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2013 10-28 City Council Meeting Packet
AGENDA MAPLEWOOD CITY COUNCIL 7:00 P.M. Monday, October 28, 2013 City Hall, Council Chambers Meeting No. 19-13 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 October 14, 2013 City Council Workshop Minutes 2. Approval of October 14, 2013 City Council Meeting Minutes F. APPOINTMENTS AND PRESENTATIONS 1. Presentation by Roseville Superintendant John Thein (No Report) 2. APWA Sustainability Award Presentation 3. Resolution for Appointment to Commissions a. Environmental & Natural Resources b. Planning Commission 4. Approval of a Resolution of Appreciation for Environmental Commissioner Carol Mason Sherrill 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 2013 Budget Adjustment and Transfers 3. Approval of a Grant Submittal to Minnesota Clean Energy Resource Teams for Educational Kiosks and Signs for the City Hall and Community Center Solar Panels 4. Approval of a Conditional Use Permit Review, Xcel Substation, 1480 County Road D 5. Approval of a Lawful Gambling Permit for the Church of the Presentation of the Blessed Virgin Mary, 1725 Kennard Street 6. Approval of Joint Powers Agreement (JPA) With Ramsey County for Election Equipment Acquisition and Operation 7. Resolution of Support for the 2014 July 4th Event 8. Approval of Resolution Directing Modification of Existing Construction Contract, Change Order 6 with Weber, Police Department Expansion Project - Phase 2 9. Approval of Resolution Accepting Grant Funds from Friends of the Mississippi River for Fish Creek Acquisition- 10. Approval of the Resolution Accepting Donation from Friends of the Mississippi River for Fish Creek Acquisition 11. Approval for Great River Greening to Conduct Additional Restoration Work at Fish Creek 12. Approval of Resolution Adopting Assessment Roll for the Rice Street Water Services, Project 11-28 13. Approval of Resolution Accepting Assessment Roll and Ordering Assessment Hearing for November 25, 2013, Highway 36/English Street Interchange Improvements, Project 09-08 14. Approval of Resolution Directing Modification of Existing Construction Contract, Change Order No. 4, TH 36/ English Street Interchange Improvements, City Project 09-08 15. Approval of Resolution Directing Modification of Existing Construction Contract, Change Order No. 3, Gladstone Area Phase I Bid Package 2 Improvements, City Project 04-21 16. Approval of Purchase of Single Axle Plow Truck 17. Approval of Request for Proposal for Publishing and Printing Services for City Publications 18. Adoption of Proclamation to Pancreatic Cancer Action Network: Pancreatic Cancer Awareness Month H. PUBLIC HEARINGS None I. UNFINISHED BUSINESS 1. Authorize a Contract for Services for a City-Wide Parks Needs Assessment Survey with ETC Institute J. NEW BUSINESS 1. Approval of a Resolution for a Comprehensive Plan Amendment, Resolution for a Conditional Use Permit, Design Review, Parking Waiver and Wetland Buffer Requirements Waiver for Maplewood Fire Station No. 1, McKnight Road a. Planning Commission Report b. Community Design Review Board Report c. Environmental and Natural Resources Commission Report d. Approval of a Resolution for a Comprehensive Plan Amendment e. Approval of a Resolution for a Conditional Use Permit f. Approval of Design Review g. Approval of a Parking Waiver h. Approval of a Waiver of Wetland Buffer Requirements for a Public Use 2. Approval of a Resolution Adopting 2014 Rates for Utilities K. AWARD OF BIDS 1. Approval to Receive Quotes and Award Construction Contract – Police Department Expansion Project - Phase 3 L. VISITOR PRESENTATIONS M. ADMINISTRATIVE PRESENTATIONS 1. Council Meeting Calendar Update 2. Change of Council Meeting Date from December 23rd to December 19, 2013 3. Discussion On Request from N. St. Paul for Annexation of Property on Joy Road a. Declaration of Intent to Consider Closed Session to Discuss Litigation (§13D.05 subd. 3c) 4. TH 36 / English Interchange Improvements, Project 09-08, Cramer Parcel Property Negotiations (No Report) a. Declaration of Intent to Consider Closed Session (§13D.05 subd. 3c) 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. THIS PAGE IS INTENTIONALLY LEFT BLANK E1 October 14, 2013 City Council Workshop Minutes 1 MINUTES MAPLEWOOD CITY COUNCIL MANAGER WORKSHOP 5:00 P.M. Monday, October 14, 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 5:02 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 Cardinal moved to approve the agenda as submitted. Seconded by Councilmember Koppen Ayes – All The motion passed. D. UNFINISHED BUSINESS None E. NEW BUSINESS 1. Commission Interviews a. Parks & Recreation Commission City Manager Ahl gave the staff report. The following people were interviewed for a position on the Parks and Recreation Commission. 1. Rick Brandon 2. Nikki Villavicencio 2. Parks System Plan Update Parks and Recreation Director Konewko gave the staff report and introduced Consultant Bob Bierscheid. Mr. Bierscheid addressed the council and gave an update on the Parks System Plan and answered questions of the council. Council Packet Page Number 1 of 185 E1 October 14, 2013 City Council Workshop Minutes 2 3. Department of Public Safety – Driver & Vehicle Services Claims Review a. Declaration of Intent to Consider Closed Session (§ 13D.04 subd. 5) Councilmember Koppen moved to close the meeting for the purpose of discussing the driver & vehicle services claims as allowed under MN State Statute 13D.04 Subd. 5. Seconded by Councilmember Juenemann Ayes – All The motion passed. Mayor Rossbach called the meeting back to order and gave a brief synopsis of the discussion during the closed session. F. ADJOURNMENT Mayor Rossbach adjourned the meeting at 6:20 p.m. Council Packet Page Number 2 of 185 E2 October 14, 2013 1 City Council Meeting Minutes MINUTES MAPLEWOOD CITY COUNCIL 7:00 p.m., Monday, October 14, 2013 Council Chambers, City Hall Meeting No. 18-13 A. CALL TO ORDER A meeting of the City Council was held in the City Hall Council Chambers and was called to order at 7:07 p.m. by Mayor Rossbach. Mayor Rossbach introduced Noah, a student that was attending the council meeting as part of his school project to study what the council does. B. PLEDGE OF ALLEGIANCE The Pledge of Allegiance was led by Noah. 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 N1. Early Voting N2. MCC Postings Councilmember Juenemann moved to approve the agenda as amended. Seconded by Councilmember Koppen Ayes – All The motion passed. E. APPROVAL OF MINUTES 1. Approval of September 23, 2013 City Council Meeting Minutes Councilmember Juenemann noted that the councilmember that seconded agenda item I1 needs to be added. Councilmember Cave moved to approve the September 23, 2013 City Council Meeting Minutes as amended. Seconded by Councilmember Cardinal Ayes – All The motion passed. Council Packet Page Number 3 of 185 E2 October 14, 2013 2 City Council Meeting Minutes F. APPOINTMENTS AND PRESENTATIONS 1. 3M Companies -- Doug Stang; Information and Photos of Groundbreaking Ceremony for R & D Facility Doug Stang from 3M Public Affairs addressed the council and gave the presentation on the 3M Research and Development Facility. 2. Adoption of Proclamation Declaring the Week of October 20-26, 2013 as Minnesota Manufacturers’ Week in the City of Maplewood a. Neng Lee, Minnesota Department of Employment and Economic Development (DEED) b. Gladstone Window and Door c. Truck Utilities d. Garden Fresh Farms Mayor Rossbach gave the report and read the Minnesota Manufacturers’ Week Proclamation from the City of Maplewood. He further read the Proclamation from the State of Minnesota signed by Governor Mark Dayton. Mayor Rossbach read and then presented Gladstone Window and Door, Truck Utilities and Garden Fresh Farms each with a Certificate of Commendation from the Governor Mark Dayton. Neng Lee from the Minnesota Department of Employment and Economic Development was present and addressed the council to give additional information about manufacturing firms in Minnesota. He also gave additional information on Tour of Manufacturing MN website. Councilmember Juenemann moved to approve the Proclamation Declaring October 20th through October 26th Minnesota Manufacturers’ Week in Maplewood. CITY OF MAPLEWOOD PROCLAMATION MINNESOTA MANUFACTURERS’ WEEK WHEREAS, the manufacturing industry is a dynamic part of Minnesota’s economy, and promotion of this sector’s strength, success and high quality of life is an integral part of Minnesota’s economic development strategy; and WHEREAS, manufacturing provides high skill, high wage jobs, which significantly contribute to Minnesota’s high standard of living and economic vitality; and WHEREAS, Minnesota has 300,200 manufacturing jobs statewide or 14 percent of all private-sector jobs; and WHEREAS, manufacturing contributes more than $30 billion to the state economy and represents 17 percent of the Minnesota’s gross domestic product; and WHEREAS, manufacturing has the second-largest payroll of any business sector in the state, providing $16.1 billion in 2009 wages; and WHEREAS, the City of Maplewood has 63 manufacturing companies within its borders, Council Packet Page Number 4 of 185 E2 October 14, 2013 3 City Council Meeting Minutes employing 486 people. WHEREAS, the City of Maplewood encourages the community, local and regional Chambers of Commerce, trade associations and individual companies to mark the week with special events recognizing the economic importance of the sector; and THEREFORE BE IT RESOLVED that the City Council of the City of Maplewood does hereby proclaim that the week of October 20 – 26, 2013 shall be observed as: Minnesota Manufacturers’ Week in the City of Maplewood, on this 14th day of October, 2013. Seconded by Councilmember Cardinal Ayes – All The motion passed. 3. Adoption of Proclamation to Tubman Family Alliance: Domestic Violence Aw areness Month Police Chief Schnell gave the staff report and introduced Beverly C. Dusso, President and Chief Executive Officer of Harriet Tubman Family Alliance. Mayor Rossbach read and presented Ms. Dusso with the Proclamation Proclaiming October as National Domestic Violence Awareness Month. Ms. Dusso gave additional information about the Harriet Tubman Family Center. Councilmember Juenemann moved to approve the Proclamation to Tubman Family Alliance declaring October as National Domestic Violence Awareness Month. PROCLAMATION City of Maplewood Proclaims October National Domestic Violence Awareness Month WHEREAS, in the United States one in every four women will experience domestic violence in her lifetime, and the cost of intimate partner violence in America exceeds $5.8 billion dollars each year, with $4.1 billion directly related to associated medical and mental health services; and WHEREAS, in Minnesota, during 2012, at least 14 women were killed by a current or former husband, boyfriend, or intimate partner and at least 1 man was murdered in a case where the suspected, alleged, or convicted perpetrator was a current or former intimate partner and at least 11 children were left motherless as a result of domestic homicide; and WHEREAS, boys who witness domestic violence are twice as likely to abuse their own partners when they become adults and in the City of Maplewood police officers respond to more than 500 domestic violence-related calls for service each year; and WHEREAS, it is recognized that as a community we cannot assume there is nothing we can do to prevent and/or meaningfully intervene in domestic violence; NOW, THEREFORE, BE IT RESOLVED, that the City of Maplewood recognizes October as National Domestic Violence Awareness Month, a time to give thoughtful Council Packet Page Number 5 of 185 E2 October 14, 2013 4 City Council Meeting Minutes consideration to domestic and family violence being among the most serious public safety issues of our time; and BE IT FURTHER RESOLVED, that we encourage our fellow citizens, non-governmental organizations, and local faith communities to become involved in domestic violence prevention and encourage the use of available resources such as Harriet Tubman Center, which can help families touched by domestic violence; and FINALLY, BE IT FURTHER RESOLVED, that the City Council of the City of Maplewood supports and encourages the establishment of a clear and coordinated domestic violence response protocol related to domestic and family violence. This 14th day of October 2013. Seconded by Councilmember Koppen Ayes – All The motion passed. 4. Appointment to Parks & Recreation Commission a. Resolution for Appointment City Manager Ahl gave the staff report. Councilmember Juenemann moved to approve the Resolution to appoint Candidate to the Parks & Recreation Commission. RESOLUTION 13-10-975 BE IT RESOLVED THAT THE CITY COUNCIL OF MAPLEWOOD, MINNESOTA: Hereby appoints the following individuals, who have interviewed with the Maplewood City Council, to serve on the following commissions: Parks & Recreation Commission - Nikki Villavicencio, term expires 4/30/2014 Seconded by Councilmember Cardinal Ayes – All The motion passed. G. CONSENT AGENDA Councilmember Juenemann moved to approve agenda items G1-G14. Seconded by Councilmember Cave Ayes – All The motion passed. 1. Approval of Claims Councilmember Juenemann moved to approve the Approval of Claims. Council Packet Page Number 6 of 185 E2 October 14, 2013 5 City Council Meeting Minutes ACCOUNTS PAYABLE: $ 518,875.04 Checks # 90726 thru # 90767 dated 09/24/13 $ 426,067.32 Disbursements via debits to checking account dated 09/16/13 thru 09/20/13 $ 655,006.57 Checks # 90769 thru # 90825 dated 10/01/13 $ 271,260.96 Disbursements via debits to checking account dated 09/23/13 thru 09/27/13 $ 1,180,831.03 Checks # 90826 thru # 90884 dated 09/30/13 thru 10/08/13 $ 992,803.29 Disbursements via debits to checking account dated 09/30/13 thru 10/04/13 $ 4,044,844.21 Total Accounts Payable PAYROLL $ 507,968.23 Payroll Checks and Direct Deposits dated 09/27/13 $ 879.50 Payroll Deduction check # 9989564 thru # 9989566 dates 09/27/13 $ 508,847.73 Total Payroll $ 4,553,691.94 GRAND TOTAL Seconded by Councilmember Cave Ayes – All The motion passed. 2. Approval of Summary Ordinance for the Subsurface Sewage Treatment System Ordinance Councilmember Juenemann moved to approve the Subsurface Sewage Treatment System Ordinance Summary Publication. City of Maplewood Ordinance No. 934 - Summary An Ordinance to the Maplewood Municipal Code Regarding Subsurface Sewage Treatment Systems On September 23, 2013, the Maplewood City Council adopted a Subsurface Sewage Treatment System (SSTS) ordinance to comply with new state rules regulating septic systems. The City’s Council Packet Page Number 7 of 185 E2 October 14, 2013 6 City Council Meeting Minutes previous SSTS ordinance was adopted in 2002. Following is a summary of the new ordinance: 1. Purpose - to establish minimum requirements for regulation of septic systems for the treatment and dispersal of sewage within the City in order to protect public health and safety, groundwater quality, and prevent or eliminate the development of public nuisances. 2. Management Plans - required for all new or replaced systems. 3. Operating Permit - required for SSTS with a pretreatment device, custom engineered design, or design flow of more than 5,000 gallons per day. 4. Compliance Inspections - required for construction of a new system; modification, upgrade, or repair of existing systems; prior to issuance of building permits for bedroom additions; expansion or change in use of the building or property being served by the system that might impact performance of the system; and at time of property transfer. 5. Maintenance – maintenance inspections required every three years. 6. Abandonment – requirement that all systems no longer in use be abandoned. 7. Administration of the ordinance: a. Trained Administrator - the City is required to designate an individual at the City who is trained in the administrative requirements of the SSTS program. b. Licensed Inspector – the City shall employ or retain under contract a qualified and appropriately licensed professional to administer and operate the SSTS program. c. Maintenance Inspections – the City is will create an administrative process to ensure that property owners submit the required maintenance inspections to the City every three years. The SSTS ordinance goes into effect after publication. An official copy of the SSTS ordinance is on file in the office of the Maplewood City Clerk, 1830 County Road B East, Maplewood, or can be obtained on the city’s website at www.ci.maplewood.mn.us/septic. Questions regarding this ordinance should be directed to Steve Love, Assistant City Engineer at (651) 249-2404 or steve.love@ci.maplewood.mn.us. Seconded by Councilmember Cave Ayes – All The motion passed. 3. Approval of Resolution Certifying Election Judges for the November 5, 2013 General Municipal Election Councilmember Juenemann moved to approve the Resolution Certifying Election Judges for the November 5, 2013 General Municipal Election. RESOLUTION 13-10-976 RESOLUTION ACCEPTING ELECTION JUDGES RESOLVED, that the City Council of Maplewood, Minnesota, accepts the following list of Election Judges for the 2013 General Election to be held on Tuesday, November 5, 2013. Ahrens, Fran Aikens, Meridith Allen, Jim Anderson, Nancy Anderson, Suzanne Ansari, Ahsan Arnold, Ajla Babin, Paul Bartelt, Joan Bedor, David Beggs, Regan Behr, Jeanette Belland, Jaime Berry, Robert (Bud) Bjorklund, Diane Bolden, Donita Booher, Michele Bortz, Albert Council Packet Page Number 8 of 185 E2 October 14, 2013 7 City Council Meeting Minutes Bortz, Jeanne Brandon, Ginny Brandon, Richard Bunkowske, Bernice Carle, Jeanette Carol, Thomalla Carson, Helen Combe, Edward Connelly, Thomas Conover, Florence Danielson, Nate D'Arcio, India DeBernardi, Nancy Desai, Kalpana DeZelar, Phil Dickson, Helen Jean Dittli, Albin Droeger, Diane Duellman, Audrey Dunham, Bob Eickhoff, Carolyn Ewald, Jeanne Fitzgerald, Delores Fowler, Cynthia Franzen, Nick Freer, Mary Jo Fuller, Mary Katherine Gaboury, Shirley Garvey, Terrence Gebauer, Victor Gerten, John Gierzak, Sister Clarice Golaski, Diane Gudknecht, Jamie Gustafson, Dianne Guthrie, Rosie Haddad, Joyce Hahn , Sandra Hahn , Vonna Hanson, Joan Harder, Mary Hart, Barbara Herber, Darlene Hervig, Cindy Hinnenkamp, Gary Hulet, Jeanette Hulet, Robert Jagoe, Carol Jahn, David Jensen, Robert Johannessen, Judith Johansen, Kathleen Johnson, Warren Jones, Shirley Kapfer, Deb Kipka, Judy Kirchoff, Harold Knauss, Carol Knutson, Lois Kramer, Dennis Kreger, Jason Kwapick, Jackie Lampe, Charlotte Larson, Michelle Layer, Stephanie Layer, Tom Leiter, Barbara Leonard, Claudette Liptak, Marianne Loipersbeck, Darlene Loipersbeck, Jules Mahowald, Valerie Mahre, Jeri Mammenga II, Donald Manthey, John Maskrey, Thomas McCann, John McCarthy, Peggy McCauley, Judy Mechelke, Mary Lou Millette, James Moreno, Marlene Muenchow, Mike Myster, Thomas Nelson, Clare Nelson, Percy Newcomb, Mary Nichol, Jane Nichols, Miranda Nissen, Helen Norberg, Ann O'Brien, D. William (Bill) Olson, Anita Olson, Lois Parent, Dian Pedersen, Bernard Peper, Marilyn Posch, Roger Putz, Shelly Putz, Steve Renslow, Rita Rodriguez, Vincent Rudeen, Elaine Sagert, Chris Sandberg, Janet Sands, Warren Sauer, Kathleen Sawyer, Sharon Scharnott, Thomas Schluender, Cynthia Schmidt, William Schneider, Mary Ann Schramel, Betty Schramel, Jim Schultz, Louise Seitz, James Seyfer, Deborah Shores, Teresa Skaar, Delaney Skaar, Steven Skaar, Susan Spangler, Bob Stafki, Tim Steenberg, Judith Steenberg, Richard Storm, Mary Taylor, Lori Thomforde, Faith Tourville, Michael Trippler, Dale Tschida, Micki Urbanski, Carolyn Urbanski, Holly Urbanski, William Vanek, Mary Wasmundt, Gayle Wolfgram, Dorothy Yorkovich, Cindy Zian, Helen Zipko, Leroy Seconded by Councilmember Cave Ayes – All Council Packet Page Number 9 of 185 E2 October 14, 2013 City Council Meeting Minutes 8 The motion passed. 4. Approval of Annual Maplewood Historical Society Payment Councilmember Juenemann moved to approve the Annual Maplewood Historical Society Payment in the amount of $2,0000. Seconded by Councilmember Cave Ayes – All The motion passed. 5. Approval of Resolution Directing Modification of Existing Construction Contract, Change Order 2 with Weber, Police Department Expansion Project - Phase 1A Councilmember Juenemann moved to approve the Resolution Directing Modification of Existing Construction Contract, Change Order No. 2, for the Police Department Expansion Project – Phase 1A. RESOLUTION 13-10-977 DIRECTING MODIFICATION OF EXISTING CONSTRUCTION CONTRACT POLICE DEPARTMENT EXPANSION PROJECT - PHASE 1A, CHANGE ORDER NO. 2 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. 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. 2 which is an increase of $2,456.48. The revised contract amount is $169,392.99. Adopted by the Maplewood City Council on this 14th day of October 2013. Seconded by Councilmember Cave Ayes – All The motion passed. 6. Approval of Resolution Directing Modification of Existing Construction Contract, Change Order 5 with Weber, Police Department Expansion Project - Phase 2 Councilmember Juenemann moved to approve the Resolution Directing Modification of Existing Construction Contract, Change Order No. 5 with Weber for the Police Department Expansion Project – Phase 2. RESOLUTION 13-10-978 Council Packet Page Number 10 of 185 E2 October 14, 2013 City Council Meeting Minutes 9 DIRECTING MODIFICATION OF EXISTING CONSTRUCTION CONTRACT POLICE DEPARTMENT EXPANSION PROJECT - PHASE 2, CHANGE ORDER NO. 5 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. 5. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF MAPLEWOOD, MINNESOTA, that: 2. The Mayor is hereby authorized and directed to modify the existing contract by executing said Change Order No. 5 which is a decrease of $2,402.75. The revised contract amount is $370,622.88. Adopted by the Maplewood City Council on this 14th day of October 2013. Seconded by Councilmember Cave Ayes – All The motion passed. 7. Approval to Amend Contract with The Conservation Fund to Extend Sale of Real Estate for Fish Creek Councilmember Juenemann moved to approve the Amendment to the Contract with the Conservation Fund to Extend the Sale of Real Estate for Fish Creek and authorize the Mayor to sign the contract extension. Seconded by Councilmember Cave Ayes – All The motion passed. 8. Approval of Joint Powers Agreement With Ramsey County For Violent Crime Enforcement Team Councilmember Juenemann moved to approve the Joint Powers Agreement with Ramsey County for Violent Crime Enforcement Team. Seconded by Councilmember Cave Ayes – All The motion passed. 9. Approval of 3M Developer Agreement, Project 12-15 Councilmember Juenemann moved to approve the Developer Agreement with 3M Company for the Research and Development Facility, Project 12-15 and authorize the Mayor and City Manager to execute the agreement signifying City Council approval; and authorize the City Attorney to make minor changes. Council Packet Page Number 11 of 185 E2 October 14, 2013 City Council Meeting Minutes 10 Seconded by Councilmember Cave Ayes – All The motion passed. 10. Approval of Resolution to Enter Into Cooperative Agreement with MnDOT for East Metro Public Safety Training Facility, Project 09-09 Councilmember Juenemann moved to approve the Resolution to Enter into a Cooperative Agreement with MNDOT for the East Metro Public Safety Training Facility, City Project 09-09 and direct the Mayor and City Manager to sign the agreement signifying city council approval. Minor revisions can be approved by the City Attorney. RESOLUTION 13-10-979 IT IS RESOLVED that the City of Maplewood enter into Mn/DOT Agreement No. 04443 with the State of Minnesota, Department of Transportation for the following purposes: To provide for payment by the State to the City of the State’s share of the costs of the signal replacement construction and other associated construction to be performed upon, along and adjacent to Trunk Highway No. 120 (Century Avenue/Geneva Avenue) at the intersection of Trunk Highway No. 5 (34th Street North) North Junction within the corporate City limits under State Project No. 6227-80. IT IS FURTHER RESOLVED that the Mayor and the City Manager are authorized to execute the Agreement and any amendments to the Agreement. Seconded by Councilmember Cave Ayes – All The motion passed. 11. Approval of Maintenance Agreement With Washington County, Ramsey County, and Woodbury, Project 03-15, Century Avenue Improvements Councilmember Juenemann moved to approve the Maintenance Agreement with Washington County, Ramsey County and the City of Woodbury for the Century Avenue Improvements, City Project 03-15 and authorize the Mayor and City Manager to sign the agreement signifying council approval. Minor revisions can be approved by the City Attorney. Seconded by Councilmember Cave Ayes – All The motion passed. 12. Approval of Purchase of Fleet Maintenance Parallelogram Lift Councilmember Juenemann moved to approve to enter into a contract with Benco Equipment for the Purchase of a Stertil Koni SKY 250 Lift under the MN State Contract #438688 in the amount of $130,940. Seconded by Councilmember Cave Ayes – All Council Packet Page Number 12 of 185 E2 October 14, 2013 City Council Meeting Minutes 11 The motion passed. 13. Approval of Purchase of Single Axle Plow Truck Councilmember Juenemann moved to approve to enter into a contract with Nuss Truck & Equipment for the purchase of a 2013 Mack GU712 Chassis under the MN State Contract #61010; and enter into a contract with Towmaster Truck Equipment for the purchase of a 2013 Dump Body, Plow and Equipment under the MN State Contract #61353 in the amount of $183,996.24 Seconded by Councilmember Cave Ayes – All The motion passed. 14. Ap proval of Consulting Contract for Marketing and Advertising Councilmember Juenemann moved to approve the Consulting Contract for Marketing and Advertising with Carey Communications through December 2014 and authorize the City Manager and Director of Citizen Services to sign the same. Seconded by Councilmember Cave Ayes – All The motion passed. H. PUBLIC HEARING 1. Approval of Second Reading Amending the Ordinance Regulating Off-Sale Intoxicating Liquor Licenses Distance Requirements and Lifting the Moratorium on New Off-Sale Licenses City Clerk/Citizen Services Director Guilfoile gave the staff report. Mayor Rossbach opened the public hearing. No one spoke. Mayor Rossbach closed the public hearing. Councilmember Juenemann moved to approve the second reading of Sec. 6-169 that governs the distance requirements between existing and new off-sale intoxicating liquor licensed premises from 1,000 feet to 2,640 feet measuring the distance from main entrance to main entrance and lift the current moratorium on the issuance of new off-sale intoxicating liquor licensed premises. ORDINANACE 932 Sec. 6-169 Ineligibility of certain premises. No off-sale license shall be issued under this division for premises located 2,640 feet from an existing off-sale premise. Licensed premises that fall within 2,640 feet of each other before October 25, 2013, shall be exempt from the 2,640 foot requirement until that time that the licensed establishment is sold for a purpose other than an off-sale liquor store. The distance between premises shall be measured from main entrance to main entrance. Council Packet Page Number 13 of 185 E2 October 14, 2013 City Council Meeting Minutes 12 Seconded by Councilmember Cardinal Ayes – Mayor Rossbach, Council Members Cardinal, Cave and Juenemann Abstain – Councilmember Koppen The motion passed. I. UNFINISHED BUSINESS 1. Approval of Purchase of Carts Through the Recycling Contract Assistant City Manager/Community Development Director Coleman gave the staff report. City Manager Ahl gave additional information and answered questions of the council. Councilmember Cardinal moved to form an agreement with Tennis Sanitation to lease the carts for recycling for one year. Seconded by Councilmember Cave Councilmember Cardinal withdrew his motion. Councilmember Juenemann moved to table the Purchase of Carts through the Recycling Contract for 6 weeks until the November 25, 2013 meeting to allow time for the Ramsey County Manager to review process and drafting of the final grant agreement which will outline specifics of how the grant monies can be used. Seconded by Councilmember Cardinal Ayes – All The motion passed. 2. Approval of 2014 Charitable Gambling Awards Assistant City Manager/Community Development Director Coleman gave the staff report. City Manager Ahl answered questions of the council. Police Chief Schnell answered additional questions of the council. Councilmember Cave moved to approve the 2014 Charitable Gambling Awards: Organization Amount Requested Proposed Award American Red Cross - TC Area Chapter $2,000.00 $0* Boy Scout Troop 461 $1,000.00 $630 Boy Scout Troup 197 $2,000.00 $1,080 CHILD Inc $200.00 $80 Dispute Resolution Center $2,000.00 $940 District 622 Education Foundation $2,500.00 $1,310 District 622 Fusion Drumline $2,700.00 $0* Gethsemane Lutheran School $10,000.00 $830 Hmong American Education Fund $4,490.00 $1,600 Maple Tree Monastery Childcare Center $762.50 $0* Council Packet Page Number 14 of 185 E2 October 14, 2013 City Council Meeting Minutes 13 Maplewood Area Historical Society $19,547.00 $7,889 Maplewood Fire Fighters Flower Fund $900.00 $250 Maplewood Monarchs S.O. Team $3,000.00 $1,400 Maplewood Police Explorers $5,000.00 $2,420 Maplewood Police Reserves $5,000.00 $2,660 Maplewood Youth Scholarship Fund $3,500.00 $1,780 Ramsey County Fair $3,500.00 $2,360 Second Chance Animal Rescue $800.00 $160 Simon Youth Foundation - Maplewood Mall $300.00 $50 St. Jerome's Catholic School $3,457.00 $580 St. Mary's Health Clinics $15,000.00 $3,000 The Salvation Army $3,000.00 $680 Tubman Family Alliance $1,500.00 $350 Webster Elementary School $3,800.00 $580 White Bear Area YMCA $3,000.00 $1,310 Fund Reserves $61 TOTAL AMOUNT OF REQUESTS $98,957 $32,000 Seconded by Councilmember Cardinal Ayes – All The motion passed. J. NEW BUSINESS 1. Approval of an Annual Currency Exchange License Renewal for EZ Cash Maplewood LLC, 3035 White Bear Avenue City Clerk/Citizen Services Director Guilfoile gave the staff report and answered questions of the council. Councilmember Cave moved to approve the Currency Exchange License Renewal for EZ Cash Maplewood, LCC located at 3035 White Bear Avenue. Seconded by Councilmember Juenemann Ayes – All The motion passed. 2. Preliminary Approval for Issuance of Refunding Bonds Finance Director Bauman gave the staff report. Councilmember Juenemann moved to give preliminary approval of the Resolution for the sale of $3,805,000 General Obligation Refunding Bonds Series 2013B. RESOLUTION 13-10-980 RESOLUTION PROVIDING FOR THE COMPETITIVE NEGOTIATED SALE OF $3,805,000 GENERAL OBLIGATION REFUNDING BONDS, SERIES 2013B A. WHEREAS, the City Council of the City of Maplewood, Minnesota (the "City"), has heretofore determined that it is necessary and expedient to issue $3,805,000 General Council Packet Page Number 15 of 185 E2 October 14, 2013 City Council Meeting Minutes 14 Obligation Refunding Bonds, Series 2013B (the "Bonds") to (i) refund in full the February 1, 2015 through February 1, 2021 maturities of the City’s General Obligation Refunding Bonds, Series 2004A, dated April 1, 2004; (ii) refund a portion of the August 1, 2018 maturity and refund in full the August 1, 2019 through August 1, 2024 maturities of the City’s General Obligation Improvement Bonds, Series 2004B, dated August 1, 2004; and B. WHEREAS, the City has retained Springsted Incorporated, in Saint Paul, Minnesota ("Springsted"), as its independent financial advisor and is therefore authorized to sell these obligations by a competitive negotiated sale in accordance with Minnesota Statutes, Section 475.60, Subdivision 2(9); and NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Maplewood, Minnesota, as follows: 1. Authorization. The City Council hereby authorizes Springsted to solicit proposals for the competitive negotiated sale of the Bonds. 2. Meeting; Proposal Opening. This City Council shall meet at the time and place specified in the Terms of Proposal attached hereto as Exhibit A for the purpose of considering sealed proposals for, and awarding the sale of, the Bonds. The proposals shall be received at the offices of Springsted and shall be opened at the time specified in such Terms of Proposal. 3. Terms of Proposal. The terms and conditions of the Bonds and the negotiation thereof are fully set forth in the "Terms of Proposal" attached hereto as Exhibit A and hereby approved and made a part hereof. 4. Official Statement. In connection with the sale, the City Clerk, Mayor and other officers or employees of the City are hereby authorized to cooperate with Springsted and participate in the preparation of an official statement for the Bonds, and to execute and deliver it on behalf of the City upon its completion. Seconded by Councilmember Koppen Ayes – All The motion passed. 3. Approval of Resolution Supporting Police Department Policy Development Police Chief Schnell gave the staff report Councilmember Cardinal moved to approve the Resolution in support of Police Department Policy Development regarding response to domestic violence incidents involving law enforcement officers and/or high-profile persons. RESOLUTION 13-10-981 A RESOLUTION OF SUPPORT FOR THE ESTABLISHMENT AND IMPLEMENTATION OF MAPLEWOOD POLICE DEPARTMENT POLICIES PERTAINING TO POLICE OFFICER-PERPETRATED DOMESTIC VIOLENCE AND POLICE RESPONSE TO DOMESTIC VIOLENCE BY PUBLIC FIGURES WHEREAS, October is national Domestic Violence Awareness Month; and Council Packet Page Number 16 of 185 E2 October 14, 2013 City Council Meeting Minutes 15 WHEREAS, law enforcement has played a key role in the overall criminal justice system’s improvements to effectively respond to domestic violence; and WHEREAS, the challenge posed by domestic violence to law enforcement agencies becomes even greater when police officers and other criminal justice system professionals are implicated; and WHEREAS, consistency in the response to domestic violence regardless of community status, profile, or background is a matter of public trust and leadership; and WHEREAS, the International Association of Chiefs of Police prepared model “best practices” policies for consideration by local units of government that make an affirmative statement that domestic violence will not be tolerated; NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Maplewood, Minnesota: 1. That we support the Maplewood Police Department’s effort to develop and implement policies pertaining to police officer-perpetrated domestic violence and response protocols for domestic violence involving public figures; and 2. Direct that the Maplewood Police Department continue all efforts toward implementing effective and efficient strategies to prevent and intervene in incidents of domestic and family violence. Adopted this 14th day of October 2013 Seconded by Councilmember Juenemann Ayes – All The motion passed. K. AWARD OF BIDS None L. VISITOR PRESENTATION None M. ADMINISTRATIVE PRESENTATIONS 1. Council Calendar Update City Manager Ahl gave an update to the City Council Calendar. 2. Cancellation of the November 4, 2013 Council Manager Workshop Councilmember Cardinal moved to cancel the November 4, 2013 City Council Manager Workshop Meeting. Seconded by Councilmember Juenemann Ayes – All Council Packet Page Number 17 of 185 E2 October 14, 2013 City Council Meeting Minutes 16 The motion passed. N. COUNCIL PRESENTATIONS 1. Early Voting Councilmember Juenemann clarified that it is not early voting in Maplewood, it is absentee voting. Maplewood residents can vote by absentee at City Hall from 8:00 a.m. to 4:30 p.m. Monday through Friday, from 10:00 a.m. to 3:00 p.m. on the Saturday before the election and from 8:00 a.m. to 5:00 p.m. the Monday before the election. 2. MCC Postings Councilmember Cardinal requested that city staff is consistent in our policy for what is permitted to be posted at the Community Center and what is permitted at city hall. O. ADJOURNMENT Mayor Rossbach adjourned the meeting at 8:27 p.m. Council Packet Page Number 18 of 185 MEMORANDUM TO: R. Charles Ahl, City Manager FROM: Michael Thompson, City Engineer/Director of Public Works DATE: 10/22/13 SUBJECT: APWA Sustainability Award Presentation Introduction The city council will be presented with the prestigious National Award for Sustainability Practices from the American Public Works Association. Discussion The American Public Works Association acknowledged the City’s leadership in sustainability by awarding Maplewood the 2013 Sustainability Practices Award. This prestigious national award recognizes Maplewood’s contributions to promoting sustainability city-wide through planning, infrastructure investment, design standards, education, and daily operations in an environmentally and socially responsible way. Maplewood’s sustainability practices and accomplishments are many and varied including: Vision – considering sustainability through comprehensive plan efforts such as greenway planning, trail systems, and preserving open space. Living Streets – defined as a complete green street that provides for active living with multiple modes of transportation while also reducing environmental impacts by lessening impervious surface, managing stormwater, and providing shade. The City’s first Living Streets demonstration project was constructed in 2012 in the Bartelmy-Meyer neighborhood. Stormwater Management – improves water quality through the implementation of stormwater best practices, such as rainwater gardens, in all new and redevelopment sites and road improvement projects. Today, the City has over 700 home rainwater gardens and over 60 rainwater gardens on City property. Sustainable Operations – City operations which are planned and carried out with full consideration of how environmental factors affect long-term goals. Constant adjustments to City operations have contributed to reducing environmental impacts such as adoption of an environmental purchasing policy, reduction of salt in snow plowing, right sizing the City’s fleet, spring and fall street sweepings, reduction in the amount of mowed turf in parks and City property, trash hauling and recycling efficiencies, and energy efficiency upgrades in City buildings. F2 Council Packet Page Number 19 of 185 Maplewood’s ability to influence change and lead a sustainable approach to infrastructure replacement and operations is driven by a culture that has become ingrained into Maplewood’s identity. The success is the result of support from all levels of the community including elected officials, management, staff, and citizens. Budget Impact No budget action needed. Recommendation No action required. F2 Council Packet Page Number 20 of 185 F3 MEMORANDUM TO: City Council FROM: Charles Ahl, City Manager Sarah Burlingame, Senior Administrative Assistant DATE: October 22, 2013 SUBJECT: Resolution for Appointment to Commissions a. Environmental & Natural Resources b. Planning Commission Introduction/Background The Planning Commission has 2 openings, one due to a resignation and one to fill a term that expires at the end of the year. The Environmental & Natural Resources Commission has one opening due to a term ending in September. Staff has advertised for these positions and received 5 applications. The City has advertised and accepted applications from interested individuals. The City Council then interviewed the candidates for this commission and filled out ballots during the Workshop prior to this meeting, which staff has tallied. Budget Impact None Recommendation Staff recommends the City Council approve the attached resolution to appoint candidates to the commissions indicated. Planning Commission - ___________________, term expires 12/31/2014 - ___________________, term expires 12/31/2016 Environmental & Natural Resources Commission - ___________________, term expires 9/30/2016 Attachments 1. Resolution for Appointment Council Packet Page Number 21 of 185 F3, Attachment 1 RESOLUTION NO. ______ BE IT RESOLVED THAT THE CITY COUNCIL OF MAPLEWOOD, MINNESOTA: Hereby appoints the following individuals, who have interviewed with the Maplewood City Council, to serve on the following commissions: Planning Commission - ___________________, term expires 12/31/2014 - ___________________, term expires 12/31/2016 Environmental & Natural Resources Commission - ___________________, term expires 9/30/2016 Council Packet Page Number 22 of 185 F4 MEMORANDUM TO: Chuck Ahl, City Manager FROM: Shann Finwall, AICP, Environmental Planner DATE: October 22, 2013 SUBJECT: Approval of a Resolution of Appreciation for Environmental Commissioner Carol Mason Sherrill Introduction Carol Mason Sherrill has been a member of the Environmental and Natural Resources Commission for six years and ten months, serving from November 27, 2006 to September 30, 2013 and she served on the Environmental and Natural Resources Committee prior to her Commission appointment. Background The Environmental and Natural Resources Commission recommended approval of a Resolution of Appreciation for Carol Mason Sherrill on October 21, 2013. Recommendation Approve the attached resolution of appreciation for Carol Mason Sherrill for her years of service on the Environmental and Natural Resources Commission. Attachment 1. Resolution of Appreciation Council Packet Page Number 23 of 185 F4, Attachment 1 RESOLUTION OF APPRECIATION WHEREAS, Carol Mason Sherrill has been a member of the Maplewood Environmental and Natural Resources Commission for six years and ten months, serving from November 27, 2006 to September 30, 2013 and she served on the Environmental and Natural Resources Committee for two years prior to her Commission appointment. Ms. Mason Sherrill has served faithfully in those capacities; and WHEREAS, the Environmental and Natural Resources Commission has appreciated her experience, insights and good judgment; and WHEREAS, Ms. Mason Sherrill has freely given of her time and energy, without compensation, for the betterment of the City of Maplewood; and WHEREAS, Ms. Mason Sherrill has shown dedication to her duties and has consistently contributed her leadership and efforts for the benefit of the City. NOW, THEREFORE, IT IS HEREBY RESOLVED for and on behalf of the City of Maplewood, Minnesota, and its citizens that Carol Mason Sherrill is hereby extended our gratitude and appreciation for her dedicated service. Passed by the Maplewood City Council on October 28, 2013. _________________________________ Will Rossbach, Mayor Passed by the Maplewood Environmental and Natural Resources Commission on October 21, 2013. _________________________________ Judith Johannessen, Chairperson Attest: ________________________________ Karen Guilfoile, City Clerk Council Packet Page Number 24 of 185 S:\FINANCE\APPROVAL OF CLAIMS\2013\AprClms 10-11 and 10-18.xlsx TO:Chuck Ahl, City Manager FROM:Gayle Bauman, Finance Director DATE: SUBJECT:Approval of Claims 1,180,831.03$ Checks # 90826 thru # 90884 dated 09/30/13 thru 10/08/13 260,326.24$ Disbursements via debits to checking account dated 10/14/13 thru 10/18/13 313,991.08$ Checks # 90885 thru # 90933 dated 10/15/13 483,790.78$ Disbursements via debits to checking account dated 10/15/13 thru 10/18/13 2,238,939.13$ Total Accounts Payable 527,398.77$ Payroll Checks and Direct Deposits dated 10/11/13 1,084.00$ Payroll Deduction check # 9989593 thru # 9989595 dated 10/11/13 528,482.77$ Total Payroll 2,767,421.90$ GRAND TOTAL 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 MEMORANDUM October 28, 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: G1 Council Packet Page Number 25 of 185 S:\FINANCE\APPROVAL OF CLAIMS\2013\AprClms 10-11 and 10-18.xlsx Check Description Amount 90826 05273 PERFORMANCES MCC SEPT 26 1,440.00 90827 05260 VIGILANT VIDEO MOBILITY LPR SYSTEM - 2 15,325.88 90828 02396 REIMB FOR MILEAGE 7/29 - 9/20 107.80 90829 00526 PROJ 09-08 HWY 36/ENGLISH PMT#11 825,207.15 90830 00687 HAZARD TREE REMOVAL & TRIMMING 4,718.16 00687 STUMP GRINDING/MISC - JUNE STORM 3,968.06 90831 02728 PROJ 11-14 PROF SRVS THRU 8/31 1,180.57 90832 01085 MONTHLY PREMIUM - OCTOBER 3,056.80 90833 01941 TROPHIES - SOCCER 902.18 01941 TROPHIES - SOCCER 269.10 01941 TROPHIES - FLAG FOOTBALL 32.76 90834 01190 ELECTRIC & GAS UTILITY 27,757.25 01190 ELECTRIC & GAS UTILITY 6,926.32 01190 ELECTRIC UTILITY 122.58 01190 ELECTRIC UTILITY 52.21 01190 ELECTRIC UTILITY 15.45 90835 01798 CONTRACT GASOLINE - SEPT 14,777.76 90836 02411 SCBA TESTING/SERVICE 1,215.00 90837 04848 MONTHLY PREMIUM - OCTOBER 280.99 90838 05095 PROJ 09-08 IRRIGATION LINE 1285 COPE 369.52 90839 01974 REFUND BLUE CROSS FOR TRANS MEDIC 392.56 90840 05234 SQUAD CAR WASHES 8/9 - 9/25 154.62 90841 00230 LIMESTONE FOR GERANIUM PARK 100.25 90842 05276 POLICE K9 KENNEL FENCING 280.00 90843 05215 FLAG FOOTBALL INSTRUCTION 160.00 90844 03619 SEWER CLEANING & TELEVISING 190.00 90845 05207 APPLICANT BACKGROUND CHECKS 60.00 90846 00472 CONSULTING FEES 9/9 - 9/20 1,175.00 90847 05064 FIRE HOSE TESTING 3,823.75 90848 05275 RECYCLING TIRES 265.00 90849 00531 BLACK DIRT GERANIUM PARK 416.82 90850 02929 LTC MONTHLY PREMIUM - OCTOBER 366.84 90851 04947 PROJ 11-15 MILLS/OVERLAYS PMT#6 199,789.73 90852 05216 REIMB FOR TUITION & BOOKS 5/9-8/15 1,501.98 90853 02995 AWAIR & RIGHT TO KNOW TRAINING 1,374.00 90854 03978 CITY RECOGNITION EVENT 1,000.00 90855 02336 FITNESS CONSULTANT SRVS 3RD QTR 1,100.00 90856 00942 JANITORIAL SERVICES - SEPT 6,578.16 00942 SANITIZE BASEMENT 1745 DULUTH ST 192.38 90857 05274 REFUND MEDICARE FOR TRANS MEDIC 350.14 05274 REFUND MEDICARE FOR TRANS MEDIC 350.14 90858 05208 EMS TRAINING 300.00 90859 00001 REFUND EVENT 360 BOND DEPOSIT 5,000.00 90860 00001 REFUND J NETICK MEMBERSHIP/BCBS 421.02 90861 00001 REFUND M SMITH TRANS MEDIC 284.72 90862 00001 REFUND W TUPPER - TREE REBATE 200.00 90863 00001 REFUND B DAHL - TREE REBATE 100.00 90864 00001 REFUND M HOWELL - TREE REBATE 100.00 90865 00001 REFUND M MEEK - TREE REBATE 100.00 90866 00001 REFUND H SCHULTE - TREE REBATE 100.00 90867 00001 REIMB J GASPAR MILEAGE/TRAINING 95.05 90868 00001 REFUND L LACOURSE - HP BENEFIT 80.00 90869 00001 REIMB B CREAGER TRAINING 43.00 10/08/2013 ONE TIME VENDOR 10/08/2013 ONE TIME VENDOR 10/08/2013 ONE TIME VENDOR 10/08/2013 ONE TIME VENDOR 10/08/2013 ONE TIME VENDOR 10/08/2013 ONE TIME VENDOR 10/08/2013 ONE TIME VENDOR 10/08/2013 ONE TIME VENDOR 10/08/2013 ONE TIME VENDOR 10/08/2013 NATIONAL GOVERNMENT SRVS, INC. 10/08/2013 ANN NELSON 10/08/2013 ONE TIME VENDOR 10/08/2013 MARSDEN BLDG MAINTENANCE CO 10/08/2013 MARSDEN BLDG MAINTENANCE CO 10/08/2013 NATIONAL GOVERNMENT SRVS, INC. 10/08/2013 INTEGRATED LOSS CONTROL INC 10/08/2013 KANE'S CATERING SERVICE, INC 10/08/2013 M A TAYLOR INC 10/08/2013 GLTC PREMIUM PAYMENTS 10/08/2013 HARDRIVES, INC. 10/08/2013 ROCHELLE HAWTHORNE 10/08/2013 FIRE CATT, LLC 10/08/2013 FIRST STATE TIRE RECYCLING 10/08/2013 FRA-DOR INC. 10/08/2013 DRAIN KING INC 10/08/2013 EQUIFAX INFORMATION SERVICES 10/08/2013 MICHAEL A ERICSON 10/08/2013 BRYAN ROCK PRODUCTS, INC. 10/08/2013 DENNIS BURKE 10/08/2013 CORESTRONG FITNESS LLC 10/08/2013 BBD INVESTMENTS, INC. 10/08/2013 BLUE CROSS REFUNDS 10/08/2013 BOLER EXPRESS CAR WASH 10/08/2013 YOCUM OIL CO. 10/08/2013 ALEX AIR APPARATUS INC 10/08/2013 AVESIS 10/08/2013 XCEL ENERGY 10/08/2013 XCEL ENERGY 10/08/2013 XCEL ENERGY 10/08/2013 PATRICK TROPHIES 10/08/2013 XCEL ENERGY 10/08/2013 XCEL ENERGY 10/08/2013 MN LIFE INSURANCE 10/08/2013 PATRICK TROPHIES 10/08/2013 PATRICK TROPHIES 10/08/2013 HUGO'S TREE CARE INC 10/08/2013 KIMLEY-HORN & ASSOCIATES INC 10/01/2013 VISUALPRO 360 INC. 10/08/2013 SHANN FINWALL 10/08/2013 FOREST LAKE CONTRACTING INC Check Register City of Maplewood 10/03/2013 Date Vendor 09/30/2013 SONGBLAST 10/08/2013 HUGO'S TREE CARE INC 10/08/2013 ONE TIME VENDOR G1 Council Packet Page Number 26 of 185 S:\FINANCE\APPROVAL OF CLAIMS\2013\AprClms 10-11 and 10-18.xlsx 90870 00001 REFUND J SAMEC PICNIC SHELTER 25.00 90871 00001 REFUND K SINGH - BCBS BENEFIT 20.00 90872 00001 REFUND K BOOKS - HP BENEFIT 20.00 90873 04275 REIMB FOR BLDG MAINT SUPPLIES 27.83 90874 03879 EMS FEES - OCT 738.67 90875 05099 SPEAKER FOR MUSHROOM ID 75.00 90876 01823 MEMORIAL BENCH FOR HILLSIDE PARK 1,047.38 90877 04339 REIMB FOR WORKOUT SHOES 9/24 75.00 90878 01550 ELECTRICAL INSPECTIONS - SEPT 5,209.00 90879 05199 PERFORMANCES MCC OCT 12 & 13 2,000.00 90880 00529 LTD PLAN 4043120-2 - OCT 3,119.92 00529 STD PLAN 4043120-1 - OCT 2,448.31 90881 04076 EMERGENCY REPAIR SEWER 1870 RICE ST 10,989.75 90882 05260 VIGILANT VIDEO MOBILITY LPR SYSTEM - 2 19,771.88 90883 05013 CONDENSER CLEANING MCC 931.00 90884 01807 REIMB FOR MILEAGE 9/15 - 9/18 161.59 10/08/2013 ONE TIME VENDOR 10/08/2013 ONE TIME VENDOR 10/08/2013 ONE TIME VENDOR 10/08/2013 JIM RAINEY 10/08/2013 SANSIO 10/08/2013 RONALD C. SPINOSA 10/08/2013 ST CROIX RECREATION CO INC 10/08/2013 MICHAEL STREFF 10/08/2013 SUMMIT INSPECTIONS 10/08/2013 YALE MECHANICAL LLC 10/08/2013 SUSAN ZWIEG 1,180,831.03 59 Checks in this report. 10/08/2013 SWANEE'S MUSIC INC. 10/08/2013 UNION SECURITY INSURANCE CO 10/08/2013 UNION SECURITY INSURANCE CO 10/08/2013 VALLEY-RICH CO., INC. 10/08/2013 VISUALPRO 360 INC. G1 Council Packet Page Number 27 of 185 S:\FINANCE\APPROVAL OF CLAIMS\2013\AprClms 10-11 and 10-18.xlsx Settlement Date Payee Description Amount 10/7/2013 MN State Treasurer Drivers License/Deputy Registrar 26,672.71 10/8/2013 MN State Treasurer Drivers License/Deputy Registrar 55,444.66 10/9/2013 MN State Treasurer Drivers License/Deputy Registrar 43,088.57 10/10/2013 MN State Treasurer Drivers License/Deputy Registrar 21,991.29 10/11/2013 MN State Treasurer Drivers License/Deputy Registrar 20,463.05 10/11/2013 MN Dept of Natural Resources DNR electronic licenses 407.50 10/11/2013 US Bank VISA One Card*Purchasing card items 87,670.27 10/11/2013 Optum Health DCRP & Flex plan payments 450.69 10/11/2013 ICMA (Vantagepointe)Deferred Compensation 4,137.50 260,326.24 *Detailed listing of VISA purchases is attached. CITY OF MAPLEWOOD Disbursements via Debits to Checking account G1 Council Packet Page Number 28 of 185 S:\FINANCE\APPROVAL OF CLAIMS\2013\AprClms 10-11 and 10-18.xlsx Transaction Date Posting Date Merchant Name Transaction Amount Name 10/03/2013 10/04/2013 MENARDS 3059 $19.27 DAVE ADAMS 09/25/2013 09/27/2013 UNIFORMS UNLIMITED INC.$449.89 LONN BAKKE 09/24/2013 09/25/2013 LA POLICE GEAR INC $175.97 PAUL BARTZ 10/02/2013 10/03/2013 LA POLICE GEAR INC $35.99 PAUL BARTZ 09/20/2013 09/23/2013 ARROWWOOD RESORT CONF C $346.29 GAYLE BAUMAN 09/20/2013 09/23/2013 OFFICE DEPOT #1090 $88.27 REGAN BEGGS 09/20/2013 09/23/2013 OFFICE DEPOT #1090 $14.24 REGAN BEGGS 09/20/2013 09/24/2013 PAKOR, INC.$473.31 REGAN BEGGS 09/25/2013 09/27/2013 OFFICE DEPOT #1090 $90.67 REGAN BEGGS 09/27/2013 09/30/2013 OFFICE DEPOT #1090 $99.84 REGAN BEGGS 09/23/2013 09/24/2013 THE WEBSTAURANTSTORE $97.41 OAKLEY BIESANZ 09/20/2013 09/23/2013 HENRIKSEN ACE HARDWARE $4.29 NEIL BRENEMAN 09/20/2013 09/23/2013 CUB FOODS-SUN RAY $8.98 NEIL BRENEMAN 09/24/2013 09/24/2013 SWANK MOTION PICTURES IN ($10.72)NEIL BRENEMAN 09/25/2013 09/26/2013 HENRIKSEN ACE HARDWARE $5.60 NEIL BRENEMAN 09/27/2013 09/30/2013 TARGET 00011858 $25.70 NEIL BRENEMAN 10/03/2013 10/04/2013 TARGET 00011858 $43.61 NEIL BRENEMAN 10/01/2013 10/02/2013 ARM OF MINNESOTO $475.00 NATHAN BURLINGAME 09/23/2013 09/24/2013 CUB FOODS #1599 $7.78 SARAH BURLINGAME 09/25/2013 09/27/2013 OFFICE MAX $33.73 SARAH BURLINGAME 09/26/2013 09/27/2013 FIRST SHRED $34.50 SARAH BURLINGAME 10/01/2013 10/03/2013 UNIFORMS UNLIMITED INC.$343.13 DAN BUSACK 09/25/2013 09/26/2013 HENRIKSEN ACE HARDWARE $3.39 SCOTT CHRISTENSON 09/26/2013 09/27/2013 MENARDS 3022 ($26.89)SCOTT CHRISTENSON 09/27/2013 09/30/2013 VIKING ELECTRIC-CREDIT DE $9.04 SCOTT CHRISTENSON 09/27/2013 09/30/2013 VIKING ELECTRIC-CREDIT DE $134.02 SCOTT CHRISTENSON 09/25/2013 09/26/2013 MN ST IAP ADM PMD PARK $6.00 KERRY CROTTY 09/19/2013 09/23/2013 TACONY / POWR FLITE / TOR $83.19 CHARLES DEAVER 10/01/2013 10/02/2013 MENARDS 3022 $28.20 CHARLES DEAVER 09/23/2013 09/24/2013 ITL PATCH COMPANY INC $385.65 RICHARD DOBLAR 09/23/2013 09/25/2013 UNIFORMS UNLIMITED INC.$94.36 RICHARD DOBLAR 09/25/2013 09/26/2013 ANCOM COMMUNICATIONS INC $143.02 RICHARD DOBLAR 09/20/2013 09/23/2013 WERNER ELECTRIC SPLY NPC $483.98 TOM DOUGLASS 09/21/2013 09/23/2013 COMMERCIAL POOL & SPA SUP $162.42 TOM DOUGLASS 09/26/2013 09/27/2013 TRI DIM FILTER CORP $746.46 TOM DOUGLASS 09/27/2013 09/30/2013 VESSCO, INC.$590.25 TOM DOUGLASS 09/23/2013 09/24/2013 SUN COUNTRY 3372107075054 $795.60 MICHAEL DUGAS 09/27/2013 09/30/2013 RAVEN CONCEALMENT SYSTEMS $95.97 MICHAEL DUGAS 09/27/2013 09/30/2013 OPTICS PLANET INC $135.99 MICHAEL DUGAS 09/28/2013 09/30/2013 UNIFORMS UNLIMITED INC.$165.07 MICHAEL DUGAS 09/23/2013 09/24/2013 BRAUN INTERTEC CORP.$1,514.25 LARRY FARR 09/23/2013 09/25/2013 THE HOME DEPOT 2801 $298.88 LARRY FARR 09/24/2013 09/25/2013 BRIN NORTHWESTERN GLASS C $873.14 LARRY FARR 09/24/2013 09/25/2013 GOODWILL ROSEVILLE 2 437 $14.49 LARRY FARR 09/25/2013 09/26/2013 CINTAS 470 $318.70 LARRY FARR 09/26/2013 09/27/2013 A-1 VACUUM CLEANER COMP $137.87 LARRY FARR 09/26/2013 09/27/2013 CINTAS 470 $117.72 LARRY FARR 09/26/2013 09/27/2013 CINTAS 470 $26.78 LARRY FARR 09/26/2013 09/27/2013 CINTAS 470 $63.92 LARRY FARR 09/26/2013 09/30/2013 STAPLES 00118836 $289.82 LARRY FARR 09/27/2013 09/30/2013 THERMO DYNE INC $2,711.54 LARRY FARR 09/30/2013 10/01/2013 ST.PAUL LINOLEUM & CARPET $2,373.00 LARRY FARR 10/01/2013 10/02/2013 SWANSON & YOUNGDALE INC $2,959.50 LARRY FARR 10/01/2013 10/03/2013 WM EZPAY $498.81 LARRY FARR 10/02/2013 10/03/2013 METROPOLITAN MECHANICAL $1,096.50 LARRY FARR 10/03/2013 10/04/2013 CINTAS 470 $86.96 LARRY FARR G1 Council Packet Page Number 29 of 185 S:\FINANCE\APPROVAL OF CLAIMS\2013\AprClms 10-11 and 10-18.xlsx 09/21/2013 09/23/2013 KAHLER GRAND HOTEL $99.12 SHANN FINWALL 09/24/2013 09/25/2013 RECYCLING ASSO OF MN $75.00 SHANN FINWALL 09/24/2013 09/25/2013 RECYCLING ASSO OF MN $150.00 SHANN FINWALL 09/28/2013 09/30/2013 RAPID ROVER AIRPORT SHUTT $27.00 DAVID FISHER 09/21/2013 09/23/2013 COMCAST CABLE COMM $54.00 MYCHAL FOWLDS 09/23/2013 09/24/2013 TOSHIBA BUSINESS SOLUTION $852.78 MYCHAL FOWLDS 09/23/2013 09/24/2013 TOSHIBA BUSINESS SOLUTION $1,215.07 MYCHAL FOWLDS 09/23/2013 09/24/2013 TOSHIBA BUSINESS SOLUTION $1,547.95 MYCHAL FOWLDS 09/23/2013 09/24/2013 TOSHIBA BUSINESS SOLUTION $47.11 MYCHAL FOWLDS 09/23/2013 09/24/2013 TOSHIBA BUSINESS SOLUTION $22.90 MYCHAL FOWLDS 09/23/2013 09/24/2013 TOSHIBA BUSINESS SOLUTION $65.45 MYCHAL FOWLDS 09/23/2013 09/24/2013 TOSHIBA BUSINESS SOLUTION $518.22 MYCHAL FOWLDS 09/23/2013 09/24/2013 TOSHIBA BUSINESS SOLUTION $2,841.99 MYCHAL FOWLDS 09/23/2013 09/24/2013 TOSHIBA BUSINESS SOLUTION $1,183.34 MYCHAL FOWLDS 09/23/2013 09/24/2013 TOSHIBA BUSINESS SOLUTION $1,307.81 MYCHAL FOWLDS 09/24/2013 09/25/2013 BESTBUY.COM 00009944 $164.96 MYCHAL FOWLDS 09/24/2013 09/26/2013 IMAGING PATH $4,878.85 MYCHAL FOWLDS 09/24/2013 09/27/2013 AT&T*BILL PAYMENT $49.48 MYCHAL FOWLDS 09/25/2013 09/27/2013 XP SOLUTIONS $629.25 MYCHAL FOWLDS 09/26/2013 09/27/2013 CABLING SERVICES $447.35 MYCHAL FOWLDS 09/26/2013 09/27/2013 CABLING SERVICES $3,009.31 MYCHAL FOWLDS 09/30/2013 10/01/2013 BEST BUY MHT 00000109 $74.96 MYCHAL FOWLDS 09/30/2013 10/01/2013 BESTBUY.COM 00009944 $171.39 MYCHAL FOWLDS 09/30/2013 10/01/2013 BESTBUY.COM 00009944 $171.39 MYCHAL FOWLDS 09/30/2013 10/01/2013 BESTBUY.COM 00009944 $171.39 MYCHAL FOWLDS 09/30/2013 10/01/2013 BESTBUY.COM 00009944 $171.39 MYCHAL FOWLDS 09/30/2013 10/02/2013 OFFICE MAX $25.70 MYCHAL FOWLDS 10/01/2013 10/02/2013 BEST BUY MHT 00000109 $166.01 MYCHAL FOWLDS 10/01/2013 10/03/2013 THE HOME DEPOT 2801 $4.99 MYCHAL FOWLDS 10/02/2013 10/04/2013 PAYFLOW/PAYPAL $59.95 MYCHAL FOWLDS 09/24/2013 09/25/2013 BESTBUY.COM 00009944 $164.96 NICK FRANZEN 09/24/2013 09/25/2013 AMAZON MKTPLACE PMTS $15.49 NICK FRANZEN 09/24/2013 09/25/2013 IDU*INSIGHT PUBLIC SEC $2.13 NICK FRANZEN 09/24/2013 09/25/2013 IDU*INSIGHT PUBLIC SEC $120.15 NICK FRANZEN 09/27/2013 09/30/2013 DATA Q DIRECT $842.00 NICK FRANZEN 09/27/2013 09/30/2013 DATA Q DIRECT $702.00 NICK FRANZEN 09/29/2013 09/30/2013 IDU*INSIGHT PUBLIC SEC $444.45 NICK FRANZEN 09/30/2013 09/30/2013 AMAZON.COM $118.71 NICK FRANZEN 10/02/2013 10/03/2013 IDU*INSIGHT PUBLIC SEC $90.74 NICK FRANZEN 09/30/2013 10/01/2013 MN STATE FIRE CHIEFS ASSO $220.00 CLARENCE GERVAIS 09/27/2013 09/30/2013 OFFICE DEPOT #1090 $55.46 JEAN GLASS 09/27/2013 09/30/2013 OFFICE DEPOT #1090 $2.67 JEAN GLASS 09/26/2013 09/30/2013 OFFICE MAX $79.24 KAREN GUILFOILE 09/26/2013 09/27/2013 BDI*BEARING DISTRIBUTR $111.84 MARK HAAG 10/01/2013 10/03/2013 MIKES LP GAS INC $42.50 MARK HAAG 09/26/2013 09/30/2013 UNIFORMS UNLIMITED INC.$57.93 TIMOTHY HAWKINSON JR. 09/20/2013 09/23/2013 UNIFORMS UNLIMITED INC.$97.46 PHENG HER 09/20/2013 09/23/2013 HENRIKSEN ACE HARDWARE $26.71 GARY HINNENKAMP 09/26/2013 09/27/2013 HENRIKSEN ACE HARDWARE $20.33 GARY HINNENKAMP 09/27/2013 09/30/2013 MILLS FLEET FARM #2,700 $13.42 GARY HINNENKAMP 09/20/2013 09/23/2013 FACEBK *UQZG65JKE2 $35.00 RON HORWATH 09/25/2013 09/26/2013 PROTECTIVE MEDICAL $55.92 RON HORWATH 09/28/2013 09/30/2013 FACEBK *6VNP55WKE2 $30.00 RON HORWATH 09/29/2013 09/30/2013 ARC*SERVICES/TRAINING $650.00 RON HORWATH 09/30/2013 10/03/2013 WEDDINGPAGES INC $311.16 RON HORWATH 10/02/2013 10/03/2013 MENARDS 3059 $19.22 RON HORWATH 10/03/2013 10/04/2013 TARGET 00007518 $20.01 RON HORWATH G1 Council Packet Page Number 30 of 185 S:\FINANCE\APPROVAL OF CLAIMS\2013\AprClms 10-11 and 10-18.xlsx 09/30/2013 10/01/2013 TOSHIBA BUSINESS SOLUTION $884.13 ANN HUTCHINSON 09/24/2013 09/25/2013 TARGET 00011858 $12.09 DAVID JAHN 09/24/2013 09/26/2013 GLENPRODUCTS.COM $40.56 DAVID JAHN 09/27/2013 09/30/2013 DALCO ENTERPRISES, INC $921.17 DAVID JAHN 09/30/2013 10/02/2013 THE HOME DEPOT 2801 $31.03 DAVID JAHN 09/20/2013 09/23/2013 JOHN DEERE LANDSCAPES530 $49.33 DON JONES 09/24/2013 09/26/2013 OFFICE DEPOT #1079 $23.55 LOIS KNUTSON 09/24/2013 09/26/2013 OFFICE DEPOT #1090 $120.09 LOIS KNUTSON 10/03/2013 10/04/2013 OFFICE DEPOT #1090 $14.98 LOIS KNUTSON 09/26/2013 09/27/2013 KS95 $5,000.00 DUWAYNE KONEWKO 09/27/2013 09/30/2013 PAYPAL *ESABA $250.00 DUWAYNE KONEWKO 09/23/2013 09/24/2013 HENRIKSEN ACE HARDWARE $2.13 NICHOLAS KREKELER 09/23/2013 09/24/2013 AUTOZONE3948 $2.88 NICHOLAS KREKELER 09/23/2013 09/24/2013 MENARDS 3059 $2.74 NICHOLAS KREKELER 09/23/2013 09/25/2013 NAPA STORE 3279016 $2.88 NICHOLAS KREKELER 09/24/2013 09/26/2013 OFFICE MAX $31.05 NICHOLAS KREKELER 09/20/2013 09/23/2013 THE GRAFIX SHOPPE $3,054.51 DAVID KVAM 09/23/2013 09/25/2013 UNIFORMS UNLIMITED INC.$18.28 DAVID KVAM 09/24/2013 09/26/2013 STREICHER'S MO $1,079.69 DAVID KVAM 10/03/2013 10/03/2013 COMCAST CABLE COMM $67.45 DAVID KVAM 10/03/2013 10/04/2013 DON'S PAINT & COLLISION $1,906.72 DAVID KVAM 09/28/2013 09/30/2013 MN STATE FIRE CHIEFS ASSO $440.00 MICHAEL LOCHEN 09/20/2013 09/23/2013 EMERGENCY APPARATUS MAINT $3,007.76 STEVE LUKIN 09/20/2013 09/23/2013 EMERGENCY APPARATUS MAINT $2,969.41 STEVE LUKIN 09/20/2013 09/23/2013 EMERGENCY APPARATUS MAINT $4,882.83 STEVE LUKIN 09/20/2013 09/23/2013 EMERGENCY APPARATUS MAINT $2,034.82 STEVE LUKIN 09/25/2013 09/26/2013 EMERGENCY AUTOMOTIVE $53.20 STEVE LUKIN 10/02/2013 10/04/2013 ASPEN MILLS INC.$48.95 STEVE LUKIN 10/02/2013 10/04/2013 ASPEN MILLS INC.$93.90 STEVE LUKIN 09/28/2013 09/30/2013 CUB FOODS #1599 $7.43 JERROLD MARTIN 09/30/2013 10/02/2013 UNIFORMS UNLIMITED INC.$303.72 GLEN MCCARTY 09/20/2013 09/23/2013 BOUND TREE MEDICAL LLC $112.18 MICHAEL MONDOR 09/23/2013 09/25/2013 BOUND TREE MEDICAL LLC $7.00 MICHAEL MONDOR 09/23/2013 09/25/2013 CHANNING BETE CO AHA $25.00 MICHAEL MONDOR 09/24/2013 09/26/2013 BOUND TREE MEDICAL LLC $15.98 MICHAEL MONDOR 09/25/2013 09/27/2013 BOUND TREE MEDICAL LLC $341.25 MICHAEL MONDOR 09/26/2013 09/27/2013 ANCOM TECHNICAL CENTER IN $457.40 MICHAEL MONDOR 09/29/2013 09/30/2013 SARPINOS PIZZERIA $81.57 MICHAEL MONDOR 09/30/2013 10/02/2013 BOUND TREE MEDICAL LLC $285.98 MICHAEL MONDOR 09/30/2013 10/02/2013 THE HOME DEPOT 2801 $13.89 MICHAEL MONDOR 10/02/2013 10/04/2013 BOUND TREE MEDICAL LLC $797.19 MICHAEL MONDOR 09/24/2013 09/25/2013 HENRIKSEN ACE HARDWARE $2.57 JOHN NAUGHTON 09/30/2013 10/01/2013 JOHN DEERE LANDSCAPES530 $856.14 JOHN NAUGHTON 10/01/2013 10/02/2013 JOHN DEERE LANDSCAPES530 $856.14 JOHN NAUGHTON 09/26/2013 09/27/2013 USPS 26833895523402076 $19.75 MICHAEL NYE 09/19/2013 09/23/2013 CUSTOM PRECAST & MASONRY $577.13 ERICK OSWALD 09/30/2013 10/02/2013 EULL'S MANUFACTURING COMP $146.42 ERICK OSWALD 09/24/2013 09/26/2013 NORTH ST PAUL PIZZA FACTO $71.25 ROBERT PETERSON 09/25/2013 09/26/2013 USPS 26833800033400730 $16.85 PHILIP F POWELL 09/20/2013 09/23/2013 AUTO PLUS LITTLE CANADA $152.78 STEVEN PRIEM 09/24/2013 09/25/2013 FACTORY MTR PTS #1 $225.36 STEVEN PRIEM 09/24/2013 09/25/2013 FACTORY MTR PTS #1 $100.64 STEVEN PRIEM 09/25/2013 09/26/2013 TURF WERKS EGAN $234.69 STEVEN PRIEM 09/25/2013 09/27/2013 TRI-STATE BOBCAT $53.18 STEVEN PRIEM 09/25/2013 09/27/2013 TRI-STATE BOBCAT $13.34 STEVEN PRIEM 09/26/2013 09/27/2013 HENRIKSEN ACE HARDWARE $32.05 STEVEN PRIEM 09/26/2013 09/27/2013 AUTO PLUS LITTLE CANADA $26.46 STEVEN PRIEM G1 Council Packet Page Number 31 of 185 S:\FINANCE\APPROVAL OF CLAIMS\2013\AprClms 10-11 and 10-18.xlsx 09/26/2013 09/27/2013 AUTO PLUS LITTLE CANADA $119.68 STEVEN PRIEM 09/26/2013 09/27/2013 AUTO PLUS LITTLE CANADA $13.84 STEVEN PRIEM 09/26/2013 09/27/2013 GOODYEAR AUTO SRV CT 6920 $108.78 STEVEN PRIEM 09/26/2013 09/30/2013 NORTHERN POWER PRODUCTS $17.84 STEVEN PRIEM 09/27/2013 09/30/2013 AUTO PLUS LITTLE CANADA $28.89 STEVEN PRIEM 09/30/2013 10/01/2013 FACTORY MTR PTS #1 $210.26 STEVEN PRIEM 09/30/2013 10/01/2013 FACTORY MTR PTS #1 $168.31 STEVEN PRIEM 09/30/2013 10/01/2013 FACTORY MTR PTS #1 $84.16 STEVEN PRIEM 09/30/2013 10/03/2013 COMO LUBE & SUPPLIES $208.19 STEVEN PRIEM 10/01/2013 10/02/2013 BAUER BUILT TIRE 18 $942.68 STEVEN PRIEM 10/02/2013 10/03/2013 FASTENAL COMPANY01 $55.37 STEVEN PRIEM 10/02/2013 10/03/2013 FACTORY MTR PTS #1 $41.52 STEVEN PRIEM 10/02/2013 10/03/2013 AUTO PLUS LITTLE CANADA $82.54 STEVEN PRIEM 10/02/2013 10/03/2013 AUTO PLUS LITTLE CANADA $173.38 STEVEN PRIEM 10/02/2013 10/03/2013 POLAR CHEVROLET MAZDA $27.70 STEVEN PRIEM 10/03/2013 10/04/2013 BAUER BUILT TIRE 18 $911.12 STEVEN PRIEM 09/23/2013 09/25/2013 THE HOME DEPOT 2801 $5.88 KELLY PRINS 09/24/2013 09/25/2013 MAINTENANCE ENGINEERING $138.28 KELLY PRINS 09/30/2013 10/01/2013 VIKING ELECTRIC-CREDIT DE $487.03 KELLY PRINS 09/20/2013 09/23/2013 LILLIE SUBURBAN NEWSPAPE $318.00 TERRIE RAMEAUX 09/20/2013 09/23/2013 THE HOME DEPOT 2801 $26.20 MICHAEL REILLY 09/25/2013 09/26/2013 DALCO ENTERPRISES, INC $729.77 MICHAEL REILLY 09/25/2013 09/26/2013 HILLYARD INC MINNEAPOLIS $1,663.67 MICHAEL REILLY 10/01/2013 10/03/2013 SCW FITNESS EDUCATION $270.00 LORI RESENDIZ 09/27/2013 09/30/2013 TARGET 00011858 $24.64 AUDRA ROBBINS 09/24/2013 09/25/2013 LILLIE SUBURBAN NEWSPAPE $60.00 DEB SCHMIDT 10/01/2013 10/03/2013 MAGC $150.00 DEB SCHMIDT 10/02/2013 10/03/2013 TMOBILE*FDP PAYMENT $38.87 DEB SCHMIDT 09/24/2013 09/26/2013 ON SITE SANITATION INC $55.58 SCOTT SCHULTZ 09/26/2013 09/27/2013 FLEXIBLE PIPE TOOL COMPAN $331.53 SCOTT SCHULTZ 10/01/2013 10/03/2013 USA MOBILITY WIRELE $16.07 SCOTT SCHULTZ 10/02/2013 10/04/2013 WM EZPAY $1,241.04 SCOTT SCHULTZ 09/19/2013 09/23/2013 BROADWAY RENTAL ($3.86)CAITLIN SHERRILL 09/20/2013 09/23/2013 HEJNY RENTAL INC $174.17 CAITLIN SHERRILL 09/26/2013 09/30/2013 ORIENTAL TRADNG CO $164.96 CAITLIN SHERRILL 09/26/2013 09/30/2013 JOANN ETC #1970 $8.11 CAITLIN SHERRILL 09/27/2013 09/30/2013 CUB FOODS #1599 $3.99 CAITLIN SHERRILL 10/02/2013 10/03/2013 TARGET 00011858 $24.02 CAITLIN SHERRILL 10/02/2013 10/04/2013 A-1 LAUNDRY $89.99 CAITLIN SHERRILL 09/20/2013 09/24/2013 GRAND VIEW LODGE & TENNIS $218.00 MICHAEL SHORTREED 09/20/2013 09/24/2013 GRAND VIEW LODGE & TENNIS $218.00 MICHAEL SHORTREED 09/26/2013 09/27/2013 USPS 26834500133401316 $22.50 MICHAEL SHORTREED 10/02/2013 10/04/2013 371 DINER $19.92 MICHAEL SHORTREED 09/23/2013 09/25/2013 METRO SALES INC ($1,452.42)JOANNE SVENDSEN 09/30/2013 10/02/2013 METRO SALES INC $750.26 JOANNE SVENDSEN 09/21/2013 09/23/2013 SPORTS AUTHORI00007013 $89.99 RONALD SVENDSEN 09/20/2013 09/23/2013 MILLS FLEET FARM #2,700 $48.20 DAVID SWAN 09/30/2013 10/02/2013 THE HOME DEPOT 2801 $21.39 TODD TEVLIN 09/23/2013 09/24/2013 LANDS END INTERNET ($12.58)PAUL THEISEN 09/25/2013 09/26/2013 CUB FOODS #1599 $5.70 PAUL THIENES 09/25/2013 09/26/2013 CUB FOODS #1599 $36.21 PAUL THIENES 09/25/2013 09/27/2013 CUB FOODS #1599 ($4.81)PAUL THIENES 09/30/2013 10/01/2013 NAT ASSN TOWN WATCH $756.81 PAUL THIENES 10/02/2013 10/03/2013 CUB FOODS #1599 $27.47 PAUL THIENES $87,670.27 G1 Council Packet Page Number 32 of 185 S:\FINANCE\APPROVAL OF CLAIMS\2013\AprClms 10-11 and 10-18.xlsx CHECK #CHECK DATE EMPLOYEE NAME 10/11/13 JAGOE, CAROL 48.00 10/11/13 THOMALLA, CAROL 48.00 10/11/13 WEAVER, KRISTINE 2,412.19 10/11/13 CARLE, JEANETTE 48.00 10/11/13 PALANK, MARY 1,951.20 10/11/13 POWELL, PHILIP 2,999.29 10/11/13 CORCORAN, THERESA 1,946.59 10/11/13 KVAM, DAVID 4,304.38 10/11/13 MECHELKE, SHERRIE 1,073.39 10/11/13 MOY, PAMELA 1,651.83 10/11/13 SPANGLER, EDNA 1,179.77 10/11/13 LARSON, MICHELLE 1,910.59 10/11/13 SCHOENECKER, LEIGH 1,768.99 10/11/13 VITT, SANDRA 1,004.23 10/11/13 OSTER, ANDREA 1,953.51 10/11/13 RICHTER, CHARLENE 1,045.07 10/11/13 RUEB, JOSEPH 2,829.01 10/11/13 SINDT, ANDREA 2,240.20 10/11/13 JACKSON, MARY 2,176.91 10/11/13 KELSEY, CONNIE 2,653.11 10/11/13 GUILFOILE, KAREN 4,652.98 10/11/13 SCHMIDT, DEBORAH 3,096.67 10/11/13 ARNOLD, AJLA 2,260.91 10/11/13 BEGGS, REGAN 1,608.99 10/11/13 METRY, THOMAS 36.00 10/11/13 CHRISTENSON, SCOTT 1,981.79 10/11/13 FARR, LARRY 3,287.48 10/11/13 ANDERSON, CAROLE 1,231.81 10/11/13 DEBILZAN, JUDY 1,385.92 10/11/13 RAMEAUX, THERESE 3,301.09 10/11/13 BAUMAN, GAYLE 4,802.02 ROSSBACH, WILLIAM 494.44 10/11/13 COLEMAN, MELINDA 5,119.94 10/11/13 KANTRUD, HUGH 184.62 10/11/13 AHL, R. CHARLES 5,959.42 10/11/13 BURLINGAME, SARAH 2,200.50 10/11/13 JAHN, DAVID 2,159.89 10/11/13 CAVE, REBECCA 435.16 10/11/13 JUENEMANN, KATHLEEN 435.16 CITY OF MAPLEWOOD EMPLOYEE GROSS EARNINGS REPORT FOR THE CURRENT PAY PERIOD AMOUNT 10/11/13 CARDINAL, ROBERT 435.16 10/11/13 STRAUTMANIS, MARIS 72.00 10/11/13 VALLE, EDWARD 100.00 10/11/13 KOPPEN, MARVIN 435.16 10/11/13 G1 Council Packet Page Number 33 of 185 S:\FINANCE\APPROVAL OF CLAIMS\2013\AprClms 10-11 and 10-18.xlsx 10/11/13 WENZEL, JAY 3,173.62 10/11/13 XIONG, KAO 2,947.13 10/11/13 THIENES, PAUL 4,806.53 10/11/13 TRAN, JOSEPH 15,167.41 10/11/13 SHORTREED, MICHAEL 4,183.06 10/11/13 STEINER, JOSEPH 3,126.52 10/11/13 REZNY, BRADLEY 3,023.94 10/11/13 RHUDE, MATTHEW 3,055.76 10/11/13 TAUZELL, BRIAN 3,126.52 10/11/13 THEISEN, PAUL 3,297.98 10/11/13 STRAND, ZACHARY 59.84 10/11/13 SYPNIEWSKI, WILLIAM 3,327.34 10/11/13 MCCARTY, GLEN 3,165.98 10/11/13 METRY, ALESIA 3,599.09 10/11/13 MARINO, JASON 3,409.43 10/11/13 MARTIN, JERROLD 3,565.45 10/11/13 OLSON, JULIE 3,007.30 10/11/13 PARKER, JAMES 2,786.34 10/11/13 MICHELETTI, BRIAN 1,965.67 10/11/13 NYE, MICHAEL 3,416.66 10/11/13 KREKELER, NICHOLAS 930.85 10/11/13 KROLL, BRETT 3,118.18 10/11/13 KALKA, THOMAS 963.29 10/11/13 KONG, TOMMY 3,062.74 10/11/13 LU, JOHNNIE 3,353.99 10/11/13 LYNCH, KATHERINE 3,196.74 10/11/13 LANGNER, SCOTT 206.53 10/11/13 LANGNER, TODD 3,283.44 10/11/13 FRITZE, DEREK 3,346.87 10/11/13 GABRIEL, ANTHONY 3,789.01 10/11/13 ERICKSON, VIRGINIA 3,359.26 10/11/13 FORSYTHE, MARCUS 2,686.07 10/11/13 HIEBERT, STEVEN 3,739.83 10/11/13 JOHNSON, KEVIN 4,209.88 10/11/13 HAWKINSON JR, TIMOTHY 3,326.16 10/11/13 HER, PHENG 3,046.73 10/11/13 BUSACK, DANIEL 3,901.42 10/11/13 CARNES, JOHN 2,239.22 10/11/13 BENJAMIN, MARKESE 3,326.16 10/11/13 BIERDEMAN, BRIAN 4,338.02 10/11/13 DOBLAR, RICHARD 4,095.31 10/11/13 DUGAS, MICHAEL 4,894.40 10/11/13 CROTTY, KERRY 3,684.01 10/11/13 DEMULLING, JOSEPH 3,259.49 10/11/13 THOMFORDE, FAITH 1,608.99 10/11/13 ABEL, CLINT 3,354.49 10/11/13 SCHNELL, PAUL 4,745.37 10/11/13 SVENDSEN, JOANNE 2,152.62 10/11/13 BARTZ, PAUL 4,189.71 10/11/13 BELDE, STANLEY 3,513.99 10/11/13 ALDRIDGE, MARK 3,259.92 10/11/13 BAKKE, LONN 3,171.44 G1 Council Packet Page Number 34 of 185 S:\FINANCE\APPROVAL OF CLAIMS\2013\AprClms 10-11 and 10-18.xlsx 10/11/13 PETERSON, ROBERT 2,934.89 10/11/13 POWERS, KENNETH 428.40 10/11/13 PARROW, JOSHUA 250.92 10/11/13 PETERSON, MARK 456.96 10/11/13 RANK, PAUL 881.28 10/11/13 RIEKEN, NICHOLAS 642.60 10/11/13 RAINEY, JAMES 924.12 10/11/13 RANK, NATHAN 758.88 10/11/13 NIELSEN, KENNETH 199.92 10/11/13 NOVAK, JEROME 2,997.50 10/11/13 MORGAN, JEFFERY 185.64 10/11/13 NEILY, STEVEN 660.96 10/11/13 OPHEIM, JOHN 428.40 10/11/13 PACHECO, ALPHONSE 963.90 10/11/13 NOWICKI, PAUL 201.96 10/11/13 OLSON, JAMES 3,250.04 10/11/13 LINDER, TIMOTHY 3,169.71 10/11/13 LOCHEN, MICHAEL 571.20 10/11/13 KONDER, RONALD 495.72 10/11/13 KUBAT, ERIC 2,890.67 10/11/13 MONDOR, MICHAEL 3,500.59 10/11/13 MONSON, PETER 250.92 10/11/13 MILLER, LADD 599.76 10/11/13 MILLER, NICHOLAS 122.40 10/11/13 JANSEN, CHAD 293.76 10/11/13 JONES, JONATHAN 348.84 10/11/13 HUTCHINSON, JAMES 778.26 10/11/13 IMM, TRACY 42.84 10/11/13 KELLOGG, JOHNATHAN 275.40 10/11/13 KERSKA, JOSEPH 862.92 10/11/13 KANE, ROBERT 1,142.40 10/11/13 KARRAS, JAMIE 440.64 10/11/13 EVERSON, PAUL 4,035.13 10/11/13 FASULO, WALTER 132.60 10/11/13 DAWSON, RICHARD 3,802.15 10/11/13 EATON, PAUL 587.52 10/11/13 HALWEG, JODI 3,451.25 10/11/13 HAWTHORNE, ROCHELLE 2,461.02 10/11/13 HAGEN, MICHAEL 642.60 10/11/13 HALE, JOSEPH 406.98 10/11/13 CAPISTRANT, JOHN 928.20 10/11/13 CONCHA, DANIEL 416.16 10/11/13 BOURQUIN, RON 73.44 10/11/13 CAPISTRANT, JACOB 440.64 10/11/13 CRUMMY, CHARLES 354.96 10/11/13 DABRUZZI, THOMAS 2,199.03 10/11/13 COREY, ROBERT 153.00 10/11/13 CRAWFORD - JR, RAYMOND 2,912.29 10/11/13 BASSETT, BRENT 624.24 10/11/13 BAUMAN, ANDREW 2,795.10 10/11/13 ANDERSON, BRIAN 391.68 10/11/13 BAHL, DAVID 735.42 G1 Council Packet Page Number 35 of 185 S:\FINANCE\APPROVAL OF CLAIMS\2013\AprClms 10-11 and 10-18.xlsx 10/11/13 MARTIN, MICHAEL 2,882.59 10/11/13 BRASH, JASON 2,569.79 10/11/13 EKSTRAND, THOMAS 3,906.16 10/11/13 FINWALL, SHANN 3,306.59 10/11/13 SOUTTER, CHRISTINE 505.75 10/11/13 WACHAL, KAREN 955.29 10/11/13 HAYMAN, JANET 1,383.55 10/11/13 HUTCHINSON, ANN 2,709.28 10/11/13 THOMPSON, DEBRA 401.32 10/11/13 YOUNG, TAMELA 2,104.20 10/11/13 GAYNOR, VIRGINIA 3,317.22 10/11/13 KROLL, LISA 1,946.59 10/11/13 NAUGHTON, JOHN 2,197.79 10/11/13 NORDQUIST, RICHARD 2,200.09 10/11/13 HAYS, TAMARA 1,492.51 10/11/13 HINNENKAMP, GARY 2,498.05 10/11/13 DEAVER, CHARLES 687.68 10/11/13 GERNES, CAROLE 824.50 10/11/13 PURVES, JUSTIN 1,665.13 10/11/13 BIESANZ, OAKLEY 1,354.63 10/11/13 THOMPSON, MICHAEL 4,731.65 10/11/13 ZIEMAN, SCOTT 216.00 10/11/13 LINDBLOM, RANDAL 3,269.36 10/11/13 LOVE, STEVEN 3,665.88 10/11/13 BUTTWEILER, TYLER 880.00 10/11/13 HAMRE, MILES 1,616.80 10/11/13 JANASZAK, MEGHAN 1,608.99 10/11/13 KONEWKO, DUWAYNE 4,712.71 10/11/13 TEVLIN, TODD 2,197.79 10/11/13 BURLINGAME, NATHAN 2,172.01 10/11/13 RUIZ, RICARDO 1,652.19 10/11/13 RUNNING, ROBERT 2,591.38 10/11/13 JAROSCH, JONATHAN 3,087.27 10/11/13 KREGER, JASON 3,241.06 10/11/13 DUCHARME, JOHN 2,804.00 10/11/13 ENGSTROM, ANDREW 2,972.84 10/11/13 DEBILZAN, THOMAS 2,197.79 10/11/13 EDGE, DOUGLAS 2,175.64 10/11/13 BRINK, TROY 3,044.22 10/11/13 BUCKLEY, BRENT 2,163.97 10/11/13 NAGEL, BRYAN 3,630.80 10/11/13 OSWALD, ERICK 2,459.33 10/11/13 JONES, DONALD 2,197.79 10/11/13 MEISSNER, BRENT 2,114.59 10/11/13 SVENDSEN, RONALD 2,989.69 10/11/13 GERVAIS-JR, CLARENCE 4,075.48 10/11/13 SEDLACEK, JEFFREY 3,006.58 10/11/13 STREFF, MICHAEL 2,998.88 10/11/13 CORTESI, LUANNE 1,649.91 10/11/13 KNUTSON, LOIS 2,223.39 10/11/13 LUKIN, STEVEN 4,721.04 10/11/13 ZWIEG, SUSAN 1,759.84 G1 Council Packet Page Number 36 of 185 S:\FINANCE\APPROVAL OF CLAIMS\2013\AprClms 10-11 and 10-18.xlsx 10/11/13 BERGLUND, ERIK 145.01 10/11/13 BESTER, MICHAEL 138.00 10/11/13 BAUDE, JANE 62.05 10/11/13 BAUDE, SARAH 46.26 10/11/13 CRANDALL, KRISTA 501.00 10/11/13 DEMPSEY, BETH 107.31 10/11/13 BUCKLEY, BRITTANY 374.00 10/11/13 BUTLER, ANGELA 121.50 10/11/13 VANG, TIM 120.00 10/11/13 VUE, LOR PAO 253.30 10/11/13 PELOQUIN, PENNYE 672.57 10/11/13 ST SAUVER, CRAIG 216.75 10/11/13 ANDERSON, JOSHUA 421.84 10/11/13 BAETZOLD, CLAIRE 36.75 10/11/13 AMUNDSON, DANIKA 181.00 10/11/13 ANDERSON, ALYSSA 32.38 10/11/13 HAUBLE, AMANDA 123.25 10/11/13 HOFMEISTER, MARY 1,145.23 10/11/13 EVANS, CHRISTINE 1,472.28 10/11/13 GLASS, JEAN 2,173.21 10/11/13 KULHANEK-DIONNE, ANN 647.50 10/11/13 MEYER, SASHA 386.40 10/11/13 HOFMEISTER, TIMOTHY 343.41 10/11/13 KELLEY, CAITLIN 1,095.69 10/11/13 ADAMS, DAVID 2,027.70 10/11/13 HAAG, MARK 2,549.62 10/11/13 VUKICH, CANDACE 127.50 10/11/13 ZILLEY, MATTHEW 98.00 10/11/13 WILBER, JEFFREY 1,579.39 10/11/13 AKEY, SHELLEY 81.00 10/11/13 ORE, JORDAN 1,659.03 10/11/13 SCHULTZ, SCOTT 3,418.81 10/11/13 LEMAY, BRANDON 42.00 10/11/13 LIVELY, BRANDON 56.00 10/11/13 LAMB, JONATHON 45.00 10/11/13 LARSON, TRISTA 84.00 10/11/13 SHERWOOD, CHRISTIAN 497.00 10/11/13 TAYLOR, JAMES 2,941.39 10/11/13 ROBBINS, AUDRA 3,242.05 10/11/13 ROBBINS, CAMDEN 232.75 10/11/13 BERGER, STEPHANIE 403.75 10/11/13 BIHNER, KARLY 117.00 10/11/13 ACEITUNO, FELIPE 39.00 10/11/13 BARTZ, BAYLEE 65.00 10/11/13 FRANK, PETER 425.00 10/11/13 LAMB, JIM 45.00 10/11/13 BJORK, BRANDON 176.00 10/11/13 BRENEMAN, NEIL 2,435.05 10/11/13 SWAN, DAVID 2,829.79 10/11/13 WELLENS, MOLLY 1,731.25 10/11/13 CARVER, NICHOLAS 3,317.22 10/11/13 FISHER, DAVID 3,884.68 G1 Council Packet Page Number 37 of 185 S:\FINANCE\APPROVAL OF CLAIMS\2013\AprClms 10-11 and 10-18.xlsx 10/11/13 WISTL, MOLLY 346.00 10/11/13 CRAWFORD, SHAWN 492.00 10/11/13 LANGER, CHELSEA 208.25 10/11/13 RANGEL, SAMANTHA 200.00 10/11/13 TUPY, HEIDE 45.80 10/11/13 TUPY, MARCUS 95.00 10/11/13 SYME, LAUREN 102.88 10/11/13 TREPANIER, TODD 138.00 10/11/13 YUNKER, JOSEPH 161.00 10/11/13 BOSLEY, CAROL 74.25 10/11/13 WARNER, CAROLYN 125.40 10/11/13 WHITE, DANICA 22.05 10/11/13 SCHREIER, ROSEMARIE 299.50 10/11/13 SCHREINER, MARK 80.30 10/11/13 ROLLERSON, TERRANCE 45.00 10/11/13 SCHERER, KATHLENE 25.00 10/11/13 SMITH, JEROME 246.00 10/11/13 SMITLEY, SHARON 317.29 10/11/13 SMITH, ANN 97.61 10/11/13 SMITH, CASEY 200.10 10/11/13 POVLITZKI, MARINA 47.50 10/11/13 PROESCH, ANDY 904.99 10/11/13 OHS, CYNTHIA 92.00 10/11/13 PIEPER, THEODORE 31.50 10/11/13 RESENDIZ, LORI 2,425.96 10/11/13 RICHTER, DANIEL 113.40 10/11/13 RANEY, COURTNEY 904.00 10/11/13 RAU, COLE 101.51 10/11/13 LAMEYER, BRENT 65.26 10/11/13 LAMSON, ELIANA 27.00 10/11/13 KOHLER, ROCHELLE 92.50 10/11/13 KOZDROJ, GABRIELLA 100.00 10/11/13 NADEAU, TAYLOR 142.75 10/11/13 NITZ, CARA 424.00 10/11/13 MCCOMAS, LEAH 247.50 10/11/13 MUSKAT, JULIE 167.50 10/11/13 HASSAN, KIANA 61.75 10/11/13 HEINRICH, SHEILA 331.82 10/11/13 HAGSTROM, EMILY 91.20 10/11/13 HANSEN, HANNAH 350.13 10/11/13 HUNTLEY, NATALIE 18.75 10/11/13 JOHNSON, BARBARA 439.55 10/11/13 HOLMBERG, LADONNA 364.52 10/11/13 HORWATH, RONALD 2,800.97 10/11/13 ERICKSON-CLARK, CAROL 37.12 10/11/13 ERICSON, RACHEL 30.23 10/11/13 DRECHSEL, HEIDI 47.11 10/11/13 DUNN, RYAN 1,146.94 10/11/13 GRAY, SOPHIE 27.48 10/11/13 GRUENHAGEN, LINDA 304.80 10/11/13 FLORES, LUIS 56.00 10/11/13 FONTAINE, KIM 644.41 G1 Council Packet Page Number 38 of 185 S:\FINANCE\APPROVAL OF CLAIMS\2013\AprClms 10-11 and 10-18.xlsx 9989579 9989580 9989581 9989582 9989583 9989584 9989585 9989586 9989587 9989588 9989589 9989590 9989591 9989592 10/11/13 WOEHRLE, MATTHEW 2,279.81 10/11/13 SWANSON, CHRIS 1,564.19 10/11/13 PRIEM, STEVEN 2,472.89 10/11/13 BERGO, CHAD 2,768.75 10/11/13 MCCLENNON, MATTHEW 240.00 10/11/13 PRINS, KELLY 1,800.21 10/11/13 MAIDMENT, COLIN 348.50 10/11/13 MALONEY, SHAUNA 249.00 10/11/13 THOMPSON, BENJAMIN 408.00 10/11/13 COUNTRYMAN, BRENDA 1,280.00 10/11/13 REILLY, MICHAEL 1,981.79 10/11/13 STEFFEN, MICHAEL 102.00 10/11/13 LOONEY, RAYJEANIA 200.00 10/11/13 LOONEY, RAYNIA 292.00 10/11/13 CUSICK, JESSICA 269.88 10/11/13 DOUGLASS, TOM 2,156.38 10/11/13 FOWLDS, MYCHAL 4,111.11 10/11/13 FRANZEN, NICHOLAS 2,817.49 10/11/13 COLLOVA, MATT 234.41 10/11/13 MAKI, MAIAH 65.00 10/11/13 MASON, KYLE 132.00 10/11/13 MCMAHON, ALLISON 91.00 10/11/13 DIAZ, SARITA 35.00 10/11/13 HACKETT, ASHLEY 65.00 10/11/13 KOSTECKI, JAKOB 75.00 10/11/13 NESVACIL, BRENNAN 34.00 527,398.77 10/11/13 SMITH, CORTNEY 165.75 10/11/13 CORCORAN, JOSHUA 175.90 10/11/13 MCLAURIN, CHRISTOPHER 108.00 10/11/13 MEISSNER, MICHAEL 102.00 10/11/13 O'BRIEN, PATRICIA 34.00 10/11/13 WESTEMEIER, EMILY 91.00 G1 Council Packet Page Number 39 of 185 S:\FINANCE\APPROVAL OF CLAIMS\2013\AprClms 10-11 and 10-18.xlsx Check Description Amount 90885 00111 PATROL HOURS 9/23 - 10/6 1,400.00 90886 04508 FALL SOFTBALL UMPIRES 9/1 - 10/6 3,710.00 90887 01973 CAR WASHES - SEPT 48.00 90888 00393 MONTHLY SURTAX - SEPT 17887123035 3,353.93 90889 01819 LOCAL PHONE SERVICE 08/15 - 9/14 767.27 90890 04265 ZUMBA INSTRUCTION TUE EVE SEPT 195.00 90891 01337 911 DISPATCH SERVICES - SEPT 28,851.06 01337 FLEET SUPPORT FEE - SEPT 458.64 01337 FLEET SUPPORT FEES - SEPT 414.96 90892 01463 MCC MASSAGES - SEPTEMBER 1-15 330.50 90893 01574 ROCK & RECYCLED BASE REPAIR 8/30 3,157.84 90894 04845 RECYCLING FEE - SEPTEMBER 27,153.00 90895 04192 EMS BILLING - SEPT 3,967.58 90896 01190 ELECTRIC UTILITY 15,853.70 01190 ELECTRIC UTILITY 3,297.59 90897 00116 CAR WASHES MARCH - JUNE 561.09 90898 03890 GLASS FOR TOOLCAT #730 223.95 90899 03738 ATTORNEY SRVS FEES/RENT - NOV 6,625.00 90900 05277 CONSULTING - PARKS SYS PLAN 4,480.00 90901 00221 DETACK FOR CRACK SEALING 382.31 90902 04549 ZUMBA INSTRUCTION SAT MORN SEPT 65.50 90903 00309 PROJ 11-15 MATERIALS TESTING 248.22 90904 00354 TRUCK PARTS - DOOR SWITCH 28.29 90905 04345 APPRAISAL REPORT FOR FISH CREEK 4,500.00 90906 04911 DAMAGED RENTAL NAPKINS SEPT 21 8.00 90907 04834 PIPE FOR MORELAND DRAINAGE 259.09 90908 04846 MEDICAL SUPPLIES 752.29 90909 02263 BOARDING & DESTRUCTION FEES - SEPT 963.37 90910 03597 REIMB FOR MILEAGE 9/5 - 10/3 13.84 90911 00682 REIMB FOR SUPPLIES 9/10 - 9/18 62.18 00682 REIMB FOR RESALE ITEMS 8/21 52.49 90912 05030 EQUIP LEASE - MCC - PMT#15 4,344.07 90913 00827 INS PREMIUM JUL-DEC+ROBINHOOD PK 208.50 90914 00857 PHONE-BASED INTERPRETIVE SRVS 106.26 90915 00986 MONTHLY SAC - SEPT 7,231.95 90916 00993 SCANNING OF HOUSE FILES - CYCLE 16 5,623.64 90917 04407 MCC CONCERT OCT 5 1,560.00 90918 05278 M2 - WINDSHIELD 401.65 90919 00001 REFUND CRESTVIEW - TREE REBATE 200.00 90920 00001 REFUND S KNOCHENMUS - TREE REBATE 142.80 90921 00001 REFUND C HENSELER - TREE REBATE 95.00 90922 00001 REFUND BUBAR ELECT PERMIT 84.00 90923 00001 REFUND D SIMONET - TREE REBATE 74.92 90924 00001 REFUND S DANLEY - CANCELLED 5.00 90925 02645 TRAINING P THEISEN 1/13 - 1/17 695.00 02645 TRAINING P THEISEN 10/21 - 10/25 695.00 90926 00396 TRAINING (M NYE)285.00 00396 TRAINING (J CARNES)285.00 00396 TRAINING (P POWELL)285.00 90927 00396 TRANSFER TITLES OF FORFEITED VEH 124.50 90928 03446 DEER REMOVAL - SEPT 230.00 90929 00198 WATER UTILITY 10,602.34 00198 WATER UTILITY 88.93 90930 01836 TRAINING SYPNIEWSKI SEPT 16-20 655.00 90931 01578 TRASH CAN LINERS & SAFETY GLOVES 845.32 01578 TRASH CAN LINER & TOWELS 626.28 01578 TRASH CAN LINERS & SAFETY GLOVES 479.04 90932 01730 FIBER WASHERS LIFT STATION 10 & 20 89.78 10/15/2013 T R F SUPPLY CO. 10/15/2013 T R F SUPPLY CO. 10/15/2013 W W GOETSCH ASSOCIATES, INC. 10/15/2013 MN DEPT OF PUBLIC SAFETY 10/15/2013 RICK JOHNSON DEER & BEAVER INC 10/15/2013 MN DEPT OF PUBLIC SAFETY 10/15/2013 MN DEPT OF PUBLIC SAFETY 10/15/2013 MN DEPT OF PUBLIC SAFETY 10/15/2013 ST PAUL REGIONAL WATER SRVS 10/15/2013 ST PAUL REGIONAL WATER SRVS 10/15/2013 ST PAUL, CITY OF 10/15/2013 T R F SUPPLY CO. 10/15/2013 ONE TIME VENDOR 10/15/2013 PUBLIC AGENCY TRAINING COUNCIL 10/15/2013 PUBLIC AGENCY TRAINING COUNCIL 10/15/2013 ONE TIME VENDOR 10/15/2013 ONE TIME VENDOR 10/15/2013 ONE TIME VENDOR 10/15/2013 NORTHSTAR AUTO BODY & GLASS 10/15/2013 ONE TIME VENDOR 10/15/2013 ONE TIME VENDOR 10/15/2013 METROPOLITAN COUNCIL 10/15/2013 MID-AMERICA BUSINESS SYSTEMS 10/15/2013 KERI NOBLE 10/15/2013 KANSAS STATE BANK OF MANHATTAN 10/15/2013 L M C I T 10/15/2013 LEAGUE OF MINNESOTA CITIES 10/15/2013 MARY JO HOFMEISTER 10/15/2013 RON HORWATH 10/15/2013 RON HORWATH 10/15/2013 FERGUSON WATERWORKS 10/15/2013 HEALTHEAST 10/15/2013 HILLCREST ANIMAL HOSPITAL PA 10/15/2013 CUSTOM FIRE APPARATUS, INC. 10/15/2013 DAHLEN, DWYER & FOLEY INC. 10/15/2013 DECKCI DECOR 10/15/2013 BROCK WHITE COMPANY, LLC. 10/15/2013 JAN ALICE CAMPBELL 10/15/2013 COMMISSIONER OF TRANSPORTATION 10/15/2013 APPLE GLASS 10/15/2013 CHARLES E. BETHEL 10/15/2013 BIERSCHEID CONSULTING LLC 10/15/2013 XCEL ENERGY 10/15/2013 XCEL ENERGY 10/15/2013 APPEARANCE PLUS CAR WASH CORP 10/15/2013 T A SCHIFSKY & SONS, INC 10/15/2013 TENNIS SANITATION LLC 10/15/2013 TRANS-MEDIC 10/15/2013 RAMSEY COUNTY-PROP REC & REV 10/15/2013 RAMSEY COUNTY-PROP REC & REV 10/15/2013 SISTER ROSALIND GEFRE 10/15/2013 PAETEC 10/15/2013 MARIA PIRELA 10/15/2013 RAMSEY COUNTY-PROP REC & REV 10/15/2013 BETWEEN THE LINES 10/15/2013 ERICKSON OIL PRODUCTS INC 10/15/2013 MN DEPT OF LABOR & INDUSTRY Check Register City of Maplewood 10/10/2013 Date Vendor 10/15/2013 ANIMAL CONTROL SERVICES G1 Council Packet Page Number 40 of 185 S:\FINANCE\APPROVAL OF CLAIMS\2013\AprClms 10-11 and 10-18.xlsx 90933 05220 PD EXPANSION PROJ PHASE 2 PMT#3 138,493.36 05220 PD EXPANSION PROJ PHASE 1A PMT#4 27,249.05 313,991.08 49 Checks in this report. 10/15/2013 WEBER, INC. 10/15/2013 WEBER, INC. G1 Council Packet Page Number 41 of 185 S:\FINANCE\APPROVAL OF CLAIMS\2013\AprClms 10-11 and 10-18.xlsx Settlement Date Payee Description Amount 10/15/2013 MN State Treasurer Drivers License/Deputy Registrar 79,150.09 10/15/2013 Pitney Bowes Postage 2,985.00 10/15/2013 VANCO Billing fee 101.25 10/15/2013 MN Dept of Revenue MN Care Tax 7,050.00 10/15/2013 U.S. Treasurer Federal Payroll Tax 103,632.61 10/15/2013 P.E.R.A.P.E.R.A.88,600.14 10/15/2013 ING - State Plan Deferred Compensation 29,267.50 10/15/2013 MidAmerica - ING HRA Flex plan 16,223.64 10/15/2013 Labor Unions Union Dues 1,920.70 10/16/2013 MN State Treasurer Drivers License/Deputy Registrar 31,738.29 10/16/2013 MN State Treasurer State Payroll Tax 21,500.88 10/17/2013 MN State Treasurer Drivers License/Deputy Registrar 49,449.00 10/18/2013 MN State Treasurer Drivers License/Deputy Registrar 51,306.28 10/18/2013 Optum Health DCRP & Flex plan payments 865.40 483,790.78 CITY OF MAPLEWOOD Disbursements via Debits to Checking account G1 Council Packet Page Number 42 of 185 S:\Citizen Services\CITY CLERK\AGENDA REPORTS 2013\10-28-2013\Council Reports\Excel and Word Files\G2 2013 transfers CONSENT.doc MEMORANDUM TO: R. Charles Ahl, City Manager FROM: Gayle Bauman, Finance Director DATE: October 15, 2013 SUBJECT: Approval of 2013 Budget Adjustment and Transfers Introduction The 2013 Budget calls for transfers from the General Fund to the Community Center Operations Fund and the Taste of Maplewood/Light It Up – July 4th Event Fund. Regarding the Community Center Operations Fund, a transfer in the amount of $250,000, as called for in the 2013 budget, is needed. Regarding the Taste of Maplewood/Light It Up – July 4th Event Fund, actual net costs of the annual celebration need to be covered. The net costs for 2013 are $17,020.65 which falls within the 2013 Budget amount of $19,500. The following entries are needed to reflect this transaction: Budget Adjustment ($2,480) Transfer $17,020.65 Budget Impact There is no financial impact to the City as the proposal is to transfer money between funds. Recommendation It is recommended that the Council authorize the transfers noted above and direct the Finance Director to make the appropriate budget adjustment. G2 Council Packet Page Number 43 of 185 G3 MEMORANDUM TO: Chuck Ahl, City Manager FROM: Shann Finwall, AICP, Environmental Planner DATE: October 22, 2013 SUBJECT: Approval of a Grant Submittal to Minnesota Clean Energy Resource Teams for Educational Kiosks and Signs for the City Hall and Community Center Solar Panels Introduction The Minnesota Clean Energy Resource Teams (CERTs) offers funding for energy efficiency and/or renewable energy projects. Funding can support technical assistance services such as design and labor costs for projects in seven Minnesota CERT regions including the Twin City Metropolitan area. The primary objectives of the funding are to: •Encourage the implementation of community-based energy efficiency and renewable energy projects in Minnesota; or •Provide a forum for community education about energy efficiency and renewable energy technologies and their economic, ecological, and community benefits. Each region has $20,000 of funding available. The fund awards are considered grants and are not intended to fund a project in its entirety. Background The City of Maplewood installed two solar panel projects at City Hall and the Community Center in 2012. The projects were made possible by a grant from the U.S. Department of Energy and the Minnesota Department of Commerce. The solar panel projects help the City meet one of its energy goals which is to reduce power use and fossil fuel emissions in a manner that is environmentally sustainable. It also allows the City to lead by example in the promotion of solar power as a non-polluting and renewable energy source. In order to tell the story of solar, the City is applying for a Metro CERTs seed grant for educational kiosks and a sign for the solar panel projects. The kiosks will be installed in City Hall and the Community Center and will include interactive/real time information on the energy that the two solar panel projects are producing. The sign will be installed in front of the freestanding solar panels at City Hall and will contain a captive description of the City’s solar panels. The goal of the kiosks and sign is to create visibility and tell the story of solar to visitors of City Hall and the Community Center. Council Packet Page Number 44 of 185 Budget Impact The total cost of the educational kiosks and the freestanding sign is estimated at $16,550. The City is applying for a Minnesota CERTs Seed Grant in the amount of $10,500 to cover the cost of design, construction, and installation. The solar panel project agreement requires that the contractor, TenKSolar, supply the City with the computer and touch screen monitor ($2,000), with the City’s general fund covering the remaining cost of the materials ($4,050). Recommendation Approve the grant submittal to Minnesota Clean Energy Resource Teams for educational kiosks and signs for the City Hall and Community Center solar panel projects. The grant will fund the design, construction, and installation costs in the amount of $10,500. 2 G3 Council Packet Page Number 45 of 185 MEMORANDUM TO: Charles Ahl, City Manager FROM: Michael Martin, AICP, Planner Melinda Coleman, Assistant City Manager DATE: October 22, 2013 SUBJECT: Approval of a Conditional Use Permit Review, Xcel Substation, 1480 County Road D Introduction The conditional use permit (CUP) for the Xcel Energy Substation Facility is due for its annual review. The CUP allows Xcel Energy to operate and expand the electrical substation and related electrical system operations on the existing 28-acre site. In addition, the CUP allows Xcel Energy to operate its wood chip and brush transfer operation on the property. Background February 3, 1972: The city council approved a special use permit (now known as a conditional use permit) for NSP (now Xcel Energy) to construct an electric substation for the site on County Road D. March 10, 2008: The city council approved a conditional use permit for Xcel Energy to have and expand the electrical substation and related electrical system operations and a wood chipping and transfer operation on the property at 1480 County Road D. March 23, 2009: The council reviewed this CUP and agreed to review it again in one year. March 22, 2010: The council reviewed this CUP and agreed to review it again in one year. April 25, 2011: The council reviewed this CUP and agreed to review again in six months to check on the status of ten replacement trees that needed to be planted. October 21, 2011: The council reviewed this CUP and agreed to review it again in one year. October 22, 2012: The council reviewed this CUP and agreed to review it again in one year. Discussion The conditions of the CUP require that Xcel Energy prepare an annual report and submit it to the city regarding the wood chipping and chip removal activities on their site. Xcel Energy’s Vegetation Management department submitted this report to city staff on September 21, 2012. The following information details the total of brush and wood that were dumped and transferred G4 Council Packet Page Number 46 of 185 2 through the Kohlman transfer site in 2012. Historical data from 2008, 2009, 2010 and 2011 are also included for reference. • 2012 – A total of 6,390 yards of wood chips were transferred • 2011 – A total of 9,760 yards of wood chips were transferred • 2010 – A total of 6,000 yards of wood chips were transferred • 2009 (Feb. 2009 to Feb 2010) – A total of 16,144 yards of wood chips were transferred • 2008 – A total of 19,650 yards of wood chips were transferred Budget Impact None. Recommendation Review the conditional use permit for Xcel Energy’s electrical substation and related electrical system operations in one year. Attachments 1. Location Map 2. Site Plan 3. Planting Plan 4. City council minutes, March 10, 2008 p:sec 3/Xcel Substation – CUPRev1013 G4 Council Packet Page Number 47 of 185 G4 , Attachment 1 ___ g~··----11----------------~--~---~--=---=--~---~---~--~---~-~ I .-':_-._:~ ( I I, 1,\ ·\ ,, ,, I I -------------------------------- COUNTY ROAD D SITE ·---------------------------- 2885 Location Map 1480 County Road D East Xcel Substation Q 1575 Council Packet Page Number 48 of 185 N ["-: I Gl ~ Llo&..t_ .. ···-······-····-······· .... ···-: .......... · ............ . VADNAIS HEIGHTS ---__,___._r~"-·-~'-'----o I tl i f_ I SITE PLAN G4, Attachment 2 'fr N Council Packet Page Number 49 of 185 PuNT UST ; ~1 I I II 1 .·:! ., oitAD... TI!Eii I'LAiir~ . .! ..,.,~ PLANTING PLAN :, ,·,, .. : ..... -......... , .. __ G4, Attachment 3 NO'TE mY lGtATJIII OF UOOI....., lllll.lllEI -to EXCIIM'!IDII ---fio-lilriotio........,..,' -.......... __ .. ______ .. ____ ElaSTJIID: ~ Mt;x:o •. .... ......... 'IN!! 1! N Council Packet Page Number 50 of 185 J. UNFINISHED BUSINESS MINUTES MAPLEWOOD CITY COUNCIL 7:00p.m., Monday, March 10, 2008 Council Chambers, City Hall Meeting No . 08-08 G4, Attachment 4 1. Conditional Use Permit-Xcel Energy Electrical Substation (1480 County Road D). a. Planner, Ken Roberts gave the report and answered questions of the council. i. Dale Trippler, Planning Commission representative gave a report from the Planning Commission. ii. Chris Rogers, Siting and Land Rights Agenda representing Xcel Energy, addressed the council. iii. Dennis Phalen, Supervisor of Vegetation Management for Xcel Energy, addressed and answered questions of the council. iv. Elizabeth Sletten, 2747 Clarence Street North, Maplewood. Ms. Sletten spoke regarding her strong disapproval of this project due to alleged health concerns . Mayor Longrie moved to approve the resolution approving a conditional use permit for Xcel Energy to have and expand the electrical substation and related electrical system operations and a wood chipping and transfer operation on their property at 1480 County Road D . The city bases this approval on the findings required by the ordinance and is subject to the following conditions: CONDITIONAL USE PERMIT RESOLUTION 08-03-032 WHEREAS, Mr. Chris Rogers , representing Xcel Energy, applied to Maplewood for a conditional use permit for the expansion of the existing electrical substation and for a wood chipping and transfer operation at 1480 County Road D. WHEREAS, this permit applies to the property on the south side of old County Road D and north and west of new County Road Din Maplewood . The legal description is: Registered Land Survey 262 , Subject to Roads , Tract A (PIN 03-29-22-21-0002) WHEREAS , the history of this conditional use permit is as follows : 1. On February 2, 1972, the Maplewood City Council approved a special use permit for NSP (Northern States Power) to construct an electrical substation on the subject property. 2 . On February 19, 2008, 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 persons at the hearing a chance to speak and present written statements . The commission also considered reports and recommendations of the city staff. The planning commission recommended that the city council approve the conditional use permit. 3. On March 10 , 2008, the city council discussed the proposed conditional use permit. They considered reports and recommendations from the planning commission and city staff. NOW, THEREFORE, BE IT RESOLVED that the city council approve the above-described conditional use permit revision , because: Council Packet Page Number 51 of 185 G4, Attachment 4 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 t raffic on local streets and would not create traffic congestion or unsafe access on existing or proposed streets. 6. The use would be served by adequate public facilities and services , including streets , police and fire protection, drainage structures, water and sewer systems , schools and parks. 7 . The use would not create excessive additional costs for public facilities or services . 8. The use would maximize the preservation of and incorporate the site's natural and scenic features into the development design . 9. The use would cause minimal adverse environmental effects . Approval is subject to the following conditions: 1. All construction and activities on the site shall follow the site and project plans dated January 18, 2008 as approved by the city. City staff may approve minor changes to these plans and the city council must approve major changes to the approved plans. These plans shall include the planting of at least 10 trees on the southeast corner of the site as shown on submitted planting plan. Xcel Energy shall replace any of the trees they plant if they are damaged or die . 2 . Any fence over six feet tall requires a building permit issued by the city. The city building official will require the submittal of a structural plan for the proposed fence approved by a registered engineer with the building permit materials. 3. Xcel Energy must start the installation of the new transformer and associated site work within one year of council approval or the permit shall become null and void. The council may extend this deadline for one year. 4. Xcel Energy shall prepare an annual report and submit it to the city about the wood chipping and chip removal activities on their site. This report shall include documentation about the dates and amount of materials the contractor removes from the site. 5. The city council shall review this permit in one year. The Maplewood City Council approved this resolution on March 10, 2008. Seconded by Councilmember Rossbach . The motion passed. Ayes -All Council Packet Page Number 52 of 185 G5 MEMORANDUM TO: Chuck Ahl, City Manager FROM: Karen Guilfoile, Citizen Services Director Regan Beggs, Business License Specialist DATE: October 15, 2013 SUBJECT: Approval of a Lawful Gambling Permit for the Church of the Presentation of the Blessed Virgin Mary, 1725 Kennard Street Introduction An application for a Lawful Gambling Permit has been submitted by Joyce McCabe on behalf of the Church of the Presentation of the Blessed Virgin Mary, 1725 Kennard Street, Maplewood. Background This permit will be used for the church’s annual Turkey Bingo Night, which will be held on Saturday, November 23, 2013 from 4:00pm to 11:00pm. Proceeds from the event will go towards raising funds Church operations. In addition, the applicant has also submitted an Application for Exempt Permit, which is required by MN Statute §349.166, and processed and approved by the Minnesota Gambling Control Board. MN Statute §349.166 also requires that the applying organization notify the local government unit 30 days before the lawful gambling occasion, or 60 days for an occasion held in a city of the first class. Budget Impact None Recommendation Staff recommends that Council approve the Lawful Gambling Permit for the Church of the Presentation of the Blessed Virgin Mary’s Turkey Bingo Night on November 23, 2013 at 1725 Kennard Street, Maplewood. In addition, staff recommends that Council acknowledge the Application for Exempt Permit and waives any objection to the timeliness of said permit, as governed by MN Statute 349.166. Council Packet Page Number 53 of 185 G6 MEMORANDUM TO: Chuck Ahl, City Manager FROM: Karen Guilfoile, Director Citizen Services DATE: October 22, 2013 SUBJECT: Approval of Joint Powers Agreement (JPA) With Ramsey County for Election Equipment Acquisition and Operation Introduction In November of 2001 the city council approved a Joint Powers Agreement (JPA) with Ramsey County for the replacement of election equipment. The City of Maplewood was the first to use the new equipment for a primary election in the fall of 2002. As a member of the State and County Elections Task Force, I participated in the selection of the current equipment and in my capacity as City Clerk continue to serve on the Task Force and have been involved in the current JPA. Background Ramsey County Elections Task Force has been working on the 2013 JPA since the fall of 2012. As part of that we have diligently reviewed existing equipment and worked with vendors who are developing new hardware and software that meets criteria set by State law. Chosen equipment must be certified by the Secretary of State’s Office and meet federal guidelines for the Help American Vote Act allowing individuals with disabilities to vote with independence and privacy. The Task Force continues to review vendors with the goal to purchase in February 2014. Budget Impact The Agreement factors a city share of capital cost at an estimate of $143,600. Included in the Agreement are the following payment options: a) a one-time reimbursement of costs or b) reimbursement of costs over two or more years, not to exceed a maximum of five years. Purchase of the election equipment and related hardware has been included in the Capital Improvement Plan (CIP) for 2014 – 2016 at $40,000 each year. The amount budgeted in the CIP will be adjusted at the time of purchase of new equipment; or if the current equipment is sold or leased in conjunction with the purchase of the new system. Recommendation It is recommended that the city council approve the Joint Powers Agreement (JPA) With Ramsey County for Election Equipment Acquisition and Operation authorizing the City Manager and the City Clerk to sign and execute the agreements and naming the City Clerk the project implementation liaison with the County. Attachments 1. Joint Powers Agreement Council Packet Page Number 54 of 185 9/18/2013 RC Joint Powers Agreement for New Voting System – 2013 Page 1 of 19 JOINT POWERS AGREEMENT FOR NEW VOTING SYSTEM ACQUISITION AND OPERATION This Agreement is made by and between Ramsey County, through the Ramsey County Elections Office (hereinafter “County”), and the cities of Arden Hills, Falcon Heights, Gem Lake, Lauderdale, Little Canada, Maplewood, Mounds View, New Brighton, North Oaks, North St. Paul, Roseville, St Anthony, St. Paul, Shoreview, Vadnais Heights, and White Bear Lake and White Bear Township (collectively referred to as the "Municipalities"). WHEREAS, the County and the Municipalities (“Parties”) are "governmental units" as defined in Minn. Stat. §471.59; and WHEREAS, pursuant to Minn. Stat. §471.59, the Parties, through actions of their governing bodies, are authorized to enter into a joint powers agreement for the exercise of commonly held or similar powers; and WHEREAS, the Parties entered into a Joint Powers Agreement in 2001 for the purchase and operation of a new voting system, with a ten year term and automatic two year extensions; and WHEREAS, pursuant to the provisions of the 2001 Joint Powers Agreement, the County prepares ballots and compiles election results for all state, federal, county, municipal and school district elections for the Municipalities; and WHEREAS, efficient ballot preparation and the timely compilation of election results depend upon the use of a uniform voting system throughout the County, and the use of a uniform voting system for all elections enhances election judge and voter understanding of the voting process and helps to provide equitable treatment for all voters, regardless of the type of election; and WHEREAS, Congress mandated the use of an assistive ballot marking device in all polling places and in- person absentee voting locations for use by voters with disabilities, through enactment of the Help America Vote Act of 2002 (“HAVA”); and WHEREAS, the Minnesota Legislature mandated the central counting of all absentee ballots under uniform state laws and procedures in Laws of Minnesota 2010, Chapter 194, effective in 2010; and WHEREAS, the Parties have reached agreement on 1) the need to replace the existing voting system and to implement a new voting system throughout the County in time for use for the 2014 state elections; and 2) the funding formula for the new voting system; and WHEREAS, state funds for the acquisition and operation of voting systems originating from grants received by the County under the Help America Vote Act must be expended by the County no later than March 31, 2014, or be returned to the State of Minnesota; NOW, THEREFORE, in consideration of the mutual undertakings and agreements hereinafter set forth, the parties agree as follows: G6, Attachment 1 Council Packet Page Number 55 of 185 9/18/2013 RC Joint Powers Agreement for New Voting System – 2013 Page 2 of 19 I. PURPOSE The purpose of this Joint Powers Agreement is to establish and describe the roles and responsibilities of the County and the Municipalities in connection with the acquisition, implementation, and operation of a new voting system for use throughout Ramsey County (“Project”), including equipment that will be owned and operated by the County and equipment that will be owned and operated by the Municipalities. II. COUNTY ROLES AND RESPONSIBILITIES-SYSTEM IMPLEMENTATION A. General The County will provide the services, materials, and equipment necessary to procure and implement a replacement voting system ("System") in Ramsey County, including software, hardware, materials, ballot printing, and other services as further described in this Agreement. Services may be provided directly by County staff or by outside vendors, as determined by the County. B. System Description 1. The System will have the following functionalities: • The capability to create ballot styles for each precinct based on the appropriate contests and candidates and to generate ballots by either creating a print file that may be sent to a vendor or by printing ballots in the County offices; • The capability to program memory devices for each precinct for an election that will, when inserted into a ballot counter or ballot marking device, properly record the votes on ballots cast in that precinct, reject ballots that are not from that precinct or which do not have the proper validation marks, return to the voter ballots which contain an overvote or a crossover vote, and perform all other actions required by the Minnesota election law; • The capability to count absentee ballots at a central location in the County or at one or more Municipalities, at the option of each of the Municipalities, and to generate reports noting the number of absentee ballots counted for each precinct; • The capability to accumulate votes on ballot counters located in each precinct on election day, at other locations prior to election day, and from absentee ballot counting centers, to protect voted ballots in a sealed ballot box; to generate paper tapes of election results for review and certification by election judges; and to electronically upload or transmit election results to the County; and • The capability to compile election results from electronically transmitted files from each precinct through use of the memory device which recorded votes from the precinct and/or from the election results tape; to create an G6, Attachment 1 Council Packet Page Number 56 of 185 9/18/2013 RC Joint Powers Agreement for New Voting System – 2013 Page 3 of 19 election results database that may be used for displaying results on the County website; and to generate needed reports for certification of election results. 2. The System must be certified by the Minnesota Secretary of State in accordance with the provisions of Minn. Stat. §206.57, subd. 1 and Minnesota Rules chapter 8220. C. System Equipment The County will purchase System hardware and software (collectively referred to as the "System Equipment") as initially needed for use of the System by the County and the Municipalities. The System Equipment to be purchased by the County for implementation of the System under the terms of this Agreement is listed as the System Equipment Costs – Total in the System Equipment List, attached hereto and made a part of this Agreement as Appendix A. D. Implementation Services 1. The County will provide services, including training, related to the implementation of the System by the County and the Municipalities, as described in Appendix B-Implementation Services, attached hereto and made a part of this Agreement. 2. The County will provide implementation project management services through a Project Manager. Joe Mansky, or his designee, shall serve as Project Manager for the County. 3. The goal is to have the System implemented and ready for use by the County and the Municipalities in time for the 2014 state primary. At the discretion of the County, the implementation of the System may be delayed for initial use at the 2015 city and school district elections. III. COUNTY ROLES AND RESPONSIBILITIES-POST IMPLEMENTATION OPERATING SERVICES A. General Following System implementation, the County will perform the duties described in Sections III. B. through E. (collectively, “Operating Services”) either directly by County staff or by outside vendors, as determined by the County. B. System Administration The County will: 1. maintain all licenses and agreements from the vendor(s) necessary to operate the System; G6, Attachment 1 Council Packet Page Number 57 of 185 9/18/2013 RC Joint Powers Agreement for New Voting System – 2013 Page 4 of 19 2. obtain and implement all required software updates needed to operate the System in compliance with the requirements of the Minnesota election law; 3. perform diagnostic testing of ballot counters and ballot marking devices to ensure the proper functioning of all equipment; 4. provide election programming needed to generate ballots and program memory devices that allow the ballot counters to correctly record votes; and 5. accumulate and report election results cast on the ballot counters for all elections. C. Warranty Services 1. Warranty services will be provided by the System vendor(s) in accordance with the warranty provisions contained in the contracts between the County and the System vendor(s). 2. The County shall obtain and enforce all System warranties, including warranties on equipment owned by the Municipalities paid for under the terms of this Agreement. All requests for warranty services shall be made by the Municipalities to the County. 3. The warranties for components of the host computer system shall continue to be substantially those offered by the original equipment manufacturers. D. Post-Warranty Maintenance Services Maintenance services will be provided following expiration of the warranty period(s) in accordance with the provisions of the maintenance agreement(s) between the County and the System vendor(s). 1. Prior to expiration of the System manufacturers’ warranties, the County, in consultation with the Municipalities, will decide whether System maintenance services will be provided on a fixed price or a time and materials basis. The County's decision shall be binding on all of the Municipalities and shall apply to all System hardware and software, whether housed at the County or the Municipalities, including backups. 2. The County will enter into a contract with the System vendor(s) for System maintenance services to be provided directly to the County and to the Municipalities. The County may, in consultation with the Municipalities, provide some or all maintenance services directly. The County will manage the provision of maintenance services for the Municipalities. 3. Maintenance services shall include, at minimum, the following: a. Preventative Maintenance: inspect and clean all ballot counters and ballot counting devices, including the read heads, printers, motors and other related components. G6, Attachment 1 Council Packet Page Number 58 of 185 9/18/2013 RC Joint Powers Agreement for New Voting System – 2013 Page 5 of 19 b. Repairs: make basic repairs to ballot counters and ballot marking devices as needed; the County will maintain or obtain spare parts for this purpose. c. Equipment Replacement: replace ballot counters, ballot marking devices and related hardware and components on an as needed basis in the case of complete or un-repairable equipment failure. E. Ongoing Services 1. The County will provide the Municipalities with a set of test ballots (also known as the test deck) and pre-audited test results for each precinct in every election. 2. The County will provide ballot layout, printing and memory device programming as follows: a. Ballot layout – no cost to Municipalities for all elections b. Ballot printing 1) State and county elections – no cost to Municipalities 2) Other elections – printing cost attributable to Municipal and/or School District offices and questions paid by Municipalities and/or School Districts using cost formula provided by the Secretary of State c. Memory device programming – no cost to Municipalities for all elections 3. The County will provide each Municipality with the hardware and software necessary to administer absentee voting for all elections. Each Municipality will have the choice of one of the following options: a. make arrangements for the County to accept/reject, process and count all the absentee ballots for the Municipality; b. accept/reject its own absentee ballots and make arrangements for the County to process and count the absentee ballots for the Municipality; c. accept/reject, process and count its own absentee ballots. 4. The County will provide the Municipalities with the County’s costs for options 3. a. and b. (above) no later than 24 weeks before the first election for which the System will be used and no later than 16 weeks before the date established in state law to begin absentee voting in subsequent years. Each Municipality shall inform the County in writing of its initial choice no later than 20 weeks before the first election for which the System will be used. Each Municipality shall notify the County in writing of any changes desired for its choice in subsequent years no later than 12 weeks before the date established in state law to begin absentee voting for a primary in a given year. The County will allocate the costs G6, Attachment 1 Council Packet Page Number 59 of 185 9/18/2013 RC Joint Powers Agreement for New Voting System – 2013 Page 6 of 19 for providing absentee voting services to the Municipalities as illustrated in the Appendix C spreadsheet, attached hereto and made a part of this Agreement. 5. The County will provide inspection and replacement of consumable supplies. 6. Election day technical support for the System will be provided by the voting system vendor (up to three days per election), as required by the County. a. Programming and system administration operations b. Ballot counter operations c. Ballot marking device operations 7. Subject to approval by the County, during the term of this Agreement including any extensions, the County shall lease or purchase ballot counters, ballot marking devices, and other hardware and software in addition to those listed in Appendix A, on written request from a Municipality. Payment to the County by the requesting Municipality shall be made within thirty (30) calendar days from the date of the invoice from the County following delivery of the hardware and/or software to the requesting Municipality. 8. During the term of this Agreement including any extensions, the County may lease or purchase any additional hardware and software that is necessary for the System to comply with the provisions of the Minnesota Election Law or that the County deems necessary to meet demand from the voters. IV. ROLES AND RESPONSIBILITIES OF THE MUNICIPALITIES A. Implementation 1. The individual who administers elections for the Municipality shall serve as the Municipality’s project implementation liaison with the County. Each Municipality shall provide the name and contact information for the liaison within ten (10) calendar days of final execution of this Agreement. 2. Within thirty (30) calendar days of execution of this Agreement, each Municipality shall notify the County in writing of its plans for payment of the acquisition costs of the ballot counters, ballot marking devices and any other administrative equipment ("Equipment Costs"). Each Municipality may choose from one of the following payment options: a) a one-time reimbursement of costs or b) reimbursement of costs over two or more years, not to exceed a maximum of five years. A Municipality may not revoke its decision at any time after notice has been given to the County. B. Post-Implementation/Ongoing 1. The Municipalities shall verify that ballots and memory devices tested by the County function accurately in the ballot counters and ballot marking devices that will be used in each election. If a Municipality identifies an error, the County G6, Attachment 1 Council Packet Page Number 60 of 185 9/18/2013 RC Joint Powers Agreement for New Voting System – 2013 Page 7 of 19 shall correct the error within ten (10) calendar days of notification of the error, if practicable. 2. The Municipalities shall also perform all public accuracy testing provided by law for each election and may request the County’s assistance in conducting these tests, at no charge. 3. The Municipalities may not lease or purchase any additional hardware and software during the term of this Agreement or any extensions without the prior approval of the County. 4. Each of the Municipalities shall lease or purchase at least one ballot counter, a ballot marking device, and a ballot box for each precinct in the Municipality. C. Payment Each of the Municipalities is responsible for payment in accordance with the provisions of this Agreement. V. OWNERSHIP/SOFTWARE LICENSE A. The County will initially own all System Equipment. B. Upon payment in full to the County in accordance with the terms of this Agreement, each of the Municipalities will own the ballot counters, ballot marking devices, and related equipment that were originally purchased by the County under this Agreement; this provision shall not apply to equipment leased by the County. The County will maintain ownership of backup ballot counters and ballot marking devices, the central count ballot counters and any precinct ballot counters that are needed for counting absentee ballots, the memory devices for all ballot counters and ballot marking devices, and the computer hardware and software needed to operate and administer the System. C. The County is the sole Licensee of the System software and the Municipalities are users. VI. WARRANTY The County makes no representations and extends no warranties with respect to the use of the System and specifically disclaims all other warranties, express or implied, including but not limited to any implied warranty or merchantability or fitness for a particular purpose. VII. SYSTEM IMPLEMENTATION FUNDING A. The County will provide initial financing for the costs of acquisition, installation, and implementation of the System ("Implementation Costs"). B. As part of the initial financing of the Implementation Costs, the County will apply state grant funds received under the Help America Vote Act and required County matching funds as a setoff against the Implementation Costs. G6, Attachment 1 Council Packet Page Number 61 of 185 9/18/2013 RC Joint Powers Agreement for New Voting System – 2013 Page 8 of 19 C. The Municipalities will provide the funds to reimburse the County for the System Equipment identified as the responsibility of the Municipalities in Appendix A. VIII. COST ALLOCATION/PAYMENT A. Cost Allocation-Implementation Costs 1. Each of the Municipalities will reimburse the County for the cost of the number of ballot counters, ballot boxes, and ballot marking devices required by that Municipality in accordance with the pricing in Appendix A. A list of the estimated number of ballot counters, ballot boxes, and ballot marking devices for each of the Municipalities and the percentage of the total cost for ballot counters and ballot marking devices to be paid by each of the Municipalities is listed in Appendix C. The total number and each Municipality’s percentage of ballot counters and ballot marking devices may be adjusted throughout the term of this Agreement including any extensions. 2. For those Municipalities that have elected to pay for the ballot counters, ballot boxes, and ballot marking devices over time, the total amount to be paid will include their proportionate share of any financing costs incurred by the County for the purchase, installation and implementation of the System Equipment, which financing costs will be shared among those Municipalities that have elected to pay over a period from two to five years. B. Cost Allocation-Post-Implementation/Operating Services 1. There will be no charge to the Municipalities for ballot layout for all elections, ballot printing for State and county elections or for memory device programming. 2. The Municipalities will pay the County’s costs for Operating Services on an annual basis. 3. The cost of Operating Services will be calculated to include costs for the items listed in Section III.B.-E. of this Agreement and, until repaid in full, the Implementation Costs described in Section VIII.A.2. 4. Except as identified as the responsibility of a Party to this Agreement, annual costs for Operating Services will be allocated as follows: a. using the percentage of the total number of ballot counters requested by the Municipality as a proportion of the total number of ballot counters requested by all Municipalities for 80%, and using the percentage of the total number of absentee ballots accepted by each Municipality during the three most recent state general elections as a proportion of the total number of absentee ballots accepted in the County for 20%. b. The allocation will take into account any changes in the number of ballot counters requested by each of the Municipalities and/or the total number of ballot counters. G6, Attachment 1 Council Packet Page Number 62 of 185 9/18/2013 RC Joint Powers Agreement for New Voting System – 2013 Page 9 of 19 C. Payments 1. The County shall invoice a Municipality after the initial delivery of County- tested ballot counters, ballot boxes, and ballot marking devices to the Municipality. If a Municipality will pay over a period of 2-5 years, the County will invoice the Municipality its appropriate annual sum along with the invoice for annual operating costs. Payment shall be made within thirty (30) calendar days of the date of the invoice. 2. On or about June 1 of each calendar year during the term of this Agreement including any extensions, the County will invoice the Municipalities for their share of Operating Costs for the next calendar year. The total amount of the invoices will be calculated based on the actual Operating Costs incurred by the County in the previous calendar year, with adjustments made to account for increases or decreases in anticipated operating costs. The Municipalities shall make payment to the County within thirty (30) calendar days of the date of the invoice. 3. If the County provides maintenance services through the System vendor on a time and materials basis, a Municipality that requires maintenance services will contact the County for the services and the County will contact the vendor. The requesting Municipality will be invoiced directly by the vendor, and will be individually responsible for the cost of the services received, with no right to reimbursement from the County. 4. If requested by a Municipality, the County shall invoice the School District(s) to pay a proportion of the Municipalities’ annual cost for Operating Services using either: a) the cost-sharing methodology provided in the Minnesota Election Law; or b) another methodology developed by the County, in consultation with the Municipalities. The County will invoice the School District(s) for their proportion of the costs and payments will be made directly by the School District(s) to the County. 5. Payment of interest and disputes shall be governed by the provisions of Minn. Stat. § 471.425. D. Proceeds from sale or lease of old equipment The County shall determine if any existing voting equipment, including but not limited to ballot counters, ballot marking devices and related hardware will be sold or leased in conjunction with the purchase of the System. The County shall apply the proceeds of any sale or lease of existing voting equipment, including but not limited to ballot counters and ballot marking devices, toward the Municipalities’ payment of Implementation Costs or Post-Implementation Costs. G6, Attachment 1 Council Packet Page Number 63 of 185 9/18/2013 RC Joint Powers Agreement for New Voting System – 2013 Page 10 of 19 IX. PROJECT SCHEDULE A Preliminary Project Schedule is attached hereto and made a part of this Agreement as Appendix D. The County may change the schedule set forth in Appendix D as appropriate based on changes in funding sources or the needs of the County. X. TERM A. The term of this Agreement is for a fourteen-year period from the date of final execution by all parties (“Initial Term”), unless earlier terminated pursuant to the provisions of this Agreement. B. This Agreement shall be automatically extended for successive two-year terms (“Renewal Terms”), upon the same or better terms, conditions and covenants, unless a majority of the Municipalities or the County gives notice of their/its intent not to extend at least 180 days prior to expiration of the Initial Term or the then-current Renewal Term. XI. ANNUAL REVIEW PROCESS At least once a year during the term of this Agreement, including any extensions, the County will convene a meeting of elections officials from the Municipalities to review the elections process and System operations. XII. INDEMNIFICATION AND INSURANCE A Each party agrees that it will be responsible for its own acts and the acts of its employees, elected officials, and agents as they relate to this Agreement and for any liability resulting therefrom, to the extent authorized by law, and shall not be responsible for the acts of the other parties or their employees, elected officials, and agents, or for any liability resulting therefrom. Each party’s liability shall be governed and limited by the Municipal Tort Claims Act, Minn. Stat. Chapter 466 and other applicable law. B. Each Party agrees to defend, indemnify and hold harmless the other Parties, their employees, elected officials, and agents from any liability, claims, causes of action, judgments, damages, losses, costs or expenses, including reasonable attorneys fees, resulting directly or indirectly from any act or omission of the indemnifying party, its employees, elected officials, or agents, in the performance or failure to perform its obligations under this Agreement. Nothing herein shall be deemed a waiver by any Party of its limitations on liability, defenses or immunities under Minnesota Statutes, Chapter 466, or other state or federal law. C. Each Party warrants that it is able to comply with the aforementioned indemnity requirements through commercial insurance or a self-funding program. D. Each of the Parties shall insure the full replacement value of all System equipment stored on the Party's site. G6, Attachment 1 Council Packet Page Number 64 of 185 9/18/2013 RC Joint Powers Agreement for New Voting System – 2013 Page 11 of 19 E. All insurance policies or self-insurance certificates shall be open to inspection by the other Parties and copies of the policies or certificates of self-insurance shall be submitted to a Party upon written request. XIII. RECORDS Subject to the provisions of Section XIV., each Party agrees that the other Parties, the State Auditor, or any of their duly authorized representatives shall, at any time during normal business hours, and as often as they may reasonably deem necessary, have access to and the right to examine, audit, excerpt and transcribe any books, documents, papers, records, etc., which are pertinent to the accounting practices and procedures of governmental entities and which involve transactions relating to this Agreement. XIV. DATA PRACTICES The Parties shall comply with the provisions of the Minnesota Government Data Practices Act, Minn. Stat. Ch. 13, or any other applicable state statutes, any state rules adopted to implement the Act and statutes, as well as federal statutes and regulations on data privacy. XV. NONASSIGNMENT No Party shall assign, subcontract, transfer or pledge this Agreement and/or services to be performed herein. XVI. USE OF VOTING SYSTEM The County shall only implement and support a single, uniform voting system throughout the County that must be used in every election conducted in the County. Each Municipality must use the ballot counters, ballot boxes and ballot marking devices provided in this Agreement for all elections conducted in the Municipality. XVII. TERMINATION A. This Agreement shall terminate upon unanimous consent of the Parties as evidenced by a written resolution of the governing body of each Party or when necessitated by operation of law or as a result of a decision by a court of competent jurisdiction. B. Effect of termination. Termination shall not discharge any liability incurred by any of the Parties during the term of this Agreement including any extensions prior to the effective date of termination. Each Party shall be liable for its own acts to the extent provided by law. XVIII. PROPERTY DISPOSITION A. Upon termination of this Agreement, ownership remains as stated in Article V. G6, Attachment 1 Council Packet Page Number 65 of 185 9/18/2013 RC Joint Powers Agreement for New Voting System – 2013 Page 12 of 19 B. Upon termination, a Municipality will be given the option to make full payment for the ballot counters, ballot boxes, and ballot marking devices for which it has made partial payment. Such payment must be made within thirty (30) calendar days of the date of receipt of the notice of termination from the County. C. If the Parties reach consensus on the need to replace the System, the Parties will negotiate a new agreement, which shall include the disposition of the System Equipment, whether owned by the County or the Municipalities. XIX. NOTICE A. All notices, reports or demands given or made by a Party under the terms of this Agreement or any statute or ordinance shall be in writing and shall be sent registered or certified mail. B. All notices, reports or demands shall be sent to the representative designated in writing by the Party. If none has been designated, notice to the Party's chief elected official shall be deemed adequate. XX. ENTIRE AGREEMENT/ALTERATION A. It is understood and agreed that the entire agreement between the Parties is contained herein and that this Agreement supersedes all oral agreements and negotiations between the Parties relating to the subject matter hereof. B. Any alterations, variations, modifications, or waivers of provisions of this Agreement shall only be valid when they have been reduced to writing as an amendment to this Agreement signed by the Parties hereto. C. The parties may execute separate copies of any amendment to this Agreement and the signature pages will be part of the original. XXI. VOTING SYSTEMS ADVISORY COMMITTEE The County shall establish a Voting Systems Advisory Committee (“Committee”) to facilitate the administration of the System. Any Party to this Agreement may request to become a member of the Committee. Approximately ten years following final execution of this Agreement, or at such earlier time as the Parties may agree, the Committee shall begin planning for the acquisition of a successor voting system. XXII. SEPARATE EXECUTIONS/EFFECTIVE DATE Each of the Municipalities may sign a separate signature page and all of the signature pages taken together will constitute the original contract and will be as effective as if all of the signatures were on the same page. This Agreement shall be effective as to a Party upon execution by an authorized representative of that Party. G6, Attachment 1 Council Packet Page Number 66 of 185 9/18/2013 RC Joint Powers Agreement for New Voting System – 2013 Page 13 of 19 Wherefore, the Parties have executed this Agreement as of the last date written below. COUNTY OF RAMSEY By: ______________________________ Rafael Ortega, Chair Board of Commissioners By: ______________________________ Bonnie Jackelen, Chief Clerk Board of Commissioners Date: _____________________________ Approval Recommended: _________________________________ Mark Oswald, Director Department of Property Records and Revenue Approved as to form and insurance: _________________________________ Assistant County Attorney G6, Attachment 1 Council Packet Page Number 67 of 185 9/18/2013 RC Joint Powers Agreement for New Voting System – 2013 Page 14 of 19 NAME OF MUNICIPALITY: By: ______________________________ Its: ______________________________ By: ______________________________ Its: ______________________________ Date: _____________________________ G6, Attachment 1 Council Packet Page Number 68 of 185 9/18/2013 RC Joint Powers Agreement for New Voting System – 2013 Page 15 of 19 Appendix A System Equipment List Note: prices are estimates pending the selection of a specific voting system 1. Voting and administrative equipment - County Unit Total Quantity Description Price Price 18 Backup ballot counters $4,043 $72,774 18 Ballot counters for absentee voting $4,043 $72,774 36 Ballot boxes $382 $13,752 18 Backup accessible ballot marking devices $4,550 $81,900 828 Memory devices $66 $54,648 5 Central count ballot counters for absentee voting $26,030 $130,150 2 Ballot on demand printers $8,960 $17,920 1 Operating software $137,976 $137,976 1 Staff training – hardware and software operations $140,000 $140,000 Freight and delivery (estimate) $20,000 $20,000 Subtotal for Equipment Costs - County $741,849 2. Voting equipment – Municipalities 171 Ballot counters for polling places $4,043 $691,353 171 Ballot boxes $382 $65,322 171 Accessible ballot marking devices for polling places $4,550 $778,050 Subtotal for Equipment Costs – Cities $1,534,725 System Equipment Costs - Total $2,276,574 G6, Attachment 1 Council Packet Page Number 69 of 185 9/18/2013 RC Joint Powers Agreement for New Voting System – 2013 Page 16 of 19 Appendix B Implementation Services The County will provide, either directly or through a contracted vendor, as determined by the County, the Implementation Services shown below. The information provided below is tentative, pending the selection of a System vendor(s). Training and instructional materials 1. Training for Municipal elections officials and staff a. Operation of the ballot counter b. Operation of the ballot marking device c. Processing and counting absentee ballots (where applicable) 2. Training for election judges a. Operation of the ballot counter b. Operation of the ballot marking device 3. Development of training and informational materials - printed a. Ballot counter operations guide and quick start guide b. Ballot marking device operations guide and quick start guide c. Opening and closing the polling place d. Providing instructions to voters 4. Development of training and informational materials for County website a. Election judge training video b. Public information videos G6, Attachment 1 Council Packet Page Number 70 of 185 9/18/2013 RC Joint Powers Agreement for New Voting System – 2013 Page 17 of 19 Appendix C Spreadsheet (included as a separate attachment) G6, Attachment 1 Council Packet Page Number 71 of 185 9/18/2013 RC Joint Powers Agreement for New Voting System – 2013 Page 18 of 19 Appendix D Preliminary Project Schedule (Dates are tentative) 2013 Oct 25 Complete city approval of joint powers agreement Dec 3 County board approval of joint powers agreement Dec 30 Publication of request for proposals for voting system 2014 Jan 15 Pre-bid conference for vendors submitting proposals Jan 31 Closing date for proposals from vendors for voting system Feb 11 Complete scoring proposals submitted by vendors Feb 14 Task force recommendation to county board Feb 25 County board approval of new voting system acquisition Mar 10 Publication of RFP for ballot printing 2014-2015 Mar 17 Place order with vendor for new voting system Apr 7-11 Software training for county staff Apr 21-25 Hardware training for county staff May 2 Complete delivery of new voting system components May 20 First day to file for office May 23 Complete check-in and preliminary testing of voting system components May 28-30 Simulated election with new voting equipment May 30 Complete training and informational materials for use of voting system Jun 16-20 Hands-on training for city elections staff Jun 27 Begin absentee voting Jul 7-Aug 1 Hands-on training for election judges serving at the state primary Aug 12 State primary G6, Attachment 1 Council Packet Page Number 72 of 185 9/18/2013 RC Joint Powers Agreement for New Voting System – 2013 Page 19 of 19 Oct 6-24 Hands-on training for election judges not serving at the state primary Nov 4 State general election Nov 17 Post-election review of voting system G6, Attachment 1 Council Packet Page Number 73 of 185 Appendix C spreadsheet - proposed capital and annual operating costs for new voting system Precinct ballot counters Absentee ballot counters Absentee ballot Cost & ballot marking devices processing/counting Summary % of county total % of county total mean total ABs % county total sum of columns x total city share x 0.80 accepted in last 3 x 0.20 E and H of capital costs state gen elections City Number % of county city share of share of annual Number of % of county share of annual Option Option Total annual of total capital costs operating costs accepted ABs total operating costs A B operating costs precincts 2008-2012 Arden Hills 3 1.76%26,925.00$ 1,588.24$ 1,550 2.33%524.31$ 2,112.55$ Blaine 0 0.00%-$ -$ - 0.00%-$ -$ Falcon Heights 2 1.18%17,950.00$ 1,058.82$ 742 1.12%250.99$ 1,309.82$ Gem Lake 1 0.59%8,975.00$ 529.41$ 62 0.09%20.97$ 550.38$ Lauderdale 1 0.59%8,975.00$ 529.41$ 212 0.32%71.71$ 601.12$ Little Canada 3 1.76%26,925.00$ 1,588.24$ 1,492 2.24%504.69$ 2,092.93$ Maplewood 16 9.41%143,600.00$ 8,470.59$ 5,327 8.01%1,801.93$ 10,272.52$ Mounds View 4 2.35%35,900.00$ 2,117.65$ 1,414 2.13%478.31$ 2,595.95$ New Brighton 5 2.94%44,875.00$ 2,647.06$ 3,521 5.29%1,191.03$ 3,838.09$ North Oaks 2 1.18%17,950.00$ 1,058.82$ 1,632 2.45%552.05$ 1,610.87$ North St Paul 4 2.35%35,900.00$ 2,117.65$ 1,479 2.22%500.29$ 2,617.94$ Roseville 10 5.88%89,750.00$ 5,294.12$ 7,533 11.33%2,548.15$ 7,842.26$ Shoreview 7 4.12%62,825.00$ 3,705.88$ 5,322 8.00%1,800.24$ 5,506.13$ Spring Lake Park 0 0.00%-$ -$ - 0.00%-$ -$ St Anthony 1 0.59%8,975.00$ 529.41$ 577 0.87%195.18$ 724.59$ St Paul 97 57.06%870,575.00$ 51,352.94$ 27,610 41.51%9,339.48$ 60,692.42$ Vadnais Heights 4 2.35%35,900.00$ 2,117.65$ 2,013 3.03%680.93$ 2,798.57$ White Bear Lake 6 3.53%53,850.00$ 3,176.47$ 4,151 6.24%1,404.14$ 4,580.61$ White Bear Township 4 2.35%35,900.00$ 2,117.65$ 1,879 2.82%635.60$ 2,753.25$ Subtotal - cities 170 100.00%1,525,750.00$ 90,000.00$ 66,516 100.00%22,500.00$ 112,500.00$ ISD 282 - St Anthony-NB 2 1.18%-$ 352.94$ 1.10%82.50$ 435.44$ ISD 621 - Mounds View 21 12.35%-$ 3,705.88$ 17.60%1,320.00$ 5,025.88$ ISD 622 - NSP-Maplewood 17 10.00%-$ 3,000.00$ 10.20%765.00$ 3,765.00$ G6, Attachment 1 Council Packet Page Number 74 of 185 ISD 623 - Roseville 18 10.59%-$ 3,176.47$ 15.00%1,125.00$ 4,301.47$ ISD 624- White Bear Lake 15 8.82%-$ 2,647.06$ 14.60%1,095.00$ 3,742.06$ ISD 625 - St Paul 97 57.06%-$ 17,117.65$ 41.50%3,112.50$ 20,230.15$ Subtotal - school districts 170 100.00%-$ 30,000.00$ 100.00%7,500.00$ 37,500.00$ County total 120,000.00$ 30,000.00$ 150,000.00$ Notes: 1. Assume the cost of one ballot counter, one ballot box and one ballot marking device = $8,975 per precinct 2. Number of absentees is average of ABs accepted in three previous state general elections 3. Assume annual operating costs = $150,000; 80% are from precinct equipment, 20% from absentee equipment 4. Annual operating costs are shared by cities (75%) and school districts (25%) 5. The county will provide any equipment needed by Blaine 6. Spring Lake Park will use voting systems provided by Anoka County. 10/11/2013 G6, Attachment 1 Council Packet Page Number 75 of 185 G7 MEMORANDUM TO: Chuck Ahl, City Manager FROM: Karen Guilfoile, Director Citizen Services DATE: October 22, 2013 SUBJECT: Resolution of Support for 2014 July 4th Event Introduction To celebrate the 50th year anniversary of the city, in June of 2007, the city had its first Taste of Maplewood event. The event has changed over the years and in 2012, at the request of citizens, the council directed staff to reinstitute the annual July 4th celebration including a fireworks display. The last two years the event has grown and been a wonderful community event. Background Staff is in the initial planning stages of the July 2014 event tentatively securing vendors and entertainment. Since moving the event to Hazelwood Park and having the event on July 4th, staff has limited the number of food vendors with each vendor designating food items as exclusive so that each vendor has the opportunity to have good sales for the day. The same has been for the adult beverage vendor. Advertisement for the event for the past two years has indicated that there are to be no coolers allowed in the park during the event. This has been loosely enforced which has been a complaint from some of our vendors since it diminishes their ability to make revenue for the day. Their participation assists in deferring the cost of the event. After speaking with Chief Schnell and with council approval, during the event in 2014, city staff will be stationed at the trail entrance to the park off of Hazelwood and at the trail entrance off of Beam Avenue enforcing no coolers allowed in the park. Budget Impact Staff anticipates a net expenditure of $19,500 which is included in the 2014 proposed budget. Recommendation Staff recommends approval of the Resolution of Support for the 2014 July 4th Light It Up Event. Attachments 1. Resolution of Support Council Packet Page Number 76 of 185 G7, Attachment 1 Resolution of Support for the 2014 July 4th Light It Up Event Whereas the City of Maplewood has established July 4th Light It Up as an annual event that is an outreach to the surrounding community; Whereas the July 4th Light it Up Event brings the community together and gives local food and entertainment businesses the opportunity to showcase their offerings while providing families an opportunity to experience a family friendly environment; Whereas the July 4th Light It Up Event is an annual city-wide event and each department within the city plays a part in its success; Whereas city staff will work diligently soliciting sponsors including local businesses for the event to offset incurred costs; Therefore Let it Be Resolved that the city council supports the 2014 July 4th Light It Up Event at Hazelwood Park. Council Packet Page Number 77 of 185 G8 MEMORANDUM TO: Charles Ahl, City Manager FROM: Mychal Fowlds, IT Director DATE: October 22, 2013 SUBJECT: Approval of Resolution Directing Modification of Existing Construction Contract, Change Order 6 with Weber, Inc., Police Department Expansion Project – Phase 2 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 have been 5 change orders to the contract to date in the amount of $11,622.88. The modifications consist primarily of small adjustments due to items found during the demolition of existing areas or small changes to the scope of work. These modifications result in a decrease to the overall construction contract. Correction on previously submitted items (Addition) When submitting the change order requests for 2 previous changes, door hardware and additional HVAC work, that differed from the original plans, it was noticed that there were mathematical errors by the contractor. This item is to correct those errors. The change order costs are summarized below: Change Order #6 Amount 1 Correction on previously submitted items $ 1,397.75 Total Change Order No. 6 $ 1,397.75 Budget Impact Approval of Change Order No. 6 will increase the project construction contract amount by $1,397.75 from $370,622.88 to $372,020.63. No adjustments to the approved budget are needed at this time. Recommendation Staff recommends that the council approve the attached Resolution Directing Modification of Existing Construction Contract, Change Order No. 6, for the Police Department Expansion Project – Phase 2. Attachments 1. Resolution directing modification of existing construction contract, change order no. 6 2. Change order form Council Packet Page Number 78 of 185 G8, Attachment 1 RESOLUTION DIRECTING MODIFICATION OF EXISTING CONSTRUCTION CONTRACT POLICE DEPARTMENT EXPANSION PROJECT - PHASE 2, CHANGE ORDER NO. 6 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. 6. 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. 6 which is an increase of $1,397.75. The revised contract amount is $372,020.63. Adopted by the Maplewood City Council on this 28th day of October 2013. Council Packet Page Number 79 of 185 G8, Attachment 2 CHANGE ORDER CITY OF MAPLEWOOD PROJECT NAME: Police Department Expansion Project - Phase 2 CONTRACTOR: Weber, Inc. CHANGE ORDER NO.: Six (6) DATE: October 28, 2013 The following changes shall be made in the contract documents: ADD BID SCHEDULE CO #6 – CHANGE ORDER NO. 6 Item No. Item Description Amount 1 Correction on previously submitted items $ 1,397.75 TOTAL SCHEDULE CO #6 $1,397.75 TOTAL NET CHANGE ORDER NO. 6 $1,397.75 CONTRACT STATUS: Original Contract: $359,000.00 Net Change of Prior Changes: 11,622.88 Change this Change Order: 1,397.75 Revised Contract: $372,020.63 Recommended By: SEH, Inc. By: Date: Agreed to By: Weber, Inc. By: Date: Approved By: City of Maplewood By: Date: Council Packet Page Number 80 of 185 MEMORANDUM TO: Charles Ahl, City Manager FROM: DuWayne Konewko, Parks and Recreation Director Ginny Gaynor, Natural Resources Coordinator DATE: October 22, 2013 SUBJECT: Approval of Resolution Accepting Grant Funds from Friends of the Mississippi River for Fish Creek Acquisition Introduction Friends of the Mississippi River has received a $162,000 grant towards acquisition of the Fish Creek Property. Council will consider a resolution to accept this grant. Background Maplewood has an agreement to purchase the 70-acre Fish Creek property from The Conservation Fund. The City is securing funding for this purchase. Friends of the Mississippi River has received a $162,000 grant from Minnesota Environmental Trust Fund as recommended by the Legislative-Citizen Commission on Minnesota Resources to be used for acquisition. This grant would ensure protection of six acres north of Fish Creek. The grant indicates the city will match this with $162,000 to protect an additional adjacent six acres (see Attachment 1). By the terms of the grant, these twelve acres would carry a deed restriction ensuring they remain in conservation use in perpetuity. Budget Impact The City will match the $162,000 grant with $162,000 of funding that has been raised for acquisition. Including this grant, the city has secured $1,907,000 for acquisition of the Fish Creek property. This sum is adequate to permanently protect 62 acres, including the twelve acres referred to in this grant. Recommendation Staff recommends City Council approves a resolution to accept $162,000 in grant funding secured by Friends of the Mississippi River to be used towards acquisition of the Fish Creek property. Attachments 1. Map showing parcels covered by grant 2. Resolution to Accept Grant G9 Council Packet Page Number 81 of 185 Fish Creek Parcels Covered By $162,000 Grant and Match The Grant Parcel (6 acres) and Match Parcel (6 acres) below show the area that will be protected under the $162,000 grant received by Friends of the Mississippi River. G9, Attachment 1 Council Packet Page Number 82 of 185 RESOLUTION NO. ___________ CITY OF MAPLEWOOD, MINNESOTA RESOLUTION TO ACCEPT GRANT FUNDING FROM FRIENDS OF THE MISSISSIPPI RIVER FOR ACQUISITION OF THE FISH CREEK PARCEL WHEREAS the City of Maplewood city is securing funding to acquire the 70-acre Fish Creek parcel; and WHEREAS Friends of the Mississippi River has received a $162,000 grant from the Minnesota Environmental Trust Fund as recommended by the Legislative-Citizen Commission on Minnesota Resources to be used for acquisition of six acres of the Fish Creek property; and WHEREAS Friends of the Mississippi River requests that the city match this grant with $162,000; and WHEREAS the land purchased through this grant and match will have a deed restriction ensuring it remains conservation land in perpetuity; NOW THEREFORE BE IT RESOLVED that: 1. City of Maplewood has the financial capability to meet the match requirement and ensure adequate management and protection; and 2. The Parks and Recreation Director is hereby authorized to execute such agreements as are necessary to implement the project on behalf of the applicant. Adopted this 28th day of October, 2013. SIGNED: WITNESSED: ______________________________ _____________________________ Will Rossbach, Mayor Karen Guilfoile, City Clerk ______________________________ ______________________________ Date Date G9, Attachment 2 Council Packet Page Number 83 of 185 MEMORANDUM TO: Chuck Ahl, City Manager FROM: DuWayne Konewko, Parks and Recreation Director Ginny Gaynor, Natural Resources Coordinator DATE: October 23, 2013 SUBJECT: Approval of the Resolution Accepting Donation from Friends of the Mississippi River for Fish Creek Acquisition Introduction A donation of up to $13,000 is being donated to the City of Maplewood Parks and Recreation Department to be used towards acquisition of the Fish Creek property. Minnesota State Statute 465.03 states that gifts to municipalities shall be accepted by the governing body in the form of a resolution by a two-thirds vote. Budget Impact No matching funds required. Recommendation Approve the Resolution accepting the donation of up to $13,000 to be used towards acquisition of the Fish Creek property. Attachments 1. Resolution Accepting Donation G10 Council Packet Page Number 84 of 185 RESOLUTION ACCEPTANCE OF DONATION WHEREAS the City of Maplewood, Parks and Recreation Department, has received a donation of up to $13,000 from Friends of the Mississippi River to be used towards acquisition of the Fish Creek property; NOW, THEREFORE, BE IT RESOLVED that the Maplewood City Council authorizes the City of Maplewood, Parks and Recreation Department to accept this donation. G10, Attachment 1 Council Packet Page Number 85 of 185 MEMORANDUM TO: Charles Ahl, City Manager FROM: DuWayne Konewko, Parks and Recreation Director Ginny Gaynor, Natural Resources Coordinator DATE: October 22, 2013 SUBJECT: Approval for Great River Greening to Conduct Additional Restoration Work at Fish Creek Introduction Maplewood has an agreement to purchase the 70-acre Fish Creek property from The Conservation Fund. In 2012, Great River Greening (GRG) received a grant for restoration at the site. On August 13, 2012, Maplewood City Council approved providing $15,000 matching funds and entering into an agreement for Great River Greening to conduct restoration activities. GRG has an additional $20,000 in grant funds for restoration activities. Council will consider approval of amending the city’s agreement to support GRG conducting an additional $20,000 of restoration work at the site. Background In 2012, Great River Greening (GRG), a non-profit organization committed to enhancing and restoring native habitat in the Twin Cities area, received a $187,500 Lessard-Sams Outdoor Heritage Council grant for restoration at Fish Creek. The grant covers developing a detailed site management plan and restoring habitat including: removing buckthorn, planting trees and woodland species, and restoring prairie and oak savanna. The Conservation Fund, current owner of the site, supports restoration activities occurring on the site. On August 13, 2012, City Council approved the city’s entering into an agreement with GRG supporting restoration activities on the site and providing $15,000 match towards the project. GRG has an additional $20,000 of Outdoor Heritage Fund grant monies to put towards this project. These funds will be used towards restoration activities described above. GRG would like to amend their contract with the city to support additional restoration activities in the amount of $20,000. Restoration activities have been going well and staff is very pleased with the work being done by GRG. In 2012 and 2013, GRG planted trees with volunteers from St. Thomas University, Thomson Reuters, and other groups. In 2013, GRG contracted with Natural Resources Restoration, Inc. for buckthorn removal and selected tree removal. This part of the project is scheduled for completion by the end of the year. It included a very successful Buckthorn Blast on October 19, a community event where 122 volunteers came out to help haul and pile buckthorn. This winter, GRG will work with city and county staff to complete the detailed site management plan. The final phase of work under the grant is prairie restoration, which will be conducted in 2014-15. G11 Council Packet Page Number 86 of 185 Budget Impact This request requires no additional funding from Maplewood at the present time. The original contract commits the city to maintaining the restoration work conducted under the grant. Funding for this maintenance would be from the open space operating budget. Recommendation Staff recommends that City Council approves amending the contract for GRG to do an additional $20,000 of restoration work at the Fish Creek site. G11 Council Packet Page Number 87 of 185 MEMORANDUM TO: R. Charles Ahl, City Manager FROM: Michael Thompson, City Engineer/Public Works Director Steven Love, Assistant City Engineer DATE: October 14, 2013 SUBJECT: Approval of Resolution Adopting Assessment Roll for the Rice Street Water Services, Project 11-28 Introduction The land owners of 1986 and 2000 Rice Street have been mailed a notice of the exact amount of their assessment along with a waiver of assessment agreement for the installation of water services across Rice Street to their respective properties. Both parties have signed and returned the waiver of assessment hearing agreements. Staff recommends that the City Council to Approve the Resolution for Adoption of Assessment Roll. Background On April 29, 2013 the City Council authorized the Public Works Director to enter into a contract for the installation of three water services to the properties of 1986, 2000, and 2020 Rice Street. The engineers estimate was $20,000 per water service for a total of $60,000. A request for quote was sent out to six contractors. Four quotes were received from contractors ranging from $48,600 to $59,400. The Public Works Director entered into a contract with the GM Contracting Inc., lowest responsible quote received, for water service installation. During construction it was discovered the property of 2020 Rice Street was found to have an existing water service line that was not shown on the City of Roseville’s record drawings. Therefore, only 2 water services were installed as part of the contract with GM Contracting Inc. All work related to the installation of the water services has been completed. The property owners were given the option of paying the full amount after the completion of the work, at the time of connection, or to sign a waiver of assessment agreement and have the amount assessed to the property over a period of 8 years. The property owners of 1986 and 2000 Rice Street both selected to sign the waiver of assessment agreement (see attachment) for payback over time. The assessment amounts were based on actual cost of construction for each water service. The following is a list of the proposed assessment amounts: 1986 Rice Street (PIN 182922230009) = $16,519.40 2000 Rice Street (PIN 182922230017) = $15,616.60 G12 Council Packet Page Number 88 of 185 Budget Impact The assessment amounts were based on actual cost of construction for each water service. The following is a list of the proposed assessment amounts: 1986 Rice Street (PIN 182922230009) = $16,519.40 2000 Rice Street (PIN 182922230017) = $15,616.60 The cost for the installation of water services was initially paid for with Sewer Funds and that Fund will be paid back over time as the assessment revenue is collected. Recommendation It is recommended that the City Council adopt the attached Resolution for the Adoption of the Assessment Roll for Rice Street Water Services, Project 11-28. Attachments 1. Resolution Adopting Assessment Roll 2. Assessment Roll 3. Water Service Location Map 4. 1986 Rice Street Waiver of Assessment Agreement 5. 2000 Rice Street Waiver of Assessment Agreement G12 Council Packet Page Number 89 of 185 RESOLUTION ADOPTING ASSESSMENT ROLL WHEREAS, on April 29, 2013 the City Council approved the Public Works Director to enter into a contract for the installation of water services to the properties of 1986 and 2000 Rice Street; WHEREAS, the costs for the installation of water services have been initially paid by the City of Maplewood; WHEREAS, the property owners of 1986 and 2000 Rice Street were given the options of paying for the water service installation after the completion of work, at the time of connection, or to sign a waiver of assessment agreement and have the amount assessed to the property over a period of 8 years. WHEREAS, the property owners of 1986 and 2000 Rice Street have both signed and returned the waiver of assessment hearing agreement and have chosen to have to have the full amount assessed to their property over a period of 8 years. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF MAPLEWOOD, MINNESOTA: a. Such waiver of assessment agreements signed by the property owners of 1986 and 2000 Rice Street are hereby acknowledged and considered valid; such that no revision to the proposed assessment shall be considered. b. Such proposed assessment, a copy of which is attached hereto and made a part hereof, is hereby accepted and shall constitute the special assessment against the lands named herein, and each tract of land therein is hereby found to be benefited by the final construction costs for the installation of a water service to each property in the amount of the assessment levied against it. c. The assessment roll for the Rice Street Water Service Installation, a copy of which is attached hereto and made a part hereof, is hereby adopted. Said assessment roll shall constitute the assessment against the lands named therein, and each tract of land therein included is hereby found to be benefited by the final construction costs for the installation of a water service to each property in the amount of the assessment levied against it. d. Such assessments shall be payable in equal annual installments extending over a period of 8 years, the first installments to be payable on or before the first Monday in January 2014 and shall bear interest at the rate of 5.0 percent per annum for the date of the adoption of this assessment resolution. To the first installment shall be added interest on the entire assessment from the date of this resolution until December 31, 2014. To each subsequent installment when due shall be added interest for one year on all unpaid installments. G12, Attachment 1 Council Packet Page Number 90 of 185 e. The owner of any property so assessed may, at any time prior to certification of the assessment to the county auditor, but no later than November 15, 2013, pay the whole of the assessment on such property, with interest accrued to the date of the payment, to the city clerk, except that no interest shall be charged if the entire assessment is paid within 30 days from the adoption of this resolution; and they may, at any time after November 15, 2013, pay to the county auditor the entire amount of the assessment remaining unpaid, with interest accrued to December 31 of the year in which such payment is made. Such payment must be made before November 15 or interest will be charged through December 31 of the next succeeding year. f. The City Engineer and City Clerk shall forthwith after November 15, 2013, but no later than November 16, 2013, transmit a certified duplicate of this assessment to the county auditor to be extended on the property tax lists of the county. Such assessments shall be collected and paid over the same manner as other municipal taxes. Adopted by the Council on this 28th day of October 2013. G12, Attachment 1 Council Packet Page Number 91 of 185 Parcel ID Taxpayer Street Number Street Number of Services Installed Assessment Rate (per Service Installed) Total Assessment 182922230009 Paul Meteyka 1986 Rice Street 1 $16,519.40 $16,519.40 182922230017 James T Dean 2000 Rice Street 1 $15,616.60 $15,616.60 Total 2 Total $32,136.00 ASSESSMENT RATES: ASSESSMENT RATES ARE BASED ON FINAL CONSTRUCTION COSTS FOR WATER SERVICE INSTALLATION RICE STREET WATER SERVICE INSTALLATION ‐ CITY PROJECT 11‐28 ASSESSMENT ROLL G12, Attachment 2 Council Packet Page Number 92 of 185 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 505.1 THIS MAP IS NOT TO BE USED FOR NAVIGATION 1: NAD_1983_HARN_Adj_MN_Ramsey_Feet 505.1252.54 Legend 3,030 Enter Map Description Notes 0 Feet County Offices City Halls Schools Hospitals Fire Stations Police Stations Recreational Centers Parcel Points Parcel Boundaries Cities G12, Attachment 3 Council Packet Page Number 93 of 185 G12, Attachment 4 Council Packet Page Number 94 of 185 G12, Attachment 4 Council Packet Page Number 95 of 185 G12, Attachment 5 Council Packet Page Number 96 of 185 G12, Attachment 5 Council Packet Page Number 97 of 185 MEMORANDUM TO: R. Charles Ahl, City Manager FROM: Michael Thompson, City Engineer/Public Works Director DATE: October 16, 2013 SUBJECT: AApppprroovvaall ooff RReessoolluuttiioonn AAcccceeppttiinngg AAsssseessssmmeenntt RRoollll aanndd OOrrddeerriinngg AAsssseessssmmeenntt HHeeaarriinngg ffoorr NNoovveemmbbeerr 2255,, 22001133,, HHiigghhwwaayy 3366//EEnngglliisshh SSttrreeeett IInntteerrcchhaannggee IImmpprroovveemmeennttss,, PPrroojjeecctt 0099--0088 Introduction The council will consider accepting the assessment roll and calling for an assessment hearing for November 25, 2013. Background This project is nearly complete and a portion of the funding comes from special assessments as authorized by Minnesota State Statute Chapter 429. Assessment rates for this project were set for each individual property based on a market value benefit appraisal as identified in the adopted feasibility study. Discussion There are 25 assessable commercial parcels within the project area and they are identified in the attached exhibit map and roll. The State of Minnesota property has been stricken from the assessment roll. The State however has contributed millions of dollars towards this project through an executed Cooperative Agreement with the City. The proposed assessments for the TH 36 / English Street Interchange Improvements now total $919,990.60. A copy of the pending assessment roll is provided as a supplement to this report. Budget Impact The proposed assessments supplement a portion of the city’s share of the project improvements. No budget impact results from this action. G13 Council Packet Page Number 98 of 185 Recommendation It is recommended that the city council approve the attached resolution for the TH 36 / English Street Interchange Improvements, City Project 09-08, Accepting the Assessment Roll and Ordering the Assessment Hearing for November 25, 2013 at 7pm. Attachments 1. Resolution Accepting Assessment Roll and Ordering Assessment Hearing 2. Assessment Map 3. Pending Assessment Roll G13 Council Packet Page Number 99 of 185 RESOLUTION ACCEPTING ASSESSMENT ROLL AND ORDERING ASSESSMENT HEARING WHEREAS, the clerk and the city engineer have, at the direction of the council, prepared an assessment roll for the TH 36 / English Street Interchange Improvements, City Project 09-08, and the said assessment roll is on file in the office of the city engineer. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF MAPLEWOOD, MINNESOTA: 1. A hearing shall be held on the 25th day of November 2013, at the city hall at 7:00 p.m. to pass upon such proposed assessment and at such time and place all persons owning property affected by such improvement will be given an opportunity to be heard with reference to such assessment. 2. The city clerk is hereby directed to cause a notice of the hearing on the proposed assessment to be published in the official newspaper, at least two weeks prior to the hearing, and to mail notices to the owners of all property affected by said assessment. The notice of hearing shall state the date, time and place of hearing, the general nature of the improvement, the area to be assessed, that the proposed assessment roll is on file with the clerk and city engineer and that written or oral objections will be considered. Adopted this 25th day of November 2013 G13, Attachment 1 Council Packet Page Number 100 of 185 G13, Attachment 2Council Packet Page Number 101 of 185 A 09.29.22.34.0002ROGERS AND NAOMI INC2228MAPLEWOOD DR N210-$27,720.00$-$11,800.00$*B 09.29.22.43.0042MENARD INC/CORPORATE ACCOUNTING2280MAPLEWOOD DR N325-$42,900.00$-$42,900.00$C 09.29.22.41.0007 BBD INVESTMENTS INC & GSR REAL ESTATE SERVICES0HIGHWAY 36 E98-$12,936.00$-$12,936.00$D 09.29.22.41.0014 BBD INVESTMENTS INC & GSR REAL ESTATE SERVICES1285COPE AVE E224-$29,568.00$-$29,568.00$E 10.29.22.32.0017SUMMIT COMMUNITY BANK0VIKING DR E153-$20,196.00$-$20,196.00$F 10.29.22.32.0018SUMMIT COMMUNITY BANK0COPE AVE E262-$34,584.00$-$34,584.00$G 09.29.22.42.0010UNIVERSITY AUTO PROP LLLP1145VIKING DR E2174,730.60$28,644.00$-$33,374.60$H 09.29.22.42.0004SOUKUP REALTY IP C/O COMMERCIAL SUPPLY1167VIKING DR E1803,924.00$23,760.00$-$27,684.00$I 09.29.22.42.0005CHAD B. SAUER1175VIKING DR E901,962.00$11,880.00$-$13,842.00$J 09.29.22.41.0004CHAD B. SAUER1175VIKING DR E40872.00$5,280.00$-$6,152.00$K 09.29.22.41.0003THREE D SAC SELF STORAGE, LP1195VIKING DR E2102504,578.00$27,720.00$24,750.00$57,048.00$L 09.29.22.41.0005SCOTT K. SMITH1211VIKING DR E1503,270.00$19,800.00$-$21,600.00$*M 09.29.22.41.0025AA METCALF MOVING AND STORAGE INC1255VIKING DR E300263-$39,600.00$26,037.00$65,637.00$N 09.29.22.41.0026MAPLEWOOD BUSINESS CENTER INC1261VIKING DR E658305-$86,856.00$30,195.00$112,900.00$*O 09.29.22.42.0001SECOND HARVEST HEARTLAND1140GERVAIS AVE E303595-$39,996.00$58,905.00$91,500.00$*P 09.29.22.41.0002SCOTT K. SMITH0GERVAIS AVE E150-$-$14,850.00$14,850.00$Q 09.29.22.41.0019CRAMER MAPLEWOOD LCC & CO LARRY R CRAMER2385ENGLISH ST N351-$46,332.00$-$31,200.00$*R 10.29.22.32.0004JAY T. LANGER2390ENGLISH ST N565-$74,580.00$-$29,600.00$*S 10.29.22.32.0003JAY T. LANGER0GERVAIS AVE E197-$26,004.00$-$14,900.00$*T 10.29.22.32.0020TRUCK UTILITIES AND MFG CO & LEO CAPEDER2370ENGLISH ST N200-$26,400.00$-$26,400.00$U 10.29.22.32.0006CAMADA LIMITED PARTNERSHIP2354ENGLISH ST N194-$25,608.00$-$25,608.00$V 10.23.22.32.0002JAY T. LANGER0GERVAIS AVE E301-$39,732.00$-$38,400.00$*W 10.29.22.32.0019STATE OF MN DOT1400GERVAIS AVE E650-$85,800.00$-$85,800.00$X 09.29.22.13.0014GENUINE PARTS COMPANY2416MAPLEWOOD DR N909-$-$89,991.00$89,991.00$Y 09.29.22.14.0011GOFF HOMES INC0GERVAIS AVE E297-$-$29,403.00$29,403.00$Z 09.29.22.14.0010LAND OF LAKES PROPERTIES LLC1259GERVAIS AVE E383-$-$37,917.00$37,917.00$TOTALS5878315219,336.60$775,896.00$312,048.00$1,005,790.60$PROPOSED COMMERCIAL ASSESSMENT RATES:FULL STREET RECONSTRUCTION =$132.00 PER FRONT FOOTPARTIAL STREET RECONSTRUCTION =$99.00 PER FRONT FOOTSTORM DRAINAGE =$21.80 PER FRONT FOOTPARTIAL RECON.ASSESSMENTTOTAL ASSESSMENT* ASSESSMENT AMOUNT HAS BEEN ADJUSTED BASED ON SPECIAL BENEFITS APPRAISAL (3/01/2012)STORM ASSESSMENTFULL RECON.ASSESSMENTSTREETFULL RECON. FRONTFOOTAGEIDPARTIAL RECON.FRONT FOOTAGEPIN # TAXPAYER STREET NUMBERAPPENDIX CCITY OF MAPLEWOODHIGHWAY 36/ENGLISH STREET INTERCHANGE IMPROVEMENTSCITY PROJECT 09-08PRELIMINARY ASSESSMENT ROLLG13, Attachment 3Council Packet Page Number 102 of 185 MEMORANDUM TO: R. Charles Ahl, City Manager FROM: Michael Thompson, City Engineer / Public Works Director DATE: October 22, 2013 SUBJECT: Approval of Resolution Directing Modification of Existing Construction Contract, Change Order No. 4, TH 36/English Street Interchange Improvements, City Project 09-08 Introduction The city council will consider approving the attached resolution directing the modification of the existing construction contract for the TH 36/English Street Interchange Improvements, City Project 09-08. Background The council awarded a construction contract to Forest Lake Contracting, Inc. for the Trunk Highway 36/English Street Interchange Improvements, City Project 09-08 on January 28, 2013 in the amount of $16,577,185.42. There have been three change orders to date in the total amount of $141,317.98 with a revised approved contract total of $16,718,503.40. Discussion On the following page is a summary of the work included in Change Order No. 4. This change order includes Minor Extra Work Orders 25-62 and Supplemental Agreements 1-3. A funding summary for each extra work order has been included as an attachment to this report. G14 Council Packet Page Number 103 of 185 CHANGE ORDER NO. 4 Total MEW SA Brief Description Cost 25 Additional drainage structures and piping behind retaining wall A 9,944.03$ 26 Water main improvements ‐ install blow off at Barclay/Viking per SPRWS request 2,492.71$ 27 1st Water main offset due to Viking Drive (east) storm sewer conflict 15,638.34$ 28 2nd Water main offset due to Viking Drive (east) storm sewer conflict 5,766.11$ 29 S anitary service repair on Grandview Ave. due to water main improvements 850.97$ 30 Water main improvements ‐ install blow off at 36/English per SPRWS request 2,145.98$ 31 Relocate existing electrical service pad along TH 36 due to construction conflict 2,221.36$ 32 Install 2" electrical conduit at northeast ramp at TH 36 and English for wires 6,495.14$ 33 I n stall wiring for temporary street lighting at TH 36 and English during construction 2,957.27$ 34 Water main improvements ‐ install air relief valve per SPRWS request 1,329.11$ 35 Install air valve and locating wire to abandon 8" water main on Viking Drive 3,217.30$ 36 Add tracer wire and install top of valve box at 36 and Hazelwood S t reet 208.95$ 37 Sanitary service repair at 1469 Viking Drive due to water main conflict 1,561.92$ 38 Sanitary service repairs on Viking Dr and Barclay St due to storm sewer conflict 2,367.89$ 39 RWMWD ‐ Substitute 16" HDPE for 12" HDPE storm sewer pipe under TH 61 9,254.52$ 40 Plug and fill abandon water main crossing TH 36 at Hazelwood S t reet 1,552.79$ 41 Increase steel casing from 42" to 48" for storm sewer pond outlet under English St.3,247.23$ 42 Use Sonno tubes for noisewall post foundations along TH 36 due to utility conflict 6,057.61$ 43 Add/extend water services on Barclay St. and Viking Dr. to connect to 16" main 5,043.90$ 44 Re ‐route electrical conduits on bridge by drilling and coring through abutments 4,500.63$ 45 Relocate sanitary sewer manhole due to new water main conflict 3,779.48$ 46 Old English Street removal of gravel and subgrade, perform regrading 1st day 5,667.13$ 47 Old English Street removal of gravel and subgrade, perform regrading 2nd day 2,684.93$ 48 Additional storm sewer improvements at Trunk Utilities ‐ for TH 36 drainage 1,517.91$ 49 Remove and re‐install storm sewer pipe due to staking error 1,066.42$ 50 Remove bituminous bus pads on TH 36 and English NE and SE ramps, regrade for concrete 15,439.26$ 51 VOID 52 Install salvaged hydrant on Cope Avenue per SPRWS request 1,152.66$ 53 Replace Truck Utilities gate/fencing removed during TH 36 storm sewer construction 4,903.25$ 54 Reconstruct sanitary manhole on Viking Drive 1,175.91$ 55 Modify drainage structure on Old English Street 619.89$ 56 Sanitary service repair on Viking Drive (Asphalt Drive Co.) due to water main conflict 400.35$ 57 Sanitary service repair on Viking Drive (Mayflower) due to water main conflict 420.75$ 58 VOID 59 Mailbox installations along English Street, Viking Drive, and County Road B 7,623.00$ 60 Place salvaged biorolls around piles excavated from ponds 200 and 201 336.23$ 61 VOID 62 Storm sewer manhole modifications at English/Cope to accommodate water main 1,316.08$ Minor Extra Work Order Subtotal 134,957.01$ 1Extend County Road B Completion Date due to utility and weather delays; additional work 2Place granular pi pe bedding material in trenches for water main and storm sewer 100,329.71$ 3County Road B trail additional paving and miscellaneous items 93,376.66$ Supplemental Agreement Subtotal 193,706.37$ Total Change Order No. 4328,663.38$ G14 Council Packet Page Number 104 of 185 Budget Impact Approval of Change Order No. 4 will increase the project construction contract amount by $328,663.38 from $16,718,503.40 to $17,047,166.78. No adjustment to the approved $23 million budget is needed at this time. It is important to note that the increase in the construction contract will be funded by a number of sources including State, Federal, County, City, and SPRWS for example. The attached spreadsheet shows how the various funding sources relate to the additional construction expenditures. Recommendation Staff recommends that the council approve the attached Resolution Directing Modification of Existing Construction Contract, Change Order No. 4, for the Highway 36/English Street Interchange Improvements, City Project 09-08. Attachments 1. Resolution Directing Modification of Existing Construction Contract, Change Order No. 4 2. Change Order No. 4 3. Change Order No. 4 Summary G14 Council Packet Page Number 105 of 185 RESOLUTION DIRECTING MODIFICATION OF EXISTING CONSTRUCTION CONTRACT PROJECT 09-08, CHANGE ORDER NO. 4 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. 4. 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. 4 which is an increase of $328,663.38. The revised contract amount is $17,047,166.78. Adopted by the Maplewood City Council on this 28th day of October 2013. G14, Attachment 1 Council Packet Page Number 106 of 185 Page 1 of 2 CHANGE ORDER CITY OF MAPLEWOOD DEPARTMENT OF PUBLIC WORKS PROJECT NAME: Highway 36/English Street Interchange Improvements PROJECT NO: City Project 09-08, S.P. 138-010-018, S.P. 138-010-012, S.P. 138-104-008, S.P. 138-110-004, S.P. 138-153-001, S.P. 138-153-001, S.P. 138-154-001, S.A.P. 062-625-036 CONTRACTOR: Forest Lake Contracting, Inc. CHANGE ORDER NO.: Four (4) DATE: October 22, 2013 The following changes shall be made in the contract documents: ADD BID SCHEDULE CO #4 – CHANGE ORDER NO. 4 Item Unit No. Item Description Unit Quantity Price Amount 1 Minor Extra Work Order #25 LS 1 $9,944.03 $9,944.03 2 Minor Extra Work Order #26 LS 1 $2,492.71 $2,492.71 3 Minor Extra Work Order #27 LS 1 $15,638.34 $15,638.34 4 Minor Extra Work Order #28 LS 1 $5,766.11 $5,766.11 5 Minor Extra Work Order #29 LS 1 $850.97 $850.97 6 Minor Extra Work Order #30 LS 1 $2,145.98 $2,145.98 7 Minor Extra Work Order #31 LS 1 $2,221.36 $2,221.36 8 Minor Extra Work Order #32 LS 1 $6,495.14 $6,495.14 9 Minor Extra Work Order #33 LS 1 $2,957.27 $2,957.27 10 Minor Extra Work Order #34 LS 1 $1,329.11 $1,329.11 11 Minor Extra Work Order #35 LS 1 $3,217.30 $3,217.30 12 Minor Extra Work Order #36 LS 1 $208.95 $208.95 13 Minor Extra Work Order #37 LS 1 $1,561.92 $1,561.92 14 Minor Extra Work Order #38 LS 1 $2,367.89 $2,367.89 15 Minor Extra Work Order #39 LS 1 $9,254.52 $9,254.52 16 Minor Extra Work Order #40 LS 1 $1,552.79 $1,552.79 17 Minor Extra Work Order #41 LS 1 $3,247.23 $3,247.23 18 Minor Extra Work Order #42 LS 1 $6,057.61 $6,057.61 19 Minor Extra Work Order #43 LS 1 $5,043.90 $5,043.90 20 Minor Extra Work Order #44 LS 1 $4,500.63 $4,500.63 21 Minor Extra Work Order #45 LS 1 $3,779.48 $3,779.48 22 Minor Extra Work Order #46 LS 1 $5,667.13 $5,667.13 23 Minor Extra Work Order #47 LS 1 $2,684.93 $2,684.93 24 Minor Extra Work Order #48 LS 1 $1,517.91 $1,517.91 25 Minor Extra Work Order #49 LS 1 $1,066.42 $1,066.42 26 Minor Extra Work Order #50 LS 1 $15,439.26 $15,439.26 27 Minor Extra Work Order #51 LS 1 VOID VOID 28 Minor Extra Work Order #52 LS 1 $1,152.66 $1,152.66 29 Minor Extra Work Order #53 LS 1 $4,903.25 $4,903.25 30 Minor Extra Work Order #54 LS 1 $1,175.91 $1,175.91 31 Minor Extra Work Order #55 LS 1 $619.89 $619.89 32 Minor Extra Work Order #56 LS 1 $400.35 $400.35 33 Minor Extra Work Order #57 LS 1 $420.75 $420.75 G14, Attachment 2 Council Packet Page Number 107 of 185 Page 2 of 2 34 Minor Extra Work Order #58 LS 1 VOID VOID 35 Minor Extra Work Order #59 LS 1 $7,623.00 $7,623.00 36 Minor Extra Work Order #60 LS 1 $336.23 $336.23 37 Minor Extra Work Order #61 LS 1 VOID VOID 38 Minor Extra Work Order #62 LS 1 $1,316.08 $1,316.08 39 Supplemental Agreement #1 LS 1 $0.00 $0.00 40 Supplemental Agreement #2 LS 1 $100,329.71 $100,329.71 41 Supplemental Agreement #3 LS 1 $93,376.66 $93,376.66 TOTAL SCHEDULE CO #4 $328,663.38 TOTAL NET CHANGE ORDER NO. 4 $328,663.38 CONTRACT STATUS: Original Contract: $16,577,185.42 Net Change of Prior Change: $141,317.98 Change this Change Order: $328,663.38 Revised Contract: $17,047,166.78 Recommended By: Minnesota Department of Transportation By: Date: Agreed to By: Forest Lake Contracting, Inc. By: Date: Approved By: City of Maplewood By: Date: Mayor By: Date: City Engineer G14, Attachment 2 Council Packet Page Number 108 of 185 TH 36 and English Street Change Order 4 Summary CHANGE ORDER NO. 4 Funding Funding Total State/MnDOT Federal MnDOT Cooperative Maplewood Ramsey Cty SPRWS RWMWD Maplewood MEW SA Brief Description Group Cost Funds Funds Agreement Funds MSAS Funds CSAH Funds Funds Funds Funds 25 Additional drainage structures and piping behind retaining wall A 5 9,944.03$X X X 26 Water main improvements - install blow off at Barclay/Viking per SPRWS request 11 2,492.71$X 27 1st Water main offset due to Viking Drive (east) storm sewer conflict 7 15,638.34$X X X 28 2nd Water main offset due to Viking Drive (east) storm sewer conflict 7 5,766.11$X X X 29 Sanitary service repair on Grandview Ave. due to water main improvements 11 850.97$X 30 Water main improvements - install blow off at 36/English per SPRWS request 11 2,145.98$X 31 Relocate existing electrical service pad along TH 36 due to construction conflict 3 2,221.36$X 32 Install 2" electrical conduit at northeast ramp at TH 36 and English for wires 5 6,495.14$X X X 33 Install wiring for temporary street lighting at TH 36 and English during construction 3 2,957.27$X 34 Water main improvements - install air relief valve per SPRWS request 11 1,329.11$X 35 Install air valve and locating wire to abandon 8" water main on Viking Drive 11 3,217.30$X 36 Add tracer wire and install top of valve box at 36 and Hazelwood Street 11 208.95$X 37 Sanitary service repair at 1469 Viking Drive due to water main conflict 11 1,561.92$X 38 Sanitary service repairs on Viking Dr and Barclay St due to storm sewer conflict 7 2,367.89$X X X 39 RWMWD - Substitute 16" HDPE for 12" HDPE storm sewer pipe under TH 61 4 9,254.52$X X 40 Plug and fill abandon water main crossing TH 36 at Hazelwood Street 11 1,552.79$X 41 Increase steel casing from 42" to 48" for storm sewer pond outlet under English St.5 3,247.23$X X X 42 Use Sonno tubes for noisewall post foundations along TH 36 due to utility conflict 5 6,057.61$X X X 43 Add/extend water services on Barclay St. and Viking Dr. to connect to 16" main 11 5,043.90$X 44 Re-route electrical conduits on bridge by drilling and coring through abutments 2 4,500.63$X X X 45 Relocate sanitary sewer manhole due to new water main conflict 11 3,779.48$X 46 Old English Street removal of gravel and subgrade, perform regrading 1st day 6 5,667.13$X X X 47 Old English Street removal of gravel and subgrade, perform regrading 2nd day 6 2,684.93$X X X 48 Additional storm sewer improvements at Trunk Utilities - for TH 36 drainage 3 1,517.91$X 49 Remove and re-install storm sewer pipe due to staking error 9 1,066.42$X X X 50 Remove bituminous bus pads on TH 36 and English NE and SE ramps, regrade for concrete 5 15,439.26$X X X 51 VOID 52 Install salvaged hydrant on Cope Avenue per SPRWS request 11 1,152.66$X 53 Replace Truck Utilities gate/fencing removed during TH 36 storm sewer construction 3 4,903.25$X 54 Reconstruct sanitary manhole on Viking Drive 11 1,175.91$X 55 Modify drainage structure on Old English Street 6 619.89$X X X 56 Sanitary service repair on Viking Drive (Asphalt Drive Co.) due to water main conflict 11 400.35$X 57 Sanitary service repair on Viking Drive (Mayflower) due to water main conflict 11 420.75$X 58 VOID 59 Mailbox installations along English Street, Viking Drive, and County Road B 6, 7, 12 7,623.00$X X X X 60 Place salvaged biorolls around piles excavated from ponds 200 and 201 13 336.23$X X X 61 VOID 62 Storm sewer manhole modifications at English/Cope to accommodate water main 6 1,316.08$X X X Minor Extra Work Order Subtotal 134,957.01$ 1 Extend County Road B Completion Date due to utility and weather delays; additional work 2 Place granular pipe bedding material in trenches for water main and storm sewer Multiple 100,329.71$X X X X X X 3 County Road B trail additional paving and miscellaneous items 12 93,376.66$X Supplemental Agreement Subtotal 193,706.37$ Total Change Order No. 4 328,663.38$ 10/22/2013 G14, Attachment 3Council Packet Page Number 109 of 185 MEMORANDUM TO: R. Charles Ahl, City Manager FROM: Michael Thompson, City Engineer/Director of Public Works DATE: October 21, 2013 SUBJECT: Approval of Resolution Directing Modification of Existing Construction Contract, Change Order No. 3, Gladstone Area Phase I Bid Package 2 Improvements, City Project 04-21 Introduction The city council will consider approving the attached resolution directing the modification of the existing construction contract for the Gladstone Area Phase I Bid Package 2 Improvements, City Project 04-21. The modifications include additional erosion control and topsoil improvements in the Gladstone Savanna area. Background On May 14, 2012, the council awarded Arnt Construction Company a construction contract for grading, trail, retaining wall, and landscaping improvements in the amount of $990,186.60. There have been two previous change orders, with a total amount of $41,463.50, to the contract to date. The currently approved construction contract total is $1,031,650.10. Discussion The Gladstone Phase I Bid Package 2 Improvements included grading and drainage improvements in the Gladstone area located at the southwest corner of Frost Avenue and English Street. The majority of this construction occurred during the summer of 2012; however during multiple heavy rain events in the spring and early summer of 2013, this area experienced a significant amount of erosion. City staff met with the consulting engineer and the contractor to review the erosion damage and develop a correction plan. The contractor agreed to pay for the labor and equipment required to complete this work, while city staff agreed to pay for the cost of any additional material used for the erosion corrections. The additional materials used included topsoil, rip rap, compost logs, and erosion control blanket. The contractor submitted an invoice in the amount of $26,782.00 for the materials used to perform this work. Budget Impact Approval of Change Order No. 3 will increase the project construction contract amount by $26,782.00 from $1,031,650.10 to $1,058,432.10. No adjustments to the approved budget are needed at this time. G15 Council Packet Page Number 110 of 185 Recommendation Staff recommends that the council approve the attached Resolution Directing Modification of Existing Construction Contract, Change Order No. 3, for the Gladstone Phase 1 Bid Package 2 Improvements, City Project 04-21. Attachments 1. Resolution Directing Modification of Existing Construction Contract, Change Order No. 3 2. Change Order Form G15 Council Packet Page Number 111 of 185 RESOLUTION DIRECTING MODIFICATION OF EXISTING CONSTRUCTION CONTRACT PROJECT 04-21, CHANGE ORDER NO. 3 WHEREAS, the City Council of Maplewood, Minnesota has heretofore ordered made Improvements Project 04-21, Gladstone Area Phase I Bid Package 2 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 04-21, Change Order No. 3. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF MAPLEWOOD, MINNESOTA, that: 1. The mayor and city clerk are hereby authorized and directed to modify the existing contract by executing said Change Order No. 3 which is an increase of $26,782.00. The revised contract amount is $1,058,432.10. Adopted by the Maplewood City Council on this 28th day of October 2013. G15, Attachment 1 Council Packet Page Number 112 of 185 Page 1 of 1 CHANGE ORDER CITY OF MAPLEWOOD DEPARTMENT OF PUBLIC WORKS PROJECT NAME: Gladstone Area Phase 1 Bid Package 2 Improvements PROJECT NO: City Project 04-21 CONTRACTOR: Arnt Construction Company CHANGE ORDER NO.: Three (3) DATE: October 21, 2013 The following changes shall be made in the contract documents: ADD BID SCHEDULE CO #3 – GLADSTONE EROSION CORRECTION Item Unit No. Item Description Unit Quantity Price Amount 1 Gladstone Erosion Correction LS 1 $26,782.00 $26,782.00 TOTAL SCHEDULE CO #3 $26,782.00 TOTAL NET CHANGE ORDER NO. 3 $26,782.00 CONTRACT STATUS: Original Contract: $990,186.60 Net Change of Prior Change: $41,463.50 Change this Change Order: $26,782.00 Revised Contract: $1,058,432.10 Recommended By: Kimley-Horn and Associates, Inc. By: Date: Agreed to By: Arnt Construction Company By: Date: Approved By: City of Maplewood By: Date: Mayor By: Date: City Engineer G15, Attachment 2 Council Packet Page Number 113 of 185 MEMORANDUM TO: R. Charles Ahl, City Manager FROM: Michael Thompson, Director of Public Works/City Engineer DATE: October 16, 2013 SUBJECT: Approval of Purchase of Single Axle Plow Truck Introduction The 2014 capital outlay budget includes funding for the replacement of one Single Axle plow truck. Council has already approved this purchase at the October 14th meeting. However, re- authorization is needed to account for a slight increase in sales tax since delivery of the vehicle will take place at the beginning of snow plow season in 2013. Background The current 1995 truck is in need of replacement. This unit has high mileage and repair costs are greatly increasing. It is no longer cost effective to repair and its reliability is questionable. This unit’s primary use is for winter snow and ice control which is a critical and main function of public works service delivery. The new truck will be equipped with new and improved plow equipment and a pre-wetting system to help reduce salt use (more efficient). Budget Impact The 2014 capital improvement plan has $190,000.00 budgeted under CIP PW 06.070 for the replacement of the unit described above. Due to increasing truck and equipment pricing in 2014 staff is requesting the purchase of a demo unit at 2013 price levels. Purchasing the demo unit will allow us to obtain the truck and equipment needed for our operations, yet keep us within our 2014 CIP budget. This truck will be purchased under MN State Contract pricing. Following are the costs for the replacements including trade in of the old unit ($14,000.00), sales tax, training and delivery: Mack GU712 Single Axle Chassis $93,646.27 Trade in of old unit ($14,000.00) Sales tax $5,475.68 Towmaster Dump body, Plow and equipment $98,874.29 Sales tax $6,797.61 Total cost $190,793.85 G16 Council Packet Page Number 114 of 185 Recommendation It is recommended that the city council give approval to enter into contracts with the following vendors for these purchases under MN State Contracts in an amount of $190,793.85: Nuss Truck & Equipment 2013 Mack GU712 chassis MN State Contract # 61010 Towmaster Truck Equipment 2013 Dump Body, Plow and Equip. MN State Contract # 61353 Attachments 1. Quote/Specs from Nuss Truck and Equipment 2. Quote/Specs from Towmaster Truck Equipment G16 Council Packet Page Number 115 of 185 G16, Attachment 1 Council Packet Page Number 116 of 185 G16, Attachment 1 Council Packet Page Number 117 of 185 G16, Attachment 1 Council Packet Page Number 118 of 185 G16, Attachment 2 Council Packet Page Number 119 of 185 G16, Attachment 2 Council Packet Page Number 120 of 185 G16, Attachment 2 Council Packet Page Number 121 of 185 G16, Attachment 2 Council Packet Page Number 122 of 185 G17 MEMORANDUM TO: Chuck Ahl, City Manager FROM: Karen Guilfoile, Citizen Services Director/City Clerk DATE: September 22, 2013 SUBJECT: Approval of Request for Proposal for Publishing and Printing Services for City Publications Introduction The city is currently preparing to accept Request for Proposals (RFP) for printing services for the Maplewood Monthly and Maplewood Seasons newsletters, Maplewood Parks & Recreation brochure and Residents Guide. The RFP will be for the time period of January 1, 2014 through December 31, 2015. During that time period, the Maplewood Monthly will be printed 24 times which will include the Maplewood Seasons 8 times and the Residents Guide 2 times. There will be 14 issues of 12 pages, 8 issues of 16 pages, and 2 issues of approximately 62 pages with 22,907 copies printed each time. The Maplewood Parks & Recreation brochure will be printed 8 times consisting of 28 pages with 22,907 copies printed for the February, June and August issues. The November issues will have 500 copies printed. Background The Maplewood Monthly is mailed to every household and business within our community and includes current events, neighborhood projects, seasonal reminders, etc. This is one of our most visual tools to keep residents informed, to project a positive image and to tell our story! Aside from the Maplewood Monthly, quarterly the city publishes our environmental newsletter the Maplewood Seasons which has been received very well by the citizenry and is a great learning tool on environmental issues. New this year will be the Residents Guide which will be inserted into the Maplewood Monthly in a spring issue. The Maplewood Parks & Recreation brochure is a publication that is mailed to every Maplewood resident and Maplewood Community Center member. This publication is utilized by the entire Parks and Recreation Department and contains programming, facility, and Maplewood Community Center membership information. This publication is our key marketing tool used throughout the year to keep the residents of Maplewood current with all of the great things that the Parks and Recreation Department is doing. Council Packet Page Number 123 of 185 G17 Upon approval of the RFP, the advertisement for bid will be placed in the Lillie News and distributed to local printers. Sealed bids will be accepted until 10 a.m. on Monday, November 25, 2013 at which time they will be opened and read aloud in the City Council Chambers at City Hall. The bid award will be on the agenda for council action on December 9, 2013. Budget Impact The city publications are a directive of the City Council. The costs for the City News and Resident’s Guide publications will be budgeted for in the General Fund; costs for the Maplewood Seasons publication will be budgeted for in the Environmental Utility Fund; and the costs for the Maplewood Parks & Recreation brochures will be budgeted for in the Recreation Programs and Community Center budgets. Recommendation Approval is requested of the Request for Proposal (RFP) for printing services beginning January 1, 2014 through December 31, 2015 for the Maplewood Monthly and Maplewood Seasons newsletters, Residents Guide and Maplewood Parks & Recreation brochures. Attachments 1. Request for Proposal Council Packet Page Number 124 of 185 G17, Attachment 1 City of Maplewood Request for Proposal City Newsletters January 1, 2014 – December 31, 2015 General These specifications are for printing the City of Maplewood's newsletters “Maplewood Monthly” and “Maplewood Seasons”, the “Resident’s Guide”, and the “Maplewood Parks & Recreation” brochure from January 1, 2014 through December 31, 2015. Maplewood Monthly will be printed 24 times (12 times in 2014 and 12 times in 2015) and there will be 12 pages with 22,907 copies printed each time. Maplewood Seasons will be printed 8 times (4 times in 2014 and 4 times in 2015) and inserted into the Maplewood Monthly. Each issue will consist of 4 pages with 22,907 copies printed each time. Maplewood Residents Guide will be printed 2 times (1 time in 2014 and 1 time in 2015) and inserted into the Maplewood Monthly. The issue will consist of approximately 50 page with 22,907 copies printed. Maplewood Parks and Recreation Brochure will be printed 8 times (4 times in 2014 and 4 times in 2015) consisting of 28 pages with 22,907 copies printed 6 times each and 500 copies printed 2 times each. Files & Software The City will provide a CD or High Resolution PDF containing the newsletter pages using Adobe InDesign software. A hard copy will also be provided to the printer. Print Vendor Because timeliness of production is essential and in-person contact between the printer and city staff/marketing and advertising consultant is required to accommodate last minute changes; bids will be considered only from printers whose production and administrative facilities are located within a 50-mile radius of the City of Maplewood city hall. To ensure consistency in production quality, the same printing firm shall be responsible for all printing work under this contract unless otherwise authorized in writing by the City of Maplewood. Production/Proofs The City requires PDF and Spin-jet proofs. Paper Size and Folding • Maplewood Monthly will be produced on 11" x 17" paper and folded to 8½” x 11”. • Maplewood Seasons will be produced on 11" x 17" paper and folded to 8½” x 11”. • Maplewood Residents Guide will be produced on 11” x 17” paper and folded to 8½” x 11”. • Parks & Recreation Brochure will be produced on 11” x 17” paper and folded into 8½” x 11”. Council Packet Page Number 125 of 185 G17, Attachment 1 Paper Stock • Maplewood Monthly will be produced on 70# recycled dull enamel text. • Maplewood Seasons will be produced on 70# recycled opaque text. • Residents Guide will be produced on 70% recycled opaque text. • Parks & Recreation Brochure will be produced on 70% recycled enamel text. • Paper recycle content must be at least 10% post consumer. Ink • The Maplewood Monthly, Maplewood Seasons and Residents Guide will use 4-color process throughout. • The Parks and Recreation Brochure will use 4-color process for the cover pages (inside and out) and black and white for the inside pages. Delivery Time The printer shall meet the following delivery times for each stage of production. Delivery means that the proofs should be at the City of Maplewood within the specified time frame. Printer shall work with City Staff/Marketing and Advertising Consultant to create a workable timeline to ensure the publication is delivered to City residence by the 3rd of each month. The timeline should include receipt of the file from City Staff/Marketing and Advertising Consultant, proofing and delivery to the post office. Failure to deliver within any of the deadlines set forth above shall be cause for a ten percent reduction in the price for that publication. Additional tardiness will result in termination of this contract as the City of Maplewood's option. Delivery to City Hall and Post Office The printer will appropriately bundle in carrier-route pre-sorted groups and deliver brochures to the St. Paul Post Office for mailing. Zip codes that will be covered will be as follows: 55109, 55117, and 55119. Delivery will be to Maplewood residents only within those zip codes. A quantity of 200 newsletters of each issue shall be delivered to City of Maplewood city hall. Copy Changes There shall be no additional charges at any time prior to the final approval for production for minor changes in copy or page layout. Minor changes include changes in dates, names, numbers, locations, minor editing of articles and blocking of headlines. Ownership of Photographs, Artwork, Negatives All photographs, artwork and negatives are the property of the City of Maplewood and are to be returned to the City of Maplewood together with the copy from each issue. Council Packet Page Number 126 of 185 G17, Attachment 1 Other Services The printer shall note other services that will be available within the bid price, i.e., artwork, design, alterations, proofreading, and pickup. (Identify on bid sheet.) Use of printer’s Presort Postage account with printer being reimbursed postage amount by the City. Billing All billing for the handling and production of the newsletter must originate from the contracted firm only and must be submitted to the City of Maplewood, Marketing & Advertising, 1830 County Road B East, Maplewood, MN 55109. References Submit with bid the names of three organizations (preferably municipal), along with telephone numbers and contact person for which your company has performed similar work within the past 18 months. Specifically, note any companies for which you have created similar publications using desktop publishing. Also provide at least three sample publications that you have created within the last two years and printed using desktop publishing. Bid Bond Bids will be considered only if they are sealed and accompanied by a bid bond naming the City of Maplewood as obligee or a certified check or cashier's check, payable to the City of Maplewood, in the amount of 5% of the total bid price. The bond shall be forfeited to the City of Maplewood in the event that the bidder fails to enter into a contract within 30 days of the award by the city council. City Contact Questions about specifications should be directed to the Marketing and Advertising Consultant at 952-212-7333. Receipt of Bids Bid envelopes must be clearly marked "BID FOR PRINTING SERVICES." Sealed bids will be accepted until 10 a.m. on Monday, November 25, 2013 at which time they will be opened and read aloud in the City Council Chambers at City Hall. All sealed bids must be sent to: City of Maplewood Citizen Services Department Marketing & Advertising 1830 County Road B East Maplewood, MN 55109 Evaluation of Bids Compliance with specifications Cost Cost of options/alternatives Experience working with municipalities on similar projects Availability of specific typefaces Location of the printer company Any other factors deemed important by the City of Maplewood Council Packet Page Number 127 of 185 G17, Attachment 1 City of Maplewood Maplewood Monthly / Maplewood Seasons Newsletters January 2014 – December 2014 Specifications Quality: Maplewood Monthly 22,907 copies printed 24 times Maplewood Seasons 22,907 copies printed 8 times Residents Guide 22,907 copies printed 2 times Maplewood Parks & Recreation 22,907 copies printed 6 times, 500 copies printed 2 times Pages: Maplewood Monthly 24 issues of 12 pages Maplewood Seasons 8 issues of 4 pages Residents Guide 2 issues of approximately 50 pages Maplewood Parks & Recreation 8 issues of 28 pages Paper: Maplewood Monthly 4 color, 70# recycled dull enamel text Maplewood Seasons 4 color, 70# recycled opaque text Residents Guide 4 color, 70# recycled opaque text Maplewood Parks & Recreation Front and back cover (inside and out) 4 color, inside pages black and white Paper recycle content must be at least 10% post consumer Binding: Saddle Stitched Postage: Use of the printer’s Presort Postage account with printer being reimbursed postage amount by the City. Mailing: Carrier route 18,982 pieces to zip codes 55109, 55117, 55119 (Maplewood Residents Only). In addition to the 18,982 pieces, an additional 725 are apartment drop-offs to approximately 5 complexes with 11 total buildings; 200 of each issue shall be delivered to City of Maplewood city hall. The Maplewood Community Center will also send an updated mailing list 6 times per year with an additional 3,000 addresses. The November Maplewood Parks & Recreation issues (2014 and 2015) will not be mailed. Printing $ /total cost for Maplewood Monthly for 2014 Price: $ /total cost for Maplewood Monthly/Maplewood Season for 2014 $ /total cost for Maplewood Monthly/Residents Guide 2014 $ /total cost for Maplewood Parks & Recreation brochure 2014 $ /total cost for Maplewood Monthly for 2015 $ /total cost for Maplewood Monthly/Maplewood Season for 2015 $ /total cost for Maplewood Monthly/Residents Guide 2015 $ /total cost for Maplewood Parks & Recreation brochure 2015 $ /TOTAL PRINTING Council Packet Page Number 128 of 185 G17, Attachment 1 Postage $ /total cost for Maplewood Monthly for 2014 Price: $ /total cost for Maplewood Monthly/Maplewood Season for 2014 $ /total cost for Maplewood Monthly/Residents Guide 2014 $ /total cost for Maplewood Parks & Recreation brochure 2014 $ /total cost for Maplewood Monthly for 2015 $ /total cost for Maplewood Monthly/Maplewood Season for 2015 $ /total cost for Maplewood Monthly/Residents Guide 2015 $ /total cost for Maplewood Parks & Recreation brochure 2015 $ /TOTAL POSTAGE $ /GRAND TOTAL PRINTING & POSTAGE Additional: $ /hour for corrections Bid Bond: $ 5% of total bid price Submitted by Company Phone Date Council Packet Page Number 129 of 185 G18 MEMORANDUM TO: Charles Ahl, City Manager FROM: Karen Guilfoile, Director Citizen Services DATE: October 22, 2013 SUBJECT: Adoption of Proclamation to Pancreatic Cancer Action Network: Pancreatic Cancer Awareness Month Introduction The Twin Cities Education and Outreach Coordinator Pancreatic Cancer Action Network has asked the City of Maplewood to consider issuing a proclamation declaring November as Pancreatic Cancer Awareness Month. Budget Impact None Recommendation Adopt the attached Proclamation declaring November as Pancreatic Cancer Awareness Month. Attachments 1. Pancreatic Cancer Awareness Proclamation Council Packet Page Number 130 of 185 G18, Attachment 1 CITY OF MAPLEWOOD PROCLAMATION Pancreatic Cancer Awareness Month WHEREAS, in 2013, an estimated 45,220 people will be diagnosed with pancreatic cancer in the United States and 38,460 will die from the disease; WHEREAS, pancreatic cancer is one of the deadliest cancers, is the fourth leading cause of cancer death in the United States, and is the only major cancer with a five-year relative survival rate in the single digits at just six percent; WHEREAS, when symptoms of pancreatic cancer present themselves, it is late stage, and 73 percent of pancreatic cancer patients die within the first year of their diagnosis while 94 percent of pancreatic cancer patients die within the first five years. WHEREAS, approximately 650 deaths will occur in Minnesota in 2013; WHEREAS, the incidence and death rate for pancreatic cancer are increasing and pancreatic cancer is anticipated to move from the fourth to the second leading cause of cancer death in the U.S. by 2020; WHEREAS, the U.S. Congress passed the Recalcitrant Cancer Research Act last year, which calls on the National Cancer Institute to develop a scientific frameworks, or strategic plans, for pancreatic cancer and other deadly cancers, which will help provide the strategic direction and guidance needed to make true progress against these diseases; WHEREAS, federal funding for medical research is critical to job protection and creation in Minnesota; WHEREAS, the Pancreatic Cancer Action Network is the national organization serving the pancreatic cancer community in Maplewood and nationwide through a comprehensive approach that includes public policy, research funding, patient services, and public awareness and education related to developing effective treatments and a cure for pancreatic cancer; WHEREAS, the Pancreatic Cancer Action Network and its affiliates in Maplewood support those patients currently battling pancreatic cancer, as well as to those who have lost their lives to the disease, and are committed to nothing less than a cure; Council Packet Page Number 131 of 185 G18, Attachment 1 WHEREAS, the good health and well-being of the residents of Maplewood are enhanced as a direct result of increased awareness about pancreatic cancer and research into early detection, causes, and effective treatments; therefore be it THEREFORE BE IT RESOLVED, that the City Council of the City of Maplewood designate the month of November 2013 as “Pancreatic Cancer Awareness Month”. This 28th day of October 2013, _____________________________ Will Rossbach, Mayor Attest: _____________________________ Karen Guilfoile, City Clerk Council Packet Page Number 132 of 185 I1 MEMORANDUM TO: Chuck Ahl, City Manager FROM: DuWayne Konewko, Parks and Recreation Director James Taylor, Parks Manager DATE: October 16, 2013 SUBJECT: Authorize a Contract for Services for a City-Wide Parks Needs Assessment Survey with ETC Institute Introduction At the September 23rd City Council meeting, council gave staff approval to solicit quotes for a City-Wide Parks Needs Assessment Survey and to establish a not-to-exceed budget of $30k for these services. We are at a point in the process of the development of the Parks Comprehensive Master Plan where we need to engage the residents of Maplewood to better understand their support for the Parks Master Plan. The purpose of the survey is to gauge support and begin to establish priorities for future improvements to community parks, recreation, facilities, programs and services. This survey will also speak to future funding needs and identify options to pay for these improvements and will be designed to obtain statically valid results from households throughout the City of Maplewood. The survey will be administered by mail and phone. Staff feels a randomized, unbiased survey of residents throughout the City will provide the Parks System Task Force and City Council with impartial data to better make informed decisions. Background Staff received three responses to the Request for Proposal that was sent out. All three companies were very competitive and offered a quality product. Each proposal was carefully gone through and staff believes the proposal made by ETC Institute / Leisure Vision will best serve in accomplishing our goals with this project. The three bids were as follows: Company Name Surveys Administered Guaranteed Response Cost RRC Associates 4000 N/A $17,000 Management Learning 4000 N/A $20,500 ETC Institute 3000 600 $18,800 In addition to the $18,800 staff is proposing two additional options totaling $2,250. Those options are an Importance/Satisfaction Matrix, and some National Benchmarking. This brings the total cost of the project to $21,050. Staff feels these two options will give us valuable information that will be essential for the Parks System Plan. These two additional options are important for the following: Importance-Satisfaction Matrix – The Importance-Satisfaction Analysis is a tool that allows public officials to use survey data as a decision-making resource. The Importance-Satisfaction analysis is based on the concept that public agencies maximize overall satisfaction by emphasizing improvements Council Packet Page Number 133 of 185 I1 in those service categories where the level of satisfaction is relatively low and the perceived importance of the service is relatively high. National Benchmarking – ETC Institute has the most extensive national benchmarking database for parks and recreation programs, facilities and services in the country. Benchmarking National Averages have been developed for over 100 strategically important parks and recreation planning and management issues including: customer satisfaction and usage of parks and programs; methods for receiving marketing information; reasons that prevent members of households from using parks and recreation facilities more often; priority recreation programs, parks, facilities and trails to improve or develop; priority programming spaces to have in planned community centers and aquatic facilities, etc. Comparisons can be made nationally, regionally and for similar size communities. Discussion The City-Wide Parks Needs Assessment Survey is a critical piece in the development of the Parks Master Plan. The statically valid survey will provide the Council, Commissions, and Parks System Task Force with meaningful data regarding Maplewood’s parks, trail, and open spaces. Survey questions will address a full range of strategically important issues to the city including funding. The survey will gauge the resident’s attitude on whether or not they support paying for these improvements with tax dollars The questions on the survey will be further vetted out with regard to demographics (i.e. income, age, household type, race, education, own or rent, etc.). The questions will also speak to the amount of additional taxes they would be willing to pay for improved parks and facilities (nothing per month up to $16 -$20 per month). Questions on the survey will be developed in partnership with the Parks and Recreation Commission and the Parks System Task Force. The questions will capture the essence of the comments that have been received thus far from the stakeholders in the community. Although the ETC Institute / Leisure Vision was not the low bid staff feels it best fits our goals for this project because of the following: 1. ETC institute / Leisure Vision has the in-house capabilities to administer this survey by utilizing mail, phone, and web. 2. ETC Institute through their Leisure Vision division has administered over 700 parks and recreation surveys in 48 states. 3. The Scope of Services presented most matches our goals for this project still allowing input from our Parks and Recreation Commission and Parks System Plan Task Force to develop the survey. 4. ETC guarantees responses from 600 surveys giving the City a 95% level of confidence. 5. ETC Institute has administered 11 surveys in Minnesota most recently including Edina, Roseville, and Saint Paul giving staff confidence that they understand the area. Budget The funding for this City-Wide Park Needs Assessment Survey would come from the City’s Park Development Fund 403-000-338-4490. A budget for the Parks System Plan is being established in the 2014 Budget and will be used to cover these costs. The total cost of the project will be $21,050. Council Packet Page Number 134 of 185 I1 Recommendation Staff recommends that the City Council authorize the Mayor and the City Manager to enter into a Contract for Services for a City-Wide Parks Needs Assessment Survey with ETC Institute for the amount of $21,050. Council Packet Page Number 135 of 185 THIS PAGE IS INTENTIONALLY LEFT BLANK Council Packet Page Number 136 of 185 MEMORANDUM TO: Charles Ahl, City Manager FROM: Michael Martin, AICP, Planner Melinda Coleman, Assistant City Manager DATE: October 22, 2013 SUBJECT: Approval of a Resolution for a Comprehensive Plan Amendment, Resolution for a Conditional Use Permit, Design Review, Parking Waiver and Wetland Buffer Requirements Waiver for Maplewood Fire Station No. 1, McKnight Road A. Planning Commission Report B. Community Design Review Board Report C. Environmental and Natural Resources Commission Report D. Approval of a Resolution for a Comprehensive Plan Amendment E. Approval of a Resolution for a Conditional Use Permit F. Approval of Design Review G. Approval of a Parking Waiver H. Approval of a Waiver of Wetland Buffer Requirements for a Public Use Introduction Project Description The Maplewood Fire Department is proposing to build a 16,409-square-foot, one-story fire station north of the new 3M Company research building. The fire station will be built on land dedicated to the city by 3M Company. The facility will also include space for a police substation. Requests The applicant is requesting that the city council approve: 1. A comprehensive land use plan amendment from I (Industrial) to G (Government). The J1 Council Packet Page Number 137 of 185 code requires that, to approve a conditional use permit (CUP), the land use plan designation for a property must be in conformance with the proposed use. 2. A CUP for a public building. The city code requires a CUP for “public utility, public service or public building uses.” 3. Design plans, which include building, site and landscape plans. 4. A parking waiver to allow for fewer parking spaces than required by ordinance. 5. A wetland buffer waiver for a public use Background June 28, 2013, city staff approved a minor lot division which divides the site for the proposed fire station from the rest of the 3M campus. This approval also creates a separate legal parcel for the recently approved research building on the 3M campus. Discussion Comprehensive Plan Amendment The city council must approve the proposed land use plan change to G if they wish to approve the CUP. Staff recommends approval of this change since the proposed use complies with the general development policies in the comprehensive plan. Public buildings are allowed in all zoning districts so a zoning amendment is not required. Conditional Use Permit The proposed fire station would be compatible with this neighborhood. Staff surveyed property owners within 500 foot of this site, both in Maplewood and Saint Paul, and did receive two responses from Saint Paul residents who were concerned about noise and traffic affecting the neighborhood. Traffic Traffic will increase, but a fire station is not a high traffic generating use. The proposed fire station will, in fact, create much less traffic than if this land were developed as currently zoned and planned. Noise Noise associated with the fire station would be the occasional fire call with siren and vehicle noise associated with it. Design Review The proposed building would be attractive. The exterior of the building will include brick and J1 Council Packet Page Number 138 of 185 concrete masonry units designed to look like Kasota stone and surface mounted LED lighting. A light colored, thermo-plastic polyolefin, low pitched roof system is designed to reflect heat and control rainwater runoff to the rain gardens located on the site. LED site lighting will be provided and controlled to minimize spill to adjacent properties. The proposed site is elevated above 3M Lake, along McKnight Road, between a service road to the south of Minnehaha Avenue and a service road into the 3M campus. The building will be placed on the northwest corner of the site, which is elevated, treeless and provides access to the north boundary service road and McKnight Road. The building layout and site will allow itself to promote the use of rain gardens for control and filtration of runoff before entering 3M Lake. Evergreens and ornamental trees will be provided on the west side of the building, providing a screen from the residential use across McKnight Road. Photometric Plan The photometric plan submitted by the applicant displays the light intensities within the actual project area, but not at all property lines. The applicant shall submit a revised photometric plan showing compliance with the ordinance’s requirement of not exceeding 0.4 footcandles at the north and west property lines. Parking Waiver The applicant has proposed 19 visitor parking spaces to be included on the north side of the fire station as well as 4 employee parking spaces on the south side of the station. Code would typically require 66 parking spaces. The office area of the building totals 6,965.5 square feet which requires 35 spaces. The apparatus bays and support areas total 9,443.5 square feet, which required 31 spaces. This is not a facility that would expect to see a high number of visitors. All fire and police emergency vehicles will be parked inside the building. Staff is comfortable with approving a parking waiver of 43 parking spaces. Wetland Buffer Waiver The fire station building will be constructed 107 feet from the edge of the wetland, which meets the buffer requirements. A small amount of grading will come within 47 feet of the wetland edge (approximately 1,500 square feet of disturbance in the buffer). Grading within the buffer is necessary to meet the grades of a trail proposed by 3M around the wetland. The City’s wetland ordinance allows semipublic trails to be constructed within a buffer if strategies are in place to mitigate impacts to the wetland. The Environmental and Natural Resources Commission approved the trail in 2012 with several conditions. Department Comments Building Official’s Comments The building will need to comply with the State Building Code. We are recommending the architect follows the City’s new Green Building Ordinance and have forwarded this comment to the applicant. J1 Council Packet Page Number 139 of 185 Fire Marshall’s Comments Will need to comply with all state and local fire codes concerning fire protection and fire alarm systems. City Engineer’s Comments Michael Thompson, city engineer reviewed this proposal and commented; “No comment here. The plan is consistent with ongoing coordination and discussions.” Environmental Planner’s Comments Shann Finwall, the city’s environmental planner, reviewed this proposal and her comments are attached to the report. Committee Review September 24, 2013: The community design review board reviewed this project and recommended approval of the design plans and parking waiver. October 1, 2013: The planning commission reviewed this project and recommended approval of the comprehensive plan amendments and the conditional use permit October 21, 2013: The environmental and natural resources commission reviewed this project and recommended approval of the wetland buffer waiver. Budget Impact The land use requests contained within this report have no budget impacts. The city council will consider, as separate agenda items, the costs and budget impacts of building this fire station. Recommendations A. Approve the resolution adopting a comprehensive land use plan amendment from I (industrial) to G (government) for the property located north of the 3M Company’s campus along McKnight Road. Approval is based on the following reasons: 1. The property is presently vacant and is to be used by the city for a fire station which would be compatible with a land use classification of G (government). 2. Government uses and buildings are allowed in all zoning districts in the city with an approved conditional use permit. This action is subject to the approval of a comprehensive plan amendment by the Metropolitan Council. J1 Council Packet Page Number 140 of 185 B. Approve the resolution approving a conditional use permit for the proposed fire station. This development will be on the east side of McKnight Road, north of the 3M Company’s campus. Approval is subject to the findings required by ordinance and subject to the following conditions: 1. All construction shall follow the site plan date-stamped September 11, 2013. Staff may approve minor changes. 2. The city council shall review this permit in one year. 3. The proposed construction must be substantially started within one year of council approval or the permit shall become null and void. The council may extend this deadline for one year. 4. Comply with the requirements of the city’s engineering department. 5. The applicant shall work with the building official, fire marshal and environmental planner to ensure compliance with applicable codes. C. Approve the plans, date-stamped September 11, 2013 for the proposed Maplewood Fire Station No. 1, based on the findings required by the code. The property owner shall do the following: 1. Repeat this review in two years if the city has not issued a building permit for this project. 2. Submit a revised photometric plan showing compliance with code at all property lines. 3. Complete the following before occupying the building: a. Install all landscaping as shown on the approved plan. b. Screen any roof-top mechanical equipment that would be visible from the homes along McKnight Road. All other roof-top units that are visible from non residential areas must be painted to match the building. c. Provide handicap-accessible parking spaces and signs as required by the ADA (American’s with Disabilities Act). 4. All work shall follow the approved plans. The director of community development may approve minor changes. D. Approve a parking waiver to allow for 23 surface parking spaces. This is a parking reduction of 43 parking spaces (66 parking spaces are required per city code). E. Approve a waiver to the buffer requirements for the fire station public improvement. Approval is subject to the following conditions: 1. After grading and planting of the site the applicant must install city approved J1 Council Packet Page Number 141 of 185 wetland signs at the edge of the approved wetland and creek buffer that specify that no building, mowing, cutting, grading, filling or dumping be allowed within the buffer. The signs must be placed every 100-feet along the edge of the buffer at a minimum. The placement of these signs must be verified with a survey to ensure proper placement. 2. City’s wetland ordinance requires that native plants within the buffer be established within a three-year period. Neighborhood Survey Staff surveyed the 52 property owners within 500 feet of this site for their comments. Staff received two comments regarding this project. 1. St. Paul residents get disrupted but get nothing except for sirens and traffic. I do not like that trucks will enter McKnight near 6th St. E. They should enter via the Wells Fargo road. (Toby Sauro, 2237 6th St. E.) 2. I am a resident on 6th street directly across from the proposed station. I and my neighbors are very concerned about the noise and disruption to our homes, which are in Saint Paul, that this station would bring if it is built. I understand that fire stations provide a valuable service to the communities they serve; my argument is that it is wrong to bring the noise and disruption to a community that is outside the city that this station serves. To have the exit of the fire truck garage lead directly towards homes across the street in the City of Saint Paul is ill-thought out. McKnight is a busy road and there is no traffic light at this intersection, so there would always be a need for the sirens to be blaring each time the trucks head out. As Maplewood Fire responds to thousands of calls per year, this is a lot of noise for these homes to deal with. This is the equivalent of dumping sewage in the river on the edge of town for the people downstream to deal with. As this is a Maplewood service, Maplewood should bear the burden of the negative impacts of this station as well as receive the positive service impacts. The garage should not be across the street from a neighboring city. Ideally, Maplewood should not place a station, especially not the fire truck exit way, so close to any residential area. The placement of the original station on Century Ave, which is also across from a neighboring city (Oakdale) is at least in a non-residential area, and was a much more logical location. (Therese Scherbel, 2228 6th St. E.) Reference Information Site Description Site size: 3.23 acres J1 Council Packet Page Number 142 of 185 Existing land use: Undeveloped Surrounding Land Uses North: Wells Fargo South: 3M Company West: McKnight Road and Single-Family Homes East: 3M Lake Planning Land Use Plan designation: Existing – I (Industrial); Proposed – G (Government) Zoning: M1 (Light Manufacturing) Attachments 1. Location Map 2. Aerial Site Map 3. Land Use Map 4. Zoning Map 5. Site Plan 6. Landscape Plan 7. Building Elevations 8. Photometric Plan 9. Applicant’s Letters 10. Environmental Report, dated October 16, 2013 11. Wetland Buffer Map 12. 3M Trail Map 13. Draft CDRB Minutes, September 24, 2013 14. Draft Planning Commission Minutes, October 1, 2013 15. Comprehensive Plan Amendment Resolution 16. Conditional Use Permit Resolution 17. Plans date-stamped September 11, 2013 (separate attachments) P:\SEC36\MCKNIGHT_00_Firestation 1 J1 Council Packet Page Number 143 of 185 Proposed Maplewood Fire StationLocation Map Attachment 1 3M Campus FireStation Council Packet Page Number 144 of 185 Proposed Maplewood Fire StationAerial Site Map Attachment 2 3M Campus FireStation Wells Fargo Council Packet Page Number 145 of 185 Proposed Maplewood Fire StationFuture Land Use Map Attachment 3 3M Campus FireStation Wells Fargo (I) Industrial Council Packet Page Number 146 of 185 Proposed Maplewood Fire StationZoning Map Attachment 4 3M Campus FireStation Wells Fargo (M1) Light Manufacturing Council Packet Page Number 147 of 185 PROPOSEDFIRE STATIONNO. 1PROPOSEDFIRE STATIONNO. 1CITY OF MAPLEWOODFIRE STATION NO. 1IMPROVEMENTSCITY PROJECT 12-14SITE PLANCONDITIONAL USE / PUD APPLICATIONSEPTEMBER 2013PROJECT AREA J1, Attachment 5 Council Packet Page Number 148 of 185 AAAAAAABBBBBBBBBBBBAAAAAMMMMOOOOAAAASSSSPROPOSEDFIRE STATIONNO. 1(FFE 989)CITY OF MAPLEWOODFIRE STATION NO. 1IMPROVEMENTSCITY PROJECT 12-14PRELIMINARY LANDSCAPE PLANCOMMUNITY DESIGN REVIEW BOARD APPLICATIONSEPTEMBER 2013NOTES:PRELIMINARY PLANTING PLAN1"=30'-0"J1, Attachment 6 Council Packet Page Number 149 of 185 SHEET NO.FIRE STATION NO. 1IMPROVEMENTSCITY PROJECT 12-14CITY OF MAPLEWOODCity of Maplewood, MinnesotaDepartment of Public WorksEngineering DivisionRevisionsApp.DateNo.Short Elliott Hendrickson Inc.3535 Vadnais Center DriveSt. Paul, MN 55110-5196651.490.2000main| 651.490.2150fax800.325.2055toll free|www.sehinc.comSEH PROJECTISSUE DATEPROJECT MANAGERPROJECT DESIGNERDRAWN BY08/28/13LKBFJMNOT FORCONSTRUCTIONA001EXTERIORPERSPECTIVE122961A0011EXTERIOR PERSPECTIVEJ1, Attachment 7Council Packet Page Number 150 of 185 First Floor0"Mezzanine Level10' - 10"Roof30' - 0"T.O. Parapet16' - 0"2A 3013A 301T.O. Parapet 228' - 0"First Floor0"Mezzanine Level10' - 10"Roof30' - 0"T.O. Parapet16' - 0"T.O. Parapet 228' - 0"1A 301SHEET NO.FIRE STATION NO. 1IMPROVEMENTSCITY PROJECT 12-14CITY OF MAPLEWOODCity of Maplewood, MinnesotaDepartment of Public WorksEngineering DivisionRevisionsApp.DateNo.Short Elliott Hendrickson Inc.3535 Vadnais Center DriveSt. Paul, MN 55110-5196651.490.2000main| 651.490.2150fax800.325.2055toll free|www.sehinc.comSEH PROJECTISSUE DATEPROJECT MANAGERPROJECT DESIGNERDRAWN BY08/28/13LKBFJMNOT FORCONSTRUCTIONA 201S/E BUILDINGELEVATIONS1229611/8" = 1'-0"1SOUTH ELEVATION1/8" = 1'-0"2EAST ELEVATIONJ1, Attachment 7Council Packet Page Number 151 of 185 First Floor0"Mezzanine Level10' - 10"Roof30' - 0"2A 3013A 301T.O. Parapet 228' - 0"First Floor0"Mezzanine Level10' - 10"Roof30' - 0"T.O. Parapet 228' - 0"1A 301SHEET NO.FIRE STATION NO. 1IMPROVEMENTSCITY PROJECT 12-14CITY OF MAPLEWOODCity of Maplewood, MinnesotaDepartment of Public WorksEngineering DivisionRevisionsApp.DateNo.Short Elliott Hendrickson Inc.3535 Vadnais Center DriveSt. Paul, MN 55110-5196651.490.2000main| 651.490.2150fax800.325.2055toll free|www.sehinc.comSEH PROJECTISSUE DATEPROJECT MANAGERPROJECT DESIGNERDRAWN BY08/28/13LKBFJMNOT FORCONSTRUCTIONA 202N/W BUILDINGELEVATIONS1229611/8" = 1'-0"1NORTH ELEVATION1/8" = 1'-0"2WEST ELEVATIONJ1, Attachment 7Council Packet Page Number 152 of 185 J1, Attachment 8Council Packet Page Number 153 of 185 WRITTEN NARRATIVE The project proposes to construct a new City of Maplewood Fire Station #1 at the northwest corner of the 3M campus, near the intersection of McKnight Road and Minnehaha Avenue. The facility will be comprised of 16,409 square feet of space to house four fire department apparatus bays, departmental offices and staff support spaces. The facility will also include space for a police department substation. The facility size, scope and plan were determined through planning work sessions with department staff and consideration of the site and context of the 3M campus. The building will accommodate the city’s fire department needs for the foreseeable future. The exterior of the building will include brick and concrete masonry units designed to look like Kasota stone and surface mounted LED lighting. A light colored, thermo-plastic polyolefin, low pitched roof system is designed to reflect heat and control rainwater runoff to the rain gardens located on the site. LED site lighting will be provided and controlled to minimize spill to adjacent properties. The proposed site is elevated above 3M Lake, along McKnight Road, between a service road to the south of Minnehaha Avenue and a service road into the 3M campus. The building will be placed on the northwest corner of the site, which is elevated, treeless and provides access to the north boundary service road and McKnight Road. The building layout and site will allow itself to promote the use of rain gardens for control and filtration of runoff before entering 3M Lake. Evergreens and ornamental trees will be provided on the west side of the building, providing a screen from the residential use across McKnight Road. Native trees, shrubs, perennials and seed mixes will be provided around the remaining portions of the site to provide positive growth year after year while also providing minimal maintenance. 19 visitor parking spaces will be included on the north side of the fire station as well as 4 employee parking spaces on the south side of the station. Flashing beacons controlled with an emergency vehicle preemption device will be placed at the McKnight Road exit to warn motorists that fire trucks are leaving the premises. It is anticipated construction will begin in March 2014 and continue until November 2014. Approval of a Conditional Use Permit for this project will not result in any adverse traffic or environmental impacts to the surrounding area. J1, Attachment 9 Council Packet Page Number 154 of 185 Filing Requirement 1.b Narrative: A variance is requested for the required number of parking spaces for the City of Maplewood Fire Station No. 1 project. The project includes a four stall, drive thru apparatus bay with a support space and a storage mezzanine and fire department support space consisting of offices, a conference/training room, dormitory space, an exercise room, kitchen and dayroom. A police department substation is also included within the proposed fire station building. The City’s Zoning Code has been reviewed regarding parking requirements. The office area of the building totals 6,965.5 gross square feet requiring 35 parking stalls by Ordinance. The apparatus bay and support area totals 9,443.5 gross square feet requiring an additional 31 parking stalls. The number of stalls required by City Ordinance for the entire building is 66. We are requesting a variance in the parking requirements to reduce this number to 23 stalls. The station will be occupied by a maximum of five fire fighters and one police officer at any given time and does not contain spaces that will be open for public use. The 23 stalls requested will provide more than an adequate number of spaces for the rare occasion when events are held at the fire station that require additional parking. J1, Attachment 9 Council Packet Page Number 155 of 185 Environmental Review Project: Maplewood Fire Station #1, McKnight Road Date of Plans: September 10, 2013 Date of Review: October 16, 2013 Location: Located on the East Side of McKnight Road, North of the 3M Research and Development Building and South of Wells Fargo Bank Reviewers: Shann Finwall, Environmental Planner (651) 249-2304; shann.finwall@ci.maplewood.mn.us Ginny Gaynor, Natural Resource Coordinator (651) 249-2416 Background: The Maplewood Fire Department is proposing to build a 16,409-square- foot, one-story fire station north of the new 3M Company research building. The fire station will be built on land dedicated to the City by 3M Company. A. Tree Preservation Ordinance: The City’s tree preservation ordinance describes a significant tree as a hardwood tree with a minimum of 6 inches in diameter, an evergreen tree with a minimum of 8 inches in diameter, and a softwood tree with a minimum of 12 inches in diameter. Specimen trees are healthy trees of any species which are 28 inches in diameter or greater. The ordinance requires any significant tree removed be replaced based on a tree mitigation calculation. Public improvements such as a fire station are exempt from the tree replacement requirements if there is a greater public need for the project than to meet the requirements of the ordinance. Regardless of the exemption, the City has surveyed the trees on the site and will ensure the project meets the tree replacement requirements. Tree Impacts: The City’s tree survey identifies eight significant trees situated on the south side of the property, for a total of 156 caliper inches. There is one specimen tree, a 36-inch burr oak, and seven significant softwood trees. Grading for the site was planned to ensure that all significant trees will be preserved. Tree Replacement: In addition to preserving all existing significant trees on the site, the landscape plan shows 39 new trees including 11 deciduous, 4 evergreen, and 24 ornamental trees. These trees will equal 94.4 caliper inches of new trees planted on the site. B. Wetland Ordinance: 3M Lake is classified as a Manage B wetland in the City’s wetland ordinance. The wetland ordinance requires a 75-foot buffer from a Manage B wetland. The ordinance allows the City Council to waive the buffer requirements for public projects where it determines that there is a greater public need for the project than to meet the requirement of the ordinance. In waiving the requirements the City Council shall apply the following standards: J1, Attachment 10 Council Packet Page Number 156 of 185 1. The city may only allow the construction of public projects through buffers where there is no other practical alternative. 2. Before the City Council acts on the waiver the Planning Commission and the Environmental and Natural Resources Commission shall make a recommendation to the City Council. The Planning Commission shall hold a public hearing for the waiver. The city shall notify the property owners within 500 feet of the property for which the waiver is being requested at least ten days before the hearing. 3. Public projects shall not be allowed when endangered or threatened species are found in the buffer. 4. Public projects shall be as far from the wetland as possible. 5. Public projects shall protect the wetland and buffer and avoid large trees as much as possible. 6. The City shall not allow the use of pesticides or other hazardous or toxic substances in buffers or wetlands; however, in some situations the use of herbicides may be used if prior approval is obtained from the administrator. 7. The owner or contractor shall replant buffers with appropriate native vegetation, except trees, at preconstruction densities or greater after construction ends. Trees shall be replaced as required by city ordinance. 8. Any additional public road or utility corridor access for maintenance shall be provided as much as possible at specific points rather than to the road which is parallel to the wetland edge. If parallel roads are necessary they shall be no greater than 15 feet wide. 9. The City Council, upon recommendation of the administrator, may require additional mitigation actions as a condition of granting the waiver. Wetland Impacts: The fire station building will be constructed 107 feet from the edge of the wetland, which meets the buffer requirements. A small amount of grading will come within 47 feet of the wetland edge (approximately 1,500 square feet of disturbance in the buffer). Grading within the buffer is necessary to meet the grades of a trail proposed by 3M around the wetland. The City’s wetland ordinance allows semipublic trails to be constructed within a buffer if strategies are in place to mitigate impacts to the wetland. The Environmental and Natural Resources Commission approved the trail in 2012 with the following conditions: 1. GPS technology is used to align the trail and minimize disturbance and avoid mature trees, 2. buckthorn removal, 3. expanding the delineated buffer in areas, J1, Attachment 10 Council Packet Page Number 157 of 185 4. adding an infiltration basin to pre-treat existing parking lot runoff; 5. oak savannah reforestation; and 6. aquatic plant enhancement. 3M plans on completing the trail in the future. Wetland Recommendations: The City Council must approve a waiver to the buffer requirements for the fire station public improvement. Following are recommendations for approval: 1. After grading and planting of the site the applicant must install city approved wetland signs at the edge of the approved wetland and creek buffer that specify that no building, mowing, cutting, grading, filling or dumping be allowed within the buffer. The signs must be placed every 100-feet along the edge of the buffer at a minimum. The placement of these signs must be verified with a survey to ensure proper placement. 2. The City’s wetland ordinance requires that native plants within the buffer be established within a three-year period. C. Shoreland Ordinance: 3M Lake is classified as a Class 1 Lake in the City’s shoreland ordinance. Buildings need to maintain a 50-foot setback from a Class 1 Lake. Maximum impervious surface area is 50 percent. The site can have up to 70 percent impervious surface with approved best practices bonuses. Shoreland Impact: The entire site is within the Shoreland area. The site is 3.23 acres and the impervious coverage is 2.20 acres or 68 percent. The City Engineer has agreed to allow an 18 percent bonus for impervious surface for the use of rainwater gardens on site which will double the amount of stormwater required to be collected on site. Shoreland Recommendation (Rainwater Garden Planting Requirements): The landscape plan shows seeding within the three rainwater gardens. Seeding rainwater gardens almost always fails. In order to meet the impervious surface bonus requirements, the applicant must submit a revised landscape plan which shows detailed plantings for the three rainwater gardens. J1, Attachment 10 Council Packet Page Number 158 of 185 PROPOSEDFIRE STATIONNO. 1(FFE 989)PROPOSEDFIRE STATIONNO. 1(FFE 989)CITY OF MAPLEWOODFIRE STATION NO. 1IMPROVEMENTSCITY PROJECT 12-14GRADING AND DRAINAGE PLANCOMMUNITY DESIGN REVIEW BOARD APPLICATIONSEPTEMBER 2013 J1, Attachment 11 Council Packet Page Number 159 of 185 LAKE TRAIL & BOARDWALK6/1/12 Damon Farber AssociatesTKDAclass 2 wetland / stormwater pondwetland75’ bufferProposed 8’ Boardwalk670 LFTrail Connection Preliminary Proposed Trail & Boardwalk AlignmentEXISTING CONDITIONEXISTING CONDITIONProposed 8’ Boardwalk95 LFExisting Trail / Sidewalk1:100 North Existing Naturalized AreaWetland BufferWetlandWetland - Open WaterWetland Delineation LineJ1, Attachment 12 Council Packet Page Number 160 of 185 J1, Attachment 13 DRAFT MINUTES OF THE MAPLEWOOD COMMUNITY DESIGN REVIEW BOARD 1830 COUNTY ROAD B EAST, MAPLEWOOD, MINNESOTA TUESDAY, SEPTEMBER 24, 2013 6. DESIGN REVIEW b. Approval of a Design Review and Parking Waiver for Maplewood Fire Station No. 1, McKnight Road i. Planner, Michael Martin gave the report and answered questions of the board. ii. Jon Horn, Kimley-Horn presented and answered questions of the board. iii. Larry Koch, SEH presented and answered questions of the board. iv. Steve Lukin, Maplewood Fire Chief answered questions of the board. Boardmember Kempe moved to approve the plans, date-stamped September 11, 2013, for the proposed Maplewood Fire Station No. 1, based on the findings required by the code. The property owner shall do the following: 1. Repeat this review in two years if the city has not issued a building permit for this project. 2. Submit a revised photometric plan showing compliance with code at all property lines. 3. Complete the following before occupying the building: a. Install all landscaping as shown on the approved plan. b. Screen any roof-top mechanical equipment that would be visible from the homes along McKnight Road. All other roof-top units that are visible from non residential areas must be painted to match the building. c. Provide handicap- accessible parking spaces and signs as required by the ADA (American’s with Disabilities Act). 4. All work shall follow the approved plans. The director of community development may approve minor changes. Boardmember Kempe moved to approve a parking waiver to allow for 23 surface parking spaces. This is a parking reduction of 42 parking spaces (66 parking spaces are required per city code). Seconded by Boardmember Lamers. Ayes – All The motion passed. This item will have a public hearing with the planning commission October 1, 2013. Then it will go onto the city council meeting for final approval. Council Packet Page Number 161 of 185 J1, Attachment 14 DRAFT MINUTES OF THE MAPLEWOOD PLANNING COMMISSION 1830 COUNTY ROAD B EAST, MAPLEWOOD, MINNESOTA TUESDAY, OCTOBER 1, 2013 5. PUBLIC HEARING a. 7:00 p.m. or later: Approval of the following for Maplewood Fire Station No. 1 on McKnight Road south of Minnehaha Avenue: i. Senior Planner, Tom Ekstrand introduced the item and gave a brief report. ii. John Horn, Kimley Horn Associates gave the report on the Maplewood Fire Station and addressed and answered questions of the commission. iii. Maplewood Fire Chief, Steve Lukin addressed and answered questions of the commission. Three items requiring action by the planning commission are: 1) Approval of a Resolution for a Comprehensive Plan Amendment from I (industrial) to G (government) 2) Approval of Resolution for a Conditional Use Permit for a public building use 3) Wetland Buffer Waiver Chairperson Desai opened the public hearing. 1. Betsy Leach, Representing District 1 - 2105½ Old Hudson Road St. Paul, MN 55119, opposed the project. 2. Katie Holmgren, 2256 Margaret Street, St. Paul, MN 55119, opposed the project. 3. Rose Hotchkiss, 2183 Fremont Avenue, St. Paul, MN 55119, opposed the project. 4. Mayor, Will Rossbach, 1386 County Road C, Maplewood, MN. Chairperson Desai closed the public hearing. Commissioner Trippler moved to approve the resolution adopting a comprehensive land use plan amendment from I (industrial) to G (government) for the property located north of the 3M Company’s campus along McKnight Road. Approval is based on the following reasons: 1. The property is presently vacated and is to be used by the city for a fire station which would be compatible with a land use classification of G (government). 2. Government uses and buildings are allowed in all zoning districts in the city with an approved conditional use permit. This action is subject to the approval of a comprehensive plan amendment by the Metropolitan Council. Seconded by Commissioner Kempe. Ayes – All Council Packet Page Number 162 of 185 J1, Attachment 14 The motion passed. Commissioner Trippler moved to approve the resolution approving a conditional use permit for the proposed fire station. This development will be on the east side of McKnight Road, north of the 3M Company’s campus. Approval is subject to the findings required by ordinance and subject to the following conditions: 1. All construction shall follow the site plan date-stamped September 11, 2013. Staff may approve minor changes. 2. The city council shall review this permit in one year. 3. The proposed construction must be substantially started within one year of council approval or the permit shall become null and void. The council may extend this deadline for one year. 4. Comply with the requirements of the city’s engineering department. 5. The applicant shall work with the building official, fire marshal and environmental planner to ensure compliance with applicable codes. Seconded by Commissioner Kempe. Ayes – All The motion passed. Commissioner Trippler moved to approve the waiver to the buffer requirements for the fire station public improvement. Approval is subject to the following conditions: 1. After grading and planting of the site the applicant must install city approved wetland signs at the edge of the approved wetland and creek buffer that specify that no building, mowing, cutting, grading, filling or dumping be allowed within the buffer. The signs must be placed every 100-feet along the edge of the buffer at a minimum. The placement of these signs must be verified with a survey to ensure proper placement. 2. City’s wetland ordinance requires that native plants within the buffer be established within a three-year period. Seconded by Commissioner Ige. Ayes – All The motion passed. This item goes to the ENR Commission on Monday, October 21, 2013, and to the City Council Monday, October 28, 2013. Council Packet Page Number 163 of 185 J1, Attachment 15 COMPREHENSIVE PLAN AMENDMENT RESOLUTION WHEREAS, Fire Chief Steve Lukin of City of Maplewood has requested a change to the City of Maplewood’s land use plan from I (Industrial) to G (government) for consistency between the plan and actual use of the land. WHEREAS, this change applies to the property located north of the 3M Campus, on McKnight Road. The legal description is: The west 437.85 feet of Tract B, Registered Land Survey No. 524, on file and of record in the Office of the Registrar of Titles, Ramsey County, Minnesota, and; All that part of the Northwest Quarter of the Northwest Quarter of Section 36, Township 29 North, Range 22 West, Ramsey County, Minnesota described as follows: Beginning at the southwest corner of Registered Land Survey No. 524, thence North 89 degrees 09 minutes 58 seconds East, bearings orientated to the Ramsey county Coordinate System NAD 83, along the south line of Tract B of said Registered Land Survey No. 524, a distance of 437.86 feet to the southeast corner of said west 437.85 feet of said Tract B; thence South 34 degrees 33 minutes 40 seconds West, a distance of 292.96 feet; thence South 89 degrees 11 minutes 41 seconds West, a distance of 270.00 feet, more or less, to its intersection with the west line of said Northwest Quarter of the Northwest Quarter of Section 36; thence North 00 degrees 23 minutes 48 seconds West, along the west line of said Northwest Quarter of the Northwest Quarter, a distance of 238.69 feet, more or less, to the point of beginning. This parcel contains 3.23 acres, more or less, and is subject to the roadway easement of McKnight Road North and all other easements of record. WHEREAS, the history of this change is as follows: 1. On October 1, 2013, the planning commission held a public hearing. The city staff published a hearing notice in the Maplewood Review and sent notices to the surrounding property owners. The planning commission gave everyone at the hearing a chance to speak and present written statements. The planning commission recommended that the city council adopt the land use plan change. 2. On October 28, 2013 the city council discussed the land use plan change. They considered reports and recommendations from the planning commission and city staff. NOW, THEREFORE, BE IT RESOLVED that the city council ___________ the above described change for the following reasons: Council Packet Page Number 164 of 185 J1, Attachment 15 1. The property is presently vacant and is to be used by the city for a fire station which would be compatible with a land use classification of G (government). 2. Government uses and buildings are allowed in all zoning districts in the city with an approved conditional use permit. This action is subject to the approval of this land use plan amendment by the Metropolitan Council. The Maplewood City Council _________ this resolution on October 28, 2013. Council Packet Page Number 165 of 185 J1, Attachment 16 CONDITIONAL USE PERMIT RESOLUTION WHEREAS, Fire Chief Steve Lukin of City of Maplewood has applied for a conditional use permit to build a fire station. WHEREAS, Section 44-1092 of the city ordinance provides that a conditional use permit must be approved for all public uses and buildings. ‘ WHEREAS, the site will be used for a new fire station. WHEREAS, this change applies to the property located north of the 3M Campus, on McKnight Road. The legal description is: The west 437.85 feet of Tract B, Registered Land Survey No. 524, on file and of record in the Office of the Registrar of Titles, Ramsey County, Minnesota, and; All that part of the Northwest Quarter of the Northwest Quarter of Section 36, Township 29 North, Range 22 West, Ramsey County, Minnesota described as follows: Beginning at the southwest corner of Registered Land Survey No. 524, thence North 89 degrees 09 minutes 58 seconds East, bearings orientated to the Ramsey county Coordinate System NAD 83, along the south line of Tract B of said Registered Land Survey No. 524, a distance of 437.86 feet to the southeast corner of said west 437.85 feet of said Tract B; thence South 34 degrees 33 minutes 40 seconds West, a distance of 292.96 feet; thence South 89 degrees 11 minutes 41 seconds West, a distance of 270.00 feet, more or less, to its intersection with the west line of said Northwest Quarter of the Northwest Quarter of Section 36; thence North 00 degrees 23 minutes 48 seconds West, along the west line of said Northwest Quarter of the Northwest Quarter, a distance of 238.69 feet, more or less, to the point of beginning. This parcel contains 3.23 acres, more or less, and is subject to the roadway easement of McKnight Road North and all other easements of record. WHEREAS, the history of this conditional use permit is as follows: 1. On October 1, 2013, the planning commission held a public hearing. The city staff published a hearing notice in the Maplewood Review and sent notices to the surrounding property owners. The planning commission gave everyone at the hearing a chance to speak and present written statements. The planning commission recommended that the city council approve the conditional use permit request. 2. On October 28, 2013 the city council discussed the conditional use permit. They considered reports and recommendations from the planning commission and city staff. NOW, THEREFORE, BE IT RESOLVED that the city council __________ the above- described conditional use permit, because: Council Packet Page Number 166 of 185 J1, Attachment 16 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. 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 construction shall follow the site plan date-stamped September 11, 2013. Staff may approve minor changes. 2. The city council shall review this permit in one year. 3. The proposed construction must be substantially started within one year of council approval or the permit shall become null and void. The council may extend this deadline for one year. 4. Comply with the requirements of the city’s engineering department. 5. The applicant shall work with the building official, fire marshal and environmental planner to ensure compliance with applicable codes. The Maplewood City Council __________ this resolution on October 28, 2013. Council Packet Page Number 167 of 185 MEMORANDUM TO: R. Charles Ahl, City Manager FROM: Gayle Bauman, Finance Director DATE: October 16, 2013 SUBJECT: Approve Resolution Adopting 2014 Rates for Utilities Introduction During preparation of the annual budget, staff reviews revenues produced by the current rates to determine if they are sufficient to cover operating, capital and infrastructure costs. The programs that were reviewed were Sanitary Sewer, Environmental Utility, North St. Paul Water Surcharge, St. Paul Water Surcharge and Recycling. Based on current information, it was determined the Sanitary Sewer and North St. Paul Water Surcharge did not warrant a fee increase at this time but the remaining programs did. Background The attached statements identify the expense and revenue categories, as well as the cash balances for the following programs. Environmental Utility – a 5% increase is being proposed to offset the demands on city resources for storm water treatment and increasing operating costs. This is the amount used during the preparation of the 2014-2018 Capital Improvement Plan (CIP) document. As staff projects expenses into future years, the pressures to expand this program are significant. Annual increases of 5% are proposed in the CIP for the next five years to help fund improvements and increased operating expenses. The anticipated operating expenses in 2014 for the Environmental Utility Fund (EUF) are $1,824,590. The largest expense is the Storm Sewer program which accounts for $1,179,750 of this expense, including depreciation in the amount of $480,700. The net income for 2014 is projected to be $590,410 with a net cash increase of $114,890. This will provide for an operating balance to help achieve the goal of self-sufficiency. We are not projecting a need for increased bonding in 2014 to cover projects in the 2014-2018 CIP Plan. The 5% proposed increase will raise the quarterly rates on a single-family home from $20.73 ($6.91 per month) to $21.78 ($7.26 per month); a $0.35 per month increase. St. Paul Water Surcharge - this fund is needed to finance the unassessable water system improvements that would otherwise have to be financed by property taxes. The proposed 2014 Budget includes an increase in the water surcharge for the St. Paul Water Service District from 6.5% of the St. Paul Water charge to 7.5% of the St. Paul Water charge. The increase would be approximately $0.50 per quarter. J2 Council Packet Page Number 168 of 185 Recycling – the proposed budget for 2014 includes a 15% increase in recycling fees. The fees are proposed to increase to $2.94 per month for multi-family units and $8.82 per quarter for single-family residents. The 15% increase will result in additional revenue of approximately $71,000. Based on discussions with the Council over the past few months, it appears the City will be replacing recycling bins with carts in the near future. The 15% increase will not fund the higher cart fees for a full year, but if carts are approved in the near future, it will still take some time to get the program up and running. This increase will offset any partial year cart fees anticipated to be incurred in 2014. Another fee increase will most likely be needed for 2015. Summary of Monthly Fees Monthly Charge Monthly 2013 2014 Increase Sanitary Sewer 15.68 15.68 0.00 Environmental Utility 6.91 7.26 0.35 Water Surcharge – St. Paul 1.08 1.24 0.16 Water Surcharge – N. St. Paul 1.20 1.20 0.00 Recycling 2.56 2.94 0.38 TOTAL MONTHLY INCREASE 0.89 Budget Impact The additional fees charged to property owners are needed to support budgeted City expenditures. Recommendation Staff recommends approval of the attached resolution authorizing the above rates for 2014. Attachments 1. Resolution for 2014 Utility Rates 2. Statements of Revenues, Expenses and Changes in Net Assets P:\COUNCIL FILES\AGENDAS\2013\101 FEES - UTILITY RATES 2014 NEW.DOC J2 Council Packet Page Number 169 of 185 RESOLUTION ADOPTION OF THE 2014 RATES FOR UTILITIES: ENVIRONMENTAL UTILITY (STORM WATER) WATER SURCHARGE (ST PAUL) RECYCLING WHEREAS, the City of Maplewood has established utility rates, and WHEREAS, city staff has reviewed the utility rates. NOW, THEREFORE, BE I T RESOLVED BY THE CITY COUNCIL OF MAPLEWOOD, MINNESOTA, that: 1. The updated Environmental Utility Fund rates with a 5% increase shall become effective beginning January 1, 2014, with quarterly rates set at $21.78 ($7.26 per month). 2. The updated water surcharge rates for the St. Paul Water District shall become effective beginning January 1, 2014, with fees set as follows: 7.5% of the St. Paul water charge. 3. The updated recycling fees with a 15% increase shall become effective beginning January 1, 2014, with fees set as follows: $2.94 per account per month for multi-family units $8.82 per account per quarter for single-family residents 4. The updated utility rates are approved for all related services received on or after January 1, 2014. 5. The rates shown will be r eviewed by staff on an an nual basis with recommendations for revisions brought to the city council for consideration. J2, Attachment 1 Council Packet Page Number 170 of 185 J2, Attachment 2 Council Packet Page Number 171 of 185 J2, Attachment 2 Council Packet Page Number 172 of 185 J2, Attachment 2 Council Packet Page Number 173 of 185 K1 MEMORANDUM TO: Charles Ahl, City Manager FROM: Mychal Fowlds, IT Director DATE: October 22, 2013 SUBJECT: Consider Receiving Quotes and Awarding Construction Contract – Police Department Expansion Project - Phase 3 Introduction The City Council approved Police Department Expansion Project Phase 3 at the September 23, 2013 City Council meeting to be funded by the Police Department Expansion Fund. Phase 3 is the portion of the project that involves the actual expansion of the existing Police Department area. This phase includes a small addition for locker rooms, a garage addition and a substantial amount of remodeling of the existing Police Department wing. The remodeling will give the Police Department its own public entrance and lobby, a new training/multi-use room, a new report writing room and many other items noted in the initial needs study. Background Staff has been working with Larry Koch and Justin Mankowski from SEH on the layout details and finalized plans for the project areas. Once the plans were finalized SEH proceeded with project details and going out to bid as approved by council for this project, following city policy and procedures. The 12 bids received were opened and recorded on October 22, 2013 at 2 P.M. in the Council Chambers. The base bids ranged from $2,169,000 to $2,535,000. SEH reviewed the qualifications of the low bidder, Jorgenson Construction Inc., and found them to be satisfactory for the project and have provided a letter of recommendation. Budget Impact From the Police Department Expansion Fund, $2,185,000 will be allocated with the award of this bid which includes bid alternates 4 and 5. The architects estimate for this project was roughly $2,800,000 so staff is very satisfied with the bids received. Recommendation Staff is recommending that the City Council award the low bid along with bid alternates 4 and 5 for Police Department Expansion Phase 3 in the amount of $2,185,000 to Jorgenson Construction Inc. Attachments 1. Police Department Phase 3 Bidder List 2. Jorgenson Construction Inc. Bid Form & Bid Bond 3. SEH Letter of Contractor Recommendation Council Packet Page Number 174 of 185 Short Elliott Hendrickson Inc. | 3535 Vadnais Center Drive | Saint Paul, MN 55110-5196 SEH is an equal opportunity employer | www.sehinc.com | 651.490.2000 | 800.325.2055 | 888.908.8166 fax BIDS RECEIVED Police Department Expansion Project Phase No.3 SEH No. MAPLE 124006 City of Maplewood, Minnesota Client No.: PDEPP3 Project Manager: Larry Koch, AIA Bid Date: 2:00pm, Tuesday October 22, 2013 Page 1 Bidder Addendum Acknowledged5% Bid Bond Base Bid Alternate 1 Garage DEDUCT Alternate 4 Window Sills ADD Alternate 5 Sidewalks ADD Total Bid Amount No.1 No.2 No.3Jorgenson Construction Inc. Coon Rapids, Minnesota x x x x 2,169,000 (197,000) 6,400 9,600 - Parkos Construction Company Inc. West Saint Paul, Minnesota x x x 2,174,500 (194,000) 7,300 11,900 +5,500 Rochon Plymouth, Minnesota x x x x 2,191,000 (208,000) 7,900 8,900 +22,000 CM Construction Company Inc. Burnsville, Minnesota x x x x 2,288,000 (222,400) 5,450 9,350 +119,000 Meisinger Construction Company South Saint Paul, Minnesota x x x x 2,364,000 (206,000) 6,600 11,000 +195,000 Howard Immel Inc. Green Bay, Wisconsin x x x x 2,375,806 (194,488) 14,668 8,252 +206,806 Market & Johnson Eau Claire, Wisconsin x x x x 2,384,000 (242,650) 7,095 12,000 +215,000 Black & Dew Saint Paul, Minnesota x x x x 2,398,000 (197,000) 5,300 10,800 +229,000 Langer Construction West St. Paul, Minnesota x x x x 2,466,000 (180,000) 5,000 12,850 +297,000 Weber Inc. North Saint Paul, Minnesota x x x x 2,517,000 (160,000) 6,800 12,000 +348,000 Ebert Construction Corcoran, Minnesota x x x x 2,528,000 (219,000) 5,800 9,400 +359,000 K1, Attachment 1Council Packet Page Number 175 of 185 Police Department Expansion Project Phase No.3 SEH No.: MAPLE 124006 City of Maplewood, Minnesota Page 2 Bid Date: 2:00pm Tuesday October 22, 2013 Bidder Addendum Acknowledged5% Bid Bond Base Bid Alternate 1 Garage DEDUCT Alternate 4 Window Sills ADD Alternate 5 Sidewalks ADD Total Bid Amount No.1 No.2 No.3CPMI Eagan, Minnesota x x x x 2,535,000 (216,000) 20,000 13,750 +366,000 Project Estimate 2,890,659 (637,000) - - +721,659 S:\KO\M\Maple\124006\Bidding Dox\Bids Received List for PD Exp Ph3 102213.docx K1, Attachment 1Council Packet Page Number 176 of 185 K1, Attachment 2 Council Packet Page Number 177 of 185 K1, Attachment 2 Council Packet Page Number 178 of 185 K1, Attachment 2 Council Packet Page Number 179 of 185 K1, Attachment 2 Council Packet Page Number 180 of 185 K1, Attachment 2 Council Packet Page Number 181 of 185 K1, Attachment 3Council Packet Page Number 182 of 185 M1 MEMORANDUM TO: City Council FROM: Charles Ahl, City Manager DATE: October 22, 2013 SUBJECT: Council Meeting Calendar Report Introduction/Background 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 Events 1. Election Day – November 5th Upcoming Agenda Items & Work Session Schedule 1. Cancelled Workshop – November 4th 2. November 11 Workshop and Meeting Rescheduled due to Veterans Day – November 14 3. Discussion on Condemnation of Property – November 14th 4. EDA Plan – November 14th 5. Discussion on Cable Commission Franchise with Kim Facile – November 25th 6. 2nd December Council Meeting Moved to December 19th at 7:00pm Budget Impact None Recommendation No action required. Council Packet Page Number 183 of 185 M2 MEMORANDUM TO: Charles Ahl, City Manager FROM: Karen Guilfoile, Director Citizen Services DATE: October 22, 2013 SUBJECT: Change of Council Meeting Date from December 23rd to December 19, 2013 Introduction December 23, 2013 is the second regularly scheduled Council meeting of the month. Due to the Holiday and to accommodate schedules, staff is requesting that the second meeting of the month in December be rescheduled to Thursday, December 19, 2013. Recommendation Approve the change of Council meeting date from December 23rd to December 19, 2013. Council Packet Page Number 184 of 185 M3 MEMORANDUM TO: City Council FROM: H. Alan Kantrud, General Counsel DATE: October 23, 2013 SUBJECT: Discussion on Request from N. St. Paul for Annexation of Property on Joy Road a. Declaration of Intent to Consider Closed Session to Discuss Litigation (§13D.05 subd. 3c) Introduction This matter is being presented as part of on-going litigation and will include attorney-client privileged communications. It is requested that the Mayor close the meeting pursuant to Minnesota Statutes Chapter 13D.05 Subdivision 3(b), which authorizes closure: “[I]f the closure is expressly authorized by statute or permitted by the attorney-client privilege.” Budget Impact None Recommendation It is requested that the Mayor acknowledge the City Attorney for a brief explanation of the situation and justification for the closure, followed by closure. Since this matter implicates the various department heads it is requested that staff be allowed to remain present for the session. Council Packet Page Number 185 of 185