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HomeMy WebLinkAbout2016 03-28 City Council Meeting Minutes March 28, 2016 1 City Council Meeting Minutes MINUTES MAPLEWOOD CITY COUNCIL 7:00 P.M. Monday, March 28, 2016 City Hall, Council Chambers Meeting No. 06-16 A. CALL TO ORDER A meeting of the City Council was held in the City Hall Council Chambers and was called to order at 7:08 p.m. by Mayor Slawik. Mayor Slawik reported on the City Council/City Staff Executive Session that took place at the Minnesota Humanities Center on Monday, March 21, 2016. Council Members Xiong, Smith, Juenemann, and Abrams gave additional information about the session. 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 The following items were added to the agenda under Appointments and Presentation: F2b City Clean Ups F2c Paint-a-thon Reminder F2d Earth Day F2e Gateway Corridor Commission Meeting Update F2f Rental Licensing Ideas F2g Philippine Day F2h Day of Laughter Councilmember Juenemann moved to approve the agenda as amended. Seconded by Councilmember Abrams Ayes – All The motion passed. E. APPROVAL OF MINUTES 1. Approval of March 14, 2016 City Council Workshop Minutes Councilmember Abrams moved to approve the March 14, 2016 City Council Workshop Minutes as submitted. Seconded by Councilmember Juenemann Ayes – All The motion passed. March 28, 2016 2 City Council Meeting Minutes 2. Approval of March 14, 2016 City Council Meeting Minutes Councilmember Juenemann requested agenda item F2b be changed to include “bags, gloves and refreshments will be available at the Maplewood Community Center from 8:00 a.m. to 10:00 a.m.” Councilmember Juenemann moved to approve the March 14, 2016 City Council Meeting Minutes as amended. Seconded by Councilmember Abrams 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. 2. Council Presentations Agenda item F2a was heard after F2h. a. Proclamation for Kid City Day of Laughter Mayor Slawik read the proclamation for Kid City Day of Laughter. Councilmember Juenemann moved to approve the resolution demonstrating their commitment to the Kid City Program by proclaiming May 14, 2016 as the first annual Day of Laughter in Maplewood. Resolution 16-03-1330 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; March 28, 2016 3 City Council Meeting Minutes 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. Seconded by Councilmember Xiong Ayes – All The motion passed. b. City Clean Ups Councilmember Juenemann reminded residents that April 23rd is Clean Up Day, which includes the All City Clean Up at Aldrich Arena and the Parks Clean Up. c. Paint-a-thon Reminder Councilmember Abrams reminded residence about the Paint-a-thon for residence 60 years of age or older that are on a limited income and have a home that needs painting. The Paint-a- thon is being sponsored by the Greater Minneapolis Council of Churches. d. Earth Day Councilmember Abrams reported that the City’s Clean-Up Events scheduled for April 23rd have been registered on the official Earth Day website. e. Gateway Corridor Commission Meeting Update Councilmember Smith reported on the Gateway Corridor Commission Meeting he attended on Wednesday, March 23, 2106 and going forward they will be referring to it as the Gold Line Bus Rapid Transit. f. Rental Licensing Ideas Councilmember Smith spoke about rental property in Maplewood and requested staff to look into the process of requiring rental property to be licensed. Smith requested information on what other cities are doing. Mayor Slawik and Councilmember Juenemann gave additional information about licensing rental property. Police Chief Schnell and City Manager Coleman gave further input into the possibility of licensing rental property. g. Philippine Day Mayor Slawik reported on the Philippine Day that she attended on Sunday, March 20, 2016 at Aldrich Arena. h. Day of Laughter Mayor Slawik reported on the Proclamation for Kid City Day of Laughter that will be presented during the council meeting. Parks & Recreation Director Konewko reported that the paid teen videographer positions are not full and applications are still being accepted, he then reported on the events that are taking place in conjunction with the Laughter Labs. Parks and Recreation Commissioner Nikki Villavicencio gave additional information about her involvement with Kid City. March 28, 2016 4 City Council Meeting Minutes 3. Consider Approval of 2015 Parks and Recreation Commission Annual Report Parks and Recreation Commissioner Nikki Villavicencio gave the commission report and answered questions of the council. Councilmember Juenemann moved to approve the 2015 Parks and Recreation Annual Report. Seconded by Councilmember Smith Ayes – All The motion passed. G. CONSENT AGENDA Councilmember Juenemann moved to approve consent agenda items G1-G5. Seconded by Councilmember Xiong Ayes – All The motion passed. 1. Approval of Claims Councilmember Juenemann moved to approve the approval of claims. ACCOUNTS PAYABLE: $ 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 PAYROLL $ 533,624.17 Payroll Checks and Direct Deposits dated 01/15/16 $ 1,310.03 Payroll Deduction check # 99102102 thru # 99102104 dates 03/11/16 $ 534,934.20 Total Payroll $ 1,832,314.87 GRAND TOTAL Seconded by Councilmember Xiong Ayes – All The motion passed. March 28, 2016 5 City Council Meeting Minutes 2. Approval of Resolution Proclaiming Arbor Day Councilmember Juenemann moved to approve the resolution proclaiming May 7, 2016 as Arbor Day in Maplewood. Resolution 16-03-1331 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. Seconded by Councilmember Xiong Ayes – All The motion passed. 3. Approval Authorizing Parking Lot Paving at East Metro Public Safety Training Center, City Project 09-09 Councilmember Juenemann moved to approve 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. Seconded by Councilmember Xiong Ayes – All The motion passed. 4. Approval of Resolution Approving Final Payment and Acceptance of Project, East Metro Public Safety Training Center Phase I Bid Package 5 Improvements, City March 28, 2016 6 City Council Meeting Minutes Project 09-09 Councilmember Juenemann moved to approve the 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. Resolution 16-03-1332 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. Seconded by Councilmember Xiong Ayes – All The motion passed. 5. Approval of a Temporary Lawful Gambling – Local Permit for Hill-Murray School, 2625 Larpenteur Ave E Councilmember Juenemann moved to 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 and acknowledge the Application for Exempt Permit and waive any objection to the timeliness of said permit, as governed by MN Statute §349.166. Seconded by Councilmember Xiong Ayes – All The motion passed. H. PUBLIC HEARINGS None I. UNFINISHED BUSINESS 1. Consider Approval of Resolution Adopting Revised Assessment Roll, Lakewood- Sterling Street Improvements, Project 15-11 March 28, 2016 7 City Council Meeting Minutes Public Works Director Thompson gave the staff report and answered questions of the council. Councilmember Juenemann moved to approve the resolutions for Adopting Revised Assessment Roll for the Lakewood-Sterling Street Improvements, City Project 15-11. Resolution 16-03-1333 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. 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: March 28, 2016 8 City Council Meeting Minutes 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, 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 March 28, 2016 9 City Council Meeting Minutes 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, 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 March 28, 2016 10 City Council Meeting Minutes taxes. Seconded by Councilmember Abrams Ayes – All The motion passed. 2. Consider Approval of Resolution Adopting Revised Assessment Roll, Beebe Road Street Improvements, Project 13-10 Public Works Director Thompson gave the staff report and answered questions of the council. Councilmember Juenemann moved to approve the resolution for Adopting Revised Assessment Roll for the Beebe Road Street Improvements, City Project 13-10. Resolution 16-03-1334 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: March 28, 2016 11 City Council Meeting Minutes 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) 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 March 28, 2016 12 City Council Meeting Minutes 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, 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. Seconded by Councilmember Smith Ayes – All The motion passed. J. NEW BUSINESS 1. Consider Approval of Resolution Approving Plans and Specifications and Advertising for Bids, Fish Creek Improvements, Project 15-19 Parks & Recreation Director Konewko gave the staff report and answered questions of the council. Councilmember Juenemann moved to approve the resolution for the Fish Creek Improvements, City Project 15-19, Approving Plans and Advertisement for Bids. Resolution 16-03-1335 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, March 28, 2016 13 City Council Meeting Minutes 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. Seconded by Councilmember Abrams Ayes – All The motion passed. 2. Consider Adoption of Data Request Policies and Procedures Manuals and the Policy for Ensuring the Security of Not Public Data City Clerk/Citizen Services Director Haag introduced the staff report. Citizen Services Staff Member Ajla Arnold gave the staff report and answered questions of the council. City Clerk/Citizen Services Director Haag answered additional questions of the council. Councilmember Abrams moved to approve the Data Practices Policy for Data Subjects, Data Practices Policy for Members of the Public, Policy for Ensuring the Security of Not Public Data and Resolution Adopting Data Practices Policies and a Policy for Ensuring the Security of Not Public Data. Resolution 16-03-1336 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 March 28, 2016 14 City Council Meeting Minutes 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. Seconded by Councilmember Juenemann Ayes – All The motion passed. 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 City Clerk/Citizen Services Director Haag gave the staff report and answered questions of the council. Councilmember Juenemann moved to approve the revisions to the Rules of Procedure for City Council and Council Meetings, Section 14, Council Administrative Policies, D. Other Matters and the 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 16-03-1337 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 March 28, 2016 15 City Council Meeting Minutes 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. Seconded by Councilmember Smith Ayes – All The motion passed. 4. Consider Approval of a Noise Control Waiver Request for Zamora Entertainment at the Aldrich Arena, 1850 White Bear Avenue City Clerk/Citizen Services Director Haag gave the staff report and answered questions of the council. Councilmember Abrams moved to 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 P.M. to 1:30 A.M on Sunday, April 10, 2016. Seconded by Councilmember Xiong Ayes – All The motion passed. K. AWARD OF BIDS None L. VISITOR PRESENTATIONS – All presentations have a limit of 3 minutes. 1. John Wykoff, Maplewood Resident 2. Bob Zick, North St. Paul Resident M. ADJOURNMENT Mayor Slawik adjourned the meeting at 8:54 p.m.