOR 07/31/2013 08/02/2013 BOUND TREE MEDICAL LLC $144.57 MICHAEL MONDOR 07/31/2013 08/02/2013 VIDACARE CORPORATION $582.49 MICHAEL MONDOR 08/04/2013 08/05/2013 MASIMO AMERICAS, INC $1,487.00 MICHAEL MONDOR 08/07/2013 08/09/2013 BOUND TREE MEDICAL LLC $64.40 MICHAEL MONDOR 08/08/2013 08/09/2013 MOTION COMPUTING INC $60.87 MICHAEL MONDOR 07/30/2013 07/31/2013 CINTAS CORP # 060A ($336.32)BRYAN NAGEL 07/29/2013 07/30/2013 WALGREENS #7388 $17.98 JOHN NAUGHTON 08/01/2013 08/02/2013 HENRIKSEN ACE HARDWARE $35.34 JOHN NAUGHTON 08/02/2013 08/05/2013 HENRIKSEN ACE HARDWARE $17.12 JOHN NAUGHTON 07/26/2013 07/29/2013 GOODYEAR AUTO SRV CT 6920 $91.99 MICHAEL NYE 07/25/2013 07/29/2013 OFFICE DEPOT #1090 $24.39 MARY KAY PALANK 07/25/2013 07/29/2013 OFFICE DEPOT #1090 $67.45 MARY KAY PALANK 07/26/2013 07/29/2013 OFFICE DEPOT #1090 $64.31 MARY KAY PALANK 07/26/2013 07/29/2013 OFFICE DEPOT #1090 $60.26 MARY KAY PALANK 07/29/2013 07/31/2013 OFFICE DEPOT #1090 $28.25 MARY KAY PALANK 07/29/2013 07/31/2013 OFFICE DEPOT #1080 $23.43 MARY KAY PALANK 07/29/2013 07/31/2013 OFFICE DEPOT #1079 $28.25 MARY KAY PALANK 08/02/2013 08/05/2013 OFFICE DEPOT #1090 $160.63 MARY KAY PALANK 08/08/2013 08/09/2013 BCA TRAINING EDUCATION $25.00 MARY KAY PALANK 08/05/2013 08/06/2013 B & H PHOTO-VIDEO.COM $222.47 PHILIP F POWELL 08/06/2013 08/07/2013 AMAZON.COM $49.99 PHILIP F POWELL 08/07/2013 08/08/2013 AMAZON.COM $67.97 PHILIP F POWELL 08/08/2013 08/08/2013 AMAZON MKTPLACE PMTS $120.48 PHILIP F POWELL 07/26/2013 07/29/2013 BAUER BUILT TIRE 18 $124.49 STEVEN PRIEM 07/29/2013 07/31/2013 FLEETPRIDE 570 $26.10 STEVEN PRIEM 07/30/2013 07/31/2013 BAUER BUILT TIRE 18 $61.60 STEVEN PRIEM 07/31/2013 08/01/2013 DELEGARD TOOL COMPANY $381.37 STEVEN PRIEM 07/31/2013 08/01/2013 AUTO PLUS LITTLE CANADA $34.54 STEVEN PRIEM 07/31/2013 08/01/2013 BAUER BUILT TIRE 18 $71.00 STEVEN PRIEM Packet Page Number 31 of 175 S:\FINANCE\APPROVAL OF CLAIMS\2013\AprClms - 8-9 and 8-16.xlsx 08/01/2013 08/02/2013 KATH FUEL OFFICE $113.24 STEVEN PRIEM 08/01/2013 08/02/2013 SAFELITE AUTOGLASS $176.10 STEVEN PRIEM 08/01/2013 08/02/2013 AN FORD WHITE BEAR LAK $228.17 STEVEN PRIEM 08/01/2013 08/02/2013 BAUER BUILT TIRE 18 $1,069.41 STEVEN PRIEM 08/01/2013 08/05/2013 FACTORY MTR PTS #1 $164.15 STEVEN PRIEM 08/02/2013 08/05/2013 ZARNOTH BRUSH WORKS INC $489.49 STEVEN PRIEM 08/06/2013 08/07/2013 HENRIKSEN ACE HARDWARE $0.58 STEVEN PRIEM 08/06/2013 08/08/2013 TRI-STATE BOBCAT $51.30 STEVEN PRIEM 08/06/2013 08/08/2013 TRI-STATE BOBCAT $832.28 STEVEN PRIEM 08/07/2013 08/08/2013 AN FORD WHITE BEAR LAK $195.82 STEVEN PRIEM 08/08/2013 08/09/2013 AUTO PLUS LITTLE CANADA $85.52 STEVEN PRIEM 08/08/2013 08/09/2013 AUTO PLUS LITTLE CANADA $34.88 STEVEN PRIEM 07/29/2013 07/31/2013 DALCO ENTERPRISES, INC ($226.40)KELLY PRINS 08/01/2013 08/05/2013 PARK SUPPLY OF AMERICA IN $82.83 KELLY PRINS 08/07/2013 08/09/2013 PIONEER PRESS ADVERTISING $1,205.00 TERRIE RAMEAUX 08/07/2013 08/08/2013 HILLYARD INC MINNEAPOLIS $1,052.87 MICHAEL REILLY 08/01/2013 08/05/2013 SCW FITNESS EDUCATION $270.00 LORI RESENDIZ 07/26/2013 07/29/2013 SCIENCE MUSEUM OF MN $672.00 AUDRA ROBBINS 08/07/2013 08/08/2013 CTY OF EAGAN-CASCADE BAY $261.00 AUDRA ROBBINS 08/08/2013 08/09/2013 CUB FOODS #1599 $5.63 AUDRA ROBBINS 08/06/2013 08/07/2013 SIMPLEX SUPPLIES $259.98 ROBERT RUNNING 08/06/2013 08/08/2013 TRI-STATE BOBCAT INC.$541.75 ROBERT RUNNING 07/29/2013 07/30/2013 CUB FOODS #1599 $30.66 DEB SCHMIDT 08/02/2013 08/05/2013 T-MOBILE.COM*PAYMENT $32.58 DEB SCHMIDT 08/06/2013 08/07/2013 LILLIE SUBURBAN NEWSPAPE $102.00 DEB SCHMIDT 08/06/2013 08/07/2013 LILLIE SUBURBAN NEWSPAPE $812.25 DEB SCHMIDT 08/08/2013 08/09/2013 FINANCE AND COMMERCE INC $105.63 DEB SCHMIDT 07/29/2013 07/30/2013 MENARDS 3059 $60.72 SCOTT SCHULTZ 07/30/2013 08/01/2013 USA MOBILITY WIRELE $16.07 SCOTT SCHULTZ 07/30/2013 08/01/2013 ON SITE SANITATION INC $47.63 SCOTT SCHULTZ 08/06/2013 08/08/2013 ON SITE SANITATION INC $50.24 SCOTT SCHULTZ 07/31/2013 07/31/2013 AMAZON.COM $31.58 CAITLIN SHERRILL 07/31/2013 08/01/2013 APL*APPLE ONLINE STORE $0.01 CAITLIN SHERRILL 07/31/2013 08/01/2013 APL*APPLE ONLINE STORE $35.35 CAITLIN SHERRILL 08/02/2013 08/05/2013 A-1 LAUNDRY $74.00 CAITLIN SHERRILL 07/30/2013 07/31/2013 G & A COLORTECH INC $629.31 MICHAEL SHORTREED 08/05/2013 08/07/2013 DRI*WWW.ELEMENT5.INFO $1,177.30 MICHAEL SHORTREED 08/03/2013 08/05/2013 OFFICE DEPOT #1090 $3.20 ANDREA SINDT 08/05/2013 08/07/2013 OFFICE DEPOT #1090 $99.00 ANDREA SINDT 07/29/2013 07/31/2013 STRAUSS SKATES AND BIC $3,136.00 JAMES TAYLOR 08/01/2013 08/02/2013 UNIVERSAL ATHLETIC $2,928.09 JAMES TAYLOR 07/29/2013 07/30/2013 CUB FOODS #1599 $808.00 PAUL THIENES 07/29/2013 07/30/2013 CUB FOODS #1599 $444.40 PAUL THIENES 07/29/2013 07/30/2013 CUB FOODS #1599 $202.00 PAUL THIENES 07/26/2013 07/30/2013 QUILL CORPORATION $117.27 SUSAN ZWIEG $69,688.81 Packet Page Number 32 of 175 S:\FINANCE\APPROVAL OF CLAIMS\2013\AprClms - 8-9 and 8-16.xlsx CHECK #CHECK DATE EMPLOYEE NAME 08/16/13 CAVE, REBECCA 435.16 08/16/13 JUENEMANN, KATHLEEN 435.16 CITY OF MAPLEWOOD EMPLOYEE GROSS EARNINGS REPORT FOR THE CURRENT PAY PERIOD AMOUNT 08/16/13 CARDINAL, ROBERT 435.16 08/16/13 STRAUTMANIS, MARIS 50.00 08/16/13 VALLE, EDWARD 50.00 08/16/13 KOPPEN, MARVIN 435.16 08/16/13 ROSSBACH, WILLIAM 494.44 08/16/13 ROCKEMAN, JESSICA 342.00 08/16/13 KANTRUD, HUGH 184.62 08/16/13 AHL, R. CHARLES 5,150.40 08/16/13 BURLINGAME, SARAH 2,200.53 08/16/13 JAHN, DAVID 1,952.41 08/16/13 METRY, THOMAS 717.00 08/16/13 CHRISTENSON, SCOTT 2,078.11 08/16/13 FARR, LARRY 2,650.68 08/16/13 ANDERSON, CAROLE 1,186.67 08/16/13 DEBILZAN, JUDY 1,385.92 08/16/13 RAMEAUX, THERESE 3,130.54 08/16/13 BAUMAN, GAYLE 4,602.03 08/16/13 RUEB, JOSEPH 2,829.00 08/16/13 SINDT, ANDREA 2,240.22 08/16/13 JACKSON, MARY 2,176.92 08/16/13 KELSEY, CONNIE 2,653.11 08/16/13 GUILFOILE, KAREN 4,452.98 08/16/13 SCHMIDT, DEBORAH 3,096.67 08/16/13 ARNOLD, AJLA 1,649.23 08/16/13 BEGGS, REGAN 1,608.99 08/16/13 MECHELKE, SHERRIE 978.83 08/16/13 MOY, PAMELA 1,557.27 08/16/13 SPANGLER, EDNA 1,357.07 08/16/13 LARSON, MICHELLE 1,910.60 08/16/13 SCHOENECKER, LEIGH 1,687.39 08/16/13 VITT, SANDRA 965.39 08/16/13 OSTER, ANDREA 1,953.51 08/16/13 RICHTER, CHARLENE 1,012.43 08/16/13 JAGOE, CAROL 168.00 08/16/13 CORCORAN, THERESA 1,946.59 08/16/13 WEAVER, KRISTINE 2,412.20 08/16/13 CARLE, JEANETTE 168.00 08/16/13 POWELL, PHILIP 2,999.32 08/16/13 SCHNELL, PAUL 4,745.37 08/16/13 KVAM, DAVID 4,304.38 08/16/13 PALANK, MARY 1,951.20 Packet Page Number 33 of 175 S:\FINANCE\APPROVAL OF CLAIMS\2013\AprClms - 8-9 and 8-16.xlsx 08/16/13 ABEL, CLINT 3,300.18 08/16/13 ALDRIDGE, MARK 3,118.77 08/16/13 SVENDSEN, JOANNE 2,152.62 08/16/13 THOMFORDE, FAITH 1,608.99 08/16/13 BELDE, STANLEY 3,542.22 08/16/13 BENJAMIN, MARKESE 3,046.73 08/16/13 BAKKE, LONN 3,339.94 08/16/13 BARTZ, PAUL 3,281.16 08/16/13 CARNES, JOHN 2,239.22 08/16/13 CROTTY, KERRY 3,684.01 08/16/13 BIERDEMAN, BRIAN 4,453.37 08/16/13 BUSACK, DANIEL 4,057.07 08/16/13 DUGAS, MICHAEL 4,120.38 08/16/13 ERICKSON, VIRGINIA 3,253.95 08/16/13 DEMULLING, JOSEPH 3,206.30 08/16/13 DOBLAR, RICHARD 4,095.31 08/16/13 GABRIEL, ANTHONY 3,653.23 08/16/13 HAWKINSON JR, TIMOTHY 3,232.90 08/16/13 FORSYTHE, MARCUS 2,582.04 08/16/13 FRITZE, DEREK 3,318.74 08/16/13 JOHNSON, KEVIN 5,211.04 08/16/13 KALKA, THOMAS 963.29 08/16/13 HER, PHENG 3,246.37 08/16/13 HIEBERT, STEVEN 3,457.53 08/16/13 KROLL, BRETT 3,520.31 08/16/13 LANGNER, SCOTT 3,165.98 08/16/13 KONG, TOMMY 3,229.06 08/16/13 KREKELER, NICHOLAS 942.09 08/16/13 LYNCH, KATHERINE 2,948.79 08/16/13 MARINO, JASON 3,273.02 08/16/13 LANGNER, TODD 3,388.88 08/16/13 LU, JOHNNIE 3,187.67 08/16/13 METRY, ALESIA 3,627.78 08/16/13 NYE, MICHAEL 3,416.66 08/16/13 MARTIN, JERROLD 4,040.77 08/16/13 MCCARTY, GLEN 3,268.39 08/16/13 REZNY, BRADLEY 3,637.25 08/16/13 RHUDE, MATTHEW 3,164.39 08/16/13 OLSON, JULIE 3,007.30 08/16/13 PARKER, JAMES 2,624.82 08/16/13 SYPNIEWSKI, WILLIAM 3,571.75 08/16/13 TAUZELL, BRIAN 3,099.92 08/16/13 SHORTREED, MICHAEL 4,183.06 08/16/13 STEINER, JOSEPH 3,804.87 08/16/13 TRAN, JOSEPH 3,111.27 08/16/13 WENZEL, JAY 3,644.86 08/16/13 THEISEN, PAUL 3,168.66 08/16/13 THIENES, PAUL 4,197.13 08/16/13 BAHL, DAVID 292.74 08/16/13 BASSETT, BRENT 146.88 08/16/13 XIONG, KAO 3,164.39 08/16/13 ANDERSON, BRIAN 826.20 Packet Page Number 34 of 175 S:\FINANCE\APPROVAL OF CLAIMS\2013\AprClms - 8-9 and 8-16.xlsx 08/16/13 CAPISTRANT, JACOB 740.52 08/16/13 CAPISTRANT, JOHN 963.90 08/16/13 BAUMAN, ANDREW 2,839.95 08/16/13 BOURQUIN, RON 971.04 08/16/13 CRAWFORD - JR, RAYMOND 746.64 08/16/13 CRUMMY, CHARLES 942.48 08/16/13 CONCHA, DANIEL 146.88 08/16/13 COREY, ROBERT 183.60 08/16/13 EATON, PAUL 440.64 08/16/13 EVERSON, PAUL 3,507.20 08/16/13 DABRUZZI, THOMAS 2,199.03 08/16/13 DAWSON, RICHARD 2,906.75 08/16/13 HALWEG, JODI 4,029.33 08/16/13 HAWTHORNE, ROCHELLE 2,566.75 08/16/13 HAGEN, MICHAEL 660.96 08/16/13 HALE, JOSEPH 285.60 08/16/13 JANSEN, CHAD 440.64 08/16/13 JONES, JONATHAN 379.44 08/16/13 HUTCHINSON, JAMES 714.00 08/16/13 IMM, TRACY 330.48 08/16/13 KARRAS, JAMIE 654.84 08/16/13 KELLOGG, JOHNATHAN 403.92 08/16/13 JUREK, GREGORY 1,014.06 08/16/13 KANE, ROBERT 35.70 08/16/13 KUBAT, ERIC 2,698.84 08/16/13 LINDER, TIMOTHY 2,706.40 08/16/13 KERSKA, JOSEPH 612.00 08/16/13 KONDER, RONALD 783.36 08/16/13 MILLER, NICHOLAS 403.92 08/16/13 MONDOR, MICHAEL 3,500.59 08/16/13 LOCHEN, MICHAEL 252.96 08/16/13 MILLER, LADD 417.69 08/16/13 NEILY, STEVEN 183.60 08/16/13 NIELSEN, KENNETH 342.72 08/16/13 MONSON, PETER 716.04 08/16/13 MORGAN, JEFFERY 212.16 08/16/13 OLSON, JAMES 2,843.40 08/16/13 OPHEIM, JOHN 174.93 08/16/13 NOVAK, JEROME 3,303.33 08/16/13 NOWICKI, PAUL 214.20 08/16/13 PETERSON, MARK 442.68 08/16/13 PETERSON, ROBERT 3,614.08 08/16/13 PACHECO, ALPHONSE 789.48 08/16/13 PARROW, JOSHUA 342.72 08/16/13 RANK, NATHAN 660.96 08/16/13 RANK, PAUL 587.52 08/16/13 POWERS, KENNETH 146.88 08/16/13 RAINEY, JAMES 887.40 08/16/13 RODRIGUEZ, ROBERTO 146.88 08/16/13 SEDLACEK, JEFFREY 3,306.05 08/16/13 RICE, CHRISTOPHER 678.30 08/16/13 RIEKEN, NICHOLAS 636.48 Packet Page Number 35 of 175 S:\FINANCE\APPROVAL OF CLAIMS\2013\AprClms - 8-9 and 8-16.xlsx 08/16/13 WHITE, JOEL 293.76 08/16/13 GERVAIS-JR, CLARENCE 4,075.48 08/16/13 STREFF, MICHAEL 3,893.72 08/16/13 SVENDSEN, RONALD 2,989.69 08/16/13 CORTESI, LUANNE 1,406.41 08/16/13 KNUTSON, LOIS 2,223.39 08/16/13 LUKIN, STEVEN 4,721.04 08/16/13 ZWIEG, SUSAN 1,745.75 08/16/13 DEBILZAN, THOMAS 2,207.79 08/16/13 EDGE, DOUGLAS 2,167.40 08/16/13 BRINK, TROY 2,571.25 08/16/13 BUCKLEY, BRENT 2,155.39 08/16/13 NAGEL, BRYAN 3,630.80 08/16/13 OSWALD, ERICK 2,369.51 08/16/13 JONES, DONALD 2,213.79 08/16/13 MEISSNER, BRENT 2,114.59 08/16/13 TEVLIN, TODD 2,197.79 08/16/13 BURLINGAME, NATHAN 2,172.01 08/16/13 RUIZ, RICARDO 1,652.19 08/16/13 RUNNING, ROBERT 2,412.19 08/16/13 HANSON, TODD 1,086.25 08/16/13 JAROSCH, JONATHAN 2,995.39 08/16/13 DUCHARME, JOHN 2,804.00 08/16/13 ENGSTROM, ANDREW 2,972.84 08/16/13 LOVE, STEVEN 3,665.85 08/16/13 THOMPSON, MICHAEL 4,531.66 08/16/13 KREGER, JASON 3,388.09 08/16/13 LINDBLOM, RANDAL 2,806.31 08/16/13 KONEWKO, DUWAYNE 4,512.71 08/16/13 BUTTWEILER, TYLER 616.00 08/16/13 ZIEMAN, SCOTT 752.00 08/16/13 JANASZAK, MEGHAN 1,608.99 08/16/13 HAYS, TAMARA 1,652.19 08/16/13 HINNENKAMP, GARY 2,368.09 08/16/13 GUNDERSON, THOMAS 644.00 08/16/13 HAMRE, MILES 1,706.62 08/16/13 PURVES, JUSTIN 1,579.39 08/16/13 RANWEILER, GABRIEL 588.00 08/16/13 NAUGHTON, JOHN 2,197.79 08/16/13 NORDQUIST, RICHARD 2,200.09 08/16/13 GERNES, CAROLE 884.00 08/16/13 HAYMAN, JANET 1,036.51 08/16/13 BIESANZ, OAKLEY 1,672.75 08/16/13 DEAVER, CHARLES 345.27 08/16/13 SOUTTER, CHRISTINE 680.00 08/16/13 WACHAL, KAREN 1,048.05 08/16/13 HUTCHINSON, ANN 2,709.28 08/16/13 SANDERS, MARA 192.40 08/16/13 THOMPSON, DEBRA 779.56 08/16/13 YOUNG, TAMELA 2,104.19 08/16/13 GAYNOR, VIRGINIA 3,317.22 08/16/13 KROLL, LISA 1,954.59 Packet Page Number 36 of 175 S:\FINANCE\APPROVAL OF CLAIMS\2013\AprClms - 8-9 and 8-16.xlsx 08/16/13 MARTIN, MICHAEL 2,826.59 08/16/13 BRASH, JASON 2,569.79 08/16/13 EKSTRAND, THOMAS 3,906.16 08/16/13 FINWALL, SHANN 3,306.59 08/16/13 SWAN, DAVID 2,829.79 08/16/13 WELLENS, MOLLY 1,783.75 08/16/13 CARVER, NICHOLAS 3,317.22 08/16/13 FISHER, DAVID 4,272.90 08/16/13 BJORK, BRANDON 896.00 08/16/13 BRENEMAN, NEIL 2,318.58 08/16/13 ACEITUNO, FELIPE 98.00 08/16/13 BERGER, STEPHANIE 465.50 08/16/13 LARSON, TRISTA 616.50 08/16/13 MALLET, AMANDA 740.00 08/16/13 COLE, BENJAMIN 384.00 08/16/13 LARSON, KATELYN 405.00 08/16/13 ROBBINS, CAMDEN 460.75 08/16/13 SHERWOOD, CHRISTIAN 352.00 08/16/13 PROHOFSKY, SARAH 104.00 08/16/13 ROBBINS, AUDRA 3,242.05 08/16/13 ADAMS, DAVID 2,290.10 08/16/13 HAAG, MARK 2,544.77 08/16/13 TAYLOR, JAMES 2,941.39 08/16/13 VUKICH, CANDACE 459.00 08/16/13 WILBER, JEFFREY 1,579.39 08/16/13 AKEY, SHELLEY 146.13 08/16/13 ORE, JORDAN 1,652.19 08/16/13 SCHULTZ, SCOTT 3,418.81 08/16/13 EVANS, CHRISTINE 1,460.94 08/16/13 GLASS, JEAN 2,173.21 08/16/13 BERNARDY, CHRISTINE 2,504.43 08/16/13 CRAWFORD - JR, RAYMOND 198.78 08/16/13 HOFMEISTER, TIMOTHY 462.08 08/16/13 KELLEY, CAITLIN 1,095.68 08/16/13 HER, PETER 140.60 08/16/13 HOFMEISTER, MARY 1,145.22 08/16/13 VANG, TIM 502.50 08/16/13 VUE, LOR PAO 390.54 08/16/13 KULHANEK-DIONNE, ANN 543.75 08/16/13 PELOQUIN, PENNYE 584.16 08/16/13 ANDERSON, JOSHUA 769.27 08/16/13 BAETZOLD, CLAIRE 169.05 08/16/13 AICHELE, MEGAN 104.64 08/16/13 ANDERSON, ALYSSA 92.52 08/16/13 BESTER, MICHAEL 103.50 08/16/13 BRUSOE, AMY 251.76 08/16/13 BAETZOLD, SETH 370.45 08/16/13 BAUDE, SARAH 87.88 08/16/13 CRANDALL, KRISTA 675.00 08/16/13 DEMPSEY, BETH 31.56 08/16/13 BUCKLEY, BRITTANY 664.50 08/16/13 BUTLER, ANGELA 67.50 Packet Page Number 37 of 175 S:\FINANCE\APPROVAL OF CLAIMS\2013\AprClms - 8-9 and 8-16.xlsx 08/16/13 EHLE, DANIEL 209.48 08/16/13 EKSTRAND, DANIEL 14.70 08/16/13 DRECHSEL, HEIDI 66.74 08/16/13 DUNN, RYAN 1,145.78 08/16/13 FLORES, LUIS 24.00 08/16/13 FONTAINE, KIM 507.79 08/16/13 ERICKSON-CLARK, CAROL 18.56 08/16/13 ERICSON, RACHEL 55.82 08/16/13 GADOW, VERONIKA 208.09 08/16/13 GIEL, NICOLE 57.76 08/16/13 FOX, KELLY 60.00 08/16/13 FRAMPTON, SAMANTHA 658.00 08/16/13 GRUENHAGEN, LINDA 251.30 08/16/13 HAGSTROM, EMILY 233.70 08/16/13 GRAY, MEGAN 173.55 08/16/13 GRAY, SOPHIE 11.78 08/16/13 HOLMBERG, LADONNA 364.39 08/16/13 HORWATH, RONALD 2,800.97 08/16/13 HASSAN, KIANA 345.61 08/16/13 HEINRICH, SHEILA 391.89 08/16/13 JOYER, ANTHONY 47.30 08/16/13 KOHLER, ROCHELLE 74.00 08/16/13 HUNTLEY, NATALIE 118.50 08/16/13 JOHNSON, BARBARA 432.95 08/16/13 LAMEYER, ZACHARY 390.12 08/16/13 MCCOMAS, LEAH 285.00 08/16/13 KOZDROJ, GABRIELLA 68.75 08/16/13 LAMEYER, BRENT 197.57 08/16/13 NADEAU, TAYLOR 87.60 08/16/13 NITZ, CARA 208.00 08/16/13 MEDD, KELLY 19.50 08/16/13 MUSKAT, JULIE 202.50 08/16/13 RANEY, COURTNEY 508.00 08/16/13 RESENDIZ, LORI 2,425.96 08/16/13 NORTHOUSE, KATHERINE 448.04 08/16/13 PROESCH, ANDY 1,159.69 08/16/13 SCHREIER, ROSEMARIE 309.00 08/16/13 SCHREINER, MARK 127.75 08/16/13 RICHTER, DANIEL 113.40 08/16/13 ROLLERSON, TERRANCE 45.00 08/16/13 SMITH, CASEY 289.16 08/16/13 SMITH, JEROME 48.00 08/16/13 SKUNES, KELLY 332.25 08/16/13 SMITH, ANN 61.65 08/16/13 SYME, LAUREN 61.81 08/16/13 TREPANIER, TODD 287.50 08/16/13 SMITLEY, SHARON 310.82 08/16/13 SYME, ABBEY 226.27 08/16/13 TUPY, MARCUS 95.00 08/16/13 WARNER, CAROLYN 85.80 08/16/13 TRUE, ANDREW 158.40 08/16/13 TUPY, HEIDE 45.80 Packet Page Number 38 of 175 S:\FINANCE\APPROVAL OF CLAIMS\2013\AprClms - 8-9 and 8-16.xlsx 9989487 9989488 9989489 9989490 9989491 9989492 9989493 9989494 9989495 9989496 9989497 9989498 08/16/13 WALES, ABIGAIL 241.72 08/16/13 STEFFEN, MICHAEL 102.00 522,341.08 08/16/13 SCHREIER, ABIGAIL 355.93 08/16/13 SCHREIER, ZACHARY 315.00 08/16/13 SCOTT, HALEY 66.80 08/16/13 BAUDE, JANE 84.70 08/16/13 CORCORAN, JOSHUA 16.88 08/16/13 O'BRIEN, ELIZABETH 63.89 08/16/13 BONKO, NICHOLAS 200.00 08/16/13 CHRISTOPHER, KYLE 232.00 08/16/13 DIAZ, SARITA 35.00 08/16/13 FOWLDS, MYCHAL 3,911.11 08/16/13 FRANZEN, NICHOLAS 2,817.49 08/16/13 FRASER, JOHN 0.01 08/16/13 PRIEM, STEVEN 2,472.89 08/16/13 WOEHRLE, MATTHEW 2,384.95 08/16/13 BERGO, CHAD 2,768.75 08/16/13 COUNTRYMAN, BRENDA 1,056.00 08/16/13 SWANSON, CHRIS 1,564.19 08/16/13 AICHELE, CRAIG 2,255.29 08/16/13 SINDT, DARIEN 97.75 08/16/13 SPEARS, SHYTIANA 51.00 08/16/13 THOMPSON, BENJAMIN 416.50 08/16/13 YUNKER, JOSEPH 82.00 08/16/13 BOSLEY, CAROL 72.00 08/16/13 WEINHAGEN, SHELBY 135.25 08/16/13 WHITE, DANICA 29.40 08/16/13 RANGEL, SAMANTHA 60.00 08/16/13 BORCHERT, JONATHAN 282.63 08/16/13 HITE, ANDREA 121.00 08/16/13 LANGER, KAYLYN 125.38 08/16/13 DOUGLASS, TOM 2,156.38 08/16/13 DYER, KATELYN 51.00 08/16/13 CRAWFORD, SHAWN 480.00 08/16/13 CUSICK, JESSICA 531.25 08/16/13 PRINS, KELLY 1,800.20 08/16/13 MAIDMENT, COLIN 325.13 08/16/13 MALONEY, SHAUNA 325.50 08/16/13 REILLY, MICHAEL 1,981.79 Packet Page Number 39 of 175 AGENDA REPORT TO: Chuck Ahl, City Manager FROM: DuWayne Konewko, Parks and Recreation Director Virginia Gaynor, Natural Resources Coordinator RE: Approval of Grant for Turf Overflow Parking at Prairie Farm DATE: August 19, 2013 for August 26, 2013 Meeting INTRODUCTION The Maplewood Area Historical Society (MAHS) would like to install an overflow turf parking area at the Bruentrup Heritage Farm. The City has been awarded a cost-share grant from Ramsey-Washington Metro Watershed District (RWMWD) for this project. BACKGROUND The MAHS manages the Bruentrup Heritage Farm (Farm). Maplewood leases 2.36 acres of land that the buildings reside on to MAHS. The site is surrounded on three sides by the 22-acre Prairie Farm Neighborhood Preserve, which is part of the City’s Neighborhood Preserve System. The 21-stall parking lot east of the farm buildings is on the preserve land and is maintained by the City for visitors to the Farm and to the preserve. Under the Conditional Use Permit approved for the Farm, MAHS may host several historical events and up to six large non-historical events annually. The 21-stall parking lot is not adequate for large events. MAHS would like to expand the existing parking area to provide overflow parking for its events (see Attachment 1). Due to the amount of anticipated use, they do not need an asphalt lot. They would like to install an overflow turf parking lot east of the existing parking lot, on city land. In 2012, Maplewood amended its ordinance to allow for overflow turf parking lots in the city. Expanding the parking lot will require a revision of the Conditional Use Permit. City Council will review the request for revision on August 26 (see Agenda Item J4). Overflow turf parking lots are lawn areas that accommodate occasional parking. They typically have a mesh product on the soil surface, which the grass grows through. This product helps spread out vehicle weight and reduces soil compaction. Turf parking areas have environmental benefits since they reduce the amount of impervious surface needed for parking, they allow rain to infiltrate, and they are cooler than an asphalt lot. MAHS would use the product GrassProtectaTM for this project (Attachment 2). Agenda Item G2 Packet Page Number 40 of 175 DISCUSSION The City has been awarded a grant from RWMWD to install an overflow turf parking lot at Prairie Farm Preserve. Project costs are estimated at $28,447. The grant will cover 75% of the projected costs -- $21,335.25. The City would cover landscaping costs for a vegetated swale estimated at $2,000, from open space general operating funds. MAHS would cover the remaining costs. Depending on bids received, some of the planting may be done by volunteers. The Bruentrup Heritage Farm is a valuable asset to the City. Its facilities and programming are funded by MAHS. The City typically participates in one or two public events at the Farm each year, but it benefits in many ways from what the Farm provides to the community. If installed, this would be the first turf overflow parking lot in Maplewood. One of the City’s goals is to continue to be an environmental leader. This project is consistent with that goal. The Farm is an excellent site to demonstrate this type of project due to its location, existing parking lot, and the level of use is appropriate for turf parking. RECOMMENDATION It is recommended that the Council approves acceptance of a grant from RWMWD for an overflow turf parking lot at Prairie Farm Neighborhood Preserve. Attachments: 1. Landscape Design 2. GrassProtecta case study Agenda Item G2 Packet Page Number 41 of 175 Agenda Item G2 Packet Page Number 42 of 175 CASE STUDY Client:Church of the Redeemer Location:Nashville, Tennessee Product::GrassProtecta™(Heavy) Application:Overflow Grass Parking Solution (7,300 sq ft) GRASSPROTECTA™paveGrassProtecta™BODDINGTONS Inc. 2780 Snelling Ave N • Suite 306 Roseville • MN 55113 Tel: (651) 330-2920 • Fax: (651) 797-2319 e.mail: info@boddingtons.us • www.boddingtons.us Case Study No : GPP1/0710US The church has seen its congregation grow rapidly over the years, resulting in the surrounding grassed areas having to be used for parking, due to a limited parking lot and on-street parking. The unreinforced turf was unable to withstand the amount of use and reduced to a bare, unsightly, muddy and slippery surface when wet. Boddingtons GrassProtecta™Heavy was selected and installed on a large grass area designated specifically for grass parking. The GrassProtecta™was pinned directly to the surface allowing the grass to grow through the mesh, creating a strong reinforced surface for parking. Due to the historical site conditions, a secondary Geogrid mesh layer was used, which was installed directly below the GrassProtecta™mesh to enable usage during wet months. Special ‘Push-in’ Parking stall markers were used to clearly show individual stalls, enabling tidy parking. These special parking stall markers are a useful GrassProtecta™accessory. The reorganized and reinforced grass parking improved capacity by 30 parking stalls. PROJECT RATIONALE: THE SOLUTION: Installation Parking markers in place Site now in use Copyright © Boddingtons Inc. All rights reserved Agenda Item G2 Packet Page Number 43 of 175 Client:Church of the Redeemer Location:Nashville, Tennessee Product::GrassProtecta™(Heavy) Application:Overflow Grass Parking Solution (7,300 sq ft) GRASSPROTECTA™paveGrassProtecta™BODDINGTONS Inc. 2780 Snelling Ave N • Suite 306 Roseville • MN 55113 Tel: (651) 330-2920 • Fax: (651) 797-2319 e.mail: info@boddingtons.us • www.boddingtons.us Boddingtons GrassProtecta™allowed the Church of the Redeemer to employ a green solution to their parking problem while preserving the natural appearance of the site. The permeable grass surface eliminated the effects that would have been caused by a paved surface (water run-off, construction mess etc.) and offered a cost effective, discreet and easy to install solution, that maximized parking. CONCLUSION: Contact:Jason Lamers - Business Development Manager Telephone: (651) 330-2920 jason.lamers@boddingtons.us PRODUCT SPECIFICATION: FURTHER ADVICE : CASE STUDY Case Study No : GPP1/0710US PHYSICAL CHARACTERISTICS: HEAVY NOMINAL DIMENSIONS: TECHNICAL CHARACTERISTICS: Structure Polymer Colour UV Stabilised Roll Width Roll Length Roll Weight Weight per square foot Thickness Mesh Aperture (Diamond:Oval) 0.41lbs/ft2 0.55” 3:1 ratio 6.56’ 65.6’ 176.44lbs Oscillated HDPE (80% Virgin, 20% Recycled) Green Yes Measurement Tensile strength (MD) Yield point elongation (MD) Residual thickness @ 500 kPa Slip risk PTV value Method ISO 10319 ASTM D1621 BS7976: 1-3 Results 16kN/m 35% 60% >40 (low slip) Copyright © Boddingtons Inc. All rights reserved Agenda Item G2 Packet Page Number 44 of 175 MEMORANDUM TO: Charles Ahl, City Manager FROM: DuWayne Konewko, Parks and Recreation Director SUBJECT: Approval to Solicit RFP’s for a Liquor Provider at the Maplewood Community Center DATE: August 14, 2013 for Council Meeting on August 26, 2013 INTRODUCTION The City of Maplewood is seeking proposals to enter into an agreement with a maximum of two exclusive liquor providers for the Maplewood Community Center. Selected liquor providers will supply alchol and/or non-alcoholic beverages for banquets, meetings, special events, and other functions conducted at the MCC. Patrons will hire the Maplewood licensed alcohol provider who will, in turn, provide insurance, bartenders, and a full service bar. The intent is to have the selected liquor providers available for service by January 1, 2014. DISCUSSION Maplewood Community Center’s 5,000 square foot banquet room can accommodate up to 350 guests. Annually, the banquet facility hosts, on average, over 25 wedding receptions and over 500 meetings and events. The City of Maplewood is seeking proposals to enter into an exclusive liquor provider agreement that provides the City with a percentage of revenue from gross sales. The percentage rates established for exclusive beverage service is 20% of all gross sales. The proposed RFP outlines the liquor provider’s responsibilities, accounting procedures, and a request for references. The terms of the agreement will be for a three-year period running through December 31, 2016. The City will be receiving proposals until 1:00PM on Wednesday, September 25, 2013. Following a background check by the city police department and reference check by our department, we will be providing a recommendation to the City Council for the liquor providers at the October 14 City Council meeting. RECOMMENDATION Staff recommends that the City Council approve the request for proposal for liquor providers as outlined with the understanding that the City Council will be making a final selection at the October 14 City Council meeting. Agenda Item G3 Packet Page Number 45 of 175 City of Maplewood Maplewood Community Center LIQUOR PROVIDER REQUEST FOR PROPOSAL September 2013 Agenda Item G3 Packet Page Number 46 of 175 I. GENERAL INFORMATION A. PROPOSAL OVERVIEW The City of Maplewood is seeking proposals to enter into an agreement with a maximum of two (2) exclusive liquor providers (hereinafter referred to as “Liquor Providers”) for the Maplewood Community Center (here in after referred to as “MCC”). Selected Liquor Providers will supply alcohol and/or non-alcoholic beverages for banquets, meetings, special events and other functions conducted at the MCC. The intent is to have the selected Liquor Providers available for service by January 1, 2014. Those selected will be the only alcohol service providers available to MCC event holders unless the event has been booked prior to January 1, 2014. Under this arrangement, MCC event holders will hire one of the selected Liquor Providers who will, in turn provide insurance, bartenders, bar service, etc. For the privilege of being an exclusive Liquor Provider, the Liquor Providers will be required to pay the MCC a percentage of the revenues generated from MCC events on a monthly basis. B. COMMUNITY CENTER BANQUET ROOM INFORMATION MCC has been in the meeting and event business for nearly twenty years and averages over 25 weddings and more than 400 meetings per year. Able to accommodate up to 350 guests, MCC offers a central location and easy accessibility in our beautiful 5,000 square foot banquet facility. The spacious dance floor, sheltered patio, and 21-foot bay window all provide a special elegance to the venue. Moreover, the MCC is actively marketed to maintain its popularity. The room is frequently booked 8 – 12 months in advance for weddings, meetings, fundraisers, tradeshows, and other special weekend events. Weekday events include business luncheons, workshops and seminars. C. BARS & STORAGE The MCC will provide one portable bar to accommodate beverage service. All consumables related to the beverage operation are the responsibility of the Liquor Provider. In addition, the Liquor Provider is responsible for stocking and purchasing ice. Equipment brought in by the Liquor Provider must meet health department and city/state codes. The MCC Caterers will not be responsible for providing alcoholic beverages but may be asked to assist in clearing them at tables as part of the meal function with all liquor liability remaining with the Liquor Provider. The selected Liquor Providers must secure all property, as the MCC will not be responsible for lost or stolen items. D. FINANCIAL ARRANGEMENTS The selected Liquor Providers will be required to pay the MCC a percentage of the revenues generated from MCC events. The percentage paid to the MCC will be based on the final gross bill, excluding tax and gratuity. Liquor Providers should include in their proposal the percentage they are willing to pay the MCC as an exclusive liquor provider. The MCC will consider only those proposals that offer the MCC percentages that are a minimum of 20% of all gross sales. E. ACCOUNTING PROCEDURES The MCC Banquet and Event Manager will collect the room rental fee and coordinate the services of any necessary security officers. However, the collection of all deposits and fees for beverage charges are the sole responsibility of the Liquor Provider. Non-payment by a client to Agenda Item G3 Packet Page Number 47 of 175 the Liquor Provider for services rendered will not negate payment of the commission revenue to the MCC. The Liquor Provider agrees to pay the MCC the commission revenues based on the final gross billing for each event. The Liquor Provider will supply one copy of the final billing for each event in a given month to the Banquet and Event Manager by the 15th of the following month, along with payment. Delinquent payments will be charged $50 every 30 days, starting with the first day payment is late. The City reserves the right to inspect all financial records for an event. Providers must provide documentation within two business days upon request. F. LIQUOR POLICY The City of Maplewood allows liquor to be dispensed within MCC under the following conditions: 1. Alcoholic beverages can be served and consumed in the banquet room only (unless previously approved by the Banquet and Event Manager). Absolutely NO ALCOHOL is allowed on the lower and mezzanine levels. Alcoholic beverages can be dispensed to persons twenty one years of age or older that are attending the event for which the liquor is being served. Any deviation from the above will result in the immediate termination of the Liquor Provider’s contract. 2. For any event where alcohol is served a Maplewood Police Officer must be hired and in attendance from the time the bar opens until 30 minutes after bar close or until all liquor has been removed from the tables. The renter will cover the officer’s fees and the officer’s services will be coordinated by the Banquet and Event Manager. G. LIQUOR PROVIDER’S RESPONSIBILITY • Provide professional staff that will maintain a consistently high level of both service and appearance. • Provide pre-event customer service in a timely and professional manner and work with customers directly to provide beverage service for their event. • Provide a full range of beverages. • Provide appropriate staffing to prepare, serve and host events. • Provide sufficient daytime staff when necessary. • Provide MCC with a copy of the current State liquor license and be registered with the Maplewood City Clerk’s office and on-sale liquor license holder in the city. • Provide MCC with proof of bonding by the State of Minnesota. • Work with customer directly to provide beverage service for their event. • Provide marketing information to assist MCC with potential rentals. • Designate an on-site coordinator/head bartender for each event to work with MCC staff throughout the event. • Coordinate set-up of room(s) with MCC staff. • Follow all procedures and policies set by the MCC pertaining to the beverage operation. • Adhere to standards set forth in Minnesota Statures and the Department of Health. • Work cooperatively with caterer at events, including clearing drinks/bottles off tables. • Responsible for keeping the bars, storage areas, and receiving areas clean. • Assist with cleaning and maintenance of banquet room as needed. • Provide a detailed accounting of events held at the MCC and make fee payments to MCC in a timely manner, per month by the 15th of following month. Agenda Item G3 Packet Page Number 48 of 175 • Work with MCC exclusive soda pop provider for all soda pop served on the bar and at events. II. QUESTIONS Questions regarding the proposal and requests for additional information should be in writing and directed to: DuWayne Konewko Maplewood Community Center 2100 White Bear Avenue Maplewood, MN 55109 Fax: 651-249-2249 duwayne.konewko@ci.maplewood.mn.us All questions must be received by September 12, 2013. A copy of all questions and answers will be sent by September 17, 2013 to all known proposers. A pre-proposal question and answer meeting will be held on September 16 at 5:30PM at the Maplewood Community Center, 2100 White Bear Avenue. We will not be scheduling individual tours outside of this date. III. SCHEDULE • RFP Distribution – August 27, 2013 • Pre-Proposal Meeting – September 16, 5:30PM • Submittal Date – September 25, 1:00PM • Anticipated Contract Award Date – October 14, 2013 • Contract Commencement Date – January 1, 2014 IV. TERMS OF AGREEMENT Non-performance: It is the Caterer’s responsibility to familiarize themselves and their staff as to the requirements of the contract and to perform all tasks in an acceptable timely manner. It is not the City’s responsibility to remind the Caterer of the contract requirements. This includes knowing and enforcing facility rules pertaining to the grounds, room, or patio use. Term: The agreement shall be effective January 1, 2014 to December 31, 2016. If the Caterer’s contract is not chosen for the following contract period, Caterer will remain responsible for providing services to the rentals booked at the MCC for which they had committed to before the time of contract termination. Termination and Cancellation: The Banquet and Event Manager and the catering company owner (or owner’s representative) shall work to positively resolve any service/performance issues that may arise. If the issue is not able to be resolved within 30 days, either party may terminate this agreement with a thirty (30) day written notification. The MCC reserves the right to terminate the contract with the Caterer with a 30 day written notification if there are service, performance, health or safety issues that are impeding the success of reserved events. At the discretion of the Banquet & Event Manager, the Caterer will remain responsible for providing service to the rentals booked at the MCC for which they had committed to prior to the time of the written notification. Liability: In consideration of being allowed to use the MCC, the Caterers hereby voluntarily assume all risks of accident or damage to its property and to the persons and property of its employees. The Caterers hereby agrees to defend, indemnify and hold harmless the City of Maplewood and Agenda Item G3 Packet Page Number 49 of 175 Maplewood Community Center, respective officers, employees, agents and insurers from damages solely caused by the intentional action of the Caterers representatives and employees. No Contact: Proposing Caterers and their representatives are prohibited from contacting any elected official for purposes of lobbying to secure this contract. Contact with City Council members during the pendency of the award of the contract will result in immediate disqualification of the bid. Acceptance/Rejection of Proposals: The City of Maplewood intends to enter into a contract with Caterers that best satisfies the needs of the City. The City of Maplewood reserves the right to reject any and all proposals and to act in the best interest of the City and its citizens. This RFP does not commit the City to award contract or share in any expenses of preparing these proposals, or travel expenses related to the proposal or interview process. V. SUBMITTAL INSTRUCTIONS Respondents shall supply three copies of the Request for Proposal suitable for reproduction and distribution to appropriate City officials. Responses are to be delivered to: Maplewood City Hall 1830 East County Road B Maplewood, MN 55109 All proposals shall be received no later than 1:00PM on Wednesday, September 25, 2013. Note: Faxes and e-mailed responses will not be accepted. • RFP announcements are mailed to those organizations that have shown a prior interest in beverage services at MCC and/or known organizations that appear to fit the image, quality and service MCC wishes to offer clients and guests. MCC assumes no responsibility for failure to send RFP announcements to all interested companies. • All proposals should be clearly marked “Maplewood Community Center Liquor Provider Proposal.” All pages of the proposal should be identified with the name of the proposing firm. • MCC reserves the right to reject any and all proposals. • Proposals may not be withdrawn for 60 days after the receipt of proposals without the consent of the City of Maplewood. VI. PROPOSAL REQUIRMENTS Each submitted proposal shall include: A. COMPANY INFORMATION Name, address, phone, fax, e-mail and website address of responding company. B. COMPANY DESCRIPTION Liquor Providers shall provide an overview of the proposing company’s background and history, as well as a detailed description of beverage services. Liquor Providers shall identify members of their staff that will provide catering service at events, their background experience and number of years associated with the Liquor Provider. Liquor Providers will also identify any additional services that will benefit the MCC or MCC customers (i.e. advertising, existing clientele base, sponsorship of special event(s), unique offerings, etc...) Agenda Item G3 Packet Page Number 50 of 175 C. REFERENCES Liquor Providers shall include at least five (5) event references that demonstrate a full range of service experience. Experience must include wedding receptions and/or banquets for over 100 people. References shall include events in all of the following categories; less than 6 months, one (1) year, and three (3) years. Each event reference should include: type of event, who event was for, where it was hosted and the total number of people in attendance. Please include any extraordinary elements of the event. D. PRICING Liquor Providers need to identify customer related fees including any extraneous fees potential customers would be responsible for, i.e. tax, gratuity, etc. Liquor Providers need to identify how changes to fees will be handled allowing enough lead time for MCC to keep their information current. Price increases will need the approval of the Banquet and Event Manager before they can be implemented. Prices shall only be increased at a maximum of one time per year at designated time each year. Liquor Providers should also identify any services beyond that stated above that will benefit the MCC or MCC customers (i.e. advertising, sponsorship of special event(s), unique offerings, etc.) E. LETTER OF INTENT Liquor Providers will include a statement of intent to provide requested services for the MCC and a statement of capability for licensing, bonding and insurance. VII. SELECTION PROCESS & BASIS OF AWARD Basis of award shall include, but is not limited to, the following criteria: A. Experience and positive client references demonstrating the ability to provide quality beverage service. B. The perceived quality of the catering service program, the reputation and references of the proposer and the perceived value to MCC clients. C. Accuracy, completeness, organization, comprehensibility, credibility and quality of responses to RFP elements. D. Proposed financial arrangements in regards to City commission revenue. The MCC reserves the right to reject any and all proposals. Agenda Item G3 Packet Page Number 51 of 175 MEMORANDUM TO: Charles Ahl, City Manager FROM: DuWayne Konewko, Parks and Recreation Director SUBJECT: Approval to Solicit RFP’s for Catering Services at the Maplewood Community Center DATE: August 15, 2013 for Council Meeting on August 26, 2013 INTRODUCTION The City of Maplewood is seeking proposals to enter into an agreement with a maximum of four exclusive food service providers to supply food catering services for the Maplewood Community Center. Selected caterers will supply good service and/or non-alcoholic beverages for banquets, meetings, special events, and other functions conducted at the MCC. The caterers will not be allowed to provide alcoholic beverages for the MCC, as this will be the sole responsibility of the liquor provider. The intent is to have the selected caterers available for service by January 1, 2014. DISCUSSION Maplewood Community Center’s 5,000 square foot banquet room can accommodate up to 350 guests. Annually, the banquet facility hosts, on average, over 25 wedding receptions and over 500 meetings and events. The City of Maplewood is seeking proposals to enter into an exclusive catering agreement that provides the City with a percentage of revenue from gross sales. The percentage rates established for food are as follows: 10% Monday – Thursday 15% Friday – Sunday The proposed RFP outlines the catering provider’s responsibilities, accounting procedures, and a request for references. The terms of the agreement will be for a three-year period running through December 31, 2016. The City will be receiving proposals until 1:00PM on Wednesday, September 25, 2013. Following a background check by the city police department and reference check by our department, we will be providing a recommendation to the City Council for the caterers at the November 22 City Council meeting. Agenda Item G4 Packet Page Number 52 of 175 RECOMMENDATION Staff recommend that the City Council approve the request for proposal for catering providers as outline with the understanding that the City Council will be making a final selection at the November 22 City Council meeting. ATTACHMENT: Request for Proposals for Catering Services at Maplewood Community Center Agenda Item G4 Packet Page Number 53 of 175 City of Maplewood Maplewood Community Center FOOD CATERER REQUEST FOR PROPOSAL September 2013 Agenda Item G4 Packet Page Number 54 of 175 I. GENERAL INFORMATION A. PROPOSAL OVERVIEW The City of Maplewood is seeking proposals to enter into an exclusive agreement with a maximum of four (4) exclusive food service providers (hereinafter referred to as “Caterers”) to provide catered food, and non-alcoholic and alcoholic beverages at the Maplewood Community Center (hereinafter referred to as “MCC”). Clients will be able to choose any one of the four (4) caterers to handle food and beverage needs for their MCC events. For the privilege of being an exclusive Caterer, the Caterers will be required to pay the MCC a percentage of the revenues generated from MCC events on a monthly basis. Contracts with up to four (4) catering service providers are expected to be awarded by the end of November 2013 and exclusive provision of catering services for MCC events is expected to commence on January 1, 2014. The MCC reserves the right to waive use of the exclusive caterers for any event in which the catering service providers are unable to meet the customer’s needs based on cultural or religious factors. B. COMMUNITY CENTER BANQUET ROOM INFORMATION MCC has been in the meeting and event business for nearly twenty years and averages over 25 weddings and more than 400 meetings per year. Able to accommodate up to 350 guests, MCC offers a central location and easy accessibility in our beautiful 5,000 square foot banquet facility. The spacious dance floor, sheltered patio, and 21-foot bay window all provide a special elegance to the venue. Moreover, the MCC is actively marketed to maintain its popularity. The room is frequently booked 8 – 12 months in advance for weddings, meetings, fundraisers, tradeshows, and other special weekend events. Weekday events include business luncheons, workshops and seminars. MCC clients are diverse in age and culture, and have varying expectations and food needs. Our customers have high expectations and varying food needs. As such, it is the intent of MCC to offer a variety of appealing food menu and beverage choices for all clients at several different price points, including options that can be adapted to meet dietary needs, ethnic customs, etc. Proposers should be motivated and energized to increase and facilitate events business at the MCC. C. KITCHEN & STORAGE The MCC has one licensed catering kitchen adjacent to the banquet room. Caterers can use this kitchen to warm/serve food using existing equipment and shelving. Equipment brought in by the Caterer must meet health department and city/state codes. It is the Caterers responsibity to provide, at their cost, accommodations as required by authorizing agencies for such things as grills, pig roasters, etc. Caterers will supply food, service staff, tableware and linens for banquets, buffets, meetings and special events. The Caterer will not be responsible for providing alcoholic beverages but may be asked to clear alcoholic beverages at tables as part of the meal function. The selected Caterers must secure all property, as the MCC will not be responsible for lost or stolen items. Caterers shall be unable to store anything on site. The kitchen shall be available for use by the selected caterers on the day of the event at which they are scheduled to provide services. D. FINANCIAL ARRANGEMENTS The selected Caterers will be required to pay the MCC a percentage of the revenues generated through food service, beverage service and other services provided, including rental items and Agenda Item G4 Packet Page Number 55 of 175 decorations from all MCC events. The percentage paid to the MCC will be based on the final gross bill, excluding tax and gratuity. Caterers must include, in their proposal, the percentage payable to the MCC as an exclusive caterer. The MCC will consider only those proposals that offer the MCC percentages that are a minimum of: • 10% of all gross sales for service scheduled Monday through Thursday • 15% of all gross sales for service scheduled Friday through Sunday and on Holidays E. ACCOUNTING PROCEDURES The MCC Banquet and Event Manager will collect the room rental fee. However, the collection of all deposits and fees for catering charges is the sole responsibility of the Caterer. Non-payment by a client to the Caterer for services rendered will not negate payment of the commission revenue to the MCC. The Caterer agrees to pay the MCC the commission revenues based on the final gross billing for each event. The Caterer will supply one copy of the final billing for each event in a given month to the Banquet and Event Manager by the 15th of the following month, along with payment. Delinquent payments will be charged $50 every 30 days, starting with the first day payment is late. The City reserves the right to inspect all financial records for an event. Providers must provide documentation within two business days upon request. F. CATERER RESPONSIBILITIES Event Staffing: Caterers will designate an on-site coordinator for each event to work with MCC staff throughout the event. Caterers will agree to provide appropriate staffing to prepare, serve and host food events. Caterers must also provide sufficient daytime staff when necessary. Professional staff provided will maintain a consistently high level of both service and appearance. Wait staff must also be able to distribute and clean up alcoholic beverages at tables as part of a meal function if requested. Customer Service: Caterers agree to provide pre-event customer service in a timely and professional manner and to provide food tasting for current and potential MCC customers as needed. Caterers will work with customers directly to provide food service for their event. Menus & Pricing: Caterers will provide a multi-level price list with varied menus to meet customer’s needs and accommodate small and large events. Said price list shall provide information regarding rates for wait staff, tableware and linens. Licensing: Caterers will provide MCC with a copy of the current Health Department License and Certified Food Managers License during the term of the contract, as well as proof of bonding by the State of Minnesota. Caterers will adhere to all standards set forth in Minnesota Statues and the Department of Health. Set-Up: Caterers will also coordinate set-up of room(s) with MCC staff. Caterers agree to provide event set-up for placement and take down of items such as linens, tableware, glassware and utensils on tables, and any other agreed upon placement of items supplied by the client. Procedures: Caterers will follow all procedures and policies set by the MCC pertaining to the food operation. Agenda Item G4 Packet Page Number 56 of 175 At Cost Events: Caterers agree to provide no more than two sponsored City events each contractual year, at cost, with no commission received by the City of Maplewood. Cleaning & Sanitation: Catering service providers must maintain the kitchen space and equipment in a clean, safe, and sanitary manner. Catering service providers must comply with all health and safety standards required by law. MCC staff will inspect the kitchen after each event to ensure that the space is left in the same condition as it was prior to the event and prior to use of the room by the catering service provider. Catering service providers that are found to leave the kitchen space in an unclean and unsafe manner shall be subject to immediate termination from this catering services agreement at the MCC’s discretion. Unless otherwise approved by the MCC in advance of a specific event, catering service providers shall have all owned goods, products and equipment removed, and clean-up maintenance of the MCC completed the evening of the catered event. Trash Disposal: Catering service providers shall deposit, in receptacles provided by the MCC, all kitchen waste, garbage, and refuse which shall accumulate from an event. Catering service providers are required to remove trash, wet trash, and garbage, resulting from the event immediately following the event to a location provided by the MCC. II. QUESTIONS Questions regarding the proposal and requests for additional information should be in writing and directed to: DuWayne Konewko Maplewood Community Center 2100 White Bear Avenue Maplewood, MN 55109 Fax: 651-249-2249 duwayne.konewko@ci.maplewood.mn.us All questions must be received by September 12, 2013. A copy of all questions and answers will be sent by September 17, 2013 to all known proposers. A pre-proposal question and answer meeting will be held on September 16 at 6:30PM at the Maplewood Community Center, 2100 White Bear Avenue. We will not be scheduling individual tours outside of this date. III. SCHEDULE • RFP Distribution – August 27, 2013 • Pre-Proposal Meeting – September 16, 5:30PM • Submittal Date – September 25, 1:00PM • Anticipated Contract Award Date – November 22, 2013 • Contract Commencement Date – January 1, 2014 IV. TERMS OF AGREEMENT Non-performance: It is the Caterer’s responsibility to familiarize themselves and their staff as to the requirements of the contract and to perform all tasks in an acceptable timely manner. It is not the City’s responsibility to remind the Caterer of the contract requirements. This includes knowing and enforcing facility rules pertaining to the grounds, room, or patio use. Agenda Item G4 Packet Page Number 57 of 175 Term: The agreement shall be effective January 1, 2014 to December 31, 2016. If the Caterer’s contract is not chosen for the following contract period, Caterer will remain responsible for providing services to the rentals booked at the MCC for which they had committed to before the time of contract termination. Termination and Cancellation: The Banquet and Event Manager and the catering company owner (or owner’s representative) shall work to positively resolve any service/performance issues that may arise. If the issue is not able to be resolved within 30 days, either party may terminate this agreement with a thirty (30) day written notification. The MCC reserves the right to terminate the contract with the Caterer with a 30 day written notification if there are service, performance, health or safety issues that are impeding the success of reserved events. At the discretion of the Banquet & Event Manager, the Caterer will remain responsible for providing service to the rentals booked at the MCC for which they had committed to prior to the time of the written notification. Liability: In consideration of being allowed to use the MCC, the Caterers hereby voluntarily assume all risks of accident or damage to its property and to the persons and property of its employees. The Caterers hereby agrees to defend, indemnify and hold harmless the City of Maplewood and Maplewood Community Center, respective officers, employees, agents and insurers from damages solely caused by the intentional action of the Caterers representatives and employees. No Contact: Proposing Caterers and their representatives are prohibited from contacting any elected official for purposes of lobbying to secure this contract. Contact with City Council members during the pendency of the award of the contract will result in immediate disqualification of the bid. Acceptance/Rejection of Proposals: The City of Maplewood intends to enter into a contract with Caterers that best satisfies the needs of the City. The City of Maplewood reserves the right to reject any and all proposals and to act in the best interest of the City and its citizens. This RFP does not commit the City to award contract or share in any expenses of preparing these proposals, or travel expenses related to the proposal or interview process. V. SUBMITTAL INSTRUCTIONS Respondents shall supply three copies of the Request for Proposal suitable for reproduction and distribution to appropriate City officials. Responses are to be delivered to: Maplewood City Hall 1830 East County Road B Maplewood, MN 55109 All proposals shall be received no later than 1:00PM on Wednesday, September 25, 2013. Note: Faxes and e-mailed responses will not be accepted. • RFP announcements are mailed to those organizations that have shown a prior interest in catering at MCC and/or known organizations that appear to fit the image, quality and service MCC wishes to offer clients and guests. MCC assumes no responsibility for failure to send RFP announcements to all interested foodservice or retail/commercial companies. • All proposals should be clearly marked “Maplewood Community Center Catering Proposal.” All pages of the proposal should be identified with the name of the proposing firm. • MCC reserves the right to reject any and all proposals. Agenda Item G4 Packet Page Number 58 of 175 • Proposals may not be withdrawn for 60 days after the receipt of proposals without the consent of the City of Maplewood. VI. PROPOSAL REQUIRMENTS Each submitted proposal shall include: A. COMPANY INFORMATION Name, address, phone, fax, e-mail and website address of responding company. B. COMPANY DESCRIPTION Caterer shall provide an overview of the proposing company’s background and history, as well as a detailed description of catering services. Caterer shall identify members of their staff that will provide catering service at events, their background experience and number of years associated with the Caterer. Caterer will also identify any additional services that will benefit the MCC or MCC customers (i.e. advertising, existing clientele base, sponsorship of special event(s), unique offerings, etc...) C. REFERENCES Caterer shall include at least five (5) event references that demonstrate a full range of catering experiences. Experience must include wedding receptions and/or banquets. Each event should include: type of event, menu, who event was for, where it was hosted and the total number of people in attendance. Please include any extraordinary elements of the event. D. MENU & PRICING Caterers need to identify specific menu, cost per plate/person and any other extraneous fees potential customers would be responsible for, i.e. tax, gratuity, etc. Caterers need to identify how changes to menu items and fees will be handled allowing enough lead time for MCC to keep their information current. E. SCENARIO Provide responses to the following scenarios: Scenario I You have a wedding reception that has a total count of 215 (which includes the head table). Event budget is $7,000.00. Setup Requirements: • 25 rounds, with eight per round, for a total of 200 guests – table coverings needed • 4 standard 8-foot banquet tables for a head table of 15 – table coverings and skirting needed • 1 round cake table – table covering and skirting needed • 2 banquet tables for a buffet – table coverings and skirting needed • 1 banquet tables for beverages – table covering and skirting needed Minimum Food Requirements: • Salad • Dinner Rolls • Entrée • 2 Side Options Agenda Item G4 Packet Page Number 59 of 175 Minimum Beverage Requirements: • Punch • Coffee • Water • Liquor Provider will be supplying two bars from 5:00PM – 12:00AM and will be hosting pop throughout the event Wedding Cake: • Wedding party is providing cake but would like the caterer to cut and serve. Please include a proposed menu and include all quantities for required items including cost per item, number of staff, gratuities, any up-charges, and the final grand total cost to the wedding party. Scenario 2 You have a wedding reception that has a total count of 160 (which includes the head table). Event budget is $4,500.00. Setup Requirements: • 19 rounds, with eight per round, for a total of 200 guests – table coverings needed • 3 standard 8-foot banquet tables for a head table of 10 – table coverings and skirting needed • 1 round cake table – table coverings and skirting needed • 3 banquet tables for a T-style buffet – table coverings and skirting needed • 2 banquet tables for beverages – table coverings and skirting needed Minimum Food Requirements: • Salad • Dinner Rolls • Entrée • 2 Side Options Minimum Beverage Requirements: • Punch • Coffee • Water Wedding Cake: • Wedding party is providing cake but would the caterer to cut and serve. Please include a proposed menu and include all quantities for required items including cost per item, number of staff, gratuities, any up-charges, and the final grand total cost to the wedding party. Scenario 3 You have an all-day business conference for 200 guests with a $6,000.00 budget. Setup Requirements: • 25 rounds, with eight per round, for a total of 200 guests – table coverings needed Agenda Item G4 Packet Page Number 60 of 175 • 2 banquet tables for a buffet – table coverings and skirting needed Minimum Food Requirements: • Continental Breakfast • Assortment of Boxed Lunches • Light Afternoon Snack Minimum Beverage Requirements: • Punch • Coffee • Water Please include a proposed menu and include all quantities for required items including cost per item, number of staff, gratuities, any up-charges, and the final grand total cost to the wedding party. F. TASTING Caterer shall furnish two dates between October 18 and November 1, upon which to prepare a meal for the city representatives to sample a menu selection with meals priced at approximately $15.00 per person and $25.00 per person, as they would be offered to banquet customers with an additional 3 appetizers and 3 dessert options. Invitations to schedule a tasting appointment will be offered at the discretion of the MCC Banquet and Event Manager once the applicant scope has been narrowed. G. LETTER OF INTENT Caterers will include a statement of intent to provide requested services for the MCC and a statement of capability for licensing, bonding and insurance. VII. SELECTION PROCESS & BASIS OF AWARD Basis of award shall include, but is not limited to, the following criteria: A. Experience and positive client references demonstrating the ability to provide quality food, beverage and service. B. The perceived quality of the catering service program, the reputation and references of the proposer and the perceived value to MCC clients. C. Accuracy, completeness, organization, comprehensibility, credibility and quality of responses to RFP elements. The MCC reserves the right to reject any and all proposals. Agenda Item G4 Packet Page Number 61 of 175 Packet Page Number 62 of 175 Packet Page Number 63 of 175 Packet Page Number 64 of 175 Packet Page Number 65 of 175 Packet Page Number 66 of 175 Packet Page Number 67 of 175 AGENDA REPORT To: Chuck Ahl, City Manager From: Steve Love, Assistant City Engineer Subject: Approval to Receive Quotes and Award Construction Contract, Area #20 & #21, July 16th Storm Clean-up, City Project 11-19 Date: August 16, 2013 INTRODUCTION The City Council will consider receiving quotes and awarding a construction contract for flood remediation work for Area #20 and #21, July 16th Storm Clean-up, City Project 11-19. BACKGROUND On Friday evening through Saturday morning (July 15-16, 2011) the city received 4.54 inches of rain, with a majority of that total received over a 3 hour span on Saturday morning. This event was greater than a 100-year storm event causing many problems throughout the city. The high intensity storm event taxed the overall storm sewer networks especially the ponds and lakes which could not drain fast enough to avoid flooding and backups in the storm pipe networks. Following the storm event 21 areas were identified that reported localized flooding issues. On July 25, 2011, the City Council authorized the investigation and remediation efforts of the localized flooding issues resulting from the July 16, 2011 storm event. On March 25, 2013 the City Council approved a budget adjustment for investigation and remediation efforts of localized flooding issues associated with the July 2011 storm event. As part of the March 25th Agenda report Area #20, 2482 Adele Street, and Area #21, 522 Marnie, were identified as recommended projects for construction in 2013. Plans have been completed for the proposed remediation work for each of these properties. The total engineers estimate for both areas is $54,436. On July 22, 2013 the City Council authorized the Mayor and City Manager to enter into agreements with Ramsey Washington Metro Watershed District (RWMWD) to receive cost-share grants funds for the construction of flood remediation work for Areas #20 and #21 for a not to exceed grant amount of $47,529.00 The total engineer’s estimate for the work was $54,436.00. In accordance with City purchasing policies, staff distributed the final plans and requested written quotations from five contractors. Two quotes were received on August 13, 2013, as follows: St. Croix Valley Landscaping $ 71,468.35 Urban Companies, LLC $ 56,200.00 Urban Companies, LLC was the low quote at $56,200. Urban Companies is experienced in the type of work proposed and most recently constructed rainwater gardens as part of the Bartelmy – Meyer Area Street Improvements, City Project 11-14. If approved the contractor would begin immediately with the intent to finish the project by November 1, 2013. SEH is preparing final contract documents. Once signed by the City and contractor the contractor will begin the flood remediation work. Agenda Item G7 Packet Page Number 68 of 175 BUDGET IMPACT The total awarded contract amount will be $56,200.00. With the $47,529.00 of grant money received (RWMWD) the estimated total City project expenditure will be $8,671.00 and would be funded through the Environmental Utility Fund. The flood remediation work for Area #20 and Area #21 was budgeted for as part of the March 25, 2013 agenda report and were identified as recommended projects for construction in 2013. No adjustments to the approved budget are needed at this time. RECOMMENDATION It is recommended that the City Council approve the quote from Urban Companies, LLC and award the construction contract in the amount of $56,200.00. It is further recommended to authorize the finance manager to make the necessary transfers and budget adjustments. Attachments: 1. Location Map 1 2. Location Map 2 3. Low Quote – Urban Companies, LLC Agenda Item G7 Packet Page Number 69 of 175 This map is a user generated static output from an Internet mapping site and is for reference only. Data layers that appear on this map may or may not be accurate, current, or otherwise reliable. © Ramsey County Enterprise GIS Division 900.0 THIS MAP IS NOT TO BE USED FOR NAVIGATION 1: NAD_1983_HARN_Adj_MN_Ramsey_Feet Feet900.00450.00 5,400 Enter Map Description Notes Agenda Item G7 Attachment 1 Packet Page Number 70 of 175 This map is a user generated static output from an Internet mapping site and is for reference only. Data layers that appear on this map may or may not be accurate, current, or otherwise reliable. © Ramsey County Enterprise GIS Division 900.0 THIS MAP IS NOT TO BE USED FOR NAVIGATION 1: NAD_1983_HARN_Adj_MN_Ramsey_Feet Feet900.00450.00 5,400 Enter Map Description Notes Agenda Item G7 Attachment 2 Packet Page Number 71 of 175 Agenda Item G7 Attachment 3 Packet Page Number 72 of 175 Agenda Item G7 Attachment 3 Packet Page Number 73 of 175 Agenda Item G7 Attachment 3 Packet Page Number 74 of 175 Agenda Item G8 AGENDA REPORT TO: Chuck Ahl, City Manager FROM: Mychal Fowlds, IT Director SUBJECT: Approval of Resolution Directing Modification of Existing Construction Contract, Change Order with Weber, Inc., Police Department Expansion Project – Phase 2 DATE: August 20, 2013 INTRODUCTION The City Council will consider approving the attached resolution directing the modification of the existing construction contract for the Police Department Expansion Project – Phase 2. BACKGROUND On April 29, 2013, the Council awarded Weber, Inc. a construction contract for the build out of offices and modification of existing areas in 1830 County Road B East in the amount of $359,000. There has been 1 change order to the contract to date in the amount of $3,653.73. DISCUSSION The modifications consist primarily of small changes due to items found during the demolition of existing areas. These modifications result in an increase to the overall construction contract. Replace corroded portions of roof (Addition) During demolition portions of the roof that were not originally slated to be replaced were found to be quite corroded and needing replacement. All corroded portions of the roofing were removed and replaced with matching roofing to tie into existing roof. Time extension (No Cost Changes) Add 8 calendar days for substantial completion. The change order costs are summarized below: Change Order #2 Amount 1 Replace corroded portions of roof $ 8,523.12 Total Change Order No. 2 $ 8,523.12 BUDGET Approval of Change Order No. 2 will increase the project construction contract amount by $8,523.12 from $362,653.73 to $371,176.85. No adjustments to the approved budget are needed at this time. Packet Page Number 75 of 175 Agenda Item G8 RECOMMENDATION Staff recommends that the council approve the attached Resolution Directing Modification of Existing Construction Contract, Change Order No. 2, for the Police Department Expansion Project – Phase 2. Attachments: 1. Resolution Directing Modification of Existing Construction Contract, Change Order No. 2 2. Change Order Form Packet Page Number 76 of 175 Agenda Item G8 RESOLUTION DIRECTING MODIFICATION OF EXISTING CONSTRUCTION CONTRACT POLICE DEPARTMENT EXPANSION PROJECT - PHASE 2, CHANGE ORDER NO. 2 WHEREAS, the City Council of Maplewood, Minnesota has heretofore ordered made Police Department Expansion Project – Phase 2, and has let a construction contract pursuant to Minnesota Statutes, Chapter 429, and WHEREAS, it is now necessary and expedient that said contract be modified and designated as Police Department Expansion Project – Phase 2, Change Order No. 2. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF MAPLEWOOD, MINNESOTA, that: 1. The Mayor is hereby authorized and directed to modify the existing contract by executing said Change Order No. 1 which is an increase of $8,523.12. The revised contract amount is $371,176.85. Adopted by the Maplewood City Council on this 26th day of August 2013. Packet Page Number 77 of 175 Agenda Item G8 CHANGE ORDER CITY OF MAPLEWOOD PROJECT NAME: Police Department Expansion Project - Phase 2 CONTRACTOR: Weber, Inc. CHANGE ORDER NO.: Two (2) DATE: August 26, 2013 The following changes shall be made in the contract documents: ADD BID SCHEDULE CO #2 – CHANGE ORDER NO. 2 Item No. Item Description Amount 1 Replace corroded portions of roof $ 8,523.12 2 Time extension as listed in report $ 0.00 TOTAL SCHEDULE CO #2 $8,523.12 TOTAL NET CHANGE ORDER NO. 2 $8,523.12 CONTRACT STATUS: Original Contract: $359,000.00 Net Change of Prior Changes: $3,653.73 Change this Change Order: $8,523.12 Revised Contract: $371,176.85 Recommended By: SEH, Inc. By: Date: Agreed to By: Weber, Inc. By: Date: Approved By: City of Maplewood By: Date: Packet Page Number 78 of 175 Agenda Item G9 AGENDA REPORT TO: City Manager, Jim Antonen FROM: IT Director, Mychal Fowlds SUBJECT: Approval to Increase the Project Budget for Document Scanning with Mid- America Business Systems DATE: August 20, 2013 Introduction As part of the Police Department Expansion Project the Community Development department and their files needed to be moved to 1902 County Road B East. At that time staff recommended that rather than moving these files we instead scan them. Background On February 25th, 2013 the City Council approved a project to scan files located in 2 Lektriever storage systems in the amount of $60,000. Prior to Council approving this project staff sent out a pilot project that we could then use to estimate the entire project. We know now that the files located in the Lektrievers had many more large format drawings that what were originally in the pilot project. Due to the larger than expected number of large format blue prints and drawings staff now needs to increase the project budget to finish the last 20% of the project. As stated in the original agenda report, Mid-America Business Systems is on the State contract for scanning services and the pricing that we continue to use is off of that contract. Budget Impact The initial project was funded with a transfer of $45,000 from the General Fund with the remaining $15,000 being covered by the Police Department Expansion Fund. The additional project amount will initially be funded from the Police Department Expansion Project fund. Staff will work with the benefiting departments to recoup some of those funds for the Police Department Expansion Project fund. Recommendation It is recommended that approval be given to increase the project budget for document scanning with Mid- America Business Systems from $60,000 to $78,000. Action Required Submit to City Council for review and approval. Packet Page Number 79 of 175 Agenda Item G.10 MEMORANDUM TO: Chuck Ahl, City Manager FROM: Shann Finwall, AICP, Environmental Planner SUBJECT: Approval of a Grant Submittal for Recycling Carts through the Ramsey County Public Entity Reduction and Recycling Program DATE: August 20, 2013 for the August 26 City Council Meeting BACKGROUND The Ramsey County Board of Commissioners established a Public Entity Reduction and Recycling Grants Project. The project provides financial assistance to cities for the purpose of creating and implementing innovative programs to increase source reduction and residential recycling efforts. Funding is intended to initiate and defray initial capital, start up, and education/promotional costs for implementation of activities. One grant opportunity outlined in the grant criteria is the purchase of recycling carts that will lead to increased recycling rates and participation. Total grant funds available in 2012 and 2013 is $1,500,000 for the entire project, but no single award may exceed $100,000. Applications are accepted the first business day of each quarter (January, April, July, and September). DISCUSSION Recycling Contract Negotiations Tennis Sanitation’s recycling contract ends December 31, 2013. Under the current contract, Tennis charges the City $1.75 per household per month for recycling collection. Staff negotiated three contract extension scenarios including the use of the City’s existing recycling bins, contractor-supplied recycling carts, and City-supplied recycling carts. The contracts and pros and cons of each scenario are outlined below: 1. Use of Existing Recycling Bins - Tennis proposed no increase to recycling rates for two years with the continued use of City-supplied recycling bins. The rate would remain at $1.75 per household per month for the first two years of a contract extension (2014 and 2015) and $2.00 per household per month for two additional extensions (2016 and 2017). Pros: Status quo – no changes needed. Cons: No potential to increase recycling rates and participation. From results of Tennis’ cart pilot project and telephone calls and e-mails to the City, residents want carts for their recyclables. 2. Contractor-Supplied Recycling Carts - Tennis proposed to supply recycling carts for Maplewood residential properties with at least a four-year contract. Cost of the contract would be $2.50 per household per month for the first two years of the contract (2014 and 2015) and $2.75 per household per month for two additional years (2016 and 2017). Pros: Less administrative work rolling out recycling carts. Cons: Most costly contract option. The City must lock into a four-year contract. Packet Page Number 80 of 175 3. City-Supplied Recycling Carts - If the City purchases recycling carts, Tennis proposes no increase to recycling rates, remaining at $1.75 per household per month for a two- year extension (2014 and 2015) with the possibility of two additional one-year extensions. Purchase of carts is estimated to cost $553,000 (including taxes and distribution). To cover the cost of the carts the City would need to charge a fee to residents estimated at $.75 per household per month. Additionally, the City will capture 70 percent of the revenue earned for any increases in tonnage of materials collected with the use of recycling carts over tonnage collected that month in 2012 with the use of recycling bins. Pros: City-supplied carts will - cost residents less than contractor-supplied carts, ensure revenue share for tonnage over that collected in 2012 with use of existing bins, and ensure competitive pricing in future contracts. The Trash Cart Memorandum of Understanding agreed to by Otto (the City’s trash cart manufacturer) ensures the same pricing for recycling carts as received for trash carts if purchased by the end of 2014. City carts allow City branding and better data collection with the use of radio frequency identification (RFID). Cons: More administrative work rolling out recycling carts. July 22 City Council Workshop During the July 22 City Council workshop staff updated the Council on the above-mentioned contract scenarios. The Council expressed support for the conversion of the City’s recycling program from recycling bins to recycling carts. However, there was not a consensus on which cart option to proceed with, contractor-supplied or City-supplied carts. For this reason staff is proposing to present a modified contract scenario for approval during the September 9 City Council meeting as follows: Use of Existing Recycling Bins with a contract opener to allow for either contractor-supplied or City- supplied recycling carts during the term of the contract. This would combine all three scenarios mentioned above to include a two- year contract with the use of existing recycling bins and no increase in recycling rates unless the City opened the contract for the collection of recyclables in carts. In this case the contract term and rates would reflect scenarios 2 (contractor-supplied carts) or 3 (City-supplied carts). This scenario will ensure the City’s recycling contract continues for two more years, with the option to review carts again in the future. Ramsey County Public Entity Reduction and Recycling Grant Opportunity Ramsey County has indicated that it will be requiring all cities in the County to step up residential recycling rates to comply with Minnesota Pollution Control Agency requirements for the County and in accordance with Ramsey County Solid Waste Master Plan. Maplewood, in particular, has been identified by the County as having low residential recycling rates, ranking lowest in the County for pounds of recycling per person, and pounds of recycling per household. Ramsey County is therefore very supportive of the City’s efforts to increase recycling rates with the conversion to recycling carts. After the July 22 City Council workshop, the County recommended that the City apply for a Public Entity Reduction and Recycling Grant for the purchase of recycling carts. The grant funds of $100,000 would be used to offset the cost of recycling carts and decrease the fee charged to residents. If the grant is awarded, the initial cart cost estimated at $553,000 (including taxes and distribution) would be reduced to $453,000. Staff estimates the reduction in cart cost to decrease the fee of $.75 per household per month to approximately $.61 per 2 Packet Page Number 81 of 175 household per month. Maplewood’s current residential recycling rate is $2.56 per household per month. An increase of $.61 per month would equal $3.17 per month, which is still one of the lowest recycling rates charged by a city in the county. RECOMMENDATION It is recommended that the City Council approve a grant submittal for the purchase of recycling carts through the Ramsey County Public Entity Reduction and Recycling Program in the amount of $100,000. The full grant submittal application will be forwarded to Ramsey County on September 3, 2013, for their review. Attachment: Public Entity Reduction and Recycling Program Guidelines 3 Packet Page Number 82 of 175 Ramsey County 2012 - 2013 Public Entity Innovation Grant Guidelines and Application Instructions Purpose The Ramsey County Board of Commissioners established a Public Entity Reduction and Recycling Grants Project to provide financial assistance to public entities for the purpose of creating and implementing innovative programs to increase source reduction and residential recycling efforts, initiate residential organic management programs, expand public space recycling, and address bulky waste management. Total funds in the amount of $1,500,000 are available in 2012 – 2013 for the entire project. No single award may exceed $100,000; the specific number of awards made will be determined by the number of applications received, and in consultation with a review committee (comprised of county staff, other public and private sector recycling experts, and community representatives) established to review applications for their ability to achieve program objectives. This project is authorized under the County’s Solid Waste Master Plan, the policy document that guides county-wide solid waste management decision-making and planning. The Master Plan specifies how Ramsey County will achieve state-mandated recycling goals. Eligible Applicants Eligible applicants include municipalities, Independent School Districts, park boards, watershed districts, libraries and other public entities in Ramsey County. The University of Minnesota, Minnesota State Colleges and Universities (MNSCU), State of Minnesota, and metropolitan agencies and commissions are not eligible for grant funding under this program. Objectives Program objectives include: • increased residential, small-business, school-based and public-space recycling, • establishment or expansion of organics management programs, • appropriate management of bulky wastes, • expanded public understanding and support of county recycling and solid waste management goals, and • additional environmental benefits (such as energy efficiency, water conservation and sound resource management) that may be realized in conjunction with enhanced recycling activities. Examples of eligible projects include, but are not limited to: • Design and implementation of incentives to enhance residential curbside collection programs, such as pay-as-you-throw, rebate, credit, aggressive volume-based pricing, recognition, or other incentive programs. • Development of partnerships to create more efficient delivery of residential recycling services. • Evaluation and implementation of regulatory approaches, such as mandatory recycling ordinances. Innovation Grant Guidelines and Application Instructions 6/13/2012 Page 1 of 3 Attachment Packet Page Number 83 of 175 • Creation of an educational tool, such as a video, for the school community on food waste recycling. • Purchase of equipment or upgrade to kitchen infrastructure to support organics recovery in a school’s cafeteria. • Expanded or enhanced services for multi-unit recycling, such as improvements in the collection of recyclable materials at multi-unit dwellings, expanded outreach and technical assistance. • Purchase of recycling bins, carts or containers that will lead to more recycling. • Design and implementation of residential collection of source-separated organics for delivery to a composting facility. • Implementation of a special collection program for recycling of bulky wastes, such as carpet and mattresses. • Expansion of public space recycling to include fairs and festivals, collection of recyclables and/or organics at special events (e.g., community festivals) and other away-from-home locations (e.g., community centers and parks). • Production and dissemination of educational information to increase awareness and participation in recycling programs. • Inclusion of small businesses and churches in a municipal curbside collection program. • Projects within communities of color to increase recycling participation. Selection Criteria Applications will be reviewed for the extent to which they address the following: 1. Impact (40%) Increased recycling and/or organic waste management and/or diversion of bulky wastes from the mixed municipal waste stream. Also see “Objectives” above. 2. Innovation (20%) What makes the project innovative? 3. Evaluation (15%) Are specific measures of project success included? Are quantifiable process and outcome objectives identified? 4. Budget (10%) Will resources be used efficiently? Is the budget appropriate to the project as proposed? 5. Collaboration (10%) Does the project involve partnership with other entities (such as municipalities, community groups and other partners)? 6. Timeline (5%) Is the timeframe for the project reasonable and consistent with Application Guidelines? Reporting Recipients of grants must submit progress reports with each invoice during the project period. A final report must be submitted with the final invoice. Reports will be in a form provided by the County and must detail progress towards meeting goals, adherence to timeline, and spending status. Final reports must include barriers encountered and solutions implemented, lessons learned, and the plan for continuation. Innovation Grant Guidelines and Application Instructions 6/13/2012 Page 2 of 3 Packet Page Number 84 of 175 Guidelines 1. Grant funds may not support existing activities or operations. Funding is intended for new and innovative projects or to expand the scope of existing waste management efforts. Funding is intended to initiate and defray initial capital, start up, and education/promotional costs for implementation of activities. 2. Eligible expenses include but are not limited to: consulting/contracting services, new supplies, educational campaigns, and equipment purchase and installation. Support of ongoing staffing needs is not an eligible expense; however, one-time, short-term staffing specific to the activities described in the application may be approved. 3. Grantees will invoice the County on a monthly basis (or other agreed upon timeframe) for expenses incurred not to exceed the total amount of the grant award, on an invoice form approved by the county. 4. Priority will be given to projects that demonstrate a strong plan to sustain the activities after grant funds have been exhausted; projects that are readily replicable in other locations may be favored. 5. The committee reviewing the applications reserves the right to recommend award of partial funding for project proposals. 6. Projects must be completed within 24 months of grant award date. 7. Upon grant award, the applicant must submit a resolution from its governing board, authorizing execution of a grant agreement with Ramsey County, along with certificates of insurance and the public entity’s W-9, if not already on file with the County. Application and Timeline • If the requested amount is equal to or less than $25,000, a full application is required. • If the requested amount is over $25,000, the first step is to submit a letter of intent. 1. Full applications must be submitted by 4:30pm on the first business day of each quarter (January, April, July and September). 2. Letters of intent (if required, see above) are accepted at any time. 3. Applications and letters of intent must be submitted to Rae Eden Frank, Ramsey County Public Health, Environmental Health Section, 2785 White Bear Ave No, Suite 350, Maplewood, MN 55109. 4. A complete application will include: (a) a cover letter, (b) the completed application form, (c) budget and (d) any supporting documentation. 5. The letter of intent must include a brief description of the project that addresses the project scope and design, expected outcomes, practices or policies that will be changed during the project, key individuals participating in the project and their roles, project timeline, why project is compelling and worth funding and a narrative budget including the project cost estimate and explanation of cost. (2 pages maximum). 6. Applications will be reviewed once a quarter and notifications will be made shortly thereafter. 7. Proposals will continue to be accepted as long as funds are available. Once all funds have been committed, no additional applications will be considered. 8. All grant-funded work must be completed within 2 years of the grant award. For more information For assistance with the application and any program-related questions please contact Rae Eden Frank at 651-266-1153 or Rachel.Frank@co.ramsey.mn.us. County staff will provide feedback to interested applicants prior to the application deadline. You are encouraged to contact county staff for assistance with developing a project or reviewing draft project ideas. Innovation Grant Guidelines and Application Instructions 6/13/2012 Page 3 of 3 Packet Page Number 85 of 175 MEMORANDUM TO: Charles Ahl, City Manager FROM: Michael Martin, AICP, Planner Melinda Coleman, Assistant City Manager SUBJECT: Conditional Use Permit Review – Keller Golf Course LOCATION: 2166 Maplewood Drive DATE: August 19, 2013 INTRODUCTION The conditional use permit for Keller Golf Course is due for its annual review. BACKGROUND On August 13, 2012, the city council approved a conditional use permit amendment, design review and a wetland map amendment for the redevelopment of the Keller Golf Course. DISCUSSION Construction of the new clubhouse and pro shop is underway but is not complete. The new drive entrance from County Road B East is in place as are the parking lots. As part of the street improvement project the city installed a new fence along County Road B. Between the fence and the new parking lot near the street, Ramsey County will be adding vegetation for screening purposes for the residential homes on the north side of County Road B East. In addition, during construction the county’s protection system for one of the site’s ponds failed after a heavy rainfall and silted over. The county is required to restore the pond to the city and watershed district’s standards. Staff is not aware of any other neighborhood concerns or complaints related to this project. RECOMMENDATIONS Review the conditional use permit for the Keller Gold Course at 2166 Maplewood Drive again in one year or sooner if the owner proposes a major change. P:\SEC9\Keller Golf Course\2012_CDRB_CUP_Review\Keller Golf Course_ CUPReview_082613 Attachments: 1. Location Map 2. Land Use Map 3. Zoning Map 4. Site Plan 5. Site Plan Enlargement 6. Clubhouse and Pro Shop Elevations 7. City Council Minutes, dated August 13, 2012 Agenda Item G11 Packet Page Number 86 of 175 2166 Maplewood Drive Keller Golf CourseLocation Map Attachment 1 Low Density Residential Keller GolfCourse Packet Page Number 87 of 175 2166 Maplewood Drive Keller Golf CourseFuture Land Use Map Attachment 2 Mixed Use Commercial Park (p) Low Density Residential Keller GolfCourse HighDensity Residential MediumDensity Residential Packet Page Number 88 of 175 2166 Maplewood Drive Keller Golf CourseZoning Map Attachment 3 Mixed Use Light Manufacturing (M1) Open Space and Parks (OSP) Single Dwelling (R1) Keller GolfCourse MultipleDwelling (R3)MultipleDwelling (R3) Packet Page Number 89 of 175 Attachment 4 Packet Page Number 90 of 175 Attachment 5 Packet Page Number 91 of 175 Attachment 6 Packet Page Number 92 of 175 Attachment 6 Packet Page Number 93 of 175 Attachment 6 Packet Page Number 94 of 175 Attachment 6 Packet Page Number 95 of 175 WHEREAS theCitys previoussolid waste collection licenses previously referred to as refusehaulerlicenses will expire on August 31 2012 WHEREAS in orderto coverthe one month transitional periodbetween theexpirationof solid wastehauler scurrentlicense expiring August 31 2012 and thebeginningof the Maplewood Trash Plan October1 2012 theCity mustextend thesolidwaste collectionlicensesforallsinglefamilyresidentialgarbagehaulersfromSeptember1throughSeptember 30 2012 WHEREAS to cover thefour month transitional periodbetween theexpiration of solid wastehaulers currentlicense expiring August 31 2012 and thebeginning of thenewsolid waste collection licensingperiod January1 2013 theCitymustextend thesolidwastecollectionlicensesforallsolidwastehaulersCitycontractedgarbageandrecyclinghaulers multiple family and commercialhaulers rolloff and dumpsterhaulers and transferstations from September1through December 31 2012 NOW THEREFORE BE ITRESOLVED thatthe CityofMaplewood extends single family one tofourunits solidwastehauler slicenses garbage haulers only fromAugust 31 toSeptember30withnoadditionallicensingrequirementsorfeesandauthorizesaprorated rate for afour month September throughDecember 2012 solidwaste collection license all solidwastehaulersat125 one half the required yearly rate Maplewood City Council authorizesthis resolution onAugust 13 2012 Seconded byCouncilmemberKoppenAyes All Themotion passed J NEWBUSINESS 1 Review of Petition Requesting 24 Hour ParkingAdjacentto Cottages of LegacyVillageHazelwoodStreetandLegacyParkway Suzanne Fry Presidentof the Cottages of LegacyVillage Boardwas present and addressed the council MayorRossbach moved to tableuntil alaterdate Secondedby CouncilmemberKoppenAyes MayorRossbach Councilmember KoppenNaysCouncilmemberJuenemann Themotion passed 2 Approval of Penalties for Alcohol Compliance Failures Mayor Rossbachmoved toapprove the 2000 fine for Guldens Roadhouse having todo with the alcoholviolationon May 23 2012 Seconded byCouncilmemberJuenemannAyes All Themotion passed 3 Approval of aConditional UsePermit Amendment DesignReviewand WetlandMapAmendmentforKellerGolfCourse 2166 MaplewoodDrive August 13 20127 CityCouncilMeetingMinutes Attachment 7 Packet Page Number 96 of 175 SeniorPlannerEkstrandpresentedthestaffreportandanswered questionsof thecouncil Planning Commissioner Arbuckel waspresent and addressed thecouncil Scott Yonke DirectorofPlanningandDevelopmentwithRamseyCountyParksaddressedthecouncilandanswered questions of thecouncil KevinFinley Director ofGolfwithRamsey County Parksand Recreationaddressed thecouncil and answeredquestions of the council Mayor Rossbach moved to approve the Resolutionapproving theconditional use permit amendment for KellerGolf Courselocatedat2166 Maplewood Drivewith changesto item 4whichwouldindicatethattheuseof9footparkingspacesisapprovedforemployeeparkingand 95foot shall beused for all patronparking RESOLUTION12 8 778 CONDITIONALUSEPERMIT RESOLUTION WHEREAS RamseyCounty appliedfor aconditional use permit amendment to renovate and reconstruct itsKeller Golf Course WHEREAS Section 44 1092 1 ofthe citycode requiresaconditional use permitfor any public service orpublic building use WHEREAS this permitappliestothe property located at 2166 Maplewood Drive The legal description is SUBJ TOHWY61 FROSTAVE EX STATEOF MINNESOTARW W OFNW OFNE TRIANGULAR PART IN SW COR OFE OFNW OFNE MEAS208 71 FTON WL 29726 FTON SLTHEREOF ALSOPART OFSW OFNE LYING NLYOFSTATEOFMINNESOTARWALSOPARTOFNE OFNW LYING ELY OFHWY 61 ELY OFALDESC AS COMATPT ONNL OF 1830 5FT EOFNWCOR OFNWTHS40DEG15MINWFOR790FTTOWLOFNE OFNW THS ONSD WL FOR 310 FTTHS 43 DEG 15 MINE FOR 160FTTO PTOF BEGTHS 10 DEG EFOR 300 FTTOSLOFNE OFNW THERETERMALSOPART OFSE OFNWLYINGNLYOFSTATEOFMINNESOTARW ALSOPART OFSW OFNW LYING ELY SLY OFALBEG ON ELOF 366 FTSFROMNECOROFSWOFNWTHN72DEG18MINWFOR119FTTHWLY ALONGCURVE TO LEFT RAD 215 FTFOR 185 FTTHS 66DEG 34MINW FOR195FTTHS48DEG40MINWFOR320FTTHS440FTTHS46DEG45MINEFOR400 FTTOSLOFSW OFNW THERETERMALSOPART OFNW OFSW LYING ELY NLY OFPARTOWNED BYCITY OF STPAULALSO W 330 FTOFGOVTLOT2INNE OFSW LYING ELY NLYOFPART OWNEDBY CITY OFST PAUL ALSOPARTOFE 10 ACRES OFW 20ACRES OFSDGOVT LOT 2LYING NLY OF STATEOFMINNESOTARW ALL IN SECTION 16 TOWNSHIP29 RANGE22 WHEREAS thehistory of thisconditional use permit isasfollows 1 On July 27 2012 the planning commission heldapublichearing Thecity staff published anotice in thepaperand sent notices to the surrounding property owners The planning commission gave everyone at thehearing achanceto speakand present writtenstatementsTheplanningcommissionrecommendedthatthecitycouncilapprovethispermit 2 On August 13 2012 thecity council consideredthisapplication Thecouncil alsoconsideredreportsandrecommendationsofthecitystaffandplanningcommission August 13 20128 CityCouncilMeetingMinutes Attachment 7 Packet Page Number 97 of 175 NOW THEREFORE BE ITRESOLVED thatthe citycouncil approvedthe above describedconditional use permit amendment because 1All construction shallfollowthesite plan approvedby the city Staffmayapprove minor changes 2Theuse would be located designed maintained constructed and operatedto bein conformity with the Citys Comprehensive Planand thisCode 3Theuse would notchangetheexistingorplannedcharacter of thesurrounding area 4Theuse would not depreciate propertyvalues 5Theuse would notinvolveany activity process materials equipment ormethods ofoperation that would be dangerous hazardous detrimental disturbing orcause anuisance to any personorproperty because ofexcessive noise glare smoke dust odor fumes water orair pollution drainage water run off vibration general unsightliness electrical interference orother nuisances 6Theuse would notexceedthedesign standards of any affectedstreet 7Theuse would beserved byadequate publicfacilitiesandservices includingstreets police and fireprotection drainagestructures water and sewersystems schoolsand parks 8Theuse would notcreate excessiveadditional costs forpublicfacilitiesorservices 9Theuse would maximize thepreservation ofand incorporate thesites naturaland scenic features intothe development design 10 Theuse wouldcause no morethan minimal adverseenvironmental effects Approval issubject to thefollowingconditions additions are underlined and deletions are crossed out 1All construction shallfollow theapproved siteplan Thedirector of community development may approve minorchanges 2Theapplicant must beginconstruction within one yearafter thecouncilapproves thispermitorthepermitshallend Thecity council mayextend this deadline for oneyear 3Thecity council shallreview thispermit in one year 4Theuse of9foot parkingspaces isapproved for employee parking and95foot shall beused for allpatron parking isapprovedasan expansion ofalegal non conforming use 5Applicant mustprovide sixfoot tall 80percent opaquescreening between thenew parkinglot near County Road BEast and thesinglefamily dwellingsto theeast Current vegetation meetsthisrequirementbutifexistingtreesareeverremovedordienewscreeningmustbeinstalled TheMaplewoodCityCouncilapprovedthis resolution on August 13 2012 Seconded byCouncilmemberJuenemannAyes All Themotion passed August 13 20129 CityCouncilMeetingMinutes Attachment 7 Packet Page Number 98 of 175 Mayor Rossbach moved to approvetheplans date stampedJune 22 2012for theproposed renovations of theKeller GolfCourselocatedat 2166 MaplewoodDrive based onthefindings required bythecode Seconded byCouncilmemberJuenemannAyes All Themotion passed Mayor Rossbach moved to approvetheAmended Resolution for theWetland Map RESOLUTION12 8 779 Changes to the MaplewoodWetlandMap WHEREAS on December 14 2009 theMaplewood CityCouncil adoptedawetland ordinance Ordinance No 895 dealing with wetlandregulations WHEREAS aspartof the ordinancethe CityCounciladopted awetland classification map The mapisbasedon wetlandclassifications fromMinnesota RoutineAssessment MethodMnRAMwetlandstudiesandassignedbytheapplicablewatersheddistricts WHEREAS theordinance states that theCity Council willadopt changes to thewetland map which are basedon MnRAMand other studiesconducted and approved bywatershed districts WHEREAS in 2012 RamseyCounty had wetlands delineatedon Keller Golf Course refer to May22 2012 wetland delineation report WHEREAS thewetlanddelineation reportfound that Wetlands 1through3 were manmade pondsdeveloped for themanagement ofstormwater andWetlands 7and 10weredevelopedincidentally nonhistoric wetlands WHERES in May2012 theLocalGovernmental Unit Ramsey WashingtonMetroWatershedDistrictreviewedthedelineationreportandagreedwiththeabovementioned wetlandassessment and authorized thefollowing changes to theirwetland classification map aWetlands 1 and 2wereadded to thewetland mapand classified asstormwater ponds bWetland 3was downgraded fromaManage Bwetland toastormwater pond c Wetlands 7 and 10were removed from thewetlandmap asthey have been showntobeincidentalwetlands WHEREAS On July 16 2012 theMaplewoodEnvironmental and NaturalResources Commissionreviewed theRamsey Washington Metro WatershedDistrictsdecision to make theabovementionedwetlandclassificationmapchangesTheCommissionrecommendedapproval of thechanges tothe wetland classification map NOW THEREFORE BE ITRESOLVED thatthe CityCouncil approves theabove described wetlandmap changebecause Wetlands1 through3were manmadepondsdevelopedforthemanagementofstormwaterandWetlands7and10weredevelopedincidentally nonhistoric wetlands and theRamsey Washington Metro Watershed District will be making changes to thewetlands ontheir wetland classification map TheMaplewood CityCouncil approved thisresolution onAugust 13 2012 August 13 201210 City CouncilMeetingMinutes Attachment 7 Packet Page Number 99 of 175 Seconded byCouncilmemberJuenemannAyes All Themotion passed 4 Review ofGun Range Acoustical Study CityManager Antonen presentedthestaff report andanswered questionsof the council The followingpeople spoke 1 Mark Bradley Maplewood Resident Mayor Rossbachmoved toapprovethe CityManagerto enter into anagreement with ErichThalheimerforacousticalengineeringservicesasdeterminednottoexceed12000withthe City of Maplewoods share not to exceed 4000 TheCityCouncil further authorizes thecityshare to be appropriated outof the contractualservices portion of theCityCouncilprogram budget Seconded byCouncilmemberJuenemannAyes All Themotion passed 5 Approval ofan Off Sale Intoxicating Liquor License for Maddies Liquor 1690 McKnight Road CityClerkGuilfoile presentedthestaffreport and answered questions ofthe council Owner RogerSamarani waspresent and addressed thecouncil Councilmember Koppenmoved to approve theOff Sale Intoxicating Liquor License forMaddiesLiquorlocatedat1690McKnightRoad Seconded byMayor RossbachAyes All Themotion passed 6 Approval of WetlandBuffer Waiver for Restoration at theFormer MaplewoodDumpWestofRollingHillsManufacturedHomePark Environmental Planner Finwall presented thestaffreport and answered questions of thecouncilThefollowingpeoplespoke 1 BobZick North St Paul Resident Councilmember Koppenmoved to approve the wetland bufferwaiverwith theconditionsoutlined in thestaffreport Seconded byMayorRossbachAyes All Themotion passed MayorRossbach calledfor 10 minutesrecess 7 Approval of SettlementAgreement of Litigation for Flooding at Propertiesat 1665and1673LarkAvenue aDeclaration ofIntent toClose Meeting Attorney Client Privilege Minn Stat 13D 05 Subd 3b August 13 201211 City CouncilMeetingMinutes Attachment 7 Packet Page Number 100 of 175 Item G12 MEMORANDUM TO: Charles Ahl, City Manager FROM: Karen Guilfoile, Citizen Services Director DATE: August 20, 2013 SUBJECT: Approval of a Temporary Amusement Rides Permit for the Ramsey County Sheriff’s Office’s “Fright Farm” – Ramsey County Fairgrounds, 2020 White Bear Avenue Introduction An application has been submitted for a temporary Amusement Rides permit by Brad Camitsch on behalf of the Ramsey County Sheriff’s Office for their annual “Fright Farm” event held at the Ramsey County Fairgrounds, 2020 White Bear Avenue. The event will be held the dates of October 4-5, 11-12, 18-19, 25-26 and 30-31 and will run from 7:00pm to 11:00pm each night. In addition, a Low Scare Event will be held on October 27th from 12:00pm to 4:00pm. All proceeds from the Fright Farm event are donated to the Ramsey County Sheriff’s Foundation to support community programs, such as the Drug Abuse Resistance Education (D.A.R.E.) and Canine (K-9) programs. Recommendation It is recommended that the Council approve the temporary Amusement Rides permit for the Ramsey County Sheriff’s Office’s “Fright Farm” located at the Ramsey County Fairgrounds, 2020 White Bear Avenue. Packet Page Number 101 of 175 THIS PAGE IS INTENTIONALLY LEFT BLANK Packet Page Number 102 of 175 AGENDA REPORT TO: Chuck Ahl, City Manager FROM: Steven Love, Assistant City Engineer Jon Jarosch, Civil Engineer I SUBJECT: Beebe Road Street Improvements, City Project 13-10, Approval of Resolution Ordering Preparation of Feasibility Study DATE: August 16, 2013 INTRODUCTION Beebe Road is located east of Mounds Park Academy, north of Larpenteur Avenue, west of Howard Street, and south of Holloway Avenue (see attached drawing). This street is a designated State Aid street and is listed in the approved 2014 – 2018 Maplewood Capital Improvement Plan (CIP) as a proposed project for the 2015 construction season. The City Council will consider initiating the project by approving the attached resolution ordering the preparation of a feasibility study. BACKGROUND Beebe Road has continued to deteriorate over the years with the street having a current average PCI rating of 13 (on a scale from 1 to 100) according to the 2013 street rating survey. The existing street has concrete curb and gutter along with a storm sewer system. The majority of the street runoff flows untreated off of Beebe Road and is discharged directly to local downstream water bodies. There are sections of existing concrete curb that have sunk or are in a deteriorated condition. The Public Works department continues to spend a considerable amount of time maintaining this street by patching potholes in severe areas to maintain a minimum level of service. Areas that lack a defined crown in the road have contributed to the deterioration of the street by allowing water to pond in the street section. The Public Works Utility department has stated that the existing sanitary sewer system will need to be televised as part of the feasibility study to verify the extent of repair work required. To address the issues within this neighborhood a full reconstruction of the roads is necessary. This project would consist of approximately 0.5 miles of full street reconstruction. It is necessary to fully reconstruct this street to improve the serviceability and drainage, meet city standards, upgrade aging underground infrastructure as required, and relieve the maintenance department of continual repairs. Full street reconstruction would include reconstructing the road beds and replacement of damaged concrete curb and gutter. The reconstruction project would also include the installation of additional storm sewer as required, constructing storm water quality features to reduce the amount of pollutants and excess nutrients that currently flow untreated off the neighborhood streets, replacing/repairing water main as necessary, and improving the sanitary sewer system as required. The use of Living Streets concepts along this street will be investigated as a part of this feasibility study. The Living Streets concept aims to reduce impervious surfaces, improve pedestrian and bicyclist safety, improve the quality of storm-water runoff, and enhance the urban forest. SCHEDULE The following is a tentative schedule of the feasibility study portion of the project once initiated: September 2013 – staff initiates the project process and feasibility study by sending an informational letter to the neighborhood residents. Agenda Item J1 Packet Page Number 103 of 175 Late September 2013 thru February 2014 – engineering department conducts topographic surveys, preliminary engineering studies, research of the project area, and drafts the feasibility study. Staff holds informational neighborhood meetings about the proposed project as the feasibility study is being conducted. February 2014 – Staff submits the feasibility study to Council to consider acceptance and scheduling of a public hearing. During the public outreach and neighborhood meetings staff plans to discuss the assessments in extensive detail. Currently the assessment policy guidance for special assessments is $7,690 per unit, however benefit appraisal services will be completed prior to finalizing the feasibility study to ensure a market based approach is utilized per State Statutes. BUDGET Given that the project area consists of approximately 0.5 miles of roads and a significant amount of utility improvements are anticipated, a budget of $60,000 would be established for the project development. This amount will cover topographic surveying, soil borings, benefit appraisal services, preparation of a feasibility report, preliminary engineering, and wetland delineations (as needed). RECOMMENDATION Staff recommends that the council approve the attached resolution ordering the preparation of the feasibility study for the Beebe Road Street Improvements, City Project 13-10 and establish a project budget of $60,000. Attachments: 1. Resolution Ordering Preparation of Feasibility Study 2. Capital Improvement Plan - Project Details 3. Location Map Agenda Item J1 Packet Page Number 104 of 175 RESOLUTION ORDERING PREPARATION OF A FEASIBILITY STUDY WHEREAS, it is proposed to make improvements to the Beebe Road Street Improvement, City Project 13-10 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. FURTHERMORE, funds in the amount of $60,000 are appropriated to prepare this feasibility report. Approved this 26th day of August, 2013 Agenda Item J1 Attachment 1 Packet Page Number 105 of 175 PROJECT NUMBER:PW14.060 PROJECT TITLE:Beebe Road Street Improvements DESCRIPTION:Neighborhood Area Street Reconstruction PROJECT STARTING DATE:July 2014 PROJECT COMPLETION DATE:October 2015 PROJECT COSTS PROJECT COSTS AND FUNDING SOURCES BY YEARS: Preliminaries:$100,000 Land Acquisition:$0 Construction:$1,190,000 Equipment and Other:$0 Project Costs:$1,290,000 TOTAL COST:$1,290,000 CITY OF MAPLEWOOD CAPITAL IMPROVEMENT PLAN 2014 - 2018 PROJECT CATEGORY:Public Works NEIGHBORHOOD:08 - Hillside JUSTIFICATION: Beebe Road is a state aid route approximately ½ mile in length. A majority of funding will come from gas taxes (MSA Funds). Beebe Road is proposed for full reconstruction in 2015. The pavement condition rating in recent years has dropped significantly and is currently at 23 out of 100. The drainage is not of high concern however as storm sewer and curb and gutter currently exist. However the engineering department has received a number of complaints about the rough driving conditions. We will continue to work with the area townhome association, school, and others area stakeholders to help shape a future project. Project includes $30,000 for fog seal preventative maintenance treatment (area to be determined). Funding Source Prior Years 2014 2015 2016 2017 2018 Funding Total State Aid 0 100,000 625,000 0 0 0 725,000 St. Paul Water 0 0 51,000 0 0 0 51,000 St. Paul W.A.C. Fund 0 0 51,000 0 0 0 51,000 Sanitary Sewer Fund 0 0 63,000 0 0 0 63,000 Bonds-Special Assessment 0 0 400,000 0 0 0 400,000 69 Agenda Item J1 Attachment 2 Packet Page Number 106 of 175 Agenda Item J1 Attachment 3 Packet Page Number 107 of 175 Agenda Item J2 MEMORANDUM TO: Charles Ahl, City Manager FROM: H. Alan Kantrud, City Attorney Gayle Bauman, Finance Director DATE: August 19, 2013 RE: Approval of First Reading of an Ordinance Amending the Xcel Energy Franchise Fee and Waive Second Reading INTRODUCTION The City Council approved its latest Ordinance re-stating the City’s Franchise Agreement with Xcel Energy in October, 2012. Xcel has asked that the Ordinance be modified to reflect the changes promulgated by the Minnesota Public Utilities Commission (PUC). This matter is before you to approve a restated Ordinance with those changes. DISCUSSION The City and Xcel Energy have had a Franchise Agreement in place for approximately ten years. As part of the City’s budget process staff requested that the rates be modified to reflect the ongoing/increasing costs of undergrounding electric services as part of its street and development projects. This increase was passed last fall with the new rates and is currently in- force and Ordinance 926 is attached for your review, along with the rate-schedule, as Attachment A. According to Xcel Energy, in 2011, the PUC changed its ‘notice period’ for changes in franchise fees from the existing 60-day requirement to 90 days. This is the only change that affects the Agreement between the City and Xcel, in addition to the start-date of collection. The Proposed Ordinance calls for the new rates to take effect on December 1, 2013. This updated Ordinance only modifies the existing law by adding the updated notice requirement and inception of fee increase date as per above. Due to the fact that the rates have already been adopted and the substantive law is not changing in any way, it is requested that the second reading of this Ordinance be waived to start the 90-day notice period asap. Once approved, the Ordinance will be communicated with Xcel and they will undertake the 90 day notification period with the new collection rates to begin December 1, 2013 as per above. RECOMMENDATION Staff requests the following actions: 1) Approve proposed Ordinance 2) Waive 2nd Reading of Ordinance Attachments: 1. ORDINANCE 926 and fee schedule 2. Proposed ORDINANCE Packet Page Number 108 of 175 Agenda Item J2 Attachment 1 1 ORDINANCE NO. 926 AN ORDINANCE IMPLEMENTING AN ELECTRIC SERVICE FRANCHISE FEE ON NORTHERN STATES POWER COMPANY, A MINNESOTA CORPORATION, D/B/A XCEL ENERGY, ITS SUCCESSORS AND ASSIGNS, FOR PROVIDING ELECTRIC SERVICE WITHIN THE CITY OF MAPLEWOOD. THE CITY COUNCIL OF THE CITY OF MAPLEWOOD DOES ORDAIN: SECTION 1. The City of Maplewood Municipal Code is hereby amended to include reference to the following Special Ordinance. Subdivision 1. Purpose. The Maplewood City Council has determined that it is in the best interest of the City to impose a franchise fee on those public utility companies that provide electric services within the City of Maplewood. (a) Pursuant to City Ordinance a Franchise Agreement between the City of Maplewood and Northern States Power Company, a Minnesota corporation, d/b/a Xcel Energy, its successors and assigns, the City has the right to impose a franchise fee on Northern States Power Company, a Minnesota corporation, d/b/a Xcel Energy, its successors and assigns, in an amount and fee design as set forth in Section 9 of the Northern States Power Company Franchise and in the fee schedule attached hereto as Schedule A. Subdivision 2. Franchise Fee Statement. A franchise fee is hereby imposed on Northern States Power Company, a Minnesota Corporation, d/b/a Xcel Energy, its successors and assigns, under its electric franchise in accordance with the schedule attached here to and made a part of this Ordinance, commencing with the Xcel Energy January, 2013 billing month. This fee is an account-based fee on each premise and not a meter-based fee. In the event that an entity covered by this ordinance has more than one meter at a single premise, but only one account, only one fee shall be assessed to that account. If a premise has two or more meters being billed at different rates, the Company may have an account for each rate classification, which will result in more than one franchise fee assessment for electric service to that premise. If the Company combines the rate classifications into a single account, the franchise fee assessed to the account will be the largest franchise fee applicable to a single rate classification for energy delivered to that premise. In the event any entities covered by this ordinance have more than one premise, each premise (address) shall be subject to the appropriate fee. In the event a question arises as to the proper fee amount for any premise, the Company’s manner of billing for energy used at all similar premises in the city will control. Subdivision 3. Payment. The said franchise fee shall be payable to the City in accordance with the terms set forth in Section 9.4 of the Franchise. Subdivision 4. Surcharge. The City recognizes that the Minnesota Public Utilities Commission allows the utility company to add a surcharge to customer rates to reimburse such utility company for the cost of the fee and that Xcel Energy will surcharge its customers in the City the amount of the fee. Packet Page Number 109 of 175 Agenda Item J2 Attachment 1 2 Subdivision 5. Record Support for Payment. Xcel Energy shall make each payment when due and, if required by the City, shall provide at the time of each payment a statement summarizing how the franchise fee payment was determined, including information showing any adjustments to the total surcharge billed in the period for which the payment is being made to account for any uncollectibles, refunds or error corrections. Subdivision 6. Enforcement. Any dispute, including enforcement of a default regarding this ordinance will be resolved in accordance with Section 2.5 of the Franchise Agreement. Subdivision 7. Effective Date of Franchise Fee. The effective date of this Ordinance shall be after its publication and sixty (60) days after the sending of written notice enclosing a copy of this adopted Ordinance to Xcel Energy by certified mail. Collection of the fee shall commence as provided above. Subdivision 8. Repeal of Prior Franchise Ordinance. Upon the effective beginning of collection date of this Ordinance any existing, prior, Ordinance shall expire or be repealed so as not to have two such Ordinances co-existing. Passage of this Ordinance shall constitute the intent to have this one control. Passed and approved: _____________________, 2012. __________________________________ Mayor Attest: _____________________________________ City Clerk SEAL Packet Page Number 110 of 175 Agenda Item J2 Attachment 1 3 SCHEDULE A Franchise Fee Rates: Electric Utility The franchise fee shall be in an amount determined by applying the following schedule per customer premise/per month based on metered service to retail customers within the City: Rate Classification Electric Franchise Fee Amount Per Premise Residential $ 1.25 Small C&I Non-Demand $ 2.50 Small C&I Demand $ 15.00 Large C&I $ 112.50 Public Street Lighting $ 1.25 Municipal Pumping Non-Demand $ 1.25 Municipal Pumping Demand $ 1.25 Franchise fees are to be collected by the Utility at the rate listed below, and submitted to the City on a quarterly basis as follows: January – March collections due by April 30. April – June collections due by July 31. July – September collections due by October 31. October – December collections due by January 31. Packet Page Number 111 of 175 Agenda Item J2 Attachment 2 1 ORDINANCE NO. _______ AN ORDINANCE IMPLEMENTING AN ELECTRIC SERVICE FRANCHISE FEE ON NORTHERN STATES POWER COMPANY, A MINNESOTA CORPORATION, D/B/A XCEL ENERGY, ITS SUCCESSORS AND ASSIGNS, FOR PROVIDING ELECTRIC SERVICE WITHIN THE CITY OF MAPLEWOOD. THE CITY COUNCIL OF THE CITY OF MAPLEWOOD DOES ORDAIN: SECTION 1. The City of Maplewood Municipal Code is hereby amended to include reference to the following Special Ordinance. Subdivision 1. Purpose. The Maplewood City Council has determined that it is in the best interest of the City to impose a franchise fee on those public utility companies that provide electric services within the City of Maplewood. (a) Pursuant to City Ordinance, a Franchise Agreement between the City of Maplewood and Northern States Power Company, a Minnesota corporation, d/b/a Xcel Energy, its successors and assigns, the City has the right to impose a franchise fee on Northern States Power Company, a Minnesota corporation, d/b/a Xcel Energy, its successors and assigns, in an amount and fee design as set forth in Section 9 of the Northern States Power Company Franchise and in the fee schedule attached hereto as Schedule A. Subdivision 2. Franchise Fee Statement. A franchise fee is hereby imposed on Northern States Power Company, a Minnesota Corporation, d/b/a Xcel Energy, its successors and assigns, under its electric franchise in accordance with the schedule attached here to and made a part of this Ordinance, commencing with the Xcel Energy December, 2013 billing month. This fee is an account-based fee on each premise and not a meter-based fee. In the event that an entity covered by this ordinance has more than one meter at a single premise, but only one account, only one fee shall be assessed to that account. If a premise has two or more meters being billed at different rates, the Company may have an account for each rate classification, which will result in more than one franchise fee assessment for electric service to that premise. If the Company combines the rate classifications into a single account, the franchise fee assessed to the account will be the largest franchise fee applicable to a single rate classification for energy delivered to that premise. In the event any entities covered by this ordinance have more than one premise, each premise (address) shall be subject to the appropriate fee. In the event a question arises as to the proper fee amount for any premise, the Company’s manner of billing for energy used at all similar premises in the city will control. Subdivision 3. Payment. The said franchise fee shall be payable to the City in accordance with the terms set forth in Section 9 of the Franchise. Subdivision 4. Surcharge. The City recognizes that the Minnesota Public Utilities Commission may allow Company to add a surcharge to customer rates of city residents to reimburse Company for the cost of the fee. Packet Page Number 112 of 175 Agenda Item J2 Attachment 2 2 Subdivision 5. Record Support for Payment. Xcel Energy shall make each payment when due and, if required by the City, shall provide at the time of each payment a statement summarizing how the franchise fee payment was determined, including information showing any adjustments to the total surcharge billed in the period for which the payment is being made to account for any uncollectibles, refunds or error corrections. Subdivision 6. Enforcement. Any dispute, including enforcement of a default regarding this ordinance will be resolved in accordance with Section 2.5 of the Franchise Agreement. Subdivision 7. Effective Date of Franchise Fee. The effective date of this Ordinance shall be after its publication and ninety (90) days after the sending of written notice enclosing a copy of this adopted Ordinance to Xcel Energy by certified mail. Collection of the fee shall commence as provided above. Passed and approved: _____________________, 20__. __________________________________ Mayor Attest: _____________________________________ City Clerk SEAL Packet Page Number 113 of 175 Agenda Item J2 Attachment 2 3 SCHEDULE A Franchise Fee Rates: Electric Utility The franchise fee shall be in an amount determined by applying the following schedule per customer premise/per month based on metered service to retail customers within the City: Class Monthly Flat Fee Amount Per Premise Residential $ 1.25 Sm C & I – Non-Dem $ 2.50 Sm C & I – Demand $ 15.00 Large C & I $112.50 Public Street Ltg $ 1.25 Muni Pumping –N/D $ 1.25 Muni Pumping – Dem $ 1.25 Franchise fees are to be collected by the Utility at the rate listed below, and submitted to the City on a quarterly basis as follows: January – March collections due by April 30. April – June collections due by July 31. July – September collections due by October 31. October – December collections due by January 31. Packet Page Number 114 of 175 MEMORANDUM TO: Chuck Ahl, City Manager FROM: Tom Ekstrand, Senior Planner SUBJECT: Denial of a Land Use Plan Amendment and Rezoning Request for Tyrus Land Company, St. Clair Hills, Carver Avenue and Sterling (4/5 vote required to approve the land use plan amendment; 3/5 vote required to approve the rezoning) DATE: August 21, 2013 INTRODUCTION Request Jamie Jensen, of Tyrus Land Company, is requesting approval of: A comprehensive land use plan amendment from R/LDR (rural/low density residential) to LDR (low density residential) for a single-dwelling development proposal. A rezoning of this property from R1R (rural conservation dwelling district) to R1 (single dwelling). The reason for these requests is to enable Mr. Jensen to develop lots with a minimum of 10,000 square feet of lot area instead of the two-acre lot size minimum required for lots in the R1R district. If the council approves these changes, Mr. Jensen will submit his preliminary plat request for the subdivision proposal. BACKGROUND History of this Proposal In 2006, Mr. Jensen requested approval to rezone the easterly of his two proposed acreages to R1. At that time, he was proposing 14 lots on that easterly 5.22 acre tract. He had proposed this rezoning during the South Maplewood Development Moratorium and, therefore, also applied for a variance from the moratorium ordinance for the consideration of this rezoning. On February 12, 2007, the city council denied the proposed moratorium ordinance variance and the rezoning to R1. In March 2009, Mr. Jensen revised his previous proposal and submitted a rezoning request to change the zoning for the easterly of his parcels from R1R to R1S (small-lot single dwelling) to plat the property into 16 home sites. On March 3, 2009, the planning commission recommended denial of Mr. Jensen’s rezoning request to R1S. On March 23, 2009, the city council tabled the proposed zoning map change from R1R to R1S at Mr. Jensen’s request. Mr. Jensen did not pursue this request. Agenda Item J3 Packet Page Number 115 of 175 Current Land Use Plan Adopted January 25, 2010: The city council adopted the 2030 Land Use Plan Update which established the R/LDR land use category with its density range of .5 to 1.5 units per acre. DISCUSSION Land Use Plan and Rezoning Requests These two requests are about density. The applicant is asking for amendment of the land use plan and zoning classifications to be permitted to develop his 8.61 acre property with the LDR density of 2.6 to 6 units per acre vs. the R/LDR density of .5 to 1.5 units per acre. With the 24 lots proposed, the applicant is proposing 2.8 units per acre. The existing R1R zoning would allow three homes at the two-acre minimum lot size requirement or up to 12 homes with density incentives applied (read below). Density As mentioned, the development density allowed in the requested LDR classification is 2.6 to 6 units per acre. With the requested R1 zoning, this would allow lots with a 10,000-square-foot minimum area vs. the current lot size requirement of a two-acre minimum. The R1R ordinance, further, allows an increase of density if the applicant would meet various density bonuses or density incentives. These density incentives would be met by applying various “conservation principles” that allow a higher density. For example, if a developer preserved trees or slopes, provided additional stormwater management, clustered homes, developed trail connections or preserved views (to name some of the 18 potential incentives), they could build at a density of 1.5 units per acre or three homes on a two-acre-size area. Refer to the attached R1R ordinance for the complete list of “Conservation Principles and Density Incentives.” Applicant’s Justification The applicant has given the following reasons for his requests (refer to the applicant’s letters as well): The property has sewer and water available, making 10,000 square foot lots feasible and proper. The property is in close proximity to hospitals, schools, police/fire protection and two major metropolitan cities making a standard 10,000-square-foot lot-size minimum subdivision concept appropriate. Public agencies have provided the above urban amenities and a lesser density would not provide a sufficient means to contribute toward recovering those costs and pay toward the ongoing expenses. The increase in housing density will allow more individuals to live within a close distance to their place of business. This leads to less time spent commuting and in traffic. Additionally, local businesses will have a greater potential for hiring employees. Packet Page Number 116 of 175 By amending the zoning to permit smaller lots, the city will be guaranteeing proper spacing and use of the land. Overcrowding would only occur if parcels like these parcels are allowed to remain low density such that other parcels are required to reach higher density to allow for all of the individuals who wish to live in the area. A change in zoning to R1 would conserve and increase property values. Properties with higher density values are more valuable. The improvement of the zoning for these parcels will reflect positively on nearby parcels and their values. The zoning change requested will bring these parcels in line with the zoning on the property directly across the street. (Staff note: the property across the street is planned and zoned the same as the applicant’s two parcels.) The purpose of the R1R zoning designation is to protect those properties that do not have access to city water and city sewer.” These parcels have access to city water and city sewer and therefore should not be listed with the rural designation properties. (Staff note: The R1R zoning ordinance does not state as a reason or purpose for larger lots as the need to protect properties that do not have access to city water and sewer.) Engineering Comments Refer to the engineering report by Jon Jarosch, staff engineer. Mr. Jarosch indicates that sewer and water are available in the streets at the corner of Sterling Street and Carver Avenue. But, essentially, there have been no engineering details submitted yet for a thorough review. Environmental Comments Shann Finwall, environmental planner, gave the following comments: It appears that the proposed development would ultimately require variances to the City’s wetland and creek buffer requirements. There is a 100-foot buffer requirement to Fish Creek. Some of the grading for the lots may come within that buffer area. Additionally, it appears that there are some slope issues that might prove a hardship for development under the current scenario. Neighbor’s Comments Staff surveyed the 21 surrounding property owners within 500 feet for their comments about these requests. We received the following seven comments: I am not for rezoning this land! I know Maplewood will do anything you want to do! (Robert Woog, 2595 Carver Avenue) I am concerned that lawn chemicals will runoff from lawns into the stream. (Amy Kaiser, 9880 Military Road) This is Paul Schlomka. I own 2511 Carver Avenue and the lot next to it and 2591 Carver Avenue. These Properties are straight across from the Proposed Land Development. We would be the properties most affected by the proposed land development. We think the Packet Page Number 117 of 175 zoning should stay rural because Fish Creek and the open space butts up to the proposed land development. We do not think Carver Ave or Sterling St could handle all the extra traffic from proposed land development. We do not want to be hooked up to city sewer and water or be assessed for it on our taxes. We think the proposed land development would increase our taxes, which are already extremely high. I’ve lived in South Maplewood for 42 yrs. We live here because it is still a rural area and we would prefer to keep it that way. 24 houses is far too many. I would be ok with maybe 8 houses. (Beverly Stielow, 1285 Sterling Street) Our names are Christopher and Jane Jenkins, and we live at 1435 Sterling Street S. Our concern with Mr. Jensen's proposal is the rezoning which from our understanding would exempt him from adhering to environmental issues such as setbacks from Fish Creek, run- off into Fish Creek, preservation of trees and other changes that might increase already evident erosion, etc.... What happened to his original plan he presented 6 years ago? We feel that would be more fitting for the area. His proposal has just a few inaccuracies in it, i.e. #3 rezoning would not affect light and open spaces (how could it not!); #5b rezoning brings his parcels more in line with the property across the street (those 3 properties seen from the street own a significant amount of land behind them, even if they may have access to city sewer and water on Carver, so they are far from being comparable -- these are just 2 examples although we have issues with several other claims in his proposal. There is also the concern regarding traffic -- how could there not be an impact? There are only 3 routes available to exit this area north and then east or west on Carver or south to Bailey-- what is his planned exit from his property? In and out onto Carver; in and out onto Sterling or 2 exits onto both streets? The narrow bridge over Fish Creek has pavement that is dipping now, there is a lot of bicycle traffic and there is no shoulder -- the speed limit is 35, which is too fast already in our opinion, with the deer and wild turkey prevalent in the area. We will stop there--we know you don't have all day to read this! But, these are just a few of our concerns. Thank you, Christopher and Jane Jenkins. I am against this. It would not be fare to wild life and environment. I feel it is wrong for the farming that live on the site to deal with new development when we have shortage of clean organic growing produce at this time. Maybe you should exercise more agriculture in Maplewood. (Patty Gearin, 2575 Carver Avenue) Refer to the letter from Jim Kerrigan, 2620 Carver Avenue. Conclusion Staff is not supportive of the proposed land use plan amendment and rezoning changes to allow development at 10,000-square-foot lot size minimums and depart from the conservation principles outlined in the R1R ordinance. The city council has done considerable planning and visioning regarding the future development of south Maplewood. In 2003, the council adopted the original R1R ordinance. They then enacted the South Maplewood Development Moratorium in 2006 and 2007 and finally established the R/LDR density of .5 to 1.5 units per acre for this area in the 2030 Comprehensive Land Use Plan update adopted in 2010. These actions all point out the council’s desire for environmentally-sensitive and ecologically-aware development practices in this remaining, largely undeveloped part of the city. Packet Page Number 118 of 175 COMMISSION ACTIONS August 20, 2013: The planning commission recommended denial with the staff recommendations. RECOMMENDATIONS 1. Deny the requested land use plan amendment from R/LDR (rural/low density residential) to LDR (low density residential) for a single-dwelling development proposal located at the southeasterly corner of Sterling Street and Carver Avenue. This recommendation for denial is based on the following reasons: a. The city council guided the subject properties as R/LDR on January 25, 2010 with the intention of limiting development impact and housing density in order to preserve and enhance the ecological and aesthetic character of the property. b. Nothing has changed in the neighborhood or on these properties which would warrant changing their land use designation to a higher density. c. Reclassifying the subject properties to LDR, a higher density, would create an inconsistency between these parcels and the surrounding acreage which is also guided R/LDR in the comprehensive plan like the subject properties. d. A guiding principle of the land use plan is that “whenever possible, changes in types of land use should occur so that similar uses front on the same street or at borders of areas separated by major man-made or natural barriers.” A change to the land use plan to a higher density would be contrary to this objective. 2. Deny the requested rezoning from R1R (rural conservation dwelling district) to R1 (single dwelling) for the development proposal located at the southeasterly corner of Sterling Street and Carver Avenue. This recommendation for denial is based on the following reasons: a. The city council zoned the subject properties as R1R (rural conservation dwelling district) with the intention of limiting development impact and housing density in order to preserve and enhance the ecological and aesthetic character of the property. Rezoning this land to R1 (single dwelling residential) would be contrary to that goal and eliminate the intended environmental controls. b. Nothing has changed in the neighborhood or on these properties which would warrant rezoning this property to allow a higher density. Packet Page Number 119 of 175 REFERENCE INFORMATION SITE DESCRIPTION Lot Size: 8.61 acres Existing Land Use: Primarily undeveloped except for a single family home on the westerly side SURROUNDING LAND USES North: Carver Avenue and large South and East: Fish Creek and Ramsey County open space land West: Interstate 494 PAST ACTIONS Previous Proposals by Mr. Jensen In 2006, Mr. Jensen requested approval to rezone the easterly of his two proposed lots to R1. At that time, he was proposing 14 lots. He had proposed this rezoning during the South Maplewood Development Moratorium and, therefore, also applied for a variance from the moratorium ordinance for the consideration of this rezoning. On February 12, 2007, the city council denied the proposed moratorium ordinance variance and the rezoning to R1 as follows: The city council denied the moratorium ordinance variance request because: Strict enforcement of the moratorium ordinance would not cause an undue hardship to the property or to the property owner. The applicant knew the property in question was zoned R- 1R (which limits the type of development possible on the property) when he purchased it and that the property could be subject to a moratorium when he made application to the city. There are no special circumstances or conditions in this case that warrant the city approving a variance to the moratorium. The proposed rezoning (and then the proposed subdivision) would be premature and would not be compatible with the R1R zoning designation. The proposed rezoning and subdivision would not meet the spirit and intent of the moratorium ordinance. This is because the city put the moratorium ordinance in place to study land use and zoning patterns in this area (among other things). The proposed variance would remove the subject property from the study and thus from any possible changes that the city decides to make to the land use and zoning designations as a part of the study. The city council denied the proposed zoning map change to R-1 because: Packet Page Number 120 of 175 The request does not meet all the criteria required by the city for a zoning map change. This is because the city cannot determine if the proposed zoning change would have any negative effect upon the logical, efficient, and economical extension of public services and facilities. Staff recommended that the city not grant the variance to the moratorium. The moratorium prohibits the city from considering rezoning or development requests, unless the city approves a variance to the moratorium. The proposed rezoning was not consistent with the R-1R zoning that the city intended to use to preserve the semi-rural lifestyle and to minimize tract housing. The city expects the R-1R zoning and any development consistent with that zoning to have lots at least two acres in size and to have wells and individual septic systems (not using city sewer and water). The proposed plan as shown by the applicant for the rezoning was not consistent with the R-1R zoning as it showed 10,000-square-foot lots and the use of city water and sewer to serve the new lots. March 2009: Mr. Jensen revised his previous proposal and submitted a rezoning request to change the zoning for the easterly of his parcels from R1R to R1S (small-lot single dwelling) to plat the property into 16 home sites. March 3, 2009: The planning commission recommended denial of Mr. Jensen’s rezoning request to R1S for the following reasons: A rezoning would not be consistent with the spirit, purpose and intent of the zoning code which is to provide larger lots. The proposed R-1S zoning would not be in character with the neighborhood since this neighborhood is not developed with lots of this small size. The proposed change would not serve the best interests of the community since the city council, based on substantial citizen input, has determined that a lower density in this neighborhood is preferred. The proposed change is not consistent with the current or future comprehensive plan. March 23, 2009: The city council tabled the proposed zoning map change from R1R to R1S at Mr. Jensen’s request. Mr. Jensen did not pursue this request. Current Land Use Plan Adopted January 25, 2010: The city council adopted the 2030 Land Use Plan Update which established the R/LDR land use category with its density range of .5 to 1.5 units per acre. Packet Page Number 121 of 175 PLANNING Land Use Plan: existing—R/LDR; proposed--LDR Zoning: existing—R1R; proposed R1 REVIEW DEADLINE The applications for these requests were considered complete on June 28, 2013. State law requires that the city make a decision within 60 days of a complete application, however, the city can extend this deadline an additional 60 days. Staff has already extended the review period an additional 60 days. The new deadline for a council decision is, therefore, October 26, 2013 P:Sec24-28\St. Clair Hills at Carver and Sterling Jamie Jensen Applicant\Plan Amendment and Rezoning for St. Clair Hills CC Report 8 13 te Attachments: 1. Location Map 2. Land Use Plan Map 3. Zoning Map 4. Aerial Photo 5. Proposed Development Concept 6. Land Use Plan Letter of Justification dated June 22, 2013 7. Rezoning Letter of Justification dated June 7, 2013 8. Engineering Report dated July 10, 2013 9. Letter from Jim Kerrigan dated July 17, 2013 10. R1R Ordinance Packet Page Number 122 of 175 Packet Page Number 123 of 175 Packet Page Number 124 of 175 Packet Page Number 125 of 175 Packet Page Number 126 of 175 Packet Page Number 127 of 175 Packet Page Number 128 of 175 Packet Page Number 129 of 175 Packet Page Number 130 of 175 Packet Page Number 131 of 175 Packet Page Number 132 of 175 Packet Page Number 133 of 175 Packet Page Number 134 of 175 Packet Page Number 135 of 175 Packet Page Number 136 of 175 Packet Page Number 137 of 175 Packet Page Number 138 of 175 Packet Page Number 139 of 175 Packet Page Number 140 of 175 Packet Page Number 141 of 175 Packet Page Number 142 of 175 Packet Page Number 143 of 175 Packet Page Number 144 of 175 Packet Page Number 145 of 175 Packet Page Number 146 of 175 MEMORANDUM TO: Charles Ahl, City Manager FROM: Tom Ekstrand, Senior Planner SUBJECT: Approval of a Resolution for a Conditional Use Permit Revision for a Parking Lot Expansion, Bruentrup Heritage Farm LOCATION: 2170 County Road D East DATE: August 21, 2013 INTRODUCTION On July 23, 2012, the city council amended the parking ordinance to allow reinforced-turf, overflow parking areas. This ordinance revision was proposed by the Maplewood Area Historical Society (MAHS) in preparation of installing such a parking lot. They now are requesting approval to amend their conditional use permit (CUP) for the addition of a turf parking lot east of their existing blacktop parking lot. Refer to the attachments. Request Amend the CUP to permit the addition of a reinforced-turf parking lot at the Bruentrup Farm. BACKGROUND The MAHS manages the 2.36 acre Bruentrup Farm. The site is surrounded on three sides by the 22-acre Prairie Farm Neighborhood Preserve, which is part of the City’s Neighborhood Preserve System. The 21-stall parking lot east of the farm buildings is on the preserve land and is maintained by the city for visitors to the Farm and to the preserve. Under the CUP approved for the Farm, MAHS may host six private events annually, such as weddings and other celebrations. Revenue from these events goes to MAHS to help support the Farm’s programs and facilities. The 21-stall parking lot is not adequate for large events. Under the terms of the CUP, MAHS is required to have agreements with local businesses to use their parking lots. Getting permission to use these lots has not been an issue, but it is inconvenient for visitors, since they must cross a street and walk about a block to the Farm. While this can be an enjoyable walk and a fun part of a public event, it is very inconvenient for some elderly visitors and groups like wedding parties that may come in formal clothing and footwear. In addition, MAHS has concerns about safety since some visitors park on local streets and cross County Road D without a crosswalk. County Road D is very narrow and it is dangerous for pedestrians to walk along this road. DISSCUSSION MAHS would like to expand the existing parking area to provide overflow parking for its events. Because they are restricted to six large events per year, they do not need an asphalt lot. They would like to install a 24-stall, overflow turf parking lot east of the existing parking lot. Agenda Item J4 Packet Page Number 147 of 175 Criteria to Allow Turf Parking The parking ordinance would allow reinforced-turf parking lots when they would meet the following criteria: When the need for overflow parking is infrequent or limited to occasional parking events. Where there is already hard-surfaced parking that provides for handicap-accessible parking needs. Where the turf parking lot would meet setback and screening requirements. Where the parking need is seasonal (non winter) so snow plowing is not needed. Where there would be an environmental benefit due to storm water management or meeting shoreland/wetland/flood plain ordinance impact needs. Where the turf-parking plan meets the approval of the city engineer from the standpoint of using proven construction materials engineered for durability and aesthetics. Where the turf-parking plan meets the approval of the police and fire chief from the standpoint of meeting public safety requirements. This parking surface alternative shall not apply to single and double dwelling residential properties which are governed under Section 44-17 (j), the residential parking ordinance apply. The proposed parking lot expansion would meet these criteria, subject to the city engineer, police chief and fire chief reviewing and approving the plans prior to construction. Proposed Parking Lot Construction The proposed overflow turf parking lot would be a lawn area that is constructed of a durable mesh to accommodate occasional parking. This mesh product would be staked down to a prepared soil base and would allow the grass to grow through. This product helps spread out vehicle weight and reduces soil compaction. Turf parking areas have environmental benefits since they reduce the amount of impervious surface needed for parking, they allow rain to infiltrate, and they are cooler than an asphalt lot. MAHS would like to use the product GrassProtectaTM for this project. Refer to the attached data sheet. Neighborhood Support and Screening MAHS has talked to adjacent neighbors and neighbors support this project as long as an evergreen buffer is installed to screen the property to the east of the parking lot. The landscape design includes evergreen screening. The city and MAHS would seek a grant from the Ramsey Washington Metro Watershed District (RWMWD) for this project, with matching funds from MAHS and in-kind services from Maplewood staff. Packet Page Number 148 of 175 CONCLUSION This would be the first reinforced-turf overflow parking lot in Maplewood. One of the city’s goals is to continue to be an environmental leader. This project is consistent with that goal. The Farm is an excellent site to demonstrate this type of project due to its location, existing parking lot, and the level of use is appropriate for turf parking. If this project is approved by the city council, it would proceed only if grant funding is received from RWMWD. COMMISSION ACTIONS July 17, 2013: The parks commission recommended approval of this proposal July 23, 2013: The community design review board recommended approval. August 8, 2013: The historical preservation commission recommended approval. August 20, 2013: The planning commission recommended approval. RECOMMENDATION Adopt the conditional use permit revision resolution for the Bruentrup Farm, located at 2170 County Road D East, to allow the addition of a 24-stall reinforced turf parking lot for overflow parking lot. Approval is based on the findings required by ordinance and subject to the following conditions (Additions are underlined): 1. Repeat this review in two years if the city has not issued a building permit for this project. 2. Before the city issues a building permit, the city engineer shall complete the necessary grading, drainage, utility and erosion control plans. 3. The applicant or contractor shall complete the following before occupying the buildings: a. Replace property irons that are removed because of this construction. b. Install reflectorized stop signs at all exits, a handicap-parking sign for each handicap-parking space and an address on the building. c. Construct a trash dumpster enclosure for any outside trash containers. The enclosures must be 100 percent opaque, match the color of the buildings and have a closeable gate that extends to the ground. If the trash container is not visible to the public it does not have to be screened. d. Install site-security lighting as required by the code. The light source, including the lens covering the bulb, shall be concealed so the light source in not visible and so it does not cause any nuisance to drivers or neighbors. Packet Page Number 149 of 175 4. 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. 5. All work shall follow the approved plans. The director of community development may approve minor changes. 6. Update the January 2008 Bruentrup Heritage Farm Master Plan to include correct site size, site conditions, parking references, and purpose and intent of uses including any large non-historical fundraising events. 7. When the parking lot located east of the site cannot accommodate parking for an event (i.e., events where there are more than 84 people based on 4 people per vehicle in the 21 space parking lot located to the east of the site) the society must supply off-site parking to accommodate the events. 8. Off-site parking at Salvation Army (78 parking spaces at 2080 Woodlyn Avenue): a. The society must supply the city with a signed parking agreement between the society and the owners of the Salvation Army for the use of the parking lot. b. Transportation of guests in a wagon pulled by a tractor to and from the Salvation Army parking lot (Woodlyn Avenue) on a trail through the Prairie Farm Neighborhood Preserve is only allowed during daytime hours. c. The society must ensure safe pedestrian crossing at the intersection of Woodlyn Avenue and Ariel Street for visitors parking in the Salvation Army parking lot. Safe pedestrian crossing can involve temporary signs or crossing guards. 9. Off-site parking at Harbor Pointe (278 parking spaces at 2079 to 2127 County Road D): a. The society must supply the city with a signed parking agreement between the society and the owners of Harbor Pointe which allows the use of this parking lot. b. The society must ensure safe pedestrian crossing at the intersection of County Road D and Ariel Street for visitors parking in the Harbor Pointe parking lot. Safe pedestrian crossing can involve temporary signs or crossing guards. 10. Any large scale music proposed for any event on the site (such as DJs and bands) should be limited to inside the barn. 11. Use of the farm must comply with the city’s noise ordinance which requires that no disturbing noises be generated before 7 a.m. and after 7 p.m. 12. The society will work with Maplewood city staff to coordinate the management of the oak savanna located west of the entry drive within the Bruentrup Heritage Farm site with the intent of continuing to manage that portion of the site as oak savanna. 13. The barn must be posted with a maximum occupancy of 290 people. Packet Page Number 150 of 175 Conditions Which Apply to the Subleasing of the Site by the Society for Large Non-Historical Fundraising Events: 14. Subleased large non-historical fundraising events are allowed six times per year. 15. Subleased large non-historical fundraising events are allowed from 10 a.m. to 10 p.m. 16. Parking for subleased large non-historical fundraising events in which alcohol will be served is limited to the parking lot on the east side of the site and the Harbor Pointe parking lot located about a block west of the site on the north side of County Road D. 17. Maximum number of occupants allowed on site for large non-historical fundraising events in which alcohol will be served is limited to 290 people. 18. Appropriate liquor licenses must be obtained prior to serving alcohol on the site. 19. The society must obtain the appropriate liability coverage for large non-historical fundraising events which holds the city harmless. 20. A rental agreement must be approved by the city which dictates hours of use, maximum number of people, location of parking, etc. Conditions Relative to the Proposed Reinforced-Turf Parking Plan: 21. The site and landscaping plan dated July 17, 2013, showing the proposed turf parking plan is approved. 22. Minor revisions may be approved by staff. 23. Construction shall begin on the proposed turf parking lot within one year or this approval shall end. The city council may extend this approval for one additional year. 24. The city engineer, police chief and fire chief shall review the plans, as required by ordinance, before construction on the turf parking lot can begin. 25. Screening must be provided, as proposed, to buffer the proposed parking lot from the neighbor to the east. This screening shall be completed before the parking lot may be used, unless the applicant provides escrow to guarantee its completion. Escrow shall be, as is typically required, in the amount of 150 percent of the cost of installing the landscaping. Packet Page Number 151 of 175 REFERENCE INFORMATION SITE DESCRIPTION Site size: 2.36 acres Existing land use: Bruentrup Heritage Farm SURROUNDING LAND USES North: County Road D and Single Family Homes South: Maplewood Prairie Farm Heritage Preserve East: Single Family Homes West: Maplewood Prairie Farm Heritage Preserve PLANNING Land Use Plan designation: OS (open space) Zoning: F (farm) CODE REQUIREMENTS Section 44-1092(1) of the city ordinances requires a CUP for public service and public building uses. Findings for CUP Approval Section 44-1097(a) requires that the city council base approval of a CUP on nine findings. Refer to the findings for approval in the resolution. APPLICATION DATE The application for this request was considered complete on July 17, 2013. State law requires that the city decide on these applications within 60 days. The deadline for city council action on this proposal is September 15, 2013. Packet Page Number 152 of 175 P:Sec2N\Bruentrup Farm\Turf Parking Lot Request\Bruentrup Farm Turf Parking Lot CC CUP Report 8 13 te Attachments: 1. Resolution of CUP Revision to allow turf parking 2. Zoning Map 3. Land Use Plan Map 4. Parking lot design date-stamped July 17, 2013 5. Landscape design date-stamped July 17, 2013 6. GrassProtectaTM Case Study 7. Turf-Parking Ordinance 8. Existing CUP Conditions dated July 27, 2009 9. Letter from Robert Jensen of MAHS dated July 9, 2013 Packet Page Number 153 of 175 Attachment 1 PLANNED UNIT DEVELOPMENT REVISION RESOLUTION WHEREAS, the Maplewood Area Historical Society has applied for a conditional use permit revision to construct a 22-stall reinforced-turf parking lot at the Bruentrup Farm. WHEREAS, Section 44-17, the off-street parking ordinance requires city council approval of turf parking lots. WHEREAS, Section 44-1092(1) of the city code requires a conditional use permit for public building uses. WHEREAS, this permit applies to the property located at 2170 County Road D East. The property identification numbers for this property is: 022922110009 WHEREAS, the history of this conditional use permit revision is as follows: 1. On August 20, 2013, the planning commission held a public hearing. 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 the reports and recommendation of city staff. The planning commission recommended that the city council approve this permit. 2. On August 26, 2013, the city council considered reports and recommendations of the city staff and planning commission. NOW, THEREFORE, BE IT RESOLVED that the city council _________ 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. 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. Packet Page Number 154 of 175 6. The use would be served by adequate public facilities and services, including streets, police and fire protection, drainage structures, water and sewer systems, schools and parks. 7. The use would not create excessive additional costs for public facilities or services. 8. The use would maximize the preservation of and incorporate the site's natural and scenic features into the development design. 9. The use would cause minimal adverse environmental effects. NOW, THEREFORE, BE IT RESOLVED that the city council also determines that the above- described conditional use permit for a reinforced-turn parking lot meets the following criteria: 1. When the need for overflow parking is infrequent or limited to occasional parking events. 2. Where there is already hard-surfaced parking that provides for handicap-accessible parking needs. 3. Where the turf parking lot would meet setback and screening requirements. 4. Where the parking need is seasonal (non winter) so snow plowing is not needed. 5. Where there would be an environmental benefit due to storm water management or meeting shoreland/wetland/flood plain ordinance impact needs. 6. Where the turf-parking plan meets the approval of the city engineer from the standpoint of using proven construction materials engineered for durability and aesthetics. 7. Where the turf-parking plan meets the approval of the police and fire chief from the standpoint of meeting public safety requirements. Approval is subject to the following conditions: 1. Repeat this review in two years if the city has not issued a building permit for this project. 2. Before the city issues a building permit, the city engineer shall complete the necessary grading, drainage, utility and erosion control plans. 3. The applicant or contractor shall complete the following before occupying the buildings: a. Replace property irons that are removed because of this construction. b. Install reflectorized stop signs at all exits, a handicap-parking sign for each handicap-parking space and an address on the building. c. Construct a trash dumpster enclosure for any outside trash containers. The enclosures must be 100 percent opaque, match the color of the buildings and Packet Page Number 155 of 175 have a closeable gate that extends to the ground. If the trash container is not visible to the public it does not have to be screened. d. Install site-security lighting as required by the code. The light source, including the lens covering the bulb, shall be concealed so the light source in not visible and so it does not cause any nuisance to drivers or neighbors. 4. 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. 5. All work shall follow the approved plans. The director of community development may approve minor changes. 6. Update the January 2008 Bruentrup Heritage Farm Master Plan to include correct site size, site conditions, parking references, and purpose and intent of uses including any large non-historical fundraising events. 7. When the parking lot located east of the site cannot accommodate parking for an event (i.e., events where there are more than 84 people based on 4 people per vehicle in the 21 space parking lot located to the east of the site) the society must supply off-site parking to accommodate the events. 8. Off-site parking at Salvation Army (78 parking spaces at 2080 Woodlyn Avenue): a. The society must supply the city with a signed parking agreement between the society and the owners of the Salvation Army for the use of the parking lot. b. Transportation of guests in a wagon pulled by a tractor to and from the Salvation Army parking lot (Woodlyn Avenue) on a trail through the Prairie Farm Neighborhood Preserve is only allowed during daytime hours. c. The society must ensure safe pedestrian crossing at the intersection of Woodlyn Avenue and Ariel Street for visitors parking in the Salvation Army parking lot. Safe pedestrian crossing can involve temporary signs or crossing guards. 9. Off-site parking at Harbor Pointe (278 parking spaces at 2079 to 2127 County Road D): a. The society must supply the city with a signed parking agreement between the society and the owners of Harbor Pointe which allows the use of this parking lot. b. The society must ensure safe pedestrian crossing at the intersection of County Road D and Ariel Street for visitors parking in the Harbor Pointe parking lot. Safe pedestrian crossing can involve temporary signs or crossing guards. 10. Any large scale music proposed for any event on the site (such as DJs and bands) should be limited to inside the barn. Packet Page Number 156 of 175 11. Use of the farm must comply with the city’s noise ordinance which requires that no disturbing noises be generated before 7 a.m. and after 7 p.m. 12. The society will work with Maplewood city staff to coordinate the management of the oak savanna located west of the entry drive within the Bruentrup Heritage Farm site with the intent of continuing to manage that portion of the site as oak savanna. 13. The barn must be posted with a maximum occupancy of 290 people. Conditions Which Apply to the Subleasing of the Site by the Society for Large Non-Historical Fundraising Events: 14. Subleased large non-historical fundraising events are allowed six times per year. 15. Subleased large non-historical fundraising events are allowed from 10 a.m. to 10 p.m. 16. Parking for subleased large non-historical fundraising events in which alcohol will be served is limited to the parking lot on the east side of the site and the Harbor Pointe parking lot located about a block west of the site on the north side of County Road D. 17. Maximum number of occupants allowed on site for large non-historical fundraising events in which alcohol will be served is limited to 290 people. 18. Appropriate liquor licenses must be obtained prior to serving alcohol on the site. 19. The society must obtain the appropriate liability coverage for large non-historical fundraising events which holds the city harmless. 20. A rental agreement must be approved by the city which dictates hours of use, maximum number of people, location of parking, etc. Conditions Relative to the Proposed Reinforced-Turf Parking Plan: 21. The site and landscaping plan dated July 17, 2013, showing the proposed turf parking plan is approved. 22. Minor revisions may be approved by staff. 23. Construction shall begin on the proposed turf parking lot within one year or this approval shall end. The city council may extend this approval for one additional year. 24. The city engineer, police chief and fire chief shall review the plans, as required by ordinance, before construction on the turf parking lot can begin. Packet Page Number 157 of 175 25. Screening must be provided, as proposed, to buffer the proposed parking lot from the neighbor to the east. This screening shall be completed before the parking lot may be used, unless the applicant provides escrow to guarantee its completion. Escrow shall be, as is typically required, in the amount of 150 percent of the cost of installing the landscaping. The Maplewood City Council _________ this resolution on __________. Packet Page Number 158 of 175 Packet Page Number 159 of 175 Packet Page Number 160 of 175 Packet Page Number 161 of 175 Packet Page Number 162 of 175 Packet Page Number 163 of 175 Packet Page Number 164 of 175 Packet Page Number 165 of 175 Packet Page Number 166 of 175 Packet Page Number 167 of 175 Packet Page Number 168 of 175 Packet Page Number 169 of 175 Packet Page Number 170 of 175 AGENDA REPORT TO: Chuck Ahl, City Manager FROM: Michael Thompson, City Engineer / Public Works Director Steve Lukin, Fire Chief SUBJECT: East Metro Public Safety Training Center, City Project 09-09, Approval of Resolution Receiving Bids and Awarding Contract for Bid Package 5 (Burn Building and Burn Tower) DATE: August 19, 2013 INTRODUCTION Bids for Bid Package 5 were initially opened on July 2, 2013, and all bids were subsequently rejected due to the lack of sufficient secured funding to complete the improvements. Bid Package 5 was then rebid with a base bid and several alternates and the bid opening took place at 9:00 a.m. August 14, 2013. The award of bid will be considered by the Council. BACKGROUND The project has been in the planning stages for several years and in 2012 was presented to and discussed with the City Council, Environmental and Natural Resources Commission, Community Design Review Board and Planning Commission. The project is located at 1881 Century Avenue North at the intersection of Trunk Highway 120 and 34th Street North (TH 5). The next portion of the work to be bid will be the site work under Bid package 3. The preliminary engineer’s estimate for the work under Bid Package 3 is on the order of $950,000. Relative to the overall project budget, the amount of funds that are anticipated to be available for Bid Package 3 is approximately $700,000. Therefore, given the recent bidding climate and the reality of not being able to fund all of the work under Bid Package 3, the project will be bid with one or more alternates and base project estimated construction cost targeted in the $600,000 range. The base project will include site utilities, intersection improvements, lighting, security fencing and the Marshlands improvements. Alternates are expected to include entry road curb and pavement, site pavement and the entry sign/monument to allow for flexibility. DISCUSSION The overall project schedule has been shifted from a fall of 2013 completion date to a spring 2014 completion date. At this August 26, 2013, meeting, Council will consider awarding the contract for the burn building and burn tower construction. Bidding and contract award for construction of the site improvements (Bid Package 3) is anticipated in October following completion of the MnDOT review and approval process. Construction of the burn buildings is anticipated from mid September through March 2014 with installation of the previously awarded gas-fired burn equipment in the burn house planned for the spring of 2014. The feasibility study anticipated three bid packages to complete the facility construction that were described in the June 25, 2012, Council Agenda Report. As design work progressed it became apparent that savings in costs and schedule could be realized by separating the building and site construction work into three separate bid packages: Agenda Item K1 Packet Page Number 171 of 175 Bid Package 3 Site Civil, Utilities, Traffic Signal, Marshlands Bid Package 4 Simulation and Training Building Bid Package 5 Burn House and Training Tower Bid Packages 3 and 5 are planned to be started in fall 2013 and completed in 2014, with Bid Package 4 being delayed until additional funding is available. The Project Steering Committee made this adjustment in construction phasing relative to the previous plan to better focus the available funding resources on the most critical training equipment: the burn building and burn tower. BUDGET The improvements are proposed to be financed through a combination of grant funds, City of Maplewood funds, funds paid by St. Paul Regional Water Services and MnDOT, and special assessments to the benefiting property. For the special assessment, the City desires to have the opportunity to assess the JPA for a portion of the costs of the public utility improvements. The City has a total estimated budget of $4,335,000 for the Phase 1 work including a $3,000,000 grant from the State of Minnesota to design and construct a significant portion of the proposed improvements and $450,000 grant from the Ramsey County Environmental Response. The following is a summary of the proposed financing plan: FUNDING ITEM FUNDING SOURCE AMOUNT 1 STATE BONDING BILL GRANT $3,000,000 2 RAMSEY CO ERF GRANT $450,000 3 CITY EUF FUND $250,000 4 CITY CIP FUND $250,000 5 EAST METRO JPA – SPECIAL ASSESSMENT $175,000 6 MNDOT/MSA STREET ACCOUNT $55,000 7 ST PAUL REGIONAL WATER SERVICES (WATER MAIN LOOP) $55,000 8 SANITARY SEWER FUND $50,000 9 ST PAUL WAC FUND $50,000 TOTAL PHASE 1 $4,335,000 The preliminary cost estimate for Bid Package 5 including the Burn Building and complete Burn Tower building was $1,500,000. Four bids were opened and the results are shown below. Based on the project budget and targeting construction costs of approximately $1,500,000, the budget will allow award of the base bid and Alternate 1 at a cost of $1,518,000. Company Base Bid – Burn Building Alternate 1 – 4-Story Tower Alternate 2 – Add 5th Story to Tower Alternate 3 – Commercial Wing on Tower CM Construction Co. Inc. $1,192,800.00 $650,800.00 $98,800.00 $378,000.00 Meisinger Construction Co. $1,050,000.00 $680,000.00 $133,000.00 $484,000.00 Rochon Corporation $1,136,000.00 $684,000.00 $129,000.00 $439,000.00 Weber Construction $873,000.00 $645,000.00 $130,000.00 $476,000.00 Agenda Item K1 Packet Page Number 172 of 175 It should be noted that the City worked with MnDOT to secure an additional $130,000 toward the new traffic signal to help fund Bid Package 3 which is set for later this year. At a future meeting the budget will be adjusted to reflect the additional allocation. RECOMMENDATION It is recommended that the council approve the attached resolution for the East Metro Public Safety Training Center, City Project 09-09, Receiving Bids and Awarding a Contract to Weber Construction for Base Bid (Burn Building) and Alternate 1 (4-Story Tower) for Bid Package 5. Attachments: 1. Resolution Receiving Bids and Awarding Contract to Weber Construction Agenda Item K1 Packet Page Number 173 of 175 RESOLUTION RECEIVING BIDS AND AWARDING CONTRACT NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF MAPLEWOOD, MINNESOTA, that the bid of Weber, Inc. in the amount of $1,518,000.00, is the lowest responsible bid for construction of the Base Bid (burn building) and Alternate 1 (4-story burn tower) for the East Metro Public Safety Training Center: Bid Package 5 – City Project 09-09, and the mayor and city manager 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 as previously approved by council. Adopted by the council on this 26th day of August, 2013. Agenda Item K1 Attachment 1 Packet Page Number 174 of 175 Agenda Item M1 Agenda Report TO: City Council FROM: Charles Ahl, City Manager DATE: August 21, 2013 SUBJECT: Council Meeting Calendar Report INTRODUCTION/SUMMARY This item is informational and intended to provide the Council an indication on the current planning for upcoming agenda items and the Work Session schedule. These are not official announcement of the meetings, but a snapshot look at the upcoming meetings for the City Council to plan their calendars. No action is required. Upcoming Important Dates to Remember 1. Commission, Board and Volunteer appreciation Event – September 26th Upcoming Agenda Items & Work Session Schedule 1. No Work Session – September 2 due to Labor Day 2. New Commissioner Interviews – September 9 3. MnDOT Presentation on MnPASS on 35E – September 9 4. Approval of Maximum Tax Levy for 2014 – September 9 5. Charitable Gambling Review of Applications – September 23 RECOMMENDATION No action required. Packet Page Number 175 of 175