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Home My WebLink About2016 03-28 City Council Meeting PacketAGENDA MAPLEWOOD CITY COUNCIL 7:00 P.M. Monday, March 28, 2016 City Hall, Council Chambers Meeting No. 06-16 A. CALL TO ORDER B. PLEDGE OF ALLEGIANCE 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. Sign in with the City Clerk before addressing the council. At the podium please state your name and address clearly for the record. All comments/questions shall be posed to the Mayor and Council. The Mayor will then direct staff, as appropriate, to answer questions or respond to comments.” D. APPROVAL OF AGENDA E. APPROVAL OF MINUTES 1. Approval of March 14, 2016 City Council Workshop Minutes 2. Approval of March 14, 2016 City Council Meeting Minutes F. APPOINTMENTS AND PRESENTATIONS 1. Administrative Presentations a. Council Calendar Update 2. Council Presentations a. Proclamation for Kid City Day of Laughter 3. Consider Approval of the 2015 Parks and Recreation Commission Annual Report 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 Resolution Proclaiming Arbor Day 3. Approval Authorizing Parking Lot Paving at East Metro Public Safety Training Center, City Project 09-09 4. Approval of Resolution Approving Final Payment and Acceptance of Project, East Metro Public Safety Training Center Phase I Bid Package 5 Improvements, City Project 09-09 5. Approval of a Temporary Lawful Gambling – Local Permit for Hill-Murray School, 2625 Larpenteur Ave E H. PUBLIC HEARINGS None 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 Cit y Clerk’s Office at 651.249.2000 to make arrangements. Assisted Listening Devices are also available. Please check with the City Clerk for availability. RULES OF CIVILITY FOR THE CITY COUNCIL, BOARDS, COMMISSIONS AND OUR COMMUNITY Following are rules of civility the City of Maplewood expects of everyone appearing at Council Meetings - elected officials, staff and citizens. It is hoped that by following these simple rules, everyone’s opinions can be heard and understood in a reasonable manner. We appreciate the fact that when appearing at Council meetings, it is understood that everyone will follow these principles: Speak only for yourself, not for other council members or citizens - unless specifically tasked by your colleagues to speak for the group or for citizens in the form of a petition. Show respect during comments and/or discussions, listen actively and do not interrupt or talk amongst each other. Be respectful of the process, keeping order and decorum. Do not be critical of council members, staff or others in public. Be respectful of each other’s time keeping remarks brief, to the point and non-repetitive. I. UNFINISHED BUSINESS 1. Consider Approval of Resolution Adopting Revised Assessment Roll, Lakewood- Sterling Street Improvements, Project 15-11 2. Consider Approval of Resolution Adopting Revised Assessment Roll, Beebe Road Street Improvements, Project 13-10 J. NEW BUSINESS 1. Consider Approval of Resolution Approving Plans and Specifications and Advertising for Bids, Fish Creek Improvements, Project 15-19 2. Consider Adoption of Data Request Policies and Procedures Manuals and the Policy for Ensuring the Security of Not Public Data 3. Consider Approval of a Resolution Amending the Rules of Procedure for City Council and Council Meetings Authorizing Disposal of the City Council and Council Meetings Audio/Video Recordings in Accordance With Adopted Schedule 4. Consider Approval of a Noise Control Waiver Request for Zamora Entertainment at the Aldrich Arena, 1850 White Bear Avenue K. AWARD OF BIDS None L. VISITOR PRESENTATIONS – All presentations have a limit of 3 minutes. M. ADJOURNMENT E1 March 14, 2016 City Council Workshop Minutes 1 MINUTES MAPLEWOOD CITY COUNCIL MANAGER WORKSHOP 5:00 P.M. Monday, March 14, 2016 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 Slawik. B. ROLL CALL Nora Slawik, Mayor Present Marylee Abrams, Councilmember Present, Arrived at 5:35 p.m. Kathleen Juenemann, Councilmember Present Bryan Smith, Councilmember Present Tou Xiong, Councilmember Present C. APPROVAL OF AGENDA Councilmember Juenemann moved to approve the agenda as submitted. Seconded by Councilmember Smith Ayes – All The motion passed. D. UNFINISHED BUSINESS None E. NEW BUSINESS 1. Business Retention Discussion City Manager Coleman introduced the report and turned it over to Economic Development Coordinator Martin to give the staff report and answered questions of the council. Interim Environmental and Economic Development Director Carver introduced Michael Darger, Community and Economic Specialist with the University of Minnesota Extension Business Retention Expansion Strategies Program. Mr. Darger addressed the council to give a presentation on The Community Leaders BR&E Model and answer questions of the council. 2. Communication Plan Report City Manager Coleman introduced the staff report. GIS Analyst Bergo gave the staff report and answered questions of the council. F. ADJOURNMENT Mayor Slawik adjourned the meeting at 6:35 p.m. Packet Page 1 of 149 E2 March 14, 2016 1 City Council Meeting Minutes MINUTES MAPLEWOOD CITY COUNCIL 7:00 P.M. Monday, March 14, 2016 City Hall, Council Chambers Meeting No. 05-16 A. CALL TO ORDER A meeting of the City Council was held in the City Hall Council Chambers and was called to order at 7:00 p.m. by Mayor Slawik. Mayor Slawik reported that 3M Company opened its new $150 million Research and Development Laboratory at its Global Headquarters in Maplewood. Council Members Xiong and Smith gave additional information. Mayor Slawik reported that Prairie Care opened in Maplewood this past week. Councilmember Smith gave additional information. B. PLEDGE OF ALLEGIANCE C. ROLL CALL Nora Slawik, Mayor Present Marylee Abrams, Councilmember Present Kathleen Juenemann, Councilmember Present Bryan Smith, Councilmember Present Tou Xiong, Councilmember Present D. APPROVAL OF AGENDA City Manager Coleman requested agenda item F3 be tabled to a future meeting so the chair can attend the meeting and give the annual report for the Parks & Recreation Commission. She then requested agenda item J4 be moved to J1. The following items were added to the agenda under Appointments and Presentation: F2a April Outdoor Events F2b Trees in Maplewood F2c Maplewood Community Center F2d Paint-a-thon F2e Joint Oakdale Meeting F2f Advancing Racial Equity Cohort F2g Rush Line Meeting Councilmember Juenemann moved to approve the agenda as amended. Seconded by Councilmember Abrams Ayes – All The motion passed. E. APPROVAL OF MINUTES Packet Page 2 of 149 E2 March 14, 2016 2 City Council Meeting Minutes 1. Approval of February 22, 2016 City Council Workshop Minutes Councilmember Abrams moved to approve the February 22, 2016 City Council Workshop Minutes as submitted. Seconded by Councilmember Juenemann Ayes – All The motion passed. 2. Approval of February 22, 2016 City Council Meeting Minutes Councilmember Abrams noted a correction to F2c , it should state that Councilmember Juenemann reported on the Racial Equity Project. Councilmember Juenemann noted a correction to section D item e, it should state Maplewood Hill’s Grand Opening. Councilmember Abrams moved to approve the February 22, 2016 City Council Meeting Minutes as amended. Seconded by Councilmember Juenemann Ayes – All The motion passed. F. APPOINTMENTS AND PRESENTATIONS 1. Administrative Presentations a. Council Calendar Update City Manager Coleman gave the update to the council calendar. b. Shop, Ship and Share Presentation by Dan Williams Bishop Dan Williams, Commander of the American Legion Department of Minnesota, 4th District addressed the council to give information about the project and presented award plaques for their support to Mayor Nora Slawik, Police Chief Schnell, and Commander Michael Shortreed. 2. Council Presentations a. April Outdoor Events Councilmember Juenemann reported on April 2016 Outdoor Events that will take place in Maplewood – Outdoor Family Expo at the Maplewood Community Center on Saturday, April 16th from 10:00 a.m. to 2:00 p.m.; Saturday, April 23rd is Clean Everything Up Day at Aldrich Arena from 8:00 a.m. to 1:00 p.m.; and the Annual Parks Clean Up will be on Saturday, April 23rd from 8:00 a.m. to 2:00 p.m. with refreshments at the Maplewood Community Center. b. Trees in Maplewood Packet Page 3 of 149 E2 March 14, 2016 3 City Council Meeting Minutes Councilmember Juenemann reported on the article “The Wonder of Trees” in the March edition of the Seasons that was included with the City’s newsletter, Maplewood Living. c. Maplewood Community Center Councilmember Juenemann reported on how pleased she was to have been at the Community Center and observed the amount of activities that were taking place and the many members enjoying the facility. d. Paint-a-thon Councilmember Abrams reported on the Paint-a-thon that is sponsored by the Greater Minneapolis Council of Churches that some homes in the City of Maplewood might qualify for. e. Joint Oakdale Meeting Mayor Slawik reported on the joint Oakdale-Maplewood City Council Meeting that took place on Monday, March 7, 2016 at the Maplewood Community Center. City Manager Coleman provided additional information about the meeting. f. Advancing Racial Equity Cohort Mayor Slawik reported on the Advancing Racial Equity Cohort Meeting for Elected Officials through the League of Minnesota Cities she attended. Chief Schnell reported on the Advancing Racial Equity Cohort Meeting for City Staff Members. g. Rush Line Update Mayor Slawik gave a brief update on the Rush Line Corridor Pre-Project Development Study. There will be a meeting of the Policy Advisory Committee on Thursday, March 17 from 2:00 to 3:30 p.m. at the Maplewood Community Center. Councilmember Smith took a moment to acknowledge the passing of 5th District Congressman Sabo. Mayor Slawik then memorialized the passing of Washington County Commissioner Ted Bearth and Bernie Brommer who was head of the AFL-CIO. 3. Approval of 2015 Parks and Recreation Commission Annual Report This item was tabled to a future meeting. 4. Approval of 2015 Community Design Review Board Annual Report Bill Kempe, Community Design Review Board Commissioner addressed the council and gave the report. Councilmember Juenemann moved to approve the 2015 Community Design Review Board Annual Report. Seconded by Councilmember Abrams Ayes – All The motion passed. Packet Page 4 of 149 E2 March 14, 2016 4 City Council Meeting Minutes 5. Approval of 2015 Housing and Economic Development Commission Annual Report Spencer Ganslucker, Housing and Economic Development Commissioner addressed the council and gave the report. Councilmember Juenemann moved to approve the 2015 Housing and Economic Development Commission Annual Report. Seconded by Councilmember Smith Ayes – All The motion passed. G. CONSENT AGENDA Councilmember Juenemann moved to approve consent agenda items G1-G10. Seconded by Councilmember Abrams Ayes – All The motion passed. 1. Approval of Claims Councilmember Juenemann moved to approve the approval of claims. ACCOUNTS PAYABLE: $ 682,564.91 Checks #96858 thru #96885 dated 02/16/16 thru 02/23/16 $ 429,009.86 Disbursements via debits to checking account dated 02/16/16 thru 02/19/16 $ 69,849.59 Checks # 96886 thru # 96930 dated 02/25/16 thru 03/01/16 $ 300,000.52 Disbursements via debits to checking account dated 02/22/16 thru 02/26/16 $ 272,319.79 Checks #96931 thru # 96969 dated 03/08/16 $ 587,242.73 Disbursements via debits to checking account dated 02/29/16 thru 03/04/16 $ 2,340,987.40 Total Accounts Payable PAYROLL $ 534,113.01 Payroll Checks and Direct Deposits dated 02/26/16 $ 1,826.38 Payroll Deduction check # 99102075 thru # 99102078 dated 02/26/16 Packet Page 5 of 149 E2 March 14, 2016 5 City Council Meeting Minutes $ 535,939.39 Total Payroll $ 2,876,926.79 GRAND TOTAL Seconded by Councilmember Abrams Ayes – All The motion passed. 2. Approval to Accept Donations to the National Fire Safety Council, Inc. for the Purchase of Fire Education Literature Councilmember Juenemann moved to approve the donation of $1,848.75 on behalf of the City of Maplewood to purchase fire education literature for the National Fire Safety Council, Inc. Seconded by Councilmember Abrams Ayes – All The motion passed. 3. Approval to Authorize Purchase of Bituminous Materials for 2016 Councilmember Juenemann moved to approve the Street Superintendent to purchase bituminous materials in an amount up to $55,000 from T.A. Schifsky and Sons. Seconded by Councilmember Abrams Ayes – All The motion passed. 4. Approval to Authorize Ramsey County to Perform 2016 Street Striping Councilmember Juenemann moved to approve the Ramsey County to perform City pavement striping needs in an amount not to exceed $24,000. Seconded by Councilmember Abrams Ayes – All The motion passed. 5. Approval of Resolution Approving Final Payment and Acceptance of Project, TH 36/English Street Interchange Improvements, City Project 09-08 Councilmember Juenemann moved to approve the resolution approving final payment in the amount of $19,133,047.71 and acceptance of project for the TH 36/English Street Interchange Improvements, City Project 09-08. Resolution 16-02-1319 APPROVING FINAL PAYMENT AND ACCEPTANCE OF PROJECT PROJECT 09-08 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 Packet Page 6 of 149 E2 March 14, 2016 6 City Council Meeting Minutes WHEREAS, the City Engineer for the City of Maplewood has determined that the Highway 36/English Street Interchange Improvements Project 09-08 is complete and recommends acceptance of the project. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF MAPLEWOOD, MINNESOTA, that: 1. City Project 09-08 is complete and maintenance of these improvements is accepted by the city; the final construction cost is $19,074,579.20. Final payment to Forest Lake Contracting, Inc., and the release of any retainage or escrow is hereby authorized. Seconded by Councilmember Abrams Ayes – All The motion passed. 6. Approval of 2016 – 2017 Service Agreement Between City of Maplewood and National Financial Partners (NFP) Councilmember Juenemann moved to approve the 2-year service agreement with NFP for calendar years 2016 and 2017. Seconded by Councilmember Abrams Ayes – All The motion passed. 7. Approval of a Temporary Lawful Gambling – Local Permit for the Carver Elementary PTO, 2680 Upper Afton Road Councilmember Juenemann moved to approve the Lawful Gambling – Local Permit for the Carver Elementary PTO fundraiser event on May 6, 2017 at Carver Elementary School, 2680 Upper Afton Road; and acknowledge the application for Exempt Permit and waive any objection to the timeliness of said permit as governed by MN State Statue 349.166. Seconded by Councilmember Abrams Ayes – All The motion passed. 8. Approval to Enter Into Agreement with North Suburban Access Corporation for Webcasting Services Councilmember Juenemann moved to approve to enter into agreement with the North Suburban Access Corporation to provide webcasting services to the City of Maplewood. Seconded by Councilmember Abrams Ayes – All The motion passed. 9. Approval of a Memorandum of Understanding (MOU) for Participation in the Ramsey County Sherriff Swat Team Councilmember Juenemann moved to approve the agreement with and between the Ramsey Packet Page 7 of 149 E2 March 14, 2016 7 City Council Meeting Minutes County Sheriff’s Office, the City of Maplewood, and other participating communities. Seconded by Councilmember Abrams Ayes – All The motion passed. 10. Approval of a Master Agreement Between the City of Maplewood and the Minnesota State Court System Councilmember Juenemann moved to approve the resolution approving the Master Joint Powers Agreement and the Courts Subscriber Services Agreement. Resolution 16-02-1320 RESOLUTION APPROVING STATE OF MINNESOTA JOINT POWERS AGREEMENTS WITH THE CITY OF MAPLEWOOD ON BEHALF OF ITS CITY ATTORNEY AND POLICE DEPARTMENT WHEREAS, the City of Maplewood on behalf of its Prosecuting Attorney and Police Department desires to enter into Joint Powers Agreements with the State of Minnesota, Department of Public Safety, Bureau of Criminal Apprehension to use systems and tools available over the State’s criminal justice data communications network for which the City is eligible. The Joint Powers Agreements further provide the City with the ability to add, modify and delete connectivity, systems and tools over the five year life of the agreement and obligates the City to pay the costs for the network connection. NOW, THEREFORE, BE IT RESOLVED by the City Council of Maplewood, Minnesota as follows: 1. That the State of Minnesota Joint Powers Agreements by and between the State of Minnesota acting through its Department of Public Safety, Bureau of Criminal Apprehension and the City of Maplewood on behalf of its Prosecuting Attorney and Police Department, are hereby approved. Copies of the two Joint Powers Agreements are attached to this Resolution and made a part of it. 2. That the Chief of Police, Paul Schnell, or his or her successor, is designated the Authorized Representative for the Police Department. The Authorized Representative is also authorized to sign any subsequent amendment or agreement that may be required by the State of Minnesota to maintain the City’s connection to the systems and tools offered by the State. To assist the Authorized Representative with the administration of the agreement, [__name or position name] is appointed as the Authorized Representative’s designee. 3. That the City Prosecutor, Joseph Kelly of Kelly & Lemmons. P.A. or his or her successor, is designated the Authorized Representative for the Prosecuting Attorney. The Authorized Representative is also authorized to sign any subsequent amendment or agreement that may be required by the State of Minnesota to maintain the City’s connection to the systems and tools offered by the State. To assist the Authorized Representative with the administration of the agreement, Chief of Police is appointed as the Authorized Representative’s designee. Packet Page 8 of 149 E2 March 14, 2016 8 City Council Meeting Minutes 4. That Nora Slawik, the Mayor for the City of Maplewood, and Karen Haag, the City Clerk, are authorized to sign the State of Minnesota Joint Powers Agreements. Seconded by Councilmember Abrams Ayes – All The motion passed. H. PUBLIC HEARINGS 1. Bellaire Avenue Street Improvements, Project 15-16 a. Assessment Hearing, 7:00 p.m. b. Resolution Adopting Assessment Roll c. Resolution of Concurrence for Award of Bid City Engineer/Deputy Public Works Director Love gave the staff report and answered questions of the council. Mayor Slawik opened the public hearing. No one spoke. Mayor Slawik closed the public hearing. Councilmember Juenemann moved to approve the resolution for Adopting Assessment Roll for the Bellaire Avenue Street Improvements, City Project 15-16. Resolution 16-02-1321 ADOPTING ASSESSMENT ROLL WHEREAS, pursuant to resolution passed by the City Council on February 8, 2016, calling for a Public Hearing, the assessment roll for the Bellaire Avenue Street Improvements, City Project 15-16 was presented in a Public Hearing, pursuant to Minnesota Statutes, Chapter 429, and WHEREAS, no property owners have filed objections to their assessments according to the requirements of Minnesota Statutes, Chapter 429, summarized as follows: NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF MAPLEWOOD, MINNESOTA: 1. Such proposed assessment, a copy of which is attached hereto and made a part hereof, is herby accepted and shall constitute the special assessment against the lands named therein, and each tract of land therein included is herby found to be benefited by the proposed improvement in the amount of the assessment levied against it. 2. That the City Engineer and City Clerk are hereby instructed to review the objections received and report to the City Council at the regular meeting on March 28, 2016, as to their recommendations for adjustments. 3. The assessment roll for the Bellaire Avenue Street Improvements as amended, without those property owners’ assessments that have filed objections, a copy of which is attached hereto and made a part hereof, is hereby adopted. Said assessment roll shall constitute the special assessment against the lands named therein, and each tract of land therein included is hereby found to be benefited by the proposed improvement in Packet Page 9 of 149 E2 March 14, 2016 9 City Council Meeting Minutes the amount of the assessment levied against it. 4. Such assessments shall be payable in equal annual installments extending over a period of and 8 years for all properties, the first installments to be payable on or before the first Monday in January 2017 and shall bear interest at the rate of 3.75 percent per annum from the date of the adoption of this assessment resolution. To the first installment shall be added interest on the entire assessment from the date of this resolution until December 31, 2016. To each subsequent installment when due shall be added interest for one year on all unpaid installments. 5. 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, 2016, 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, 2016, 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. 6. The City Engineer and City Clerk shall forthwith after November 15, 2016, but no later than November 16, 2016, transmit a certified duplicate of this assessment to the county auditor to be extended on the property tax lists of the county. Such assessments shall be collected and paid over the same manner as other municipal taxes. Seconded by Councilmember Smith Ayes – All The motion passed. Councilmember Juenemann moved to approve the resolution for Receiving Bids and Concurrence (with North St. Paul) for Awarding of Construction Contract for the Bellaire Avenue Street Improvements, City Project 15-16, to Valley Paving. Resolution 16-02-1322 CONCURRENCE FOR AWARD OF BID NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF MAPLEWOOD, MINNESOTA that that the bid of Valley Paving in the amount of $3,881,770.00 is the lowest responsible bid for the construction of Bellaire Avenue Street Improvements, City Project 15- 16, and per the approved Joint-Powers Agreement between the City of North St. Paul and the City of Maplewood (dated January 25, 2016), the City of Maplewood, through this resolution, is signifying award of bid concurrence in order for the City of North St. Paul to enter into a construction contract for the Maplewood portion of the improvement with Valley Paving. The Finance Director is hereby authorized to make the financial transfers necessary to implement the financing plan for the project as previously approved by the City Council. Seconded by Councilmember Smith Ayes – All The motion passed. 2. Beebe Road Street Improvements, Project 13-10 Packet Page 10 of 149 E2 March 14, 2016 10 City Council Meeting Minutes a. Assessment Hearing, 7:00 p.m. b. Resolution Adopting Assessment Roll c. Resolution Receiving Bids and Awarding Construction Contract City Engineer/Deputy Public Works Director Love gave the staff report and answered questions of the council. Mayor Slawik opened the public hearing. The following people spoke: 1. Adam Kopp, 1689 Beebe Road 2. Jayda Miller, 2119 Southwind Drive Mayor Slawik closed the public hearing. Councilmember Juenemann moved to approve the resolutions for Adopting Assessment Roll for the Beebe Road Street Improvements, City Project 13-10. Resolution 16-02-1323 ADOPTING ASSESSMENT ROLL WHEREAS, pursuant to resolution passed by the City Council on February 22, 2016, calling for a Public Hearing, the assessment roll for the Beebe Road Street Improvements, City Project 13-10 was presented in a Public Hearing, pursuant to Minnesota Statutes, Chapter 429, and WHEREAS, the following property owners have filed objections to their assessments according to the requirements of Minnesota Statutes, Chapter 429, summarized as follows: a. Parcel 14-29-22-43-0006 – Adam Kopp, 1689 Beebe Road North It is currently proposed that the property be assessed for 1 unit at a rate of $3,450.00 per unit. Adam Kopp is requesting a revision of assessment. b. Parcel 14-29-22-42-0031 – William Symoniak, 1897 Beebe Road North It is currently proposed that the property be assessed for 1 unit at a rate of $3,318.56 per unit. William Symoniak is requesting a revision of assessment. c. Parcel 14-29-22-43-0002 – Diane M Mencke, 2135 Larpenteur Avenue East It is currently proposed that the property be assessed for 8 units at a rate of $3,450.00 per unit. Diane M. Mencke is requesting an undeveloped property deferral. d. Parcel 14-29-22-43-0022 – Jayda Miller, Trustee, 2119 Southwind Drive It is currently proposed that the property be assessed for 1 unit at a rate of $1,056.49 per unit. Jayda Miller, Trustee, is requesting a revision of assessment, disability deferral, and financial hardship deferral. e. Parcel 14-29-22-43-0032 – Donald Sundin, 2132 Southwind Drive It is currently proposed that the property be assessed for 1 unit at a rate of $1,056.49 per unit. Donald Sundin, is requesting a disability deferral. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF MAPLEWOOD, MINNESOTA: 7. Such proposed assessment, a copy of which is attached hereto and made a part Packet Page 11 of 149 E2 March 14, 2016 11 City Council Meeting Minutes hereof, is herby accepted and shall constitute the special assessment against the lands named therein, and each tract of land therein included is herby found to be benefited by the proposed improvement in the amount of the assessment levied against it. 8. That the City Engineer and City Clerk are hereby instructed to review the objections received and report to the City Council at the regular meeting on March 28, 2016, as to their recommendations for adjustments. 9. The assessment roll for the Beebe Road Street Improvements as amended, without those property owners’ assessments that have filed objections, a copy of which is attached hereto and made a part hereof, is hereby adopted. Said assessment roll shall constitute the special assessment against the lands named therein, and each tract of land therein included is hereby found to be benefited by the proposed improvement in the amount of the assessment levied against it. 10. Such assessments shall be payable in equal annual installments extending over a period of and 8 years for all properties, the first installments to be payable on or before the first Monday in January 2017 and shall bear interest at the rate of 3.75 percent per annum from the date of the adoption of this assessment resolution. To the first installment shall be added interest on the entire assessment from the date of this resolution until December 31, 2016. To each subsequent installment when due shall be added interest for one year on all unpaid installments. 11. 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, 2016, 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, 2016, 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. 12. The City Engineer and City Clerk shall forthwith after November 15, 2016, but no later than November 16, 2016, transmit a certified duplicate of this assessment to the county auditor to be extended on the property tax lists of the county. Such assessments shall be collected and paid over the same manner as other municipal taxes. Seconded by Councilmember Abrams Ayes – All The motion passed. Councilmember Juenemann moved to approve the resolution for Receiving Bids and Awarding Construction Contract for the Beebe Road Street Improvements, City Project 13-10, to Asphalt Surface Technologies Corp. Resolution 16-02-1324 RECEIVING BIDS AND AWARDING CONSTRUCTION CONTRACT NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF MAPLEWOOD, MINNESOTA that that the bid of Asphalt Surface Technologies Corp in the amount of Packet Page 12 of 149 E2 March 14, 2016 12 City Council Meeting Minutes $543,273.83 is the lowest responsible bid for the construction of Beebe Road Street Improvements, and the Mayor and the City Manager are hereby authorized and directed to enter into a contract with said bidder for and on behalf of the City. The Finance Director is hereby authorized to make the financial transfers necessary to implement the financing plan for the project as previously approved by the City Council. Seconded by Councilmember Abrams Ayes – All The motion passed. 3. Lakewood-Sterling Street Improvements, Project 15-11 a. Assessment Hearing, 7:00 p.m. b. Resolution Adopting Assessment Roll c. Resolution Receiving Bids and Awarding Construction Contract City Engineer/Deputy Public Works Director Love gave the staff report and answered questions of the council. Mayor Slawik opened the public hearing. No one spoke. Mayor Slawik closed the public hearing. Councilmember Xiong moved to approve the resolutions for Adopting Assessment Roll for the Lakewood-Sterling Street Improvements, City Project 15-11. Resolution 16-02-1325 ADOPTING ASSESSMENT ROLL WHEREAS, pursuant to resolution passed by the City Council on February 22, 2016, calling for a Public Hearing, the assessment roll for the Lakewood-Sterling Street Improvements, City Project 15-11 was presented in a Public Hearing, pursuant to Minnesota Statutes, Chapter 429, and WHEREAS, the following property owners have filed objections to their assessments according to the requirements of Minnesota Statutes, Chapter 429, summarized as follows: a. Parcel 12-28-22-42-0019 – Philip N. Lambert, 553 Sterling Street S. It is currently proposed that the property be assessed for 1 unit at a rate of $2,255.69 per unit. Philip N. Lambert is requesting a revision to the assessment amount, a senior citizen deferral, and a financial hardship deferral. b. Parcel 24-28-22-12-0006 – Patricia J. Paczkowski, 1240 Sterling Street S. It is currently proposed that the property be assessed for 4 units at a rate of $3,450 per unit. Patricia J. Paczhowski is requesting an undeveloped property deferral. c. Parcel 24-28-22-12-0012 – Beverly J Stielow, 1285 Sterling Street S. It is currently proposed that the property be assessed for 2 units at a rate of $3,450 per unit. Beverly J Stielow is requesting an undeveloped property deferral. d. Parcel 13-28-22-43-0022 – Kenneth Perry, President, St. Paul Educational Foundation, 1210 Sterling Street South, It is currently proposed that the property be assessed for Packet Page 13 of 149 E2 March 14, 2016 13 City Council Meeting Minutes 325 feet of front footage. Kenneth Perry, on behalf of St. Paul Educational Foundation, is objecting to the assessment on the basis that the assessment will create a financial hardship and is requesting a revision to the assessment amount. e. Parcel N.A. – Tom Brudvig, President, Crestview Forest Townhomes Rec. Board, 610 Crestview Forest Drive is located at the southeast corner of Sterling Street and Crestview Forest Drive. It is currently proposed that the property be assessed for 532.53 feet of front footage. Tom Brudvig, on behalf of the Crestview Forest Townhomes Rec. Board, is objecting to the assessment and is requesting a revision to the method of assessment and an undeveloped property deferral. f. Parcel 13-28-22-32-0024 – Susan Brennan, 1052 Lakewood Drive S. It is currently proposed that the property be assessed for 1 unit at a rate of $3,450 per unit. Susan Brennan is requesting a revision to the assessment amount and a financial hardship deferral. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF MAPLEWOOD, MINNESOTA: 13. Such proposed assessment, a copy of which is attached hereto and made a part hereof, is herby accepted and shall constitute the special assessment against the lands named therein, and each tract of land therein included is herby found to be benefited by the proposed improvement in the amount of the assessment levied against it. 14. That the City Engineer and City Clerk are hereby instructed to review the objections received and report to the City Council at the regular meeting on March 28, 2016, as to their recommendations for adjustments. 15. The assessment roll for the Lakewood-Sterling Street Improvements as amended, without those property owners’ assessments that have filed objections, a copy of which is attached hereto and made a part hereof, is hereby adopted. Said assessment roll shall constitute the special assessment against the lands named therein, and each tract of land therein included is hereby found to be benefited by the proposed improvement in the amount of the assessment levied against it. 16. Such assessments shall be payable in equal annual installments extending over a period of and 8 years for all properties, the first installments to be payable on or before the first Monday in January 2017 and shall bear interest at the rate of 3.75 percent per annum from the date of the adoption of this assessment resolution. To the first installment shall be added interest on the entire assessment from the date of this resolution until December 31, 2016. To each subsequent installment when due shall be added interest for one year on all unpaid installments. 17. 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, 2016, 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, 2016, 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 Packet Page 14 of 149 E2 March 14, 2016 14 City Council Meeting Minutes charged through December 31 of the next succeeding year. The City Engineer and City Clerk shall forthwith after November 15, 2016, but no later than November 16, 2016, transmit a certified duplicate of this assessment to the county auditor to be extended on the property tax lists of the county. Such assessments shall be collected and paid over the same manner as other municipal taxes. Seconded by Councilmember Juenemann Ayes – All The motion passed. Councilmember Xiong moved to approve the resolution for Receiving Bids and Awarding Construction Contract for the Beebe Road Street Improvements, City Project 13-10, to Asphalt Surface Technologies Corp. Resolution 16-02-1326 RECEIVING BIDS AND AWARDING CONSTRUCTION CONTRACT NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF MAPLEWOOD, MINNESOTA that that the bid of Midwest Asphalt in the amount of $972,143.60 is the lowest responsible bid for the construction of Lakewood-Sterling Street Improvements, and the Mayor and the City Manager are hereby authorized and directed to enter into a contract with said bidder for and on behalf of the City. The Finance Director is hereby authorized to make the financial transfers necessary to implement the financing plan for the project as previously approved by the City Council. Seconded by Councilmember Juenemann Ayes – All The motion passed. I. UNFINISHED BUSINESS None J. NEW BUSINESS Agenda item J4 was heard before item J1. After agenda item J4 was heard, Councilmember Abrams left the meeting. 1. Consider Approval of Penalties for Alcohol Compliance Failures City Clerk/Citizen Services Director Haag gave the staff report and answered questions of the council. Chris Sarrack owner of Sarrack’s Int’l Wine & Spirits addressed the council to give information on measures to prevent future compliance failures. Councilmember Xiong moved to approve the penalties for alcohol compliance failures as recommended by staff. ORGANIZATION NAME AMOUNT Cub Food, 100 County Road B W $500 Packet Page 15 of 149 E2 March 14, 2016 15 City Council Meeting Minutes MGM Liquor, 2950 White Bear Ave $2,000 Osaka Sushi & Hibachi, 1900 County Road D E $500 Sarrack’s Int’l Wine & Spirits $2,000 Seconded by Councilmember Juenemann Ayes – All The motion passed. 2. Consider Approval of an On-Sale Wine and 3.2% Malt Liquor License for Indian Masala Restaurant, 27 Century Ave N City Clerk/Citizen Services Director Haag gave the staff report and answered questions of the council. Owner Ashokachakaravarthi Rajamoorthy addressed the council to give additional information and answer questions of the council. Councilmember Smith moved to approve the On-Sale Wine and 3.2% Malt Liquor license for Indian Masala Restaurant, 27 Century Ave. N. Seconded by Councilmember Xiong Ayes – All The motion passed. 3. Consider Approval of an On-Sale Intoxicating Liquor License for Tokyo Sushi All You Can Eat, 1935 Beam Avenue City Clerk/Citizen Services Director Haag gave the staff report and answered questions of the council. Manager Yan Chen addressed the council to give additional information and answer questions of the council. Councilmember Xiong moved to approve the On-Sale Intoxicating Liquor license for Tokyo Sushi All You Can Eat, 1935 Beam Ave, contingent upon satisfactory results of building, fire, health inspections. Seconded by Councilmember Smith Ayes – All The motion passed. 4. Consideration of Revisions to City Code Changing from Odd to Even Year Elections City Clerk/Citizen Services Director Haag gave the staff report and answered questions of the council. Councilmember Abrams moved to approve staff to proceed with drafting changes to Article 2 Section 2-36 Terms of Office; Biennial Election in Odd-Numbered Years of the Maplewood City Code. Seconded by Councilmember Xiong Ayes – Mayor Slawik, Council Members Abrams, Smith and Xiong Nays – Councilmember Juenemann The motion passed. Packet Page 16 of 149 E2 March 14, 2016 16 City Council Meeting Minutes 5. Consider Approval of a Resolution Authorizing the Vacation of a Public Utility and Drainage Easement, 2115 Lydia Avenue (Requires 4 Votes) Economic Development Coordinator Martin gave the staff report. Councilmember Juenemann moved to approve the resolution vacating five feet of the ten-foot- wide utility and drainage easement located on the east side of the property at 2115 Lydia Avenue. The easement is being vacated since: 1. It is in the public interest. 2. There are no utilities located in the easement and it is not being utilized. Resolution 16-02-1327 EASEMENT VACATION RESOLUTION WHEREAS, the City of Maplewood is requesting the vacation of five feet of the ten- foot-wide utility and drainage easement located on the east side of the property at 2115 Lydia Avenue. The property’s legal description is: Lot 13, Block 1, Lynnwood Terrace WHEREAS, on February 23, 2016, the Planning Commission held a public hearing. The city staff published a notice in the Maplewood Review and sent a notice to the abutting property owner. The Planning Commission gave everyone at the hearing a chance to speak and present written statements. The Planning Commission also considered reports and recommendations from the city staff. The Planning Commission recommended that the City Council approve this request. WHEREAS, on March 14, 2016, the City Council reviewed this request after considering the recommendations of staff and the Planning Commission. WHEREAS, after the City Council approves this vacation, the public interest in the property will go to the property at 2115 Lydia Avenue. NOW, THEREFORE, BE IT RESOLVED that the City Council approves the above- described vacation because: 1. It is in the public interest. 2. There are no utilities located in the easement and it is not being utilized. Seconded by Councilmember Smith Ayes – All The motion passed. 6. Consider Approval of a Resolution Authorizing a Wetland Buffer Variance, 2214 Woodlynn Avenue Economic Development Coordinator Martin gave the staff report. Applicants Sarah and Ryan Buhl addressed and answered questions of the council. Councilmember Juenemann moved to approve the resolution authorizing a wetland buffer Packet Page 17 of 149 E2 March 14, 2016 17 City Council Meeting Minutes variance for 2214 Woodlynn Avenue East Approval is based on the following reasons: 1. Strict enforcement of the ordinance would cause the applicant practical difficulties because complying with the wetland buffer requirement stipulated by the ordinance would prohibit the building of any permanent structures, substantially diminishing the potential of this lot. 2. Approval of the wetland buffer variance will include the restoration of the remaining wetland buffer, which will improve the water quality of the wetland. 3. Approval would meet the spirit and intent of the ordinance with the construction of a new single family house on a vacant lot that is zoned and guided in the City’s comprehensive plan as residential. Resolution 16-02-1328 VARIANCE RESOLUTION WHEREAS, Ryan and Sarah Buhl applied for a variance from the wetland ordinance. WHEREAS, this variance applies to the property located at 2411 Woodlynn Avenue East, Maplewood, MN. The property identification number is 02-29-22-11-0101. The legal description is the Westerly 94.98 Feet of Lots 18 and 19, Block 1, Netnorlin, Ramsey County, Minnesota. WHEREAS, Section 12-310 of the City’s ordinances (Wetlands and Streams) requires a wetland buffer of 50 feet adjacent to Manage C wetlands. WHEREAS, the applicants are proposing to construct a single family house and grading for the house to within 20 feet of a Manage C wetland, requiring a 30-foot wetland buffer variance. WHEREAS, the history of this variance is as follows: 1. On January 27, 2016, the Environmental and Natural Resources Commission reviewed the variance and recommended approval of the wetland buffer variance to the Planning Commission and City Council. 2. On February 23, 2016, the Planning Commission held a public hearing to review this proposal. City staff published a notice in the paper and sent notices to the surrounding property owners as required by law. The Planning Commission gave everyone at the hearing a chance to speak and present written statements. The Planning Commission also considered the report and recommendation of the city staff and Environmental and Natural Resources Commission. The Planning Commission recommended approval of the wetland buffer variance to the City Council. 3. The City Council held a public meeting on March 14, 2016, to review this proposal. The City Council considered the report and recommendations of the city staff, the Environmental and Natural Resources Commission, and the Planning Commission. NOW, THEREFORE, BE IT RESOLVED that the City Council approved the above- described variance based on the following reasons: Packet Page 18 of 149 E2 March 14, 2016 18 City Council Meeting Minutes 1. Strict enforcement of the ordinance would cause the applicant practical difficulties because complying with the wetland buffer requirement stipulated by the ordinance would prohibit the building of any permanent structures, substantially diminishing the potential of this lot. 2. Approval of the wetland buffer variance will include the restoration of the remaining wetland buffer, which will improve the water quality and wildlife habitat of the wetland. 3. Approval would meet the spirit and intent of the ordinance with the construction of a new single family house on a vacant lot that is zoned and guided in the City’s comprehensive plan as residential. Approval of the wetland buffer variance shall be subject to the following: 4. Strict enforcement of the ordinance would cause the applicant practical difficulties because complying with the wetland buffer requirement stipulated by the ordinance would prohibit the building of any permanent structures, substantially diminishing the potential of this lot. 5. Approval of the wetland buffer variance will include the restoration of the remaining wetland buffer, which will improve the water quality of the wetland. 6. Approval would meet the spirit and intent of the ordinance with the construction of a new single family house on a vacant lot that is zoned and guided in the City’s comprehensive plan as residential. Approval of the wetland buffer variance shall be subject to the following: 1. Conditions outlined in Jon Jarosch’s January 25, 2016, Engineering Plan Review. 2. Prior to issuance of a grading permit for the new single family house the applicants must submit: a. A tree plan which shows the location, size, and species of all significant trees located on the lot, and the trees that will be removed with the construction of the new single family house. Removal of significant trees with the construction of the single family house must comply with the City’s tree preservation ordinance and tree replacement requirements. b. A revised survey which shows the house shifted four feet to the north, toward the road. This will decrease the impacts to the wetland. c. A revised grading plan which shows the location of a retaining wall to be constructed approximately 8 to 10 feet from the south side of the house, adjacent the wetland. This will create a flat yard area and reduce the amount of grading and impacts to the wetland. d. A revised survey which shows the location of the proposed deck on the first floor. The deck footings must not encroach past the proposed retaining wall located in the back yard. This will ensure no additional impacts to the wetland. Packet Page 19 of 149 E2 March 14, 2016 19 City Council Meeting Minutes e. A wetland buffer restoration plan to be approved by City staff. This will improve the water quality of the wetland. f. An escrow to cover up to 150 percent of the cost of the wetland buffer restoration. 3. Prior to release of the escrow, the wetland buffer plantings must be established. Seconded by Councilmember Smith Ayes – All The motion passed. Councilmember Juenemann moved to approve the wetland buffer variance shall be subject to the following: 1. Conditions outlined in Jon Jarosch’s January 25, 2016, Engineering Plan Review. 2. Prior to issuance of a grading permit for the new single family house the applicants must submit: a. A tree plan which shows the location, size, and species of all significant trees located on the lot, and the trees that will be removed with the construction of the new single family house. Removal of significant trees with the construction of the single family house must comply with the City’s tree preservation ordinance and tree replacement requirements. b. A revised survey which shows the house shifted four feet to the north, toward the road. This will decrease the impacts to the wetland. c. A revised grading plan which shows the location of a retaining wall to be constructed approximately 8 to 10 feet from the south side of the house, adjacent the wetland. This will create a flat yard area and reduce the amount of grading and impacts to the wetland. d. A revised survey which shows the location of the proposed deck on the first floor. The deck footings must not encroach past the proposed retaining wall located in the back yard. This will ensure no additional impacts to the wetland. e. A wetland buffer restoration plan to be approved by City staff. This will improve the water quality of the wetland. f. An escrow to cover up to 150 percent of the cost of the wetland buffer restoration. 3. Prior to release of the escrow, the wetland buffer plantings must be established. Seconded by Councilmember Smith Ayes – All The motion passed. Packet Page 20 of 149 E2 March 14, 2016 20 City Council Meeting Minutes 7. Consider Approval of a Resolution Authorizing a Conditional Use Permit, Galilee Lutheran Church Community Garden, 1958 Rice Street Planning Technician Lorenz gave the staff report. Planning Commissioner Kempe addressed the council to give additional information. Applicants Kathy Schneider and Ron Peterson addressed the council to give further information about the community garden. Councilmember Juenemann moved to approve the resolution authorizing a conditional use permit for Galilee Luther Church at 1958 Rice Street. Approval is subject to the following conditions: 1. The proposed use must be substantially started within one year of council approval or the permit shall end. The council may extend this deadline for one year. 2. The city council shall review this permit in one year. Staff may approve minor changes. 3. Applicant shall obtain a grading permit from the city’s public works department before any disturbances take place on site. 4. Applicant shall enter a shared parking agreement with McCarron’s Pub and Grill to accommodate overflow parking needs for various events. 5. Satisfy the requirements set forth in the staff report authored by environmental planner Shann Finwall, dated January 15, 2016. 6. Applicant shall obtain a building permit and structural engineer’s report before constructing a fence that is 7 feet tall or higher along the perimeter of the gardened area. 7. The existing, legal non-conforming parking lot may not be altered or expanded without gaining the required city approvals. Resolution 16-02-1329 CONDITIONAL USE PERMIT WHEREAS, Galilee Lutheran Church, has applied for a conditional use permit for a community garden and use of a legal, non-conforming parking lot in a business commercial (BC) zoning district. WHEREAS, Sections 44-1092 of the city ordinances requires a conditional use permit for a public use in a BC (business commercial) district. WHEREAS, this permit applies to the property located at 1958 Rice Street. The property’s legal description is: Subj To Drainage Esmt And Sth 49/126; Ex The N 44 Ft Of S 675 Ft Of W 142 Ft Os Sw 1/4 Of Nw 1/4 And Ex N 158 Ft Of S 631 Ft Of W 152 Ft Of Sw 1/4 Of Nw 1/4 And Ex S 158 Ft Of W 150 Ft Of Sw 1/4 Of Nw 1/4; The S 675 Ft Lying Wly Of Soo Line Ry R/w Of The Sw 1/4 Of Nw 1/4 Sec 18 Tn 29 Rn 22 WHEREAS, the history of this conditional use permit is as follows: Packet Page 21 of 149 E2 March 14, 2016 21 City Council Meeting Minutes 1. On February 23, 2016, the planning commission held a public hearing. The city staff published a notice in the paper and sent notices to the surrounding property owners. The planning commission gave everyone at the hearing a chance to speak and present written statements. The planning commission also considered the reports and recommendation of city staff. The planning commission recommended that the city council approve this permit. 2. On March 14, 2016, the city council considered reports and recommendations of the city staff and planning commission. NOW, THEREFORE, BE IT RESOLVED that the city council approve the above-described conditional use permit, because: 1. The use would be located, designed, maintained, constructed and operated to be in conformity with the City's Comprehensive Plan and Code of Ordinances. 2. The use would not change the existing or planned character of the surrounding area. 3. The use would not depreciate property values. 4. The use would not involve any activity, process, materials, equipment or methods of operation that would be dangerous, hazardous, detrimental, disturbing or cause a nuisance to any person or property, because of excessive noise, glare, smoke, dust, odor, fumes, water or air pollution, drainage, water run-off, vibration, general unsightliness, electrical interference or other nuisances. 5. The use would generate only minimal vehicular traffic on local streets and would not create traffic congestion or unsafe access on existing or proposed streets. 6. The use would be served by adequate public facilities and services, including streets, police and fire protection, drainage structures, water and sewer systems, schools and parks. 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: 8. The proposed use must be substantially started within one year of council approval or the permit shall end. The council may extend this deadline for one year. 9. The city council shall review this permit in one year. Staff may approve minor changes. 10. Applicant shall obtain a grading permit from the city’s public works department before any disturbances take place on site. 11. Applicant shall enter a shared parking agreement with McCarron’s Pub and Grill to accommodate overflow parking needs for various events. Packet Page 22 of 149 E2 March 14, 2016 22 City Council Meeting Minutes 12. Satisfy the requirements set forth in the staff report authored by environmental planner Shann Finwall, dated January 15, 2016. 13. Applicant shall obtain a building permit and structural engineer’s report before constructing a fence that is 7 feet tall or higher along the perimeter of the gardened area. 14. The existing, legal non-conforming parking lot may not be altered or expanded without gaining the required city approvals. Seconded by Councilmember Smith Ayes – All The motion passed. K. AWARD OF BIDS None L. VISITOR PRESENTATIONS – All presentations have a limit of 3 minutes. 1. Bob Zick, North St. Paul Resident 2. Kevin Berglund, Maplewood Resident 3. Tim Kinley, Maplewood Resident 4. John Wykoff, Maplewood Resident M. ADJOURNMENT Mayor Slawik adjourned the meeting at 9:48 p.m. Packet Page 23 of 149 F1a MEMORANDUM TO: City Council FROM: Melinda Coleman, City Manager DATE: March 22, 2016 SUBJECT: Council Calendar Update 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 announcements of the meetings, but a snapshot look at the upcoming meetings for the City Council to plan their calendars. No action is required. Upcoming Agenda Items & Work Session Schedule 1. April 11th a. Workshop: Project Proposal: 1706 White Bear Avenue (old Burger King Site) b. City Council Meeting: Public Hearing on Change to Even Year Elections 2. April 25th a. Workshop: Discuss Park Improvement Plan, Ashland Productions / MCC Theater Overview b. City Council Meeting: Update on Fire/EMS Work Group, Strategic Objectives Review – Add Environmental 3. May 9th a. Workshop: Fire/EMS Work Group Findings Budget Impact None Recommendation No action required. Attachments None Packet Page 24 of 149 MEMORANDUM TO: City Council FROM: Lois Knutson, Senior Administrative Assistant DATE: March 23, 2016 SUBJECT: Proclamation for Kid City Day of Laughter Introduction The City of Maplewood will demonstrate its commitment to the Kid City Program by proclaiming May 14, 2016 as the first annual Day of Laughter in Maplewood. Background Maplewood has partnered with Z Puppets Rosenschnoz, led by Shari Aronson and Chris Griffith who are award-winning Minneapolis multidisciplinary artists specializing in innovative, interactive experiences for families and youth. We have received a $107,960 grant from The Minnesota State Arts Board for this project, a $10,000 MRAC Arts Learning Grant, and have applied for additional funding opportunities. Kid City, is a youth-driven public art program that mobilizes kid citizens to work in partnership with artists and the City to revitalize Maplewood. Kid City responds to risk factors faced by our youth, many of whom are from Maplewood’s fastest growing populations (Latino, East African, Hmong, and Karen), receive free and/or reduced lunches, or are at-risk of dropping out of school. Kid City is working with the entire community to re-imagine Maplewood with a variety of events including Pop-up Laughter Labs that bridge communities through the universal act of laughter, a Teen Videographer Program that gives teens valuable work experience and a Kid Council that uses improvisation and theatre techniques to dream up solutions to the City’s challenges. On May 14 the Maplewood Community Center will host a Kid City Celebration as part of the first annual Day of Laughter in Maplewood. Budget Impact None. Recommendation The City of Maplewood will demonstrate its commitment to the Kid City Program by proclaiming May 14, 2016 as the first annual Day of Laughter in Maplewood. Attachment 1. Resolution F2a Packet Page 25 of 149 Proclamation for Day of Laughter Whereas, laughter is a natural part of life that is innate, inborn, and universal; and Whereas, humor and play strengthen relationships by triggering positive feelings and fostering emotional connections; and Whereas, children and adults from all cultures benefit physically, emotionally and spiritually from laughter; and Whereas, Maplewood Parks & Recreation have joined together with Z Puppets Rosenschnoz, Maplewood Mall, Harriet Tubman Center East and Trinity Baptist Church to instigate roaring laughter that is far more contagious than any cough, sniffle, or sneeze; and Whereas, youth and families of Maplewood will come to the Maplewood Community Center to celebrate the City of Maplewood’s first Laugh In Event; and Whereas, this day shall officially designate the City of Maplewood as Kid City; NOW, THEREFORE, I, Nora Slawik, Mayor of the City of Maplewood, do officially proclaim May 14, 2016 as the first annual Day of Laughter in Maplewood. F2a, Attachment 1 Packet Page 26 of 149 MEMORANDUM TO: Melinda Coleman, City Manager FROM: Terri Mallet, Chair of the Parks and Recreation Commission DATE: March 28, 2016 SUBJECT: Consider Approval of the 2015 Parks and Recreation Commission Annual Report Introduction Maplewood City Code requires the Parks and Recreation Commission to prepare an annual report for submittal to City Council. The following is a report of actions and activities of the Parks and Recreation Commission in 2015. 2015 Goals In 2015, the Commissions main goal was to work with the City Council on the implementation of the Parks System Master Plan. Although discussions on this began in 2015 this will be a carryover to 2016. The Commission will be working with staff to develop an implementation strategy to bring to Council that meets the goals the residents set in the Plan. Included in this will be a prioritization strategy for improvements. 2015 Accomplishments 1. Adoption of the Parks System Master Plan. 2. Replacement of the playground at Playcrest Park 3. Installation of a public art project at Joy Park 4. Completion of the Gladstone Savanna Phase 2 5. Completion of the County Road B Safe Routes To School Trail 6. Effectively worked with the county on a partnership to bring Tuj Lub to the Community In addition, the Parks and Recreation Commission weighed in on: 1. General open space and nature center updates 2. Maplewood Nature Center Updates 3. Maplewood Community Center Updates 2015 Membership Review and Current Roster In 2015, Parks and Recreation Commission membership had some changes throughout the year. The current Parks and Recreation Commission Members are: Name Appointed Term s Expire F3 Packet Page 27 of 149 Rick Brandon 11/14/2013 4/30/2016 Craig Brannon 1/1/1997 4/30/2017 Ron Cockriel 2/11/2013 4/30/2016 Terri Mallet 2/11/2013 4/30/2017 Dorothy Molstad 9/14/2015 4/30/2018 Russell Susag 8/10/2015 4/30/2018 Nikki Villavicencio 10/14/2013 4/30/2017 2015 Review and Anticipated 2016 Goals Many much needed improvements were made to our Parks System in 2015 including the adoption of the Parks System Plan. Although the Commission and staff did not meet the ultimate goal of Parks Plan Implementation, the Commission feel the progress made in addressing safety with the safe routes to school grant, continuation of the playground replacement and maintenance plan, installation of a Public Art, and working on the culturally significant Tuj Lub courts all accomplish significant goals located within the Parks System Plan. In 2016 the Parks and Recreation Commission has identified the following goals: 1. Continue to work on and put specific details to the Parks System Plan. 2. Create a yearly PRC calendar. The purpose of this is to ensure the Commission receives quarterly updates from a different area of Parks and Recreation. 3. Work with staff to identify and solicit grant funding and partnerships for a 2017 trail project. 4. Implement the plans identified in the Maintenance and Reinvestment portion of the Parks System Plan. 5. Be more aggressive in addressing the littering issue within our parks. Summary The Parks and Recreation Commission looks forward to serving the City of Maplewood in 2016 and providing the City Council with advice and guidance on all issues related to Parks and Recreation. Budget Impact None Recommendation Staff recommends the approval of the Parks and Recreation Commission’s 2015 Annual Report. F3 Packet Page 28 of 149 TO:Melinda Coleman, City Manager FROM:Joe Rueb, Accounting Supervisor DATE: SUBJECT:Approval of Claims 109,170.65$ Checks # 96970 thru # 97002 dated 03/15/16 363,463.81$ Disbursements via debits to checking account dated 03/07/16 thru 03/11/16 320,148.60$ Checks #97003 thru #97048 dated 03/16/16 thru 03/22/16 504,597.61$ Disbursements via debits to checking account dated 03/14/16 thru 03/18/16 1,297,380.67$ Total Accounts Payable 533,624.17$ Payroll Checks and Direct Deposits dated 01/15/16 1,310.03$ Payroll Deduction check # 99102102 thru # 99102104 dated 03/11/16 534,934.20$ Total Payroll 1,832,314.87$ 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 March 22, 2016 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 Packet Page 29 of 149 Check Description Amount 96970 05114 PROJ 14-02 CNTY RD B TRAIL IMPRV 9,196.53 96971 05028 CITY HALL SOLAR SYSTEM LEASE-MARCH 397.00 05028 MCC SOLAR SYSTEM LEASE - MARCH 369.00 96972 00585 NET BILLABLE TICKETS - FEBRUARY 268.25 96973 04316 WORKFORCE DIRECTOR - 4TH QTR 2015 1,960.00 96974 01574 RECYCLED BASE-WICKLANDER REPAIR 52.50 96975 01750 MDSE FOR RESALE 170.49 96976 01190 ELECTRIC UTILITY 15,343.03 01190 ELECTRIC & GAS UTILITY 1,403.57 01190 GAS UTILITY 962.05 01190 ELECTRIC UTILITY 923.11 01190 ELECTRIC UTILITY 121.62 01190 ELECTRIC UTILITY 62.66 01190 ELECTRIC UTILITY 22.77 01190 ELECTRIC UTILITY 16.18 01190 ELECTRIC UTILITY 15.75 96977 05632 VEHICLE TOW CN: 16005526 175.00 96978 00279 MIX FOR STORM REPAIR-WICKLANDER 979.00 96979 05369 ULTRA CLEAN SRVS - CITY HALL/PARKS 462.53 05369 CLEANING SUPPLIES-CITY HALL/PARKS 124.98 96980 05507 MDSE FOR RESALE 477.12 96981 04032 TRAINING REGISTRATION 270.00 96982 04337 ALUMINUM SHEETING-WICKLANDER 1,602.00 04337 ALUMINUM SHEETING-WICKLANDER 878.54 96983 05619 ACUPUNCTURE SESSIONS - FEB/MARCH 1,008.00 96984 04846 MEDICAL SUPPLIES 882.48 96985 05030 EQUIP LEASE - MCC - PMT#44 4,344.07 96986 00910 MEMBERSHIP RENEWAL 50.00 96987 03818 REFUND FOR TRANS MEDIC PATIENT 1,926.15 96988 05364 ACUPUNCTURE SESSIONS JAN/FEB 1,314.00 96989 00001 REFUND T HALL FOR TRANS MEDIC 801.79 96990 00001 REFUND S DEMALIGNON -TRANS MEDIC 224.19 96991 00001 REFUND C KROLL BCBS CREDITS 180.00 96992 00001 REFUND B COLLINS OVERPD SOFTBALL 10.00 96993 02653 FIRE ALARM/SPRINKLER TEST - 1902 981.00 96994 01836 RADIO MAINT & SRVS - JANUARY 302.51 96995 01550 ELECTRICAL INSPECTIONS - FEBRUARY 35,892.88 96996 05631 TRANSLATION SRVS PD CASE 16005173 355.12 96997 01669 FORFEITED VEHICLE TOWING - FEB 100.00 96998 01683 OFFICER UNIFORM PURCHASE 73.00 96999 03519 TV SEWER AT WICKLANDER POND 1,058.75 97000 02742 TRAINING REGISTRATION 30.00 97001 02159 MGMT & MARKETING SRVS MCC - FEB 18,786.48 97002 05550 RESQCPR SYSTEM 4,596.55 03/15/2016 SIMPLEX GRINNELL LP 03/15/2016 ST PAUL, CITY OF 03/15/2016 SUMMIT INSPECTIONS 03/15/2016 CRYSTALIN MONTGOMERY 03/15/2016 ONE TIME VENDOR 03/15/2016 ONE TIME VENDOR 03/15/2016 LISA GRANT 03/15/2016 HEALTHEAST 03/15/2016 KANSAS STATE BANK OF MANHATTAN 03/15/2016 GOPHER STATE ONE-CALL 03/15/2016 CITY OF MINNEAPOLIS RECEIVABLES 03/15/2016 T A SCHIFSKY & SONS, INC 03/15/2016 BOLTON & MENK, INC. 03/15/2016 ENERGY ALTERNATIVES SOLAR, LLC 03/15/2016 ENERGY ALTERNATIVES SOLAR, LLC Check Register City of Maplewood 03/11/2016 Date Vendor WHITE BEAR AREA YMCA 03/15/2016 ZOLL MEDICAL CORP GPO 109,170.65 33 Checks in this report. 03/15/2016 VISU-SEWER, INC. 03/15/2016 TRANSLANGUAGES LLC 03/15/2016 TWIN CITIES TRANSPORT & 03/15/2016 UNIFORMS UNLIMITED INC 03/15/2016 03/15/2016 ONE TIME VENDOR 03/15/2016 ONE TIME VENDOR 03/15/2016 M S S A 03/15/2016 MEDICA 03/15/2016 FRESHWATER SOCIETY 03/15/2016 GARY CARLSON EQUIPMENT 03/15/2016 GARY CARLSON EQUIPMENT 03/15/2016 CINTAS CORPORATION #470 03/15/2016 CINTAS CORPORATION #470 03/15/2016 COCA-COLA REFRESHMENTS 03/15/2016 XCEL ENERGY 03/15/2016 BUDGET TOWING INC OF ST PAUL 03/15/2016 CEMSTONE PRODUCTS CO. 03/15/2016 XCEL ENERGY 03/15/2016 XCEL ENERGY 03/15/2016 XCEL ENERGY 03/15/2016 XCEL ENERGY 03/15/2016 XCEL ENERGY 03/15/2016 XCEL ENERGY 03/15/2016 THE WATSON CO INC 03/15/2016 XCEL ENERGY 03/15/2016 XCEL ENERGY WASHINGTON COUNTY SHERIFF'S 03/15/2016 G1, Attachments Packet Page 30 of 149 Settlement Date Payee Description Amount 3/7/2016 MN State Treasurer Drivers License/Deputy Registrar 48,434.47 3/8/2016 Sherman Associates Inc Developer Clean-Up Grant- Villages at Frost/E 70,644.53 3/8/2016 MN State Treasurer Drivers License/Deputy Registrar 42,261.12 3/9/2016 MN State Treasurer Drivers License/Deputy Registrar 66,299.58 3/9/2016 Delta Dental Dental Premium 1,485.22 3/9/2016 Optum Health DCRP & Flex plan payments 1,870.95 3/10/2016 MN State Treasurer Drivers License/Deputy Registrar 43,011.24 3/11/2016 MN State Treasurer Drivers License/Deputy Registrar 33,469.80 3/11/2016 MN Dept of Natural Resources DNR electronic licenses 1,176.00 3/11/2016 US Bank VISA One Card*Purchasing card items 49,964.90 3/11/2016 ICMA (Vantagepointe)Deferred Compensation 4,846.00 363,463.81 *Detailed listing of VISA purchases is attached. CITY OF MAPLEWOOD Disbursements via Debits to Checking account G1, Attachments Packet Page 31 of 149 Transaction Date Posting Date Merchant Name Transaction Amount Name 02/29/2016 03/01/2016 CUB FOODS #1599 $3.42 PAUL BARTZ 02/19/2016 02/23/2016 PAKOR, INC.$446.75 REGAN BEGGS 02/26/2016 02/29/2016 OFFICE DEPOT #1090 $55.14 REGAN BEGGS 02/23/2016 02/24/2016 STK*SHUTTERSTOCK, INC.$229.00 CHAD BERGO 02/29/2016 03/01/2016 MAGC $75.00 CHAD BERGO 02/29/2016 03/01/2016 FREDPRYOR CAREERTRACK $99.00 CHAD BERGO 02/22/2016 02/24/2016 BROWNELLS INC $69.49 BRIAN BIERDEMAN 02/29/2016 03/01/2016 L A POLICE GEAR INC $94.97 BRIAN BIERDEMAN 03/01/2016 03/02/2016 PSI*RECOIL $89.95 BRIAN BIERDEMAN 03/01/2016 03/02/2016 AMAZON MKTPLACE PMTS $99.95 BRIAN BIERDEMAN 02/19/2016 02/22/2016 MINNESOTAAS $72.00 OAKLEY BIESANZ 03/02/2016 03/03/2016 PETSMART INC 461 $34.65 OAKLEY BIESANZ 02/29/2016 03/01/2016 FACEBOOK UF4R792HN2 $30.39 NEIL BRENEMAN 02/23/2016 02/24/2016 U OF M CONTLEARNING $25.00 TROY BRINK 02/25/2016 02/29/2016 THE HOME DEPOT 2801 $25.01 TROY BRINK 02/23/2016 02/24/2016 U OF M CONTLEARNING $25.00 BRENT BUCKLEY 02/25/2016 02/26/2016 VIKING ELECTRIC-CREDIT DE $40.99 SCOTT CHRISTENSON 02/25/2016 02/29/2016 THE HOME DEPOT 2801 $6.03 SCOTT CHRISTENSON 02/29/2016 03/01/2016 SQ *MR APPLIANCE OF ST CR $90.00 SCOTT CHRISTENSON 02/29/2016 03/02/2016 MENARDS OAKDALE MN $3.18 SCOTT CHRISTENSON 02/29/2016 03/04/2016 MINNESOTA AIR OAKDALE ($20.39)SCOTT CHRISTENSON 02/19/2016 02/22/2016 DALCO ENTERPRISES, INC $103.43 CHARLES DEAVER 02/26/2016 02/29/2016 ADAMS PEST CONTROL $68.90 CHARLES DEAVER 02/19/2016 02/22/2016 THE HOME DEPOT 2801 ($10.97)TOM DOUGLASS 02/19/2016 02/22/2016 SUPPLYHOUSE.COM $348.95 TOM DOUGLASS 02/23/2016 02/24/2016 COMMERCIAL POOL & SPA SUP $423.50 TOM DOUGLASS 02/24/2016 02/25/2016 HENRIKSEN ACE HARDWARE $0.73 TOM DOUGLASS 02/25/2016 02/26/2016 HENRIKSEN ACE HARDWARE $3.49 TOM DOUGLASS 02/25/2016 02/26/2016 IN *MONKEY WRENCH PRODUCT $3,971.50 TOM DOUGLASS 03/01/2016 03/01/2016 SPORTSMITH $173.54 TOM DOUGLASS 03/01/2016 03/01/2016 SPORTSMITH $286.58 TOM DOUGLASS 03/01/2016 03/02/2016 LESLIES POOLMART WEB $549.88 TOM DOUGLASS 03/03/2016 03/04/2016 NUCO2 LLC $172.88 TOM DOUGLASS 03/03/2016 03/04/2016 NUCO2 LLC $173.18 TOM DOUGLASS 03/03/2016 03/04/2016 NUCO2 LLC $165.04 TOM DOUGLASS 03/03/2016 03/04/2016 NUCO2 LLC $152.81 TOM DOUGLASS 03/03/2016 03/04/2016 NUCO2 LLC $181.61 TOM DOUGLASS 03/03/2016 03/04/2016 INTOXIMETERS $305.00 MICHAEL DUGAS 02/24/2016 02/25/2016 U OF M CONTLEARNING $25.00 DOUG EDGE 02/24/2016 02/25/2016 HENRIKSEN ACE HARDWARE $17.99 DOUG EDGE 02/20/2016 02/22/2016 COMCAST CABLE COMM $83.88 CHRISTINE EVANS 02/23/2016 02/23/2016 COMCAST CABLE COMM $328.70 CHRISTINE EVANS 03/01/2016 03/02/2016 HOLMESSTAMP $49.80 CHRISTINE EVANS 03/01/2016 03/02/2016 THE UPS STORE 2171 $16.83 PAUL E EVERSON 02/22/2016 02/23/2016 RECYCLING ASSOCATION OF M $155.00 SHANN FINWALL 03/03/2016 03/04/2016 AMERICAN PLANNING ASSOCI $500.00 SHANN FINWALL 02/19/2016 02/22/2016 AT SCENE LLC $675.00 MYCHAL FOWLDS 02/21/2016 02/22/2016 COMCAST CABLE COMM $68.95 MYCHAL FOWLDS 02/21/2016 02/22/2016 IDU*INSIGHT PUBLIC SEC $432.60 MYCHAL FOWLDS 03/01/2016 03/02/2016 SUCCESS STORE $29.95 MYCHAL FOWLDS 03/01/2016 03/03/2016 MANAGERPLUS $898.00 MYCHAL FOWLDS 03/01/2016 03/03/2016 LOFFLER $210.00 MYCHAL FOWLDS 03/03/2016 03/04/2016 CDW GOVERNMENT $2,526.60 MYCHAL FOWLDS 02/21/2016 02/22/2016 IDU*INSIGHT PUBLIC SEC $1,303.98 NICK FRANZEN 02/21/2016 02/22/2016 IDU*INSIGHT PUBLIC SEC $1,072.94 NICK FRANZEN 02/23/2016 02/24/2016 IDU*INSIGHT PUBLIC SEC $269.58 NICK FRANZEN G1, Attachments Packet Page 32 of 149 02/23/2016 02/24/2016 HP DIRECT-PUBLICSECTOR $1,277.25 NICK FRANZEN 02/26/2016 02/29/2016 IDU*INSIGHT PUBLIC SEC $290.04 NICK FRANZEN 02/27/2016 02/29/2016 IDU*INSIGHT PUBLIC SEC $288.42 NICK FRANZEN 03/03/2016 03/04/2016 IDU*INSIGHT PUBLIC SEC $66.96 NICK FRANZEN 02/29/2016 03/01/2016 U OF M CONTLEARNING $195.00 VIRGINIA GAYNOR 02/26/2016 02/29/2016 SMOKYLAKEMA $415.00 CAROLE GERNES 02/25/2016 02/26/2016 OREILLY AUTO 00020743 $8.55 CLARENCE GERVAIS 02/26/2016 03/01/2016 IAAI $100.00 CLARENCE GERVAIS 02/22/2016 02/23/2016 GRANDMAS BAKERY INC $48.48 CHRISTINE GIBSON 02/24/2016 02/26/2016 GRAND CLEANERS $88.68 CHRISTINE GIBSON 02/27/2016 02/29/2016 ACE OF SALES $20.00 CHRISTINE GIBSON 02/29/2016 03/01/2016 GRANDMAS BAKERY INC $80.16 CHRISTINE GIBSON 03/02/2016 03/03/2016 TARGET 00021014 $78.67 CHRISTINE GIBSON 02/22/2016 02/23/2016 MILLS FLEET FARM 2700 $53.22 MARK HAAG 02/24/2016 02/25/2016 HENRIKSEN ACE HARDWARE $4.57 MARK HAAG 02/24/2016 02/25/2016 MILLS FLEET FARM 2700 $24.94 MARK HAAG 02/25/2016 02/29/2016 THE HOME DEPOT 2801 $9.54 MARK HAAG 02/25/2016 02/26/2016 HENRIKSEN ACE HARDWARE $5.98 MILES HAMRE 02/23/2016 02/24/2016 OREILLY AUTO 00032565 $3.95 ANN HUTCHINSON 02/26/2016 02/29/2016 SUNRAY TRUE VALUE $18.15 ANN HUTCHINSON 03/03/2016 03/04/2016 DALCO ENTERPRISES $788.91 DAVID JAHN 02/19/2016 02/22/2016 CUB FOODS #1599 $38.93 JUSTIN JAMES 02/26/2016 02/29/2016 TOYS R US #6046 $16.06 JUSTIN JAMES 03/01/2016 03/03/2016 MENARDS MAPLEWOOD MN $30.92 KEVIN JOHNSON 02/23/2016 02/24/2016 U OF M CONTLEARNING $25.00 DON JONES 02/22/2016 02/23/2016 PANERA BREAD #601305 $101.74 LOIS KNUTSON 02/22/2016 02/23/2016 PANERA BREAD #601305 $9.63 LOIS KNUTSON 02/24/2016 02/25/2016 FIRST SHRED $61.60 LOIS KNUTSON 02/24/2016 02/26/2016 OFFICE DEPOT #1090 $8.60 LOIS KNUTSON 02/24/2016 02/26/2016 OFFICE DEPOT #1079 $100.79 LOIS KNUTSON 03/03/2016 03/04/2016 PIONEER PRESS SUBSCRIPTI $312.00 LOIS KNUTSON 02/25/2016 02/29/2016 FBI NATIONAL ACADEMY ASSO $475.00 DAVID KVAM 03/04/2016 03/04/2016 COMCAST CABLE COMM $73.82 DAVID KVAM 02/23/2016 02/24/2016 HENRIKSEN ACE HARDWARE $11.94 JESSICA LANDEROS CRUZ 02/24/2016 02/25/2016 THE UPS STORE 2171 $21.62 JESSICA LANDEROS CRUZ 02/19/2016 02/22/2016 LAMETTRY'S COLLISION $216.00 STEVE LUKIN 02/19/2016 02/22/2016 FEDEXOFFICE 00006171 $234.71 STEVE LUKIN 02/19/2016 02/22/2016 M/A ASSOCIATES $537.66 STEVE LUKIN 02/20/2016 02/22/2016 REPUBLIC SERVICES TRASH $160.28 STEVE LUKIN 02/22/2016 02/23/2016 MAS MODERN MARKETING $329.39 STEVE LUKIN 02/24/2016 02/26/2016 EMERGENCY AUTOMOTIVE $19.60 STEVE LUKIN 02/24/2016 02/26/2016 HOLIDAY STNSTORE 3519 $20.09 STEVE LUKIN 02/26/2016 02/29/2016 MENARDS MAPLEWOOD MN $41.91 STEVE LUKIN 02/26/2016 02/29/2016 MENARDS MAPLEWOOD MN $26.45 STEVE LUKIN 02/26/2016 02/29/2016 OVERHEAD DOOR COMPANY OF $1,463.00 STEVE LUKIN 02/26/2016 02/29/2016 HOLIDAY STNSTORE 3519 $40.04 STEVE LUKIN 03/01/2016 03/03/2016 MENARDS MAPLEWOOD MN $21.97 STEVE LUKIN 03/03/2016 03/03/2016 AIRGASS NORTH $26.95 STEVE LUKIN 03/03/2016 03/03/2016 COMCAST CABLE COMM $2.25 STEVE LUKIN 02/23/2016 02/24/2016 U OF M CONTLEARNING $25.00 BRENT MEISSNER 02/18/2016 02/22/2016 BOUND TREE MEDICAL LLC $1,582.23 MICHAEL MONDOR 03/02/2016 03/04/2016 SUPERAMERICA 4022 $32.90 MICHAEL MONDOR 02/23/2016 02/24/2016 MN SOC ARB $600.00 BRYAN NAGEL 02/29/2016 03/02/2016 CERTIFIED LABORATORIES $200.50 BRYAN NAGEL 02/26/2016 02/29/2016 FASTENAL COMPANY01 $24.61 JOHN NAUGHTON 02/29/2016 03/01/2016 HENRIKSEN ACE HARDWARE $7.18 JOHN NAUGHTON 02/22/2016 02/23/2016 HENRIKSEN ACE HARDWARE $18.20 RICHARD NORDQUIST G1, Attachments Packet Page 33 of 149 02/23/2016 02/24/2016 U OF M CONTLEARNING $25.00 ERICK OSWALD 02/29/2016 03/02/2016 THE HOME DEPOT 2801 $5.80 ROBERT PETERSON 02/18/2016 02/22/2016 FRONTIER INC $225.69 STEVEN PRIEM 02/19/2016 02/22/2016 AUTO PLUS-LITTLE CANADA $658.05 STEVEN PRIEM 02/22/2016 02/23/2016 NUSS TRUCK & EQUIPMENT $146.89 STEVEN PRIEM 02/23/2016 02/24/2016 AUTO PLUS-LITTLE CANADA $140.95 STEVEN PRIEM 02/23/2016 02/24/2016 AN FORD WHITE BEAR LAK $1,024.47 STEVEN PRIEM 02/24/2016 02/25/2016 POMP'S TIRE #021 $254.84 STEVEN PRIEM 02/24/2016 02/25/2016 FACTORY MOTOR PARTS #19 $83.96 STEVEN PRIEM 02/25/2016 02/26/2016 FACTORY MOTOR PARTS #19 $48.50 STEVEN PRIEM 02/26/2016 02/29/2016 FACTORY MOTOR PARTS #19 $16.66 STEVEN PRIEM 02/26/2016 02/29/2016 AUTO PLUS-LITTLE CANADA $160.45 STEVEN PRIEM 02/27/2016 02/29/2016 AUTO PLUS-LITTLE CANADA $28.32 STEVEN PRIEM 02/29/2016 03/01/2016 AUTO PLUS-LITTLE CANADA ($84.95)STEVEN PRIEM 03/01/2016 03/02/2016 BAUER BUILT TIRE 18 $323.10 STEVEN PRIEM 03/01/2016 03/03/2016 EMERGENCY AUTOMOTIVE $178.78 STEVEN PRIEM 03/02/2016 03/03/2016 COMO LUBE AND SUPPLIES $160.69 STEVEN PRIEM 03/02/2016 03/03/2016 ABLE HOSE $173.17 STEVEN PRIEM 03/03/2016 03/04/2016 CERTIFIED LABORATORIES $115.16 STEVEN PRIEM 03/03/2016 03/04/2016 METRO PRODUCTS INC $68.65 STEVEN PRIEM 03/03/2016 03/04/2016 POLAR CHEVROLET MAZDA $231.84 STEVEN PRIEM 02/19/2016 02/22/2016 THE HOME DEPOT 2801 $5.97 KELLY PRINS 02/22/2016 02/24/2016 TECHNICAL CONCEPTS FOR LE $230.08 KELLY PRINS 02/29/2016 03/02/2016 CINTAS 60A SAP $1,034.80 KELLY PRINS 03/01/2016 03/03/2016 KEN'S AUTO REPAIR $714.50 KELLY PRINS 03/02/2016 03/03/2016 BARTLEY SALES CO INC $161.00 KELLY PRINS 03/02/2016 03/04/2016 THE HOME DEPOT 2801 $37.90 KELLY PRINS 02/29/2016 03/01/2016 HILLYARD INC MINNEAPOLIS $774.28 MICHAEL REILLY 03/01/2016 03/02/2016 DALCO ENTERPRISES $364.11 MICHAEL REILLY 02/26/2016 02/29/2016 OFFICEMAX/OFFICE DEPOT616 $126.97 MICHAEL RENNER 02/29/2016 03/02/2016 APPOINTMENT-PLUS/STORMSOU $49.00 LORI RESENDIZ 03/01/2016 03/02/2016 ELIVATE $232.95 LORI RESENDIZ 03/01/2016 03/02/2016 AMAZON MKTPLACE PMTS $14.99 LORI RESENDIZ 03/02/2016 03/02/2016 PPL*INSANITY $32.23 LORI RESENDIZ 02/22/2016 02/24/2016 OFFICE DEPOT #1090 $53.78 AUDRA ROBBINS 02/25/2016 02/26/2016 TARGET 00011858 $26.93 AUDRA ROBBINS 02/29/2016 03/01/2016 TARGET 00011858 $57.85 AUDRA ROBBINS 03/01/2016 03/02/2016 CUB FOODS #1599 $18.32 AUDRA ROBBINS 03/01/2016 03/03/2016 LITTLE CAESARS 1456 0006 $37.50 AUDRA ROBBINS 02/23/2016 02/24/2016 U OF M CONTLEARNING $25.00 RICK RUIZ 02/18/2016 02/22/2016 NORTHERN TOOL EQUIP-MN $159.95 ROBERT RUNNING 02/18/2016 02/22/2016 NORTHERN TOOL EQUIP-MN $9.98 ROBERT RUNNING 02/22/2016 02/23/2016 IN *EMERGENCY RESPONSE SO $838.00 ROBERT RUNNING 02/23/2016 02/25/2016 THE HOME DEPOT 2801 $152.96 ROBERT RUNNING 02/25/2016 02/26/2016 U OF M CONTLEARNING $25.00 ROBERT RUNNING 02/29/2016 03/02/2016 GARY CARLSON EQUIPMENT $500.44 ROBERT RUNNING 02/29/2016 03/02/2016 THE HOME DEPOT 2801 $9.92 ROBERT RUNNING 03/03/2016 03/04/2016 BROCK WHITE 180 $89.72 ROBERT RUNNING 02/23/2016 02/24/2016 LILLIE SUBURBAN NEWSPAPER $123.25 DEB SCHMIDT 02/26/2016 02/29/2016 MINNESOTA HUMANITIES CENT $630.00 DEB SCHMIDT 03/02/2016 03/03/2016 LILLIE SUBURBAN NEWSPAPER $917.40 DEB SCHMIDT 02/19/2016 02/22/2016 PAYPAL *MACIA $50.00 PAUL SCHNELL 02/22/2016 02/23/2016 PANERA BREAD #601305 $35.31 PAUL SCHNELL 02/26/2016 02/29/2016 DOWNTOWNER CAR09879065 $15.05 PAUL SCHNELL 02/26/2016 02/29/2016 POLICE EXECUTIVE RESEARCH $200.00 PAUL SCHNELL 02/23/2016 02/25/2016 SPOK INC $16.12 SCOTT SCHULTZ 02/26/2016 02/29/2016 FLEXIBLE PIPE TOOL COMPAN $182.10 SCOTT SCHULTZ G1, Attachments Packet Page 34 of 149 02/29/2016 03/02/2016 ON SITE SANITATION INC $77.71 SCOTT SCHULTZ 02/18/2016 02/22/2016 OFFICE DEPOT #1090 $3.50 FAITH SHEPPERD 02/18/2016 02/22/2016 THE HOME DEPOT 2801 $11.72 MICHAEL SHORTREED 02/19/2016 02/22/2016 MENARDS MAPLEWOOD MN ($67.33)MICHAEL SHORTREED 02/19/2016 02/22/2016 MENARDS MAPLEWOOD MN $34.22 MICHAEL SHORTREED 02/23/2016 02/24/2016 CUB FOODS #1599 $81.91 MICHAEL SHORTREED 02/23/2016 02/24/2016 CUB FOODS #1599 $7.48 MICHAEL SHORTREED 02/26/2016 02/29/2016 UNIFORMS UNLIMITED INC.$1,496.22 MICHAEL SHORTREED 03/02/2016 03/03/2016 UNIFORMS UNLIMITED INC.($233.97)MICHAEL SHORTREED 03/03/2016 03/04/2016 HTCIA $75.00 MICHAEL SHORTREED 03/03/2016 03/04/2016 U OF M CONTLEARNING $95.00 CHRISTINE SOUTTER 02/23/2016 02/24/2016 TARGET 00007518 $224.94 JAMES TAYLOR 02/25/2016 02/26/2016 PP*DAYTRIPPERS $437.25 JAMES TAYLOR 03/02/2016 03/03/2016 BCS*ISD 622 COMMUNITY ED $3,428.75 JAMES TAYLOR 02/24/2016 02/25/2016 U OF M CONTLEARNING $25.00 TODD TEVLIN 02/25/2016 02/29/2016 MENARDS MAPLEWOOD MN $156.82 TODD TEVLIN 02/29/2016 03/02/2016 ALLIED PARKING - TN SQ $13.00 MICHAEL THOMPSON 02/22/2016 02/23/2016 DISCOUNT STEEL -MN $277.63 JEFF WILBER 02/26/2016 02/29/2016 DISCOUNT STEEL -MN $96.40 JEFF WILBER 02/24/2016 02/25/2016 BB *MNCIT OFFCR ASSOC.$1,250.00 TAMMY WYLIE 02/24/2016 02/25/2016 BB *MNCIT OFFCR ASSOC.$1,250.00 TAMMY WYLIE 02/26/2016 02/26/2016 ULINE *SHIP SUPPLIES $145.00 TAMMY WYLIE 02/29/2016 03/01/2016 BB *MNCIT OFFCR ASSOC.$625.00 TAMMY WYLIE 03/01/2016 03/02/2016 EB TWIN CITIES ORGANI $300.00 TAMMY WYLIE 02/24/2016 02/25/2016 USPS POSTAL ST66100207 $99.85 SUSAN ZWIEG $49,964.90 G1, Attachments Packet Page 35 of 149 Check Description Amount 97003 02464 FUNDS FOR ATMS 10,000.00 97004 00131 FORESTRY (BUCKET) TRUCK RENTAL~3,600.00 97005 05215 SOCCER CLINIC INSTRUCTION 844.94 97006 01973 CAR WASHES AT FREEDOM - FEB 16.00 97007 01949 CANDIDATE SCREENING-FIREFIGHTERS 425.00 01949 CANDIDATE SCREENING-FIREFIGHTERS 425.00 97008 00393 MONTHLY SURTAX - FEB 24358123035 1,008.46 97009 00908 CPSI TRAINING & EXAM - J TAYLOR 635.00 97010 05353 CONTRACT GASOLINE - MARCH 9,263.44 05353 CONTRACT DIESEL - MARCH 5,919.70 97011 05311 BASKETBALL OFFICIALS 3/5 & 3/6 1,810.00 05311 BASKETBALL OFFICIALS 3/13 990.00 97012 04316 AUTO PAWN SYSTEM - JANUARY 756.00 97013 01202 MAPLEWOOD LIVING,SEASONS-MARCH 9,457.25 97014 01337 911 DISPATCH SERVICES - FEBRUARY 30,236.58 01337 CAD SERVICES - FEBRUARY 5,995.67 01337 FLEET SUPPORT FEES - FEBRUARY 461.76 97015 04845 RECYCLING FEE - FEBRUARY 42,831.25 97016 04192 EMS BILLING - FEBRUARY 4,140.00 97017 01190 ELECTRIC & GAS UTILITY 4,020.48 01190 ELECTRIC & GAS UTILITY 3,138.08 01190 ELECTRIC & GAS UTILITY 426.11 01190 FIRE SIRENS 54.69 97018 05630 2016 RACIAL EQUALITY PARTICIPATION 6,000.00 97019 04047 TECH SUPPORT DANCE RECIAL MAY 2015 200.00 04047 TECH SUPPORT DANCE RECIAL DEC 2015 200.00 97020 01811 MDSE FOR RESALE 204.00 97021 03874 RETROFIT POLICE OFFICE #311 1,885.75 97022 00412 LEADERSHIP GROWTH GROUP J RUEB 600.00 97023 00420 VEHICLE CLEANING & DETAILING 293.99 97024 05372 UTILITIES FIRE TRAINING CENTER 474.84 05372 UTILITIES FIRE TRAINING CENTER 425.72 97025 02263 ANIMAL IMPOUNDS & SRVS - FEB 52.00 97026 04152 COOPERATIVE FACILITY USE AGREEMENT 28,391.07 97027 05598 PROSECUTION SERVICES 11,250.00 97028 00846 PD PHONE-BASED INTERPRETIVE SRVS 51.99 97029 00532 HR ATTORNEY FEE LABOR REL-FEB 203.55 97030 00942 JANITORIAL SERVICES - MARCH 2,887.00 97031 00986 MONTHLY SAC - FEBRUARY 2,460.15 97032 05633 HOME ENERGY SQUAD VISIT 20.00 97033 01175 MONTHLY UTILITIES - FEBRUARY 3,125.61 01175 FIBER OPTIC ACCESS CHG - MARCH 1,000.00 97034 00001 REFUND Y XIA FOR TRANS MEDIC 1,278.00 97035 00001 REFUND L PALMER CN:16005557 300.00 97036 00001 REFUND H JACKSON BCBS CREDITS 80.00 97037 00001 REFUND T DESAI BCBS CREDITS 40.00 97038 00001 REFUND K SCHWARTZ BCBS CREDITS 20.00 97039 00001 REFUND N MCCANN HP CREDITS 20.00 97040 01341 MEMBERSHIP DUES 60.00 97041 04225 CHARITALBE GAMBLING RAMSEY CO FAIR 2,150.00 97042 02008 PROJ 14-08 TRAFFIC SIGNALS 115,705.28 97043 02001 PHONE SERVICE - FEBRUARY 2,859.49 97044 00006 REFUND DR. S SKIBSTED BCBS CREDITS 400.00 97045 00006 REFUND P TEPLEY BCBS CREDITS 20.00 97046 01836 PDI TRAINING EVOC REFRESHER 700.00 03/22/2016 SILVER FIT 03/22/2016 ST PAUL, CITY OF 03/22/2016 RAMSEY CO FIRE CHIEFS ASSN 03/22/2016 RAMSEY COUNTY AGRICULTURAL SOC 03/22/2016 RAMSEY COUNTY PUBLIC WORKS 03/22/2016 CITY OF ROSEVILLE 03/22/2016 SILVER FIT 03/22/2016 COMMERCIAL FURNITURE SERVICES 03/22/2016 DONALD SALVERDA & ASSOCIATES 03/22/2016 DOWNTOWNER DETAIL CENTER 03/22/2016 FERRELLGAS 03/22/2016 FERRELLGAS Check Register City of Maplewood 03/17/2016 Date Vendor 03/16/2016 US BANK 03/22/2016 ASPEN EQUIPMENT CO 03/22/2016 CORESTRONG FITNESS LLC 03/22/2016 ERICKSON OIL PRODUCTS INC 03/22/2016 GARY L FISCHLER & ASSOC PA 03/22/2016 GARY L FISCHLER & ASSOC PA 03/22/2016 MN DEPT OF LABOR & INDUSTRY 03/22/2016 M R P A 03/22/2016 MANSFIELD OIL CO 03/22/2016 MANSFIELD OIL CO 03/22/2016 WILLIE MCCRAY 03/22/2016 WILLIE MCCRAY 03/22/2016 CITY OF MINNEAPOLIS RECEIVABLES 03/22/2016 NYSTROM PUBLISHING CO INC 03/22/2016 RAMSEY COUNTY-PROP REC & REV 03/22/2016 RAMSEY COUNTY-PROP REC & REV 03/22/2016 RAMSEY COUNTY-PROP REC & REV 03/22/2016 TENNIS SANITATION LLC 03/22/2016 TRANS-MEDIC 03/22/2016 XCEL ENERGY 03/22/2016 XCEL ENERGY 03/22/2016 XCEL ENERGY 03/22/2016 XCEL ENERGY 03/22/2016 AMHERST H. WILDER FOUNDATION 03/22/2016 ASHLAND PRODUCTIONS 03/22/2016 ASHLAND PRODUCTIONS 03/22/2016 BERNATELLO'S PIZZA 03/22/2016 HILLCREST ANIMAL HOSPITAL PA 03/22/2016 ISD 622 COMMUNITY EDUCATION 03/22/2016 KELLY & LEMMONS, P.A. 03/22/2016 LANGUAGE LINE SERVICES 03/22/2016 MADDEN GALANTER HANSEN, LLP 03/22/2016 MARSDEN BLDG MAINTENANCE CO 03/22/2016 METROPOLITAN COUNCIL 03/22/2016 NEIGHBORHOOD ENERGY CONNECTION 03/22/2016 CITY OF NORTH ST PAUL 03/22/2016 CITY OF NORTH ST PAUL 03/22/2016 ONE TIME VENDOR 03/22/2016 ONE TIME VENDOR 03/22/2016 ONE TIME VENDOR 03/22/2016 ONE TIME VENDOR 03/22/2016 ONE TIME VENDOR 03/22/2016 ONE TIME VENDOR G1, Attachments Packet Page 36 of 149 97047 01521 TRAINING - B GERVAIS 135.00 97048 05241 TRAFFIC CONTROL SEMINAR FOR 5 199.75 03/22/2016 STATE FIRE MARSHAL DIVISION 03/22/2016 WARNING LITES OF MN, INC. 320,148.60 46 Checks in this report. G1, Attachments Packet Page 37 of 149 Settlement Date Payee Description Amount 3/14/2016 MN State Treasurer Drivers License/Deputy Registrar 68,569.71 3/14/2016 U.S. Treasurer Federal Payroll Tax 100,502.43 3/14/2016 P.E.R.A.P.E.R.A.100,319.94 3/14/2016 Empower - State Plan Deferred Compensation 31,710.00 3/14/2016 MN State Treasurer State Payroll Tax 20,362.19 3/14/2016 ICMA (Vantagepointe)Retiree Health Savings 7,893.59 3/15/2016 MN State Treasurer Drivers License/Deputy Registrar 32,382.89 3/15/2016 VANCO Billing fee 134.00 3/15/2016 MidAmerica HRA Flex plan 18,029.27 3/15/2016 Labor Unions Union Dues 2,248.88 3/16/2016 MN State Treasurer Drivers License/Deputy Registrar 42,023.13 3/16/2016 MN Dept of Revenue MN Care Tax 2,132.46 3/16/2016 Delta Dental Dental Premium 2,394.87 3/17/2016 MN State Treasurer Drivers License/Deputy Registrar 19,809.62 3/18/2016 MN State Treasurer Drivers License/Deputy Registrar 52,191.65 3/18/2016 MN Dept of Natural Resources DNR electronic licenses 1,021.50 3/18/2016 Optum Health DCRP & Flex plan payments 2,871.48 504,597.61 CITY OF MAPLEWOOD Disbursements via Debits to Checking account G1, Attachments Packet Page 38 of 149 CHECK #CHECK EMPLO 79.99 EMPLOYEE GROSS EARNINGS REPORT FOR THE CURRENT PAY PERIOD Exp Reimb, Severance, ConversioAMOUNT 03/11/16 ABRAMS, MARYLEE 456.30 03/11/16 BENJAMIN, MARKESE 3,293.01 03/11/16 BARTZ, PAUL 3,408.93 03/11/16 BELDE, STANLEY 3,421.30 03/11/16 ALDRIDGE, MARK 3,421.30 03/11/16 BAKKE, LONN 3,580.11 03/11/16 WYLIE, TAMMY 1,801.79 03/11/16 ABEL, CLINT 3,162.13 03/11/16 SHEPPERD, FAITH 2,023.70 03/11/16 SHORTREED, MICHAEL 4,423.36 03/11/16 SCHNELL, PAUL 5,248.65 03/11/16 SHEA, STEPHANIE 1,610.59 03/11/16 CORCORAN, THERESA 2,044.89 03/11/16 KVAM, DAVID 4,551.02 03/11/16 VITT, SANDRA 1,293.79 03/11/16 WEAVER, KRISTINE 2,534.49 03/11/16 OSTER, ANDREA 2,049.51 03/11/16 RICHTER, CHARLENE 1,178.51 03/11/16 MECHELKE, SHERRIE 1,001.99 03/11/16 MOY, PAMELA 1,634.07 03/11/16 CRAWFORD, LEIGH 1,964.19 03/11/16 LARSON, MICHELLE 2,042.59 03/11/16 LO, CHING 844.09 03/11/16 SCHMIDT, DEBORAH 3,281.11 03/11/16 BEGGS, REGAN 1,820.80 03/11/16 HAAG, KAREN 4,907.36 03/11/16 RUEB, JOSEPH 3,554.44 03/11/16 ARNOLD, AJLA 1,942.03 03/11/16 ANDERSON, CAROLE 2,716.13 03/11/16 DEBILZAN, JUDY 2,282.59 03/11/16 BAUMAN, GAYLE 5,226.96 03/11/16 OSWALD, BRENDA 2,048.65 03/11/16 KNUTSON, ALEC 234.00 03/11/16 RAMEAUX, THERESE 4,122.05 03/11/16 JAHN, DAVID 2,048.35 03/11/16 BURLINGAME, SARAH 2,433.30 03/11/16 KNUTSON, LOIS 2,528.39 03/11/16 CHRISTENSON, SCOTT 2,444.09 03/11/16 COLEMAN, MELINDA 7,056.22 03/11/16 FUNK, MICHAEL 5,271.14 03/11/16 SMITH, BRYAN 456.30 03/11/16 XIONG, TOU 456.30 03/11/16 JUENEMANN, KATHLEEN 456.30 03/11/16 SLAWIK, NORA 518.43 CITY OF MAPLEWOOD G1, Attachments Packet Page 39 of 149 380.08 9.09 506.18 52.60 55.03 54.83 03/11/16 BEITLER, NATHAN 785.90 03/11/16 BASSETT, BRENT 344.25 03/11/16 BAUMAN, ANDREW 4,255.09 03/11/16 ANDERSON, BRIAN 311.76 03/11/16 BAHL, DAVID 659.03 03/11/16 XIONG, KAO 3,162.13 03/11/16 ZAPPA, ANDREW 2,700.32 03/11/16 VANG, PAM 2,398.16 03/11/16 WENZEL, JAY 3,584.60 03/11/16 THEISEN, PAUL 3,334.60 03/11/16 THIENES, PAUL 3,786.81 03/11/16 SYPNIEWSKI, WILLIAM 3,098.90 03/11/16 TAUZELL, BRIAN 3,538.89 03/11/16 STARKEY, ROBERT 239.25 03/11/16 STEINER, JOSEPH 4,393.88 03/11/16 SCHOEN, ZACHARY 2,642.48 03/11/16 SLATER, BENJAMIN 2,697.31 03/11/16 PETERSON, JARED 2,067.58 03/11/16 REZNY, BRADLEY 3,548.46 03/11/16 OLSON, JULIE 3,162.13 03/11/16 PARKER, JAMES 316.17 03/11/16 NYE, MICHAEL 3,990.63 03/11/16 OLDING, PARKER 2,352.55 03/11/16 MICHELETTI, BRIAN 2,909.29 03/11/16 MULVIHILL, MARIA 2,642.48 03/11/16 MCCARTY, GLEN 3,611.28 03/11/16 METRY, ALESIA 3,580.54 03/11/16 LYNCH, KATHERINE 3,077.98 03/11/16 MARINO, JASON 3,462.47 03/11/16 LANGNER, SCOTT 3,162.13 03/11/16 LANGNER, TODD 4,118.62 03/11/16 KROLL, BRETT 3,235.13 03/11/16 LANDEROS CRUZ, JESSICA 471.25 03/11/16 KONG, TOMMY 3,278.62 03/11/16 KREKELER, NICHOLAS 1,235.03 03/11/16 JASKOWIAK, AMANDA 480.00 03/11/16 JOHNSON, KEVIN 4,000.91 03/11/16 HOFMEISTER, TIMOTHY 124.00 03/11/16 JAMES JR, JUSTIN 696.00 03/11/16 HIEBERT, STEVEN 3,430.39 03/11/16 HOEMKE, MICHAEL 2,690.99 03/11/16 HAWKINSON JR, TIMOTHY 3,155.96 03/11/16 HER, PHENG 3,035.88 03/11/16 FRITZE, DEREK 3,651.46 03/11/16 GABRIEL, ANTHONY 3,626.90 03/11/16 FISHER, CASSANDRA 1,560.00 03/11/16 FORSYTHE, MARCUS 3,212.87 03/11/16 DUGAS, MICHAEL 3,926.73 03/11/16 ERICKSON, VIRGINIA 3,548.23 03/11/16 CROTTY, KERRY 4,167.22 03/11/16 DEMULLING, JOSEPH 3,655.43 03/11/16 BUSACK, DANIEL 4,142.73 03/11/16 CARNES, JOHN 2,929.94 03/11/16 BIERDEMAN, BRIAN 3,619.80 G1, Attachments Packet Page 40 of 149 7,893.59 03/11/16 EDGE, DOUGLAS 2,407.10 03/11/16 BUCKLEY, BRENT 2,324.89 03/11/16 DEBILZAN, THOMAS 2,327.21 03/11/16 SINDT, ANDREA 2,707.56 03/11/16 BRINK, TROY 2,606.13 03/11/16 ZWIEG, SUSAN 1,249.98 03/11/16 CORTESI, LUANNE 1,048.99 03/11/16 GERVAIS-JR, CLARENCE 4,281.98 03/11/16 LUKIN, STEVEN 4,988.41 03/11/16 SVENDSEN, RONALD 3,871.62 03/11/16 TROXEL, REID 487.13 03/11/16 SEDLACEK, JEFFREY 3,022.80 03/11/16 STREFF, MICHAEL 3,061.08 03/11/16 RODDY, BRETT 77.95 03/11/16 RODRIGUEZ, ROBERTO 188.36 03/11/16 RAINEY, JAMES 1,167.55 03/11/16 RICE, CHRISTOPHER 467.65 03/11/16 PETERSON, ROBERT 3,278.85 03/11/16 POWERS, KENNETH 600.79 03/11/16 PARROW, JOSHUA 155.88 03/11/16 PETERSON, MARK 215.90 03/11/16 OPHEIM, JOHN 227.25 03/11/16 PACHECO, ALPHONSE 467.64 03/11/16 NOWICKI, PAUL 214.34 03/11/16 OLSON, JAMES 9,187.62 03/11/16 NIELSEN, KENNETH 22.73 03/11/16 NOVAK, JEROME 3,309.28 03/11/16 MORGAN, JEFFERY 696.49 03/11/16 NEILY, STEVEN 240.33 03/11/16 MERKATORIS, BRETT 464.40 03/11/16 MONDOR, MICHAEL 4,025.34 03/11/16 LINDER, TIMOTHY 4,735.83 03/11/16 LOCHEN, MICHAEL 710.12 03/11/16 KONDER, RONALD 643.01 03/11/16 KUBAT, ERIC 3,120.48 03/11/16 KARRAS, JAMIE 285.78 03/11/16 KERSKA, JOSEPH 571.57 03/11/16 JANSEN, CHAD 438.42 03/11/16 KANE, ROBERT 882.49 03/11/16 HUTCHINSON, JAMES 409.05 03/11/16 IMM, TRACY 597.55 03/11/16 HALWEG, JODI 3,571.48 03/11/16 HAWTHORNE, ROCHELLE 3,464.18 03/11/16 HAGEN, MICHAEL 311.77 03/11/16 HALE, JOSEPH 363.60 03/11/16 DAWSON, RICHARD 4,245.27 03/11/16 EVERSON, PAUL 3,564.42 03/11/16 CRUMMY, CHARLES 311.76 03/11/16 DABRUZZI, THOMAS 2,818.15 03/11/16 COREY, ROBERT 331.25 03/11/16 CRAWFORD - JR, RAYMOND 3,703.95 03/11/16 CAPISTRANT, JACOB 311.77 03/11/16 CAPISTRANT, JOHN 393.93 03/11/16 BOURQUIN, RON 952.60 G1, Attachments Packet Page 41 of 149 225.71 101.88 03/11/16 NORDLING, AARON 180.00 03/11/16 KUSTERMAN, KEVIN 40.00 03/11/16 MIGGLER, ABIGAIL 56.00 03/11/16 JACOBS, ROCHELLE 172.50 03/11/16 JORGENSON, SETH 64.00 03/11/16 ETTER, LAURA 24.50 03/11/16 FISHER, CHANCE 50.00 03/11/16 BJORK, BRANDON 173.25 03/11/16 BRENEMAN, NEIL 2,558.95 03/11/16 ANDERSON, JOSHUA 56.00 03/11/16 AYD, GWEN 171.00 03/11/16 WEIDNER, JAMES 1,584.00 03/11/16 WELLENS, MOLLY 1,861.38 03/11/16 SWAN, DAVID 2,970.59 03/11/16 SWANSON, CHRIS 1,972.99 03/11/16 BRASH, JASON 2,941.29 03/11/16 CARVER, NICHOLAS 4,517.64 03/11/16 LORENZ, DANIELA 476.00 03/11/16 MARTIN, MICHAEL 3,371.97 03/11/16 KROLL, LISA 2,114.59 03/11/16 FINWALL, SHANN 3,746.04 03/11/16 HOIER, KARA 513.92 03/11/16 JOHNSON, ELIZABETH 1,610.59 03/11/16 WACHAL, KAREN 1,021.29 03/11/16 GAYNOR, VIRGINIA 3,513.22 03/11/16 HUTCHINSON, ANN 2,873.90 03/11/16 SOUTTER, CHRISTINE 275.64 03/11/16 DEAVER, CHARLES 545.49 03/11/16 GERNES, CAROLE 1,520.78 03/11/16 ORE, JORDAN 2,015.29 03/11/16 BIESANZ, OAKLEY 1,922.97 03/11/16 NAUGHTON, JOHN 2,324.90 03/11/16 NORDQUIST, RICHARD 2,312.00 03/11/16 HAYS, TAMARA 558.49 03/11/16 HINNENKAMP, GARY 2,536.80 03/11/16 SONNEK, MELISSA 1,200.00 03/11/16 HAMRE, MILES 1,962.40 03/11/16 JANASZAK, MEGHAN 543.39 03/11/16 KONEWKO, DUWAYNE 4,970.12 03/11/16 THOMPSON, MICHAEL 5,201.32 03/11/16 ZIEMAN, SCOTT 120.00 03/11/16 LINDBLOM, RANDAL 2,946.33 03/11/16 LOVE, STEVEN 4,167.22 03/11/16 ENGSTROM, ANDREW 2,966.89 03/11/16 JAROSCH, JONATHAN 3,469.87 03/11/16 BURLINGAME, NATHAN 2,612.01 03/11/16 DUCHARME, JOHN 2,946.32 03/11/16 RUNNING, ROBERT 2,884.77 03/11/16 TEVLIN, TODD 2,367.12 03/11/16 OSWALD, ERICK 2,359.71 03/11/16 RUIZ, RICARDO 2,051.71 03/11/16 MEISSNER, BRENT 2,367.12 03/11/16 NAGEL, BRYAN 3,851.10 03/11/16 JONES, DONALD 2,390.54 G1, Attachments Packet Page 42 of 149 16.47 03/11/16 RESENDIZ, LORI 2,837.55 03/11/16 OHS, CYNTHIA 139.88 03/11/16 RANEY, COURTNEY 1,050.26 03/11/16 MUSKAT, JULIE 199.64 03/11/16 NITZ, CARA 389.79 03/11/16 LAMSON, ELIANA 27.38 03/11/16 MCKILLOP, AMANDA 155.26 03/11/16 JOHNSON, BARBARA 351.05 03/11/16 KRASS, JEFFERY 167.00 03/11/16 HAASCH, ANGELA 78.50 03/11/16 HOLMBERG, LADONNA 153.76 03/11/16 GRUENHAGEN, LINDA 559.25 03/11/16 GUSTAFSON, BRENDA 41.00 03/11/16 GARTNER, DARYL 61.75 03/11/16 GREGG, PETER 184.50 03/11/16 DEMPSEY, BETH 400.14 03/11/16 ERICKSON-CLARK, CAROL 30.75 03/11/16 BEAR, AMANDA 285.00 03/11/16 BUTLER, ANGELA 13.69 03/11/16 YANG, YOUA 168.00 03/11/16 BASSETT, ANDREA 173.00 03/11/16 ST SAUVER, CRAIG 572.00 03/11/16 WISTL, MOLLY 292.50 03/11/16 RUZICHKA, JANICE 249.79 03/11/16 SKRYPEK, JOSHUA 517.00 03/11/16 O'CONNER, TERRINA 804.75 03/11/16 ORTIZ, ROSALIA 320.25 03/11/16 KRECH, TRAVIS 265.50 03/11/16 KUHN, MATTHEW 283.50 03/11/16 HERMANN, MICHELLE 357.00 03/11/16 HOFMEISTER, MARY 1,321.02 03/11/16 GIBSON, CHRISTINE 2,085.77 03/11/16 HENDRICKS, JENNIFER 527.87 03/11/16 DIONNE, ANN 418.00 03/11/16 EVANS, CHRISTINE 2,174.03 03/11/16 WILBER, JEFFREY 1,905.80 03/11/16 CRANDALL, KRISTA 203.19 03/11/16 JENSEN, JOSEPH 1,835.29 03/11/16 SCHULTZ, SCOTT 3,894.83 03/11/16 ADAMS, DAVID 2,488.70 03/11/16 HAAG, MARK 2,608.43 03/11/16 WILLIAMS, JAMES 180.00 03/11/16 XIONG, BLONG 72.50 03/11/16 THIELMAN, RICHARD 162.50 03/11/16 VANG, RICKY 45.00 03/11/16 STILP, MADISON 56.00 03/11/16 TAYLOR, JAMES 3,605.73 03/11/16 ROBBINS, CAMDEN 561.00 03/11/16 RYCHLICKI, NICHOLE 60.00 03/11/16 RASMUSSEN, BRADLEY 118.00 03/11/16 ROBBINS, AUDRA 3,605.73 03/11/16 PHENGPHAENG, RICKY 96.75 03/11/16 PIEPER, THEODORE 116.25 03/11/16 PHENGPHAENG, MAICHOUA 245.25 G1, Attachments Packet Page 43 of 149 03/11/16 FOWLDS, MYCHAL 4,336.85 03/11/16 WOEHRLE, MATTHEW 2,560.03 03/11/16 XIONG, BOON 1,879.29 03/11/16 BERGO, CHAD 2,936.67 03/11/16 OJCZYK, CYNTHIA 258.00 03/11/16 PRIEM, STEVEN 2,612.79 03/11/16 STEFFEN, MICHAEL 27.00 03/11/16 TRAUTMAN, JACOB 186.75 03/11/16 PRINS, KELLY 2,023.70 03/11/16 REILLY, MICHAEL 2,157.59 03/11/16 KRECH, ELAINE 733.96 03/11/16 MALONEY, SHAUNA 234.00 03/11/16 DOUGLASS, TOM 2,547.44 03/11/16 HEINTZ, JOSHUA 247.50 03/11/16 AUSTIN, CATHERINE 254.25 03/11/16 CRAWFORD, SHAWN 618.75 03/11/16 ELLISON, LELIA 205.00 03/11/16 GRACE, EMILY 210.00 03/11/16 BUTLER-MILLER, JADE 78.39 03/11/16 CHRISTAL, JENNIFER 88.00 03/11/16 AUBUCHON, IMAGINARA 514.56 03/11/16 BOSLEY, CAROL 96.25 03/11/16 YANG, JUDY 121.00 03/11/16 ZIMMERMAN, JANE 225.77 03/11/16 WAGNER, JODY 331.00 03/11/16 WAKEM, CAITLYN 51.00 03/11/16 TRUONG, CHAU 70.00 03/11/16 TUPY, MARCUS 96.00 03/11/16 SMITLEY, SHARON 260.42 03/11/16 TREPANIER, TODD 215.45 03/11/16 SCHERER, KATHLENE 88.38 03/11/16 SCHREIER, ROSEMARIE 151.01 03/11/16 ROLLERSON, TERRANCE 78.76 03/11/16 ROMERO, JENNIFER 23.50 03/11/16 RICHTER, DANIEL 114.90 G1, Attachments Packet Page 44 of 149 MEMORANDUM TO: Melinda Coleman, City Manager FROM: DuWayne Konewko, Parks and Recreation Director Ginny Gaynor, Natural Resources Coordinator DATE: March 28, 2016 SUBJECT: Approval of Resolution Proclaiming Arbor Day Introduction Arbor Day is observed throughout the United States and the world as a day to celebrate trees. Maplewood has scheduled an Arbor Day celebration Saturday, May 7, 2016. Staff requests that the City Council proclaims May 7, 2016 as Arbor Day in Maplewood. Discussion National Arbor Day is the last Friday of April, but each state and community varies the date to coincide with planting times. In Minnesota, the month of May is Arbor Month. Minnesota communities observing Arbor Day typically schedule celebrations in late April or in May. Maplewood has scheduled an Arbor Day celebration for Saturday, May 7th, 1:00-4:00 p.m. This year’s celebration – Trees for the Bees – is targeted to Girl Scout troops and will help scouts fulfill requirements for the Cadette Tree Badge. With an emphasis on interaction between trees and pollinators, Maplewood naturalists will lead the scouts in nature and art activities as well as learning about food products that come from trees. Trees provide numerous benefits to individuals and to the community. They reduce erosion, provide shade, cut heating and cooling costs, moderate temperature, clean the air, produce oxygen, provide habitat for wildlife, and provide wood and paper products. Trees increase property values and enhance the beauty of our community. An Arbor Day proclamation supports the city’s sustainability initiatives and encourages residents to value, plant, and care for trees. A proclamation is also one of the requirements for being designated a Tree City USA. Maplewood has been designated a Tree City each year since 2011, and will continue to reapply annually. Recommendation Staff requests that the City Council approves the resolution proclaiming May 7, 2016 as Arbor Day in Maplewood. Attachments: 1. Arbor Day Proclamation 2. Trees for the Bees flier G2 Packet Page 45 of 149 RESOLUTION PROCLAIMING ARBOR DAY 2016 Whereas, in 1872, J. Sterling Morton proposed to the Nebraska Board of Agriculture that a special day be set aside for the planting of trees, and Whereas, this holiday, called Arbor Day, now observed throughout the nation and the world, and Whereas, trees can reduce the erosion of topsoil by wind and water, cut heating and cooling costs, moderate temperatures, clean the air, produce oxygen and provide habitat for wildlife, and Whereas, trees are a renewable resource giving us paper, wood for homes, fuel for fires, and countless other wood products, and Whereas, trees in our city increase property values, enhance the economic vitality of business areas, and beautify our community, and Whereas, trees help improve human health by reducing air pollution and reducing exposure to the sun’s UV rays, and trees help improve mental health by reducing stress and increasing concentration, and Whereas, trees are a source of joy and beauty, NOW, THEREFORE, BE IT RESOLVED THAT, May 7, 2016, is hereby designated Arbor Day in the City of Maplewood. Further, all citizens are encouraged to celebrate Arbor Day and support efforts to protect our trees and woodlands. Adopted this 28th day of March, 2016. SIGNED: WITNESSED: ______________________________ _____________________________ Nora Slawik, Mayor Karen Haag, City Clerk ______________________________ ______________________________ Date Date G2, Attachment 1 Packet Page 46 of 149 Schedule your troop to help fulfill requirements for the Cadette Tree Badge. Discover how to protect trees and the pollinators that depend on them! Explore trees at the nature center, make fun tree art, and learn about food products that come from trees, including maple syrup and wild fruits.  Note: Tree badges will be available at the end of the day!  Please dress for the weather; plan on both inside and outside activities. $10/child Register beginning January 8 at Events (girlscoutsrv.org/events/) You may also call 800-845-0747. At Maplewood Nature Center 2659 East Seventh Street Maplewood, MN 55119 651-249-2170 GIRL SCOUT ARBOR DAY CELEBRATION (GIRL SCOUTS, AGES 11-13, ACCOMPANIED BY ADULTS) Saturday, May 7 1:00 PM-4:00 PM G2, Attachment 2 Packet Page 47 of 149 MEMORANDUM TO: Melinda Coleman, Interim City Manager FROM: Michael Thompson, Director of Public Works DATE: March 15, 2016 SUBJECT: Approval Authorizing Parking Lot Paving at East Metro Public Safety Training Center, City Project 09-09 Introduction The City Council will consider approval authorizing the bituminous parking lot paving to proceed at the recently completed East Metro Public Safety Training Center, City Project 09-09. Background / Discussion The site including the area around the newly completed classroom building is ready for final bituminous paving. The city solicited quotes from contractors and four quotes for the work were received as follows: Company Proposal Total Southwest Paving Inc. $111,300.00 Bituminous Roadways $ 86,000.00 Minnesota Roadways $ 83,983.00 T.A Schifsky & Sons, Inc. $ 79,000.00 T.A Schifsky & Sons, Inc. is the low quote. The city has worked with this construction firm on many occasions in the past and staff recommends approval. It should be noted that upon further review by the fire chief and other joint powers agreement members, the paving area was reduced from 31,800 to 24,400 square feet. Thus the pricing of the work would be reduced from $79,000.00 to $65,000.00. Budget Impact No budget adjustments are proposed for this work in the amount of $65,000.00. Recommendation Based on the lowest responsible quote for services, the reputation of the company, and the company’s ability to provide responsive service, staff recommends the City Council authorize the Public Works Director to authorize T.A. Schifsky and Sons, Inc to proceed with the parking lot paving work at the East Metro Public Safety Training Center, City Project 09-09 in an amount of $65,000.00. Attachments 1. Low Bidder (T.A. Schifsky Original and Revised Quotes) 2. Request for Quotes (RFQ) Letters G3 Packet Page 48 of 149 Bid To:City of Maplewood Attention: Job: East Metro Public Safety Training Center Address: Location:Maplewood MN Phone: Addendums:NA Fax: Date:10.05.15 Email: Unit Quantity Unit Price Amount $18,500.00 $44,000.00 Furnish & Install 2.0" of Bituminous (SPNWB330B) Furnish & Install 1.5" of Bituminous (SPWEB340B) Furnish & Install 1.5" of Bituminous (SPWEB340B) Sub Total for Area A & B = Furnish & Install 1.5" of Bituminous (SPWEB340B) Striping Sub Total for Area A = Pavement Area A & B - 16,000 SF Tolerance Existing Base Aggregate We propose the following for the above referenced project: Parking Lot Improvements Pavement Area A - 5,500 SF Tolerance Existing Base Aggregate Furnish & Install 2.0" of Bituminous (SPNWB330B) Furnish & Install 1.5" of Bituminous (SPWEB340B) PROPOSAL Michael Thompson T. A. Schifsky & Sons, Inc. 2370 Highway 36 East North St. Paul, MN 55109 Phone (651) 777-1313 Fax (651) 777-7843 www.taschifsky.com $44,000.00 $79,000.00 Thank you for the opportunity to quote. If you have any questions please do not hesitate to call. T.A. Schifsky & Sons, Inc. (Affirmative Action, Equal Opportunity Employer) By:Date 10.05.15 Jonathan Hager - Project Manager/Estimator Accepted By:Date (Bid must be signed and returned) Notes:Bid is based on SF listed above and provided plan. Not included in bid are permits, unforeseen site conditions, surveying, subgrade correction or excavation, removals, sawcutting, geotextile fabric, Class V , traffic control, and testing. Work for either 2015 - 2016. Contractor's Guarantee We guarantee all material used in this contract to be as specified above and the entire job to be done in a neat, workmanlike manner. Bid is based on quantities stated. Any variations from the plan or alterations requiring extra labor or material will be performed only upon written order and billed in addition to the sum covered by this contract. Prices are for 2015 or 2016. Tolerance Existing Base Aggregate Furnish & Install 2.0" of Bituminous (SPNWB330B) Furnish & Install 1.5" of Bituminous (SPWEB340B) Furnish & Install 1.5" of Bituminous (SPWEB340B) Sub Total for Area A & B & C = Sub Total for Area A & B = Pavement Area A & B & C - 31,800 SF G3, Attachment 1 Packet Page 49 of 149 Bid To:City of Maplewood Attention: Job: East Metro Public Safety Training Center Address: Location:Maplewood MN Phone: Addendums:NA Fax: Date:3.15.16 Email: Amount T. A. Schifsky & Sons, Inc. 2370 Highway 36 East North St. Paul, MN 55109 Phone (651) 777-1313 Fax (651) 777-7843 www.taschifsky.com PROPOSAL Michael Thompson We propose the following for the above referenced project: Parking Lot Improvements REVISED Pavement Area Per Attachment - 24,400 SF Tolerance Existing Base Aggregate Furnish & Install 2.0" of Bituminous (SPNWB330B) Furnish & Install 1.5" of Bituminous (SPWEB340B) Striping Furnish & Install 1.5" of Bituminous (SPWEB340B) $65,000.00 Thank you for the opportunity to quote. If you have any questions please do not hesitate to call. T.A. Schifsky & Sons, Inc. (Affirmative Action, Equal Opportunity Employer) By:Date 3.15.16 Jonathan Hager - Project Manager/Estimator Accepted By:Date (Bid must be signed and returned) Contractor's Guarantee We guarantee all material used in this contract to be as specified above and the entire job to be done in a neat, workmanlike manner. Bid is based on quantities stated. Any variations from the plan or alterations requiring extra labor or material will be performed only upon written order and billed in addition to the sum covered by this contract. Prices are for 2016. Sub Total for Revised Area = Notes:Bid is based on SF listed above and provided plan. Not included in bid are permits, unforeseen site conditions, surveying, subgrade correction or excavation, removals, sawcutting, geotextile fabric, Class V under Concrete Sidewalk, traffic control, and testing. Work for 2016. G3, Attachment 1 Packet Page 50 of 149 G3, Attachment 1 Packet Page 51 of 149 G3, Attachment 2 Packet Page 52 of 149 G3, Attachment 2 Packet Page 53 of 149 G3, Attachment 2 Packet Page 54 of 149 G3, Attachment 2 Packet Page 55 of 149 G3, Attachment 2 Packet Page 56 of 149 G3, Attachment 2 Packet Page 57 of 149 112333G3, Attachment 2Packet Page 58 of 149 Agenda Item J5 Attachment 4 EXHIBIT B - LOCATION MAP G3, Attachment 2 Packet Page 59 of 149 MEMORANDUM TO: Melinda Coleman, City Manager FROM: Michael Thompson, City Engineer / Public Works Director DATE: March 5, 2016 SUBJECT: Approval of Resolution Approving Final Payment and Acceptance of Project, East Metro Public Safety Training Center Phase I Bid Package 5 Improvements, City Project 09-09 Introduction The City Council will consider approving the attached resolution approving final payment and acceptance of project for the East Metro Public Safety Training Center, Phase 1 Bid Package 5 Improvements, City Project 09-09. Background On July 8, 2013, the City Council awarded Weber, Inc. a contract for construction of the burn building and the tower portion of the training tower building at the East Metro site in the amount of $1,518,000.00. There have been four change orders to the contract to date: Change Order 1, in the amount of $7,580.50 was approved on January 27, 2014; Change Order 2, in the amount of $6,280.61, was approved on April 14, 2014; Change Order 3, in the amount $23,601.45, was approved on June 23, 2014; and Change Order 4, in the amount of $3,748.32, was approved on January 12, 2015. Discussion The contractor, Weber, Inc., has completed the project improvements. Final project negotiations with the contractor led to an agreement that the City will realize a credit of $8,500.00 for certain delay related costs. The contractor has submitted all final project closeout documents required for final acceptance of the project. Budget Impact The final construction contract amount is $1,559,210.88. Final payment however will be adjusted downward by $8,500.00, to $1,550,710.88 based on the final negotiations. No adjustment to the approved budget is needed at this time. Recommendation Staff recommends that the City Council approve the attached Resolution Approving Final Payment and Acceptance of Project for the East Metro Public Safety Training Center, Phase 1 Bid Package 5 Improvements, City Project 09-09. G4 Packet Page 60 of 149 Attachments 1. Resolution Approving Final Payment and Acceptance of Project 2. Final Payment Application G4 Packet Page 61 of 149 RESOLUTION APPROVING FINAL PAYMENT AND ACCEPTANCE OF PROJECT PROJECT 09-09 WHEREAS, the City Council of Maplewood, Minnesota has heretofore ordered made Improvements Project 09-09, East Metro Public Safety Training Center, Phase 1 Bid Package 5 Improvements, and has let a construction contract pursuant to Minnesota Statutes, Chapter 429, and WHEREAS, the Public Works Director for the City of Maplewood has determined that the East Metro Public Safety Training Center, Phase 1 Bid Package 5 Improvements, City Project 09-09 is complete and recommends acceptance of the project. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF MAPLEWOOD, MINNESOTA, that: 1. City Project 09-09, East Metro Public Safety Training Center, Phase 1 Bid Package 5 Improvements is complete and maintenance of these improvements is accepted by the city; the final construction cost is $1,559,210.88 and a negotiated deduct in the amount of $8,500.00 shall apply to said amount. Final payment to Weber, Inc., and the release of any retainage or escrow is hereby authorized. Adopted by the Maplewood City Council on this 28th day of March 2016. G4, Attachment 1 Packet Page 62 of 149 G4, Attachment 2 Packet Page 63 of 149 G4, Attachment 2 Packet Page 64 of 149 G5 MEMORANDUM TO: Melinda Coleman, City Manager FROM: Karen Haag, Citizen Services Director DATE: March 22, 2016 SUBJECT: Approval of a Temporary Lawful Gambling – Local Permit for Hill-Murray School, 2625 Larpenteur Ave E Introduction An application for a temporary Lawful Gambling – Local permit was submitted by Maureen McDonough on behalf of Hill-Murray School, to be used at the school’s annual Pioneer Premier Auction fundraiser, held on the school’s property on Saturday, April 30, 2016. 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. Recommendation Staff recommends that Council approve the Lawful Gambling – Local Permit for Hill-Murray School’s Pioneer Premier Auction fundraiser on April 30, 2016 at 2625 Larpenteur Ave E, Maplewood. In addition, staff recommends that Council acknowledge the Application for Exempt Permit and waive any objection to the timeliness of said permit, as governed by MN Statute §349.166. Packet Page 65 of 149 THIS PAGE IS INTENTIONALLY LEFT BLANK MEMORANDUM TO: Melinda Coleman, City Manager FROM: Michael Thompson, Public Works Director Steven Love, City Engineer / Deputy Public Works Director Jon Jarosch, Civil Engineer II DATE: March 1, 2016 SUBJECT: Consider Approval of Resolution Adopting Revised Assessment Roll, Lakewood- Sterling Street Improvements, Project 15-11 Introduction On March 14, 2016 the assessment hearing was held and objections were received for the Lakewood-Sterling Street Improvements, Project 15-11. Recommendations for action on each of the objections are provided for Council approval in considering adopting the final assessment roll. All property owners have been mailed a notice of staff’s recommendation along with the date that the City Council will consider approving the recommendations and adopting the revised assessment roll. Background The proposed assessments for the Lakewood-Sterling Street Road Street Improvements were submitted to the City Council for adoption at the March 14, 2016 meeting. Residents were provided with the required advanced notice of the assessment hearing. Residents were required to file a written notice if they objected to the assessment amount. Six (6) property owners provided written objects and are listed below: 1. Parcel N.A. – Tom Brudvig, President, Crestview Forest Townhomes Rec. Board, 610 Crestview Forest Drive is located at the southeast corner of Sterling Street and Crestview Forest Drive. It is currently proposed that the property be assessed for 532.53 feet of assessable footage. Tom Brudvig, on behalf of the Crestview Forest Townhomes Rec. Board, is objecting to the assessment and is requesting a revision to the method of assessment and an undeveloped property deferral. 2. Parcel 13-28-22-32-0024 – Susan Brennan, 1052 Lakewood Drive S. It is currently proposed that the property be assessed for 1 unit at a rate of $3,450 per unit. Susan Brennan is requesting a revision to the assessment amount and a financial hardship deferral. 3. Parcel 12-28-22-42-0019 – Philip N. Lambert, 553 Sterling Street S. It is currently proposed that the property be assessed for 1 unit at a rate of $2,255.69 per unit. Philip N. Lambert is requesting a revision to the assessment amount, a senior citizen deferral, I1 Packet Page 66 of 149 and a financial hardship deferral. 4. Parcel 13-28-22-43-0022 – Kenneth Perry, President, St. Paul Educational Foundation, 1210 Sterling Street South. It is currently proposed that the property be assessed for 325 feet of front footage. Kenneth Perry, on behalf of St. Paul Educational Foundation, is objecting to the assessment on the basis that the assessment will create a financial hardship and is requesting a revision to the assessment amount. 5. Parcel 24-28-22-12-0006 – Patricia J. Paczkowski, 1240 Sterling Street S. It is currently proposed that the property be assessed for 4 units at a rate of $3,450 per unit. Patricia J. Paczhowski is requesting an undeveloped property deferral. 6. Parcel 24-28-22-12-0012 – Beverly J Stielow, 1285 Sterling Street S. It is currently proposed that the property be assessed for 2 units at a rate of $3,450 per unit. Beverly J Stielow is requesting an undeveloped property deferral. Discussion City Staff reviewed the requests and recommends granting the financial hardship, senior citizen, and undeveloped property deferrals upon approval of proper documentation. The recommendations are consistent with the City’s Assessment Policy. If council chooses to adopt the staff recommendation and a property owner disagrees with the action, there is an opportunity to work with the City Attorney in addition to appealing to the City and District Court. The following are recommended adjustments by staff to the assessment roll: 1. Parcel N.A. – Tom Brudvig, President, Crestview Forest Townhomes Rec. Board, 610 Crestview Forest Drive is located at the southeast corner of Sterling Street and Crestview Forest Drive. It is currently proposed that the property be assessed for 532.53 feet of assessable footage. Tom Brudvig, on behalf of the Crestview Forest Townhomes Rec. Board, is objecting to the assessment and is requesting a revision to the method of assessment and an undeveloped property deferral. Staff recommendation is to deny the request for revision of assessment as this property is being assessed per the City’s assessment policy and the assessment does not exceed the benefit to the property as determined through the special benefit appraisal. Staff further recommends granting an undeveloped property deferral (8 years) for 275 feet of the 532.53 feet of assessable footage being assessed upon approval of necessary paperwork. If the undeveloped property adjacent to the 275 feet of deferred footage lying south of the recreation facility remains undeveloped during the entire 8 year deferral time period the deferred assessment will be cancelled. If at any point during the 8 year deferral period the property is developed the assessment would come due with interest. 2. Parcel 13-28-22-32-0024 – Susan Brennan, 1052 Lakewood Drive S. It is currently proposed that the property be assessed for 1 unit at a rate of $3,450 per unit. Susan Brennan is requesting a revision to the assessment amount and a financial hardship deferral. I1 Packet Page 67 of 149 Staff recommendation is to deny the request for revision of assessment as this property is being assessed per the City’s assessment policy and the assessment does not exceed the benefit to the property as determined through the special benefit appraisal. Staff further recommends granting a financial hardship deferral (8 years) upon approval of necessary paperwork. After the 8 year deferral time period the assessment would become due in total with interest. 3. Parcel 12-28-22-42-0019 – Philip N. Lambert, 553 Sterling Street S. It is currently proposed that the property be assessed for 1 unit at a rate of $2,255.69 per unit. Philip N. Lambert is requesting a revision to the assessment amount, a senior citizen deferral, and a financial hardship deferral. Staff recommendation is to deny the request for revision of assessment as this property is being assessed per the City’s assessment policy and the assessment does not exceed the benefit to the property as determined through the special benefit appraisal. Staff further recommends granting a senior citizen or financial hardship deferral (8 years) upon approval of necessary paperwork. After the 8 year deferral time period the assessment would become due in total with interest. 4. Parcel 13-28-22-43-0022 – Kenneth Perry, President, St. Paul Educational Foundation, 1210 Sterling Street South, It is currently proposed that the property be assessed for 325 feet of front footage. Kenneth Perry, on behalf of St. Paul Educational Foundation, is objecting to the assessment on the basis that the assessment will create a financial hardship and is requesting a revision to the assessment amount. The City’s Special Assessment Policy allows for the use of an adjustment factor to the assessable footage for properties that have little to no direct frontage adjacent to the improvement, but access is available directly to and from the improvement. Staff recommendation is to grant a revision of assessment based on applying an adjustment factor that takes into account the sites unique conditions. The revised equivalent front footage is 29.64 feet. 5. Parcel 24-28-22-12-0006 – Patricia J. Paczkowski, 1240 Sterling Street S. It is currently proposed that the property be assessed for 4 units at a rate of $3,450 per unit. Patricia J. Paczhowski is requesting an undeveloped property deferral. Staff recommendation is to grant an undeveloped property deferral (8 years) for 3 of the 4 assessed units upon approval of necessary paperwork. If the property remains undeveloped during the entire 8 year deferral time period the assessment will be cancelled. If at any point during the 8 year deferral period the property is developed the assessment would come due with interest. 6. Parcel 24-28-22-12-0012 – Beverly J Stielow, 1285 Sterling Street S. It is currently proposed that the property be assessed for 2 units at a rate of $3,450 per unit. Beverly J Stielow is requesting an undeveloped property deferral. Staff recommendation is to grant an undeveloped property deferral (8 years) for 1 of the 2 assessed units upon approval of necessary paperwork. If the property remains undeveloped during the entire 8 year deferral time period the assessment will be cancelled. If at any point during the 8 year deferral period the property is developed the assessment would come due with interest. I1 Packet Page 68 of 149 Budget Impact The project budget will not be affected by approving the recommendations above. Recommendation It is recommended that the City Council consider approving the attached resolutions for Adopting Revised Assessment Roll for the Lakewood-Sterling Street Improvements, City Project 15-11. Attachments 1. Resolution Adopting Revised Assessment Roll 2. Project Location Map 3. Final Assessment Roll 4. Assessment Objections I1 Packet Page 69 of 149 RESOLUTION ADOPTING REVISED ASSESSMENT ROLL WHEREAS, pursuant to a resolution passed by the City Council on March 14, 2016, the assessment roll for the Beebe Road Street Improvements, City Project 15-11 was presented in a Public Hearing format, pursuant to Minnesota Statutes, Chapter 429, and WHEREAS, six (6) the following property owners have filed objections to their assessments according to the requirements of Minnesota Statutes, Chapter 429, summarized as follows: 1. Parcel N.A. – Tom Brudvig, President, Crestview Forest Townhomes Rec. Board, 610 Crestview Forest Drive is located at the southeast corner of Sterling Street and Crestview Forest Drive. It is currently proposed that the property be assessed for 532.53 feet of assessable footage. Tom Brudvig, on behalf of the Crestview Forest Townhomes Rec. Board, is objecting to the assessment and is requesting a revision to the method of assessment and an undeveloped property deferral. 2. Parcel 13-28-22-32-0024 – Susan Brennan, 1052 Lakewood Drive S. It is currently proposed that the property be assessed for 1 unit at a rate of $3,450 per unit. Susan Brennan is requesting a revision to the assessment amount and a financial hardship deferral. 3. Parcel 12-28-22-42-0019 – Philip N. Lambert, 553 Sterling Street S. It is currently proposed that the property be assessed for 1 unit at a rate of $2,255.69 per unit. Philip N. Lambert is requesting a revision to the assessment amount, a senior citizen deferral, and a financial hardship deferral. 4. Parcel 13-28-22-43-0022 – Kenneth Perry, President, St. Paul Educational Foundation, 1210 Sterling Street South, It is currently proposed that the property be assessed for 325 feet of front footage. Kenneth Perry, on behalf of St. Paul Educational Foundation, is objecting to the assessment on the basis that the assessment will create a financial hardship and is requesting a revision to the assessment amount. 5. Parcel 24-28-22-12-0006 – Patricia J. Paczkowski, 1240 Sterling Street S. It is currently proposed that the property be assessed for 4 units at a rate of $3,450 per unit. Patricia J. Paczhowski is requesting an undeveloped property deferral. 6. Parcel 24-28-22-12-0012 – Beverly J Stielow, 1285 Sterling Street S. It is currently proposed that the property be assessed for 2 units at a rate of $3,450 per unit. Beverly J Stielow is requesting an undeveloped property deferral. I1, Attachment 1 Packet Page 70 of 149 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF MAPLEWOOD, MINNESOTA: A. That the City Engineer and City Clerk are hereby instructed to make the following adjustments to the assessment roll for the Beebe Road Street Improvements, City Project 13-10: 1. Parcel N.A. – Tom Brudvig, President, Crestview Forest Townhomes Rec. Board, 610 Crestview Forest Drive is located at the southeast corner of Sterling Street and Crestview Forest Drive. It is currently proposed that the property be assessed for 532.53 feet of assessable footage. Tom Brudvig, on behalf of the Crestview Forest Townhomes Rec. Board, is objecting to the assessment and is requesting a revision to the method of assessment and an undeveloped property deferral. Staff recommendation is to deny the request for revision of assessment as this property is being assessed per the City’s assessment policy and the assessment does not exceed the benefit to the property as determined through the special benefit appraisal. Staff further recommends granting an undeveloped property deferral (8 years) for 275 feet of the 532.53 feet of assessable footage being assessed upon approval of necessary paperwork. If the undeveloped property adjacent to the 275 feet of deferred footage lying south of the recreation facility remains undeveloped during the entire 8 year deferral time period the deferred assessment will be cancelled. If at any point during the 8 year deferral period the property is developed the assessment would come due with interest. 2. Parcel 13-28-22-32-0024 – Susan Brennan, 1052 Lakewood Drive S. It is currently proposed that the property be assessed for 1 unit at a rate of $3,450 per unit. Susan Brennan is requesting a revision to the assessment amount and a financial hardship deferral. Staff recommendation is to deny the request for revision of assessment as this property is being assessed per the City’s assessment policy and the assessment does not exceed the benefit to the property as determined through the special benefit appraisal. Staff further recommends granting a financial hardship deferral (8 years) upon approval of necessary paperwork. After the 8 year deferral time period the assessment would become due in total with interest. 3. Parcel 12-28-22-42-0019 – Philip N. Lambert, 553 Sterling Street S. It is currently proposed that the property be assessed for 1 unit at a rate of $2,255.69 per unit. Philip N. Lambert is requesting a revision to the assessment amount, a senior citizen deferral, and a financial hardship deferral. Staff recommendation is to deny the request for revision of assessment as this property is being assessed per the City’s assessment policy and the assessment does not exceed the benefit to the property as determined through the special benefit appraisal. Staff further recommends granting a senior citizen or financial hardship deferral (8 years) upon approval of necessary paperwork. After the 8 year deferral time period the assessment would become due in total with interest. 4. Parcel 13-28-22-43-0022 – Kenneth Perry, President, St. Paul Educational Foundation, I1, Attachment 1 Packet Page 71 of 149 1210 Sterling Street South, It is currently proposed that the property be assessed for 325 feet of front footage. Kenneth Perry, on behalf of St. Paul Educational Foundation, is objecting to the assessment on the basis that the assessment will create a financial hardship and is requesting a revision to the assessment amount. The City’s Special Assessment Policy allows for the use of an adjustment factor to the assessable footage for properties that have little to no direct frontage adjacent to the improvement, but access is available directly to and from the improvement. Staff recommendation is to grant a revision of assessment based on applying an adjustment factor that takes into account the sites unique conditions. The revised equivalent front footage is 29.64 feet. 5. Parcel 24-28-22-12-0006 – Patricia J. Paczkowski, 1240 Sterling Street S. It is currently proposed that the property be assessed for 4 units at a rate of $3,450 per unit. Patricia J. Paczhowski is requesting an undeveloped property deferral. Staff recommendation is to grant an undeveloped property deferral (8 years) for 3 of the 4 assessed units upon approval of necessary paperwork. If the property remains undeveloped during the entire 8 year deferral time period the assessment will be cancelled. If at any point during the 8 year deferral period the property is developed the assessment would come due with interest. 6. Parcel 24-28-22-12-0012 – Beverly J Stielow, 1285 Sterling Street S. It is currently proposed that the property be assessed for 2 units at a rate of $3,450 per unit. Beverly J Stielow is requesting an undeveloped property deferral. Staff recommendation is to grant an undeveloped property deferral (8 years) for 1 of the 2 assessed units upon approval of necessary paperwork. If the property remains undeveloped during the entire 8 year deferral time period the assessment will be cancelled. If at any point during the 8 year deferral period the property is developed the assessment would come due with interest. B. The assessment roll for the Lakewood-Sterling Street Improvements, City Project 15-11, as amended, is hereby accepted, a copy of which is attached hereto and made a part hereof. Said assessment roll shall constitute the special assessment against the lands named therein, and each track of land therein included is hereby found to be benefited by the proposed improvements in the amount of the assessment levied against it. C. Such assessments shall be payable in equal annual installments extending over a period of 8 years for residential, commercial, townhomes, and multi-family properties, the first installments to be payable on or before the first Monday in January 2017 and shall bear interest at the rate of 3.75 percent per annum form 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, 2016. To each subsequent installment when due shall be added interest for one year on all unpaid installments. D. 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, 2016, 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, I1, Attachment 1 Packet Page 72 of 149 2016, 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 16 or interest will be charged through December 31 of the next succeeding year. E. The City Engineer and City Clerk shall forthwith after November 15, 2016, but no later than November 16, 2016, transmit a certified duplicate of this assessment to the County Auditor to be extended on the property tax list of the county. Such assessments shall be collected and paid over the same manner as other municipal taxes. Approved this 28th day of March 2016. I1, Attachment 1 Packet Page 73 of 149 I1, Attachment 2 Packet Page 74 of 149 Lakewood‐Sterling Area Street Improvements, City Project 15‐11 Area 1 ‐ Assessment Roll ParcelID TaxPayer BuildingNumber StreetNameAll Units Total Assessment 132822340016 Christopher Micko 1120 Crestview Ct S 1 $3,450.00 132822340017 Thor Haugen 1130 Crestview Ct S 1 $3,450.00 132822340015 Renee A Wolff 1131 Crestview Ct S 1 $3,450.00 132822340018 Richard D Benson 1140 Crestview Ct S 1 $3,450.00 132822340014 James B Mosner 1141 Crestview Ct S 1 $3,450.00 132822340019 Thomas J Rubbelke 1150 Crestview Ct S 1 $3,450.00 132822340013 Christopher D Nalezny 1151 Crestview Ct S 1 $3,450.00 132822340020 Dan W Stelter 1160 Crestview Ct S 1 $3,450.00 132822340012 Ryan C Puchreiter 1161 Crestview Ct S 1 $3,450.00 132822340011 Margaret A Hutsell 1167 Crestview Ct S 1 $3,450.00 132822310075 Dennis C Elvy 962 Lakewood Dr S 1 $3,450.00 132822310076 Yer Vang 972 Lakewood Dr S 1 $3,450.00 132822320078 Daley Properties Minnesota Llc 975 Lakewood Dr S 1 $3,450.00 132822310077 Phuong H Phan 982 Lakewood Dr S 1 $3,450.00 132822320042 Sulaiman Hemani 983 Lakewood Dr S 1 $3,450.00 132822320038 Merridee R Harding 991 Lakewood Dr S 1 $3,450.00 132822310078 Dana M Mcnamara 992 Lakewood Dr S 1 $3,450.00 132822320039 Timothy H Boyd 1001 Lakewood Dr S 1 $3,450.00 132822310079 John M Mcnamara 1002 Lakewood Dr S 1 $3,450.00 132822310093 Sandra S Crouch 1012 Lakewood Dr S 1 $3,450.00 132822310092 David A Sutton 1016 Lakewood Dr S 1 $3,450.00 132822320031 Michael Thao 1021 Lakewood Dr S 1 $3,450.00 132822320021 Christopher W Boline 1022 Lakewood Dr S 1 $3,450.00 132822320032 Robert P Platzer 1031 Lakewood Dr S 1 $3,450.00 132822320022 Paul M Patnaude 1032 Lakewood Dr S 1 $3,450.00 132822320023 Scott R Weik 1042 Lakewood Dr S 1 $3,450.00 132822320033 Dawn T Duerre 1043 Lakewood Dr S 1 $3,450.00 132822320024 Susan Brennan 1052 Lakewood Dr S 1 $3,450.00 132822320034 Robert B Matthew 1053 Lakewood Dr S 1 $3,450.00 132822320025 Kristina M Gravem 1062 Lakewood Dr S 1 $3,450.00 132822320035 Nicholas H Riley 1063 Lakewood Dr S 1 $3,450.00 132822320026 Noah J Lamont 1072 Lakewood Dr S 1 $3,450.00 132822320028 Jeffrey L Harrison 1081 Lakewood Dr S 1 $3,450.00 132822320027 Jeffrey T Boston 1082 Lakewood Dr S 1 $3,450.00 132822330051 Gregory P Sorenson 1092 Lakewood Dr S 1 $3,450.00 132822330052 Frank C Gilbertson 1102 Lakewood Dr S 1 $3,450.00 132822330053 Ernest J Laviolette 1112 Lakewood Dr S 1 $3,450.00 132822330075 George A Andres 1113 Lakewood Dr S 1 $3,450.00 132822330054 Debra Mauer 1122 Lakewood Dr S 1 $3,450.00 132822330076 Kolar Trustee, James C 1123 Lakewood Dr S 1 $3,450.00 132822330055 Levi T Kinsey 1132 Lakewood Dr S 1 $3,450.00 132822330077 Steven C Anderson 1133 Lakewood Dr S 1 $3,450.00 132822330056 Paula M Aherns 1142 Lakewood Dr S 1 $3,450.00 132822330061 Martin W Coughlin 1151 Lakewood Dr S 1 $3,450.00 132822330057 Martha J Arko 1152 Lakewood Dr S 1 $3,450.00 132822330062 Amanda Tottingham 1161 Lakewood Dr S 1 $3,450.00 132822330058 Mariann L Amundson 1162 Lakewood Dr S 1 $3,450.00 132822330063 Jill M Grosz 1169 Lakewood Dr S 1 $3,450.00 132822330059 Leslie Johnson 1172 Lakewood Dr S 1 $3,450.00 132822330064 Matthew L Ledvina 1173 Lakewood Dr S 1 $3,450.00 132822330065 Marlene F Ziemski 1179 Lakewood Dr S 1 $3,450.00 132822330066 Dezhi & Liao 1185 Lakewood Dr S 1 $3,450.00 I1, Attachment 3 Packet Page 75 of 149 Lakewood‐Sterling Area Street Improvements, City Project 15‐11 Area 1 ‐ Assessment Roll 132822320030 Paul C Madson 2360 Mamie Ave E 1 $3,450.00 132822340024 Gary R Smith 1129 Marnie Ct S 1 $3,450.00 132822340025 Bruce T Thompson 1132 Marnie Ct S 1 $3,450.00 132822340026 Guy A Vogt 1138 Marnie Ct S 1 $3,450.00 132822340023 William Thomas Shaffer 1139 Marnie Ct S 1 $3,450.00 132822340027 Monir Am Amro 1142 Marnie Ct S 1 $3,450.00 132822340022 S Prabhakara Rao Trustee 1149 Marnie Ct S 1 $3,450.00 132822340028 Faizullah Khan 1152 Marnie Ct S 1 $3,450.00 132822340021 Scott T Reddy 1159 Marnie Ct S 1 $3,450.00 132822340029 Scott K Richards 1162 Marnie Ct S 1 $3,450.00 132822340033 Charles L Garr 1127 Mary Pl S 1 $3,450.00 132822340034 Barbara J Berthiaume 1128 Mary Pl S 1 $3,450.00 132822340032 Malcolm D Olatunde 1137 Mary Pl S 1 $3,450.00 132822340035 Myles P Conway 1138 Mary Pl S 1 $3,450.00 132822340031 Richard F Theissen 1147 Mary Pl S 1 $3,450.00 132822340036 Samuel M Bjellos 1148 Mary Pl S 1 $3,450.00 132822340030 Peter M Glass 1157 Mary Pl S 1 $3,450.00 132822340037 Paul J Kennedy 1164 Mary Pl S 1 $3,450.00 132822330021 Byron M Meyer Trustee 2260 Moreland Ct E 1 $3,450.00 132822330006 Kevin W Meeder 2261 Moreland Ct E 1 $3,450.00 132822330020 Hung N Nguyen 2268 Moreland Ct E 1 $3,450.00 132822330007 Steven M Weber 2269 Moreland Ct E 1 $3,450.00 132822330019 Gary R Schwartz 2276 Moreland Ct E 1 $3,450.00 132822330008 Terry M Engfer 2277 Moreland Ct E 1 $3,450.00 132822330018 Edward P Fitzgerald 2284 Moreland Ct E 1 $3,450.00 132822330009 Athula I Abeyratne 2285 Moreland Ct E 1 $3,450.00 132822330017 Thomas D Peterson 2292 Moreland Ct E 1 $3,450.00 132822330010 Gail Mullaney 2299 Moreland Ct E 1 $3,450.00 132822330016 Michael R Ohlhauser 2300 Moreland Ct E 1 $3,450.00 132822330015 John T Kisch 2308 Moreland Ct E 1 $3,450.00 132822330011 Mitchell D Maristuen 2309 Moreland Ct E 1 $3,450.00 132822330014 Mark E Schwartz 2316 Moreland Ct E 1 $3,450.00 132822330012 James L Zawacki 2319 Moreland Ct E 1 $3,450.00 132822330013 Bradley Jacob Meade 2324 Moreland Ct E 1 $3,450.00 132822330072 Roxanne K Schallinger 2328 Oak Heights Ct E 1 $3,450.00 132822330071 Bruce B Cunningham 2329 Oak Heights Ct E 1 $3,450.00 132822330073 Sheng Yang 2334 Oak Heights Ct E 1 $3,450.00 132822330070 Matthew G Minder 2339 Oak Heights Ct E 1 $3,450.00 132822330074 Fifth Third Mortgage Company 2342 Oak Heights Ct E 1 $3,450.00 132822330069 Thomas E Valen 2345 Oak Heights Ct E 1 $3,450.00 132822340008 Carol B Jaskulka 2381 Schadt Dr E 1 $3,450.00 132822340038 Satoru Sudoh 2382 Schadt Dr E 1 $3,450.00 132822340009 Donald J Seigler 2389 Schadt Dr E 1 $3,450.00 132822340039 Steven L Bonfig 2390 Schadt Dr E 1 $3,450.00 132822340010 Brian A Saben 2397 Schadt Dr E 1 $3,450.00 132822340040 Louis C Hoffman 2398 Schadt Dr E 1 $3,450.00 132822340041 Arnold R Kaiser 2406 Schadt Dr E 1 $3,450.00 132822340042 Steven E Gravem 2414 Schadt Dr E 1 $3,450.00 132822340043 Terry A Sands 2422 Schadt Dr E 1 $3,450.00 132822340044 Robert Pien 2430 Schadt Dr E 1 $3,450.00 132822340045 Randall G Koza 2438 Schadt Dr E 1 $3,450.00 132822340046 James V Schaefer 2446 Schadt Dr E 1 $3,450.00 132822340047 Biljana Nedich 2454 Schadt Dr E 1 $3,450.00 132822340048 Sophy Lim 2462 Schadt Dr E 1 $3,450.00 132822340049 Nicholas Jalonack 2470 Schadt Dr E 1 $3,450.00 I1, Attachment 3 Packet Page 76 of 149 Lakewood‐Sterling Area Street Improvements, City Project 15‐11 Area 1 ‐ Assessment Roll 132822340050 Anna Song Yang 2478 Schadt Dr E 1 $3,450.00 132822340003 Rhoda P Erhardt 2379 Snowshoe Ct E 1 $3,450.00 132822340007 Justin Hammiller 2380 Snowshoe Ct E 1 $3,450.00 132822340004 Louise C Berg Trustee 2387 Snowshoe Ct E 1 $3,450.00 132822340006 Daniel R Brady 2388 Snowshoe Ct E 1 $3,450.00 132822340005 Diane L Koenig 2396 Snowshoe Ct E 1 $3,450.00 132822330031 Polly M Smith 2262 Snowshoe Ln E 1 $3,450.00 132822330022 Gillespie, Schuyler 2263 Snowshoe Ln E 1 $3,450.00 132822330032 Todd & Harmening 2270 Snowshoe Ln E 1 $3,450.00 132822330023 Travale Haynes 2271 Snowshoe Ln E 1 $3,450.00 132822330033 Mark Strand 2278 Snowshoe Ln E 1 $3,450.00 132822330024 Robert D Crew 2279 Snowshoe Ln E 1 $3,450.00 132822330034 Michael J Plasch 2286 Snowshoe Ln E 1 $3,450.00 132822330025 Timothy A Bowlin 2287 Snowshoe Ln E 1 $3,450.00 132822330035 Chris D Holmgren 2292 Snowshoe Ln E 1 $3,450.00 132822330026 Bradley C Greiman 2293 Snowshoe Ln E 1 $3,450.00 132822330036 Michael J Webster 2298 Snowshoe Ln E 1 $3,450.00 132822330027 John S Hanks 2299 Snowshoe Ln E 1 $3,450.00 132822330037 Jeffrey J Harper 2304 Snowshoe Ln E 1 $3,450.00 132822330028 Christopher Given 2305 Snowshoe Ln E 1 $3,450.00 132822330038 Steven A Stmartin 2310 Snowshoe Ln E 1 $3,450.00 132822330029 Richard J Carlson 2311 Snowshoe Ln E 1 $3,450.00 132822330039 James F Long 2316 Snowshoe Ln E 1 $3,450.00 132822330030 Gerald F Pillar 2317 Snowshoe Ln E 1 $3,450.00 132822330040 Steven Fischer 2322 Snowshoe Ln E 1 $3,450.00 132822330081 Arthur H Thyen 2323 Snowshoe Ln E 1 $3,450.00 132822330041 Daniel Cashman 2328 Snowshoe Ln E 1 $3,450.00 132822330080 Nola Gail Comfort 2329 Snowshoe Ln E 1 $3,450.00 132822330060 Ryan L Crowley 2334 Snowshoe Ln E 1 $3,450.00 132822330079 Kenneth J Bearth 2335 Snowshoe Ln E 1 $3,450.00 132822330078 Ryan R Walton 2341 Snowshoe Ln E 1 $3,450.00 *132822430022 St Paul Education Foundation 1210 Sterling St S 29.64 $2,045.16 132822430015 Patrick J Lyons 1230 Sterling St S 1 $3,450.00 242822120006 Patricia J Paczkowski 1240 Sterling St S 4 $13,800.00 242822210012 Beverly J Stielow 1285 Sterling St S 2 $6,900.00 $502,295.16Total Assessment Amount: I1, Attachment 3 Packet Page 77 of 149 Lakewood‐Sterling Area Street Improvements, City Project 15‐11 Area 2 ‐ Assessment Roll ParcelID TaxPayer BuildingNumber StreetNameAll Units Rehabilitate/Pavement Replacement Assessment Total Assessment 122822340057 Michael G Anderson 2466 Springside Dr E 1 $3,450.00 $3,450.00 122822130001 Anthony J Omelian 362 Sterling St S 1 $3,450.00 $3,450.00 122822130002 Bac Home Loans Servicing Lp 368 Sterling St S 1 $3,450.00 $3,450.00 122822130029 Rosalyn L Johnson 386 Sterling St S 1 $3,450.00 $3,450.00 122822130058 Clauzel Gamble 387 Sterling St S 1 $3,450.00 $3,450.00 122822130028 Sean Vang 398 Sterling St S 1 $3,450.00 $3,450.00 122822130059 Keith A Piotrowski 399 Sterling St S 1 $3,450.00 $3,450.00 122822130060 Gordon O Fritsche 411 Sterling St S 1 $3,450.00 $3,450.00 122822130061 William E Hydukovich 423 Sterling St S 1 $3,450.00 $3,450.00 122822130039 Michael Sans Crainte 424 Sterling St S 1 $3,450.00 $3,450.00 122822130062 Joseph P Incorvaja 431 Sterling St S 1 $3,450.00 $3,450.00 122822130046 Donald R Duff 432 Sterling St S 1 $3,450.00 $3,450.00 122822130047 Gwen Plaster 442 Sterling St S 1 $3,450.00 $3,450.00 122822130063 Roberto P Cocchiarella 443 Sterling St S 1 $3,450.00 $3,450.00 122822130064 Ka Ying Moua 449 Sterling St S 1 $3,450.00 $3,450.00 122822130048 Stanley A Swenson 450 Sterling St S 1 $3,450.00 $3,450.00 122822130050 Jon A Melander 458 Sterling St S 1 $3,450.00 $3,450.00 122822130065 Debra Tallarico 459 Sterling St S 1 $3,450.00 $3,450.00 122822130051 Stephen E Krampe 466 Sterling St S 1 $3,450.00 $3,450.00 122822130066 Lori J Tauer 467 Sterling St S 1 $3,450.00 $3,450.00 122822130067 Jeremy E Ballard 477 Sterling St S 1 $3,450.00 $3,450.00 122822420183 Judith D Dahl 480 Sterling St S 1 $2,255.69 $2,255.69 122822420044 William Colby Newton 481 Sterling St S 1 $2,255.69 $2,255.69 122822420182 Renee J Tait 482 Sterling St S 1 $2,255.69 $2,255.69 122822420043 Kimberly D Osland 483 Sterling St S 1 $2,255.69 $2,255.69 122822420181 Sharon L Briggs 484 Sterling St S 1 $2,255.69 $2,255.69 122822420042 Kenneth L Scheel 485 Sterling St S 1 $2,255.69 $2,255.69 122822420180 Margaret J Burney 486 Sterling St S 1 $2,255.69 $2,255.69 122822420041 Mark J Paulson 487 Sterling St S 1 $2,255.69 $2,255.69 122822420040 Jacquelyn D Bush 489 Sterling St S 1 $2,255.69 $2,255.69 122822420039 Jeannette A Erickson 491 Sterling St S 1 $2,255.69 $2,255.69 122822420038 Julie A Arends 493 Sterling St S 1 $2,255.69 $2,255.69 122822420037 Rodney Rowe 495 Sterling St S 1 $2,255.69 $2,255.69 122822420029 Susan M Greenlee 501 Sterling St S 1 $2,255.69 $2,255.69 122822420030 Jennifer R Miller 503 Sterling St S 1 $2,255.69 $2,255.69 122822420031 Maria B Ortiz Maya 505 Sterling St S 1 $2,255.69 $2,255.69 122822420032 Shelley A Bratholdt 507 Sterling St S 1 $2,255.69 $2,255.69 122822420033 Glen E Oppenheimer 509 Sterling St S 1 $2,255.69 $2,255.69 122822420179 Donald W Treichel 510 Sterling St S 1 $2,255.69 $2,255.69 122822420034 Barbara E Schaber 511 Sterling St S 1 $2,255.69 $2,255.69 122822420035 Alfons Roskowinski 513 Sterling St S 1 $2,255.69 $2,255.69 122822420036 Shirley A Bahneman 515 Sterling St S 1 $2,255.69 $2,255.69 122822420178 Barbara J Hall 516 Sterling St S 1 $2,255.69 $2,255.69 122822420028 Terry A Richards 521 Sterling St S 1 $2,255.69 $2,255.69 122822420027 Jeff J Black 523 Sterling St S 1 $2,255.69 $2,255.69 122822420026 Lucia F Pierson Trustee 525 Sterling St S 1 $2,255.69 $2,255.69 122822420025 Bonita J Prokosch 527 Sterling St S 1 $2,255.69 $2,255.69 122822420024 Rose M Huber 529 Sterling St S 1 $2,255.69 $2,255.69 122822420174 Candice Lee 530 Sterling St S 1 $2,255.69 $2,255.69 122822420023 Miriam Schliesing 531 Sterling St S 1 $2,255.69 $2,255.69 122822420175 Karen Schultz 532 Sterling St S 1 $2,255.69 $2,255.69 122822420022 Richard J Chlebeck 533 Sterling St S 1 $2,255.69 $2,255.69 122822420176 Renae C Plath Trustee 534 Sterling St S 1 $2,255.69 $2,255.69 122822420021 Floyd Arthur Oursler 535 Sterling St S 1 $2,255.69 $2,255.69 122822420177 Betty C Rodengen 536 Sterling St S 1 $2,255.69 $2,255.69 122822420013 Miland H Meek Trustee 541 Sterling St S 1 $2,255.69 $2,255.69 122822420014 Edward Ruiz 543 Sterling St S 1 $2,255.69 $2,255.69 122822420015 Matthew Mills 545 Sterling St S 1 $2,255.69 $2,255.69 122822420016 Assaad M Haddad 547 Sterling St S 1 $2,255.69 $2,255.69 122822420017 Jessica Lynn Pearson 549 Sterling St S 1 $2,255.69 $2,255.69 122822420018 Diane Mccarty 551 Sterling St S 1 $2,255.69 $2,255.69 122822420019 Philip N Lambert 553 Sterling St S 1 $2,255.69 $2,255.69 122822420020 Sandra L Hupp 555 Sterling St S 1 $2,255.69 $2,255.69 122822420060 George Albert Haun 563 Sterling St S 1 $2,255.69 $2,255.69 I1, Attachment 3 Packet Page 78 of 149 Lakewood‐Sterling Area Street Improvements, City Project 15‐11 Area 2 ‐ Assessment Roll 122822420059 Robert E Channer 565 Sterling St S 1 $2,255.69 $2,255.69 122822420058 Diane K Williams 567 Sterling St S 1 $2,255.69 $2,255.69 122822420057 James T Wakefield 569 Sterling St S 1 $2,255.69 $2,255.69 122822420056 June L House 573 Sterling St S 1 $2,255.69 $2,255.69 122822420055 Donald S Detmar 575 Sterling St S 1 $2,255.69 $2,255.69 122822420054 Kevin Svenby 577 Sterling St S 1 $2,255.69 $2,255.69 122822420053 Alice Marie Simpson 579 Sterling St S 1 $2,255.69 $2,255.69 122822420052 Gerald G Guertin Trustee 583 Sterling St S 1 $2,255.69 $2,255.69 122822420051 Donna M Chapp Trustee 585 Sterling St S 1 $2,255.69 $2,255.69 122822420050 Olivia K Moris 587 Sterling St S 1 $2,255.69 $2,255.69 122822420049 Towle, Daniel A 589 Sterling St S 1 $2,255.69 $2,255.69 122822420048 Dina R Morelli 593 Sterling St S 1 $2,255.69 $2,255.69 122822420047 Tracy R Woodward 595 Sterling St S 1 $2,255.69 $2,255.69 122822420046 Candace Kane 597 Sterling St S 1 $2,255.69 $2,255.69 122822420045 Mary Ann Bares 599 Sterling St S 1 $2,255.69 $2,255.69 ** Crestview Forest Recreation Association 610 Crestview Forest Dr 1 $36,744.57 $36,744.57 122822430007 Roger W Butenhoff 601 Sterling St S 1 $3,450.00 $3,450.00 122822430013 Dale L Koziol 602 Sterling St S 1 $3,450.00 $3,450.00 122822430014 Joseph F Knight 606 Sterling St S 1 $3,450.00 $3,450.00 122822430008 Linda Y Her 607 Sterling St S 1 $3,450.00 $3,450.00 122822430015 Keith R Cardinal 610 Sterling St S 1 $3,450.00 $3,450.00 122822430009 Gary A Kloncz 613 Sterling St S 1 $3,450.00 $3,450.00 122822430010 Thomas S Baecker 619 Sterling St S 1 $3,450.00 $3,450.00 122822430016 Joan C Niedfeldt 620 Sterling St S 1 $3,450.00 $3,450.00 122822430011 Bill J Darst 625 Sterling St S 1 $3,450.00 $3,450.00 122822430017 C N Buzicky 626 Sterling St S 1 $3,450.00 $3,450.00 122822430018 Russell J Vanderwiel 632 Sterling St S 1 $3,450.00 $3,450.00 122822430019 Kim M Atkinson 656 Sterling St S 1 $3,450.00 $3,450.00 122822430021 Joshua S Whiting 672 Sterling St S 1 $3,450.00 $3,450.00 122822340065 Steven A Koemptgen 681 Sterling St S 1 $3,450.00 $3,450.00 122822430022 Cary H Mielke 682 Sterling St S 1 $3,450.00 $3,450.00 122822340064 Kim M Swift 691 Sterling St S 1 $3,450.00 $3,450.00 122822340068 Michael F Thompson 692 Sterling St S 1 $3,450.00 $3,450.00 122822340063 Carl A Archer 701 Sterling St S 1 $3,450.00 $3,450.00 122822340067 Naimul Karim 702 Sterling St S 1 $3,450.00 $3,450.00 122822340062 Scott A Bestland 705 Sterling St S 1 $3,450.00 $3,450.00 122822340066 Robert J Julich 712 Sterling St S 1 $3,450.00 $3,450.00 $312,474.78Total Assessment Amount: I1, Attachment 3 Packet Page 79 of 149 I1, Attachment 4 Packet Page 80 of 149 I1, Attachment 4 Packet Page 81 of 149 I1, Attachment 4 Packet Page 82 of 149 I1, Attachment 4 Packet Page 83 of 149 I1, Attachment 4 Packet Page 84 of 149 I1, Attachment 4 Packet Page 85 of 149 I1, Attachment 4 Packet Page 86 of 149 I1, Attachment 4 Packet Page 87 of 149 I1, Attachment 4 Packet Page 88 of 149 I1, Attachment 4 Packet Page 89 of 149 I1, Attachment 4 Packet Page 90 of 149 I1, Attachment 4 Packet Page 91 of 149 I1, Attachment 4 Packet Page 92 of 149 I1, Attachment 4 Packet Page 93 of 149 I1, Attachment 4 Packet Page 94 of 149 I1, Attachment 4 Packet Page 95 of 149 MEMORANDUM TO: Melinda Coleman, City Manager FROM: Michael Thompson, Public Works Director Steven Love, City Engineer / Deputy Public Works Director Jon Jarosch, Civil Engineer II DATE: March 16, 2016 SUBJECT: Consider Approval of Resolution Adopting Revised Assessment Roll, Beebe Road Street Improvements, Project 13-10 Introduction On March 14, 2016 the assessment hearing was held and objections were received for the Beebe Road Street Improvements, Project 13-10. Recommendations for action on each of the objections are provided for Council approval in considering adopting the final assessment roll. All property owners have been mailed a notice of staff’s recommendation along with the date that the City Council will consider approving the recommendations and adopting the revised assessment roll. Background The proposed assessments for the Beebe Road Street Improvements were submitted to the City Council for adoption at the March 14, 2016 meeting. Residents were provided with the required advanced notice of the assessment hearing. Residents were required to file a written notice if they objected to the assessment amount. Five (5) property owners provided written objects and are listed below: 1. Parcel 14-29-22-43-0006 – Adam Kopp, 1689 Beebe Road North It is currently proposed that the property be assessed for 1 unit at a rate of $3,450.00 per unit. Adam Kopp is requesting a revision of assessment. 2. Parcel 14-29-22-42-0031 – William Symoniak, 1897 Beebe Road North It is currently proposed that the property be assessed for 1 unit at a rate of $3,318.56 per unit. William Symoniak is requesting a revision of assessment. 3. Parcel 14-29-22-43-0002 – Diane M Mencke, 2135 Larpenteur Avenue East It is currently proposed that the property be assessed for 8 units at a rate of $3,450.00 per unit. Diane M. Mencke is requesting an undeveloped property deferral. 4. Parcel 14-29-22-43-0022 – Jayda Miller, Trustee, 2119 Southwind Drive It is currently proposed that the property be assessed for 1 unit at a rate of $1,056.49 per unit. Jayda Miller, Trustee, is requesting a revision of assessment, disability deferral, and financial hardship deferral. I2 Packet Page 96 of 149 5. Parcel 14-29-22-43-0032 – Donald Sundin, 2132 Southwind Drive It is currently proposed that the property be assessed for 1 unit at a rate of $1,056.49 per unit. Donald Sundin, is requesting a disability deferral. Discussion City Staff reviewed the requests and recommends granting the financial hardship, senior citizen, and undeveloped property deferrals upon approval of proper documentation. The recommendations are consistent with the City’s Assessment Policy. If council chooses to adopt the staff recommendation and a property owner disagrees with the action, there is an opportunity to work with the City Attorney in addition to appealing to the City and District Court. The following are recommended adjustments by staff to the assessment roll: 1. Parcel 14-29-22-43-0006 – Adam Kopp, 1689 Beebe Road North It is currently proposed that the property be assessed for 1 unit at a rate of $3,450.00 per unit. Adam Kopp is requesting a revision of assessment. Staff recommendation is to deny the request for revision of assessment as this property is being assessed per the City’s assessment policy and the assessment does not exceed the benefit to the property as determined through the special benefit appraisal. 2. Parcel 14-29-22-42-0031 – William Symoniak, 1897 Beebe Road North It is currently proposed that the property be assessed for 1 unit at a rate of $3,318.56 per unit. William Symoniak is requesting a revision of assessment. Staff recommendation is to deny the request for revision of assessment as this property is being assessed per the City’s assessment policy and the assessment does not exceed the benefit to the property as determined through the special benefit appraisal. 3. Parcel 14-29-22-43-0002 – Diane M Mencke, 2135 Larpenteur Avenue East It is currently proposed that the property be assessed for 8 units at a rate of $3,450.00 per unit. Diane M. Mencke is requesting an undeveloped property deferral. Staff recommendation is to grant an undeveloped property deferral (8 years) for the entire property (8 units) upon approval of necessary paperwork. If the property remains undeveloped during the entire 8 year deferral time period the assessment will be cancelled. If at any point during the 8 year deferral period the property is developed the assessment would come due with interest. 4. Parcel 14-29-22-43-0022 – Jayda Miller, Trustee, 2119 Southwind Drive It is currently proposed that the property be assessed for 1 unit at a rate of $1,056.49 per unit. Jayda Miller, Trustee, is requesting a revision of assessment, disability deferral, and financial hardship deferral. Staff recommendation is to deny the request for revision of assessment as this property is being assessed per the City’s assessment policy and the assessment does not exceed the benefit to the property as determined through the special benefit appraisal. Staff further recommends granting a disability or financial hardship deferral (8 years) I2 Packet Page 97 of 149 upon approval of necessary paperwork. After the 8 year deferral time period the assessment would become due in total with interest. 5. Parcel 14-29-22-43-0032 – Donald Sundin, 2132 Southwind Drive It is currently proposed that the property be assessed for 1 unit at a rate of $1,056.49 per unit. Donald Sundin, is requesting a disability deferral. Staff recommendation is to grant a disability deferral (8 years) upon approval of necessary paperwork. After the 8 year deferral time period the assessment would become due in total with interest. Budget Impact The project budget will not be affected by approving the recommendations above. Recommendation It is recommended that the City Council consider approving the attached resolutions for Adopting Revised Assessment Roll for the Beebe Road Street Improvements, City Project 13- 10. Attachments 1. Resolution Adopting Revised Assessment Roll 2. Project Location Map 3. Final Assessment Roll 4. Assessment Objections I2 Packet Page 98 of 149 RESOLUTION ADOPTING REVISED ASSESSMENT ROLL WHEREAS, pursuant to a resolution passed by the City Council on March 14, 2016, the assessment roll for the Beebe Road Street Improvements, City Project 13-10 was presented in a Public Hearing format, pursuant to Minnesota Statutes, Chapter 429, and WHEREAS, five (5) the following property owners have filed objections to their assessments according to the requirements of Minnesota Statutes, Chapter 429, summarized as follows: 1. Parcel 14-29-22-43-0006 – Adam Kopp, 1689 Beebe Road North It is currently proposed that the property be assessed for 1 unit at a rate of $3,450.00 per unit. Adam Kopp is requesting a revision of assessment. 2. Parcel 14-29-22-42-0031 – William Symoniak, 1897 Beebe Road North It is currently proposed that the property be assessed for 1 unit at a rate of $3,318.56 per unit. William Symoniak is requesting a revision of assessment. 3. Parcel 14-29-22-43-0002 – Diane M Mencke, 2135 Larpenteur Avenue East It is currently proposed that the property be assessed for 8 units at a rate of $3,450.00 per unit. Diane M. Mencke is requesting an undeveloped property deferral. 4. Parcel 14-29-22-43-0022 – Jayda Miller, Trustee, 2119 Southwind Drive It is currently proposed that the property be assessed for 1 unit at a rate of $1,056.49 per unit. Jayda Miller, Trustee, is requesting a revision of assessment, disability deferral, and financial hardship deferral. 5. Parcel 14-29-22-43-0032 – Donald Sundin, 2132 Southwind Drive It is currently proposed that the property be assessed for 1 unit at a rate of $1,056.49 per unit. Donald Sundin, is requesting a disability deferral. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF MAPLEWOOD, MINNESOTA: A. That the City Engineer and City Clerk are hereby instructed to make the following adjustments to the assessment roll for the Beebe Road Street Improvements, City Project 13-10: 1. Parcel 14-29-22-43-0006 – Adam Kopp, 1689 Beebe Road North It is currently proposed that the property be assessed for 1 unit at a rate of $3,450.00 per unit. Adam Kopp is requesting a revision of assessment. Staff recommendation is to deny the request for revision of assessment as this property is being assessed per the City’s assessment policy and the assessment does not exceed the benefit to the property as determined through the special benefit appraisal. 2. Parcel 14-29-22-42-0031 – William Symoniak, 1897 Beebe Road North It is currently proposed that the property be assessed for 1 unit at a rate of $3,318.56 per unit. William Symoniak is requesting a revision of assessment. I2, Attachment 1 Packet Page 99 of 149 Staff recommendation is to deny the request for revision of assessment as this property is being assessed per the City’s assessment policy and the assessment does not exceed the benefit to the property as determined through the special benefit appraisal. 3. Parcel 14-29-22-43-0002 – Diane M Mencke, 2135 Larpenteur Avenue East It is currently proposed that the property be assessed for 8 units at a rate of $3,450.00 per unit. Diane M. Mencke is requesting an undeveloped property deferral. Staff recommendation is to grant an undeveloped property deferral (8 years) for the entire property (8 units) upon approval of necessary paperwork. If the property remains undeveloped during the entire 8 year deferral time period the assessment will be cancelled. If at any point during the 8 year deferral period the property is developed the assessment would come due with interest. 4. Parcel 14-29-22-43-0022 – Jayda Miller, Trustee, 2119 Southwind Drive It is currently proposed that the property be assessed for 1 unit at a rate of $1,056.49 per unit. Jayda Miller, Trustee, is requesting a revision of assessment, disability deferral, and financial hardship deferral. Staff recommendation is to deny the request for revision of assessment as this property is being assessed per the City’s assessment policy and the assessment does not exceed the benefit to the property as determined through the special benefit appraisal. Staff further recommends granting a disability or financial hardship deferral (8 years) upon approval of necessary paperwork. After the 8 year deferral time period the assessment would become due in total with interest. 5. Parcel 14-29-22-43-0032 – Donald Sundin, 2132 Southwind Drive It is currently proposed that the property be assessed for 1 unit at a rate of $1,056.49 per unit. Donald Sundin, is requesting a disability deferral. Staff recommendation is to grant a disability deferral (8 years) upon approval of necessary paperwork. After the 8 year deferral time period the assessment would become due in total with interest. B. The assessment roll for the Beebe Road Street Improvements, City Project 13-10, as amended, is hereby accepted, a copy of which is attached hereto and made a part hereof. Said assessment roll shall constitute the special assessment against the lands named therein, and each track of land therein included is hereby found to be benefited by the proposed improvements in the amount of the assessment levied against it. C. Such assessments shall be payable in equal annual installments extending over a period of 8 years for residential, commercial, townhomes, and multi-family properties, the first installments to be payable on or before the first Monday in January 2017 and shall bear interest at the rate of 3.75 percent per annum form 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, 2016. To each subsequent installment when due shall be added interest for one year on all unpaid installments. D. 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, 2016, pay the whole of I2, Attachment 1 Packet Page 100 of 149 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, 2016, 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 16 or interest will be charged through December 31 of the next succeeding year. E. The City Engineer and City Clerk shall forthwith after November 15, 2016, but no later than November 16, 2016, transmit a certified duplicate of this assessment to the County Auditor to be extended on the property tax list of the county. Such assessments shall be collected and paid over the same manner as other municipal taxes. Approved this 28th day of March 2016. I2, Attachment 1 Packet Page 101 of 149 I2, Attachment 2 Packet Page 102 of 149 EXHIBIT 4 BEEBE ROAD STREET IMPROVEMENTS, CITY PROJECT 13‐10 ASSESSMENT ROLL ParcelID TaxPayer Street Number Street Total Assessment 142922430006 Adam Kopp 1689 Beebe Rd N $3,450.00 142922430014 Beebe Apartments Llc 1701 Beebe Rd N $6,884.13 142922430015 Nathan Ebeling 1711 Beebe Rd N $6,884.13 142922430016 Oak Knoll Property Management Llc 1721 Beebe Rd N $6,884.13 142922430017 Oak Knoll Property Management Llc 1731 Beebe Rd N $6,884.13 142922430065 Mary K Fuller 1743 Beebe Rd N $3,450.00 142922430066 Edward B Kuehnel Trustee 1749 Beebe Rd N $3,450.00 142922430067 Fern O Pfaff 1757 Beebe Rd N $3,450.00 142922430068 Robert L Johnson 1763 Beebe Rd N $3,450.00 142922430069 Roger M Schlicht 1769 Beebe Rd N $3,450.00 142922430070 Suzannne M Swits 1775 Beebe Rd N $3,450.00 142922430071 Benjamin Drwall 1783 Beebe Rd N $3,450.00 142922420002 Maple Pond Limited Partnershi 1816 Beebe Rd N $68,107.14 142922420008 Scott J Hamlett 1890 Beebe Rd N $3,406.42 142922420009 Gloria Vanruden 1892 Beebe Rd N $3,406.42 142922420010 Kenneth Lee Ebbens Trustee 1896 Beebe Rd N $3,406.42 142922420031 William Symoniak 1897 Beebe Rd N $3,318.56 142922420011 Jerrol J Hanson Trustee 1898 Beebe Rd N $3,406.42 142922420032 Mary Elizabeth Glaeser 1899 Beebe Rd N $3,318.56 142922420033 Doug Osland 1901 Beebe Rd N $3,318.56 142922420012 Jim E Anderson 1902 Beebe Rd N $3,406.42 142922420034 Leslie C Robinson 1903 Beebe Rd N $3,318.56 142922420013 Doreen A Grundhauser 1904 Beebe Rd N $3,406.42 142922430075 Mounds Park Academy 2051 Larpenteur Ave E $75,071.31 142922430002 Diane M Mencke 2135 Larpenteur Ave E $27,600.00 142922430021 Daniel J Brinkman 2117 Southwind Dr $1,056.49 142922430022 Trustees Of Irrevocable Special Needs Trust Of Daniel Soria Br 2119 Southwind Dr $1,056.49 142922430073 Doris M Klingbeil 2122 Southwind Dr $1,056.49 142922430023 Jack C Davis 2123 Southwind Dr $1,056.49 142922430024 Lowell J Bishop 2125 Southwind Dr $1,056.49 142922430034 Adelheid Steinberg Trustee 2126 Southwind Dr $1,056.49 142922430033 Louise J Dinehart 2128 Southwind Dr $1,056.49 142922430032 Donald Sundin 2132 Southwind Dr $1,056.49 142922430031 Patricia D Trumble 2134 Southwind Dr $1,056.49 142922440081 Robert Boyden 1724 Southwind Ln $1,056.49 142922440080 Edward A Altermatt Trustee 1726 Southwind Ln $1,056.49 142922440079 Jean M Woog 1730 Southwind Ln $1,056.49 142922440078 Barbara L Wolfe 1732 Southwind Ln $1,056.49 142922440077 Jeffrey S Pridie 1736 Southwind Ln $1,056.49 142922440076 Diane J Arndt 1738 Southwind Ln $1,056.49 142922440075 Roger A Mohror 1742 Southwind Ln $1,056.49 142922440074 Karen E Schreiner 1744 Southwind Ln $1,056.49 142922440073 Roger E Mackenroth 1748 Southwind Ln $1,056.49 142922440072 Kathleen M Tracy 1750 Southwind Ln $1,056.49 142922440071 George T Rivers Trustee 1754 Southwind Ln $1,056.49 142922440070 Edward J Gooder 1756 Southwind Ln $1,056.49 142922440069 Edward C Combe 1760 Southwind Ln $1,056.49 142922430052 Sharon Pignato 1762 Southwind Ln $1,056.49 142922430030 Marilyn L Blais 1766 Southwind Ln $1,056.49 142922430029 Lawrence Brown 1768 Southwind Ln $1,056.49 142922430025 John A Nierengarten 1771 Southwind Ln $1,056.49 142922430028 Mary E Horak Binger 1772 Southwind Ln $1,056.49 142922430026 Patricia J Ture Trustee 1773 Southwind Ln $1,056.49 142922430027 Thomas Burke 1774 Southwind Ln $1,056.49 142922430059 Marlys Jensen 2121 Southwind Rd $1,056.49 I2, Attachment 3 Packet Page 103 of 149 EXHIBIT 4 BEEBE ROAD STREET IMPROVEMENTS, CITY PROJECT 13‐10 ASSESSMENT ROLL 142922430060 Mary J Driscoll 2123 Southwind Rd $1,056.49 142922430058 Evelyn L Warn Trustee 2124 Southwind Rd $1,056.49 142922430057 Christine A Burbach 2126 Southwind Rd $1,056.49 142922430061 Mary A Harrison 2127 Southwind Rd $1,056.49 142922430062 Owen Lee Johnson 2129 Southwind Rd $1,056.49 142922430056 Carlos Nunez 2130 Southwind Rd $1,056.49 142922430055 Susan J Kulander 2132 Southwind Rd $1,056.49 142922430063 Paula P Dellis 2133 Southwind Rd $1,056.49 142922430064 Joyce L Cairnes 2135 Southwind Rd $1,056.49 142922430054 Randy Mack 2136 Southwind Rd $1,056.49 142922430053 Peggy A Karnuth 2138 Southwind Rd $1,056.49 $302,943.81 I2, Attachment 3 Packet Page 104 of 149 I2, Attachment 4 Packet Page 105 of 149 I2, Attachment 4 Packet Page 106 of 149 I2, Attachment 4 Packet Page 107 of 149 I2, Attachment 4 Packet Page 108 of 149 From:Jon Jarosch To:Steve Love Subject:FW: Beebe Road Improvements, City Project 13-10 Date:Tuesday, March 15, 2016 12:16:09 PM Attachments:image22faef.PNG FYI Jon Jarosch | 651 -249-2405 From: Deb [mailto:linkd5555@hotmail.com] Sent: Tuesday, March 15, 2016 12:15 PM To: Jon Jarosch Subject: Beebe Road Improvements, City Project 13-10 My name is Don Sundin and I talked to you this morning on the phone. My address is 2132 Southwind Drive, Maplewood, MN 55109. We were not on your mailing list and did not receive any of the notices of Public Hearings regarding the proposed street repairs on Beebe Road. I have certification of a permanent and total disability. I have a 100% service connected disability through the Department of Veterans Affairs and it would be a financial hardship for me to make the payment assessed. I am eligible for property tax exemption for this same reason. Please accept this as my request to have the assessment amount deferred. Thank you - Don Sundin 715 -505-1717 I2, Attachment 4 Packet Page 109 of 149 THIS PAGE IS INTENTIONALLY LEFT BLANK Packet Page 110 of 149 MEMORANDUM TO: Melinda Coleman, City Manager FROM: Virginia Gaynor, Natural Resource Coordinator James Taylor, Park Manager Steven Love, City Engineer / Deputy Public Works Director Jon Jarosch, Civil Engineer II DATE: March 17, 2016 SUBJECT: Consider Approval of Resolution Approving Plans and Specifications and Advertising for Bids, Fish Creek Improvements, Project 15-19 Introduction Final plans and specifications for the above referenced project have been completed and are ready to be advertised for bids. The bid opening for this project is tentatively proposed for 10:00 a.m., Thursday, April 21, 2016. The next step after approving the advertisement for bids is to award a construction contract for the Fish Creek Improvements, City Project 15-19. Background On October 22, 2012 the City Council approved the Fish Creek Master Plan. On August 24, 2015 the City Council authorized city staff to proceed with the Fish Creek Improvements, City Project 15-19. On January 25, 2016 the City Council approved updates to the Fish Creek Master Plan. Attached to this report is a project location map that shows the location of the proposed bituminous trail. The City of Maplewood was awarded a $318,000 grant from the Metropolitan Council in 2014 for improvements at the 70-acre Fish Creek site. The improvements to the Fish Creek site must be completed by July 31, 2018 to receive the grant money. The goal of the Fish Creek Improvements project is to design an accessible paved bituminous trail while minimizing the amount of area that will be impacted by construction activities. This is a joint project between the City of Maplewood’s Park and Recreation Department and the Public Works Department. During the design process this item was brought before the Parks and Recreation Commission, Environmental and Natural Resources Commission, Heritage Preservation Commission, Community Design Review Board, and City Council. Additionally, staff held an open house meeting to gather input from the public. Discussion The proposed project is focused primarily on an accessible paved bituminous trail while minimizing the amount of area that will be impacted by construction activities. The project also includes the construction of low maintenance rain gardens which are needed to meet the storm water runoff quality treatment requirements for this project. J1 Packet Page 111 of 149 The City Council authorized city staff to proceed with design of the proposed trail project on August 24, 2015 as mentioned above. Budget Impact The total project cost is estimated at $373,380.33. This estimate cost includes 15% contingencies. The Public Works Department has supplied the in-house engineering for the design. Additionally, the Public Works Department will be providing the in-house construction management and project inspection. The official total project budget will be established after bids have been opened and accepted. The preliminary financing plan is as follows: It is anticipated the City will receive bids on April 21, 2016. This item will then be brought back to City Council on May 9, 2016 to consider awarding a construction contract for the Fish Creek Improvements, City Project 15-19. Recommendation It is recommended that the City Council approve the attached resolutions for the Fish Creek Improvements, City Project 15-19, Approving Plans and Advertisement for Bids. Attachments 1. Resolution Approving Plans and Advertising for Bid 2. Project Location Map FUNDING SOURCE TOTAL AMOUNT % OF TOTAL PROJECT METROPOLITAN COUNCIL GRANT $318,000 85% PARK AVAILABILITY CHARGE $55,380 15% TOTAL FUNDING $373,380 100% ESTIMATED PROJECT COST RECOVERY J1 Packet Page 112 of 149 RESOLUTION APPROVING PLANS ADVERTISING FOR BIDS WHEREAS, the City Council on August 24, 2015 authorized city staff to proceed with the Fish Creek Improvements, City Project 15-19, WHEREAS, city staff has prepared plans and specifications under the direction of the City Engineer, who has presented such plans and specifications to the council for approval, NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF MAPLEWOOD, MINNESOTA: 1. Such plans and specifications, a copy of which are attached hereto and made a part hereof, are hereby approved and ordered placed on file in the office of the City Engineer. 2. The City Clerk or office of the City Engineer shall prepare and cause to be inserted into the official paper and Finance and Commerce an advertisement for bids upon the making of such improvement under such approved plans and specifications. The advertisement shall be published twice, at least twenty-one days before the date set for bid opening, shall specify the work to be done, shall state that bids will be publicly opened and considered by the council at 10:00 a.m. on the 21st day of April, 2016, at city hall and that no bids shall be considered unless sealed and filed with the clerk and accompanied by a certified check or bid bond, payable to the City of Maplewood, Minnesota for five percent of the amount of such bid. 3. The City Clerk and City Engineer are hereby authorized and instructed to receive, open, and read aloud bids received at the time and place herein noted, and to tabulate the bids received. The council will consider the bids, and the award of a contract, at the regular city council meeting of May 9, 2016. Approved this 28th day of March 2016. J1, Attachment 1 Packet Page 113 of 149 J1, Attachment 2Packet Page 114 of 149 MEMORANDUM TO: Melinda Coleman, City Manager FROM: Karen Haag, Citizen Services Director Ajla Arnold, Citizen Services DATE: March 18th 2016 RE: Consider Adoption of Data Request Policies and Procedures Manuals and the Policy for Ensuring the Security of Not Public Data Introduction Staff has updated several documents that relate to the public’s access to government data the city maintains and is asking the council to consider their formal adoption through an attached resolution. The documents attached are: 1. Data Practices Policy for Data Subjects 2. Data Practices Policy for Members of the Public 3. Policy for Ensuring the Security of Not Public Data Background Minnesota Statutes, Chapter 13.025, subd.2 and 3 require the city to develop written data access policy that governs its responsibilities in responding to the public’s requests for government data and explains the public’s rights in obtaining government data from the city. The Information Policy Analysis Division (IPAD) is mandated by state law to prepare a model policy to assist government entities in fulfilling their duties under SS13.025 (2 and 3). This set of document, which has served as our operating manual since the designation of City Clerk as the responsible authority in 2004, has undergone several versions, the latest one being completed following major legislative changes in data practices in 2014. These changes specifically relate to the breach of data security and unauthorized access of not public data by government employees. As mentioned, staff has updated our current policies to incorporate these additions and is asking the council to consider a resolution adopting these policies and direct staff to notify the IPAD Commissioner of adoption of its model policies as required by SS 13.073, subd. 6. Budget Impact There is no budget impact related to this agenda item. Recommendation It is recommended that the City Council adopts the following attached documents: Attachment 1. Data Practices Policy for Data Subjects Attachment 2. Data Practices Policy for Members of the Public Attachment 3. Policy for Ensuring the Security of Not Public Data Attachment 4. Resolution Adopting Data Practices Policies and a Policy for Ensuring the Security of Not Public Data Packet Page 115 of 149 Data Practices Policy for Data Subjects City of Maplewood Data Practices Policy for Data Subjects March 2016 Packet Page 116 of 149 Data Practices Policy for Data Subjects Table of Contents Data about You .......................................................................................................................... 1 Classification of Data about You ............................................................................................. 1 Your Rights under the Data Practices Act ............................................................................... 2 How to Make a Request for Your Data ..................................................................................... 3 How We Respond to a Data Request ....................................................................................... 3 Data Practices Contacts ............................................................................................................ 5 Copy Costs – Data Subjects ..................................................................................................... 6 Data Request Form – Data Subjects ........................................................................................ 7 Standards for Verifying Your Identity ...................................................................................... 8 Packet Page 117 of 149 J2, Attachment 1 Data Practices Policy for Data Subjects DATA ACCESS POLICY FOR DATA SUBJECTS Data about You The Government Data Practices Act (Minnesota Statutes, Chapter 13) says that data subjects have certain rights related to a government entity collecting, creating, and keeping government data about them. You are the subject of data when you can be identified from the data. Government data is a term that means all recorded information a government entity has, including paper, email, flesh drives, CDs, DVDs, photographs, etc. Classification of Data about You The Government Data Practices Act presumes that all government data are public unless a state or federal law says that the data are not public. Data about you are classified by state law as public, private, or confidential. See below for some examples. Public data: We must give public data to anyone who asks. It does not matter who is asking for the data or why the person wants the data. The following is an example of public data about you: salary range; an employee’s actual gross salary; an applicant’s job history; most permit/license application data; the name, age, sex and last known address of any adult person cited, arrested or incarcerated; etc. Private data: We cannot give private data to the general public, but you have access to private data when the data are about you. We can share your private data with you, with someone who has your permission, with our government entity staff who have a work assignment to see the data, and to others as permitted by law or court order. The following is an example of private data about you: your Social Security number; an employee home address; an employee medical data; absentee voter names before the close of voting; an identity of a juvenile suspect or arrestee; etc. Confidential data: Confidential data have the most protection. Neither the public nor you can get access even when the confidential data are about you. We can share confidential data about you with our government entity staff who have a work assignment to see the data, and to others as permitted by law or court order. We cannot give you access to confidential data. The following is an example of confidential data about you: real property estimated or appraised values until negotiating parties enter into an agreement for the purchase/sale of the property; an identity of an individual who registers a complaint concerning the use of real property; civil/criminal investigative data while the investigation is ongoing; etc. Your Rights under the Government Data Practices Act The city of Maplewood must keep all government data in a way that makes it easy for you to access data about you. Also, we can collect and keep only those data about you that we need for administering and managing programs that are permitted by law. As a data subject, you have the following rights. Packet Page 118 of 149 J2, Attachment 1 Data Practices Policy for Data Subjects  Access to your data You have the right to look at (inspect), free of charge, public and private data that we keep about you. You also have the right to get copies of public and private data about you. The Government Data Practices Act allows us to charge for copies. You have the right to look at data, free of charge, before deciding to request copies. Also, if you ask, we will tell you whether we keep data about you and whether the data are public, private, or confidential. As a parent, you have the right to look at and get copies of public and private data about your minor children (under the age of 18). As a legally appointed guardian, you have the right to look at and get copies of public and private data about an individual for whom you are appointed guardian. Minors have the right to ask the City of Maplewood not to give data about them to their parent or guardian. If you are a minor, we will tell you that you have this right. We may ask you to put your request in writing and to include the reasons that we should deny your parents access to the data. We will make the final decision about your request based on your best interest.  When we collect data from you When we ask you to provide data about yourself that are not public, we must give you a notice. The notice is sometimes called a Tennessen warning. The notice controls what we do with the data that we collect from you. Usually, we can use and release the data only in the ways described in the notice. We will ask for your written permission if we need to use or release private data about you in a different way, or if you ask us to release the data to another person. This permission is called informed consent. If you want us to release data to another person, you may use the consent form we provide.  Protecting your data The Government Data Practices Act requires us to protect your data. We have established appropriate safeguards to ensure that your data are safe. In the unfortunate event that we determine a security breach has occurred and an unauthorized person has gained access to your data, we will notify you as required by law.  When your data are inaccurate and/or incomplete You have the right to challenge the accuracy and/or completeness of public and private data about you. You also have the right to appeal our decision. If you are a minor, your parent or guardian has the right to challenge data about you. How to Make a Request for Your Data You can look at data, or request copies of data that this government entity keeps about you, your minor children, or an individual for whom you have been appointed legal guardian. Make your written request for data to the appropriate individual listed in the Data Practices Contacts Packet Page 119 of 149 J2, Attachment 1 Data Practices Policy for Data Subjects on page 5. You may make your written request by mail, fax or email, using the data request form on page 7. If you choose not to use the data request form, your written request should include:  You are making a request, under the Government Data Practices Act (Minnesota Statutes, Chapter 13), as a data subject, for data about you.  Whether you would like to inspect the data, have copies of the data, or both.  A clear description of the data you would like to inspect or have copied.  Identifying information that proves you are the data subject, or data subject’s parent/guardian. The City of Maplewood requires proof of your identity before we can respond to your request for data. If you are requesting data about your minor child, you must show proof that you are the minor’s parent. If you are a guardian, you must show legal documentation of your guardianship. Please see the Standards for Verifying Identity document located on page 8. How We Respond to a Data Request Once you make your written request, we will work to process your request.  If it is not clear what data you are requesting, we will ask you for clarification.  If we do not have the data, we will notify you within 10 business days.  If we have the data, but the data are confidential or private data that are not about you, we will notify you within 10 business days and state which specific law says you cannot access the data.  If we have the data, and the data are public or private data about you, we will respond to your request within 10 business days, by doing one of the following: o Arrange a date, time, and place to inspect data, for free, if your request is to look at the data, or o Provide you with copies of the data within 10 business days. You may choose to pick up your copies, or we will mail or fax them to you. We will provide electronic copies (such as email or CD-ROM) upon request if we keep the data in electronic format. Information about copy charges is on page 6. After we have provided you with access to data about you, we do not have to show you the data again for 6 months unless there is a dispute or we collect or create new data about you. If you do not understand some of the data (technical terminology, abbreviations, or acronyms), please let us know. We will give you an explanation if you ask. The Government Data Practices Act does not require us to create or collect new data in response to a data request if we do not already have the data, or to provide data in a specific form or arrangement if we do not keep the data in that form or arrangement (for example, if the data you request are on paper only, we are not required to create electronic documents to respond to your request). If we agree to create data in response to your request, we will work with you on the details of your request, including cost and response time. In addition, we are not required under the Government Data Practices Act to respond to questions that are not specific requests for data. Packet Page 120 of 149 J2, Attachment 1 Data Practices Policy for Data Subjects Data Practices Contacts for the City of Maplewood The City of Maplewood has appointed the following position to administer this system. Responsible Authority and Compliance Official: Karen Haag City Clerk/Director of Citizen Services City of Maplewood 1830 County Road B East Maplewood, MN 55109 (651) 249-2002 Phone (651) 249-2009 Fax karen.haag@maplewoodmn.gov Positions appointed as designees in system administration are as follows: Law Enforcement Data Designee: Personnel Data Designee: Paul Schnell Terrie Rameaux Police Chief Human Resources Coordinator City of Maplewood City of Maplewood 1830 County Road B East 1830 County Road B East Maplewood, MN 55109 Maplewood, MN 55109 (651) 249-2602 Phone (651) 249-2054 Phone (651) 249-2699 Fax (651) 249-2059 Fax paul.schnell@maplewoodmn.gov terrie.rameaux@maplewoodmn.gov Other persons responsible for the maintenance and dissemination of City records are as apparent or assigned. Packet Page 121 of 149 J2, Attachment 1 Data Practices Policy for Data Subjects Copy Costs for Data Subjects The City of Maplewood charges data subjects the actual cost for copies of government data. These charges are authorized under Minnesota Statutes, section 13.04, subdivision 3. In determining the actual cost of making copies, the City considers factors including but not limited to:  Employee time to : o make, certify, compile, or electronically transmit copies Please note: the cost of employee time should generally not exceed those of the lowest-paid employee who can complete the task performed. However, if, because of the subject matter of your request, we find it necessary for a higher-paid employee to make, certify, compile, or electronically transmit copies, we will calculate those charges at the higher salary/wage. The cost of search and retrieval of data shall not be charged to the data subject per State Statute.  The cost of the materials onto which we are copying the data: o single sided, black/white page: $0.08 (based on a nationally recognized copy service center) o single sided, color copy: $0.89 (based on a nationally recognized copy service center) o CD/DVD: $0.50  Mailing cost: standard USPS mailing fee Packet Page 122 of 149 J2, Attachment 1 Data Practices Policy for Data Subjects City of Maplewood | Citizen Services Department 1830 County Road B East | Maplewood, MN 55109 651-249-2000 | 651-249-2009 (fax) karen.haag@maplewoodmn.gov Data Request Form – Data Subjects Data subject name: ___________________________________________________________ Parent/Guardian name (if applicable): ____________________________________________ Address: ____________________________________________________________________ Phone number: ______________________ Email address: _________________________ To request data as a data subject, you must show a valid state ID, such as a driver’s license, military ID, or passport as proof of identity. I am requesting access to data in the following way: Inspection Copies Both inspection and copies These are the data I am requesting: Note: Describe the data you are requesting as specifically as possible. If you need more space, please use the back of this form. ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ Date of request: _______________ Signature of Data Subject _____________________ Signature of Parent Guardian ____________________ The City of Maplewood will respond to your request with 10 business days. STAFF VERIFICATION Identification provided Packet Page 123 of 149 J2, Attachment 1 Data Practices Policy for Data Subjects Standards for Verifying Your Identity The City of Maplewood requires any one of the following applicable documents be provided in order to verify the data subject’s identity:  An adult individual must provide a valid photo ID, such as o a state driver’s license o a military ID o a passport o a Minnesota ID o a Minnesota tribal ID  A minor individual must provide a valid photo ID, such as o a state driver’s license o a military ID o a passport o a Minnesota ID o a Minnesota Tribal ID o a Minnesota school ID  The parent or guardian of a minor must provide a valid photo ID and either o a certified copy of the minor’s birth certificate or o a certified copy of documents that establish the parent or guardian’s relationship to the child, such as  a court order relating to divorce, separation, custody, foster care  a foster care contract  an affidavit of parentage  The legal guardian for an individual must provide a valid photo ID and a certified copy of appropriate documentation of formal or informal appointment as guardian, such as o court order(s) o valid power of attorney Note: Individuals who do not exercise their data practices rights in person must provide either their notarized or certified copies of the documents that are required or an affidavit of ID. Packet Page 124 of 149 J2, Attachment 1 Data Practices Policy for Members of the Public City of Maplewood Data Practices Policy for Members of the Public March 2016 Packet Page 125 of 149 Data Practices Policy for Members of the Public Table of Contents Right to Access Public Data .................................................................................................... 1 How to Make a Data Request ................................................................................................... 1 How We Respond to a Data Request ....................................................................................... 1 Requests for Summary Data ..................................................................................................... 2 Data Practices Contacts for the City of Maplewood ............................................................... 3 Copy Costs – Members of the Public ....................................................................................... 4 Data Request Form – Members of the Public .......................................................................... 5 Packet Page 126 of 149 J2, Attachment 2 Data Practices Policy for Members of the Public DATA ACCESS POLICY FOR MEMBERS OF THE PUBLIC Right to Access Public data The Government Data Practices Act (Minnesota Statutes, Chapter 13) presumes that all government data are public unless a state or federal law says the data are not public. Government data is a term that means all recorded information a government entity has, including paper, email, flash drives, CDs, DVDs, photographs, etc. The Government Data Practices Act also provides that the City of Maplewood must keep all government data in a way that makes it easy for you, as a member of the public, to access public data. You have the right to look at (inspect), free of charge, all public data that we keep. You also have the right to get copies of public data. The Government Data Practices Act allows us to charge for copies. You have the right to look at data, free of charge, before deciding to request copies. How to Make a Data Request You can look at data, or request copies of data that the City of Maplewood keeps. Make your written request for data to the appropriate individual listed in the Data Practices Contacts on page 3. You may make your written request by mail, fax or email using the data request form on page 5. If you choose not to use the data request form, your written request should include:  You are making a request for public data under the Government Data Practices Act (Minnesota Statutes, Chapter 13).  Whether you would like to inspect the data, have copies of the data, or both.  A clear description of the data you would like to inspect or have copied. The City of Maplewood cannot require you, as a member of the public, to identify yourself or explain the reason for your data request. However, depending on how you want us to process your request (if, for example, you want us to mail you copies of data), we may need some information about you. If you choose not to give us any identifying information, we will provide you with contact information so you may check on the status of your request. In addition, please keep in mind that if we do not understand your request and have no way to contact you, we will not be able to begin processing your request. How We Respond to a Data Request Upon receiving your written request, we will work to process it.  If it is not clear what data you are requesting, we will ask you for clarification.  If we do not have the data, we will notify you in writing within 10 business days.  If we have the data, but the data are not public, we will notify you as soon as reasonably possible and state which specific law says the data are not public.  If we have the data, and the data are public, we will respond to your request appropriately and promptly, within a reasonable amount of time by doing one of the following: o Arrange a date, time, and place to inspect data, for free, if your request is to look at the data, or Packet Page 127 of 149 J2, Attachment 2 Data Practices Policy for Members of the Public o Provide you with copies of the data as soon as reasonably possible. You may choose to pick up your copies, or we will mail or fax them to you. We will provide electronic copies (such as email or CD-ROM) upon request if we keep the data in electronic format. Information about copy charges is on page 4. If you do not understand some of the data (technical terminology, abbreviations, or acronyms), please let us know. We will give you an explanation if you ask. The Government Data Practices Act does not require us to create or collect new data in response to a data request if we do not already have the data, or to provide data in a specific form or arrangement if we do not keep the data in that form or arrangement. (for example, if the data you request are on paper only, we are not required to create electronic documents to respond to your request.) If we agree to create data in response to your request, we will work with you on the details of your request, including cost and response time. In addition, we are not required under the Government Data Practices Act to respond to questions that are not specific requests for data. Request for Summary Data Summary data are statistical records or reports that are prepared by removing all identifiers from private or confidential data on individuals. The preparation of summary data is not a means to gain access to private or confidential data. We will prepare summary data if you make your request in writing and pay for the cost of creating the data. Upon receiving your written request - you may use the data request form on page 5 - we will respond within ten business days with the data or details of when the data will be ready and how much we will charge. Packet Page 128 of 149 J2, Attachment 2 Data Practices Policy for Members of the Public Data Practices Contacts for the City of Maplewood The City of Maplewood has appointed the following position to administer this system. Responsible Authority and Compliance Official: Karen Haag City Clerk/Director of Citizen Services City of Maplewood 1830 County Road B East Maplewood, MN 55109 (651) 249-2002 Phone (651) 249-2009 Fax karen.haag@maplewoodmn.gov Positions appointed as designees in system administration are as follows: Law Enforcement Data Designee: Personnel Data Designee: Paul Schnell Terrie Rameaux Police Chief Human Resources Coordinator City of Maplewood City of Maplewood 1830 County Road B East 1830 County Road B East Maplewood, MN 55109 Maplewood, MN 55109 (651) 249-2602 Phone (651) 249-2054 Phone (651) 249-2699 Fax (651) 249-2059 Fax paul.schnell@maplewoodmn.gov terrie.rameaux@maplewoodmn.gov Other persons responsible for the maintenance and dissemination of City records are as apparent or assigned. Packet Page 129 of 149 J2, Attachment 2 Data Practices Policy for Members of the Public Copy Costs – Members of the Public The City of Maplewood charges members of the public for copies of government data. These charges are authorized under Minnesota Statutes, section 13.03, subdivision 3(c). For 100 or fewer paper copies – 25 cents per page 100 or fewer pages of black and white, letter or legal size paper copies cost 25 cents for a one- sided copy, or 50 cents for a two-sided copy. Most Other Types of Copies – actual cost The charge for most other types of copies, when a charge is not set by statute or rule, is the actual cost of searching for and retrieving the data, and making the copies or electronically transmitting the data (e.g. sending the data by email). In determining the actual cost of making copies, the City considers factors including but not limited to:  Employee time to: o search and retrieve data o make, certify, compile, or electronically transmit copies Please note: the cost of employee time should generally not exceed those of the lowest-paid employee who can complete the task performed. However, if, because of the subject matter of your request, we find it necessary for a higher-paid employee to search for and retrieve the data, we will calculate the search and retrieval portion of the copy charge at the higher salary/wage. If your request is for copies of data that we cannot reproduce ourselves, such as photographs, we will charge you the actual cost we must pay an outside vendor for the copies.  The cost of the materials onto which we are copying the data: o single sided, back/white page: $0.08 (based on a nationally recognized copy service center) o single sided, color copy: $0.89 (based on a nationally recognized copy service center) o CD/DVD: $0.50  Mailing cost: standard USPS mailing fee Packet Page 130 of 149 J2, Attachment 2 Data Practices Policy for Members of the Public City of Maplewood | Citizen Services Department 1830 County Road B East | Maplewood, MN 55109 651-249-2000 | 651-249-2009 (fax) karen.haag@maplewoodmn.gov Data Request Form – Members of the Public Name: _______________________________________________________________________ Address: _____________________________________________________________________ Phone number: _____________________ Email address: _________________________ You do not have to provide any of the above contact information. However, if you want us to mail you copies of data, we will need some type of contact information. In addition, if we do not understand your request and need to get clarification from you, without contact information we will not be able to begin processing your request until you contact us. I am requesting access to data in the following way: Inspection Copies Both Inspection and Copies These are the data I am requesting: Note: Describe the data you are requesting as specifically as possible. If you need more space, please use the back of this form. ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ Date of request: _________________________ The City of Maplewood will respond to your request as soon as reasonably possible. Packet Page 131 of 149 J2, Attachment 2 Policy for Ensuring the Security of Not Public Data City of Maplewood Policy for Ensuring the Security of Not Public Data Packet Page 132 of 149 Policy for Ensuring the Security of Not Public Data Policy for Ensuring the Security of Not Public Data Legal requirement The adoption of this policy by the City of Maplewood satisfies the requirement in Minnesota Statutes, section 13.05, subd. 5, to establish procedures ensuring appropriate access to not public data. By incorporating employee access to not public data in the City of Maplewood Data Inventory (required by Minnesota Statutes, section 13.025, subd. 1), the Policy limits access to not public data to employees whose work assignment reasonably requires access. Please direct all questions regarding this policy to the City of Maplewood Data Practices Compliance Official (DPCO): Karen Haag karen.haag@maplewoodmn.gov Phone: 651-249-2002 Fax: 651-249-2009 1830 County Road B E Maplewood MN 55109 Procedures implementing this policy Data inventory Under the requirement in Minnesota Statutes, section 13.025, subd. 1, the City of Maplewood has prepared a Data Inventory which identifies and describes all not public data on individuals maintained by the City. To comply with the requirements in section 13.05, subd. 5, the City of Maplewood has also modified its Data Inventory to represent the employees who have access to not public data. In the event of a temporary duty as assigned by a supervisor, an employee may access certain not public data, for as long as the work is assigned to the employee. In addition to the employees listed in the Data Inventory, the Responsible Authority/ Data Practices Compliance Official (DPCO), the Department Heads, and the City’s Legal Counsels may have access to all not public data maintained by the City of Maplewood if necessary for specified duties. Any access to not public data will be strictly limited to the data necessary to complete the work assignment. Employee position description Position descriptions may contain provisions identifying any not public data accessible to the employee when a work assignment reasonably requires access. Packet Page 133 of 149 J2, Attachment 3 Policy for Ensuring the Security of Not Public Data Data sharing with authorized entities or individuals State or federal law may authorize the sharing of not public data in specific circumstances. Not public data may be shared with another entity if a federal or state law allows or mandates it. Individuals will have notice of any sharing in applicable Tennessen warnings (see Minnesota Statutes, section 13.04) or the City of Maplewood will obtain the individual’s informed consent. Any sharing of not public data will be strictly limited to the data necessary or required to comply with the applicable law. Ensuring that not public data are not accessed without a work assignment Within the City of Maplewood, department may assign tasks by employee or by job classification. If a department maintains not public data that all employees within its division do not have a work assignment allowing access to the data, the department will ensure that the not public data are secure. This policy also applies to the departments that share workspaces with other departments within the City of Maplewood where not public data are maintained. Recommended actions for ensuring appropriate access include:  Assigning appropriate security roles, limiting access to appropriate shared network drives, and implementing password protections for not public electronic data  Password protecting employee computers and locking computers before leaving workstations  Securing not public data within locked work spaces and in locked file cabinets  Shredding not public documents before disposing of them Penalties for unlawfully accessing not public data The City of Maplewood will utilize the penalties for unlawful access to not public data as provided for in Minnesota Statutes, section 13.09, if necessary. Penalties include suspension, dismissal, or referring the matter to the appropriate prosecutorial authority who may pursue a criminal misdemeanor charge. Packet Page 134 of 149 J2, Attachment 3 Inventory of Private/Confidential Data on Individuals (§13.025; Minn. Rules 1205.2000, subd.5) Inventory of Private/Confidential Data on Individuals Maintained by the City of Maplewood March 2016 This document identifies the name, title and address of the Responsible Authority for the City of Maplewood and describes private or confidential data on individuals maintained by the City of Maplewood (see Minn. Stat. 13.05 and Minn. Rules 1205.1200). This document is also part of the City of Maplewood procedures for ensuring that not public data are only accessible to individuals whose work assignment reasonably requires access (see Minn. Stat. 13.05, subd.5). Responsible Authority: Law Enforcement Data Designee: Personnel Data Designee Karen Haag Paul P. Schnell Terrie Rameaux City Clerk/Citizen Services Director Police Chief HR Coordinator 1830 County Road B East 1830 County Road B East 1830 County Road B East Maplewood MN 55109 Maplewood MN 55109 Maplewood MN 55109 Phone: 651-249-2002 Phone: 651-249-2002 Phone: 651-249-2054 Fax: 651-249-2009 Fax: 651-249-2699 Fax: 651-249-2059 karen.haag@maplewoodmn.gov paul.schnell@maplewoodmn.gov terrie.rameaux@maplewoodmn.gov Packet Page 135 of 149J2, Attachment 3 Inventory of Private/Confidential Data on Individuals (§13.025; Minn. Rules 1205.2000, subd.5) NAME OF RECORD, FILE, SYSTEM OR PROCESS DESCRIPTION OF RECORD, FILE, SYSTEM OR PROCESS DATA CLASSIFICATION STATE STATUTE CITATION FOR CLASSIFICATION EMPLOYEE WORK ACCESS Absentee Ballot Applications Applications for ballots or a list of persons applying for an absentee ballot Private until the close of voting on election day. Voter’s date of birth, ID number and SSN remain private §203B.04(d); §203B.12 Citizen Services Elections Staff; Absentee Ballot Board; Appointed Challengers Absentee Ballots Sealed absentee ballots prior to opening by an election judge Private §13.37 (2) Citizen Services Elections Staff; Absentee Ballot Board Ambulance Patient Care Report/EMSRB State Report Entire report is private data pursuant to §144.807. However, any data from the report that become part of a report relating to a request for service or response/incident data are public pursuant to §13.82. Private §144.807 HIPAA Privacy Rules EMS/Fire Department; Police Department; Finance Department Applicant Data Data about current and former applications for city employment except those listed in §13.43(3) Private §13.43 (4) HR; Department Heads; other employees on an as needed basis as part of specific work assignment Appointment Files-approved and not approved Lists appointments of individuals by mayor and or board, or council to various boards, commissions and committees including applications Public/Private §13.601 City Manager’s Office; City Clerk; Commission Staff Liaison; other employees on an as needed basis as part of specific work assignment Packet Page 136 of 149J2, Attachment 3 Inventory of Private/Confidential Data on Individuals (§13.025; Minn. Rules 1205.2000, subd.5) NAME OF RECORD, FILE, SYSTEM OR PROCESS DESCRIPTION OF RECORD, FILE, SYSTEM OR PROCESS DATA CLASSIFICATION STATE STATUTE CITATION FOR CLASSIFICATION EMPLOYEE WORK ACCESS Appraisal Data Estimated or appraised values in appraisals made for the purpose of selling or acquiring land are confidential until: submitted to a court appointed condemnation commissioner or presented in court in condemnation proceedings; when parties enter into agreement for the purchase/sale of the property; upon a majority vote of the city council to make such data public Confidential/Public §13.44 (3) City Council on an as needed basis; EEDD staff on an as needed basis as part of specific work assignment; General Counsel Attorney Data Civil investigation files; investigative files; data related to attorney work product or data protected by attorney-client privilege Private/Confidential §13.39; §13.393 General Counsel; Prosecuting Attorney; HR Attorney; other employees on an as needed basis as part of specific work assignment Automated License Plate Reader Data License plate numbers, date, time and location data on vehicles, pictures of license plates, vehicles and areas surrounding the vehicles Private §13.824 Police Department staff on an as needed basis as part of specific work assignment Background Checks Local records check on individual for employment or licensing Private §13.87 (2) Police Department; Department Heads and other staff on an Packet Page 137 of 149J2, Attachment 3 Inventory of Private/Confidential Data on Individuals (§13.025; Minn. Rules 1205.2000, subd.5) NAME OF RECORD, FILE, SYSTEM OR PROCESS DESCRIPTION OF RECORD, FILE, SYSTEM OR PROCESS DATA CLASSIFICATION STATE STATUTE CITATION FOR CLASSIFICATION EMPLOYEE WORK ACCESS as needed basis as part of specific work assignment Bids-Sealed Sealed bids, including the number of bids received, until the solicitation due date. Then, the names and dollar amounts become public while all other data are private until the completion of the selection process. Private/Public §13.37 (2); §13.591 (3.a) City Council and various staff on an as needed basis as part of specific work assignment Civil Investigative Data Data collected as part of an active investigation undertaken to commence or defend a pending civil litigation, or which are retained in anticipation of a pending civil litigation. Includes data contained in city attorney’s letters, memos, reports, research files, other correspondence. Confidential data become public when an active investigation becomes inactive. Confidential/Private (Complainant’s statement)/Public upon occurrence of certain conditions §13.39 City Attorney; Police Department; Code Enforcement staff on an as needed basis as part of specific work assignment; Department Heads Complainant Data The identities of persons who register complaints with the city concerning violations of state laws/local ordinances Private §13.44 (1) Police Department; Code Enforcement Department; other staff on an as needed basis as part of specific work Packet Page 138 of 149J2, Attachment 3 Inventory of Private/Confidential Data on Individuals (§13.025; Minn. Rules 1205.2000, subd.5) NAME OF RECORD, FILE, SYSTEM OR PROCESS DESCRIPTION OF RECORD, FILE, SYSTEM OR PROCESS DATA CLASSIFICATION STATE STATUTE CITATION FOR CLASSIFICATION EMPLOYEE WORK ACCESS concerning the use of real property assignment Correspondence with Elected/Appointed Officials Letters and electronic correspondence with city council/commission members Private/Public §13.601 (2) City Council/Commission members; Responsible Authority and designees; other staff on an as needed basis as part of specific work assignment Employee of Contractor or Subcontractor with the City (current and former) Personal telephone number, home address, email address Private §13.43 (19) HR; other employees on an as needed basis as part of specific work assignment Employee Personnel Data/General All data, records and files pertaining to current and former city employees, volunteers, independent contractors collected in the course of their work history with the city. Exceptions to private data are listed in §13.43 (2). Private §13.43 (4) HR; Department Heads; other employees on an as needed basis as part of specific work assignment Employee Personnel Data/Discipline/Investigations Active personnel discipline investigation file. Certain private/ confidential data become public upon occurrence of certain conditions listed in §13.43 (2) Private/Confidential/Public §13.43 (4) HR; Department Heads, City Council on an as needed basis Employee Personnel Data/Medical and Legal Includes such data, records and files relating to emergency contact Private/Confidential §13.43 (4) HR; Department Heads on an as needed basis, Finance Packet Page 139 of 149J2, Attachment 3 Inventory of Private/Confidential Data on Individuals (§13.025; Minn. Rules 1205.2000, subd.5) NAME OF RECORD, FILE, SYSTEM OR PROCESS DESCRIPTION OF RECORD, FILE, SYSTEM OR PROCESS DATA CLASSIFICATION STATE STATUTE CITATION FOR CLASSIFICATION EMPLOYEE WORK ACCESS information, employee medical records, benefit enrollment forms; employee dependent(s) data, OSHA reports, worker’s compensation forms, etc. Department, HR Attorney; other employees on an as needed basis as part of specific work assignment Labor Relations Information Management positions that have not been presented during the collective bargaining process or interest arbitration, including information collected or created to prepare the management position Private §13.37 1(c) City Manager’s Office; HR Director; HR Attorney Law Enforcement Data 911 audio recording; child abuse victim data (active and inactive); inactive crime photos clearly offensive to common sensibilities; pawnshop customer data; vulnerable adult identity data (active and inactive); inactive vulnerable adult maltreatment data if committed by a person/facility responsible for care; vulnerable adult mandated reporter identity data; victim of CSC or sex trafficking Private §13.82 (various subsections) Police Department; Prosecuting Attorney; other employees on an as needed basis as part of specific work assignment Packet Page 140 of 149J2, Attachment 3 Inventory of Private/Confidential Data on Individuals (§13.025; Minn. Rules 1205.2000, subd.5) NAME OF RECORD, FILE, SYSTEM OR PROCESS DESCRIPTION OF RECORD, FILE, SYSTEM OR PROCESS DATA CLASSIFICATION STATE STATUTE CITATION FOR CLASSIFICATION EMPLOYEE WORK ACCESS identity data; firearms application data; local background checks; employment and license applicants criminal background checks; juvenile suspect/arrestee ID (except age and sex); predatory offender registration data; person’s financial account and transaction numbers in financial transaction investigation data; victim of CSC identity data; undercover police officer ID Law Enforcement Data Child abuse reporter data (active or inactive); State Accident Reports submitted to the DPS; domestic abuse data until a temporary court order is executed or served upon the respondent Confidential §13.82 (various subsections) Police Department; Prosecuting Attorney; other employees on an as needed basis as part of specific work assignment Motor Vehicle Data (DMV) Vehicle registration data Private §168.346; USC 18, sec. 2721 DMV staff National Night Out Participant List Names, addresses, phone numbers, email addresses Private §13.37 (1.a) PD staff on an as needed basis as part of specific work assignment; Packet Page 141 of 149J2, Attachment 3 Inventory of Private/Confidential Data on Individuals (§13.025; Minn. Rules 1205.2000, subd.5) NAME OF RECORD, FILE, SYSTEM OR PROCESS DESCRIPTION OF RECORD, FILE, SYSTEM OR PROCESS DATA CLASSIFICATION STATE STATUTE CITATION FOR CLASSIFICATION EMPLOYEE WORK ACCESS volunteers who participate in the program; City Council members who participate in the event Notification Data Telephone numbers, email addresses, user names and passwords collected, maintained, or received by a government entity for notification purposes or as part of a subscription list for the city’s electronic periodic publications as requested by the individual Private §13.356 Various staff as part of specific work assignment Parks and Rec Mailing List, Registration Forms, Rosters Mailing lists of program participants, form for participation, participants’ personal data collected for the purpose of enrolling in a program Private §13.548 Parks and Rec and MCC staff on an as needed basis as part of specific work assignment Planning Surveys/Questionnaires Names and addresses of individuals and the legal description of property owned by individuals when collected in surveys conducted by the city for the purpose of planning, development and redevelopment Private §13.59 (1) City Council and various commissions on an as needed basis as part of specific work assignment, EEDD staff on an as needed basis as part of specific work assignment Request for Proposal (RFP) All data are private until the end of the submission Private/Public §13.591 (3.b) City Council and various staff on an as Packet Page 142 of 149J2, Attachment 3 Inventory of Private/Confidential Data on Individuals (§13.025; Minn. Rules 1205.2000, subd.5) NAME OF RECORD, FILE, SYSTEM OR PROCESS DESCRIPTION OF RECORD, FILE, SYSTEM OR PROCESS DATA CLASSIFICATION STATE STATUTE CITATION FOR CLASSIFICATION EMPLOYEE WORK ACCESS deadline, then the names become public. All other data remain private until the completion of the evaluation process. needed basis as part of specific work assignment Social Security Number In part or in whole Private §13.355 Certain employees on an as needed basis as part of specific work assignment Packet Page 143 of 149J2, Attachment 3 Resolution Adopting the Data Practices Policies for Data Subjects and Members of the Public and the Policy for Ensuring the Security of Not Public Data RESOLUTION NO.____ A RESOLUTION ADOPTING THE DATA PRACTICES POLICIES FOR DATA SUBJECTS AND MEMBERS OF THE PUBLIC AND THE POLICY FOR ENSURING THE SECURITY OF NOT PUBLIC DATA WHEREAS, Minnesota Statutes, Chapter 13, the Minnesota Government Data Practices Act (MGDPA), requires that the City of Maplewood have policies setting out the process by which individuals can inspect or get copies of government data; and WHEREAS, the MGDPA requires that the City of Maplewood must have one policy explaining the rights the public has to get access to public data (Minnesota Statutes, section 13.025, subd.2) and one policy explaining the rights data subjects have to get access to data about themselves (Minnesota Statutes, section 13.025, subd. 3); and WHEREAS, Minnesota Statutes, section 13.05, subd.5, as amended, further requires that the City of Maplewood create procedures ensuring that data that are not public are only accessible to persons whose work assignment reasonably requires access to the data and develop an additional policy incorporating these procedures; and WHEREAS, Minnesota Statutes, section 13.025, subd.1, further requires that the City of Maplewood create a data inventory document that identifies and describes any private or confidential data maintained by the City; and WHEREAS, the Maplewood City Council desires to comply with the requirements of the MGDPA and wishes to adopt the above referenced policies as required under the statute. NOW, THEREFORE, BE IT RESOLVED that the City Council adopts the Data Practices Policy for Data Subjects, the Data Practices Policy for Members of the Public and the Policy for Ensuring the Security of Not Public Data. Passed and adopted by the Maplewood City Council on this 28th day of March 2016. By: Nora Slawik Attest: Karen Haag Its Mayor Its City Clerk Packet Page 144 of 149 MEMORANDUM TO: Melinda Coleman, City Manager FROM: Karen Haag, Citizen Services Director Ajla Arnold, Citizen Services DATE: March 18th 2016 RE: Consider Approval of a Resolution Amending the Rules of Procedure for City Council and Council Meetings Authorizing Disposal of the City Council and Council Meetings Audio/Video Recordings in Accordance With Adopted Schedule Introduction The city council passed a resolution adopting the General Records Retention Schedule in February 2013. The city has submitted the required notification to the State Archives about the adoption in August 2013, which formally extends the authority to the city to start disposing of the records in accordance with the approved schedule. Staff is asking the council to formally approve disposal of the current volume of old audio tapes, VHS tapes and DVDs of the city council/commissions/boards meetings that are well passed the retention period and approve attached resolution establishing the administrative procedures for future retention and disposal of those types of records. Background/Discussion This request is part of an ongoing effort by the city to migrate to electronic storage of all long term and permanent paper official records and to continue the process of disposing of all records with the expired retention period according to said schedule. A formal adoption of the records retention schedule authorizes the city to begin the process of records disposal based on the approved schedule. The only requirement is to inventory the records and log them on a prescribed form that has to be kept in perpetuity. Staff has completed an inventory of all audio and video recordings of all city council and council meetings currently in storage. The records date back to 1970’s through current date. The current records retention schedule recommends disposal of audio/video recordings three months after the approval of the minutes. The exceptions for closed meetings are as follows: meetings involving labor negotiations – 3 years; meetings involving security information – 4 years; meetings involving purchase/sale of property – 8 years. According to the current Rules of Procedure for City Council and Council Meetings, the meetings that are webstreamed are kept accessible to the public on the city website for 18 months. The attached resolution would allow the city to better manage and streamline the process of electronic records retention by allowing the city to move away from the actual physical media storage of the recorded meetings while providing the same content to the public beyond the prescribed minimum retention period through webstreaming on the city website. This would cut down the cost of employee time and materials involved in managing the records. For closed meetings, in the interest of long term transparency, staff is recommending that all closed Packet Page 145 of 149 meetings be kept for eight years, unless State Law prescribes a longer timeframe. The following language would be stricken out from the current Rules of Procedure for City Council and Council Meetings as there is no requirement to record these types of meetings and the underlined language would be added (see attachment 2): Section 14 Council Administrative Policies D. Other Matters Ad hoc committees and council appointed task force meetings shall be audio recorded and retained for one year after the completion of the reason for the committee or task force or for one year after the project is completed. All closed meetings shall be audio recorded and kept for eight years, unless State Law mandates a longer retention period for a specific type of closed meetings, in which case the longest timeframe becomes the default retention period for all closed city meetings. Budget Impact Staff has reached out to First Shred, our current shredding company, and has received a cost estimate at $20 per standard size box. Staff is estimating there would be approximately 15-20 boxes of various media that will be shredded at our location. No other costs are estimated for the project completion. Recommendation It is recommended that the council approves the attached resolution: Attachment 1. Revision to the Rules of Procedure for City Council and Council Meetings, Section 14, Council Administrative Policies, D. Other Matters Attachment 2. Resolution Amending the Rules of Procedure for City Council and Council Meetings Authorizing Disposal of the City Council and Council Meetings Audio/Video Recordings in Accordance With Adopted Schedule Packet Page 146 of 149 Revision to the 2016 Rules of Procedure for City Council and Council Meetings, Section 14, Council Administrative Policies, D. Other Matters D. Other Matters Web streaming of city council meetings will be available on the city website as soon as is practical after each meeting and will remain available on the website for no less than 18 months after any given meeting. Ad hoc committees and council appointed task force meetings shall be audio recorded and retained for one year after the completion of the reason for the committee or task force or for one year after the project is completed. All closed meetings shall be audio recorded and kept for eight years, unless State Law mandates a longer retention period for a specific type of closed meetings, in which case the longest timeframe becomes the default retention period for all closed city meetings. Permit fees for events sponsored by the City may be waived by the City Manager or his/her designee. The City, at the discretion of the City Manager, may allow the building to be closed early on the day before Christmas and the day before New Year’s. The council chambers will be made available for non-partisan political meetings, non-political town hall meetings and candidate forums at no charge for a maximum use of 4 hours during periods when not otherwise required for City business and when a building custodian is scheduled to be on the premises. No political articles or ads are permitted in the Maplewood Monthly except for announcing details of a non-partisan forum or informational meeting being held by a local, state or federal official currently holding office. During municipal General Elections candidates may have an equal opportunity to submit a bio and statement of why they are running for office along with their picture. City Council members may will have the opportunity to submit articles in the Maplewood Monthly. The schedule will be rotated so that the Mayor has three articles and each councilmember having two. The City Manager will also submit a recap article in the December issue. In the event that a councilmember files for an office on the ballot they will be omitted from the rotation until the election is held and they are no longer on the ballot or have been elected to the office. A councilmember may have the option to assign his/her scheduled newsletter article month to any other councilmember or to the Mayor if they so chose. A group picture of the city council will be included in the Monthly. In the “Council Corner” section of the Monthly the picture of the council member writing the article will appear with the following disclaimer below it: The Council Corner is a space that is rotated between the Mayor and Councilmembers Editorial views expressed are those of the author and may not necessarily represent or reflect the views and opinions of the City of Maplewood. Packet Page 147 of 149 Resolution Amending the Rules of Procedure for City Council and Council Meetings Authorizing Disposal of the City Council and Council Meetings Audio/Video Recordings in Accordance With Adopted Schedule RESOLUTION NO. AMENDING THE RULES OF PROCEDURE FOR CITY COUNCIL AND COUNCIL MEETINGS AUTHORIZING DISPOSAL OF THE CITY COUNCIL AND COUNCIL MEETINGS AUDIO/VIDEO RECORDINGS IN ACCORDANCE WITH ADOPTED SCHEDULE WHEREAS, it is the responsibility of the City Council of the City of Maplewood to establish and maintain an active, continuing program for the economical and efficient management of the records for the City, according to Minn. Stats. 138.17, subd.7; and WHEREAS, the City Council of the City of Maplewood has formally adopted the “Minnesota General Records Retention Schedule for Cities” which authorizes the city to dispose of municipal records according to said schedule; and WHEREAS, in accordance with the General Records Retention Schedule, the City Council of the City of Maplewood authorizes disposal of all city council/commissions/boards meetings currently stored on any type of physical media storage currently in the possession of the city; and WHEREAS, in accordance with the Rules of Procedure for City Council and Council Meetings, web streaming of city council and council meetings will be available on the city website as soon as is practical after each meeting and will remain available on the website for no less than 18 months after any given meeting; and WHEREAS, in accordance with the Rules of Procedure for City Council and Council Meetings, all closed meetings shall be audio recorded and kept for eight years, unless State Law mandates a longer retention period for a specific type of closed meetings, in which case the longest timeframe becomes the default retention period for all closed city meetings. NOW THEREFORE BE IT RESOLVED, that the City Council of the City of Maplewood, Minnesota amends the Rules of Procedure for City Council and Council Meetings to include above provisions; and BE IT FURTHER RESOLVED, that following approval of the resolution, the City Clerk’s office is authorized to commence disposal of said records as set forth in said schedule. Passed and Adopted by the Maplewood City Council on this 28th day of March 2016. By: Nora Slawik Attest: Karen Haag Its Mayor Its City Clerk Packet Page 148 of 149 J4 MEMORANDUM TO: Melinda Coleman, City Manager FROM: Karen Haag, Citizen Services Director DATE: March 23, 2016 SUBJECT: Consider Approval of a Noise Control Waiver Request for Zamora Entertainment, at the Aldrich Arena, 1850 White Bear Avenue Introduction An application for a Noise Control Waiver Request has been submitted by Alia Dinga on behalf of Zamora Entertainment for an indoor event at the Aldrich Arena on Saturday, April 9th, 2016. Background The City of Maplewood’s noise control ordinance states that there shall be no excessive noise or disturbance between the hours of 7:00 PM and 7:00 AM Monday through Saturday, and all day Sunday, unless a waiver has been obtained. The waiver has been applied for in conjunction with a Latino concert showcasing a DJ and three (3) bands, with doors opening at 8:30 PM and live music beginning at 9:15 PM until 1:30 AM. Recommendation Staff recommends that Council approve the Noise Control Waiver Request for Zamora Entertainment at the Aldrich Arena, 1850 White Bear Avenue on Saturday, April 9, 2016 from 8:30 PM to 1:30 AM on Sunday, April 10, 2016. Packet Page 149 of 149