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2016 12-12 City Council Meeting Packet
AGENDA MAPLEWOOD CITY COUNCIL 7:00 P.M. Monday, December 12, 2016 City Hall, Council Chambers Meeting No. 23-16 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 the November 28, 2016 City Council Workshop Minutes 2. Approval of the November 28, 2016 City Council Meeting Minutes F. APPOINTMENTS AND PRESENTATIONS 1. Administrative Presentations a. Council Calendar Update 2. Council Presentations 3. Consider Approval of Resolution of Appreciation for Karen Haag, Citizen Services Director/City Clerk, for 20 years of Service with the City of Maplewood 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 Purchase of Restoration Services for Prairie Farm Neighborhood Preserve 3. Approval of Lease Agreement with Ramsey County for the Tornado Siren 4. Approval of 2017 Residential Trash Hauling Rate Price Adjustments 5. Approval of 2017 Trash Hauling Contract for City Facilities 6. Approval of Resolution Amending Retiree Health Savings Plan and Adoption Agreement for Nonunion & Maplewood Confidential & Supervisory Association Employees 7. Approval of Resolution Accepting the Labor-Management Committee’s (LMC) Recommendations for Employee Insurance Benefits for 2017 8. Approval of Resolution Approving the Health Reimbursement Arrangement (HRA) Adoption Agreements and Plan Documents for Active Employees and Retirees 9. Approval of Purchase of One Half-Ton Truck 10. Approval of Purchase of One One-Ton Truck 11. Approval Authorizing Final Payment to RJ Marco Construction, Inc. for Exterior Block Wall Repairs at City Hall, 1902 and 1810 Maintenance Buildings H. PUBLIC HEARINGS 1. Consider Approval of an On-Sale Intoxicating Liquor License for the Crooked Pint Ale House, 1734 Adolphus St 2. Consider Approval of a Currency Exchange License Renewal for EZ Cash Maplewood LLC, 3035 White Bear Avenue 3. Public Hearing on 2017 Tax Levy and Budget a. Consider Approval of Resolution Certifying Taxes Payable in 2017 b. Approval of Resolution Adopting a Budget for 2017 and CIP for 2017-2021 I. UNFINISHED BUSINESS 1. Consider Approval of an Ordinance Amending Chapter 6, Article II Regulating 3.2 Percent Malt Liquors and Article III Regulating Intoxicating Liquors – Second Reading and Summary of Ordinance for Publication J. NEW BUSINESS 1. Consider Approval of Resolution for 2017 Annual Liquor License Renewals for Club, Off- Sale, On-Sale, and Wine 2. Consider Resolution Accepting Feasibility Study, Authorizing Preparation of Plans & Specifications, and Calling for Public Hearing, Hillwood/Crestview Area Pavement Improvements, City Project 16-13 3. Consider Resolution Accepting Feasibility Study, Authorizing Preparation of Plans & Specifications, and Calling for Public Hearing, Pond/Dorland Area Street Improvements, City Project 16-12 4. Consider Approval to Purchase Police Body Worn Cameras and Associated User Licenses K. AWARD OF BIDS None L. VISITOR PRESENTATIONS – All presentations have a limit of 3 minutes. M. ADJOURNMENT Sign language interpreters for hearing impaired persons are available for public hearings upon request. The request for this must be made at least 96 hours in advance. Please call the City Clerk’s Office at 651.249.2000 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. E1 November 28, 2016 City Council Workshop Minutes 1 MINUTES MAPLEWOOD CITY COUNCIL MANAGER WORKSHOP 6:00 P.M. Monday, November 28, 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 6:02 p.m. by Mayor Slawik. B. ROLL CALL Nora Slawik, Mayor Present Marylee Abrams, Councilmember Present Kathleen Juenemann, Councilmember Present Bryan Smith, Councilmember Present Tou Xiong, Councilmember Present C. APPROVAL OF AGENDA Councilmember Abrams moved to approve the agenda as submitted. Seconded by Councilmember Xiong Ayes – All The motion passed. D. UNFINISHED BUSINESS None E. NEW BUSINESS 1. KID City Update Parks & Recreation Director Konewko introduced the staff report. Recreation Manager Robbins gave an update on the KID City program. Shari Aronson and Gaosong Heu addressed the council to give additional information on the KID City program and answer questions of the council. 2. EEDD Update on Gladstone Neighborhood and Comprehensive Plan Environmental & Economic Development Director Konewko gave the update on the Gladstone Neighborhood and Comprehensive Plan and answered questions of the council. Economic Development Coordinator Martin gave additional information and answered additional questions of the council. F. ADJOURNMENT Mayor Slawik adjourned the meeting at 6:59 p.m. Packet Page Number 1 of 216 E2 November 28, 2016 1 City Council Meeting Minutes MINUTES MAPLEWOOD CITY COUNCIL 7:00 P.M. Monday, November 28, 2016 City Hall, Council Chambers Meeting No. 22-16 A. CALL TO ORDER A meeting of the City Council was held in the City Hall Council Chambers and was called to order at 7:09 p.m. by Mayor Slawik. 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 Presentations, Council Presentations: ISD 622 Premier Bank Maplewood Communications Community Design Review Board/Planning Commission Tartan Ice Arena Councilmember Xiong moved to approve the agenda as amended. Seconded by Councilmember Smith Ayes – All The motion passed. E. APPROVAL OF MINUTES 1. Approval of November 14, 2016 City Council Workshop Minutes Councilmember Juenemann noted a change under E2, change name from Mike Cramer to Matt Cramer. Councilmember Abrams moved to approve the November 14, 2016 City Council Workshop Minutes as amended. Seconded by Councilmember Juenemann Ayes – All The motion passed. Packet Page Number 2 of 216 E2 November 28, 2016 2 City Council Meeting Minutes 2. Approval of November 14, 2016 City Council Meeting Minutes Councilmember Juenemann moved to approve the November 14, 2016 City Council Meeting Minutes as submitted. 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 ISD 622 Councilmember Juenemann congratulated the voters of school district 622 for passing the referendum. Premier Bank Councilmember Abrams reported on the renovations Premier Bank is making to the first floor of the Maplewood site; and indicated that they will be hosting an open house in the near future. Maplewood Communications Councilmember Abrams reported that she will be meeting with city staff to discuss the city’s communication plan and bring a timeline for 2017 to the December 12th, council meeting. Community Design Review Board and Planning Commission Councilmember Juenemann reported on the CDRB and Planning Commission meetings she attended to evaluate how the transition from the CDRB Meeting to the Planning Commission was working. Tartan Ice Arena Councilmember Smith reported on the Tartan Ice Arena Joint Powers meeting he attended along with Councilmember Xiong. 3. Approval of Resolution of Appreciation for Chris Soutter, Naturalist, for 30 Years of Service with the City of Maplewood Lead Naturalist Hutchinson gave the staff report. Councilmember Juenemann read the resolution of appreciation for Chris Soutter. Chris Soutter thanked the staff she has worked with over the past years. Packet Page Number 3 of 216 E2 November 28, 2016 3 City Council Meeting Minutes Councilmember Juenemann moved to approve the resolution of Appreciation for Chris Soutter, Naturalist, for 30 Years of Service with the City of Maplewood. Resolution 16-11-1396 Resolution of Appreciation WHEREAS, Chris Soutter was hired as a naturalist at Maplewood Nature Center in 1978; and WHEREAS, Chris Soutter has served the City of Maplewood faithfully in that capacity from 1978-1987 and from 1995-2016; and WHEREAS, the City of Maplewood has appreciated Ms. Soutter’s knowledge, experience, insight and good judgment; and WHEREAS, Ms. Soutter has shown sincere dedication to her duties and has consistently contributed her leadership, time and effort for the benefit of the City; and WHEREAS, Ms. Soutter has gone beyond her responsibilities as a naturalist in helping develop and sustain the nature center programs; NOW, THEREFORE, IT IS HEREBY RESOLVED for and on behalf of the City of Maplewood, Minnesota, and its citizens that Chris Soutter, Naturalist, is hereby extended our gratitude and appreciation for her dedicated service. Seconded by Councilmember Abrams Ayes – All The motion passed. 4. Presentation by Roseville Area Schools Superintendent Aldo Sicoli Aldo Sicoli, Superintendent of Roseville Area Schools addressed the council to report on the school districts long range facilities planning process and their partners for the future initiative. 5. Update on Rush Line Corridor Transitway Pre-Project Development Study Tier 2 Analysis and Public Outreach Efforts, Project 15-06 Public Works Director Thompson introduced the report. Mike Rogers, Transit Project Manager with Ramsey County Regional Rail Authority addressed the council to give an update on the Rush Line Corridor Transitway and answer questions of the council. Public Works Director Thompson reported on the data from the Technical Advisory Committee he serves on. G. CONSENT AGENDA Councilmember Juenemann moved to approve agenda items G1-G9. Seconded by Councilmember Abrams Ayes – All The motion passed. Packet Page Number 4 of 216 E2 November 28, 2016 4 City Council Meeting Minutes 1. Approval of Claims Councilmember Juenemann moved to approve the approval of claims. ACCOUNTS PAYABLE: $ 442,476.64 Checks # 98322 thru #98555 (Includes Election Judge Checks) dated 11/08/16 thru 11/16/16 $ 463,080.27 Disbursements via debits to checking account dated 11/07/16 thru 11/10/16 $ 157,547.82 Checks #98556 thru #98600 dated 11/22/16 $ 316,594.84 Disbursements via debits to checking account dated 11/14/16 thru 11/18/16 $ 1,379,699.57 Total Accounts Payable PAYROLL: $ 529,814.72 Payroll Checks and Direct Deposits dated 11/18/16 $ 1,886.98 Payroll Deduction check # 99102434 thru # 99102437 dated 11/18/16 $ 531,701.70 Total Payroll $ 1,911,401.27 GRAND TOTAL Seconded by Councilmember Abrams Ayes – All The motion passed. 2. Approval of a Temporary Lawful Gambling – Local Permit for the Hill Murray High School Councilmember Juenemann moved to approve the temporary Lawful Gambling – Local permit for Hill Murray School’s auction on April 29, 2017. Seconded by Councilmember Abrams Ayes – All The motion passed. 3. Approval of Local Planning Assistance Grant Agreement with the Metropolitan Council for the City’s 2040 Comprehensive Plan Update Councilmember Juenemann moved to approve the mayor and city manager to sign and execute the grant agreement between the city of Maplewood and Metropolitan Council. Seconded by Councilmember Abrams Ayes – All Packet Page Number 5 of 216 E2 November 28, 2016 5 City Council Meeting Minutes The motion passed. 4. Approval of a Conditional Use Permit Review, Used-Car Sales at Maplewood Office Park, 1705 Cope Avenue Councilmember Juenemann moved to approve to review the conditional use permit for 1705 Cope Avenue again in one year to check on the progress made regarding sign issues. Seconded by Councilmember Abrams Ayes – All The motion passed. 5. Approval of a Conditional Use Permit Review, U-Haul, 2250 White Bear Avenue Councilmember Juenemann moved to approve to review the conditional use permit for 2250 White Bear Avenue again if a problem arises or a major change is proposed. Seconded by Councilmember Abrams Ayes – All The motion passed. 6. Approval of a Conditional Use Permit Review, Plaza 3000 Shopping Center, 3000 White Bear Avenue Councilmember Juenemann moved to approve to review the conditional use permit for Plaza 3000 again in one year to ensure all trash containers on site are properly screened as per city code. Seconded by Councilmember Abrams Ayes – All The motion passed. 7. Approval of a Conditional Use Permit Review, St. Paul Hmong Alliance Church, 1770 McMenemy Street Councilmember Juenemann moved to approve to review the conditional use permit for the St. Paul Hmong Alliance Church at 1770 McMenemy Street again only if a problem arises or a major change is proposed. Seconded by Councilmember Abrams Ayes – All The motion passed. 8. Approval of a Conditional Use Permit Review, Maplewood Auto Mall, 2529 White Bear Avenue Councilmember Juenemann moved to approve to review the conditional use permit for the Maplewood Auto Mall at 2529 White Bear Avenue again in one year to ensure all conditions of approval have been met and the required landscaping has survived. Packet Page Number 6 of 216 E2 November 28, 2016 6 City Council Meeting Minutes Seconded by Councilmember Abrams Ayes – All The motion passed. 9. Approval of Resolution Authorizing Final Financing Plan, Highway 36/English Street Interchange Improvements, Project 09-08 Councilmember Juenemann moved to approve the resolution implementing the final financing plan for the Highway 36/English Street Interchange Improvements, City Project 09-08. Resolution 16-11-1397 Authorizing Final Financing Plan City 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 WHEREAS, On April 4, 2012 the City Council ordered the public improvements to the Highway 36/English Street Interchange Improvements and established a project budget of $22,997,000.00, and WHEREAS, On November 26, 2012 the City Council adopted a resolution adjusting the project budget for the Highway 36/English Street Interchange Improvements to $22,358,000.00, and WHEREAS, On January 28, 2013 the City Council adopted a resolution awarding a construction contract to Forest Lake Contracting, and NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF MAPLEWOOD, MINNESOTA: 1. The final financing plan reflects increased construction costs and property acquisitions previously approved by the City Council through separate action and the final projected project budget reflecting total expenditures is hereby $26,800,000.00, and 2. Furthermore, the finance director is hereby authorized to make the necessary adjustments and transfers to reflect total proposed revenues listed below: Packet Page Number 7 of 216 E2 November 28, 2016 7 City Council Meeting Minutes FUNDING SOURCE Prop. Final Revenue Federal STP Interchange $8,083,335 Federal STP Water Quality $295,329 MnDOT State Road Construction (SRC)$5,633,117 MnDOT Cooperative Agreement $500,000 MnDOT Contribution for ROW Acquisitions $1,723,000 Trasp. & Econ. Dev. (TED) DEED Grant $1,000,000 Ramsey County $929,457 St. Paul Regional Water Services $886,051 Ramsey-Washington Metro Watershed District $519,998 Environmental Utility Fund $328,000 St. Paul WAC Fund $344,790 Sanitary Sewer Utility $175,000 Bond Sale Proceeds $1,526,150 Special Assessments $936,028 Municipal State Aid Funds $2,064,036 Local Government Aid $1,030,709 Transfers In $600,000 Anticipated Land Re-Sale (County B/TH 61)$225,000 TOTAL $26,800,000 TABLE 1 Seconded by Councilmember Abrams Ayes – All The motion passed. H. PUBLIC HEARINGS 1. Consider Approval of an Ordinance Amending Chapter 6, Article II Regulating 3.2 Percent Malt Liquors and Article III Regulating Intoxicating Liquors – First Reading Business Licensing Specialist Beggs gave the staff report and answered questions of the council. Councilmember Smith moved to approve the first reading of proposed amendments to Chapter 6, Article II Regulating 3.2 Percent Malt Liquors and Article III Regulating Intoxicating Liquors. Seconded by Councilmember Xiong Ayes – Mayor Slawik, Council Members Abrams, Smith and Xiong Nays – Councilmember Juenemann The motion passed. I. UNFINISHED BUSINESS 1. Consider Approval of an Ordinance Amending Chapter 10, Article III Dogs and Article IV Cats – Second Reading and Summary of Ordinance for Publication Deputy Clerk Schmidt gave the staff report and answered questions of the council. Packet Page Number 8 of 216 E2 November 28, 2016 8 City Council Meeting Minutes Councilmember Smith moved to approve the second reading of the proposed amendments to Chapter 10, Article III Dogs and Article IV Cats; and further approve the Summary Ordinance for Publication. Ordinance 973 ANIMALS ARTICLE III. - DOGS DIVISION 1. - GENERALLY[2] Footnotes: --- (2) --- Editor's note—Ord. No. 888, adopted July 14, 2008, amended Div. 1, in its entirety to read as set out herein. Former Div. 1, §§ 10-61—10-65, pertained to similar subject matter and derived from the Code of 1982, §§ 7-16—7-20. Sec. 10-61. - Definitions. The following words, terms and phrases, when used in this article, shall have the meanings ascribed to them in this section, except where the context clearly indicates a different meaning: Animal shelter means any premises designated by the city administrative authority for the purposes of impounding and caring for dogs held under authority of this article. Dog means any living dog. Officer means any person designated by the city manager as an enforcement officer. Owner means any person owning, keeping or harboring dogs. Pet shop means any person engaged in the business of feeding, buying, selling or boarding animals of any species. Restraint. A dog or cat is under restraint within the meaning of this article if it is controlled by a leash which does not extend beyond the boundaries of the private property or within a vehicle being driven or parked on the streets or within the property of its owner/keeper, in a fenced area, if within an electronic fence with signage, controlled by a chain or under owner's control and supervision. Veterinary hospital means any establishment maintained and operated by a licensed veterinarian for the diagnosis and treatment of diseases and injuries of animals. (Ord. No. 888, 7-14-2008) Sec. 10-62. - Rules and regulations relating to permits and humane treatment. Packet Page Number 9 of 216 E2 November 28, 2016 9 City Council Meeting Minutes The council shall promulgate regulations governing the issuance of permits, and such regulations shall include requirements for humane care of the owner's dogs and for compliance with all sections of this article and other applicable state and local laws. The council may amend such regulations from time to time as it deems desirable for the public health and welfare and to protect dogs from cruelty. (Ord. No. 888, 7-14-2008) Sec. 10-63. - Limitation on number for each dwelling unit in residential zones. No more than two dogs over three months of age shall be housed or be kept on any one residential site in any area of the city zoned R-1 residence district or R-2 residence district. No more than one dog of any age shall be kept in a dwelling unit in any area of the city zoned R-3 residence district. (Ord. No. 888, 7-14-2008) State Law reference— Dogs, Minn. Stats. ch. 347. Sec. 10-64. - Enforcement. Officers designated by the city manager and approved by the council shall have police powers in the enforcement of this article; and no person shall interfere with, hinder or molest any such officer in the exercise of such powers. (Ord. No. 888, 7-14-2008) Sec. 10-65. - Violations. (a) Any person violating any of the sections of this article shall be deemed guilty of a misdemeanor and, upon conviction, shall be punished in accordance with section 1- 15. (b) If any person is found guilty by a court of violation of section 10-1, his permit to own, keep, harbor or have custody of dogs shall be deemed automatically revoked; and no new permit may be issued for a period of one year. (Ord. No. 888, 7-14-2008) Secs. 10-66—10-90. - Reserved. DIVISION 2. - PERMIT[3] Footnotes: --- (3) --- Editor's note—Ord. No. 888, adopted July 14, 2008, amended Div. 2 in its entirety to read as set out herein. Former Div. 2, §§ 10-91—10-96, pertained to similar subject matter and derived from the Code of 1982, §§ 7-36—7-41; Ord. No. 832, § 1, adopted Nov. 13, 2002. Packet Page Number 10 of 216 E2 November 28, 2016 10 City Council Meeting Minutes Sec. 10-91. - Required; exceptions. No person shall, without first obtaining a permit in writing from the clerk, own, keep, harbor, or have custody of any dog over three months of age. However, this section shall not apply to the keeping of small caged birds or aquatic and amphibian animals solely as pets or for police canines of any political subdivision. (Ord. No. 888, 7-14-2008) Sec. 10-92. - Fees; issuance; current rabies vaccination certificate required. (1) Upon a showing by any applicant for a permit required under this division that he is prepared to comply with the regulations promulgated by the council, a permit shall be issued following payment of the applicable fee, as follows: (a) For each dog, the fee is as may be imposed, set, established and fixed by the city council, by resolution, from time to time. (b) No fee or permit shall be required of any Humane Society or veterinary hospital. (2) No permit shall be granted for a dog which has not been vaccinated against rabies as provided in this section on such date, but not more than two years will have elapsed from the date of such vaccination to the time of the expiration of the permit to be issued, unless stated upon the certificate that the vaccination is effective for at least three years. Vaccination shall be performed only by a doctor qualified to practice veterinary medicine in the state in which the dog is vaccinated, and the applicant shall present an original certificate from a qualified veterinarian showing that the dog to be permitted has been given a vaccination against rabies and the date on which the vaccination was administered. (Ord. No. 888, 7-14-2008) Sec. 10-93. - Term; renewal; late penalty charge. A new permit shall be obtained each even year by every owner and a new fee paid. A permit, if not revoked, shall be valid until the end of the permit period. Renewal permits must be obtained prior to the expiration date, and there shall be a late penalty charge on all renewal permits issued after the expiration date. (Ord. No. 944, 10-13-2014) Editor's note— Ord. No. 944, adopted Oct. 13, 2014, amended § 10-93 in its entirety to read as set out herein. Former § 10-93 pertained to term and derived from Ord. No. 888, adopted July 14, 2008. Sec. 10-94. - Revocation. The city manager may revoke any permit issued under this division if the person holding the permit refuses or fails to comply with this article, any regulations promulgated by the council pursuant to this article, or any state or local law governing cruelty to animals or the keeping of animals. Any person whose permit is revoked shall, Packet Page Number 11 of 216 E2 November 28, 2016 11 City Council Meeting Minutes within ten days thereafter, humanely dispose of all dogs being owned, kept or harbored by such person; and no part of the permit fee shall be refunded. (Ord. No. 888, 7-14-2008) Sec. 10-95. - Tags. Upon issuing a permit to keep any dog under this division, the clerk shall issue to the owner a metallic or durable plastic tag stamped with an identifying number and with the month/date/year of expiration and so designated that it may be conveniently fastened to a dog collar or harness. Such tag shall be fastened to the dog's collar or harness by the owner and shall be worn at all times. The clerk shall maintain a record of the identifying numbers and shall make this record available to the public. (Ord. No. 888, 7-14-2008) Sec. 10-96. - Exemptions from division. The sections of this division requiring a permit shall not apply to owners of certified seeing eye and other handicapped-aid dogs, owners and handlers of bona fide working dogs (guard dogs, search dogs, etc.) and nonresidents of the city who are keeping only domestic pets, provided that domestic pets of nonresident owners shall not be kept in the city longer than 30 days annually and the animals shall be kept under restraint. (Ord. No. 888, 7-14-2008) Secs. 10-97—10-125. - Reserved. DIVISION 3. - RUNNING AT LARGE; NUISANCE[4] Footnotes: --- (4) --- Editor's note—Ord. No. 888, adopted July 14, 2008, amended Div. 3 in its entirety to read as set out herein. Former Div. 3, §§ 10-126—10-129, pertained to similar subject matter and derived from the Code of 1982, §§ 7-51—7-54. Sec. 10-126. - Restraint. All dogs shall be kept under restraint at all times in the city. (Ord. No. 888, 7-14-2008) Sec. 10-127. - Duty of owners. (1) No owner or custodian of any dog, whether permitted or unpermitted, shall allow such dog to run at large, with the exception of within a designated off-leash dog area. It shall be the obligation of the owner or custodian of any dog in the city, whether permanently or temporarily therein, to prevent any such dog at any time to be on any street, public park (with the exception of a park within an off-leash dog Packet Page Number 12 of 216 E2 November 28, 2016 12 City Council Meeting Minutes area as designated by Ramsey County or the City of Maplewood), school grounds or public place without being effectively restrained by a chain or leash not exceeding eight feet in length. (2) Any person having custody or control of any dog shall have the responsibility for cleaning up any feces of the dog and disposing of such feces in a sanitary manner. It shall furthermore be the duty of each person having the custody and control of any dog to have on such person possession of a device or equipment for picking up and removal of animal feces. This subsection shall not apply to a guide dog accompanying a blind person or to a dog when used in police or rescue activities. (3) No owner or custodian of any dog within the city shall allow the dog to remain outside and unattended for a period exceeding four consecutive hours. For the purpose of this subsection, the term "outside and unattended" shall mean that the dog is on or has free access to the exterior grounds of any premises and the owner or custodian is not physically present and in the company of the dog. (4) Owners or custodians of dogs are hereby charged to prevent their dogs from barking or making other noises which unreasonably disturb the peace and quiet of any person. The phrase "unreasonably disturb the peace and quiet" includes, but is not limited to, the creation of noises, by such dogs, audible to a peace officer or animal control officer outside the building or premises where the dogs are being kept and which noise occurs repeatedly over [a] five-minute period with a time lapse of one minute or less between repetitions over a five-minute period. Failure on the part of the owner or custodian to prevent a dog from committing such acts shall be subject to penalty provided in section 10-65. (Ord. No. 888, 7-14-2008) Sec. 10-128. - Female dogs in heat. Every female dog in heat in the city shall be confined in a building or secure enclosure in such manner that such female dog cannot come into contact with another dog, except for planned breeding. (Ord. No. 888, 7-14-2008) Sec. 10-129. - Duty of temporary visitors to city. It shall be unlawful for any person temporarily in the city, while staying at any private home or at any public accommodation such as a hotel or motel, to have a dog running at large or to permit his dog at any time, when out of the room or suite occupied by such person, to be upon the street or in any public or private place, unless firmly upon a leash at all times. (Ord. No. 888, 7-14-2008) Secs. 10-130—10-155. - Reserved. DIVISION 4. - IMPOUNDMENT[5] Footnotes: Packet Page Number 13 of 216 E2 November 28, 2016 13 City Council Meeting Minutes --- (5) --- Editor's note—Ord. No. 888, adopted July 14, 2008, amended Div. 4 in its entirety to read as set out herein. Former Div. 4, §§ 10-156—10-158, pertained to similar subject matter and derived from the Code of 1982, §§ 7-66—7-68. Sec. 10-156. - Authority; notice to known owners; reclamation by owners; humane disposal of unclaimed dogs. Unrestrained dogs running at large in the city may be taken by police, the animal control officer or the Humane Society and impounded in an animal shelter and there confined in a humane manner. Impounded dogs shall be kept for not less than five days, unless reclaimed by their owners. If by a permit tag or by other means the owner can be identified, the animal control officer shall immediately, upon impoundment, notify the owner by telephone or mail of the impoundment of the dog. A dog not claimed by its owner within five days shall be humanely disposed of by an agency delegated by the council to exercise that authority. (Ord. No. 888, 7-14-2008) Sec. 10-157. - Fees; additional penalties. Any owner reclaiming a dog under this article, which has been impounded for any reason, shall pay a fee as set by council resolution from time to time. The owner may also be proceeded against for violation of this article, and his permit may be revoked. (Ord. No. 888, 7-14-2008) Sec. 10-158. - Return to owner of dog found at large. Notwithstanding the sections of this division, if a dog is found at large in the city and its owner can be identified and located, such dog need not be impounded but may, instead, be taken to the owner. (Ord. No. 888, 7-14-2008) Secs. 10-159—10-185. - Reserved. DIVISION 5. - DANGEROUS DOGS[6] Footnotes: --- (6) --- Editor's note—Ord. No. 888, adopted July 14, 2008, amended Div. 5 in its entirety to read as set out herein. Former Div. 5, §§ 10-186—10-190, pertained to similar subject matter and derived from the Code of 1982, §§ 7-80—7-84. Secs. 10-186—10-188. - Reserved. Packet Page Number 14 of 216 E2 November 28, 2016 14 City Council Meeting Minutes Sec. 10-189. - Dangerous/potentially dangerous dogs. The provisions of Minn. Stats. §§ 347.50—347.56, inclusive, are hereby adopted as the potentially dangerous and dangerous dog regulations for the City of Maplewood. Where a conflict exists between the provisions of the City Code and the provisions of Minn. Stats. §§ 347.50—347.56, inclusive, the provisions of the Minnesota Statutes shall apply. (1) Definitions: For the purpose of this section, the terms defined have the meaning given to them: Dangerous dog means any dog that has: (a) Without provocation, inflicted substantial bodily harm on a human being on public or private property; or (b) Killed a domestic animal without provocation while off the owner's property; or (c) Been found to be potentially dangerous, after the owner has notice that the dog is potentially dangerous, the dog aggressively bites, attacks, or endangers the safety of humans or domestic animals. Potentially dangerous dog means any dog that: (a) When unprovoked, inflicts bites on a human or domestic animal on public or private property; or (b) When unprovoked, chases or approaches a person, including a person on a bicycle, upon the streets, sidewalks, or any public or private property, other than the dog owner's property, in an apparent attitude of attack; or (c) Has a known propensity, tendency, or disposition to attack unprovoked, causing injury or otherwise threatening the safety of humans or domestic animals. Proper enclosure means securely confined indoors or in a securely enclosed and locked pen or structure suitable to prevent the animal from escaping and providing protection from the elements for the dog. A proper enclosure does not include a porch, patio, or any part of a house, garage, or other structure that would allow the dog to exit of its own volition, or any house or structure in which the windows are open or in which door or window screens are the only obstacles that prevent the dog from exiting. Owner means any person, firm, corporation, organization, or department possessing, harboring, keeping, having an interest in, or having care, custody, or control of a dog. Substantial bodily harm has the meaning given it under Minn. Stats. § 609.02, subdivision 7a. Great bodily harm has the meaning given it under Minn. Stats. § 609.02, subdivision 8. Packet Page Number 15 of 216 E2 November 28, 2016 15 City Council Meeting Minutes Provocation means an act that adult could reasonably expect may cause a dog to attack or bite. (2) Initial determination. The city's designated animal control authority shall be responsible for initially determining (initial determination) whether a dog is a potentially dangerous dog or a dangerous dog. The animal control authority may retain custody of a dog which has been initially determined to be a dangerous dog pending the hearing as hereinafter provided. The initial determination shall be conclusive unless the owner appeals the initial determination as hereinafter provided. (3) Notice of initial determination. The notice of initial determination shall be personally served on the owner of the dog or on a person of suitable age at the residence of such owner. The notice of initial determination shall describe the dog deemed to be potentially dangerous or dangerous, shall identify the officer making the initial determination and shall inform the owner of the owner's right to appeal the initial determination. (4) Request for hearing and hearing. An owner may appeal the initial determination by filing a request and payment of the applicable fee for the hearing with the city manager within five days of the owner's receipt of the notice of initial determination. A hearing shall be held within seven days after the city's receipt of the request for hearing. The city manager shall assign a hearing officer, who shall not be the person who made the initial determination. At the hearing, the hearing officer shall consider the reports and comments of the animal control authority, the testimony of any witnesses, witness statements and the comments of the owner of the dog. After considering all of the evidence submitted, the hearing officer shall make written findings and shall determine whether the dog is a potentially dangerous dog or a dangerous dog (final determination). The findings shall be made within five days of the date of the hearing and shall be personally served upon the owner of the dog or upon a person of suitable age at the residence of the owner. (5) Seizure of dangerous dog or potentially dangerous dog. The animal control authority shall immediately seize any dangerous or potentially dangerous dog if, within 14 days after the service of the notice of final determination declaring a dog to be a dangerous dog: (a) The owner has not registered the dog in compliance with the provisions of subsection 10-189(8)a. or (10)a. (b) The owner does not secure the proper surety bond or liability insurance pursuant to subsection 10-189(8)a.2. or (10)a.4. (c) The dangerous or potentially dangerous dog is not maintained in a proper enclosure. (d) The dangerous dog is outside a proper enclosure and not under the physical restraint of a responsible person. (6) Reclaiming a dangerous dog or potentially dangerous. A dangerous or potentially dangerous dog may be reclaimed by the owner of the dog upon payment of the Packet Page Number 16 of 216 E2 November 28, 2016 16 City Council Meeting Minutes impounding and boarding fees and upon presentation of proof to the animal control authority that the requirements of subsection 10-189(8)a. or (10)a. have been satisfied. A dangerous or potentially dangerous dog not reclaimed under this provision within seven days may be disposed of as provided in Minn. Stats. § 35.71, subd. 3, and the owner shall be liable to the animal control authority for costs incurred in confining and disposing of the dangerous dog. (7) Substantial/great bodily harm. Upon a final determination and notwithstanding the provisions of subsections 10-189(2)—(6), a dangerous dog that inflicted substantial bodily harm or great bodily harm on a human being on public or private property without provocation may be destroyed in a proper and humane manner by the animal control authority. (8) Dangerous dog restrictions. (a) Registration required. No person may keep a dangerous dog in the City of Maplewood unless the dog is registered with the city clerk as provided in this section. The city clerk shall issue a certificate of registration to the owner of the dangerous dog if the owner presents the following information: 1. Proper enclosure. A proper enclosure exists for the dangerous dog and there is a posting on the premises with a clearly visible warning sign, including a warning symbol to inform children, that there is a dangerous dog on the property. 2. Bond/insurance. A surety bond issued by a surety company authorized to conduct business in the State of Minnesota in a form acceptable to the animal control authority in the sum of at least $300,000.00 payable to any person injured by the dangerous dog, or a policy of liability insurance issued by an insurance company authorized to conduct business in the State of Minnesota in the amount of at least $300,000.00 insuring the owner for any personal injuries inflicted by the dangerous dog. 3. Microchip. The owner has had a microchip identification implanted in the dangerous dog, and the name of the microchip manufacturer and identification number of the microchip must be provided to the animal control authority. If the microchip is not implanted by the owner, it may be implanted by the animal control authority with the costs borne by the dog's owner. 4. Warning symbol. The owner has posted a warning symbol to inform children that there is a dangerous dog on the property. The design of the warning symbol must have been approved by the Minnesota Commissioner of Public Safety. 5. Tag. The dangerous dog must have a standardized, easily identifiable tag identifying the dog as dangerous and containing the uniform dangerous dog symbol affixed to the dog's collar at all times. The design of the tag must have been approved by the Minnesota Commissioner of Public Safety. 6. Photograph. The owner of the dangerous dog shall make the dog available to be photographed for identification by the animal control authority at a time and place specified by the animal control authority. Packet Page Number 17 of 216 E2 November 28, 2016 17 City Council Meeting Minutes 7. Proof of disclosure. The owner of a dangerous dog who rents property from another where the dog will reside must submit proof of disclosure from the property owner that the property owner was notified, prior to entering into the lease agreement and at the time of any lease renewal, that the person owns a dangerous dog that will reside at the property. (9) Dangerous dog regulations. (a) Annual fee. The owner of a dangerous dog shall pay an annual fee as determined by council ordinance, in addition to any regular dog licensing fees, to obtain a certificate of registration for a dangerous dog under this section. (b) Annual renewal. The owner of a dangerous dog must renew the registration of the dog annually until the dog is deceased and pay the annual renewal fee as determined by city council ordinance. If the dog is removed from the City of Maplewood, it must be registered as a dangerous dog in its new jurisdiction. (c) Death/transfer from city. The owner of any dangerous dog must notify the animal control authority in writing of the death of the dog, of its transfer to a residence outside of the City of Maplewood or of its transfer within the City of Maplewood within 30 [days] of the death or transfer. (d) Notice to landlord. The owner of a dangerous dog who rents property from another where the dog will reside must disclose to the property owner, prior to entering into the lease agreement, and at the time of any lease renewal, that the person owns a dangerous dog that will reside at the property. (e) Sale. The owner of a dangerous dog must notify the purchaser that the animal control authority has identified the dog as a dangerous dog. The seller must also notify the animal control authority in writing of the sale and provide the animal control authority with the new owner's name, address, and telephone number. (f) Muzzling. If the dangerous dog is outside a proper enclosure, the dog must be muzzled and restrained by substantial chain or leash and be under the physical restraint of a reasonable person. The muzzle must be made in a manner that will prevent the dog from biting any person or animal but that will not cause injury to the dog or interfere with its vision or respiration. (g) Sterilization. The animal control authority may require a dangerous dog to be sterilized at the owner's expense. If the owner does not have the dangerous dog sterilized, the animal control authority may have the animal sterilized at t he owner's expense. (10) Potentially dangerous dog restrictions. (a) Registration required. No person may keep a potentially dangerous dog in the City of Maplewood unless the dog is registered with the city clerk as provided in this section. The city clerk shall issue a certificate of registration to the owner of a potentially dangerous dog if the owner presents the following information: Packet Page Number 18 of 216 E2 November 28, 2016 18 City Council Meeting Minutes 1. Microchip. The owner has had a microchip identification implanted in the potentially dangerous dog, and the name of the microchip manufacturer and identification number of the microchip must be provided to the animal control authority. If the microchip is not implanted by the owner, it may be implanted by the animal control authority with the costs borne by the dog's owner. 2. Warning symbol. The owner has posted a warning symbol to inform children that there is a potentially dangerous dog on the property. The design of the warning symbol must have been approved by the Minnesota Commissioner of Public Safety. 3. Proper enclosure. A proper enclosure exists for the potentially dangerous dog, and there is a posting on the premises with a clearly visible warning sign, including a warning symbol, to inform children that there is a potentially dangerous dog on the property. 4. Bond/insurance. A surety bond issued by a surety company authorized to conduct business in the State of Minnesota in a form acceptable to the animal control authority in the sum of at least $300,000.00 payable to any person injured by the potentially dangerous dog, or a policy of liability insurance issued by an insurance company authorized to conduct business in the State of Minnesota in the amount of at least $300,000.00 insuring the owner for any personal injuries inflicted by the potentially dangerous dog. 5. Photograph. The owner of the potentially dangerous dog shall make the dog available to be photographed for identification by the animal control authority at a time and place specified by the animal control authority. 6. Proof of disclosure. The owner of a potentially dangerous dog who rents property from another where the dog will reside must submit proof of disclosure from the property owner that the property owner was notified, prior to entering into the lease agreement and at the time of any lease renewal, that the person owns a potentially dangerous dog that will reside at the property. (11) Potentially dangerous dog regulations. (a) Annual fee. The owner of a potentially dangerous dog shall pay an annual fee as determined by council ordinance, in addition to any regular dog licensing fees, to obtain a certificate of registration for a dangerous dog under this section. (b) Annual renewal. The owner of a potentially dangerous dog must renew the registration of the dog annually until the dog is deceased and pay the annual renewal fee as determined by city council ordinance. If the dog is removed from the City of Maplewood, it must be registered as a potentially dangerous dog in its new jurisdiction. (c) Death/transfer from city. The owner of any potentially dangerous dog must notify the animal control authority in writing of the death of the dog, of its Packet Page Number 19 of 216 E2 November 28, 2016 19 City Council Meeting Minutes transfer to a residence outside of the City of Maplewood or of its transfer within the City of Maplewood within 30 days of the death or transfer. (d) Notice to landlord. The owner of a potentially dangerous dog who rents property from another where the dog will reside must disclose to the property owner, prior to entering into the lease agreement and at the time of any lease renewal that the person owns a potentially dangerous dog that will reside at the property. (e) Sale. The owner of a potentially dangerous dog must notify the purchaser that the animal control authority has identified the dog as potentially dangerous. The seller must also notify the animal control authority in writing of the sale and provide the animal control authority with the new owner's name, address, and telephone number. (12) Annual review requests. If there are no additional reports of the behavior described in subsection (1)a. or (1)b. of this section within a 12-month period from the date of the designation as a dangerous dog or a six-month period from the date of the designation as a potentially dangerous dog, the dog's owner may request a review, in writing, of the declaration designation. The owner must provide documented evidence for review that the dog's behavior has changed due to environment, health, age, training, neutering or other relevant factor. The review request and supporting documentation must be submitted to the Maplewood Animal Control Authority, which shall rule on the review request based on the record. The owner of the dog shall be notified in writing of the review results within ten business days of receipt. An administrative fee shall be paid prior to the review. In cases where the owner has successfully completed a training program approved by the animal control authority, the administrative fee may be reduced or waived. The fees for such review shall be imposed, set, established and fixed by the city council, by resolution, from time to time. (Ord. No. 888, 7-14-2008; Ord. No. 942, 9-22-2014) Secs. 10-190—10-215. - Reserved. DIVISION 6. - SMALL KENNEL LICENSES Sec. 10-216. - Construction and purpose of division. This division is supplementary to and in addition to all other sections of this Code or other ordinances in effect relating to the ownership, care and custody of dogs within the city and is deemed necessary by the council in order to regulate and control the ownership and the keeping of dogs in and near residential areas of the city. (Code 1982, § 7-96) Sec. 10-217. - Required; limited to licensee's dogs; zoning classifications where permitted. (1) No person shall keep more than two dogs over three months of age anywhere within the city without first obtaining a small kennel license under this division for the keeping of such dogs for breeding, sale or show purposes. Packet Page Number 20 of 216 E2 November 28, 2016 20 City Council Meeting Minutes (2) Any licensee under this division may not board or train dogs belonging to other persons on such licensed premises. (3) Small kennel licenses will not be issued under this division in any part of the city, except on property zoned commercial or farm residential or residential R-1. (Code 1982, § 7-97) Sec. 10-218. - Application; investigation; grant or denial of license. (1) Application. Any person desiring a small kennel license required under this division shall make written application to the city clerk upon a form prescribed by and containing such information as required by the city clerk. Among other things, the application shall contain the following information: (a) A description of the real property upon which it is desired to keep the dogs. (b) The species and number of dogs to be maintained on the premises. (c) A statement that the applicant or licensee will at all times keep the dogs in accordance with all the conditions prescribed by the police chief or a modification thereof and that failure to obey such conditions will constitute a violation of this chapter and grounds for cancellation of the license. (d) Such other and further information as may be required by the police chief. (2) Consent. Upon receipt of the completed small kennel license application, the city clerk's office will obtain a list of affected properties from GIS identifying properties within 150 feet of the applying property. Certified letters shall be sent to the affected property addresses requesting approval or objection to the kennel license. Upon written consent of 75 percent of the owners or occupants of privately or publicly owned real estate within 150 feet of the outer boundaries of the premises for which the license is being requested the license shall be forwarded to the police department for inspection and final approval. Where a property within 150 feet consists of a multiple dwelling, the applicant need obtain only the written consent of the owner or manager or other person in charge of the building if the building is renter-occupied; if the building is owner-occupied letters of consent or objection will be sent to each individual home owner for consent or objection. (3) Investigation; issuance or denial. The police chief shall make such investigation as is necessary and may grant, deny or refuse to renew any application for a license under this division. (4) Conditions. If granted, the license shall be issued by the city clerk and shall state the conditions, if any, imposed upon the permittee for the keeping of dogs under the license. The license shall specify the restrictions, limitations, conditions and prohibitions which the police chief deems reasonably necessary to protect any person or neighboring use from unsanitary conditions, unreasonable noise or odors or annoyance or to protect the public health and safety. Such license may be modified from time to time or revoked by the police chief for failure to conform to such restrictions, limitations or prohibitions. Such modification or revocation shall be Packet Page Number 21 of 216 E2 November 28, 2016 21 City Council Meeting Minutes effective from and after ten days following the mailing of written notice thereof by certified mail to the person keeping or maintaining such dogs. (5) Outside kennel. An outside kennel must be constructed of open-faced, galvanized fabric of suitable size to maintain and secure the keeping of particular breeds of dogs and to allow for sufficient space for particular breeds of dogs to exercise freely. The surface must be constructed of material of either concrete or gravel of sufficient depth to provide for proper cleaning, drainage, maintenance and needs of all particular breeds of dogs. (6) Refusal to grant or renew license. The police chief may refuse a license to keep or maintain dogs under this division for failure to comply with this chapter, if the facilities for the keeping of the dogs are or become inadequate for their purpose, if the conditions of the license are not met, if a nuisance condition is created, or if the public health and safety would be unreasonably endangered by the granting of such license. Refusal to grant or renew a small kennel license by the police chief may be appealed to the city council. (Code 1982, § 7-98; Ord. No. 930, 8-12-2013) Sec. 10-219. - Application and renewal fees. The initial application fee for a small kennel license under this division shall be imposed, set, established and fixed by the city council, by resolution, from time to time. The annual renewal fee for any license issued under this division shall be imposed, set, established and fixed by the city council, by resolution, from time to time. (Code 1982, § 7-99) Sec. 10-220. - Limitation on number of dogs kept on licensed premises. The maximum number of dogs over three months of age which may be kept under a small kennel license issued under this division shall be three. (Code 1982, § 7-100) Secs. 10-221—10-245. - Reserved. ARTICLE IV. - CATS DIVISION 1. - GENERALLY Sec. 10-246. - Definitions. The following words, terms and phrases, when used in this article, shall have the meanings ascribed to them in this section, except where the context clearly indicates a different meaning: Animal shelter means any premises designated by the city manager for the purpose of impounding and caring for animals held under authority of this article. Cat means any animal that is a member of the feline species. Packet Page Number 22 of 216 E2 November 28, 2016 22 City Council Meeting Minutes Officer means any person designated by the city to enforce this article. Owner means any person keeping or harboring a cat. (Code 1982, § 7-116) Cross reference— Definitions generally, § 1-2. Sec. 10-247. - Limitations on number kept in residential areas. No more than two cats over three months of age shall be housed or be kept on any one residential site in any area of the city zoned residential R-1 or R-2. No more than one cat of any age shall be kept in a dwelling unit in any area of the city zoned R-3. (Code 1982, § 7-117) Sec. 10-248. - Violations. Any person violating any of the sections of this article shall be deemed guilty of a petty misdemeanor and shall be punished in accordance with section 1-15. If any violation is continuing, each day's violation shall be deemed a separate violation. (Code 1982, § 7-118) Secs. 10-249—10-275. - Reserved. DIVISION 2. - RABIES VACCINATION Sec. 10-276. - Reserved. Sec. 10-277. - Current rabies vaccination certificate required. A current rabies vaccination certificate must be obtained for the each cat on the premise, kept up to date and have available upon request by the animal control officer. (Code 1982, § 7-132) Secs. 10-278—10-310. - Reserved. DIVISION 3. - RUNNING AT LARGE; NUISANCE[7] Footnotes: --- (7) --- Cross reference— Nuisances, § 18-26 et seq. Sec. 10-311. - Restraint; duty to prevent nuisance. (1) Domestic cats in the city shall be kept under restraint at any time such cat is off the owner's premises. Packet Page Number 23 of 216 E2 November 28, 2016 23 City Council Meeting Minutes (2) It shall be the obligation and responsibility of the owner or custodian of any cat in the city, whether permanently or temporarily therein, to prevent such cat from committing any act which constitutes a nuisance as defined in subsection (c) of this section. (3) For the purpose of this section, a cat shall be deemed to constitute a nuisance when the cat: (a) Is not confined to the owner's or custodian's property by adequate fencing or leashing or if the cat is off the premises of the owner or custodian and is not under control of the owner or custodian by a leash not exceeding eight feet in length, when not confined in a motor vehicle or cage. (b) Commits damage to the person or property of anyone other than the owner; creates a nuisance on the property of one other than the owner, such as damaging property, plantings, or structures; deposits fecal material on property other than that of the owner; scratches or bites a person; or cries, howls or loudly mews at night to disturb people other than the owner. (4) Failure on the part of the owner or custodian to prevent their cat from committing an act of nuisance shall be a petty misdemeanor and shall be subject to the penalty provided for such offense. (Code 1982, § 7-146) Sec. 10-312. - Female cats in heat. Every female cat in heat in the city shall be confined in a building or secure enclosure in such manner that such female cat cannot come into contact with another cat, except for planned breeding. (Code 1982, § 7-147) Secs. 10-313—10-340. - Reserved. DIVISION 4. – IMPOUNDMENT/CAT MANAGEMENT Sec. 10-341. - Authority; notice to known owners; reclamation by owners; disposal of unclaimed cats. (1) Cats running at large in the city may be taken to the Humane Society and impounded in an animal shelter and there confined in a humane manner. Impounded cats shall be kept for not less than five days, unless reclaimed by their owners. Cats not claimed by their owners within five days shall be humanely disposed of by an agency designated by the council. (2) Maplewood police officers or animal control officers are not authorized to impound lost or recovered cats except when a citizen is unable to transport the animal, or when an officer reasonably believes the cat represents a public safety risk, or when a cat requires quarantine due to a bite, or in other circumstances as approved by the police chief or their designee. The police department shall support recovered cat Packet Page Number 24 of 216 E2 November 28, 2016 24 City Council Meeting Minutes and stray cat population management efforts by offering live traps to interested residents and referring recovered cats or trapped stray cats to the Animal Humane Society. (Code 1982, § 7-161) Sec. 10-342. - Fees; additional penalties. Any owner reclaiming an animal under this division shall pay a fee as set by the Humane Society. (Code 1982, § 7-162) Secs. 10-343—10-370. - Reserved. Seconded by Councilmember Abrams Ayes – All The motion passed. 2. Consider Approval of Resolution Supporting the Refined Alignment for the Gateway “Gold Line” Corridor, Project 14-05 Public Works Director Thompson introduced the report. Lyssa Leitner, Gateway Gold Line Project Manager addressed the council to give an update on the Gateway “Gold Line” Corridor project and answer questions of the council. Councilmember Smith moved to approve the resolution supporting the Refined Alignment for the Gateway “Gold Line” Corridor, Project 14-05. Resolution 16-11-1398 Resolution Transmitting the City of Maplewood’s Support for the Refined East End Section of the Locally Preferred Alternative (LPA) that runs through the Cities of Oakdale and Woodbury to the Gateway Corridor Policy Advisory Committee (PAC), Gateway Corridor Commission (GCC), Washington County Regional Railroad Authority and Metropolitan Council WHEREAS, the Gateway Corridor is a proposed project that will provide for transit infrastructure improvements in the eastern portion of the Twin Cities, and; WHEREAS, the purpose of the project is to provide transit service to meet the existing and long-term regional mobility and local accessibility needs for businesses and the traveling public within the project area by providing all day bi-directional station-to- station service that compliments existing and planned express bus service in the corridor, and; WHEREAS, the Gateway Corridor is located in Ramsey and Washington Counties, Minnesota, extending approximately 9 miles, and connecting downtown Saint Paul with its East Side neighborhoods and the suburbs of Maplewood, Landfall, Oakdale, and Woodbury, and; Packet Page Number 25 of 216 E2 November 28, 2016 25 City Council Meeting Minutes WHEREAS, the Gateway Corridor project received the important Presidential designation as a Federal Infrastructure Permitting Dashboard Project, and; WHEREAS, the identification of a Locally Preferred Alternative (LPA) is a critical first step in pursuing federal funding for the Gateway Corridor project, and; WHEREAS, the LPA includes the definition of the Gateway Corridor mode and a conceptual alignment which can be refined through further engineering efforts, and; WHEREAS, LPA resolutions of support for the BRT Alternative A-B-C-D2-E2 generally on the Hudson Road – Hudson Boulevard alignment that crosses to the south side of I-94 between approximately Lake Elmo Avenue and Manning Avenue were provided by the PAC, GCC, each of the Gateway Corridor cities, and Ramsey and Washington County Regional Railroad Authorities in 2014, and; WHEREAS, the Gateway Corridor (Gold Line) was officially included in the Metropolitan Council’s 2040 Transportation Policy Plan, and; WHEREAS, several alignment and station location options were developed and assessed as part of the LPA refinement process from Lake Elmo/Settlers Ridge Parkway to Manning Avenue in Lake Elmo; and WHEREAS, on September 22, 2014, the Maplewood City Council took action on the Original LPA alignment; WHEREAS, in January 2016 the Lake Elmo City Council took action to not support the Gateway project through their community, requiring further refinement of the LPA alignment east of I-694, and; WHEREAS, additional alignment and station options have been evaluated east of I-694 in the cities of Oakdale and Woodbury, and; WHEREAS, the East End Working Group, Technical Advisory Committee, Community Advisory Committee, Policy Advisory Committee and Gateway Corridor Commission after reviewing technical analysis and input from the public, recommended the Dedicated BRT Alternative A-B-C-D3 (see figure) as the refined LPA for public comment, and; WHEREAS, the Policy Advisory Committee and Gateway Corridor Commission held a public hearing on November 10, 2016 at the Woodbury City Hall on the recommended LPA, at which time people testified, and; WHEREAS, the comment period for the recommended LPA remained open through November 13, during which time comments were received, and; NOW THEREFORE BE IT RESOLVED that the City of Maplewood has taken into consideration the technical information and public input on each of the east end alignment and station options for the section of the corridor east of I-694 in the Cities of Oakdale and Woodbury, and hereby identifies Dedicated BRT Alternative A-B-C-D3 (see figure) as the LPA. The LPA alignment from west of I-694 remains unchanged; and Packet Page Number 26 of 216 E2 November 28, 2016 26 City Council Meeting Minutes BE IT FURTHER RESOLVED that the City of Maplewood commits to working with the Washington County Regional Railroad Authority (WCRRA), on behalf of the Gateway Corridor Commission and the Metropolitan Council to address areas of particular importance to the City of Maplewood (as previously identified in the Original LPA Resolution adopted on the 22nd day of September 2014) and other stakeholders. BE IT FURTHER RESOLVED that this resolution adopted by the City of Maplewood be forwarded to the Policy Advisory Committee, Gateway Corridor Commission, Washington County Regional Railroad Authority and the Metropolitan Council for their consideration. Seconded by Councilmember Juenemann Ayes – All The motion passed. J. NEW BUSINESS 1. Consider Approval of the Maplewood Alzheimer’s Special Care Center, 1700 Beam Avenue a. Preliminary Plat b. Conditional Use Permit Resolution c. Design Review d. Parking Waiver Economic Development Coordinator Martin gave the staff report and answered questions of the council. Commissioner Allan Ige addressed the council to give the report from the Planning Commission. Chair Matt Ledvia, addressed the council to give the report from the Community Design Review Board. Kevin Gardner, Associate Civil Engineer with Pierce Pini & Associates addressed and answered questions of the council. Councilmember Smith moved to approve the Voran Properties Addition preliminary plat located on the southeast corner of Beam Avenue and Southlawn Drive subject to the following conditions: 1. Submit to staff a revised plat which shows the easterly lot line for Lot 2 shifted to the west to ensure the existing parking lot on Lot 3 meets the required five foot setback. Alternatively, the applicants can submit a revised site plan showing how the existing parking lot on Lot 3 is reconstructed to meet the five-foot setback. 2. Submit to staff copies of the executed cross access agreements for Lots 1 through 4. 3. Comply with the conditions of approval in Jon Jarosch’s city engineering report dated October 31, 2016, and Erin Laberee’s county engineering report dated November 17, 2016, attached to this report. 4. Comply with the conditions of approval in Shann Finwall’s and Virginia Gaynor’s environmental report dated November 8, 2016, attached to this report. Seconded by Councilmember Juenemann Ayes – All The motion passed. Packet Page Number 27 of 216 E2 November 28, 2016 27 City Council Meeting Minutes Councilmember Juenemann moved to approve the conditional use permit resolution to allow multi-family senior housing in a Business Commercial Modified zoning district. Approval is based on the findings required by ordinance and subject to the following conditions: 1. All construction shall follow the site plan date-stamped September 30, 2016, approved by the city. Staff may approve minor changes. 2. The proposed use must be substantially started within one year of council approval or the permit shall become null and void. The city council may extend this deadline for one year. 3. The city council shall review this permit in one year. 4. Comply with the conditions of approval in Jon Jarosch’s city engineering report dated October 31, 2016, and Erin Laberee’s county engineering report dated November 17, 2016, attached to this report. 5. Comply with the conditions of approval in Shann Finwall’s and Virginia Gaynor’s environmental report dated November 8, 2016, attached to this report. 6. This permit allows 50 senior housing units for residents with Alzheimer’s, dementia, and related memory issues. Minor changes to this unit count may be approved by staff. Resolution 16-11-1399 Conditional Use Permit Resolution WHEREAS, JEA Development/Maple Care Group, LLC has applied for a conditional use permit to put a multi-family senior housing facility in a Business Commercial Modified zoning district; WHEREAS, Section 44-558 (1) of the Business Commercial Modified district requirements states that a conditional use permit may be granted for all permitted uses in the R3 district. WHEREAS, this permit applies to the property located at Block 1, Lot 1, Voran Properties Addition (1700 Beam Avenue). WHEREAS, the history of this conditional use permit is as follows: 1. On November 15, 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 November 28, 2016, the city council considered reports and recommendations of the city staff and planning commission. Packet Page Number 28 of 216 E2 November 28, 2016 28 City Council Meeting Minutes NOW, THEREFORE, BE IT RESOLVED that the city council approved 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: 1. All construction shall follow the site plan date-stamped September 30, 2016, approved by the city. Staff may approve minor changes. 2. The proposed use must be substantially started within one year of council approval or the permit shall become null and void. The city council may extend this deadline for one year. 3. The city council shall review this permit in one year. 4. Comply with the conditions of approval in Jon Jarosch’s city engineering report dated October 31, 2016, and Erin Laberee’s county engineering report dated November 17, 2016. Packet Page Number 29 of 216 E2 November 28, 2016 29 City Council Meeting Minutes 5. Comply with the conditions of approval in Shann Finwall’s and Virginia Gaynor’s environmental report dated November 8, 2016. 6. This permit allows 50 senior housing units for residents with Alzheimer’s, dementia, and related memory issues. Minor changes to this unit count may be approved by staff. Seconded by Councilmember Smith Ayes – All The motion passed. Councilmember Smith moved to approve the parking waiver of 59 parking spaces for the Maplewood Alzheimer’s Special Care Center at 1700 Beam Avenue. City ordinance requires 100 parking spaces for this site, and the proposed project will provide 41 parking spaces. If a parking shortage develops the city council may require the applicant to secure more parking spaces. Seconded by Councilmember Juenemann Ayes – All The motion passed. Councilmember Smith moved to approve the plans date-stamped September 30, 2016, for the Maplewood Alzheimer’s Special Care Center at 1700 Beam Avenue. Approval is subject to the applicant complying with the following conditions: 1. Approval of design plans is good for two years. If the applicant has not begun construction within two years, this design review shall be repeated. Staff may approve minor changes to these plans. 2. The applicant shall comply with the conditions noted in Jon Jarosch’s city engineering dated October 31, 2016, and Erin Laberee’s county engineering report dated November 17, 2016. 3. The applicant shall comply with the conditions noted in Shann Finwall’s and Virginia Gaynor’s environmental report dated November 8, 2016. 4. Submit to staff copies of the executed cross access agreements for Lots 1 through 4. 5. Submit to staff a revised lighting plan which shows outdoor lights do not exceed .4 foot candles of lumens at the property line. 6. Submit to staff a revised site plan which shows the concrete sidewalk extending from the westerly lot of Lot 1 to the existing sidewalk located in front of Lot 3. 7. All signage on the property must comply with the City’s sign ordinance and requires separate sign permits. 8. Submit to staff revised elevations showing brick wainscot from the base of the building up to the window line on all elevations. All brick used on the building shall match. 9. The applicant shall provide an irrevocable letter of credit or cash escrow in the amount of 150 percent of the cost of installing the landscaping, before getting a building permit. Seconded by Councilmember Juenemann Ayes – All The motion passed. Packet Page Number 30 of 216 E2 November 28, 2016 30 City Council Meeting Minutes 2. Consider Approval of a Building Expansion for Metro Heating and Cooling, 2303 Atlantic Street North a. Conditional Use Permit Resolution b. Design Review Economic Development Coordinator Martin gave the staff report and answered questions of the council. Commissioner Allan Ige addressed the council to give the report from the Planning Commission. Chair Matt Ledvia, addressed the council to give the report from the Community Design Review Board. Paul Ryland, Manager from Metro Heating and Cooling addressed and introduced himself to the council. Councilmember Juenemann moved to approve the conditional use permit resolution. This conditional use permit allows a 2,580 square foot building expansion within the M-1 (light manufacturing) zoning district that is within 350 feet of a residential zoning district for the property located 2303 Atlantic Street North. This approval shall be subject to the following conditions: 1. All construction shall follow the project plans as approved by the city. The director of environmental and economic development may approve minor changes. 2. The proposed construction must be substantially started within one year of council approval or the permit shall end. The council may extend this deadline for one year. 3. The city council shall review this permit in one year. 4. The applicant shall provide a screening fence between its trash containers and the neighboring property to the west. All trash enclosures must be kept on the south end of the building, as indicated by the applicant’s plans, and out of the view from the public right-of-ways. 5. The existing residential structure on this site is a legal, non-conforming use. If the home is vacant for one year or more its legal, non-conforming status ceases and cannot be used for residential purposes. Resolution 16-11-1400 Conditional Use Permit Resolution WHEREAS, Metro Heating and Cooling has applied for a conditional use permit to expand the existing building at 2303 Atlantic Street North. WHEREAS, conditional use permits are required for commercial buildings in the light manufacturing (m1) zoning district that are within 350 feet of properties that have been guided and zoned as residential. WHEREAS, this permit applies to the 1 acre site at 2303 Atlantic Street North. The legal description and property identification number are: Subject To Road & Except South 200 Feet; The East 260 Feet Of Block 14 Also; Except W est 400 Feet & Except East 30 Feet; Part Lying Southerly Of Highway 36 Of Block 17 09-29-22-41-0023 Packet Page Number 31 of 216 E2 November 28, 2016 31 City Council Meeting Minutes WHEREAS, the history of this conditional use permit is as follows: 1. On November 15, 2016, the planning commission held a public hearing. The city staff published a hearing notice in the Maplewood Review and sent notices to the surrounding property owners. The planning commission gave everyone at the hearing a chance to speak and present written statements. The planning commission recommended that the city council approve the conditional use permit 2. On November 28, 2016 the city council discussed the conditional use permit. They considered reports and recommendations from the planning commission and city staff. NOW, THEREFORE, BE IT RESOLVED that the city council approved 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 not exceed the design standards of any affected street. 6. The use would be served by adequate public facilities and services, including streets, police and fire protection, drainage structures, water and sewer systems, schools and parks. 7. The use would not create excessive additional costs for public facilities or services. 8. The use would maximize the preservation of and incorporate the site’s natural and scenic features into the development design. 9. The use would cause minimal adverse environmental effects. Approval is subject to the following conditions: 1. All construction shall follow the project plans as approved by the city. The director of environmental and economic development may approve minor changes. 2. The proposed construction must be substantially started within one year of council approval or the permit shall end. The council may extend this deadline for one year. 3. The city council shall review this permit in one year. 4. The applicant shall provide a screening fence between its trash containers and the neighboring property to the west. All trash enclosures must be kept on the south end of the building, as Packet Page Number 32 of 216 E2 November 28, 2016 32 City Council Meeting Minutes indicated by the applicant’s plans, and out of the view from the public right-of-ways. 5. The existing residential structure on this site is a legal, non- conforming use. If the home is vacant for one year or more its legal, non-conforming status ceases and cannot be used for residential purposes. Seconded by Councilmember Xiong Ayes – All The motion passed. Councilmember Juenemann moved to approve the plans date-stamped November 7, 2016, for Metro Heating and Cooling’s proposed building expansion. Approval is subject to the developer complying with the following conditions: 1. This approval is good for two years. After two years, the design-review process shall be repeated if the developer has not begun construction. 2. All requirements of the fire marshal and building official must be met. 3. The applicants shall comply with all requirements of the Maplewood Engineering Report from Jon Jarosch dated November 8, 2016. 4. The applicants shall provide the city with cash escrow or an irrevocable letter of credit for 150 percent of the proposed exterior landscaping and site improvements prior to getting a building permit for the development. 5. The applicant shall provide a screening fence between its trash containers and the neighboring property to the west. All trash enclosures must be kept on the south end of the building, as indicated by the applicant’s plans, and out of the view from the public right-of-ways. 6. The removal of the existing asphalt for the parking lot will not require the applicant to install concrete curbing as determined by the city engineer. 7. All work shall follow the approved plans. The director of environmental and economic development may approve minor changes. Seconded by Councilmember Abrams Ayes – All The motion passed. 3. Consider Approval of New Buildings at Maple Ridge Shopping Center, 2515 White Bear Avenue a. Design Review b. Comprehensive Sign Plan Amendment Economic Development Coordinator Martin gave the staff report and answered questions of the council. Chair Matt Ledvia addressed the council to give the report from the Community Design Review Board and answer questions of the council. Tom Wasmoen, CEO of Firm Ground Architects & Engineers addressed the council to give additional information about the project and answer questions of the council. Councilmember Abrams moved to table the approval of the new buildings at Maple Ridge Shopping Center, 2515 White Bear Avenue and send it back to Community Design Review Board to address concerns with landscaping, parking, traffic flow, lighting, stacking of vehicles in the proposed drive-through, building materials, and the Packet Page Number 33 of 216 E2 November 28, 2016 33 City Council Meeting Minutes appearance of the elevations on the east side of the new buildings. After the Design Review Board review, the application will be brought back to the City Council for final approval. Seconded by Councilmember Juenemann Ayes – All The motion passed. 4. Consider Approval of Early Retirement Incentive Plan Assistant City Manager/Human Resource Director Funk gave the staff report and answered questions of the council. City Manager Coleman gave additional information about filling positions within the city as they become vacant. Councilmember Juenemann moved to approve the 2017 Early Retirement Incentive Plan (ERIP). Seconded by Councilmember Abrams Ayes – All The motion passed. K. AWARD OF BIDS None L. VISITOR PRESENTATIONS – All presentations have a limit of 3 minutes. 1. Mark Bradley, Maplewood Resident 2. Bob Zick, North St. Paul Resident M. ADJOURNMENT Mayor Slawik adjourned the meeting at 10:21 p.m. Packet Page Number 34 of 216 F1a MEMORANDUM TO: City Council FROM: Melinda Coleman, City Manager DATE: December 6, 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. December 26th a. Meeting Cancelled 2. January 9th a. Workshop: Review of 2015 – 2017 Strategic Objectives, Discussion of Dates and Subjects for Council – Staff Retreat 3. January 23rd a. Workshop: Use of Force Work Group Update Budget Impact None Recommendation No action required. Attachments None. Packet Page Number 35 of 216 MEMORANDUM TO: City Council FROM: Melinda Coleman, City Manager DATE: December 6, 2016 SUBJECT: Approval of Resolution of Appreciation for Karen Haag, Citizen Services Director / City Clerk, for 20 Years of Service with the City of Maplewood Introduction Karen Haag, City Clerk and Citizen Services Director, will be retiring from her position at Maplewood City Hall on December 30, 2016. The City of Maplewood would like to acknowledge Ms. Haag’s 20 years of service with the City with the adoption of the attached Resolution of Appreciation. Discussion In 1996, Ms. Haag was hired by the City as the City Clerk. The first meeting she officially attended as the City Clerk was on August 12, 1996. During her 20 years with the City of Maplewood, Karen has attended approximately 464 City Council meetings, 357 City Council Workshops, and 125 Special Meetings. During her tenure as City Clerk, she has worked with 6 Mayors, 18 City Council Members and 6 City Managers. She has managed over 40 primary and general elections, and also oversees the Department of Motor Vehicles, the Passport counter and business licensing. Ms. Haag’s colleagues have valued her energetic and warm personality. This is evident in her southern charm and her open and welcoming approach to managing the Citizen Services Department. Recommendation Staff recommends that the City Council approve the attached Resolution of Appreciation for Karen Haag for her 20 years of service with the City of Maplewood. Attachment 1. Resolution of Appreciation for Karen Haag F3 Packet Page Number 36 of 216 RESOLUTION OF APPRECIATION WHEREAS, Karen Haag was hired as the City Clerk of the City of Maplewood on August 5, 1996; and WHEREAS, Ms. Haag has served the City of Maplewood faithfully in that capacity for twenty years, from 1996 through 2016; and WHEREAS, Karen Haag has also served as the director of Citizen Services from 2007 through 2016; and WHEREAS, the City of Maplewood has appreciated Ms. Haag’s knowledge of the City’s Codes and Ordinances, her experience, insight and good judgment; and WHEREAS, Ms. Haag has shown sincere dedication to her duties and has consistently contributed her leadership, time and effort for the benefit of the City; and WHEREAS, Ms. Haag has gone beyond her responsibilities as the City Clerk and Director of Citizen Services and has been instrumental in organizing the City’s July 4th Celebration, as well as numerous employee events; NOW, THEREFORE, IT IS HEREBY RESOLVED for and on behalf of the City of Maplewood, Minnesota, and its citizens that Karen Haag, City Clerk and Director of Citizen Services, is hereby extended our gratitude and appreciation for her twenty years of dedicated service. Passed by the Maplewood City Council on December 12, 2016 ____________________________________ Nora Slawik, Mayor Attest: ________________________________ Deb Schmidt, Deputy City Clerk F3, Attachment 1 Packet Page Number 37 of 216 THIS PAGE IS INTENTIONALLY LEFT BLANK Packet Page Number 38 of 216 TO:Melinda Coleman, City Manager FROM:Ellen Paulseth, Finance Director DATE: SUBJECT:Approval of Claims 444,965.38$ Checks # 98601 thru #98622 dated 11/18/16 thru 11/29/16 503,603.75$ Disbursements via debits to checking account dated 11/21/16 thru 11/25/16 347,128.09$ Checks #98623 thru #98669 dated 12/06/16 253,947.91$ Disbursements via debits to checking account dated 11/28/16 thru 12/02/16 1,549,645.13$ Total Accounts Payable 534,509.00$ Payroll Checks and Direct Deposits dated 12/02/16 1,411.53$ Payroll Deduction check # 99102456 thru # 99102458 dated 12/02/16 535,920.53$ Total Payroll 2,085,565.66$ 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 December 6, 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 Number 39 of 216 Check Description Amount 98601 05701 ELECTION JUDGE 152.00 98602 00985 WASTEWATER - NOVEMBER 253,253.08 98603 01819 LOCAL PHONE SERVICE 10/15 - 11/14 720.21 98604 01497 PROF SERVICES FOR 2016B BONDS 29,651.60 01497 PROF SERVICES FOR 2016A BONDS 17,974.47 98605 05488 PREMIUM - LIFE,LTD,STD - NOVEMBER 7,580.33 98606 01190 ELECTRIC & GAS UTILITY 18,102.40 01190 ELECTRIC & GAS UTILITY 2,911.52 01190 ELECTRIC & GAS UTILITY 2,050.01 01190 ELECTRIC & GAS UTILITY 234.22 01190 FIRE SIRENS 55.12 98607 04808 ONLINE SCHEDULING ANNUAL SUB 2,346.00 98608 05643 ACUPUNCTURE - OCTOBER 1,098.00 98609 00003 ESCROW REL S MILLER - 1703 JESSIE ST 400.00 98610 05344 INSTALL EQUIP FOR GOODRICH PARK 73,741.51 05344 INSTALL EQUIP FOR GLADSTONE PLAYGRO 15,175.00 98611 00827 WORK COMP 2015/16 FINAL AUDIT 1,748.00 00827 ADD INCREASED DATA SECURITY BREACH 1,000.00 98612 00936 ANNUAL CITY CONTRIBUTION 2016 2,000.00 98613 00986 MONTHLY SAC - OCTOBER 4,920.30 98614 01175 MONTHLY UTILITIES - OCTOBER 3,184.91 01175 FIBER OPTIC ACCESS CHG - NOVEMBER 1,000.00 98615 00001 REFUND P KATZMARK TRANS MEDIC 193.65 98616 00001 REFUND D CHILDS - TRANS MEDIC 100.00 98617 00001 REFUND H BRONEAK MEDICA CREIDITS 40.00 98618 00001 S SAPPA - REJECTED PASSPORT PHOTO 10.00 98619 05103 MASK FIT TEST NEW HIRES 35.00 05103 MASK FIT TEST NEW HIRES 25.00 98620 01261 EMS REPORTING SOFTWARE - NOV 738.67 98621 02086 BUSINESS RETENTION & EXPANSION 3,750.00 98622 03598 REIMB RETIRED OFFICER COURT TIME 774.38 444,965.3822Checks in this report. 11/29/2016 LEAH EICHMILLER 11/29/2016 ESCROW REFUND 11/29/2016 FLAGSHIP RECREATION 11/29/2016 FLAGSHIP RECREATION 11/29/2016 L M C I T 11/29/2016 PHYSIO-CONTROL, INC. 11/29/2016 11/29/2016 XCEL ENERGY 11/29/2016 XCEL ENERGY 11/29/2016 PAETEC 11/29/2016 SPRINGSTED INC 11/29/2016 SPRINGSTED INC PERFORMANCE PLUS LLC 11/29/2016 L M C I T 11/29/2016 METROPOLITAN COUNCIL 11/29/2016 CITY OF NORTH ST PAUL ST PAUL AREA CHAMBER OF COMM 11/29/2016 PAUL THEISEN CITY OF NORTH ST PAUL 11/29/2016 ONE TIME VENDOR 11/29/2016 ONE TIME VENDOR 11/29/2016 ONE TIME VENDOR 11/29/2016 ONE TIME VENDOR 11/29/2016 11/29/2016 PERFORMANCE PLUS LLC 11/29/2016 Check Register City of Maplewood 11/23/2016 Date Vendor 11/18/2016 MARY ANN LEO 11/29/2016 METROPOLITAN COUNCIL 11/29/2016 MAPLEWOOD AREA 11/29/2016 ALADTEC, INC. 11/29/2016 XCEL ENERGY 11/29/2016 XCEL ENERGY 11/29/2016 XCEL ENERGY 11/29/2016 SUN LIFE FINANCIAL G1, Attachments Packet Page Number 40 of 216 Settlement Date Payee Description Amount 11/21/2016 MN State Treasurer Drivers License/Deputy Registrar 43,167.33 11/21/2016 U.S. Treasurer Federal Payroll Tax 101,830.87 11/21/2016 P.E.R.A.P.E.R.A.105,878.61 11/21/2016 Empower - State Plan Deferred Compensation 28,893.00 11/21/2016 MN State Treasurer State Payroll Tax 21,711.28 11/21/2016 Labor Unions Union Dues 3,768.76 11/21/2016 MidAmerica - ING HRA Flex plan 13,533.42 11/22/2016 MN State Treasurer Drivers License/Deputy Registrar 40,370.35 11/22/2016 Pitney Bowes Postage 2,000.00 11/23/2016 MN State Treasurer Drivers License/Deputy Registrar 27,665.32 11/23/2016 Delta Dental Dental Premium 1,471.35 11/25/2016 MN State Treasurer Drivers License/Deputy Registrar 112,720.97 11/25/2016 Optum Health DCRP & Flex plan payments 592.49 503,603.75 CITY OF MAPLEWOOD Disbursements via Debits to Checking account G1, Attachments Packet Page Number 41 of 216 Check Description Amount 98623 05324 RETAINER FEE - OCTOBER 500.00 98624 05114 PROJ 16-14 LIFT STATION 6 MOD 2,565.00 98625 00216 2016A BOND ISSUE COSTS 12,562.80 98626 02149 MARKETING & ADVERTISING - NOV 4,000.00 98627 04572 DOWN SPOUT MOUNTING TO BLDG 1902 346.00 98628 00687 TREE TRIMMING - HANGERS 400.00 98629 04316 AUTO PAWN SYSTEM - OCTOBER 778.50 98630 01409 PROJ 16-08 CH HVAC UPGRADES 1,227.28 98631 01190 ELECTRIC & GAS UTILITY 15,241.49 01190 ELECTRIC & GAS UTILITY 6,127.68 01190 ELECTRIC & GAS UTILITY 1,230.07 01190 ELECTRIC UTILITY 800.00 01190 GAS UTILITY 278.40 01190 ELECTRIC UTILITY 146.69 01190 ELECTRIC UTILITY 58.52 01190 GAS UTILITY 52.19 01190 ELECTRIC UTILITY 50.49 01190 ELECTRIC UTILITY 15.75 01190 ELECTRIC UTILITY 15.27 98632 05758 TROUBLESHOOT-WHITE BEAR AVE SIGN 297.50 98633 05127 ELECTION JUDGE 147.25 98634 04848 MONTHLY PREMIUM - DECEMBER 291.53 98635 05759 MCC LOCKERROOM HVAC ENG STUDY 9,380.00 98636 05187 LUNCHEON W/MN SAINTS - M VEECK 30.00 98637 02395 REPAIRS AT MCC 499.75 98638 00371 DEFENSIVE DRIVING FOR SNOW PLOW 2,000.00 98639 05316 SENIOR TRIP 11/30 318.00 98640 00412 BOOKS LEADERSHIP GROUP J TAYLOR 168.83 00412 BOOKS LEADERSHIP GROUP D KONEWKO 104.80 98641 00462 REPAIR TO TORNADO SIREN #9 595.00 98642 00003 ESCROW-SP IND-2800 KELLER PKWY 8,032.96 98643 00003 ESCROW BUCK PRO 1481 STERLING ST S 2,026.82 98644 00003 MN UTILITIES/EXC 2529 WHITE BEAR AVE N 1,000.00 98645 00003 WESTERN CONST-1905 MCKNIGHT RD N 300.00 98646 00003 ONE CALL CONST-1855 FURNESS ST N 300.00 98647 02684 ESCROW RELEASE 1,010.23 98648 05476 KID CITY GRANT SERVICES 795.00 98649 02137 ATTORNEY FEES - OCTOBER 10,403.40 98650 00891 LUNCHEON MEETING 7/14 - M FUNK 20.00 00891 LUNCHEON MEETING 10/13 - M FUNK 20.00 00891 LUNCHEON MEETING 11/30- M COLEMAN 20.00 98651 00918 MAD SCIENCE SESSION - DEC 3 100.00 98652 03818 MONTHLY PREMIUM - DECEMBER 172,267.17 98653 05666 CLEANING OF MCC - SEPTEMBER 1,713.25 98654 01126 MONTHLY PREMIUM - DECEMBER 448.00 98655 05356 VIDEOGRAPHER SRVS - OCTOBER 961.40 98656 04507 PROJ 15-19 PROF SRVS 10/1 - 10/31 848.75 98657 02629 PRE-EMPLOYMENT PHYSICALS 220.00 98658 00001 REFUND S LILJA - MASSAGE 250.67 98659 05757 BABY ACR ADD ON EXISTING 3 PK 681.00 98660 04563 2016A & 2016B RATING SERVICES 8,370.00 98661 01418 VENDING MACHINE SUPPLIES 263.72 01418 BANQUET DEPT SUPPLIES 54.40 98661 01418 MDSE FOR RESALE 37.55 98662 02467 MANNINGTON FLOORING MATERIAL-NOV 10,000.00 12/06/2016 SAM'S CLUB DIRECT 12/06/2016 ST PAUL LINOLEUM & CARPET CO 12/06/2016 S&P GLOBAL RATINGS 12/06/2016 SAM'S CLUB DIRECT 12/06/2016 SAM'S CLUB DIRECT NOVACARE REHABILITATION 12/06/2016 ONE TIME VENDOR 12/06/2016 QUANTUM EMS LLC 12/06/2016 NORTHERN TECHNOLOGIES, LLC 12/06/2016 12/06/2016 ESCROW REFUND 12/06/2016 ESCROW REFUND 12/06/2016 FIRST EVANGELICAL FREE CHURCH 12/06/2016 JESSICA HUANG 12/06/2016 KENNEDY & GRAVEN CHARTERED 12/06/2016 M A M A 12/06/2016 NCPERS MINNESOTA 12/06/2016 NORTH SUBURBAN ACCESS CORP 12/06/2016 XCEL ENERGY 12/06/2016 XCEL ENERGY 12/06/2016 XCEL ENERGY 12/06/2016 XCEL ENERGY 12/06/2016 AVESIS 12/06/2016 XCEL ENERGY 12/06/2016 XCEL ENERGY 12/06/2016 ALBRECHT SIGN COMPANY INC. ETTEL & FRANZ ROOFING CO. 12/06/2016 HUGO'S TREE CARE INC 12/06/2016 CITY OF MINNEAPOLIS RECEIVABLES 12/06/2016 12/06/2016 S E H 12/06/2016 XCEL ENERGY Check Register City of Maplewood 12/02/2016 Date Vendor 12/06/2016 CHRISTIE BERNARDY 12/06/2016 BOLTON & MENK, INC. 12/06/2016 BRIGGS & MORGAN, P.A. 12/06/2016 HEIDI CAREY 12/06/2016 MEDICA 12/06/2016 MIDWEST SPECIAL SERVICES, INC. 12/06/2016 M A M A 12/06/2016 M A M A 12/06/2016 MAD SCIENCE OF MINNESOTA 12/06/2016 ESCROW REFUND 12/06/2016 ESCROW REFUND 12/06/2016 ESCROW REFUND 12/06/2016 CUSTOM REFRIGERATION 12/06/2016 DAKOTA CTY TECHNICAL COLLEGE 12/06/2016 XCEL ENERGY 12/06/2016 DAYTRIPPERS DINNER THEATRE 12/06/2016 DONALD SALVERDA & ASSOCIATES 12/06/2016 DONALD SALVERDA & ASSOCIATES 12/06/2016 EMBEDDED SYSTEMS, INC. 12/06/2016 NANCY SULLIVAN ANDERSON 12/06/2016 XCEL ENERGY 12/06/2016 XCEL ENERGY 12/06/2016 XCEL ENERGY 12/06/2016 CENTER FOR ENERGY/ENVIRONMENT 12/06/2016 WHITE BEAR AREA CHAMBER OF COMME G1, Attachments Packet Page Number 42 of 216 98663 01836 RADIO MAINT & SRVS - OCTOBER 524.00 98664 04207 POWERLOAD COT SYSTEM 7,714.86 04207 POWERLOAD COT SYSTEM 4,243.60 04207 POWERLOAD COT SYSTEM 2,121.80 04207 COT MAINTENANCE 312.19 04207 COT MAINTENANCE 300.12 04207 COT MAINTENANCE 267.09 04207 COT MAINTENANCE 267.09 04207 COT MAINTENANCE 140.61 04207 COT MAINTENANCE 135.00 04207 COT MAINTENANCE 135.00 98665 03301 ESCROW RELEASE 646 FERNDALE ST N 150.00 98666 01669 TOW CHARGE - EMTF 600.00 01669 IMPOUND LOT TOWING SERVICES 400.00 01669 TOW CHARGE - EMTF 200.00 01669 TOW CHARGE - EMTF 200.00 98667 02159 MGMT & MARKETING SRVS MCC-OCT 22,920.54 02159 PRIVATE SWIM - OCTOBER 9,242.25 98668 05578 ARTIST COMPENSATION (GRANT)14,140.83 98669 05491 TRAINING FOR ECITATIONS 2,740.0012/06/2016 ZUERCHER TECHNOLOGIES, LLC 347,128.0947Checks in this report. 12/06/2016 WHITE BEAR AREA YMCA 12/06/2016 WHITE BEAR AREA YMCA 12/06/2016 Z PUPPETS ROSENSCHNOZ 12/06/2016 TWIN CITIES TRANSPORT & 12/06/2016 TWIN CITIES TRANSPORT & 12/06/2016 TWIN CITIES TRANSPORT & 12/06/2016 STRYKER SALES CORP. 12/06/2016 SUSSEL CORP 12/06/2016 TWIN CITIES TRANSPORT & 12/06/2016 STRYKER SALES CORP. 12/06/2016 STRYKER SALES CORP. 12/06/2016 STRYKER SALES CORP. 12/06/2016 STRYKER SALES CORP. 12/06/2016 STRYKER SALES CORP. 12/06/2016 STRYKER SALES CORP. 12/06/2016 STRYKER SALES CORP. 12/06/2016 STRYKER SALES CORP. 12/06/2016 STRYKER SALES CORP. 12/06/2016 ST PAUL, CITY OF G1, Attachments Packet Page Number 43 of 216 Settlement Date Payee Description Amount 11/28/2016 MN Dept of Natural Resources DNR electronic licenses 1,088.00 11/29/2016 MN State Treasurer Drivers License/Deputy Registrar 44,067.14 11/30/2016 MN State Treasurer Drivers License/Deputy Registrar 37,473.57 11/30/2016 Delta Dental Dental Premium 1,001.61 12/1/2016 MN State Treasurer Drivers License/Deputy Registrar 73,427.22 12/1/2016 US Bank Merchant Services Credit Card Billing fee 7.50 12/2/2016 MN State Treasurer Drivers License/Deputy Registrar 69,379.12 12/2/2016 MN Dept of Natural Resources DNR electronic licenses 158.50 12/2/2016 US Bank VISA One Card*Purchasing card items 23,478.73 12/2/2016 Optum Health DCRP & Flex plan payments 425.52 12/2/2016 ICMA (Vantagepointe)Deferred Compensation 3,441.00 253,947.91 *Detailed listing of VISA purchases is attached. CITY OF MAPLEWOOD Disbursements via Debits to Checking account G1, Attachments Packet Page Number 44 of 216 Transaction Date Posting Date Merchant Name Transaction Amount Name 11/16/2016 11/16/2016 CUB FOODS, INC.$6.42 PAUL BARTZ 11/17/2016 11/21/2016 WALGREENS #01751 $16.06 PAUL BARTZ 11/17/2016 11/21/2016 OFFICE DEPOT #1090 $38.49 REGAN BEGGS 11/17/2016 11/21/2016 OFFICE DEPOT #5910 $4.99 REGAN BEGGS 11/18/2016 11/21/2016 OFFICE DEPOT #1090 $11.98 REGAN BEGGS 11/21/2016 11/22/2016 WWW.PERFORATEDPAPER.CO $80.21 REGAN BEGGS 11/18/2016 11/21/2016 FEDEXOFFICE 00000828 $84.67 CHAD BERGO 11/22/2016 11/23/2016 GETTY IMAGES $99.00 CHAD BERGO 11/24/2016 11/25/2016 LYNDA.COM, INC.$34.99 CHAD BERGO 11/14/2016 11/15/2016 EPIC SPORTS, INC.$301.18 NEIL BRENEMAN 11/22/2016 11/23/2016 BATTERIES PLUS #31 $38.50 TROY BRINK 11/12/2016 11/14/2016 OREILLY AUTO 00032565 $12.99 JOHN CAPISTRANT 11/16/2016 11/17/2016 HENRIKSEN ACE HDWE $5.37 SCOTT CHRISTENSON 11/17/2016 11/18/2016 VIKING ELECTRIC-CREDIT DE $256.80 SCOTT CHRISTENSON 11/18/2016 11/21/2016 HENRIKSEN ACE HDWE ($18.98)SCOTT CHRISTENSON 11/22/2016 11/23/2016 RYAN PLUMBING AND HEATING $1,325.00 SCOTT CHRISTENSON 11/22/2016 11/25/2016 JOHN J MORGAN CO $292.00 SCOTT CHRISTENSON 11/23/2016 11/25/2016 HENRIKSEN ACE HDWE $8.48 SCOTT CHRISTENSON 11/10/2016 11/14/2016 LITTLE VENETIAN $12.50 KERRY CROTTY 11/21/2016 11/23/2016 HOBBY LOBBY #587 $7.36 KERRY CROTTY 11/16/2016 11/17/2016 G&K SERVICES AR $87.98 TOM DOUGLASS 11/11/2016 11/14/2016 NARDINI FIRE EQUIPMENT $486.00 MYCHAL FOWLDS 11/14/2016 11/15/2016 CDW GOVERNMENT $147.79 MYCHAL FOWLDS 11/16/2016 11/16/2016 COMCAST CABLE COMM $4.51 MYCHAL FOWLDS 11/16/2016 11/17/2016 IDU*INSIGHT PUBLIC SEC $372.97 MYCHAL FOWLDS 11/22/2016 11/22/2016 COMCAST CABLE COMM $68.95 MYCHAL FOWLDS 11/15/2016 11/16/2016 ZOHO CORPORATION $4,783.00 NICK FRANZEN 11/16/2016 11/17/2016 TARGET 00011858 $38.15 NICK FRANZEN 11/17/2016 11/18/2016 AMZ*MONOPRICE $45.95 NICK FRANZEN 11/20/2016 11/21/2016 EXPERTS EXCHANGE LLC $99.99 NICK FRANZEN 11/14/2016 11/15/2016 ABLE HOSE $290.78 MARK HAAG 11/16/2016 11/17/2016 WW GRAINGER $96.66 MARK HAAG 11/10/2016 11/14/2016 THE HOME DEPOT #2801 $25.12 MILES HAMRE 11/15/2016 11/16/2016 HENRIKSEN ACE HDWE $25.33 MILES HAMRE 11/15/2016 11/16/2016 SITEONE LANDSCAPE S $202.21 TAMARA HAYS 11/17/2016 11/21/2016 MENARDS OAKDALE MN $29.52 TAMARA HAYS 11/21/2016 11/22/2016 BEST BUY MHT 00000109 $265.66 TAMARA HAYS 11/17/2016 11/18/2016 HENRIKSEN ACE HDWE $16.18 GARY HINNENKAMP 11/17/2016 11/21/2016 NORTHERN TOOL+EQUIP $73.97 GARY HINNENKAMP 11/21/2016 11/23/2016 ENVIROTOTE, INC.$447.70 ANN HUTCHINSON 11/22/2016 11/25/2016 THE HOME DEPOT #2801 $55.60 DAVID JAHN 11/10/2016 11/14/2016 SHRED-IT MINNEAPOLIS $123.20 LOIS KNUTSON 11/14/2016 11/16/2016 HONEYBAKED HAM 2527-ECOMM $141.99 LOIS KNUTSON 11/22/2016 11/23/2016 ACT*MNGTS.ORG- RCLLG $30.00 LOIS KNUTSON 11/23/2016 11/25/2016 WHITE BEAR AREA CHAMBE $510.00 LOIS KNUTSON 11/15/2016 11/18/2016 HC WAREHOUSE/BUCKSTAFF $68.28 NICHOLAS KREKELER 11/19/2016 11/21/2016 PIZZA HUT #30221 $84.74 NICHOLAS KREKELER 11/20/2016 11/22/2016 OFFICEMAX/OFFICE DEPOT616 $21.94 NICHOLAS KREKELER 11/17/2016 11/18/2016 ASPEN MILLS INC.$314.90 STEVE LUKIN 11/23/2016 11/25/2016 ASPEN MILLS INC.$93.00 STEVE LUKIN 11/23/2016 11/25/2016 ASPEN MILLS INC.$320.20 STEVE LUKIN 11/23/2016 11/25/2016 ASPEN MILLS INC.$98.85 STEVE LUKIN 11/23/2016 11/25/2016 ASPEN MILLS INC.$51.80 STEVE LUKIN 11/10/2016 11/14/2016 FAIRVIEW ON CALL $125.00 MICHAEL MONDOR 11/11/2016 11/14/2016 ANCOM COMMUNICATIONS INC $798.00 MICHAEL MONDOR G1, Attachments Packet Page Number 45 of 216 11/14/2016 11/15/2016 CAP CITY - DAILY $6.00 MICHAEL MONDOR 11/15/2016 11/16/2016 DOWNTOWNER CAR09879065 $16.99 MICHAEL MONDOR 11/16/2016 11/16/2016 ULINE *SHIP SUPPLIES $507.00 MICHAEL MONDOR 11/16/2016 11/17/2016 ANCOM COMMUNICATIONS INC $798.00 MICHAEL MONDOR 11/22/2016 11/25/2016 EVEREST EMERGENCY VEHICLE $366.66 MICHAEL MONDOR 11/15/2016 11/17/2016 THE HOME DEPOT #2801 $12.73 BRYAN NAGEL 11/10/2016 11/14/2016 MENARDS OAKDALE MN $82.72 JOHN NAUGHTON 11/15/2016 11/16/2016 SITEONE LANDSCAPE S $150.00 JOHN NAUGHTON 11/15/2016 11/17/2016 THE HOME DEPOT #2801 $36.70 JOHN NAUGHTON 11/17/2016 11/18/2016 HENRIKSEN ACE HDWE $3.58 RICHARD NORDQUIST 11/17/2016 11/21/2016 THE HOME DEPOT #2801 $84.43 JORDAN ORE 11/18/2016 11/21/2016 EB BERGANKDV GOVERNME $32.84 ELLEN PAULSETH 11/10/2016 11/14/2016 METRO PRODUCTS INC $17.70 STEVEN PRIEM 11/11/2016 11/14/2016 AUTO PLUS-LITTLE CANADA $43.59 STEVEN PRIEM 11/14/2016 11/15/2016 TRUCK UTILITIES INC ST PA $9.16 STEVEN PRIEM 11/14/2016 11/15/2016 TRUCK UTILITIES INC ST PA $8.18 STEVEN PRIEM 11/15/2016 11/16/2016 FACTORY MOTOR PARTS #19 $109.09 STEVEN PRIEM 11/17/2016 11/18/2016 NUSS TRUCK & EQUIPMENT $41.04 STEVEN PRIEM 11/17/2016 11/18/2016 FACTORY MOTOR PARTS #19 $9.99 STEVEN PRIEM 11/17/2016 11/18/2016 FACTORY MOTOR PARTS #19 $67.11 STEVEN PRIEM 11/17/2016 11/18/2016 BAUER BUILT TIRE 18 $97.56 STEVEN PRIEM 11/17/2016 11/18/2016 TRUCK UTILITIES INC ST PA $10.82 STEVEN PRIEM 11/18/2016 11/21/2016 MINNESOTA WANNER CO.$304.00 STEVEN PRIEM 11/21/2016 11/23/2016 BOYER TRUCKS - LAUDERDALE $1,489.14 STEVEN PRIEM 11/22/2016 11/23/2016 AUTO PLUS-LITTLE CANADA $45.36 STEVEN PRIEM 11/23/2016 11/25/2016 AUTO PLUS-LITTLE CANADA $278.53 STEVEN PRIEM 11/16/2016 11/17/2016 DALCO ENTERPRISES $73.68 KELLY PRINS 11/17/2016 11/18/2016 DALCO ENTERPRISES $72.75 KELLY PRINS 11/19/2016 11/21/2016 FEDEX 784685956976 $26.84 MICHAEL RENNER 11/23/2016 11/25/2016 BEST BUY MHT 00000109 $246.36 MICHAEL RENNER 11/23/2016 11/25/2016 NAPA STORE 3279016 $48.20 MICHAEL RENNER 11/14/2016 11/16/2016 MINNESOTA GOVERNMENT FIN $45.00 JOSEPH RUEB 11/21/2016 11/23/2016 NORTHERN TOOL+EQUIP $11.97 ROBERT RUNNING 11/16/2016 11/18/2016 SECRETARY OF STATE $120.00 DEB SCHMIDT 11/18/2016 11/21/2016 LILLIE SUBURBAN NEWSPAPER $217.50 DEB SCHMIDT 11/14/2016 11/15/2016 UNIFORMS UNLIMITED INC.$350.95 PAUL SCHNELL 11/14/2016 11/15/2016 UNIFORMS UNLIMITED INC.$121.43 PAUL SCHNELL 11/17/2016 11/21/2016 STORCHAK CLEANERS $16.26 PAUL SCHNELL 11/17/2016 11/21/2016 STORCHAK CLEANERS $40.65 PAUL SCHNELL 11/22/2016 11/23/2016 IN *THE MONTEREY COMPANY,$736.00 PAUL SCHNELL 11/12/2016 11/16/2016 CINTAS 60A SAP $119.07 SCOTT SCHULTZ 11/12/2016 11/16/2016 CINTAS 60A SAP $92.36 SCOTT SCHULTZ 11/14/2016 11/15/2016 REPUBLIC SERVICES TRASH $886.71 SCOTT SCHULTZ 11/22/2016 11/25/2016 THE HOME DEPOT #2801 $39.99 SCOTT SCHULTZ 11/15/2016 11/16/2016 HEALTHEAST TRANSPORTATN $169.84 MICHAEL SHORTREED 11/15/2016 11/16/2016 HEALTHEAST TRANSPORTATN $127.80 MICHAEL SHORTREED 11/16/2016 11/18/2016 IMPARK00200179U $13.00 MICHAEL SHORTREED 11/17/2016 11/18/2016 GRAPHIC DESIGN INC $109.69 MICHAEL SHORTREED 11/21/2016 11/22/2016 LA POLICE GEAR $71.96 JOSEPH STEINER 11/14/2016 11/15/2016 REPUBLIC SERVICES TRASH $1,035.20 CHRIS SWANSON 11/15/2016 11/17/2016 CHINOOK BOOK $312.00 CHRIS SWANSON 11/11/2016 11/14/2016 OFFICE DEPOT #1090 $73.86 KAREN WACHAL 11/22/2016 11/23/2016 USPS PO 2683380009 $47.00 KAREN WACHAL 11/15/2016 11/16/2016 INN ON LAKE SUPERIOR $225.48 TAMMY WYLIE 11/15/2016 11/18/2016 SIRCHIE FINGER PRINT LABO $72.07 TAMMY WYLIE 11/17/2016 11/18/2016 MINNESOTA COUNTY ATTORNEY $198.00 TAMMY WYLIE G1, Attachments Packet Page Number 46 of 216 11/18/2016 11/21/2016 OFFICE DEPOT #1090 $64.26 TAMMY WYLIE $23,478.73 G1, Attachments Packet Page Number 47 of 216 CHECK #CHECK DATE EMPLOYEE NAME 12/02/16 JAHN, DAVID 2,594.06 12/02/16 PRINS, KELLY 2,303.10 12/02/16 SMITH, BRYAN 456.30 12/02/16 XIONG, TOU 456.30 12/02/16 OSWALD, BRENDA 2,238.50 12/02/16 PAULSETH, ELLEN 4,694.56 12/02/16 HERZOG, LINDSAY 1,543.46 12/02/16 RAMEAUX, THERESE 3,381.89 CITY OF MAPLEWOOD EMPLOYEE GROSS EARNINGS REPORT FOR THE CURRENT PAY PERIOD Exp Reimb, Severance, Conversion incl in Amount 12/02/16 BEGGS, REGAN 1,910.41 12/02/16 EVANS, CHRISTINE 2,082.59 12/02/16 RUEB, JOSEPH 3,416.50 12/02/16 ARNOLD, AJLA 2,021.23 12/02/16 ANDERSON, CAROLE 1,579.55 12/02/16 DEBILZAN, JUDY 2,327.39 AMOUNT 12/02/16 12/02/16 CORCORAN, THERESA 2,084.89 12/02/16 HENDRICKS, JENNIFER 1,598.40 12/02/16 WEAVER, KRISTINE 2,584.10 12/02/16 BERG, TERESA 1,207.50 12/02/16 SHEA, STEPHANIE 1,720.99 12/02/16 SHORTREED, MICHAEL 4,511.95 12/02/16 KVAM, DAVID 4,641.47 12/02/16 SCHNELL, PAUL 5,354.37 12/02/16 ABEL, CLINT 3,224.58 12/02/16 ALDRIDGE, MARK 3,896.70 12/02/16 WELCHLIN, KATHLEEN 204.00 12/02/16 WYLIE, TAMMY 1,926.59 12/02/16 BELDE, STANLEY 3,488.96 12/02/16 BENJAMIN, MARKESE 3,373.54 12/02/16 BAKKE, LONN 3,488.96 12/02/16 BARTZ, PAUL 3,955.75 12/02/16 CARNES, JOHN 549.42 12/02/16 CROTTY, KERRY 4,251.22 12/02/16 BIERDEMAN, BRIAN 4,069.27 12/02/16 BUSACK, DANIEL 3,933.97 12/02/16 ERICKSON, VIRGINIA 4,407.57 12/02/16 DEMULLING, JOSEPH 3,627.94 12/02/16 DUGAS, MICHAEL 4,753.94 12/02/16 RICHTER, CHARLENE 1,226.03 12/02/16 VITT, SANDRA 1,309.25 12/02/16 MOY, PAMELA 1,769.28 12/02/16 OSTER, ANDREA 2,089.51 12/02/16 LARSON, MICHELLE 2,082.59 12/02/16 HAAG, KAREN 5,001.75 12/02/16 SCHMIDT, DEBORAH 3,346.37 12/02/16 CRAWFORD, LEIGH 2,043.39 ABRAMS, MARYLEE 456.30 12/02/16 KNUTSON, LOIS 2,579.60 12/02/16 CHRISTENSON, SCOTT 2,455.98 12/02/16 COLEMAN, MELINDA 6,530.98 12/02/16 FUNK, MICHAEL 5,384.10 12/02/16 JUENEMANN, KATHLEEN 456.30 12/02/16 SLAWIK, NORA 518.43 G1, Attachments Packet Page Number 48 of 216 115.12 12/02/16 FISHER, CASSANDRA 1,725.08 12/02/16 GABRIEL, ANTHONY 3,917.93 12/02/16 HAWKINSON JR, TIMOTHY 3,710.50 12/02/16 FORSYTHE, MARCUS 3,547.35 12/02/16 FRITZE, DEREK 3,336.02 12/02/16 HOEMKE, MICHAEL 352.29 12/02/16 HOFMEISTER, TIMOTHY 496.00 12/02/16 HER, PHENG 3,601.74 12/02/16 HIEBERT, STEVEN 3,488.96 12/02/16 KONG, TOMMY 3,442.49 12/02/16 KREKELER, NICHOLAS 1,070.93 12/02/16 JAMES JR, JUSTIN 464.00 12/02/16 JOHNSON, KEVIN 4,432.28 12/02/16 LANGNER, SCOTT 3,224.58 12/02/16 LANGNER, TODD 4,314.68 12/02/16 KROLL, BRETT 3,422.68 12/02/16 LANDEROS CRUZ, JESSICA 340.75 12/02/16 MCCARTY, GLEN 3,609.57 12/02/16 METRY, ALESIA 3,724.98 12/02/16 LYNCH, KATHERINE 3,229.59 12/02/16 MARINO, JASON 3,635.84 12/02/16 NYE, MICHAEL 3,986.95 12/02/16 OLDING, PARKER 2,694.48 12/02/16 MICHELETTI, BRIAN 3,246.45 12/02/16 MULVIHILL, MARIA 3,144.13 12/02/16 PETERSON, JARED 2,764.23 12/02/16 REZNY, BRADLEY 5,166.30 12/02/16 OLSON, JULIE 3,459.48 12/02/16 PARKER, JAMES 3,271.73 12/02/16 STEINER, JOSEPH 3,456.08 12/02/16 SYPNIEWSKI, WILLIAM 4,207.95 12/02/16 SLATER, BENJAMIN 3,436.76 12/02/16 STARKEY, ROBERT 2,483.68 12/02/16 VANG, PAM 3,038.96 12/02/16 WENZEL, JAY 3,828.27 12/02/16 TAUZELL, BRIAN 3,489.13 12/02/16 THIENES, PAUL 3,861.81 12/02/16 ANDERSON, BRIAN 351.13 12/02/16 BAHL, DAVID 258.79 12/02/16 XIONG, KAO 3,224.58 12/02/16 ZAPPA, ANDREW 2,401.25 12/02/16 BEITLER, NATHAN 318.00 12/02/16 BOURQUIN, RON 1,077.30 12/02/16 BASSETT, BRENT 351.14 12/02/16 BAUMAN, ANDREW 4,262.38 12/02/16 CRAWFORD - JR, RAYMOND 5,008.34 12/02/16 CRUMMY, CHARLES 178.88 12/02/16 CAPISTRANT, JOHN 598.69 12/02/16 COREY, ROBERT 432.71 12/02/16 EVERSON, PAUL 4,224.22 12/02/16 HAGEN, MICHAEL 337.89 12/02/16 DABRUZZI, THOMAS 3,770.19 12/02/16 DAWSON, RICHARD 3,730.01 12/02/16 HAWTHORNE, ROCHELLE 4,257.90 12/02/16 HUTCHINSON, JAMES 278.10 12/02/16 HALE, JOSEPH 494.40 12/02/16 HALWEG, JODI 3,724.38 12/02/16 KANE, ROBERT 814.99 12/02/16 KARRAS, JAMIE 337.88 12/02/16 IMM, TRACY 66.25 12/02/16 JANSEN, CHAD 477.01 12/02/16 KERSKA, JOSEPH 337.89 12/02/16 KONDER, RONALD 672.44 G1, Attachments Packet Page Number 49 of 216 39.31 59.40 12/02/16 KUBAT, ERIC 4,435.59 12/02/16 LANDER, CHARLES 4,600.87 12/02/16 MERKATORIS, BRETT 424.00 12/02/16 MONDOR, MICHAEL 4,480.47 12/02/16 LINDER, TIMOTHY 6,062.76 12/02/16 LOCHEN, MICHAEL 48.57 12/02/16 NIELSEN, KENNETH 378.53 12/02/16 NOVAK, JEROME 3,888.06 12/02/16 MORGAN, JEFFERY 28.70 12/02/16 NEILY, STEVEN 695.64 12/02/16 OPHEIM, JOHN 208.58 12/02/16 PACHECO, ALPHONSE 613.64 12/02/16 NOWICKI, PAUL 195.44 12/02/16 O'GARA, GEORGE 62.94 12/02/16 RAINEY, JAMES 26.50 12/02/16 RANGEL, DERRICK 708.89 12/02/16 PETERSON, ROBERT 4,835.38 12/02/16 POWERS, KENNETH 4,940.96 12/02/16 SEDLACEK, JEFFREY 3,687.36 12/02/16 STREFF, MICHAEL 4,800.28 12/02/16 RODRIGUEZ, ROBERTO 3,505.42 12/02/16 SAUERWEIN, ADAM 397.50 12/02/16 GERVAIS-JR, CLARENCE 4,367.89 12/02/16 LO, CHING 930.39 12/02/16 SVENDSEN, RONALD 5,793.54 12/02/16 ZAPPA, ERIC 3,215.84 12/02/16 SINDT, ANDREA 2,938.08 12/02/16 BRINK, TROY 2,802.43 12/02/16 LUKIN, STEVEN 5,088.01 12/02/16 CORTESI, LUANNE 2,082.59 12/02/16 EDGE, DOUGLAS 2,950.35 12/02/16 JONES, DONALD 2,546.36 12/02/16 BUCKLEY, BRENT 2,434.85 12/02/16 DOUGLASS, TOM 1,972.10 12/02/16 OSWALD, ERICK 2,437.46 12/02/16 RUIZ, RICARDO 2,214.20 12/02/16 MEISSNER, BRENT 2,422.85 12/02/16 NAGEL, BRYAN 4,045.40 12/02/16 BURLINGAME, NATHAN 2,744.00 12/02/16 DUCHARME, JOHN 3,003.91 12/02/16 RUNNING, ROBERT 2,658.02 12/02/16 TEVLIN, TODD 2,435.15 12/02/16 LINDBLOM, RANDAL 3,003.91 12/02/16 LOVE, STEVEN 4,250.61 12/02/16 ENGSTROM, ANDREW 3,024.49 12/02/16 JAROSCH, JONATHAN 3,521.79 12/02/16 JANASZAK, MEGHAN 2,105.79 12/02/16 HAMRE, MILES 2,026.38 12/02/16 THOMPSON, MICHAEL 5,479.53 12/02/16 ZIEMAN, SCOTT 128.00 12/02/16 NAUGHTON, JOHN 2,400.72 12/02/16 NORDQUIST, RICHARD 2,385.52 12/02/16 HAYS, TAMARA 1,881.11 12/02/16 HINNENKAMP, GARY 2,760.09 12/02/16 GERNES, CAROLE 1,543.47 12/02/16 HER, KONNIE 39.31 12/02/16 ORE, JORDAN 2,079.27 12/02/16 BIESANZ, OAKLEY 1,991.77 12/02/16 GAYNOR, VIRGINIA 3,583.43 12/02/16 JOHNSON, ELIZABETH 1,774.59 12/02/16 HUTCHINSON, ANN 2,930.89 12/02/16 WACHAL, KAREN 1,050.01 12/02/16 KONEWKO, DUWAYNE 5,242.36 G1, Attachments Packet Page Number 50 of 216 4,242.68 200.00 200.00 199.74 99102450 99102451 99102452 99102453 99102454 99102455 12/02/16 FINWALL, SHANN 3,514.99 12/02/16 MARTIN, MICHAEL 3,609.86 12/02/16 KROLL, LISA 2,096.89 12/02/16 SWANSON, CHRIS 2,108.19 12/02/16 WEIDNER, JAMES 2,383.39 12/02/16 BRASH, JASON 3,321.59 12/02/16 SWAN, DAVID 3,029.00 12/02/16 BRENEMAN, NEIL 2,610.16 12/02/16 JACOBS, ROCHELLE 367.50 12/02/16 WELLENS, MOLLY 1,974.25 12/02/16 BJORK, BRANDON 178.25 12/02/16 RYCHLICKI, NICHOLE 30.00 12/02/16 TAYLOR, JAMES 4,711.09 12/02/16 ROBBINS, AUDRA 3,677.59 12/02/16 ROBBINS, CAMDEN 373.75 12/02/16 BERGO, CHAD 3,180.39 12/02/16 FAIRBANKS, GEORGE 3,320.80 12/02/16 VUKICH, CANDACE 169.13 12/02/16 WITZMANN, CLAIRE 84.00 12/02/16 JENSEN, JOSEPH 1,983.70 12/02/16 SCHULTZ, SCOTT 4,002.21 12/02/16 ADAMS, DAVID 2,325.52 12/02/16 HAAG, MARK 2,700.59 12/02/16 BUTLER-MILLER, JADE 30.88 12/02/16 SCHILTZ, STEFAN 402.00 12/02/16 WILBER, JEFFREY 2,491.45 12/02/16 WISTL, MOLLY 278.00 12/02/16 XIONG, BOON 2,179.73 12/02/16 FOWLDS, MYCHAL 4,419.45 12/02/16 PRIEM, STEVEN 2,866.30 12/02/16 WOEHRLE, MATTHEW 2,508.13 2,127.78 12/02/16 ABBOTT, MCKENZIE 84.00 12/02/16 FRANZEN, NICHOLAS 3,689.36 12/02/16 GERONSIN, ALEXANDER 2,163.51 12/02/16 SWIECH, TAYLOR 98.00 534,509.00 12/02/16 MARIANI, ISABELLA 112.00 12/02/16 SWIECH, CAITLYN 98.00 12/02/16 ERICKSON, MOLLY 84.00 12/02/16 KRUEGER, SCOTT 87.88 12/02/16 RENNER, MICHAEL G1, Attachments Packet Page Number 51 of 216 MEMORANDUM TO: Melinda Coleman, City Manager FROM: DuWayne Konewko, Parks and Recreation Director Ginny Gaynor, Natural Resources Coordinator DATE: December 12, 2016 SUBJECT: Approval of Purchase of Restoration Services for Prairie Farm Neighborhood Preserve Introduction The City received a Conservation Partners Legacy (CPL) grant to fund pollinator habitat restoration at Prairie Farm Neighborhood Preserve. The City Council will consider approval, authorizing staff to enter into an agreement for restoration services. Background Prairie Farm Preserve is a 22-acre preserve owned and managed by the City of Maplewood. Two and one-half acres of the preserve are the site of the Bruentrup Heritage Farm, maintained by the Maplewood Area Historical Society (MAHS). The preserve is a patchwork of non-native vegetation and native prairie that was seeded in 2002. Maplewood has received a $62,000 CPL grant to: 1) restore twelve acres of old-field vegetation to prairie and 2) enhance seven acres of existing prairie at the site. This is a pollinator habitat improvement project that will increase the diversity and abundance of native plants at the site, in order to provide habitat for a more diverse suite of pollinators. CPL grants are funded from the Outdoor Heritage Fund and are administered by the Minnesota Department of Natural Resources. At the April 25, 2016 City Council meeting, Council approved acceptance of the grant and authorized staff to seek quotes for the project. The City solicited quotes from restoration contractors and received three quotes: Company Proposed Totals: Applied Ecological Services $60,857 Minnesota Native Landscapes $61,575 Prairie Restorations, Inc. $63,745 The quotes include the core restoration activities plus additional services (biologs, black locust removal, 2,000 plugs, and tree removal of 180 diameter inches). Staff recommends accepting the proposal from Applied Ecological Services of $60,857, and preparing the contract to not exceed $62,000, the amount of the grant. G2 Packet Page Number 52 of 216 Budget Impact No budget adjustments are needed for this project. This is a $62,000 reimbursement grant which will be matched with $6,700 of staff and volunteer in-kind services. Recommendation Staff recommends that the council approves the purchase of restoration services from Applied Ecological Services for Prairie Farm Neighborhood Preserve and authorizes staff to enter into a contract for services not to exceed $62,000. Attachments 1. Proposal from Applied Ecological Services G2 Packet Page Number 53 of 216 Submitted To: Viginia Gaynor City of Maplewood December 5, 2016 Prairie Farm Neighborhood Preserve Restoration Submitted by Applied Ecological Servics, Inc. G2, Attachment 1 Packet Page Number 54 of 216 TABLE OF CONTENTS NARRATIVE..…………………………………………………………………………………………...1-2 PRELIMINARY PROJECT TIMELINE..…………………………………….………………………3 PROPOSED SEED MIX………………………………………………………………………………….4 PRICE QUOTE………………………………………………………………………………..…………5-6 COMPANY BACKGROUND…………………………….………………….………………..……….7 EXPERIENCE.……………………………………………………………………………..…………..8-12 CLIENT REFERENCES…………………………………………………………………………………13 MAINTENANCE AND WARRANTY……………………………………………………………..14 G2, Attachment 1 Packet Page Number 55 of 216 APPLIED ECOLOGICAL SERVICES Specialists in Ecological Science, Restoration, Management, and Research 1 www.appliedeco.com Narrative Prairie Farm Neighborhood Preserve is a mixture of established prairie and non-native grassland. AES’ approach will be to salvage as much of the established prairie as possible, but still be realistic about the feasibility of size and likelihood of success. The salvage/enhancement areas will also be managed pretty aggressively so that they do not become problematic areas during long term management. There may need to be some adaptation to the approach and execution depending on response of the site once work begins. Specific targets will be species such as reed canary grass and Canada goldenrod. Reed canary grass will be targeted during spot treatment and prep herbicide, and control should be achieved relatively easily due to site conditions. Canada goldenrod will be more difficult and wide spread. Any pockets within the ‘re-seed’ areas will be treated during prep activities. Goldenrod within salvage areas will be targeted during spot treatment. AES’ approach is to target the largest and worst patches of goldenrod with the goal of adding competition and diversity of other native prairie species. Canada goldenrod will never be removed from the site, but it can be controlled enough to allow other species to establish and compete with the goldenrod. Activity 1: Remove Invasive Trees and Shrubs AES understands that all invasive trees and shrubs must be cut and treated within the project boundary, along with removal of specific native woody species in select areas including sumac in the southern boundary and cottonwoods in the western boundary. All cutting will be done by hand and stumps will be immediately treated with a back pack and dauber applying herbicide. The stand of sumac will be cut using a brush mower attachment on a tracked skid steer and treated at the same time as the prairie prep herbicide. Any small trees cut throughout the grassland (mainly Siberian elm) will be left in place and flagged for volunteers to clean up at a later date. The larger cottonwood trees will be burned on site. Please note the cottonwood trees along the western boundary are a significant amount of the total cost due to size. Activity 2: Prescribed Burn The city requests that only half of the site be burned at one time. AES intends to burn half in the spring, and the other half in the fall of the first year. This schedule will help promote native vegetation in the ‘salvage’ areas, but also help remove thatch within the areas to be re-seeded. There is a natural burn break utilizing the grass 2-track path that runs from the farmstead to the southwest corner. AES will use this as the break to divide the burn units. G2, Attachment 1 Packet Page Number 56 of 216 APPLIED ECOLOGICAL SERVICES Specialists in Ecological Science, Restoration, Management, and Research 2 www.appliedeco.com All necessary burn plans and permits will be in place prior to burning. AES may request some assistance if needed to obtain permission from the pipeline and power companies. Activity 3: Enhance Native Prairie Areas AES did note several areas of well established native prairie throughout the site that can be salvaged. In the spring, AES will visit the site with city staff and physically mark these areas using small stakes or wooden lath. This will make it clear what areas will be salvaged and what areas will be redone. Any areas deemed as salvage will be spot treated during 2017 and 2018. The treatments will be done using back pack sprayers and the most appropriate herbicide, most likely broad leaf specific herbicide such as Milestone. AES’ approach will be spot spraying to avoid any collateral damage, but also a thorough enough spot treatment so that the salvage areas do not become a weed source for the newly seeded areas. The enhancement areas can be overseeded with specific species if deemed necessary due to collateral damage or loss of diversity during the growing season. Activity 4: Restore Non-native Areas Any areas not deemed as salvageable will be thoroughly prepped during the 2017 growing season and seeded in the fall. There is a slightly chance, depending on weed pressure and response of the site, that seeding may need to occur in spring 2018 to allow for one last treatment. If that is necessary, AES will discuss with city staff. All prep herbicide applications will be completed using an ATV and boom sprayer. A gun/wand may be used near salvage areas to avoid drift and/or collateral damage. AES anticipates performing prep herbicide 3 times during the growing season with a prep mowing between the 1st and 2nd, or 2nd and 3rd depending on response of the site. No discing or tilling will be done to avoid bringing additional weed seeds to the surface. Once AES and city staff feel adequate prep has been done, native seed will be installed using a no till drill. Some hand broadcasting may be necessary. Activity 5: Maintenance Mowing Maintenance mowing will be complete during the growing season following the installation of native seed. Mowing will be completed using a tractor and flail mower. Only the newly seeded areas will be mowed 2-3 times during the first growing season. AES recommends other management activities occur during the first 3 years (spot herbicide, prescribed burning) but understands it may not be part of this portion of the project. G2, Attachment 1 Packet Page Number 57 of 216 APPLIED ECOLOGICAL SERVICES Specialists in Ecological Science, Restoration, Management, and Research 3 www.appliedeco.com Preliminary Project Timeline Year Month Task Notes 2017 March/April Woody removal April/May Prescribed Burn Half of site June Prep Herbicide Re-do areas June Spot Herbicide Salvage areas July Prep Mowing Re-do areas August Prep Herbicide Re-do areas August Spot Herbicide Salvage areas Sept/Oct Prep Herbicide Re-do areas Oct/Nov Prescribed Burn Half of site November Native Seeding 2018 June Management Mowing Re-do areas July Spot Herbicide Salvage areas August Management Mowing Re-do areas September Spot Herbicide Salvage areas Note: schedule is subject to change G2, Attachment 1 Packet Page Number 58 of 216 APPLIED ECOLOGICAL SERVICES Specialists in Ecological Science, Restoration, Management, and Research 4 www.appliedeco.com Proposed Seed Mix Seed Mix 35-221 GRASSES Botanical Name oz / acre Andropogon gerardii 11.20 Bouteloua curtipendula 48.00 Bouteloua gracilis 8.00 Bromus kalmii 11.68 Elymus canadensis 16.00 Koeleria macrantha 4.00 Schizachyrium scoparium 48.00 Sorghastrum nutans 11.20 Sporobolus heterolepis 1.92 FORBS Botanical Name oz / acre Agastache foeniculum 1.44 Amorpha canescens 1.44 Asclepias tuberosa 1.76 Astragalus canadensis 1.44 Coreopsis palmata 1.44 Dalea candida 1.44 Dalea purpurea 3.04 Desmodium canadense 1.44 Doellingeria umbellata 1.44 Liatris aspera 0.96 Monarda fistulosa 2.08 Oligoneuron rigidum 1.44 Penstemon grandiflorus 1.44 Rudbeckia hirta 5.44 Solidago nemoralis 0.96 Symphyotrichum ericoides 0.96 Symphyotrichum laeve 1.44 Verbena stricta 2.40 Total per acre 192.00 Cover Crop (Avena sativa) 400.00 G2, Attachment 1 Packet Page Number 59 of 216 APPLIED ECOLOGICAL SERVICES Specialists in Ecological Science, Restoration, Management, and Research 5 www.appliedeco.com Price Quote G2, Attachment 1 Packet Page Number 60 of 216 APPLIED ECOLOGICAL SERVICES Specialists in Ecological Science, Restoration, Management, and Research 6 www.appliedeco.com Price Quote (pg 2) G2, Attachment 1 Packet Page Number 61 of 216 APPLIED ECOLOGICAL SERVICES Specialists in Ecological Science, Restoration, Management, and Research 7 www.appliedeco.com Company Background Applied Ecological Services was established in 1978 by founder and owner Steven I. Apfelbaum, an ecologist who has built a reputation as one of the country’s leading ecologists. In the 1970s and 80s, Apfelbaum’s earliest projects were groundbreaking remediation projects for which he designed reclamation plans and invented new techniques for implementation. Because no source existed for native seed and plants, he collected native grass and forb seed in the wild to establish a nursery that was capable of producing vegetation materials to accomplish his reclamation plans. Over the last 35 years, AES has grown into one of the nation’s most respected ecological services companies, with a staff of 120 and offices in Wisconsin, Illinois, Minnesota, Iowa, Kansas, Pennsylvania and New York. Consulting and design services work in collaboration with our experienced ecological contractors – playing a key role in implementing on-the-ground ecological projects. These two divisions are backed by our nursery division – Taylor Creek Restoration Nurseries – one of the largest, most diverse native seed and plant nurseries in the U.S. At AES, we seek to design landscapes with an infusion of serious ecology. AES concepts of eco- functional site design rest not only on the time- honored precepts of landscape architecture but they also draw from the wellspring of ecological science and the Land Ethic espoused by Aldo Leopold. AES Company Information Business Name: Applied Ecological Services, Inc. Office Address: 21938 Mushtown Road Prior Lake, MN 55372 Ph: (952) 447-1919/Fax: (952) 447-1920 Company Headquarters: 17921 W. Smith Road Brodhead, WI 53520 Ph: (608) 897-8641/Fax: (608) 897-8486 www.appliedeco.com Length of Time in Business: Established 1978 (36 years) G2, Attachment 1 Packet Page Number 62 of 216 APPLIED ECOLOGICAL SERVICES Specialists in Ecological Science, Restoration, Management, and Research 8 www.appliedeco.com Experience EMPLOYEE QUALIFICATIONS Following are designation and qualifications, including herbicide licenses, of AES employees proposed to supervise or perform the requested services and expected percentages of staff involvement for the project. Matthew Lasch CONTRACTING MANAGER Expected involvement in project: 100% Herbicide certifications: Certified Commercial Pesticide Applicator in MN (License #20093749 in categories of Core, Rights-of-Way, Forest Spraying; Expires (12/31/14) Prescribed Burn/Fire Training Certifications: S-130/190 Matt Perkinson RESTORATION CREW LEADER Expected involvement in project: 100% Herbicide certifications: Certified Commercial Pesticide Applicator in MN (License #20149873 in categories of Core, Rights-of-Way; Expires (12/31/14) Matthew Lasch has a wide range of professional restoration experience. He has been Construction Manager for AES’ Minnesota branch office since 2008. Since joining AES, Lasch has been involved with all aspects of project development and implementation for numerous upland and wetland ecological restorations. His responsibilities as Construction Manager include client relations, site analysis, estimating costs, scheduling restorations, crew assignments and construction and safety oversight. Lasch’s restoration expertise involves site preparation, native plant and seed installation, herbicide application, brushing, mowing and prescribed burning. Previously, Lasch served as a Restoration Crew Leader for AES. As a crew leader, Lasch prepared and scheduled projects, implemented work directives, documented completion of ecological work and coordinated with clients to achieve project-specific goals. Lasch has directed and supervised AES’ Blaine Wetland Bank and Kelleher Park Brushing projects, which are featured in this proposal. Matt Perkinson joined AES in early 2013. He came to AES with a biology background and experience with hazardous material handling. Perkinson’s restoration skills include brush removal, prep herbicide, native seeding, planting, mowing, and prescribed burning. He has experience with operating larger equipment and equipment maintenance. G2, Attachment 1 Packet Page Number 63 of 216 APPLIED ECOLOGICAL SERVICES Specialists in Ecological Science, Restoration, Management, and Research 9 www.appliedeco.com Experience EMPLOYEE QUALIFICATIONS, CONT. Aaron Kubichka BURN BOSS/CREW Expected involvement in project: 10% Prescribed Burn/Fire Training Certifications: Certified Prescribed Burn Manager, RX-410, S-130/S-190/ S-290/S-390 Chuck Campbell BURN BOSS/CREW Expected involvement in project: 10% Prescribed Burn/Fire Training Certifications: S-130/S-190/ S-290/S-390 Aaron Kubichka is an ecological restoration professional with fifteen years of experience designing, scheduling, installing and conducting on-going maintenance and management activities. He has managed hundreds of ecosystem restoration and management projects involving wetlands, prairies, woodlands and streambank/riparian environments. Kubichka’s expertise with all areas of project management extend to client communications, estimating, contract administration, documentation, project tracking and invoicing. He is also extremely knowledgeable about the ecological functions of his projects, and has conducted extensive vegetative monitoring, seeding, planting, brush removal, prescribed burning, erosion control, herbicide application, seed collection, mowing, invasive species control and GPS/GIS projects. Chuck Campbell is a professional project estimator and restoration ecologist for AES’ Contracting Division. He has provided bids and cost estimates on hundreds of projects ranging from multi-year, multi- million dollar remediation projects to prescribed burns and backyard rain gardens for homeowners. Prior to his role as an estimator, Campbell worked for AES as part of the Contracting Division’s restoration field crew. Campbell has 11 years of professional restoration experience and 9 years of parallel prescribed burning experience. He is also a Certified Arborist. Campbell’s ecological restoration and management skills include vegetative monitoring, seeding, planting, brush removal, prescribed burning, erosion control, herbicide application, seed collection, mowing and invasive species control. G2, Attachment 1 Packet Page Number 64 of 216 APPLIED ECOLOGICAL SERVICES Specialists in Ecological Science, Restoration, Management, and Research 10 www.appliedeco.com Experience PROJECT DESCRIPTIONS Following are three project descriptions from similar work completed by AES that demonstrate the quality of service and restoration expertise that AES will bring to this project. Client references follow this project summary. 1. Doar Prairie Restoration Client: City of New Richmond Size: 11 acres Timeline: 2008-2014 When New Richmond decided to convert city-owned land into a public park, the City asked Applied Ecological Services to help transform the site into a natural area. The park also contained recreational areas complete with walking trails and a parking lot. A major focus of the site conversion was the elimination of dominant, non-native vegetation, which was then replaced with a native prairie landscape. Native tree and shrub plantings were intermixed to create an aesthetically pleasing landscape. The initial steps of the restoration process began during the 2008 growing season. AES first performed site preparation activities including using prescribed burning treatments and preparatory herbicide to remove nonnative vegetation. Next, AES installed native seed the next spring (2009), along with 95 native trees and shrubs and 300 native plant plugs. Management mowing and spot herbiciding were conducted during the 2009 growing season. Many early successional native species were already observed in 2009, although AES continued to manage the area through 2014. Now, the restored park provides the community with a beautiful prairie landscape to enjoy. Community members walking or running on the nearby trail especially enjoy the changing, diverse colors of the native plants throughout the year. The native prairie also provides wildlife habitat and connects to park to other adjacent green spaces within the city. G2, Attachment 1 Packet Page Number 65 of 216 APPLIED ECOLOGICAL SERVICES Specialists in Ecological Science, Restoration, Management, and Research 11 www.appliedeco.com Experience 2. Dean Lakes Restoration Client: Ryan Companies Size: 88 acres Timeline: 2003-2014 Applied Ecological Services, in partnership with Brauer & Associates, created a conservation development plan for the City of Shakopee, Minnesota, entitled, “Dean Lakes Area Park, Open Space and Trail Master Plan.” This plan represented the culmination of ecological study, conservation planning and public input from City staff and the greater community. The ultimate conclusion of the master plan was that the site area represented one of the most ecologically unique and significant natural areas in Shakopee. Therefore, development of the site was envisioned to entail a diffuse stormwater management system (that extended throughout the development) and future stormwater management areas. The plan also created enhanced/restored natural areas around Dean Lakes and passive recreational opportunities, which included public walking trails. Working with the site developer (Ryan Companies, US), AES developed and implemented a site-specific Ecological Restoration and Management Plan (ERMP). The ERMP identified seven distinct ecological communities to be enhanced/restored throughout the site’s 88-acre Conservation Area. The ERMP also provided detailed specifications for establishment and management of the restored areas. AES’ Contracting Division performed site preparation before construction phases of the project began. This work included invasive plant species removal. AES then seeded and planted the restoration areas, eventually restoring and enhancing the site’s oak woodlands, savannas, prairies and wetlands. AES also constructed wetland mitigation areas on the site, and contributed to interpretive signage found throughout the conservation area. Annual ecological maintenance and monitoring by AES continues through 2014. Management activities included brushing and invasive species removal at the site to ensure the future health of the area. G2, Attachment 1 Packet Page Number 66 of 216 APPLIED ECOLOGICAL SERVICES Specialists in Ecological Science, Restoration, Management, and Research 12 www.appliedeco.com Experience 3. Metropolitan Council System-Wide Native Restoration & Maintenance Client: Metropolitan Council – Environmental Services Size: St. Paul, Cottage Grove, Empire, MN (multiple sites) Timeline: 2009-2011, 2012- present In 2008, Applied Ecological Services provided a detailed proposal for restoration and management of various sites within the Metropolitan Council system, which is located in and around St. Paul, Minnesota. The project included the Metro Plant in St. Paul, Cottage Grove Park and Ride, Eagles Point Waste Water Treatment Plant (WWTP) in Cottage Grove, and Empire WWTP in Empire. The restoration and management plan consisted of site- specific needs. These varied from general management of existing native prairies to creation of brand new restoration areas. Many of the sites were new or had not been maintained. AES started work in 2009 and continued through the end of 2011. AES was again awarded a system-wide maintenance contract for the same sites (with some additions) in 2012, continuing through the end of 2015. Additional project sites included Empire Wetland, Lift Station 73, Lift Station 79, Orono Lift Station and the Regional Maintenance Facility. As a result of AES’ ecological design and management solutions, all of the Metropolitan Council system sites improved in quality and diversity of native vegetation. G2, Attachment 1 Packet Page Number 67 of 216 APPLIED ECOLOGICAL SERVICES Specialists in Ecological Science, Restoration, Management, and Research 13 www.appliedeco.com Client References City of New Richmond 156 East 1st Street New Richmond, WI 54017 Jeremiah Wendt, Director of Public Works (715) 243-0439 jwendt@newrichmondwi.gov Project: Doar Prairie Restoration Ryan Companies US, Inc. 121 S. 8th Street, #200 Minneapolis, MN 55402 Melanie Peterson, Assistant Property Manager (612) 492-4363 melanie.peterson@ryancompanies.com Project: Dean Lakes Restoration Metropolitan Council – Environmental Services 390 Robert St. North St. Paul, MN 55101 Jeff Schwarz, Project Manager (651) 602-1176 jeffrey.schwarz@metc.state.mn.us Project: Metropolitan Council System-Wide Native Restoration & Maintenance G2, Attachment 1 Packet Page Number 68 of 216 APPLIED ECOLOGICAL SERVICES Specialists in Ecological Science, Restoration, Management, and Research 14 www.appliedeco.com Maintenance and Warranty AES will guarantee seeded areas will meet or exceed the following performance criteria after seed installation: • One full growing season following seed installation: 70% plant cover, seedlings of five planted native species present and widely distributed. • Two full growing seasons following seed installation: 80% plant cover, 30% cover by planted native species, 25% of planted species are present and widely distributed. G2, Attachment 1 Packet Page Number 69 of 216 This page is left intentionally blank G2, Attachment 1 Packet Page Number 70 of 216 APPLIED ECOLOGICAL SERVICES Specialists in Ecological Science, Restoration, Management, and Research Contact: Matthew Lasch Applied Ecological Services (952) 447-1919 matt.lasch@appliedeco.com Prairie Farm Neighborhood Preserve Restoration G2, Attachment 1 Packet Page Number 71 of 216 G3 MEMORANDUM To: Melinda Coleman, City Manager, Ellen Paulseth, Finance Director From: Steve Lukin Fire Chief Date: December 06, 2016 Subject: Approval of Lease Agreement with Ramsey County for the Tornado Siren Introduction The City of Maplewood owns and maintains 11 emergency outdoor warning sirens (tornado sirens) throughout the city. One of our outdoor emergency sirens is connected to the building at the South Battle Creek Fire Station 4, which is currently up for sale. This siren needs to be relocated to a new location in the closest possible proximity of its existing location. After reviewing all of the possible locations, it was determined that the Ramsey County Correctional facility property will be the best option to relocate the emergency warning siren. Background The Fire Department met with the Ramsey County facilities property management manager at the Ramsey County Correctional facility to determine a possible location for the relocation of the siren. The determined location for this siren will actually improve the sound projection of the siren. A lease agreement was drafted by Ramsey County. This lease agreement was reviewed by our city attorney, and we received his consent to enter into this agreement. Budget Impact The rental cost to relocate the siren onto the Ramsey County property is one dollar ($1.00) during the term of the lease agreement and one dollar ($1.00) for each renewal period. The cost to relocate this new siren will be somewhere between $3,500 and $4,500. Recommendation It is recommended that the City Council approve and enter into a lease agreement with Ramsey County for the purpose of relocating our emergency outdoor warning siren on their property. All costs associated with the relocation of the siren will not exceed $4,500. Attachment 1. Lease Agreement Packet Page Number 72 of 216 Maplewood Siren System at RCCF November 14, 2016 G3, Attachment 1 LEASE AGREEMENT BETWEEN RAMSEY COUNTY AND THE CITY OF MAPLEWOOD, MN This is a Lease Agreement between Ramsey County , a political subdivision of the State of Minnesota , (County) , 15 West Kellogg Boulevard, Saint Paul, Minnesota , 55102, and the City of Maplewood, also a political subdivision of the State of Minnesota, (City), 1830 County Road BEast, Maplewood, Minnesota, 55109 . WHEREAS , The City, through its Fire Department, operates and maintains a weather and emergency warning siren system (Siren System) in cooperation with the Ramsey County Emergency Management and Homeland Security Department, and WHEREAS , the Siren System directly benefits many City and County residents, and WHEREAS , The City is selling the former Fire Station at 2501 Landin Lane, Maplewood , MN ("Fire Station"), where the current Siren System is located and is required to move the Siren System to a nearby location to serve the community, and WHEREAS , the City desires to relocate the Siren System onto the County Property at the location shown on attached Exhibit A due to the Property's close proximity to the Fire Station site and permanent public dedication , and WHEREAS , the County owns the property at 297 South Century Avenue , Maplewood , Minnesota, (PID 122822110002) , and operates the Ramsey County Correctional Facility at this location ("County Property"), and WHEREAS locating the Siren System on the County site at no cost to the County would have no impact on current , or future , use or expansion of County activities on the Property; and would provide improved weather and emergency warning siren coverage to South Maplewood residents, the County and the City agree as follows: 1. Leased Premises. The County, in consideration of rent to be paid by the City, and in accordance with the terms of this Lease Agreement , hereby leases to the City the following: The roughly 18" by 18" area on the County Property shown on attached Exhibit A (the "Leased Premises") for the purpose of installing a telephone-style pole and installing and operating a weather and emergency warning siren , as depicted on Exhibit A , hereto attached and made a part of this Lease Agreement. Packet Page Number 73 of 216 Maplewood Siren System at RCCF November 14, 2016 G3, Attachment 1 The City accepts the Leased Premises in its "as is" condition and the County is under no obligation to make any alterations, additions, or improvements to the Leased Premises. 2. Term of Lease. This initial term of this Lease Agreement shall be ten (10) years beginning on or about December 15, 2016, and continuing through December 14, 2026, and the term shall automatically renew for up to three (3) additional five (5) year periods, subject to the right of either party to terminate this Lease Agreement as provided in Section 6 below of this Lease Agreement. 3. Use of Leased Premises. The City shall have the right to install a telephone-type pole and mount a weather and emergency warning siren atop the pole. The City shall procure and pay for the installation and operation of the pole and Siren System equipment, including, but not limited to; materials, services, permits, electrical equipment, electrical meter and on-going electrical services. The County specifically reserves the right to make additions, deletions, and/or modifications to its land and buildings located on the Property. If, at any time during the term of this Lease Agreement, the County makes or proposes to make, an addition, or other modification to the Property, or any other of its land or buildings that would negatively impact the Siren System or its effectiveness, the City will, upon written request from the County, remove the Siren System from the Leased Premises. The County agrees to make reasonable efforts to assist the City in locating an alternate location that meets the requirements of the Siren System. The Lease Premises will not be used by the City for any other purpose other than a weather and emergency warning Siren System, unless approved by the County in writing. The City, and its employees, agents, and contractors, shall have the right of access to and from the Leased Premises using a location determined by the County for the purposes of installing, inspecting, repairing, servicing, replacing or monitoring the tornado warning Siren System. The City, and the City's contractors and agents, shall be responsible for maintaining continuous protection of adjacent premises in such a manner as to prevent any damage to adjacent property, buildings, or other structures by reason of the perfo'rmance of the City's work under this Lease Agreement or the use and occupancy of the Leased Premises by the City. The City shall be responsible for, and shall indemnify the County from any damage to the County's property caused by the activities of the City under this Lease Agreement. Prior to commencing work under this Lease Agreement, the City shall notify the County and coordinate its installation schedule. All work shall be performed in a good and workmanlike manner consistent with industry standards. Packet Page Number 74 of 216 Maplewood Siren System at RCCF November 14, 2016 G3, Attachment 1 4. Placement of City Equipment. The City shall, at its own expense, install and maintain the materials and equipment identified in Exhibit B: Equipment List, attached hereto and made a part of this Lease Agreement. 5. Rent. The City agrees to pay the County Rent of $1.00 during the term of the Lease Agreement and $1.00 for each renewal period. 6. Termination. a. This Lease Agreement may be terminated by either party with or without cause at any time upon giving thirty (30) days written notice of such termination to the other party. b. Upon termination or expiration of this Lease Agreement, the City shall have up to six (6) months from the date of expiration or delivery of notice of termination to remove all of the City's equipment from the Leased Premises. Upon such notice, if desired by the City, the County shall make reasonable efforts to assist the City to identify an alternate location that meets the requirements of the Siren System and the Ramsey County Emergency Management and Homeland Security Department. c. Upon termination or expiration of this Lease, and subject to the provisions of Section 6.b above, the City shall restore the Leased Premises to its condition immediately prior to December 15, 2016. 7. Utilities, and Associated Services, The City shall procure and provide for all services and utilities to install, maintain and operate the Siren System. This includes electric power to operate the Siren System. 8. County Rights. The County shall have the right to inspect the Leased Premises and the equipment as identified in Exhibit B for safety reasons and to ensure the City's compliance with the conditions of this Lease Agreement. 9. Care of Premises. The City agrees to keep the Leased Premises and its equipment as identified in Exhibit Bin good, clean, working condition during the term of this Lease Agreement, including any renewals. The City agrees to correct any deficiencies or damages identified by the County, and to comply with reasonable directives issued by the County. 10. Indemnification. Each Party shall indemnify, hold harmless, and defend the other, its officials, agents, and employees against any and all liability, losses, costs, damages, expenses, claims, or actions, including attorney's fees, which the other Party , its officials, agents, or employees may hereafter sustain, incur, or be required to pay, arising out of or by reason of any act or omission of the other , its officials, agents, or employees, in the execution, performance, or Packet Page Number 75 of 216 Maplewood Siren System at RCCF November 14, 2016 G3, Attachment 1 failure to adequately perform their respective obligations pursuant to this Lease Agreement or its use or occupation of the Leased Premises. The liability of each party shall be governed by the provisions of Minnesota Statutes Chapter 466. 11. Insurance. The City and any contractor retained by the City to perform services on or at the Leased Premises shall maintain such insurance as will protect the County from claims which may arise out of or result from operations of the City or its contractors including but not limited to the following: General Liability- A minimum of $1,500,000 per occurrence and $1,500,000 aggregate. Such coverage shall include contractual liability insurance either specifically naming this Lease Agreement, or on a blanket basis Ramsey County, its officials, employees and agents shall be named as additional insured, with a cross-suits endorsement in favor of the County. Workers Compensation -As required by MN statute. The City shall not commence work in any form on or at the Leased Premises until the City has obtained and filed an acceptable certificate of insurance with the County. The County and the City shall each maintain a property insurance program covering damage to their respective property. This program shall contain an express mutual waiver of any right of subrogation. 12. Notices. All notices or communications between the County and the City pursuant to this Lease Agreement shall be deemed sufficiently delivered if in writing and delivered to either party personally or send via US Mail addressed as follows: Ramsey County: Ramsey County Manager 15 West Kellogg Blvd, Room 250 Saint Paul, MN, 55102 With copy to: Ramsey County Property Management 121 Seventh Place East, Suite 2200 Saint Paul, MN 55101 Attn: Director City of Maplewood Maplewood City Manager 1830 County Road B East Maplewood, MN 55109 Packet Page Number 76 of 216 G3, Attachment 1 With Copy to: City of Maplewood Fire Chief 1955 Clarence Street Maplewood, MN 55109 13. Amendments. This Lease Agreement shall only be amended in the form of a written amendment executed by both parties. 14. Entire Agreement. This Lease Agreement and attached Exhibits shall constitute the entire agreement between the parties with respect to the subject matter of this Lease and shall supersede all prior or written agreements of the parties with respect to the subject matter of this Lease. IN WITNESS WHEREOF, the parties have executed this Lease Agreement to be effective as of the date [first written above or use the date last signed below] Ramsey County City of Maplewood By: By: Julie Kleinschmidt Melinda Coleman Its: County Manager Its: City Manager Date: Date: Resolution No: By: Steve Lukin Its: Fire Chief Approval Recommended By:_________________________ Date:_____________________________ Bruce T. Thompson Its: Director, Property Management Date: _ Approved as to form: By: ____________ John Ristad Its: Assistant County Attorney Date: Packet Page Number 77 of 216 G3, Attachment 1 EXHIBIT B TO LEASE AGREEMENT BETWEEN RAMSEY COUNTY AND THE CITY OF MAPLEWOOD, MN The equipment which constitutes the Siren System includes the following: One 60-foot pole; One Federal siren mounted on the top of the pole; One electrical box, siren electronics and transmitting box on the pole; and One battery backup box on the pole. 490526vl MA745-3 Packet Page Number 78 of 216 MEMORANDUM TO: Melinda Coleman, City Manager FROM: Chris Swanson, Environmental Specialist DATE: December 5, 2016 SUBJECT: Approval of 2017 Residential Trash Hauling Rate Price Adjustments Introduction On December 14, 2011, the City of Maplewood and Republic Services executed a contract for City-wide residential trash collection. Service under the contract began on October 1, 2012. On December 19, 2013, the City of Maplewood and Republic Services entered into a Memorandum of Understanding (MOU) as an addendum to the contract in order to better define rate price adjustments and timelines. Background Date of Rate Price Adjustment The contract states that the trash hauling prices can be adjusted annually based on the Consumer Price Index (CPI), Indexed Diesel Prices, and tipping fee. The MOU clarifies that Republic Services will submit requests for price adjustments by December 1. The price adjustments and new trash hauling rates go into effect April 1 of each year. Rate Price Adjustment Calculation The trash hauling rates are based on the base collection fee (BCF) (the fee charged to all residents, regardless of cart size) and the disposal fee (fee charged to residents based on the size of cart). The contract states that the non-fuel portion of the BCF (76%) will be adjusted annually to reflect changes in the CPI and the fuel portion (24%) will be adjusted annually to reflect changes in the Indexed Diesel Prices. The published index for CPI and fuel are as follows: CPI - Federal Reserve Bank of Minneapolis, with June being defined as the benchmark CPI index month. The change in CPI from the second quarter of 2015 to the second quarter of 2016 is 1.1%. Fuel - Retail, On-Highway Diesel Prices – Average All Types, Midwest Region (Monthly History) as determined and published by the Energy Information Administration, with June being defined as the benchmark fuel index each year. The DECREASE in fuel prices from June 2015 to June 2016 is -13.76%. The trash hauling disposal fee will be adjusted annually to reflect changes in actual disposal (fee charged to process trash at the recycling and Energy Center R&E Center in Newport). The actual disposal fee is defined as the fee charged in 2012, which was $72 minus a $14 County rebate to haulers, equaling $58 per ton to dispose of trash at the RRT facility. Trash haulers are notified of the disposal fee in December. The 2017 disposal fee is $70 per ton minus a $12 County rebate to the hauler, equaling $58. The trash hauling disposal fee from 2012 to 2017 remains the same. G4 Packet Page Number 79 of 216 2017 Trash Hauling Rates Based on the CPI, fuel index, and tipping fee changes reflected above, the MONTHLY trash hauling rates will be adjusted beginning April 1, 2017, as follows: Base Collection Fee Amount of Change Service Level 2015 2016 2017 (2016 to 2017) Every Other Week Pick Up $3.25 $3.03 $2.97 minus $.06 Every Week Pick Up $4.55 $4.25 $4.15 minus $.10 Disposal Fee Amount of Change Cart Size (gal.) 2015 2016 2017 (2016 to 2017) 20 (every other week) $1.08 $1.08 $1.08 no change 20 (every week) $1.62 $1.62 $1.62 no change 32 (every week) $2.58 $2.58 $2.59 no change 65 (every week) $3.52 $3.52 $3.52 no change 95 (every week) $4.58 $4.58 $4.58 no change Trash Hauling Rates (Sum of Base Collection and Disposal Fee-no cart fee or taxes) Amount of Change Cart Size (gal.) 2015 2016 2017 (2016 to 2017) 20 (every other week) $4.34 $4.11 $4.05 minus $.06 20 (every week) $6.17 $5.87 $5.77 minus $.10 32 (every week) $7.13 $6.83 $6.74 minus $.09 65 (every week) $8.08 $7.77 $7.67 minus $.10 95 (every week) $9.14 $8.83 $8.73 minus $.10 Monthly Trash Hauling Rates ($.75 cart fee & taxes - 9.75% county and 28% state) Amount of Change Cart Size (gal.) 2015 2016 2017 (2016 to 2017) 20 (every other week) $7.02 $6.70 $6.61 minus $.09 20 (every week) $9.53 $9.12 $8.99 minus $.13 32 (every week) $10.85 $10.44 $10.32 minus $.12 65 (every week) $12.16 $11.73 $11.61 minus $.12 95 (every week) $13.62 $13.19 $13.07 minus $.12 Budget Impact No City budget impacts. However, Maplewood residents with city-wide residential trash collection through Republic Services will see a DECREASE in their monthly trash bills ranging from $.09 to $.13 beginning April 1, 2017. Recommendation Approve the 2017 residential trash hauling rate price adjustments as outlined above. The new monthly rates will go into effect on April 1, 2017. G4 Packet Page Number 80 of 216 MEMORANDUM TO: Melinda Coleman, City Manager FROM: Chris Swanson, Environmental and City Code Specialist DATE: November 28, 2016 SUBJECT: Approval of 2017 Trash Hauling Contract for City Facilities Introduction The City has trash hauling needs at its main campus and parks. The City’s current trash hauling contract with Republic Services will expire at the end of January 2017. The City must enter into a new contract for 2017. Background Republic Services collects trash from all City buildings on campus (City Hall, 1902 Building, and the Community Center) and from three parks (Goodrich, Wakefield, and Harvest). City staff requested proposals from four commercial haulers in Maplewood, two haulers responded. Attached to this report are the bids from Republic Services and Waste Management. All proposals also include organics collection at City facilities for 2017. Republic Services’ proposal was the least expensive at $19,936.54 per year; a reduction of nearly $2,900 from the 2016 total. Additionally, per the contract with the YMCA for management of the Community Center, the YMCA is responsible for 75% of the City’s expense for trash and organics hauling services at the facility. The total monthly cost for organics and trash service at the MCC for 2017 is $560 per month, of that, the YMCA’s responsibility comes out to $420 a month. Budget Impact The City facilities trash hauling contract is planned and budgeted through the General Fund and Maplewood Community Center Fund. Monthly expenses will be $1,661 per month. Including the amount invoiced to the YMCA, the City will see an $8,000 reduction for trash and organics service for 2017. Recommendation Authorize the City Manager to enter into an agreement with Republic Services for 2017 trash services at City facilities. The new rates will go into effect February 1, 2017 through January 31, 2018. Attachments 1.Republic Services Proposal 2.Waste Management Proposal G5 Packet Page Number 81 of 216 Republic Services Bid G5, Attachment 1Packet Page Number 82 of 216 Building Container Quanity Size Frequency Monthly Rate Annual Cost Per Location OrganicsPer week(including all taxes and charges)(including all taxes and charges)City Hall 190 gal 1x$19.68$236.16Public Works 190 gal 1x$19.68$236.16Maplewood Community Center 22 yards 1x$129.87$1,558.44Wakefield Park (all year) noneHarvest Park (April ‐October)noneHazelwood (July 4 th )noneGoodrich Park (April ‐ October )noneTrashCity Hall162x$366.97$4,403.64Public Works162x$366.97$4,403.64Maplewood Community Center242x$515.55$6,186.60Wakefield Park181x$238.08$2,856.96Harvest Park (April‐October)281x$456.48$3,195.36 (Assuming 7 Full Months)Goodrich Park (April‐October)181$238.08$1,666.56 (Assuming 7 Full Months)Trash Rolloff (On Call)Hazelwood Park (July 1)120 yd one time$656.97Not Needed Fire Training Facility 110 yd one time$420.67Not Needed Maplewood City Facility Trash and Organic Collection Service Price SheetAdditional Contract requirements 1. The Contract runs for one year with no automatic extensions. The contract will begin the 1stday of the February 2017 until tha last day in January of 2018 . 2. No cart delivery or removal fees besides from what is specified in the proposal shall be charged.3. There shall be no automatic increase in pricing. If there is variable fee pricing the applicant shall provide supporting pricing documentation with the proposal along with the metrics for when the price increases occurs. 4. There shall be not late fee on invoices under 60 days past the invoice due date.5. If the hauler subcontracts any of the service the contractor shall be provided the name of the company, a contact, and the address of the vendor. The city shall approve all vendors before service is started. 6. All trash waste (excluding the source separated organics) must be hauled to the Recycling and Energy Center located in Newport. Annually, a letter certifying that the city’s waste ended at the facility is required from the hauler. Annually or if the facility changes, the hauler shall provide the city with the name and address of the facility where the organics are hauled.Waste Management Bid G5, Attachment 2 Packet Page Number 83 of 216 MEMORANDUM TO: Melinda Coleman, City Manager FROM: Mike Funk, Assistant City Manager/HR Director Terrie Rameaux, HR Coordinator DATE: December 6, 2016 SUBJECT: Approval of Resolution Amending Retiree Health Savings Plan and Adoption Agreement for Nonunion and Confidential & Supervisory Association Employees Introduction Members of the Confidential & Supervisory Group and non-union employees have requested their Retiree Health Savings (RSH) plan be amended. The plan administrators, ICMA RC, requires the City Council to take the following two actions: 1) motion to approve an amendment, and 2) motion to approve a resolution. Background Each of the City’s seven (7) unions have approved Retiree Health Savings Plans that are outlined in their respective collective bargaining agreements. Each of the 7 plans are slightly different to reflect the desires of union membership. An RHS plan does not have a fiscal impact to the City, rather it serves as a tax-exempt mechanism for employees to deposit contributions for unused accrued balances (i.e. annual leave, personal holidays, etc.) at the time of separation from the City. The Confidential & Supervisory Group and non-union employees voted to amend their RHS plan that would expand the list of eligible out-of-pocket medical costs (as allowed by the IRS) and to change the percentage split between cash payout and RHS contribution. Budget Impact No budget impact. Recommendation It is recommended that the City Council approve the attached Resolution and VantageCare Retirement Health Savings Plan Adoption Agreement Amendment and Plan for these employee groups. Attachments 1. Resolution 2. Adoption Agreement Amendment 3. RHS Plan G6 Packet Page Number 84 of 216 RESOLUTION AMENDING A VANTAGECARE RETIREMENT HEALTH SAVINGS (RHS) PLAN Plan Number: 800183 Name of Employer: City of Maplewood State: Minnesota Resolution of the above-named Employer (the “Employer”): WHEREAS, the employer has employees rendering valuable services and WHEREAS, the amendment of its existing retiree health savings plan for such employees services the interested of the Employer and Employees. NOW, THEREFORE BE IT RESOLVED, that the Employer hereby amends and restates the Plan as outlined in the attached VantageCare Retirement Health Savings (RHS) Plan Adoption Agreement Amendment and Plan Document. I, Karen Haag, Clerk of the City of Maplewood, do hereby certify that the foregoing resolution was duly passed and adopted at a regular meeting thereof assembled this ______ day of ________________________, 2016, by the Maplewood City Council. City Clerk: __________________________________ G6, Attachment 1 Packet Page Number 85 of 216 VANTAGECARE RETIREMENT HEALTH SAVINGS (RHS) ADOPTION AGREEMENT Plan Number: 8 ....:Oc...:O....::l....::8~3 __ _ Select as applicable : D Standalone RHS D Integrated RHS [j] Amendment to Existing Plan D New Plan I. Employer Name: City of Maplewood State: Minnesota II. The Employer hereby attests that it is a unit of a state or local government or an agency or instrumentality of one or more units of a state or local government. III. Plan Dates: A. Plan Effective Date._,l._,2""'/3"'-l"-'/--"-l-""6 ___ _ B. Plan Year: Enter the annual accounting period for the RHS program. 111 through 12/31 IY. The Employer intends to utilize the Trust to fund only welfare benefits pursuant to the following welfare benefit plan(s) established by the Employer:-------------- V. Eligible Groups, Participation and Participant Eligibility Requirements A. Eligible Groups The following group or groups of Employees are eligible to participate in the Employer's welfare benefits plan identified in Section IV (check all applicable boxes): D All Employees D All Full-Time Employees [j] Non-Union Employees D Public Safety Employees -Police D Public Safety Employees-Firefighters D General Employees [j] Collectively-Bargained Employees (SpecifY unit(s)) _...M'-"-'=C"'S,..A...._ ______ _ D Other (specifY group(s)) --------------- The Employee group(s) specified must correspond to a group(s) of the same designation that is defined in the statutes , ordinances, rules , regulations , personnel manuals or other documents or provisions in effect in the state or locality of the Employer. B. Participation Mandatory Participation: All Employees in the covered group(s) are required to participate in the Plan and shall receive contributions pursuant to Section VI. If the Employer's underlying welfare benefit plan is in whole or part a non-collectively bargained plan that allows reimbursement for medical expenses other than insurance premiums, the nondiscrimination requirements of Internal Revenue Code (IRC) Section 105(h) will apply. These rules may impose taxation on the benefits received by highly compensated individuals if the Plan discriminates in favor of highly compensated individuals in terms of eligibility or benefits. The Employer should discuss these rules with appropriate counsel. G6, Attachment 2 Packet Page Number 86 of 216 C. Participant Eligibility Requirements I. Minimum service: The minimum period of service required for participation is NA (write N/A if no minimum service is required). 2. Minimum age: The minimum age required for eligibility to participate is NA (write N/A if no minimum age is required). VI. Contribution Sources and Amounts A. Definition of Earnings The definition of Ea rnings will apply to all RHS Contriburion Features that reference "Earnings", includ ing Direct Employer Contributions (Section VI.B.l.) and Mandatory Employee Compensation Contributions (Section VI.B.2 .). D efinition of earnings: Accrued unused sick leave, deferred sick, vaction, annual leave, personal holidays B. Direct Employer Contributions and Mandatory Contributions I. Direct Employer Contributions The Employer shall contribute on behalf of each Participant D __ % of Earnings* D $ each Plan Year D A discretionary amount to be determined each Plan Year D Other (describe):---------------- 2. Mandatory Employee Compensation Contributions The Employer will make mandatory contributions of Employee compensation as follows: D Reduction in Salary-__ % of Earnings or$ __ will be contributed for the Plan Year. D Decreased Merit or Pay Plan Adjustment -All or a portion of the Employees' annual merit or pay plan adjustment will be contributed as follows: An Employee shall not have the right to discontinue or vary the rate of Mandatory Contributions of Employee Compensation . 3 . Mandatory Employee Leave Contributions The Employer will make mandatory contributions of accrued leave as follows (provide formula for d etermining Mandatory Employee Leave contributions): Iii Accrued Sick Leave 50% eligible sick leave/deferred sick leave Iii Accrued Vacation Leave 50% eligible vacation/annual leave Iii Other (specify type of leave) Accrued PH Leave PH= eligible personal holiday hours An Employee shall not have the right to discontinue or vary the rate of mandatory leave contributions. *Non-colle ctively bargained plans that reimburse medical expenses other than insurance premiums should consult their benefits counsel regarding welfare plan nondiscrimination rules if the employer elects to make contributions based on a percentage of earn ings. 2 G6, Attachment 2 Packet Page Number 87 of 216 C. Limits on Total Contributions (check one box) The total contribution by the Employer on behalf of each Participant (including Direct Employer and Mandatory Employee Contributions) for each Plan Year shal l not exceed the following limit(s) below. Limits on individual contribu ti on types are defined within the appropriate section above. [!] There is no Plan-defined limit on the percentage or dollar amount of earnings that may be contributed. 0 __ % of earnings Definition of earnings: 0 $ __ for the Plan year. D Same as Section VI.A. D Other VII. Vesting for Direct Employer Contributions A. Vesting Schedule (check one box) ~ The account is I 00% vested at all times. 0 The following vesting schedule shall apply to Direct Employer Contributions as outlined in Section VI.B.l.: Years of Service Completed Vesting Percentage ___% ___% ___% ___% ___% ___% ___% ___% ___% ___% B. The account will become 100% vested upon the death, disability, retirement*, or attainment of benefit eligibility (as outlined in Section IX) by a Participant. *Definition of retirement includes a separation from service component and is further defined by (check one): 0 The primary retirement plan of the Employer 0 Separation from service ~ Other Termination of employment C. Any period of service by a Participant prior to a rehire of the Participant by the Employer shall not count toward the vesting schedule outlined in A above. VIII. Forfeiture Provisions 3 If a Participant separate s from service prior to full ves t ing, non-vested funds in the Participant's account shall be forfeited in accordance with the box checked under this section. Upon the death of a participant, surviving spouse, and all surviving eligible dependents (as outlined in Section XI), funds remaining in the Participant's account shall be revert to the Trust in accordance with the box checked under this section. G6, Attachment 2 Packet Page Number 88 of 216 If a Participant permanently opts out and waives future reimbursements, as allowed under IRS Notice 2013-54, all funds in the Participant's account at the time of waiver shall be forfeited in accordance with the box checked under this section .* 0 Remain in the Trust to be reallocated among all remaining Employees participating in the Plan as Direct Employer Contributions for the next and succeeding contribution cycle(s). ~ Remain in the Trust to be reallocated on an equal dollar basis among all Plan Participants. 0 Remain in the Trust to be reallocated among all Plan Participants based upon Participant account balances. 0 Revert to the Employer. IX. Eligibility Requirements to Receive Medical Benefit Payments from the VantageCare Retirement Health Savings Program A. A Participant is eligible to receive benefits: ~ At retirement only (also complete Section B.) Definition of retirement: ~ Same as Section VII.B. 0 Other ________________________________ __ ~ At separation from service with the following restrictions ~ No restrictions 0 Other ________________________________ __ B. Termination prior to general benefit eligibility: In case where the general benefit eligibility as outlined in Section IX.A includes a retirement component, a Participant who separates from service of the Employer prior to retirement will be eligible to receive benefits: ~ Immediately upon separation from service 0 Other---------------------------------- C. A Participant that becomes totally and permanently disabled ~ as defined by the Social Security Administration 0 as defined by the Employer's primary retirement plan 0 other------------------------------------- will become immediately eligible to receive medical benefit payments from his/her account under the Employer's welfare benefits plan. D. Upon the death of the Participant, benefits shall become payable as outlined in Section XI. *If the Employer's RHS Program does not limit eligibility to participants who have separated from service, the employer will be required to provide further direction to ICMA-RC regarding the treatment of possible contributions that are required to be made following the participant's waiver. 4 G6, Attachment 2 Packet Page Number 89 of 216 X. Permissible Medical Benefit Payments Benefits eligible for reimbursement consist of: (j] All Medical Expenses eligible under IRC Section 213 other than (i) direct long-term care expenses , and (ii) expenses for medicines or drugs which are not prescribed drugs (other than insulin). D The following Medical Expenses eligible under IRC Section 213 other than (i) direct long-term care expenses, and (ii) expenses for medicines or drugs which are not prescribed drugs (other than insulin). Select only the expenses you wish to cover under the Employer's welfare benefits plan : D Medical Insurance Premiums D Medical Out-of-Pocket Expenses* D Medicare Part B Insurance Premiums D Medicare Part D Insurance Premiums D Medicare Supplemental Insurance Premiums D Prescription Drug Insurance Premiums D COBRA Insurance Premiums D Dental Insurance Premiums D Demal Out-of-Pocket Expenses * D Vision Insurance Premiums D Vision Out-of-Pocket Expenses* D Qualified Long-Term Care Insurance Premiums D Non-Prescription medications allowed under IRS guidance* D Other qualifying medical expenses (describe)* * Non-collectively bargained plans that reimburse medical expenses other than insurance premiums should consult their benefits counsel regarding welfare plan nondiscrimination rules if the employer elects to make contributions based on a percentage of earnings. XI. Benefits After the Death of the Participant 5 In the event of a Participant's death, the following shall apply: A. Surviving Spouse and/or Surviving Dependents Upon the death of a participant, the surviving spouse and/or surviving eligible dependents (as defined in Section XII. D.) of the deceased Participant are immediately eligible to maintain the Participant's RHS account and utilizing the remaining balance to fund eligible medical benefits specified in Section X above. Upon notification of a Participant's death , the Participant's account balance will be transferred into Dreyfus Cash Management fund ** (or another fund selected by the Employer). The account balance may be reallocated by the surviving spouse or dependents . ** An investment in the Dreyfus Cash Management money market fund is not insured or guaranteed by the Federal Deposit Insurance Corporation or any other government agency. Although the fund seeks to preserve the value of your investment at $1 .00 per share, it is possible to lose money by investing in the fund. Investors should consider the investment objectives, risks, charges, and expenses of the fund carefully before investing. You may visit us at www.icmarc.org or call 800-669-7400 to obtain a prospectus that contains this and other information about the fund. Read the prospectus carefully before investing. If a Participant's account balance has not been fully utilized upon the death of the eligible spouse, the account balance may continue to be utilized to pay benefits of eligible dependents. Upon the death of all eligible dependents , the account will revert in accordance with the Employer's election under Section VIII of the VantageCare RHS Adoption Agreement. G6, Attachment 2 Packet Page Number 90 of 216 B. N o Surviving Sp ouse o r Surviving Dependents If there are no living spouse or dependents at the time of death of the Participant, the account will revert in accordance with the Employer's election under Section VIII of the VantageCare RHS Adoption Agreement. XII. The Plan will op erate acc ordi ng to the following pr ovisions: A. Emp loyer Resp onsib ilities I. The Employer will submit all VantageCare Retirement H ealth Savings Plan contribution data via electronic submiss ion. 2. The Employer will submit all VantageCare Retirement Health Savings Plan Participant status updates or personal information updates via electronic submission. This includes but is not limited to termination notification, benefit eligibility, and vesting notification . B. Participant account administration and asset-based fees will be paid through the redemption of Participant account shares, unless agreed upon otherwise in the Administrative Services Agreement . C. Assignment of benefits is not permitted. Benefits will be paid only to the Participant, his/her Survivors , the Employer, or an insurance provider (as allowed by the claims administrator). Payments to a third-party payee (e.g., medical service provider) are not permitted with the exception of reimbursement to the Employer or insurance provider (as allowed by the claims administrator). D. An eligible dep endent is (a) the Participant's lawful spouse, (b) the Participant's child under the age of27, as defined by IRC Section 152(f)(l) and Internal Revenue Service Notice 2010-38, or (c) any other individual who is a person described in IRC Section 152(a), as clarified by Internal Revenue Service Notice 2004-79. E. The Employer will be responsible for withholding, reporting and remitting any applicable taxes for payments which are deemed to be discriminatory under IRC Section 105(h), as outlined in the VantageCare Retirement Health Savings Employer Manual. XIII. Employ er Ac k nowledgements A. The Employer hereby acknowledges it understands chat failure to properl y fill our this VantageCare Retirement Health Savings Adoption Agreement may result in the loss of tax exemption of the Trust and/or loss of tax-deferred stat us for Employer contributions . B. Iii Check this box if you are including supporting documents that include plan provisions. EMPLOYE R SIGNATURE By : Melinda Coleman D ate: Title: Cit_y Manager Attest: Karen Haag D ate : Title: Cit_y Clerk AC: 22872-0115-826 6 G6, Attachment 2 Packet Page Number 91 of 216 RHS PLAN FOR MAPLEWOOD NON-UNION AND CONFIDENTIAL & SUPERVISORY ASSOCIATION EMPLOYEES 1. Participant and benefit eligibility criteria: Must be full-time employee, no minimum or maximum age and no years of service requirement. 2.Benefits will be limited to insurance premiums only (health, dental, vision and long-term care premiums, Medicare Part B, Medicare Part D, Medicare supplements and other prescription drug insurance premiums) and out-of-pocket expenses described as eligible by the IRS. 3.The RHS plan will be funded by severance pay as follows: a. 50% of eligible severance pay for sick leave and deferred sick leave would be deposited into the RHS plan if the employee is age 50 or above at the time of separation from service. The remaining 50% of eligible severance pay for sick leave and deferred sick leave would not go into the RHS and would be cashed out at time of separation. b. 50% of accrued annual leave and personal holidays would be deposited into the RHS plan if the employee’s balance is at least 80 hours at the time of separation from service and the employee is at least age 50. The remaining 50% of accrued annual leave and personal holidays would not go into the RHS and would be cashed out at time of separation. If under 80 hours or under age 50, nothing would go in. c. 50% of accrued vacation and personal holidays would be deposited into the RHS plan if the employee is at least age 50 and their vacation balance is at least 80 hours at the time of separation from service. The remaining 50% of accrued vacation and personal holidays would not go into the RHS and would be cashed out at time of separation. If under 80 hours or age 50, nothing would go in. 4.The RHS plan will be funded with annual deposits as follows: a. Employees who are eligible for annual leave and are at least age 50, will have the cash value of 16 hours of annual accrued but unused annual leave deposited into the RHS plan if the annual leave balance is at least 240 hours on the last payroll in December. In addition, there would be an annual deposit of the cash value of all hours over 300 hours - as of the last payroll in December. (Under the first part of this provision, if an employee uses all of their annual accrual in a particular year, nothing will go into the plan that year. If they use all but 10 hours, the 10 would go in.) b. Employees of any age will have the cash value of all vacation hours in excess of the carryover limit (1.5 times annual accrual) deposited into the RHS plan. (If an employee uses all the vacation they earn that year or their balance did not exceed the carryover limit, nothing would go in.) c. All employees will have the cash value of all personal holiday hours unused as of December 31 deposited into the RHS plan. G6, Attachment 3 Packet Page Number 92 of 216 MEMORANDUM TO: Melinda Coleman, City Manager FROM: Mike Funk, Assistant City Manager/HR Director Terrie Rameaux, HR Coordinator DATE: December 6, 2016 SUBJECT: Approval of Resolution Accepting the Labor-Management Committee’s (LMC) Recommendations for Employee Insurance Benefits for 2017 Introduction/Background The City recently went through their annual renewal process for employee insurance benefits and received renewal proposals from all our carriers. The Labor-Management Committee (LMC) met, reviewed and discussed the renewal information from all providers. After some discussion and some negotiations by our insurance agent, NFP, on our health insurance, the Insurance LMC proposed the following effective January 1, 2017. Health Insurance: The LMC recommends the City continue with Medica as the health care provider. Medica’s initial renewal came back at 6.4% increase. Due to a high participate rate in our wellness program, as well as in Medica’s RedBrick program, NFP advocated for a lower rate with Medica. Medica acknowledges that the City of Maplewood as having one of the most robust wellness programs, with the highest level of participation they have seen. Ultimately, these factors contributed in a final renewal of 3%. The Insurance LMC proposes to maintain both of the current high deductible/HRA plan offerings —Medica Choice Open Access network and Elect/Essentials networks. Dental Insurance: In 2015, the City changed to a self-funded plan through Delta Dental. Based on the recommendation from NFP, who reviewed our current claims experience as well as projected claims through the remainder of 2016, and reviewed the premiums being collected, the Insurance LMC recommends that the City maintain the current premiums for dental. Ancillary Benefits— Based on the renewal information from our consultant for ancillary benefits, Integrity Employee Benefits, Inc., the Insurance LMC recommends staying with all current ancillary benefit carriers as there was no increase in any of the premiums, city-paid as well as employee-paid. Long-Term and Short-Term Disability: Long-term disability is a City-paid benefit. The City also offers employee-paid short-term disability. Sun Life/NJPA (National Joint Powers Agreement) is our current carrier for both of G7 Packet Page Number 93 of 216 these benefits. We received a three-year rate guarantee on both of these benefits for 2015 - 2017; therefore, there will be no increase in premiums. Life Insurance: Life insurance (basic) is a City-paid benefit. The City also offers employee-paid optional for the employee, spouse and children. Sun Life/NJPA is also the current carrier for life insurance. This benefit also received a three-year rate guarantee for 2015-2017; therefore, there will be no increase in premiums Vision Care Plan: Vision care (hardware) is an employee-paid optional benefit. There was a slight increase in premiums of 5%. The Insurance LMC proposes to stay with Avesis as its carrier for vision care as they have one of the best vision hardware benefits. Colonial Life Benefits: This year the LMC decided to add some optional benefits for employees, based on an employee survey conducted during the summer. Employees expressed an interest in accident, cancer/critical illness, and hospital confinement indemnity insurance. These benefits are optional employee-paid benefits. Colonial Life is the vendor that was recommended by NFP, our benefits consultant. Budget Impact The impacts of employee benefit costs are accounted for during the budgeting process each year. Recommendation It is recommended that the City Council approve the Labor-Management Committee’s recommendations for Employee Insurance Benefits to be effective January 1, 2017. Attachments 1. Resolution Affirming Recommendations of the Labor Management Committee G7 Packet Page Number 94 of 216 RESOLUTION Be it resolved that the Maplewood City Council hereby affirms the recommendations of Labor Management Committee regarding 2017 employee insurance benefits for the City of Maplewood. Approved this 12th day of December 2016. G7, Attachment 1 Packet Page Number 95 of 216 MEMORANDUM TO: Melinda Coleman, City Manager FROM: Mike Funk, Assistant City Manager/HR Director Terrie Rameaux, Human Resource Coordinator DATE: December 6, 2016 SUBJECT: Approval of Resolution Approving the Health Reimbursement Arrangement (HRA) Adoption Agreements and Plan Documents for Active Employees and Retirees Introduction/Background In 2006, the City adopted an integrated health reimbursement arrangement (HRA) for employees when the City moved to consumer-driven high deductible health plans. High deductible health plans provide much lower health insurance premiums. The savings as a result of the lower premiums was in part passed on to the employees in the form of an integrated HRA for each employee. This HRA is used by employees to help pay for any out-of- pocket medical expenses for themselves and/or their families. Our administrator for the HRA is MidAmerica Administrative & Retirement Solutions. We recently received notification from MidAmerica that, due to IRS Notice 2015-29294, a change is required by January 1, 2017. Prior to this notice, integrated HRAs could not reimburse individual premiums while the participant was actively employed. The assumption was that once the participant was no longer employed, the participant could submit for reimbursement of premium. However, integrated HRAs cannot reimburse individual premiums after a participant’s employment ends under our current HRA plan. So, in an effort to accommodate individual reimbursements for premiums during retirement or separation of service, MidAmerica is implementing a Retiree-Only HRA plan for the City. Once an employee terminates employment with the City for whatever reason, any monies in their HRA account as an active employee will be moved into an HRA for retirees only account. Since this is a new and entirely separate plan from the Integrated HRA for active employees, a new Adoption Agreement and Plan Document is required. Approval of our current Adoption Agreement and Plan Document for our current Integrated HRA Plan for active employees is also required at this time. Budget Impact There is no budget impact in approving these agreements and plan documents. Recommendation It is recommended that the City Council approve the attached Adoption Agreements and Plan Documents for the Retirees Only plan and for our current Integrated HRA for Active Employees. G8 Packet Page Number 96 of 216 Attachments 1. HRA for Retirees—Adoption Agreement and Plan Document 2. HRA for Active Employees—Adoption Agreement and Plan Document G8 Packet Page Number 97 of 216 Health Reimbursement Arrangement for Retirees Retiree HRA Adoption Agreement – Rev. 07.2015 Page 1 of Health Reimbursement Arrangement for Retirees ADOPTION AGREEMENT for Employer Address: Employer Telephone Number: Employer Identification Number: iiiii The undersigned Employer, by executing this Adoption Agreement, hereby adopts and implements the Health Reimbursement Arrangement for Retirees (hereinafter referred to as the “Plan” or the “HRA”) and agrees to abide by the terms of the Plan. With this Adoption Agreement, and by its authorized signature below, the Employer hereby makes the following designations. Effective Date.The Plan’s Original Effective Date is . The Plan’s Restated Effective Date is . The Plan is available to Retirees of the Employer effective . Plan Year. The Plan Year ends on . Eligible Classes. The class or classes of Retirees covered by this Plan are: (See attached Class Specifications.) Class RetA:Class RetB: Class RetC:Class RetD: Class RetE:Class RetF: Designation of Plan Administrator. The Employer hereby designates the following initial Plan Administrator: MidAmerica Administrative & Retirement Solutions, Inc. Designation of Individuals to Have Access to Protected Health Information (“PHI”). The following Employees, classes of Employees, or other persons shall be given access to the PHI to be disclosed: The Employer hereby agrees to the provisions of the Plan and has executed this Adoption Agreement on this day of , 20 . Name of Employer: Signature: Print Name: Title: Employer CONTACT (print): Title: E-Mail: Telephone: Ext. Fax: IRS Circular 230 Notice: We are required to advise you no person or entity may use any tax advice in this communication or any attachment to (i) avoid any penalty under federal tax law or (ii) promote, market or recommend any purchase, investment or other action. Signature: day of City of Maplewood 1830 County Road B East Maplewood, MN 55109 651-249-2054 41-6008920 January 1, 2017 January 1, 2017 December 31 Separated HDHP employees - Integrated HRA Rollover Business Office Personnel HR Department Personnel 16 City of Maplewood Melinda Coleman City Manager Terrie Rameaux Human Resource Coordinator terrie.rameaux@maplewoodmn.gov 651-249-2054 651-249-2059 G8, Attachment 1 Packet Page Number 98 of 216 Health Reimbursement Arrangement for Retirees Retiree HRA Adoption Agreement – Rev. 07.2015 Page 2 of Employer Representations The Employer intends to reduce its Retirees' medical expenses by providing reimbursement of such expenses, in a limited capacity. The Employer anticipates that participation in the HRA will encourage prospective Retirees to retire earlier, as they will be better able to afford quality health care prior to the age at which they are Medicare eligible. The Employer may allow Retirees to participate in both the HRA and the Special Pay Plan (403(b)). Retirees are not permitted to make any election or choice between cash, the HRA, and/or the Special Pay Plan, or any other tax deferred program. The Employer will base HRA allocations on its estimates of the costs required to provide a certain amount of medical reimbursements to its Retiree population as that population approaches Medicare age. The Employer has discretion in determining classes of Employees eligible to participate in the Retiree HRA. Once determined, Retirees in the class shall be treated uniformly and be provided a uniform allocation to the HRA. Such class shall remain in effect for the Employer's entire fiscal year for all affected Retirees in such year and for all future contributions to such class. Each year, the Employer may reevaluate allocations and classes for new Retirees only. The Employer may gather information from the Retiree to determine the appropriate allocation to the HRA, but individual Participants are not allowed to elect or to determine their allocation. The Employer will monitor all rehires to ensure that less than two employees are in the Retiree HRA Plan. The Employer acknowledges that it has received the Plan document for the HRA and agrees with all the terms therein. The Employer understands that whether a contribution to the HRA is non-elective for tax purposes is a facts and circumstances determination, and the Employer is responsible for whether the contribution is truly non-elective or not. The Employer understands that MidAmerica Administrative & Retirement Solutions, Inc. and its agents and employees are not tax or legal advisors. They may provide general information regarding the tax treatment of health reimbursement arrangements, but the Employer should consult with its own tax or legal advisors as to how tax and other rules may apply to its own facts and circumstances. The Employer will not provide any information or forms or enter into any contracts inconsistent with the preceding. Effective Date Employer Initials Employer InitialsJanuary 1, 2017 G8, Attachment 1 Packet Page Number 99 of 216 Health Reimbursement Arrangement for Retirees Retiree HRA Adoption Agreement – Rev. 07.2015 Page 3 of Eligible Class RetA: Defined as: Employment Status Upon the initial contribution to the Plan, Participant employment status shall be: Retiree Active with no access to benefit until retirement or separation of service Contribution Types All funds for the Plan shall come exclusively from the Employer and shall be determined in accordance with the following formula: Dollar Amount Percentage of Compensation or Retirement Pay Contribution Frequency One Time Annually Quarterly Semi-Annually Monthly Other Vesting Schedule Participants shall own their account balance in accordance with the following vesting schedule: 100% Immediate 100% upon Retirement, meeting the Employer’s eligible requirements for retirement 100% upon Separation of Service Other 100% upon death (can be selected in addition to “other” above) Forfeitures Employees who are not 100% vested under the Vesting Schedule at the time of termination shall forfeit their unvested funds. In the event of the death of the Participant, the Participant’s spouse, and all of the Participant's qualifying dependents, any vested funds remaining in the account shall be forfeited. In the event that the Participant opts out of participation in the Plan, all vested and unvested funds shall be forfeited. Forfeitures shall: Reduce future Employer contributions Be redistributed pro-rata at the end of each Plan Year to all Plan Participants who are actively employed as of the end of the Plan Year Run-off Times Participants will be allowed 0 (zero) days to continue incurring expenses after the date that their Participation in the Plan ends. The Run-off time for Participants to submit claims for reimbursement from funds that shall be forfeited will be 90 (ninety) days. The Run-off time for funds that shall be forfeited due to death will be one year. Reimbursements Reimbursements shall be for: All eligible Medical Expenses specified in section 213(d) of the Internal Revenue Code Limited Purpose Post Deductible Premium Only Medical Expenses HRA/FSA Ordering The Employer maintains a Flexible Spending Account (FSA) plan in which Participants may elect to participate. The Plan permits reimbursements for expenses eligible to be reimbursed by the FSA plan and therefore the HRA shall not reimburse before expenses exceeding the dollar amount of any FSA have been paid. The Plan permits reimbursements for Limited Purpose, Deductible or Premium Only expenses which are not eligible to be reimbursed by the FSA plan and therefore the HRA shall reimburse before the Participant’s FSA account is exhausted. Administration Fees: Administrative Fees are 1RW$SSOLFDEOH ____________________________________________________________________________________________________________________ Distribution Fees: A reimbursement processing fee of $5.00 for each claim processed manually or $2.50 for each claim submitted online, up to an annual maximum of six claims shall be paid by the 3DUWLFLSDQW Reimbursement Eligibility A Participant shall be eligible for reimbursement of medical expenses at the time selected below. Immediate Upon becoming 100% vested Upon Retirement or Separation of Service Investment Selection Investment Provider: Type of Investment: Fixed annuity only Variable annuities –Default Forfeiture Default Employer directed Participant directed; restrictions are: None 100% vested At Retirement Account balance in excess of $ Other Funds limited (see attachment) Effective Date Employer Initials Employer Initials Separated HDHP employees - Integrated HRA Rollover Rollover of Integrated funds for Separated Employees American United Life Insurance Company January 1, 2017 G8, Attachment 1 Packet Page Number 100 of 216 HRA for Retirees – Rev. 01.2014 Health Reimbursement Arrangement for Retirees PLAN DOCUMENT The Plan’s Original Effective Date is . The Plan’s Restated Effective Date is . The Plan is available to Retirees of the Employer effective . January 1, 2017 January 1, 2017 G8, Attachment 1 Packet Page Number 101 of 216 Health Reimbursement Arrangement for Retirees HRA for Retirees – Rev. 01.2014 Page 2 of 11 Plan Document Table of Contents Page Introduction .................................................................................................................................................. 3 Legal Status .................................................................................................................................................. 3 Participation ................................................................................................................................................. 3 Participant Opt Out ...................................................................................................................................... 3 Benefits and Eligibility for Benefits ............................................................................................................ 4 Funding ........................................................................................................................................................ 4 Interest Credit ............................................................................................................................................... 5 Vesting .......................................................................................................................................................... 5 Continuation Coverage ................................................................................................................................ 5 Plan Investments .......................................................................................................................................... 5 Plan Administrator ....................................................................................................................................... 5 Administrative Fees ...................................................................................................................................... 5 Administration .............................................................................................................................................. 6 Death Benefit................................................................................................................................................ 6 Plan Amendments ........................................................................................................................................ 7 Involuntary Access to Funds ....................................................................................................................... 7 Plan Termination ......................................................................................................................................... 7 HIPAA Compliance ..................................................................................................................................... 7 Claims Procedure ......................................................................................................................................... 9 G8, Attachment 1 Packet Page Number 102 of 216 Health Reimbursement Arrangement for Retirees HRA for Retirees – Rev. 01.2014 Page 3 of 11 Introduction The Employer has established and adopted the MidAmerica Administrative & Retirement Solutions, Inc. Health Reimbursement Arrangement for Retirees (the “Plan”) to enable eligible former employees and their dependents to be reimbursed tax-free for eligible medical and dental expenses. Contributions to the Plan shall be made by the Employer and credited to Participants' accounts. Claims for reimbursement shall be processed and reimbursements paid out on a tax-free basis for medical expenses in accordance with Internal Revenue Service Guidelines for Health Reimbursement Agreements, IRS Publication 502, Internal Revenue Code (the "Code") Sections 213(d), 105 and 106 as described in Revenue Ruling 2002-41 and IRS Notice 2002-45. Legal Status This Plan is intended to qualify as an employer-provided medical reimbursement plan under Code Sections 105 and 106 and regulations issued thereunder, as a health reimbursement arrangement as described in IRS Notice 2002-45 and Revenue Ruling 2002-41, and to comply with IRS Notice 2013-54 and shall be interpreted to accomplish those objectives. The expenses reimbursed under the Plan are intended to be eligible for exclusion from Participants' gross income under Code Section 105(b). Notwithstanding anything to the contrary, the portion of the Plan that reimburses Highly Compensated Individuals, as defined in Code Section 105(h), for premiums paid under an insured plan shall be treated as a separate plan that is not subject to the requirements of Code Section 105(h), pursuant to Treasury Regulation Section 1.105-11(b)(2). Participation Eligible former employees of the class or classes set forth by the Employer in the Plan Adoption Agreement will be Participants in the Plan. Notwithstanding any election in the Plan Adoption Agreement to the contrary, eligible former employees of the class or classes set forth by the Employer in the Plan Adoption Agreement who are Highly Compensated Individuals, as defined in Code Section 105(h), and whose benefits exceed those of other Plan Participants, will be Participants only in that portion of the Plan that reimburses Participants for "premium only medical expenses," as described below. Under no circumstances are such individuals eligible for reimbursements of any medical and dental expenses other than premium expenses. For purpose of this section, a retiree who was a Highly Compensated Individual prior to his or her retirement from the Employer shall be treated as a Highly Compensated Individual thereafter and during retirement. Participation Opt Out At least once per Plan Year, Participants shall be entitled to permanently opt out of participation in the Plan. Any such opt out will result in the forfeiture of the Participant’s account balance, including any vested funds, and the waiver of any future reimbursements from the Plan. The Participant may, however, continue to submit claims for reimbursement of expenses incurred prior to the opt out date, pursuant to the Run-Off Times section of the Plan Adoption Agreement. Any forfeited amount shall be applied as elected by the Employer in the Plan Adoption Agreement. In the event that the Participant is reemployed as an active employee of the Employer and terminates employment with the Employer, the Participant shall be entitled to permanently opt out of participation in the Plan at the time of termination. In addition to the forfeiture of unvested funds as provided for in the Forfeiture section of the Plan Adoption Agreement, any such opt out will result in the forfeiture of any vested funds and the waiver of any future reimbursements from the Plan. The Participant may, however, continue to submit claims for reimbursement of expenses incurred prior to the opt out date, pursuant to the Run-Off Times section of the Plan Adoption Agreement. Any forfeited amount shall be applied as elected by the Employer in the Plan Adoption Agreement. G8, Attachment 1 Packet Page Number 103 of 216 Health Reimbursement Arrangement for Retirees HRA for Retirees – Rev. 01.2014 Page 4 of 11 Benefits and Eligibility for Benefits A Participant shall be entitled to reimbursements of eligible medical and dental expenses upon the occurrence of the event selected in the Plan Adoption Agreement, but in no event until after expenses exceeding the dollar amount of any flexible spending arrangement ("FSA") in which the Participant shall also participate have been paid, or, if the medical or dental expense is reimbursable from a health savings account ("HSA"), amounts shall only be available from this Plan in accordance with paragraph 9 of the Administration section herein. If the Employer indicates in the Adoption Agreement that Reimbursements shall be for "all eligible section 213(d) medical expenses," eligible medical and dental expenses for purposes of this Plan are those expenses that are: a. incurred by the Participant, spouse or tax dependent (as defined in paragraph 9 of the “Administration” section); b. incurred for Medical Care - "Medical Care" shall have the same meaning as in section 213(d) of the Code, and shall include: (i) amounts paid for the diagnosis, cure, mitigation, treatment, or prevention of disease, or for the purpose of affecting any structure or function of the body, except that eligible medical and dental expenses shall specifically exclude expenses for a medicine or drug incurred on or after January 1, 2011, unless such medicine or drug is a prescribed drug (determined without regard to whether such drug is available without a prescription) or is insulin, and (ii) premiums for medical and dental coverage, including premiums under part B and part D of title XVIII of the Social Security Act (relating to supplementary medical insurance for the aged and prescription drug coverage, respectively); and c. not compensated through insurance and not paid for with a tax-free distribution from a Medical Savings Account (MSA), Health Savings Account (HSA), or Health Flexible Spending Arrangement and not attributable to a deduction allowed under Code section 213(d) for any prior taxable year. If the Employer indicates in the Adoption Agreement that reimbursements shall be for "premium only medical expenses," eligible medical and dental expenses for purposes of this Plan are those expenses that are: a. incurred by the Participant, spouse or tax dependent (as defined in paragraph 9 of the “Administration” section); b. premiums for medical and dental coverage, including premiums under part B and part D of title XVIII of the Social Security Act (relating to supplementary medical insurance for the aged and prescription drug coverage, respectively); and c. not paid for with a tax-free distribution from a Medical Savings Account (MSA) or Health Savings Account (HSA) and not attributable to a deduction allowed under Code section 213(d) for any prior taxable year. Funding All funds for the Plan shall come exclusively from the Employer and shall constitute either a specified dollar amount and/or a specific percentage of the former employees’ compensation or retirement pay as the Employer shall from time to time determine. The amount or percentage to be determined by the Employer shall be subject to, and not in contravention of, the Employer’s obligations to its former employees. Subject to any vesting schedule which may be elected in the Plan Adoption Agreement, all funds in the Plan belong to the individual Participants as allocated to their accounts. Also subject to any vesting schedule which may be elected in the Plan Adoption Agreement, once funds are allocated to the Plan, the Employer relinquishes all right, title, control, and interest to such funds. G8, Attachment 1 Packet Page Number 104 of 216 Health Reimbursement Arrangement for Retirees HRA for Retirees – Rev. 01.2014 Page 5 of 11 Interest Credit Interest shall be credited on a daily basis to Participant accounts based on the rate credited by the underlying AUL fixed annuity investment option. If variable annuity investments are allowed pursuant to the Adoption Agreement, earnings and losses shall be credited on a daily basis based on the investment funds selected. Vesting Funds in a Participant’s account shall vest and be available to pay eligible medical expenses in accordance with the vesting schedule elected by the Employer in the Plan Adoption Agreement. If a Participant is not fully vested in his account balance when participation hereunder of the Participant and his surviving spouse and/or dependents ends as described in the section hereof entitled “Death Benefit,” any forfeited amount shall be applied as elected by the Employer in the Plan Adoption Agreement. Continuation Coverage COBRA continuation coverage (“COBRA coverage”). COBRA coverage shall be available on the same terms and conditions as described herein with respect to Participants upon payment of the applicable COBRA premium. Each qualified beneficiary (i.e., the Participant’s former spouse and former eligible dependents) shall be entitled to COBRA coverage for a period of 36 months upon the qualifying events of death of Participant, divorce from Participant, or a dependent reaching an age under which he/she is ineligible under the terms of the Plan. The level of coverage will be the Participant’s account balance at the time of the qualifying event (adjusted for investment earnings and losses), plus Employer contributions, and minus reimbursements for claims paid from the account. Contributions shall be made at the same times as they are made for similarly situated Participants who have not experienced a qualifying event. The balance of the Participant’s account shall be available to all qualified beneficiaries electing continuation coverage on an aggregate basis. The COBRA premium shall be a single premium regardless of the number of qualified beneficiaries electing COBRA coverage. That premium shall be as determined annually by the Employer. The Employer shall have no obligation to pay any portion of the COBRA premium. Coverage in lieu of COBRA. As an alternative to COBRA continuation coverage, qualified beneficiaries may choose to continue to access the Participant’s account via coverage in lieu of COBRA. No additional contributions will be made to the Participant’s account during the coverage in lieu of COBRA period and no premium will be charged for the coverage. Administrative fees as indicated herein will be applied. The balance of the Participant’s account shall be available to all qualified beneficiaries electing coverage in lieu of COBRA on an aggregate basis. Furthermore, if some qualified beneficiaries elect COBRA and others select coverage in lieu of COBRA, all qualified beneficiaries will have access to the Participant’s account on an aggregate basis. Plan Investments Plan investments will be made in accordance with the Employer’s elections in the Plan Adoption Agreement, and will consist of investments in either fixed or variable annuities. Plan Administrator The Employer designates as the initial Plan Administrator the entity named in the Plan Adoption Agreement. The initial Plan Administrator shall serve as Plan Administrator until such time as a new Plan Administrator is appointed. Administrative Fees An administration fee shall be payable by the Employer. Participants may be charged a distribution fee by the Plan’s administrative services provider in such amount as shall be agreed to by the Employer. G8, Attachment 1 Packet Page Number 105 of 216 Health Reimbursement Arrangement for Retirees HRA for Retirees – Rev. 01.2014 Page 6 of 11 Administration 1. Health reimbursement requests may be made monthly with no minimum reimbursement dollar amount for recurring claims. There is a $100 minimum claim amount for all other claims unless the participant account balance is less than $100. Additionally, a reimbursement request can only be made for expenses incurred subsequent to the date the Participant first becomes enrolled in the Plan. 2. Participants are entitled to request reimbursements from their accounts as soon as the accounts are funded by the Employer, but only for medical expenses incurred subsequent to the date the Participant first becomes enrolled in the Plan. Hardship withdrawals or loans are not permitted under this Plan and Plan funds may only be used to reimburse Participants and their dependents for qualified medical expenses. 3. In order to receive reimbursement for eligible medical expenses, Participants shall provide the Plan Administrator with whatever information is reasonably required. This Plan shall not and cannot reimburse for any claims other than those allowed under Code Section 213(d) and the regulations thereunder, as generally described in IRS Publication 502. 4. When a request is approved it shall be scheduled for disbursement. Disbursements shall be made not later than the fifteenth (15th) day of each month for all reimbursement requests received by the Plan Administrator prior to the end of the preceding month. 5. Subject to the Claims Procedures rules below, decisions of the Plan Administrator shall be final on the issue of eligible expenditures and such decisions shall be based on Code Section 213(d) and the regulations thereunder, as interpreted by the IRS or court rulings or directives concerning the deductibility of medical expenses for Federal Income Tax purposes, which interpretations shall be controlling for purposes of determining reimbursement eligibility under this Plan. 6. Other than establishing this Plan and providing funding for the Plan, the Employer does not assume any responsibility for any aspect of any Participant's health care. Participant questions shall be directed to the Plan Administrator. 7. Each Participant shall be notified by the Plan Administrator of his or her account balance at the time a deposit is made to his or her account. The Plan Administrator shall provide each Participant with a quarterly statement setting forth the Participant's account balance and earnings and disbursements for the quarter. Additionally, the Plan Administrator shall provide a Participant with a statement of account balance in conjunction with each reimbursement distribution. 8. Funds in a Participant's account at the end of each year shall be rolled into the following year. 9. Reimbursement is available for the Participant, the Participant's spouse, the Participant's tax dependents as defined in Internal Revenue Code Section 152, determined without regard to subsections (b)(1), (b)(2), and (d)(1)(B) thereof, and any child (as defined in Code Section 152(f)(1)) of the Participant who as of the end of the taxable year has not attained age twenty- seven (27). For purposes of this Plan, such qualified tax dependents and children shall collectively be referred to as "dependents." Submission of a request for reimbursement on behalf of someone other than the Participant shall be deemed a representation by the Participant that the request for reimbursement is made on behalf of a spouse or dependent. Death Benefit If a Participant dies prior to exhausting his vested account balance, the Participant's surviving spouse and/or dependents are eligible to be reimbursed under this Plan for their eligible medical expenses until the vested account balance is exhausted. In the event of the death of the Participant, the Participant’s spouse, and all of G8, Attachment 1 Packet Page Number 106 of 216 Health Reimbursement Arrangement for Retirees HRA for Retirees – Rev. 01.2014 Page 7 of 11 the Participant's qualifying dependents, any funds remaining in the account shall be forfeited. Forfeitures shall be applied as elected by the Employer in the Plan Adoption Agreement. Plan Amendments The Employer has the authority to amend this Plan at any time, in whole or in part. Participants will be notified of any Plan changes. Any amendment to the Plan shall not adversely affect the rights of existing Participants. Changes imposed by the Internal Revenue Service, either by law change, regulations, or rulings, will be effective immediately and without notice. Involuntary Access to Funds Funds in a Participant's Plan account are not assignable by a Participant, either in law or in equity, or subject to estate tax, or to execution, levy, attachment, garnishment, or any other legal processes. Plan Termination In the event the Employer elects to terminate this Plan, which it may do, in its sole discretion, at any time and for any reason, amounts credited to Participants’ accounts will remain in the Participants’ accounts and Participants will continue to utilize their accounts as set forth in this Plan Document until their accounts are exhausted. HIPAA Compliance 1. Disclosure of Summary Health Information to the Employer In accordance with the Standards for Privacy of Individually Identifiable Health Information (the “Privacy Standards”) issued and pursuant to the Health Insurance Portability and Accountability Act of 1996, as amended (“HIPAA”), the Plan may disclose Summary Health Information to the Employer, if the Employer requests the Summary Health Information for the purpose of (a) obtaining premium bids from health plans for providing health insurance coverage under this Plan or (b) modifying, amending or terminating the Plan. "Summary Health Information" may be individually identifiable health information and it summarizes the claims history, claims expenses or the type of claims experienced by individuals in the Plan, but it excludes all identifiers that must be removed for the information to be de-identified, except that it may contain geographic information to the extent that it is aggregated by five-digit zip code. 2. Disclosure of Protected Health Information ("PHI") to the Employer for Plan Administration Purposes In order that the Employer may receive and use a Participant’s individually identifiable health information or PHI (including electronic PHI) for “Plan Administration” purposes, the Employer agrees to: a. Not use or further disclose PHI other than as permitted or required by the Plan Documents or as Required by Law (as defined in the Privacy Standards); b. Ensure that any agents, including a subcontractor, to whom the Employer provides PHI received from the Plan agree to the same restrictions and conditions that apply to the Employer with respect to such PHI; c. Not use or disclose PHI for employment-related actions and decisions or in connection with any other benefit or employee benefit plan of the Employer, except pursuant to an authorization which meets the requirements of the Privacy Standards; G8, Attachment 1 Packet Page Number 107 of 216 Health Reimbursement Arrangement for Retirees HRA for Retirees – Rev. 01.2014 Page 8 of 11 d. Report to the Plan any PHI use or disclosure that is inconsistent with the uses or disclosures provided for of which the Employer becomes aware, including any security incident or actual or suspected breach that may compromise PHI.; e. Make available PHI in accordance with Section 164.524 of the Privacy Standards (45 CFR 164.524); f. Make available PHI for amendment and incorporate any amendments to PHI in accordance with Section 164.526 of the Privacy Standards (45 CFR 164.526); g. Make available the information required to provide an accounting of disclosures in accordance with Section 164.528 of the Privacy Standards (45 CFR 164.528); h. Make its internal practices, books and records relating to the use and disclosure of PHI received from the Plan available to the Secretary of the U.S. Department of Health and Human Services ("HHS"), or any other officer or employee of HHS to whom the authority involved has been delegated, for purposes of determining compliance by the Plan with Part 164, Subpart E, of the Privacy Standards (45 CFR 164.500 et seq); i. Implement administrative, physical, and technical safeguards that reasonably and appropriately protect the confidentiality, integrity, and availability of PHI; j. If feasible, return or destroy all PHI received from the Plan that the Employer still maintains in any form and retain no copies of such PHI when no longer needed for the purpose for which disclosure was made, except that, if such return or destruction is not feasible, limit further uses and disclosures to those purposes that make the return or destruction of the PHI infeasible; and k. Ensure that adequate separation between the Plan and the Employer, as required in Section 164.504(f)(2)(iii) of the Privacy Standards (45 CFR 164.504(f)(2)(iii)), is established as follows: i. The employees, or classes of employees, or other persons under control of the Employer who are identified in the Plan Adoption Agreement, shall be given access to the PHI to be disclosed. ii. The access to and use of PHI by the individuals described in subsection (i) above shall be restricted to the Plan Administration functions that the Employer performs for the Plan. iii. In the event any of the individuals described in subsection (i) above do not comply with the provisions of the Plan Documents relating to use and disclosure of PHI, the Plan Administrator shall impose reasonable sanctions as necessary, in its discretion, to ensure that no further non-compliance occurs. Such sanctions shall be imposed progressively (for example, an oral warning, a written warning, time off without pay and termination), if appropriate, and shall be imposed so that they are commensurate with the severity of the violation. "Plan Administration" activities are limited to activities that would meet the definition of payment or health care operations, but do not include functions to modify, amend or terminate the Plan or solicit bids from prospective issuers. "Plan Administration" functions include quality assurance, claims processing, auditing, monitoring and management of carve-out plans, such as vision and dental. It does not include any employment-related functions or functions in connection with any other benefit or benefit plans. G8, Attachment 1 Packet Page Number 108 of 216 Health Reimbursement Arrangement for Retirees HRA for Retirees – Rev. 01.2014 Page 9 of 11 3. Disclosure of Certain Enrollment Information to the Employer Pursuant to Section 164.504(f)(l)(iii) of the Privacy Standards (45 CFR 164.504(f)(l)(iii)), the Plan may disclose to the Employer information on whether an individual is participating in the Plan or is enrolled in or has disenrolled from a health insurance issuer or health maintenance organization offered by the Plan to the Employer. 4. Disclosure of PHI to Obtain Stop-loss or Excess Loss Coverage The Employer hereby authorizes and directs the Plan, through the Plan Administrator or its third party administrator, to disclose PHI to stop-loss carriers, excess loss carriers or managing general underwriters (MGUs) as directed by the Employer for underwriting and other purposes in order to obtain and maintain stop-loss or excess loss coverage related to benefit claims under the Plan, provided that genetic information will not be used for underwriting purposes Such disclosures shall be made in accordance with the Privacy Standards. The Employer certifies that such disclosures are for Plan administration purposes and that any third party to whom the Employer directs disclosure from the Plan has agreed to also comply with this amendment, as set out in Section 2.b. 5. Other Disclosures and Uses of PHI With respect to all other uses and disclosures of PHI, the Plan shall comply with the Privacy Standards. Claims Procedure A Participant, spouse or dependent (the "Claimant") shall apply for Plan benefits in writing on a form provided by the Plan Administrator, or in such other manner as prescribed by the Plan Administrator. A communication regarding benefits that is not made in accordance with these procedures will not be treated as a claim under these procedures. Claims shall be evaluated by the Plan Administrator or such other person or entity designated by the Plan Administrator and shall be approved or denied in accordance with the terms of the Plan and Plan Adoption Agreement. All references to the Plan Administrator shall include any such delegate. No Claimant shall be entitled to benefits unless the Plan Administrator or its delegate determines in its discretion that the Claimant is entitled to benefits. 1. Claims The Plan Administrator shall make a determination within a reasonable period of time, but not later than 30 days after receipt of the claim. This period may be extended one time by the Plan for up to 15 days, provided that the Plan Administrator both determines that such an extension is necessary due to matters beyond the control of the Plan and notifies the Claimant, prior to the expiration of the initial 30-day period, of the circumstances requiring the extension of time and the date by which the Plan expects to render a decision. If such an extension is necessary due to a failure of the Claimant to submit the information necessary to decide the claim, the notice of extension shall specifically describe the required information, and the Claimant shall be afforded at least 45 days from receipt of the notice within which to provide the specified information and the period for making the benefit determination shall be tolled from the date on which the notice of extension is sent to the Claimant until the date on which the Claimant responds to the request for additional information, or the deadline to submit the additional information, if earlier. 2. Notice of Denial If the claim is denied in whole or in part, the Claimant will receive a written notice that includes: a. The specific reason or reasons for the denial; G8, Attachment 1 Packet Page Number 109 of 216 Health Reimbursement Arrangement for Retirees HRA for Retirees – Rev. 01.2014 Page 10 of 11 b. Reference to the specific Plan provision(s) on which the denial is based; c. A description of any additional material or information needed from the Claimant in connection with the claim and the reason such material or information is needed; d. An explanation of the claims review procedures and the applicable time limits, including a statement concerning the Claimant's right to bring a civil action following an adverse determination on review; e. A statement regarding any internal rule, guideline, protocol or other criterion that was relied upon in making the adverse determination (or a statement that a copy will be provided free upon request); f. If the denial is based on a medical necessity or experimental treatment or similar exclusion or limit, an explanation of the scientific or clinical judgment that led to this determination (or a statement that a copy will be provided free upon request); g. Any other information required by law. 3. Right to Request Review: Internal Appeal The Claimant must make a written request for review to the Plan Administrator within 180 days of the initial denial of the claim. If a written request for review is not made within such 180- day period, the Claimant shall forfeit his or her right to review. The Claimant’s written request for review may (but is not required to) include issues, comments, documents, and other records the Claimant wants considered in the review. All the information the Claimant submits will be taken into account on review, even if it was not reviewed as part of the initial decision. The appeal will be conducted by a person different from the person who made the initial decision. No deference will be given to the initial decision. The Claimant may ask to examine or receive free copies of Plan documents, records, and other information relevant to the claim by asking the Plan Administrator. The Claimant will be given the identity of medical or vocational experts if requested, whose advice was obtained by the Plan in connection with the Claimant’s initial claim denial, if any, even if their advice was not relied upon in making the initial decision. Where an adverse determination is based in whole or in part on a medical judgment, including determinations with regard to whether a particular treatment, drug or other item is experimental, investigational, or not medically necessary or appropriate, the Plan will consult with a health care professional who has experience in the field of medicine involved in the medical judgment to decide the Claimant’s appeal. The Plan Administrator reserves the right to delegate its authority to make decisions. 4. Decision Upon Review: Internal Appeal The Plan Administrator shall make a determination within a reasonable period of time, but not later than 60 days after receipt by the Plan of the Claimant's request for review of adverse determination. 5. Notice of Denial of Internal Appeal If the decision on the appeal is denied, the Claimant will receive a written notice that includes: a. The specific reason or reasons for the denial; b. Reference to the specific Plan provisions on which the denial is based; G8, Attachment 1 Packet Page Number 110 of 216 Health Reimbursement Arrangement for Retirees HRA for Retirees – Rev. 01.2014 Page 11 of 11 c. A statement that the Claimant is entitled to receive, upon request and free of charge, reasonable access to, and copies of, all documents, records and other information relevant to the Claimant’s claim for benefits; d. A statement explaining any voluntary appeal procedures offered by the Plan and the Claimant's right to bring a civil action; e. A statement regarding any internal rule, guideline, protocol or other criterion that was relied upon in making the adverse determination (or a statement that a copy will be provided free upon request); f. If the denial is based on a medical necessity or experimental treatment or similar exclusion or limit, an explanation of the scientific or clinical judgment that led to this determination (or a statement that a copy will be provided free upon request); g. Any other information required by law. 6. External Appeal Process Where required by law, a Claimant may be able to file an external appeal with an independent review organization. The independent review organization may overturn the Plan’s decision, and the independent review organization’s decision will be binding on the Plan. A Claimant must file a claim for external review within four (4) months of the date the Claimant receives the internal appeal denial notice. Filing a request for external review will not affect a Claimant’s ability to bring a legal claim in court. When a Claimant files a request for external review, the Claimant will be required to authorize release of any medical records that may be required to be reviewed for the purpose of reaching a decision on the external review. Additional information on the external review process, where applicable, will be included in the internal appeal determination notice, or the Claimant may contact the Plan Administrator to request such additional information. IN WITNESS WHEREOF, this Plan has been executed this ____day of _________, 20___, by MidAmerica Administrative & Retirement Solutions, Inc. MIDAMERICA ADMINISTRATIVE & RETIREMENT SOLUTIONS, INC. By: Its:6U9LFH3UHVLGHQWRI%XVLQHVV 'HYHORSPHQW IRS Circular 230 Notice: We are required to advise you no person or entity may use any tax advice in this communication or any attachment to (i) avoid any penalty under federal tax law or (ii) promote, market or recommend any purchase, investment or other action. 16 G8, Attachment 1 Packet Page Number 111 of 216 Retiree HRA Service Agreement – Rev. 7.2015 Page 1 of 5 Health Reimbursement Arrangement for Retirees Service Agreement for The undersigned Employer, ________________________________________________________, hereby appoints MidAmerica Administrative & Retirement Solutions, Inc. (“MidAmerica”) to provide administrative services on behalf of (the “Plan”), including processing Participant claims for eligible health care expense reimbursements. The Employer shall provide to MidAmerica any and all information which is necessary in order for MidAmerica to fulfill its obligations hereunder. Administrative Services are described in Appendix A. MidAmerica shall at all times adhere to the terms and conditions of the Employer's Health Reimbursement Arrangement. This Service Agreement may be cancelled by the Employer at any time upon written notice to MidAmerica. In the event of such termination, MidAmerica shall complete claims that are in process, but shall otherwise follow the instructions of the Employer with respect to the transition of claims processing. Hold Harmless Agreement and Indemnity. MidAmerica and the Employer agree that they will each be responsible for the prompt and complete performance of the services each has agreed to provide under this Agreement, as set forth above. In addition to these undertakings, the parties assume the following responsibilities: (a) Hold Harmless Agreement of MidAmerica: MidAmerica shall indemnify and hold harmless the Employer, any member of the governing board, and Employees from every claim, demand or suit which may arise out of, be connected with, or be made due to the negligence of MidAmerica or failure of MidAmerica to meet the requirements of this Agreement. However, this indemnification shall not cover any claim, demand, or suit based on erroneous information provided by the Employer or Employees or their willful misconduct or negligence. MidAmerica’s liability hereunder shall be limited to actual damages and out-of-pocket legal fees and expenses only. (b) Other Providers: If the services provided by MidAmerica under this Agreement were previously provided by the Employer or a third party, the Employer agrees that MidAmerica shall not be responsible for any failure of the prior Plan document or administrative services to comply with the requirements for employer-provided medical reimbursement Plan under Code Sections 105 and 106 and regulations issued thereunder, and as a health reimbursement arrangement as described in IRS Notice 2002-45 and Revenue Ruling 2002-41, other applicable law, or the prior Plan. This does not exempt or diminish MidAmerica’s responsibility as the active administrator and other responsibilities as described herein and required under IRS regulations. MidAmerica is also not responsible for the accuracy and completeness of participant and payroll data provided by the Employer or any third party provider. Employer agrees that MidAmerica and its affiliates and employees will be indemnified by any responsible third parties from any claim asserted against any of them for any of these reasons, and will further be indemnified from any cost and expense they incur, including reasonable attorney’s fees, due to the assertion of such a claim, or by the Employer if not adequately indemnified by third parties. Nothing herein will prevent the assertion of any claim directly against any third party by MidAmerica or the Employer. City of Maplewood City of Maplewood Health Reimbursement Arrangement City of Maplewood G8, Attachment 1 Packet Page Number 112 of 216 Retiree HRA Service Agreement – Rev. 7.2015 Page 2 of 5 Fees, Payment, Other Revenue. MidAmerica will charge fees for its services in accordance with the Fee Schedule on the Adoption Agreement and will bill these fees to the Employer or to the Participants as provided in the Fee Schedule, or as specifically instructed by the Employer in writing. If the Employer agrees to pay the fees, but either (a) does not do so within 60 days from the date of the Fee Invoice, or (b) the Employer instructs MidAmerica to pay the fees from Plan contributions and MidAmerica accepts such instructions, the fees will be paid out of contributions and, if necessary, allocated to Participant accounts. If fees are Employer paid, such fees shall be invoiced to Employer on a quarterly basis by MidAmerica following the end of the quarter. The Fee Schedule shall remain in effect in the amounts described in Fee Schedule for a term of three (3) Plan years in which MidAmerica is providing administrative services. Thereafter, any changes to the fee agreement will be supplied to the Employer 60 days prior to the effective date of the changes. Notices and Communications. (a)Notices. All notices provided for herein shall be sent by confirmed facsimile, or guaranteed overnight mail with tracing capability or by first class United States mail, with postage prepaid, addressed to the other party at its respective address set forth below or such other addresses as either party may designate in writing to the other from time to time for such purposes. All notices provided for herein shall be deemed given or made when received. (b)Addresses. The MidAmerica address for notices as described above is MidAmerica Administrative & Retirement Solutions, Inc., 402 South Kentucky Avenue, Suite 500, Lakeland, FL 33801. The Plan/Employer address for notices as described above is . (c)Communications. The Employer agrees that MidAmerica may communicate confidential, protected, privileged or otherwise sensitive information to the Employer through a named contact designated by the Employer (“Named Contact”) and specifically agrees to indemnify MidAmerica and hold it harmless; (i) for any such communication directed to the Employer through the Named Contact attempted via fax, mail, telephone, e-mail or any other media, acknowledging the possibility that such communication may be inadvertently misrouted or intercepted; and (ii) from any claim for the improper use or disclosure of any health information by MidAmerica where such information is used or disclosed in a manner consistent with its duties and responsibilities hereunder. 1830 County Road B East Maplewood, MN 55109 G8, Attachment 1 Packet Page Number 113 of 216 Retiree HRA Service Agreement – Rev. 7.2015 Page 3 of 5 Assignment.Some or all of the rights and duties of MidAmerica hereunder may be assigned to an affiliate of MidAmerica, or to any successor through merger, reorganization, or sale of assets. Some or all of the duties of MidAmerica may also be performed by others under subcontract to MidAmerica, without the release of MidAmerica for responsibility for such services. MidAmerica may, by letter or other writing, agree to extend this Agreement to any other Plan of the Employer or Plans sponsored by affiliates of the Employer. Otherwise, no party may assign this Agreement nor any rights or duties hereunder without written consent from the other party. Confidentiality. Except as noted herein, MidAmerica will not disclose to any third party any of Employer’s information that is of a confidential nature, including employee-specific information. MidAmerica agrees to the HIPAA Business Associate Addendum for any program subject to HIPAA. MidAmerica agrees to amend this Agreement as is necessary from time to time to comply with the requirements of the privacy rules under HIPAA or other legislation. Standard of Care; Erroneous Payments. MidAmerica shall use reasonable care and due diligence in the exercise of its powers and the performance of its duties under this Agreement. If MidAmerica makes any payment under this Agreement to an ineligible person, or if more than the correct amount is paid, MidAmerica shall make a diligent effort to recover any payment made to or on behalf of an ineligible person or any overpayment. However, MidAmerica will not be liable for such payment, unless MidAmerica would otherwise be liable under another provision of this Agreement. Compliance; non-waiver. Failure by the Employer or MidAmerica to insist upon strict performance of any provision of this Agreement will not modify such provision, render it unenforceable, or waive any subsequent breach. No waiver or modification of any of the terms or provisions of this Agreement shall be valid unless in each instance the waiver or modification is accomplished pursuant to the amendment provisions of Assignment Section. Compliance with the law. The Employer is responsible for the Plan's compliance with all applicable federal and state laws and regulations. The Employer acknowledges that MidAmerica is not providing tax or legal advice and that the Employer shall be solely responsible for determining the legal and tax status of the Plan. Severability. If any term of this Agreement is declared invalid by a court, the same will not affect the validity of any other provision, provided that the basic purposes of this Agreement are achieved through the remaining valid provisions. Mandatory Arbitration. Any controversy or claim arising out of or relating to this Agreement may be properly submitted to binding arbitration in accordance with the rules of the American Arbitration Association. Judgment on the award rendered by the arbitrators may be entered in any court having jurisdiction. The cost and expenses of arbitration, including the fees of the arbitrators, shall be borne by the losing party or in such proportions as the arbitrators may determine. The successful party shall recover as expenses all reasonable attorney’s fees incurred in connection with the arbitration proceeding or any appeals therefrom. Entire Agreement; Governing Law. This Agreement (including the Appendix) is the full Agreement of the parties with respect to the subject matter hereof and supersedes all prior agreements and representations between the parties. Any waiver, modification or amendment of any provision of this Agreement shall be effective only if in writing and signed by both parties. This Agreement shall be construed, enforced, and governed by the laws of the State of Florida. G8, Attachment 1 Packet Page Number 114 of 216 Retiree HRA Service Agreement – Rev. 7.2015 Page 4 of 5 By the signature of its authorized agent below, MidAmerica Administrative & Retirement Solutions, Inc. hereby agrees to provide all administrative services called for under the herein referenced Plan for the Employer and charge only those fees permitted under the Plan. Name of Employer: Signature: Print Name: Title: Date: MidAmerica Administrative & Retirement Solutions, Inc. Signature: Print Name: 7UHQW7HHVGDOH&(%6 Title: 6U9LFH3UHVLGHQWRI%XVLQHVV'HYHORSPHQW Date: Signature: Date: City of Maplewood Melinda Coleman City Manager G8, Attachment 1 Packet Page Number 115 of 216 Retiree HRA Service Agreement – Rev. 7.2015 Page 5 of 5 Appendix A Health Reimbursement Arrangement for Retirees Administrative Services This is an outline of the standard services offered by MidAmerica Administrative & Retirement Solutions, Inc. to administer a Health Reimbursement Arrangement for Retirees. MidAmerica will customize this standard service offering to accommodate Plan design. ¾Post contributions to participant accounts in accordance with the terms of the Plan and any additional information provided by the Plan Sponsor. ¾Deposit funds to the selected funding choices of the Plan based on the latest allocation instructions. ¾Daily valuation of the funding choices, including earnings, for the Plan and each Plan participant's account. ¾Daily post and process all transfers among the funding choices to the appropriate Plan and Plan participant account. ¾Daily post and process all distributions, forfeitures, and withdrawals from the appropriate Plan participant account. ¾Prepare quarterly participant statements of account balances and distribute to each participant. ¾Prepare quarterly Plan reports of transactions for distribution to the Plan Sponsor and Plan participants. The Plan Sponsor and Plan participants will have access to account and Plan level information daily through MidAmerica’s website. Participants and employer are able to print customized statements and reports via the website. ¾Prepare and distribute claim forms. Claim forms are available at any time via MidAmerica’s website, www.midamerica.biz, or upon request by calling the toll-free customer service line at (800) 430-7999. ¾Claims adjudication services administration for the Plan. MidAmerica reviews all claims for eligibility before processing. HRA claims are processed weekly. ¾Issue distribution checks to participants every Friday. Direct deposit is available for claims payment. ¾Toll-free telephone access for employer and participants of each Plan to communicate with a service representative who can answer questions about the Plan and a participant's account. ¾To ensure proper monitoring and support of the program on an ongoing basis, MidAmerica will provide the following additional services at no additional cost: x A quarterly review of the investment performance experienced by the Plan, if necessary x Periodic meetings with employees to explain the program and answer questions, if necessary x Additional supplies of employee brochures to explain the program to newly eligible employees x Implementation and compliance support provided on an as-needed basis G8, Attachment 1 Packet Page Number 116 of 216 Health Reimbursement Arrangement for Active Employees ADOPTION AGREEMENT for Employer Address: Employer Telephone Number: Employer Identification Number: The undersigned Employer, by executing this Adoption Agreement, hereby adopts and implements the Health Reimbursement Arrangement for Integrated Employees (hereinafter referred to as the “Plan” or the “HRA”) and agrees to abide by the terms of the Plan. With this Adoption Agreement, and by its authorized signature below, the Employer hereby makes the following designations. Effective Date. The Plan’s Original Effective Date is . The Plan’s Restated Effective Date is . The Plan is available to Employees of the Employer effective . Plan Year. The Plan Year ends on . Eligible Classes. The class or classes of Employees covered by this Plan are: (See attached Class Specifications.) Class ActA: Class ActB: Class ActC: Class ActD: Class ActE: Class ActF: Designation of Plan Administrator. The Employer hereby designates the following initial Plan Administrator: MidAmerica Administrative & Retirement Solutions, Inc. Designation of Individuals to Have Access to Protected Health Information (“PHI”). The following Employees, classes of Employees, or other persons shall be given access to the PHI to be disclosed: The Employer hereby agrees to the provisions of the Plan and has executed this Adoption Agreement on this day of , 20 . Name of Employer: Signature: Print Name: Title: Employer CONTACT (print): Title: E-Mail: Telephone: Ext. Fax: IRS Circular 230 Notice: We are required to advise you no person or entity may use any tax advice in this communication or any attachment to (i) avoid any penalty under federal tax law or (ii) promote, market or recommend any purchase, investment or other action. G8, Attachment 2 Packet Page Number 117 of 216 Employer Representations Employees are not permitted to make any election or choice between cash, the HRA, and/or any other tax deferred program. The allocation to the HRA will be expressed in a percent of compensation or dollar amount. The Employer has discretion in determining classes of Employees eligible to participate in the HRA. Once determined, Employees in the class shall be treated uniformly and be provided a uniform allocation to the HRA. Such class shall remain in effect for the Employer's entire fiscal year for all affected Employees in such year and for all future contributions to such class. Each year, the Employer may reevaluate allocations and classes for new Employees only. The Employer acknowledges that it has received the Plan document for the HRA and agrees with all the terms therein. The Employer understands that whether a contribution to the HRA is non-elective for tax purposes is a facts and circumstances determination, and the Employer is responsible for whether the contribution is truly non-elective or not. The Employer understands that MidAmerica Administrative & Retirement Solutions, Inc. and its agents and employees are not tax or legal advisors. They may provide general information regarding the tax treatment of health reimbursement arrangements, but the Employer should consult with its own tax or legal advisors as to how tax and other rules may apply to its own facts and circumstances. The Employer will not provide any information or forms or enter into any contracts inconsistent with the preceding. The Employer acknowledges that every Participant must be enrolled in a group health plan, as described in the Declaration of Coverage Under Another Group Health Plan Form, and it is the Employer’s responsibility to ensure that all Participants complete and sign the Form. Effective Date Employer Initials G8, Attachment 2 Packet Page Number 118 of 216 Eligible Class ActA: Defined as: Employment Status Upon the initial contribution to the Plan, Participant employment status shall be: Active Contribution Types All funds for the Plan shall come exclusively from the Employer and shall be determined in accordance with the following formula: Dollar Amount Percentage of Compensation Contribution Frequency One Time Annually Quarterly Semi-Annually Monthly Other Vesting Schedule Participants shall own their account balance in accordance with the following vesting schedule: 100% Immediate 100% upon Retirement, meeting the Employer’s eligible requirements for retirement 100% upon Separation of Service Other 100% upon death (can be selected in addition to “other” above) Forfeitures Employees who are not 100% vested under the Vesting Schedule at the time of termination shall forfeit their unvested funds. In the event of the death of the Participant, the Participant’s spouse, and all of the Participant's qualifying dependents, any vested funds remaining in the account shall be forfeited. In the event that the Participant opts out of participation in the Plan, all vested and unvested funds shall be forfeited. Forfeitures shall: Reduce future Employer contributions Be redistributed pro-rata at the end of each Plan Year to all Plan Participants who are actively employed as of the end of the Plan Year Run-off Times Participants will be allowed 0 (zero) days to continue incurring expenses after the date that their Participation in the Plan ends. The Run-off time for Participants to submit claims for reimbursement from funds that shall be forfeited will be 90 (ninety) days. The Run-off time for funds that shall be forfeited due to death will be one year. Reimbursements Reimbursements shall be for: All eligible Medical Expenses specified in section 213(d) of the Internal Revenue Code Limited Purpose Post Deductible Premium Only Medical Expenses HRA/FSA Ordering The Employer maintains a Flexible Spending Account (FSA) plan in which Participants may elect to participate. The Plan permits reimbursements for expenses eligible to be reimbursed by the FSA plan and therefore the HRA shall not reimburse before expenses exceeding the dollar amount of any FSA have been paid. The Plan permits reimbursements for Limited Purpose, Deductible or Premium Only expenses which are not eligible to be reimbursed by the FSA plan and therefore the HRA shall reimburse before the Participant’s FSA account is exhausted. Administration Fees: Administrative Fees are Not Applicable. ____________________________________________________________________________________________________________________ Distribution Fees: A reimbursement processing fee of $5.00 for each claim processed manually or $2.50 for each claim submitted online, up to an annual maximum of six claims shall be paid by the Participant. Reimbursement Eligibility A Participant shall be eligible for reimbursement of medical expenses at the time selected below. Immediate Upon becoming 100% vested Investment Selection Investment Provider: Type of Investment: Fixed annuity only Variable annuities – Default Forfeiture Default Employer directed Participant directed; restrictions are: None 100% vested At Retirement Account balance in excess of $ Other Funds limited (see attachment) Effective Date Employer Initials G8, Attachment 2 Packet Page Number 119 of 216 Eligible Class ActB: Defined as: Employment Status Upon the initial contribution to the Plan, Participant employment status shall be: Active Contribution Types All funds for the Plan shall come exclusively from the Employer and shall be determined in accordance with the following formula: Dollar Amount Percentage of Compensation Contribution Frequency One Time Annually Quarterly Semi-Annually Monthly Other Vesting Schedule Participants shall own their account balance in accordance with the following vesting schedule: 100% Immediate 100% upon Retirement, meeting the Employer’s eligible requirements for retirement 100% upon Separation of Service Other 100% upon death (can be selected in addition to “other” above) Forfeitures Employees who are not 100% vested under the Vesting Schedule at the time of termination shall forfeit their unvested funds. In the event of the death of the Participant, the Participant’s spouse, and all of the Participant's qualifying dependents, any vested funds remaining in the account shall be forfeited. In the event that the Participant opts out of participation in the Plan, all vested and unvested funds shall be forfeited. Forfeitures shall: Reduce future Employer contributions Be redistributed pro-rata at the end of each Plan Year to all Plan Participants who are actively employed as of the end of the Plan Year Run-off Times Participants will be allowed 0 (zero) days to continue incurring expenses after the date that their Participation in the Plan ends. The Run-off time for Participants to submit claims for reimbursement from funds that shall be forfeited will be 90 (ninety) days. The Run-off time for funds that shall be forfeited due to death will be one year. Reimbursements Reimbursements shall be for: All eligible Medical Expenses specified in section 213(d) of the Internal Revenue Code Limited Purpose Post Deductible Premium Only Medical Expenses HRA/FSA Ordering The Employer maintains a Flexible Spending Account (FSA) plan in which Participants may elect to participate. The Plan permits reimbursements for expenses eligible to be reimbursed by the FSA plan and therefore the HRA shall not reimburse before expenses exceeding the dollar amount of any FSA have been paid. The Plan permits reimbursements for Limited Purpose, Deductible or Premium Only expenses which are not eligible to be reimbursed by the FSA plan and therefore the HRA shall reimburse before the Participant’s FSA account is exhausted. Administration Fees: Administrative Fees are Not Applicable. ____________________________________________________________________________________________________________________ Distribution Fees: A reimbursement processing fee of $5.00 for each claim processed manually or $2.50 for each claim submitted online, up to an annual maximum of six claims shall be paid by the Participant. Reimbursement Eligibility A Participant shall be eligible for reimbursement of medical expenses at the time selected below. Immediate Upon becoming 100% vested Investment Selection Investment Provider: Type of Investment: Fixed annuity only Variable annuities – Default Forfeiture Default Employer directed Participant directed; restrictions are: None 100% vested At Retirement Account balance in excess of $ Other Funds limited (see attachment) Effective Date Employer Initials G8, Attachment 2 Packet Page Number 120 of 216 Eligible Class ActC: Defined as: Employment Status Upon the initial contribution to the Plan, Participant employment status shall be: Active Contribution Types All funds for the Plan shall come exclusively from the Employer and shall be determined in accordance with the following formula: Dollar Amount Percentage of Compensation Contribution Frequency One Time Annually Quarterly Semi-Annually Monthly Other Vesting Schedule Participants shall own their account balance in accordance with the following vesting schedule: 100% Immediate 100% upon Retirement, meeting the Employer’s eligible requirements for retirement 100% upon Separation of Service Other 100% upon death (can be selected in addition to “other” above) Forfeitures Employees who are not 100% vested under the Vesting Schedule at the time of termination shall forfeit their unvested funds. In the event of the death of the Participant, the Participant’s spouse, and all of the Participant's qualifying dependents, any vested funds remaining in the account shall be forfeited. In the event that the Participant opts out of participation in the Plan, all vested and unvested funds shall be forfeited. Forfeitures shall: Reduce future Employer contributions Be redistributed pro-rata at the end of each Plan Year to all Plan Participants who are actively employed as of the end of the Plan Year Run-off Times Participants will be allowed 0 (zero) days to continue incurring expenses after the date that their Participation in the Plan ends. The Run-off time for Participants to submit claims for reimbursement from funds that shall be forfeited will be 90 (ninety) days. The Run-off time for funds that shall be forfeited due to death will be one year. Reimbursements Reimbursements shall be for: All eligible Medical Expenses specified in section 213(d) of the Internal Revenue Code Limited Purpose Post Deductible Premium Only Medical Expenses HRA/FSA Ordering The Employer maintains a Flexible Spending Account (FSA) plan in which Participants may elect to participate. The Plan permits reimbursements for expenses eligible to be reimbursed by the FSA plan and therefore the HRA shall not reimburse before expenses exceeding the dollar amount of any FSA have been paid. The Plan permits reimbursements for Limited Purpose, Deductible or Premium Only expenses which are not eligible to be reimbursed by the FSA plan and therefore the HRA shall reimburse before the Participant’s FSA account is exhausted. Administration Fees: Administrative Fees are Not Applicable. ____________________________________________________________________________________________________________________ Distribution Fees: A reimbursement processing fee of $5.00 for each claim processed manually or $2.50 for each claim submitted online, up to an annual maximum of six claims shall be paid by the Participant. Reimbursement Eligibility A Participant shall be eligible for reimbursement of medical expenses at the time selected below. Immediate Upon becoming 100% vested Investment Selection Investment Provider: Type of Investment: Fixed annuity only Variable annuities – Default Forfeiture Default Employer directed Participant directed; restrictions are: None 100% vested At Retirement Account balance in excess of $ Other Funds limited (see attachment) Effective Date Employer Initials G8, Attachment 2 Packet Page Number 121 of 216 HRA Active Employees Plan Document Rev. 01.2014 Health Reimbursement Arrangement for Active Employees PLAN DOCUMENT The Plan’s Original Effective Date is . The Plan’s Restated Effective Date is . The Plan is available to Employees of the Employer effective . G8, Attachment 2 Packet Page Number 122 of 216 Health Reimbursement Arrangement for Active Employees HRA Active Employees Plan Document Rev. 01.2014 Page 2 of 11 Plan Document Table of Contents Page Introduction .................................................................................................................................................. 3 Legal Status .................................................................................................................................................. 3 Participation ................................................................................................................................................. 3 Participation Opt Out....................................................................................................................................3 Benefits and Eligibility for Benefits ............................................................................................................ 4 Funding ........................................................................................................................................................ 4 Interest Credit ............................................................................................................................................... 5 Vesting .......................................................................................................................................................... 5 Continuation Coverage ................................................................................................................................ 5 Plan Investments .......................................................................................................................................... 5 Plan Administrator ....................................................................................................................................... 5 Administrative Fees ...................................................................................................................................... 5 Administration .............................................................................................................................................. 6 Death Benefit................................................................................................................................................ 7 Plan Amendments ........................................................................................................................................ 7 Involuntary Access to Funds ....................................................................................................................... 7 Plan Termination ......................................................................................................................................... 7 HIPAA Compliance ..................................................................................................................................... 7 Claims Procedure ......................................................................................................................................... 9 G8, Attachment 2 Packet Page Number 123 of 216 Health Reimbursement Arrangement for Active Employees HRA Active Employees Plan Document Rev. 01.2014 Page 3 of 11 Introduction The Employer has established and adopted the MidAmerica Administrative & Retirement Solutions, Inc. Health Reimbursement Arrangement (the “Plan”) to enable Participants and their dependents to be reimbursed tax-free for eligible medical and dental expenses. Contributions to the Plan shall be made by the Employer and credited to Participants' accounts. Claims for reimbursement shall be processed and reimbursements paid out on a tax-free basis for medical expenses in accordance with Internal Revenue Service Guidelines for Health Reimbursement Agreements, IRS Publication 502, Internal Revenue Code (the "Code") Sections 213(d), 105 and 106 as described in Revenue Ruling 2002-41 and IRS Notice 2002-45. Legal Status This Plan is intended to qualify as an employer-provided medical reimbursement plan under Code Sections 105 and 106 and regulations issued thereunder, as a health reimbursement arrangement as described in IRS Notice 2002-45 and Revenue Ruling 2002-41, and to comply with IRS Notice 2013-54 and shall be interpreted to accomplish those objectives. The expenses reimbursed under the Plan are intended to be eligible for exclusion from Participants' gross income under Code Section 105(b). Notwithstanding anything to the contrary, the portion of the Plan that reimburses Highly Compensated Individuals, as defined in Code Section 105(h), for premiums paid under an insured plan shall be treated as a separate plan that is not subject to the requirements of Code Section 105(h), pursuant to Treasury Regulation Section 1.105-11(b)(2). Participation Employees of the class or classes set forth by the Employer in the Plan Adoption Agreement will be Participants in the Plan. Notwithstanding any election in the Plan Adoption Agreement to the contrary, Employees of the class or classes set forth by the Employer in the Plan Adoption Agreement who are Highly Compensated Employees, as defined in Code Section 105(h), and whose benefits exceed those of other Plan Participants, will be Participants only in that portion of the Plan that reimburses Participants for "premium only medical expenses," as described below. Under no circumstances are such individuals eligible for reimbursements of any medical and dental expenses other than premium expenses. For purpose of this section, a retiree who was a Highly Compensated Individual prior to his or her retirement from the Employer shall be treated as a Highly Compensated Individual thereafter and during retirement. Participation Opt Out At least once per Plan Year, Participants shall be entitled to permanently opt out of participation in the Plan. Any such opt out will result in the forfeiture of the Participant’s account balance, including any vested funds, and the waiver of any future reimbursements from the Plan. The Participant may, however, continue to submit claims for reimbursement of expenses incurred prior to the opt out date, pursuant to the Run-Off Times section of the Plan Adoption Agreement. Any forfeited amount shall be applied as elected by the Employer in the Plan Adoption Agreement. In the event that the Participant terminates employment with the Employer, the Participant shall be entitled to permanently opt out of participation in the Plan at the time of termination. In addition to the forfeiture of unvested funds as provided for in the Forfeiture section of the Plan Adoption Agreement, any such opt out will result in the forfeiture of any vested funds and the waiver of any future reimbursements from the Plan. The Participant may, however, continue to submit claims for reimbursement of expenses incurred prior to the opt out date, pursuant to the Run-Off Times section of the Plan Adoption Agreement. Any forfeited amount shall be applied as elected by the Employer in the Plan Adoption Agreement. G8, Attachment 2 Packet Page Number 124 of 216 Health Reimbursement Arrangement for Active Employees HRA Active Employees Plan Document Rev. 01.2014 Page 4 of 11 Benefits and Eligibility for Benefits A Participant shall be entitled to reimbursements of eligible medical and dental expenses upon the occurrence of the event selected in the Plan Adoption Agreement, but in no event until after expenses exceeding the dollar amount of any flexible spending arrangement ("FSA") in which the Participant shall also participate have been paid, or, if the medical or dental expense is reimbursable from a health savings account ("HSA"), amounts shall only be available from this Plan in accordance with paragraph 9 of the Administration section herein. If the Employer indicates in the Adoption Agreement that Reimbursements shall be for "all eligible section 213(d) medical expenses," eligible medical and dental expenses for purposes of this Plan are those expenses that are: a. incurred by the Participant, spouse or tax dependent (as defined in paragraph 9 of the “Administration” section); b. incurred for Medical Care - "Medical Care" shall have the same meaning as in section 213(d) of the Code, and shall include: (i) amounts paid for the diagnosis, cure, mitigation, treatment, or prevention of disease, or for the purpose of affecting any structure or function of the body, except that eligible medical and dental expenses shall specifically exclude expenses for a medicine or drug incurred on or after January 1, 2011, unless such medicine or drug is a prescribed drug (determined without regard to whether such drug is available without a prescription) or is insulin, and (ii) premiums for medical and dental coverage, including premiums under part B and part D of title XVIII of the Social Security Act (relating to supplementary medical insurance for the aged and prescription drug coverage, respectively); and c. not compensated through insurance and not paid for with a tax-free distribution from a Medical Savings Account (MSA), Health Savings Account (HSA), or Health Flexible Spending Arrangement and not attributable to a deduction allowed under Code section 213(d) for any prior taxable year. If the Employer indicates in the Adoption Agreement that reimbursements shall be for "premium only medical expenses," eligible medical and dental expenses for purposes of this Plan are those expenses that are: a. incurred by the Participant, spouse or tax dependent (as defined in paragraph 9 of the “Administration” section); b. premiums for medical and dental coverage, including premiums under part B and part D of title XVIII of the Social Security Act (relating to supplementary medical insurance for the aged and prescription drug coverage, respectively); and c. not paid for with a tax-free distribution from a Medical Savings Account (MSA) or Health Savings Account (HSA) and not attributable to a deduction allowed under Code section 213(d) for any prior taxable year. Funding All funds for the Plan shall come exclusively from the Employer and shall constitute either a specified dollar amount and/or a specific percentage of Employees’ compensation or retirement pay as the Employer shall from time to time determine. The amount or percentage to be determined by the Employer shall be subject to, and not in contravention of, the Employer’s obligations to its Employees. Subject to any vesting schedule which may be elected in the Plan Adoption Agreement, all funds in the Plan belong to the individual Participants as allocated to their accounts. Also subject to any vesting schedule which may be elected in the Plan Adoption Agreement, once funds are allocated to the Plan, the Employer relinquishes all right, title, control, and interest to such funds. G8, Attachment 2 Packet Page Number 125 of 216 Health Reimbursement Arrangement for Active Employees HRA Active Employees Plan Document Rev. 01.2014 Page 5 of 11 Interest Credit Interest shall be credited on a daily basis to Participant accounts based on the rate credited by the underlying AUL fixed annuity investment option. If variable annuity investments are allowed pursuant to the Adoption Agreement, earnings and losses shall be credited on a daily basis based on the investment funds selected. Vesting Funds in a Participant’s account shall vest and be available to pay eligible medical expenses in accordance with the vesting schedule elected by the Employer in the Plan Adoption Agreement. If a Participant is not fully vested in his account balance when participation hereunder of the Participant and his surviving spouse and/or dependents ends as described in the section hereof entitled “Death Benefit,” any forfeited amount shall be applied as elected by the Employer in the Plan Adoption Agreement. Continuation Coverage COBRA continuation coverage (“COBRA coverage”). COBRA coverage shall be available on the same terms and conditions as described herein with respect to Participants upon payment of the applicable COBRA premium. Each qualified beneficiary (i.e., the Participant’s former spouse and former eligible dependents) shall be entitled to COBRA coverage for a period of 36 months upon the qualifying events of death of Participant, divorce from Participant, or a dependent reaching an age under which he/she is ineligible under the terms of the Plan. The level of coverage will be the Participant’s account balance at the time of the qualifying event (adjusted for investment earnings and losses), plus Employer contributions, and minus reimbursements for claims paid from the account. Contributions shall be made at the same times as they are made for similarly situated Participants who have not experienced a qualifying event. The balance of the Participant’s account shall be available to all qualified beneficiaries electing continuation coverage on an aggregate basis. The COBRA premium shall be a single premium regardless of the number of qualified beneficiaries electing COBRA coverage. That premium shall be as determined annually by the Employer. The Employer shall have no obligation to pay any portion of the COBRA premium. Coverage in lieu of COBRA. As an alternative to COBRA continuation coverage, qualified beneficiaries may choose to continue to access the Participant’s account via coverage in lieu of COBRA. No additional contributions will be made to the Participant’s account during the coverage in lieu of COBRA period and no premium will be charged for the coverage. Administrative fees as indicated herein will be applied. The balance of the Participant’s account shall be available to all qualified beneficiaries electing coverage in lieu of COBRA on an aggregate basis. Furthermore, if some qualified beneficiaries elect COBRA and others select coverage in lieu of COBRA, all qualified beneficiaries will have access to the Participant’s account on an aggregate basis. Plan Investments Plan investments will be made in accordance with the Employer’s elections in the Plan Adoption Agreement, and will consist of investments in either fixed or variable annuities. Plan Administrator The Employer designates as the initial Plan Administrator the entity named in the Plan Adoption Agreement. The initial Plan Administrator shall serve as Plan Administrator until such time as a new Plan Administrator is appointed. Administrative Fees An administration fee shall be payable by the Employer. Participants may be charged a distribution fee by the Plan’s administrative services provider in such amount as shall be agreed to by the Employer. G8, Attachment 2 Packet Page Number 126 of 216 Health Reimbursement Arrangement for Active Employees HRA Active Employees Plan Document Rev. 01.2014 Page 6 of 11 Administration 1. Health reimbursement requests may be made monthly with no minimum reimbursement dollar amount for recurring claims. There is a $100 minimum claim amount for all other claims unless the participant account balance is less than $100. Additionally, a reimbursement request can only be made for expenses incurred subsequent to the date the Participant first becomes enrolled in the Plan. 2. Participants are entitled to request reimbursements from their accounts as soon as the accounts are funded by the Employer, but only for medical expenses incurred subsequent to the date the Participant first becomes enrolled in the Plan. Hardship withdrawals or loans are not permitted under this Plan and Plan funds may only be used to reimburse Participants and their dependents for qualified medical expenses. 3. In order to receive reimbursement for eligible medical expenses, Participants shall provide the Plan Administrator with whatever information is reasonably required. This Plan shall not and cannot reimburse for any claims other than those allowed under Code Section 213(d) and the regulations thereunder, as generally described in IRS Publication 502. 4. When a request is approved it shall be scheduled for disbursement. Disbursements shall be made not later than the fifteenth (15th) day of each month for all reimbursement requests received by the Plan Administrator prior to the end of the preceding month. 5. Subject to the Claims Procedure rules below, decisions of the Plan Administrator shall be final on the issue of eligible expenditures and such decisions shall be based on Code Section 213(d) and the regulations thereunder, as interpreted by the IRS or court rulings or directives concerning the deductibility of medical expenses for Federal Income Tax purposes, which interpretations shall be controlling for purposes of determining reimbursement eligibility under this Plan. 6. Other than establishing this Plan and providing funding for the Plan, the Employer does not assume any responsibility for any aspect of any Participant's health care. Participant questions shall be directed to the Plan Administrator. 7. Each Participant shall be notified by the Plan Administrator of his or her account balance at the time a deposit is made to his or her account. The Plan Administrator shall provide each Participant with a quarterly statement setting forth the Participant's account balance and earnings and disbursements for the quarter. Additionally, the Plan Administrator shall provide a Participant with a statement of account balance in conjunction with each reimbursement distribution. 8. Funds in a Participant's account at the end of each year shall be rolled into the following year. 9. Reimbursement is available for the Participant, the Participant's spouse, the Participant's tax dependents as defined in Internal Revenue Code Section 152, determined without regard to subsections (b)(1), (b)(2), and (d)(1)(B) thereof, and any child (as defined in Code Section 152(f)(1)) of the Participant who as of the end of the taxable year has not attained age twenty-seven (27). For purposes of this Plan, such qualified tax dependents and children shall collectively be referred to as "dependents." Submission of a request for reimbursement on behalf of someone other than the Participant shall be deemed a representation by the Participant that the request for reimbursement is made on behalf of a spouse or dependent. 10. Any act, practice, or omission by a Participant that constitutes fraud or an intentional misrepresentation of material fact is prohibited by the terms of the Plan and the Plan may rescind coverage as a result. G8, Attachment 2 Packet Page Number 127 of 216 Health Reimbursement Arrangement for Active Employees HRA Active Employees Plan Document Rev. 01.2014 Page 7 of 11 Death Benefit If a Participant dies prior to exhausting his vested account balance, the Participant's surviving spouse and/or dependents are eligible to be reimbursed under this Plan for their eligible medical expenses until the vested account balance is exhausted. In the event of the death of the Participant, the Participant’s spouse, and all of the Participant's qualifying dependents, any funds remaining in the account shall be forfeited. Forfeitures shall be applied as elected by the Employer in the Plan Adoption Agreement. Plan Amendments The Employer has the authority to amend this Plan at any time, in whole or in part. Participants will be notified of any Plan changes. Any amendment to the Plan shall not adversely affect the rights of existing Participants. Changes imposed by the Internal Revenue Service, either by law change, regulations, or rulings, will be effective immediately and without notice. Involuntary Access to Funds Funds in a Participant's Plan account are not assignable by a Participant, either in law or in equity, or subject to estate tax, or to execution, levy, attachment, garnishment, or any other legal processes. Plan Termination In the event the Employer elects to terminate this Plan, which it may do, in its sole discretion, at any time and for any reason, amounts credited to Participants’ accounts will remain in the Participants’ accounts and Participants will continue to utilize their accounts as set forth in this Plan Document until their accounts are exhausted. HIPAA Compliance 1. Disclosure of Summary Health Information to the Employer In accordance with the Standards for Privacy of Individually Identifiable Health Information (the “Privacy Standards”) issued and pursuant to the Health Insurance Portability and Accountability Act of 1996, as amended (“HIPAA”), the Plan may disclose Summary Health Information to the Employer, if the Employer requests the Summary Health Information for the purpose of (a) obtaining premium bids from health plans for providing health insurance coverage under this Plan or (b) modifying, amending or terminating the Plan. "Summary Health Information" may be individually identifiable health information and it summarizes the claims history, claims expenses or the type of claims experienced by individuals in the Plan, but it excludes all identifiers that must be removed for the information to be de-identified, except that it may contain geographic information to the extent that it is aggregated by five-digit zip code. 2. Disclosure of Protected Health Information ("PHI") to the Employer for Plan Administration Purposes In order that the Employer may receive and use a Participant’s individually identifiable health information or PHI (including electronic PHI) for “Plan Administration” purposes, the Employer agrees to: a. Not use or further disclose PHI other than as permitted or required by the Plan Documents or as Required by Law (as defined in the Privacy Standards); b. Ensure that any agents, including a subcontractor, to whom the Employer provides PHI received from the Plan agree to the same restrictions and conditions that apply to the Employer with respect to such PHI; G8, Attachment 2 Packet Page Number 128 of 216 Health Reimbursement Arrangement for Active Employees HRA Active Employees Plan Document Rev. 01.2014 Page 8 of 11 c. Not use or disclose PHI for employment-related actions and decisions or in connection with any other benefit or employee benefit plan of the Employer, except pursuant to an authorization which meets the requirements of the Privacy Standards; d. Report to the Plan any PHI use or disclosure that is inconsistent with the uses or disclosures provided for of which the Employer becomes aware, including any security incident or actual or suspected breach that may compromise PHI; e. Make available PHI in accordance with Section 164.524 of the Privacy Standards (45 CFR 164.524); f. Make available PHI for amendment and incorporate any amendments to PHI in accordance with Section 164.526 of the Privacy Standards (45 CFR 164.526); g. Make available the information required to provide an accounting of disclosures in accordance with Section 164.528 of the Privacy Standards (45 CFR 164.528); h. Make its internal practices, books and records relating to the use and disclosure of PHI received from the Plan available to the Secretary of the U.S. Department of Health and Human Services ("HHS"), or any other officer or employee of HHS to whom the authority involved has been delegated, for purposes of determining compliance by the Plan with Part 164, Subpart E, of the Privacy Standards (45 CFR 164.500 et seq); i. Implement administrative, physical, and technical safeguards that reasonably and appropriately protect the confidentiality, integrity, and availability of PHI; j. If feasible, return or destroy all PHI received from the Plan that the Employer still maintains in any form and retain no copies of such PHI when no longer needed for the purpose for which disclosure was made, except that, if such return or destruction is not feasible, limit further uses and disclosures to those purposes that make the return or destruction of the PHI infeasible; and k. Ensure that adequate separation between the Plan and the Employer, as required in Section 164.504(f)(2)(iii) of the Privacy Standards (45 CFR 164.504(f)(2)(iii)), is established as follows: i. The employees, or classes of employees, or other persons under control of the Employer who are identified in the Plan Adoption Agreement, shall be given access to the PHI to be disclosed. ii. The access to and use of PHI by the individuals described in subsection (i) above shall be restricted to the Plan Administration functions that the Employer performs for the Plan. iii. In the event any of the individuals described in subsection (i) above do not comply with the provisions of the Plan Documents relating to use and disclosure of PHI, the Plan Administrator shall impose reasonable sanctions as necessary, in its discretion, to ensure that no further non-compliance occurs. Such sanctions shall be imposed progressively (for example, an oral warning, a written warning, time off without pay and termination), if appropriate, and shall be imposed so that they are commensurate with the severity of the violation. "Plan Administration" activities are limited to activities that would meet the definition of payment or health care operations, but do not include functions to G8, Attachment 2 Packet Page Number 129 of 216 Health Reimbursement Arrangement for Active Employees HRA Active Employees Plan Document Rev. 01.2014 Page 9 of 11 modify, amend or terminate the Plan or solicit bids from prospective issuers. "Plan Administration" functions include quality assurance, claims processing, auditing, monitoring and management of carve-out plans, such as vision and dental. It does not include any employment-related functions or functions in connection with any other benefit or benefit plans. 3. Disclosure of Certain Enrollment Information to the Employer Pursuant to Section 164.504(f)(l)(iii) of the Privacy Standards (45 CFR 164.504(f)(l)(iii)), the Plan may disclose to the Employer information on whether an individual is participating in the Plan or is enrolled in or has disenrolled from a health insurance issuer or health maintenance organization offered by the Plan to the Employer. 4. Disclosure of PHI to Obtain Stop-loss or Excess Loss Coverage The Employer hereby authorizes and directs the Plan, through the Plan Administrator or its third party administrator, to disclose PHI to stop-loss carriers, excess loss carriers or managing general underwriters (MGUs) as directed by the Employer for underwriting and other purposes in order to obtain and maintain stop-loss or excess loss coverage related to benefit claims under the Plan, provided that genetic information will not be used for underwriting purposes. Such disclosures shall be made in accordance with the Privacy Standards. The Employer certifies that such disclosures are for Plan administration purposes and that any third party to whom the Employer directs disclosure from the Plan has agreed to also comply with this amendment, as set out in Section 2.b. 5. Other Disclosures and Uses of PHI With respect to all other uses and disclosures of PHI, the Plan shall comply with the Privacy Standards. Claims Procedure A Participant, spouse or dependent (the "Claimant") shall apply for Plan benefits in writing on a form provided by the Plan Administrator, or in such other manner as prescribed by the Plan Administrator. A communication regarding benefits that is not made in accordance with these procedures will not be treated as a claim under these procedures. Claims shall be evaluated by the Plan Administrator or such other person or entity designated by the Plan Administrator and shall be approved or denied in accordance with the terms of the Plan and Plan Adoption Agreement. All references to the Plan Administrator shall include any such delegate. No Claimant shall be entitled to benefits unless the Plan Administrator or its delegate determines in its discretion that the Claimant is entitled to benefits. 1. Claims The Plan Administrator shall make a determination within a reasonable period of time, but not later than 30 days after receipt of the claim. This period may be extended one time by the Plan for up to 15 days, provided that the Plan Administrator both determines that such an extension is necessary due to matters beyond the control of the Plan and notifies the Claimant, prior to the expiration of the initial 30-day period, of the circumstances requiring the extension of time and the date by which the Plan expects to render a decision. If such an extension is necessary due to a failure of the Claimant to submit the information necessary to decide the claim, the notice of extension shall specifically describe the required information, and the Claimant shall be afforded at least 45 days from receipt of the notice within which to provide the specified information and the period for making the benefit determination shall be tolled from the date on which the notice of extension is sent to the Claimant until the date on which the Claimant responds to the request for additional information, or the deadline to submit the additional information, if earlier. G8, Attachment 2 Packet Page Number 130 of 216 Health Reimbursement Arrangement for Active Employees HRA Active Employees Plan Document Rev. 01.2014 Page 10 of 11 2. Notice of Denial If the claim is denied in whole or in part, the Claimant will receive a written notice that includes: a. The specific reason or reasons for the denial; b. Reference to the specific Plan provision(s) on which the denial is based; c. A description of any additional material or information needed from the Claimant in connection with the claim and the reason such material or information is needed; d. An explanation of the claims review procedures and the applicable time limits, including a statement concerning the Claimant's right to bring a civil action following an adverse determination on review; e. A statement regarding any internal rule, guideline, protocol or other criterion that was relied upon in making the adverse determination (or a statement that a copy will be provided free upon request); f. If the denial is based on a medical necessity or experimental treatment or similar exclusion or limit, an explanation of the scientific or clinical judgment that led to this determination (or a statement that a copy will be provided free upon request); and g. Any other information required by law. 3. Right to Request Review: Internal Appeal The Claimant must make a written request for review to the Plan Administrator within 180 days of the initial denial of the claim. If a written request for review is not made within such 180 day period, the Claimant shall forfeit his or her right to review. The Claimant’s written request for review may (but is not required to) include issues, comments, documents, and other records the Claimant wants considered in the review. All the information the Claimant submits will be taken into account on review, even if it was not reviewed as part of the initial decision. The appeal will be conducted by a person different from the person who made the initial decision. No deference will be given to the initial decision. The Claimant may ask to examine or receive free copies of Plan documents, records, and other information relevant to the claim by asking the Plan Administrator. The Claimant will be given the identity of medical or vocational experts if requested, whose advice was obtained by the Plan in connection with the Claimant’s initial claim denial, if any, even if their advice was not relied upon in making the initial decision. Where an adverse determination is based in whole or in part on a medical judgment, including determinations with regard to whether a particular treatment, drug or other item is experimental, investigational, or not medically necessary or appropriate, the Plan will consult with a health care professional who has experience in the field of medicine involved in the medical judgment to decide the Claimant’s appeal. The Plan Administrator reserves the right to delegate its authority to make decisions. 4. Decision Upon Review: Internal Appeal The Plan Administrator shall make a determination within a reasonable period of time, but not later than 60 days after receipt by the Plan of the Claimant's request for review of adverse determination. 5. Notice of Denial of Internal Appeal If the decision on the appeal is denied, the Claimant will receive a written notice that includes: G8, Attachment 2 Packet Page Number 131 of 216 Health Reimbursement Arrangement for Active Employees HRA Active Employees Plan Document Rev. 01.2014 Page 11 of 11 a.The specific reason or reasons for the denial; b. Reference to the specific Plan provisions on which the denial is based; c.A statement that the Claimant is entitled to receive, upon request and free of charge, reasonable access to, and copies of, all documents, records and other information relevant to the Claimant’s claim for benefits; d. A statement explaining any voluntary appeal procedures offered by the Plan and the Claimant's right to bring a civil action; e.A statement regarding any internal rule, guideline, protocol or other criterion that was relied upon in making the adverse determination (or a statement that a copy will be provided free upon request); f.If the denial is based on a medical necessity or experimental treatment or similar exclusion or limit, an explanation of the scientific or clinical judgment that led to this determination (or a statement that a copy will be provided free upon request); and g. Any other information required by law. 6. External Appeal Process Where required by law, a Claimant may be able to file an external appeal with an independent review organization. The independent review organization may overturn the Plan’s decision, and the independent review organization’s decision will be binding on the Plan. A Claimant must file a claim for external review within four (4) months of the date the Claimant receives the internal appeal denial notice. Filing a request for external review will not affect a Claimant’s ability to bring a legal claim in court. When a Claimant files a request for external review, the Claimant will be required to authorize release of any medical records that may be required to be reviewed for the purpose of reaching a decision on the external review. Additional information on the external review process, where applicable, will be included in the internal appeal determination notice, or the Claimant may contact the Plan Administrator to request such additional information. IN WITNESS WHEREOF, this Plan has been executed this ___ day of _________, 20___, by MidAmerica Administrative & Retirement Solutions, Inc. MIDAMERICA ADMINISTRATIVE & RETIREMENT SOLUTIONS, INC. By: Its: Sr. Vice President of Business Development IRS Circular 230 Notice: We are required to advise you no person or entity may use any tax advice in this communication or any attachment to (i) avoid any penalty under federal tax law or (ii) promote, market or recommend any purchase, investment or other action. G8, Attachment 2 Packet Page Number 132 of 216 Health Reimbursement Arrangement for Active Employees Service Agreement for The undersigned Employer, ________________________________________________________, hereby appoints MidAmerica Administrative & Retirement Solutions, Inc. (“MidAmerica”) to provide administrative services on behalf of (the “Plan”), including processing Participant claims for eligible health care expense reimbursements. The Employer shall provide to MidAmerica any and all information which is necessary in order for MidAmerica to fulfill its obligations hereunder. Administrative Services are described in Appendix A. MidAmerica shall at all times adhere to the terms and conditions of the Employer's Health Reimbursement Arrangement. This Service Agreement may be cancelled by the Employer at any time upon written notice to MidAmerica. In the event of such termination, MidAmerica shall complete claims that are in process, but shall otherwise follow the instructions of the Employer with respect to the transition of claims processing. Hold Harmless Agreement and Indemnity. MidAmerica and the Employer agree that they will each be responsible for the prompt and complete performance of the services each has agreed to provide under this Agreement, as set forth above. In addition to these undertakings, the parties assume the following responsibilities: (a) Hold Harmless Agreement of MidAmerica: MidAmerica shall indemnify and hold harmless the Employer, any member of the governing board, and Employees from every claim, demand or suit which may arise out of, be connected with, or be made due to the negligence of MidAmerica or failure of MidAmerica to meet the requirements of this Agreement. However, this indemnification shall not cover any claim, demand, or suit based on erroneous information provided by the Employer or Employees or their willful misconduct or negligence. MidAmerica’s liability hereunder shall be limited to actual damages and out-of-pocket legal fees and expenses only. (b) Other Providers: If the services provided by MidAmerica under this Agreement were previously provided by the Employer or a third party, the Employer agrees that MidAmerica shall not be responsible for any failure of the prior Plan document or administrative services to comply with the requirements for employer-provided medical reimbursement Plan under Code Sections 105 and 106 and regulations issued thereunder, and as a health reimbursement arrangement as described in IRS Notice 2002-45 and Revenue Ruling 2002-41, other applicable law, or the prior Plan. This does not exempt or diminish MidAmerica’s responsibility as the active administrator and other responsibilities as described herein and required under IRS regulations. MidAmerica is also not responsible for the accuracy and completeness of participant and payroll data provided by the Employer or any third party provider. Employer agrees that MidAmerica and its affiliates and employees will be indemnified by any responsible third parties from any claim asserted against any of them for any of these reasons, and will further be indemnified from any cost and expense they incur, including reasonable attorney’s fees, due to the assertion of such a claim, or by the Employer if not adequately indemnified by third parties. Nothing herein will prevent the assertion of any claim directly against any third party by MidAmerica or the Employer. G8, Attachment 2 Packet Page Number 133 of 216 Fees, Payment, Other Revenue. MidAmerica will charge fees for its services in accordance with the Fee Schedule on the Adoption Agreement and will bill these fees to the Employer or to the Participants as provided in the Fee Schedule, or as specifically instructed by the Employer in writing. If the Employer agrees to pay the fees, but either (a) does not do so within 60 days from the date of the Fee Invoice, or (b) the Employer instructs MidAmerica to pay the fees from Plan contributions and MidAmerica accepts such instructions, the fees will be paid out of contributions and, if necessary, allocated to Participant accounts. If fees are Employer paid, such fees shall be invoiced to Employer on a quarterly basis by MidAmerica following the end of the quarter. The Fee Schedule shall remain in effect in the amounts described in Fee Schedule for a term of three (3) Plan years in which MidAmerica is providing administrative services. Thereafter, any changes to the fee agreement will be supplied to the Employer 60 days prior to the effective date of the changes. Notices and Communications. (a) Notices. All notices provided for herein shall be sent by confirmed facsimile, or guaranteed overnight mail with tracing capability or by first class United States mail, with postage prepaid, addressed to the other party at its respective addresses set forth below or such other addresses as either party may designate in writing to the other from time to time for such purposes. All notices provided for herein shall be deemed given or made when received. (b) Addresses. The MidAmerica address for notices as described above is MidAmerica Administrative & Retirement Solutions, Inc., 402 South Kentucky Avenue, Suite 500, Lakeland, FL 33801. The Plan/Employer address for notices as described above is . (c) Communications. The Employer agrees that MidAmerica may communicate confidential, protected, privileged or otherwise sensitive information to the Employer through a named contact designated by the Employer (“Named Contact”) and specifically agrees to indemnify MidAmerica and hold it harmless; (i) for any such communication directed to the Employer through the Named Contact attempted via fax, mail, telephone, e-mail or any other media, acknowledging the possibility that such communication may be inadvertently misrouted or intercepted; and (ii) from any claim for the improper use or disclosure of any health information by MidAmerica where such information is used or disclosed in a manner consistent with its duties and responsibilities hereunder. G8, Attachment 2 Packet Page Number 134 of 216 Assignment. Some or all of the rights and duties of MidAmerica hereunder may be assigned to an affiliate of MidAmerica, or to any successor through merger, reorganization, or sale of assets. Some or all of the duties of MidAmerica may also be performed by others under subcontract to MidAmerica, without the release of MidAmerica for responsibility for such services. MidAmerica may, by letter or other writing, agree to extend this Agreement to any other Plan of the Employer or Plans sponsored by affiliates of the Employer. Otherwise, no party may assign this Agreement nor any rights or duties hereunder without written consent from the other party. Confidentiality. Except as noted herein, MidAmerica will not disclose to any third party any of Employer’s information that is of a confidential nature, including employee-specific information. MidAmerica agrees to the HIPAA Business Associate Addendum for any program subject to HIPAA. MidAmerica agrees to amend this Agreement as is necessary from time to time to comply with the requirements of the privacy rules under HIPAA or other legislation. Standard of Care; Erroneous Payments. MidAmerica shall use reasonable care and due diligence in the exercise of its powers and the performance of its duties under this Agreement. If MidAmerica makes any payment under this Agreement to an ineligible person, or if more than the correct amount is paid, MidAmerica shall make a diligent effort to recover any payment made to or on behalf of an ineligible person or any overpayment. However, MidAmerica will not be liable for such payment, unless MidAmerica would otherwise be liable under another provision of this Agreement. Compliance; non-waiver. Failure by the Employer or MidAmerica to insist upon strict performance of any provision of this Agreement will not modify such provision, render it unenforceable, or waive any subsequent breach. No waiver or modification of any of the terms or provisions of this Agreement shall be valid unless in each instance the waiver or modification is accomplished pursuant to the amendment provisions of Assignment Section. Compliance with the law. The Employer is responsible for the Plan's compliance with all applicable federal and state laws and regulations. The Employer acknowledges that MidAmerica is not providing tax or legal advice and that the Employer shall be solely responsible for determining the legal and tax status of the Plan. Severability. If any term of this Agreement is declared invalid by a court, the same will not affect the validity of any other provision, provided that the basic purposes of this Agreement are achieved through the remaining valid provisions. Mandatory Arbitration. Any controversy or claim arising out of or relating to this Agreement may be properly submitted to binding arbitration in accordance with the rules of the American Arbitration Association. Judgment on the award rendered by the arbitrators may be entered in any court having jurisdiction. The cost and expenses of arbitration, including the fees of the arbitrators, shall be borne by the losing party or in such proportions as the arbitrators may determine. The successful party shall recover as expenses all reasonable attorney’s fees incurred in connection with the arbitration proceeding or any appeals therefrom. Entire Agreement; Governing Law. This Agreement (including the Appendix) is the full Agreement of the parties with respect to the subject matter hereof and supersedes all prior agreements and representations between the parties. Any waiver, modification or amendment of any provision of this Agreement shall be effective only if in writing and signed by both parties. This Agreement shall be construed, enforced, and governed by the laws of the State of Florida. G8, Attachment 2 Packet Page Number 135 of 216 By the signature of its authorized agent below, MidAmerica Administrative & Retirement Solutions, Inc. hereby agrees to provide all administrative services called for under the herein referenced Plan for the Employer and charge only those fees permitted under the Plan. Name of Employer: Signature: Print Name: Title: Date: MidAmerica Administrative & Retirement Solutions, Inc. Signature: Print Name: Trent Teesdale, CEBS Title: Sr. Vice President of Business Development Date: G8, Attachment 2 Packet Page Number 136 of 216 Appendix A Health Reimbursement Arrangement for Active Employees Administrative Services This is an outline of the standard services offered by MidAmerica Administrative & Retirement Solutions, Inc. to administer a Health Reimbursement Arrangement for Active Employees. MidAmerica will customize this standard service offering to accommodate Plan design. Post contributions to participant accounts in accordance with the terms of the Plan and any additional information provided by the Plan Sponsor. Deposit funds to the selected funding choices of the Plan based on the latest allocation instructions. Daily valuation of the funding choices, including earnings, for the Plan and each Plan participant's account. Daily post and process all transfers among the funding choices to the appropriate Plan and Plan participant account. Daily post and process all distributions, forfeitures, and withdrawals from the appropriate Plan participant account. Prepare quarterly participant statements of account balances and distribute to each participant. Prepare quarterly Plan reports of transactions for distribution to the Plan Sponsor and Plan participants. The Plan Sponsor and Plan participants will have access to account and Plan level information daily through MidAmerica’s website. Participants and employer are able to print customized statements and reports via the website. Prepare and distribute claim forms. Claim forms are available at any time via MidAmerica’s website, www.midamerica.biz, or upon request by calling the toll-free customer service line at (800) 430-7999. Claims adjudication services administration for the Plan. MidAmerica reviews all claims for eligibility before processing. HRA claims are processed weekly. Issue distribution checks to participants every Friday. Direct deposit is available for claims payment. Toll-free telephone access for employer and participants of each Plan to communicate with a service representative who can answer questions about the Plan and a participant's account. To ensure proper monitoring and support of the program on an ongoing basis, MidAmerica will provide the following additional services at no additional cost: A quarterly review of the investment performance experienced by the Plan, if necessary Periodic meetings with employees to explain the program and answer questions, if necessary Additional supplies of employee brochures to explain the program to newly eligible employees Implementation and compliance support provided on an as-needed basis G8, Attachment 2 Packet Page Number 137 of 216 For The Permanent Record Meeting Date: 12-12-2016 Agenda Item #: G8, Attachment 3 RESOLUTION Be it resolved that the Maplewood City Council hereby approves the Adoption Agreements and Plan Documents for the Health Reimbursement Arrangement for Retirees and for the Health Reimbursement Arrangement for Active Employees. Approved this 12th day of December 2016. MEMORANDUM TO: Melinda Coleman, City Manager FROM: Michael Thompson, Director of Public Works Scott Schultz, Utility/Fleet/Parks Superintendent DATE: December 1, 2016 SUBJECT: Approval of Purchase of One Half-Ton Truck Introduction The 2017 capital outlay budget includes funding for the replacement of one half–ton truck. Council approval is needed to move forward with this purchase. Background One 1997 half-ton pick-up truck is due for replacement. This unit is used for the building maintenance staff, has high mileage and is in need of a new transmission. It is no longer cost effective to operate. The most cost effective replacement age for this type of vehicle based on its purpose/use is ten years. Due to replacing it 10 years past its life expectancy, an additional $10,200.00 in maintenance and repair costs have been incurred. Budget Impact The 2017 capital improvement plan identified $22,000.00 under project number PW 12.04 for the replacement of the unit described above. Due to increasing truck and equipment pricing in 2017, staff is requesting the truck be ordered by December 31, 2016. The City will take delivery and be invoiced after January 1, 2017. The truck will be purchased under MN State Contract pricing. The old truck will be sold at state auction. Following are the costs for the replacement: One 2017 half-ton GMC truck $22,477.49 The total cost for this purchase is $22,477.49. The revenue from the auction of the old truck will be placed into the Fleet Management Fund. The finance director has reviewed the fleet fund balance. Recommendation It is recommended that the City Council approve the purchase of the half-ton truck and direct the City Manager and Mayor to enter into a contract with Ranger GMC for this purchase under MN State Contract #70287 in an amount totaling $22,477.49. Attachments 1. Quote/Specs from Ranger GMC 2. 2017 CIP Sheet G9 Packet Page Number 138 of 216 G9, Attachment 1 Packet Page Number 139 of 216 G9, Attachment 1 Packet Page Number 140 of 216 Capital Improvement Plan City of Maplewood, Minnesota 2017 2021thru Description A Chevrolet 1997 1/2-ton pickup, Unit 508, is due for replacement in 2017. Project #PW12.04 Priority 3 Important Justification This unit is used for the building maintenance staff. The truck has high mileage and is in need of a new transmission. It is no longer coast effective to operate this vehicle. Budget Impact/Other There will be a positive impact on the operating budget due to lower maintenance costs. Useful Life 10 years Project Name One 1/2-Ton Pickup Category Vehicles Type Equipment Contact Public Works Director Department Public Works Total Project Cost:$22,000 Total20172018201920202021Expenditures 22,00022,000Equip/Vehicles/Furnishings 22,000 22,000Total Total20172018201920202021Funding Sources 22,00022,000Fleet Management Fund 22,000 22,000Total G9, Attachment 2 Packet Page Number 141 of 216 MEMORANDUM TO: Melinda Coleman, City Manager FROM: Michael Thompson, Director of Public Works Scott Schultz, Utility/Fleet/Parks Superintendent DATE: December 1, 2016 SUBJECT: Approval of Purchase of One One-Ton Truck Introduction The 2017 capital outlay budget includes funding for the replacement of one 1–ton truck. Council approval is needed to move forward with this purchase. Background This truck is equipped with a dump body, snow plow, and sander. The unit is utilized year round in the park maintenance division. The old unit has high mileage and is in need of costly repairs. The new truck will be equipped with the proper salt/sander and de-icing equipment to meet the MPCA’s standards for de-icing materials best practices to help protect the environment. The most cost effective replacement age for this type of vehicle based on its purpose/use is 12 years. Due to replacing it 6 years past life expectancy an additional $20,875.00 in maintenance and repair costs have been incurred. Budget Impact The 2017 capital improvement plan identified $72,000.00 under project number PW 07.03 for the replacement of the unit described above. Due to increasing truck and equipment pricing, staff is requesting the truck be ordered by December 31, 2016. The city will take delivery and be invoiced after January 1, 2017. The truck will be purchased under MN State Contract pricing. The old truck will be sold at state auction. Following are the costs for the replacement: 2017 Ford F550 Chassis $45,221.00 Towmaster Dump body and Equipment $34,547.25 Crysteel Boss V-Plow $6,588.50 Total Cost $86,356.75 Due to the upgrades needed to best meet the MPCA’s best practices requirements for the sand/salting equipment, this purchase is $14,356.75 higher than anticipated. The fleet fund will be able to absorb this increase as other 2017 capital outlay purchases came in under budget recently. The finance director has reviewed the fleet fund balance. G10 Packet Page Number 142 of 216 Recommendation It is recommended that the City Council approve the purchase of the One-ton truck and equipment and direct the Mayor and City Manager to enter into contracts with the following vendors under MN State Contracts in an amount totaling $86,356,75: Midway Ford, 2017 F550 Chassis MN State Contract #109281 Towmaster Truck Equipment, Dump body, Equip. MN State Contract #116767 Crysteel, Boss V-Plow MN State Contract #116762 Attachments 1. Quote/Specs from Midway Ford 2. Quote/Specs from Towmaster Truck Equipment 3. Quote/Specs from Crysteel Equipment 4. 2017 CIP Sheet G10 Packet Page Number 143 of 216 G10, Attachment 1 Packet Page Number 144 of 216 G10, Attachment 2 Packet Page Number 145 of 216 G10, Attachment 2 Packet Page Number 146 of 216 G10, Attachment 2 Packet Page Number 147 of 216 G10, Attachment 3 Packet Page Number 148 of 216 Capital Improvement Plan City of Maplewood, Minnesota 2017 2021thru Description The 1-ton truck with plow attachment, Unit 646, is due for replacement in 2017. Project #PW07.03 Priority 3 Important Justification This truck is equipped with a dump body, snow plow and sander. The unit is utilized year round in the park maintenance division. The old unit has high miles and is in need of costly repairs. The new truck will be equipped with the proper sander and de-icing equipment to meet the MPCA's standards for de-icing materials best practices. Budget Impact/Other There will be a positive impact on the operating budget due to lower maintenance costs. Useful Life 12 years Project Name 1-Ton Truck Category Vehicles Type Equipment Contact Public Works Director Department Public Works Total Project Cost:$72,000 Total20172018201920202021Expenditures 72,00072,000Equip/Vehicles/Furnishings 72,000 72,000Total Total20172018201920202021Funding Sources 72,00072,000Fleet Management Fund 72,000 72,000Total G10, Attachment 4 Packet Page Number 149 of 216 MEMORANDUM TO: Melinda Coleman, City Manager FROM: Michael Thompson, Director of Public Works Bryan Nagel, Street Superintendent DATE: December 1, 2016 SUBJECT: Approval Authorizing Final Payment to RJ Marco Construction, Inc. for Exterior Block Wall Repairs at City Hall, 1902 and 1810 Maintenance Buildings Introduction The City Council will consider authorizing final payment to RJ Marco Construction, Inc. for Exterior Block Wall Repairs at City Hall, 1902 and Park Maintenance buildings. Discussion On August 22, 2016 the City Council approved the low bid received from RJ Marco in the amount of $44,364.24 for the 2016 Exterior Block Wall Repairs at City Hall, 1902 and Park Maintenance buildings. The project was recently completed. Additional caulking and painting of the exterior block at the Park Maintenance Building was recommended due to the condition of the block encountered. A pricing quote was obtained from RJ Marco for the cost of the work which amounted to $6,528.60. The Public Works Director obtained approval from the City Manager and Finance Director for the necessary additional work. The project came in well under the $70,000 authorized budget. Budget Impact The 2016 CIP Bond Issuance allocation for this project was $70,000 with a budget set at the same. With the additional work the cost of the project amounted to $50,892.84. Partial payment in the amount of $34,657.20 has been made to RJ Marco leaving a balance of $16,235.64. Recommendation It is recommended that the City Council authorize final payment to RJ Marco in the amount of $16,235.64, reflecting a total contract amount of $50,892.84. Attachments 1) None G11 Packet Page Number 150 of 216 H1 MEMORANDUM TO: Melinda Coleman, City Manager FROM: Karen Haag, City Clerk Regan Beggs, Business License Specialist DATE: November 30, 2016 SUBJECT: Consider Approval of an On-Sale Intoxicating Liquor and Sunday Sales License for CP Maplewood, LLC d/b/a Crooked Pint Ale House, 1734 Adolphus St Introduction An application for the following liquor related licenses has been submitted by Paul M. Dzubnar, part-owner of CP Maplewood, LLC d/b/a Crooked Pint Ale House to be located at 1734 Adolphus Street, Maplewood: On-Sale Intoxicating Liquor, Sunday Sales, 2am and Patio. City of Maplewood Code of Ordinances requires a public hearing before City Council may grant an On-Sale Intoxicating Liquor or Sunday sales license. Background The Crooked Pint Ale House is a sports bar and restaurant with four (4) other locations throughout the Twin Cities: Apple Valley, Chaska, Minneapolis and Rochester; Maplewood will be the 5th location in Minnesota. For the purposes of these license applications, a background investigation was conducted on the following individuals, each establishment partners and manager, respectively: Paul M. Dzunbar, Michal A. Drummer, John R. Hinz and Jarrod K. Byers. Nothing has been identified that would prohibit the issuance of these licenses. City staff will be making periodic onsite visits to ensure compliance to eliminate the sale of alcoholic beverages to underage persons, and compliance with the City’s code of ordinances. In addition, the applicants have received a copy of the City Code and have familiarized themselves with the provisions contained within it. Budget Impact None Recommendation It is recommended that the Council approve an On-Sale Intoxicating Liquor and Sunday Sales license for CP Maplewood, LLC, d/b/a Crooked Pint Ale House, 1734 Adolphus St, contingent upon satisfactory results of building, fire, and health inspections. Packet Page Number 151 of 216 H2 MEMORANDUM TO: Melinda Coleman, City Manager FROM: Karen Haag, Director Citizen Services Regan Beggs, Business License Specialist DATE: November 30, 2016 SUBJECT: Consider Approval of a Currency Exchange License Renewal for EZ Cash Maplewood LLC, 3035 White Bear Avenue Introduction A currency exchange license renewal application was submitted on November 1, 2016 to the Minnesota Department of Commerce by EZ Cash Maplewood LLC to continue their operation at 3035 White Bear Avenue N for 2017. The renewal application included the names of the officers and owners of the licensee, results of background checks on each of the owners and officers from the Minnesota Bureau of Criminal Apprehension, a fee schedule of all fees to be charged by the currency exchange office, a $10,000 surety bond valid through December 31, 2017 and the $500 renewal fee. Background Minnesota Statutes Chapter 53A.04 requires the Department of Commerce to submit any application for licensure as a currency exchange to the governing body of the municipality in which the currency exchange conducts business. Upon concurrence of the governing body the commissioner will approve the application; however, if the governing body has not approved or disapproved the issue within 60 days of receipt of the application, concurrence is presumed. After consulting with Chief Schnell, there is nothing on record that would prohibit Council from approving the annual currency exchange license renewal; they are a good member of the business community. Recommendation Staff recommends that Council approve the renewal of a currency exchange license for EZ Cash Maplewood, LLC. Packet Page Number 152 of 216 H3 MEMORANDUM TO: Melinda Coleman, City Manager FROM: Ellen Paulseth, Finance Director DATE: December 12, 2016 SUBJECT: Public Hearing on 2017 Tax Levy and Budget a. Approval of Resolution Certifying Taxes Payable in 2017 b. Approval of Resolution Adopting a Budget for 2017 and CIP for 2017-2021 Introduction State law requires the City Council to adopt a 2017 budget and proposed property tax levy for certification to Ramsey County by December 30, 2016. A public hearing on the proposed taxes and budget for 2017 is scheduled for December 12th at 7:00 p.m. At the September 12th City Council meeting, a total proposed tax levy of $20,370,079 was approved, which is 5.0% ($987,563) more than the 2016 levy. The final resolutions prepared for Council consideration tonight include this 5.0% tax levy increase. The 2017-2021 CIP has been disseminated under separate cover and will be included with the 2017 Budget document. Budget and Capital Improvement Planning The City Manager and Senior Management Team have worked diligently to formulate a 2017 budget that funds operations, incorporates new efficiencies, addresses structural budget challenges, and provides relief for deficit funds. The 2017-2021 CIP process began in May of 2016 and was completed in November. The City’s Budget The budget is composed of several funds, the largest of which is the General Fund. The General Fund is the primary operating fund of the City and includes services such as police, fire, public works, parks maintenance, community development, citizen services and administration. Sources of revenue include the property tax levy, fees, licenses, permits, fines, charges for services, and interest earnings. General Fund Budget requests for 2017 are $888,129 more than the 2016 budget. A majority of this increase ($767,930) is related to COLA and benefit increases, according to union contracts. Other requests include an increase in debt service payments, body cameras and storage, a comprehensive plan update, increases in public safety dispatching contracts, a public facility assessment study, fire equipment, and election services. The budget also reflects a reduction in revenues due to the elimination of interfund charges. Significant cuts (over $600,000) were made to the existing budget and new requests to accommodate the reduction in revenues. Additional funds were requested in the proposed levy to provide relief to deficit funds, mainly the Ambulance Fund and the English/36 Project Fund. The 5% levy increase will allow for a subsidy of $300,000 to the Ambulance Fund to help alleviate a nearly $1M cash deficit. The elimination of interfund charges will provide additional relief. The City Manager and Senior Management Team are working on a reorganization plan for several departments. Additional savings of approximately $200,000 will be realized when those plans are completed. That savings will be presented to the Council for consideration of a transfer to the English/36 Project. Packet Page Number 153 of 216 H3 Tax Levy The 5% tax levy is shown in detail below. The largest increases are attributable to the General Fund and the Debt Service Fund. Increases in the debt services levies represent 10% of the overall increase in the levy. The Building Fund levy was suspended for 2017 because the City bonded for the improvements scheduled for 2017. The Community Center levy will be utilized to fund the capital commitments for 2017, according to the contract with the YMCA. Impacts on Median Valued Home – City Tax only The ‘median valued home’ is the value at which there are just as many values lower than the value as there are higher than it. It is not the average, rather right in the middle. Based on information received from Ramsey County in November, the median valued home in Maplewood is estimated to increase in value by 5.29%, from $190,800 to $200,900. The annual impact of the City levy increase to a median valued home is as follows: Proposed $ Increase % Increase Levy 2016 Levy 2017 Levy (Decrease) (Decrease) Net Tax Capacity Levy: General Fund 13,131,520 14,418,079 1,286,559 9.8% Debt Service Funds 4,476,760 4,612,000 135,240 3.0% Special Revenue Funds Recreation Programs 200,000 205,000 5,000 2.5% Capital Project Funds CIP Fund 292,660 125,000 (167,660) ‐57.3% Police Vehicles & Equipment 300,000 150,000 (150,000) ‐50.0% Fire Truck Replacement 60,000 60,000 ‐ 0.0% Building Replacement 50,000 ‐ (50,000) ‐100.0% Redevelopment 25,000 ‐ (25,000) ‐100.0% Enterprise Funds Ambulance 310,000 300,000 (10,000) ‐3.2% Community Center 500,000 500,000 ‐ 0.0% Total Net Tax Capacity Levy 19,345,940 20,370,079 1,024,139 5.3% Market Value Levy: Fire Safety Bonds 316,060 279,484 (36,576) ‐11.6% Total Market Value Levy 316,060 279,484 (36,576) ‐11.6% EDA Levy 89,270 89,270 ‐ 0.0% Total City Levy 19,751,270 20,738,833 987,563 5.00% Packet Page Number 154 of 216 H3 Impacts to Properties from Proposed Total Tax Levy Based on information received from Ramsey County, the maximum tax levies adopted by all taxing districts (County, City, School and Miscellaneous) will have the following effect on total taxes for residential property in Maplewood. Keep in mind that properties receiving larger increases are a result of home value increases, rather than levy increases. 47% of homeowners will receive a tax bill with 0% increase or a decrease 41% of homeowners will receive a tax bill with 1%-10% increase 8% of homeowners will receive a tax bill with 11%-20% increase 2% of homeowners will receive a tax bill with 21%-30% increase 2 % of homeowners will receive a tax bill with over 30% increase Fund Balance The State Auditor recommends that cities maintain unreserved fund balances in their general fund of approximately 35 to 50 percent of fund operating revenues or no less than five months of operating expenditures. The 2017 budget projects a fund balance of 43.7% of fund operating revenues and about 4.8 months of operating expenditures. The 5.0% levy increase will allow the City to maintain fund balance within the range recommended by the State Auditor. An adequate fund balance is needed to maintain our bond rating and provide a sufficient balance for our cash flow needs. Ramsey County Levy Increases Tax levy changes (net tax capacity levy) for other Ramsey County cities are as follows. The chart does not include market value based levies. Arden Hills 4.7% North St. Paul 15.9% Blaine 13.3% Roseville 5.8% Falcon Heights 8.9% St. Anthony 7.0% Gem Lake 67.5% St. Paul 7.9% Lauderdale 4.7% Shoreview 3.9% Little Canada 3.5% Spring Lake Park 0.3% Maplewood 5.3% Vadnais Heights 5.0% Mounds View 4.7% White Bear Lake 5.1% New Brighton 9.9% Town of White Bear 11.5% North Oaks 8.7% AVERAGE 7.3% Value of Home Value of Home 2016 2017 $ Increase % Increase Pay 2016 Pay 2017 Actual Estimated (Decrease) (Decrease) 190,800$ 200,900$ 845$ 873$ 28$ 3.3% 95,000 100,000 330 346 16 4.8% 142,500 150,000 586 608 22 3.8% 237,400 250,000 1,096 1,130 34 3.1% 379,900 400,000 1,863 1,913 50 2.7% Packet Page Number 155 of 216 H3 Capital Improvement Plan The Capital Improvement Plan (CIP) coordinates the planning, financing and timing of major equipment purchases and construction projects. Drafts of the CIP were presented to council members over the past six months. Adopting the CIP does not commit the Council to the proposed projects. Each project will be brought before the Council for approval before implementation. By adopting the 2017 Budget, funding for equipment purchases and projects will be appropriated. The remaining years included in the CIP are for planning purposes and will not be funded until a budget is adopted for that year. The total expenditures included in the 2017-2021 CIP are $66,769,620. The CIP projects are based on goals established at City Council planning retreats. Major projects include: 1. Hillwood/Crestview Area Pavement Project in 2017; 2. Pond/Dorland Area Street Improvements in 2017; 3. Londin/Highpoint Area Pavement Project in 2017; 4. Farrell/Ferndale Area Street Improvements in 2018; 5. Ferndale/Ivy Area Street Improvements in 2019; 6. Sterling Street Bridge Replacement in 2019; 7. Mailand/Crestview Forest Area Pavement Project in 2019; 8. Rice Street in 2019; 9. Dennis/McClelland Area Street Improvements in 2020; 10. Schaller Area Pavement Project in 2020; 11. White Bear Ave/I694 Interchange Project in 2020; 12. Southcrest/Ferndale Area Pavement Project in 2021; 13. Gladstone Improvements Phase III Project in 2021; 14. East Shore Drive Area Street Improvements in 2021; 15. Park Maintenance and Reinvestment in 2017, 2019, and 2021. 16. Fire Station Rehabilitation in 2018. 17. Gladstone Area Redevelopment in 2018-2019. Budget Impact Adoption of the attached resolution will establish the payable 2017 tax levy and the 2017 Budget and 2017-2021 Capital Improvement Plan for the City of Maplewood. The final resolutions were prepared with the 5.0% levy increase that was approved at the September 12, 2016 meeting. The full budget document will be completed after the adoption of the final budget. Recommendation Staff recommends approval of the following two resolutions: a. Resolution Certifying Taxes Payable in 2017 b. Resolution Adopting a Budget for 2017 and CIP for 2017-2021 Attachments 1. Resolution Certifying Taxes Payable in 2017 2. Breakdown by Debt Service Fund 3. Resolution Adopting a Budget for 2017 and CIP for 2017-2021 4. PowerPoint presentation 5. 2017 Proposed Budget Statements Packet Page Number 156 of 216 H3, Attachment 1 RESOLUTION CERTIFYING TAXES PAYABLE IN 2017 BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF MAPLEWOOD, MINNESOTA that: 1. The following amounts be levied for property taxes payable in 2017, upon the net tax capacity in the City of Maplewood, for the following purposes: General Fund $14,418,079 Debt Service Funds 4,612,000 Recreation Programs Fund 205,000 Capital Improvement Fund 125,000 Police Vehicles and Equipment Fund 150,000 Fire Equipment Replacement Fund 60,000 Ambulance Fund 300,000 Community Center Fund 500,000 Maplewood Area EDA 89,270 TOTAL NET TAX CAPACITY LEVY $20,459,349 2. BE IT FURTHER RESOLVED that a market value based referendum levy for property taxes payable in 2017 be levied for the following purpose 2013B Fire Safety Refunding Bonds $279,484 TOTAL MARKET VALUE BASED LEVY $279,484 3. BE IT FURTHER RESOLVED that the total certified City levy is: TOTAL CERTIFIED LEVY $20,738,833 4. BE IT FURTHER RESOLVED that the scheduled debt service levies have been adjusted as shown on attachment 2, for a total debt service levy of $4,891,484. Packet Page Number 157 of 216 H3, Attachment 2 City of MAPLEWOOD Debt Service Levy ================================= TOTAL ADDITIONS OR CERTIFIED ORIGINAL DATE PAYABLE 2017 REDUCTIONS BY DEBT BOND ISSUES PRINCIPAL ISSUED DEBT LEVY RESOLUTION LEVY ======================= =========== ========== ============= =============== ============ GO IMP 2004B 13,010,000 12-Aug-04 315,820.00$ - 315,820 GO IMP 2007A 10,060,000 1-Jul-07 - - - GO IMP 2007B 5,090,000 15-Oct-07 328,668.33 (75,668) 253,000 GO IMP 2008A 9,970,000 1-Jul-08 0.00 150,000 150,000 GO IMP REFUNDING 2008B 1,070,000 1-Jul-08 50,281.88 (40,282) 10,000 GO IMP REFUNDING 2009A 4,680,000 1-Apr-09 198,003.88 201,996 400,000 GO IMP REFUNDING 2009B 2,690,000 1-Dec-09 364,372.83 - 364,373 GO TIF Refunding 2010B 4,050,000 8-Jul-10 374,272.50 (374,273) - GO IMP 2011A 10,000,000 1-Jun-11 415,319.07 (142,710) 272,609 GO 2012A 5,780,000 1-Jul-12 520,566.27 (510,566) 10,000 GO 2013A refunding 6,180,000 1-Jun-13 447,410.30 - 447,410 GO 2013B refunding 3,700,000 18-Dec-13 345,371.25 - 345,371 GO 2014A 7,745,000 1-Aug-14 520,980.77 - 520,981 GO 2014B refunding 1,255,000 1-Aug-14 276,202.50 23,798 300,000 GO Imp 2015A refunding 3,790,000 1-Jan-15 419,000.00 - 419,000 GO 2015B 1,215,000 8-Jul-15 118,335.00 - 118,335 GO 2015C refunding 7,990,000 8-Jul-15 580,661.84 (140,000) 440,662 GO 2016A 3,765,000 8-Sep-16 291,236.25 (84,998) 206,238 GO 2016B refunding 5,775,000 8-Sep-16 317,685.00 - 317,685 ------------------------ --------------------------- ---------------------- $5,884,187.67 (992,704) 4,891,484 ============= =============== ============ Packet Page Number 158 of 216 H3, Attachment 3 RESOLUTION ADOPTING A 2017 BUDGET AND 2017-2021 CAPITAL IMPROVEMENT PLAN BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF MAPLEWOOD, MINNESOTA that a budget for 2017 is hereby adopted as outlined in the following summary: BE IT FURTHER RESOLVED that the 2017-2021 Capital Improvement Plan, with projects totaling $66,769,620, is hereby approved. BE IT FURTHER RESOLVED that budgets for public improvements will be amended when the Council approves the project and establishes the budget for the project. BE IT FURTHER RESOLVED that the above budgets for Governmental Funds are hereby adopted for financial reporting and management control. BE IT FURTHER RESOLVED that the above budgets for all other funds are hereby adopted for management purposes only. BE IT FURTHER RESOLVED that the transfer of appropriations among the various accounts, within a fund, shall only require the approval of the City Manager or his designee. However, City Council approval is required for transfers from contingency accounts. Revenues: Fund 2016 2017 $ Change % Change General 19,068,880$ 18,183,479$ (885,401)$ -4.64% Special Revenue 901,890 1,673,750 771,860$ 85.58% Debt Service 7,469,510 7,642,890 173,380$ 2.32% Capital Projects 4,040,360 4,154,740 114,380$ 2.83% Enterprise 13,984,470 12,150,000 (1,834,470)$ -13.12% Internal Service 1,803,870 1,696,200 (107,670)$ -5.97% TOTAL 47,268,980$ 45,501,059$ (1,767,921)$ -3.74% Expenditures: Fund 2016 2017 $ Change % Change General 19,005,900$ 19,894,029$ 888,129$ 4.67% Special Revenue 1,019,320 1,616,150 596,830$ 58.55% Debt Service 13,419,790 14,725,820 1,306,030$ 9.73% Capital Projects 1,560,260 7,889,400 6,329,140$ 405.65% Enterprise 12,673,220 10,803,100 (1,870,120)$ -14.76% Internal Service 1,715,430 1,696,200 (19,230)$ -1.12% TOTAL 49,393,920$ 56,624,699$ 7,230,779$ 14.64% Packet Page Number 159 of 216 H3, Attachment 3 BE IT FURTHER RESOLVED that all appropriations which are not encumbered or expended at the end of the fiscal year shall lapse and shall become part of the unencumbered fund balance which may be appropriated for the next fiscal year except appropriations for capital improvement projects which shall not lapse until the project is completed or canceled by the City Council. Packet Page Number 160 of 216 1 TruThTruth in Taxation Hearing 2017 Budget and Tax Levy December 12, 2016 Strategic Priorities Financial Stability Coordinated Communication Effective Governance Targeted Redevelopment Operational Effectiveness H3, Attachment 4 Packet Page Number 161 of 216 2 2017 Property Tax Levy Fund 2016 2017 % Change General Fund $13,131,520 $14,418,079 9.8% Debt Service Funds 4,476,760 4,612,000 3.0% Special Revenue Funds 200,000 205,000 2.5% Capital Project Funds 727,660 335,000 ‐54.0% Enterprise Funds 810,000 800,000 ‐1.2% EDA Fund 89,270 89,270 0.0% Market Value Debt 316,060 279,484 ‐11.6% Total Levy $19,751,270 $20,738,833 5.0% Increase of $987,563 Elements of Levy Change 2016 Levy $19,751,270 COLA and Personnel Increases – Tax Supported 767,000 Body & Squad Cameras and Data Storage 98,000 Comprehensive Plan 50,000 Public Safety Dispatching Increases 73,000 Public Safety Facility Assessment 28,000 Fire and Emergency Services Equipment 33,000 Miscellaneous 13,000 Increase in Debt Service 98,000 Reduction in Inter‐Fund Engineering and Administrative Charges 440,000 Operational Budget Cuts and Changes (212,437) Capital Budget Cuts and Changes (400,000) 2017 Levy $20,738,833 H3, Attachment 4 Packet Page Number 162 of 216 3 Property Tax Impact of Proposed Levy on City Taxes Value of Property for Pay 2016 Value of Property for Pay 2017 Taxable Market Value Pay 2017 2016 City Tax 2017 City Tax $ Amount Increase (Decrease) % Increase (Decrease) $ 95,000 $100,000 $ 71,800 $ 330 $ 347 $17 4.9% $142,500 $150,000 $126,300 $ 586 $ 608 $22 3.7% $190,800 $200,900 $181,700 $ 845 $ 873 $28 3.3% $237,400 $250,000 $253,300 $1,096 $1,130 $34 3.1% $379,900 $400,000 $398,800 $1,863 $1,913 $50 2.7% Includes Market Value Referendum Tax Total Property Tax Bill City 31.82% County 37.69% School 23.30% Special Districts 7.19% 2017 Maplewood Property Tax Bill H3, Attachment 4 Packet Page Number 163 of 216 4 Total Property Tax Bill Sample 2017 Sample Property Tax Statement Maplewood, MN Taxpayer Mary K. Taxpayer Taxes Payable Year 2016 2017 1830 County Road B East Maplewood, MN 55109 Estimated Market Value 190,800 200,900 Homestead Exclusion 20,100 19,200 Property Address Taxable Market Value 170,700 181,700 1830 County Road B East New Improvements - - Property Classification Res Hstd Res Hstd Property Identification Number: 99.99.999.9999 Value Notice sent March 2016 2015 2016 Taxes Payable Year Property Tax and Credits 2,471 2,696 Property taxes before credits - - Agricultural credits that reduce property taxes 2,471 2,696 Property taxes after credits Property Tax by Jurisdiction 1,005 1,016 Ramsey County 828 858 City of Maplewood 448 628 School District 190 194 Special Taxing Districts 2,471 2,696 Total Property Tax Before Special Assessments - - Special Assessments 2,471 2,696 Total Property Tax and Special Assessments 26 24 Market Value Taxes (City and ISD) 2,498 2,720 Total Taxes and Special Assessments Values and Classification 32% Maplewood City tax plus a portion of the market value tax for a total of $873 approximates 32% of the City’s share of the total tax bill. Total Revenues 2016 H3, Attachment 4 Packet Page Number 164 of 216 5 Total Revenues 2017 Total Expenditures 2016 H3, Attachment 4 Packet Page Number 165 of 216 6 Total Expenditures 2017 Expenditures by Category 2016 H3, Attachment 4 Packet Page Number 166 of 216 7 Expenditures by Category 2017 Budgeted Full Time Employees 166.00 164.00 163.00 162.00 157.00 156.00 154.75 150.75 153.00 154.60 140 145 150 155 160 165 170 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 Budgeted Full Time Employees H3, Attachment 4 Packet Page Number 167 of 216 8 General Fund Revenues General Fund Expenditures H3, Attachment 4 Packet Page Number 168 of 216 9 Tax Levy History Average Increase Proposed Year and Past Five Years is 2.9% 17,853,523 18,528,400 18,528,400 18,991,610 19,751,270 20,738,833 2012 2013 2014 2015 2016 2017 Proposed TAX LEVY HISTORY Tax Capacity Rate History Note: Market Value Exclusion Shift Implemented in 2013 44.056% 48.659% 48.378% 46.353% 48.507% 47.205% 2012 2013 2014 2015 2016 2017 Proposed TAX CAPACITY RATE HISTORY H3, Attachment 4 Packet Page Number 169 of 216 10 Tax Capacity History 34,167,315 31,936,556 31,688,029 34,824,694 35,038,551 37,255,693 2012 2013 2014 2015 2016 2017 Proposed TAX CAPACITY HISTORY Fiscal Disparities Distribution History 2,114,655 2,295,581 2,582,639 2,551,939 2,439,009 2,872,903 2012 2013 2014 2015 2016 2017 Proposed FISCAL DISPARITIES DISTRIBUTION HISTORY H3, Attachment 4 Packet Page Number 170 of 216 11 Residential % Change in Total Tax Bill for Maplewood Homeowners Percent Change in Taxes # of Parcels Percent of Total <=0%5,381 47% 1‐10%4,747 41% 11‐20%969 8% 21‐30%249 2% >30%195 2% Total 11,541 100% Provided by Ramsey County Peer Comparisons ‐ 500 1,000 1,500 2,000 2,500 3,000 3,500 4,000 4,500 Shakopee Andover Roseville Cottage Grove Apple Valley St. Louis Park Maplewood Inver Grove Heights Richfield Brooklyn Center 685 695 711 777 809 835 877 894 1,103 1,298 2,386 1,862 2,343 2,086 1,856 2,328 2,749 2,012 2,655 2,990 Peer Comparison of City Taxes and Total Taxes on $200,000 Home in 2016 City Taxes Total Taxes H3, Attachment 4 Packet Page Number 171 of 216 12 Neighbor Comparisons ‐ 500 1,000 1,500 2,000 2,500 3,000 3,500 4,000 White Bear Lake Vadnais Heights Little Canada North St. Paul Oakdale Maplewood Stillwater Oak Park Heights 356 485 548 700 714 877 1,019 1,044 2,046 2,171 2,201 2,656 2,041 2,749 2,010 2,056 Neighbor Comparison City Taxes & Total Taxes on $200,000 Home in 2016 City Taxes Total Taxes Utility Fund Rates Utility Rates Impact on Average Home Quarterly Charge Increase/(Decrease) 2016 Rates 2017 Rates Amount Percent Sanitary Sewer $2.94/unit $2.94/unit $0.00 0.0% Environmental Utility 23.10 25.00 $1.90 8.2% Recycling 9.78 9.78 $0.00 0.0% WAC St. Paul 7% 7% $0.00 0.0% WAC North St. Paul 3.60 3.60 $0.00 0.0% Average St. Paul Bill $101.06 $102.96 $1.90 1.9% Average North St. Paul Bill $101.16 $103.06 $1.90 1.9% H3, Attachment 4 Packet Page Number 172 of 216 13 Capital Improvement Plan 2017-2021 Capital Improvement Plan 2017-2021 H3, Attachment 4 Packet Page Number 173 of 216 14 Capital Improvement Plan 2017-2021 Council Considerations •Recommendation •Adopt 2017 Levy at 5% increase over 2016 •Adopt 2017-2021 CIP totaling $66,769,620 •Other Options •Reduce levy to desired amount and do not fund the deficits •Reduce levy to desired amount and do not fund newinitiatives •Reduce levy to desired amount and cut programs and/orcapital expenses H3, Attachment 4 Packet Page Number 174 of 216 15 Questions? H3, Attachment 4 Packet Page Number 175 of 216 City of Maplewood 2017 Budget Summary General Fund Date of Adoption: December 12, 2016 General Fund (101)Original Actual Budget Estimated Proposed Budget % 2015 2016 2016 2017 Incr/(Decr) Revenues: Property Taxes $12,275,132 $13,131,520 $12,900,000 $14,418,079 9.80% Other Taxes 76,028 63,960 80,000 66,000 3.19% Special Assessments 1,510 800 1,000 1,200 50.00% Licenses & Permits 1,351,543 1,242,340 1,200,000 1,238,600 -0.30% Intergovernmental 936,437 909,710 935,000 946,500 4.04% Charges for Service 2,878,857 3,251,820 3,250,000 1,039,300 -68.04% Fines & Forfeits 220,951 229,000 225,000 225,000 -1.75% Interest 44,021 121,440 110,000 135,000 11.17% Miscellaneous Revenue 96,219 89,050 95,000 88,800 -0.28% Total Revenues 17,880,699 19,039,640 18,796,000 18,158,479 -4.63% Expenditures: Current Citizen Services 1,174,640 1,235,080 1,219,000 1,277,239 3.41% Environment & Econ Dev 1,067,683 1,012,650 1,013,000 1,178,460 16.37% Executive 986,136 1,098,090 1,081,000 1,169,180 6.47% Finance 698,022 702,690 658,000 679,000 -3.37% Fire 1,843,316 1,931,370 1,897,000 2,040,900 5.67% Legislative 154,906 164,090 161,000 162,180 -1.16% Parks & Recreation 511,215 524,650 524,000 459,570 -12.40% Police 8,072,681 8,550,730 8,460,000 9,079,580 6.18% Public Works 3,580,237 3,786,550 3,560,000 3,847,920 1.62% Total Current Expenditures 18,088,836 19,005,900 18,573,000 19,894,029 4.67% Capital Outlay Parks & Recreation 15,168 - - - N/A Public Works 36,131 - - N/A Total Capital Outlay 51,299 - - - N/A Total Expenditures 18,140,135 19,005,900 18,573,000 19,894,029 4.67% Excess of Revenues Over (259,436) 33,740 223,000 (1,735,550) -5243.89% (Under) Expenditures Other Financing Sources (Uses) Transfers In - - - 1,738,550 0.00% Transfers Out (619,316) (28,000) (20,000) (28,000) 0.00% Sale of General Fixed Assets 220,964 29,240 30,000 25,000 -14.50% Total Other Financing (398,352) 1,240 10,000 1,735,550 139863.71% Sources (Uses) Net Change in Fund Balance (657,788) 34,980 233,000 - Fund Balances: Beginning of Year 8,364,323 7,706,535 7,706,535 7,939,535 End of Year $ 7,706,535 $ 7,741,515 $ 7,939,535 $ 7,939,535 H3, Attachment 5 Packet Page Number 176 of 216 City of Maplewood 2017 Budget Summary Total Special Revenue Funds Date of Adoption: December 12, 2016 Special Revenue Funds Original Actual Budget Estimated Proposed Budget % 2015 2016 2016 2017 Incr/(Decr) Revenues: Property Taxes $245,770 $285,220 $285,000 $289,270 1.42% Other Taxes 25,800 25,400 822,000 825,000 3148.03% Licenses & Permits 1,800 1,700 3,000 3,000 76.47% Intergovernmental 3,042,144 - - - 0.00% Charges for Service 440,606 462,940 465,000 462,000 -0.20% Fines & Forfeits 18,479 45,000 18,000 20,000 -55.56% Interest 2,530 590 2,900 1,500 154.24% Miscellaneous Revenue 120,156 81,040 112,000 72,980 -9.95% Total Revenues 3,897,285 901,890 1,707,900 1,673,750 85.58% Expenditures: Current Citizen Services 26,017 35,240 30,000 40,980 16.29% Environment & Econ Dev 44,935 37,580 35,000 39,100 4.04% Executive - - 300,000 459,460 N/A Finance - - - - 0.00% Legislative 28,610 30,000 30,000 30,000 0.00% Parks & Recreation 751,047 741,370 740,500 786,610 6.10% Police 10,747 470 100 10,000 2027.66% Public Works - - - - 0.00% Total Current Expenditures 861,356 844,660 1,135,600 1,366,150 61.74% Capital Outlay Police 77,474 74,660 52,568 - -100.00% Economic Development 3,720,001 100,000 91,505 250,000 150.00% Total Capital Outlay 3,797,475 174,660 144,073 250,000 43.14% Total Expenditures 4,658,831 1,019,320 1,279,673 1,616,150 58.55% Excess of Revenues Over (761,546) (117,430) 428,227 57,600 -149.05% (Under) Expenditures Other Financing Sources (Uses) Transfers In 19,316 28,000 20,000 28,000 0.00% Transfers Out - - - (305,000) N/A Sale of General Fixed Assets 10,353 - - - 0.00% Total Other Financing 29,669 28,000 20,000 (277,000) -1089.29% Sources (Uses) Net Change in Fund Balance (731,877) (89,430) 448,227 (219,400) Fund Balances: Beginning of Year 1,185,502 453,625 453,625 901,852 End of Year $ 453,625 $ 364,195 $ 901,852 $ 682,452 H3, Attachment 5 Packet Page Number 177 of 216 City of Maplewood 2017 Budget Summary Debt Service Fund Date of Adoption: December 12, 2016 Debt Service (300's)Original Actual Budget Estimated Proposed Budget % 2015 2016 2016 2017 Incr/(Decr) Revenues: Property Taxes $4,716,902 $4,725,730 $4,792,820 $4,891,480 3.51% Special Assessments 2,385,554 1,470,170 1,476,600 1,494,190 1.63% Intergovernmental 1,326,016 1,240,590 1,240,590 1,224,460 -1.30% Interest 51,055 33,020 34,640 32,760 -0.79% Miscellaneous Revenue -- - - 0.00% Total Revenues 8,479,527 7,469,510 7,544,650 7,642,890 2.32% Expenditures: Current Fiscal Fees 208,644 63,700 131,780 10,000 -84.30% Total Current Expenditures 208,644 63,700 131,780 10,000 -84.30% Debt Service: Principal Retirement 23,855,537 11,186,100 11,190,540 12,657,820 13.16% Interest 2,798,548 2,160,990 2,158,950 2,048,550 -5.20% Paying Agent and Fiscal Fees 12,380 9,000 9,000 9,450 5.00% Total Debt Service Expenditures 26,666,465 13,356,090 13,358,490 14,715,820 10.18% Total Expenditures 26,875,109 13,419,790 13,490,270 14,725,820 9.73% Excess of Revenues Over (18,395,582) (5,950,280) (5,945,620) (7,082,930) 19.04% (Under) Expenditures Other Financing Sources (Uses) Transfers In 15,473,419 4,892,840 4,892,840 3,653,101 -25.34% Transfers Out (14,145,629) (3,463,190) (5,278,190) (2,587,694) -25.28% Issuance of Debt - - 3,765,000 - 0.00% Issuance of Refunding Debt 11,780,000 - 5,775,000 - 0.00% Premium on Debt Issued 304,073 - 438,880 - 0.00% Total Other Financing 13,411,863 1,429,650 9,593,530 1,065,407 -25.48% Sources (Uses) Net Change in Fund Balance (4,983,719) (4,520,630) 3,647,910 (6,017,523) Fund Balances: Beginning of Year 15,715,780 10,732,061 10,732,061 14,379,971 End of Year $ 10,732,061 $ 6,211,431 $ 14,379,971 $ 8,362,448 H3, Attachment 5 Packet Page Number 178 of 216 2017 Budget Summary Total Capital Projects Funds Original Actual Budget Estimated Proposed Budget % 2015 2016 2016 2017 Incr/(Decr) Revenues: Property Taxes $635,395 $717,470 $735,030 $335,000 -53.31% Tax Increments 876,656 1,078,000 1,217,700 1,381,000 28.11% Other Taxes 93,635 467,260 470,000 487,000 4.22% Special Assessments 6,104 - 250,400 250,000 N/A Licenses & Permits 13,359 10,000 10,000 10,000 0.00% Intergovernmental 3,303,010 1,030,960 2,593,290 586,290 -43.13% Charges for Service 794,360 699,270 1,310,600 760,600 8.77% Interest (6,250) 37,400 (8,400) 42,850 14.57% Miscellaneous Revenue 278,339 - 201,000 302,000 0.00% Total Revenues 5,994,608 4,040,360 6,779,620 4,154,740 2.83% Expenditures: Current Environment & Econ Dev 23,918 116,610 79,672 40,500 -65.27% Executive - - - - 0.00% Finance - - - - 0.00% Fire 237,418 13,400 50,500 50,000 N/A Police 6,438 - - - 0.00% Parks & Recreation 58,264 55,000 15,000 35,000 0.00% Public Works 20,057 146,150 14,250 9,100 -93.77% Total Current Expenditures 346,095 331,160 159,422 134,600 -59.35% Debt Service TIF Developer Payments 84,516 80,120 93,216 93,000 0.00% Interest and Other Charges 197,294 322,000 161,366 320,000 -0.62% Total Debt Service 281,810 402,120 254,582 413,000 2.71% Capital Outlay Citizen Services - 45,000 45,000 45,000 0.00% Economic Development - -- - N/A Fire 1,104,763 70,000 104,000 630,000 800.00% Parks and Recreation 1,633,080 495,000 500,000 325,000 -34.34% Police 394,045 196,980 153,083 226,800 15.14% Public Works 5,745,241 20,000 1,816,000 6,115,000 30475.00% Total Capital Outlay 8,877,129 826,980 2,618,083 7,341,800 787.78% Total Expenditures 9,505,034 1,560,260 3,032,087 7,889,400 405.65% Excess of Revenues Over (3,510,426) 2,480,100 3,747,533 (3,734,660) -250.59% (Under) Expenditures Other Financing Sources (Uses) Transfers In 3,477,529 1,477,600 4,070,040 1,622,978 0.00% Transfers Out (1,992,458) (1,656,100) (1,612,964) (2,119,755) 28.00% Issuance of Debt 1,215,000 - - 3,919,022 0.00% Premium on Debt 20,304 - - - 0.00% Sale of Capital Assets 1,570,560 - 6,000 - N/A Total Other Financing 4,290,935 (178,500) 2,463,076 3,422,245 -2017.22% Sources (Uses) Net Change in Fund Balance 780,509 2,301,600 6,210,609 (312,415) Fund Balances: Beginning of Year (4,816,828) (4,036,319) (4,036,319) 2,174,290 End of Year $ (4,036,319) $ (1,734,719) $ 2,174,290 $ 1,861,875 H3, Attachment 5 Packet Page Number 179 of 216 City of Maplewood 2017 Budget Summary Total Enterprise Funds Date of Adoption: December 12, 2016 Enterprise Funds Actual Budget Estimated Adopted Budget % 2015 2016 2016 2017 Incr/(Decr) Operating Revenues: User Charges $12,226,884 $12,194,270 $12,475,000 $10,600,000 -13.1% Commodity Sales 64,678 78,250 78,000 - -100.0% Rental Revenues 151,866 197,100 197,000 - -100.0% Franchise Taxes 477,280 477,260 480,000 478,000 0.2% Miscellaneous Revenue 91,545 6,800 27,000 14,000 105.9% Total Operating Revenues 13,012,253 12,953,680 13,257,000 11,092,000 -14.4% Operating Expenses: Wages and Benefits 4,486,547 4,279,800 4,257,600 3,341,650 -21.9% Materials and Supplies 389,766 377,290 375,500 212,450 -43.7% Professional Services 5,584,842 5,883,930 5,948,920 5,615,420 -4.6% Depreciation 1,290,315 1,297,550 1,297,690 1,039,860 -19.9% Administrative Charges 784,052 812,970 812,970 593,720 -27.0% Total Operating Expenses 12,535,522 12,651,540 12,692,680 10,803,100 -14.6% Operating Income (Loss)476,731 302,140 564,320 288,900 -4.4% Nonoperating Revenues (Expenses) Intergovernmental Grants 287,307 211,620 219,770 210,000 -0.8% Investment Income 22,836 20,510 43,200 48,000 134.0% Property Taxes 824,147 798,660 810,000 800,000 0.2% Other Nonoperating Expense (19,578) (21,680) (13,800) - -100.0% Gain (Loss) on Sale of Assets 1,524 - 1,200 - 0.0% Total Nonoperating Revenue 1,116,236 1,009,110 1,060,370 1,058,000 4.8% (Expense) Income (Loss) Before 1,592,967 1,311,250 1,624,690 1,346,900 2.7% Operating Transfers Capital Contributions 1,030,343 - - - 0.0% Operating Transfers In 136,189 - - - 0.0% Operating Transfers Out (2,349,050) (1,251,150) (2,071,726) (2,002,180) 60.0% Change in Net Position 410,449 60,100 (447,036) (655,280) -1190.3% Net Position Beginning of Year 49,109,831 49,520,280 49,520,280 49,073,244 End of Year $ 49,520,280 $ 49,580,380 $ 49,073,244 $ 48,417,964 H3, Attachment 5 Packet Page Number 180 of 216 City of Maplewood 2017 Budget Summary Total Internal Service Funds Date of Adoption: December 12, 2016 Responsible Department: Finance Internal Service Funds Actual Budget Estimated Adopted Budget % 2015 2016 2016 2017 Incr/(Decr) Operating Revenues: User Charges $- $- $- $- 0.0% Commodity Sales - - - - 0.0% Rental Revenues - - - - 0.0% Miscellaneous Revenue 8,434,641 1,802,660 8,836,680 1,693,200 -6.1% Total Operating Revenues 8,434,641 1,802,660 8,836,680 1,693,200 -6.1% Operating Expenses: Wages and Benefits 7,778,122 671,160 7,780,000 686,080 2.2% Materials and Supplies 248,067 316,300 270,000 295,650 -6.5% Professional Services 362,639 434,610 434,000 410,150 -5.6% Depreciation 292,419 292,630 242,600 304,320 4.0% Total Operating Expenses 8,681,247 1,714,700 8,726,600 1,696,200 -1.1% Operating Income (Loss)(246,606) 87,960 110,080 (3,000) -103.4% Nonoperating Revenues (Expenses) Intergovernmental Grants 32,410 - 159,000 - 0.0% Investment Income 15,583 1,210 17,100 3,000 147.9% Other Nonoperating Expense (8,856) (730) (8,450) - -100.0% Gain (Loss) on Sale of Assets 39,430 - 40,200 - 0.0% Total Nonoperating Revenue 78,567 480 207,850 3,000 525.0% (Expense) Income (Loss) Before (168,039) 88,440 317,930 - -100.0% Operating Transfers Capital Contributions - - - - 0.0% Operating Transfers In - - - - 0.0% Operating Transfers Out - - - - 0.0% Change in Net Position (168,039) 88,440 317,930 - -100.0% Net Position Beginning of Year 3,210,051 3,042,012 3,042,012 3,359,942 End of Year $ 3,042,012 $ 3,130,452 $ 3,359,942 $ 3,359,942 H3, Attachment 5 Packet Page Number 181 of 216 THIS PAGE IS INTENTIONALLY LEFT BLANK Packet Page Number 182 of 216 I1 MEMORANDUM TO: Melinda Coleman, City Manager FROM: Karen Haag , Citizen Services Director Regan Beggs, Business License Specialist DATE: November 29, 2016 SUBJECT: Consider Approval of an Ordinance Amending Chapter 6, Article II Regulating 3.2 Percent Malt Liquors and Article III Regulating Intoxicating Liquors – Second Reading and Summary of Ordinance for Publication Introduction: The City Council approved the first reading amending Chapter 6, Article II Regulating 3.2 Percent Malt Liquors and Article III Regulating Intoxicating Liquors at the November 28, 2016 City Council Meeting. Background Recent amendments to MN Statute §340A, have brought to staff's attention that current City Code regulating Alcoholic Beverages contains conflicting language. W hile it is in the City’s power to enact local ordinances that are more restrictive than state requirements, in an attempt to create a level of consistency for our license holders, who must navigate both state and local regulations, staff is requesting Council’s approval to amend Chapter 6 (Alcoholic Beverages) to reflect current State guidelines. In addition to the first reading amendments approved by Council at the November 28th meeting, staff is also requesting that Council approve an additional amendment that would allow an On- Sale Intoxicating Liquor, Off-Sale Intoxicating Liquor and Sunday Sales license to be approved by Council without the requirement of a Public Hearing. Council approval for these types of licenses would still be required, presented to Council under New Business. MN §331A.01 subd.10 requires that summary ordinances give an accurate and intelligible synopsis of the essential elements of the ordinance. The proposed language for the summary ordinance is attached for approval. Recommendation Staff recommends Council approve the second reading of proposed amendments to Chapter 6, Article II Regulating 3.2 Percent Malt Liquors and Article III Regulating Intoxicating Liquors; and further approve the Summary Ordinance for Publication. Attachments 1. Ordinance Amendment of Chapter 6, Article II Regulating 3.2 Percent Malt Liquors and Article III Regulating Intoxicating Liquors 2. Chapter 6, Article II Regulating 3.2 Percent Malt Liquors and Article III Regulating Intoxicating Liquors – Summary Ordinance for Publication Packet Page Number 183 of 216 I1, Attachment 1 Sec. 6-37. - Hours of sale and consumption. (a) No 3.2 percent malt liquor shall be sold in the city between 2:00 a.m. and 12:00 noon10:00 a.m. on Sundays. (b) No on-sale licensee shall permit 3.2 percent malt liquor to be consumed on the licensed premises during the hours when the sale thereof is prohibited by this section; provided, however, that the licensee shall be allowed a 30-minute period following the 2:00 a.m., closing hour to clear the premises of customers who are on the premises at 2:00 a.m., and such customers during that time may consume 3.2 percent malt liquor beverages purchased by them before 2:00 a.m., Minn. Stats § 340A.504, subd. 6. (Ord. No. 875, 10-23-2006) State Law reference— Sales of non-intoxicating malt liquor, closing hours, Minn. Stats. § 340A.504, subds. 1, 2. Sec. 6-116. - Hours of sale. (a) No sale of intoxicating liquor for consumption on the licensed premises may be made: (1) Between 2:00 a.m. (if licensee has a 2:00 a.m. license issued by the state commissioner of public safety) and 8:00 a.m. on the days of Monday through Sunday (if licensee has a Sunday license approved by the city council). (2) On Sundays (b) No sale of intoxicating liquor may be made by an off-sale licensee: (1) On Sundays; (2) Before 8:00 a.m. or after 10:00 p.m. on Monday through Saturday; (3) On Thanksgiving Day; (4) On Christmas Day, December 25; or (5) After 8:00 p.m. on Christmas Eve, December 24. (Ord. No. 875, 10-23-2006) State Law reference— Hours and days of sale, Minn. Stats. § 340A.504, subd. 4. Sec. 6-163. - Sunday sales licenses for on-sale licensees. The holder of an on-sale liquor license under this division may apply to the council for a Sunday sales license. The city council may after one public hearing grant an on-sale licensee a Sunday sales license permitting the licensee to sell intoxicating liquor between the hours of 108:00 a.m. on Sundays and 2:00 a.m. on Mondays in conjunction with the sale of food, provided that the licensee is in conformance with the Minnesota Clean Air Act. An application for a Sunday sales license must be made at the same time and on the same application as the on-sale licensee uses to apply for an on-sale license or renewal thereof. If the first application for a Sunday sales license is made before the time for renewing the on-sale license, the clerk may provide for a special supplementary application for the Sunday sales license. No Sunday sales license may be issued to an on-sale licensee unless the licensee operates a restaurant serving meals regularly Packet Page Number 184 of 216 I1, Attachment 1 to the public and having facilities for serving at least 30 diners at the same time. Under a Sunday sales license, liquor may be served on Sundays only to people seated at restaurant or dining room tables. (Ord. No. 875, 10-23-2006) State Law reference— Authority for above section, Minn. Stats. § 340A.504, subd. 2(2). Sec. 6-165. - Investigation of applicant; inspection of premises; council hearing; grant or denial. (a) The city clerk must immediately transmit an application for a license submitted under this division to the police chief for investigation of the applicant. Relevant information will also be forwarded to the fire marshal for inspection of the premises. (b) Upon completion of the investigation under subsection (a) of this section, the police chief or the city clerk shall report the findings to the city council at a meeting for approval of the application. at a public hearing on the application held according to law. (c) The city council must either grant or deny the application for a license under this division after the council meeting public hearing is held under subsection (b) of this section. (Ord. No. 875, 10-23-2006) Sec. 6-221. - Definitions. The following words, terms and phrases, when used in this division, shall have the meanings ascribed to them in this section, except where the context clearly indicates a different meaning: On-sale wine licenses means licenses authorizing the sale of wine not exceeding 2414 percent alcohol by volume, for consumption on the licensed premises only, and in conjunction with the sale of food. Holders of an on-sale wine license are permitted to sell intoxicating malt liquor without an additional license. State Law reference— On-sale wine licenses, Minn. Stats. § 340A.404, subd. 5. Sec. 6-251. - Issuance to nonprofit organizations. Notwithstanding any other section of this chapter, a bona fide nonprofit charitable, religious or veterans' organization may obtain an on-sale license to sell wine not exceeding 2414 percent alcohol by volume and intoxicating malt liquor for consumption on the licensed premises only. The fee for such license shall be established by the city council by resolution from time to time. The city may not issue more than three four-day, four three-day, six two-day, or 12 one-day temporary licenses, in any combination not to exceed 12 days per year. (Ord. No. 875, 10-23-2006) State Law reference— Similar provisions, Minn. Stats. § 340A.410 subd. 10. Sec. 6-316. - Sale of wine, 3.2 percent malt liquor and intoxicating liquor. Packet Page Number 185 of 216 I1, Attachment 1 The city may authorize the holder of an on sale wine, 3.2 percent malt liquor, or intoxicating liquor license issued by the City of Maplewood or a municipality adjacent to the City of Maplewood and will allow the licensee to dispense wine not exceeding 2414 percent alcohol by volume, 3.2 percent malt liquor, or intoxicating liquor at any convention, banquet, conference, meeting of social affair conducted on the premises of the Maplewood Community Center, under operation by the YMCA. The sale of wine not exceeding 2414 percent by volume, 3.2 percent malt liquor, and intoxicating liquor may be served in the Maplewood Community Center under the following conditions: (1) The licensee is engaged to dispense wine, 3.2 percent malt liquor and intoxicating liquor at an event by a person or organization permitted to use the designated room of the Maplewood Community Center. (2) Wine, 3.2 percent malt liquor and intoxicating liquor is dispensed only to persons attending the event in the designated room for which the room was rented and such dispensing is done only in the room which was rented. (3) The licensee shall serve wine, 3.2 percent malt liquor and intoxicating liquor according to this chapter and other city ordinances. (4) The licensee delivers to the city a certificate of insurance providing off-premises liquor liability coverage naming the city, in the amount of statutory limits, as an additional named insured. (5) All parties consuming wine, 3.2 percent malt liquor and intoxicating liquor in the Maplewood Community Center shall be required to conform to state liquor laws and all rules and regulations regulating the serving or consumption of wine, 3.2 percent malt liquor or intoxicating liquor as established by the city. (6) Wine, 3.2 percent malt liquor and intoxicating liquor may only be served until 12:00 midnight on all evenings, Sunday—Saturday. (7) Licensees seeking authorization to dispense wine, 3.2 percent malt liquor, or intoxicating liquor in the Maplewood Community Center shall apply to the city clerk for a per event permit on a form prescribed by the city. (8) Whenever it is determined that a specific event for which the licensee will be providing on-sale wine, 3.2 percent malt liquor, or intoxicating liquor requires special or unique conditions, the city council may impose such additional conditions. Compliance with these additional conditions shall be a requirement of the permit. (Ord. No. 953, 9-28-2015) Packet Page Number 186 of 216 I1, Attachment 2 Summary Ordinance ___ Amending Chapter 6, Article II Regulating 3.2 Percent Malt Liquors and Article III Regulating Intoxicating Liquors 1. Sec. 6-37. subd.(a) - Hours of sale and consumption. Changes the time that 3.2 percent malt liquor may be sold on Sundays from 12 p.m. to 10 a.m. 2. Sec. 6-116. subd.(a)(1) - Hours of sale. Provides clarification that a Sunday license must be approved by Council for Sunday sales to occur. 3. Sec. 6-163 - Sunday sales licenses for on-sale licensees. Changes the time that on- sale of intoxicating liquor may be sold on Sundays from 10 a.m. to 8 a.m; removes the requirement that a Public Hearing be held before City Council may grant a Sunday sales license (Council approval must still be obtained before a license may be granted). 4. Sec. 6-165 - Investigation of applicant; inspection of premises; council hearing; grant or denial. Removes the requirement that a Public Hearing be held before City Council may grant an On-Sale or Off-Sale license (Council approval must still be obtained before a license may be granted). 5. Sec. 6-221 – Definitions. Increases the allowable percentage of wine sold on-sale from 14 percent to 24 percent. 6. Sec. 6-251 - Issuance to nonprofit organizations. Increases the allowable percentage of wine sold on-sale from 14 percent to 24 percent. 7. Sec. 6-316 - Sale of wine, 3.2 percent malt liquor and intoxicating liquor. Incorporates language that specifies that the MCC is operated by the YMCA; increases the allowable percentage of wine sold on-sale from 14 percent to 24 percent. Packet Page Number 187 of 216 THIS PAGE IS INTENTIONALLY LEFT BLANK Packet Page Number 188 of 216 J1 MEMORANDUM TO: Melinda Coleman, City Manager FROM: Karen Haag, Director Citizen Services Regan Beggs, Business License Specialist DATE: November 16, 2016 SUBJECT: Consider Approval of Resolution for 2017 Annual Liquor License Renewals for Club, Off-Sale, On-Sale, and Wine Introduction All city issued liquor licenses are due to expire on December 31, 2016. The following license holders have been notified of the renewal requirement, and are eligible to renew their licenses contingent upon the receipt of their completed license renewal application, required fees and insurance policies. Budget Impact None Recommendation It is recommended that Council approve the Resolution for 2017 Annual Liquor License Renewals for Club, Off-Sale, On-Sale, and Wine. Attachments 1. Resolution for 2017 Annual Liquor License Renewals for Club, Off-Sale, On-Sale, and Wine Packet Page Number 189 of 216 J1, Attachment 1 RESOLUTION 2017 ANNUAL LIQUOR LICENSE RENEWALS FOR CLUB, OFF-SALE, ON-SALE AND WINE RESOLVED BY THE CITY COUNCIL OF THE CITY OF MAPLEWOOD, RAMSEY COUNTY, MINNESOTA, that the following On-Sale, Off-Sale, Club and Wine Liquor licenses, having been previously duly issued by this Council, are hereby approved for renewal for one year, effective January 1, 2017, with approvals granted herein subject to satisfactory results of required Police, Fire, health inspections, and required documentation submitted: Off-Sale 3.2 Beer Licenses Cub Foods #30244 100 County Road B West Cub Foods #31264 2390 White Bear Avenue Maplewood Kwik Mart 2150 McMenemy Street North Rainbow Foods #7300 2501 White Bear Avenue SuperAmerica #4022 1750 White Bear Avenue SuperAmerica #4089 11 Century Avenue South Off-Sale Intoxicating Liquor Licenses 61 Liquors 2700 Maplewood Dr North A-1 Liquor 19 Century Avenue North Big Discount Liquor 2515 White Bear Avenue Costco Wholesale #1021 1431 Beam Avenue East Cub Discount Liquor 100 West County Road B Heritage Liquor LLC 1347 Frost Avenue Maddie’s Liquor 1690 McKnight Road North Maplewood Wine Cellar 1281 Frost Avenue Merwin Liquors 1700-D Rice Street MGM Liquor Warehouse 2950 White Bear Avenue Party Time Liquor 1835 East Larpenteur Avenue Princess Liquor ‘n Tobacco 2728 Stillwater Road Sarrack’s Int’l. Wine & Spirits 2305 Stillwater Road White Bear Liquor & Wine 2227 White Bear Avenue On-Sale 3.2 Beer Licenses On-Sale Club License Chipotle Mexican Grill #1438 Maplewood Moose Lodge #963 3095 W hite Bear Ave North 1946 English Street Packet Page Number 190 of 216 J1, Attachment 1 On-Sale Intoxicating Liquor Licenses 5-8 Tavern & Grill 2289 Minnehaha Avenue Acapulco Mexican Restaurant 3069 White Bear Avenue Aramark 2350 Minnehaha Avenue East Bleechers Bar & Grill 2220 White Bear Avenue Buffalo Wild Wings #118 3085 White Bear Avenue Chili’s Grill & Bar #224 1800 Beam Avenue Chipotle Mexican Grill #224 2303 White Bear Avenue Goodrich Golf Course 1820 North Van Dyke Guldens Roadhouse 2999 North Highway 61 Jake’s City Grille 1745 Beam Avenue East Keller Golf Course 2166 Maplewood Drive North McCarron’s Pub and Grill 1986 Rice Street N Myth 3090 Southlawn Drive North Olive Garden #1200 1749 Beam Avenue Osaka Sushi & Hibachi 1900 County Road D E Outback Steakhouse #2412 1770 Beam Avenue Red Lobster #0283 2925 White Bear Avenue Stargate Dance Club 1700 Rice Street, Suite J T.G.I. Friday’s #0472 3087 White Bear Avenue The Dog House Bar & Grill 2029 Woodlynn Avenue East The Ponds at Battle Creek 601 Century Avenue South Tokyo Sushi – All You Can Eat 1935 Beam Ave E Ste 103 On-Sale Wine/Strong Beer Licenses Bambu Asian Cuisine 1715-A Beam Avenue Noodles & Company 2865 White Bear Avenue Taste of India 1745 Cope Avenue East Packet Page Number 191 of 216 MEMORANDUM TO: Melinda Coleman, City Manager FROM: Steven Love, City Engineer / Deputy Public Works Director Jon Jarosch, Civil Engineer II DATE: December 1, 2016 SUBJECT: Consider Resolution Accepting Feasibility Study, Authorizing Preparation of Plans & Specifications, and Calling for Public Hearing, Hillwood/Crestview Area Pavement Improvements, City Project 16-13 Introduction The feasibility study for the Hillwood/Crestview Area Pavement Improvements, City Project 16- 13, is complete and available in the office of the City Engineer. A copy will be sent to all council members with the packet information and will also be available in the council chambers during the meeting on Monday night. The study includes information on the proposed improvements, costs, and financing. The City Council will consider accepting the feasibility study, authorizing the preparation of plans and specifications, and ordering a public hearing to be held on January 9, 2017. Background The Hillwood/Crestview Area Streets are generally bounded by Mailand Road, Linwood Avenue, McKnight Road, and Sterling Street (see attached project location map). This is the next project area identified to receive improvements as a result of the passage of the gas franchise fee ordinance. On July 11, 2016 the City Council ordered the preparation of the feasibility study. The proposed project includes approximately 2.25 miles of streets which have an average pavement condition index (PCI) rating of 32 (on a scale of 1 to 100) according to the most recent street rating survey. These streets have continued to deteriorate over the years and are in need of rehabilitation. The existing streets have concrete curb and gutter along with a storm sewer system. The proposed project will be primarily focused on rehabilitation of the pavement utilizing methods such as full depth reclaiming or mill and overlaying. The aging and deteriorating condition of roads shown on the project location map presents an ongoing maintenance problem for the City of Maplewood Street Department. The condition of the existing streets also represents a decreased level of service for the residents of Maplewood, with the City receiving numerous complaints from area residents about substandard street conditions. An informational packet was mailed to the residents on October 13, 2016 and contained information about the proposed pavement rehabilitation project, a project location map, a letter explaining assessments, a questionnaire, questionnaire information, and a letter inviting residents to a neighborhood meeting. J2 Packet Page Number 192 of 216 An informational neighborhood meeting was held October 26, 2016 at the Maplewood Community Center. Staff mailed out the meeting invitation to 260 property owners and approximately 25 residents attended the meeting. The meeting generally ran from 6:00 pm to 7:30 p.m. including a presentation, question and answer session, and one-on-one conversations. Items presented at the meeting included the public improvement process, an explanation of why the Hillwood/Crestview Area was chosen for improvements, project scope, proposed assessments, and an estimated project timeline. Discussion The existing public infrastructure for the streets in the project areas generally consists of a bituminous pavement section, concrete curb and gutter, storm sewer, sanitary sewer, and water utilities. The proposed project is focused primarily on fixing the condition of the bituminous pavement. Staff is recommending reclaiming the top 8 inches of the street section. By reclaiming, grinding the top 8 inches of the street section, the crushed bituminous is blended with the underlying aggregate to form new base material to support the road. After the road has been reclaimed and excess material removed, the road base will be reshaped to provide adequate drainage. The new base material will be compacted, and a new bituminous pavement surface will be installed. The proposed project also includes minor adjustments and repairs to the existing storm sewer, sanitary sewer, and water utilities. The feasibility study found that the proposed project is feasible, necessary, and cost effective from an engineering standpoint. If the study is accepted along with authorization for preparation of plans and specifications, then a Public Hearing will be scheduled for January 9, 2017. The Public Hearing is the meeting in which the residents have the opportunity to comment on the project. In order to proceed with the project a super majority vote is needed for ordering of the improvement after public testimony is received. Budget Impact The estimated project cost is $1,582,542 and is outlined below: PROPOSED IMPROVEMENTS TOTAL AMOUNT % OF PROJECT COST STREET IMPROVEMENTS 1,391,377$ 88% DRAINAGE IMPROVEMENTS 94,471$ 6% SANITARY SEWER IMPROVMENTS 62,981$ 4% WATER SYSTEM IMPROVEMENTS 33,713$ 2% TOTAL ESTIMATE OF PROJECT COSTS $1,582,542 100% ESTIMATED PROJECT COST SUMMARY The estimated costs includes 10% contingencies and 24% overhead, which include engineering, administrative, legal, and fiscal expenses. The improvements are proposed to be financed through a combination of special assessments to the benefiting properties, the Sanitary Sewer Fund, the Environmental Utility Fund, St. Paul J2 Packet Page Number 193 of 216 Water Funds, and Gas Franchise Fee Funds The following is a summary of the estimated financing for the proposed project: PROPOSED IMPROVEMENTS TOTAL AMOUNT % OF COST RECOVERY GAS FRANCHISE FEE FUND 567,924$ 36% SPECIAL BENEFIT ASSESSMENT 823,453$ 52% ENVIRONMENTAL UTILITY FUND 94,471$ 6% SANITARY SEWER FUND 62,981$ 4% ST. PAUL W.A.C. FUND 33,713$ 2% TOTAL PROJECT FUNDING $1,582,542 100% ESTIMATED PROJECT COST RECOVERY The proposed project funding is approximately $200,000 more than the proposed 2017-2021 CIP funding plan. The increase in the proposed project funding plan is primarily covered by an increase in the amount of Gas Franchise Fee funds utilized. Last year’s pavement rehabilitation project had a significant savings in the amount of Gas Franchise Fee funds used due to receiving favorable bid prices. The estimated project costs and proposed project funding plan have been reviewed by the Finance Director. During the design process city staff will work to see if there are any bid alternative options for the proposed project to help hold to the proposed project budget and available funding. The use of bid alternatives allows the City to adjust the scope of improvements to conform to budgetary constraints while maximizing the work completed. In essence, this would allow the bids to be received and the City can choose the design based on the cost it is comfortable with in order to proceed. An independent appraisal firm was hired to ascertain an opinion of special benefit received by properties within the neighborhood project area. This information will ultimately be utilized to set the special benefit assessment amounts for the project area. For the purposes of the feasibility report, the rates established in the City’s Special Assessment Policy were utilized and represent the maximum assessment rates for this project. • Residential o Pavement Rehabilitation / Replacement Rate = $3,450/unit • Commercial / Multi-Family o Commercial /Multi-Family Special Benefit Assessment Rates = $69 Per Linear Foot There are a total of 249 assessable residential and commercial/multi-family parcels within the project area. An additional open house will be held for residents prior to the Public Hearing on January 9th to help answer questions pertaining to assessments or proposed improvements and processes. Recommendation It is recommended that the City Council approve the attached Resolution Accepting the Feasibility Report, Authorizing the Preparation of Plans and Specifications, and Calling for a Public Hearing for 7:00 p.m. on January 9, 2017 for the Hillwood/Crestview Area Pavement Improvements, City Project 16-13. J2 Packet Page Number 194 of 216 Attachments 1. Resolution 2. Project Map 3. Feasibility Executive Summary 4. Feasibility Report (separate attachment) J2 Packet Page Number 195 of 216 RESOLUTION ACCEPTING FEASIBILITY STUDY, AUTHORIZING PREPARATION OF PLANS AND SPECIFICATIONS, AND CALLING FOR PUBLIC HEARING WHEREAS, pursuant to a resolution of the council adopted July 11, 2016, a report has been prepared by the City Engineering Division with reference to the improvement of Hillwood/Crestview Area Pavement Improvements, City Project 16-13, and this report was received by the council on December 12, 2016, and WHEREAS, the report provides information regarding whether the proposed project is necessary, cost-effective, and feasible, NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF MAPLEWOOD, MINNESOTA: 1. The City Council will consider the Hillwood/Crestview Area Pavement Improvements, City Project 16-13 in accordance with the report and the assessment of abutting property for all or a portion of the cost of the improvement pursuant to Minnesota Statutes, Chapter 429 at an estimated total cost of $1,582,542.00. 2. The City Engineer or his designee is the designated engineer for this improvement project and is hereby directed to prepare final plans and specifications for the making of said improvement. 3. The Finance Director is hereby authorized to make the financial transfers necessary for the preparation of plans and specifications. A proposed budget of $1,582,542.00 shall be established. The proposed financing plan is as follows: PROPOSED IMPROVEMENTS TOTAL AMOUNT % OF AREA #1 GAS FRANCHISE FEE FUND 567,924$ 36% SPECIAL BENEFIT ASSESSMENT 823,453$ 52% ENVIRONMENTAL UTILITY FUND 94,471$ 6% SANITARY SEWER FUND 62,981$ 4% ST. PAUL W.A.C. FUND 33,713$ 2% TOTAL PROJECT FUNDING $1,582,542 100% ESTIMATED PROJECT COST RECOVERY 4. A public hearing shall be held on such proposed improvement on the 9th day of January, 2017 in the council chambers of city hall at 7:00 p.m., and the clerk shall give mailed and published notice of such hearing and improvement as required by law. Approved this 12th day of December, 2016. J2, Attachment 1 Packet Page Number 196 of 216 J2, Attachment 2 Packet Page Number 197 of 216 iv HILLWOOD-CRESTVIEW AREA STREET IMPROVEMENTS CITY PROJECT 16-13 EXECUTIVE SUMMARY CRESTVIEW DRIVE, DORLAND ROAD, HILLWOOD DRIVE, HUNTINGTON COURT, LAKEWOOD DRIVE, MARNIE STREET, OAKRIDGE DRIVE, OAKRIDGE LANE, SPRINGSIDE DRIVE, TEAKWOOD COURT, TEAKWOOD DRIVE Project Summary This feasibility report has been prepared for the Hillwood-Crestview Area Street Improvements, City of Maplewood Project 16-13. The above referenced streets total approximately 2.25 miles in length. The proposed improvements include the following: 1) Reclamation of all project streets. Sub-grade repairs in areas of failure as necessary to support the new street section. 2) Removal and replacement of damaged sections of concrete curb and gutter and surmountable curb in driveway areas. 3) Replacement of outdated sanitary sewer castings. 4) Replacement of damaged storm sewer castings. 5) Replacement of pedestrian curb ramps as necessary. Project Cost The estimated total project cost is $1,582,542 and is outlined as follows: PROPOSED IMPROVEMENTS TOTAL AMOUNT % OF TOTAL STREET IMPROVEMENTS 1,391,377$ 88% STORM IMPROVEMENTS 94,471$ 6% SANITARY SEWER IMPROVMENTS 62,981$ 4% WATER SYSTEM IMPROVEMENTS 33,713$ 2% TOTAL ESTIMATED PROJECT COST: $1,582,542 100% ESTIMATED PROJECT COST SUMMARY The estimated costs includes 10% contingencies and 24% overhead, which include engineering, administrative, legal, and fiscal expenses. Proposed Financing The improvements are proposed to be financed through a combination of special assessments to the benefiting properties, Gas Franchise Fees, the Sanitary Sewer Fund, the Environmental Utility Fund and St. Paul W.A.C. funds. The table on the following page displays a summary of the estimated financing for the proposed project. J2, Attachment 3 Packet Page Number 198 of 216 v Schedule The following schedule may be implemented, should it be determined to proceed with the project: Receive feasibility study 12/12/2016 Order public hearing 12/12/2016 Authorize preparation of plans and specifications 12/12/2016 Public hearing 1/9/2017 Approve plans and specifications/Authorize advertisement for bids 1/23/2017 Bid date 3/2/2017 Assessment hearing 3/13/2017 Accept bids/award contract 3/13/2017 Begin construction May 2017 Complete construction September 2017 Assessments certified to Ramsey County November 2017 FUNDING SOURCE TOTAL AMOUNT % OF TOTAL PROJECT GAS FRANCHISE FEE FUND $567,924 36% SPECIAL BENEFIT ASSESSMENT $823,453 52% ENVIRONMENTAL UTILITY FUND $94,471 6% SANITARY SEWER FUND $62,981 4% ST. PAUL W.A.C. FUND $33,713 2% TOTAL PROJECT FUNDING $1,582,542 100% ESTIMATED PROJECT COST RECOVERY J2, Attachment 3 Packet Page Number 199 of 216 i FEASIBILITY REPORT HILLWOOD-CRESTVIEW AREA STREET IMPROVEMENTS PROJECT 16-13 CRESTVIEW DRIVE, DORLAND ROAD, HILLWOOD DRIVE, HUNTINGTON COURT, LAKEWOOD DRIVE, MARNIE STREET, OAKRIDGE DRIVE, OAKRIDGE LANE, SPRINGSIDE DRIVE, TEAKWOOD COURT, TEAKWOOD DRIVE I hereby certify that this report was prepared by me or under my direct supervision and that I am a duly Licensed Professional Engineer under the laws of the State of Minnesota. Signature: ____________________________ Jonathon E. Jarosch, P.E. Date: __12/7/2016_____________________ License No. 49105 Document Prepared by: Jonathon E. Jarosch, P.E. City of Maplewood Department of Public Works 1902 East County Road B Maplewood, Minnesota 55109 For The Permanent Record Meeting Date: 12-12-2016 Agenda Item #: J2, Attachment 4 ii TABLE OF CONTENTS CERTIFICATION ........................................................................................................................... i TABLE OF CONTENTS ................................................................................................................ ii EXECUTIVE SUMMARY ............................................................................................................. iv 1.0 INTRODUCTION .................................................................................................................. 1 1.1 General .................................................................................................................... 1 1.2 Resident Correspondence ........................................................................................ 1 2.0 EXISTING CONDITIONS ..................................................................................................... 2 2.1 Pavement Conditions ............................................................................................... 2 2.2 Geotechnical Summary ............................................................................................ 5 2.3 Existing Curb and Gutter .......................................................................................... 5 2.4 Existing Utility Summary .......................................................................................... 5 2.5 Resident Concerns .................................................................................................. 5 2.51 Traffic Concerns ......................................................................................... 5 2.52 Pedestrian Concerns .................................................................................. 6 2.53 Assessments .............................................................................................. 6 3.0 PROPOSED IMPROVEMENTS ........................................................................................... 6 3.1 Pavement Rehabilitation .......................................................................................... 6 3.2 Curb Replacement and Pedestrian Ramps .............................................................. 6 3.3 Utility Upgrades and Repairs .................................................................................... 6 3.4 Resident Requested Improvements ......................................................................... 7 4.0 MISCELLANEOUS PRIVATE UTILITIES ............................................................................ 7 5.0 EROSION CONTROL .......................................................................................................... 7 6.0 TRAFFIC CONTROL ........................................................................................................... 7 7.0 PROJECT COST ................................................................................................................. 8 8.0 COST RECOVERY .............................................................................................................. 8 9.0 PROJECT SCHEDULE ........................................................................................................ 9 iii 10.0 CONCLUSIONS AND RECOMMENDATIONS .................................................................... 9 APPENDIX A - EXHIBITS .................................................................................................. 10 Exhibit 1: Project Location Map Exhibit 2: Geotechnical Summary Exhibit 3: Preliminary Cost Estimate Exhibit 4: Preliminary Assessment Roll Exhibit 5: Preliminary Assessment Map 1 Exhibit 6: Preliminary Assessment Map 2 iv HILLWOOD-CRESTVIEW AREA STREET IMPROVEMENTS CITY PROJECT 16-13 EXECUTIVE SUMMARY CRESTVIEW DRIVE, DORLAND ROAD, HILLWOOD DRIVE, HUNTINGTON COURT, LAKEWOOD DRIVE, MARNIE STREET, OAKRIDGE DRIVE, OAKRIDGE LANE, SPRINGSIDE DRIVE, TEAKWOOD COURT, TEAKWOOD DRIVE Project Summary This feasibility report has been prepared for the Hillwood-Crestview Area Street Improvements, City of Maplewood Project 16-13. The above referenced streets total approximately 2.25 miles in length. The proposed improvements include the following: 1) Reclamation of all project streets. Sub-grade repairs in areas of failure as necessary to support the new street section. 2) Removal and replacement of damaged sections of concrete curb and gutter and surmountable curb in driveway areas. 3) Replacement of outdated sanitary sewer castings. 4) Replacement of damaged storm sewer castings. 5) Replacement of pedestrian curb ramps as necessary. Project Cost The estimated total project cost is $1,582,542 and is outlined as follows: PROPOSED IMPROVEMENTS TOTAL AMOUNT % OF TOTAL STREET IMPROVEMENTS 1,391,377$ 88% STORM IMPROVEMENTS 94,471$ 6% SANITARY SEWER IMPROVMENTS 62,981$ 4% WATER SYSTEM IMPROVEMENTS 33,713$ 2% TOTAL ESTIMATED PROJECT COST: $1,582,542 100% ESTIMATED PROJECT COST SUMMARY The estimated costs includes 10% contingencies and 24% overhead, which include engineering, administrative, legal, and fiscal expenses. Proposed Financing The improvements are proposed to be financed through a combination of special assessments to the benefiting properties, Gas Franchise Fees, the Sanitary Sewer Fund, the Environmental Utility Fund and St. Paul W.A.C. funds. The table on the following page displays a summary of the estimated financing for the proposed project. v Schedule The following schedule may be implemented, should it be determined to proceed with the project: Receive feasibility study 12/12/2016 Order public hearing 12/12/2016 Authorize preparation of plans and specifications 12/12/2016 Public hearing 1/9/2017 Approve plans and specifications/Authorize advertisement for bids 1/23/2017 Bid date 3/2/2017 Assessment hearing 3/13/2017 Accept bids/award contract 3/13/2017 Begin construction May 2017 Complete construction September 2017 Assessments certified to Ramsey County November 2017 FUNDING SOURCE TOTAL AMOUNT % OF TOTAL PROJECT GAS FRANCHISE FEE FUND $567,924 36% SPECIAL BENEFIT ASSESSMENT $823,453 52% ENVIRONMENTAL UTILITY FUND $94,471 6% SANITARY SEWER FUND $62,981 4% ST. PAUL W.A.C. FUND $33,713 2% TOTAL PROJECT FUNDING $1,582,542 100% ESTIMATED PROJECT COST RECOVERY 1 FEASIBILITY REPORT HILLWOOD-CRESTVIEW AREA STREET IMPROVEMENTS CITY PROJECT 16-13 CRESTVIEW DRIVE, DORLAND ROAD, HILLWOOD DRIVE, HUNTINGTON COURT, LAKEWOOD DRIVE, MARNIE STREET, OAKRIDGE DRIVE, OAKRIDGE LANE, SPRINGSIDE DRIVE, TEAKWOOD COURT, TEAKWOOD DRIVE 1.0 INTRODUCTION 1.1 General The Hillwood-Crestview Area Street Improvements project, City Project 16-13 consists of the streets shown on Exhibit 1 generally lying north of Linwood Avenue and south of Mailand Road. These streets are part of the City’s work plan as a result of the adoption of the Gas Franchise Fee. The City Council ordered the preparation of the feasibility study for this project on July 11, 2016. The aging and deteriorating streets associated with this project present an ongoing maintenance problem for the City of Maplewood Street Department. The condition of the existing streets also represents a decreased level of service for the residents of Maplewood, with the City receiving numerous complaints from area residents about substandard street conditions. Of the infrastructure elements the city maintains (sanitary sewer, storm sewer, and streets) the bulk of the maintenance activities consist of patching the roadway and filling potholes. Maintenance staff have noted that a considerable amount of time and money is spent each spring repairing the streets within the proposed project area. This report will detail the existing condition of the pavement surface, provide geotechnical recommendations for potential pavement rehabilitation methods, discuss proposed improvements, detail resident correspondence, provide detailed project cost information and how these costs can be recovered, and provide conclusions and recommendations based on the details in this report. 1.2 Resident Correspondence The feasibility report was ordered at the July 11, 2016 city council meeting. A letter was mailed to the residents on July 25, 2016 to provide information on the council’s action and to notify them that preliminary engineering and site reviews would begin along the project streets. An informational packet containing information about the proposed pavement rehabilitation project, a project location map, and a letter explaining assessments was mailed out to the property owners on October 13, 2016. An informational neighborhood meeting was held October 26, 2016 at the Maplewood Community Center. Staff mailed out the invitation to approximately 260 property owners and approximately 25 residents attended. The meeting generally ran from 6:00 pm to 7:30 pm including a presentation, question and answer session, and one-on-one conversations. Items presented at this meeting included the public improvement process, an explanation of why these streets were chosen for improvements, project scope, proposed assessments, franchise fee implementation background, and an estimated project timeline. 2 2.0 EXISTING CONDITIONS 2.1 Pavement Condition The streets associated with this project have a combined length of approximately 2.25 miles. The Pavement Condition Index (PCI) method was used to determine the condition of the existing roads. The PCI rating is based on a visual survey of the pavement and is a number between 0 and 100 indicating the condition of a roadway, with 0 being the worst possible pavement condition and 100 being the best possible condition (i.e. a new road). The PCI method was developed by the United States Army Corps of Engineers and is widely used in transportation civil engineering. It is the City’s general goal to have 75% of City maintained streets at a rating of 70 or above. According to the pavement condition survey the streets have a weighted average PCI rating of 32. A summary of the streets and their corresponding PCI ratings are shown below in Table A. STREET FROM / TO Miles PCI Hillwood Dr. Mcknight Rd. => Dorland Rd.0.10 33 Hillwood Dr. Dorland Rd. => Dorland Rd.0.07 36 Hillwood Dr. Dorland Rd. => Crestview Dr.0.12 47 Hillwood Dr. Crestview Dr. => Marnie St.0.08 44 Hillwood Dr. Marnie St. => Oakridge Ln.0.06 39 Hillwood Dr. Oakridge Ln. => Sterling St.0.17 18 Teakwood Ct. McKnight Rd. => Cul-de-sac 0.04 21 Dorland Rd. Hillwood Dr. => Cul-de-sac 0.17 50 Dorland Rd. Linwood Rd. => Springside Dr.0.18 37 Dorland Rd. Springside Dr. => Hillwood Dr.0.11 36 Springside Dr. Dorland Rd. => Dead End 0.05 42 Oakridge Ln Huntington Ct. => Hillwood Dr.0.06 22 Huntington Ct. Cul-de-sac => Oakridge Ln.0.06 37 Springside Dr. Sterling St. => 250 Feet East 0.05 78 Marnie St. Hillwood Dr. => Teakwood Dr.0.15 36 Marnie St. Teakwood Dr. => Mailand Rd.0.13 37 Teakwood Dr. Lakewood Dr. => Crestview Dr.0.10 10 Teakwood Dr. Crestview Dr. => Marnie St.0.07 24 Crestview Dr. Teakwood Dr. => Mailand Rd.0.13 14 Oakridge Dr. Lakewood Dr. => Crestview Dr.0.10 16 Crestview Dr. Hillwood Dr. => Oakridge Dr.0.05 11 Lakewood Dr. Oakridge Dr. => Teakwood Dr.0.07 19 Lakewood Dr. Teakwood Dr. => Mailand Rd.0.12 23 TOTAL LENGTH (MILES) = 2.25 WEIGHTED AVERAGE PCI = 32 HILLWOOD-CRESTVIEW AREA STREET IMPROVEMENT TABLE A: PAVEMENT CONDITION INDEX TABLE A 3 The following images display the level of pavement deterioration on the project streets. Common failures on the project streets include raveling of the pavement, transverse and edge cracking, patching, fatigue (alligator) cracking and rutting of the wheel paths. Along with the pavement deterioration images, an example of surmountable curb issues discussed later in this report has been included for reference. The pictures provide a fair representation of the current conditions of the project streets. Crestview Drive and Hillwood Drive Intersection Oakridge Drive at Lakewood Drive 4 Surmountable Curb Driveway Opening – Lakewood Drive Teakwood Drive 5 2.2 Geotechnical Summary The City of Maplewood consulted Braun Intertec Corporation to perform a geotechnical evaluation of the project streets to determine potential pavement maintenance or rehabilitation methods. Braun Intertec recommended and performed visual evaluation, pavement coring, and hand auger borings of the project streets to determine the thickness of the pavement and aggregate base layer below. The results for both areas were summarized in a report provided to the City (Exhibit 2). According to the report, the existing roads consist of approximately 4 inches of pavement over 13- 1/2 inches of aggregate base material. The report notes surface distresses including patching, longitudinal and transverse cracking, alligator cracking, and widespread pavement breakup with potholes. The majority of the pavement cores showed signs of pitting of the bituminous material. This condition is known as “stripping”, which is the deterioration of the bond between the asphalt and aggregate due to the presence of moisture. This pavement stripping is evident at both the top and bottom of the pavement section. Due to the widespread and often severe distresses found in the project area, reclamation or full depth mill and overlay is recommended by Braun Intertec for the rehabilitation of the project streets. 2.3 Existing Curb and Gutter Existing concrete curb and gutter is present on all of the project streets. Overall the curb and gutter is in good condition with approximately 10% of the curb structurally damaged to the extent that it should be replaced. Also of note is the presence of surmountable curbing on Lakewood Drive and Teakwood Drive. This style of curbing creates a significantly abrupt transition into driveways, which is not only a nuisance, but can be problematic for lower-riding vehicles. As such, some residents in the area have filled in the gutter-line with concrete or bituminous to lessen the steep curb angle, as seen in the image on the previous page. While this aids in the transition into the driveway, it results in drainage issues in the curb and creates a hazard for snowplows. 2.4 Existing Utility Summary Sanitary sewer, storm sewer, and water main are present beneath the project streets. These utilities were generally installed in the 1970’s and 1980’s. No major issues with the utility systems have been noted to date. Deficiencies noted include the deterioration of manhole and catch-basin rings, outdated sanitary sewer castings and damaged storm sewer castings. There are also a number of catch-basins that have deteriorated to the point of needing replacement. 2.5 Resident Concerns During the neighborhood meeting held on October 26, 2016, staff asked residents to identify any concerns they had in regards to the proposed project. Overall, the general feeling at this meeting was that the improvements to the street are necessary, if not overdue. There were some concerns noted, as listed in the following sections. 2.51 Traffic Concerns Some residents raised concerns about speeding on their streets. They were especially concerned that with a new pavement surface these problems would only get worse. 6 2.52 Pedestrian Concerns Some residents requested that the City consider some sort of accommodations for pedestrians along Hillwood Drive, as well as along Marnie Street between Hillwood Drive and Teakwood Drive. It was noted that many pedestrians utilize these roads to access Vista Hills Park. Recognizing that this project is aimed at replacing the failing pavement section, some residents suggested that the street could be re-striped to provide for a shared-use lane for pedestrians and bicyclists. 2.53 Assessments Staff fielded a number of questions related to assessments at the neighborhood meeting, as well as via phone and email correspondence. These questions focused mostly on who was being assessed and how much the assessment would be. There were also concerns heard in regards to why they were being assessed and if they could be assessed again in the future. 3.0 PROPOSED IMPROVEMENTS 3.1 Pavement Rehabilitation Staff is recommending reclaiming the top 8 inches of the street section, including the bituminous pavement and the aggregate base material below. Reclamation is a process in which the existing pavement is ground up and mixed with the underlying aggregate to form new base material to support the road. After the road has been reclaimed, excess material will be removed, the road will be reshaped to provide adequate drainage, the new reclaimed base material will be compacted, and 3.5 inches of new bituminous pavement will be installed. 3.2 Curb Replacement and Pedestrian Ramps It is recommended that structurally deficient portions of concrete curb and gutter on the project streets be removed and replaced prior to placement of the new bituminous pavement to protect the new pavement from future damage. Damaged sections of curb often result in standing water in the curb-line, which risks further damage to the road section. It is estimated that 10% of the existing curb will need to be replaced on the majority of the project streets. Additionally, it is recommended that surmountable-style concrete curb and gutter be replaced in front of driveway openings to provide a more gradual transition into driveways. This type of curbing is present along Lakewood Drive and Teakwood Drive. Replacing the curb in front of driveways in this area will also require a short segment of each driveway being replaced to match the new curb elevation. During the design phase of the project, staff will review any pedestrian curb ramps present on the project streets and evaluate the need for replacement based on current ADA requirements. 3.3 Utility Upgrades and Repairs The goal of this project is to rehabilitate the pavement surface and therefore does not include any major utility upgrades or repairs. Utility upgrades associated with this project would include the replacement of outdated sanitary sewer castings, the replacement of deteriorated storm sewer rings and castings, the replacement of 17 catch-basins, the replacement of a storm sewer pipe, and the adjustment of all castings to match the new pavement surface elevation. 7 3.4 Resident Requested Improvements As the intent of this project is to rehabilitate the pavement surface, the ability to address the traffic concerns presented by residents at the neighborhood meetings through engineering design is limited. Engineering staff will coordinate with the Police Department on options to address any areas of concern identified during the design phase and after the project has been completed. Likewise, the addition of pavement markings along certain project streets will be evaluated during the design phase to accommodate pedestrians in the project area. The current street width does allow for a multi-use facility and is in line with the guidelines set forth in the City’s Living Streets Policy. 4.0 MISCELLANEOUS PRIVATE UTILITIES Private utility companies will be notified of the proposed improvements by city staff to ensure that they have any upgrades to their facilities completed prior to the improvement of the project streets. Meetings will be held with all utility providers in the project area after the design process begins in order to plan for utility relocation or upgrades as needed. 5.0 EROSION CONTROL As part of the project plans and specifications, staff is required to prepare a storm water pollution prevention plan (SWPPP) for the purposes of enforcing erosion and sediment control rules. The SWPPP will include erosion and sediment control methods that will be implemented throughout the project. The SWPPP will be created during the design phase of this project. Any disturbed soils would be hydro-seeded after grading is completed. The City, in coordination with the watershed district, will closely monitor all erosion and sediment control measures throughout the construction process. The selected contractor will be required to install all preventative measures and maintain them as required by the City, watershed district, MPCA, and other regulatory agencies. 6.0 TRAFFIC CONTROL A construction project of this magnitude will result in some minor inconvenience and disruption to the motorists utilizing these streets. Signage will be installed during construction to guide motorists through the construction site. The project will generally maintain access to adjacent properties and will be constructed under thru-traffic conditions. Staff will coordinate with property owners to make sure that necessary access disruptions are kept to a minimum. Emergency access for vehicles will be available 24 hours a day throughout the project. During short periods of time, however, some segments of the project may not be passable while certain work is being executed. In these instances, access would be available from another direction. Streets would always be reopened at the end of the day. An alternate route for the emergency vehicles will be determined for short periods of time when access may be blocked due to construction. 8 7.0 PROJECT COST The total estimated project cost is $1,582,542 and is outlined below: PROPOSED IMPROVEMENTS TOTAL AMOUNT % OF TOTAL STREET IMPROVEMENTS 1,391,377$ 88% STORM IMPROVEMENTS 94,471$ 6% SANITARY SEWER IMPROVMENTS 62,981$ 4% WATER SYSTEM IMPROVEMENTS 33,713$ 2% TOTAL ESTIMATED PROJECT COST: $1,582,542 100% ESTIMATED PROJECT COST SUMMARY The estimated costs includes 10% contingencies and 24% overhead, which includes engineering, administrative, legal, and fiscal expenses. Exhibit 3 provides a more detailed construction and project cost estimate. 8.0 COST RECOVERY An independent appraisal firm was hired to ascertain an opinion of special benefit received by properties within the neighborhood project area. This information will ultimately be utilized to set the special benefit assessment amounts for the project area. For the purposes of this report, the rates established in the City’s Special assessment policy were utilized. There are a total of 249 assessable residential and commercial parcels within the project area. Exhibit 4 details the preliminary assessment roll. Exhibits 5-6 show the properties proposed to be assessed as part of this project on a map. Based on the City of Maplewood’s Pavement Management Policy, parcels are assessed on an equal “unit” basis. The City’s current residential unit assessment rate for a pavement rehabilitation project is $3,450. However, per Minnesota State Statute 429, the assessment amount cannot be greater than the benefit received by the property from the improvement. Therefore, the final special benefit assessment amounts will be established after reviewing the appraisal report. This information will be available before the public hearing. For the purposes of this report and establishing a project financing plan, the preliminary assessment rates are as follows. x Residential o Pavement Rehabilitation / Replacement Rate = $3,450/unit x Commercial / Multi-Family o Commercial /Multi-Family Special Benefit Assessment Rates = $69 Per Front-Foot The improvements are proposed to be financed through a combination of special assessments to the benefiting properties, Gas Franchise Fees, the Sanitary Sewer Fund, the Environmental Utility Fund and St. Paul W.A.C. funds. The following is a summary of the estimated financing for the proposed project. FUNDING SOURCE TOTAL AMOUNT % OF TOTAL PROJECT GAS FRANCHISE FEE FUND $567,924 36% SPECIAL BENEFIT ASSESSMENT $823,453 52% ENVIRONMENTAL UTILITY FUND $94,471 6% SANITARY SEWER FUND $62,981 4% ST. PAUL W.A.C. FUND $33,713 2% TOTAL PROJECT FUNDING $1,582,542 100% ESTIMATED PROJECT COST RECOVERY 9 9.0 PROJECT SCHEDULE The following schedule may be implemented, should it be determined to proceed with the project: Receive feasibility study 12/12/2016 Order public hearing 12/12/2016 Authorize preparation of plans and specifications 12/12/2016 Public hearing 1/9/2017 Approve plans and specifications/Authorize advertisement for bids 1/23/2017 Bid date 3/2/2017 Assessment hearing 3/13/2017 Accept bids/award contract 3/13/2017 Begin construction May 2017 Complete construction September 2017 Assessments certified to Ramsey County November 2017 10.0 CONCLUSIONS AND RECOMMENDATION Based upon the analysis completed as part of this report, the proposed Hillwood-Crestview Area Street Improvements, City Project 16-13, is feasible, necessary, and cost effective from an engineering stand point. The proposed improvements are necessary to maintain the City’s infrastructure. It is therefore recommended that: 1. If the City Council deems the project feasible, a public hearing should be held as soon as possible. 2. The proposed improvements should be constructed as outlined in this report. 3. The cost of the improvements will be recovered through assessments to the benefiting properties, along with enterprise utility funds and gas franchise fee contributions as outlined in this report. 10 APPENDIX A EXHIBITS AA/EOE Braun Intertec Corporation 11001 HampshireAvenueS Minneapolis, MN 55438 Phone: 952.995.2000 Fax: 952.995.2020 Web: braunintertec.com November 30, 2016 Project B1505679 Steven Love, PE City of Maplewood 1830 County Road B E Maplewood, MN 55109 Re: Pavement Evaluations Gas Fee Projects 2017 Maplewood, Minnesota Dear Mr. Love: We are pleased to present the findings of our visual evaluation, coring and hand auger borings for streets within the proposed 2017 pavement maintenance area in Maplewood, Minnesota. The purpose of our evaluation was to perform the described services and provide general recommendations for potential pavement maintenance or rehabilitation (mill and overlay, reclamation) Background Information and Assumptions Construction documents, plans, maintenance histories, or other information pertaining to pavement age and as-built conditions were not available for our review. However, the City of Maplewood provided us with Pavement Condition Index (PCI) scores for each segment of street within the maintenance area. We selected core and hand auger locations based on our initial review of pavement surface conditions. Streets within the 2017 Gas Fee Project area are residential. We assume each will experience a maximum 50,000 equivalent single axle loads (ESALs) over a 20-year design period. Pavement Surface Condition Assessment On July 7, 2015, we performed a qualitative visual survey of the condition of the bituminous pavement surface on streets within the 2017 pavement maintenance area. Our general observations of conditions are described in the following section, with a log of photographs attached to this report. Our recommendations for rehabilitation are included in the Repair Recommendations section below. We use the following qualitative descriptors for pavement surface condition based on ASTM D6433-07 (Standard Practice for Roads and Parking Lots Pavement Condition Index Surveys). 86 to 100 (Good) 71 to 85 (Satisfactory) 56 to 70 (Fair) 41 to 55 (Poor) 26 to 40 (Very Poor) 11 to 25 (Serious) 0to10(Failed) City of Maplewood Project B1505679 November 30, 2016 Page 2 Table 1. Pavement Surface Conditions Street Termini PCI Range (Description)General Condition Notes Hillwood Dr. McKnight Rd. to Dorland Rd. 33 (Very Poor) Block cracking; patching; potholes; raveling Hillwood Dr. Dorland Rd. to Dorland Rd. 36 (Very Poor) Numerous skin and pothole patches; raveling Hillwood Dr. Dorland Rd. to Crestview Dr. 47 (Poor)Patching; linear cracking; some raveling Hillwood Dr. Crestview Dr. to Marnie St. 44 (Poor)Numerous patches Hillwood Dr. Marnie St. to Oakridge Ln. 39 (Very Poor) Significant patching; raveling Hillwood Dr. Oakridge Ln. to Sterling St. 18 (Serious) Significant patching; raveling; linear cracks Teakwood Ct. McKnight Rd. to Cul-de-sac 21 (Serious)Significant patching; raveling; linear cracks Dorland Rd. Hillwood Dr. to Cul-de-sac 50 (Poor)Raveling and patching Dorland Rd. Linwood Rd. to Springside Dr. 37 (Very Poor) Linear cracking; fatigue cracking; raveling and potholes Dorland Rd. Springside Dr. to Hillwood Dr. 36 (Very Poor) Linear cracking; patching; raveling Springside Dr. Dorland Rd. to Dead End 42 (Poor)Linear cracking;edge failures; patching Oakridge Ln Huntington Ct. to Hillwood Dr. 22 (Serious) Numerous patches and widespread raveling Huntington Ct. Cul-de-sac to Oakridge Ln. 37 (Very Poor) Linear + secondary cracking; patching Springside Dr. Cul-de-sac to Sterling St. 78 (Satisfactory) Linear cracks; limited patching. Includes long patched area in good condition Marnie St. Hillwood Dr. to Teakwood Dr. 36 (Very Poor)Fatigue cracking; potholes; patching Marnie St. Teakwood Dr. to Mailand Rd. 37 (Very Poor)Fatigue cracking; patching City of Maplewood Project B1505679 November 30, 2016 Page 3 Street Termini PCI Range (Description)General Condition Notes Crestview Dr. Teakwood Dr. to Mailand Rd. 14 (Serious) Block cracking; potholes; edge failure Crestview Dr. Hillwood Dr. to Oakridge Dr. 11 (Serious)Widespread fatigue cracking; patching Oakridge Dr. Lakewood Dr. to Crestview Dr. 16 (Serious) Widespread fatigue cracking; patching; potholes Lakewood Dr. Oakridge Dr. to Teakwood Dr. 19 (Serious)Widespread fatigue cracking; patching Lakewood Dr. Teakwood Dr. to Mailand Rd. 23 (Serious) Linear cracking; edge failures Teakwood Dr. Lakewood Dr. to Crestview Dr. 10 (Failed) Widespread fatigue cracking; high-severity linear cracking Teakwood Dr. Crestview Dr. to Marnie St. 24 (Serious)Block cracking; linear cracking; potholes Photo 1 shows wheelpath fatigue cracking and patching with potholes that developed as a result of secondary cracking in the wheelpath area. Photo 1 was taken on Marnie Street near Core 18-13. Photo 1. Marnie St. at Core 18-13 (PCI = 42) City of Maplewood Project B1505679 November 30, 2016 Page 4 Photo 2 shows conditions that were typical throughout pavement maintenance area 2017. Unsealed cracking is prevalent, often including secondary cracking. Significant patching was also commonly noted, indicative of previous failures at the surface due to raveling, potholes, edge breakup and similar distresses. Photo 2. At Core 17-01, Hillwood Dr. (PCI = 33) Photo 3 shows significant surface breakup with widespread patching and potholing. Photo 3. Oakridge Dr (PCI = 16) City of Maplewood Project B1505679 November 30, 2016 Page 5 Photo 4 shows pavement distress and apparent full depth patching at a stormwater manhole cover. This distress was observed at many stormwater access covers throughout the 2017 pavement maintenance area. Photo 4. Cracking near stormwater manhole cover on Marnie St. (PCI = 37) Photo 5 shows typical distress near stormwater drainage areas. Photo 5. Hillwood Dr. (PCI = 36) City of Maplewood Project B1505679 November 30, 2016 Page 6 Cores and Hand Augers Following our pavement condition evaluation and the selection of 24 exploration locations, our crew performed a limited subsurface investigation by extracting cores of the bituminous pavement and performed hand auger borings into the subgrade soils. The bituminous cores were assessed for material condition and measured for thickness. Below the bituminous layer, we penetrated the aggregate base layer with a hand auger probe to the top of the apparent subgrade soils. Locations of the cores and hand auger probes are shown in Figure 1. Note that some locations once included in the 2017 plan were later removed (17-12 to 17-16), while others intended for 2018 (18-08 to 18-19, excepting 18-14) are now part of this project. Our core naming convention is based on the original construction year. Figure 1. Core and Hand Auger Boring Locations (Map from Google Earth) Table 2 provides core location with street name, thickness information of the bituminous pavements and apparent aggregate base, reported PCI value, and general condition notes. Within the 2017 pavement maintenance area, bituminous thickness is somewhat variable, with an average of approximately 4 1/4 inches while total pavement material thickness (bituminous plus aggregate base) averages approximately 13 1/2 inches and ranges from 8 1/2 to 17 inches. Locations where no distinct aggregate base was present are noted in the Table; in each case the bituminous pavement directly overlay a subgrade City of Maplewood Project B1505679 November 30, 2016 Page 7 material identified as poorly graded sand with silt (SP-SM) and some gravel. This was likely a form of aggregate base material of slightly different composition than a MnDOT Class 5-type aggregate. In several cores we observed pitting of the bituminous materials as noted in Table 2. This condition is known as “stripping,” which is the deterioration of the asphalt/aggregate bond in a bituminous pavement due to the presence of moisture. By definition, stripping typically begins at the bottom of the bituminous layer, where it may be in contact with saturated aggregate base or soil, and proceeds upward. Some low-severity stripping is common in bituminous pavements over time. Those that have stripped to moderate or severe degrees should typically not be considered candidates for rehabilitation methods where damaged portions of the pavement may be left in place, such as mill and overlay, as the diminished support could result in reduced pavement service life. Table 2. Pavement and Aggregate Base Summary Street Core # PCI Rating Bituminous Thickness in.) Aggregate Base Thickness (in.)* Total Thickness (in.) Bituminous Core and Condition Notes Hillwood Dr. 17-01 33 4 12 16 Low-severity stripping throughout core 17-03 36 3 1/2 11 1/2 15 Moderate-severity stripping throughout core 17-08 47 5 8 1/2 13 1/2 Low-severity stripping at bottom of core 17-09 39 5 10 15 Moderate-severity stripping throughout core; high-severity stripping and debonding at top layer interface 17-11 18 5 7 12 High-severity stripping; debonding at top layer interface Teakwood Ct. 17-18 21 3 3/4 7 3/4 11 1/2 Low-severity stripping at bottom of core City of Maplewood Project B1505679 November 30, 2016 Page 8 Street Core # PCI Rating Bituminous Thickness in.) Aggregate Base Thickness (in.)* Total Thickness (in.) Bituminous Core and Condition Notes Dorland Rd. 17-02 50 6 9 15 Low- or moderate- severity stripping throughout core, high- severity stripping and debonding at top layer interface 17-04 36 4 10 14 Low-severity stripping throughout core 17-06 37 41014Low-severity stripping at bottom of core 17-07 4 1/2 9 13 1/2 Good condition Springside Dr. 17-05 42 4 10 14 Low-severity stripping at bottom of core Oakridge Ln. 17-10 22 5 6 11 High-severity stripping throughout core; debonding at top layer interface Huntington Ct.[No core – see Oakridge Ln.] Springside Dr. 17-17 78 4 13 17 Low-severity stripping at top of core Marnie St 18-13 36 3 3/4 7 3/4 11 1/2 Good condition 18-15** 37 33/4 73/4 111/2 Low-severity stripping throughout core 18-16 2 1/2 13 1/2 16 Moderate-severity stripping throughout core Crestview Dr. 18-19 14 3 1/4 No soils data/log available Low-severity stripping throughout core 18-12 11 3 3/4 6 1/4 10 Low-severity stripping throughout core Oakridge Dr. 18-11 16 4 5 9 Moderate-severity stripping at bottom; low severity in top lift City of Maplewood Project B1505679 November 30, 2016 Page 9 Street Core # PCI Rating Bituminous Thickness in.) Aggregate Base Thickness (in.)* Total Thickness (in.) Bituminous Core and Condition Notes Lakewood Dr. 18-10 19 5 5 10 High-severity stripping throughout core; debonding at top layer interface 18-08 23 5---5 No distinct aggregate base encountered; SP-SM subgrade 18-09 3 1/2 --- 3 1/2 No distinct aggregate base encountered; SP-SM subgrade Teakwood Dr. 18-17 10 4 1/4 --- 4 1/4 No distinct aggregate base encountered; SP-SM subgrade. Low-severity stripping throughout core 18-18 24 4 1/2 --- 4 1/2 No distinct aggregate base encountered; SP-SM subgrade. Low-severity stripping at core bottom *”Aggregate base” does not imply conformance of the materials to a particular gradation or specification. **18-14 numbering was missed. City of Maplewood Project B1505679 November 30, 2016 Page 10 Varying degrees of stripping in the bituminous cores are illustrated in Photos 6 through 9 below. Photo 6. Core 18-13 (Good condition) Photo 7. Core 17-17 (Low-severity stripping at core top) City of Maplewood Project B1505679 November 30, 2016 Page 11 Photo 8. Core 17-03 (Moderate- to high-severity stripping throughout the core) Photo 9. Core 17-11 (Bituminous layer breakup, high-severity stripping and debonding) City of Maplewood Project B1505679 November 30, 2016 Page 12 The subgrade soils penetrated by our hand auger borings were relatively consistent throughout the 2017 pavement maintenance area. Note that due to the presence of larger gravel in the aggregate base, hand auger borings met refusal between 14 and 16 inches below the top surface of the bituminous within the pavement aggregate base layer in some locations. Subgrade soils encountered immediately below the apparent aggregate were typically silty sand, with some locations of clayey sand or sandy lean clay. Detailed logs of the hand auger borings are attached to this letter. Discussion and Repair Recommendations The PCI data provided by the City, coupled with our qualitative visual assessment of the pavement surfaces, indicates surface conditions ranging from serious to satisfactory within the 2017 project area. Raveling, repaired by numerous patches, was a very common distress; block and fatigue cracking, edge cracking and severe linear cracking with present to a lesser extent. The 24 pavement cores exhibited a variety of conditions, with some showing severe stripping, debonding, and other signs of material failure. Our discussion of the viability of various repair options in light of the gathered data is presented below. Mill and Overlay (Partial-Depth) Due to the advanced nature of distress, partial-depth mill and overlay does not appear to be a viable option for pavement repair in most cases. The numerous cracks will quickly reflect through to the surface and significantly reduce the expected life of the overlay. The often poor state of the bituminous materials will also make construction difficult and provide little support for the overlay layer. We therefore recommend considering more comprehensive repairs for the 2017 area as discussed below. There are some exceptions where a partial-depth mill and overlay may be considered: Dorland Road (Area 8), from Hillwood Drive to the cul-de-sac: PCI of 50 and bituminous pavement in relatively good condition. Springside Drive (Area 14), from the cul-de-sac to Sterling Street: PCI of 78 with very limited cracking and good material conditions. Marnie Street (Area 1, from Hillwood Drive to Teakwood Drive). Marginal PCI with concentrations of severe distress. The overall PCI and our observations suggest any partial- depth repair is likely to require supplemental full-depth repair to provide a reasonable service life. Total service life of a partial-depth mill and overlay can vary significantly and will typically range from 8 to 15 years. Mill and Overlay (Full-Depth) An intermediate alternative to partial-depth mill and overlay and deeper repairs such as reclamation or reconstruction is to mill the damaged and cracked bituminous layer to full depth. This alternative should be performed only in areas where there is at least 6 inches of existing aggregate base as indicated by City of Maplewood Project B1505679 November 30, 2016 Page 13 previous plans or established through site exploration (such as our hand auger borings), which appears to include the entire 2017 project area. A somewhat reduced service life should be expected relative to repair options that include significant rework of the subgrade, such as reconstruction. Reclamation The total pavement thickness (bituminous and aggregate base) encountered in our hand auger borings was variable in the 2017 project area, measuring between 8 1/2 and over 17 inches. The lowest total thicknesses were measured on Lakewood Drive and Teakwood Drive, where no aggregate base could be discerned (but where the upper subgrade soils are nonetheless similar to one in composition). Total pavement thicknesses were 11 inches or greater in the remainder of the project area. If reclamation is performed, we recommend a reclaim depth of 8 inches in order to avoid penetrating subgrade soils. Where the total pavement section is deeper, the contractor may be able to increase this depth to obtain additional materials. The established street geometry and urban sections will limit the raises in grade that can be accommodated, and we assume no changes in grade will be incorporated into the rehabilitated sections. We also understand the intention of the City is to leave the reclaimed material in place and remove it as needed to place the bituminous section. Although this approach will limit the amount of material reuse, it should still result in initial cost savings by reducing grading and removal activities. We recommend the following minimum section assuming minimum 8-inch reclamation: 4 inches SPWEA240C or SPWEB240C 4 inches reclaimed aggregate base There will be some limitations to a reclamation strategy for the 2017 area pavements. Damaged pavements with widespread fatigue cracking may not be properly pulverized by the initial reclamation process and could need several passes before a desirable and consistent aggregate is produced. Additionally, severely stripped pavements will be susceptible to moisture and can continue to deteriorate, reducing overall structural support provided by the aggregate base layer. A reduced pavement service life should be expected relative to processes that include widespread subgrade rework, such as reconstruction. The reduced total section thickness will also reduce pavement servicelifetosomedegree. Reconstruction In our opinion, reconstruction will not be necessary for pavements in the 2017 area. However, streets with lower PCI values should be expected to encounter areas that will require full-depth correction of the subgrade, which may require an alternative pavement section for constructability and long-term performance. If any streets are reconstructed for reasons related to geometry, utility requirements or other reasons, we recommend the following pavement thicknesses and materials based on an assumed subgrade R-value of 20. City of Maplewood Project B1505679 November 30, 2016 Page 14 3 1/2 inches SPWEA240C or SPWEB240C 8 inches Class 5 or reclaimed aggregate base Reconstruction will typically be in service approximately 20 years before requiring another major rehabilitation (such as a mill and overlay). The 20-year design life will require diligent pavement maintenance to be completed. This includes yearly or bi-yearly applications of crack seal, including cracks that will likely reflect through any overlay areas within the first year of service; bi-yearly patching near catch basins (if needed) and cleaning of catch basin outlets; and performing surface treatments (seal coat) at maximum intervals of five to seven years. Pavement Drainage In order to reduce moisture- and frost-related damaged to the pavements, we recommend placing perforated drain tile at low points along curb and around catch basins. This drain tile should extend at least 8 inches below the bottom of the aggregate base layer, be bedded in highly permeable aggregate andwrappedinafiltersock. On reclaimed sections, drain tile can be trenched into such areas following reclamation and prior to pavingifdesired.Edgecrackingandutilitycoverdamagewerebothcommondrainage-relateddistresses and suggest the targeted placement of drain tile would improve overall pavement performance. Subgrade Proofroll Upon exposure of subgrade materials (or aggregate base, in the case of a full-depth bituminous removal or reclamation), we recommend performing a proofroll with a loaded tandem-axle dump truck to determine if there are areas that are soft, wet or weak and in need of removal or further correction. Areas of subgrade that rut or deflect more than 2 inches should be subcut at least one foot, recompacted andbackfilledwithaggregatebase,granularmaterial (MnDOT 3149.2B1) or other engineered material. We recommend limiting deflection and rutting on the surface of aggregate base to 1 inch or less. Photo #: 1 Project: B15-05679 Subject: Dorland Rd (1) Area 8 Location: Maplewood, MN Date: July 7, 2015 Photo #: 2 Project: B15-05679 Subject: Dorland Rd (2) Area 8 Location: Maplewood, MN Date: July 7, 2015 Photo #: 3 Project: B15-05679 Subject: Dorland Rd (3) Area 8 Location: Maplewood, MN Date: July 7, 2015 Photo #: 4 Project: B15-05679 Subject: Dorland Rd (4) Area 10 Location: Maplewood, MN Date: July 7, 2015 Photo #: 5 Project: B15-05679 Subject: Dorland Rd (5) Area 9 Location: Maplewood, MN Date: July 7, 2015 Photo #: 6 Project: B15-05679 Subject: Dorland Rd (6) Area 9 Location: Maplewood, MN Date: July 7, 2015 Photo #: 7 Project: B15-05679 Subject: Dorland Rd (7) Area 9 Location: Maplewood, MN Date: July 7, 2015 Photo #: 8 Project: B15-05679 Subject: Dorland Rd (8) Area 9 Location: Maplewood, MN Date: July 7, 2015 Photo #: 9 Project: B15-05679 Subject: Dorland Rd (9) Area 9 Location: Maplewood, MN Date: July 7, 2015 Photo #: 10 Project: B15-05679 Subject: Hillwood Dr (1) Area 1 Location: Maplewood, MN Date: July 7, 2015 Photo #: 11 Project: B15-05679 Subject: Hillwood Dr (2) Area 1 Location: Maplewood, MN Date: July 7, 2015 Photo #: 12 Project: B15-05679 Subject: Hillwood Dr (3) Area 1 Location: Maplewood, MN Date: July 7, 2015 Photo #: 13 Project: B15-05679 Subject: Hillwood Dr (4) Area 1 Location: Maplewood, MN Date: July 7, 2015 Photo #: 14 Project: B15-05679 Subject: Hillwood Dr (5) Area 2 Location: Maplewood, MN Date: July 7, 2015 Photo #: 15 Project: B15-05679 Subject: Hillwood Dr (6) Area 2 Location: Maplewood, MN Date: July 7, 2015 Photo #: 16 Project: B15-05679 Subject: Hillwood Dr (7) Area 2 Location: Maplewood, MN Date: July 7, 2015 Photo #: 17 Project: B15-05679 Subject: Hillwood Dr (8) Area 3 Location: Maplewood, MN Date: July 7, 2015 Photo #: 18 Project: B15-05679 Subject: Hillwood Dr (9) Area 3 Location: Maplewood, MN Date: July 7, 2015 Photo #: 19 Project: B15-05679 Subject: Hillwood Dr (10) Area 4 Location: Maplewood, MN Date: July 7, 2015 Photo #: 20 Project: B15-05679 Subject: Hillwood Dr (11) Area 5 Location: Maplewood, MN Date: July 7, 2015 Photo #: 21 Project: B15-05679 Subject: Hillwood Dr (12) Area 5 Location: Maplewood, MN Date: July 7, 2015 Photo #: 22 Project: B15-05679 Subject: Hillwood Dr (13) Area 6 Location: Maplewood, MN Date: July 7, 2015 Photo #: 23 Project: B15-05679 Subject: Hillwood Dr (14) Area 6 Location: Maplewood, MN Date: July 7, 2015 Photo #: 24 Project: B15-05679 Subject: Hillwood Dr (15) Area 6 Location: Maplewood, MN Date: July 7, 2015 Photo #: 25 Project: B15-05679 Subject: Huntington Ct Area 13 Location: Maplewood, MN Date: July 7, 2015 Photo #: 26 Project: B15-05679 Subject: Oakridge Ln Area 12 Location: Maplewood, MN Date: July 7, 2015 Photo #: 27 Project: B15-05679 Subject: Springside Dr (1) Area 11 Location: Maplewood, MN Date: July 7, 2015 Photo #: 28 Project: B15-05679 Subject: Springside Dr (2) Area 11 Location: Maplewood, MN Date: July 7, 2015 Photo #: 29 Project: B15-05679 Subject: Springside Dr (3) Area 14 Location: Maplewood, MN Date: July 7, 2015 Photo #: 30 Project: B15-05679 Subject: Springside Dr (4) Area 14 Location: Maplewood, MN Date: July 7, 2015 Photo #: 31 Project: B15-05679 Subject: Teakwood Ct (1) Area 7 Location: Maplewood, MN Date: July 7, 2015 Photo #: 32 Project: B15-05679 Subject: Teakwood Ct (2) Area 7 Location: Maplewood, MN Date: July 7, 2015 Photo #: 33 Project: B15-05679 Subject: Crestview Dr (1) Area 12 Location: Maplewood, MN Date: July 8, 2015 Photo #: 34 Project: B15-05679 Subject: Crestview Dr (2) Area 12 Location: Maplewood, MN Date: July 8, 2015 Photo #: 35 Project: B15-05679 Subject: Crestview Dr (3) Area 12 Location: Maplewood, MN Date: July 8, 2015 Photo #: 36 Project: B15-05679 Subject: Crestview Dr Area 19 Location: Maplewood, MN Date: July 8, 2015 Photo #: 37 Project: B15-05679 Subject: Lakewood Dr (1) Area 22 Location: Maplewood, MN Date: July 8, 2015 Photo #: 38 Project: B15-05679 Subject: Lakewood Dr (2) Area 22 Location: Maplewood, MN Date: July 8, 2015 Photo #: 39 Project: B15-05679 Subject: Lakewood Dr (3) Area 22 Location: Maplewood, MN Date: July 8, 2015 Photo #: 40 Project: B15-05679 Subject: Lakewood Dr (4) Area 22 Location: Maplewood, MN Date: July 8, 2015 Photo #: 42 Project: B15-05679 Subject: Marnie St (1) Area 1 Location: Maplewood, MN Date: July 8, 2015 Photo #: 41 Project: B15-05679 Subject: Lakewood Dr (5) Area 21 Location: Maplewood, MN Date: July 8, 2015 Photo #: 43 Project: B15-05679 Subject: Marnie St (2) Area 1 Location: Maplewood, MN Date: July 8, 2015 Photo #: 44 Project: B15-05679 Subject: Marnie St (3) Area 1 Location: Maplewood, MN Date: July 8, 2015 Photo #: 45 Project: B15-05679 Subject: Marnie St (4) Area 1 Location: Maplewood, MN Date: July 8, 2015 Photo #: 46 Project: B15-05679 Subject: Marnie St (5) Area 2 Location: Maplewood, MN Date: July 8, 2015 Photo #: 47 Project: B15-05679 Subject: Marnie St (6) Area 2 Location: Maplewood, MN Date: July 8, 2015 Photo #: 48 Project: B15-05679 Subject: Marnie St (7) Area 2 Location: Maplewood, MN Date: July 8, 2015 Photo #: 49 Project: B15-05679 Subject: Marnie St (8) Area 2 Location: Maplewood, MN Date: July 8, 2015 Photo #: 50 Project: B15-05679 Subject: Oakridge Dr (1) Area 20 Location: Maplewood, MN Date: July 8, 2015 Photo #: 51 Project: B15-05679 Subject: Oakridge Dr (2) Area 20 Location: Maplewood, MN Date: July 8, 2015 Photo #: 52 Project: B15-05679 Subject: Oakridge Dr (3) Area 20 Location: Maplewood, MN Date: July 8, 2015 Photo #: 53 Project: B15-05679 Subject: Oakridge Dr (4) Area 20 Location: Maplewood, MN Date: July 8, 2015 Photo #: 54 Project: B15-05679 Subject: Oakridge Dr (5) Area 20 Location: Maplewood, MN Date: July 8, 2015 Photo #: 55 Project: B15-05679 Subject: Teakwood Dr (1) Area 23 Location: Maplewood, MN Date: July 8, 2015 Photo #: 56 Project: B15-05679 Subject: Teakwood Dr (2) Area 23 Location: Maplewood, MN Date: July 8, 2015 Photo #: 57 Project: B15-05679 Subject: Teakwood Dr (3) Area 24 Location: Maplewood, MN Date: July 8, 2015 Photo #: 58 Project: B15-05679 Subject: Teakwood Dr (4) Area 24 Location: Maplewood, MN Date: July 8, 2015 Photo #: 59 Project: B15-05679 Subject: Teakwood Dr (5) Area 24 Location: Maplewood, MN Date: July 8, 2015 !"#$ % & '()**+ , - .# .-! . 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( ! 6 * -3 & ) 22 Photo #: 1 Project: B15-05679 Subject: Core 17-1 Hillwood Dr Area 1 Location: Maplewood, MN Date: July 7, 2015 Photo #: 2 Project: B15-05679 Subject: Core 17-2 Dorland Rd Area 8 Location: Maplewood, MN Date: July 7, 2015 Photo #: 3 Project: B15-05679 Subject: Core 17-3 Hillwood Dr Area 2 Location: Maplewood, MN Date: July 7, 2015 Photo #: 4 Project: B15-05679 Subject: Core 17-4 Dorland Rd Area 10 Location: Maplewood, MN Date: July 7, 2015 Photo #: 5 Project: B15-05679 Subject: Core 17-5 Springside Dr Area 11 Location: Maplewood, MN Date: July 7, 2015 Photo #: 6 Project: B15-05679 Subject: Core 17-6 Dorland Rd Area 9 Location: Maplewood, MN Date: July 7, 2015 Photo #: 7 Project: B15-05679 Subject: Core 17-7 Dorland Rd Area 9 Location: Maplewood, MN Date: July 7, 2015 Photo #: 8 Project: B15-05679 Subject: Core 17-8 Hillwood Dr Area 3 Location: Maplewood, MN Date: July 7, 2015 Photo #: 9 Project: B15-05679 Subject: Core 17-9 Hillwood Dr Area 5 Location: Maplewood, MN Date: July 7, 2015 Photo #: 10 Project: B15-05679 Subject: Core 17-10 Oakridge Ln Area 12 Location: Maplewood, MN Date: July 7, 2015 Photo #: 11 Project: B15-05679 Subject: Core 17-11 Hillwood Dr Area 6 Location: Maplewood, MN Date: July 7, 2015 Photo #: 12 Project: B15-05679 Subject: Core 17-17 Springside Dr Area 14 Location: Maplewood, MN Date: July 7, 2015 Photo #: 13 Project: B15-05679 Subject: Core 17-18 Teakwood Ct Area 7 Location: Maplewood, MN Date: July 7, 2015 Photo #: 14 Project: B15-05679 Subject: Core 18-8 Lakewood Dr Area 22 Location: Maplewood, MN Date: July 8, 2015 Photo #: 15 Project: B15-05679 Subject: Core 18-9 Lakewood Dr Area 22 Location: Maplewood, MN Date: July 8, 2015 Photo #: 16 Project: B15-05679 Subject: Core 18-10 Lakewood Dr Area 21 Location: Maplewood, MN Date: July 8, 2015 Photo #: 17 Project: B15-05679 Subject: Core 18-11 Oakridge Dr Area 20 Location: Maplewood, MN Date: July 8, 2015 Photo #: 18 Project: B15-05679 Subject: Core 18-12 Crestview Dr Area 19 Location: Maplewood, MN Date: July 8, 2015 Photo #: 19 Project: B15-05679 Subject: Core 18-13 Marnie St Area 1 Location: Maplewood, MN Date: July 8, 2015 Photo #: 20 Project: B15-05679 Subject: Core 18-15 Marnie St Area 2 Location: Maplewood, MN Date: July 8, 2015 Photo #: 21 Project: B15-05679 Subject: Core 18-16 Marnie St Area 2 Location: Maplewood, MN Date: July 8, 2015 Photo #: 22 Project: B15-05679 Subject: Core 18-17 Teakwood Dr Area 23 Location: Maplewood, MN Date: July 8, 2015 Photo #: 23 Project: B15-05679 Subject: Core 18-18 Teakwood Dr Area 24 Location: Maplewood, MN Date: July 8, 2015 Photo #: 24 Project: B15-05679 Subject: Core 18-19 Crestview Dr Area 12 Location: Maplewood, MN Date: July 8, 2015 Rev. 9/15 Descriptive Terminology of Soil Standard D 2487 Classification of Soils for Engineering Purposes (Unified Soil Classification System) a. Based on the material passing the 3-inch (75mm) sieve. b. If field sample contained cobbles or boulders, or both, add “with cobbles or boulders or both” to group name. c. Cu = D60/D10 C c = (D30)2 D10 x D60 d. If soil contains ≥15% sand, add “with sand” to group name. e. Gravels with 5 to 12% fines require dual symbols: GW-GM well-graded gravel with silt GW-GC well-graded gravel with clay GP-GM poorly graded gravel with silt GP-GC poorly graded gravel with clay f. If fines classify as CL-ML, use dual symbol GC-GM or SC-SM. g. If fines are organic, add “with organic fines: to group name. h. If soil contains ≥15% gravel, add “with gravel” to group name. i. Sand with 5 to 12% fines require dual symbols: SW-SM well-graded sand with silt SW-SC well-graded sand with clay SP-SM poorly graded sand with silt SP-SC poorly graded sand with clay j. If Atterberg limits plot in hatched area, soil is a CL-ML, silty clay. k. If soil contains 10 to 29% plus No. 200, add “with sand” or “with gravel” whichever i s predominant. l. If soil contains ≥ 30% plus No. 200, predominantly sand, add “sandy” to group name. m. If soil contains ≥ 30% plus No. 200, predominantly gravel, add “gravelly” to group name. n. PI ≥ 4 and plots on or above “A” line. o. PI < 4 or plots below “A” line. p. PI plots on or above “A” lines. q. PI plots below “A” line. Laboratory Tests DD Dry density, pcf OC Organic content, % WD Wet density, pcg S Percent of saturation, % MC Natural moisture content, % SG Specific gravity LL Liquid limit, % C Cohesion, psf PL Plastic limits, % Ø Angle of internal friction PI Plasticity index, % qu Unconfined compressive strength, psf P200 % passing 200 sieve qp Pocket penetrometer strength, tsf Particle Size Identification Boulders................. over 12” Cobbles ................. 3” to 12” Gravel Coarse ........... 3/4” to 3” Fine ................ No. 4 to 3/4” Sand Coarse ........... No. 4 to No. 10 Medium .......... No. 10 to No. 40 Fine ................ No. 40 to No. 200 Silt ......................... <No. 200, PI< 4 or below “A” line Clay ...................... <No. 200, PI > 4 and on or about “A” line Relative Density of Cohesionless Soils Very Loose ............. 0 to 4 BPF Loose ..................... 5 to 10 BPF Medium dense ....... 11 to 30 PPF Dense .................... 31 to 50 BPF Very dense ............. over 50 BPF Consistency of Cohesive Soils Very soft................. 0 to 1 BPF Soft ........................ 2 to 3 BPF Rather soft ............. 4 to 5 BPF Medium .................. 6 to 8 BPF Rather stiff ............. 9 to 12 BPF Stiff ........................ 13 to 16 BPF Very stiff ................. 17 to 30 BPF Hard ....................... over 30 BPF Drilling Notes Standard penetration test borings were advanced by 3 1/4” or 6 1/4” ID hollow-stem augers, unless noted otherwise. Jetting water was used to clean out auger prior to sampling only where indicated on logs. All samples were taken with the standard 2” OD split-tube samples, except where noted. Power auger borings were advanced by 4” or 6” diameter continuous flight, solid-stern augers. Soil classifications and strata depths were inferred from disturbed samples augered to the surface, and are therefore, somewhat approximate. Hand auger borings were advanced manually with a 1 1/2” or 3 1/4” diameter auger and were limited to the depth from which the auger could be manually withdrawn. BPF: Numbers indicate blows per foot recorded in standard penetration test, also known as “N” value. The sampler was set 6” into undisturbed soil below the hollow-stem auger. Driving resistances were then counted for second and third 6” increments, and added to get BPF. Where they differed significantly, they are reported in the following form: 2/12 for the second and third 6” increments, respectively. WH: WH indicates the sampler penetrated soil under weight of hammer and rods alone; driving not required. WR: WR indicates the sampler penetrated soil under weight of rods alone; hammer weight, and driving not required. TW: TW indicates thin-walled (undisturbed) tube sample. Note: All tests were run in general accordance with applicable ASTM standards. ML or OL EXHIBIT 3 PRELIMINARY COST ESTIMATE Highwood-Crestview Area Street Improvements Preliminary Cost Estimate CITY PROJECT NO. 16-13 Estimated Description Unit Unit EST.EST. Price QTY.COST STREET ITEMS 2021.501 MOBILIZATION LS $50,000.00 1 $50,000.00 2104.501 REMOVE CONCRETE CURB AND GUTTER LF $6.50 2350 $15,275.00 2104.505 REMOVE DRIVEWAY PAVEMENT SY $8.50 444 $3,777.78 2104.511 SAW CONCRETE PAVEMENT (INCLUDES DRIVEWAYS AND WALKS)LF $5.00 808 $4,040.00 2105.507 SUBGRADE EXCAVATION, EV CY $25.00 719 $17,979.17 2105.533 SALVAGE, STOCKPILE, INSTALL RECLAIM MATERIAL (12" DEPTH)SY $10.00 7322 $73,219.44 2123.610 STREET SWEEPER WITH PICKUP BROOM HOUR $135.00 25 $3,375.00 2130.501 WATER FOR DUST CONTROL M GAL $30.00 150 $4,500.00 2232.501 BITUMINOUS PAVEMENT RECLAMATION (FULL DEPTH)SY $3.00 43150 $129,450.00 2232.603 MILL BITUMINOUS SURFACE, 1.5" DEPTH @ MINIMUM 18" WIDE LF $4.50 575 $2,587.50 2331.603 BITUMINOUS ROAD PAVEMENT CONTROL JOINT SAW AND SEAL LF $2.50 13055 $32,637.00 2340.508 1.5" THICKNESS BITUMINOUS WEARING COURSE TON $65.00 3722 $241,909.69 2340.514 2" THICKNESS BITUMINOUS NON-WEARING COURSE TON $65.00 4962 $322,546.25 2340.521 TYPE LV4 WEARING COURSE MIXTURE (L), 3-INCH THICKFOR DWYS AND TRAILS SY $34.00 131 $4,457.78 2357.502 BITUMINOUS MATERIAL FOR TACK COAT GAL $2.25 4315 $9,708.75 2531.501 CONCRETE C&G, DESIGN B612, B618, B624, RIBBON OR TRANSITION LF $26.00 2350 $61,100.00 2531.507 6-INCH CONCRETE DRIVEWAY PAVEMENT, RESIDENTIAL SY $60.00 333 $20,000.00 2531.532 PEDESTRIAN CURB RAMP EACH $1,000.00 2 $2,000.00 2535.501 BITUMINOUS CURB (MACHINE PLACED - 7 INCH)LF $13.00 200 $2,600.00 2563.601 TRAFFIC CONTROL LS $10,000.00 1 $10,000.00 2573.502 EROSION CONTROL LOG (BIO-ROLL)LF $2.00 500 $1,000.00 2573.601 EROSION CONTROL, CONTRACTOR'S PLAN LS $2,500.00 1 $2,500.00 2574.525 LOAM TOPSOIL BORROW, SY (4" DEPTH)SY $5.50 783 $4,308.33 2575.508 COMM. FERT., ANALYSIS 10-10-10 FOR SEEDED AREAS LB $3.50 49 $169.98 2575.561 HYDRAULIC SOIL STABILIZER, TYPE 8 - BONDED FIBER MATRIX SY $5.00 783 $3,916.67 2575.608 TURF SEED MIXTURE LBS $6.00 49 $291.40 TOTAL = $1,018,971.69 STORM SEWER 2506.522 ADJUST CASTING OR FURNISH AND INSTALL NEW STORM SEWER CASTING EACH $750.00 10 $7,500.00 2506.XXX REPLACE DRAINAGE STRUCTURE EACH $2,500.00 17 $42,500.00 2506.XXX REPLACE STORM SEWER PIPE LF $55.00 250 $13,750.00 2573.530 INLET PROTECTION EACH $175.00 70 $12,250.00 TOTAL = $76,000.00 SANITARY SEWER SYSTEM 2506.522 FURNISH & INSTALL OR ADJUST CASTING (SAN. SEWER MH IN BIT. OR C&G)EACH $750.00 50 $37,500.00 2104.509 SALVAGE CASTING EACH $100.00 50 $5,000.00 TOTAL = $42,500.00 WATER SYSTEM 2504.602 ADJUST CURB STOP BOX EACH $150.00 5 $750.00 2504.602 ADJUST GATE VALVE EACH $350.00 60 $21,000.00 2506.521 FURNISH AND INSTALL CASTING ASSEMBLY, TYPE FORD COVER A-1 EACH $200.00 5 $1,000.00 TOTAL = $22,750.00 SUBTOTAL =$1,160,221.69 Subtotal: $1,160,221.69 + 10% Contingencies: $116,022.17 Subtotal Estimated Construction Costs: $1,276,243.86 + Estimated Easement Costs: + 24.0% Engineering, Administrative, Legal and Fiscal Expenses: $306,298.53 Total Estimated Project Costs: $1,582,542.38 Item TOTAL EXHIBIT4 PreliminaryAssessmentRoll HillwoodCrestviewAreaStreetImprovements CityProject16Ͳ13 ParcelID SiteAddress Units Total Assessment 122822310003 488CrestviewDrS 1 $3,450.00 122822310004 496CrestviewDrS 1 $3,450.00 122822310005 504CrestviewDrS 1 $3,450.00 122822310006 512CrestviewDrS 1 $3,450.00 122822310007 518CrestviewDrS 1 $3,450.00 122822310008 526CrestviewDrS 1 $3,450.00 122822310009 534CrestviewDrS 1 $3,450.00 122822310010 489CrestviewDrS 1 $3,450.00 122822310011 497CrestviewDrS 1 $3,450.00 122822310012 505CrestviewDrS 1 $3,450.00 122822310013 513CrestviewDrS 1 $3,450.00 122822310014 519CrestviewDrS 1 $3,450.00 122822310015 527CrestviewDrS 1 $3,450.00 122822310017 2406TeakwoodDrE 1 $3,450.00 122822310018 2400TeakwoodDrE 1 $3,450.00 122822310019 2390TeakwoodDrE 1 $3,450.00 122822310020 2384TeakwoodDrE 1 $3,450.00 122822310021 2383OakridgeDrE 1 $3,450.00 122822310022 2387OakridgeDrE 1 $3,450.00 122822310023 2399OakridgeDrE 1 $3,450.00 122822310024 570CrestviewDrS 1 $3,450.00 122822310025 578CrestviewDrS 1 $3,450.00 122822310026 584CrestviewDrS 1 $3,450.00 122822310027 594CrestviewDrS 1 $3,450.00 122822310028 2388OakridgeDrE 1 $3,450.00 122822310031 2389HillwoodDrE 1 $3,450.00 122822310032 2380OakridgeDrE 2 $6,900.00 122822310033 535CrestviewDrS 1 $3,450.00 122822310034 483MarnieStS 1 $3,450.00 122822310035 491MarnieStS 1 $3,450.00 122822310036 499MarnieStS 1 $3,450.00 122822310037 507MarnieStS 1 $3,450.00 122822310038 515MarnieStS 1 $3,450.00 122822310039 2417TeakwoodDrE 1 $3,450.00 122822310040 2425TeakwoodDrE 1 $3,450.00 122822310041 482MarnieStS 1 $3,450.00 122822310042 490MarnieStS 1 $3,450.00 122822310043 498MarnieStS 1 $3,450.00 122822310044 506MarnieStS 1 $3,450.00 122822310045 514MarnieStS 1 $3,450.00 122822310046 522MarnieStS 1 $3,450.00 EXHIBIT4 122822310047 530MarnieStS 1 $3,450.00 122822310048 540MarnieStS 1 $3,450.00 122822310049 2416TeakwoodDrE 1 $3,450.00 122822310050 2426TeakwoodDrE 1 $3,450.00 122822310052 551MarnieStS 1 $3,450.00 122822310053 561MarnieStS 1 $3,450.00 122822310055 579MarnieStS 1 $3,450.00 122822310058 2413HillwoodDrE 1 $3,450.00 122822310059 550MarnieStS 1 $3,450.00 122822310060 560MarnieStS 1 $3,450.00 122822310061 570MarnieStS 1 $3,450.00 122822310062 580MarnieStS 1 $3,450.00 122822310063 590MarnieStS 1 $3,450.00 122822310064 2423HillwoodDrE 1 $3,450.00 122822310065 591MarnieStS 1 $3,450.00 122822310067 571MarnieStS 1 $3,450.00 122822320003 486LakewoodDrS 1 $3,450.00 122822320004 494LakewoodDrS 1 $3,450.00 122822320005 502LakewoodDrS 1 $3,450.00 122822320006 510LakewoodDrS 1 $3,450.00 122822320007 516LakewoodDrS 1 $3,450.00 122822320008 524LakewoodDrS 1 $3,450.00 122822320009 2359TeakwoodDrE 1 $3,450.00 122822320012 2378TeakwoodDrE 1 $3,450.00 122822320013 2370TeakwoodDrE 1 $3,450.00 122822320014 2364TeakwoodDrE 1 $3,450.00 122822320015 2356TeakwoodDrE 1 $3,450.00 122822320016 2353OakridgeDrE 1 $3,450.00 122822320017 2363OakridgeDrE 1 $3,450.00 122822320018 2369OakridgeDrE 1 $3,450.00 122822320019 2375OakridgeDrE 1 $3,450.00 122822320020 487LakewoodDrS 1 $3,450.00 122822320021 495LakewoodDrS 1 $3,450.00 122822320022 503LakewoodDrS 1 $3,450.00 122822320023 511LakewoodDrS 1 $3,450.00 122822320024 517LakewoodDrS 1 $3,450.00 122822320025 525LakewoodDrS 1 $3,450.00 122822320026 533LakewoodDrS 1 $3,450.00 122822320027 539LakewoodDrS 1 $3,450.00 122822320028 547LakewoodDrS 1 $3,450.00 122822320029 553LakewoodDrS 1 $3,450.00 122822320030 561LakewoodDrS 1 $3,450.00 122822320031 567LakewoodDrS 1 $3,450.00 122822320032 573LakewoodDrS 1 $3,450.00 122822320033 2350OakridgeDrE 1 $3,450.00 122822320034 2358OakridgeDrE 1 $3,450.00 122822320035 2366OakridgeDrE 1 $3,450.00 EXHIBIT4 122822320036 2374OakridgeDrE 1 $3,450.00 122822320037 2373HillwoodDrE 1 $3,450.00 122822320038 2365HillwoodDrE 1 $3,450.00 122822320039 2357HillwoodDrE 1 $3,450.00 122822320040 2347HillwoodDrE 1 $3,450.00 122822320041 2339HillwoodDrE 1 $3,450.00 122822320053 2279TeakwoodCtE 1 $3,450.00 122822320054 2289TeakwoodCtE 1 $3,450.00 122822320055 2288TeakwoodCtE 1 $3,450.00 122822320056 2278TeakwoodCtE 1 $3,450.00 122822320057 2268TeakwoodCtE 1 $3,450.00 122822320062 580DorlandRdS 1 $3,450.00 122822320063 570DorlandRdS 1 $3,450.00 122822320064 560DorlandRdS 1 $3,450.00 122822320065 550DorlandRdS 1 $3,450.00 122822320066 540DorlandRdS 1 $3,450.00 122822320067 530DorlandRdS 1 $3,450.00 122822320068 520DorlandRdS 1 $3,450.00 122822320069 510DorlandRdS 1 $3,450.00 122822320070 500DorlandRdS 1 $3,450.00 122822320071 501DorlandRdS 1 $3,450.00 122822320073 561DorlandRdS 1 $3,450.00 122822320074 551DorlandRdS 1 $3,450.00 122822320075 541DorlandRdS 1 $3,450.00 122822320076 531DorlandRdS 1 $3,450.00 122822320077 521DorlandRdS 1 $3,450.00 122822320078 511DorlandRdS 1 $3,450.00 122822320082 2280HillwoodDrE 1 $3,450.00 122822320083 2290HillwoodDrE 1 $3,450.00 122822320084 2300HillwoodDrE 1 $3,450.00 122822320085 2310HillwoodDrE 1 $3,450.00 122822320087 2271HillwoodDrE 1 $3,450.00 122822320088 2281HillwoodDrE 1 $3,450.00 122822320089 2291HillwoodDrE 1 $3,450.00 122822320090 2301HillwoodDrE 1 $3,450.00 122822320091 2311HillwoodDrE 1 $3,450.00 122822320092 581DorlandRdS 1 $3,450.00 122822320093 571DorlandRdS 1 $3,450.00 122822320095 503DorlandRdS 1 $3,450.00 122822320096 507DorlandRdS 1 $3,450.00 122822330096 2316HillwoodDrE 1 $3,450.00 122822330097 2376HillwoodDrE 1 $3,026.23 122822330098 2374HillwoodDrE 1 $3,026.23 122822330099 2372HillwoodDrE 1 $3,026.23 122822330100 2352HillwoodDrE 1 $3,026.23 122822330101 2354HillwoodDrE 1 $3,026.23 122822330102 2356HillwoodDrE 1 $3,026.23 EXHIBIT4 122822330103 2364HillwoodDrE 1 $3,026.23 122822330104 2366HillwoodDrE 1 $3,026.23 122822330105 2368HillwoodDrE 1 $3,026.23 122822330106 2370HillwoodDrE 1 $3,026.23 122822330107 636DorlandRdS 1 $3,026.23 122822330108 638DorlandRdS 1 $3,026.23 122822330109 640DorlandRdS 1 $3,026.23 122822330110 2363SpringsideDrE 1 $3,026.23 122822330111 2361SpringsideDrE 1 $3,026.23 122822330112 2359SpringsideDrE 1 $3,026.23 122822330113 2357SpringsideDrE 1 $3,026.23 122822330114 2355SpringsideDrE 1 $3,026.23 122822330115 2353SpringsideDrE 1 $3,026.23 122822330116 2351SpringsideDrE 1 $3,026.23 122822330117 2358SpringsideDrE 1 $3,026.23 122822330118 2360SpringsideDrE 1 $3,026.23 122822330119 2362SpringsideDrE 1 $3,026.23 122822330120 2350SpringsideDrE 1 $3,026.23 122822330121 2352SpringsideDrE 1 $3,026.23 122822330122 2354SpringsideDrE 1 $3,026.23 122822330123 2356SpringsideDrE 1 $3,026.23 122822330124 668DorlandRdS 1 $3,026.23 122822330125 670DorlandRdS 1 $3,026.23 122822330126 672DorlandRdS 1 $3,026.23 122822330127 674DorlandRdS 1 $3,026.23 122822330128 676DorlandRdS 1 $3,026.23 122822330129 678DorlandRdS 1 $3,026.23 122822330130 680DorlandRdS 1 $3,026.23 122822330131 675DorlandRdS 1 $3,026.23 122822330132 677DorlandRdS 1 $3,026.23 122822330133 679DorlandRdS 1 $3,026.23 122822330134 667DorlandRdS 1 $3,026.23 122822330135 669DorlandRdS 1 $3,026.23 122822330136 671DorlandRdS 1 $3,026.23 122822330137 673DorlandRdS 1 $3,026.23 122822330138 661DorlandRdS 1 $3,026.23 122822330139 663DorlandRdS 1 $3,026.23 122822330140 665DorlandRdS 1 $3,026.23 122822330141 655DorlandRdS 1 $3,026.23 122822330142 657DorlandRdS 1 $3,026.23 122822330143 659DorlandRdS 1 $3,026.23 122822330144 645DorlandRdS 1 $3,026.23 122822330145 647DorlandRdS 1 $3,026.23 122822330146 649DorlandRdS 1 $3,026.23 122822330147 651DorlandRdS 1 $3,026.23 122822330148 653DorlandRdS 1 $3,026.23 122822330149 643DorlandRdS 1 $3,026.23 EXHIBIT4 122822330150 641DorlandRdS 1 $3,026.23 122822330151 639DorlandRdS 1 $3,026.23 122822330152 637DorlandRdS 1 $3,026.23 122822330153 635DorlandRdS 1 $3,026.23 122822330154 633DorlandRdS 1 $3,026.23 122822330155 631DorlandRdS 1 $3,026.23 122822330156 629DorlandRdS 1 $3,026.23 122822330157 623DorlandRdS 1 $3,026.23 122822330158 625DorlandRdS 1 $3,026.23 122822330159 627DorlandRdS 1 $3,026.23 122822330160 2328HillwoodDrE 1 $3,026.23 122822330161 2330HillwoodDrE 1 $3,026.23 122822330162 2332HillwoodDrE 1 $3,026.23 122822330163 2322HillwoodDrE 1 $3,026.23 122822330164 2324HillwoodDrE 1 $3,026.23 122822330165 2326HillwoodDrE 1 $3,026.23 122822330166 2338HillwoodDrE 1 $3,026.23 122822330167 2336HillwoodDrE 1 $3,026.23 122822330168 2334HillwoodDrE 1 $3,026.23 122822330169 609DorlandRdS 1 $3,026.23 122822330170 607DorlandRdS 1 $3,026.23 122822330171 693DorlandRdS 1 $3,026.23 122822330172 695DorlandRdS 1 $3,026.23 122822330173 697DorlandRdS 1 $3,026.23 122822330174 701DorlandRdS 1 $3,026.23 122822330175 703DorlandRdS 1 $3,026.23 122822330176 709DorlandRdS 1 $3,026.23 122822330177 690DorlandRdS 1 $3,026.23 122822330178 692DorlandRdS 1 $3,026.23 122822330179 694DorlandRdS 1 $3,026.23 122822330180 696DorlandRdS 1 $3,026.23 122822340010 2384HillwoodDrE 1 $3,450.00 122822340014 2392HillwoodDrE 1 $3,450.00 122822340016 2410HillwoodDrE 1 $3,450.00 122822340017 2420HillwoodDrE 1 $3,450.00 122822340018 2430HillwoodDrE 1 $3,450.00 122822340019 600MarnieStS 1 $3,450.00 122822340023 2439OakridgeLnE 1 $3,450.00 122822340024 2429OakridgeLnE 1 $3,450.00 122822340025 2419OakridgeLnE 1 $3,450.00 122822340026 2409OakridgeLnE 1 $3,450.00 122822340027 641HuntingtonCtS 1 $3,450.00 122822340028 651HuntingtonCtS 1 $3,450.00 122822340029 661HuntingtonCtS 1 $3,450.00 122822340030 671HuntingtonCtS 1 $3,450.00 122822340031 681HuntingtonCtS 1 $3,450.00 122822340032 682HuntingtonCtS 1 $3,450.00 EXHIBIT4 122822340033 672HuntingtonCtS 1 $3,450.00 122822340034 662HuntingtonCtS 1 $3,450.00 122822340035 652HuntingtonCtS 1 $3,450.00 122822340036 2428OakridgeLnE 1 $3,450.00 122822340038 2438OakridgeLnE 1 $3,450.00 122822340039 2448HillwoodDrE 1 $3,450.00 122822340040 2458HillwoodDrE 1 $3,450.00 122822340041 2468HillwoodDrE 1 $3,450.00 122822340042 2478HillwoodDrE 1 $3,450.00 122822340045 2449HillwoodDrE 1 $3,450.00 122822340046 2459HillwoodDrE 1 $3,450.00 122822340047 2469HillwoodDrE 1 $3,450.00 122822340048 2479HillwoodDrE 1 $3,450.00 122822340049 2489HillwoodDrE 1 $3,450.00 122822340050 2499HillwoodDrE 1 $3,450.00 122822340058 2456SpringsideDrE 1 $3,450.00 122822340061 2457SpringsideDrE 1 $3,450.00 122822340073 2488HillwoodDrE 1 $3,450.00 122822340074 2498HillwoodDrE 1 $3,450.00 Totals:249 $823,452.90 $3,450 3684.1 $69 TotalTownhomeAssessment:$254,202.90 NumberofTownhomeUnits:84 AssessmentRatePerUnit:$3,026.23 ResidentialPavementRehabilitationUnitAssessmentRate: LinwoodHeightsTownhomesUnitRateCalculations TotalTownhomeFrontͲFootage: PavementRehabilitationRateperFrontͲFoot: HILLWOOD - CRESTVIEW AREA STREET IMPROVEMENTS16-13EXHIBIT 5PRELIMINARY ASSESSMENT MAP 1FULL ASSESSMENT AREA =MAPLEWOOD HILLWOOD - CRESTVIEW AREA STREET IMPROVEMENTSEXHIBIT 6PRELIMINARY ASSESSMENT MAP 2FULL ASSESSMENT AREA =MAPLEWOOD MEMORANDUM TO: Melinda Coleman, City Manager FROM: Steven Love, City Engineer / Deputy Public Works Director Jon Jarosch, Civil Engineer II DATE: December 1, 2016 SUBJECT: Consider Resolution Accepting Feasibility Study, Authorizing Preparation of Plans & Specifications, and Calling for Public Hearing, Pond/Dorland Area Street Improvements, City Project 16-12 Introduction The feasibility study for the Pond/Dorland Area Street Improvements, City Project 16-12, is complete and available in the office of the city engineer. A copy will be sent to all council members with the packet information and will also be available in the council chambers during the meeting on Monday night. The study includes information on the proposed improvements, costs, and project financing. The council will consider the resolution accepting the feasibility study, authorizing the preparation of plans and specifications, and ordering a public hearing to be held on January 9, 2017. Background The Pond/Dorland Area Street Improvements project consists of two areas (see attached project location map). Area 1 consists of Pond Avenue and Dorland Road and is generally bounded by Mailand Road, Londin Lane, and McKnight Road (see attached project location map). Area 2 consists of Boxwood Avenue, Dorland Road, Overlook Circle, and Heights Avenue and is generally bounded by McKnight Road, Snowshoe Lane and Interstate Trunk Highway 494. The proposed project includes approximately 1.12 miles of streets which have an average pavement condition index (PCI) rating of 34 (on a scale of 1 to 100) according to the most recent street rating survey. These streets have continued to deteriorate over the years and are in need of major rehabilitation. On July 11, 2016 the City Council ordered the preparation of the feasibility study. The aging and deteriorating condition of roads shown on the project location maps for Area #1 and Area #2 presents an ongoing maintenance problem for the City of Maplewood Street Department. The condition of the existing streets also represents a decreased level of service for the residents of Maplewood, with the City receiving numerous complaints from area residents about substandard street conditions. An informational packet was mailed to the residents on October 13, 2016 and contained information about the proposed pavement rehabilitation project, a project location map, a letter J3 Packet Page Number 200 of 216 explaining special assessments, a questionnaire, questionnaire information, and a letter inviting residents to the neighborhood meeting. An informational neighborhood meeting was held October 26, 2016 at the Maplewood Community Center. Staff mailed out the meeting invitation to 290 property owners and approximately 40 residents attended the meeting. The meeting generally ran from 6:00 pm to 7:30 p.m. including a presentation, question and answer session, and one-on-one conversations. Items presented at the meeting included the public improvement process, an explanation of why Pond/Dorland Area was chosen for improvements, project scope, proposed assessments, and an estimated project timeline. Discussion The existing public infrastructure for Area #1 streets generally consists of a bituminous pavement section, concrete curb and gutter, storm sewer, sanitary sewer, and cast iron water mains. As part of this project it is anticipated that cast iron water mains will need to be replaced due to being more susceptible to breaks. Therefore, streets in Area #1 will need to be fully reconstructed with new concrete curb and gutter. At the neighborhood meeting residents brought up concerns with capacity of the storm sewer system. The proposed project will evaluate and include measures to increase the inlet capacity of the system and water quality improvements based on the design evaluation. In Area #2 the public infrastructure generally consists of a bituminous pavement section, concrete curb and gutter, storm sewer, sanitary sewer, and ductile iron water mains. Boxwood Avenue, Dorland Road (south of Carver Avenue), Overlook Circle, and Heights Avenue (except the cul-de-sac) have underground utilities and concrete curb and gutter in good condition. For these streets the project will focus primarily on rehabilitation of the pavement by performing reclaiming the top 8 inches of the street section. By reclaiming, grinding the top 8 inches of the street section, the crushed bituminous is blended with the underlying aggregate to form new base material to support the road. After the road has been reclaimed and excess material removed, the road base will be reshaped to provide adequate drainage. The new base material will be compacted, and a new bituminous pavement surface will be installed. The remaining streets in Area #2, Dorland Road (south of Boxwood Avenue and north of Carver Avenue) and cul-de-sac at the end of Heights Avenue will need to be reconstructed as they are currently built without concrete curb and gutter. As part of the design process staff will evaluate and include storm sewer improvements as needed for both capacity and water quality as needed. The proposed project also includes minor adjustments and repairs to the existing storm sewer, sanitary sewer, and water utilities. The feasibility study found that the proposed project is feasible, necessary, and cost effective from an engineering standpoint. If the study is accepted along with authorization for preparation of plans and specifications, then a Public Hearing will be scheduled for January 9, 2017. The Public Hearing is the meeting in which the residents have the opportunity to comment on the project. In order to proceed with the project a super majority vote is needed for ordering of the improvement after public testimony is received. J3 Packet Page Number 201 of 216 Budget Impact The total project estimated project cost is $2,130,620 and is outlined on the following page: PROPOSED IMPROVEMENTS TOTAL AMOUNT % OF PROJECT COST STREET IMPROVEMENTS 1,394,388$ 65% DRAINAGE IMPROVEMENTS 398,620$ 19% SANITARY SEWER IMPROVMENTS 143,572$ 7% WATER SYSTEM IMPROVEMENTS 194,040$ 9% TOTAL ESTIMATE OF PROJECT COSTS $2,130,620 100% ESTIMATED PROJECT COST SUMMARY The estimated costs includes 10% contingencies and 28% overhead, which include engineering, administrative, legal, and fiscal expenses. The improvements are proposed to be financed through a combination of special assessments to the benefiting properties, the Sanitary Sewer Fund, the Environmental Utility Fund, St. Paul Water Funds, and G.O. Improvement Bonds. The following is a summary of the estimated financing for the proposed project: PROPOSED FINANCING SOURCES TOTAL AMOUNT % OF COST RECOVERY G.O. IMPROVEMENT BONDS 800,000$ 38% SPECIAL BENEFIT ASSESSMENT 594,388$ 28% ENVIRONMENTAL UTILITY FUND 398,620$ 19% SANITARY SEWER FUND 143,572$ 7% ST. PAUL REGIONAL WATER SERVICE 106,040$ 5% ST. PAUL W.A.C. FUND 88,000$ 4% TOTAL PROJECT FUNDING $2,130,620 100% During the design process city staff will work to see if there are any bid alternative options for the proposed project to help hold to the proposed project budget and available funding. The use of bid alternatives allow the City to adjust the scope of improvements to conform to budgetary constraints while maximizing the work completed. In essence, this would allow the bids to be received and the city can choose the design based on the cost it is comfortable with in order to proceed. The proposed project budget is approximately $189,000 below the proposed 2017-2021 CIP funding plan. The G.O. Improvement Bonds remain at the same level as the proposed 2017- 2021 CIP funding plan. The estimated project costs and proposed project funding plan have been reviewed by Finance Director. An independent appraisal firm was hired to ascertain an opinion of special benefit received by properties within the neighborhood project area. This information will ultimately be utilized to set the special benefit assessment amounts for the project area. For the purposes of the feasibility report, the rates established in the City’s Special Assessment Policy were utilized and represent the maximum assessment rates for this project. J3 Packet Page Number 202 of 216 • Residential o Full Reconstruction Rate = $6,600.00/unit o Partial Reconstruction Rate = $4,950.00/unit o Pavement Rehabilitation / Replacement Rate = $3,450.00/unit • Commercial / Multi-Family o Partial Reconstruction Special Benefit Assessment Rate = $99.00 Per Linear Foot There are a total of 283 assessable residential and commercial/multi-family parcels within the project area. The staff will be holding another open house to address questions or concerns that residents may have prior to the official Public Hearing on January 9th. Recommendation It is recommended that the City Council approve the attached Resolution Accepting the Feasibility Report, Authorizing the Preparation of Plans and Specifications, and Calling for a Public Hearing for 7:00 p.m. on January 9, 2017 for the Pond/Dorland Area Street Improvements, City Project 16-12. Attachments 1. Resolution 2. Project Map 3. Feasibility Executive Summary 4. Feasibility Report (separate attachment) J3 Packet Page Number 203 of 216 RESOLUTION ACCEPTING FEASIBILITY STUDY, AUTHORIZING PREPARATION OF PLANS AND SPECIFICATIONS, AND CALLING FOR PUBLIC HEARING WHEREAS, pursuant to a resolution of the council adopted July 11, 2016, a report has been prepared by the City Engineering Division with reference to the improvement of Pond/Dorland Area Street Improvements, City Project 16-12, and this report was received by the council on December 12, 2016, and WHEREAS, the report provides information regarding whether the proposed project is necessary, cost-effective, and feasible, NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF MAPLEWOOD, MINNESOTA: 1. The City Council will consider the Pond/Dorland Area Street Improvements, City Project 16-12 in accordance with the report and the assessment of abutting property for all or a portion of the cost of the improvement pursuant to Minnesota Statutes, Chapter 429 at an estimated total cost of $2,130,620.00. 2. The City Engineer or his designee is the designated engineer for this improvement project and is hereby directed to prepare final plans and specifications for the making of said improvement. 3. The Finance Director is hereby authorized to make the financial transfers necessary for the preparation of plans and specifications. A proposed budget of $2,130,620.00 shall be established. The proposed financing plan is as follows: PROPOSED IMPROVEMENTS TOTAL AMOUNT % OF COST RECOVERY G.O. IMPROVEMENT BONDS 800,000$ 38% SPECIAL BENEFIT ASSESSMENT 594,388$ 28% ENVIRONMENTAL UTILITY FUND 398,620$ 19% SANITARY SEWER FUND 143,572$ 7% St. PAUL REGIONAL WATER SERVICE 106,040$ 5% ST. PAUL W.A.C. FUND 88,000$ 4% TOTAL PROJECT FUNDING $2,130,620 100% 4. A public hearing shall be held on such proposed improvement on the 9th day of January in 2017 in the council chambers of city hall at 7:00 p.m., and the clerk shall give mailed and published notice of such hearing and improvement as required by law. Approved this 12th day of December, 2016. J3, Attachment 1 Packet Page Number 204 of 216 J3, Attachment 2 Packet Page Number 205 of 216 iv POND-DORLAND AREA STREET IMPROVEMENTS CITY PROJECT 16-12 EXECUTIVE SUMMARY BOXWOOD AVENUE, DORLAND ROAD, HEIGHTS AVENUE, OVERLOOK CIRCLE, POND AVENUE Project Summary This feasibility report has been prepared for the Pond-Dorland Area Street Improvements, City of Maplewood Project 16-12. The above referenced streets total approximately 1.12 miles in length. The proposed improvements include the following: 1) Reclamation of all project streets. Sub-grade repairs would be conducted in areas of failure as necessary to support the new street section. 2) Replacement of all concrete curb and gutter along Pond Avenue and Dorland Road (Mailand Road to Londin Lane). 3) Addition of concrete curb and gutter along Dorland Road between Carver Avenue and Boxwood Avenue as well as in the Heights Avenue cul-de-sac area. 4) Replacement of deteriorated concrete curb and gutter in the remainder of the project area. 5) The removal and replacement of over 2,100 lineal feet of cast-iron watermain along Pond Avenue and Dorland Road north of Mailand Road. 6) Replacement of outdated sanitary sewer castings throughout the project area. 7) Cast-in-place sanitary sewer lining in areas throughout the City prone to root and groundwater intrusions. 8) Replacement of damaged storm sewer castings within the project area. 9) Expansion of the existing storm sewer system to reduce localized flooding issues, particularly along Pond Avenue and Dorland Road north of Mailand Road. 10) Installation of stormwater quality and volume reduction features to meet Ramsey- Washington Metro Watershed District and City stormwater regulations. 11) Replacement of pedestrian curb ramps as necessary. 12) Bituminous fog seal of past neighborhood improvement project streets to extend the useful life of the pavement. J3, Attachment 3 Packet Page Number 206 of 216 v Project Cost The estimated total project cost is $2,130,620 and is outlined as follows: PROPOSED IMPROVEMENTS TOTAL AMOUNT % OF TOTAL STREET IMPROVEMENTS 1,394,388$ 65% STORM IMPROVEMENTS 398,620$ 19% SANITARY SEWER IMPROVMENTS 143,572$ 7% WATER SYSTEM IMPROVEMENTS 194,040$ 9% TOTAL ESTIMATED PROJECT COST: $2,130,620 100% ESTIMATED PROJECT COST SUMMARY The estimated costs includes 10% contingencies and 28% overhead, which include engineering, administrative, legal, and fiscal expenses. Proposed Financing The improvements are proposed to be financed through a combination of special assessments to the benefiting properties, G.O. Improvement Bonds, the Sanitary Sewer Fund, the Environmental Utility Fund, Saint Paul Regional Water Services and W.A.C. funds. The table below displays a summary of the estimated financing for the proposed project. Schedule The following schedule may be implemented, should it be determined to proceed with the project: Receive feasibility study 12/12/2016 Order public hearing 12/12/2016 Authorize preparation of plans and specifications 12/12/2016 Public hearing 1/9/2017 Approve plans and specifications/Authorize advertisement for bids 1/23/2017 Bid date 3/2/2017 Assessment hearing 3/13/2017 Accept bids/award contract 3/13/2017 Begin construction May 2017 Complete construction September 2017 Assessments certified to Ramsey County November 2017 FUNDING SOURCE TOTAL AMOUNT % OF TOTAL PROJECT G.O. BOND $800,000 38% SPECIAL BENEFIT ASSESSMENT $594,388 28% ENVIRONMENTAL UTILITY FUND $398,620 19% SANITARY SEWER FUND $143,572 7% SAINT PAUL REGIONAL WATER SERVICE $106,040 5% W.A.C. FUND $88,000 4% TOTAL PROJECT FUNDING $2,130,620 100% ESTIMATED PROJECT COST RECOVERY J3, Attachment 3 Packet Page Number 207 of 216 i FEASIBILITY REPORT POND-DORLAND AREA STREET IMPROVEMENTS PROJECT 16-12 BOXWOOD AVENUE, DORLAND ROAD, HEIGHTS AVENUE, OVERLOOK CIRCLE, POND AVENUE I hereby certify that this report was prepared by me or under my direct supervision and that I am a duly Licensed Professional Engineer under the laws of the State of Minnesota. Signature: ____________________________ Jonathon E. Jarosch, P.E. Date: _______________________________ License No. 49105 Document Prepared by: Jonathon E. Jarosch, P.E. City of Maplewood Department of Public Works 1902 East County Road B Maplewood, Minnesota 55109 12/7/2016 For The Permanent Record Meeting Date: 12/12/2016 Agenda Item #: J3, Attachment 4 ii TABLE OF CONTENTS CERTIFICATION ........................................................................................................................... i TABLE OF CONTENTS ................................................................................................................ ii EXECUTIVE SUMMARY ............................................................................................................. iv 1.0 INTRODUCTION .................................................................................................................. 1 1.1 General .................................................................................................................... 1 1.2 Resident Correspondence ........................................................................................ 1 2.0 EXISTING CONDITIONS ..................................................................................................... 1 2.1 Pavement Conditions ............................................................................................... 1 2.2 Geotechnical Summary ............................................................................................ 6 2.3 Existing Curb and Gutter .......................................................................................... 6 2.4 Existing Utility Summary .......................................................................................... 6 2.41 Sanitary Sewer ........................................................................................... 6 2.42 Water Main ................................................................................................. 6 2.43 Drainage and Storm Sewer ........................................................................ 7 2.5 Resident Concerns .................................................................................................. 7 2.51 Drainage Concerns ..................................................................................... 7 2.52 Cut-Through Traffic .................................................................................... 7 2.53 Assessments .............................................................................................. 7 3.0 PROPOSED IMPROVEMENTS ........................................................................................... 7 3.1 Pavement Rehabilitation .......................................................................................... 7 3.2 Curb Replacement and Pedestrian Ramps .............................................................. 8 3.3 Utility Upgrades and Repairs .................................................................................... 8 3.31 Sanitary Sewer .......................................................................................... 8 3.32 Water Main ................................................................................................ 8 3.33 Drainage and Storm Sewer ....................................................................... 8 3.4 Resident Requested Improvements ......................................................................... 9 iii 3.41 Drainage Concerns .................................................................................. 9 3.42 Cut-Through Traffic ................................................................................. 9 3.43 Assessments ........................................................................................... 9 4.0 MISCELLANEOUS PRIVATE UTILITIES ............................................................................ 9 5.0 EROSION CONTROL .......................................................................................................... 9 6.0 TRAFFIC CONTROL ........................................................................................................... 9 7.0 PROJECT COST ............................................................................................................... 10 8.0 COST RECOVERY ............................................................................................................ 10 9.0 PROJECT SCHEDULE ...................................................................................................... 11 10.0 CONCLUSIONS AND RECOMMENDATIONS .................................................................. 11 APPENDIX A - EXHIBITS .................................................................................................. 12 Exhibit 1: Project Location Map Exhibit 2: Geotechnical Summary Exhibit 3: Preliminary Cost Estimate Exhibit 4: Preliminary Assessment Roll Exhibit 5: Preliminary Assessment Map 1 Exhibit 6: Preliminary Assessment Map 2 Exhibit 7: Preliminary Assessment Map 3 iv POND-DORLAND AREA STREET IMPROVEMENTS CITY PROJECT 16-12 EXECUTIVE SUMMARY BOXWOOD AVENUE, DORLAND ROAD, HEIGHTS AVENUE, OVERLOOK CIRCLE, POND AVENUE Project Summary This feasibility report has been prepared for the Pond-Dorland Area Street Improvements, City of Maplewood Project 16-12. The above referenced streets total approximately 1.12 miles in length. The proposed improvements include the following: 1) Reclamation of all project streets. Sub-grade repairs would be conducted in areas of failure as necessary to support the new street section. 2) Replacement of all concrete curb and gutter along Pond Avenue and Dorland Road (Mailand Road to Londin Lane). 3) Addition of concrete curb and gutter along Dorland Road between Carver Avenue and Boxwood Avenue as well as in the Heights Avenue cul-de-sac area. 4) Replacement of deteriorated concrete curb and gutter in the remainder of the project area. 5) The removal and replacement of over 2,100 lineal feet of cast-iron watermain along Pond Avenue and Dorland Road north of Mailand Road. 6) Replacement of outdated sanitary sewer castings throughout the project area. 7) Cast-in-place sanitary sewer lining in areas throughout the City prone to root and groundwater intrusions. 8) Replacement of damaged storm sewer castings within the project area. 9) Expansion of the existing storm sewer system to reduce localized flooding issues, particularly along Pond Avenue and Dorland Road north of Mailand Road. 10) Installation of stormwater quality and volume reduction features to meet Ramsey- Washington Metro Watershed District and City stormwater regulations. 11) Replacement of pedestrian curb ramps as necessary. 12) Bituminous fog seal of past neighborhood improvement project streets to extend the useful life of the pavement. v Project Cost The estimated total project cost is $2,130,620 and is outlined as follows: PROPOSED IMPROVEMENTS TOTAL AMOUNT % OF TOTAL STREET IMPROVEMENTS 1,394,388$ 65% STORM IMPROVEMENTS 398,620$ 19% SANITARY SEWER IMPROVMENTS 143,572$ 7% WATER SYSTEM IMPROVEMENTS 194,040$ 9% TOTAL ESTIMATED PROJECT COST: $2,130,620 100% ESTIMATED PROJECT COST SUMMARY The estimated costs includes 10% contingencies and 28% overhead, which include engineering, administrative, legal, and fiscal expenses. Proposed Financing The improvements are proposed to be financed through a combination of special assessments to the benefiting properties, G.O. Improvement Bonds, the Sanitary Sewer Fund, the Environmental Utility Fund, Saint Paul Regional Water Services and W.A.C. funds. The table below displays a summary of the estimated financing for the proposed project. Schedule The following schedule may be implemented, should it be determined to proceed with the project: Receive feasibility study 12/12/2016 Order public hearing 12/12/2016 Authorize preparation of plans and specifications 12/12/2016 Public hearing 1/9/2017 Approve plans and specifications/Authorize advertisement for bids 1/23/2017 Bid date 3/2/2017 Assessment hearing 3/13/2017 Accept bids/award contract 3/13/2017 Begin construction May 2017 Complete construction September 2017 Assessments certified to Ramsey County November 2017 FUNDING SOURCE TOTAL AMOUNT % OF TOTAL PROJECT G.O. BOND $800,000 38% SPECIAL BENEFIT ASSESSMENT $594,388 28% ENVIRONMENTAL UTILITY FUND $398,620 19% SANITARY SEWER FUND $143,572 7% SAINT PAUL REGIONAL WATER SERVICE $106,040 5% W.A.C. FUND $88,000 4% TOTAL PROJECT FUNDING $2,130,620 100% ESTIMATED PROJECT COST RECOVERY 1 FEASIBILITY REPORT POND-DORLAND AREA STREET IMPROVEMENTS CITY PROJECT 16-12 BOXWOOD AVENUE, DORLAND ROAD, HEIGHTS AVENUE, OVERLOOK CIRCLE, POND AVENUE 1.0 INTRODUCTION 1.1 General The Pond-Dorland Area Street Improvements project, City Project 16-12 consists of the streets shown on Exhibit 1. These streets have been planned to be improved as part of the City’s proposed 2017-2022 Capital Improvement Plan. The City Council ordered the preparation of the feasibility study for this project on July 11, 2016. The aging and deteriorating streets associated with this project present an ongoing maintenance problem for the City of Maplewood Street Department. The condition of the existing streets also represents a decreased level of service for the residents of Maplewood, with the City receiving numerous complaints from area residents about substandard street conditions. Of the infrastructure elements the city maintains (sanitary sewer, storm sewer, and streets) the bulk of the maintenance activities consist of patching the roadway and filling potholes. Maintenance staff have noted that a considerable amount of time and money is spent each spring repairing the streets within the proposed project area. This report will detail the existing condition of the pavement and utilities, provide geotechnical recommendations for a replacement pavement section, discuss proposed improvements, detail resident correspondence, provide detailed project cost information and how these costs can be recovered, and provide conclusions and recommendations based on the details in the report. 1.2 Resident Correspondence The feasibility report was ordered at the July 11, 2016 city council meeting. A letter was mailed to the residents on July 25, 2016 to provide information on the council’s action and to notify them that preliminary engineering and site reviews would begin along the project streets. An informational packet contained information about the proposed project, a project location map, and a letter explaining assessments was mailed out to the property owners on October 13, 2016. An informational neighborhood meeting was held October 27, 2016 at the Maplewood Community Center. Staff mailed out the invitation to approximately 280 property owners and approximately 21 residents attended. The meeting generally ran from 6:00 pm to 7:30 pm including a presentation, question and answer session, and one-on-one conversations. Items presented at this meeting included the public improvement process, an explanation of why these streets were chosen for improvements, project scope, proposed assessments, and an estimated project timeline. 2.0 EXISTING CONDITIONS 2.1 Pavement Condition The streets associated with this project have a combined length of approximately 1.12 miles. The Pavement Condition Index (PCI) method was used to determine the condition of the existing roads. The PCI rating is based on a visual survey of the pavement and is a number between 0 and 100 indicating the condition of a roadway, with 0 being the worst possible pavement condition 2 and 100 being the best possible condition (i.e. a new road). The PCI method was developed by the United States Army Corps of Engineers and is widely used in transportation civil engineering. It is the City’s general goal to have 75% of City maintained streets at a rating of 70 or above. According to the pavement condition survey the streets have a weighted average PCI rating of 34. A summary of the streets and their corresponding PCI ratings are shown below in Table A. STREET FROM / TO Miles PCI Dorland Rd. Mailand Rd. => Pond Ave.0.14 25 Dorland Rd. Pond Ave. => Londin Ln.0.12 23 Pond Ave.Mcknight Rd. => Dorland Rd.0.14 20 Boxwood Ave Mcknight Rd. => Dorland Rd.0.18 31 Dorland Rd.Carver Ave. => Boxwood Ave.0.25 38 Heights Ave.Dead End => Dorland Rd 0.05 33 Dorland Rd.Heights Ave. => Overlook Cir.0.05 71 Dorland Rd.Overlook Cir. => Carver Ave.0.16 49 Overlook Cir.Cul-de-sac => Dorland Rd.0.03 38 TOTAL LENGTH (MILES) = 1.12 WEIGHTED AVERAGE PCI = 34 POND-DORLAND AREA STREET IMPROVEMENT TABLE A: PAVEMENT CONDITION INDEX TABLE A Common failures on the project streets include raveling of the pavement, transverse and edge cracking, patching, fatigue (alligator) cracking and rutting of the wheel paths. The images on the following pages display the level of deterioration seen throughout the project area. 3 Dorland Road (Londin Lane to Mailand Road) Pond Avenue 4 2.2 Geotechnical Summary No-Curb Area - Dorland Road (Boxwood Avenue to Carver Avenue) Boxwood Avenue 5 Dorland Road at Overlook Circle No curb area – Heights Avenue Cul-de-Sac 6 2.2 Geotechnical Summary The City of Maplewood consulted Braun Intertec Corporation to perform a geotechnical evaluation of the project streets. Braun Intertec performed visual evaluation, pavement coring, and hand auger borings of the project streets to determine the thickness of the pavement, aggregate base layer, and underlying soils. The results for these evaluations were summarized in reports provided to the City (Exhibit 2). According to the reports, the existing roads consist of 3 to 6 inches of bituminous pavement over 5 to 13 inches of aggregate base material. The report notes surface distresses including patching, longitudinal and transverse cracking, alligator cracking, and widespread pavement breakup with potholes. The majority of the pavement cores showed signs of pitting of the bituminous material. This condition is known as “stripping”, which is the deterioration of the bond between the asphalt and aggregate due to the presence of moisture. This pavement stripping is evident at both the top and bottom of the pavement section. Due to the widespread and often severe distresses found in the project area, reclamation or full depth mill and overlay is recommended by Braun Intertec for the rehabilitation of the project streets. 2.3 Existing Curb and Gutter Existing concrete curb and gutter is present on majority of the project streets. Overall the existing curb and gutter is in good condition with approximately 10% of the curb structurally damaged to the extent that it should be replaced. The exceptions are Dorland Road from Boxwood Avenue to Carver Avenue, and the Heights Avenue cul-de-sac area, which are currently uncurbed or contain bituminous curbing. The absence of concrete curb and gutter forces stormwater to run along the edge of the bituminous pavement and can cause a number of issues. This includes the deterioration of the bituminous pavement, the erosion of boulevard areas, the improper containment of vehicles and plows within the roadway, and difficulty in implementing maintenance treatments. 2.4 Existing Utility Summary 2.41 Sanitary Sewer The sanitary sewer in the project area was installed in the 1970’s to late 1980’s and consists of reinforced concrete pipe or PVC pipe and is generally in good condition. No major deficiencies of the sanitary sewer system have been noted in the project area. A number of the existing manhole lids are of an outdated style and are recommended for replacement. 2.42 Water Mains The water main system in the project area is owned and operated by Saint Paul Regional Water Services (SPRWS). The water main in the project area was installed in the 1970’s to late 1980’s and consists of cast iron pipe along Pond Avenue and Dorland Road (Londin Lane to Mailand Road) and ductile iron pipe in the remainder of the project area. SPRWS has identified approximately 2,100 lineal feet of watermain requiring replacement in the project area. They are recommending removing and replacing the cast-iron watermain in the northern area of the project due to its brittle nature and history of breaks. The ductile-iron pipe in the remainder of the project area is in good condition. 7 2.43 Drainage and Storm Sewer Storm sewer in the project area was generally installed in 1970’s and 1980’s and consists of mainly reinforced concrete pipe and is in good condition. The public Works maintenance crews have noted a number of catch-basins that require minor repairs. There are also a few locations that could potentially benefit from the addition of additional catch-basin inlets to remove runoff from the street surface. 2.5 Resident Concerns During the neighborhood meeting held on October 27, 2016, staff asked residents to identify any concerns they had in regards to the proposed project. Overall, the general feeling at this meeting was that the improvements to the street are necessary. There were some concerns noted, as listed in the following sections. 2.51 Drainage Concerns During the neighborhood meeting, some residents relayed their concerns in regards to drainage near their property. The residents noted past flooding issues, particularly near the Townhomes along Dorland Road between Pond Avenue and Londin Lane. They felt that the existing system did not have the capacity to convey the amount of runoff generated in the area, resulting in water ponding in the streets and parking lot areas. 2.52 Cut-Through Traffic Some residents noted that school buses are utilizing Boxwood Avenue and Dorland Road as a ‘turn-around’ to head back to Saint Paul. They requested that the City investigate options for helping to reduce this cut-through traffic. 2.53 Assessments Staff fielded a number of questions related to assessments at the neighborhood meeting, as well as via phone and email correspondence. These questions focused mostly on who was being assessed and how much the assessment would be. The townhomes were particularly concerned with how they would be assessed. 3.0 PROPOSED IMPROVEMENTS 3.1 Pavement Rehabilitation Staff is recommending reclaiming the top 8 to 10 inches of the street section, including the bituminous pavement and the aggregate base material below. Reclamation is a process in which the existing pavement is ground up and mixed with the underlying aggregate to form new base material to support the road. After the road has been reclaimed, excess material will be removed, utility improvements will be completed, the reclaim material will be reshaped to provide adequate drainage, the new reclaimed base material will be compacted, and 3.5 inches of new bituminous pavement will be installed. In the water main replacement areas, as well as areas where poor subgrade soils are encountered, staff is recommending performing subgrade corrections to provide additional support for the proposed pavement section. 8 3.2 Concrete Curb and Gutter It is recommended that structurally deficient portions of concrete curb and gutter on the project streets be removed and replaced prior to placement of the new bituminous pavement to protect the new pavement from future damage. Damaged sections of curb often result in standing water in the curb-line, which risks further damage to the road section. It is estimated that 10% of the existing curb will need to be replaced on the majority of the project streets. Concrete curb and gutter will also be removed and replaced along Pond Avenue and Dorland Road north of Mailand Road due to the proposed replacement of the water mains as discussed in section 3.32 Water Mains. Additionally, staff is recommending installing concrete curb and gutter along Dorland Road between Boxwood Avenue and Carver Avenue, as well as in the Heights-Avenue cul-de-sac area. The Heights Avenue cul-de-sac area is proposed to be reduced in area to a standard size which will reduce stormwater runoff and provide additional greenspace to area properties. During the design phase of the project, staff will review any pedestrian curb ramps present on the project streets and evaluate the need for replacement based on current ADA requirements. 3.3 Utility Upgrades and Repairs 3.31 Sanitary Sewer Repairs to the sanitary sewer system are proposed to include the replacement of outdated sanitary sewer castings, as well as adjustment of the castings to the finished street elevation. Also included as part of this project is the lining of sanitary sewer mainlines in areas that have experienced root intrusions or groundwater infiltration in the past. Staff will be evaluating the sanitary sewer network during the design phase to identify areas requiring lining. Grouping sanitary sewer lining with larger improvement projects has resulted in cost savings in the past due to economy of scale and reduced administrative costs. 3.32 Water Mains Approximately 2,100 lineal feet of cast-iron watermain, along Pond Avenue and Dorland Road north of Mailand Road, is proposed to be replaced as part of this project. This watermain replacement would be performed under the project contract and the costs associated with this work would be reimbursed to the City by SPRWS. Maplewood would only be responsible for water system expenses that are directly related to the street improvements such as gate valve adjustment costs. 3.33 Drainage and Storm Sewer During the design phase of the project, staff will evaluate the drainage throughout the project area. In particular, the area of concern noted by area residents (Pond Avenue and Dorland Road north of Mailand Road) will be thoroughly investigated. For the purposes of this report, drainage system improvements include the addition of a number of catch-basin inlets to remove runoff from the street surface, as well as significant water-quality and volume reduction improvements. These improvements are not only necessary to reduce runoff volumes and improve area water-quality, but also to meet the City’s MS4 permit requirements and the Ramsey-Washington Metro Watershed District Rules. 9 3.4 Resident Requested Improvements 3.41 Drainage Concerns As noted in the previous section, staff will be thoroughly investigating the drainage patterns within the project area during the design phase. The volume reduction improvements necessary to meet the meet water quality regulations will aid in reducing localized flooding within the project area. 3.42 Cut-Through Traffic Staff will work with the local school bus transportation departments during the design phase to identify ways to reduce or prevent cut-through bus traffic along Boxwood Avenue and Dorland Road. No changes to the street are anticipated at this time. 3.43 Assessments Staff will continue to work with area residents throughout the public improvement process to ensure they understand the special benefit assessments and their options under statute 429. 4.0 MISCELLANEOUS PRIVATE UTILITIES Private utility companies will be notified of the proposed improvements by city staff to ensure that they have any upgrades to their facilities completed prior to the improvement of the project streets. Meetings will be held with all utility providers in the project area after the design process begins in order to plan for utility relocation or upgrades as needed. 5.0 EROSION CONTROL As part of the project plans and specifications, staff is required to prepare a storm water pollution prevention plan (SWPPP) for the purposes of enforcing erosion and sediment control rules. The SWPPP will include erosion and sediment control methods that will be implemented throughout the project. The SWPPP will be created during the design phase of this project. Any disturbed soils would be hydro-seeded after grading is completed. The City, in coordination with the watershed district, will closely monitor all erosion and sediment control measures throughout the construction process. The selected contractor will be required to install all preventative measures and maintain them as required by the City, watershed district, MPCA, and other regulatory agencies. 6.0 TRAFFIC CONTROL A construction project of this magnitude will result in some minor inconvenience and disruption to the motorists utilizing these streets. Signage will be installed during construction to guide motorists through the construction site. The project will generally maintain access to adjacent properties and will be constructed under thru-traffic conditions. Staff will coordinate with property owners to make sure that necessary access disruptions are kept to a minimum. Emergency access for vehicles will be available 24 hours a day throughout the project. During short periods of time, however, some segments of the project may not be passable while certain work is being executed. In these instances, access would be available from another direction. Streets would always be reopened at the end of the day. An alternate route for the emergency 10 vehicles will be determined for short periods of time when access may be blocked due to construction. 7.0 PROJECT COST The total estimated project cost is $2,130,620 and is outlined below: PROPOSED IMPROVEMENTS TOTAL AMOUNT % OF TOTAL STREET IMPROVEMENTS 1,394,388$ 65% STORM IMPROVEMENTS 398,620$ 19% SANITARY SEWER IMPROVMENTS 143,572$ 7% WATER SYSTEM IMPROVEMENTS 194,040$ 9% TOTAL ESTIMATED PROJECT COST: $2,130,620 100% ESTIMATED PROJECT COST SUMMARY The estimated costs includes 10% contingencies and 28% overhead, which includes engineering, administrative, legal, and fiscal expenses. Exhibit 3 provides a more detailed construction and project cost estimate. 8.0 COST RECOVERY An independent appraisal firm was hired to ascertain an opinion of special benefit received by properties within the neighborhood project area. This information will ultimately be utilized to set the special benefit assessment amounts for the project area. For the purposes of this report, the rates established in the City’s Special assessment policy were utilized. There are a total of 283 assessable residential and commercial parcels within the project area. Exhibit 4 details the preliminary assessment roll. Exhibits 5-7 show the properties proposed to be assessed as part of this project on a map. Based on the City of Maplewood’s Pavement Management Policy, parcels are assessed on an equal “unit” basis. Per Minnesota State Statute 429, the assessment amount cannot be greater than the benefit received by the property from the improvement. Therefore, the final special benefit assessment amounts will be established after reviewing the appraisal report. This information will be available before the public hearing. For the purposes of this report and establishing a project financing plan, the preliminary maximum assessment rates are as follows. x Residential o Full Reconstruction Rate = $6,600.00/unit o Partial Reconstruction Rate = $4,950.00/unit o Pavement Rehabilitation / Replacement Rate = $3,450.00/unit x Commercial / Multi-Family o Partial Reconstruction Special Benefit Assessment Rate = $99.00 Per Linear Foot The improvements are proposed to be financed through a combination of special assessments to the benefiting properties, the Sanitary Sewer Fund, the Environmental Utility Fund, St. Paul Water Funds, and G.O. Improvement Bonds. 11 The following is a summary of the estimated financing for the proposed project. 9.0 PROJECT SCHEDULE The following schedule may be implemented, should it be determined to proceed with the project: Receive feasibility study 12/12/2016 Order public hearing 12/12/2016 Authorize preparation of plans and specifications 12/12/2016 Public hearing 1/9/2017 Approve plans and specifications/Authorize advertisement for bids 1/23/2017 Bid date 3/2/2017 Assessment hearing 3/13/2017 Accept bids/award contract 3/13/2017 Begin construction May 2017 Complete construction September 2017 Assessments certified to Ramsey County November 2017 10.0 CONCLUSIONS AND RECOMMENDATION Based upon the analysis completed as part of this report, the proposed Pond-Dorland Area Street Improvements, City Project 16-12, is feasible, necessary, and cost effective from an engineering stand point. The proposed improvements are necessary to maintain the City’s infrastructure. It is therefore recommended that: 1. If the City Council deems the project feasible, a public hearing should be held as soon as possible. 2. The proposed improvements should be constructed as outlined in this report. 3. The cost of the improvements will be recovered through assessments to the benefiting properties, along with enterprise utility funds and gas franchise fee contributions as outlined in this report. FUNDING SOURCE TOTAL AMOUNT % OF TOTAL PROJECT G.O. BOND $800,000 38% SPECIAL BENEFIT ASSESSMENT $594,388 28% ENVIRONMENTAL UTILITY FUND $398,620 19% SANITARY SEWER FUND $143,572 7% SAINT PAUL REGIONAL WATER SERVICE $106,040 5% W.A.C. FUND $88,000 4% TOTAL PROJECT FUNDING $2,130,620 100% ESTIMATED PROJECT COST RECOVERY 12 APPENDIX A EXHIBITS EXHIBIT 3 PRELIMINARY COST ESTIMATE Pond-Dorland Area Street Improvements Preliminary Cost Estimate CITY PROJECT NO. 16-12 Estimated Description Unit Unit EST.EST. Price QTY.COST STREET ITEMS 2021.501 MOBILIZATION LS $75,000.00 1 $75,000.00 2104.501 REMOVE CONCRETE CURB AND GUTTER LF $6.25 5000 $31,250.00 2104.505 REMOVE DRIVEWAY PAVEMENT SY $8.50 1400 $11,900.00 2104.511 SAW CONCRETE PAVEMENT (INCLUDES DRIVEWAYS AND WALKS)LF $5.00 840 $4,200.00 2105.501 COMMON EXCAVATION (P)CY $17.00 5710 $97,070.00 2105.507 SUBGRADE EXCAVATION, EV CY $25.00 1358 $33,952.05 2105.533 SALVAGE, STOCKPILE, INSTALL RECLAIM MATERIAL (12" DEPTH)SY $10.00 14549 $145,494.00 2123.610 STREET SWEEPER WITH PICKUP BROOM HOUR $135.00 25 $3,375.00 2130.501 WATER FOR DUST CONTROL M GAL $30.00 150 $4,500.00 2232.501 BITUMINOUS PAVEMENT RECLAMATION (FULL DEPTH)SY $3.00 20577 $61,731.00 2232.603 MILL BITUMINOUS SURFACE, 1.5" DEPTH @ MINIMUM 18" WIDE LF $4.50 475 $2,137.50 2331.603 BITUMINOUS ROAD PAVEMENT CONTROL JOINT SAW AND SEAL LF $2.50 7500 $18,750.00 2340.508 1.5" THICKNESS BITUMINOUS WEARING COURSE TON $65.00 1775 $115,359.81 2340.514 2" THICKNESS BITUMINOUS NON-WEARING COURSE TON $65.00 2366 $153,813.08 2340.521 3" THICKNESS BITUMINOUS DRIVEWAY PAVEMENT, RESIDENTIAL SY $34.00 700 $23,800.00 2355.502 NEIGHBORHOOD FOG SEAL LS $30,000.00 1 $30,000.00 2357.502 BITUMINOUS MATERIAL FOR TACK COAT GAL $2.25 2058 $4,629.83 2531.501 CONCRETE C&G, DESIGN B612, B618, B624, RIBBON OR TRANSITION LF $26.00 7850 $204,100.00 2531.507 6-INCH CONCRETE DRIVEWAY PAVEMENT, RESIDENTIAL SY $60.00 700 $42,000.00 2531.532 PEDESTRIAN CURB RAMP EACH $1,000.00 1 $1,000.00 2535.501 BITUMINOUS CURB (MACHINE PLACED - 7 INCH)LF $13.00 150 $1,950.00 2540.602 REINSTALL MAILBOX SUPPORT (SALVAGED)EACH $150.00 25 $3,750.00 2563.601 TRAFFIC CONTROL LS $15,000.00 1 $15,000.00 2573.502 EROSION CONTROL LOG (BIO-ROLL)LF $2.00 500 $1,000.00 2573.601 EROSION CONTROL, CONTRACTOR'S PLAN LS $5,000.00 1 $5,000.00 2573.602 FURNISH AND MAINTAIN ROCK ENTRANCE PAD AS PER PLATE 350 EACH $1,250.00 5 $6,250.00 2574.525 LOAM TOPSOIL BORROW, SY (4" DEPTH)SY $6.00 1400 $8,400.00 2575.604 SODDING, TYPE LAWN SY $6.00 1400 $8,400.00 2575.508 COMM. FERT., ANALYSIS 10-10-10 LB $3.50 100 $350.00 TOTAL = $1,105,412.26 STORM SEWER 2506.522 ADJUST CASTING OR FURNISH AND INSTALL NEW STORM SEWER CASTING EACH $750.00 40 $30,000.00 2502.541 4" PERFORATED DRAIN TUBING W/ GEO./ROCK LF 5.00 1000 $5,000.00 2503.511 STORM SEWER PIPE LF 34.00 300 $10,200.00 2506.502 INSTALL DRAINAGE STRUCTURE EACH 2,500.00 10 $25,000.00 2506.602 CONNECT TO EX. DRAINAGE STRUCTURE (MH, CB/MH OR BUILD OVER EX. PIPE) EACH 600.00 6 $3,600.00 2506.XXX STORMWATER QUALITY IMPROVEMENTS LS 150,000.00 1 $150,000.00 2573.530 INLET PROTECTION EACH $175.00 46 $8,050.00 TOTAL = $231,850.00 SANITARY SEWER SYSTEM 2506.522 FURNISH & INSTALL OR ADJUST CASTING (SAN. SEWER MH IN BIT. OR C&G)EACH $750.00 21 $15,750.00 2503.603 SANITARY SEWER MAIN LINING LS $75,000.00 1 $75,000.00 2104.509 SALVAGE CASTING EACH $100.00 21 $2,100.00 TOTAL = $92,850.00 Item TOTAL EXHIBIT 3 PRELIMINARY COST ESTIMATE Pond-Dorland Area Street Improvements Preliminary Cost Estimate CITY PROJECT NO. 16-12 Estimated Description Unit Unit EST.EST. Price QTY.COST Item TOTAL WATER SYSTEM 2104.501 REMOVE WATER MAIN LF 4.00 2125 $8,500.00 2504.602 ADJUST CURB STOP BOX EACH $150.00 25 $3,750.00 2504.602 ADJUST GATE VALVE EACH $350.00 33 $11,550.00 2504.603 WATERMAIN UTILITY SERVICE TRENCH (EXCAVATE AND BACKFILL)LF 35.00 300 $10,500.00 2504.603 WATERMAIN UTILITY MAIN TRENCH (EXCAVATE AND BACKFILL)LF 26.50 2125 $56,312.50 2506.521 FURNISH AND INSTALL CASTING ASSEMBLY, TYPE FORD COVER A-1 EACH $200.00 5 $1,000.00 TOTAL = $83,112.50 SUBTOTAL =$1,513,224.76 Subtotal: $1,513,224.76 + 10% Contingencies: $151,322.48 Subtotal Estimated Construction Costs: $1,664,547.23 + Estimated Easement Costs: + 28.0% Engineering, Administrative, Legal and Fiscal Expenses: $466,073.22 Total Estimated Project Costs: $2,130,620.46 EXHIBIT4 PreliminaryAssessmentRoll PondͲDorlandAreaStreetImprovements CityProject16Ͳ12 ParcelID SiteAddress Units TotalAssessment 122822230002 2318LondinLnE 0.5 $810.06 122822230003 2302LondinLnE 0.5 $810.06 122822230004 2286LondinLnE 0.5 $810.06 122822230011 410McknightRdS 1 $23,760.00 122822230204 2286PondAveE 1 $1,620.13 122822230205 2284PondAveE 1 $1,620.13 122822230206 2290PondAveE 1 $1,620.13 122822230207 2288PondAveE 1 $1,620.13 122822230208 2296PondAveE 1 $1,620.13 122822230209 2294PondAveE 1 $1,620.13 122822230210 2300PondAveE 1 $1,620.13 122822230211 2298PondAveE 1 $1,620.13 122822230212 2306PondAveE 1 $1,620.13 122822230213 2304PondAveE 1 $1,620.13 122822230214 2310PondAveE 1 $1,620.13 122822230215 2308PondAveE 1 $1,620.13 122822230216 407DorlandRdS 1 $1,620.13 122822230217 413DorlandRdS 1 $1,620.13 122822230218 411DorlandRdS 1 $1,620.13 122822230219 409DorlandRdS 1 $1,620.13 122822230220 417DorlandRdS 1 $1,620.13 122822230221 423DorlandRdS 1 $1,620.13 122822230222 421DorlandRdS 1 $1,620.13 122822230223 419DorlandRdS 1 $1,620.13 122822230224 429DorlandRdS 1 $1,620.13 122822230225 427DorlandRdS 1 $1,620.13 122822230226 433DorlandRdS 1 $1,620.13 122822230227 431DorlandRdS 1 $1,620.13 122822230228 439DorlandRdS 1 $1,620.13 122822230229 437DorlandRdS 1 $1,620.13 122822230230 443DorlandRdS 1 $1,620.13 122822230231 441DorlandRdS 1 $1,620.13 122822230232 451DorlandRdS 1 $1,620.13 122822230233 449DorlandRdS 1 $1,620.13 122822230234 447DorlandRdS 1 $1,620.13 122822230235 453DorlandRdS 1 $1,620.13 122822230236 2313MailandRdE 1 $1,620.13 122822230237 2315MailandRdE 1 $1,620.13 122822230248 370McknightRdS 1 $1,620.13 122822230249 372McknightRdS 1 $1,620.13 122822230250 374McknightRdS 1 $1,620.13 122822230251 376 Mcknight Rd S 1 $1,620.13 122822230252 378McknightRdS 1 $1,620.13 122822230253 380 Mcknight Rd S 1 $1,620.13 122822230254 382McknightRdS 1 $1,620.13 122822230255 384 Mcknight Rd S 1 $1,620.13 122822230256 2279 Pond Ave E 1 $1,620.13 122822230257 2281 Pond Ave E 1 $1,620.13 122822230258 2283 Pond Ave E 1 $1,620.13 122822230259 2285 Pond Ave E 1 $1,620.13 122822230260 2287 Pond Ave E 1 $1,620.13 122822230261 2289PondAveE 1 $1,620.13 122822230262 2291 Pond Ave E 1 $1,620.13 122822230263 2293PondAveE 1 $1,620.13 122822230264 371PondCt 1 $1,620.13 122822230265 373 Pond Ct 1 $1,620.13 122822230266 375 Pond Ct 1 $1,620.13 122822230267 377 Pond Ct 1 $1,620.13 122822230268 379PondCt 1 $1,620.13 122822230269 381 Pond Ct 1 $1,620.13 122822230270 383PondCt 1 $1,620.13 122822230271 385 Pond Ct 1 $1,620.13 122822230272 2310 Londin Ct 0.5 $810.06 122822230273 2312 Londin Ct 0.5 $810.06 122822230274 2314 Londin Ct 0.5 $810.06 EXHIBIT4 122822230275 2316 Londin Ct 0.5 $810.06 122822230276 2318 Londin Ct 0.5 $810.06 122822230277 2320LondinCt 0.5 $810.06 122822230278 2322 Londin Ct 0.5 $810.06 122822230279 2324LondinCt 0.5 $810.06 122822230280 2315 Pond Ave E 1 $1,620.13 122822230281 2317 Pond Ave E 1 $1,620.13 122822230282 2319 Pond Ave E 1 $1,620.13 122822230283 2321 Pond Ave E 1 $1,620.13 122822230284 371 Dorland Rd S 0.5 $810.06 122822230285 373 Dorland Rd S 0.5 $810.06 122822230286 375DorlandRdS 0.5 $810.06 122822230287 377 Dorland Rd S 0.5 $810.06 122822230288 379 Dorland Rd S 0.5 $810.06 122822230288 379DorlandRdS 0.5 $810.06 122822230289 381 Dorland Rd S 0.5 $810.06 122822230290 383 Dorland Rd S 0.5 $810.06 122822230291 385 Dorland Rd S 0.5 $810.06 122822230292 2370 Londin Ln E 0.5 $810.06 122822230293 2368LondinLnE 0.5 $810.06 122822230294 2366 Londin Ln E 0.5 $810.06 122822230295 2364LondinLnE 0.5 $810.06 122822230296 2362 Londin Ln E 0.5 $810.06 122822230297 2360 Londin Ln E 0.5 $810.06 122822230298 2358 Londin Ln E 0.5 $810.06 122822230299 2356 Londin Ln E 0.5 $810.06 122822230300 366 Dorland Rd S 0.5 $810.06 122822230301 368 Dorland Rd S 0.5 $810.06 122822230302 370DorlandRdS 0.5 $810.06 122822230303 372 Dorland Rd S 0.5 $810.06 122822230304 2355DorlandLn 0.5 $810.06 122822230305 2357 Dorland Ln 0.5 $810.06 122822230306 2359 Dorland Ln 0.5 $810.06 122822230307 2361 Dorland Ln 0.5 $810.06 122822230308 2363 Dorland Ln 0.5 $810.06 122822230309 2365 Dorland Ln 0.5 $810.06 122822230310 371 Dorland Ln 0.5 $810.06 122822230311 369DorlandLn 0.5 $810.06 122822230312 2370 Dorland Ln 0.5 $810.06 122822230313 2368DorlandLn 0.5 $810.06 122822230314 2366 Dorland Ln 0.5 $810.06 122822230315 2364 Dorland Ln 0.5 $810.06 122822230316 2360 Dorland Ln 0.5 $810.06 122822230317 2358 Dorland Ln 0.5 $810.06 122822230318 2356DorlandLn 0.5 $810.06 122822230319 2354 Dorland Ln 0.5 $810.06 122822230320 2352DorlandLn 0.5 $810.06 122822230321 2350 Dorland Ln 0.5 $810.06 122822230322 394 Dorland Dr 1 $1,620.13 122822230323 396 Dorland Dr 1 $1,620.13 122822230324 398 Dorland Dr 1 $1,620.13 122822230325 400 Dorland Dr 1 $1,620.13 122822230326 402 Dorland Dr 1 $1,620.13 122822230327 404 Dorland Dr 1 $1,620.13 122822230328 2352 Dorland Dr 1 $1,620.13 122822230329 2350 Dorland Dr 1 $1,620.13 122822230330 2348 Dorland Dr 1 $1,620.13 122822230331 2346 Dorland Dr 1 $1,620.13 122822230332 2344 Dorland Dr 1 $1,620.13 122822230333 2342 Dorland Dr 1 $1,620.13 122822230334 410 Dorland Rd S 1 $1,620.13 122822230335 412 Dorland Rd S 1 $1,620.13 122822230336 414 Dorland Rd S 1 $1,620.13 122822230337 416 Dorland Rd S 1 $1,620.13 122822230338 2349 Dorland Pl 1 $1,620.13 122822230339 2351 Dorland Pl 1 $1,620.13 122822230340 2353 Dorland Pl 1 $1,620.13 122822230341 2355 Dorland Pl 1 $1,620.13 122822230342 2357 Dorland Pl 1 $1,620.13 122822230343 2359 Dorland Pl 1 $1,620.13 EXHIBIT4 122822230344 413 Dorland Pl 1 $1,620.13 122822230345 411 Dorland Pl 1 $1,620.13 122822230346 409 Dorland Pl 1 $1,620.13 122822230347 407 Dorland Pl 1 $1,620.13 122822230348 2367 Dorland Pl 1 $1,620.13 122822230349 2369 Dorland Pl 1 $1,620.13 122822230350 2371 Dorland Pl 1 $1,620.13 122822230351 2373 Dorland Pl 1 $1,620.13 122822230352 408 Dorland Pl 1 $1,620.13 122822230353 410 Dorland Pl 1 $1,620.13 122822230354 412 Dorland Pl 1 $1,620.13 122822230355 414 Dorland Pl 1 $1,620.13 122822230356 416DorlandPl 1 $1,620.13 122822230357 418DorlandPl 1 $1,620.13 122822230358 420DorlandPl 1 $1,620.13 122822230359 422DorlandPl 1 $1,620.13 122822230360 2368 Dorland Pl 1 $1,620.13 122822230361 2366 Dorland Pl 1 $1,620.13 122822230362 2364 Dorland Pl 1 $1,620.13 122822230363 2362 Dorland Pl 1 $1,620.13 122822230364 2360 Dorland Pl 1 $1,620.13 122822230365 2358 Dorland Pl Unit 118 1 $1,620.13 122822230366 2356 Dorland Pl 1 $1,620.13 122822230367 2354 Dorland Pl 1 $1,620.13 122822230368 2348 Dorland Pl 1 $1,620.13 122822230369 2346 Dorland Pl 1 $1,620.13 122822230370 2344 Dorland Pl 1 $1,620.13 122822230371 2342 Dorland Pl 1 $1,620.13 122822230372 2338DorlandPl 1 $1,620.13 122822230373 2336DorlandPl 1 $1,620.13 122822230374 2334DorlandPl 1 $1,620.13 122822230375 2332DorlandPl 1 $1,620.13 122822230376 2330DorlandPl 1 $1,620.13 122822230377 2328 Dorland Pl 1 $1,620.13 122822230378 436 Dorland Rd S 0.5 $810.06 122822230379 438 Dorland Rd S 0.5 $810.06 122822230380 440 Dorland Rd S 0.5 $810.06 122822230381 442 Dorland Rd S 0.5 $810.06 122822230382 444 Dorland Rd S 0.5 $810.06 122822230383 446DorlandRdS 0.5 $810.06 122822230384 448DorlandRdS 0.5 $810.06 122822230385 450 Dorland Rd S 0.5 $810.06 122822230386 2335 Dorland Ct 0.5 $810.06 122822230387 2337 Dorland Ct 0.5 $810.06 122822230388 2339 Dorland Ct 0.5 $810.06 122822230389 2341DorlandCt 0.5 $810.06 122822230390 2343DorlandCt 0.5 $810.06 122822230391 2345DorlandCt 0.5 $810.06 122822230392 2349MailandCt 0.5 $810.06 122822230393 2351 Mailand Ct 0.5 $810.06 122822230394 2353 Mailand Ct 0.5 $810.06 122822230395 2355MailandCt 0.5 $810.06 122822230396 2357 Mailand Ct 0.5 $810.06 122822230397 2359MailandCt 0.5 $810.06 122822230398 2361MailandCt 0.5 $810.06 122822230399 2363MailandCt 0.5 $810.06 122822230400 2371MailandCt 0.5 $810.06 122822230401 2373MailandCt 0.5 $810.06 122822230402 2375MailandCt 0.5 $810.06 122822230403 2377MailandCt 0.5 $810.06 122822230404 2328MailandCt 0.5 $810.06 122822230405 2330DorlandCt 0.5 $810.06 122822230406 2332DorlandCt 0.5 $810.06 122822230407 2334DorlandCt 0.5 $810.06 122822230408 2336DorlandCt 0.5 $810.06 122822230409 2338DorlandCt 0.5 $810.06 122822230410 463DorlandCt 0.5 $810.06 122822230412 467DorlandCt 0.5 $810.06 122822230413 469DorlandCt 0.5 $810.06 122822230414 2367DorlandCt 0.5 $810.06 EXHIBIT4 122822230415 2365DorlandCt 0.5 $810.06 122822230416 2363DorlandCt 0.5 $810.06 122822230417 2361DorlandCt 0.5 $810.06 122822230418 460DorlandCt 0.5 $810.06 122822230419 458DorlandCt 0.5 $810.06 122822230420 456DorlandCt 0.5 $810.06 122822230421 454DorlandCt 0.5 $810.06 122822230422 2360MailandCt 0.5 $810.06 122822230423 2362MailandCt 0.5 $810.06 122822230424 2364MailandCt 0.5 $810.06 122822230425 2366MailandCt 0.5 $810.06 122822230426 2368MailandCt 0.5 $810.06 122822230428 2372MailandCt 0.5 $810.06 122822230429 2374MailandCt 0.5 $810.06 122822230430 457MailandCt 0.5 $810.06 122822230431 459MailandCt 0.5 $810.06 122822230432 461MailandCt 0.5 $810.06 122822230433 463MailandCt 0.5 $810.06 122822230434 465MailandCt 0.5 $810.06 122822230435 467MailandCt 0.5 $810.06 122822230436 469MailandCt 0.5 $810.06 122822230437 471 Mailand Ct 0.5 $810.06 132822330044 2261BoxwoodAveE 1 $3,450 132822330045 2267BoxwoodAveE 1 $3,450 132822330046 2275BoxwoodAveE 1 $3,450 132822330047 2283BoxwoodAveE 1 $3,450 132822330048 2291BoxwoodAveE 1 $3,450 132822330049 2299BoxwoodAveE 1 $3,450 132822330050 2307BoxwoodAveE 1 $3,450 132822330067 2325BoxwoodAveE 1 $3,450 132822330068 2319BoxwoodAveE 1 $3,450 132822330084 2311BoxwoodAveE 1 $3,450 132822330085 2317BoxwoodAveE 1 $3,450 242822220001 1208DorlandRdS 1 $6,600 242822220002 1220DorlandRdS 1 $6,600 242822220003 1234DorlandRdS 1 $6,600 242822220004 1240DorlandRdS 1 $6,600 242822220005 1250DorlandRdS 1 $6,600 242822220006 1260DorlandRdS 1 $6,600 242822220007 1268DorlandRdS 1 $6,600 242822220008 1278DorlandRdS 1 $6,600 242822220009 1288DorlandRdS 1 $6,600 242822220013 1211DorlandRdS 1 $6,600 242822220014 1221DorlandRdS 1 $6,600 242822220015 1235DorlandRdS 1 $6,600 242822220016 1239DorlandRdS 1 $6,600 242822220017 1251DorlandRdS 1 $6,600 242822220018 1265DorlandRdS 1 $6,600 242822220019 1277DorlandRdS 1 $6,600 242822220020 1289DorlandRdS 1 $6,600 242822220021 2345CarverAveE 1 $6,600 242822220035 1220McknightRdS 1 $42,366.00 242822220037 2353CarverAveE 1 $6,600 242822230014 1323DorlandRdS 1 $3,450 242822230015 1331DorlandRdS 1 $3,450 242822230016 1339DorlandRdS 1 $3,450 242822230017 1347DorlandRdS 1 $3,450 242822230020 2330OverlookCirE 1 $3,450 242822230021 2338OverlookCirE 1 $3,450 242822230022 1371DorlandRdS 1 $3,450 242822230023 1379DorlandRdS 1 $3,450 242822230024 1387DorlandRdS 1 $3,450 242822230025 2346HeightsAveE 1 $3,450 242822230026 2354HeightsAveE 1 $3,450 242822230027 2362HeightsAveE 1 $3,450 242822230028 2372HeightsAveE 1 $3,450 242822230029 1324DorlandRdS 1 $3,450 242822230030 1332DorlandRdS 1 $3,450 242822230031 1340DorlandRdS 1 $3,450 242822230032 1348DorlandRdS 1 $3,450 EXHIBIT4 242822230033 1356DorlandRdS 1 $3,450 242822230034 1364DorlandRdS 1 $3,450 242822230035 1372DorlandRdS 1 $3,450 242822230036 1380DorlandRdS 1 $3,450 242822230037 1388DorlandRdS 1 $3,450 242822230038 2359HeightsAveE 1 $3,450 242822230039 1355DorlandRdS 1 $3,450 242822230040 2322OverlookCirE 1 $3,450 Totals:229 $594,387.71 $3,450 $4,950 $6,600 TotalPondAvenueFrontFootage:240 $99 TotalTownhomeAssessment:$23,760.00 3698.47 $99 TotalTownhomeAssessment:$366,148.53 NumberofTownhomeUnits:226 AssessmentRatePerUnit:$1,620.13 ResidentialPavementRehabilitationUnitAssessmentRate: TownhomesUnitRateCalculations TotalTownhomeFrontͲFootage: PartialReconstructionRateperFrontͲFoot: ResidentialPartialReconstructionUnitAssessmentRate: ResidentialFullReconstructionUnitAssessmentRate: MaplewoodGardensApartmentsCalculations PartialReconstructionRateperFrontͲFoot: POND - DORLAND AREA STREET IMPROVEMENTS16-12AREA 1 - PARTIAL RECONSTRUCTION RATEPRELIMINARY ASSESSMENT MAPFULL ASSESSMENT PER UNIT =HALF ASSESSMENT PER UNIT= POND - DORLAND AREA STREET IMPROVEMENTS16-12AREA 2 - MAP 1PRELIMINARY ASSESSMENT MAPPAVEMENT REHABILITATION RATE =FULL RECONSTRUCTION RATE = POND - DORLAND AREA STREET IMPROVEMENTS AREA 2 - MAP 2 PRELIMINARY ASSESSMENT MAP PAVEMENT REHABILITATION RATE = MEMORANDUM TO: Melinda Coleman, City Manager FROM: Paul P. Schnell, Police Chief DATE: December 6, 2016 SUBJECT: Consider Approval to Purchase Police Body Worn Cameras and Associated User Licenses Introduction It is anticipated that with the New Year, body worn camera vendors will receive an influx of new orders. In an effort to have the Maplewood body worn camera order in que, the police department requests approval to place the order for body worn cameras, which will trigger delivery in early 2017. Background As you are well aware, we have been talking about the expansion of the police department’s body worn camera (BWC) program. The department has had a small (3-5) deployment of BWC’s in use since about April of 2015. The 2017 budget calls for funding the acquisition of BWC’s for all sworn staff and a pool of BWC’s for uniformed non-sworn staff (Reserve and Community Service Officers). Full implementation of the BWC program has a substantial on-going cost. The capital cost to purchase body and associated interview room cameras for our staff (x62 units) is approximately $32,000.00. The cameras have a serviceable life of about 5 years. The most sizable cost of the camera program implementation is the cost of data storage. As you might imagine, the deployment of these cameras will result in the collection of and need to store a large amount of digital data. Following consultation with Maplewood’s I.T. Director, Mychal Fowlds, it was determined that the most prudent long term option for the storage of the data is utilization of a cloud-based provider. At present, we store the department’s collected BWC data on Taser’s Evidence.com. In addition, we use Evidence.com as our storage platform for all other digital evidence, including, audio statements and still photographs taken by officers during incident investigations. The total annual cost of BWC data storage is approximately $97,000.00. Budget Impact The above requested camera acquisition is within the 2017 budget. Recommendation Authorize the City Manager and Police Chief to place order for police department body worn/interview room cameras with the expenditure not to exceed $129,000.00 for camera and licenses (storage). Attachments 1. Taser Quotation J4 Packet Page Number 208 of 216 TASER International Protect Life. Protect Truth. 17800 N 85th St. Scottsdale, Arizona 85255 United States Phone: (800) 978-2737 Fax: (480) 696-7643 Paul Schnell (651) 249-2602 (651) 249-2699 paul.schnell@maplewoodmn.gov Quotation Quote: Q-91578-1 Date: 11/22/2016 11:36 AM Quote Expiration: 12/16/2016 Contract Start Date*: 1/1/2017 Contract Term: 5 years AX Account Number: 108037 Bill To: Maplewood Police Dept. - MN 1830 E. COUNTY ROAD B Maplewood, MN 55109 US Ship To: Paul Schnell Maplewood Police Dept. - MN 1830 E. COUNTY ROAD B Maplewood, MN 55109 US SALESPERSON PHONE EMAIL DELIVERY METHOD PAYMENT METHOD Chad Gappa (480) 502-6255 cgappa@taser.com Fedex - Ground Net 30 *Note this will vary based on the shipment date of the product. Hardware/E.com Year 1: Due Net 30 QTY ITEM #DESCRIPTION UNIT PRICE TOTAL BEFORE DISCOUNT DISCOUNT ($)NET TOTAL 62 74001 AXON CAMERA ASSEMBLY, ONLINE, AXON BODY 2, BLK USD 399.00 USD 24,738.00 USD 0.00 USD 24,738.00 62 74020 MAGNET MOUNT, FLEXIBLE, AXON RAPIDLOCK USD 0.00 USD 0.00 USD 0.00 USD 0.00 62 74021 MAGNET MOUNT, THICK OUTERWEAR, AXON RAPIDLOCK USD 0.00 USD 0.00 USD 0.00 USD 0.00 62 73004 WALL CHARGER, USB SYNC CABLE, FLEX USD 0.00 USD 0.00 USD 0.00 USD 0.00 5 74008 AXON DOCK, 6 BAY + CORE, AXON BODY 2 USD 1,495.00 USD 7,475.00 USD 0.00 USD 7,475.00 5 70033 WALL MOUNT BRACKET, ASSY, EVIDENCE.COM DOCK USD 35.00 USD 175.00 USD 0.00 USD 175.00 62 85130 OFFICER SAFETY PLAN YEAR 1 PAYMENT USD 1,188.00 USD 73,656.00 USD 21,700.00 USD 51,956.00 2,480 85110 EVIDENCE.COM INCLUDED STORAGE USD 0.00 USD 0.00 USD 0.00 USD 0.00 6 89101 PROFESSIONAL EVIDENCE.COM LICENSE: YEAR 1 PAYMENT USD 468.00 USD 2,808.00 USD 0.00 USD 2,808.00 Page 1 of 4 J4, Attachment 1 Packet Page Number 209 of 216 QTY ITEM #DESCRIPTION UNIT PRICE TOTAL BEFORE DISCOUNT DISCOUNT ($)NET TOTAL 180 85110 EVIDENCE.COM INCLUDED STORAGE USD 0.00 USD 0.00 USD 0.00 USD 0.00 62 85100 EVIDENCE.COM INTEGRATION LICENSE: ANNUAL PAYMENT USD 180.00 USD 11,160.00 USD 0.00 USD 11,160.00 62 11002 HANDLE, BLACK, CLASS III, X26P USD 0.00 USD 0.00 USD 0.00 USD 0.00 62 11501 HOLSTER, BLACKHAWK, RIGHT, X26P USD 0.00 USD 0.00 USD 0.00 USD 0.00 62 70116 PPM, SIGNAL USD 0.00 USD 0.00 USD 0.00 USD 0.00 62 11004 WARRANTY, 4 YEAR, X26P USD 0.00 USD 0.00 USD 0.00 USD 0.00 1 85144 AXON STARTER USD 2,500.00 USD 2,500.00 USD 0.00 USD 2,500.00 Hardware/E.com Year 1: Due Net 30 Total Before Discounts:USD 122,512.00 Hardware/E.com Year 1: Due Net 30 Discount:USD 21,700.00 Hardware/E.com Year 1: Due Net 30 Net Amount Due:USD 100,812.00 Free Body Camera Spares QTY ITEM #DESCRIPTION UNIT PRICE TOTAL BEFORE DISCOUNT DISCOUNT ($)NET TOTAL 4 74001 AXON CAMERA ASSEMBLY, ONLINE, AXON BODY 2, BLK USD 0.00 USD 0.00 USD 0.00 USD 0.00 4 74020 MAGNET MOUNT, FLEXIBLE, AXON RAPIDLOCK USD 0.00 USD 0.00 USD 0.00 USD 0.00 4 74021 MAGNET MOUNT, THICK OUTERWEAR, AXON RAPIDLOCK USD 0.00 USD 0.00 USD 0.00 USD 0.00 4 73004 WALL CHARGER, USB SYNC CABLE, FLEX USD 0.00 USD 0.00 USD 0.00 USD 0.00 Free Body Camera Spares Total Before Discounts:USD 0.00 Free Body Camera Spares Net Amount Due:USD 0.00 Year 2: Due 2018 QTY ITEM #DESCRIPTION UNIT PRICE TOTAL BEFORE DISCOUNT DISCOUNT ($)NET TOTAL 62 85131 OFFICER SAFETY PLAN YEAR 2 PAYMENT USD 1,188.00 USD 73,656.00 USD 0.00 USD 73,656.00 2,480 85110 EVIDENCE.COM INCLUDED STORAGE USD 0.00 USD 0.00 USD 0.00 USD 0.00 6 89201 PROFESSIONAL EVIDENCE.COM LICENSE: YEAR 2 PAYMENT USD 468.00 USD 2,808.00 USD 0.00 USD 2,808.00 180 85110 EVIDENCE.COM INCLUDED STORAGE USD 0.00 USD 0.00 USD 0.00 USD 0.00 62 85100 EVIDENCE.COM INTEGRATION LICENSE: ANNUAL PAYMENT USD 180.00 USD 11,160.00 USD 0.00 USD 11,160.00 Year 2: Due 2018 Total Before Discounts:USD 87,624.00 Year 2: Due 2018 Net Amount Due:USD 87,624.00 Year 3: Due 2019 QTY ITEM #DESCRIPTION UNIT PRICE TOTAL BEFORE DISCOUNT DISCOUNT ($)NET TOTAL 62 85132 OFFICER SAFETY PLAN YEAR 3 PAYMENT USD 1,188.00 USD 73,656.00 USD 0.00 USD 73,656.00 2,480 85110 EVIDENCE.COM INCLUDED STORAGE USD 0.00 USD 0.00 USD 0.00 USD 0.00 Page 2 of 4 J4, Attachment 1 Packet Page Number 210 of 216 QTY ITEM #DESCRIPTION UNIT PRICE TOTAL BEFORE DISCOUNT DISCOUNT ($)NET TOTAL 6 89301 PROFESSIONAL EVIDENCE.COM LICENSE: YEAR 3 PAYMENT USD 468.00 USD 2,808.00 USD 0.00 USD 2,808.00 180 85110 EVIDENCE.COM INCLUDED STORAGE USD 0.00 USD 0.00 USD 0.00 USD 0.00 62 85100 EVIDENCE.COM INTEGRATION LICENSE: ANNUAL PAYMENT USD 180.00 USD 11,160.00 USD 0.00 USD 11,160.00 Year 3: Due 2019 Total Before Discounts:USD 87,624.00 Year 3: Due 2019 Net Amount Due:USD 87,624.00 Year 4: Due 2020 QTY ITEM #DESCRIPTION UNIT PRICE TOTAL BEFORE DISCOUNT DISCOUNT ($)NET TOTAL 62 85133 OFFICER SAFETY PLAN YEAR 4 PAYMENT USD 1,188.00 USD 73,656.00 USD 0.00 USD 73,656.00 2,480 85110 EVIDENCE.COM INCLUDED STORAGE USD 0.00 USD 0.00 USD 0.00 USD 0.00 6 89401 PROFESSIONAL EVIDENCE.COM LICENSE: YEAR 4 PAYMENT USD 468.00 USD 2,808.00 USD 0.00 USD 2,808.00 180 85110 EVIDENCE.COM INCLUDED STORAGE USD 0.00 USD 0.00 USD 0.00 USD 0.00 62 85100 EVIDENCE.COM INTEGRATION LICENSE: ANNUAL PAYMENT USD 180.00 USD 11,160.00 USD 0.00 USD 11,160.00 Year 4: Due 2020 Total Before Discounts:USD 87,624.00 Year 4: Due 2020 Net Amount Due:USD 87,624.00 Year 5: Due 2021 QTY ITEM #DESCRIPTION UNIT PRICE TOTAL BEFORE DISCOUNT DISCOUNT ($)NET TOTAL 62 85134 OFFICER SAFETY PLAN YEAR 5 PAYMENT USD 1,188.00 USD 73,656.00 USD 0.00 USD 73,656.00 2,480 85110 EVIDENCE.COM INCLUDED STORAGE USD 0.00 USD 0.00 USD 0.00 USD 0.00 6 89501 PROFESSIONAL EVIDENCE.COM LICENSE: YEAR 5 PAYMENT USD 468.00 USD 2,808.00 USD 0.00 USD 2,808.00 180 85110 EVIDENCE.COM INCLUDED STORAGE USD 0.00 USD 0.00 USD 0.00 USD 0.00 62 85100 EVIDENCE.COM INTEGRATION LICENSE: ANNUAL PAYMENT USD 180.00 USD 11,160.00 USD 0.00 USD 11,160.00 Year 5: Due 2021 Total Before Discounts:USD 87,624.00 Year 5: Due 2021 Net Amount Due:USD 87,624.00 Subtotal USD 451,308.00 Estimated Shipping & Handling Cost USD 200.00 Grand Total USD 451,508.00 Axon Pre-order Thank you for your interest in Axon! This pre-order is a commitment to purchase Axon Body 2 and/or Axon Fleet. Axon Body 2 is available for delivery between 8-10 weeks after purchase date. Axon Fleet is available for delivery sometime in 2017. You will be notified if there are any delays. TASER reserves the right to make product changes without notice. Signal Performance Power Magazine (SPPM) Pre-order Thank you for your interest in the Signal Performance Power Magazine (SPPM). This pre-order is a commitment to purchase the SPPM. The SPPM is available for delivery starting in November 2016. You will be notified if there are any delays. TASER reserves the right to make product changes without notice. Page 3 of 4 J4, Attachment 1 Packet Page Number 211 of 216 Officer Safety Plan Includes: • Evidence.com Pro License • Upgrades to your purchased AXON cameras and Docks at years 2.5 and 5 under TAP • Extended warranties on AXON cameras and Docks for the duration of the Plan • Unlimited Storage for your AXON devices and data from the Evidence Mobile App • One TASER CEW of your choice with a 4 year extended warranty (5 years total of warranty coverage) • One CEW holster and battery pack of your choice • 40 GB of included storage for other digital media Additional terms apply. Please refer to the Evidence.com Master Service Agreement for a full list of terms and conditions for the Officer Safety Plan. $350 Standard Issue Grant discount is applied towards agencies first year Officer Safety Plan payments. TASER International, Inc.’s Sales Terms and Conditions for Direct Sales to End User Purchasers By signing this Quote, you are entering into a contract and you certify that you have read and agree to the provisions set forth in this Quote and TASER’s Master Services and Purchasing Agreement posted at www.taser.com/legal. You represent that you are lawfully able to enter into contracts and if you are entering into this agreement for an entity, such as the company, municipality, or government agency you work for, you represent to TASER that you have legal authority to bind that entity. If you do not have this authority, do not sign this Quote. Signature: /s1/ Date: /d1/ Name (Print): /n1/ Title: /t1/ PO# (if needed): /p1/ Quote: Q-91578-1 Please sign and email to Chad Gappa at cgappa@taser.com or fax to (480) 696-7643 THANK YOU FOR YOUR BUSINESS! ‘Protect Life’ and © are trademarks of TASER International, Inc., and TASER® is a registered trademark of TASER International, Inc., registered in the U.S. © 2013 TASER International, Inc. All rights reserved. Page 4 of 4 J4, Attachment 1 Packet Page Number 212 of 216 TASER International Protect Life. Protect Truth. 17800 N 85th St. Scottsdale, Arizona 85255 United States Phone: (800) 978-2737 Fax: (480) 696-7643 Paul Schnell (651) 249-2602 (651) 249-2699 paul.schnell@maplewoodmn.gov Quotation Quote: Q-54245-7 Date: 11/22/2016 10:41 AM Quote Expiration: 12/16/2016 Contract Start Date*: 1/15/2017 Contract Term: 5 years AX Account Number: 108037 Bill To: Maplewood Police Dept. - MN 1830 E. COUNTY ROAD B Maplewood, MN 55109 US Ship To: Paul Schnell Maplewood Police Dept. - MN 1830 E. COUNTY ROAD B Maplewood, MN 55109 US SALESPERSON PHONE EMAIL DELIVERY METHOD PAYMENT METHOD Chad Gappa (480) 502-6255 cgappa@taser.com Fedex - Ground Net 30 *Note this will vary based on the shipment date of the product. Hardware/E.com: Net 30 QTY ITEM #DESCRIPTION UNIT PRICE TOTAL BEFORE DISCOUNT DISCOUNT ($)NET TOTAL 3 50112 AXIS VANDAL RESISTENT IP DOME CAMERA, H.264 COMPRESSION, 1 M USD 897.10 USD 2,691.30 USD 0.00 USD 2,691.30 2 50144 RECORDING SERVER - WINDOWS 7 W/ 16 GB RAM – 2U XEON E3-1226 USD 2,723.19 USD 5,446.38 USD 0.00 USD 5,446.38 2 50071 AXON STREAMING SERVER LICENSE (PER SERVER) USD 1,750.00 USD 3,500.00 USD 0.00 USD 3,500.00 1 50123 HP SWITCH - 8PORT GIGABIT MAX POE MANAGED SWITCH USD 652.17 USD 652.17 USD 0.00 USD 652.17 3 50127 POS-X TOUCHPANEL W/ 8GB RAM, 500GB SSD HD USD 2,434.78 USD 7,304.34 USD 0.00 USD 7,304.34 3 50118 LOUROE MICROPHONE (POE)USD 182.61 USD 547.83 USD 0.00 USD 547.83 3 50070 AXON TOUCH PANEL SOFTWARE USD 1,500.00 USD 4,500.00 USD 0.00 USD 4,500.00 3 50050 INTERVIEW ROOM STANDARD EVIDENCE.COM LICENSE YEAR 1 PAYMENT USD 828.00 USD 2,484.00 USD 0.00 USD 2,484.00 240 85110 EVIDENCE.COM INCLUDED STORAGE USD 0.00 USD 0.00 USD 0.00 USD 0.00 Page 1 of 4 J4, Attachment 1 Packet Page Number 213 of 216 QTY ITEM #DESCRIPTION UNIT PRICE TOTAL BEFORE DISCOUNT DISCOUNT ($)NET TOTAL 1 85170 INTERVIEW ROOM, INSTALL AND SETUP USD 2,500.00 USD 2,500.00 USD 0.00 USD 2,500.00 1 85170 INTERVIEW ROOM, INSTALL AND SETUP USD 2,500.00 USD 2,500.00 USD 0.00 USD 2,500.00 1 85170 INTERVIEW ROOM, INSTALL AND SETUP USD 2,500.00 USD 2,500.00 USD 0.00 USD 2,500.00 2 50112 AXIS VANDAL RESISTENT IP DOME CAMERA, H.264 COMPRESSION, 1 M USD 897.10 USD 1,794.20 USD 0.00 USD 1,794.20 1 50127 POS-X TOUCHPANEL W/ 8GB RAM, 500GB SSD HD USD 2,434.78 USD 2,434.78 USD 0.00 USD 2,434.78 1 50118 LOUROE MICROPHONE (POE)USD 182.61 USD 182.61 USD 0.00 USD 182.61 1 50070 AXON TOUCH PANEL SOFTWARE USD 1,500.00 USD 1,500.00 USD 0.00 USD 1,500.00 2 50050 INTERVIEW ROOM STANDARD EVIDENCE.COM LICENSE YEAR 1 PAYMENT USD 828.00 USD 1,656.00 USD 0.00 USD 1,656.00 160 85110 EVIDENCE.COM INCLUDED STORAGE USD 0.00 USD 0.00 USD 0.00 USD 0.00 1 85170 INTERVIEW ROOM, INSTALL AND SETUP USD 2,500.00 USD 2,500.00 USD 0.00 USD 2,500.00 Hardware/E.com: Net 30 Total Before Discounts:USD 44,693.61 Hardware/E.com: Net 30 Net Amount Due:USD 44,693.61 Year 2: Due 2018 QTY ITEM #DESCRIPTION UNIT PRICE TOTAL BEFORE DISCOUNT DISCOUNT ($)NET TOTAL 3 50051 INTERVIEW ROOM STANDARD EVIDENCE.COM LICENSE YEAR 2 PAYMENT USD 828.00 USD 2,484.00 USD 0.00 USD 2,484.00 240 85110 EVIDENCE.COM INCLUDED STORAGE USD 0.00 USD 0.00 USD 0.00 USD 0.00 2 50051 INTERVIEW ROOM STANDARD EVIDENCE.COM LICENSE YEAR 2 PAYMENT USD 828.00 USD 1,656.00 USD 0.00 USD 1,656.00 160 85110 EVIDENCE.COM INCLUDED STORAGE USD 0.00 USD 0.00 USD 0.00 USD 0.00 2 50072 AXON STREAMING SERVER SOFTWARE MAINTENANCE ANNUAL PAYMENT USD 350.00 USD 700.00 USD 0.00 USD 700.00 3 50074 AXON TOUCH PANEL SOFTWARE MAINTENANCE ANNUAL PAYMENT USD 300.00 USD 900.00 USD 0.00 USD 900.00 1 50074 AXON TOUCH PANEL SOFTWARE MAINTENANCE ANNUAL PAYMENT USD 300.00 USD 300.00 USD 0.00 USD 300.00 Year 2: Due 2018 Total Before Discounts:USD 6,040.00 Year 2: Due 2018 Net Amount Due:USD 6,040.00 Year 3: Due 2019 QTY ITEM #DESCRIPTION UNIT PRICE TOTAL BEFORE DISCOUNT DISCOUNT ($)NET TOTAL 3 50052 INTERVIEW ROOM STANDARD EVIDENCE.COM LICENSE YEAR 3 PAYMENT USD 828.00 USD 2,484.00 USD 0.00 USD 2,484.00 240 85110 EVIDENCE.COM INCLUDED STORAGE USD 0.00 USD 0.00 USD 0.00 USD 0.00 Page 2 of 4 J4, Attachment 1 Packet Page Number 214 of 216 QTY ITEM #DESCRIPTION UNIT PRICE TOTAL BEFORE DISCOUNT DISCOUNT ($)NET TOTAL 2 50052 INTERVIEW ROOM STANDARD EVIDENCE.COM LICENSE YEAR 3 PAYMENT USD 828.00 USD 1,656.00 USD 0.00 USD 1,656.00 160 85110 EVIDENCE.COM INCLUDED STORAGE USD 0.00 USD 0.00 USD 0.00 USD 0.00 2 50072 AXON STREAMING SERVER SOFTWARE MAINTENANCE ANNUAL PAYMENT USD 350.00 USD 700.00 USD 0.00 USD 700.00 3 50074 AXON TOUCH PANEL SOFTWARE MAINTENANCE ANNUAL PAYMENT USD 300.00 USD 900.00 USD 0.00 USD 900.00 1 50074 AXON TOUCH PANEL SOFTWARE MAINTENANCE ANNUAL PAYMENT USD 300.00 USD 300.00 USD 0.00 USD 300.00 Year 3: Due 2019 Total Before Discounts:USD 6,040.00 Year 3: Due 2019 Net Amount Due:USD 6,040.00 Year 4: Due 2020 QTY ITEM #DESCRIPTION UNIT PRICE TOTAL BEFORE DISCOUNT DISCOUNT ($)NET TOTAL 3 50053 INTERVIEW ROOM STANDARD EVIDENCE.COM LICENSE YEAR 4 PAYMENT USD 828.00 USD 2,484.00 USD 0.00 USD 2,484.00 240 85110 EVIDENCE.COM INCLUDED STORAGE USD 0.00 USD 0.00 USD 0.00 USD 0.00 2 50053 INTERVIEW ROOM STANDARD EVIDENCE.COM LICENSE YEAR 4 PAYMENT USD 828.00 USD 1,656.00 USD 0.00 USD 1,656.00 160 85110 EVIDENCE.COM INCLUDED STORAGE USD 0.00 USD 0.00 USD 0.00 USD 0.00 2 50072 AXON STREAMING SERVER SOFTWARE MAINTENANCE ANNUAL PAYMENT USD 350.00 USD 700.00 USD 0.00 USD 700.00 3 50074 AXON TOUCH PANEL SOFTWARE MAINTENANCE ANNUAL PAYMENT USD 300.00 USD 900.00 USD 0.00 USD 900.00 1 50074 AXON TOUCH PANEL SOFTWARE MAINTENANCE ANNUAL PAYMENT USD 300.00 USD 300.00 USD 0.00 USD 300.00 Year 4: Due 2020 Total Before Discounts:USD 6,040.00 Year 4: Due 2020 Net Amount Due:USD 6,040.00 Year 5: Due 2021 QTY ITEM #DESCRIPTION UNIT PRICE TOTAL BEFORE DISCOUNT DISCOUNT ($)NET TOTAL 3 50054 INTERVIEW ROOM STANDARD EVIDENCE.COM LICENSE YEAR 5 PAYMENT USD 828.00 USD 2,484.00 USD 0.00 USD 2,484.00 240 85110 EVIDENCE.COM INCLUDED STORAGE USD 0.00 USD 0.00 USD 0.00 USD 0.00 2 50054 INTERVIEW ROOM STANDARD EVIDENCE.COM LICENSE YEAR 5 PAYMENT USD 828.00 USD 1,656.00 USD 0.00 USD 1,656.00 160 85110 EVIDENCE.COM INCLUDED STORAGE USD 0.00 USD 0.00 USD 0.00 USD 0.00 2 50072 AXON STREAMING SERVER SOFTWARE MAINTENANCE ANNUAL PAYMENT USD 350.00 USD 700.00 USD 0.00 USD 700.00 3 50074 AXON TOUCH PANEL SOFTWARE MAINTENANCE ANNUAL PAYMENT USD 300.00 USD 900.00 USD 0.00 USD 900.00 Page 3 of 4 J4, Attachment 1 Packet Page Number 215 of 216 QTY ITEM #DESCRIPTION UNIT PRICE TOTAL BEFORE DISCOUNT DISCOUNT ($)NET TOTAL 1 50074 AXON TOUCH PANEL SOFTWARE MAINTENANCE ANNUAL PAYMENT USD 300.00 USD 300.00 USD 0.00 USD 300.00 Year 5: Due 2021 Total Before Discounts:USD 6,040.00 Year 5: Due 2021 Net Amount Due:USD 6,040.00 Subtotal USD 68,853.61 Estimated Shipping & Handling Cost USD 200.00 Grand Total USD 69,053.61 TASER International, Inc.’s Sales Terms and Conditions for Direct Sales to End User Purchasers By signing this Quote, you are entering into a contract and you certify that you have read and agree to the provisions set forth in this Quote and TASER’s Master Services and Purchasing Agreement posted at www.taser.com/legal. You represent that you are lawfully able to enter into contracts and if you are entering into this agreement for an entity, such as the company, municipality, or government agency you work for, you represent to TASER that you have legal authority to bind that entity. If you do not have this authority, do not sign this Quote. Signature: /s1/ Date: /d1/ Name (Print): /n1/ Title: /t1/ PO# (if needed): /p1/ Quote: Q-54245-7 Please sign and email to Chad Gappa at cgappa@taser.com or fax to (480) 696-7643 THANK YOU FOR YOUR BUSINESS! ‘Protect Life’ and © are trademarks of TASER International, Inc., and TASER® is a registered trademark of TASER International, Inc., registered in the U.S. © 2013 TASER International, Inc. All rights reserved. Page 4 of 4 J4, Attachment 1 Packet Page Number 216 of 216