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2017-09-11 City Council Meeting Packet
AGENDA MAPLEWOOD CITY COUNCIL 7:00 P.M. Monday,September 11, 2017 City Hall, Council Chambers Meeting No.17-17 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 nearthe entrance. Sign in with the City Clerk before addressing the council. At the podium pleasestate your name and address clearly for the record. All comments/questions shall be posed to the Mayor and Council. The Mayor will thendirect staff, as appropriate, to answer questions or respond to comments.” D.APPROVAL OF AGENDA E.APPROVAL OF MINUTES 1.Approval of the August 28, 2017 City Council Workshop Minutes 2.Approval of the August 28, 2017 City Council Meeting Minutes F.APPOINTMENTS AND PRESENTATIONS 1.Administrative Presentations a.Council Calendar Update 2.Council Presentations 3.Resolution Approving Commission & Board Appointments 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 2017 –2018 School Resource Officer Agreement with Independent School District 622 3.Approval Authorizing the Purchase of Retaining Wall Construction Services, Gladstone Improvements Phase 2, City Project 14-01 4.Fish Creek Trail Improvements, City Project 15-19 a.Approval of Resolution Directing Modification of Existing Construction Contract, Change Order No. 2 b.Approval of Resolution Directing Final Payment and Acceptance of Project 5.Approval of Resolution Directing Modification of Existing Construction Contract, Change Order No. 1, Hillwood-Crestview Area Street Improvements, City Project 16-13 6.Approval of Amended RHS Adoption Agreement, Amended Plan and Resolution forFull-time Firefighters 7.Approval of Amended RHS Adoption Agreement, Amended Plan and Resolution forFull-time Fire Officers H.PUBLIC HEARINGS None I.UNFINISHED BUSINESS 1.Consider Approval of 2017-2018 Collective Bargaining Agreements a.International Association of Fire Fighters –Fire Fighters-Local 4470 (Fire Fighters) b.International Association of Fire Fighters –Fire Fighters-Local 4470-O (Fire Officers) J.NEW BUSINESS 1.Consider Adoption of Resolution Providing Approval of the Proposed 2018 Tax Levy and Setting 2018 Budget Public Hearing Date 2.Consider Approval of the Wakefield Park Improvements Preliminary Design Report K.AWARD OF BIDS None L.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 651.249.2000to 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 councilmembers 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 councilmembers, staff or others in public. Be respectful of each other’s time keeping remarks brief, to the point and non-repetitive. E1 MINUTES MAPLEWOOD CITY COUNCIL MANAGER WORKSHOP 5:00 P.M. Monday, August 28, 2017 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 at5:00 p.m. by Mayor Slawik. B.ROLL CALL Nora Slawik, MayorPresent Marylee Abrams, CouncilmemberPresent Kathleen Juenemann, CouncilmemberPresent Bryan Smith, CouncilmemberPresent Tou Xiong, CouncilmemberPresent Council Members Smith and Xiong arrived at 5:30 p.m., however were listening online prior to their arrival. C.APPROVAL OF AGENDA Councilmember Abrams moved to approve the agenda as submitted. Seconded by Councilmember JuenemannAyes – All The motion passed. D.UNFINISHED BUSINESS None E.NEW BUSINESS 1.Commission & Board Interviews City Manager Coleman gave the staff report. The following candidates were interviewed for the Police Advisory Commission: Maisee XongCarol Fogarty Carey HallChad Lee James MeehanCorinne Walker Steve LangdonAmy Grengs Tim Sliva F.ADJOURNMENT MayorSlawikadjourned the meeting at 5:37 p.m. August 28, 2017 1 City Council Workshop Minutes Council Packet Page Number 1 of 185 E2 MINUTES MAPLEWOOD CITY COUNCIL 7:00 P.M. Monday,August 28, 2017 City Hall, Council Chambers Meeting No. 16-17 A.CALL TO ORDER A meeting of the City Council was held in the City Hall Council Chambers and was called to order at7:00 p.m.by Mayor Slawik. Mayor Slawik reported on the WOW event she attended on Wednesday, August 23, 2017 at Wakefield Park in Maplewood. B.PLEDGE OF ALLEGIANCE Roberto, student at North High School led the council in the pledge of allegiance. C.ROLL CALL Nora Slawik, MayorPresent Marylee Abrams, CouncilmemberPresent – left at 8:00 p.m. Kathleen Juenemann, CouncilmemberPresent Bryan Smith, CouncilmemberPresent Tou Xiong, CouncilmemberPresent D.APPROVAL OF AGENDA The following items were added to the agenda under Appointments and Presentations, Council Presentations: Ordway Center Sally Awards City Staff Projects at City Hall Police Ride Along Racial Equity Cohort Move agenda item J4 to be heard before J1. CouncilmemberAbrams moved to approve the agenda as amended. Seconded by CouncilmemberJuenemannAyes – All The motion passed. E.APPROVAL OF MINUTES 1.Approval of August 14, 2017 City Council Workshop Minutes CouncilmemberJuenemann moved to approve the August 14, 2017City Council Workshop Minutesas submitted. August 28, 20171 City Council Meeting Minutes Council Packet Page Number 2 of 185 E2 Seconded by Councilmember SmithAyes – All The motion passed. 2.Approval of August 14,2017City Council MeetingMinutes Councilmember Smith moved to approve the August 14, 2017City Council Meeting Minutesas submitted. Seconded by Councilmember JuenemannAyes – All The motion passed. F.APPOINTMENTS AND PRESENTATIONS 1.Administrative Presentations a.Council Calendar Update City Manager gave the update to the council calendar. 2.Council Presentations Ordway Center Sally Awards Councilmember Juenemann reported the Ordway Center awarded Z Puppets Rosenschnoz with the Sally Award. Mayor Slawik gave additional information about the Sally Award. City Staff Projects at City Hall Councilmember Juenemann commentedon projects city staff completed outside city hall. Police Ride Along Mayor Slawik reported on the police ride along she went on last Saturday night. Racial Equity Cohort Mayor Slawikreported on the racial equity cohort she attended earlier this evening. 3.Approval of Proclamation Designating September as Hunger Action Month Mayor Slawik introduced the report. The proclamation was read by Councilmember Juenemann. Councilmember Juenemann moved to approve the proclamation designating September as Hunger Action Month. Seconded by Councilmember AbramsAyes – All August 28, 20172 City Council Meeting Minutes Council Packet Page Number 3 of 185 E2 The motion passed. Molly Jansen, CorporateEngagement Intern with Second Harvest addressed the council and reported on plans for September. 4.Approval of Proclamation Declaring September 18, 2017 as Century College Day Mayor Slawik introduced the staff report. The proclamation was read by Councilmember Smith. Councilmember Abrams moved to approve the proclamation declaring September 18, 2017 as Century College Day. Seconded by Councilmember SmithAyes – All The motion passed. Randy Johnson, Director of Donor Relations for Century College Foundation addressed the council to discuss future activities. G.CONSENT AGENDA CouncilmemberXiong moved to approve agenda items G1-G4. Seconded by Councilmember AbramsAyes – All The motion passed. 1.Approval of Claims CouncilmemberXiong moved to approve the approval of claims. ACCOUNTS PAYABLE: $ 243,312.79 Disbursements via debits to checking account dated 08/7/17 thru 08/11/17 $ 314,895.38 Checks #100172 thru #100241 dated 08/18/17 $ 551,544.98 Disbursements via debits to checking account dated 08/14/17 thru 08/18/17 $ 1,109,753.15 Total Accounts Payable PAYROLL $ 526,785.09 Payroll Checks and Direct Deposits dated 08/11/17 $ 1,187.68 Payroll Deduction check # 99102814 thru # 99102816 dated 08/11/17 August 28, 20173 City Council Meeting Minutes Council Packet Page Number 4 of 185 E2 $ 527,972.77 Total Payroll $ 1,637,725.92 GRAND TOTAL Seconded by Councilmember AbramsAyes – All The motion passed. 2.Approval of Agreements with zedIT Solutions and Accela for Implementation and Licensing of Land Management Software Councilmember Xiong moved to approve the agreements with zedIT Solutions and Accela for implementation and licensing of land management software. Seconded by Councilmember AbramsAyes – All The motion passed. 3.Approval of Modification to Existing Construction Contract with Tierney Brothers, Inc. for Communications Studio Councilmember Xiong moved to approve the modification to the construction contract with Tierney Brothers, Inc. for the Communications Studioin the amount of $2,938.28. Seconded by Councilmember AbramsAyes – All The motion passed. 4.Approval of a Temporary Lawful Gambling – Local Permit for the Church of the Presentation of the Blessed Virgin Mary Councilmember Xiong moved to approvethe Temporary Lawful Gambling – Local Permit for the Church of the Presentation of the Blessed Virgin Mary’s Men’s Club Annual Dinner on November 18, 2017 at Gulden’s 61 Restaurant & Bar, 2999 Maplewood Drive. Seconded by Councilmember AbramsAyes – All The motion passed. H.PUBLIC HEARINGS None I.UNFINISHED BUSINESS None J.NEW BUSINESS August 28, 20174 City Council Meeting Minutes Council Packet Page Number 5 of 185 E2 Councilmember Abrams requested agenda item J4 be heard after agenda items J1 and J2; all agreed. 1.Consider Approval of ConditionalUse Permit Revision, Exterior Storage and Motor Vehicle Rental at Home Depot, 2360 White Bear Avenue Economic Development Coordinator Martin gave the staff report. Todd Waldo with Greenberg Farrow representing Home Depotanswered questions of the council. Councilmember Abrams moved to approve theconditional use permit resolution for revisions for the property located at 2360 White Bear Avenue (Home Depot)based on the findings required by ordinance and is subject to the following conditions: 1.All construction, uses and outside storage areas shall follow the site plan dated August 17, 2017, in the staff report as approved by the city council. This includes the location and size of the approved outside storage areas. The city will allow the outside sales and storage of sheds and landscaping materials with this revision. City staff shall approve the final layout for all outdoor sales and storage areas. Outdoor storage and sales shall be limited to the dates indicated by the site plan dated August 17, 2017. The director of community development may approve minor changes to these plans. 2.The store shall use the new outside storage and display areas within one year of the Council’s approval or the permit shall end. The city council may extend this deadline for one year. 3.The city council shall review this permit revision in one year. 4.This permit allows a waiver of the parking code to allow 154 fewer parking spaces than the code allows since there is adequate parking available for the existing and proposed uses. The city may require Home Depot to add more parking spaces or to reduce the amount of area used for outdoor sales and storage if the city determines that a parking shortage has developed. 5.The rental of moving trucks is allowed for this site. All trucks must be located in the area identified on the applicant’s site plan dated August 17, 2017. No fueling, service or maintenance of the trucks will take place onsite 6.The property owner or store manager shall keep the site clean of all debris and garbage. This cleaning shall be done on a regular basis. The property owner or store manager is also responsible to ensure the concession trailer is located in the two parking spots as indicated by the site plan dated August 17, 2017. Resolution 17-08-1484 Conditional Use Permit Revision WHEREAS, Todd Waldo, representing Home Depot, applied to the city for a conditional use permit revision for the existing Home Depot store at 2360 White Bear Avenue. August 28, 20175 City Council Meeting Minutes Council Packet Page Number 6 of 185 E2 WHEREAS, this permit applies to property located at 2360 White Bear Avenue. The legal description is: Lot 2, Block 1, Maplewood Retail Addition (PIN 11-29-22-31-0056) WHEREAS, the history of this conditional use permit is as follows: 1.On August 15, 2017, the planning commission held a public hearing. The citystaffpublished 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 usepermit 2.On August 28, 2017 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 approves the above-described conditional use permit based on the building and site plans. The city approved this permit because: 1.The use would be located, designed, maintained, constructed and operated to be in conformity with the City’s Comprehensive Plan and Code of Ordinances. 2.The use would not change the existing or planned character of the surrounding area. 3.The use would not depreciate propertyvalues. 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 othernuisances. 5.The use would not exceed the design standards of any affectedstreet. 6.The use would be served by adequate public facilities and services, including streets, police and fire protection, drainage structures, water and sewersystems, schools andparks. 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 naturaland scenic features into the developmentdesign. August 28, 20176 City Council Meeting Minutes Council Packet Page Number 7 of 185 E2 9.The use would cause minimal adverse environmentaleffects. Approval is subject to the following conditions: 1.All construction, uses and outside storage areas shall follow the site plan dated August 17, 2017, in the staff report as approved by the city council. This includes the location and size of the approved outside storage areas. The city will allow the outside sales and storage of and landscaping materials with this revision. City staff shall approve the final layout for all outdoor sales and storageareas. Outdoor storage and sales shall be limited to the dates indicated by the site plan dated August 17, 2017. The director of community development may approve minor changes to theseplans. 2.The store shall use the new outside storage and display areas within one year of the Council’s approval or the permit shall end. The city council may extend this deadline for oneyear. 3.The city council shall review this permit revision in oneyear. 4.This permit allows a waiver of the parking code to allow 154 fewer parking spaces than the code allows since there is adequate parking available for the existing and proposed uses. The city may require Home Depot to add moreparking spaces or to reduce the amount of area used for outdoor sales and storage if the city determines that a parking shortage has developed. 5.The rental of moving trucks is allowed for this site. All trucks must be located in the area identified on the applicant’s site plan dated August 17, 2017. No fueling, service or maintenance of the trucks will take placeonsite 6.The property owner or store manager shall keep the site clean of all debris and garbage. This cleaning shall be done on a regular basis. The property owner or store manager is also responsible to ensure the concession trailer is located in the two parking spots as indicated by the site plan dated August 17,2017. Seconded by Councilmember SmithAyes – All The motion passed. 2.Consider Approval of Conditional Use Permit, Exterior Sale of Goods, 2520 White Bear Avenue Economic Development Coordinator Martin gave the staff report. Roberto Sanchez- Osorio, food truck owner address the council to give additional information. Councilmember Abrams moved to approve the conditional use permit resolution to allow the exterior sales of goods within the parking lot located at 2520 White Bear Avenue and is subject to the following conditions: August 28, 20177 City Council Meeting Minutes Council Packet Page Number 8 of 185 E2 1.The proposed use must be substantially started within one year of council approval or the permit shall end. The council may extend this deadline for one year. 2.The city council shall review this permit in one year. 3.The food truck must at all times be in compliance with the city’s health officer and licensing department. If this condition is not complied with, the food truck must be removed from the site immediately. 4.The approved exterior sale of goods is limited to a food truck only. The existing liquor store and any other tenants of this property are not allowed to store or sell any goods outside of the building. 5.This permit is only applicable to the property located at 2520 White Bear Avenue. If Mr. Sanchez-Osorio decides to move his truck to another location in the city he will have to abide by ordinance requirements for that property. This CUP is not transferable to another property. 6.If a parking shortage develops, the owner of the property will be required to add additional parking or remove the food truck from the site. Resolution17-08-1485 Conditional Use Permit WHEREAS, Robert Sanchez-Osorio has applied for a conditional use permit for the exterior sale of goods at the property located at 2520 White Bear Avenue. WHEREAS, conditional use permits are required for the permanent exterior sale of goods within the business commercial zoning district within the city. WHEREAS, this permit applies to the site at 2520 White Bear Avenue. The legal description is: Parcel A: That part of the South 4 acres of the Southwest quarter of the Northeast quarter of the Northwest quarter of Section 11, Township 29, Range 22, which lies Easterly of the centerline of White Bear Avenue, and Southerly of the North 216 feet, together with vacated Demont Avenue and vacated German Street that accrues thereto, Ramsey County, Minnesota. (Torrens Property, Certificate of Title No. 528828) Parcel B: That part of the Northwest Quarter of the Southeast Quarter of the Northwest Quarter of Section 11, Township 29, Range 22, lying Easterly of the centerline of White Bear Avenue, except the South 495 feet thereof, according to the U.S. Government Survey thereof, Ramsey County, Minnesota, together with those portions of vacated Demont Avenue and German Street which accrued thereto by reason of the vacation thereof. · Abstract Property August 28, 20178 City Council Meeting Minutes Council Packet Page Number 9 of 185 E2 Parcel C: The North 150 feet of the South 495 feet of that part of the Northwest Quarter of the Southeast Quarter of the Northwest Quarter of Section 11, Township 29, Range 22, lying Easterly of the centerline of White Bear Avenue except that part of the above described premises formerly known as and described as Lot 24, Block I, Florence Park, now vacated, according to the U.S. Government Survey thereof, Ramsey County, Minnesota, together with that portion of vacated German Street which accrued thereto by reason of the vacation thereof. Abstract Property WHEREAS, the history of this conditional use permit is as follows: 1.On August 15, 2017, 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 August 28, 2017 the city council discussed the conditional use permit. They considered reports andrecommendations from the planning commission and city staff. NOW, THEREFORE, BE IT RESOLVED that thecitycouncilapproved the above-described conditional use permitbecause: 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 propertyvalues. 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 othernuisances. 5.The use would not exceed the design standards of any affectedstreet. 6.The use would be served by adequate public facilities and services, including streets, police and fire protection, drainage structures, water and sewersystems, schools andparks. 7.The use would not create excessive additional costs for public facilitiesor services. August 28, 20179 City Council Meeting Minutes Council Packet Page Number 10 of 185 E2 8.The use would maximize the preservation of and incorporate the site’s natural and scenic features into the developmentdesign. 9.The use would cause minimal adverse environmentaleffects. Approval is subject to the following conditions: 1.The proposed use must be substantially started within one year of council approval or the permit shall end. The council may extend this deadline for one year. 2.The city council shall review this permit in oneyear. 3.The food truck must at all times be in compliance with the city’s health officer and licensing department. If this condition is not complied with, the food truck must be removed from the siteimmediately. 4.The approved exterior sale of goods is limited to a food truck only. The existing liquor store and any other tenants of this property are not allowed to store or sell any goods outside of the building. 5.This permit is only applicable to the property located at 2520 White Bear Avenue. If Mr. Sanchez-Osorio decides to move his truck to another location in the cityhewill have to abide by ordinance requirements for that property. This CUP is not transferable to another property. 6.If a parking shortage develops, the owner of the property will be required toadd additional parking or remove the food truck from thesite. Seconded by Councilmember JuenemannAyes – All The motion passed. Agenda item J4 was heard at this time. 3.Consider Approval for Gladstone Savanna Improvements Natural Resource Coordinator Gaynor gave the staff reportand answered questions of the council.Parks and Recreation Manager Robins gave additional information. Councilmember Juenemann moved to approve the Gladstone Savanna improvements not to exceed $143,385. Staff further recommends the City Council authorizes staff to seek quotes and authorizes the City Manager and Mayor to enter into contracts with contractors for the landscape improvement and interpretive signage. Seconded by Councilmember SmithAyes – Mayor Slawik, Council Members Juenemann, Smith and Xiong August 28, 201710 City Council Meeting Minutes Council Packet Page Number 11 of 185 E2 The motion passed. 4.Continue Discussion of 2018 Proposed Budget Finance Director Paulseth gave the presentation on the 2018 proposed budgetand answered questions of the council.City Manager Coleman and Interim Public Works Director Love answered questions of the council. K.AWARD OF BIDS None L.ADJOURNMENT Mayor Slawikadjourned the meeting at8:38 p.m. August 28, 201711 City Council Meeting Minutes Council Packet Page Number 12 of 185 F1a MEMORANDUM TO:City Council FROM: Melinda Coleman, City Manager DATE: September 1, 2017 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 th 1.September 25 a.Workshop: Engineering Department Staffing Presentation th 2.October 9 a.Workshop: Preliminary Review of Fitch Study, Review of Communications Plan Council Comments Comments regarding Workshops, Council Meetings or other topics of concern or interest. 1.Results of Tobacco Survey Budget Impact None Recommendation No action required. Attachments None. Council Packet Page Number 13 of 185 F3 MEMORANDUM TO:Melinda Coleman, City Manager FROM:Lois Knutson, Senior Administrative Assistant DATE:September 1, 2017 SUBJECT:Resolution ApprovingCommission& Board Appointments Introduction Currently there is one opening on the Environmental & Natural Resources Commission and two openings on the Heritage Preservation Commission.The openings are due to resignations and term expirations. The City has advertised and accepted applications from interested individuals. The City Council then interviewed the candidates for the commissions and filled out ballots during the Workshop prior to this meeting. Staff has tallied the ballots. th On August 28the City Council interviewed 9 applicants for the newly formed Police Advisory Commission. The ballots were turned into staff and the scores were tabulated. The top three candidates are being recommended for appointment. Recommendation Staff recommends the City Council approve the attached resolution to appoint the candidatesto the commissionsindicated. Environmental & Natural Resources Commission (one opening)* Candace Okeson or Leon Axtman term expires September30, 2019 Heritage Preservation Commission(two openings)* Leon Axtmanterm expires April 30, 2020 Police Advisory Commission (threeopenings) Carol FogartytermexpiresSeptember30, 2020 Steve LangdontermexpiresSeptember30, 2019 Carey HalltermexpiresSeptember30, 2018 *Note: Recommendation will be modified to reflect the Council votes. Attachment 1.Resolution for Appointment Council Packet Page Number 14 of 185 F3, Attachment 1 RESOLUTION BE IT RESOLVED THAT THE CITY COUNCIL OF MAPLEWOOD, MINNESOTA: Hereby appoints the following individuals, who haveinterviewed with the Maplewood City Council, to serve on the following commissions: Environmental & Natural Resources Commission(one opening)* Candace Okeson or Leon Axtman term expires September 30, 2019 Heritage Preservation Commission(two openings)* Leon Axtman term expires April 30, 2020 Police Advisory Commission (threeopenings) Carol Fogarty termexpiresSeptember30, 2020 Steve Langdon termexpiresSeptember30, 2019 Carey Hall termexpiresSeptember30, 2018 *Note: Recommendation will be modified to reflect the Council votes. Council Packet Page Number 15 of 185 THIS PAGE IS INTENTIONALLY LEFT BLANK Council Packet Page Number 16 of 185 G1 MEMORANDUM Melinda Coleman, City Manager TO: Ellen Paulseth, Finance Director FROM: September 5, 2017 DATE: Approval of Claims SUBJECT: 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: $540,746.49Checks # 100242 thru #100268 dated 08/29/17 $337,989.91Disbursements via debits to checking account dated 08/21/17 thru 08/25/17 $271,112.08Checks #100269 thru #100310 dated 08/29/17 thru 09/05/17 $488,111.29Disbursements via debits to checking account dated 08/28/17 thru 09/01/17 $1,637,959.77Total Accounts Payable PAYROLL $517,198.72Payroll Checks and Direct Deposits dated 08/25/17 $1,732.93Payroll Deduction check # 99102828 thru # 99102831 dated 08/25/17 $518,931.65Total Payroll $2,156,891.42GRAND TOTAL 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. Attachments Council Packet Page Number 17 of 185 G1, Attachments Check Register City of Maplewood 08/24/2017 CheckDateVendorDescriptionAmount 10024208/29/201705114BOLTON & MENK, INC.PROJ 16-25 STERLING ST BRIDGE3,266.50 10024308/29/201700519FLEXIBLE PIPE TOOL CO.PARTS FOR JETTER UNIT 615 & 616265.90 08/29/201700519FLEXIBLE PIPE TOOL CO.PARTS FOR JETTER UNIT 615 & 616131.70 10024408/29/201702728KIMLEY-HORN & ASSOCIATES INCWAKEFIELD PARK IMPROVE-NEW BLDG10,264.52 08/29/2017METROPOLITAN COUNCIL 10024500985WASTEWATER - SEPTEMBER262,873.85 08/29/2017CITY OF MINNEAPOLIS RECEIVABLES 10024604316WORKFORCE DIRECTOR - 2ND QTR 20171,995.00 08/29/2017CITY OF MINNEAPOLIS RECEIVABLES 04316AUTO PAWN SYSTEM - JUNE856.80 08/29/2017CITY OF MINNEAPOLIS RECEIVABLES 04316AUTO PAWN SYSTEM - MAY742.50 08/29/2017PAETEC/WINDSTREAM 10024701819LOCAL PHONE SERVICE 07/15 - 08/14720.17 08/29/2017SUBURBAN SPORTSWEAR 10024801546T-SHIRTS FOR BASEBALL CLINIC355.00 08/29/2017TRANS-MEDIC 10024904192EMS BILLING - JULY4,815.00 08/29/2017AVESIS 10025004848MONTHLY PREMIUM - SEPTEMBER324.01 08/29/2017ESCROW REFUND 10025100003ESCROW REL VOSON-1655 BEAM AVE E300.00 08/29/2017ESCROW REFUND 10025200003ESCROW REL VALENTINE-1852 JACKSON200.00 08/29/2017GAMETIME 10025300550FOOT BRIDGER-EDGERTON PARK2,328.39 08/29/2017GUARDIAN SUPPLY 10025405668ARMOR VESTS14,205.00 08/29/2017KENNEDY & GRAVEN CHARTERED 10025502137ATTORNEY FEES - JULY16,404.24 08/29/2017MADDEN GALANTER HANSEN, LLP 10025600532HR ATTORNEY FEE LABOR REL-JULY1,541.20 08/29/2017MADDEN GALANTER HANSEN, LLP 00532HR ATTORNEY FEE ARB & ADMIN-JULY273.60 08/29/2017MEDICA 10025703818MONTHLY PREMIUM - SEPTEMBER187,421.95 08/29/2017METROPOLITAN COUNCIL 10025800986MONTHLY SAC - JULY4,920.30 08/29/2017MN NATIVE LANDSCAPES 10025904373HERBICIDE SPRAYING - FISH CREEK3,750.00 08/29/2017MN NATIVE LANDSCAPES 04373HERBICIDE SPRAYING - GLADSTONE926.25 08/29/2017NM CLEAN 1, LLC 10026005804VEHICLE WASHES - JULY123.31 08/29/2017CITY OF NORTH ST PAUL 10026101175MONTHLY UTILITIES - JULY4,937.07 08/29/2017CITY OF NORTH ST PAUL 01175FIBER OPTIC ACCESS CHG - AUGUST1,000.00 08/29/2017ONE TIME VENDOR 10026200001REFUND M SANDS - TRANS MEDIC96.00 08/29/2017PRAIRIE RESTORATIONS INC 10026301289MOWING MGMT- BEAVER CREEK500.00 08/29/2017SAFEASSURE CONSULTANTS INC. 10026401413CONSULTANT FEE 09/2017 - 08/20189,598.73 08/29/2017ST PAUL, CITY OF 10026501836RADIO MAINT & SRVS - JULY200.00 08/29/2017TWIN CITIES TRANSPORT & 10026601669TOWING OF VEHICLES100.00 08/29/2017TWIN CITIES TRANSPORT & 01669TOWING OF VEHICLES70.00 08/29/2017VERSA-LOK RETAINING WALL SYS 10026703419PLAYGROUND GRAVEL-EDGERTON PARK559.50 08/29/2017W W GOETSCH ASSOCIATES, INC. 10026801730IMPELLERS-LIFT STATION 8 PUMPS4,680.00 540,746.49 27Checks in this report. Council Packet Page Number 18 of 185 G1, Attachments CITY OF MAPLEWOOD Disbursements via Debits to Checking account Settlement DatePayeeDescriptionAmount 8/21/2017MN State TreasurerDrivers License/Deputy Registrar38,401.50 8/22/2017MN State TreasurerDrivers License/Deputy Registrar26,388.10 8/22/2017MN Dept of RevenueSales Tax495.00 8/22/2017MN Dept of RevenueFuel Tax311.22 8/23/2017MN State TreasurerDrivers License/Deputy Registrar61,836.45 8/23/2017Delta DentalDental Premium1,464.70 8/24/2017MN State TreasurerDrivers License/Deputy Registrar48,947.62 8/25/2017MN State TreasurerDrivers License/Deputy Registrar76,393.45 8/25/2017MN Dept of Natural ResourcesDNR electronic licenses269.75 8/25/2017US Bank VISA One Card*Purchasing card items49,592.39 8/25/2017Optum HealthDCRP & Flex plan payments696.73 8/25/2017ICMA (Vantagepointe)Deferred Compensation4,674.00 8/25/2017Empower - State PlanDeferred Compensation28,519.00 337,989.91 *Detailed listing of VISA purchases is attached. Council Packet Page Number 19 of 185 G1, Attachments Transaction DatePosting DateMerchant NameTransaction AmountName 08/07/201708/08/2017BEST BUY MHT 00000109$32.98JOSHUA ABRAHAM 08/04/201708/07/2017MENARDS MAPLEWOOD MN$42.80DAVE ADAMS 08/16/201708/17/2017COPPER LANTERN$24.80PAUL BARTZ 08/07/201708/09/2017VERITIV EXPRESS$166.01REGAN BEGGS 08/07/201708/09/2017VERITIV EXPRESS$180.08REGAN BEGGS 08/07/201708/09/2017VERITIV EXPRESS$829.29REGAN BEGGS 08/07/201708/09/2017VERITIV EXPRESS$77.34REGAN BEGGS 08/07/201708/09/2017VERITIV EXPRESS$221.35REGAN BEGGS 08/07/201708/08/2017B&H PHOTO 800-606-6969$84.00CHAD BERGO 08/09/201708/10/2017B&H PHOTO 800-606-6969$213.95CHAD BERGO 08/11/201708/14/2017MNSCU$541.77JASON BRASH 08/14/201708/15/2017MN RECREATION AND PARK A$320.00NEIL BRENEMAN 08/15/201708/16/2017AMAZON MKTPLACE PMTS$96.24NEIL BRENEMAN 08/15/201708/17/2017FUN JUMPS ENTERTAINMENT$1,315.00NEIL BRENEMAN 08/08/201708/09/2017NAPA STORE 3279016$139.05TROY BRINK 08/09/201708/11/2017MNSCU$736.68TROY BRINK 08/11/201708/14/2017DIAMOND VOGEL PAINT #807$543.75TROY BRINK 08/10/201708/14/2017MOGREN LANDSCAPING$307.50BRENT BUCKLEY 08/17/201708/18/2017NAPA STORE 3279016$23.98JOHN CAPISTRANT 08/04/201708/07/2017VIKING ELECTRIC-CREDIT DE$99.41SCOTT CHRISTENSON 08/14/201708/15/2017IN *KEVIN CHAPMAN$700.00SCOTT CHRISTENSON 08/14/201708/15/2017IN *KEVIN CHAPMAN$280.00SCOTT CHRISTENSON 08/17/201708/18/2017APPLIANCESMART #232$799.99SCOTT CHRISTENSON 08/11/201708/11/2017FRANKLINCOVEYPRODUCTS$45.27MELINDA COLEMAN 08/08/201708/09/2017IN *ENCOMPASS TELEMATICS,$676.00KERRY CROTTY 08/08/201708/10/2017LAW ENFORCEMENT TARGETS$148.83MICHAEL DUGAS DOUG EDGE 08/03/201708/07/2017MENARDS MAPLEWOOD MN$8.06 08/09/201708/09/2017AMAZON.COM$32.13CASSIE FISHER 08/02/201708/07/2017SAGE SOFTWARE INC$1,789.00MYCHAL FOWLDS 08/04/201708/07/2017LINE 1 PARTNERS$2,386.00MYCHAL FOWLDS 08/06/201708/07/2017VZWRLSS*APOCC VISB$7,591.21MYCHAL FOWLDS 08/08/201708/08/2017AMAZON MKTPLACE PMTS$12.99MYCHAL FOWLDS 08/08/201708/09/2017HP DIRECT-PUBLICSECTOR$1,250.00MYCHAL FOWLDS 08/08/201708/09/2017SMK*SURVEYMONKEY.COM$600.00MYCHAL FOWLDS 08/10/201708/11/2017AT&T*BILL PAYMENT$33.25MYCHAL FOWLDS 08/17/201708/17/2017COMCAST CABLE COMM$2.25MYCHAL FOWLDS 08/17/201708/18/2017ELECTRO WATCHMAN INC$3,802.68MYCHAL FOWLDS 08/05/201708/07/2017IDU*INSIGHT PUBLIC SEC$1,689.32NICK FRANZEN 08/15/201708/16/2017SOLARWINDS$31.00NICK FRANZEN 08/10/201708/11/2017KNOWLAN'S MARKET #2$21.39CAROLE GERNES 08/03/201708/07/2017OFFICEMAX/OFFICE DEPOT616$27.84TAMARA HAYS 08/09/201708/10/2017HENRIKSEN ACE HDWE$12.99GARY HINNENKAMP 08/17/201708/18/2017MOST DEPENDABLE FOUNTAINS$647.06GARY HINNENKAMP 08/10/201708/14/2017DEPARTMENT OF LABOR AND I$30.00DAVID JAHN 08/09/201708/11/2017FINANCE AND COMMERCE INC$195.34MEGHAN JANASZAK 08/05/201708/07/2017ULINE *SHIP SUPPLIES($429.92)KEVIN JOHNSON 08/15/201708/17/2017MENARDS MAPLEWOOD MN$94.72KEVIN JOHNSON 08/04/201708/07/2017PANERA BREAD #601305$42.15LOIS KNUTSON 08/07/201708/08/2017CUB FOODS #1599$33.94LOIS KNUTSON 08/14/201708/15/2017PANERA BREAD #601305$82.32LOIS KNUTSON 08/14/201708/15/2017CUB FOODS #01591$5.88LOIS KNUTSON 08/17/201708/18/2017PANERA BREAD #601305$49.22LOIS KNUTSON 08/05/201708/07/2017THE BEST STEAK HOUSE -CLV$46.22NICHOLAS KREKELER $10.48NICHOLAS KREKELER 08/15/201708/16/2017CUB FOODS #1599 08/08/201708/09/2017THOMSON WEST*TCD$404.25DAVID KVAM 08/10/201708/11/2017STREICHER'S MO$1,339.99DAVID KVAM 08/12/201708/14/2017GALLS$67.42DAVID KVAM 08/14/201708/16/2017LITTLE CAESARS 1456 0006$86.72DAVID KVAM 08/09/201708/11/2017MICHAELS STORES 2744$32.13JESSICA LANDEROS CRUZ Council Packet Page Number 20 of 185 G1, Attachments 08/10/201708/14/2017OFFICE DEPOT #1090$81.36CHING LO 08/06/201708/07/2017OREILLY AUTO #2074$17.13STEVE LUKIN 08/07/201708/09/2017NM CLEAN 1$12.00STEVE LUKIN 08/16/201708/17/2017AIRGASS NORTH$199.57STEVE LUKIN 08/16/201708/17/2017AIRGASS NORTH$229.25STEVE LUKIN 08/16/201708/17/2017AIRGASS NORTH$38.75STEVE LUKIN 08/04/201708/07/2017AMERICAN PLANNING A$459.00MIKE MARTIN 08/07/201708/08/2017CHANNING BETE CO AHA$816.06MICHAEL MONDOR 08/09/201708/10/2017CHANNING BETE CO AHA$484.51MICHAEL MONDOR 08/14/201708/15/2017CHANNING BETE CO AHA$270.32MICHAEL MONDOR 08/14/201708/16/2017BOUND TREE MEDICAL LLC$440.35MICHAEL MONDOR 08/14/201708/16/2017BOUND TREE MEDICAL LLC$23.99MICHAEL MONDOR 08/17/201708/18/2017CHANNING BETE CO AHA$267.05MICHAEL MONDOR 08/17/201708/18/2017CHANNING BETE CO AHA$90.00MICHAEL MONDOR 08/16/201708/17/2017HENRIKSEN ACE HDWE$16.99JOHN NAUGHTON 08/09/201708/10/2017CUB FOODS #1599$25.67MICHAEL NYE 08/17/201708/18/2017HENRIKSEN ACE HDWE$27.85JORDAN ORE 08/04/201708/07/2017MINNESOTA GOVERNMENT FIN$15.00ELLEN PAULSETH 08/04/201708/07/2017FACTORY MOTOR PARTS #19($2.86)STEVEN PRIEM 08/07/201708/08/2017AUTO PLUS-LITTLE CANADA$77.95STEVEN PRIEM 08/07/201708/08/2017BAUER BUILT TIRE 18$140.00STEVEN PRIEM 08/08/201708/09/2017BATTERIES PLUS #31$7.98STEVEN PRIEM 08/08/201708/09/2017FACTORY MOTOR PARTS #19$42.36STEVEN PRIEM 08/08/201708/09/2017AUTO PLUS-LITTLE CANADA$9.66STEVEN PRIEM 08/08/201708/10/2017WHEELCO BRAKE &SUPPLY$38.34STEVEN PRIEM 08/09/201708/10/2017FACTORY MOTOR PARTS #19$51.38STEVEN PRIEM 08/09/201708/10/2017FACTORY MOTOR PARTS #19$4.92STEVEN PRIEM STEVEN PRIEM 08/09/201708/10/2017FACTORY MOTOR PARTS #19$4.92 08/09/201708/10/2017AUTO PLUS-LITTLE CANADA$365.49STEVEN PRIEM 08/09/201708/10/2017HENRIKSEN ACE HDWE$4.50STEVEN PRIEM 08/10/201708/11/2017FACTORY MOTOR PARTS #19$18.26STEVEN PRIEM 08/10/201708/11/2017FACTORY MOTOR PARTS #19$11.25STEVEN PRIEM 08/10/201708/11/2017MILLS FLEET FARM 2700$75.63STEVEN PRIEM 08/14/201708/15/2017MILLS FLEET FARM 2700$5.49STEVEN PRIEM 08/15/201708/16/2017ZARNOTH BRUSH WORKS INC$916.00STEVEN PRIEM 08/15/201708/16/2017MACQUEEN EQUIPMENT INC$161.68STEVEN PRIEM 08/17/201708/18/2017FACTORY MOTOR PARTS #19$48.61STEVEN PRIEM 08/04/201708/07/2017OFFICEMAX/OFFICE DEPOT616$85.97MICHAEL RENNER 08/08/201708/09/2017AMAZON MKTPLACE PMTS$61.96MICHAEL RENNER 08/08/201708/10/2017OFFICEMAX/OFFICE DEPOT616$22.99MICHAEL RENNER 08/08/201708/10/2017OFFICEMAX/OFFICE DEPOT616$34.99MICHAEL RENNER 08/07/201708/08/2017DICKS SPORTING GOODS#393$53.55AUDRA ROBBINS 08/07/201708/08/2017AMAZON.COM$126.61AUDRA ROBBINS 08/09/201708/10/2017CTC*CONSTANTCONTACT.COM$95.00AUDRA ROBBINS 08/14/201708/15/2017MN RECREATION AND PARK A$320.00AUDRA ROBBINS 08/16/201708/18/2017CRAGUNS LODGE AND GOLF RE$234.08AUDRA ROBBINS 08/17/201708/17/2017AMAZON.COM AMZN.COM/BILL$84.63AUDRA ROBBINS 08/11/201708/14/2017AK EQUIPMENT$560.08ROBERT RUNNING 08/15/201708/16/2017HENRIKSEN ACE HDWE$12.00ROBERT RUNNING 08/17/201708/18/2017HENRIKSEN ACE HDWE$7.38ROBERT RUNNING 08/17/201708/18/2017SITEONE LANDSCAPE S$211.52ROBERT RUNNING 08/09/201708/10/2017LILLIE SUBURBAN NEWSPAPER$144.88DEB SCHMIDT 08/09/201708/10/2017LILLIE SUBURBAN NEWSPAPER$236.38DEB SCHMIDT 08/09/201708/11/2017OFFICE DEPOT #1079$18.40DEB SCHMIDT $37.22DEB SCHMIDT 08/09/201708/11/2017OFFICE DEPOT #1090 08/07/201708/08/2017G&K SERVICES AR$589.57SCOTT SCHULTZ 08/09/201708/10/2017TRUGREEN LP *5991$2,163.70SCOTT SCHULTZ 08/10/201708/14/2017ON SITE SANITATION INC$20.00SCOTT SCHULTZ 08/14/201708/16/2017ON SITE SANITATION INC$1,928.00SCOTT SCHULTZ 08/16/201708/18/2017SPOK INC$16.11SCOTT SCHULTZ Council Packet Page Number 21 of 185 G1, Attachments 08/03/201708/07/2017STORCHAK CLEANERS$8.13MICHAEL SHORTREED 08/03/201708/07/2017STORCHAK CLEANERS$21.91MICHAEL SHORTREED 08/09/201708/16/2017HEALTHEAST TRANSPORTATN$387.69MICHAEL SHORTREED 08/11/201708/11/2017GALLS$4,999.87MICHAEL SHORTREED 08/14/201708/16/2017320 WABASHA ST N GARAGE$13.00MICHAEL SHORTREED 08/04/201708/07/2017JCPENNEY 2864$15.00RONALD SVENDSEN 08/11/201708/14/2017FRA DOR LANDSCAPE SUPPLIE$104.98RONALD SVENDSEN 08/14/201708/15/2017BATTERIES PLUS #31$44.95RONALD SVENDSEN 08/16/201708/18/2017THE HOME DEPOT #2801$8.54RONALD SVENDSEN 08/10/201708/14/2017MENARDS MAPLEWOOD MN$277.97TODD TEVLIN 08/07/201708/09/2017CUB FOODS #1599($301.42)PAUL THIENES 08/16/201708/18/2017THE HOME DEPOT #2801$45.83PAUL THIENES 08/09/201708/11/2017MENARDS MAPLEWOOD MN$51.39JEFF WILBER 08/09/201708/11/2017THE HOME DEPOT #2801$50.00JEFF WILBER 08/09/201708/11/2017THE HOME DEPOT #2801$35.60JEFF WILBER 08/10/201708/11/2017OAKDALE RENTAL CENTER$194.00JEFF WILBER 08/09/201708/09/2017GIH*GLOBALINDUSTRIALEQ$219.55TAMMY WYLIE 08/10/201708/15/2017SIRCHIE FINGER PRINT LABO$54.59TAMMY WYLIE 08/12/201708/14/2017ZORO TOOLS INC$125.28TAMMY WYLIE $49,592.39 Council Packet Page Number 22 of 185 G1, Attachments Check Register City of Maplewood 08/31/2017 CheckDateVendorDescriptionAmount 10026908/29/201705649HASSE FAMILY ENTERPRISES LLCPETTING ZOO - MOVIE EVENT AT BARN550.00 10027009/05/201705114BOLTON & MENK, INC.GIS ASSSISTANCE - NEW PROJECTS2,701.00 10027109/05/201702149HEIDI CAREYGRAPHIC DESIGN SERVICES - AUGUST4,000.00 10027209/05/201700519FLEXIBLE PIPE TOOL CO.PARTS FOR JETTER UNIT 615518.40 09/05/201700519FLEXIBLE PIPE TOOL CO.REPLACE LIFT CABLES CCTV CAMERA18.40 10027309/05/201705353MANSFIELD OIL COCONTRACT GASOLINE - AUGUST10,135.75 09/05/201705353MANSFIELD OIL COCONTRACT DIESEL - AUGUST5,964.15 10027409/05/201705311WILLIE MCCRAYSOFTBALL UMPIRES 8/16 - 8/24706.00 10027509/05/201701409S E HPROJ 17-02 NATURE CTR IMPROVEMENTS5,996.43 09/05/201701409S E HPROJ 17-01 MUNICIPAL BLDG IMPROV1,952.00 10027609/05/201705488SUN LIFE FINANCIALPREMIUM - LIFE,LTD,STD - SEPTEMBER7,797.78 10027709/05/201704845TENNIS SANITATION LLCRECYCLING FEE - JUNE42,831.25 09/05/201704845TENNIS SANITATION LLCRECYCLING FEE - JULY42,831.25 10027809/05/201705305TOSHIBA FINANCIAL SERVICES (1)CONTRACT 500-03719991,127.37 09/05/201705305TOSHIBA FINANCIAL SERVICES (1)CONTRACT 500-0371083785.20 09/05/201705305TOSHIBA FINANCIAL SERVICES (1)CONTRACT 500-0395052462.86 09/05/201705305TOSHIBA FINANCIAL SERVICES (1)CONTRACT 500-0380041284.15 09/05/201705305TOSHIBA FINANCIAL SERVICES (1)CONTRACT 500-0395065215.02 09/05/201705305TOSHIBA FINANCIAL SERVICES (1)CONTRACT 500-0373496160.69 10027909/05/201701190XCEL ENERGYELECTRIC UTILITY14,751.00 09/05/201701190XCEL ENERGYELECTRIC & GAS UTILITY10,027.93 09/05/201701190XCEL ENERGYELECTRIC UTILITY1,282.55 09/05/201701190XCEL ENERGYELECTRIC UTILITY924.42 09/05/201701190XCEL ENERGYELECTRIC UTILITY103.52 09/05/201701190XCEL ENERGYGAS UTILITY82.47 09/05/201701190XCEL ENERGYELECTRIC UTILITY65.13 09/05/201701190XCEL ENERGYELECTRIC UTILITY52.26 09/05/201701190XCEL ENERGYGAS UTILITY33.21 09/05/201701190XCEL ENERGYELECTRIC UTILITY15.73 09/05/201701190XCEL ENERGYELECTRIC UTILITY15.32 10028009/05/201705385ACID REMAP LLCONLINE EMS PROTOCOL AP 9/17-8/181,750.00 10028109/05/201700100ANCOM COMMUNICATIONS INCINSTALL RADIO AMPLIFIERS - PD12,468.00 10028209/05/201705369CINTAS CORPORATION #470ULTRA CLEAN SRVS - CITY HALL588.80 09/05/201705369CINTAS CORPORATION #470CLEANING SUPPLIES-CH/PD/PW/PM94.97 09/05/201705369CINTAS CORPORATION #470CLEANING SUPPLIES-CH/PD/PW/PM83.19 10028309/05/201705639COLBERT ENGRAVING & TROPHIESFIRE DEPT PAR TAGS46.90 10028409/05/201705786COLONIAL LIFE PROCESSING CTRMONTHLY PREMIUM BCN:E4677316-AUG302.06 10028509/05/201700003ESCROW REFUNDESCROW NETZELL LEGAL 2305 GALL AVE3,616.19 10028609/05/201700003ESCROW REFUNDESCROW R ROBERTS 1915 RADATZ AVE3,611.21 10028709/05/201700003ESCROW REFUNDEROSION ESCROW-JONES 2311 GALL AVE 3,511.38 09/05/201700003ESCROW REFUNDTREE ESCROW JONES 2311 GALL AVE E2,807.11 10028809/05/201700003ESCROW REFUNDESCROW CITY CONST-2305 GALL AVE E2,890.72 10028909/05/201705730FASTENAL COMPANYJIG SAW REPLACEMENT123.73 10029009/05/201705839FIELDSTONE FAMILY HOMES INC.EROSION ESCROW REL 2317 GALL AVE E3,582.53 09/05/201705839FIELDSTONE FAMILY HOMES INC.EROSION ESCROW REL 2293 GALL AVE E3,569.88 09/05/201705839FIELDSTONE FAMILY HOMES INC.EROSION ESCROW REL 2299 GALL AVE E3,565.08 09/05/201705839FIELDSTONE FAMILY HOMES INC.EROSION ESCROW REL 2304 CO RD D E3,554.25 09/05/201705839FIELDSTONE FAMILY HOMES INC.ESCROW REL 2292 CO RD D EAST2,895.33 09/05/201705839FIELDSTONE FAMILY HOMES INC.TREE ESCROW REL 2317 GALL AVE E2,864.03 09/05/201705839FIELDSTONE FAMILY HOMES INC.TREE ESCROW REL 2293 GALL AVE E2,853.90 09/05/201705839FIELDSTONE FAMILY HOMES INC.TREE ESCROW REL 2299 GALL AVE E2,850.07 09/05/201705839FIELDSTONE FAMILY HOMES INC.TREE ESCROW REL 2304 CO RD D E2,841.40 10029109/05/201705829LIL SLUGGERS ST. PAULINSTRUCTION FEE - T-BALL1,250.00 Council Packet Page Number 23 of 185 G1, Attachments 10029109/05/201705829LIL SLUGGERS ST. PAULINSTRUCTION FEE - SESSION 21,196.25 10029209/05/201703818MEDICAREFUND FOR TRANS MEDIC PATIENT37.80 10029309/05/201701126NCPERS MINNESOTAMONTHLY PREMIUM - SEPTEMBER448.00 10029409/05/201705356NORTH SUBURBAN ACCESS CORPWEBSTREAMING SRVS 201612,796.20 09/05/201705356NORTH SUBURBAN ACCESS CORPVIDEOGRAPHER SRVS - WB PARADE 7/123,005.00 09/05/201705356NORTH SUBURBAN ACCESS CORPVIDEOGRAPHER SRVS - JULY961.40 09/05/201705356NORTH SUBURBAN ACCESS CORPVIDEOGRAPHER SRVS - 4TH OF JULY860.00 10029509/05/201704507NORTHERN TECHNOLOGIES, LLCPROJ 16-12 PROF SRVS 7/1 - 7/314,901.00 09/05/201704507NORTHERN TECHNOLOGIES, LLCPROJ 16-13 PROF SRVS 7/1 - 7/312,860.50 10029609/05/201700001ONE TIME VENDORREFUND DEPT VETERAN'S-TRANS MEDIC2,703.25 10029709/05/201700001ONE TIME VENDORREFUND JAYHAWK MECH PLUMB PERIMT148.20 10029809/05/201700001ONE TIME VENDORREFUND J CARTER-S KENNEL DENIAL148.00 10029909/05/201700001ONE TIME VENDORREFUND WS&D WINDOW PERMIT117.00 10030009/05/201700001ONE TIME VENDORREIMB ARCHER-SPRINKLER SYS REPAIR33.44 10030109/05/201702001CITY OF ROSEVILLEPHONE SERVICE - JULY2,699.17 10030209/05/201701418SAM'S CLUB DIRECTPROG SUPPLIES FOR SPECIAL EVENTS531.40 09/05/201701418SAM'S CLUB DIRECTPROG SUPPLIES FOR SPECIAL EVENTS319.28 09/05/201701418SAM'S CLUB DIRECTPROG SUPPLIES FOR SPECIAL EVENTS199.34 09/05/201701418SAM'S CLUB DIRECTSUPPLIES FOR COUNCIL RECEPTION36.84 09/05/201701418SAM'S CLUB DIRECTPOPCORN SUPPLIES - MOVIE NIGHT ECT32.73 09/05/201701418SAM'S CLUB DIRECTPROG SUPPLIES FOR SPECIAL EVENTS-66.96 10030309/05/201704074ELAINE SCHRADETAI CHI INSTRUCTION 08/02 - 10/04180.00 10030409/05/201704256SHI INTERNATIONAL CORPRENEWAL VEEAM SOFTWARE SUPPORT706.00 10030509/05/201705320SUN BADGE COCHIEF'S & OFFICER'S BADGES551.50 10030609/05/201701578T R F SUPPLY CO.SAFETY GLOVES AND DEGREASER1,032.60 10030709/05/201705023TIER 2 FUNDING GROUP, INC.ESCROW HAVENCREST LANDSCAPING6,152.38 09/05/201705023TIER 2 FUNDING GROUP, INC.ESCROW RELEASE 2292 CO RD D EAST5,187.26 09/05/201705023TIER 2 FUNDING GROUP, INC.ESCROW RELEASE 2298 CO RD D EAST2,849.68 10030809/05/201705528TOSHIBA FINANCIAL SERVICES (2)CONTRACT 7950665-011445.74 09/05/201705528TOSHIBA FINANCIAL SERVICES (2)CONTRACT 7950665-005323.72 09/05/201705528TOSHIBA FINANCIAL SERVICES (2)CONTRACT 7950665-004296.54 09/05/201705528TOSHIBA FINANCIAL SERVICES (2)CONTRACT 7950665-002247.59 09/05/201705528TOSHIBA FINANCIAL SERVICES (2)CONTRACT 7950665-003235.46 09/05/201705528TOSHIBA FINANCIAL SERVICES (2)CONTRACT 7950665-013208.51 09/05/201705528TOSHIBA FINANCIAL SERVICES (2)CONTRACT 7950665-001201.52 09/05/201705528TOSHIBA FINANCIAL SERVICES (2)CONTRACT 7950665-012107.09 05528CONTRACT 7950665-01091.68 09/05/2017TOSHIBA FINANCIAL SERVICES (2) 10030909/05/201705279WARNER'S OUTDOOR SOLUTIONSPROJ 16-13 FIX BROKEN SPRAY HEAD115.00 10031001771ROOM RENTAL FOR STAFF TRAINING100.00 09/05/2017CITY OF WHITE BEAR LAKE 271,112.08 42Checks in this report. Council Packet Page Number 24 of 185 G1, Attachments CITY OF MAPLEWOOD Disbursements via Debits to Checking account Settlement DatePayeeDescriptionAmount 8/28/2017U.S. TreasurerFederal Payroll Tax98,765.66 8/28/2017P.E.R.A.P.E.R.A.103,536.85 8/28/2017Labor UnionsUnion Dues4,131.34 8/28/2017MidAmerica - INGHRA Flex plan21,108.45 8/28/2017MN State TreasurerState Payroll Tax20,800.29 8/28/2017MN State TreasurerDrivers License/Deputy Registrar47,780.79 8/29/2017MN State TreasurerDrivers License/Deputy Registrar54,329.22 8/30/2017MN State TreasurerDrivers License/Deputy Registrar42,791.42 8/30/2017Delta DentalDental Premium3,012.88 8/31/2017MN State TreasurerDrivers License/Deputy Registrar34,923.19 8/31/2017Pitney BowesPostage2,000.00 9/1/2017MN State TreasurerDrivers License/Deputy Registrar54,608.70 9/1/2017MN Dept of Natural ResourcesDNR electronic licenses322.50 488,111.29 Council Packet Page Number 25 of 185 G1, Attachments CITY OF MAPLEWOOD EMPLOYEE GROSS EARNINGS REPORT FOR THE CURRENT PAY PERIOD Exp Reimb, Severance, Conversion incl in Amount CHECK #CHECK DATEEMPLOYEE NAMEAMOUNT 08/25/17ABRAMS, MARYLEE456.30 08/25/17JUENEMANN, KATHLEEN456.30 08/25/17SLAWIK, NORA839.83321.40 08/25/17SMITH, BRYAN456.30 08/25/17XIONG, TOU456.30 08/25/17COLEMAN, MELINDA5,852.67 08/25/17FUNK, MICHAEL5,210.65 08/25/17KNUTSON, LOIS2,802.62 08/25/17CHRISTENSON, SCOTT2,241.31 08/25/17JAHN, DAVID2,368.74 08/25/17PRINS, KELLY2,133.93 08/25/17HERZOG, LINDSAY1,410.97 08/25/17RAMEAUX, THERESE3,466.16 08/25/17OSWALD, BRENDA2,233.09 08/25/17PAULSETH, ELLEN4,789.33 08/25/17ANDERSON, CAROLE1,717.55 08/25/17DEBILZAN, JUDY2,384.20 08/25/17RUEB, JOSEPH3,780.02 08/25/17ARNOLD, AJLA2,082.83 08/25/17BEGGS, REGAN1,252.99 08/25/17EVANS, CHRISTINE2,132.99 08/25/17LARSON, MICHELLE2,132.98 08/25/17SCHMIDT, DEBORAH3,428.97 08/25/17SINDT, ANDREA3,136.56 08/25/17HANSON, MELISSA1,563.06 08/25/17MOY, PAMELA2,223.27 08/25/17OSTER, ANDREA1,012.78 08/25/17RICHTER, CHARLENE2,070.83 08/25/17VITT, SANDRA2,029.23 08/25/17WEAVER, KRISTINE2,919.08 08/25/17CORCORAN, THERESA2,135.29 08/25/17HENDRICKS, JENNIFER1,638.40 08/25/17KVAM, DAVID4,756.86 08/25/17NADEAU, SCOTT5,440.86 08/25/17SHEA, STEPHANIE1,779.88 08/25/17SHORTREED, MICHAEL4,623.75 08/25/17WYLIE, TAMMY2,030.59 08/25/17ABEL, CLINT3,224.58 08/25/17ALDRIDGE, MARK3,634.03 08/25/17BAKKE, LONN3,481.19 08/25/17BARTZ, PAUL3,802.52 08/25/17BELDE, STANLEY3,488.96 08/25/17BENJAMIN, MARKESE3,480.26 08/25/17BERGERON, ASHLEY2,145.12 08/25/17BIERDEMAN, BRIAN3,883.01 08/25/17BURT-MCGREGOR, EMILY1,680.00 08/25/17BUSACK, DANIEL4,627.22 08/25/17CARNES, JOHN3,095.79 08/25/17CROTTY, KERRY4,357.61 08/25/17DEMULLING, JOSEPH4,170.06 Council Packet Page Number 26 of 185 G1, Attachments 08/25/17DUGAS, MICHAEL4,776.29 08/25/17ERICKSON, VIRGINIA3,832.20 08/25/17FISHER, CASSANDRA2,158.59 08/25/17FORSYTHE, MARCUS321.39 08/25/17FRITZE, DEREK3,336.02 08/25/17GABRIEL, ANTHONY3,729.74 08/25/17HAWKINSON JR, TIMOTHY3,233.04 08/25/17HER, PHENG3,160.08 08/25/17HIEBERT, STEVEN4,503.59 08/25/17HOEMKE, MICHAEL3,125.15 08/25/17JAMES JR, JUSTIN232.00 08/25/17JOHNSON, KEVIN4,218.80 08/25/17KONG, TOMMY3,283.54 08/25/17KREKELER, NICHOLAS1,083.59 08/25/17KROLL, BRETT3,284.01 08/25/17LANDEROS CRUZ, JESSICA391.50 08/25/17LANGNER, SCOTT3,224.58 08/25/17LANGNER, TODD3,503.41 08/25/17LENERTZ, NICHOLAS2,199.11 08/25/17LYNCH, KATHERINE3,095.79 08/25/17MARINO, JASON3,610.88 08/25/17MCCARTY, GLEN3,541.84 08/25/17METRY, ALESIA4,056.60 08/25/17MICHELETTI, BRIAN3,059.96 08/25/17MOE, AEH BEL232.00 08/25/17MULVIHILL, MARIA3,163.65 08/25/17MURRAY, RACHEL1,695.50 08/25/17NYE, MICHAEL3,956.97 08/25/17OLSON, JULIE3,459.48 08/25/17PARKER, JAMES3,271.73 08/25/17PETERSON, JARED2,694.48 08/25/17REZNY, BRADLEY3,643.60 08/25/17SLATER, BENJAMIN3,001.64 08/25/17STARKEY, ROBERT2,606.49 08/25/17STEINER, JOSEPH4,051.72 08/25/17SYPNIEWSKI, WILLIAM3,878.31 08/25/17TAUZELL, BRIAN3,640.55 08/25/17THIENES, PAUL3,956.97 08/25/17VANG, PAM2,719.22 08/25/17WENZEL, JAY3,828.27 08/25/17XIONG, KAO3,462.30 08/25/17XIONG, TUOYER696.00 08/25/17ZAPPA, ANDREW3,783.15 08/25/17ANDERSON, BRIAN513.44 08/25/17BAHL, DAVID598.69 08/25/17BASSETT, BRENT503.51 08/25/17BAUMAN, ANDREW3,006.43 08/25/17BEITLER, NATHAN828.14 08/25/17BOURQUIN, RON618.12 08/25/17CAPISTRANT, JOHN409.43 08/25/17COREY, ROBERT291.50 08/25/17CRAWFORD - JR, RAYMOND3,376.35 08/25/17CRUMMY, CHARLES159.00 08/25/17DABRUZZI, THOMAS2,982.39 08/25/17DAWSON, RICHARD3,301.99 08/25/17EVERSON, PAUL3,329.06 08/25/17HAGEN, MICHAEL33.13 08/25/17HALE, JOSEPH413.29 08/25/17HALWEG, JODI3,565.20111.76 08/25/17HAWTHORNE, ROCHELLE3,027.42 08/25/17HUTCHINSON, JAMES440.33 Council Packet Page Number 27 of 185 G1, Attachments 08/25/17IMM, TRACY221.94 08/25/17JANSEN, CHAD159.00 08/25/17KANE, ROBERT741.60 08/25/17KARRAS, JAMIE192.13 08/25/17KERSKA, JOSEPH1,020.27 08/25/17KONDER, RONALD672.44 08/25/17KUBAT, ERIC3,736.25 08/25/17LANDER, CHARLES3,133.17 08/25/17LINDER, TIMOTHY3,160.27 08/25/17LOCHEN, MICHAEL750.56 08/25/17MERKATORIS, BRETT159.01 08/25/17MONDOR, MICHAEL4,774.52 08/25/17MORGAN, JEFFERY344.41 08/25/17NEILY, STEVEN331.26 08/25/17NIELSEN, KENNETH224.03 08/25/17NOVAK, JEROME3,921.75 08/25/17NOWICKI, PAUL185.50 08/25/17PETERSON, ROBERT3,315.82 08/25/17POWERS, KENNETH4,705.31 08/25/17RODRIGUEZ, ROBERTO2,722.72 08/25/17SAUERWEIN, ADAM294.81 08/25/17SEDLACEK, JEFFREY2,984.54 08/25/17STREFF, MICHAEL3,111.45 08/25/17SVENDSEN, RONALD3,862.43 08/25/17ZAPPA, ERIC2,469.58 08/25/17CONWAY, SHAWN3,917.72 08/25/17LO, CHING1,271.00 08/25/17LUKIN, STEVEN5,214.17 08/25/17CORTESI, LUANNE2,122.60 08/25/17JANASZAK, MEGHAN2,402.01 08/25/17BRINK, TROY2,674.79 08/25/17BUCKLEY, BRENT2,437.29 08/25/17DOUGLASS, TOM1,992.09 08/25/17EDGE, DOUGLAS2,406.90 08/25/17JONES, DONALD2,444.59 08/25/17MEISSNER, BRENT2,427.29 08/25/17NAGEL, BRYAN4,140.60 08/25/17OSWALD, ERICK2,876.92 08/25/17RUIZ, RICARDO784.35 08/25/17RUNNING, ROBERT2,672.51 08/25/17TEVLIN, TODD2,442.10 08/25/17BURLINGAME, NATHAN2,812.80 08/25/17DUCHARME, JOHN3,077.52 08/25/17ENGSTROM, ANDREW3,098.11 08/25/17JAROSCH, JONATHAN3,608.22 08/25/17LINDBLOM, RANDAL3,077.52 08/25/17LOVE, STEVEN4,780.89 08/25/17ZIEMAN, SCOTT816.00 08/25/17RHODES, KELLY768.00 08/25/17HAMRE, MILES766.14 08/25/17HAYS, TAMARA2,327.35 08/25/17HINNENKAMP, GARY2,649.61 08/25/17HUMMEL, SAMUEL407.00 08/25/17NAUGHTON, JOHN2,429.59 08/25/17ORE, JORDAN2,209.45 08/25/17SAKRY, JASON1,915.29 08/25/17SALCHOW, CONNOR920.00 08/25/17BIESANZ, OAKLEY1,613.50 08/25/17GERNES, CAROLE1,477.30 08/25/17HER, KONNIE769.25 08/25/17HUTCHINSON, ANN3,003.58 Council Packet Page Number 28 of 185 G1, Attachments 08/25/17WACHAL, KAREN1,079.48 08/25/17WOLFE, KAYLA1,008.00 08/25/17GAYNOR, VIRGINIA3,672.64 08/25/17JOHNSON, ELIZABETH1,896.99 08/25/17KONEWKO, DUWAYNE5,347.80 08/25/17KROLL, LISA2,151.29 08/25/17ADADE, JANE1,642.31 08/25/17FINWALL, SHANN3,724.7567.56 08/25/17MARTIN, MICHAEL3,699.07 08/25/17BRASH, JASON3,404.19 08/25/17DEWEY, MARK1,248.00 08/25/17SWAN, DAVID3,130.89 08/25/17SWANSON, CHRIS2,264.19 08/25/17WEIDNER, JAMES2,441.79 08/25/17WELLENS, MOLLY2,060.65 08/25/17ABRAHAM, JOSHUA2,184.99 08/25/17BRENEMAN, NEIL2,729.93 08/25/17ETTER, LAURA150.00 08/25/17KUCHENMEISTER, GINA1,850.40 08/25/17NEUMANN, BRAD23.75 08/25/17ROBBINS, AUDRA3,856.01 08/25/17ROBBINS, CAMDEN28.75 08/25/17SMITH, SUMNER153.00 08/25/17BERGO, CHAD3,537.86 08/25/17FAIRBANKS, GEORGE3,370.40 08/25/17ADAMS, DAVID2,534.22 08/25/17HAAG, MARK2,674.79 08/25/17JENSEN, JOSEPH2,104.09 08/25/17SCHULTZ, SCOTT4,101.33 08/25/17WILBER, JEFFREY2,086.60 08/25/17WISTL, MOLLY385.00 08/25/17COUNTRYMAN, BRENDA1,720.00 08/25/17PRIEM, STEVEN2,731.10 08/25/17WOEHRLE, MATTHEW2,495.65 08/25/17XIONG, BOON2,065.01 08/25/17FOWLDS, MYCHAL4,324.35 08/25/17FRANZEN, NICHOLAS3,907.68 08/25/17GERONSIN, ALEXANDER2,463.48 08/25/17RENNER, MICHAEL2,290.50 9910282708/25/17VANG, DONNA90.00 517,198.72 Council Packet Page Number 29 of 185 G2 MEMORANDUM TO:Melinda Coleman,City Manager FROM:Scott Nadeau,Public Safety Director DATE:August 22, 2017 SUBJECT:Approval of 2017– 2018 School Resource Officer Agreement with Independent School District 622 Introduction The City of Maplewood Police Department seeks to renew the annual contract with North St. Paul-Maplewood-Oakdale School District 622 to provide School Resource Officer services, and City Council approval is required. Background For the past several decades, the Maplewood Police Department has provided School Resource Officer services to School District 622. The School District, in return, has paid the City of Maplewood part of the salary costs for the officer assigned to this position. City Council approval is requested to enter into a Contract for Services with School District 622 for School Resource Officer services from September 1, 2017, through August 31, 2018. The Cityis responsible to pay the officer’s salary- benefitsand training costs, and the SchoolDistrict will contribute $65,000 to the City for those costs. Both parties have the right to cancel the contract no less than six months prior to the effective termination date. The agreement also provides for reimbursable special event overtime of up to 30 hours at a flat rate of $75.00 per hour. Budget Impact The City will receive a minimum payment of $65,000 for the 2017-2018 academic yearfor School Resource Officer services to School District 622. Recommendation It is recommended that the City Council approve the agreement between the City of Maplewood and North St. Paul-Maplewood-Oakdale School District 622 for School Resource Officer services and that the Finance Director be authorized to make any necessary budget adjustments. Attachments 1. School District 622 School Resource Officer Agreement Council Packet Page Number 30 of 185 Council Packet Page Number 31 of 185 Council Packet Page Number 32 of 185 Council Packet Page Number 33 of 185 Council Packet Page Number 34 of 185 Council Packet Page Number 35 of 185 Council Packet Page Number 36 of 185 Council Packet Page Number 37 of 185 Council Packet Page Number 38 of 185 G3 MEMORANDUM TO: Melinda Coleman, City Manager FROM:Steve Love, Acting Public Works Director/City Engineer DATE: August 31, 2017 SUBJECT:Approval Authorizing the Purchase of Retaining Wall ConstructionServices, Gladstone Improvements Phase 2, City Project 14-01 Introduction The City Council will consider authorizing the purchase of services for retaining wall construction for the Gladstone Improvements Phase 2, City Project 14-01. Background On April 27, 2015 the City Council awarded a construction contract to Park Construction Company for the Gladstone ImprovementsPhase 2, City Project 14-01. The majority of the construction work was completed during the 2015 construction season. Following the completion of Phase 2 improvements, it appears that there weretwo separate occasions where avehicle left the road and struck the dry stacked limestone retaining wall located at the southeast corner of the intersection of Frost Avenue and East Shore Drive. In addition,unrelated to these incidents, there are several areas of the existing retaining wallin need of repairdue to a loss of structural integrity. Discussion Repairingthe existing limestone retaining wall would require the wall to be fully dismantled with each rock sorted and stackedbased on size and shape; a labor intensive and expensive process. City staff is recommending a more long term fixthat will help reduce the costof repairing the walland the amount of future labor necessary to maintain it. The proposed solution is to remove the existing dry stacked limestone retaining wall and replace it with an engineered block retaining wall. Based on engineering estimates this solution will cost less than attempting to repair the wall. Additionally, thelong term maintenance will be reduced due to the wall being made of uniform sized block. Council Packet Page Number 39 of 185 G3 The City solicited quotes from fourcontractors. Twoquotes were received: CompanyAmount Harris LLC $46,055.00 Sunram Construction, Inc. $48,804.00 Staff recommends acceptance of the low quote from Harris LLC.The City’s engineering consultant firm, Kimley-Horn and Associates, Inc., has worked on several successful projects with Harris LLC and recommends award of contract. Budget Impact Basedon the lowest responsible quote receivedthe total cost for the retaining wall construction services is $46,055.00.Funding for this work will be provided by project savings from the Gladstone Improvements Phase 2, City Project 14-01. Recommendation It isrecommendedthat the City Councilauthorize the Mayor and City Managerto enter into a contract for the purchase of retaining wall construction services fortheGladstone Improvements Phase 2, City Project 14-01withHarris LLC in theamount of$46,055.00. Attachments 1.Retaining wall construction quote from Harris LLC Council Packet Page Number 40 of 185 G3, Attachment 1 PROPOSAL Submitted By: Harris L.L.C 7036 Garfield Avenue South Richfield, MN 55423 (612)751-5813 Date: 08/31/17 To:Steven W. Love, PE City of Maplewood Phone:651-249-2404 1902 County Road B East Maplewood, MN 55109 We are Pleased to Quote the Following Project: FROST AVENUE/EAST SHORE DRIVE RETAINING WALL REPLACEMENT DescriptionAmount Modular Block Retaining Wall Installation according to plans and general specifications.$ 46,055.00 Material to be Anchor Diamond Pro, color to be determined. Includes all removals, wall materials, drainage rock, labor, skill, and equipment for complete installation. Includes engineered shop drawings, geotechnical evaluation, and traffic control measures. Permit is not included in proposal price. Submitted By: David J. Harris Council Packet Page Number 41 of 185 G4 MEMORANDUM TO: Melinda Coleman, City Manager FROM:Steven Love, Acting Public Works Director/City Engineer Jon Jarosch, Civil Engineer II DATE: September 5, 2017 SUBJECT:Fish Creek Trail Improvements, City Project 15-19 a.Approval of ResolutionDirecting Modification of Existing Construction Contract, Change Order No. 2 b.Approval of Resolution Directing Final Payment and Acceptance of Project Introduction The City Council will consider approving the attached resolution Directing Modification ofthe Existing Construction Contract, Change Order No. 2, City Project 15-19. Additionally, the City Council will consider approving the attached resolution Directing Final Payment and Acceptance of Project for the Fish Creek Trail Improvements,City Project 15-19. Background The City Council awarded a construction contract to Sunram Construction, Inc.,for the Fish Creek TrailImprovements, City Project 15-19 on March 14, 2016 in the amount of $230,292. The Council previously approved Change Order No. 1 in January of 2017, increasing the contract amount by $78,924.94 to $309,216.94. Change Order No.1 included additional site earthwork as well as the addition of fencing to protect the site from unauthorized off-road vehicle damage. The contractorhas completed the project improvements.City staff havereviewed the work and deemed it acceptable.The contractor has also submitted all final project closeout documents required for final acceptance of the project. Discussion Change Order No. 2 includes additional seeding and hydro-mulch work completed by the contractor in the spring of 2017 to ensure the site was fully stabilized and restored. Budget Impact Approval of Change Order No. 2will increase the final project construction contract amount by $1,782.45from $309,216.94to $310,999.39.This revised contract amountfallswithin the approvedbudget, established by grant funding,of $318,000. No adjustments to the approved budget are needed. Council Packet Page Number 42 of 185 G4 Recommendation Staff recommendsthe City Council: a.Approve the Resolution Directing Modification of Existing Construction Contract, Change Order No. 2 b.Approve the Resolution Directing Final Payment and Acceptance of Project Attachments 1.Resolution Directing Modification of Existing Construction Contract, Change Order No. 2 2.Change Order No. 2 3.Resolution Approving Final Payment and Acceptance of Project 4.Final Payment Application Council Packet Page Number 43 of 185 G4, Attachment 1 RESOLUTION DIRECTING MODIFICATION OF EXISTING CONSTRUCTION CONTRACT PROJECT 15-19, CHANGE ORDER NO. 2 WHEREAS, the City Council of Maplewood, Minnesota has heretofore ordered made Improvement Project 15-19,Fish Creek TrailImprovements, and has let a construction contract pursuant to Minnesota Statutes, Chapter 429, and WHEREAS, the City Council of Maplewood, Minnesota has previously approved Change Order No. 1 for the Fish Creek Trail Improvements, City Project 15-19, and WHEREAS, it is now necessary and expedient that said contract be modified and designated as Fish Creek Trail Improvements, City Project 15-19, Change Order No. 2. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF MAPLEWOOD, MINNESOTA, that: 1.The MayorandCity are hereby authorized and directed to modify the existing contract by executing said Change Order No. 2 which is an increase of $1,782.45. The revised contract amount is $310,999.39. th Adopted by the Maplewood City Council on this 11day of September2017. Council Packet Page Number 44 of 185 G4, Attachment 2 CHANGE ORDER #2 DEPARTMENT OF PUBLIC WORKS MAPLEWOOD, MINNESOTA Project Name: Fish Creek TrailImprovementsChange Order No.: #2 Project No.:15-19 Date: 9/11/2017 Contractor: Sunram ConstructionCo. The following changes shall be made tothe contract documents: Description UnitQuantityTotal 1.Additional Site Restoration LS 1 $1,782.45 TOTAL: $1,782.45 Purpose of Change Order AmendContract to account for the following: Increased Quantities – Additional seeding and hydro-mulch to stabilize the site. Basis of Cost:Actual Estimated Original Contract: $ 230,292.00 Change Order No. 1: $78,924.94 Change This Change Order: $1,782.45 Revised Contract: $310,999.39 Approved Mayor Approved City Manager Recommended Engineer Agreed to by Contractor by Its Title Council Packet Page Number 45 of 185 G4, Attachment 3 RESOLUTION APPROVING FINAL PAYMENT AND ACCEPTANCE OF PROJECT PROJECT 15-19 WHEREAS, the City Council of Maplewood, Minnesota has heretofore orderedthe Fish Creek TrailImprovements, City Project 15-19, and has let a construction contract, and WHEREAS, the City Engineer for the City of Maplewood has determined that the Fish Creek TrailImprovements, City Project 15-19 is complete and recommends acceptance of the project. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF MAPLEWOOD, MINNESOTA, that: City Project 15-19 is complete and maintenance of this improvement is accepted by the City; the final construction cost is $310,999.39. Final payment to Sunram Construction, Inc.and the release of any retainage or escrow is hereby authorized. th Adopted by the Maplewood City Council on this 11day of September2017. Council Packet Page Number 46 of 185 G4, Attachment 4 Council Packet Page Number 47 of 185 G4, Attachment 4 Council Packet Page Number 48 of 185 G4, Attachment 4 Council Packet Page Number 49 of 185 G5 MEMORANDUM TO: Melinda Coleman, City Manager FROM:Steven Love, Acting Public Works Director/City Engineer Jon Jarosch, Civil Engineer II DATE: September 5, 2017 SUBJECT:Approval of Resolution Directing Modification of Existing Construction Contract, Change Order No. 1, Hillwood-Crestview Area Street Improvements, City Project 16-13 Introduction The City Council will consider approving the attached resolution Directing Modification of the Existing Construction Contract, Change Order No. 1,City Project 16-13. Background The City Council awarded a construction contract to T.A. Schifsky and Sons, Inc.,for the Hillwood-Crestview Area Street Improvements,City Project 16-13onApril 24, 2017in the amount of $890,270.89.There have been no change orders to the contract to date. The contractor has completed the project improvements.City staff havereviewed the work and deemed it acceptable.Staff will be inspecting the site in the spring to ensure vegetation has re- established in all the disturbed areas of the project. Discussion The following is a summary of the work included in Change Order No. 1. During construction, areas of soft subgrade were encountered in a number of locations. These soft areas required additional subgrade excavation and backfilling with suitable material to create a stable road base. This resulted in increased quantities beyond those anticipated during project design. Additional bituminous paving materials was necessary to match the existing curbs with the new pavement section, as well as to ensure proper drainage ofthe culs-de-sacs in the project area. This resulted in increased quantities beyond those anticipated during project design. The changes associated with the increased quantities resulted in additional costs of $38,840.62. Budget Impact Approval of Change Order No. 1 will increase the final project construction contract amount by $38,840.62from $890,270.89to $929,111.51. The revised contract amount, including indirect Council Packet Page Number 50 of 185 G5 costs, fallswithin the approvedbudgetof $1,582,542. No adjustments to the approved budget are needed. Recommendation Staff recommends that the City Council approve the attached resolutionDirecting Modification of the Existing Construction Contract, Change Order No. 1, City Project 16-13. Attachments 1.Resolution Directing Modification of Existing Construction Contract, Change Order No. 1 2.Change Order No. 1 Council Packet Page Number 51 of 185 G5, Attachment 1 RESOLUTION DIRECTING MODIFICATION OF EXISTING CONSTRUCTION CONTRACT PROJECT 16-13, CHANGE ORDER NO. 1 WHEREAS, the City Council of Maplewood, Minnesota has heretofore ordered Improvement Project 16-13,Hillwood-Crestview StreetImprovements, and has let a construction contract pursuant to Minnesota Statutes, Chapter 429, and WHEREAS, it is now necessary and expedient that said contract be modified and designated as Hillwood-Crestview StreetImprovements, City Project 16-13, Change Order No. 1. NOW, THEREFORE, BE ITRESOLVED BY THE CITY COUNCIL OF MAPLEWOOD, MINNESOTA, that: 1.The Mayor and City Managerare hereby authorized and directed to modify the existing contract by executing said Change Order No. 1 which is an increase of $38,840.62. The revised contract amount is $929,111.51. th Adopted by the Maplewood City Council on this 11day of September2017. Council Packet Page Number 52 of 185 G5, Attachment 2 CHANGE ORDER #1 DEPARTMENT OF PUBLIC WORKS MAPLEWOOD, MINNESOTA Project Name: Hillwood-Crestview Area StreetImprovementsChange Order No.: #1 Project No.:16-13Date: 9/11/2017 Contractor: T.A. Schifsky and Sons, Inc. The following changes shall be made tothe contract documents: Description UnitQuantityTotal 1.Additional subgrade excavation and bituminous pavement LS 1 $38,840.62 TOTAL: $38,840.62 Purpose of Change Order AmendContract to account for the following: Increased Quantities – Additional subgrade excavation, stabilizing aggregate, and bituminous pavement materials. Basis of Cost:Actual Estimated Original Contract: $890,270.89 Change This Change Order:$38,840.62 Revised Contract: $929,111.51 Approved Mayor Approved City Manager Recommended Engineer Agreed to by Contractor by Its Title Council Packet Page Number 53 of 185 G6 MEMORANDUM TO: Melinda Coleman, City Manager FROM: Terrie Rameaux, HR Coordinator DATE:September 5, 2017 SUBJECT:Approval of Amended RHS Adoption Agreement, Amended Plan and Resolution for Full-time Firefighters Introduction Members of the Firefighters group have requested an amendment to their Retiree Health Savings (RHS) plan. The plan administrator, ICMA RC, requires the City Council to approve an amended VantageCare RHS Adoption Agreement, the amended plan, and the resolution. Background Six of the City’s seven unions have approved Retiree Health Savings Plans that are outlined in their respective collective bargaining agreements. Each of the six 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 Firefighters group have voted to amend their specific RHS plan to allow for bi-weekly employee payroll contributions to the plan. Budget Impact No budget impact. Recommendation It is recommended that the City Council approve the amended VantageCare RHS Adoption Agreement, the amended RHS Plan, and the resolution amending the Plan for the full-time Firefighters group. Attachments 1.Amended VantageCare RHS Adoption Agreement 2.Amended RHS Plan 3.Resolution Council Packet Page Number 54 of 185 G6, Attachment 1 Council Packet Page Number 55 of 185 G6, Attachment 1 Council Packet Page Number 56 of 185 G6, Attachment 1 Council Packet Page Number 57 of 185 G6, Attachment 1 Council Packet Page Number 58 of 185 G6, Attachment 1 Council Packet Page Number 59 of 185 G6, Attachment 1 Council Packet Page Number 60 of 185 G6, Attachment 2 RHS PLAN FOR FULL-TIME FIREFIGHTERS 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 (health, dental, long-term care premiums, Medicare Part B, and Medicare supplements) and out-of- pocket expenses described as eligible by the IRS. 3.The RHS plan will be funded by severance pay as follows: 100% 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 40. If under 80 hours or under age 40, nothing would go in. 4.The RHS plan will be funded with annual deposits as follows: All employees will have the cash value of all personal holiday hours unused as of December 31 deposited into the RHS plan. 5.The RHS plan will be funded with bi-weekly deposits as follows: All employees will have a $30.00 payroll deduction deposited into the RHS plan. Council Packet Page Number 61 of 185 G6, Attachment 3 RESOLUTION AMENDING VANTAGECARE RETIREMENT HEALTH SEAVINGS (RHS) PLAN Plan Number:801136 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, Andrea Sindt, 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 ________________________, 2017, by the Maplewood City Council. City Clerk: __________________________________ Council Packet Page Number 62 of 185 G7 MEMORANDUM TO: Melinda Coleman, City Manager FROM: Terrie Rameaux, HR Coordinator DATE:September 5, 2017 SUBJECT:Approval of Amended RHS Adoption Agreement, Amended Plan and Resolution for Full-time Fire Officers Introduction Members of the Fire Officers group have requested an amendment to their Retiree Health Savings (RHS) plan. The plan administrator, ICMA RC, requires the City Council to approve an amended VantageCare RHS Adoption Agreement, the amended plan, and the resolution. Background Six of the City’s seven unions have approved Retiree Health Savings Plans that are outlined in their respective collective bargaining agreements. Each of the six 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 Fire Officers group have voted to amend their specific RHS plan to allow for bi-weekly employee payroll contributions to the plan. Budget Impact No budget impact. Recommendation It is recommended that the City Council approve the amended VantageCare RHS Adoption Agreement, the amended RHS Plan, and the resolution amending the Plan for the full-time Fire Officers group. Attachments 1.Amended VantageCare RHS Adoption Agreement 2.Amended RHS Plan 3.Resolution Council Packet Page Number 63 of 185 G7, Attachment 1 Council Packet Page Number 64 of 185 G7, Attachment 1 Council Packet Page Number 65 of 185 G7, Attachment 1 Council Packet Page Number 66 of 185 G7, Attachment 1 Council Packet Page Number 67 of 185 G7, Attachment 1 Council Packet Page Number 68 of 185 G7, Attachment 1 Council Packet Page Number 69 of 185 G7, Attachment 2 RHS PLAN FOR FULL-TIME FIRE SUPERVISORS 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 (health, dental, long-term care premiums, Medicare Part B, and Medicare supplements) and out-of- pocket expenses described as eligible by the IRS. 3.The RHS plan will be funded by severance pay as follows: 100% 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 40. If under 80 hours or under age 40, nothing would go in. 4.The RHS plan will be funded with annual deposits as follows: All employees will have the cash value of all personal holiday hours unused as of December 31 deposited into the RHS plan. 5.The RHS plan will be funded with bi-weekly deposits as follows: All employees will have a $50.00 payroll deduction deposited into the RHS plan. Council Packet Page Number 70 of 185 G7, Attachment 3 RESOLUTION AMENDING VANTAGECARE RETIREMENT HEALTH SEAVINGS (RHS) PLAN Plan Number:801159 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, Andrea Sindt, 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 ________________________, 2017, by the Maplewood City Council. City Clerk: __________________________________ Council Packet Page Number 71 of 185 THIS PAGE IS INTENTIONALLY LEFT BLANK Council Packet Page Number 72 of 185 I1 MEMORANDUM TO: Melinda Coleman, City Manager FROM:Mike Funk,Assistant City Manager/Director of Human Resources DATE:September 11, 2017 SUBJECT:Consider Approval of 2017-2018 Collective Bargaining Agreements: a.International Association of FireFighters – Fire Fighters- Local 4470 (Fire Fighters) b.International Association of Fire Fighters – Fire Fighters- Local 4470- O (Fire Officers) Introduction The existing contracts withInternational Association of Fire Fighters – Fire Fighters- Local 4470 (Fire Fighters) and International Association of Fire Fighters – Fire Fighters- Local 4470- O (Fire Officers)expired on December 31, 2016; and it is recommended to approve new two (2) year contracts with thesegroups. Background The current two year contracts wereapproved for the period January 1, 2015 - December 31, 2016. Although the existing contractsexpired on December 31, 2016, theyremainaslegally binding documents until new agreements arereached. On October 10, 2016, the City Council met in closed session to discuss strategy and to provide direction. Since that time there have been several negotiation meetings. The most recent update and discussion with the Council was a closed session on April 19, 2017 to consider strategies, review offers received from the bargaining units, analyze fiscal considerations, and to develop negotiation positions for counter-proposal(s). Since April 19, 2017, the City met with Fire Fighter Union representatives on May 11, 2017, as part of the on-going negotiating process. The parties were not able to reach tentative agreement and the Union filed for mediation on June 23, 2017. Mediation was held on August 9, 2017 and continued on August 22, 2017. A tentative agreement was reached on August 22, 2017 and is being presented for City Council consideration. The Union indicated the proposed new collective bargaining agreement has been ratifiedwith their membership. The City met with the Fire Officer Union stewards on Thursday, August 31. As a result of the meeting the City and the Union reached a tentative agreement. Discussion The City Council shall discuss the impacts of the proposed contracts and whether the contracts meet the goals of the City. The followingvalues provide the framework for which a tentative agreement was reached with the above mentioned unions: Council Packet Page Number 73 of 185 I1 The proposed contracts are in alignment with direction given fromCity Council in previous closed sessions. Internal equity. General wage adjustments established at 2.5% for fiscal years2017 and 2018 continues a well-established internal compensation pattern. External market. General wage adjustments established at 2.5% for fiscal years 2017 and 2018 maintain the City’s rank in the external market. Currently, employees are above average as compared to similar cities. For the purpose of Maplewood, the Stanton 5 group is our referenced comparable. A majority of the positions in the City are th at or above the 60percentile. Employer’s ability to pay. Compensation and benefits do not compromise the fiscal health of the City and fit within the parameters of the revenue generated from the City’s tax levy; as well as budgeted expenditures approved in the 2017 budget. \[2018 wages and benefits will need to be considered during the 2018 budget approval process\] Valuing City employeesand other economic factors. Compensation and benefits are competitive in the market which has and will continue to favorably position the city to retain and recruit employees. Bring a level of parity among the contracts. There are differences in base benefit offerings that should be more consistent between the groups. The following summarizes changes in new collective bargaining agreements: Compensation/Wages.Annual wage adjustment as follows: st o 2017: 2.5% on January 1 st o 2018:2.5% on January 1 Insurance.No changes to health and dental insurance benefits. The City currently offers two levels of insurance- a high deductible plan and an open access plan. For 2017, or year one of the contract, it is proposed to maintain the current cost participation splits between the City and the employee. For 2018, or year two of the contract, the City proposes a contract re-opener. Given the uncertainly of premiums and changes to the Affordable Care Act, there are too many variables and risk to insurance terms. The City has an established “Insurance Committee”; with representation from both management and union employees.Any deviations from the allocation splits will need to be approved \[via contract addendum\]. Switch from bi-annual shift bidding to quarterly \[non-financial change\] Added RHS language to allow employees a payroll deduction to their RHS plan. \[non- financial change\] Specific to Fire Fighters o Added a Uniform provision for SWAT Team members to receive $400 per year for uniforms. \[2 members of the department belong to the SWAT team. Total annual city cost is $800\] Council Packet Page Number 74 of 185 I1 Recommendation It is recommended the City Council approvethe following motionto approve both contracts: “Amotion to approve the 2017 and 2018 Collective Bargaining Agreements between the City of Maplewood and the following two (2) bargaining units:International Association of Fire Fighters –Fire Fighters- Local 4470 (Fire Fighters) and International Association of Fire Fighters – Fire Fighters- Local 4470- O (Fire Officers); and authorize the MayorandCity Manager to execute said contracts on behalf of the City”. *The Mayor and Council also havethe option to approve each contract individually, therefore a motion and second, and vote, is needed for both contracts. Attachments 1.Proposed Draft Contract for International Association of Fire Fighters – Fire Fighters- Local 4470 (Fire Fighters) 2.Proposed Draft Contract for International Association of Fire Fighters – Fire Fighters- Local 4470- O (Fire Officers) Council Packet Page Number 75 of 185 I1, Attachment 1 COLLECTIVE BARGAINING AGREEMENT BETWEEN CITY OF MAPLEWOOD, MN AND INTERNATIONAL ASSOCIATION OF FIRE FIGHTERS - FIRE FIGHTERS LOCAL 4470 January 1, 2017 through December 31, 2018 Council Packet Page Number 76 of 185 I1, Attachment 1 Table of Contents ARTICLE I: PURPOSE AND INTENT .......................................................................... 2 ARTICLE IIRECOGNITION .......................................................................................... 2 ARTICLE IIIDEFINITIONS ............................................................................................ 2 ARTICLE IVASSOCIATION SECURITY .................................................................... 4 ARTICLE VEMPLOYER AUTHORITY ....................................................................... 4 ARTICLE VIGRIEVANCE PROCEDURE .................................................................. 5 ARTICLE VIINON-DISCRIMINATION ........................................................................ 7 ARTICLE VIIISENIORITY ............................................................................................. 7 ARTICLE IXANNUAL LEAVE ...................................................................................... 8 ARTICLE XINSURANCE .............................................................................................. 9 ARTICLE XICLOTHING AND EQUIPMENT ........................................................... 12 ARTICLE XIIHOURS ................................................................................................... 13 ARTICLE XIIIHOLIDAYS ............................................................................................ 15 ARTICLE XIVTUITION REIMBURSEMENT ............................................................ 16 ARTICLE XVDISCIPLINE ........................................................................................... 16 ARTICLE XVIWAGES ................................................................................................. 17 ARTICLE XVIIINJURY ON DUTY - SALARY CONTINUATION ......................... 18 ARTICLE XVIII WORKING OUT OF CLASSIFICATION ....................................... 19 ARTICLE XIXWAIVER AND SAVINGS CLAUSE .................................................. 19 ARTICLE XXDURATION ........................................................................................... 19 Addendum A ................................................................................................................... 21 Addendum B ................................................................................................................... 22 Council Packet Page Number 77 of 185 I1, Attachment 1 ARTICLE I: PURPOSE AND INTENT This Agreement entered into as of January 1, 2017 between the City of Maplewood, Minnesota, Municipal Corporation, hereinafter called “EMPLOYER” and /or “City”, and the International Association of Firefighters Local 4470 hereinafter called the “ASSOCIATION” and/or “Union” and/or “Collective Bargaining Group” and/or “Group.” It is the intent and purpose of this agreement to: 1.1Establish certain hours, wages and other conditions of employment; 1.2Establish procedures for the equitable and peaceful resolution of disputes concerning this agreement’s interpretation and/or application; 1.3Specify the full and complete understanding of the parties; and 1.4Place in written form the parties’ agreement upon terms andconditions of employment for the duration of this agreement. The Employer and the Collective Bargaining Group through this agreement, continue their dedication to the highest quality public service. Both Parties recognize this agreement as a pledge of this dedication. ARTICLE IIRECOGNITION 2.1The EMPLOYER recognizes the ASSOCIATION as the Exclusive Representative for All Full-Time Fire Fightersemployed by the City of Maplewood, Minnesota who are public employees within the meaning of Minnesota Statutes179A.04, Subdivision 14, excluding supervisory and confidential employeesand Fire Officers who are covered by IAFF Local 4470-O.This includes the following classifications: Fire Fighter – EMT Fire Fighter – Paramedic 2.2In the event the EMPLOYER and theASSOCIATION are unable to agree as to the inclusion or exclusion of a new or modified job class, the issue shall be submitted to the Bureau of Mediation Services for determination. ARTICLE IIIDEFINITIONS 3.1Association: International Association of Fire Fighters, Local 4470. 3.2Association Member: A Member in good standing of Local 4470, IAFF. 3.3Bargaining Unit Seniority:Seniority as a Member of this Bargaining Unit. 3.4Emergency Call Back: Immediate return of an employee to perform assigned duties at the express authorization of the EMPLOYERat a time other than 2 Council Packet Page Number 78 of 185 I1, Attachment 1 regular assigned shift. An extension of, or early report to, a regular assigned shift is not a call back. 3.5Continuous Service:Unceasing service from last date of hire, including approved paidleaves of absence and unpaid leaves of less than one pay period. 3.6Days:Unless otherwise indicated, days mean calendar days. 3.7Employee:A member of the International Association of Fire Fighters, Local 4470, covered by this AGREEMENT. 3.8Employer:City of Maplewood, Minnesota. 3.9Immediate Supervisor:The Full-Time Fire Captain 3.10Job Class Seniority:Employee’s length of continuous service in a job class. 3.11Layoff:Separation from service with the EMPLOYER, necessitated by lack of work, lack of funds, or other reasons without reference to competence, misconduct, or other behavioral considerations. 3.12Leave of Absence:An approved absence from work duty during a scheduled work period with or without compensation. 3.13Meal Break:A period during the scheduled shiftduring which the Employee remains on continual duty, not conducting the regular tasks and responsibilities of the position, however is available in the event activity would dictate their immediate return to duty. 3.14Probationary Period:The first twelve (12) months of service of a newly hired or rehired Employee. 3.15Promotion:A change of an Employee from a position in one job classification to a position in another job classification with higher maximum compensation. Assignments are not promotions and are temporary in nature at the discretion of the Fire Chief. 3.16Rest Break: Periods during the scheduled shift during which the Employee remains on continual duty, not conducting the regular tasks and responsibilities of the position, however is available and in close proximity, in the event activity would dictate their immediate return to duty. 3.17Scheduled Shift: A consecutive work period including rest breaks and a meal break. 3.18Strike:Concerted action in failing to report for duty, the willful absence from one’s position, the stoppage of work, slow-down, or abstinence in whole or in part from the full, faithful and proper performance of the duties of employment for the purposes of inducing, influencing, or coercing a change in the conditions or compensation or the rights, privileges or obligations of employment. 3 Council Packet Page Number 79 of 185 I1, Attachment 1 ARTICLE IVASSOCIATION SECURITY 4.1In recognition of the ASSOCIATION as the certified exclusive representative of the listed classifications of personnel specified in 2.1, the EMPLOYER shall deduct from the wages of employees, such a deduction an amount sufficient to provide payment of dues established by the ASSOCIATION. Such monies shall bedivided equally between the first and second pay-period of the monthand shall be remitted to the appropriate designated Officer of the ASSOCIATION. Dues appeals or challenges may be filed in accordance with State Statute. 4.2The ASSOCIATIONmay designate two employees plus one alternate from the bargaining unit to act as steward and representatives and shall inform the EMPLOYER in writing of such choices within thirty (30) days of such selection. 4.3The EMPLOYER shall make space available on a bulletin board for posting ASSOCIATION notices and announcements. 4.4Officers of the ASSOCIATION shall be allowed reasonable time off without pay, with prior approval of their immediate supervisor for the purpose of conducting ASSOCIATION business as provided by State Statute, when such time away from their normal work duties will not unduly interfere with the operation of the department. Officers of the ASSOCIATION shall be allowed leaves of absence without pay, when requested, to fulfill their duties as ASSOCIATION Officers as allowed by State Statute. 4.5The ASSOCIATIONagrees to indemnify and hold the EMPLOYERharmless against any and all claims, suits, orders, or judgments brought or issued against the EMPLOYERas a result of any action taken or not taken by the EMPLOYER in accordance with the provisions of this Article. ARTICLE VEMPLOYER AUTHORITY 5.1The EMPLOYERretains the full and unrestricted right to operate and manage all staff, facility and equipment; to establish functions and programs; to set and amend policies, procedures and budgets; to determine the utilization of technology; to establishand modify the organizational structure; to select, direct and determine the number of personnel; to establish work schedules, and perform any inherent managerial function not specifically limited by this AGREEMENT. 5.2The ASSOCIATION agrees that any managerial right not specifically limited by this AGREEMENTshall remain solely within the discretion of the EMPLOYER. 5.3The ASSOCIATIONagrees that during the life of this AGREEMENT that the ASSOCIATIONwill not cause, encourage, participate in, or support any strike, slowdown, or other interruption of, or interference with the normal functions of the EMPLOYER. 4 Council Packet Page Number 80 of 185 I1, Attachment 1 ARTICLE VIGRIEVANCE PROCEDURE 6.1For purpose of this AGREEMENT, the term “grievance” means any dispute between the EMPLOYER and the Employee(s) concerning the interpretation of application of the specific terms and conditions of this AGREEMENT. Both parties recognize that should a provision of this AGREEMENTbe specifically in conflict with an Employment Rule, this AGREEMENTshall prevail; any Employment Rule not directly modified or abridged by this AGREEMENTshall remain in full force. The EMPLOYER and the ASSOCIATION agree to the following grievance procedure. Each step of the procedure shall be strictly adhered to or the grievance shall be deemed withdrawn. 6.2First Step:The Employee, with or without the Steward, shall take up the grievance or disputewith the Employee’s immediate supervisor withintwenty-one (21) days of the date of the grievance or the Employee’s knowledge of its occurrence.The Supervisor shall attempt to resolve the matter and shall respond to the Employee within ten (10) days. 6.3Second Step: If the grievance is not resolved in the first step, the ASSOCIATION shall present the grievance, in writing, to the Department Head within fourteen (14) days after the Supervisor’s response is due. All grievances shall state the facts upon which they are based, when they occurred, the specific provision(s) of the AGREEMENTallegedly violated, the remedy requested, the avenue through which redress is sought, and shall be signed by an Officer of the Local. References to Officer of the Local for the purposes of this Article shall mean; the President, Vice-President or Steward. If such written request is made, the Department Head, orhis/her designee, shall meet with the Employee and the Steward within fourteen(14)days after the date of receipt of this request. The Department Head shall give a written answer to theSteward within fourteen(14) days after the meeting. 6.4Third Step: If the grievance is not resolved in the Second Step, the ASSOCIATION shall notify the City Manager of their desire to appeal the grievance. Said written appeal must be served upon the City Manager within twenty one (21) days after receipt of the Department Head’s Second Step response. If such request is made, the grievance shall be reviewed at a meeting between the City Manager,management staff determined by the City Manager as necessary,Association President, and/or Representative, within fifteen (15) days after receipt by the City Manager of the notice of desire to appeal. A written answer shall be given by the City Manager within fifteen (15) daysafter the date ofthe Third Step meeting. Any grievance not appealed, in writing, to Step Four by the ASSOCIATION, shall be considered withdrawn. 6.5Fourth Step:If both parties, having exhausted the grievance steps provided herein, cannot settle the grievance, the ASSOCIATION may submit the issue in dispute to binding arbitration within fifteen (15) days of receipt of the Third Step answer and shall notify the City Manager, in writing, of its intent to do so. The ASSOCIATION will request the Minnesota Bureau of Mediation Services to submit a list of seven (7) names from which the parties shall, within fourteen(14) days after receipt of such list, select the arbitrator by striking alternately one 5 Council Packet Page Number 81 of 185 I1, Attachment 1 name each and the remaining person shall be the arbitrator. A toss of the coin shall determine who shall strike the first name. 6.6An arbitrator shall have no right to amend, modify, nullify, ignore, add to, or subtract from the provisions of this AGREEMENT. The arbitrator shall consider and decide only the specific issue(s) submitted in writing by the EMPLOYER and the ASSOCIATION and shall have no authority to make a decision on any other issue not so submitted. The arbitrator shall be without power to make decisions contrary to, or inconsistent with, or modifying or varying in any way the application of laws, rules or regulations having the force or effect of law. The arbitrator shall submit their decision in writing within thirty (30) days following the close of the hearing or the submission of briefs by the parties, whichever is later, unless the parties agree to an extension. 6.7The fees and expenses for the arbitrator’s service and proceedings shall be borne equally between theparties, except that each party shall be responsible for compensating its own representatives and witnesses. If either party desires a verbatim record of the proceedings it may cause such a record to be made, providing it pays for the record. If both parties desire a verbatim record of the proceedings, the cost shall be borne equally for said record. 6.8If a grievance is not presented within the time limits set forth above, it shall be considered withdrawn. If a grievance is not appealed to the next step within the time limit or any agreed extension thereof, it shall be considered settled on the basis of the EMPLOYER’S last answer. If the EMPLOYER does not answer a grievance or an appeal thereof within the specified time limits, the ASSOCIATION may elect to treat the grievance as denied at that step and may appeal the grievance to the next step. The time limit in each step may be extended only by mutual agreement of the EMPLOYER and the ASSOCIATION in each step. 6.9Should a grievance involve the suspension, demotion, or discharge of an Employee who has completed the required probationary period, the grievance shall be initiated at Step Three. If appealed to the procedure outlined in Step Three a written appeal must be served on the City Manager within ten (10) days after the Employee’s receipt of the notice of suspension, demotion, or discharge. AnEmployee pursuing a statutory remedy is precluded from also pursuing an appeal under this procedureunless otherwise required by law. Selection of any procedure other than Step three shall terminate the Employee’s right to seek redress under this Article. 6.10It is recognized and accepted by the ASSOCIATION and the EMPLOYERthat the processing of grievances as hereinafter provided is limited by the job duties and responsibilities of the Employees and shall therefore be accomplished during normal working hours, only when consistent with such Employee’s duties and responsibilities. The aggrieved Employee and the Steward shall be allowed a reasonable amount of time without loss of pay when a grievance is investigated and presented to the EMPLOYER during normal working hours, provided the Employee and the Steward have notified and received the approval of their immediate supervisor who has determined that such absence is reasonable and 6 Council Packet Page Number 82 of 185 I1, Attachment 1 would not be detrimental to the work programs of the EMPLOYER. Meetings held during a steward’s non-working hours will not be paid time. ARTICLE VIINON-DISCRIMINATION The provisions of this Agreement shall be applied to all Employees in the Bargaining Group without discrimination as to age, sex, marital status, race, color, creed, sexual orientation, national origin or political affiliation. The Bargaining Group and the Employer agree to meet and confer to discuss accommodations for "qualified" disabled Employees as the need arises, consistent with the intent of the Americans with Disabilities' Act. ARTICLE VIIISENIORITY 8.1Seniority is defined as a regular Employee’s length of continuous service with the EMPLOYERsince the Employee’s last hire date. Notime shall be deducted from an Employee’s seniority due to approved paid absences, or unpaid absences of less than a full pay period. 8.2Bargaining Unit Seniority: is defined as the length of continuous service to the Employer within the Bargaining Unit as a full time Employee. Employees with the same hire date shall be given seniority ranking based on the Employee’s date of birth, with the earliest date receiving a higher ranking. 8.3An Employee’s Bargaining Unit seniority shall be terminated: a)If the Employee resigns, retires, is permanently transferred outside the Bargaining Unitfor longer than six months, or is discharged. b)If, when recalled to work followinga layoff, the Employee fails to return to work within twenty-one(21) days after the EMPLOYER sends a written notice of recall by certified mail to the Employee’s last address on record with the EMPLOYER. c) When an Employee has been laid off for a period in excess of twelve (12) consecutive months. 8.4When it is necessary to reduce the number of Employees, probationary Employees will be laid off first. The EMPLOYER agrees that, in laying off, it will lay off Employees according to seniority (providing the remaining Employees have the ability, or can be trained, to perform the remaining work). Employees shall be recalled following such layoffs in reverse order of layoff. 8.5Any former Employee of the City may be rehired only under the condition of a new employee and no seniority or prior service will be given, except as expressly provided by this AGREEMENT. 8.6All Employees will serve an additional probationary period of six months when 7 Council Packet Page Number 83 of 185 I1, Attachment 1 promoted to a rank in which the Employee has not served a probationary period. 8.7Employees will be permitted to voluntarily switch tours and /or shifts with prior authorization from theAssistantChief or their designee.All voluntary exchange of Tours of Duty shall be in accordance with 29 CFR 553.31-Substitution – section 7(p)(3). The voluntary switching of shifts shall be between the Employees, once approved, and shall not obligate the EMPLOYER to overtime or callback pay. 8.8Tours and/or Shifts will be bid annually on a seniority basis, only for Employees who have completed their initial probationary period provided the Employer reserves the right, when faced with unexpected or unplanned need,to assign an Employee without regard to seniority if the need of the department requires it. If the EMPLOYER determines that different staffing levels are needed onany tour and/or shift, tours and/ or shifts may be re-bidas deemed necessary by the EMPLOYER. The Chief will determine the number of each job class to be scheduled on each crew and shift prior to tour and/or shift bidding.The Fire Chief and the Association President may agree to re-bidding earlier than scheduled if situations occur warranting such modification. Each quarter, employees may select one vacation period by seniority.A vacation period is defined as one or more consecutive work days per the prescribed tour and/or shift schedule; not to exceed one shift rotation (3 weeks). Requests formore than oneconsecutive vacation period(greater than 3 weeks) requires Department Head approval. ARTICLE IXANNUAL LEAVE 9.1The EMPLOYER shall provide Annual Leaveas described in the City of Maplewood PersonnelPolicies with the following exceptions: Employees shall accruethe following hours for annual leave: Years of Continuous Service Tour 1 Tour 2 Tour 3 1-4 216 193 185 5-11 288 257 247 12-20 336 300 288 21 + 384 343 329 9.2Annual Leave shall not accrue during unpaid leaves. Regular Part-Time Employees shall accrue Annual Leave on a pro-rated, pay-periodbasis based on regular hours worked. The maximum annual leave is as follows: Tour 1 Tour 2 Tour 3 Maximum Accrual 694 620 595 8 Council Packet Page Number 84 of 185 I1, Attachment 1 Employees can carry over up to their full balance as long as the total balance never exceeds the hour cap. No additional accrual will occur above the cap. Employees working schedules other than the tours defined in this contractshall accrue and bank annual leave on a pro rata basis compared to the 2,080hour per year schedule accrual. \[increased or decreased proportionally\] 9.4 Unpaid Leave –Unpaid leaves may be approved in accordance with the City Personnel Policies. Employees must normally use all accrued annual leave prior to taking an unpaid leave. If the leave qualifies under Parenting Leave or Family Medical Leave, the Employee may retain a balance of fifty (50)hours whengoing on an unpaid leave. Any exceptions to this policy must be approved by the City Manager. 9.5 Annual Leave Conversion – Annual Leave will be eligible for conversion to cash or deferred compensation on a one-for-one basis (subject to IRS maximum deferral regulations) annually subject to the following conditions. Up to 40% of the Annual Leave balance, not to exceed one hundredthirty-three (133) hoursfor Tour 1, one hundred nineteen (119) hours for Tour 2, and one hundred fourteen (114) for Tour 3 may be converted each year provided the Employee has used a minimum of 30% of their Annual Accrual during the current calendar year and has a minimum balance of at least one hundred ninety (190) hours. The minimum balance requirement will be determined as of the first payroll in December and will be based on the Employee’s current hourly rate on December 1. 9.6 Benefit eligibility is not affected by shift length. When employees are absent from their scheduled shift, they will use the number of hours of accrued annual leave that equal the number of hours absent. 9.7Annual leave accrual, use, maximums, and conversion allowances and requirements where they differ from the Personnel Policies, will be pro-rated based on the number of scheduled hours per year. 9.8Approval of City paid hours in lieu of Annual Leave usage for hours spent at approved training that benefits the City will be reasonably considered by the Fire Chief. ARTICLE XINSURANCE 2017 Health Care Costs/Contributions 10.1For all full-time employees hired prior to January 1, 2013,the employer will pay 100% of the cost of employee (single) health insurance premium less $20, and 50% plus $45 toward the cost of the monthly dependent health insurance premium for the High Deductible Health Plan (hereafter the “HDHP”) for either the Medica Elect/Essential or Medica Choice plans. The Employer shall contribute towards the cost for insurance as follows: a.$20 per month credit towards single health care insurance for those employees who are deemed to have actively participated in the City provided Wellness Plan. 9 Council Packet Page Number 85 of 185 I1, Attachment 1 i.The term actively participated shall be as determined by the Labor-Management Wellness Committee. b.$1,900 annually into a Health Reimbursement Account (HRA) for those employees who elect single coverage in either the Medica Elect/Essential Plan or Medica Choice plan. c. $3,200 annually into a HRA for those employees who elect family coverage in either the Medica Elect/Essential Plan or Medica Choice Plan. d.The City shall make such deposits for single or family HRA contributions by way of pro-rata contributions. The City will also provide a funding option which shall be available to any employee who requires earlier funding of the City’s contribution due to medical event(s). In such case, the Employee shall make a request for funding to the Human Resources Coordinator and shall provide documentation supporting such request. The City shall also make a resource person available on a regular basis to the Employees to assist them with paperwork and billing issues related to the HDHP. e.As an incentive to participate in the Wellness Program, the City shall contribute up to $450 annually toward the Employee HRA for those Employees who have been determined to have actively participated in the Wellness Program as determined by the Labor-Management Wellness Committee. At the employee’s option the employee may choose to receive up to 12 hours of annual leave or 12 hours of vacation pay (for those employees still on the vacation sick plan) in lieu of receiving the contribution into the Employee’s HRA. 10.2For all employees hired after January 1, 2013, the following shall apply a.The employer will pay 100% of the cost of employee (single) health insurance premium less $20, and 50% plus $45 toward the cost of the monthly dependent health insurance premium for the High Deductible Health Plan (hereafter the “HDHP”) for the Medica Elect/Essential plan. For any employee who chooses to participate in any other plan offered by the City, if any, the City will contribute an amount equal to the actual dollar amounts paid for single HDHP coverage towards the monthly premiums for other such plans for single coverage, and an amount equal to the actual dollar amounts paid for family HDHP coverage for families toward the monthly premiums for such plans for family coverage and the employee shall be responsible to pay any difference over and above such contributions. The Employer shall contribute towards the cost for insurance as follows: i.$20 per month credit towards single health care insurance for those employees who are deemed to have actively participated in the City provided Wellness Plan. 1.The term actively participated shall be as determined by the Labor-Management Wellness Committee. 10 Council Packet Page Number 86 of 185 I1, Attachment 1 ii.$1,700 annually into a Health Reimbursement Account(HRA) for those employees who elect single coverage. For newly hired employees who have successfully completed one year of employment, the contribution shall be $1800.00. iii.$2,700 annually into a HRA for those employees who elect family coverage. For newly hired employees who have successfully completed one year of employment, the contribution for family coverage shall be $2,800.00. b.The City shall contribute up to $450 annually toward the Employee HRA for those Employees who have been determined to have actively participated in the Wellness Program as determined by the Labor- Management Wellness Committee. At the employee’s option the employee may choose to receive up to 12 hours of annual leave in lieu of receiving the contribution into the Employee’s HRA. 2018 Health Care Costs/Contributions The Employer and the Employee mutually agree to re-open this contract in 2017 to negotiate 2018 health insurance costs/contributions. The re-opener is exclusive to health care. The Employer and the Employee further agrees to actively engage in labor- management discussions and planning with regard to future citywide health insurance offerings. It is the city’s expectation that a global agreement will be reached by the city’s insurance committee. In the event healthinsurance provision of this agreement fail to meet the requirements of the Affordable Care Act and/or any other new federal legislation; or cause the Employer to be subject to a penalty, tax, or fine, the Union and the Employer will meet immediately to negotiate alternative provisions;. If an agreement regarding 2018 Health Care Costs/Contributions cannot be reached through a global effort by the city’s insurance committee, both parties agree to resolve the dispute through mediation. 10.3Any changes that arepresented at renewal will be discussed through the Insurance Labor – Management Committee process. The EMPLOYER shall pay one hundred percent (100%) of the cost of the employee (single) dental insurance premium. These benefits apply to full-time Employees only. 10.4Life Insurance – The EMPLOYER shall provide a term life insurance policy with a benefit value of thirtyfive- thousand dollars ($35,000) for all full-time Employees. Full-Time employees may purchase additional coverage at the Employee’s own expense under the plan. 10.5Long-Term Disability Insurance - The EMPLOYER will provide long-term disability insurance with the cost of such being fully paid by the EMPLOYER. Such Long-Term Disability Insurance shall be coordinated with other benefits provided in this AGREEMENTand with other disability payments. Employees are not eligiblefor Annual Leave Accrual while receiving Long-Term Disability 11 Council Packet Page Number 87 of 185 I1, Attachment 1 payment except for hours on payroll using accrued leave.In no case will an Employee receive more than 100% of their pre-disability wage while out on disability leave. 10.6Short-Term Disability Insurance – The EMPLOYER agrees to provideoptional short-term disability insurance coverage for all regular employees who work 20 or more hours per week. Employees may elect this optional coverage at the Employee’s cost. 10.7Retiree Health Savings Plan (RHS) . The city agrees to provide a retiree health savings plan with the following plan specifications: 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 (health, dental, long-term care premiums, Medicare Part B, and Medicare supplements) and out-of-pocket expenses described as eligible bythe IRS. 3. The RHS plan will be funded by severance pay as follows: 100% of accrued annual leave and personal holidays would be deposited into the RHS plan if the employee’s balance is at least eighty (80)ours at the time of separation from service and the employee is at least age forty (40).If under eighty (80) hours or under age forty (40), nothing would go in. 4. The RHS plan will be funded with annual deposits as follows: All employees will have the cash value of all personal holiday hours unused as of December 31 deposited into the RHS plan. 5. The RHS plan will be funded with bi-weekly deposits as follows: All employees will have a $30.00 payroll deduction deposited into the RHS plan. ARTICLE XICLOTHING AND EQUIPMENT 11.1The EMPLOYER will provide each new Employee an initial issue of uniforms and equipmentas per Addendum B. Thereafter the EMPLOYER will provide each Employee four hundred ($400.00) per year for necessary replacement of uniform items due to normal wear and tear. Clothing andEquipment balances may be carried over from year to year, not to exceed a one year amount. 11.2 The EMPLOYER will provide each SWAT medicfour hundred ($400.00) per year for clothing and equipment.Clothing and Equipment balances may be carried over fromyear to year, not to exceed a one year amount. Clothing and equipment severely damaged in the line of duty will be replaced by the EMPLOYER at no cost to the Employee.With approval of the Fire Chief, additional items not on the approved list may be considered. A list of uniform allowance items is included in Addendum A. 12 Council Packet Page Number 88 of 185 I1, Attachment 1 ARTICLE XIIHOURS 12.1The standard payroll period for the Fire Department is two weeks. Employees shall normally take Meal Breaks and Rest Breaks during each Scheduled Shiftas time and circumstances permit while remaining on continual duty. Such meal and rest periods maybe interrupted. 12.2 Tour of Duty: A. Tour 1. For a fifty-six hour work week employee. Fire Fighters assigned to a fifty-six (56) hour work week shall work normal shifts that are twenty-four 24 consecutive hours; starting at 7:30 am on one calendar day to 7:30 am on the following calendar day. B. Tour 2. For a fifty (50) hour work week employee. Fire Fighters assigned to a fifty (50) hour work week shall work normal shifts that are ten (10) consecutive hours. Hours will normally be between the hours Monday-Friday 6:00 am to 6:00 pm. C. Tour 3. For a forty-eight (48) hour work week employee. Fire Fighters assigned to a forty-eight (48) hour work week shall work normal shifts that are twelve(12) consecutive hours. Hours will normally bebetween the hours of6:00 am to 6:00 pm. 12.3It is anticipatedthat further scheduling, hours and shift coverage discussionswill have to occur as the needs of the Department change, the parties agree to hold these discussions in good faith. 12.4 Compensation for overtime will not be paid unless the work is performed at the direction, or with the approval of, the Chief or his/her designee. 12.5 EMERGENCY CALLOUT - An Employee called immediately back to work at a time other than the Employee’s normal scheduled shift shall receive a minimum of two (2) hours pay at time and a half. Reporting early for a shift or the extension of a shift shall not qualify for the two-hour minimum. To receive the minimum two (2) hours callback pay described in 12.4, Employees must arrive at the station or scene within twenty (20) minutes of the call out and before being cancelled. If an Employee is cancelled prior to arrival at a scene or the station, the Employee will receive two hours of straight time, instead of overtime. Employees arriving later than twenty (20) minutes from the time of the call, but before being cancelled, shall be compensated at the rate of time and one-half for only actual hours worked beginning with time of arrival. 12.6 SCHEDULED MEDICAL ONCALL - If authorized by the EMPLOYER for scheduled medic oncall, employees will receive ¼ hour for each hour authorized to be oncall. 12.7 Overtime.Overtime shall be distributed as equally as practicableand will be calculated to the nearest fifteen (15) minutes.Overtime distribution for 13 Council Packet Page Number 89 of 185 I1, Attachment 1 paramedics will be determined separately from overtime distribution for non- paramedics.Employees have an obligation to work overtime, and to respond to call backs as ordered, unless circumstances prevent them from doing so. Overtime is calculated at one and one-half (1 ½) times the employee’s regular hourly rate of pay for the followingoccurances: a.Hours worked in excess of a scheduled shift. b.Training, EMS and/or Fire continuing educationclasses outside a scheduled shift; and is authorized and required by the city. c. Overtime assigned to maintain minimum staffing levels. d.Additional activities assigned by the city outside a scheduled shift. e.Other overtime provisions defined in the current collective bargaining agreement, including, by not limited to, Articles 12.5, 12.6, and 12.9. 12.8 For purposes of computing overtime, hours will not be pyramided, compounded, or paid twice for the same hours worked. 12.9 EMERGENCY MEDICAL CALLOUT - Fire Department Paramedics shall be issued two-way communications for the purpose of providing emergency medical support.An Employee approved to respond to the medical emergency will receive a minimum of two hours at time and a half. 12.10When there is a vacancy or an employee in training, schedule changes will be communicated as soon as practicable. When the Fire Department is fully staffed, anypermanentschedule changes affecting days off will becommunicated as soon as possible but normally with no less than two (2)weeks notice prior to the change. Notice of adjusted starting times on a scheduled day will normally occur at least forty-eight (48) hours in advance of the change when the Employer has at least that much notice of the need for a change.Regular shift overtime available due tovacation time requested semi-annually pursuant to Article 8.8 (“Bid Overtime”)will be offered to bargaining unit Employees prior to being offered outside the bargaining unit. Any other vacation or time off that has not been bid through the semi-annual bid process (Non-Bid Overtime) will be filled at the discretion of the Fire Chiefwho shall reasonably consider Association Members first for such overtime when possible.Any Bid Overtime still remaining available (7) seven days prior to the shift(s) to be so covered shall be offered to any employees in any manner deemed at the sole discretion of the Chief or his designee to be in the best interests of the Fire Department. Paramedic shifts shall only be filled by other paramedics unless otherwise authorized by the Fire Chief, EMT shifts can only befilled by other EMT’s unless otherwise authorized by the Fire Chief. Whenoff dutyEmployees are scheduled to attenda meeting which gets cancelled with less than twenty-four (24) hours notice, the Employee will receive two (2) hours of pay.When at least one (1) weeknotice is given for regular scheduled meetings, the minimum pay shall be one (1) hour rather than two (2) hours. 12.11The Fire Chief has the authority to change schedules and cancel vacations for previously unscheduled – unanticipated major events, disasters, and emergencies if necessary. 14 Council Packet Page Number 90 of 185 I1, Attachment 1 ARTICLE XIIIHOLIDAYS 13.1Designated Holidays –All Full-Time Employees shall be entitled to observe the following ten (10) statutory holidaysand shall be compensatedat their regular rate of pay for theseholidays if on paid status at the time of any of the following Holidays (proratedbased on annual schedule): st 1. New Year’s Day January 1 rd 2. Martin Luther King’s Birthday 3 Monday in January rd 3. President’s Day 3Monday in February 4. Memorial Day Last Monday in May th 5. Independence Day July 4 st 6. Labor Day 1Monday in September th 7.Veteran’s Day November 11 th 8. Thanksgiving Day 4 Thursday in November th 9. Day after Thanksgiving 4 Friday in November th 10. Christmas Day December 25 The number of holiday hoursfor Employees covered by this AGREEMENTwill be onehundred twenty (120) hours per year 13.2Employees who actually work at least half of a shift on either ThanksgivingDay or ChristmasDayshall receive double-timefor all hours actually worked on these Holidays instead of time and one-half. Those Employees who work on Easter Sunday shall be paid at time and a half for any such hours worked on Easter Sunday. 13.3If an Employee is not scheduled to work on a holiday and they are eligible for holiday pay, they will receive no more than the hoursspecifiedfor their annual schedule. If they work an actual holiday, they will receive the prescribed number hours of holiday pay plustime and one-half for all hours worked on the day. If an Employee uses approved leave on a holiday that they were scheduled to work, they will not receive overtime. Time and one-half for working on a holiday, as provided above, shall be for hours worked on the “actual” holiday as opposed to the “observed” holiday. 13.4 Personal Holidays. In addition to the holidays listed in 13.1, employees shall also receive the following Personal Holidaytime per year. The date of such Personal Holiday shall be requested by the Employee and approved by the EMPLOYER. The number of hours received annually for Personal Holidays Tour 1 Tour 2 Tour 3 72 30 36 15 Council Packet Page Number 91 of 185 I1, Attachment 1 ARTICLE XIVTUITION REIMBURSEMENT 14.1When fundsare available as determined by the Department Head, the EMPLOYER agrees to pay fifty percent (50%) of the cost of tuition, books and unique software required specifically for the class ( as opposed to general software such as “Microsoft Word©”),upon successful completion with a “C” grade or better, seventy-five percent (75%) reimbursement upon completion with a “B” grade or better and eighty five percent (85%) reimbursement upon completion with an A grade, during the term of this AGREEMENT, on accredited course work at the vocational, undergraduate, or graduate college level which is determined by the EMPLOYER to be job related. All course work covered by this Article shall be during non-working hours. Part-Time Employees are eligible for this benefit on a pro-rated basis. The maximum reimbursement will be based on the per credit cost at the University of Minnesota. Employees may elect to attend a more costly school provided they pay the difference in cost. Employees must reimburse the City on a pro-rata basis if they voluntarily leave employment or are terminated for cause within thirty six (36) months of reimbursement. 14.2Employees who receive city-paid paramedic schooling, will reimburse the Employer for books and tuition if they voluntarily leave employment withintwo (2) years of completion. ARTICLE XVDISCIPLINE 15.1The EMPLOYER will discipline only for just cause. 15.2 Discipline, when administered, will normally be in one or more of the following forms: A. Oral reprimand B. Written Reprimand C. Suspension D. Discharge or disciplinary demotion 15.3All disciplinary action shall be in written form with copies placed in the Employee’s personnel file. 15.4Disciplinary action which isto become part of an Employee’s personnel file shall be read and acknowledged by signature of the Employee. Such signature does not imply an admission of guilt. The ASSOCIATION and the Employee will receive a copy of such disciplinary action and/or notices. 15.5An Employee who is the subject of an investigation that may result in disciplinary action to that Employee may have a Representative of the ASSOCIATION present during questioning. It will be the responsibility of the Employee to make a request for a Representative and it will be the Employee’s responsibility to have the Representative present during questioning. Questioning will be conducted at reasonable times,to be scheduled by the EMPLOYER. 16 Council Packet Page Number 92 of 185 I1, Attachment 1 15.6Employee personnel files shall be subject to the Minnesota Data Practices Act. Employees may examine their own individual personnel files at reasonable times under the direct supervision of the EMPLOYER. 15.7The EMPLOYER will remove old disciplinary letters after five (5)years if no further discipline has occurred within that five-year period. At the request of the Employee, oral reprimands shall be removed from the personnel files after one year provided the Employee has not been involved in progressive disciplinary action. ARTICLE XVIWAGES 16.1 Employees shall receive a 2.5%general wage adjustment on January 1, 2017 and 2.5% general wage adjustment on January 1, 2018andbe compensated according to the following schedule: A. WAGE SCHEDULE EFFECTIVE JANUARY 1, 2017 FF/PARAMEDIC Entry $ 2,350.21 After 1 year $ 2,512.39 After 2 years $ 2,685.46 After 3 years $ 2,870.59 After 5 years $ 2,953.06 After 7 years $ 2,988.19 After 12 years $ 3,023.36 After 15 years $ 3,057.14 After 20 years $3,148.56 B. WAGE SCHEDULE EFFECTIVE JANUARY 1, 2018 FF/PARAMEDIC Entry $ 2,408.96 After 1 year $ 2,575.20 After 2 years $ 2,752.60 After 3 years $ 2,942.36 After 5 years $3,026.89 After 7 years $ 3,062.90 After 12 years $ 3,908.94 After 15 years $3,133.57 After 20 years $ 3,227.28 17 Council Packet Page Number 93 of 185 I1, Attachment 1 16.2 Deferred Compensation. In addition to the rates provided in 13.1 the city will contribute up to one hundredfifty dollars ($150)per monthin deferred compensation,provided the Employee agrees to match Employer’s contribution of one hundred fifty ($150) dollars per month. The Employer agrees that if the Employee desires to contribute a lesser amount then the Employer shall match that lesser amount as well. The Employee agrees to have the funds deposited in an approved deferred compensation plan. This benefit shall be pro-rated forregular part-time employees. 16.3 The EMPLOYERreserves the right to start new Employees who are experienced firefighters or paramedics at any rate up to and including the “after 2 years” step. ARTICLE XVII INJURY ON DUTY - SALARY CONTINUATION 17.1Leave of absence with pay shall be granted to Employeeswho become incapacitated as a result of injury or occupational disease incurred through no misconduct of their own while in actual performance of City assigned duties. This shall exclude any injuries sustained while performing any voluntary off-duty services for which payment is made by a contracting party other than the City. 17.2Such injury leave shall extend for a maximum of one hundred (150) calendar days, unless it is determined sooner by competent medical authority approved by the City Manager, that the Employeecan return to any duties for which the Employee may be capable and qualified.At the discretion of the City Manager, the injured Employeemay be required to submit to a medical examination at any time by a physician selected by the City. 17.3During such injury leave, the EMPLOYER shall paythe Employee’sfull regular pay rate, either as direct payment from salary funds or as Worker’s Compensation insurance benefits, or both, but the total amount paid for loss of time from work shall notexceed the fullregular rate of pay such Employeewould have received for the period. Such injury leave shall not be charged against the Employee’s annual leave. All payments made to the Employeewill be reduced by the total amount of all other injury related benefits for which the Employeeis provided as a result ofthe injury. The Employee must apply for all benefits for which the Employeeis eligible as a result of public employment, as soon as the Employeeis eligible. The EMPLOYER reserves the right to refuse injury-on-duty pay if such application is not made.In order to receive injury-on-duty pay, the illness or injury must be eligible under worker’s compensation. 17.4An Employeewho is physically incapacitated and who fails to report within eight (8) hours, followed by a written report within twenty-four (24) hours, any injury, however minor, to his/hersupervisor and to take such first aid or medical treatment as may be necessary under the circumstances, shall not be eligible for injury leave as outlined above. 18 Council Packet Page Number 94 of 185 I1, Attachment 1 ARTICLE XVIII WORKING OUT OF CLASSIFICATION An Employeewho is assigned at the sole discretion of the EMPLOYER to perform the work duties and accept the full responsibilities of a higher classification, shall receive an additional $1.40 per hour for all hours workedfor the assignment. ARTICLE XIXWAIVER AND SAVINGS CLAUSE 19.1Any and all prior agreements, resolutions, practices, policies, rules, and regulations regarding terms and conditions of employment, to the extent inconsistent with the provisions of the AGREEMENTare hereby superseded. 19.2 The parties acknowledge that during the negotiations that resulted in this AGREEMENT, each had the unlimited right and opportunity to make demands and proposals with respect to any term or condition of employment not removed by law from bargaining. All agreements and understanding arrived at by the parties are set forth in writing in this Agreement for the stipulated duration of this AGREEMENT. 19.3 During the term of this AGREEMENT the EMPLOYER and the ASSOCIATION each voluntarily and unqualifiedly waives the right to meet and negotiate regarding any and all terms and conditions of employment referred to or covered in this AGREEMENT. 19.4 This AGREEMENTis subject to the laws of theUnited States, the State of Minnesota, and the City of Maplewood. In the event any provision of this Agreement shall be held to be contrary to law by a Court of competent jurisdiction from whose final judgment or decree no appeal has been taken within the time provided, such provision shall be voided. All other provisions of this AGREEMENTshall continue in full force and effect. The voided provision shall be negotiated at the request of either party. ARTICLE XXDURATION st 20.1 This AGREEMENTshall be effective on the 1of January 2017 and shall remain st in full force and effect through December31, 2018. It shall automatically renew from year to year thereafter unless either party shall notify the other in writing in conformance with the Public Employment Labor Relations Act of 1971, et. Seq. thatit desires to modify this AGREEMENT. In the event such written notice is given, and a new contract is not signed before the expiration date of the old contact, said contract is to continue in full force and effect until a new contract is signed. 19 Council Packet Page Number 95 of 185 I1, Attachment 1 IN WITNESS WHEREOF, the parties hereto have executed this AGREEMENT on this the _________ day of ________________________, 2017. FOR THE CITY: FOR THE ASSOCIATION: ___________________________ ______________________________ Mayor Steward ___________________________ ______________________________ City Manager Steward ___________________________ Director of Human Resources 20 Council Packet Page Number 96 of 185 I1, Attachment 1 Addendum A List For Uniform Allowance Uniform PantsHats(winter and summer) Uniform ShirtsWatch* Uniform SocksSmall Flashlight(like police)* Uniform FootwearFlashlight Holder Uniform JacketsLinens for Bed (examples below) Uniform Pullovers Sheets Uniform T-Shirts Blankets Uniform Jumpsuit Comforter Uniform Belt Sleeping Bag Uniform Tie Pillow case Pillow Workout Shirts Workout ShortsBadges Workout PantsPar Tags Workout SocksPatches Workout Shoes Under Apparel (i.e. Under Armor) * Under apparel includes Aspen Mills inventory *The Fire Chiefwill determine at what cost the city will replace the small flashlight * Watches are covered to a $30 maximum * Workout shoes will be covered to a $75 maximum 21 Council Packet Page Number 97 of 185 I1, Attachment 1 Addendum B Initial Uniform Issuance ItemQuantityItemQuantity Long Sleeve Shirt4Turnout Coat1 Short Sleeve Shirt4Turnout Pants1 Pants4Suspenders1 Tie1Helmet1 Summer Jacket1Helmet Front1 Winter Jacket1Helmet Shield1 Belt1Turnout Boots1 Station Boots1Nomex Hood1 Firefighting Station T-Shirt4Gloves1 Stocking Hat1SCBA Mask1 Badge2Ear Protection1 Name Plate2Flashlight (Fire)1 All Applicable InsigniaN/AYellow Rain Coat1 22 Council Packet Page Number 98 of 185 I1, Attachment 2 COLLECTIVE BARGAINING AGREEMENT BETWEEN CITY OF MAPLEWOOD, MN AND INTERNATIONAL ASSOCIATION OF FIRE FIGHTERS - FIRE FIGHTERS LOCAL 4470 – O Fire Officers January 1, 2017 through December 31, 2018 Council Packet Page Number 99 of 185 I1, Attachment 2 Table of Contents ARTICLE I PURPOSE AND INTENT ..................................................................... 2 ARTICLE II RECOGNITION ..................................................................................... 2 ARTICLE III DEFINITIONS ........................................................................................ 2 ARTICLE IV ASSOCIATION SECURITY................................................................. 3 ARTICLE V EMPLOYER AUTHORITY ................................................................... 4 ARTICLE VI GRIEVANCE PROCEDURE ............................................................... 4 ARTICLE VII NON-DISCRIMINATION ..................................................................... 6 ARTICLE VIII SENIORITY .......................................................................................... 7 ARTICLE IX ANNUAL LEAVE .................................................................................. 8 ARTICLE X INSURANCE......................................................................................... 9 ARTICLE XI CLOTHING AND EQUIPMENT ....................................................... 12 ARTICLE XII HOURS............................................................................................... 12 ARTICLE XIII HOLIDAYS ......................................................................................... 14 ARTICLE XIVTUITION REIMBURSEMENT ......................................................... 15 ARTICLE XVDISCIPLINE ....................................................................................... 15 ARTICLE XVIWAGES ............................................................................................... 16 ARTICLE XVIIINJURY ON DUTY - SALARY CONTINUATION ........................ 17 ARTICLE XVIII WORKING OUT OF CLASSIFICATION ....................................... 18 ARTICLE XIXWAIVER AND SAVINGS CLAUSE ................................................ 18 Council Packet Page Number 100 of 185 I1, Attachment 2 ARTICLE IPURPOSE AND INTENT This Agreement entered into as of January 1, 2011 between the City of Maplewood, Minnesota, Municipal Corporation, hereinafter called “EMPLOYER” and /or “City”, and the International Association of Firefighters, Fire Officers, Local 4470-O hereinafter called the “ASSOCIATION” and/or “Union” and/or “Collective Bargaining Group” and/or “Group.” It is the intent and purpose of this agreement to: 1.1Establish certain hours, wages and other conditions of employment; 1.2Establish procedures for the equitable and peaceful resolution of disputes concerning this agreement’s interpretation and/or application; 1.3Specify the full and complete understanding of the parties; and 1.4Place in written form the parties’ agreement upon terms and conditions of employment for the duration of this agreement. The Employer and the Collective Bargaining Group through this agreement, continue their dedication to the highest quality public service. Both Parties recognize this agreement as a pledge of this dedication. ARTICLE IIRECOGNITION 2.1The EMPLOYER recognizes the ASSOCIATION as the Exclusive Representative for the following classifications: Fire Captain – EMT Fire Captain – Paramedic 2.2In the event the EMPLOYER and the ASSOCIATION are unable to agree as to the inclusion orexclusion of a new or modified job class, the issue shall be submitted to the Bureau of Mediation Services for determination. ARTICLE III DEFINITIONS 3.1Association: International Association of Fire Fighters, Local 4470-O. 3.2Association Member: A Member in good standing of Local 4470-O, IAFF. 3.3Bargaining Unit Seniority:Seniority as a Member of this Bargaining Unit. 3.4Continuous Service:Unceasing service from last date of hire, including approved paid leaves of absence and unpaid leaves of less than one pay period. 3.5Days:Unless otherwise indicated, days mean calendar days. 3.6Emergency Call Back: Immediate return of an employee to perform assigned duties at the express authorization of the EMPLOYER at a time other than regular assigned shift. An extension of, or early report to, a regular assigned shift is not a call back 2 Council Packet Page Number 101 of 185 I1, Attachment 2 3.7Employee:A member of the International Association of Fire Fighters, Local 4470, covered by this AGREEMENT. 3.8Employer:City of Maplewood, Minnesota. 3.9Job Class Seniority:Employee’s length of continuous service in a job class. 3.10Layoff:Separation from service with the EMPLOYER, necessitated by lack of work, lack of funds, or other reasons without reference to competence, misconduct, or other behavioral considerations. 3.11Leave of Absence:An approved absence from work duty during a scheduled work period with or without compensation. 3.12Meal Break:A period during the scheduled shift during which the Employee remains on continual duty, not conducting the regular tasks and responsibilities of the position, however is available in the event activity would dictate their immediate return to duty. 3.13Probationary Period:The first twelve (12) months of service of a newly hired or rehired Employee. 3.14Promotion:A change of an Employee from a position in one job classification to a position in another job classification with higher maximum compensation. Assignments are not promotions and are temporary in nature at the discretion of the Fire Chief. 3.15Rest Break: Periods during the scheduled shift during which the Employee remains on continual duty, not conducting the regular tasks and responsibilities of the position, however is available and in close proximity, in the event activity would dictate their immediate return to duty. 3.16Scheduled Shift: A consecutive work period including rest breaks and a meal break. 3.18Strike:Concerted action in failing to report for duty, the willful absence from one’s position, the stoppage of work, slow-down, or abstinence in whole or in part from the full, faithful and proper performance of the duties of employment for the purposes of inducing, influencing, or coercing a change in the conditions or compensation or the rights, privileges or obligations of employment. ARTICLE IV ASSOCIATION SECURITY 4.1In recognition of the ASSOCIATION as the certified exclusive representative of the listed classifications of personnel specified in 2.1, the EMPLOYER shall deduct from the wages of employees, such a deduction an amount sufficient to provide payment of dues established by the ASSOCIATION. Such monies shall bedivided equally between the first and second pay-period of the monthand shall be remitted to the appropriate designated Officer of the ASSOCIATION. Dues appeals or challenges may be filed in accordance with State Statute. 3 Council Packet Page Number 102 of 185 I1, Attachment 2 4.2The ASSOCIATIONmay designate two employees plus one alternate from the bargaining unit to act as steward and representatives and shall inform the EMPLOYER in writing of such choices within thirty (30) days of such selection. 4.3 The EMPLOYER shall make space available on a bulletin board for posting ASSOCIATION notices and announcements. 4.4Officers of the ASSOCIATION shall be allowed reasonable time off without pay, with prior approval of their immediate supervisor for the purpose of conducting ASSOCIATION business as provided by State Statute, when such time away from their normal work duties will not unduly interfere with the operation of the department. Officers of the ASSOCIATION shall be allowed leaves of absence without pay, when requested, to fulfill their duties as ASSOCIATION Officers as allowed by State Statute. 4.5The ASSOCIATIONagrees to indemnify and hold the EMPLOYERharmless against any and all claims, suits, orders, or judgmentsbrought or issued against the EMPLOYERas a result of any action taken or not taken by the EMPLOYER in accordance with the provisions of this Article. ARTICLE V EMPLOYER AUTHORITY 5.1The EMPLOYERretains the full and unrestricted right to operate and manage all staff, facility and equipment; to establish functions and programs; to set and amend policies, procedures and budgets; to determine the utilization of technology; to establish and modify the organizational structure; to select, direct and determine the number of personnel; to establish work schedules, and perform any inherent managerial function not specifically limited by this AGREEMENT. 5.2The ASSOCIATION agrees that any managerial right not specifically limited by this AGREEMENTshall remain solely within the discretion ofthe EMPLOYER. 5.3The ASSOCIATIONagrees that during the life of this AGREEMENT that the ASSOCIATIONwill not cause, encourage, participate in, or support any strike, slowdown, or other interruption of, or interference with, the normal functions of the EMPLOYER. ARTICLE VI GRIEVANCE PROCEDURE 6.1For purpose of this AGREEMENT, the term “grievance” means any dispute between the EMPLOYER and the Employee(s) concerning the interpretation or application of the specific terms and conditions of this AGREEMENT.Both parties recognize that should a provision of this AGREEMENTbe specifically in conflict with an Employment Rule, this AGREEMENTshall prevail; any Employment Rule not directly modified or abridged by this AGREEMENTshall remain in full force. The EMPLOYER and the ASSOCIATION agree to the following grievance procedure. Each step of the procedure shall be strictly adhered to or the grievance shall be deemed withdrawn. 4 Council Packet Page Number 103 of 185 I1, Attachment 2 6.2First Step:The Employee, with or without the Steward, shall take up the grievance or disputewith the Employee’s immediate supervisor within twenty-one (21) days of the date of the grievance or the Employee’s knowledge of its occurrence. The Supervisor shall attempt to resolve the matter and shall respond to the Employee within ten (10) days.If the immediate supervisor is the Department Head, the grievance procedure shall begin at the second step. 6.3Second Step: If the grievance is not resolved in the first step, the ASSOCIATION shall present the grievance, in writing, to the Department Head within fourteen (14) days after the Supervisor’s response is due. All grievances shall state the facts upon which they are based, when they occurred, the specific provision(s) of the AGREEMENTallegedly violated, the remedy requested, the avenue through which redress is sought, and shall be signed by an Officer of the Local. References to Officer of the Local for the purposes of this Article shall mean; the President, Vice-President or Steward. If such written request is made, the Department Head, or his/her designee, shall meet with the Employee and the Steward within fourteen (14) days after the date of receipt of this request. The Department Head shall give a written answer to theSteward within fourteen (14) days after the meeting. 6.4Third Step: If the grievance is not resolved in the Second Step, the ASSOCIATION shall notify the City Manager of their desire to appeal the grievance. Said written appeal must be served upon the City Manager within twenty-one (21) days after receipt of the Department Head’s Second Step response. If such request is made, the grievance shall be reviewed at a meeting between the City Manager,management staff determined by the City Manager as necessary,Association President, and/or Representative, within fifteen (15) days after receipt by the City Manager of the notice of desire to appeal. A written answer shall be given by the City Manager within fifteen (15) daysafter the date ofthe Third Step meeting. Any grievance not appealed, in writing, to Step Four by the ASSOCIATION, shall be considered withdrawn. 6.5Fourth Step:If both parties, having exhausted the grievance steps provided herein, cannot settle the grievance, the ASSOCIATION may submit the issue in dispute to binding arbitration within fifteen (15) days of receipt of the Third Step answer and shall notify the City Manager, in writing, of its intent to do so. The ASSOCIATION will request the Minnesota Bureau of Mediation Services to submit a list of seven (7) names from which the parties shall, within fourteen(14) days after receipt of such list, select the arbitrator by striking alternately one name each and the remaining person shall be the arbitrator. A toss of the coin shall determine who shall strike the first name. 6.6An arbitratorshall have no right to amend, modify, nullify, ignore, add to, or subtract from the provisions of this AGREEMENT. The arbitrator shall consider and decide only the specific issue(s) submitted in writing by the EMPLOYER and the ASSOCIATION and shall have no authority to make a decision on any other issue not so submitted. The arbitrator shall be without power to make decisions contrary to, or inconsistent with, or modifying or varying in any way the application of laws, rules or regulations having the force or effect of law. The arbitrator shall submit their decision in writing within thirty (30) days following the 5 Council Packet Page Number 104 of 185 I1, Attachment 2 close of the hearing or the submission of briefs by the parties, whichever is later, unless the parties agree to an extension. 6.7The fees and expenses for the arbitrator’s service and proceedings shall be borne equally between theparties, except that each party shall be responsible for compensating its own representatives and witnesses. If either party desires a verbatim record of the proceedings it may cause such a record to be made, providing it pays for the record. If both parties desire a verbatim record of the proceedings, the cost shall be borne equally for said record. 6.8If a grievance is not presented within the time limits set forth above, it shall be considered withdrawn. If a grievance is not appealed to the next step within the time limit or any agreed extension thereof, it shall be considered settled on the basis of the EMPLOYER’S last answer. If the EMPLOYER does not answer a grievance or an appeal thereof within the specified time limits, the ASSOCIATION may elect to treat the grievance as denied at that step and may appeal the grievance to the next step. The time limit in each step may be extended only by mutual agreement of the EMPLOYER and the ASSOCIATION in each step. 6.9Should a grievance involve the suspension, demotion, or discharge of an Employee who has completed the required probationary period, the grievance shall be initiated at Step Three. If appealed to the procedure outlined in Step Three a written appeal must be served on the City Manager within ten (10) days after the Employee’s receipt of the notice of suspension, demotion, or discharge. AnEmployee pursuing a statutory remedy is precluded from also pursuing an appeal under this procedureunless otherwise required by law. Selection of any procedure other than Step three shall terminate the Employee’s right to seek redress under this Article. 6.10It is recognized and accepted by the ASSOCIATION and the EMPLOYER that the processing of grievances as hereinafter provided is limited by the job duties and responsibilities of the Employees and shall therefore be accomplished during normal working hours, only when consistent with such Employee’s duties and responsibilities. The aggrieved Employee and the Steward shall be allowed a reasonable amount of time without loss of pay when a grievance is investigated and presented to the EMPLOYER during normal working hours, provided the Employee and the Steward have notified and received the approval of their immediate supervisor who has determined that such absence is reasonable and would not be detrimental to the work programs of the EMPLOYER. Meetings held during a steward’s non-working hours will not be paid time. ARTICLE VII NON-DISCRIMINATION The provisions of this Agreement shall be applied to all Employees in the Bargaining Group without discrimination as to age, sex, marital status, race, color, creed, sexual orientation, national origin or political affiliation. The Bargaining Group and the Employer agree to meet and confer to discuss accommodations for "qualified" disabled Employees as the need arises, consistent with the intent of the Americans with Disabilities' Act. 6 Council Packet Page Number 105 of 185 I1, Attachment 2 ARTICLE VIIISENIORITY 8.1Seniority is defined as a regular Employee’s length of continuous service with the EMPLOYERsince the Employee’s last hire date. Notime shall be deducted from an Employee’s seniority due to approved paid absences, or unpaid absences of less than a full pay period. 8.2Bargaining Unit Seniority: is defined as the length of continuous service to the Employer within the Bargaining Unit as a full time Employee. Employees with the same hire date shall be given seniority ranking based on the Employee’s date of birth, with the earliest date receiving a higher ranking. 8.3An Employee’s Bargaining Unit seniority shall be terminated: a)If the Employee resigns, retires, is permanently transferred outside the Bargaining Unitfor longer than six months, or is discharged. b)If, when recalled to work followinga layoff, the Employee fails to return to work within twenty-one(21) days after the EMPLOYER sends a written notice of recall by certified mail to the Employee’s last address on record with the EMPLOYER. c) When an Employee has been laid off for a period in excess of twelve (12) consecutive months. 8.4When it is necessary to reduce the number of Employees, probationary Employees will be laid off first. The EMPLOYER agrees that, in laying off, it will lay off Employees according to seniority (providing the remaining Employees have the ability, or can be trained, to perform the remaining work). Employees shall be recalled following such layoffs in reverse order of layoff. 8.5Any former Employee of the City may be rehired only under the condition of a new employee and no seniority or prior service will be given, except as expressly provided by this AGREEMENT. 8.6All Employees will serve an additional probationary period of six months when promoted to a rank in which the Employee has not served a probationary period. 8.7Employees will be permitted to voluntarily switch shifts with prior authorization from theAssistantChief or their designee. The voluntary switching of shifts shall be between the Employees, once approved, and shall not obligate the EMPLOYER to overtime or callback pay. 8.8Shifts will be bid semi - annually on a seniority basis, only for Employees who have completed their initial probationary period provided the Employer reserves the right, when faced with unexpected or unplanned need,to assign an Employee without regard to seniority if the need of the department requires it. If the EMPLOYER determines that different staffing levels are needed onany shift, shifts may be re-bidas deemed necessary by the EMPLOYER. The Chief will determine the number of each job class to be scheduled on each crew and shift prior to shift bidding.The Fire Chief and the Association President may agree to re-bidding earlier than scheduled if situations occurwarranting such modification. 7 Council Packet Page Number 106 of 185 I1, Attachment 2 Each quarter, employees may select onevacation periodby seniority.A vacation period id defined as one or more consecutive work days per the prescribed shift schedule; not to exceed one shift rotation (3 weeks). Requests formore than oneconsecutivevacation period(3 weeks)requires Department Head approval. ARTICLE IX ANNUAL LEAVE 9.1The EMPLOYER shall provide Annual Leaveas describedin the City of Maplewood PersonnelPolicies with the following exceptions: Employees on a 2,912 hours per year annual schedule shall accrue: a. Nine 24 hour annual leave days (216 hours) per yearin years one through four of continuous service to the City; and b.Twelve 24 hour annual leave days (288 hours) per year in years five through eleven of continuous service to the City; and c. Fourteen 24 hour annual leave days (336 hours) per year in years twelve through twenty of continuous service to the City; and d.Sixteen 24 hour annual leave days (384 hours) per year in years twenty-one and above of continuous service to the City. 9.2 Annual Leave shall not accrue during unpaid leaves. Regular Part-Time Employees shall accrue Annual Leave on a pro-rated basis, based on regular hoursworked. Annual Leave will accrue on a pay-period basis for up to 694 for a 2912hours per year schedule. Employees can carry over up to their full balance as long as the total balance never exceeds the hour cap. No additional accrual will occur above the cap.Employees working schedules other than a 2912hour schedule shall accrue and bank annual leave on a pro rata basis compared to the 2080 hour per year schedule accrual. (increased or decreased proportionally) 9.4 Unpaid Leave –Unpaid leaves may be approved in accordance with the City Personnel Policies. Employees must normally use all accrued annual leave prior to taking an unpaid leave. If the leave qualifies under Parenting Leave or Family Medical Leave, the Employee may retain a balance of fifty (50)hours when going on an unpaid leave. Any exceptions to this policy must be approved by the City Manager. 9.5 Annual Leave Conversion – Annual Leave will be eligible for conversion to cash or deferred compensation on a one-for-one basis (subject to IRS maximum deferral regulations) annually subject to the following conditions. Up to 40% of the Annual Leave balance, not to exceed one hundredthirty-three (133) hours, may be converted each year provided the Employee has used a minimum of 30% of their Annual Accrual during the current calendar year and has a minimum balance of at leaston hundred ninety (190) hours. The minimum balance requirement will be determined as of the first payroll in December and will be based on the Employee’s current hourly rate on December 1. 8 Council Packet Page Number 107 of 185 I1, Attachment 2 9.6 Benefit eligibility is not affected by shift length. When employees are absent from their scheduled shift, they will use the number of hours of accrued annual leave that equal the numbers ofhours absent. 9.7Annual leave accrual, use, maximums, and conversion allowances and requirements where they differ from the Personnel Policies, will be pro-rated based on the number of scheduled hours per year. 9.8Approval of City paid hours in lieu of Annual Leave usage for hours spent at approved training that benefits the City will be reasonably considered by the Fire Chief. ARTICLE X INSURANCE 2017 Health Care Costs/Contributions 10.1 Health Insurance –For all full-time employees hired prior to January 1, 2013, the employer will pay 100% of the cost of employee (single) health insurance premium less $20, and 50% plus $45 toward the cost of the monthly dependent health insurance premium for the High Deductible Health Plan (hereafter the “HDHP”) for either the Medica Elect/Essential or Medica Choice plans. The Employer shall contribute towards the cost for insurance as follows: a.$20 per month credit towards single health care insurance for those employees who are deemed to have actively participated in the City provided Wellness Plan. i.The term actively participated shall be as determined by the Labor-Management Wellness Committee. b.$1,900 annually into a Health Reimbursement Account (HRA) for those employees who elect single coverage in either the Medica Elect/Essential Plan or Medica Choice plan. c. $3,200 annually into a HRA for those employees who elect family coverage in either the Medica Elect/Essential Plan or Medica Choice Plan. d.The City shall make such deposits for single or family HRA contributions by way of pro-rata. The City will also provide a funding option which shall be available to any employee who requires earlier funding of the City’s contribution due to medical event(s). In such case, the Employee shall make a request for funding to theHuman Resources Coordinator and shall provide documentation supporting such request. The City shall also make a resource person available on a regular basis to the Employees to assist them with paperwork and billing issues related to the HDHP. e.As an incentive to participate in the Wellness Program, the City shall contribute up to $450 annually toward the Employee HRA for those Employees who have been determined to have actively participated in the Wellness Program as determined by the Labor-Management Wellness Committee. At the employee’s option the employee may choose to receive up to 12 hours of annual leave or 12 hours of vacation pay (for 9 Council Packet Page Number 108 of 185 I1, Attachment 2 those employees still on the vacation sick plan) in lieu of receiving the contribution into the Employee’s HRA. 10.2 For all employees hired after January 1, 2013, the following shall apply a.The employer will pay 100% of the cost of employee (single) health insurance premium less $20, and 50% plus $45 toward the cost of the monthly dependent health insurance premium for the High Deductible Health Plan (hereafter the “HDHP”) for the Medica Elect/Essential plan. For any employee who chooses to participate in any other plan offered by the City, if any, the City will contribute an amount equal to the actual dollar amounts paid for single HDHP coverage towards the monthly premiums for other such plans for single coverage, and an amount equal to the actual dollar amounts paid for family HDHP coverage for families toward the monthly premiums for such plans for family coverage andthe employee shall be responsible to pay any difference over and above such contributions. The Employer shall contribute towards the cost for insurance as follows: i.$20 per month credit towards single health care insurance for those employees who are deemed to have actively participated in the City provided Wellness Plan. 1.The term actively participated shall be as determined by the Labor-Management Wellness Committee. ii.$1,700 annually into a Health Reimbursement Account (HRA) for those employees who electsingle coverage. For newly hired employees who have successfully completed one year of employment, the contribution shall be $1800.00. iii.$2,700 annually into a HRA for those employees who elect family coverage. For newly hired employees who have successfully completed one year of employment, the contribution for family coverage shall be $2,800.00. b.The City shall contribute up to $450 annually toward the Employee HRA for those Employees who have been determined to have actively participated in the Wellness Program as determined by the Labor- Management Wellness Committee. At the employee’s option the employee may choose to receive up to 12 hours of annual leave in lieu of receiving the contribution into the Employee’s HRA. 2018 Health Care Costs/Contributions The Employer and the Employee mutually agree to re-open this contract in 2017 to negotiate 2018 health insurance costs/contributions. The re-opener is exclusive to health care. The Employer and the Employee further agrees to actively engage in labor-management discussions and planning with regard to future citywide health insurance offerings. It is 10 Council Packet Page Number 109 of 185 I1, Attachment 2 the city’s expectation that a global agreement will be reached by the city’s insurance committee. In the event health insurance provision of this agreement fail to meet the requirements of the Affordable Care Act and/or any other new federal legislation;or cause the Employer to be subject to a penalty, tax, or fine, the Union and the Employer will meet immediately to negotiate alternative provisions. If an agreement regarding 2018 Health Care Costs/Contributions cannot be reached through a global effort by the city’s insurance committee, both parties agree to resolve the dispute through mediation. 10.3Any changes that are presented at renewal will be discussed through the Insurance Labor – Management Committee process. The EMPLOYER shall pay one hundred percent (100%) of the cost of the employee (single) dental insurance premium. These benefits apply to full-time Employees only. 10.4Life Insurance – The EMPLOYER shall provide a term life insurance policy with a benefit value of thirty-fivethousand dollars ($35,000) for all full-time Employees. Full-Time employees may purchase additional coverage at the Employee’s own expense under the plan. 10.5Long-Term Disability Insurance - The EMPLOYER will provide long-term disability insurance with the cost of such being fully paid by the EMPLOYER. Such Long-Term Disability Insurance shall be coordinated with other benefits provided in this AGREEMENTand with other disability payments. Employees are not eligiblefor Annual Leave Accrual while receiving Long- Term Disability payment except for hours on payroll using accrued leave. In no case will an Employee receive more than 100% of their pre-disability wage while out on disability leave. 10.6Short-Term Disability Insurance – The EMPLOYER agrees to provide optional short-term disability insurance coverage for all regular employees who work 20 or more hours per week. Employees may elect this optional coverage at the Employee’s cost. 10.7Retiree Health Savings Plan (RHS) - The city agrees to provide a retiree health savings plan with the following plan specifications: a.Participant and benefit eligibility criteria: Must be full-time employee, no minimum or maximum age and no years of service requirement. b.Benefits will be limited to insurance premiums (health, dental, long-term care premiums, Medicare Part B, and Medicare supplements) and out-of- pocket expenses described as eligible by the IRS. 11 Council Packet Page Number 110 of 185 I1, Attachment 2 1.The RHS plan will be funded by severance pay as follows: 100% 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 40. If under 80 hours or under age 40, nothing would go in. 2.The RHS plan will be funded with annualdeposits as follows: All employees will have the cash value of all personal holiday hours unused as of December 31 deposited into the RHS plan. 3.The RHS plan will be funded with bi-weeklydeposits as follows: All employees will have a $50.00 payroll deduction deposited into the RHS plan. ARTICLE XI CLOTHING AND EQUIPMENT 11.1The EMPLOYER will provide each new Employee an initial issue of uniforms and equipment as per the uniform list which shall include: four long sleeve shirts, four short sleeve shirts,four pair pants, one tie,one summer jacket, one winter jacket, belt, station boots, 4 station t-shirts, one stocking hat, badges, name plates and all insignia’s. Thereafter the EMPLOYER will provide each Employee four hundred ($400.00) per year for necessary replacement of uniform items due to normal wear and tear. Clothing andequipment severely damaged in the line of duty will be replaced by the EMPLOYER at no cost to the Employee.Clothing and Equipment balances may be carried over from year to year; not to exceed a one year amount. ARTICLE XIIHOURS 12.1The standard payroll period for the Fire Department is two weeks. Employees shall normally take Meal Breaks and Rest Breaks during each Scheduled Shiftas time and circumstances permit while remaining on continual duty. Such meal and rest periods maybe interrupted. 12.2 It is anticipatedthat further scheduling, hours and shift coverage discussionswill have to occur as the needs of the Department change, the parties agree to hold these discussions in good faith. 12.3 Compensation for overtime will not be paid unless the work is performed at the direction, or with the approval of, the Chief or his/her designee. 12.4EMERGENCY CALLOUT - An Employee called immediately back to work at a time other than the Employee’s normal scheduled shift shall receive a minimum oftwo (2) hours pay at time and a half. Reporting early for a shift or the extension of a shift shall not qualify for the two-hour minimum. 12 Council Packet Page Number 111 of 185 I1, Attachment 2 To receive the minimum two (2) hours callback pay described in 12.4, Employees must arrive at the station or scenewithintwenty (20) minutes of the call out and before being cancelled. If an Employee is cancelled prior to arrival at a scene or the station, the Employee will receive two hours of straight time, instead of overtime. Employees arriving later than twenty (20) minutes from the time of the call, but before being cancelled, shall be compensated at the rate of time and one-half for only actual hours worked beginning with time of arrival. 12.5SCHEDULED MEDICAL ONCALL - If authorized by the EMPLOYER for scheduled medic oncall, employees will receive ¼ hour for each hour authorized to be oncall. 12.6Overtime shall be distributed as equally as practicableand will be calculated to the nearest fifteen (15) minutes.Overtime distribution for paramedics willbe determined separately from overtime distribution for non-paramedics. Employees have an obligation to work overtime, and to respond to call backs as ordered, unless circumstances prevent them from doing so. 12.7For purposes of computing overtime, hours will not be pyramided, compounded, or paid twice for the same hours worked. 12.8EMERGENCY MEDICAL CALLOUT - Fire Department Paramedics shall be issued two-way communications for the purpose of providing emergency medical support.An Employee approved to respond to the medical emergency will receive a minimum of two hours at time and a half. 12.9When there is a vacancy or an employee in training, schedule changes will be communicated as soon as practicable. When the Fire Department is fully staffed, anypermanentschedule changes affecting days off will be communicated as soon as possible but normally with no less than two(2)weeks notice prior to the change. Notice of adjusted starting times on a scheduled day will normally occur at least forty-eight (48) hours in advance of the change when the Employer has at least that much notice of the need for a change.Regular shift overtime available due to vacation time requested semi-annually pursuant to Article 8.8 (“Bid Overtime”)will be offered to bargaining unit Employees prior to being offered outside the bargaining unitand so long as minimum staffing levels acceptable to EMPLOYER are maintained with regard to medics required on staff for the shift in question, then the Fire Chief shall also reasonably consider Association Members for coverage of all Captains shifts as well.. Any other vacation or time off that has not been bid through the semi-annual bid process (Non-Bid Overtime”) will be filled at the discretion of the Fire Chiefwho shall reasonably consider Association Members first for such overtime when possible and so long as minimum staffing levels acceptable to EMPLOYER are maintained with regard to medics required on staff for the shift in question, then the Fire Chief shall also reasonablyconsider Association Members for coverage of all Captains shifts as well.Any Bid Overtime still remaining available seven (7) days prior to the shift(s) to be so covered shall be offered to any employees in any manner deemed at the sole discretion of theChief or his designee to be in the best interests of the Fire Department.Paramedic shifts shall only be filled by 13 Council Packet Page Number 112 of 185 I1, Attachment 2 other paramedics unless otherwise authorized by the Fire Chief, EMT shifts can only be filled by other EMT’s unless otherwise authorized bythe Fire Chief. When off dutyEmployees are scheduled to attend a meeting which gets cancelled with less than twenty-four (24) hours notice, the Employee will receive two (2) hours of pay. When at least one(1)weeknotice is given for regular scheduled meetings, the minimum pay shall be one (1) hour rather than two (2) hours. 12.10The Fire Chief has the authority to change schedules and cancel vacations for previously unscheduled - unanticipated major events, disasters, and emergencies, if necessary. ARTICLE XIII HOLIDAYS 13.1Designated Holidays –All Full-Time Employees shall be entitled to observe the following ten (10) statutory holidays and shall be compensated at their regular rate of pay for these holidays if on paid status at the time of any of the following Holidays (proratedbased on annual schedule): st 1. New Year’s Day January 1 rd 2. Martin Luther King’s Birthday 3Monday in January rd 3. President’s Day 3Monday in February 4. Memorial Day Last Monday in May th 5. Independence Day July 4 st 6. Labor Day 1Monday in September th 7. Veteran’s Day November 11 th 8. Thanksgiving Day 4Thursday in November th 9. Day after Thanksgiving 4Friday in November th 10. Christmas Day December 25 The number of holiday hoursfor Employees covered by this AGREEMENTwho do not work twenty-four (24) hour shifts will be proportional (based on their annual schedule) to those who work 2,080 hours per year.The number of holiday hours for EMPLOYEES covered by the AGREEMENT who do work twenty-four (24) hour shifts will be one hundred twenty (120) hours per year. 13.2Employees who actually work at least half of a shift on either ThanksgivingDay or ChristmasDayshall receive double-timefor all hours actually worked on these Holidays instead of time and one-half. Those Employees who work on Easter Sunday shall be paid at time and onehalf for any such hours worked on Easter Sunday. 13.3If an Employee is not scheduled to work on a holiday and they are eligible for holiday pay, they will receive no more than the hoursspecified for their annual schedule. If they work an actual holiday, they will receive the prescribed number hours of holiday pay plustime and one-half for all hours worked on the day. If an Employee uses approved leave on a holiday that they were scheduled to work, they will not receive overtime. 14 Council Packet Page Number 113 of 185 I1, Attachment 2 Time and one-half for working on a holiday, as provided above, shall be for hours worked on the “actual” holiday as opposed to the “observed” holiday. 13.4 Personal Holidays. In addition to the holidays listed in 13.1, Full-Time Employees working 24 hour shifts shall receive seventy-two (72) hours of Personal Holiday time per year. Full-Time employees who do not work 24 hour shifts will receive Personal Holiday hours prorated based on their annual schedule. The date of such Personal Holiday shall be requested by the EMPLOYEE and approved by the EMPLOYER. ARTICLE XIVTUITION REIMBURSEMENT 14.1When funds are available as determined by the Department head the EMPLOYER agrees to pay fifty percent (50%) of the cost of tuition, books and unique software required specifically for the class ( as opposed to general software such as “Microsoft Word©”),upon successful completion with a “C” grade or better, seventy-fivepercent(75%) reimbursement upon completion with a “B” grade or better and eighty five percent (85%) reimbursement upon completion with an A grade, during the term of this AGREEMENT, on accredited course work at the vocational, undergraduate, or graduate college level which is determined by the EMPLOYER to be job related. All course work covered by this Article shall be during non-working hours. Part-Time Employees are eligible for this benefit on a pro-rated basis. The maximum reimbursement will be based on the per credit cost at the University of Minnesota. Employees may elect to attend a more costly school provided they pay the difference in cost. Employees must reimburse the City on a pro-rata basis if they voluntarily leave employment or are terminated for cause within thirty six (36) months of reimbursement. 14.2Employees who receive city-paid paramedic schooling, will reimburse the Employer for books and tuition if they voluntarily leave employment withintwo (2) years of completion. ARTICLE XVDISCIPLINE 15.1The EMPLOYER will discipline only for just cause. 15.2 Discipline, when administered, will normally be in one or more of the following forms: A. Oral reprimand B. Written Reprimand C. Suspension D. Discharge or disciplinary demotion 15.3All disciplinary action shall be in written form with copies placed in the Employee’s personnel file. 15.4Disciplinary action which isto become part of an Employee’s personnel file shall be read and acknowledged by signature of the Employee. Such signature does 15 Council Packet Page Number 114 of 185 I1, Attachment 2 not imply an admission of guilt. The ASSOCIATION and the Employee will receive a copy of such disciplinary action and/or notices. 15.5An Employee who is the subject of an investigation that may result in disciplinary action to that Employee may have a Representative of the ASSOCIATION present during questioning. It will be the responsibility of the Employee to make a request for a Representative and it will be the Employee’s responsibility to have the Representative present during questioning. Questioning will be conducted at reasonable times, to be scheduled by the EMPLOYER. 15.6Employee personnel files shall be subject to the Minnesota Data Practices Act. Employees may examine their own individual personnel files at reasonable times under the direct supervision of the EMPLOYER. 15.7The EMPLOYER will remove old disciplinary letters after five (5)years if no further discipline has occurred within that five-year period. At the request of the Employee, oral reprimands shall be removed from the personnel files after one year provided the Employee has not been involved in progressive disciplinary action. ARTICLE XVIWAGES 16.1 Employees shall receive a 2.5%general wage adjustment January 1, 2017 and a 2.5% general wage adjustment onJanuary 1, 2018;according to the following schedule: A. WAGE SCHEDULE EFFECTIVE JANUARY 1, 2017 (Bi-Weekly) FIRE CAPTAIN / EMT CAPT / PARAMEDIC 2,524.062,639.53 Entry 2,694.022,817.96 After 1 year 2,875.683,008.26 After 2 years After 3 years 3,070.113,215.58 3,156.683,302.67 After 5 years 3,193.583,341.34 After 7 years 3,230.483,379.98 After 12 years 3,265.973,417.15 After 15 years After 20 years 3,363.663,519.38 16 Council Packet Page Number 115 of 185 I1, Attachment 2 B. WAGE SCHEDULE EFFECTIVE JANUARY 1, 2018 (Bi-Weekly) FIRE CAPTAIN / EMTCAPT / PARAMEDIC 2,587.162,705.52 Entry 2,761.372,888.41 After 1 year After 2 years 2,947.573,083.46 3,146.863,295.97 After 3 years 3,235.603,385.24 After 5 years 3,273.423,424.88 After 7 years 3,311.253,464.48 After 12 years 3,347.613,502.58 After 15 years 3,447.753,607.36 After 20 years 16.2 Deferred Compensation. In addition to the rates provided in 13.1 the city will contribute up to one hundredfifty dollars ($150) per monthin deferred compensation, provided the Employee agrees tomatchEmployer’s contribution of one hundred fifty ($150) per month.The Employer agrees that if the Employee desires to contribute a lesser amount then the Employer shall match that lesser amount as well. The Employee agrees to have the funds deposited in an approved deferredcompensation plan. This benefit will bepro-rated forregular part-time employees. For Captain/EMTs with at least 10 years of experience, the City shall increase the amount of deferred comp available if matched by the Employee by fiftydollars ($50.00) per month.Fire Captains working while no higher ranking officer is on duty for the shift receive a supplemental payment of approximately $2.00 per hour.The amount of hours worked that are eligible for fire supplemental pay have been averaged pursuant to agreement between the parties and incorporated into the pay scales as stated above. ARTICLE XVII INJURY ON DUTY - SALARY CONTINUATION 17.1Leave of absence with pay shall be granted to Employeeswho become incapacitated as a result of injury or occupational disease incurred through no misconduct of their own while in actual performance of City assigned duties. This shall exclude any injuries sustained while performing any voluntary off-duty services forwhich payment is made by a contracting party other than the City. 17.2Such injury leave shall extend for a maximum of one hundred fifty (150) calendar days, unless it is determined sooner by competent medical authority approved by the City Manager, thatthe Employeecan return to any duties for which the Employeemay be capable and qualified.At the discretion of the City Manager, the injured Employeemay be required to submit to a medical examination at any time by a physician selected by the City. 17.3During such injury leave, the EMPLOYER shall paythe Employee’sfull regular pay rate, either as direct payment from salary funds or as Worker’s Compensation insurance benefits, or both, but the total amount paid for loss of 17 Council Packet Page Number 116 of 185 I1, Attachment 2 time from work shall not exceed the fullregular rate of pay such Employeewould have received for the period. Such injury leave shall not be charged against the Employee’sannual leave. All payments made to the Employeewill be reduced by the total amount of all other injury related benefits for which the Employeeis provided as a result ofthe injury. The Employee must apply for all benefits for which the Employeeis eligible as a result of public employment, as soon as the Employeeis eligible. The EMPLOYER reserves the right torefuse injury-on-duty pay if such application is not made. In order to receive injury-on-duty pay, the illness or injury must be eligible under worker’s compensation. 17.4An Employeewho is physically incapacitated and who fails to report within eight (8) hours, followed by a written report within twenty-four (24) hours, any injury, however minor, to his/hersupervisor and to take such first aid or medical treatment as may be necessary under the circumstances, shall not be eligible for injury leave as outlined above. ARTICLE XVIIIWORKING OUT OF CLASSIFICATION An Employeewho is assigned at the sole discretion of the EMPLOYER to perform the work duties and accept the full responsibilities of a higher classification–shall receive the startingrate of pay or a minimum of 5% above their normal pay rate for all hours worked at that higher classification for the assignment. ARTICLE XIXWAIVER AND SAVINGS CLAUSE 19.1Any and all prior agreements, resolutions, practices, policies, rules, and regulations regarding terms and conditions of employment, to the extent inconsistent with the provisions of the AGREEMENTare hereby superceded. 19.2 The parties acknowledge that during the negotiations that resulted in this AGREEMENT, each had the unlimited rightand opportunity to make demands and proposals with respect to any term or condition of employment not removed by law from bargaining. All agreements and understanding arrived at by the parties are set forth in writing in this Agreement for the stipulatedduration of this AGREEMENT. 19.3 During the term of this AGREEMENT the EMPLOYER and the ASSOCIATION each voluntarily and unqualifiedly waives the right to meet and negotiate regarding any and all terms and conditions of employment referred to or covered in this AGREEMENT. 19.4 This AGREEMENTis subject to the laws of the United States, the State of Minnesota, and the City of Maplewood. In the event any provision of this Agreement shall be held to be contrary to law by a Court of competent jurisdiction from whose final judgment or decree no appeal has been taken within the time provided, such provision shall be voided. All other provisions of this AGREEMENTshall continue in full force and effect. The voided provision shall be negotiated at the requestof either party. 18 Council Packet Page Number 117 of 185 I1, Attachment 2 ARTICLE XXDURATION st 20.1 This AGREEMENTshall be effective on the 1of January 2015 and shall remain st in full force and effect through December 31, 2016. It shall automatically renew from year to year thereafter unless either party shall notify the other in writing in conformance with the Public Employment Labor Relations Act of 1971, et. Seq. that it desires to modify this AGREEMENT. In the event such written notice is given, and a new contract is not signed before the expiration date of the old contact, said contract is to continue in full force and effect until a new contract is signed. IN WITNESS WHEREOF, the parties hereto have executed this AGREEMENT on this the _________ day of ________________________, 2017. FOR THE CITY: FOR THE ASSOCIATION: ___________________________ ______________________________ ___________________________ ______________________________ ___________________________ ______________________________ 19 Council Packet Page Number 118 of 185 J1 MEMORANDUM TO: Melinda Coleman, City Manager FROM: Ellen Paulseth, Finance Director DATE: September 11, 2017 SUBJECT: Consider Adoption of Resolution Providing Approval of the Proposed 2018 Tax Levy and Setting 2018 Budget Public Hearing Date Introduction State law requires that cities certify their proposed property tax levies to the county auditor by th September 30. Once certified, the proposed tax levy can be reduced but cannot be increased. The Proposed 2018 Budget requires a City tax levy of $21,365,600, which includes the EDA levy of $100,000. The 2018 proposed tax levy represents a 3.0% increase over the 2017 final tax levy, resulting in an estimated 1.3% City tax increase on the median value home in Maplewood. By adopting the attached resolution, the City Council is establishing the maximum levy that it is willing to consider. Other options, including estimated tax impacts, are attached to this report for the Council to consider. For instance, an additional $100,000 will result in a 3.6% levy increase and an estimated 1.9% City tax increase on the median value home. Staff is recommending that any additional funding approved by Council be applied to undesignated reserves. TheCity tax levy proposed for 2018 and the previous five years of levies are as follows: 201320142015201620172018 18,528,400 18,528,400 18,991,610 19,751,270 20,466,094 21,365,600 3.8% 0.0% 2.5% 4.0% 3.6% 3.0% Since 2013, with the adoption of the 2018 proposed levy, the City tax levy will have increased $2.8M, or 15.3%, with the average annual city tax levy increase over this period being 2.8%. Due to an increase in fiscal disparities distribution funding and an expanded tax base, the City’s tax rate will decrease by 3.81% with the proposed 2018 tax levy. The following table illustrates theCity’s tax capacity rate history, including the proposed 2018 tax rate: 201320142015201620172018 48.659% 48.378% 46.353% 48.507% 47.248% 45.446% 10.45% -0.58% -4.19% 4.65% -2.60% -3.81% With the adoption of the proposed 2018 tax levy, the City’s tax rate will be 6.6% lower than it was in 2013. The average increase over the time period is .65%, including the high point in 2013. Council Packet Page Number 119 of 185 J1 City taxes are not only impacted by the adopted levy, but also by the growth in the tax base and the metropolitan fiscal disparities distribution funding. The following tables illustrate the current and last five years’ tax capacity and fiscal disparities activity: 201320142015201620172018 Net Tax Capacity 31,936,556 31,688,029 34,824,694 35,038,551 37,221,915 39,682,641 -6.53% -0.78% 9.90% 0.61% 6.32% 6.61% Fiscal Disparities Distribution 2,295,581 2,582,639 2,551,939 2,439,009 2,872,903 3,052,429 8.56% 12.50% -1.19% -4.43% 17.79% 6.25% The City’s tax rate was higher in years 2013 – 2014 when economic factors (i.e., tax capacity) were not favorable, despite a flat levy. The City’s tax capacity has increased 24.2% since 2013, or an average of 2.67% per year including the decrease from 2012-2013. The City’s fiscal disparities distribution has increased 33% since 2013, which has provided tax relief to Maplewood taxpayers. Background Workshops on the 2018 budget were held with the Council throughout August. Information on the 2018 proposed levy is included in this report, including options for the proposed levy. There are currently no levy limits in place. Major challenges in the 2018 budget development include providing: General wage adjustments and personnel increases $485,000 Reduction of interfund charges for services from deficit funds 100,000 Emerald ash borer remedies 100,000 Elimination of franchise fees in General Fund 300,000 General Fund expenditures are up 2.0% in the 2018 budget, primarily due to general wage adjustment increases and the other factors mentioned above. Recommendation It is recommended that the City Council adopt the attached resolution setting the maximum City tax levy for payable 2018, in the amount of $21,465,600 or the amount desired, and set the date for the public hearing on the 2018 levy and budget for Monday, December 11, 2017 at 7:00 pm at the regular City Council Meeting. Attachments 1.Tax Levy and General Fund Budget for 2018 2.Options and Impact on Property Taxes of Maplewood Homes 3. Resolution 4. PowerPoint Council Packet Page Number 120 of 185 J1, Attachment 1 Maplewood Proposed 2018 Property Tax Levy Final 2017 Proposed$ Increase% Increase Levy:2018 Levy(Decrease)(Decrease)Levy General Fund14,418,079 15,251,530 833,4515.8% Debt Service Funds 4,891,484 4,894,070 2,5860.1% Recreation Fund 205,000 200,000 (5,000)-2.4% Capital Equipment Funds 335,000 420,000 85,00025.4% Ambulance Fund 300,000 300,000 0.0%- Community Center Fund 500,000 200,000 (300,000)-60.0% EDA Fund 89,270 100,000 10,73012.0% Total City Levy20,738,83321,365,600 626,7673.0% Fund Balance As inflationary increases impact total expenditures over time, the fund balance requirement to fund those expenditures also increases. The Office of the State Auditor recommends maintaining an unassigned fund balance of 35%-50% of operating revenues, or no less than five months of operating expenditures, to provide adequate cash flow until the next property tax cycle. Five months of operating expenditures amounts to a 41.67% unassigned fund balance requirement. Because of inflation, the 2018 General Fund budget will cause the unassigned fund balance to drop from 40.47% to 38.22% of operating expenditures. The City’s current fund balance policy calls for a minimum unassigned fund balance of 36.1%, with a goal of achieving 40% of operating expenditures. The revised fund balance policy currently being recommended for adoption requires a minimum unassigned fund balance of 42%, with a goal of achieving 50%, of operating expenditures. The following chart illustrates the impact of the 2018 and future projected budgets on the General Fund unassigned fund balance. Council Packet Page Number 121 of 185 J1, Attachment 1 Council Packet Page Number 122 of 185 J1, Attachment 2 OPTIONS AND TAX IMPACT ON MAPLEWOOD HOMES The annual impact on various levels of the city levy increase to Maplewood homes is as follows based on information received from Ramsey County on 08/18/17: The following options are based on the assumption that a home’s value has increased 4.5%, which is the median increase for residential homes for taxes payable in 2018. 1. Set levy at $21,365,600 (3.0% increase over 2017): Value of Value of Taxable Property for Property for Market20172018$ Increase % Increase Pay 2017 Pay 2018 Value for City Tax City Tax (Decrease) (Decrease) Pay 2018 $ 95,700 $100,000 $ 71,800 $ 324 $ 334 $10 2.8% $143,500 $150,000 $126,300 $ 574 $ 585 $11 1.9% $200,500$209,600$191,200$ 872 $ 884 $121.3% $239,200 $250,000 $253,300 $1,074 $1,087 $13 1.2% $382,800 $400,000 $398,800 $1,825 $1,841 $16 0.9% 2. Set levy at $21,440,600 (3.4% increase over 2017), provides $75,000 more than the proposed levy: Value of Value of Taxable Property for Property for Market20172018$ Increase % Increase Pay 2017 Pay 2018 Value for City Tax City Tax (Decrease) (Decrease) Pay 2018 $ 95,700 $100,000 $ 71,800 $ 324 $ 335 $11 3.2% $143,500 $150,000 $126,300 $ 574 $ 588 $14 2.3% $200,500$209,600$191,200$ 872 $ 888 $161.7% $239,200 $250,000 $253,300 $1,074 $ 1,092 $18 1.6% $382,800 $400,000 $398,800 $1,825 $1,849 $24 1.3% 3. Set levy at $21,465,600 (3.6% increase over 2017), provides $100,000 more than the proposed levy: Value of Value of Taxable Property for Property for Market20172018$ Increase % Increase Pay 2017 Pay 2018 Value for City Tax City Tax (Decrease) (Decrease) Pay 2018 $ 95,700 $100,000 $ 71,800 $ 324 $ 335 $11 3.4% $143,500 $150,000 $126,300 $ 574 $ 588 $14 2.4% $200,500$200,900$191,200$ 872 $ 889 $171.9% $239,200 $250,000 $253,300 $1,074 $ 1,093 $19 1.8% $382,800 $400,000 $398,800 $1,825 $1,851 $26 1.5% Council Packet Page Number 123 of 185 J1, Attachment 3 RESOLUTION PROVIDING APPROVAL OF THE 2018 PROPOSED TAX LEVY and SETTING 2018 BUDGET PUBLIC HEARING DATE WHEREAS, State law requires that the City Council adopt a proposed tax levy for taxes payable in 2018 by September 30, 2017; and WHEREAS, the City Council has reviewed the proposed 2018 Budget and has determined the amount of the proposed tax levy payable in 2018, which is the maximum amount that will be levied. NOW THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF MAPLEWOOD, MINNESOTA THAT: 1. The proposed tax levy for taxes payable in 2018, in the amount of $21,465,600 is hereby adopted and shall be certified to the Ramsey County Auditor as follows: General Fund $15,351,530 Debt Service Funds $ 4,614,481 Market Value Debt Service $ 279,589 Recreation Fund $ 200,000 EDA Fund $ 100,000 Capital Improvement Fund $ 180,000 Police Equipment Fund $ 180,000 Fire Equipment Fund $ 60,000 Ambulance Fund $ 300,000 Community Center Fund $ 200,000 Total Levy $21,465,600 2. Debt levies have been reduced by other revenue sources to a total of $4,614,481 for tax capacity levies and $279,589 for market value levies. 3. The date for the public hearing and consideration of the final 2018 levy and budget shall be Monday, December 11, 2017 at 7:00 pm in the Maplewood City Council Chambers. Council Packet Page Number 124 of 185 J1, Attachment 4 September 11, 2017 Budget Discussion #3 Preliminary 2018 Levy Adoption Council Packet Page Number 125 of 185 J1, Attachment 4 Council Packet Page Number 126 of 185 J1, Attachment 4 5.8%0.1% 3.0% -4.9% 12.0% -25.4%-37.5% % Change 200,000420,000500,000100,000 4,894,070 2018 89,270 205,000335,000800,000 4,891,484 $14,418,079$15,251,530 $20,738,833$21,365,600 Increase of $626,767 2017 Fund General FundDebt Service FundsSpecialRevenue FundsCapital ProjectFundsEnterprise FundsEDA Fund Total Levy Council Packet Page Number 127 of 185 J1, Attachment 4 98,00027,767 76,000 485,000100,000300,000 (33,000) (300,000) (127,000) $20,738,833$21,365,600 2017 Final Levy/h\[! ğƓķ tĻƩƭƚƓƓĻƌ LƓĭƩĻğƭĻƭ ΑDĻƓĻƩğƌ CǒƓķSupplies and TechnologyEmeraldAsh Borer FundingReduction in Internal ChargesFranchise Fee Revenue Transferred to Communications FundMaplewoodLiving Expenses Transferred to CommunicationsIce Arena Operations EliminatedMCC Levy ReductionOther 2018 Proposed Levy Council Packet Page Number 128 of 185 J1, Attachment 4 Council Packet Page Number 129 of 185 J1, Attachment 4 3.0% 21,365,600 20,738,833 5.0% 19,751,270 4.0% TAX LEVY HISTORY 18,991,610 2.5% 18,528,400 201320142015201620172018 2.0%0.0% 18,528,400 Council Packet Page Number 130 of 185 J1, Attachment 4 45.446% 47.248% 48.507% 46.353% TAX CAPACITY RATE HISTORY 48.378% 20132014201520162017Est 2018 48.659% 2.0% Council Packet Page Number 131 of 185 J1, Attachment 4 Council Packet Page Number 132 of 185 J1, Attachment 4 ncrease in residential value 4.5%) Median Value Home in Maplewood (i Council Packet Page Number 133 of 185 J1, Attachment 4 40.47% Ending 2016 42.60% Ending 2015 Maximum Target 46.20% Ending 2014 Minimum Target 44.17% Ending 2013 Ratio Fund Balance History -General Fund 48.51% Ending 2012 46.10% Ending 2011 0.00% 60.00%50.00%40.00%30.00%20.00%10.00% Council Packet Page Number 134 of 185 J1, Attachment 4 33.60% 34.61% 35.48% Maximum Target d 2019Projected 2020Projected 2021Projected 2022 36.54% Minimum Target 37.45% Ratio Fund Balance Projections -General Fund 38.22% 40.47% Ending 2016Estimated 2017Projected 2018Projecte 0.00% 60.00%50.00%40.00%30.00%20.00%10.00% Council Packet Page Number 135 of 185 J1, Attachment 4 ncrease in residential value 4.5%) Median Value Home in Maplewood (i Council Packet Page Number 136 of 185 J1, Attachment 4 Median Value Home in Maplewood (increase in residential value 4.5%) Council Packet Page Number 137 of 185 J1, Attachment 4 Council Packet Page Number 138 of 185 J2 MEMORANDUM TO:Melinda Coleman, City Manager FROM:DuWayne Konewko, Environmental & Economic DevelopmentDirector Audra Robbins, Parks & Recreation Manager Virginia Gaynor, Natural ResourcesCoordinator DATE:September 11, 2017 SUBJECT:Consider Approval of the Wakefield Park ImprovementsPreliminary Design Report Introduction One of the major recommendations and strategies identified in the Maplewood Parks System Master Plan was to build a multi-purpose facility at Wakefield Park that would provide needed space for the City’s Parks & Recreation programs.The Parks System Master Plan envisions Wakefield Park as one of the City’s signature parks. The new multi-purpose facility at Wakefield Park will embraceMaplewood’s diverse population and serve as a local “hub” and gathering place for residents. This facility will also provide much neededprogramming space for youth/adult dance classes, arts and education programs, preschool classes and City special events. Staff previously entered into a professional design services contract with Kimley-Horn and Associates, Inc. for improvements at Wakefield Park which included the completion of a Preliminary Architectural Plan and Preliminary Design Report for the multi-purpose building. Representatives from Kimley-Horn will be here tonight topresent the Wakefield Park Improvements PreliminaryDesign Report to the City Council. The Preliminary Design Report was presented to the Parks and Recreation Commission at their August 16 meeting. Commissioners were very supportive and recommended approval of the Design Report. In addition, they made a motion askingfor information about maintenance of the facilityincluding capital expenses. Staff, along withthe Finance Director are prepared to discuss this at the City Council meeting tonight. Background In accordance with City Council’s strategic priority ofCoordinated Communication, a significant public engagement process was utilized to help inform the design process for the proposed improvements as summarized below: •Project kick-off at a City Council work session on March 27, 2017 •Community Design Review Board(CDRB)meeting on April 18, 2017 •Planning Commission meeting on April 18, 2017 •Parksand RecreationCommission(PRC)meeting on April 19, 2017 •Environmental and Natural Resources Commission (ENRC) meeting on May 15, 2017 •Community Open House on June 28, 2017 •Parks and Recreation Commission(PRC) meeting on August 16, 2017 •Environmental and Natural Resources Commission (ENRC) meeting on August 21, 2017 Council Packet Page Number 139 of 185 J2 To engage stakeholders (residents, businesses, and park users) and ensure that all had an opportunity to participate in the process, a survey was made available to residents and park users in May 2017 to capture the needs of the community and users of the park system.The survey was mailed to Maplewood residents who live near/around Wakefield Park,wasincluded in the Maplewood Living Newsletter(both hard copy and an online link) and was promoted on theCity website, City social media sites, and in the Parks & Recreation brochure. A Community Open House was held at Wakefieldon June 28, 2017.An invitation to attend was mailed to over 500 households,promoted in the Parks & Recreation brochure, Maplewood Living newsletterandon the City website and City social media sites.We had a good turnout with around 45 people in attendance. City staff, along with our consultants and a member of the Parks and Recreation Commission were on hand to talkabout the project, gather feedback and answer questions. Overall, thefeedbackfrom the publicregarding the preliminary park design was positive, specifically concerningthe proposed building location and its proximity to the lake. However, a group of residents did raiseconcerns about the water qualityof Wakefield Lake.As a result, City staff is working in cooperation with the Ramsey-Washington Metro Watershed District (RWMWD)to develop plans to address these water qualityconcerns. One of the first steps was to reach out to the residents thatwere invited to the open house and askthemto attend the August21ENRC meeting.During this meeting, residentswere able to discuss their concerns regardingthe water qualityat Wakefield Lake with RWMWD and Barr Engineering. BarrEngineering gave an informative presentation on the Total Maximum Daily Load (TMDL) analysis specific to phosphorus loading to Wakefield Lake.That information can be foundon ourwebsite at the following link: http://maplewoodmn.gov/1025/Lakes-Streams. Staff also met with representatives from the Police, Fire and Public Works Departmentsto identify additional design elements that pertained to environmental design standards, crime preventionand maintenance. Those design element recommendations include: The Community Building and its related site improvements will be designed to meet the 2012 Green Construction Code (IgCC) which was adopted by the City as a Code requirement. The IgCC includes criteria with respectto the following: o Material resource conservation and efficiency. o Energy conservation, efficiencyand CO2 emission reduction. o Water resource conservation, qualityand efficiency. o Indoor environmental quality and comfort. o Commissioning, operation and maintenance. Our asset management software, Cartegraph, will be used to track the building condition and manage maintenance needs and costs. We are proposingto use quality and locally sourced building materials that may be more expensive up front but will result in long-term savings due to reduced maintenance costs and building longevity. These materials include: o Real stone veneer o Prefinished metal roofing o Sustainably grown wood products Council Packet Page Number 140 of 185 J2 The timeline for completion of the Wakefield Park Improvements is as follows: Begin Final Design – Late September 2017 60% Plans – November 10, 2017 90% Plans – December 15, 2017 100% Plans – February 12, 2018 Community Design and Review Board/Planning Commission meeting February 20, 2018 Parks and Recreation Commission meeting February 21, 2018 City Council meeting February 26, 2018 Open Bids – March 6, 2018 (award March 12) Break Ground April 2017 –Construction Complete November 30, 2018 BudgetImpact This project will carry a not to exceed budgetof $3 million and will be funded throughthe CIP Fund and the Park Improvement Fund. One million was allocated in the CIP Fund in 2017 - Park Maintenance and Reinvestment (PM 16.001) and an additional $1.6 million was included in the 2018 CIP Plan. The remaining $400K will come from the Park Improvement Fund. Fees for final design services are $275Kand are reflected in the project budget under indirect costs. The scope of work includes: Site survey for base mapping Geotechnical borings and report for building site and parking lot site Design development through final design for: o Utilities and other site related work o Civil engineering o Stormwater design o Landscape architecture o Architecture All meetings and presentations to commissions Coordination with RWMWD Recommendation Staff recommends approval of the Wakefield Park Improvementsand a work order for final design services. Staff further recommends that the City Council authorizethe City Manager and the Mayor to enter into a contract with Kimley-Horn for said services. Attachments 1.Wakefield Park Improvements Preliminary Design Report 2.Wakefield Park Improvements PowerPoint Presentation Council Packet Page Number 141 of 185 J2, Attachment 1 Council Packet Page Number 142 of 185 J2, Attachment 1 September 11, 2017 Honorable Mayor and Members of the City Council City of Maplewood 1830 East County Road B Maplewood, MN 55109 Attn: DuWayne Konewko Environmental & Economic Development Director Re: Preliminary Design Report Wakefield Park Improvements City Project PR17-01 Honorable Mayor and Members of the City Council: The enclosed preliminary design report has been prepared for the Wakefield Park Improvements, City Project PR17-01, as authorized at the February 27, 2017 City Council meeting. The preliminary design report details the scope of the project as discussed with City staff, and provides estimated costs and a proposed project schedule. Information utilized in the preparation of this report included GIS and topographic information, information gathered through field reviews of the project area, input from a stakeholder engagement process, and discussions with City staff. All available information was reviewed and considered to determine the proposed design for the project. We have enjoyed the opportunity to work with the City on this project. Please let me know if you have questions or you need any additional information regarding the proposed improvements. Sincerely, KIMLEY-HORN AND ASSOCIATES, INC. Todd P. Halunen, RLA, CLARB Project Manager Council Packet Page Number 143 of 185 J2, Attachment 1 PRELIMINARY DESIGN REPORT FOR CITY OF MAPLEWOOD WAKEFIELD PARK IMPROVEMENTS CITY PROJECT PR17-01 Kimley-Horn and Associates, Inc. 2550 University Avenue West Suite 238N St. Paul, MN 55114 (651)645-4197 Council Packet Page Number 144 of 185 J2, Attachment 1 CITY OF MAPLEWOOD WAKEFIELD PARK IMPROVEMENTS CITY PROJECT PR17-01 PRELIMINARY DESIGN REPORT TABLE OF CONTENTS Page Executive Summary 1-2 1.Proposed Improvements3-11 2.Estimated Costs12 3.Proposed Schedule13 APPENDICES Appendix A: Wakefield Park Building Programming Memo Appendix B: Stakeholder Survey Appendix C: Building Construction Cost Estimate Council Packet Page Number 145 of 185 J2, Attachment 1 CITY OF MAPLEWOOD WAKEFIELD PARK IMPROVEMENTS CITY PROJECT PR17-01 PRELIMINARY DESIGN REPORT EXECUTIVE SUMMARY This Preliminary Design Report has been prepared for the Wakefield Park Improvements, City Project PR17-01. The proposed project includes the construction of a multi-purpose community building and associated site improvements including the following: Demolition of the existing warming house and hockey rink on the site Removal of the aglime infields and backstops for two existing ball fields Removal of existing sand volleyball courts Removal of the existing parking lot on the west side of the park Construction of a new 3,280 square foot multi-purpose community building and patio Installation of a new hockey rink and pleasure skating rink Construction of a 50-space bituminous parking lot Expansion of the existing stormwater raingarden along Hazelwood Street New bituminous paths connecting the new parking lot to the building Construction of a new park shelter near the existing play structures Installation of a drinking fountain Minor area lighting Site restoration The estimated costs for the proposed improvements are detailed below. These costs include a 10% construction cost contingency and a 25% allowance for indirect costs. Proposed Improvements Building and Patio $ 1,652,000 Site Improvements $ 523,000 Estimated Construction Cost $ 2,175,000 10% Contingency $ 217,000 25% Indirect Costs $ 598,000 Total Estimated Project Cost $ 2,990,000 1 Council Packet Page Number 146 of 185 J2, Attachment 1 The preliminary design project scheduleis summarized below. Project kick-off at City Council work session March 27, 2017 Community Design Review Board Meeting April 18, 2017 Planning Commission Meeting April 18, 2017 Parks and Recreation Commission Meeting #1 April 19, 2017 ENRC Meeting May 15, 2017 Open House Meeting June 28, 2017 Parks and Recreation Commission Meeting #2 August 16, 2017 City Council Receives Preliminary Design Report September 11, 2017 and Authorizes Final Design A final design, bidding, and construction schedule can be found on page 13 of this report. 2 Council Packet Page Number 147 of 185 J2, Attachment 1 Њ͵twhth{95 Latwh9a9b{ One of the major recommendations and strategies identified in the Maplewood Parks System Master Plan was to build a multi-purpose building at Wakefield Park that would provide needed space for the s. The Parks System Master Plan envisions Wakefield Park as one of -purpose building at Wakefield Park will embrace gathering place for residents. The buildings relationship to Wakefield Lake as well as the park amenities informed the placement of the building. The location is centered between the lake, parking lot and various playground amenities. This allows the structure to be utilized by guests that regularly visit the park and those using the facility for special occasions. Park users being far removed from the restrooms the facility will provide. Guests with small children will be able to keep an eye on the park and have clear sight lines to the exterior restroom doors at the same time. Sitting on the crest of the hill, the proposed shelter overlooks Wakefield Lake. A large terrace extends the facility gathering space toward the water, providing more useable gathering space throughout the year. The indoor gathering space is lined with windows, opening the space up to the park around it and blurring the lines between interior and exterior spaces. A light and airy contemporary style was selected for the multi-purpose building, emphasized by clean lines and simple materials. Large windows and a simple material pallet to highlight the contemporary style, emphasizing the continuation of space from the interior to the exterior; connecting the building programming with that of the park. The contemporary style marries beauty and functionality with a limited pallet of natural, durable materials which facilitates ease of ongoing maintenance for the building. The building will meet Green Construction Code requirements. City staff went through a preliminary programming exercise to review building size options. Three sizes were analyzed including a small-sized community building at 1,800 SF, a medium-sized community building at 3,400 SF, and a large-sized community building at 5,000 SF. It was determined that a medium-sized community building was most appropriate due to programming space needs, cost, and site constraints. A memo further detailing the building programming exercise is included in Appendix A. The project also includes several site improvements. The existing warming house will be demolished and a new warming house will be incorporated into the new multi-purpose building. The aglime infields and backstops for the two existing ball fields and the existing sand volleyball courts are proposed to be removed due to lack of use and the need to provide more flexible space for park users. The existing parking lot along Hazelwood Street will be reconstructed to a 50-space lot due to a higher need for parking for the proposed multi-purpose building, and a new bituminous path will connect the parking lot to the building. Every attempt will be made to minimize impacts to the existing raingarden adjacent to the parking lot, and the raingarden will be expanded to provide enhanced stormwater treatment. A new shelter and pavement will be placed adjacent to the existing play structures. Some site furnishings, landscaping, a drinking fountain, and area lighting will also be included in the site 3 Council Packet Page Number 148 of 185 J2, Attachment 1 improvements. The proposed relocation of the existing fishing pier will strengthen the tie between the new building and Wakefield Lake. The feasibility of the fishing pier relocation will be studied in more detail during final design. Some existing elements of the park are incorporated into the overall concept master plan and will not be impacted. Existing playground equipment on the site will not be impacted. The existing park shelter will remain in place, and any vegetation that does not require removal for the proposed improvements will not be impacted. A significant public engagement process was utilized to help inform the design process for the proposed improvements as summarized below: Project kick-off at a City Council work session on March 27, 2017 Community Design Review Board meeting on April 18, 2017 Planning Commission meeting on April 18, 2017 Parks and Recreation Commission meeting on April 19, 2017 ENRC meeting on May 15, 2017 To engage stakeholders (residents, businesses, and park users) and ensure that all had an opportunity to participate in the process, a survey was made available to residents and park users in May 2017 to capture the needs of the community and users of the park system. The survey was mailed to Maplewood residents who live near/around Wakefield Park, it was included in the Maplewood Living (both hard copy and an online link) and was promoted on the City website, City social media sites and in the Parks & Recreation brochure. A copy of the survey is included in Appendix B. Gene highest priorities for the park A Community Open House was held at the park on June 28, 2017 to receive more feedback from park users and residents. An invitation to the open house was mailed to 515 households and was promoted in the Parks & Recreation brochure and City social media sites. General feedback regarding the preliminary park design was positive, specifically regarding the proposed building location and its proximity to the lake. A group of residents raised concerns about Wakefield Lake water quality. City staff is working in cooperation with the Ramsey- Washington Metro Watershed District to develop plans to address these water quality concerns. The exhibits on the following pages detail the proposed concept plan for Wakefield Park and the proposed plans for the multi-purpose building. 4 Council Packet Page Number 149 of 185 J2, Attachment 1 Council Packet Page Number 150 of 185 J2, Attachment 1 Council Packet Page Number 151 of 185 J2, Attachment 1 Council Packet Page Number 152 of 185 J2, Attachment 1 Council Packet Page Number 153 of 185 J2, Attachment 1 Council Packet Page Number 154 of 185 J2, Attachment 1 Council Packet Page Number 155 of 185 J2, Attachment 1 Council Packet Page Number 156 of 185 J2, Attachment 1 2.ESTIMATED COSTS ŷĻ ĻƭƷźƒğƷĻķ ĭƚƭƷƭ ŅƚƩ ƷŷĻ ƦƩƚƦƚƭĻķ źƒƦƩƚǝĻƒĻƓƷƭ ğƩĻ ķĻƷğźƌĻķ ĬĻƌƚǞ͵ ŷĻƭĻ ĭƚƭƷƭ źƓĭƌǒķĻ ğ ЊЉі ĭƚƓƭƷƩǒĭƷźƚƓ ĭƚƭƷ ĭƚƓƷźƓŭĻƓĭǤ ğƓķ ğ ЋЎі ğƌƌƚǞğƓĭĻ ŅƚƩ źƓķźƩĻĭƷ ĭƚƭƷƭ͵ Proposed Improvements Building and Patio aǒƌƷźΏtǒƩƦƚƭĻ .ǒźƌķźƓŭ υ ЊͲЎВАͲЊЉЉ /ƚƓĭƩĻƷĻ tğǝĻƒĻƓƷ ŅƚƩ tğƷźƚ υ ЋЍͲЎЉЉ tğƷźƚ wĻƷğźƓźƓŭ ğƌƌƭ υ ЌЉͲЍЉЉ {ǒĬƷƚƷğƌ υ ЊͲЏЎЋͲЉЉЉ Site Improvements wĻƒƚǝğƌƭ υ ЎЉͲЉЉЉ ЎЉΏ{ƦğĭĻ .źƷǒƒźƓƚǒƭ tğƩƉźƓŭ \[ƚƷυ АЉͲЉЉЉ Ʃğźƌ {ǤƭƷĻƒ LƒƦƩƚǝĻƒĻƓƷƭ υ ЊЎͲЉЉЉ {ƷƚƩƒǞğƷĻƩ .atƭ υ ЋЏͲЉЉЉ 9ğƩƷŷǞƚƩƉ υ ВЎͲЉЉЉ IƚĭƉĻǤ wźƓƉ υ ЍЉͲЉЉЉ {źƷĻ CǒƩƓźƭŷźƓŭƭ υ ЊЉͲЉЉЉ \[ğƓķƭĭğƦźƓŭ ğƓķ wĻƭƷƚƩğƷźƚƓ υ ЋЎͲЎЉЉ \[źŭŷƷźƓŭ ğƓķ tƚǞĻƩ υ ЊВЉͲЉЉЉ wĻƌƚĭğƷĻ CźƭŷźƓŭ tźĻƩ υ ЊͲЎЉЉ {ǒĬƷƚƷğƌ υ ЎЋЌͲЉЉЉ ƚƷğƌ 9ƭƷźƒğƷĻķ /ƚƓƭƷƩǒĭƷźƚƓ /ƚƭƷ υ ЋͲЊАЎͲЉЉЉ ЊЉі /ƚƓƷźƓŭĻƓĭǤ υ ЋЊАͲЉЉЉ ЋЎі LƓķźƩĻĭƷ /ƚƭƷƭ υ ЎВБͲЉЉЉ Total Estimated Project Cost $ 2,990,000 ЊЋ Council Packet Page Number 157 of 185 J2, Attachment 1 Ќ͵twhth{95 {/I95 \[9 The project schedule is summarized below. Project kick-off at City Council work session March 27, 2017 Community Design Review Board/Planning Commission April 18, 2017 Parks and Recreation Commission Meeting #1 April 19, 2017 Environmental & Natural Resources Commission May 15, 2017 Open House June 28, 2017 Parks and Recreation Commission Meeting #2 August 16, 2017 City Council Receives Preliminary Design Report September 11, 2017 and Authorizes Final Design Begin Final Design September 12, 2017 60% Plans November 10, 2017 90% Plans December 15, 2017 100% Plans Environmental & Natural Resources Commission February 19, 2018 100% Plans Community Design Review Board/Planning Commission February 20, 2018 100% Plans PRC February 21, 2018 100% Plans City Council February 26, 2018 Plans Available for Bidding February 27, 2018 Open Bids March 2018 Award Bids March 2018 Break Ground April 21, 2018 Construction Complete November 30, 2018 13 Council Packet Page Number 158 of 185 J2, Attachment 1 APPENDIX A Wakefield Park Building Programming Memo Council Packet Page Number 159 of 185 J2, Attachment 1 Hagen, Christensen & McIlwain Architects Memorandum City of ShorewoodTim McILwain To:From: Design Team 2.22.2017 Date: 1735 Comm. No: Wakefield ParkFile Subject:Copies To: Community Building Space Programs Community Shelter Facilities (Program SF & Conceptual Cost Estimates) The following memorandum documents proposed ProgramSF’s& conceptual cost estimates for the Community Buildings Options for the Wakefield Community Building Project. Costs are in 2017 dollars. Large Community Building (5,000SF)Space ProgramSF (seating for 100 at tables & chairs in Main Gathering Space) Vestibule /Entry 300SF Provides off-hours access to toilet/changing rooms Main access point into building Acts as a Break-out Spacefor Main Gathering Room Toilet Rooms500SF (3) fixtures per sex Two (2) lavatories per sex Main Gathering Space2,100SF Space is multi-purpose and flexible space Space for 80 people at 8-person tables Potential rental use(meetings, weddings, etc) Kitchen/Servery/Prep Space700SF Small commercial type kitchen/prep space for events & catering Flexible counters 2-door refrigerator Hand sink Storage shelving Staff Room150 SF Desk with phone & computer Storage Room(s) 300SF Space for table & chair storage Add’l storage space for misc items Mechanical / Utility Room/ Janitor250 SF Electrical panels Phone panel HVACtype force air furnace(s) Janitors’ equipment Net SF Totals 4,300SF Net to Gross SF Factor-16%+ (int. wall, ext. walls & circulation)700SF Gross SF Totals 5,000SF Conceptual Cost Estimate Typical costs Community Buildings are in the $400-$450per SF range. This is typical commercial wood frame constructionincluding a kitchen and some better-quality finishes. Conceptual Cost Estimate: 5,000SF x ($400-$450/SF) = 2,000,000to $ 2,225,000 Ph 612-904-1332 Fax 612-904-7366 4201 Cedar Avenue South Minneapolis, Mn 55407 Council Packet Page Number 160 of 185 J2, Attachment 1 Memorandum Wakefield park – community building Date2.22.2017 MediumCommunity Shelter(3,400 SF)Space ProgramSF (seating for 60 at tables & chairs in Main Gathering Space) Vestibule/ Entry 200SF Provides off-hours access to toilet/changing rooms Main access point into building Vending alcove (3 machines max) Acts as a Break-out Space for Main Gathering Room Toilet Rooms400SF Two (2) fixtures per sex Two (2) lavatories per sex Main Gathering Space1,300 SF Space is multi-purpose and flexible space Space for 60 people at 8-person tables Potential rental use (meetings, community gatherings, etc) Servery/Prep Area400SF Kitchen(not commercial)/prep space for events & catering Flexible counters 2-door refrigerator Hand sink Storage shelving Staff Area100SF Desk with phone & computer Storage Room(s) 200SF Space for table & chair storage Add’l storage space for misc items Mechanical / Utility Room/ Janitor200SF Electrical panels Phone panel Residential type force air furnace(s) Janitors’ equipment Net SF Totals 2,800 SF Net to Gross SF Factor-20% (int. wall, ext. walls & circulation)600 SF Gross SF Totals 3,400 SF Conceptual Cost Estimate Typical costs Community Buildings are in the $400-$450per SF range. This is typical commercial wood frame constructionincluding a kitchen and some better-quality finishes. Conceptual Cost Estimate: 3,400SF x ($400-$450/SF) = 1,360,000to $ 1,530,000 Hagen Christensen & McIlwain Page 2of 3 Council Packet Page Number 161 of 185 J2, Attachment 1 Memorandum Wakefield park – community building Date2.22.2017 Small Community Building(1,800 SF)Space ProgramSF (seating for 34 at tables & chairs in Main Gathering Space) Vestibule / Entry 150 SF Provides off-hours access to toilet/changing rooms Main access point into building Vending alcove (3 machines max) Acts as a Break-out Space for Main Gathering Room Toilet Rooms150SF One (1) fixture per sex One (1) lavatory per sex Main Gathering Space700SF Spaceis multi-purpose and flexible space Space for 50 people at 8-person tables Potential rental use (meetings, community gatherings, etc) Servery/Prep Area150SF Small kitchen(not commercial)/prep space for events & catering Flexible counters 2-door refrigerator Hand sink Storage shelving Staff Area100SF Desk with phone & computer Storage Room 125SF Space for table & chair storage Add’l storage space for misc items Mechanical / Utility Room/ Janitor125SF Electrical panels Phone panel Residential type force air furnace(s) Janitors’ equipment Net SF Totals 1,500SF Net to Gross SF Factor-20% (int. wall, ext. walls & circulation)300 SF Gross SF Totals 1,800SF Conceptual Cost Estimate Typical costs Community Buildings are in the $400-$450per SF range. This is typical commercial wood frame constructionincluding a kitchen and some better-quality finishes. Conceptual Cost Estimate: 1,700SF x ($400-$450/SF) = 720,000 to $ 810,000 Hagen Christensen & McIlwain Page 3of 3 Council Packet Page Number 162 of 185 J2, Attachment 1 APPENDIX B Stakeholder Survey Council Packet Page Number 163 of 185 J2, Attachment 1 HE CITY OF MAPLEWOOD is considering improvements to T Are you a resident of Maplewood? yes or no 1 yes or no What best describes your primary use of the park? 2 Please choose only one. Family Gathering/Picnic Hockey/Skating Playground Field Sports/Games (volleyball, baseball, etc.) Walking/Jogging/Exercise Tuj Lub/Takraw Other On average, how frequently do you visit the park? 3 Once per week or more 1-3 times per month Six or more times a year Less than 6 times a year I dont use the park What are your priorities for improvements to the park? 4 Please rank 1 through 7, with 1 being your highest priority. Gathering Space/Park Building Playground Equipment Hockey/Skating Facilities Open Lawn/Field Space Trails and Exercise Opportunities Environmental (lake quality, tree preservation, etc.) Parks & Recreation Programs Other Do you have any other general comments regarding priorities for 5 Council Packet Page Number 164 of 185 J2, Attachment 1 APPENDIX C Building Construction Cost Estimate Council Packet Page Number 165 of 185 J2, Attachment 1 Wakefield Park Community BuildingHCM Architects Conceptual Building Construction Cost EstimateProject No. 1735 City of Maplewood, MN UNIT LEGENDS:LS=Lump Sum, SF=Square Feet, SY=Square Yards, EA=Each, LF=Lineal Foot, FF=Face Feet, CY=Cubic Yards, AC = Acres Wakefield Park Community Building - Cost Estimate - August, 2017 Estimated Unit CostTotal Cost Community Building No.Qty.Unit(in Dollars)(In Dollars) 1Gathering Space & Lobby1,487SF$400.00$594,800.00 2Toilet Rooms (2)392SF$450.00$176,400.00 3Support Space(s) - Mech,/Storage/Office 700SF$350.00$245,000.00 4Warming/Program Space341SF$400.00$136,400.00 5Servery 260SF$450.00$117,000.00 6Covered Entry200SF$150.00$30,000.00 Covered Patio (roof structure only) - no slab 71,650SF$150.00$247,500.00 & retaining wall 8Unisex Toilet Rooms (Exterior)100SF$500.00$50,000.00 Estimate is exclusive of Professional Service Fees, Special Inspections & Testing Estimate is exclusive of SAC fees, Building Permit fees. Estimate is exclusive of Civil and Site Utilities work. Building footprint (excluding covered areas)3,280.00 Building footprint (including covered areas)5,130.00 Subtotal $1,597,100.00 Contingency (included in Overall Project Budget) $0.00 Total Estimated Construction Costs $1,597,100.00 Page 1 of 1 Council Packet Page Number 166 of 185 J2, Attachment 2 {ĻƦƷĻƒĬĻƩ ЊЊͲ ЋЉЊА Wakefield Park Improvements Council Packet Page Number 167 of 185 J2, Attachment 2 2 Wakefield Park Improvements Site InvestigationEngage StakeholdersRefine Park PlanDevelop Schematic Design for Park BuildingPrepare Preliminary Design Report Detailing ProposedImprovements and Costs Project Goals Council Packet Page Number 168 of 185 J2, Attachment 2 end on north shape bad in . Relocation option life its and lighting Wakefield Park Improvements Rink boards Varied tree cover. Not a lot of legacy trees Lake edge lots of volunteer vegetationBuilding has lived Dedicated parking can be inadequate at timesNeed for updating of trailsThe park is well used. Park uses evolvingLack of respite for parents/caregivers at play structures Site Investigation Council Packet Page Number 169 of 185 J2, Attachment 2 4 and Park Users Washington Metro Watershed District - Wakefield Park Improvements Parks and Recreation CommissionCity CouncilOther Boards and CommissionsResidents, Businesses, Ramsey Stakeholders Council Packet Page Number 170 of 185 J2, Attachment 2 5 off at City Council work session on March 27, 2017 - Wakefield Park Improvements Mailed to Maplewood residentsPromoted on City website, City social media sites and in the Parks & Recreation BrochureIncluded in the Maplewood Living (both hard copy and online link) Project kickRamsey Washington Metro Watershed District March 29, 2017CDRB meeting on April 18, 2017Planning Commission meeting on April 18, 2017Parks and Recreation meeting on April 19, 2017ENRC meeting on May 15, 2017SurveyCommunity Open House held at the park on June 28, 2017 Stakeholder Input Council Packet Page Number 171 of 185 J2, Attachment 2 6 Wakefield Park Improvements Stakeholder Input Council Packet Page Number 172 of 185 J2, Attachment 2 7 - identified from survey: Space/Park Building/Playground Equipment Wakefield Park Improvements Trails, Exercise, and ProgrammingEnvironmental (lake quality, tree preservation, etc.)Gathering Building location and orientation was well receivedOpen/unprogrammed spaces was well receivedA group of residents raised concerns about Wakefield Lakewater qualityCity staff continues to work in cooperation with RamseyWashington Metro Watershed District to develop plans toaddress concerns Highest priorities Community Open House June 28, 2017 Stakeholder Input: Feedback Council Packet Page Number 173 of 185 J2, Attachment 2 8 lot purpose - larger parking Removal of ball fieldsRemoval of existing sand volleyball courtsNew Construction of a new 3,280 SF multicommunity buildingNew hockey rinkNew bituminous pathsNew park shelterDrinking fountainMinor area lightingSite restoration Highlights: Wakefield Park Improvements Refined Park Plan Council Packet Page Number 174 of 185 J2, Attachment 2 9 /ƚƓƷĻƒƦƚƩğƩǤ - Servery (not commercial kitchen) Wakefield Park Improvements Recreational ProgrammingGathering Space/Community Room(s)RestroomsWarming HouseKitchen/Small (1,800 SF)Medium (3,400 SF)Large (5,000 SF) oooooooo Programming NeedsArchitectural Design/Green Building CodeSchematic Design Concepts Park Building Design Council Packet Page Number 175 of 185 J2, Attachment 2 10 Wakefield Park Improvements Park Building Location Council Packet Page Number 176 of 185 J2, Attachment 2 11 Wakefield Park Improvements Park Building Design Council Packet Page Number 177 of 185 J2, Attachment 2 218 SF 1,186 SF Sex Restroom 12 - 301 SF Exterior Uni63 SFInterior Restrooms Lobby Main Gathering Area (Seating for 64) Fireplace w/ Video Monitor AboveCovered PatioPatioGarden Wall Wakefield Park Improvements 72 SF 341 SF130 SF260 SF282 SF288 SF Entry Canopy Space Storage Servery Storage Workroom Park Building Design Mech./Elec./Jan. Warming Room /Program Council Packet Page Number 178 of 185 J2, Attachment 2 13 Wakefield Park Improvements Park Building Design Council Packet Page Number 179 of 185 J2, Attachment 2 14 Wakefield Park Improvements Park Building Design Council Packet Page Number 180 of 185 J2, Attachment 2 15 Wakefield Park Improvements Park Building Design Council Packet Page Number 181 of 185 J2, Attachment 2 16 Wakefield Park Improvements Park Building Design Council Packet Page Number 182 of 185 J2, Attachment 2 17 $1,652,000$ 523,000$2,175,000$ 217,000$ 598,000 υЋͲВВЉͲЉЉЉ Wakefield Park Improvements Building and PatioSite ImprovementsEstimated Construction Cost10% Construction Contingency 25% Indirect CostsƚƷğƌ 9ƭƷźƒğƷĻķ tƩƚƆĻĭƷ /ƚƭƷ Estimated Costs for Improvements Council Packet Page Number 183 of 185 J2, Attachment 2 18 2018 2018 September 12, 2017November 10, 2017December 15, 2017February 19, 2018February 20, 2018February 21, 2018February 26, 2018February 27, 2018March March April 21, 2018 November 30, 2018 Wakefield Park Improvements Begin Final Design60% Plans90% Plans100% Plans ENRC100% Plans CDRB/PC 100% Plans PRC 100% Plans City Council Plans available for bidding Open Bids Award Bids Break Ground Construction Complete Schedule Council Packet Page Number 184 of 185 J2, Attachment 2 19 Questions/Discussion Wakefield Park Improvements Council Packet Page Number 185 of 185