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2017-11-27 City Council Meeting Packet
AGENDA MAPLEWOOD CITY COUNCIL 7:00 P.M. Monday,November 27, 2017 City Hall, Council Chambers Meeting No.22-17 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 near the 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 November 13, 2017 City Council Workshop Minutes 2.Approval of the November 13, 2017 City Council Meeting Minutes F.APPOINTMENTS AND PRESENTATIONS 1.Administrative Presentations a.Council Calendar Update 2.Council Presentations 3.Presentation of the Certificate of Achievement for Excellence in Financial Reporting by GFOA State Representative Sue Virnig 4.Approval of Commissioner Appointments 5.Copyright Received for 60 Stories of Maplewood History 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 Conditional Use Permit Resolution, Residential Accessory Building, 1788 Kennard Street 3.Approval of a Conditional Use Permit Review,Used-Car Salesat Maplewood Office Park, 1705 Cope Avenue 4.Approval of a Conditional Use Permit Review, MaplewoodAlzheimer’s Special Care Center, 1700 Beam Avenue 5.Approval of a Conditional Use Permit Review,Maplewood Auto Mall, 2529 White Bear Avenue 6.Approval of a Conditional Use Permit Review, Metro Heating and Cooling, 2303 AtlanticStreet 7.Approval of a Conditional Use Permit Review, Plaza 3000 Shopping Center, 3000 White Bear Avenue 8.Approval of a Massage Center License,TCM Special Treatment Center, 1690 McKnight Road N, Suite E 9.Approval of a Temporary Lawful Gambling –Local Permit,Hill Murray School, 2625 Larpenteur AvenueE 10.City Hall Chiller Replacement, City Project 16-08 a.Approval of Resolution Directing the Modification of Existing Construction Contract, Change Order No. 1 b.Approval of Resolution Directing Final Payment and Acceptance of Project 11.Approval of 2017 Audit Engagement Agreement with Bergan KDV H.PUBLIC HEARINGS 1.EZ Cash Maplewood Currency Exchange License Renewal a.Public Hearing at 7:00 p.m. b.Consider Approval of Currency Exchange License Renewal for EZ Cash Maplewood LLC, 3035 WhiteBear AvenueN I.UNFINISHED BUSINESS None J.NEW BUSINESS 1.2018 BudgetOverview 2.2018Financial Policies Overview 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 simplerules, 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 5:00P.M. Monday, November 13, 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 at5:03 p.m. by Mayor Slawik. B.ROLL CALL Nora Slawik, MayorPresent Marylee Abrams, CouncilmemberPresent Kathleen Juenemann, CouncilmemberPresent Bryan Smith, CouncilmemberPresent Tou Xiong, Councilmember Present C.APPROVAL OF AGENDA CouncilmemberAbrams moved to approve the agenda as submitted. Seconded by CouncilmemberSmithAyes – All The motion passed. D.UNFINISHED BUSINESS None E.NEW BUSINESS 1.Presentation on Cable Franchise Renewal Process City Manager Coleman introduced the staff reportand answered questions of the council. Bob Vose, Lawyer with Kennedy & Graven representing the city addressed the council to present the report on the Cable Franchise Renewal Process with Comcast and answer questions of the council. 2.Police Department Update Public Safety Director Nadeau presentedthe report on the police department update and answered questions of the council. 3.Discuss strategies for labor negotiations, including negotiation strategies regarding the Law Enforcement Labor Services (LELS), Local 153, Police Officers, Collective Bargaining Agreement a.Intent to Close Meeting as Allowed by Minnesota State Statute 13D.03(b) Mayor Slawik moved to closethe workshop meeting Pursuant to Minnesota Statutes Section 13D.03,Subd. (b), and go into closed session to discuss strategies and review November 13, 2017 1 City Council Workshop Minutes Packet Page Number 1 of 293 E1 offer(s) received from Law Enforcement Labor Services (LELS), Local 153, Police Officers; and to provide direction to staff on a negotiation position. Seconded byCouncilmember AbramsAyes – All The motion passed. Attendance during the workshop closed session includedMayor Slawik, Council Members Abrams, Juenemann, Smith and Xiong; and City Manager Coleman and Assistant City Manager/HR Director Funk. The meeting closed at 6:33 p.m. Mayor Slawik opened the Workshop Meeting at 7:00 p.m. Assistant City Manager/HR Director Funk gave a brief summary of the closed session. F.ADJOURNMENT MayorSlawikadjourned the meetingat7:01 p.m. November 13, 2017 2 City Council Workshop Minutes Packet Page Number 2 of 293 E2 MINUTES MAPLEWOOD CITY COUNCIL 7:00 P.M. Monday, November 13, 2017 City Hall, Council Chambers Meeting No. 21-17 A.CALL TO ORDER A meeting of the City Council was held in the City Hall Council Chambers and was called to order at7:01 p.m. by Mayor Slawik. Mayor Slawik reported on the Rice Street/Larpenteur AvenueArea Project. Councilmember Juenemann and DuWayne Konewko gave additional information about the project. B.PLEDGE OF ALLEGIANCE Chelsie Anna Roberts, student at North High School led the council in the pledge of allegiance. C.ROLL CALL Nora Slawik, MayorPresent Marylee Abrams, CouncilmemberPresent Kathleen Juenemann, CouncilmemberPresent Bryan Smith, CouncilmemberPresent Tou Xiong, CouncilmemberPresent D.APPROVAL OF AGENDA The following items were added to the agenda under F2 Council Presentations: Minnesota Public RadioCommunity Sing Roseville Bond Trash Can Placement CouncilmemberJuenemann moved to approve the agenda as amended. Seconded by CouncilmemberXiongAyes – All The motion passed. E.APPROVAL OF MINUTES 1.Approval of the October 23, 2017 City Council Workshop Minutes CouncilmemberAbrams moved to approve the October 23, 2017City Council Workshop Minutesas submitted. Seconded by CouncilmemberJuenemannAyes – All The motion passed. November 13, 20171 City Council Meeting Minutes Packet Page Number 3 of 293 E2 2.Approval of the October 23, 2017 City Council Meeting Minutes CouncilmemberJuenemannmoved to approve the October 23, 2017City Council Meeting Minutesas submitted. Seconded by CouncilmemberAbramsAyes – All The motion passed. F.APPOINTMENTS AND PRESENTATIONS 1.Administrative Presentations a.Council Calendar Update City Manager Coleman gave the update to the council calendarand other council topics of concern or interest. Council agreed by consensus to cancel the December 25, 2017 City Council Meeting. 2.Council Presentations Minnesota Public Radio Community Sing Councilmember Smith reported on Community Sing Events that Minnesota Public Radio has been holding over the past several years and the potential of doing one as part of th the 4of July celebration. Roseville Bond Councilmember Juenemann reported that Roseville Area School District passed the bond referendum with75% approval rating. Trash Can Placement Councilmember Juenemann reminded residents to place trash cans on the curb not in the street; especially this winter as snow plows come through clearing streets. 3.Presentation by Carver School Principal Gena Abrahamson Councilmember Smith introduced Dr. Abrahamson. Gena Abrahamson, Carver School principal gave the presentation on the award Carver Elementary School received from Minnesota Business Partnership. Pam Phillippi, Mary Gamache, Lisa Imsdahl gave additional information on the award. 4.Presentation by Silver Lake Improvement Association Rick Gelbmann, President with Silver Lake Improvement Association, gave a presentation on the issues and treatment of Silver Lake located in North St. Paul, Maplewoodand Oakdale. G.CONSENT AGENDA November 13, 20172 City Council Meeting Minutes Packet Page Number 4 of 293 E2 Councilmember Juenemann requested agenda items G3 and G10 be highlighted. CouncilmemberJuenemann moved to approve agendaitem G1-11. Seconded by CouncilmemberAbrams Ayes – All The motion passed. 1.Approval of Claims CouncilmemberJuenemannmoved toapprove the Approval of Claims. ACCOUNTS PAYABLE: $ 139,144.61 Checks #100519 thru #100549 dated 10/24/17 $ 489,866.99 Disbursements via debits to checking account dated 10/16/17 thru 10/20/17 $ 1,327,210.94 Checks # 100550 thru # 100601 dated 10/31/17 $ 383,839.10 Disbursements via debits to checking account dated 10/23/17 thru 10/27/17 $ 304,727.18 Checks #100602 thru # 100635 dated 11/07/17 $ 295,792.72 Disbursements via debits to checking account dated 10/30/17 thru 11/03/17 $ 2,940,581.54 Total Accounts Payable PAYROLL: $ 527,617.87 Payroll Checks and Direct Deposits dated 10/20/17 $ 1,769.83 Payroll Deduction check # 99102900 thru # 99102903 dated 10/20/17 $ 538,478.53 Payroll Checks and Direct Deposits dated 11/03/17 $ 1,187.68 Payroll Deduction check # 99102922 thru # 99102924dated 11/03/17 $ 1,069,053.91 Total Payroll $ 4,009,635.45 GRAND TOTAL Seconded by CouncilmemberAbramsAyes – All The motion passed. November 13, 20173 City Council Meeting Minutes Packet Page Number 5 of 293 E2 2.Approval to Purchase Additional Trash Carts for the Maplewood Trash Plan CouncilmemberJuenemann moved to approve entering into a Purchase Agreement with Otto Environmental Systems N.A. Inc. for the purchase of 550 additional trash carts in the amount of $24,470.30 to be used in the Maplewood Trash Program. Seconded by Councilmember AbramsAyes – All The motion passed. 3.Approval of a Resolution Authorizing the Submittal of a Clean Energy Resource Team Seed Grant Application Councilmember Juenemann moved to approvetheResolution Authorizing the Submittal of a Clean Energy Resource Team Seed Grant Applicationin the amount of $10,000. Resolution 17-11-1505 Resolution Authorizing the Submittal of a Clean Energy Resource Team Seed Grant Application WHEREAS, in 2016-2017 Maplewood participated in Xcel Energy’s Partners in Energy program. The City adopted the Energize Maplewood!Energy Action Plan which focused on two areas of energy outreach: 1) Direct energy programs and coaching for local businesses; and 2) City-wide education and outreach campaigns to motivate local residents to reduce their energy impacts. WHEREAS, in 2017 the Environmental and Natural Resources Commission reviewed and have recommended energy goals for the City’s comprehensive plan. Energy goals include reducing greenhouse gas emissions to 20 percent of the City’s 2015 baseline levels by 2050 and encouraging and supporting renewable energy. WHEREAS, Re-Energize Maplewood!will include a partnership with Pale Blue Dot LLC, Center for Energy and Environment (CEE), and the Minnesota Chamber of Commerce – Energy Smart Program. WHEREAS, Re-Energize Maplewood! is the first step towards Maplewood’s Comprehensive Plan renewable energy goals and builds on the City’s Energize Maplewood!energy action plan. WHEREAS, Maplewood has submitted a Clean Energy Resource Team Seed grant application to help fund the Re-Energize Maplewood!program. BE IT RESOLVED THAT the City of Maplewood hereby agrees to the submittal of a grant with the Clean Energy Resource Teams for up to $10,000 in seed grant funds. Funds will be used to pay the consulting firm Pale Blue DOT for research and design on the feasibility of solar for low income homes, commercial, and two manufactured home communities. Seconded by Councilmember AbramsAyes – All The motion passed. November 13, 20174 City Council Meeting Minutes Packet Page Number 6 of 293 E2 4.Approval Authorizing Purchase of Building Construction Services for Improvements to Police Exercise Area Councilmember Juenemann moved to approve the City Manager to enter into a contract for the purchase of building construction services for improvements to the police exercise area with RJ Marco Construction, Inc. in the amount of $27,621.00; and authorize the Finance Director to make the necessary budget adjustments for the improvements to the police exercise area. Seconded by CouncilmemberAbramsAyes – All The motion passed. 5.Approval of Resolution to Certify Special Assessments for Unpaid Accounts CouncilmemberJuenemann moved to approve the resolution certifying delinquent accounts to Ramsey County for collection on property taxes; special assessment charges for accounts in which payments are received between the date of the resolution and the date of certification will be removed from the certification. Resolution 17-11-1506 RESOLVED, that the City Clerk is hereby authorized and directed to certify to the Auditor of RamseyCounty the following delinquent accounts, totaling $50,990.25, for collection with the customers property taxes payable in 2018, including interest at the rate of ten percent (10%) on the total amount for one year. Delinquent ambulance bills $2,728.34 Delinquent trash collection bills $42,702.09 Delinquent miscellaneous bills $5,559.82 Seconded by Councilmember AbramsAyes – All The motion passed. 6.Approval of Public Health and Environmental Health Mutual Aid Agreement Councilmember Juenemann moved to approve to enter into the Public Health and Environmental Health Mutual Aid Agreement. Seconded by Councilmember AbramsAyes – All The motion passed. 7.Approval to Amend Adoption Agreements and Plan Documents for MidAmerica Administrative & Retirement Solutions Health Reimbursement Arrangements (HRA) for Active/Former Employees and Retirees Councilmember Juenemann moved to approve the amended adoption agreements and plan documents for MidAmerica Administrative & Retirement Solutions Health Reimbursement Arrangements for 1) active/former employees; and 2) retirees. November 13, 20175 City Council Meeting Minutes Packet Page Number 7 of 293 E2 Seconded by Councilmember AbramsAyes – All The motion passed. 8.Approval to Enter into Contract for Purchase of Gas and Diesel Fuel with the State of Minnesota Fixed Price Fuel Programfor 2018 Councilmember Juenemann moved to approve theCity Manager enter into a contract for the purchase of gasoline and diesel fuel through the State of Minnesota Fixed Price Fuel stst Program for the period February 1, 2018 through January 31, 2019. Seconded by Councilmember AbramsAyes – All The motion passed. 9.Approval of Purchase of Single Axle Plow Truck, Public Works Department CouncilmemberJuenemann moved to approve the purchase of the single axle plow truck and direct the Mayor and City Manager to enter into a contract with Nuss Truck & Equipment for the purchase under MN State Contract #124649 in an amount of $109,365.00 and a contract with Towmaster Truck Equipment under MN State Contract #126502 in an amount of $113,206.00. Seconded by Councilmember AbramsAyes – All The motion passed. 10.Approval of Resolution Adopting 2018 Assessment Rates, Public Works Permit Fees and Park Availability Charges CouncilmemberJuenemann moved to approve theResolution for Adoption of the 2018 Assessment Rates, Public Works Permit Fees, and Park Availability Charges. Resolution 17-11-1507 Adoption of the 2018 Assessment Rates, Public Works Permit Fees,and Park Availability Charges WHEREAS, the City of Maplewood has established assessment rates, permit fees, and park availability charges, and WHEREAS, city staff has reviewed the assessment rates, permit fees, and park availability charges. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF MAPLEWOOD, MINNESOTA, that: 1.The proposed maximum assessment and improvement rates hereby attached shall become effective beginning January 1,2018. Furthermore the special assessment rates shall be officially established through a benefit appraisal analysis. November 13, 20176 City Council Meeting Minutes Packet Page Number 8 of 293 E2 2.The public works fees are approved for all related permit applications received on or after January 1, 2018. 3.The park availability charge shall be effective beginning January 1, 2018. 4.The rates attached will be reviewed by staff on an annual basis with recommendations for revision brought to the City Council for consideration. Seconded by Councilmember AbramsAyes – All The motion passed. 11.Approval of Purchase of Asphalt Hot Box, Public Works Department Councilmember Juenemann moved to approve the purchase of the asphalt hot box and direct the Mayor and City Manager to enter into a contract with Stepp Manufacturing Co., Inc. for this purchase under MN State Contract #116255 in an amount of $39,603.00. Seconded by Councilmember AbramsAyes – All The motion passed. H.PUBLIC HEARINGS 1.Ecumen Expenditure of Bond Financed Project Sale Proceeds a.Public Hearing 7:00 p.m. b.Consider Resolution Consenting to and Approving the Expenditure of Sale Proceeds for Projects in Maplewood City Manager Coleman gave the staff report. Mayor Slawik opened the public hearing. The following people spoke: Craig Barness, Ecumen Regional Director Mayor Slawik closed the public hearing. Councilmember Juenemann moved to approve the resolution consenting to and approving the expenditure of sale proceeds for projects in Maplewood. Resolution 17-11-1508 Consenting to and Approving the Expenditure of Sale Proceeds for Projects in Maplewood WHEREAS, CDL Homes, LLC, a Minnesota limited liability company whose sole member is Ecumen, a Minnesota nonprofit corporation and an organization described in Section 501(c)(3) of the Internal Revenue Code of 1986, as amended (the “Code”), plans to sell portions of its skilled nursing and assisted living campus in Chisago City, Minnesota, that has been financed in part by tax-exempt bonds. Proceeds of the sale in the amount of approximately $750,000 (the “Sale Proceeds”) are planned to be expended to make capital improvements to the Projects defined below, principally consisting of the enhancement of interior and exterior features of the Projects and November 13, 20177 City Council Meeting Minutes Packet Page Number 9 of 293 E2 replacing critical infrastructure; and WHEREAS, the projects are the approximately 98-unit housing with services facility located at 1200 Lakewood Drive N. in the City of Maplewood (the “City”) known as Ecumen Lakeview Commons, and the approximately 151-unit housing with services facility located at 1670 Legacy Parkway E. in the City known as Ecumen Seasons at Maplewood (collectively, the “Projects”). Ecumen Lakeview Commons is owned by Lakeview Commons Senior Living, LLC, a Minnesota limited liability company whose sole member is Ecumen, and Ecumen Seasons at Maplewood is owned by Regent at Maplewood, LLC, a Minnesota limited liability company whose sole member is Ecumen; and WHEREAS, because the Sale Proceeds are being expended in the City with respect to the Projects, it is necessary under federal tax law rules for the City to hold a public hearing and approve such expenditure; and WHEREAS, a notice of public hearing was published at least fourteen (14) days before the regularly scheduled meeting of the Maplewood City Council in a newspaper circulating generally in the City, with respect to the required public hearing under Section 147(f) of the Code; and WHEREAS, on the date hereof, the City Council conducted a duly noticed public hearing on the expenditure of the Sale Proceeds for the Projects; and NOW, THEREFORE, BE IT RESOLVED by the City Council of theCity of Maplewood: That the City Council hereby consents to the expenditure of the Sale Proceeds with respect to the Projects as described above. That Ecumen will pay and upon demand, reimburse the City for payment of, any and all costs incurred by the City in connection with this resolution. That this resolution shall take effect and be in force from and after its approval. Seconded by Councilmember AbramsAyes – All The motion passed. I.UNFINISHED BUSINESS None J.NEW BUSINESS 1.Consider Approval of Resolution Defining Precinct Boundaries and Polling Locations City Manager Coleman introduced the staff report. Deputy Clerk Schmidt gave the staff report and answered questions of the council. November 13, 20178 City Council Meeting Minutes Packet Page Number 10 of 293 E2 CouncilmemberAbrams moved to approvethe Resolution Changing Precinct Boundaries and Designating Polling Places for the 2018 State Primary and State General Elections. Resolution 17-11-1509 City of Maplewood Ramsey County, Minnesota Resolution Changing Precinct Boundaries and Designating Polling Places For the 2018 State Primary and State General Elections WHEREAS, Minnesota Statutes 204B.16, subd 1 requires the City Council, by ordinance or resolution, to designate polling places for the upcoming year; and WHEREAS, changes to the polling places locations may be made at least 90 days before the next election if one or more of the authorized polling places becomes unavailable for use; and WHEREAS, changes to the polling place locations may be made in the case of an emergency when it is necessary to ensure a safe and secure location for voting; and WHEREAS, Minnesota Statutes 204B.14, subd 4 authorizes the City Council to change precinct boundaries no later than December 1 in the year prior to the year of the state general election; and WHEREAS, the city clerk has determined that the total number of precincts in the city should be reduced to improve the efficiency and effectiveness of election administration; and WHEREAS, the state primary is August 14, 2018 and the state general election is November 6, 2018. NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Maplewood hereby designates the following polling places for elections conducted in the city in 2018: Precinct 1St. Paul Hmong Alliance Church 1770 McMenemy Street Precinct 2Edgerton Elementary School 1929 Edgerton Street Precinct 3Gladstone Fire Station 1955 Clarence Street Precinct 4Gladstone Community Center 1945 Manton Street Precinct 5Maplewood Community Center/YMCA 2100 White Bear Avenue N. Precinct 6Redeeming Love Church 2425 White Bear Avenue N. Precinct 7First Evangelical Free Church 2696 Hazelwood Street Precinct 8Ramsey County Library 3025 Southlawn Drive November 13, 20179 City Council Meeting Minutes Packet Page Number 11 of 293 E2 Precinct 9Maplewood Middle School 2410 Holloway Avenue E. Precinct 10Beaver Lake Education Center 1060 Sterling Street N. Precinct 11Gethsemane Lutheran Church 2140 Stillwater Road E. Precinct 12Carver Elementary School 2680 Upper Afton Road E. Precinct 13Lutheran Church of Peace 47 Century Avenue S. AND BE IT FURTHER RESOLVED, that the city clerk is hereby authorized to designate a replacement meeting the requirements of the Minnesota Election Law for any polling place designated in this Resolution that becomes unavailable for use by the City; AND BE IT FURTHER RESOLVED, that the city clerk is hereby authorized to designate an emergency replacement polling place meeting the requirements of the Minnesota Election Law for any polling place designated in this Resolution when necessary to ensure a safe and secure location for voting; AND BE IT FURTHER RESOLVED, that the territory comprising precincts 1, 2 and 3 be consolidated into two precincts having the following boundaries: Precinct 1Rice Street to the West; County Road B to the North; McMenemy Street to the East; RoselawnAvenue to the North; Maplewood Drive East; Larpenteur Ave to the South Precinct 2McMenemy Street to the West; Highway 36 to the North; Maplewood Drive to the East; Roselawn Avenue to the South AND BE IT FURTHER RESOLVED, that the territory comprising precincts 4, 5, and 9 be consolidated into two precincts having the following boundaries: Precinct 3Maplewood Drive to the West; County Road B to the North; Hazelwood Street to the East; Gateway Trail to the South; Barclay Street to the East; Frost Avenue to the South; Birmingham Street to the East; Larpenteur Avenue to the South Precinct 5Maplewood Drive to the West; Highway 36 to the North; Ariel Street to the East; Gateway Trail to the South; Hazelwood Street to the West; County Road B to the South ANDBE IT FURTHER RESOLVED, that the city clerk is directed to change the precinct numbers so that the precincts are numbered consecutively from 1 to 13; AND BE IT FURTHER RESOLVED, that the city clerk is directed to send a copy of this resolution and any subsequent polling place designations to the Ramsey County Elections Office; November 13, 201710 City Council Meeting Minutes Packet Page Number 12 of 293 E2 AND BE IT FURTHER RESOLVED, that the city clerk is directed to send a copy of the new precinct boundary map to the Ramsey County Elections Office and to the secretary of state; AND BE IT FURTHER RESOLVED, that the city clerk is directed to post a notice of the precinct boundary changes in the clerk’s office. Seconded by CouncilmemberSmithAyes – All The motion passed. 2.Consider Modification to the City of Maplewood’s StrategicPlan Initiatives Assistant City Manager Funk introduced the staff report. Administrative Services & Performance Measurement Coordinator Knutson gave the staff report. Assistant City Manager Funk concluded the presentation with the timeline. Council agreed by consensus to split Communications and Community Inclusiveness into two separate strategic initiatives. 3.Consider Approval of a Building Expansion for HaF Equipment, 1255 Cope Avenue East a.Conditional Use Permit Resolution b.Design Review Economic Development Coordinator Martin gave the staff report. Matt Hoefler with HaF Architectsaddressed the council to give additional information on the building expansion. Councilmember Smith moved to approve the conditional use permit resolution. This conditional use permit allows a 2,500 square foot building expansion within the M-1 (light manufacturing) zoning district that is within 350 feet of a residential zoning district for the property located at 1255 Cope Avenue East. This approval shall be subject to the following conditions: 1.All construction shall follow the project plans as approved by the city. The director of environmental and economic development may approve minor changes. 2.The proposed construction must be substantially started within one year of council approval or the permit shall end. The council may extend this deadline for one year. 3.The city council shall review this permit in one year. Resolution 17-11-1510 Conditional Use Permit WHEREAS, HaFEquipment has applied for a conditional use permit to expand the existing building at 1255 Cope Avenue East. WHEREAS, conditional use permits are required for commercial buildings in the light manufacturing (M1) zoning district that are within 350 feet of properties that have been guided and zoned as residential. November 13, 201711 City Council Meeting Minutes Packet Page Number 13 of 293 E2 WHEREAS, this permit applies to the 1.43 acre site at 1255 Cope Avenue East. The legal description and property identification number are: Subject To Road & Except South 200 Feet; The East 260 Feet Of Block 14 Also; Except West 400 Feet & Except East 30 Feet; Part Lying Southerly Of Highway 36 Of Block 17 09-29-22-41-0008 WHEREAS, the history of this conditional use permit is as follows: 1.On October 17, 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 approvethe conditional use permit 2.On November 13, 2017, the city council discussed the conditional use permit. They considered reports and recommendations from the planning commission and city staff. NOW, THEREFORE, BE ITRESOLVED that the city council appovedthe above- described conditional use permit because: 1.The use would be located, designed, maintained, constructed and operated to be in conformity with the City’s Comprehensive Plan and Code of Ordinances. 2.The use would not change the existing or planned character of the surrounding area. 3.The use would not depreciate property values. 4.The use would not involve any activity, process, materials, equipment or methods of operation that would be dangerous, hazardous, detrimental, disturbing or cause a nuisance to any person or property, because of excessive noise, glare, smoke, dust, odor, fumes, water or air pollution, drainage, water run-off, vibration, general unsightliness, electrical interference or other nuisances. 5.The use would not exceed the design standards of any affected street. 6.The use would be served by adequate public facilities and services, including streets, police and fire protection, drainage structures, water and sewer systems, schools and parks. 7.The use would not create excessive additional costs for public facilities or services. 8.The use would maximize the preservation of and incorporate the site’s natural and scenic features into the development design. November 13, 201712 City Council Meeting Minutes Packet Page Number 14 of 293 E2 9.The use would cause minimal adverse environmental effects. Approval is subject to the following conditions: 4.All construction shall follow the project plans as approved by the city. The director of environmental and economic development may approve minor changes. 5.The proposed construction must be substantially started within one year of council approval or the permit shall end. The council may extend this deadline for one year. 6.The city council shall reviewthis permit in one year. Seconded by Councilmember Ayes – Mayor Slawik, Council Members Juenemann and Smith Unavailable for the vote – Council Members Abrams and Xiong The motion passed Councilmember Smith moved to approvethe plans date-stamped September 25, 2017, for HaF Equipment’s proposed building expansion. Approval is subject to the developer complying with the following conditions: 1.This approval is good for two years. After two years, the design-reviewprocess shall be repeated if the developer has not begun construction. 2.All requirements of the firemarshal and building official must be met. 3.The applicants shall comply with all requirements of the MaplewoodEngineering Report from Jon Jarosch dated October 3, 2017. 4.All work shall follow the approved plans. The director of environmental andeconomic development may approve minor changes. 5.Windows to match existing building windows for color and the parapet top to match the existing building to tie units together. Seconded by Councilmember JuenemannAyes – All The motion passed. 4.Consider Approval of Kline Nissan Car Wash Addition, 3090 Maplewood Drive North a.Conditional Use Permit Resolution b.Design Review Economic Development Coordinator Martin gave the staff report. Jeremy Thomas with RJ Ryan gave additional information about the project. November 13, 201713 City Council Meeting Minutes Packet Page Number 15 of 293 E2 Councilmember Smith moved to approvethe conditional use permit resolution for a car wash and two detail bays at 3090 Maplewood Drive. Approval is subject to the following conditions; 1.All construction shall follow the site plan approved by the city. The director of community development may approve minor changes. 2.The proposed construction must be substantially started within one year of council approval or the permit shall become null and void. The council may extend this deadline for one year. 3.The applicant shall not load or unload vehicles on public right-of-way. 4.Cars can only be parked on designated paved surfaces. 5.All repair, assembly, disassembly and maintenance shall occur within an enclosed building, except minor maintenance. Minor maintenance shall include work such as tire replacement or inflation, adding oil or wiper fluid replacement. 6.Water from car wash shall not drain onto a public street or access. A drainage system shall be installed, subject to the approval of the city engineer. 7.All trash, waste materials and obsolete parts shall be stored within an enclosed trash container. 8.The City Council shall review this permit in one year. Resolution 17-11-1511 Conditional Use Permit WHEREAS, Kline Auto World applied for a conditional use permit to construct and operate a car wash and two detail bays on a property zoned M-1 (light manufacturing). WHEREAS, this permit applies to a 4.69-acre site located at 3090 Maplewood Drive North, Maplewood, MN. The property identification number is 03- 29-22-33-0022. The legal description is: Tract “A”, Registered Land Survey No. 15, on file in the office of the Registrar of Titles within and for said County, except that part lying easterly of a line beginning at a point on the north line of said Tract 1494.91 feet west of the northeast corner of said Tract; thence southeasterly at an angle of 56 degrees, 43 minutes with said north line 445.39 feet; thence at an angle of 79 degrees 39 minutes to the right 188.7 feet to a point on the south line of said Tract1303.88 feet west from the southeast corner of said Tract, Ramsey County, Minnesota. Torrens Certificate Number:171003. WHEREAS, Section 44-637 of the City’s ordinances (District Regulations) requires a conditional use permit to construct and operate acar wash in the M-1 zone (light manufacturing) WHEREAS, the applicant is proposing to extend the ground floor living area to November 13, 201714 City Council Meeting Minutes Packet Page Number 16 of 293 E2 the west side of the house, six (6) feet from the property line, requiring a 4-foot side yard setback variance WHEREAS, the history of this conditional use permit is as follows: 1.On October 17, 2017, the Planning Commission held a public hearing to review this proposal. City staff published a notice in the paper and sent notices to the surrounding property owners as required by law. The Planning Commission gave everyone at the hearing a chance to speak and present written statements. The Planning Commission also considered the report and recommendation of the city staff. The Planning Commissionrecommendedapproval of the side yard setback variance to the City Council. 2.The City Council held a public meeting on November 17, 2017, to review this proposal. The City Council considered the report and recommendations of the city staff and the Planning Commission. NOW, THEREFORE, BE IT RESOLVED that theCityCouncilapproved the above- described conditional use based on the followingreasons: 1.The use will be located, designed, maintained, constructed and operated to be in conformity with the City’s Comprehensive Plan and ZoningCode. 2.The use would not change the existing or planned character of the surroundingarea. 3.The use would not depreciate propertyvalues 4.The use would not involve any activity, process, materials, equipment or methods or 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 quality pollution, drainage, water run-off, vibration,generalunsightliness, electrical interference orother nuisances. 5.The use would generate only minimal vehicular traffic on local streets and wouldnot create traffic congestion or unsafe access on existing or proposed streets. 6.The use would be served by adequate public facilities and services, including streets, police and fire protection, drainage structures, water and sewer systems, schools and parks. 7.The use would not create excessive additional costs for public facilities or services. 8.The use would maximize the preservation of and incorporate the site’s naturaland scenic features into the developmentdesign. 9.The use would cause minimal adverse environmentaleffects. Approval of the conditional use permit is subject to the following conditions: November 13, 201715 City Council Meeting Minutes Packet Page Number 17 of 293 E2 1.All construction shall follow the site planapproved by the city. The director of community development may approve minorchanges. 2.The proposed construction must be substantially started within one year of council approval or the permit shall become null and void. The council may extend this deadline for oneyear. 3.The applicant shall not load or unload vehicles on publicright-of-way. 4.Cars can only be parked on designated pavedsurfaces. 5.The City Council shall review this permit in oneyear. 6.All repair, assembly, disassembly and maintenance shall occur within an enclosed building, except minor maintenance. Minor maintenance shall include work such as tire replacementorinflation,addingoilorwiperfluidreplacement. 7.Water from car wash shall not drain onto a public street or access. A drainage system shallbeinstalled,subjecttotheapprovalofthecityengineer. 8.All trash, waste materials and obsolete parts shall be stored within an enclosed trash container. 9.The City Council shall review this permit in oneyear. Seconded by Councilmember XiongAyes – All The motion passed. Councilmember Smithmoved to approve the design plans date stamped September 18, 2017, for the construction of a car wash and two detail bays located at 3090 Maplewood Drive North. Approval is subject to the following conditions: 1.All construction shall follow the site plan that the City stamped September 18, 2017. The director of community development may approve minor changes 2.Repeat this review in two years if the city has not issued a building permit for this project. 3.Satisfy the requirements set forth in the staff report authored by staff engineer Jon Jarosch, dated October 3, 2017. 4.Satisfy the requirements set forth in the staff report authored by building official Jason Brash. 5.Elevation roof-top equipment submission to city staff for review and approval and if necessary inclusion roof-top screening. Seconded by Councilmember XiongAyes – All The motion passed. November 13, 201716 City Council Meeting Minutes Packet Page Number 18 of 293 E2 5.Consider Denial of a Sign Variance, AT&T, 3070 White Bear Avenue North a.Sign Variance Denial Resolution Economic Development Coordinator Martin gave the staff reportand answered questions of the council.Valerie Bruggeman, Director of External Legislative Affairs with AT&T addressed the council to give additional information about the sign variance request. Councilmember Juenemann moved to approve the resolution denying a sign variance request to allow two additional wall signs for the building located at 3070 White Bear Avenue North based on the following reasons: 1.Strict enforcement ofthe ordinance does not cause the applicant practical difficulties because complying with sign requirements allows the retail tenant sufficient building identification and it will not be difficult for customers to find the location. 2.If this request were to be approved, the sign variance will result in excessive signage for this site as all three wall signs would be visible from the White Bear Avenue roadway. 3.If this request were to be approved, the spirit and intent of the ordinance would not be met. Resolution 17-11-1512 Denial of a Sign Variance Request WHEREAS, Tim Kramer of Priority Sign, on behalf of AT&T, requested city approval of a sign variance allowing two additional wall signs than what city code allows for the building at 3070 White Bear Avenue North. WHEREAS, Section 44-13 of the city code grants the city discretion in reviewing variances. WHEREAS, when property owners are seeking more signs than what the city code allows for commercial buildings in the business commercial zoningdistrict variances are required. WHEREAS, this resolution applies to the 0.56 acre site at 3070 White Bear Avenue North. The legal description and property identification number are: That part of the following described parcel lying westerly of the easterly 114.15 feet thereof: That part of the North 10 Acres of the East 20 Acres of the North Half of the Northwest quarter of Section 2, Township 29, Range 22, Ramsey County, Minnesota, described as follows: Commencing at the intersection of the east line: of said North 10 Acres of the East 20 Acres and the north line of the south 100 feet of said North 10 Acres of the East 20 Acres; thence westerly along said north line of the south 100 feet, a distance of 221.00 feet to the actual point of beginning of the parcel being described; thence northerly, at a right angle, 155.94 November 13, 201717 City Council Meeting Minutes Packet Page Number 19 of 293 E2 feet to a point on a line parallel with and distance 493.50 feet south of the north line of the Northwest Quarter of said Section 2; thence westerly along said parallel line to the easterly right of way line of White Bear Avenue as established in Documents No. 1748789 and 1756314 on file in the office of the County Recorder in and for said Ramsey County; thence southerly along said easterly right of way line to its intersection with said north line of the south 100 feet of said North 10 Acres of the East 20 Acres; thence easterly along said north line to the point of beginning. Reserving and subject to an easement for ingress and egress over, under, and across, the southerly 24 feet ofthe northerly 49 feet of that part of the above described parcel lying westerly of the easterly 114.15 feet thereof. Together with an easement for ingress and egress over, under and across, the southerly 24 feet of the northerly 49 feet of the easterly 114.15 feet of the above described parcel. And together with an easement for ingress and egress over, under, and across, the north 24 feet of the southerly 230.94 feet of the westerly 15 feet and the easterly 24 feet of the westerly 39 feet of the northerly 130.94 feet of the southerly 230.94 feet of that part of said North 10 Acres of the East 20 Acres lying easterly of and adjacent to the easterly line of the above described parcel. 02-29-22-21-0019 WHEREAS, the history of this conditional use permit is as follows: 1.On October 17, 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 denythe sign variance request. 2.On November 13, 2017, the city council discussed the sign variance request. They considered reports and recommendations from the planning commission and city staff. NOW, THEREFORE, BE IT RESOLVED that the city council deny the above- described sign variance request because: 1.Strict enforcement of the ordinance does not cause the applicant practical difficulties because complying with sign requirements allows the retail tenant sufficient building identification and it will not be difficult for customers to find the location. 2. If this request were to be approved, the sign variance will result in excessive signage for this site as all three wall signs would be visible fromthe White Bear Avenue roadway. 3.If this request were to be approved, the spirit and intent of the ordinance would not be met. November 13, 201718 City Council Meeting Minutes Packet Page Number 20 of 293 E2 Seconded by Councilmember XiongAyes – All The motion passed. 6.Consider Resolution Authorizing the Issuance, Sale, and Delivery of Multifamily Housing Revenue Obligations – Maple Pond MDG, LP Finance Director Paulseth gave the staff report. Councilmember Juenemann moved to approve to theResolution Authorizing the Issuance, Sale, and Delivery of Multifamily Housing Revenue Obligations to Finance an Existing Multifamily Housing Development Located in the City Pursuant to Minnesota Statutes, Chapter 462C, as Amended; Authorizing the Loan of the Proceeds of the Obligations to Maple Pond MDG Limited Partnership; and Approving the Forms of and Authorizing the Execution and Delivery of the Obligations and Related Documents. CITY OF MAPLEWOOD, MINNESOTA RESOLUTION 17-11-1513 AUTHORIZING THE ISSUANCE, SALE, AND DELIVERY OF MULTIFAMILY HOUSING REVENUE OBLIGATIONS TO FINANCE AN EXISTING MULTIFAMILY HOUSING DEVELOPMENT LOCATED IN THE CITY PURSUANTTO MINNESOTA STATUTES, CHAPTER 462C, AS AMENDED; AUTHORIZING THE LOAN OF THE PROCEEDS OF THE OBLIGATIONS TO MAPLE POND MDG LIMITED PARTNERSHIP; AND APPROVING THE FORMS OF AND AUTHORIZING THE EXECUTION AND DELIVERY OF THE OBLIGATIONS AND RELATED DOCUMENTS BE IT RESOLVED by the City Council (the “Council”) of the City of Maplewood, Minnesota (the “City”), as follows: Section 1.Recitals. 1.1.The City is a statutory city duly organized and existing under the Constitution and laws of the State of Minnesota. 1.2.Pursuant to Minnesota Statutes, Chapter 462C, as amended (the “Housing Act”), the City is authorized to carry out the public purposes described in the Housing Act by issuing revenue bonds or other obligations to finance or refinance multifamily housing developments, and as a condition to the issuance of such revenue bonds, adopt a housing program providing the information required by Section 462C.03, subdivision 1a of the Housing Act. 1.3.In the issuance of the City’s revenue bonds and in the making of a loan to finance a multifamily housing development the City may exercise, within the corporate limits of the City, any of the powers that the Minnesota Housing Finance Agency may exercise under Minnesota Statutes, Chapter 462A, as amended, without limitation under the provisions of Minnesota Statutes, Chapter 475, as amended. 1.4.On July 10, 2017, following a duly noticed public hearing, the Council adopted Resolution No. 17-07-1475 (the “Preliminary Resolution”) under the terms of which the City: (i)granted preliminary approval to the issuance of one or more series of November 13, 201719 City Council Meeting Minutes Packet Page Number 21 of 293 E2 multifamily housing revenue bonds (the “Bonds”), in an aggregate principal amount not to exceed $15,000,000, pursuant to the Housing Act for the benefit of Maple Pond MDG Limited Partnership, a Minnesota limited partnership (the “Borrower”) to finance all or a portion of the costs of the Project (as hereinafter defined); (ii) ratified, confirmed, and approved the preparation of a housing program providing the information required by Section 462C.03, subdivision 1a of the Housing Act (the “Housing Program”) and submission of the Housing Program to the Metropolitan Council for its review and comment, and adopted, ratified, and approved the Housing Program in all respects without amendment; (iii) authorized the submission of an application to the State of Minnesota Department of Management & Budget (“MMB”) for an allocation of bonding authority pursuant to Section 146 of the Internal Revenue Code of 1986, as amended (the “Code”), and Minnesota Statues, Chapter474A, as amended (the “Allocation Act”); and(iv) stated the official intent of the City to reimburse the Borrower for expenditures made for costs of the Project from proceeds of tax-exempt bonds or other obligations under Treasury Regulations, Section 1.150-2. 1.5.The Preliminary Resolution constitutes a reimbursement resolution and an official intent of the City to reimburse expenditures with respect to the Project from the proceeds of tax-exempt revenue bonds in accordance with the provisions of Treasury Regulations, Section 1.150-2. 1.6.The PreliminaryResolution authorized the issuance of the Bonds for the purposes of (i) financing the acquisition and rehabilitation of 168 units of multifamily rental apartments, and facilities functionally related and subordinate thereto, commonly known as Maple Pond Apartments, located at 1854 Beebe Road in the City (the “Project”); (ii) funding of one or more reserve funds to secure the timely payment of the Bonds; (iii) payment of interest on the Bonds during the rehabilitation of the Project; and (iv) payment of thecosts of issuing the Bonds. 1.7.In accordance with the authority granted under the Preliminary Resolution, the Mayor of the City and the City Manager (together, and with other officials of the City who execute and deliver the Bonds and related documents, the“City Officials”), and Kennedy & Graven, Chartered, bond counsel to the City (“Bond Counsel”), in cooperation with the Borrower, submitted an application for an allocation of bonding authority to MMB pursuant to Section 146 of the Code and the requirements of the Allocation Act. The City received Certificate of Allocation No. 311, dated August 7, 2017, from MMB allocating bonding authority of the State of Minnesota to the City in the amount of $11,200,000, pursuant to the Allocation Act. In accordance with the Allocation Act, the Bonds must be issued within one hundred twenty (120) days from the date of the allocation (the “Allocation Expiration Date”). 1.8.The Borrower is seeking to extend certain existing deferred loans from Minnesota Housing Finance Agency (“MHFA”) and to extend the Housing Assistance Payments Contracts (the “HAP Contracts”) with respect to the Project. The Borrower has entered into negotiations with MHFA and the United States Department of Housing and Urban Development (“HUD”), as appropriate, for extension of the MHFA deferred loans and the HAP Contracts. The Borrower is also preparing underwriting materials and information for submission to HUD in connection with a first mortgage loan financing for the Project. The approvals for extension of the deferred MHFA loans and the HAP Contracts and submission of underwriting materials to HUD are necessary to issue the Bonds. These actions will not be complete prior to the Allocation Expiration Date. November 13, 201720 City Council Meeting Minutes Packet Page Number 22 of 293 E2 1.9.In order to provide interim financing for the Project, the Borrower has requested that the City issue its Multifamily Housing Revenue Note (Maple Pond Apartments Project), Series 2017 (the “Note”), as multiple obligations or in one or more series, in the maximum principal amount of $11,200,000. The Borrower has further proposed that Bridgewater Bank, or another commercial lender selected by the Borrower (the “Purchaser”), purchase the Note. 1.10.The Note is expected to be issued on a temporary, short-term basis. The Bonds are proposed to be issued as permanent financing for the Project within \[one year\] of the issuance of the Note, at which time proceeds of the Bonds will refund the Note and finance the remaining costs of the Project. 1.11.With respect to the Note, there have been presented before the Council (i)a form of Loan Agreement (the “Loan Agreement”) proposed to be entered into between the City and the Borrower, pursuant to which the City will loan the proceeds of the Note to the Borrower; (ii) a form of Assignment of Loan Agreement (the “Assignment”) proposed to be entered into between the City and the Purchaser, pursuant to which the City will assign the repayments to be made under the Loan Agreement to the Purchaser; (iii) a form of the Note; and (iv) a form of Regulatory Agreement (the “Regulatory Agreement”) proposed to be entered into between the City, the Borrower, and the Purchaser, pursuant to which certain rental and occupancy restrictions will be imposed on the Project. The Loan Agreement, the Assignment, and the Regulatory Agreement are hereinafter collectively referred to as the “Note Financing Documents.” Section 2.Legal Authorization and Findings – the Note. 2.1.The City acknowledges, finds, determines, and declares that the issuance of the Note is authorized by the Housing Act and is consistent with the purposes of the Housing Act and that the issuance of the Note,and the other actions of the City under the Loan Agreement, the Assignment, and this resolution constitute a public purpose and are in the interests of the City. In authorizing the issuance of the Note for the financing of the Project and the related costs, the City’s purpose is and the effect thereof will be to promote the public welfare of the City and its residents by providing multifamily housing developments for low or moderate income residents of the City and otherwise furthering the purposes and policies of the Housing Act. 2.2.For the purposes set forth above, there is hereby authorized the issuance, sale, and delivery of the Note, as multiple obligations or in one or more series, in the maximum principal amount of $11,200,000. The Note shall bear interest at the rate or rates, shall be designated, shall be numbered, shall be dated, shall mature, shall be in the aggregate principal amount, shall be subject to redemption prior to maturity, shall be in such form, and shall have such other terms, details, and provisions as are prescribed in the Note, substantially in the form now on file with the City, with the amendments referenced herein. The City hereby authorizesall or a portion of the Note to be issued as “tax-exempt bonds,” the interest on which is not includable in gross income for federal and State of Minnesota income tax purposes. 2.3.The Note and the interest on the Note (i)shall be payable solely from the revenues pledged therefor under the Loan Agreement and additional sources of revenue provided by or on behalf of the Borrower; (ii)shall not constitute a debt of the City within the meaning of any constitutional or statutory limitation; (iii)shall not constitute nor give November 13, 201721 City Council Meeting Minutes Packet Page Number 23 of 293 E2 rise to a pecuniary liability of the City or a charge against its general credit or taxing powers; (iv)shall not constitute a charge, lien, or encumbrance, legal or equitable, upon any property of the City other than the City’s interest inthe Loan Agreement; and (v) shall not constitute a general or moral obligation of the City. 2.4.The loan repayments to be made by the Borrower under the Loan Agreement will be fixed so as to produce revenue sufficient to pay the principal of, premium, if any, and interest on the Note when due. Such loan repayments will be assigned to the Purchaser under the terms of the Assignment. 2.5.All of the provisions of the Note, when executed as authorized herein, shall be deemed to be a part of this resolution as fully and to the same extent as if incorporated verbatim herein and shall be in full force and effect from the date of execution and delivery thereof. The Note shall be substantially in the form now on file with the City, which form is hereby approved, with such necessary and appropriate variations, omissions, and insertions (including changes to the aggregate principal amount of the Note, the stated maturity of the Note, the interest rate or rates on the Note and the terms of redemption of the Note) as the City Officials, in their discretion, shall determine. The execution of the Note with the manual or facsimile signatures of the Mayor and the City Manager and the delivery of the Note by the City shall be conclusive evidence of such determination. 2.6.The Noteshall be a special, limited revenue obligation of the City payable solely from the revenues provided by the Borrower pursuant to the Loan Agreement and other funds pledged to the payment of the Note. The Note shall not be payable from, nor charged upon any funds other than the revenue pledged to their payment, nor shall the City be subject to any liability thereon, except as otherwise provided in this paragraph. No owner of the Note shall ever have the right to compel any exercise by the City of any taxing powers of the City to pay the Note or the interest or premium thereon, or to enforce payment thereof against any property of the City except the interests of the City in the Loan Agreement and the revenues and assets thereunder, which will be assigned to the Purchaser. The Note shall recite that the Note is issued pursuant to the Housing Act, and that the Note, including interest and premium, if any, thereon, is payable solely from the revenues and assets pledged to the payment thereof, and the Note shall not constitute a debt of the City within the meaning of any constitutional or statutory limitations. 2.7.(a) The Finance Director of the City (the “Finance Director”) is appointed note registrar for the Note. The City will cause to be kept at the officeof the Finance Director a Note Register in which, subject to such reasonable regulations as it may prescribe, the City shall provide for the registration of transfers of ownership of the Note. The Note shall be initially registered in the name of the Purchaser and shall be transferable upon the Note Register for such Note by the holder thereof in person or by its agent duly authorized in writing, upon surrender of such Note together with a written instrument of transfer satisfactory to the Finance Director, duly executed by the then holder thereof or its duly authorized agent. The City may require, as a precondition to any transfer, that the transferee provide evidence satisfactory to the City that the transferee is a financial institution or other accredited investor under the securities laws. The following form of assignment shall be sufficient for said purpose. For value received ___________ hereby sells, assigns and transfers unto _______________ the attached Note of the City of Maplewood, November 13, 201722 City Council Meeting Minutes Packet Page Number 24 of 293 E2 Minnesota,and does hereby irrevocably constitute and appoint ___________________ attorney to transfer said Note on the books of said City, with full power of substitution in the premises. The undersigned certifies that the transfer is made in accordance with the provisions of Sections 2.7(a) and 2.7(d) of the resolution authorizing the issuance of the Note. Dated: Registered Owner Upon such transfer the City Finance Director shall note the date of registration and the name and address of the successor holder in the Note Register and in the registration blank appearing on the Note. (b) In case the Note shall become mutilated or be destroyed or lost, the City shall, if not then prohibited by law, cause to be executed and delivered a new Note of like outstanding principal amount, number and tenor in exchange and substitution for and upon cancellation of such mutilated Note, or in lieu of and in substitution for such Note destroyed or lost, upon the payment by the registered holder thereof of the reasonable expensesand charges of the City in connection therewith, and in the case of a Note destroyed or lost, the filing with the City of evidence satisfactory to the City with indemnity satisfactory to it. If the mutilated, destroyed or lost Note has already matured orbeen called for redemption in accordance with its terms it shall not be necessary to issue a new Note prior to payment. (c) The City may deem and treat the person in whose name the Note is last registered in the Note Register and by notation on the Note, whether or not such Note shall be overdue, as the absolute owner of such Note for the purpose of receiving payment of or on account of the Principal Balance, redemption price or interest and for all other purposes whatsoever, and the City shall not be affected by any notice to the contrary. (d) The Note has been issued without registration under state or other securities laws, pursuant to an exemption for such issuance; and accordingly the Note may not be assigned or transferred in whole or part, nor may a participation interest in the Note be given pursuant to any participation agreement, except to a financial institution or other accredited investor and as an exempt security or as an exempt transaction and in principal amounts of at least $100,000. 2.8.The City Officials are hereby authorized and directed to execute and deliver the Loan Agreement and the Assignment. All of the provisions of the Loan Agreement and Assignment, when executed and delivered as authorized herein, shall be deemed to be a part ofthis resolution as fully and to the same extent as if incorporated verbatim herein and shall be in full force and effect from the date of execution and delivery thereof. The Loan Agreement and the Assignment shall be substantially in the forms on file with the City which are hereby approved, with such omissions and insertions as do not materially change the substance thereof, and as the City Officials, in their discretion, shall determine, and the execution thereof by the City Officials shall be conclusive evidence of such determinations. November 13, 201723 City Council Meeting Minutes Packet Page Number 25 of 293 E2 2.9.To ensure compliance with certain rental and occupancy restrictions imposed by the Housing Act and Section 142(d) of the Code, and to ensure compliance with certain restrictions imposed by the City, the City Officials are also hereby authorized and directed to execute and deliver the Regulatory Agreement. All of the provisions of the Regulatory Agreement, when executed and delivered as authorized herein, shall be deemed to be a part of this resolution as fully and to thesame extent as if incorporated verbatim herein and shall be in full force and effect from the date of execution and delivery thereof. The Regulatory Agreement shall be substantially in the form on file with the City which is hereby approved, with such omissions and insertions as do not materially change the substance thereof, or as the City Officials, in their discretion, shall determine, and the execution thereof by the City Officials shall be conclusive evidence of such determination. 2.10.The Council authorizes the execution and delivery of any agreement providing for the disbursement of proceeds of the Note and other funds by the Borrower and the Purchaser. The Purchaser is authorized to accept the Assignment and any other mortgage lien, security interest, guaranty, or other security provided by the Borrower in order to secure payment of the Note and is hereby authorized to take all actions necessary or appropriate under the terms of the Assignment or other security to ensure timely payment of the principal of, premium, if any, and interest on the Note. 2.11.The Council authorizes the execution and delivery of the following closing documents relating to the Note (collectively, the “Closing Documents”): (i) one or more certificates of the City; (ii) an Information Return for Tax-Exempt Private Activity Bond Issues, Form 8038; (iii) an endorsement to a tax certificate of the Borrower relating to arbitrage, rebate, and other tax matters; and (iv) similar documents. All of the provisions of the Note, the Note Financing Documents and the Closing Documents, when executed and delivered as authorized herein, shall be deemed to be a part of this resolution as fully and to the same extent as if incorporated verbatim herein and shall be in full force and effect from the date of execution and delivery thereof. 2.12.The City hereby authorizes Bond Counsel to prepare, execute, and deliver its approving legal opinions with respect to the Note and related matters. 2.13.Simultaneously with the execution and delivery of the Note Financing Documents, there shall be delivered to the City the following: (i) an opinion of counsel to the Borrower as to such matters as shall be required by the City and Bond Counsel; (ii) one or more opinions of Bond Counsel as may be required by the City, the Purchaser, counsel to the Purchaser, the Borrower, and counsel to the Borrower; and (iii)such other opinions, instruments, and documents as the City may require as a condition to the issuance of the Note and the other actions of the City authorized by this resolution. Section 3.Additional Findings and Certifications. 3.1Except as otherwise provided in this resolution, all rights, powers, and privileges conferred and duties and liabilities imposed upon the City or the Council by the provisions of this resolution or of the aforementioned documents shall be exercised or performed by the City or by such members of the Council, or such officers, Council, body or agency thereof as may be required or authorized by law to exercise such powers and to perform such duties. November 13, 201724 City Council Meeting Minutes Packet Page Number 26 of 293 E2 3.2No covenant, stipulation, obligation or agreement herein contained or contained in the aforementioned documents shall be deemed to be a covenant, stipulation, obligation or agreement of any member of the Council, or any officer, agent or employee of the City in that person’s individual capacity, and neither the Council nor any officer or employee executing the Note shall be personally liable on the Note or be subject to any personal liability or accountability by reason of the issuance thereof. 3.3No provision, covenant or agreement contained in the aforementioned documents, the Note, or in any other document relating to the Note, and no obligation therein or herein imposed upon the City or the breach thereof, shall constitute or give rise to a general or moral obligation of the City or any pecuniary liability of the City or any charge upon its general credit or taxing powers. In making the agreements, provisions, covenants, and representations set forth in such documents, the City has not obligated itself to pay or remit any funds or revenues, other than funds and revenues derived from the Loan Agreement which are to be applied to the payment of the Note, as provided therein. 3.4Except as herein otherwise expressly provided, nothing in this resolution or in the aforementioned documents expressed or implied is intended or shall be construed to confer upon any person or firm or corporation, other than the City, any holder of the Note issued under the provisions of this resolution, any right, remedyor claim, legal or equitable, under and by reason of this resolution or any provisions hereof, this resolution, the aforementioned documents, and all of their provisions being intended to be and being for the sole and exclusive benefit of the City, and any holder from time to time of the Note issued under the provisions of this resolution. 3.5In case any one or more of the provisions of this resolution, other than the provisions contained in Section 2.6 hereof, or of the aforementioned documents, or of the Note issued hereunder shall for any reason be held to be illegal or invalid, such illegality or invalidity shall not affect any other provision of this resolution, or of the aforementioned documents, or of the Note, but this resolution, the aforementioned documents, and the Note shall be construed and endorsed as if such illegal or invalid provisions had not been contained therein. 3.6The Note, when executed and delivered, shall contain a recital that it is issued pursuant to the Housing Act, and such recital shall be conclusive evidence of the validity of the Note and the regularity of the issuance thereof, and that all acts, conditions, and things required by the laws of the State of Minnesota relating to the adoption of this resolution, to the issuance of the Note, and to the execution of the aforementioned documents to happen, exist, and be performed precedent to the execution of the aforementioned documents have happened, exist, and have been performed as so required by law. 3.7The officers of the City, Bond Counsel, other attorneys, engineers, and other agents or employees of the City are hereby authorized to do all acts and things required of them by or in connection with this resolution, the aforementioned documents, and the Note, for the full, punctual, and complete performance of all the terms, covenants, and agreements contained in the Note, the aforementioned documents, and this resolution. If for any reason the Mayor or the City Manager is unable to execute and deliver the documents referred to in thisresolution, such documents may be executed by any member of the Council or any officer of the City delegated the duties of the Mayor or November 13, 201725 City Council Meeting Minutes Packet Page Number 27 of 293 E2 the City Manager with the same force and effect as if such documents were executed and delivered by the Mayor or the City Manager. 3.8The Borrower shall pay the administrative fee of the City equal to one percent (1%) of the principal amount of the Note, not to exceed $28,600, payable on the date of issuance of the Note. The Borrower will also pay, or, upon demand, reimburse the City for payment of, any and all costs incurred by the City in connection with the Project and the issuance of the Note, whether or not the Note is issued, including any costs for attorneys’ fees. 3.9The Council hereby affirms its findings in the Preliminary Resolution. The Note is authorized to be issued to provide, among other things, interim financing for the Project, and the Bonds are authorized to be issued to provide, among other things, permanent financing for the Project. Section 4.Effective Date. This resolution shall take effect and be in full force from and after its approval. Seconded by Councilmember AbramsAyes – All The motion passed. 7.Consider Approval of Resolution Adopting 2018 Utility Rates Finance Director Paulseth gave the staff report. Councilmember Juenemann moved to approve the resolution authorizing utility rates for 2018. Resolution 17-11-1514 Adoption of 2018 Rates for Utilities: Environmental Utility, Water Surcharges, And Recycling WHEREAS, the City of Maplewood annually establishes utility rates; and WHEREAS, the City has prepared a utility rate analysis for the 2018 budget year. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF MAPLEWOOD, MINNESOTA, that: 1.The Environmental Utility Fund rates shall increase5%, effective January 1, 2018, with quarterly rates set at $26.25 ($8.75 per month) for residential, and monthly rates set at $55.65 for Multi-family, $67.72 for Institutional, and $86.62 for Commercial. 2.The water surcharge rates for the St. Paul Water District shall remain unchanged from the rate in effect for 2017, which is 7.0% of the St. Paul water charge. 3.The water surcharge rates for the North St. Paul Water District shall remain unchanged from the rate in effect for 2017, at $3.60 per quarter. November 13, 201726 City Council Meeting Minutes Packet Page Number 28 of 293 E2 4.The recycling fees shall increase 5.2% from the rate in effect for 2017. The recycling fees are established as follows: $ 3.43per account per month for multi-family units $ 10.29per account per quarter for single-family residents 5.The new utility rates are approved for all related services received on or after January 1, 2018. Seconded by Councilmember AbramsAyes – All The motion passed. K.AWARD OF BIDS None L.ADJOURNMENT Mayor Slawikadjourned the meeting at9:23 p.m. November 13, 201727 City Council Meeting Minutes Packet Page Number 29 of 293 F1a MEMORANDUM TO:City Council FROM: Melinda Coleman, City Manager DATE: November 21, 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.December 11 a.Workshop: Environmental & Economic Development Department Update, Wakefield Community Building Update th 2.December 25 a.Council Meeting: Cancelled th 3.January 8 a.Council Meeting: Annual City Council Appointments to Boards, Commissions & Groups th 4.January 11 a.State of the City Event Council Comments Comments regarding Workshops, Council Meetings or other topics of concern or interest. 1.Results of Tobacco Survey- completed 2.Rental Licensing Survey (EEDD/Police Coordination) – in progress 3.Report on City Comparables for School Resource Officer (costs and staffing levels) – Report will be distributed on 11/27/17 4.Review of Tiny Houses – See FYI 10/6/17 5.Hillcrest Golf Course Status – See FYI 10/6/17 6.Mancheski Property Status – See FYI 10/6/17 7.Camping Trailers Occupancy Issue – See FYI 10/13/17 Recommendation No action required. Attachments None. Packet Page Number 30 of 293 F MEMORANDUM TO:Melinda Coleman,City Manager FROM:Ellen Paulseth,Finance Director DATE:November27, 2017 SUBJECT: Presentation of the Certificate of AchievementforExcellence in Financial Reportingby GFOA State Representative Sue Virnig Introduction Government Finance Officers Association of the United States and Canada (GFOA) established the Certificate of Achievement for Excellence in Financial Reporting Program (CAFR Program) in 1945 to encourage and assist state and local governments to go beyond the minimum requirements of generally accepted accounting principles to prepare comprehensive annual financial reports(CAFR’s)that evidence the spirit of transparency and full disclosure and, then, to recognize individualgovernments that succeed in achieving that goal. The goal of the program is not to assess the financial health of participating governments, but rather to ensure that users of their financial statements have the information they need to do so themselves. Reports submitted to the CAFR program are reviewed by selected members of the GFOA professional staff and the GFOA Special Review Committee (SRC), which comprises individuals with expertise in public sector financial reporting andincludes financial statement preparers, independent auditors, academics, and other finance professionals. Background GFOA awarded a Certificate of Achievement for Excellence in Financial Reporting to the City of Maplewood for its comprehensive annual financial report for the fiscal year ended December 31, 2016. The City has received this award for many years. In order to be awarded a Certificate of Achievement, a government must publish an easily readable and efficiently organized CAFR. This report must satisfy both generally accepted accounting principles and applicable legal requirements. To give context to this award, there are 1,027 cities in the United States and Canada in the same population range as Maplewood (25,000 to 49,999.) Of those cities, 483 or 47.03% were awarded the Certificate of Achievement for their 2016 CAFR’s. In Minnesota, there are 2,637 local units of government (counties, cities, school districts, special districts). Only 3.87%, or 102 of those districts, received the award in 2015.The City Council is to be commended for their role in supporting the Finance Department and providing the resources to accomplish the goals of transparency and disclosure in financial reporting. Budget Impact The application fee of $485 is included in the 2017 budget. Recommendation Accept the award from GFOA State Representative, Sue Virnig. Attachment 1.Certificate of Achievement for Excellence in Financial Reporting Packet Page Number 31 of 293 F, Attachment 1 Packet Page Number 32 of 293 F4 MEMORANDUM TO:Melinda Coleman, City Manager FROM:Lois Knutson,Administrative Services & Performance Measurement Coordinator DATE:November 21, 2017 SUBJECT:Approval of CommissionerAppointments Introduction Currently there is one opening oneach of the following commissions: the Housing & Economic Development Commission, the Parks & Recreation Commission and 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. Recommendation Staff recommends the City Council approve the attached resolution to appoint the candidatesto the commissionsindicated. Housing & Economic DevelopmentCommission (one opening) Denis Dupee term expires September30, 2020 Parks & RecreationCommission(one opening) Bruce Romanterm expires September 30, 2018 Heritage Preservation Commission (oneopening)* Margaret Fett or Sandy Lewisterm expires April 30, 2019 *Note: Recommendation will be modified to reflect the Council votes. Attachment 1.Resolution for Appointment Packet Page Number 33 of 293 F4, 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: Housing & Economic DevelopmentCommission(one opening) Denis Dupee term expires September 30, 2020 Parks & RecreationCommission(one opening) Bruce Roman term expires September 30, 2018 Heritage Preservation Commission (oneopening)* Margaret Fett or Sandy Lewis term expires April 30, 2019 *Note: Recommendation will be modified to reflect the Council votes. Packet Page Number 34 of 293 F5 MEMORANDUM TO:Melinda Coleman, City Manager FROM:DuWayne Konewko, Parks and Recreation Director Ginny Gaynor, Natural Resources Coordinator DATE:November 27, 2017 SUBJECT:Copyright Received for60 Stories of Maplewood History Introductionand Background In 2016-2017, the Heritage Preservation Commission (HPC) and Maplewood Area Historical Society (MAHS) partnered on the 60 Stories Project. The partnersresearched and wrote 60 shortpieces on Maplewood history. For the 60 weeks leading up to the February 26,2017anniversary of Maplewood’s incorporation, the city released one story each week on its website. In early 2017, MAHS,throughthe dedicatedworkof President Bob Jensen, assembled the stories into a book – 60 Stories of Maplewood History.MAHS has just received the copyright registration for the book. MAHSholds the copyright, and the City would like to recognize the HPC, MAHS, and the nine authors listed on the copyright certificate:Pete Boulay, Nicole DeGuzman, Elaine Ekstedt, Virginia Gaynor, Frank Gilbertson, Bob Jensen, Brenda Rudberg, Chris Souter, andMike Steinmetz. The60 Stories of Maplewood Historyis a wonderful collection. Story topics rangefrom Native Americans and early settlement, truck farming, cultural and civic life, and profiles of some interesting Maplewood citizens.The book is available for purchase from MAHS on their website: www.maplewoodhistoricalsociety.orgor during open houses at the Bruentrup Heritage Farm. Budget Impact None. Recommendation No action required. Attachments None. Packet Page Number 35 of 293 THIS PAGE IS INTENTIONALLY LEFT BLANK Packet Page Number 36 of 293 G1 MEMORANDUM Melinda Coleman, City Manager TO: Ellen Paulseth, Finance Director FROM: November 21, 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: $147,705.98Checks # 100637 thru #100669 dated 11/14/17 $476,027.59Disbursements via debits to checking account dated 11/06/17 thru 11/10/17 $240,653.86Checks #100670 thru #100722 dated 11/21/17 $286,709.88Disbursements via debits to checking account dated 11/14/17 thru 11/17/17 $1,151,097.31Total Accounts Payable PAYROLL $519,943.17Payroll Checks and Direct Deposits dated 11/17/17 $2,544.05Payroll Deduction check # 99102940 thru # 99102944 dated 11/17/17 $522,487.22Total Payroll $1,673,584.53GRAND 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 Packet Page Number 37 of 293 G1, Attachments Check Register City of Maplewood 11/09/2017 CheckDateVendorDescriptionAmount 10063711/14/201700213BREDEMUS HARDWARE CO INCREPLACE DOOR-WAKEFIELD WEIR BLDG2,245.00 10063811/14/201705028ENERGY ALTERNATIVES SOLAR, LLCSOLAR SYS OPERATION & MAINT - NOV397.00 10063911/14/201704572ETTEL & FRANZ ROOFING CO.ROOF REPAIRS - CITY HALL PD LOCKER880.00 10064011/14/201700585GOPHER STATE ONE-CALLNET BILLABLE TICKETS - OCTOBER595.35 11/14/2017KELLY & LEMMONS, P.A. 10064105598PROSECUTION SERVICES - OCTOBER16,250.00 11/14/2017MN DEPT OF LABOR & INDUSTRY 10064200393MONTHLY SURTAX - OCT 12303520174,284.69 11/14/2017MANSFIELD OIL CO 10064305353CONTRACT GASOLINE - OCTOBER10,140.06 11/14/2017MANSFIELD OIL CO 05353CONTRACT DIESEL - OCTOBER6,363.48 11/14/2017PATRICK TROPHIES 10064401941MEDALS FOR VOLLEYBALL777.40 11/14/2017PATRICK TROPHIES 01941MEDALS FOR INTRO TO BASKETBALL104.65 11/14/2017YMCA 10064505761MCC IMPROV - PROJECT 1I, 1G, 1F17,324.72 11/14/2017AETNA 10064601985REFUND FOR TRANS MEDIC MW600193489.28 11/14/2017APPRIZE TECHNOLOGY SOLUTIONS 10064705559ONLINE BENEFITS ADMIN FEE- NOV310.00 11/14/2017CARTEGRAPH SYSTEMS INC 10064800271ASSET MGMT SOFTWARE - MAINT FEE32,989.69 11/14/2017CINTAS CORPORATION #470 10064905369CLEANING SUPPLIES-CH/PD/PW/PM94.97 11/14/2017ESCROW REFUND 10065000003ESCROW TRAN CONST 345 TOENJES PL3,534.01 11/14/2017ROBERT W HART 10065105404ESCROW RELEASE 1246 LELAND RD300.00 11/14/2017HEALTHEAST VEHICLE SERVICES 10065205368SQUAD BUILD UP - #9484,566.65 11/14/2017HILLCREST ANIMAL HOSPITAL PA 10065302263ANIMAL IMPOUNDS & SRVS - OCTOBER491.00 11/14/2017JESSICA HUANG 10065405476KID CITY GRANT SERVICES600.00 11/14/2017KENNEDY & GRAVEN CHARTERED 10065502137ATTORNEY FEES - OCTOBER13,662.50 11/14/2017MADDEN GALANTER HANSEN, LLP 10065600532HR ATTORNEY FEE ARB & ADMIN-SEPT12,058.97 11/14/2017MADDEN GALANTER HANSEN, LLP 00532HR ATTORNEY FEE LABOR REL-SEPT503.22 11/14/2017MN NATURALIST ASSN 10065701050REGISTRATION FEE NOV 10-12140.00 11/14/2017MN NATURALIST ASSN 01050EVENT REGISTRATION PRE CONFERENCE75.00 11/14/2017MOBILE PRO SYSTEMS 10065805478PD MOBILE CAMERA REPAIR580.05 11/14/2017MOSS & BARNETT 10065905741ATTORNEY FEES-CABLE MATTERS-SEPT539.00 11/14/2017ONE TIME VENDOR 10066000001REFUND DEPT VETERAN'S-TRANS MEDIC2,590.94 11/14/2017ONE TIME VENDOR 10066100001REFUND J NAULT - TRANS MEDIC2,160.76 11/14/2017ONE TIME VENDOR 10066200001AMERICAN WATERWORKS PERMIT117.00 11/14/2017RICK JOHNSON DEER & BEAVER INC 10066303446DEER PICK UP - OCTOBER145.00 11/14/2017SCHINDLER ELEVATOR CORP 10066404130QUARTERLY MAINT - 1902 PW 11/1-1/31723.54 11/14/2017ELAINE SCHRADE 10066504074TAI CHI INSTRUCTION 10/11 - 12/13 ADJ45.00 11/14/2017SUMMIT INSPECTIONS 10066601550ELECTRICAL INSPECTIONS - OCTOBER10,639.80 11/14/2017TACTICAL SOLUTIONSCERTIFICATIONS RADAR & LASER UNITS716.00 10066705287 10066811/14/201701699UNIVERSITY OF MINNESOTASPEAKER FEE FOR OWL PROG221.25 10066911/14/201700063VERIZON WIRELESSCELL TRACKING CN:17026865450.00 147,705.98 33Checks in this report. Packet Page Number 38 of 293 G1, Attachments CITY OF MAPLEWOOD Disbursements via Debits to Checking account Settlement DatePayeeDescriptionAmount 11/6/2017MN State TreasurerDrivers License/Deputy Registrar41,925.18 11/6/2017Delta DentalDental Premium2,794.70 11/6/2017U.S. TreasurerFederal Payroll Tax102,117.54 11/6/2017P.E.R.A.P.E.R.A.104,762.63 11/6/2017Empower - State PlanDeferred Compensation29,596.00 11/7/2017MN State TreasurerDrivers License/Deputy Registrar35,416.88 11/8/2017MN State TreasurerDrivers License/Deputy Registrar44,721.46 11/8/2017Delta DentalDental Premium1,393.96 11/9/2017MN State TreasurerDrivers License/Deputy Registrar64,075.23 11/10/2017MN State TreasurerDrivers License/Deputy Registrar48,533.58 11/10/2017MN Dept of Natural ResourcesDNR electronic licenses476.00 11/10/2017Optum HealthDCRP & Flex plan payments214.43 476,027.59 Packet Page Number 39 of 293 G1, Attachments Check Register City of Maplewood 11/17/2017 CheckDateVendorDescriptionAmount 10067011/21/201705805AXON ENTERPRISE, INC.AXON INTERVIEW ROOM SOLUTION38,447.23 10067111/21/201705234BOLER EXPRESS CAR WASHCAR WASHES - OCTOBER17.62 10067211/21/201705114BOLTON & MENK, INC.GIS ASSSISTANCE - NEW PROJECTS1,628.00 10067311/21/201700283CENTURY COLLEGEFIRE - CEU TRAINING1,875.00 10067411/21/201705780FITCH & ASSOCIATES, LLCFIRE & EMS STUDY8,499.00 11/21/201705780FITCH & ASSOCIATES, LLCFIRE & EMS STUDY2,124.75 10067511/21/201701202NYSTROM PUBLISHING CO INCPARKS & REC BROCHURE NOV-JAN265.10 10067611/21/201701819PAETEC/WINDSTREAMLOCAL PHONE SERVICE 10/15 - 11/14720.80 10067711/21/201704502BRADLEY REZNYREIMB FOR TUITION & BOOKS 09/04 -10/201,559.37 10067811/21/201701574T A SCHIFSKY & SONS, INCBITUNIMOUS MATERIALS~8,793.86 11/21/201701574T A SCHIFSKY & SONS, INCBITUNIMOUS MATERIALS~3,626.00 11/21/201701574T A SCHIFSKY & SONS, INCBITUNIMOUS MATERIALS~933.04 11/21/201701574T A SCHIFSKY & SONS, INCSAND - SUNSET RIDGE PLAYGROUND593.67 11/21/201701574T A SCHIFSKY & SONS, INCBITUNIMOUS MATERIALS~260.52 11/21/201701574T A SCHIFSKY & SONS, INCBITUNIMOUS MATERIALS~103.50 11/21/201701574T A SCHIFSKY & SONS, INCBLACK DIRT - SIDEWALK RESTORATION39.60 10067911/21/201705305TOSHIBA FINANCIAL SERVICES (1)CONTRACT 500-0395052118.81 11/21/201705305TOSHIBA FINANCIAL SERVICES (1)CONTRACT 500-039506542.55 10068011/21/201704192TRANS-MEDICEMS BILLING - OCTOBER5,775.00 10068111/21/201701190XCEL ENERGYELECTRIC & GAS UTILITY2,826.93 11/21/201701190XCEL ENERGYELECTRIC & GAS UTILITY1,989.60 11/21/201701190XCEL ENERGYELECTRIC & GAS UTILITY279.07 11/21/201701190XCEL ENERGYFIRE SIRENS50.93 10068211/21/201705761YMCABEVERAGES - STAFF TRAINING EVENT107.38 10068311/17/201705618ENTERPRISE FM TRUSTLEASE CHARGES FIRE & PD VEHICLES3,708.74 10068411/21/201705859LEROY ANDRLEREFEREE FOR FALL SOCCER30.00 10068511/21/201705858JOSHUA BATESREFEREE FOR FALL SOCCER30.00 10068611/21/201705857JULIA M BJORKREFEREE FOR FALL SOCCER60.00 10068711/21/201705875MATTHEW COLLOVAREFEREE FOR FALL SOCCER30.00 10068811/21/201705856PETER COLLOVAREFEREE FOR FALL SOCCER30.00 10068911/21/201705860ISAAC DEBILZANREFEREE FOR FALL SOCCER30.00 10069011/21/201700412DONALD SALVERDA & ASSOCIATESBOOKS LEADERSHIP GROUP M FOWLDS162.85 11/21/201700412DONALD SALVERDA & ASSOCIATESBOOKS LEADERSHIP GROUP S LOVE31.94 10069111/21/201705873TIMOTHY ELLISREFEREE FOR FALL SOCCER30.00 10069205283SCBA PARTS119.02 11/21/2017EMERGENCY RESPONSE SOLUTIONS 10069311/21/201700527FOREST PRODUCTS SUPPLY CODESK/CABINET-DMV AREA COUNTER3,030.00 10069405874 11/21/2017HARRY S. CRUMP, LLCFEES FOR LABOR ARBITRATOR4,745.50 10069511/21/201705872HENRY HEDSTRANDREFEREE FOR FALL SOCCER30.00 10069611/21/201700755JEFFERSON FIRE & SAFETY INCGEAR DRYERS - FEMA GRANT22,797.00 10069711/21/201705871MATHOM JOHNSONREFEREE FOR FALL SOCCER30.00 10069811/21/201705533KIRVIDA FIREREPAIRS TO L325689.98 10069911/21/201700393MN DEPT OF LABOR & INDUSTRYPRESSURE VESSEL FIRESTATION 2&330.00 10070011/21/201705870ALEXANDER LOPEZREFEREE FOR FALL SOCCER30.00 10070111/21/201700532MADDEN GALANTER HANSEN, LLPBACK BILLING FOR RATE CHANGE1,058.10 11/21/201700532MADDEN GALANTER HANSEN, LLPHR ATTORNEY FEE LABOR REL-OCT269.41 11/21/201700532MADDEN GALANTER HANSEN, LLPHR ATTORNEY FEE ARB & ADMIN-OCT119.20 10070211/21/201705840MAKE THE MOVE TRAINING, LLCTRAINING1,400.00 10070311/21/201700986METROPOLITAN COUNCILMONTHLY SAC - OCTOBER105,786.45 10070411/21/201705869RYAN MILLINGTONREFEREE FOR FALL SOCCER30.00 10070511/21/201705741MOSS & BARNETTATTORNEY FEES-CABLE MATTERS-OCT4,735.00 10070611/21/201700001ONE TIME VENDORREFUND T ENGBERG COACHING VB32.50 10070711/21/201700001ONE TIME VENDORREFUND D LINROTH COACHING VB32.50 10070811/21/201701261PHYSIO-CONTROL, INC.EMS REPORTING SOFTWARE - NOV738.67 Packet Page Number 40 of 293 G1, Attachments 10070911/21/201701340REGIONS HOSPITALMEDICAL SUPPLIES3,289.13 10071011/21/201705868CALYSTA RICEREFEREE FOR FALL SOCCER30.00 10071111/21/201705861SHELLEY RICEASSIGNING FEE FOR FALL SOCCER92.68 10071211/21/201705867KENDALL ROLLINGREFEREE FOR FALL SOCCER30.00 10071311/21/201702001CITY OF ROSEVILLEPHONE SERVICE - OCTOBER2,699.17 10071411/21/201704883SPRING LAKE PARK FIRE DEPT INCBLUE CARD INSTRUCTOR UPDATE560.00 10071511/21/201705866JACK STANGREFEREE FOR FALL SOCCER30.00 10071611/21/201704207STRYKER SALES CORP.COT REPAIRS503.77 10071711/21/201701578T R F SUPPLY CO.ICE MELT FOR CITY CAMPUS1,268.10 10071811/21/201705865MAYA TARNOWSKIREFEREE FOR FALL SOCCER60.00 10071911/21/201705842MIKE TURNBULLFIRE MARSHAL SERVICES 08/23 - 09/08765.00 11/21/201705842MIKE TURNBULLFIRE MARSHAL SERVICES 08/07 - 08/21562.50 10072011/21/201705862LAURE WARNERASSIGNING FEE FOR FALL SOCCER149.32 10072111/21/201705864THERESA WORDENREFEREE FOR FALL SOCCER60.00 10072211/21/201705863NATHAN YORKREFEREE FOR FALL SOCCER30.00 240,653.86 53Checks in this report. Packet Page Number 41 of 293 G1, Attachments CITY OF MAPLEWOOD Disbursements via Debits to Checking account Settlement DatePayeeDescriptionAmount 11/14/2017MN State TreasurerDrivers License/Deputy Registrar75,720.51 11/15/2017MN State TreasurerDrivers License/Deputy Registrar42,274.99 11/15/2017Delta DentalDental Premium2,612.14 11/16/2017MN State TreasurerDrivers License/Deputy Registrar49,815.75 11/17/2017MN State TreasurerDrivers License/Deputy Registrar64,028.31 11/17/2017US Bank VISA One Card*Purchasing card items46,577.46 11/17/2017MN Dept of RevenueSales Tax628.00 11/17/2017Optum HealthDCRP & Flex plan payments544.22 11/17/2017ICMA (Vantagepointe)Deferred Compensation4,374.00 11/17/2017MN Dept of Natural ResourcesDNR electronic licenses134.50 286,709.88 *Detailed listing of VISA purchases is attached. Packet Page Number 42 of 293 G1, Attachments Transaction DatePosting DateMerchant NameTransaction AmountName 11/01/201711/02/2017CUB FOODS #1599$4.99JOSHUA ABRAHAM 11/02/201711/03/2017PAKOR, INC.$280.15REGAN BEGGS 10/31/201711/01/2017AMAZON MKTPLACE PMTS$78.20CHAD BERGO 11/07/201711/08/2017B&H PHOTO 800-606-6969$1,024.90CHAD BERGO 11/07/201711/08/2017B&H PHOTO 800-606-6969$22.36CHAD BERGO 11/02/201711/06/2017SAFARILAND, LLC$390.85BRIAN BIERDEMAN 10/31/201711/01/2017FACEBK X878PBWFN2$100.00NEIL BRENEMAN 11/07/201711/08/2017RED WING SHOE #727$297.47BRENT BUCKLEY 10/26/201710/30/2017MENARDS OAKDALE MN$10.76SCOTT CHRISTENSON 10/30/201710/31/2017VIKING ELECTRIC-CREDIT DE($100.38)SCOTT CHRISTENSON 10/30/201710/31/2017VIKING ELECTRIC-CREDIT DE$139.08SCOTT CHRISTENSON 10/30/201711/01/2017RYAN PLUMBING AND HEATING$250.00SCOTT CHRISTENSON 10/30/201711/01/2017RYAN PLUMBING AND HEATING$1,000.00SCOTT CHRISTENSON 11/03/201711/06/2017MENARDS OAKDALE MN$85.65SCOTT CHRISTENSON 11/06/201711/07/2017BREDEMUS HARDWARE CO INC$10.00SCOTT CHRISTENSON 11/06/201711/07/2017WW GRAINGER$261.58SCOTT CHRISTENSON 11/09/201711/10/2017VIKING ELECTRIC-CREDIT DE$15.18SCOTT CHRISTENSON 11/06/201711/07/2017FBI LEEDA INC$50.00KERRY CROTTY 10/26/201710/30/2017BOUND TREE MEDICAL LLC$11.86PAUL E EVERSON 10/26/201710/30/2017BOUND TREE MEDICAL LLC$800.02PAUL E EVERSON 10/31/201711/02/2017BOUND TREE MEDICAL LLC$89.50PAUL E EVERSON 11/07/201711/09/2017CHINOOK BOOK$528.00SHANN FINWALL 11/07/201711/09/2017NYSTROM PUBLISHING CO$484.06SHANN FINWALL 10/27/201710/30/2017CDW GOVT #KQH2960$7,226.30MYCHAL FOWLDS 10/28/201710/30/2017LOFFLER COMPANIES, INC$61.61MYCHAL FOWLDS 10/30/201710/31/2017GALLUP INC$89.00MYCHAL FOWLDS 11/06/201711/07/2017VZWRLSS*APOCC VISB$7,991.66MYCHAL FOWLDS 11/09/201711/09/2017GRAMMARLY.COM$1,650.00MYCHAL FOWLDS 10/31/201710/31/2017AMAZON MKTPLACE PMTS$25.90NICK FRANZEN 10/31/201711/01/2017BESTBUYCOM805503088629$80.52NICK FRANZEN 11/02/201711/02/2017APL*APPLE ONLINE STORE$79.00NICK FRANZEN 11/02/201711/02/2017APL*APPLE ONLINE STORE$729.00NICK FRANZEN 11/02/201711/02/2017APL*APPLE ONLINE STORE$159.00NICK FRANZEN 11/05/201711/06/2017IDU*INSIGHT PUBLIC SEC$647.69NICK FRANZEN 11/08/201711/09/2017BACKBLAZE$50.00NICK FRANZEN 10/27/201710/30/2017TARGET 00011858$7.56CAROLE GERNES 10/27/201710/30/2017KNOWLAN'S MARKET #2$25.03CAROLE GERNES 10/27/201710/30/2017MILLS FLEET FARM 2700$31.92CAROLE GERNES 10/28/201710/30/2017MICHAELS STORES 2744$29.18CAROLE GERNES 10/31/201711/01/2017AMAZON MKTPLACE PMTS$23.49ALEX GERONSIN 11/01/201711/02/2017AMAZON MKTPLACE PMTS$121.55ALEX GERONSIN 11/06/201711/07/2017AMAZON MKTPLACE PMTS$9.65ALEX GERONSIN 11/07/201711/08/2017POLLUTION CONTROL AGENCY$690.00MARK HAAG 11/09/201711/10/2017TRI-STATE BOBCAT$574.00TAMARA HAYS 10/27/201710/30/2017PAYPAL *NETTRNSCRPT$23.88JENNY HENDRICKS 10/29/201710/30/2017MILLS FLEET FARM 2700$119.99GARY HINNENKAMP 10/30/201710/31/2017HENRIKSEN ACE HDWE$32.21GARY HINNENKAMP 11/01/201711/02/2017DALCO ENTERPRISES$155.25DAVID JAHN 11/02/201711/06/2017DAVIS LOCK & SAFE$10.00DAVID JAHN 11/02/201711/06/2017MENARDS MAPLEWOOD MN$47.83DAVID JAHN 11/03/201711/06/2017DALCO ENTERPRISES$59.70DAVID JAHN 11/07/201711/08/2017DALCO ENTERPRISES($155.25)DAVID JAHN 11/07/201711/09/2017THE HOME DEPOT #2801$19.50DAVID JAHN $448.43DAVID JAHN 11/09/201711/10/2017DALCO ENTERPRISES 11/08/201711/09/2017GALLUP INC$69.00MEGHAN JANASZAK 10/27/201710/30/2017U OF M CONTLEARNING$255.00JON JAROSCH 10/27/201710/30/2017U OF M CONTLEARNING$365.00JON JAROSCH Packet Page Number 43 of 293 G1, Attachments 11/01/201711/02/2017CULVER'S # 344$103.99KEVIN JOHNSON 11/07/201711/09/2017CARIBOU COFFEE CO #155$69.79KEVIN JOHNSON 11/01/201711/03/2017ACAPULCO MEXICAN RESTAURA$328.25LOIS KNUTSON 11/07/201711/08/2017SHRED-IT USA LLC$109.40LOIS KNUTSON 11/08/201711/09/2017GALLUP INC$69.00DUWAYNE KONEWKO 10/31/201711/01/2017STREICHER'S MO$1,298.99DAVID KVAM 11/08/201711/09/2017THOMSON WEST*TCD$404.25DAVID KVAM 11/02/201711/03/2017DALCO ENTERPRISES$473.86CHING LO 11/01/201711/01/2017AIRGASS NORTH$38.75STEVE LUKIN 11/03/201711/03/2017COMCAST CABLE COMM$2.25STEVE LUKIN 11/03/201711/06/2017AIRGASS NORTH$140.83STEVE LUKIN 11/03/201711/06/2017AIRGASS NORTH$157.03STEVE LUKIN 11/09/201711/10/2017ASPEN MILLS INC.$262.35STEVE LUKIN 11/01/201711/02/2017GALLUP INC$69.00MIKE MARTIN 11/02/201711/03/2017WARNERS' STELLIAN WB$658.99BRYAN NAGEL 11/02/201711/03/2017GALLUP INC$69.00BRYAN NAGEL 10/30/201711/01/2017THE HOME DEPOT #2801$11.97JOHN NAUGHTON 10/31/201711/01/2017FRATTALLONES WOODBURY AC$26.77JOHN NAUGHTON 11/03/201711/06/2017MENARDS OAKDALE MN$329.84JOHN NAUGHTON 11/03/201711/06/2017GOVERNMENT FINANCE$70.00ELLEN PAULSETH 11/08/201711/09/2017APL* ITUNES.COM/BILL$75.15ELLEN PAULSETH 10/28/201710/30/2017NAPA STORE 3279016$15.99ROBERT PETERSON 10/27/201710/30/2017POMP'S TIRE #021$139.95STEVEN PRIEM 10/30/201710/31/2017KATH FUEL OFFICE$640.00STEVEN PRIEM 10/30/201710/31/2017AUTO PLUS-LITTLE CANADA$77.95STEVEN PRIEM 10/31/201711/01/2017AUTO PLUS-LITTLE CANADA$34.95STEVEN PRIEM 10/31/201711/02/2017WHEELCO BRAKE &SUPPLY$17.38STEVEN PRIEM 11/01/201711/02/2017AUTO PLUS-LITTLE CANADA$21.37STEVEN PRIEM 11/01/201711/02/2017IN *BRIGHTON SANDBLASTING$1,050.00STEVEN PRIEM 11/01/201711/02/2017HUNT ELECTRIC CORPORATION$456.00STEVEN PRIEM 11/02/201711/03/2017FACTORY MOTOR PARTS #19$30.89STEVEN PRIEM 11/02/201711/03/2017FACTORY MOTOR PARTS #19$36.17STEVEN PRIEM 11/02/201711/06/2017METRO PRODUCTS INC$58.44STEVEN PRIEM 11/02/201711/06/2017KREMER SERVICES$128.80STEVEN PRIEM 11/03/201711/06/2017BEARING DIST*$99.12STEVEN PRIEM 11/03/201711/06/2017AN FORD WHITE BEAR LAK$139.42STEVEN PRIEM 11/04/201711/06/2017AN FORD WHITE BEAR LAK$141.60STEVEN PRIEM 11/06/201711/07/2017POMP'S TIRE #021$778.36STEVEN PRIEM 11/07/201711/08/2017AN FORD WHITE BEAR LAK$31.10STEVEN PRIEM 11/07/201711/08/2017TRI-STATE BOBCAT$35.02STEVEN PRIEM 11/08/201711/10/2017METRO PRODUCTS INC$31.01STEVEN PRIEM 11/08/201711/10/2017AN FORD WHITE BEAR LAK$96.04STEVEN PRIEM 11/09/201711/10/2017FACTORY MOTOR PARTS #19$88.35STEVEN PRIEM 11/06/201711/07/2017SHERWIN WILLIAMS 703127$25.54KELLY PRINS 11/08/201711/09/2017DALCO ENTERPRISES$275.00KELLY PRINS 11/06/201711/08/2017MINNESOTA OCCUPATIONAL HE$107.00TERRIE RAMEAUX 11/06/201711/08/2017MINNESOTA OCCUPATIONAL HE$268.20TERRIE RAMEAUX 11/09/201711/10/2017CTC*CONSTANTCONTACT.COM$95.00AUDRA ROBBINS 10/31/201711/01/2017SAFE-FAST(MW)$95.76ROBERT RUNNING 11/04/201711/06/2017RED WING SHOES$192.59ROBERT RUNNING 11/08/201711/09/2017HENRIKSEN ACE HDWE$18.36ROBERT RUNNING 11/09/201711/10/2017SAFE-FAST(MW)$235.85ROBERT RUNNING 11/09/201711/10/2017MILLS FLEET FARM 2700$249.98JASON SAKRY 10/27/201710/30/2017RED WING SHOE #727$150.07SCOTT SCHULTZ $16.18SCOTT SCHULTZ 10/31/201711/02/2017SPOK INC 11/07/201711/08/2017G&K SERVICES AR$682.09SCOTT SCHULTZ 10/27/201710/30/2017OFFICE DEPOT #1090($27.89)STEPHANIE SHEA 10/27/201710/30/2017OFFICE DEPOT #1090$81.56STEPHANIE SHEA Packet Page Number 44 of 293 G1, Attachments 10/31/201711/01/2017LA POLICE GEAR($170.00)STEPHANIE SHEA 10/31/201711/02/2017KUSTOM SIGNALS$3,012.00MICHAEL SHORTREED 11/03/201711/03/2017GALLS$1,611.79MICHAEL SHORTREED 11/06/201711/07/2017HEALTHEAST TRANSPORTATN$620.62MICHAEL SHORTREED 11/06/201711/07/2017HEALTHEAST TRANSPORTATN$526.98MICHAEL SHORTREED 11/06/201711/07/2017HEALTHEAST TRANSPORTATN$138.98MICHAEL SHORTREED 11/07/201711/08/2017CUB FOODS #1599$35.96MICHAEL SHORTREED 11/07/201711/09/2017STORCHAK CLEANERS$23.82MICHAEL SHORTREED 11/07/201711/10/2017STORCHAK CLEANERS$20.65MICHAEL SHORTREED 11/08/201711/10/2017FBI LEEDA INC$50.00MICHAEL SHORTREED 11/09/201711/10/2017CUB FOODS #1599$35.96MICHAEL SHORTREED 10/27/201710/30/2017THE HOME DEPOT #2801$14.81RONALD SVENDSEN 11/07/201711/09/2017THE HOME DEPOT #2801$17.89TODD TEVLIN 11/08/201711/09/2017WINNICK SUPPLY$138.60TODD TEVLIN 11/09/201711/10/2017GARY CARLSON EQUIPMENT$320.00TODD TEVLIN 10/30/201710/31/2017HEALTHEAST TRANSPORTATN$618.12PAUL THIENES 11/08/201711/09/2017DISCOUNT STEEL -MN$282.78JEFF WILBER 10/31/201710/31/2017ULINE *SHIP SUPPLIES$66.51TAMMY WYLIE 11/02/201711/02/2017ULINE *SHIP SUPPLIES$42.50TAMMY WYLIE 11/03/201711/06/2017PEAVEY CORP.$200.00TAMMY WYLIE $46,577.46 Packet Page Number 45 of 293 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 11/17/17ABRAMS, MARYLEE456.30 11/17/17JUENEMANN, KATHLEEN456.30 11/17/17SLAWIK, NORA518.43 11/17/17SMITH, BRYAN456.30 11/17/17XIONG, TOU456.30 11/17/17COLEMAN, MELINDA5,852.67 11/17/17FUNK, MICHAEL5,210.65 11/17/17KNUTSON, LOIS2,802.64 11/17/17CHRISTENSON, SCOTT2,547.63 11/17/17JAHN, DAVID2,368.74 11/17/17PRINS, KELLY2,247.87 11/17/17HERZOG, LINDSAY1,478.694.28 11/17/17RAMEAUX, THERESE3,466.16 11/17/17OSWALD, BRENDA2,322.45 11/17/17PAULSETH, ELLEN4,789.33 11/17/17ANDERSON, CAROLE1,439.79 11/17/17DEBILZAN, JUDY2,384.20 11/17/17RUEB, JOSEPH3,780.02 11/17/17ARNOLD, AJLA2,110.83 11/17/17BEGGS, REGAN2,083.9432.53 11/17/17EVANS, CHRISTINE2,132.99 11/17/17LARSON, MICHELLE2,165.5232.53 11/17/17SCHMIDT, DEBORAH3,428.97 11/17/17SINDT, ANDREA3,136.56 11/17/17HANSON, MELISSA1,085.31 11/17/17KRAMER, PATRICIA789.58 11/17/17MOY, PAMELA2,148.63 11/17/17OSTER, ANDREA2,210.41 11/17/17RICHTER, CHARLENE1,929.56 11/17/17VITT, SANDRA2,051.39 11/17/17WEAVER, KRISTINE2,919.08 11/17/17CORCORAN, THERESA2,135.29 11/17/17HENDRICKS, JENNIFER1,703.04 11/17/17KVAM, DAVID5,212.70 11/17/17NADEAU, SCOTT5,468.36 11/17/17SHEA, STEPHANIE1,848.99 11/17/17SHORTREED, MICHAEL4,623.74 11/17/17WELCHLIN, KATHLEEN89.25 11/17/17WYLIE, TAMMY2,030.59 11/17/17ABEL, CLINT3,224.58 11/17/17ALDRIDGE, MARK3,601.84 11/17/17BAKKE, LONN3,666.22 11/17/17BARTZ, PAUL3,998.59 11/17/17BELDE, STANLEY3,488.96 11/17/17BENJAMIN, MARKESE3,611.44 11/17/17BERGERON, ASHLEY2,087.38 11/17/17BIERDEMAN, BRIAN4,026.56 11/17/17BURT-MCGREGOR, EMILY2,092.63 11/17/17BUSACK, DANIEL4,888.09 11/17/17CARNES, JOHN3,181.31 Packet Page Number 46 of 293 G1, Attachments 11/17/17CROTTY, KERRY4,357.61 11/17/17DEMULLING, JOSEPH3,955.69 11/17/17DUGAS, MICHAEL4,105.48 11/17/17ERICKSON, VIRGINIA3,859.82 11/17/17FISHER, CASSANDRA2,158.59 11/17/17FORSYTHE, MARCUS3,095.79 11/17/17FRITZE, DEREK3,858.90 11/17/17GABRIEL, ANTHONY3,482.11 11/17/17HAWKINSON JR, TIMOTHY3,926.51 11/17/17HER, PHENG3,270.55 11/17/17HIEBERT, STEVEN3,488.96 11/17/17HOEMKE, MICHAEL3,354.21 11/17/17JOHNSON, KEVIN4,256.76 11/17/17KONG, TOMMY3,344.07 11/17/17KREKELER, NICHOLAS1,263.57 11/17/17KROLL, BRETT3,670.31 11/17/17LANDEROS CRUZ, JESSICA427.75 11/17/17LANGNER, SCOTT1,111.52 11/17/17LANGNER, TODD4,006.04 11/17/17LENERTZ, NICHOLAS2,160.37 11/17/17LYNCH, KATHERINE3,323.85 11/17/17MARINO, JASON3,551.45 11/17/17MCCARTY, GLEN3,494.59 11/17/17METRY, ALESIA3,481.24137.80 11/17/17MICHELETTI, BRIAN3,095.79 11/17/17MOE, AEH BEL427.75 11/17/17MULVIHILL, MARIA3,702.39 11/17/17MURRAY, RACHEL2,108.02 11/17/17NYE, MICHAEL3,956.97 11/17/17OLSON, JULIE3,699.04 11/17/17PARKER, JAMES3,332.03 11/17/17PETERSON, JARED3,053.5829.20 11/17/17REZNY, BRADLEY3,612.84 11/17/17STARKEY, ROBERT2,643.14 11/17/17STEINER, JOSEPH4,573.91 11/17/17SYPNIEWSKI, WILLIAM3,224.58 11/17/17TAUZELL, BRIAN3,203.94 11/17/17THIENES, PAUL4,776.29 11/17/17VANG, PAM2,768.71 11/17/17WENZEL, JAY3,344.07 11/17/17XIONG, KAO3,373.16 11/17/17XIONG, TUOYER464.00 11/17/17ZAPPA, ANDREW3,222.32 11/17/17ANDERSON, BRIAN679.04 11/17/17BAHL, DAVID475.20 11/17/17BASSETT, BRENT325.92 11/17/17BAUMAN, ANDREW2,988.19 11/17/17BEITLER, NATHAN869.14 11/17/17BOURQUIN, RON452.76 11/17/17CAPISTRANT, JOHN380.16 11/17/17COREY, ROBERT135.80 11/17/17CRAWFORD - JR, RAYMOND3,093.62 11/17/17CRUMMY, CHARLES325.94 11/17/17DABRUZZI, THOMAS3,268.17 11/17/17DAWSON, RICHARD3,208.27 11/17/17EVERSON, PAUL4,037.07 11/17/17HAGEN, MICHAEL325.92 11/17/17HALE, JOSEPH633.60 11/17/17HALWEG, JODI3,092.59 11/17/17HAWTHORNE, ROCHELLE3,131.08 11/17/17HUTCHINSON, JAMES380.16 Packet Page Number 47 of 293 G1, Attachments 11/17/17IMM, TRACY54.32 11/17/17KANE, ROBERT807.84 11/17/17KARRAS, JAMIE325.94 11/17/17KERSKA, JOSEPH325.92 11/17/17KONDER, RONALD597.56 11/17/17KUBAT, ERIC3,167.48 11/17/17LANDER, CHARLES2,620.89 11/17/17LINDER, TIMOTHY3,377.58 11/17/17LOCHEN, MICHAEL1,303.94 11/17/17MERKATORIS, BRETT285.19 11/17/17MONDOR, MICHAEL4,774.52 11/17/17MORGAN, JEFFERY353.05 11/17/17NEILY, STEVEN488.90 11/17/17NIELSEN, KENNETH372.24 11/17/17NOVAK, JEROME3,290.17 11/17/17NOWICKI, PAUL325.94 11/17/17PACHECO, ALPHONSE325.94 11/17/17PETERSON, ROBERT3,303.47 11/17/17POWERS, KENNETH3,330.21 11/17/17RANGEL, DERRICK81.48 11/17/17RODRIGUEZ, ROBERTO3,186.33 11/17/17SAUERWEIN, ADAM190.13 11/17/17SEDLACEK, JEFFREY3,167.48 11/17/17STREFF, MICHAEL3,144.05 11/17/17SVENDSEN, RONALD3,560.73 11/17/17ZAPPA, ERIC2,581.62 11/17/17CONWAY, SHAWN3,917.72 11/17/17LO, CHING1,173.92 11/17/17LUKIN, STEVEN5,214.17 11/17/17CORTESI, LUANNE2,132.60 11/17/17JANASZAK, MEGHAN2,402.01 11/17/17BRINK, TROY2,733.27 11/17/17BUCKLEY, BRENT2,913.58 11/17/17DOUGLASS, TOM2,022.32 11/17/17EDGE, DOUGLAS2,433.71 11/17/17JONES, DONALD2,486.40 11/17/17MEISSNER, BRENT2,484.10 11/17/17NAGEL, BRYAN4,269.40 11/17/17OSWALD, ERICK2,616.05 11/17/17RUIZ, RICARDO766.57 11/17/17RUNNING, ROBERT3,007.27 11/17/17TEVLIN, TODD2,486.40 11/17/17BURLINGAME, NATHAN2,855.20 11/17/17DUCHARME, JOHN3,077.51 11/17/17ENGSTROM, ANDREW3,098.10 11/17/17JAROSCH, JONATHAN3,608.19 11/17/17LINDBLOM, RANDAL3,077.52 11/17/17LOVE, STEVEN4,780.89 11/17/17ZIEMAN, SCOTT144.00 11/17/17HAMRE, MILES660.32 11/17/17HAYS, TAMARA2,207.29 11/17/17HINNENKAMP, GARY2,649.60 11/17/17NAUGHTON, JOHN2,429.61 11/17/17ORE, JORDAN2,207.29 11/17/17SAKRY, JASON1,915.29 11/17/17BIESANZ, OAKLEY1,867.74 11/17/17GERNES, CAROLE2,129.40652.12 11/17/17HER, KONNIE488.75 11/17/17HUTCHINSON, ANN3,003.59 11/17/17WACHAL, KAREN1,066.49 11/17/17WOLFE, KAYLA1,019.33173.33 Packet Page Number 48 of 293 G1, Attachments 11/17/17GAYNOR, VIRGINIA3,672.64 11/17/17JOHNSON, ELIZABETH1,905.79 11/17/17KONEWKO, DUWAYNE5,347.80 11/17/17KROLL, LISA2,135.29 11/17/17VANG, XAO1,076.16 11/17/17ADADE, JANE1,551.23 11/17/17FINWALL, SHANN3,858.14 11/17/17MARTIN, MICHAEL3,699.07 11/17/17BRASH, JASON3,573.52 11/17/17DEWEY, MARK1,116.00 11/17/17SWAN, DAVID3,130.89 11/17/17SWANSON, CHRIS2,264.19 11/17/17WEIDNER, JAMES2,560.99 11/17/17WELLENS, MOLLY1,926.04 11/17/17ABRAHAM, JOSHUA2,184.99 11/17/17BJORK, BRANDON181.13 11/17/17BRENEMAN, NEIL2,729.93 11/17/17ETTER, LAURA60.00 11/17/17KUBAT, STEPHANIE132.00 11/17/17KUCHENMEISTER, GINA1,850.40 11/17/17LATTIMORE, CHAQUANNA120.00 11/17/17NEUMANN, BRAD137.75 11/17/17ROBBINS, AUDRA3,856.01 11/17/17ROBBINS, CAMDEN300.00 11/17/17VUKICH, CANDACE77.00 11/17/17WITZMANN, CLAIRE45.00 11/17/17BERGO, CHAD3,353.99 11/17/17SCHMITZ, KEVIN2,058.11 11/17/17SHEERAN JR, JOSEPH3,482.66 11/17/17ADAMS, DAVID2,354.40 11/17/17HAAG, MARK2,674.81 11/17/17JENSEN, JOSEPH2,104.10 11/17/17SCHULTZ, SCOTT4,234.32 11/17/17WILBER, JEFFREY2,189.79 11/17/17WISTL, MOLLY228.00 11/17/17PRIEM, STEVEN2,747.69 11/17/17WOEHRLE, MATTHEW2,517.80 11/17/17XIONG, BOON2,070.92 11/17/17FOWLDS, MYCHAL4,324.35 11/17/17FRANZEN, NICHOLAS4,521.90 11/17/17GERONSIN, ALEXANDER2,572.90 11/17/17RENNER, MICHAEL2,290.50 9910293611/17/17ERICKSON, MOLLY45.00 9910293711/17/17KRUEGER, SCOTT78.75 9910293811/17/17SWIECH, CAITLYN180.00 9910293911/17/17SWIECH, TAYLOR135.00 519,943.17 Packet Page Number 49 of 293 G2 MEMORANDUM TO:Melinda Coleman,City Manager FROM: Shann Finwall, AICP, Environmental Planner DATE: November 21, 2017 SUBJECT: Approval of Conditional Use Permit Resolution,Residential Accessory Building, 1788 Kennard Street Introduction George Stephenson, owner of 1788 Kennard Street, is proposing to construct a 440 square foot addition to his detached garage, for an overall square footage of 1,540. Request Mr. Stephenson is requesting approval of a conditional use permit (CUP) to increase the size of his detached garage to 1,540 square feet. City code allows a detached garage up to 1,100 square feet on the residential property at 1788 Kennard Street. An increase in the size of a detached garage is allowed with approval of a CUP. Background Existing Garage The existing detached garage is: 1,100 square feet in area (50 feet deep x 22 feet wide) 10 feet in height (as measured to the mean of the roofline) Located in the rear yard, with a 3 to 4 foot side yard setback to the north side property line, and a 135 foot setback to the rear property line. Constructed of vinyl siding and asphalt shingles on the exterior. Proposed Garage Addition The proposed garage addition will be: 440 square feet in area (20 feet deep x 22 feet wide), for an overall detached garage size of 1,540 square feet 10 feet in height (as measured to the mean of the roofline) Constructed on an existing concrete slab. Constructed on the east side of the existing detached garage, maintaining the existing detached 3 to 4 feet to the north side property line, and an approximate 115 foot setback to the rear property line. Packet Page Number 50 of 293 G2 Constructed of vinyl siding and asphalt shingles on the exterior. Constructed with a 10 foot wide by 7 foot high garage door on the south side and two sliding windows on the north side. Garage Ordinance City code allows a detached garage up to 1,100 square feet on the residential lot at 1788 Kennard Street. The code also allows a combination of detached and attached garages not to exceed 1,660 square feet. Mr. Stephenson explains in his narrative attached that constructing an attached garage is not possible due to the location of the current detached garage. Also, adding square footage to the back of the existing detached garage will not hinder the visibility or Garage Use The front of the existing detached garage is used to store two vehicles and residential storage. The back portion of the existing garage is used to store supplies associated with Mr. s home business. Mr. Stephenson owns Black Heart Enterprises, an on-line business that sells life sized heads of movie monsters to collectors and hobbyists. Orders are made on line and at conventions. Deliveries are brought to the UPS Store or Post Office to be mailed. Because there are no employees or customers coming and going from the property for more than 30 days per year, the business meets the home occupation ordinance and does not require a permit.The additional 440 square feet of garage space is being requested to add additional storage space for the business. Conditional Use Permit Standards The following standards must be met for approval of a CUP: 1. The use would be located, designed, maintained, constructed and operated to be in conformity with the city's comprehensive plan and code of ordinances. 2. The use would not change the existing or planned character of the surrounding area. 3. The use would not depreciate property values. 4. The use would not involve any activity, process, materials, equipment or methods of operation that would be dangerous, hazardous, detrimental, disturbing or cause a nuisance to any person or property, because of excessive noise, glare, smoke, dust, odor, fumes, water or air pollution, drainage, water run-off, vibration, general unsightliness, electrical interference or other nuisances. 5. The use would generate only minimal vehicular traffic on local streets and would not create traffic congestion or unsafe access on existing or proposed streets. 6. The use would be served by adequate public facilities and services, including streets, police and fire protection, drainage structures, water and sewer systems, schools and parks. 7. The use would not create excessive additional costs for public facilities or services. Packet Page Number 51 of 293 G2 8. The use would maximize the preservation of and incorporate the site's natural and scenic features into the development design. 9. The use would cause minimal adverse environmental effects. The proposed 1,540 square foot detached garage will be constructed on the east side of the existing detached garage and will not be visible to the neighbors. Approving a detached garage that exceeds the 1,100 square foot limit set by city code meets the CUP standards in this proposal. Citizen Comment Kim Shawbold, 1784 Kennard Street (submitted via e- husband and I are the property owners at 1784 Kennard St directly to the south of 1788 Kennard St and we have NO issues with what George Stephenson is proposing to do and Commission Action November 21, 2017, Planning Commission: The Planning Commission recommended approval of the CUP for a residential accessory building at 1788 Kennard Street. Budget Impact None. Recommendation Approve the attached conditional use permit resolution. The conditional use permit allows for an increase in the residential detached garage at 1788 Kennard Street to 1,540 square feet. This approval shall be subject to the following conditions: 1. All construction shall follow the project plans as approved by the city. The director of environmental and economic development may approve minor changes. 2. The proposed construction must be substantially started within one year of council approval or the permit shall end. The council may extend this deadline for one year. 3. The city council shall review this permit in one year. 4. The applicant must obtain a grading and building permit for the garage addition. 5. home occupation storage. Packet Page Number 52 of 293 G2 Reference Information Site Description Site Size: .39 Acres Existing Land Use: Residential Surrounding Land Uses North: Single Dwelling Residential South: Single Dwelling Residential East: Single Dwelling Residential West: Kennard Street and Single Dwelling Residential Across the Street Planning Existing Land Use: Single Dwelling Residential (R-1) Existing Zoning:Single Dwelling Residential (R-1) Application Date October 4, 2017. The initial 60-day review deadline for a decision is December 12, 2017. As stated in Minnesota State Statute 15.99, the city is allowed to take an additional 60 days if necessary in order to complete the review of the application. Attachments 1. Narrative 2. Location Map 3. Site Plan 4. 5. Elevations 6. Pictures 7. Resolution Packet Page Number 53 of 293 G2, Attachment 1 Packet Page Number 54 of 293 G2, Attachment 2 Packet Page Number 55 of 293 G2, Attachment 3 Site Packet Page Number 56 of 293 G2, Attachment 4 ExistingSideYard Addition-440 Setback=3'to4' squarefeet Finishedgarageto be1,540square feet Packet Page Number 57 of 293 G2, Attachment 5 Packet Page Number 58 of 293 G2, Attachment 6 Pictures Packet Page Number 59 of 293 G2, Attachment 7 CONDITIONAL USE PERMIT RESOLUTION WHEREAS, Mr. George Stephenson, the property owner, applied for a conditional use permit (CUP) to construct a 440 square foot addition to his existing detached garage, for an overall detached garage size of 1,540 square feet. WHEREAS, this permit applies to property at 1788 Kennard Street. WHEREAS, the legal description of the property is: Ex N 80Ft Lot 37 and Ex S 62 5/1o Ft Lot 36 Blk 2 Garden Acres (PIN 15-29-22-44- 0082) WHEREAS, the history of this conditional use permit is as follows: On November 21, 2017, the planning commission held a public hearing. The city staff published a notice in the paper and sent notices to the surrounding property owners. The planning commission gave persons at the hearing a chance to speak and present written statements. The commission also considered reports and recommendations of the city staff. The planning commission recommended that the city council approve the conditional use permit. On November 27, 2017, the city council discussed the proposed conditional use permit. They considered reports and recommendations from the planning commission and city staff. NOW, THEREFORE, BE IT RESOLVED that the city council _________ the above- described conditional use permit, because: 1. The use would be located, designed, maintained, constructed and operated to be in conformity with the city's comprehensive plan and code of ordinances. 2. The use would not change the existing or planned character of the surrounding area. 3. The use would not depreciate property values. 4. The use would not involve any activity, process, materials, equipment or methods of operation that would be dangerous, hazardous, detrimental, disturbing or cause a nuisance to any person or property, because of excessive noise, glare, smoke, dust, odor, fumes, water or air pollution, drainage, water run-off, vibration, general unsightliness, electrical interference or other nuisances. 5. The use would generate only minimal vehicular traffic on local streets and would not create traffic congestion or unsafe access on existing or proposed streets. 6. The use would be served by adequate public facilities and services, including streets, police and fire protection, drainage structures, water and sewer systems, schools and parks. 7. The use would not create excessive additional costs for public facilities or services. Packet Page Number 60 of 293 G2, Attachment 7 8. The use would maximize the preservation of and incorporate the site's natural and scenic features into the development design. 9. The use would cause minimal adverse environmental effects. Approval is subject to the following conditions: 1. All construction shall follow the project plans as approved by the city. The director of environmental and economic development may approve minor changes. 2. The proposed construction must be substantially started within one year of council approval or the permit shall end. The council may extend this deadline for one year. 3. The city council shall review this permit in one year. 4. The applicant must obtain a grading and building permit for the garage addition. 5. The use of the proposed garage home occupation storage. The Maplewood City Council _____________this resolution on November 27, 2017. Packet Page Number 61 of 293 G3 MEMORANDUM TO: Melinda Coleman, City Manager FROM: Chris Swanson,Environmental and City Code Specialist DATE: November 17, 2017 SUBJECT: Approval of a Conditional Use Permit Review,Used-Car Sales at Maplewood Office Park, 1705 Cope Avenue Introduction The conditional use permit (CUP) for used auto sales at 1705 Cope Avenue is up for its annual review. Dennis Newcomb, of 4 Seasons Auto Sales, sought approval of a conditional use permit (CUP) to sell used cars out of the rental office in the northerly space of the easterly building. Background On April 8, 1976: The city council approved the development plans for the Maplewood Office Park. On June 9, 2014: The city council approved a CUP to allow for used auto sales. On September 14, 2015 and November 28, 2016: The city council reviewed the CUP and agreed to review it again in one year. Discussion In the past there have been some issues at this site. The applicant was parking vehicles on the grass, there was asignificant amount of debris stored on the west side of the property, and the trash was not screened from view. Staff worked with the applicant and the property owner to address these issues. Since that time there have been minimal issues at the site. Staff is still working with the property owner and the applicant, Mr. Newcomb, to address the freestanding sign that faces Highway 36. The main freestanding sign facing Highway 36 is in the middle of being restored ng has not been returned. Overall the site is in compliance and there have been no issues recently. Staff will work with the applicant and the property owners in the next month to come up with a plan for the freestanding sign. Budget Impact None Packet Page Number 62 of 293 G3 Recommendation Staff recommends approval of the Conditional Use Permit Review for used auto sales at 1705 Cope Avenue and review the project again in one year. Attachments 1. Location Map 2. June 9, 2014 CUP Conditions Packet Page Number 63 of 293 G3, Attachment 1 Packet Page Number 64 of 293 G3, Attachment 2 MINUTESMAPLEWOOD CITYCOUNCIL 7:00 p.m., Monday, June 9, 2014 CouncilChambers,City Hall Meeting No. 10-14 J.NEW BUSINESS 5. Approval of a Conditional Use PermitforUsed-Car Sales at the Maplewood Office Park, 1705 Cope Avenue City Planner Martin gave the staff report and answered questions of the council. Planning CommissionerTrippler addressed the councilto give thePlanning Commission report. ApplicantDennis Newcomb addressed the councilto give additional information andanswer questions ofthe council. CouncilmemberKoppen moved to approve to approve the conditional use permit resolution to allow a used-car sales business located at 1705 Cope Avenue. Approval is based on the findings requiredby ordinance and subjectto the following conditions: 1. All construction shall follow the site plandate-stamped April 14, 2014 approved by the city. Staffmay approve minor changes. 2. The proposed use must besubstantially started within one year of council approval or the permit shall become null and void. The councilmay extend this deadline for one year after review and good-cause is shown. 3. The city council shall review this permit in oneyear. 4. The property owner shall prepare the site in the following manner to accommodate theadded attention and traffic to the area (completedno later than180days from approval unless otherwise noted): Remove brush/debris pile along the west side ofthe property. Remove all unapproved signs immediately. Install a trash enclosure with a closeable (100 percent opaque)gate. Restore existingMaplewood Office Parksignage to visually presentable condition. 5. New signs, if notin compliance with the comprehensive sign plan, shall be submitted to the community design review board asan amendment to the current sign plan. This approval must be obtained prior to the installation of any signs that do not comply with the current sign criteria. 6. No use of attention-gettingadvertisingdevices including, but not limited to:banners, flags, stingers,streamers or similar (unless they are allowed by the citys sign ordinance). Packet Page Number 65 of 293 G3, Attachment 2 7. A maximum of ten cars for sale at anyone time. 8. All vehiclesand the site shall always be kept in neat, cleanand orderly condition. 9. The allowedhours of operation shall be as follows: Monday through Friday from 10 a.m.to seven p.m.;Saturdays from 10 a.m.to six p.m. and Sundays closed. Seconded by Councilmember Juenemann AyesAll The motion passed. Packet Page Number 66 of 293 G4 MEMORANDUM TO:Melinda Coleman, City Manager FROM:Chris Swanson, Environmental and City Code Specialist DATE:November 20, 2017 SUBJECT: Approval of a Conditional Use Permit Review, Special Care Center, 1700 Beam Avenue Introduction The conditional use permit (CUP) for Avenue, is due for review.ACUP is required for multi-family senior housing in a Business Commercial Modified zoning district. Background June 9, 1997: The city council approved a conditional use permit and design review for Outback Steak at 1770 Beam Avenue.Outback Steak is located on the most easterly side of the lot, adjacent Southlawn Drive North. November 23: 1999: The community design review board approved design review for US Bank at 1760 Beam Avenue.US Bank is located just to the west of Outback Steak, with approved cross access easements from the Southlawn Drive driveway. April 26, 2004: The city council denied a request to rezone and re-guide the vacant lot located west of US Bank from Business Commercial Modified to Business Commercial. Rezoning and re-guiding the property would have allowed a proposed Dairy Queen with drive up window to be constructed in that location. November 28, 2016: The city council approved the following land use requests for Maplewood 1. Conditional use permit 2. Preliminary plat 3. Parking waver 4. Design review Discussion JEA Development received approval to construct a 34,491 square foot memory care facility on the vacant lot located on the south side of Beam Avenue, west of the existing US Bank building (1760 Beam Avenue). The building will consist of 50 units that accommodate residents with Adementia, and related memory issues. Packet Page Number 67 of 293 G4 Construction of the is significantly underway. The construction is continuing at a good pace and the inspectors have had no issues with the contractors. Staff have had no complaints from residents about the project. Staff recommends reviewing the project again in one year to check on the progress. Photo of Construction Progress, looking east on Beam Budget Impact None Recommendation Staff recommends approval of the Conditional Use Permit Review for Special Care Center, and that the project be reviewed again in one year. Attachments 1. Overview Map 2. Project Site Plan 3. Building Elevation 4. November 28, 2016 CUP Conditions Packet Page Number 68 of 293 G4, Attachment 1 Maplewood Heights Kohlman Lake Hazelwood Sherwood Glen Parkside Western Hills Gladstone Hillside Beaver Lake Battle Creek Vista Hills Highwood Carver Ridge Maplewood, City of Maplewood 1760 Beam Avenue East - JEA Senior Living Maplewood, Source: Esri, DigitalGlobe, GeoEye, Overview Map Earthstar Geographics, CNES/Airbus DS, USDA, USGS, AEX, Getmapping, Aerogrid, IGN, IGP, swisstopo, and the GIS User Community, Esri, HERE, DeLorme, MapmyIndia, © OpenStreetMap contributors, and the GIS user community Packet Page Number 69 of 293 G4, Attachment 2 Packet Page Number 70 of 293 G4, Attachment 3 Packet Page Number 71 of 293 G4, Attachment 4 MINUTES MAPLEWOOD CITY COUNCIL 7:00 P.M. Monday, November 28, 2016 City Hall, Council Chambers Meeting No. 22-16 1. Beam Avenue a. Preliminary Plat b. Conditional Use Permit Resolution c. Design Review d. Parking Waiver Economic Development Coordinator Martin gave the staff report and answered questions of the council.Commissioner Allan Ige addressed the council to give the report from the Planning Commission. Chair Matt Ledvina, addressed the council to give the report from the Community Design Review Board. Kevin Gardner, Associate Civil Engineer with Pierce Pini & Associates addressed and answered questions of the council. Councilmember Smith moved to approve the Voran Properties Addition preliminary plat located on the southeast corner of Beam Avenue and Southlawn Drive subject to the following conditions: 1. Submit to staff a revised plat which shows the easterly lot line for Lot 2 shifted to the west to ensure the existing parking lot on Lot 3 meets the required five foot setback. Alternatively, the applicants can submit a revised site plan showing how the existing parking lot on Lot 3 is reconstructed to meet the five-foot setback. 2. Submit to staff copies of the executed cross access agreements for Lots 1 through 4. 3.city engineering report dated October 31, 2016, and Erin Labe17, 2016, attached to this report. 4. Comply with the conditions of approval in Shann Finwall environmental report dated November 8, 2016, attached to this report. Seconded by Councilmember Juenemann Ayes All The motion passed. Councilmember Juenemann moved to approve the conditional use permit resolution to allow multi-family senior housing in a Business Commercial Modified zoning district. Approval is based on the findings required by ordinance and subject to the following conditions: 1. All construction shall follow the site plan date-stamped September 30, 2016, approved by the city.Staff may approve minor changes. November 28, 2016 1 City Council Meeting Minutes Packet Page Number 72 of 293 G4, Attachment 4 2. The proposed use must be substantially started within one year of council approval or the permit shall become null and void. The city council may extend this deadline for one year. 3. The city council shall review this permit in one year. 4.city engineering report dated October 31, 2016, and Erin Labe17, 2016, attached to this report. 5. Comply with the conditions of approval in Shann Finwall environmental report dated November 8, 2016, attached to this report. 6. This permit allows 50 senior housing units for and related memory issues. Minor changes to this unit count may be approved by staff. Resolution 16-11-1399 Conditional Use Permit Resolution WHEREAS, JEADevelopment/Maple Care Group, LLC has applied for a conditional use permitto put a multi-family seniorhousing facility in a Business CommercialModified zoning district; WHEREAS,Section 44-558 (1) ofthe Business Commercial Modified district requirements states that a conditional use permitmaybe granted for all permitted uses in the R3 district. WHEREAS,this permit applies to the property located at Block 1, Lot 1, Voran Properties Addition (1700 Beam Avenue). WHEREAS,the history ofthis conditional use permit is as follows: 1. On November 15, 2016,the planning commissionheld a publichearing. The city staff published a notice in the paper and sent notices to the surrounding property owners. The planning commissiongave everyoneat thehearing a chance to speak and present written statements. The planning commission also considered the reports and recommendation of city staff. The planning commission recommended that the city council approve this permit. 2. On November 28, 2016,the city council considered reports andrecommendations of the city staff and planning commission. NOW, THEREFORE,BEIT RESOLVEDthatthe city council approved the above- described conditional use permit, because: 1. The use would be located,designed, maintained, constructedand operated to be in conformity with theCity's Comprehensive Planand Code of Ordinances. November 28, 2016 2 City Council Meeting Minutes Packet Page Number 73 of 293 G4, Attachment 4 2. The use would not change the existing or planned character ofthe surrounding area. 3. The use would notdepreciate property values. 4. The use would not involve anyactivity, process,materials, equipment or methods of operation that would bedangerous, hazardous, detrimental, disturbing or cause a nuisance to anyperson or property, because of excessive noise, glare, smoke, dust, odor, fumes, water or air pollution, drainage, water run-off,vibration, general unsightliness, electrical interference or other nuisances. 5. The use would generate only minimal vehicular traffic on local streets and would not create traffic congestionorunsafe access on existing or proposed streets. 6. The use would be servedbyadequate public facilitiesand services, including streets, police and fire protection, drainage structures, water and sewer systems, schools and parks. 7. The use would not create excessive additional costs for public facilities or services. 8. The use would maximize the preservation of and incorporate the site's natural and scenic features into the development design. 9. The use would cause minimal adverse environmental effects. Approval is subjectto the following conditions: 1.All construction shall follow the site plandate-stamped September 30, 2016,approved by the city. Staffmayapprove minor changes. 2. The proposed use must be substantially startedwithin one year of council approval or the permit shall become null and void. The city councilmay extend this deadline for one year. 3. The city council shallreview this permit in oneyear. 4. Comply with the conditions of approval in Jon Jaroschs city engineering report datedOctober 31, 2016, and Erin Laberees county engineering report dated November 17, 2016. 5. Comply with the conditions of approval in Shann Finwallsand Virginia Gaynorenvironmental report dated November 8, 2016. 6. This permit allows 50 seniorhousing units for residents with Alzheimers, dementia, and related memory issues. Minor changes to this unit count maybeapprovedby staff. Seconded by Councilmember Smith Ayes All November 28, 2016 3 City Council Meeting Minutes Packet Page Number 74 of 293 G4, Attachment 4 The motion passed. Councilmember Smith moved to approve the parking waiver of 59 parking spaces for the requires 100 parking spaces for this site, and the proposed project will provide 41 parking spaces. If a parking shortage develops the city council may require the applicant to secure more parking spaces. Seconded by Councilmember Juenemann Ayes All The motion passed. Councilmember Smith moved to approve the plans date-stamped September 30, 2016, subject to the applicant complying with the following conditions: 1. Approval of design plans is good for two years. If the applicant has not begun construction within two years, this design review shall be repeated. Staff may approve minor changes to these plans. 2. The applicant shall comply with the conditions noted in Jon Jaros report dated November 17, 2016. 3. 4. Submit to staff copies of the executed cross access agreements for Lots 1 through 4. 5. Submit to staff a revised lighting plan which shows outdoor lights do not exceed .4 foot candles of lumens at the property line. 6. Submit to staff a revised site plan which shows the concrete sidewalk extending from the westerly lot of Lot 1 to the existing sidewalk located in front of Lot 3. 7. requires separate sign permits. 8. Submit to staff revised elevations showing brick wainscot from the base of the building up to the window line on all elevations. All brick used on the building shall match. 9. The applicant shall provide an irrevocable letter of credit or cash escrow in the amount of 150 percent of the cost of installing the landscaping, before getting a building permit. Seconded by Councilmember Juenemann Ayes All The motion passed. November 28, 2016 4 City Council Meeting Minutes Packet Page Number 75 of 293 G5 MEMORANDUM TO: Melinda Coleman, City Manager FROM: Chris Swanson,Environmental and City Code Specialist DATE: November 17, 2017 SUBJECT: Approval of a Conditional Use Permit Review, Maplewood Auto Mall, 2529 White Bear Avenue Introduction The conditional use permit for the Maplewood Auto Mall is due for its annual review. Background March 22, 1988: The community design review board (CDRB) approved the plans for the Maplewood Auto Center. This facility was developed as an automotive center for auto parts, sales, and vehicle repairs. August 27, 2001: The city council approved a CUP for Alamo Car Rental to lease motor vehicles. April 22, 2003: The CDRB approved a comprehensive sign plan amendment and design review change. August 12, 2013: The city council approved a conditional use permit review and design review to convert the former gas station building on site to a used auto sales business. The council also combined the three active conditional use permits into a single permit. December 21, 2015: The city council approved a CUP revision and design plans for a 1,930 square foot building addition and expansion of the existing parking lot by nine spaces. November 28, 2016: The city council reviewed the CUP for this site and agreed to review again in one year. Discussion The construction of the building addition and the parking lot is complete. All the plantings at the site have been installed and are doing well. The site was tidy and clean during the inspection. Staff is not aware of any neighborhood concerns. Staff is recommending reviewing this CUP again only if a problem arises or a major change is proposed. Budget Impact None Packet Page Number 76 of 293 G5 Recommendation Staff recommends approval of the Conditional Use Permit Review at Maplewood Auto Mall, 2529 White Bear Avenue, and review again only if a problem arises or a major change is proposed. Attachments 1.Overview Map 2.Site Plan 3. December 21, 2015 CUP Conditions Packet Page Number 77 of 293 G5, Attachment 1 Maplewood Heights Kohlman Lake Hazelwood Sherwood Glen Parkside Western Hills Gladstone Hillside Beaver Lake Battle Creek Vista Hills Highwood Carver Ridge Sources: Esri, HERE, DeLorme, TomTom, Intermap, increment P Corp., GEBCO, USGS, FAO, NPS, NRCAN, GeoBase, IGN, Kadaster NL, Ordnance Survey, Esri Maplewood, City of Maplewood Japan, METI, Esri China (Hong Kong), swisstopo, MapmyIndia, © OpenStreetMap contributors, and the 2529 White Bear Avenue - Maplewood Auto Mall GIS User Community, Source: Esri, DigitalGlobe, GeoEye, i-cubed, Earthstar Geographics, CNES/Airbus CUP Amendment and Design Review - Overview Map DS, USDA, USGS, AEX, Getmapping, Aerogrid, IGN, IGP, swisstopo, and the GIS User Community, City of Maplewood, Esri, HERE, DeLorme, TomTom, MapmyIndia, © OpenStreetMap contributors, and the GIS user community Packet Page Number 78 of 293 G 5, Attachment 2 SPERIDES REINERS ARCHITECTS, INC COPYRIGHT 2015 C REG NO:DATE: 1868110.26.2015 NICHOLAS S. SPERIDES AIA SR NAME: WWW.SRARCHITECTSINC.COM 2529 WHITE BEAR AVE, MAPLEWOOD, MN 55109 T.I. 15-067N.S. FX: 952.996.9663 PH: 952.996.9662 THE LAWS OF THE STATE OF MINNESOTA. A1 THAT I AM A DULY LICENSED ARCHITECT UNDER BLOOMINGTON, MINNESOTA 55437 MAPLEWOOD AUTO MALL ADDITION ME OR UNDER MY DIRECT SUPERVISION AND SUITE 22010.26.2015ISSUE FOR CITY SUBMITTAL SPECIFICATION OR REPORT WAS PREPARED BY SITE PLAN ROOF PLAN 4200 WEST OLD SHAKOPEE ROAD I HEREBY CERTIFY THAT THIS PLAN,ISSUE: PROJECT NO:DRAWN BY:CHECKED BY: Packet Page Number 79 of 293 G5, Attachment 3 MINUTES MAPLEWOOD CITY COUNCIL 7:00 p.m., Monday, December 21, 2015 Council Chambers, City Hall Meeting No. 24-15 A.NEW BUSINESS 1.Consider a Conditional Use Permit Amendment and Design Review, Maplewood Auto Mall, 2529 White Bear Avenue Economic Development Coordinator Martin gave the staff report. Commissioner Kempe gave the reports from the Planning Commission and Community Design Review Board. Nick Sperides, applicant from Maplewood Auto Mall addressed the council to answer questions and give additional information. Councilmember Koppen moved to approve the resolution approving a conditional use permit amendment for auto repair, auto detailing, auto rental, used auto sales, auto washing and expansion of a nonconforming parking lot at 2529 White Bear Avenue. Approval is based on the findings required by the code and subject to the following conditions: 1.All building expansion improvements for the Maplewood Auto Mall (Cooper Motors) shall follow the plans, date-stamped October 26, 2015. The applicant shall meet the requirements of the city engineer report, dated November 9, 2015 and the environmental planner report, dated November 10, 2015. The director of the environmental and economic development department may approve minor changes. 2.The property owner shall comply with the signage requirements of the city code and the 3.Fire protection systems (fire extinguishers and a sprinkler system) shall meet all requirements of the code. These systems shall be approved and installed before the applicant begins his business. 4.All vehicles on-site shall be operational. 5.Ensure that there is no illegal parking on the site including no parking on the grass and no stacking of vehicles (i.e., two vehicles to one stall). 6.Ensure that the entire site is cleared of trash including all illegally dumped material located within the drainage ditch behind the auto mall. 7.Ensure that trash dumpsters are placed inside enclosures at all times. 8.ary sign ordinance including obtaining a sign permit for all temporary signs over 12 square feet and only allowing one temporary sign per business located within the center. 9.Ensure that all landscaped areas are maintained including removing all weeds from the Packet Page Number 80 of 293 G5, Attachment 3 10.There shall be no parting-out of vehicles outside the building and left in the parking lot. 11.Auto salvage businesses are prohibited from operating at this site. 12.The parking lot shall be kept clear of junk and dirt. 13.All service work that is needed on vehicles shall be completed inside a proper service garage. All garage doors shall be closed anytime vehicle repair work is in progress. 14.There shall be an after-hours contact person on record dispatcher. 15.If the building occupancy changes, the property owner shall comply with all applicable code requirements relative to the new building use. A building permit may then be required. 16.Verify that the parking on-site does not obstruct fire department access for their trucks. 17.All tenants at the Maplewood Auto Center must adhere to the parking plan, dated November 17, 2015, as submitted by the property owner to city staff. A parking plan needs to be filed with city staff at all times indicating the property is meeting the minimum parking requirements and how the spaces are allocated to each tenant. A new parking plan shall be filed any time a suite changes use or the building is physically altered in any way. A new plan shall be filed with the city reflecting the expansion of the existing parking lot. 18.Parking in the center of the canopy, adjacent to the 2529 building, shall be for inventory only. A no customer parking sign shall be posted. 19.The city council shall review this permit in one year. 20.The property owner shall provide city staff a plan for trash removal or design plans for a 21.The property owner or manager is responsible for compliance of all conditions listed in this permit. If any tenant is found out of compliance the city will notify the property owner or manager in order to rectify the situation. 22.The expanded nonconforming parking lot shall maintain its existing setback. Resolution CONDITIONAL USE PERMIT RESOLUTION WHEREAS, this permit for the Maplewood Auto Mall allows auto repair, auto detailing, auto rental, used auto sales, auto washing and the expansion of a nonconforming parking lot. WHEREAS, this permit applies to property located at 2529 White Bear Avenue. The legal description is: Packet Page Number 81 of 293 G5, Attachment 3 Lot I, Block 1, Maple Ridge Mall, according to the recorded plat thereof, Ramsey County, Minnesota, together with that part of Lot 2, said Block I, lying north of the westerly extension of the south line of said Lot 1. Which lies easterly and northerly of a line described as beginning at the northwest comer of said Lot 1; thence on an assumed bearing of South 89 degrees 25 minutes 17 seconds West, along the north line of said Lot 2, a distance of 136.21 feet to the point of beginning of the line to be described; thence South 0 degrees 42 minutes 53 seconds East 163.86 feet; thence North 89 degrees 14 minutes 53 seconds East 299.59 feet to the easterly line of said Lot I and said line there terminating. (PIN 11-29-22-22-0043) WHEREAS, the history of this conditional use permit is as follows: 1.On November 17, 2015, the planning commission held a public hearing and recommended that the city council approve this permit. The city staff published a notice in the paper and sent notices to the surrounding property owners. The planning commission gave everyone at the hearing a chance to speak and present written statements. The planning also considered reports and recommendations of the city staff. 2.On December 21, 2015, the city council reviewed this proposal. The council also considered reports and recommendations of the city staff and planning commission. 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 this Code. 2.The use would not change the existing or planned character of the surrounding area. 3.The use would not depreciate property values. 4.The use would not involve any activity, process, materials, equipment or methods of operation that would be dangerous, hazardous, detrimental, disturbing or cause a nuisance to any person or property, because of excessive noise, glare, smoke, dust, odor, fumes, water or air pollution, drainage, water run-off, vibration, general unsightliness, electrical interference or other nuisances. 5.The use would not exceed the design standards of any affected street. 6.The use would be served by adequate public facilities and services, including streets, police and fire protection, drainage structures, water and sewer systems, schools and parks. 7.The use would not create excessive additional costs for public facilities or services. 8.The use would maximize the preservation of and incorporate the site's natural and scenic features into the development design. 9.The use would cause no more than minimal adverse environmental effects. Packet Page Number 82 of 293 G5, Attachment 3 Approval is subject to the following conditions: 1.All building expansion improvements for the Maplewood Auto Mall (Cooper Motors) used auto sales business shall follow the plans, date-stamped October 26, 2015 approved by the city. The applicant shall meet the requirements of the city engineer report, dated November 9, 2015 and the environmental planner report, dated November 10, 2015. The director of community development the environmental and economic development department may approve minor changes. 2.The property owner shall comply with the signage requirements of the city code and the 3.Fire protection systems (fire extinguishers and a sprinkler system) shall meet all requirements of the code. These systems shall be approved and installed before the applicant begins his business. 4.All vehicles on-site shall be operational. 5.Ensure that there is no illegal parking on the site including no parking on the grass and no stacking of vehicles (i.e., two vehicles to one stall). 6.Ensure that the entire site is cleared of trash including all illegally dumped material located within the drainage ditch behind the auto mall. 7.Ensure that trash dumpsters are placed inside enclosures at all times. 8.Ensu obtaining a sign permit for all temporary signs over 12 square feet and only allowing one temporary sign per business located within the center. 9.Ensure that all landscaped areas are maintained including removing all weeds from the 10.There shall be no parting-out of vehicles outside the building and left in the parking lot. 11.Auto salvage businesses are prohibited from operating at this site. 12.The parking lot shall be kept clear of junk and dirt. 13.All service work that is needed on vehicles shall be completed inside a proper service garage. All garage doors shall be closed anytime vehicle repair work is in progress. 14.There shall be an after- dispatcher. 15.If the building occupancy changes, the property owner shall comply with all applicable code requirements relative to the new building use. A building permit may then be required. 16.Verify that the parking on-site does not obstruct fire department access for their trucks. Packet Page Number 83 of 293 G5, Attachment 3 17.All tenants at the Maplewood Auto Center must adhere to the parking plan, dated July 8, 2013 November 17, 2015, as submitted by the property owner to city staff. A parking plan needs to be filed with city staff at all times indicating the property is meeting the minimum parking requirements and how the spaces are allocated to each tenant. A new parking plan shall be filed any time a suite changes use or the building is physically altered in any way. A new plan shall be filed with the city reflecting the expansion of the existing parking lot. 18.Parking in the center of the canopy, adjacent to the 2529 building, shall be for inventory only. A no customer parking sign shall be posted. 19.The city council shall review this permit in one year. 20.The property owner shall provide city staff a plan for trash removal or design plans for a s design review process. 21.The property owner or manager is responsible for compliance of all conditions listed in this permit. If any tenant is found out of compliance the city will notify the property owner or manager in order to rectify the situation. 22.The expanded nonconforming parking lot shall maintain its existing setback. Councilmember Koppen moved to approve the design plans date-stamped October 26, 2015 for the building addition and expansion of the nonconforming parking lot for the site located at 2529 White Bear Avenue. Approval is subject to the following conditions: 1.Approval of design plans is good for two years. If the applicant has not begun construction within two years, this design review shall be repeated. Staff may approve minor changes. 2. property line than the setback established by the existing parking lot. 3.The building materials and colors used for the building addition shall match the materials and colors for the existing building. 4.The additional parking spaces shall be striped per ordinance requirements. 5.Prior to issuance of a grading or building permit, the applicant must submit a cash escrow or an irrevocable letter of credit for all required exterior improvements. The amount shall be 125 percent of the cost of the work. 6.Satisfy the requirements set forth in the staff report authored by staff engineer Jon Jarosch, dated November 9, 2015. 7.Satisfy the requirements set forth in the staff report authored by environmental planner Shann Finwall, dated November 10, 2015. Seconded by Councilmember Juenemann Ayes All The motion passed. Packet Page Number 84 of 293 G6 MEMORANDUM TO: Melinda Coleman, City Manager FROM: Chris Swanson, Environmental and City Code Specialist DATE: November 14, 2017 SUBJECT: Approvalof a Conditional Use Permit Review, Metro Heating and Cooling, 2303 Atlantic Street Introduction The conditional use permit (CUP) for Metro Heating and Cooling isdue for itsannual review. City Council approved a 2,580 square foot addition which required approval of a conditional use permit (CUP). This property is located within 350 feet of residential property. City code requires a CUP for any new commercial building projects within 350 feet of residential property. Background On July 11, 1974: The city council approved plans for the Handy Hitch building. On March 7, 1980: The city council approved plans for a 1,575 square foot addition to the existing building. On November 28, 2016: The city council approved plans for a 2,580 square foot addition. Discussion The renovations of the exterior and interior portionsof the building have been completed and occupancy of the buildinghasbeen granted. The finished building is aesthetically pleasing and the site isin good shape. Theapproved site plan calls for three additional trees and some other shrubs to be planted. The applicant is waiting to plant until spring. City staff will ensure these items are planted next year. Metro Heating and Cooling is occupying the site and is meeting all conditions of approval. Budget Impact None Recommendation Staff recommends approval of the Conditional Use Permit Review for Metro Heating and Cooling and review the project again in one year. Packet Page Number 85 of 293 G6 Attachments 1.Location Map 2.Site Plan 3.November 28, 2016 CUP Conditions Packet Page Number 86 of 293 G6, Attachment 1 Location Map accurate, current, or otherwise reliable. THIS MAP IS NOT TO BE USED FOR NAVIGATION is for reference only. Data layers that appear on this map may or may not be This map is a user generated static output from an Internet mapping site and Feet 600.0 300.00 0 600.0 Packet Page Number 87 of 293 G6, Attachment 2 12 Packet Page Number 88 of 293 G6, Attachment 3 MINUTES MAPLEWOOD CITY COUNCIL 7:00 P.M. Monday, November 28, 2016 City Hall, Council Chambers Meeting No. 22-16 1. Consider Approval of a Building Expansion for Metro Heating and Cooling, 2303 Atlantic Street North a. Conditional Use Permit Resolution b. Design Review Economic Development Coordinator Martin gave the staff report and answered questions of the council.Commissioner Allan Ige addressed the council to give the report from the Planning Commission. Chair Matt Ledvina, addressed the council to give the report from the Community Design Review Board.Paul Ryland, Manager from Metro Heating and Cooling addressed and introduced himself to the council. Councilmember Juenemann moved to approve the conditional use permit resolution. This conditional use permit allows a 2,580 square foot building expansion within the M-1 (light manufacturing) zoning district that is within 350 feet of a residential zoning district for the property located 2303 Atlantic Street North. This approval shall be subject to the following conditions: 1.All construction shall follow the project plans as approved by the city. The director of environmental and economic development may approve minor changes. 2. The proposed construction must be substantially started within one year of council approval or the permit shall end. The council may extend this deadline for one year. 3. The city council shall review this permit in one year. 4. The applicant shall provide a screening fence between its trash containers and the neighboring property to the west. All trash enclosures must be kept of the view from the public right-of-ways. 5. The existing residential structure on this site is a legal, non-conforming use. If the home is vacant for one year or more its legal, non-conforming status ceases and cannot be used for residential purposes. Resolution 16-11-1400 Conditional Use Permit Resolution WHEREAS, Metro Heating and Cooling has applied for a conditional use permit to expand the existing building at 2303 Atlantic Street North. WHEREAS, conditional use permits are required for commercial buildings in the light manufacturing (m1) zoning district that are within 350 feet of properties that have been guided and zoned as residential. WHEREAS, this permit applies to the 1 acre site at 2303 Atlantic Street North. The legal description and property identification number are: November 28, 2016 1 City Council Meeting Minutes Packet Page Number 89 of 293 G6, Attachment 3 Subject To Road & Except South 200 Feet; The East 260 Feet Of Block 14 Also; Except West 400 Feet& Except East 30 Feet;Part Lying Southerly Of Highway 36 Of Block 17 09-29-22-41-0023 WHEREAS, the history of this conditional use permit is as follows: 1. On November 15, 2016, the planning commission held a public hearing. The city staff published a hearing notice in the Maplewood Review and sent notices to the surrounding property owners. The planning commission gave everyone at the hearing a chance to speak and present written statements. The planning commission recommended that the city council approve the conditional use permit 2. On November 28, 2016 the city council discussed the conditional use permit. They considered reports and recommendations from the planning commission and city staff. NOW, THEREFORE, BE IT RESOLVED that the city council approved the above-described conditional use permit because: 1. The use would be located, designed, maintained, constructed and Code of Ordinances. 2. The use would not change the existing or planned character of the surrounding area. 3. The use would not depreciate property values. 4. The use would not involve any activity, process, materials, equipment or methods of operation that would be dangerous, hazardous, detrimental, disturbing or cause a nuisance to any person or property, because of excessive noise, glare, smoke, dust, odor, fumes, water or air pollution, drainage, water run-off, vibration, general unsightliness, electrical interference or other nuisances. 5. The use would not exceed the design standards of any affected street. 6. The use would be served by adequate public facilities and services, including streets, police and fire protection, drainage structures, water and sewer systems, schools and parks. 7. The use would not create excessive additional costs for public facilities or services. 8. natural and scenic features into the development design. 9. The use would cause minimal adverse environmental effects. Approval is subject to the following conditions: 1.All construction shall follow the project plans as approved by the city. The director of environmental and economic development may approve minor changes. November 28, 2016 2 City Council Meeting Minutes Packet Page Number 90 of 293 G6, Attachment 3 2. The proposed construction must be substantially started within one year of council approval or the permit shall end. The council may extend this deadline for one year. 3. The city council shall review this permit in one year. 4. The applicant shall provide a screening fence between its trash containers and the neighboring property to the west. All trash enclosures must be kept on the south end of the building, as public right-of-ways. 5. The existing residential structure on this site is a legal, non- conforming use. If the home is vacant for one year or more its legal, non-conforming status ceases and cannot be used for residential purposes. Seconded by Councilmember Xiong Ayes All The motion passed. Councilmember Juenemann moved to approve the plans date-stamped November 7, to the developer complying with the following conditions: 1. This approval is good for two years. After two years, the design-review process shall be repeated if the developer has not begun construction. 2. All requirements of the fire marshal and building official must be met. 3. The applicants shall comply with all requirements of the Maplewood Engineering Report from Jon Jarosch dated November 8, 2016. 4. The applicants shall provide the city with cash escrow or an irrevocable letter of credit for 150 percent of the proposed exterior landscaping and site improvements prior to getting a building permit for the development. 5. The applicant shall provide a screening fence between its trash containers and the neighboring property to the west. All trash enclosures must be kept of the view from the public right-of-ways. 6. The removal of the existing asphalt for the parking lot will not require the applicant to install concrete curbing as determined by the city engineer. 7. All work shall follow the approved plans. The director of environmental and economic development may approve minor changes. Seconded by Councilmember Abrams Ayes All The motion passed. November 28, 2016 3 City Council Meeting Minutes Packet Page Number 91 of 293 G7 MEMORANDUM TO: Melinda Coleman, City Manager FROM: Chris Swanson, Environmental and City Code Specialist DATE: November 13, 2017 SUBJECT: Approval of a Conditional Use Permit Review, Plaza 3000 Shopping Center, 3000 White Bear Avenue Introduction The conditional use permit (CUP) for Plaza 3000, located at 3000 White Bear Avenue North, is due for review. In 2014, the city council approved a CUP to reduce the parking lot setback on the south side of the building by Lydia Avenue. The affected parking lot driveway is adjacent to the new dock addition to Hobby Lobby. In 2016, the community design review board (CDRB) approved plans for ALDI to occupy the vacant space on the west side of the building. Background 1974: The city council approved plans for the Plaza 3000 Shopping Center. January 28, 2014: The CDRB approved the design plans for the addition of the Hobby Lobby at Plaza 3000. May 12, 2014: The city council approved a CUP for a reduced parking lot setback on the south side of the building by Lydia Avenue. May 26, 2015: The city council agreed to review the CUP again in 6 months to ensure the trash containers on site are properly screened and that landscaping survived. December 21, 2015: The city council reviewed the CUP and agreed to review again in one year. August 3, 2016: The CDRB approved design plans for ALDI to remodel the vacant space on the west end of the shopping center. November 28, 2016: The city council reviewed the CUP and agreed to review again in one year. Discussion There have been a few new occupants added to the Plaza 3000 site since the CUP was last reviewed. Golden Corral opened in the former Old Country Buffet space and ALDI is now occupying the formerly vacant space on the west end of the building. Improvements to the exterior and interior portionsof the buildings have been completed and occupancy of the buildingshasbeen granted. Packet Page Number 92 of 293 G7 The issues regarding previous CUP reviews have mainly dealt with having enough trash enclosures on site and ensuring that the trash containers are stored within the provided enclosures. For the most part these issues have been taken care of since the new tenants moved into their spaces. There is one group of bins on the south side of the property that still needs to be stored inside of an enclosure. Staff will work with the owner to get this addressed. Staff recommends checking back in one year to ensure all enclosures are constructed and the trash containers are placed in the appropriate areas. Budget Impact None Recommendation Staff recommends approval of the Conditional Use Permit Review for Plaza 3000 Shopping Center and review the project again in one year. Attachments 1.Location Map 2.Site Plan 3.May 12, 2014 CUP Conditions Packet Page Number 93 of 293 G7, Attachment 1 Maplewood Heights Kohlman Lake Hazelwood Sherwood Glen Parkside Western Hills Gladstone Hillside Beaver Lake Battle Creek Vista Hills Highwood Carver Ridge Maplewood, City of Maplewood 3000 White Bear Avenue Location Map Maplewood, Source: Esri, DigitalGlobe, GeoEye, Earthstar Geographics, CNES/Airbus DS, USDA, USGS, AEX, Getmapping, Aerogrid, IGN, IGP, swisstopo, and the GIS User Community Packet Page Number 94 of 293 G7, Attachment 2 Packet Page Number 95 of 293 G7, Attachment 3 MINUTESMAPLEWOODCITYCOUNCIL 7:00 p.m.,Monday, May12,2014 CouncilChambers, City Hall Meeting No. 09-14 J.NEW BUSINESS 8. Approvalof a Conditional Use PermitResolution to Reduce the Parking Lot Setback for the HobbyLobby Dock Addition at the Plaza 3000 Shopping Center, 3000 White Bear Avenue City Planner Ekstrand gave the staffreport and answered questions ofthe council. Tom Schuette of Azure Propertiesaddressed the councilto give additional informationand answer questions. Councilmember Cardinal moved to approve the conditional use permitresolution approving the plans for the widening of thePlaza 3000 Shopping Center parking lot on the south side of thebuilding. This approval allows a parking lot setback reductionfrom 11.5 feet to six feet 10 inches. Approval is based on the findings required by ordinance and subject to the following conditions: 1. All construction shall follow the site planapprovedby the city date-stamped March 27,2014. Staffmayapprove minor changes. 2. The proposed parking lot widening shall be substantially started within one year of council approval of this permit shall be null and void. The council may extend this deadline for one year. 3. The city council shallreview this permit in oneyear. 4. The property owner shallreplace the six trees that would be removed due to this parking lot widening. They shall plant shrub varieties that grow tall enough to provide some screening, but not massive enough to have a substantial root spread that would interfere with nearbyburied cables in the street boulevard. The property owner shall plant six planting groupings of threeshrubs each (18 shrubs total)to replace the six trees to be removed. The planting plan shall be subjectto staff approval. Resolution14-5-1067 Conditional Use Permit WHEREAS,Azure Properties has applied for a conditional use permitto reduce their parking lot setback on the south side ofthebuildingfrom the Lydia Avenue right-of- way. WHEREAS,Section 44-12 (e) ofthe city ordinances requires a conditional use permitto enlarge,reconstruct or structurally alter a non-confirming use. Packet Page Number 96 of 293 G7, Attachment 3 WHEREAS,this permit applies to the property located at 3000 White Bear Avenue. The legal description of this property is: That partof the South ½ of the Northeast ¼ ofthe Northwest ¼,lying southerly of the north line of Woodlynn Avenue, subjectto Woodlynn Avenue,and lying easterly of White Bear Avenueasnow locatedby Final Certificate recordedas Document Number 1813704, Section2, Township 29 North, Range 22 West,City of Maplewood, Ramsey County, Minnesota. And The west 329.31 feet ofthe Northwest ¼ of the Northeast ¼ Section 2,Township 29 North, Range 22 West, except thenorth 1321.33 feet,thereof, City of Maplewood, Ramsey County, Minnesota. And Part ofthe south 640.00 feet of thenorth 1321.33 feet ofthe west 329.31 feet ofthe Northwest ¼, ofthe Northeast ¼,Section2, Township 29 North, Range 22 West,City of Maplewood, Ramsey County, Minnesota. WHEREAS,the history ofthis conditional use permit is as follows: 1. On May6, 2014, the planning commissionheld a publichearing. The city staff published a notice in the paper and sent notices to the surrounding property owners. The planning commission gave everyone at thehearing a chance to speak and present written statements. The planning commission also considered the reports and recommendation of city staff. The planning commission recommended thatthe city council approve this permit. 2. On May12, 2014, the city council considered reports and recommendations of the city staff and planning commission. NOW, THEREFORE,BEIT RESOLVEDthatthe city council the above-described conditional use permit, because: 1. The use would be located,designed, maintained, constructed and operated to be in conformity with theCity's Comprehensive Planand Code of Ordinances. 2. The use would not change the existing or planned character ofthe surrounding area. 3. The use would notdepreciate property values. 4. The use would not involve anyactivity, process,materials, equipment or methods of operation that would bedangerous, hazardous, detrimental, disturbing or cause a nuisance to anyperson or property, because of excessive noise, glare, smoke, dust, odor,fumes, water or air pollution, drainage,water run-off,vibration, general unsightliness, electrical interference or other nuisances. Packet Page Number 97 of 293 G7, Attachment 3 5. The use would generate only minimal vehicular traffic on local streets and would not create traffic congestion or unsafe access on existing or proposed streets. 6. The use would be servedbyadequate public facilities and services, including streets, police and fire protection, drainage structures, water and sewer systems, schools and parks. 7. The use would not create excessive additional costs for public facilities or services. 8. The use would maximize the preservation of and incorporate the site's natural and scenic features into thedevelopment design. 9. The use would cause minimal adverse environmental effects. Approval is subjectto the following conditions: 1.All construction shall follow the site planapprovedby the city date- stamped March 27, 2014. Staffmayapprove minor changes. 2. The proposed parking lot widening shall be substantially started within one year of council approval of this permit shallbe null and void. The councilmay extend this deadline for one year. 3. The city council shallreview this permit in one year. 4. The property owner shallreplace the six trees that would be removeddue to this parking lot widening. They shall plant shrub varieties that grow tall enough to provide some screening, but not massive enough to have a substantial root spread that would interfere with nearbyburied cables in the street boulevard. The property owner shall plant six planting groupings ofthree shrubs each (18 shrubs total)to replace the six trees to be removed. The shrubs shall be atleast three feet tall upon planting. The planting plan shall be subject to staff approval. The MaplewoodCity Council approved this resolutionon May12, 2014. Seconded by Councilmember KoppenAyesAll The motion passed. Packet Page Number 98 of 293 G8 MEMORANDUM TO:Melinda Coleman, City Manager FROM: Andrea Sindt, City Clerk Regan Beggs, Business License Specialist DATE: November 16, 2017 SUBJECT: Approval ofa MassageCenterLicense TCM Special Treatment Center, 1690 McKnight Road N, Suite E Introduction An application for aMassage Centerlicense was submitted to the city on November 1, 2017 by Huaimin Cahill, ownerand manager of TCM Special Treatment Center located at 1690 McKnight RoadN, Suite E. The center will offer traditional Chinese medicine treatments, which include acupuncture, herbal remedies and tuina massage therapy. Background On September 26, 2016CityCouncil approved an ordinance establishingChapter 14, Article XX regulating Massage Centers. The ordinance removed massage centers fromChapter 14, Article XIIIregulating Personal Services and eliminated the restriction that massage centers be located 2,600 feet from another licensed massage center, residentially zoned district, church, nursery, elementary/junior high/ high school, or any establishment frequented by juveniles; Remaining in the ordinance is the requirement that massage centers be operated on properties zoned business-commercial. Staff has verified that the property meets the remaining zoning requirements in place for the operation of a massage center. In addition, a background investigation was conducted on Ms. Cahill, identifying nothingthat would prohibit the issuance of this license. Budget Impact None Recommendation Staff recommends the CityCouncil approve the issuance of a Massage Center license forTCM Special Treatment Centerat1690 McKnight Road N, Suite E, contingent upon satisfactory results of final inspections from the City’s fire department. Attachments None Packet Page Number 99 of 293 G9 MEMORANDUM TO: Melinda Coleman, City Manager FROM: Andrea Sindt, City Clerk Regan Beggs, Business License Specialist DATE: November 17, 2017 SUBJECT: Approval of a Temporary Lawful Gambling – Local Permit for Hill Murray School, 2625 LarpenteurAve E Introduction Anapplication for a temporary Lawful Gambling – Local permit was submitted by Kellee Wren on behalf of Hill Murray Schoolto be used to conduct a raffle at the school’s auctionfundraiser, held on the school’s property, 2625 Larpenteur Ave E on April 28, 2018. Proceeds will go towards providing tuition for families in need of financial assistance for their children’s attendanceto the school. Budget Impact None Recommendation Staff recommends the City Council approve the temporary Lawful Gambling – Local permit for Hill Murray School’s auctiononApril 28, 2018. Attachment None Packet Page Number 100 of 293 G10 MEMORANDUM TO: Melinda Coleman, City Manager FROM:Steve Love, Public Works Director/City Engineer Bryan Nagel, Street/Storm/Building Maintenance Superintendent DATE: November 16, 2017 SUBJECT:City Hall Chiller Replacement, City Project 16-08 a.Approval of Resolution Directing the Modification of Existing Construction Contract, Change Order No. 1 b.Approval of Resolution Directing Final Payment and Acceptance of Project Introduction The City Council will consider approving the attached resolution Directing Modification of Existing Construction Contract, Change Order No. 1, City Project 16-08. Additionally, the City Council will consider approving the attached resolution Directing Final Payment and Acceptance of Project for the City Hall Chiller Replacement, City Project 16-08. Background The City Council awarded a construction contract to Cool Air Mechanical, Inc.for City Hall Chiller Replacement, City Project 16-08 on July 25,2016 in the amount of $324,800.00.There have been no change orders to the contract to date. The contractor, Cool Air Mechanical, Inc., has completed the project improvements. City staff has reviewed the work and deemed it acceptable. The contractor has also submitted all final project closeout documents required for final acceptance of the project. Discussion The following is a summary of the work included in Change Order No. 1: Security Fencing - It was determined that it was necessary to increase the height of the existing security fencing around the chiller from 6-feet to 8-feet in height. This required replacing the fencing posts, swing gate and providing an additional 2-feet of chain link fabric at the top of the fence. The original chain link fabric was salvaged and reused at the lower 6-feet of fencing. The change order costs are summarized below: Change Order #1 Description Unit Amount Security Fence Increase existing fence heightL.S. $4,799.00 from 6feet to 8 feet. __ Net project Cost Increase $4,799.00 Packet Page Number 101 of 293 G10 Budget Impact Approval of Change Order No. 1 will increase the final project construction contract amount by $4,799.00 from $324,800.00 to $329,599.00. Maintenance staff recovered and recycled underground piping and other metalsfrom the old chiller and recycled those materials at Northern Metal Recycling. The City received $5,724.26 for the recycled materials. These funds have been creditedtothe project fundand will help offset the cost associated with Change Order No. 1.These expenses fall within the approved project budget of $500,000.00. No adjustments to the approved project budget are needed. In addition, thisproject has qualified for an Xcel Energy Rebate that will be collected after final project paymenthas been made.Xcel Energy is currently working to determine the amount of the rebate. All funds from the rebate will be put towards this project to reduce the overall projects costs. Recommendation It is recommended the City Council: a.Approve aresolution Directing the Modification of the Existing Construction Contract, Change Order No. 1, City Project 16-08. b.Approve a resolution for Approving Final Payment and Acceptance of City Hall Chiller Replacement, CityProject 16-08. Attachments 1.Resolution Directing Modification of Existing Construction Contract, Change Order No. 1 2.Change Order No. 1 3.Resolution Approving Final Payment and Acceptance of Project Packet Page Number 102 of 293 G10, Attachment 1 RESOLUTION DIRECTING MODIFICATION OF EXISTING CONSTRUCTION CONTRACT, PROJECT 16-08, CHANGE ORDER NO. 1 WHEREAS,the City Council of Maplewood, Minnesotahas heretofore ordered the City Hall Chiller Replacement, City Project 16-08, and has let a construction contract, and WHEREAS, it is now necessary and expedient that said contract be modified and designated as City Hall Chiller Replacement, City Project 16-08, Change Order No. 1. WHEREAS, the City Engineer for the City of Maplewood has determined that the City Hall Chiller Replacement, City Project 16-08, is complete and recommends acceptance of the project. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF MAPLEWOOD, MINNESOTA, that: 1.The City Managerishereby authorized and directed to modify the existing contract by executing said Change Order No. 1 which is an increase of $4,799.00. The revised contract amount is $329,599.00 Adopted by the Maplewood City Council on this 27th day of November 2017. Packet Page Number 103 of 293 G10, Attachment 2 Packet Page Number 104 of 293 G10, Attachment 2 1544 134TH AVE NE HAM LAKE, MN 55304 P. 651-489-8821 F. 651-489-6763 CHANGE ORDER PROPOSAL Project:Maplewood City Hall Chiller ReplacementDate:01/04/17 Attention:Brian BergstromCOP#3 Description of Extra Work: Furnish and Install: 110' Chain link 8 ' high overall. Fabric to be salvaged. Top 2' of fence to be 1" Mesh. Line posts shall be 2 1/2" O.D. spaced a maximum of 10' on centers. 1 - Single swing gate 5' wide by 8' high. Frame shall be constructed of 2" steel pipe welded at all corners to form a rigid panel. Fence to have 1 5/8" top and bottom rails 1 - 3" Gate posts, 8' high. 4 - 3" Corner posts, 8' high. All posts to be driven 4' CONTRACTOR:Cool Air LABOR: Man-hours1 Rate$ 4,500 LABOR SUBTOTAL$4,500 MATERIAL: Credit for not re-installing chain link fence-$400 MATERIAL SUBTOTAL-$400 FEES: Labor Fee10%$450 Material Fee10%-$40 Cool Air Fee5%$226 TOTAL LABOR, MATERIAL AND FEES$4,736 OTHER COSTS: Sales Tax7.75%Material Fee-$31 Bond2%Total Change Order Costs$94 Incidental Expenses TOTAL OTHER COSTS$63 TOTAL CHANGE ORDER PRICE$4,799 NOTE:This RFCOP addsdays to substantial completion. Packet Page Number 105 of 293 G10, Attachment 3 RESOLUTION DIRECTING FINAL PAYMENT AND ACCEPTANCE OF PROJECT, CITY HALL CHILLER REPLACEMENT, CITY PROJECT 16-08 WHEREAS,the City Council of Maplewood, Minnesotahas heretofore ordered the City Hall Chiller Replacement, City Project 16-08, and has let a construction contract, and WHEREAS, the City Engineer for the City of Maplewood has determined that the City Hall ChillerReplacement, City Project 16-08, is complete and recommends acceptance of the project. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF MAPLEWOOD, MINNESOTA, that: City Project 16-08 is complete and maintenance of the project improvement is accepted by the City; the finalconstruction cost is $329,599.00.Final payment to Cool Air Mechanical and the release of any retainage or escrow is hereby authorized. Adopted by the Maplewood City Council on this 27th day of November 2017. Packet Page Number 106 of 293 G11 MEMORANDUM TO: Melinda Coleman, City Manager FROM: Ellen Paulseth, Finance Director DATE: November 27, 2017 SUBJECT: Approval of 2017 Audit Engagement Agreement with Bergan KDV Introduction Minnesota law requires the City to have a financial audit performed on an annual basis. The City’s auditors, Bergan KDV, have submitted a proposal for auditing the City’s financial records for the year ended December 31, 2017. Background The City normally solicits proposal for audit services every five years. Because the 2016 audit was the first year in transition to a new software-based approach to preparing the comprehensive annual financial report, the City did not solicit proposals. A request for proposals will be prepared in early 2018 for auditing services for the next five years. Bergan KDV has submitted a quote for audit services for the year ending December 31, 2017 as shown below. The prior year’s fees are shown for comparative purposes. Because the City did not receive enough federal funds in 2016 or 2017 to meet the threshold required for a single audit, the City saved $3,650 in each year. The basic auditing and statement preparation fee did not increase compared to last year. 2016 Audit 2017 Audit Auditing Fees $35,750 $35,750 Single Audit Fee (federal funds) 0 0 CAFR Preparation Fees 4,500 4,500 Total Audit Fee $40,250$40,250 Budget Impact The auditing fees are included in the 2018 budget. Recommendation It is recommended that the Council approve the engagement agreement with Bergan KDV for auditing services for the year ended December 31, 2017, in the amount of $40,250. Attachment 1. Engagement Agreement Packet Page Number 107 of 293 G11, Attachment 1 Packet Page Number 108 of 293 G11, Attachment 1 Packet Page Number 109 of 293 G11, Attachment 1 Packet Page Number 110 of 293 G11, Attachment 1 Packet Page Number 111 of 293 G11, Attachment 1 Packet Page Number 112 of 293 G11, Attachment 1 Packet Page Number 113 of 293 G11, Attachment 1 Packet Page Number 114 of 293 G11, Attachment 1 Packet Page Number 115 of 293 G11, Attachment 1 Packet Page Number 116 of 293 H1 MEMORANDUM TO: Melinda Coleman, City Manager FROM:Andrea Sindt, City Clerk Regan Beggs, Business License Specialist DATE: November 20, 2017 SUBJECT:EZ Cash Maplewood Currency Exchange License Renewal a.Public Hearing at 7:00 p.m. b.Consider Approval of Currency Exchange License Renewal for EZ Cash Maplewood LLC, 3035 White Bear Avenue N Introduction On September 18, 2017, EZ Cash Maplewood, LLC submitted a Currency Exchange license renewal application to the Minnesota Department of Commerce to continue their operation at 3035 White Bear Avenue N for 2018. The renewal application included the names of the officers and owners of the licensee, results of background checks on each of the owners and officers from the Minnesota Bureau of Criminal Apprehension, a fee schedule of all fees to be charged by the currency exchange office, a $10,000 surety bond valid through December 31, 2018,and the $500renewal fee. Background Minnesota Statutes Chapter 53A.04 requires the Department of Commerce to submit any application for licensure as a currency exchange to the governing body of the municipality in which the currency exchange conducts business.Upon concurrence of the governing body the Commissioner will approve the application; however, if the governing body has not approved or disapproved the issue within 60 days, concurrence is presumed. The City received notice of the license renewal from the Department of Commerce on October 31, 2017,which affords the City Council until December 31, 2017 to holdtherequired Public Hearing and take action of the subject request. Staff has reviewed the request and, after consulting with the Police Department, has determined there is nothing on record that would prohibit Council from approving the annual currency exchange license renewal; they are a good member of the business community. Recommendation It is recommended that City Council: a.Hold the Public Hearing b. Approve the renewal of a Currency Exchange license renewal for EZ Cash Maplewood, LLCat 3035 WhiteBear Avenue N. Attachments None Packet Page Number 117 of 293 THIS PAGE IS INTENTIONALLY LEFT BLANK Packet Page Number 118 of 293 J1 MEMORANDUM TO: Melinda Coleman, City Manager FROM: Ellen Paulseth, Finance Director DATE: November 27, 2017 SUBJECT: 2018 Budget Overview Introduction The City Council will hold its Truth-in-Taxation hearing and adopt the 2018 annual budget and property tax levy on December 11, 2017. Tonight’s presentation is designed to give the Council a high level overview of the materials that have been prepared throughout the budget process and will be presented at the hearing. Major themes for budget strategies that emerged from the 2018 budget process are: Eradicating emerald ash borer in the city’s 2,037 ash trees, Improving communications between the city and residents, Improving the fund balance in the General Fund, Improving efficiencies in the Building Department with the purchase of new technology, Continuing the City’s debt reduction strategies. Background The total City levy will increase 3.5% over last year. The levy accomplishes the above goals, including an increase of $100,000 in the fund balance of the General Fund. Final 2017 Proposed$ Increase% Increase Levy:2018 Levy(Decrease)(Decrease)Levy General Fund14,418,079 15,351,530 933,451 6.5% Debt Service Funds 4,891,484 4,894,070 2,5860.1% Recreation Fund 205,000 200,000 (5,000)-2.4% Capital Project 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 Levy20,738,83321,465,600 726,7673.5% Packet Page Number 119 of 293 J1 Total Revenues: Total revenues for all funds for the 2018 proposed budget for the City are as follows: Fund20172018$ Change% Change General$18,158,479$19,125,490$ 967,0115.33% Special Revenue1,673,7501,666,300(7,450)-0.45% Debt Service7,642,8906,963,950(678,940)-8.88% Capital Projects4,154,7406,295,2002,140,46051.52% Enterprise12,150,00012,194,00044,0000.36% Internal Service1,696,2009,537,5207,841,320462.29% TOTAL$45,476,059$55,782,460$10,306,40122.66% The 2018 budget anticipates revenues in the amount of $55,782,460, an increase of $10,306,401 (22.66%) from 2017. The primary reason for the increase is because a budget (for management purposes) was established for the Employee Benefits Internal Service Fund in the 2018 budget, where no budget was reflected for this fund in 2017. The change in budget practices accounts for $7,841,320. Tax increment revenue and state grants increased in the Capital Projects Funds, accounting for most of the remainder of the increase. Total Expenditures: Total expenditures for all funds for the 2018 proposed budget for the City are as follows: Fund20172018$ Change% Change General$19,894,029$20,357,490$ 463,4612.33% Special Revenue1,616,1501,557,560(58,590)-3.63% Debt Service14,725,82014,816,33290,5120.61% Capital Projects7,889,40013,082,9505,193,55065.83% Enterprise10,803,10010,561,900(241,200)-2.23% Internal Service1,696,2009,350,6307,654,430451.27% TOTAL$56,624,699$69,726,862$13,102,16323.14% Total expenditures in the 2018 budget are $69,728,862, an increase of 23.14%, or $13,102,163, more than 2017. The primary reason for the increase is because a budget was established for the Employee Benefits Internal Service Fund, accounting for $7,654,430. The Capital Projects Fund budget increased $5,193,550, primarily due to the addition of new road projects, the Wakefield Park Improvement project and the Gladstone Redevelopment Project. Other Financing Sources and Uses: Total budgeted expenditures exceed total budgeted revenues by $13,944,402. The difference between revenues and expenditures is financed with transfers between funds, planned use of bond escrows, and new debt in the amount of $8,261,868. Transfers primarily consist of planned transfers from Utility Enterprise Funds to Debt Service and Capital Projects funds. Packet Page Number 120 of 293 J1 Budgeted Changes by Department: The total City Budget covers basic City services such as police, fire, street maintenance, recreation programs, park maintenance, planning, building inspections, administration, finance and utilities. The chart below includes expenditures across all City funds. Internal charges include insurance, fleet and information technology. Major changes between departments are the result of a reorganization of programs. TOTAL BUDGET EXPENDITURES BY DEPARTMENT 20172018 DepartmentBudgetBudget$ Change% Change Administration2,524,389$ 2,634,230$ 109,841$ 4.35% Env & Economic Dev4,209,120 4,120,510 (88,610) -2.11% Finance1,105,490 1,213,570 108,080 9.78% Fire5,238,140 4,958,790 (279,350) -5.33% Legislative192,180 192,380 200 0.10% Parks & Recreation2,147,160 3,712,160 1,565,000 72.89% Police9,316,380 9,544,840 228,460 2.45% Public Works15,056,820 18,729,420 3,672,600 24.39% Internal Services1,696,200 9,350,630 7,654,430 451.27% Debt Service15,138,820 15,270,332 131,512 0.87% Total Expenditures56,624,699 69,726,862 13,102,163 23.14% Less Internal Charges1,696,200 9,350,630 7,654,430 451.27% Net Expenditures54,928,499$ 60,376,232$ 5,447,733$ 9.92% General Fund Overview: Most of the City’s operating budget is accounted for in the General Fund. A high level overview of budget changes is shown below: 20172018 INCREASE BUDGETBUDGET(DECREASE)% CHANGE Revenues: Property Taxes14,418,079 15,351,530 933,451 6.5% Other Revenues3,740,400 3,773,960 33,560 0.9% Transfers In & Other Sources1,763,550 1,360,000 (403,550) -22.9% Total Revenues19,922,029 20,485,490 563,461 2.8% Expenditures: Expenditures19,894,029 20,357,490 463,461 2.3% Transfers Out & Other Uses28,000 28,000 - 0.0% Total Expenditures19,922,029 20,385,490 463,461 2.3% Reserves- 100,000 100,000 Packet Page Number 121 of 293 J1 General Fund Revenues Total General Fund revenues are increasing $563,461, or 2.8%, including a planned increase in fund balance of $100,000. Property Taxes - Most of the increase in revenues can be attributed to a raise in property taxes in the amount of $933,451. Property taxes represent 74.9% of the revenues for the General Fund. Licenses & Permits – Building permit charges will be significantly more than budget in 2017. The 2018 budget reflects this trend with a modest increase in the Licenses & Permits category. Interest Earnings – Interest revenue will decrease because the City is no longer collecting payments on a loan to St. John’s hospital. Other Financing Sources – Transfers In will decrease due to a reallocation of $300,000 in cable television franchise fees from the Communications Fund and a reduction in administrative transfers from the Capital Projects Funds. Fund balance will increase $100,000. 20172018$ Change% Change General Fund Revenues Property Taxes6.47% $ 14,418,079 $ 15,351,530 $ 933,451 Assessments/Other Taxes24.40% 67,200 83,600 16,400 Licenses and Permits7.69% 1,238,600 1,333,900 95,300 Intergovernmental-0.27% 946,500 943,900 (2,600) Charges for Services3.79% 1,039,300 1,078,660 39,360 Fines and Forfeits-14.67% 225,000 192,000 (33,000) Interest Earnings-66.67% 135,000 45,000 (90,000) Miscellaneous9.12% 88,800 96,900 8,100 Transfers In & Other Sources-22.88% 1,763,550 1,360,000 (403,550) TOTAL $ 19,922,029 $ 20,485,490 $ 563,461 2.8% General Fund Expenditures The 2018 Budget includes an increase in expenditures of $463,461, or 2.3%, more than last year. Wages and Benefits – Contractual wage adjustments of 2.5% will be granted to all City employees. The City’s health insurance plan did not increase over the prior year. Contracted Services – The City will complete its Comprehensive Plan in 2018, the second year of a two-year project. Technology and Supplies - The City will purchase new software and tablets for the Building Department, which will allow the staff to provide mobile services and operate more efficiently. This increase is reflected in the Environment and Economic Development Department budget. In addition, inflationary increases are expected in various supplies across most City departments. General Fund Expenditures20172018$ Change% Change General Government-0.89% $ 3,287,599 $ 3,258,380 $ (29,219) Environment & Econ Dev13.94% 1,178,460 1,342,790 164,330 Parks & Recreation2.16% 459,570 469,510 9,940 Public Safety 11,120,480 11,403,920 283,440 2.55% Public Works 3,847,920 3,882,890 34,970 0.91% Transfers Out & Other Uses0.00% 28,000 28,000 - TOTAL $ 19,922,029 $ 20,385,490 $ 463,461 2.3% Packet Page Number 122 of 293 J1 General Fund Reserves The City budgeted for a $100,000 increase in reserves in 2018. This was done to ensure adequate cash flow to cover a minimum of five months of operating expenditures, as inflationary factors continue to result in increased expenditures. The City strives to maintain the General Fund unassigned fund balance at a minimum of 42% and a maximum of 50% of total General Fund expenditures. A balanced budget (total revenues and other financing sources equal to total expenditures and other financing uses) would have resulted in an unassigned fund balance of less than 42% in 2018. General Fund Tax Levy Because projected increased revenues are not sufficient to cover projected increased expenditures in 2018, the General Fund tax levy will increase by 6.5%, or 933,451. History of City Property Tax Levy: TheCity tax levies proposed for 2018 and the previous five years are as follows: 201320142015201620172018 18,528,400 18,528,400 18,991,610 19,751,270 20,466,094 21,465,600 3.8% 0.0% 2.5% 4.0% 3.6% 3.5% 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%. City Property Tax Impact: For taxes payable in 2018, the median value home is estimated at $209,600, reflecting an increase in value of 4.5% from the prior year. The net City portion of the property tax for the median valued home for 2018 is proposed to be $889 as compared to $872 in 2017. This is an increase of $17 ($1.33 per month) or 1.8%. Tax estimates for various valued homes are as follows: Value of HomeValue of Home20172018$ Increase% Increase Pay 2017Pay 2018ActualEstimated(Decrease)(Decrease) $ 200,550$ 209,600$ 872$ 889$ 171.9% 95,700 100,000 324 335 113.4% 143,500 150,000 574 588 142.4% 239,200 250,000 1,074 1,093 191.8% 382,800 400,000 1,825 1,851 261.4% Approximately 77.2% of the tax levy is for operations and capital improvements and 22.8% is for debt service costs. Packet Page Number 123 of 293 J1 Outstanding Debt: The City continues to pursue opportunities to reduce debt through responsible refunding of principal. As shown below, the amount of outstanding debt continues to trend down due to careful management and access to other funding sources for capital improvements. YearOutstandingRefundingNetDebt EndingDebtEscrowOutstanding 201279,477,2972,385,00077,092,297 201381,804,8394,525,00077,279,839 201481,130,1676,685,18374,444,984 201570,269,6313,500,00066,769,631 201668,623,5296,035,00062,588,529 201765,450,7116,670,00058,780,711 Projected outstanding debt at December 31, 2018 is $59,614,490. The slight uptick is due to the Gladstone and Wakefield projects. Outstanding debt is projected to stay at that level for the next couple of years. After that time, outstanding principal will amortize rapidly unless unplanned projects arise. Recommendation Adopt the budget and tax levy at the December 11, 2017 regular City Council Meeting. Attachments 1. PowerPoint Packet Page Number 124 of 293 J1, Attachment 1 November 27, 2017 Budget Discussion #4 2018 Proposed Budget Overview Packet Page Number 125 of 293 J1, Attachment 1 Packet Page Number 126 of 293 J1, Attachment 1 ••••• Packet Page Number 127 of 293 J1, Attachment 1 0.1% 2.4% 3.5% 25.4%37.5%12.0% Change % 200,000420,000500,000100,000 4,894,070 2018 $726,767 of 89,270 205,000335,000800,000 4,891,484 $20,738,833$21,465,600 Increase 2017 Funds Funds Funds Fund$14,418,079$15,351,5306.5% ProjectFunds Levy Service Fund Fund GeneralDebtSpecialRevenueCapitalEnterpriseEDA Total Packet Page Number 128 of 293 J1, Attachment 1 76,00098,00027,767 100,000300,000100,000 (33,000) (127,000) (300,000) $21,465,600 Fund Communications Fund485,000 to Communications to Fund ΑDĻƓĻƩğƌ Transferred General Transferred in Eliminated Charges Increases Funding Expenses Levy Revenue Technology Internal Borer Levy$20,738,833 in Reduction Personnel Fee Operations and FundBalance and FinalProposed Levy Arena 2017 COLASuppliesEmeraldAshReductionFranchiseImproveMaplewoodLivingIceMCCOther 2018 Packet Page Number 129 of 293 J1, Attachment 1 Packet Page Number 130 of 293 J1, Attachment 1 Packet Page Number 131 of 293 J1, Attachment 1 Packet Page Number 132 of 293 J1, Attachment 1 Packet Page Number 133 of 293 J1, Attachment 1 Packet Page Number 134 of 293 J1, Attachment 1 Packet Page Number 135 of 293 J1, Attachment 1 3.5% 21,465,600 20,738,833 5.0% 19,751,270 4.0% HISTORY LEVY TAX 18,991,610 2.5% 18,528,400 201320142015201620172018 2.0%0.0% 18,528,400 Packet Page Number 136 of 293 J1, Attachment 1 2018 45.698% 47.248% 48.507% HISTORY RATE 46.353% CAPACITY TAX 48.378% 48.659% 201220132014201520162017Est 2.0% 44.056% Packet Page Number 137 of 293 J1, Attachment 1 Packet Page Number 138 of 293 J1, Attachment 1 4.5%) value residential in (increase Maplewood in Home Value Median Packet Page Number 139 of 293 J1, Attachment 1 2016 40.47% Ending 2015 42.60% Ending Target Fund 2014 Maximum 46.20% Ending General Target History 2013 Minimum 44.17% Ending Balance Ratio Fund 2012 48.51% Ending 2011 46.10% Ending 0.00% 60.00%50.00%40.00%30.00%20.00%10.00% Packet Page Number 140 of 293 J1, Attachment 1 $59,614,490 2018 31 12 Debt Projected Packet Page Number 141 of 293 J1, Attachment 1 Packet Page Number 142 of 293 J2 MEMORANDUM TO: Melinda Coleman, City Manager FROM: Ellen Paulseth, Finance Director DATE: November 27, 2017 SUBJECT: 2018 Financial Policies Overview Introduction The City has a comprehensive set of financial policies that help set standards for how the City will be managed financially. Financial policies are an important component of long-term financial planning. The Government Finance Officers Association (GFOA) has identified several key reasons for adopting and maintaining formal, written financial policies: To institutionalize good financial management practices; To clarify and establish strategies for financial management; To define boundaries and set parameters; To support good bond ratings; To promote strategic and long-term thinking; To manage financial risk; To comply with established public management best practices. The City’s financial policies should be reviewed annually to ensure that the policies are current, relevant, and effective. The GFOA recommends that policies be clear, concise and free of administrative details. The City’s financial policies include 12 broad areas of financial management operations, including: Revenue Management Cash and Investments Reserves Operating Budget Capital Improvement Plan Economic Development Authority Debt Management Accounting, Auditing and Financial Reporting Risk Management Grant Management Public Purpose Expenditure Policy Procurement Policy Some of these policies are new, some contain minor revisions, and some have major changes with significant implications. Because the changes are so extensive, the redline document can be difficult to follow. Major changes to the policy framework are summarized by financial management area below: Packet Page Number 143 of 293 J2 1.Revenue Management Four subsections, covering Diversification, Equity, Economic Development and Collections were added to the statement of purpose. The impact on the policy is described as follows: Diversification – a diversified revenue base is important to prevent fluctuations in revenue and is looked at favorably by the credit rating agencies. The policy encourages the City to seek out new sources of revenue, including franchise fees. Staff is promoting the expansion of the electric franchise fee to help finance road construction projects and reduce the amount of outstanding debt. Equity – encourages the City to seek the most equitable solution when establishing new fees and taxes. Economic Development – encourages the consideration of economic development factors when establishing fees and charges. Also encourages the recapture of economic development benefits through development charges. Collections – calls for vigilant collections of outstanding charges to the extent the cost of collection does not exceed the value of collections. This policy gives staff broad discretion in the collection of ambulance bills and other accounts receivable. It does not allow staff to write-off accounts receivable without Council approval; however, it allows staff to write-off minor amounts of $5.00 or less when it is prudent to do so. Section D was added to provide guidance for the management of non-recurring and volatile revenues. These types of revenues should not be relied on to fund ongoing programs and should be directed toward capital needs. 2. Cash and Investments This policy has been replaced in its entirety to comply with the latest GASB requirements. Substantive changes include provisions for: Diversification of investments – this will mitigate the risk of loss resulting from the over concentration of assets in a specific maturity, issuer, or class of maturities. The policy sets broad limits on the allocation of the portfolio to the various sectors of the market. Concentration – the policy protects liquidity needs by limiting concentration of a specific maturity sector and establishing an investment horizon of five years, with limited ability to extend the horizon in certain circumstances. The policy establishes reporting requirements and authorizes the formation of an investment committee, if desired. It also establishes performance benchmarks for measuring investment yield. The policy also eliminates the old requirement of charging an investment management fee to other funds. This is not a common industry practice. It is overly burdensome and introduces unnecessary complexity into the accounting system. We have eliminated it for efficiency purposes. Packet Page Number 144 of 293 J2 3. Reserves This policy was updated to reflect the latest GASB requirements. Changes include: General Fund – establishes minimum level of unassigned fund balance to 40% of operating expenditures, rather than a minimum of 36.1% with a goal of achieving 40%. The City currently has excellent liquidity in its debt service and internal service funds. As dynamics change in the City, the City could become more dependent on its twice-yearly property tax settlements for liquidity. The General Fund must have sufficient liquidity to pay expenses for 6 months before the first tax settlement for the year is distributed. Rating agencies look favorably on policies that ensure adequate reserves because they allow the City some budgetary flexibility and provide room for contingencies. The General Fund currently carries in excess of 40% of operating expenditures in unassigned fund balance, so this change should not create a burden on the City. 4. Operating Budget There are no substantive changes to this policy. It has been updated and reorganized. 5. Capital Improvement Plan There are no substantive changes to this policy. It has been updated and reorganized. 6. Economic Development Fund There are no substantive changes to this policy. It has only been reformatted. 7. Debt Management This policy has been reworked and contains significant changes from the existing policy. Substantive changes and policy considerations are as follows: Restrictions on Debt Issuance – Encourages the use of Pay-as-you-Go Financing for equipment and minor capital assets. Financial Limitations – Adds language to encourage the City to keep the total maturity length of general obligation bonds below 20 years and structure the bonds to allow for retirement of at least 50% of the principal within 2/3 of the term of the bond issue. Adds language to encourage the City to achieve a minimum of an “Adequate” or better rating from the credit rating agencies on the City’s debt and contingent liability profile. Adds language to encourage the City to maintain the amount of net direct outstanding debt at less than $1,600 per capita. Currently, it is less than $1,600 per capita. Adds language to encourage the City to maintain the highest possible credit rating and to maintain good relations with rating agencies and keep a positive perception in the marketplace. Adds language to encourage the City to do a formal RFP for municipal financial advisors and bond counsel every five years. Packet Page Number 145 of 293 J2 Conduit Debt Policy – Updates the City’s conduit debt policy. Increases the fee to .50% of par on the first 10,000,000, instead of .25% of par, and eliminates the cap on the amount of the fee. Reduces the processing fee from $3,500 to $2,500. Post Issuance Compliance Policy – changes the responsibility for post issuance compliance actions from the City Council to the Finance Director. Contains other minor revisions and updates. 8. Accounting, Auditing, and Financial Reporting Provides for the creation of an audit committee for the purpose of providing an independent review and oversight of the City’s financial reporting processes, internal controls, and independent audit. The Committee consists of the City Manager, Finance Director, and two City Council members. The Committee establishes guidelines for the operation and scope of its work. 9. Risk Management There are no substantive changes to the existing policy. 10. Grant Management Minor changes were included to require all grant activity to run through the Finance Department to ensure that the City meets the new federal Uniform Grant Guidelines. 11. Public Purpose Expenditure Policy This is a new policy that defines “public purpose” from the City’s perspective. Examples of permitted and non-permitted expenditures are included. The policy essentially describes when it is and is not appropriate to expend public funds on items such as food and beverages and employee recognition. It also establishes limitations on the use of City assets and creates requirements for documentation of expenses. 12. Procurement Policy Formerly known as the Purchasing Policy, this policy was updated to meet requirements of the new federal Uniform Grant Guidance. A section defining ethics and conflict of interest was added. An affirmative action section was added to encourage the City to do business with small, minority-owned, women-owned, disadvantaged, veteran-owned, and local business enterprises. Increase threshold for Council approval - This change is designed to improve efficiencies for department heads and the City Manager by increasing the threshold for items requiring Council approval from $20,000 to $30,000 (provided the purchase is already in the budget). The threshold has never been increased. Many cities now operate with more contemporary thresholds of $50,000 - $100,000. Budget Impact There is no budget impact Recommendation Adopt the revised financial polices with the 2018 Budget after the Truth in Taxation hearing. Packet Page Number 146 of 293 J2 Attachments 1. Draft Financial Policies 2. Existing Financial Policies 3. Power Point slides Packet Page Number 147 of 293 J2, Attachment 1 FINANCIAL MANAGEMENT POLICIES The City of Maplewood has an important responsibility to its citizens to plan the adequate funding of services desired by the public, to manage the municipal finances wisely, and to carefully account for public funds. The City strives to ensure that it is capable of adequately funding and providing local government services needed by the community. The City will maintain or improve its infrastructure on a systematic basis to insure the maintenance of quality neighborhoods for its citizens. In order to achieve these goals, this plan has the following objectives for the City’s fiscal performance: 1.To be proactive, rather than reactive, in the City’s policy-making efforts to ensure that important decisions are not controlled by financial problems or emergencies. 2.To enhance the City Council’s policy-making ability by providing accurate financial information related to the various authority or service levels provided by the City. 3.To assist in sound management of the City government by providing accurate and timely information on financial condition. 4.To provide sound principles to guide the City Council with decisions that will have significant financial impact on the City. 5.To set forth operational principals that minimize the cost of local government, to the extent consistent with services desired by the public, and minimize financial risk. 6.To utilize revenue policies and forecasting tools to prevent undue or unbalanced reliance on certain revenues, especially property taxes, and that also distribute the cost of municipal services fairly and provide adequate funds to operate desired programs. 7.To provide essential public facilities and prevent deterioration of the City’s infrastructure and various facilities. 8.To protect and enhance the City’s credit rating and prevent default on municipal debts. 9.Ensure the legal use and protection of City funds through a good system of financial and accounting controls. 10.Record expenditures in a manner that allocates to current taxpayers or users the full cost of providing current services. 11.To adopt a balanced budget in the General Fund that will ensure an adequate, stable fund balance. Packet Page Number 148 of 293 J2, Attachment 1 To achieve these objectives the following fiscal policies have been adopted by the City Council to guide the City’s budgeting and financial planning process. Each fiscal policy section includes a statement of purpose and a description of the policy. 1.REVENUE MANAGEMENT POLICY 2. CASH AND INVESTMENTS POLICY 3. RESERVES POLICY 4. OPERATING BUDGET POLICY 5. CAPITAL IMPROVEMENT PLAN POLICY 6. ECONOMIC DEVELOPMENT AUTHORITY FUND POLICY 7. DEBT MANAGEMENT POLICY 8. ACCOUNTING, AUDITING AND FINANCIAL REPORTING POLICY 9. RISK MANAGEMENT POLICY 10. GRANT MANAGEMENT POLICY 11. PUBLIC PURPOSE EXPENDITURE POLICY 12. CAPITAL ASSETS POLICY 13. PROCUREMENT POLICY Packet Page Number 149 of 293 J2, Attachment 1 1. REVENUE MANAGEMENT POLICY It is essential to responsibly manage the City’s revenue sources to provide maximum service value to the community. The most important revenue policy guidelines established by the City Council are for the two major sources of city revenue: property taxes and fees/charges. A. Purpose The purpose of this policy is to establish broad goals to assist the City in managing its revenue. These goals will consider diversification and stabilization, equity, economic development, and collections. 1. Diversification The City will strive to maintain a diversified revenue base to prevent fluctuations in revenue. Property taxes add stability to the revenue base, but should not be the sole source of revenue. When possible, the City will seek out new sources of revenue to diversity the tax base. This could include long- term solutions, such as franchise fees or additional fees and charges. Short- term solutions should also be considered, such as a one-time sale of assets. The City will strive to support policies that promote economic development in the City to encourage a diversified local economy and expand the tax base. 2. Equity The City will strive to ensure that funding is derived from a fair, equitable and adequate resource base, while minimizing tax differential burdens. Services having a citywide benefit shall be financed with revenue sources generated from a broad base, such as property taxes and state aids. Services where the customer determines the use should be financed with user fees, charges, and assessments related to the level of service provided. 3. Economic Development The City’s revenue sources should not unduly reduce the City’s economic competitiveness or negatively impact individual choices in the local economy. The City’s overall revenue structure should be designed to recapture some of the financial benefits resulting from economic and community development investments. The City will strive to keep a total revenue mix that encourages growth and keeps Maplewood economically competitive. 4. Collections City staff should engage in vigilant collections of outstanding balances due to the City. However, the cost of collections should not exceed the marginal extra revenue obtained or absorb a large percentage of the amount collected. City staff and collections contractors may write off accounts receivable in amounts of $5.00 or less without Council approval. Packet Page Number 150 of 293 J2, Attachment 1 B. Property Taxes When possible, property tax increases should accommodate incremental adjustments. Further, when discussing property taxes, the City should simultaneously explore other revenue and expenditure alternatives that will maximize the City’s future financial flexibility and ability to provide services. This may include considering options such as debt management, fees and charges, cost allocation, use of reserves, and expenditure cuts. Possible factors for considering an increase in property tax include: 1. Maintenance of City services. 2. Long-term protection of the City’s infrastructure. 3. Meeting legal mandates imposed by outside agencies. 4. Maintaining adequate fund balance and reserve funds sufficient to maintain or improve the City’s bond rating. 5. Funding City development and redevelopment projects that will clearly result in future tax base increases. The expenditures of development and redevelopment funds must be in accordance with a defined strategy as shown in the City’s Comprehensive Plan, Capital Improvement Program and other Council documents. Property tax increases to meet other purposes will be based on the following criteria: 1. A clear expression of community need. 2. The existence of community partnerships willing to share resources. C. Service Fees and Charges The City will consider service fees and charges wherever appropriate for the purposes of keeping the property tax rate at a minimum and to fairly allocate the full cost of services to the users of those services. Service fees and charges broaden the base to include tax exempt properties, which still have municipal costs associated with the property. Specifically, the City may: 1. Establish utility rates sufficient to fund both the operating costs and the long-term depreciation and replacement of the utility systems. 2. As part of the City’s enterprise effort, evaluate City services and pursue actions to accomplish the following: Find community based partners to share in service delivery. Make services financially self-supporting or, when possible, profitable. 3. Annually review City services and identify those for which charging user fees are appropriate. These services will be identified as Packet Page Number 151 of 293 J2, Attachment 1 enterprise services and a policy for establishing fees will be set for each. Included as part of this process may be a market analysis that compares our fees to comparable market cities. 4. Identify some enterprise services as entrepreneurial in nature. The intent of entrepreneurial services will be to maximize revenues to the extent the market allows. 5. Waive or offer reduced fees to youth, seniors, community service groups, and other special population groups identified by the Council as requiring preferential consideration based on policy goals. Selected criteria are used to determine the specific rate to charge for a fee for service. The approach for establishing the rate criteria is determined by the policy relating to the fee in the City policies and procedures manual. The rate criteria can be one of five approaches: 1. Market Comparison Attempt to set fees in the upper quartile of the market. 2. Maximum set by External Source Fees set by legislation, International Building Code, etc. 3. Entrepreneurial Approach Fees will be at the top of the market. 4. Recover the Cost of Service Program will be self-supporting. 5. Utility Fees A rate study will be updated or reviewed each year. D. Non-recurring and Volatile Revenues Non-recurring revenues should directed towards one-time uses and should not be relied on to fund ongoing programs. Several one-time revenue sources, such as intergovernmental transfers, grants, and insurance dividends are outside of direct City control and must be relied upon conservatively. The City Manager and Finance Director shall ensure that the budget preparation process includes an evaluation of all major non-recurring revenues, in order to minimize reliance on unpredictable revenues for on-going operating costs. Volatile revenues, such as court fines, interest earnings and building permits can produce undependable yields and should not be heavily depended on to fund ongoing programs. High yields from these sources should be treated in a manner similar to non-recurring revenues. Revenues can be considered volatile if they vary by more than 10% from budgetary estimates. Packet Page Number 152 of 293 J2, Attachment 1 2. CASH AND INVESTMENTS POLICY Effective cash management is essential to good fiscal management. Investment returns on funds not immediately required can provide a significant source of revenue for the City. Investment policies must be well founded and uncompromisingly applied in their legal and administrative aspects in order to protect the City funds being invested. A. Purpose The purpose of this policy is to establish the City’s investment objectives and establish specific guidelines that the City will use in the investment of city funds. It will be the responsibility of the Finance Director to invest city funds in order to attain a market rate of return while preserving and protecting the capital of the overall portfolio. Investments will be made, based on statutory constraints, in safe, low risk instruments. B. Scope/Funds This policy applies to the investment of all city funds available for investment and not needed for immediate expenditure. The City will consolidate cash balances from all funds to maximize investment earnings. Investment income will be allocated to the various funds based on their respective participation and in accordance with generally accepted accounting principles. C. Delegation of Authority Authority to manage the investment program is granted to the Finance Director who shall act in accordance with established written procedures and internal controls for the operation of the investment program consistent with this investment policy. Procedures should include references to: safekeeping, delivery vs. payment, investment accounting, repurchase agreements, wire transfer agreements and collateral/depository agreements. No person may engage in an investment transaction except as provided under the terms of this policy and the procedures established by the Finance Director. The primary objectives, in priority order, of investment activities shall be safety, liquidity, and yield: 1.Safety: Safety of principal is the foremost objective of the investment program.Investments shall be undertaken in a manner that seeks to ensure the preservation of capital in the overall portfolio. The objective will be to minimize the risk of market fluctuations, such as credit risk and interest rate risk. Credit risk is the risk that the borrower will be unable to make their debt service payments to the investors. Interest rate risk is the risk that rates will (for example) rise while the investments you hold have lower rates – if the City were to sell their investments prior to maturity in this case, they would have to sell the investments at a loss. Packet Page Number 153 of 293 J2, Attachment 1 2.Liquidity: The investment portfolio must remain sufficiently liquid to meet all operating costs that may be reasonably anticipated. The portfolio must be structured so that securities mature concurrent with cash needs to meet anticipated demands. Cash needs will be determined based on cash flow forecasts. 3.Diversification of instruments: A variety of investment vehicles must be used so as to minimize the exposure to risk of loss. The investment portfolio must be diversified by individual financial institution, government agency, or by corporation (in the case of commercial paper) to reduce the exposure to risk of loss. 4.Diversification of maturity dates: Investment maturity dates should vary in order to ensure that the City will have money available when needed. 5.Yield: The investment portfolio shall be designed with the objective of attaining a market rate of return throughout budgetary and economic cycles, taking into account the investment risk constraints and liquidity needs. Return on investment is of secondary importance compared to the safety and liquidity objectives described above. D. Oversight The City Manager shall oversee the City’s investment program. The Finance Director will maintain a more detailed and comprehensive investment policy based on the principles established by the City Council and consistent with the most current guidelines within the public sector. On at least an annual basis, the Finance Director shall provide a status report to the City Council. Annually, the City Council shall designate depositories for investment purposes. E. The City shall invest in the following instruments as allowed by Minnesota Statute 118A 1.Government Securities: Direct obligations of the federal government or its agencies, with the principal fully guaranteed by the U.S. Government or its agencies. 2.Certificates of Deposit: A negotiable or nonnegotiable instrument issued by commercial banks and insured up to $250,000, or the amount set, by the Federal Deposit Insurance Corporation (FDIC). 3.Repurchase Agreement: An investment that consists of two simultaneous transactions, where an investor purchases securities from a bank or dealer. At the same time, the selling bank or dealer agrees to repurchase the securities at the same price plus interest at some agreed-upon future date. The security purchased is the collateral protecting the investment. Packet Page Number 154 of 293 J2, Attachment 1 4.Prime Commercial Paper: An investment used by corporations to finance receivables. A short-term (matures in 270 days or less), unsecured promissory note is issued for a maturity specified by the purchaser. Corporations market their paper through dealers who in turn market the paper to investors. The City will only purchase commercial paper issued by U.S. corporations or their Canadian subsidiaries that has been rated highest quality (A1, P1 and F1) by two of three rating agencies. 5.State or Local Government Securities: Any security that is a General Obligation of the State of Minnesota or any of its municipalities. 6.Statewide Investment Pools: Statewide investment pools that invest in authorized instruments according to M.S. §118A.04, such as the Minnesota Municipal Money Market (4M) Fund. 7.Money Market Mutual Funds: Money market mutual funds that invest exclusively in U.S. Government and agency issues. F. Ethics and Conflicts of Interest Officers and employees involved in the investment process shall refrain from personal business activity that could conflict with the proper execution and management of the investment program. Employees and investment officials shall disclose any material interests in financial institutions with which they conduct business or that could be related to the performance of the investment portfolio. Employees and officers shall refrain from undertaking personal investment transactions with the same individual with whom business is conducted on behalf of the City. G. Internal Controls, Audits, External Controls The Finance Director is responsible for establishing and maintaining an internal control structure designed to ensure that the assets of the City are protected from loss, theft, or misuse. Accordingly, compliance with City policies and procedures should be assured by the Finance Director, and addressed through the annual audit (CAFR) process. H. Authorized Financial Institution and Dealer In accordance with Minnesota Statutes §118.02, the responsibility for conducting investment transactions resides with the City Council. Also, the Council shall be responsible for designating the depositories of the funds. Depositories shall be selected through a banking services procurement process, which shall include a comprehensive review of credit characteristics and financial history by the Finance Director or reliance on selection criteria by an independent third party. In selecting depositories, the creditworthiness of the institutions under consideration shall be examined. The City Council shall designate depositories after a recommendation from staff. Packet Page Number 155 of 293 J2, Attachment 1 Only approved security broker/dealers authorized in Minnesota Statutes 118A.06 shall be utilized for safekeeping and custody. All financial institutions and broker/dealers must supply the following as appropriate: 1.Audited financial statements; 2.Proof of Financial Industry Regulatory Authority (FINRA) certification, 3.Proof of state registration; 4.Completed broker/dealer questionnaire for firms who are not major regional or national firms; 5.Certification of having read the City’s investment policy. I. Broker Representations Municipalities must obtain from their brokers certain representations regarding future investments. The City of Maplewood will provide each broker with information regarding the municipality’s investment restrictions. Before engaging in investment transactions with the City of Maplewood, the supervising officer at the securities broker/dealer shall submit a certification stating that the officer has reviewed the investment policies and objectives, as well as applicable state laws, and agrees to disclose potential conflicts of interest or risk to public funds that might arise out of business transactions between the firm and the City of Maplewood. All financial institutions shall agree to undertake reasonable efforts to preclude imprudent transactions involving the city’s funds. J. Collateralization The City funds must be deposited in financial institutions that provide at least $250,000 in government insurance protection. At no time will deposits in any one institution exceed the insured amount unless such excesses are protected by pledged securities. Pledged securities, computed at market value, will be limited to the following: 1.United States Treasury bills, notes or bonds that mature within five years; 2.Issues of United States government agencies guaranteed by the United States government; 3.General obligation securities of any state or local government with taxing powers rated “A” or better, or revenue obligation securities of any state or local government with taxing powers rated AA or better, provided no single issue exceeds $300,000 with maturities not exceeding five years; Packet Page Number 156 of 293 J2, Attachment 1 4.Irrevocable standby letters of credit issued by Federal Home Loan Banks accompanied by written evidence that the bank’s public debt is rated AA or better; 5.Time deposits that are fully insured by any federal agency. In order to anticipate market changes and provide a level of security for all funds, the collateralization level will be 110 percent (110%) of the market value of principal and accrued interest. Collateral shall be deposited in the name of the City of Maplewood, subject to release by the City’s Finance Director. All certificates of deposit and repurchase agreements purchased by the City shall be held in third-party safekeeping by an institution designated as primary agent. The primary agent shall issue a safekeeping receipt to the City listing the specific instrument rate maturity and other pertinent information. All deposits will be insured or collateralized in accordance with Minnesota Statutes Chapter 118. No other collateral except as designated above will be authorized for use as collateral for City funds. K. Safekeeping and Custody When investments purchased by the City are held in safekeeping by a broker/dealer, they must provide asset protection of $500,000 through the Securities Investor Protection Corporation (SIPC) and at least another $2,000,000 supplemental insurance protection. L. Diversification It is the policy of the City to diversify its investment portfolios to eliminate the risk of loss resulting from the over concentration of assets in a specific maturity, a specific issuer, or a specific class of maturities. The portfolio, as much as possible, will contain both short-term and long- term investments. The City will attempt to match its investments with anticipated cash flow requirements. Liquidity is necessary to pay for recurring operations. Maturities should not be extended beyond the dates necessary to meet these projected liquidity needs and should be staggered in such a way that avoids over concentration in a specific maturity sector. Extended maturities may be utilized to take advantage of higher yields; however, no more than 20% of the total investment portfolio should extend beyond five (5) years and in no circumstance should any extend beyond ten (10) years. The portfolio will reflect diversity by class of maturity and issuer. The following limits are imposed for investments of a specific class: 1.Commercial Paper:At any one time, no more than 20% of the total portfolio shall consist of commercial paper investments. Maximum holdings for any one issuer of commercial paper will be 5% of the total portfolio. Packet Page Number 157 of 293 J2, Attachment 1 2.Certificates of Deposit: At any one time, no more than 70% of the total portfolio shall consist of certificates of deposit. Maximum holdings for any one issuer of a certificate of deposit will be $250,000, or the amount insured by the Federal Deposit Insurance Corporation (FDIC), unless collateral is provided in accordance with this policy and Minnesota Statute Chapter 118. Maximum holdings for any one issuer of collateralized certificates of deposit will be 5% of the total portfolio. 3.Government Securities:At any one time, no more than 70% of the total portfolio shall be invested in obligations of the federal government or its agencies. 4.Repurchase Agreements:At any one time, no more than 5% of the total portfolio shall be invested in repurchase agreements. 5.State or Local Government Securities: At any one time, no more than 50% of the total portfolio shall be invested in State or local government securities. Maximum holdings for any one issuer of state or local government securities will be 10% of the total portfolio. 6.Money Market Funds: At any one time, no more than 70% of the total portfolio shall be invested in authorized money market mutual funds. M. Investment Reporting The Finance Director shall prepare an investment report at least quarterly, including a management summary that provides a clear picture of the status of the current investment portfolio and transactions made over the last quarter. The investment reporting function shall include requirements for budgetary reporting, interim reporting, internal reporting, and annual reporting. 1. Budgetary Reporting: As part of the annual budget, interest income shall be estimated for all funds based on a formal cash flow forecast. This forecast shall take into account the historical pattern of inflows and outflows of general fund cash, the adopted fiscal policies and any other pertinent factors affecting cash flow. The budget document shall explicitly state the assumptions of the cash flow forecast, the assumed interest rate on short-term investment and the interest estimated for any long-term investments. Packet Page Number 158 of 293 J2, Attachment 1 2.Interim Reporting:The investment portfolios for the City funds shall be provided to the Council with the periodic budget versus actual reports. These reports shall be sequenced by maturity and shall state the type of investment, annualized rate of return based on the daily interest amount. The Finance Director shall summarize any changes in investment strategy or anticipated variances from the investment income budgeted as part of monthly reporting process. 3.Internal Reporting:Finance Department procedures shall ensure that investment portfolios are maintained on the City’s records system on a daily basis and available to management or the City Council at any time. Management shall be provided investment portfolios monthly together with their budget versus actual reports. 4.Annual Reporting:Within 90 days of the City’s fiscal year end, the Finance Director shall prepare a written comprehensive fiscal report on the investment program and investment activity. This report shall include: a.A summary of the investment activity and rate of return for the fiscal year then ended; b.A discussion of how the year’s investment activity compares to the stated objectives and the budgeted amount; c.A detailed comparison of total rate of return with other benchmarks. Benchmarks for comparison may include: the Minnesota Municipal Money Market fund; other state investment pools that have similar investment restrictions; treasury bill rates that are indicative of a strictly passive investment strategy; performance indexes, as set forth in the Government Finance Officers’ monthly publication of the Public Investor (e.g. the 10 bill index); or any other index that may be deemed appropriate; d.A discussion of the outlook for interest rates and the economic trend for the upcoming year, investment strategies to be implemented and budgetary expectations for investment income. N. Investment Committee The City Council may appoint an investment committee to serve at its pleasure. The mission of the committee shall be to monitor the City’s investment portfolio and make recommendations to the Finance Director and City Manager. The committee shall consist of five members defined as follows: the City Finance Director, the City Manager, two City Council members, and one member of the community who has a background in public finance and no financial connection with the City. The Finance Director shall serve as the facilitator of the committee. The committee shall meet as often as it sees fit, but no less than once per year and no more than once per quarter. Packet Page Number 159 of 293 J2, Attachment 1 O. Interest Earnings Interest earnings will be credited to all major funds with a positive cash balance at the end of each month, based on the average cash balances during that month. Market value adjustments will be credited to the source of the invested monies monthly based on the average cash balances during that month. The City will use the average yield of the two-year Treasury note as a benchmark for performance comparisons. P. Conclusion The intent of this policy is to ensure the safety of all City funds. The main goal of the City will be to achieve a market rate of return while maintaining the safety of its principal. Packet Page Number 160 of 293 J2, Attachment 1 3. RESERVES POLICY A. Purpose It is important for the financial stability of the City to maintain reserve funds for unanticipated expenditures or unforeseen emergencies, as well as to provide adequate working capital for current operating needs to avoid short-term borrowing. The Reserve Policy of the City is managed closely with the City’s Debt Management Policy.The City may choose to consider paying cash for capital projects that can be anticipated and planned for in advance. Therefore the City’s reserve levels fluctuate, in part, based on capital project plans. In establishing an appropriate fund balance, the City needs to consider the demands of cash flow, capital asset purchases, need for emergency reserves, ability to manage fluctuations of major revenue sources, credit rating and long- term fiscal health. B. Classifications Fund balances in governmental funds are reported in classifications that disclose constraints for which amounts in those funds can be spent. These fund balance classifications apply to governmental funds: 1.Nonspendable: Consists of amounts that are not in spendable form, such as inventories and prepaid items. 2.Restricted: Consists of amounts related to externally imposed constraints, established by creditors, grantors or regulatory agencies. 3.Committed: Consists of amounts that have internally imposed constraints, established by resolution of the City Council. The committed amounts cannot be used for any other purpose unless the Council removes or changes the specified use by resolution of the City Council. 4.Assigned: Consists of amounts that are intended to be used for a specific purpose; intent can be expressed by the City Council or by a delegate of the City Council. 5.Unassigned: Consists of the residual classification for the General Fund and also reflects negative residual amounts in other funds. C. Authorization The City Council authorizes the Finance Director and/or City Manager to assign fund balance that reflects the City’s intended use of the specified funds. When both restricted and unrestricted resources are available for use, it is the City’s policy to use restricted resources first, and then use unrestricted resources as needed. When unrestricted resources are available for use, it is the City’s policy Packet Page Number 161 of 293 J2, Attachment 1 to use resources in the following order: 1) committed, 2) assigned, 3) unassigned. D. Fund Balance Policies 1.General Fund:The General Fund is established to account for all revenues and expenditures which are not required to be accounted for in other funds. Revenue sources include property taxes, license and permit fees, fines and forfeits, program revenues, intergovernmental revenues, investment earnings, and transfers in. The General Fund’s resources finance a wide range of functions, including the operations of general government, public safety, and public works. The General Fund will have committed fund balances at year end for purchase order encumbrances and budget carryovers. The General Fund may have a portion of its fund balance classified as nonspendable if there are long-term receivables, inventories, or prepaid items. The General Fund is the only fund that can have any unassigned fund balance. The City’s unassigned fund balance in the General Fund shall be maintained at a minimum level of 40%, with a desired level of 50%, of annual general fund operating expenditures. 2.Special Revenue Funds:Special revenue funds are used to account for and report the proceeds of specific revenue sources that are restricted or committed to expenditures for specified purposes other than debt service or capital projects. Governmental accounting standards require that substantial inflows of revenues into a special revenue fund be either restricted or committed in order for the fund to be considered a special revenue fund. The City will maintain fund balances in the Special Revenue Funds at a level which will avoid issuing short-term debt to meet the cash flow needs of the current operating budget. 3.Debt Service Funds:Debt service fund balances are considered restricted. The resources being accumulated in the funds are for payments of principal and interest maturing in current and future years. The City’s fund balance in the Debt Service fund shall be at a minimum level of 50% of annual debt service expenditures. Because the majority of annual debt service is paid on February 1 and August 1 of each year, funds must be available for payment of February 1 debt service. 4.Capital Project Funds:Capital project fund balances are considered restricted or committed. The resources being accumulated are for current and future projects. Capital project funds are used to account for and report financial resources that are restricted, committed, or assigned to expenditures for capital assets. The fund balances in these funds within the Capital Improvement Budget vary annually based upon the timing of construction projects. The City will maintain reserves in the Capital Project Funds at a Packet Page Number 162 of 293 J2, Attachment 1 minimum level sufficient to provide adequate working capital for current expenditure needs. The maximum amount of reserves should include the amount necessary to pay for future capital projects. Future capital projects must be identified and quantified in a written finance plan for the fund in the City’s annual budget document. 5.Enterprise Funds:The City will maintain reserves in the Enterprise Funds at a minimum level sufficient to provide adequate working capital for current expenditure needs. Generally, the City shall strive for a minimum of 3-months operating cash in these funds. The maximum amount of reserves should include the amount necessary to pay for future capital needs. Future capital projects must be identified and quantified in a written finance plan for the fund in the City’s annual budget document. Rates and fees in these funds will be analyzed annually for a five year period to provide for level rate changes. Enterprise Fund net position (equity) will be classified in one of the following categories: a. Net Investment in Capital Assets The component of net position, which is the difference between the Assets and deferred outflows of resources and the Liabilities and deferred inflows of resources of Enterprise Funds, that consists of capital assets less both accumulated depreciation and the outstanding balance of debt that is directly attributable to the acquisition, construction or improvement of the capital assets. b. Restricted The component of net position that consists of assets with constraints placed on their use by either external parties or through constitutional provisions or enabling legislation. c. Unrestricted The difference between the Assets and deferred outflows of resources and the Liabilities, deferred inflows of resources and net position of Enterprise Funds that is not reported as net investment in capital assets or restricted net position. 6.Internal Service Funds: These funds are used to allocate common costs among the various funds and programs of the city. Deficits and surpluses are allowed however the goal is to maintain reserves at 10% of budgeted expenditures. 7.Stabilization Arrangements: Stabilization arrangements are defined as setting aside amounts for use in emergency situations or when revenue shortages or budgetary imbalances arise. The City will Packet Page Number 163 of 293 J2, Attachment 1 set aside amounts by resolution as deemed necessary that can only be expended when certain circumstances under which a need for stabilization arises. The need for stabilization will only be utilized for situations that are not expected to occur routinely. 8.Committed Specific Revenue Sources in Special Revenue Funds:The specific revenue source of each special revenue fund and the specific purposes for which they are committed are as follows, less any amounts that are classified as nonspendable or restricted by their nature: Special Revenue Fund Specific Revenue Sources Committed For Charitable Gambling Tax Charitable Gambling Taxes Economic Development Recreation Programs 100% of Fund Balance Parks and Recreation Police Services 100% of Fund Balance Public Safety Tree Preservation 100% of Fund Balance Public Works Taste of Maplewood 100% of Fund Balance Economic Development Cable Television 100% of Fund Balance Communications Maplewood EDA 100% of Fund Balance Economic Development The State and Federal Grants Funds are subject to externally enforceable legal restrictions and are classified as restricted. Packet Page Number 164 of 293 J2, Attachment 1 4. OPERATING BUDGET POLICY A. Purpose The operating budget is the annual financial plan for funding the costs of City services and programs. The general operating budget includes the General Fund, Special Revenue Funds, and Capital Project Funds. Enterprise operations are budgeted in separate Enterprise Funds. B. Balanced Budget The City Manager shall submit a balanced budget for the General Fund in which appropriations shall not exceed the total of the estimated revenues and available fund balance. Balanced budget is defined as a budget in which current revenues plus net operating transfers and one-time use of excess reserves will be sufficient to support budgeted expenditures. One-time revenues or use of excess reserves will not be used to fund on-going expenditures. One-time funding sources shall only be used to fund capital improvements, equipment, one-time expenditures, or to improve fund balance. The City will provide for all current expenditures with current revenues. The City will avoid all budgetary procedures that balance current expenditures at the expense of meeting future years’ budgets, such as postponing expenditures, rolling over short-term debt, and using reserves to balance the operating budget. C. Budget Period The City’s budget year is the calendar year. The City legally adopts an annual budget for the General Fund. Budgets for Special Revenue Funds, Debt Service Funds, Capital Project Funds, Enterprise Funds, and Internal Service Funds are adopted for management purposes only. D. Basis of Budgeting The modified accrual basis will be used for all of the Governmental Funds in the budget. The accrual basis will be used for the budgets of the Enterprise Funds. The basis of budgeting is the same as the basis of accounting used in the City’s audited financial statements. E. Budget Amendment Process Budget appropriations are by department total within the General Fund rather than by account. Budget changes that involve the transfer of appropriations among accounts only require the approval of the City Manager or designee. Council approval is required for budget changes that involve a transfer of appropriations between funds or from contingency accounts. The budget changes can be made at any Council meeting. For budget changes that can be approved by the City Manager or designee, the department head must complete a budget transfer request form on which the following is indicated: budget transfer amount, accounts involved, purpose, justification, date approved by Packet Page Number 165 of 293 J2, Attachment 1 department head, and department head initials. This form is submitted to the Finance Director for review. Upon approval by the Finance Director, a copy of the form is given to the department head. F. Long-Term Financial Forecasts The City Manager will coordinate the development of the five-year capital improvement plan budget and ten-year outlook with the development of the operating budget. Operating costs associated with new capital improvements will be projected and included in future operating budget forecasts. The budget will provide for adequate maintenance of the capital plant and equipment, and for their orderly replacement. The impact on the operating budget from any new programs or activities being proposed should be minimized by providing funding with newly created revenues whenever possible. G. Budget Form and Information Excess revenues from a specific fiscal year will be placed into the City’s reserves in a manner consistent with the City’s fund balance reserve policies. The operating budget will describe the goals to be achieved and the services and programs to be delivered for the level of funding. All unencumbered appropriations for the City’s operating budget lapse at year end. Amounts reserved for encumbrances are classified as assigned fund balance. Budget carryovers from a prior fiscal year must be approved by the City Manager, Finance Director and City Council. H. Level of Control The City Manager will ensure that a budgetary control system is in place to adhere to the adopted budget. The City Manager may approve the transfer of budget amounts between accounts within a department’s budget. City Council approval is required for any increase in a department’s budget. The budget changes can be made at any Council meeting. The legal level of budgetary control is at the department level in budgeted funds. I. Performance Measurement The Finance Department will provide regular monthly reports comparing actual revenues and expenditures to the budgeted amounts. Each year the City will strive to obtain the Government Finance Officers Association Distinguished Budget Award. The City’s annual Budget shall be made available to citizens and the public upon request and available on the City’s website. The City shall maintain transparency and accountability of its financial resources and assets. Packet Page Number 166 of 293 J2, Attachment 1 5. CAPITAL IMPROVEMENT PLAN POLICY A. Purpose The demand for services and the cost of building and maintaining the City’s infrastructure continues to increase. The City cannot afford to accomplish every project or meet every service demand. Therefore, a methodology must be employed that provides a realistic projection of community needs, the meeting of those needs, and a framework to support City Council prioritization of those needs. That is the broad purpose of the CIP. B. Scope The CIP includes the scheduling of public improvements for the community over a five- year period and takes into account the community’s financial capabilities as well as its goals and priorities. A “capital improvement” is defined as any major nonrecurring expenditure for physical facilities of government. Typical expenditures are the cost of land acquisition or interest in land, construction of roads, utilities and parks. Vehicles and equipment can be covered in a CIP or covered separately under an equipment schedule. The CIP is directly linked to goals and policies, land use, and community facility sections of the Comprehensive Plan since these sections indicate general policy of development, redevelopment, and maintenance of the community. C. CIP Development Process 1. Compile and prioritize projects. Staff will consolidate and prioritize recommended projects into the proposed Capital Improvement Plan. 2. Devise proposed funding sources for proposed projects. Proposed funding sources will be clearly stated for each project. 3. Project and analyze total debt service related to the total debt of the City. 4. A debt study will be provided, summarizing the combined property tax impact of all the existing and proposed debt. On an annual basis, the City Council will evaluate the proposed CIP for the following: 1. Project Prioritization; 2. Funding Source Acceptability; 3. Acceptable Financial Impact on Tax Levy, Total Debt, and Utility Rate Levels; 4. The City should annually consider a variety of financing options, including issuing equipment certificates, cash financing, tax-exempt leasing, or direct bank investment as appropriate financing mechanisms to meet capital needs. Packet Page Number 167 of 293 J2, Attachment 1 6. ECONOMIC DEVELOPMENT AUTHORITY POLICY A. Purpose The Economic Development Authority (EDA) was created by the City Council, who acted to appoint the members of the City council to serve as the Board of Commissioners. Under M.S. Chapter 469, Economic Development, cities are permitted to establish an EDA. M.S. § 469.107 gives authority to the City Council to levy a tax up to 0.01813 percent of estimated market value in the City. The Revenue Management Policy of the City, as included in this Financial Management Plan, sets policy for when a tax levy may be considered. The EDA is subject to the statutory levy limits of the City. This policy section establishes the amount of tax levy that will be considered for the EDA. B. Funding The City Council may annually appropriate money to the EDA from a tax levy or other available source. The appropriation can be equivalent to the maximum that could be provided by a tax levy for economic development purposes. The annual tax levy shall be set based on the amount needed when combined with other available sources achieves the funding level set by this policy. To provide other sources (non-tax) of funding to the EDA, the City Council shall annually review the fund balance in the General Fund to determine whether sufficient unreserved fund balance is available for transfer from the General Fund to the EDA. The decision shall be made at the time the annual EDA tax levy is established. If other sources of revenue are not available, the EDA may request the tax levy at the maximum allowed. C. Procedure for Using Funds Expenditures may be made from the EDA based on the following criteria: 1. The EDA appropriates the funds as part of the annual budget, or 2. The EDA authorizes an amendment to the EDA budget outside of the annual appropriation process. Packet Page Number 168 of 293 J2, Attachment 1 7. DEBT MANAGEMENT POLICY A. Purpose The purpose of the debt policy is to ensure that debt is used wisely and that future financial flexibility remains relatively unconstrained. Debt is an important mechanism to fund capital expenditures. It can reduce long-term costs due to inflation, prevent lost opportunities, and equalize the costs of improvements to present and future constituencies. Debt management is an integral part of the financial management of the City. Adequate resources must be provided for the repayment of debt, and the level of debt incurred by the City must be effectively controlled to amounts that are manageable and within levels that will maintain or enhance the City’s credit rating. A goal of debt management is to stabilize the overall debt burden and future tax levy requirements to ensure that issued debt can be repaid and prevent default on any municipal debt. A high debt level places a financial burden on taxpayers and can create economic problems for the community. The debt policies ensure that the City’s outstanding debt does not weaken the City’s financial structure, provides manageable limits on debt, and allows for the best possible credit rating. B. Policy Wise and prudent use of debt provides fiscal and service advantages. Overuse of debt places a burden on the fiscal resources of the City and its taxpayers. The following guidelines provide a framework and limit on debt utilization: 1. Conditions for Issuance a. The City will confine long-term borrowing to capital improvements, equipment, or projects that have a life of at least five years and cannot be financed from current revenues. b. Net general obligation debt will not exceed the statutory limit of 3% of the estimated market value of taxable property in the City, as required by M.S. § 475.53. c. The City shall use a competitive bidding process for the sale of debt unless the use of a negotiated process is warranted due to adverse market conditions, timing requirements, or a unique pledge or debt structure. The City will award competitively issued debt on the true interest cost (TIC) basis. d. The City should strongly consider market conditions (i.e., interest rates, construction market) when planning for the issuance of debt. The City should consider issuing debt, rather than paying cash, when interest rates are lower. e. Debt should be structured in a manner that distributes costs and benefits appropriately. Intergenerational equity aspects should be considered when financing capital assets. The debt Packet Page Number 169 of 293 J2, Attachment 1 payments should be distributed over the useful life of the asset. f. Long-term forecasts should support the assumption that the City will be able to repay the debt without causing financial distress. g. Interfund borrowing for periods of more than one year shall only be undertaken for capital expenditures. A payment schedule for the borrowed amounts shall be established by the City Council. Interest charges for interfund loans utilizing tax increment bonds will be in accordance with Minnesota Statutes, §469.178, Subd 7. 2. Restrictions on Debt Issuance a. Where possible, the City will issue revenue (including general obligation backed revenue) or other self-supporting type bonds instead of general obligation bonds. b. The City will not use long-term debt for current operations. c. The City should not issue debt with a longer amortization period than the life of the asset being financed. d. When possible, the City should use pay-as-you-go financing for equipment and other minor capital assets. 3. Financial Limitations a. The City will strive to keep the total maturity length of general obligation bonds below 20 years and structure the bonds to allow for retirement of at least 50% of the principal within 2/3 of the term of the bond issue. b. Bond rating categories shall be used as a means of assessing the City’s financial condition. The City will strive to achieve and maintain a ratio of governmental funds debt service to expenditures that will result in an adequate, or better than adequate, debt and contingent liability profile rating from the rating agencies. c. The City will strive to limit the amount of net direct outstanding debt at or below the range of $900 to $1,600 per capita. d. The City will maintain regular communications with bond rating agencies about its financial condition and will follow a policy of full disclosure in every financial report and bond statement. The City will comply with Securities and Exchange Commission (SEC) reporting requirements. Packet Page Number 170 of 293 J2, Attachment 1 e. The City is committed to providing continuing disclosure to certain financial and operating data and material event notices as required by Securities and Exchange Commission (SEC) Rule 15c2-12. The Finance Department shall be responsible for the preparation of all disclosure documents and releases required under Rule 15c2-12. f. When feasible, the City will use refunding mechanisms to reduce interest costs and evaluate the use of debt reserves to lower overall annual debt service. Refunding of outstanding debt shall only be considered when present value savings of at least 3.0% of the principal amount of the refunded bonds are produced, according to Minnesota statutes. Savings from refundings will be distributed evenly over the life of the refunded bonds unless special circumstances warrant a different savings structure. g. Retirement funds will be examined annually to ensure adequate balances and funding progress. h. The City should maintain the highest credit rating possible. 4. Professional Service Providers a. Municipal financial advisors should be selected through a process of evaluating formal proposals every 5 years. Selection should be based on, but not limited to, experience with the type, size, and structure of the bonds typically issued, ability to commit sufficient time to accomplish necessary tasks, and lack of potential conflicts of interest. b. Proposals for bond counsel should be solicited and considered on an occasional or as-needed basis. Consideration should be given to experience with municipal debt, ability to commit sufficient time to accomplish necessary tasks, and lack of potential conflicts of interest. c. The City should strategically maintain good relations with rating agencies and a positive perception in the marketplace. C. Conduit Debt Policy The City of Maplewood is granted the power to issue conduit revenue bonds and other conduit revenue obligations under Minnesota Statutes, Section 469.152-469.165, as amended, and Minnesota Statutes, Chapter 462C, as amended. The Maplewood City Council, being aware that such financing may prevent the emergence of blighted land, excessive unemployment and the need for redevelopment financing from the State and Federal governments, has expressed its support for the use of such financing but has reserved the right to Packet Page Number 171 of 293 J2, Attachment 1 approve or reject projects on a case-by-case basis. The following criteria have been developed as a guide for review of applications: i. Criteria a. The project is to be compatible with the overall development plans and objectives of the City and neighborhood where the project is located. b. New businesses locating in Maplewood must show new tax base being generated by the project. c. Locating in areas of the City that the City wishes to develop, redevelop, or which in any way complements any development plans or policy of the City, will constitute a prime purpose under these guidelines. It is also the City’s intent to assist in business expansions or relocations within the City where it can be shown that such would have a substantial, favorable impact on employment, tax base, or both. d. It is the City’s intent to assist new or existing businesses in the acquisition of existing facilities, where such acquisition will maintain the stability of the tax base, employment, or both. e. The project must not put a burden on existing City services or utilities beyond that which can be reasonably and economically accommodated. f. The applicant (and/or the lessee) must show sufficient equity in the project. Applicant must provide a copies of all financing agreements for review by the City. g. The credit rating and method of offering conduit* bonds or notes of the City are important considerations. The City will not entertain applications for such financings unless (i) the debt is rated investment grade by a nationally recognized rating agency or (ii) the debt is sold in a private placement. Debt will be considered sold in a private placement (i) if no advertising or solicitation of the general public occurs, and (ii) if the bonds are initially sold to not more than ten purchasers (not including any underwriter or placement agent as a purchaser) and (iii) the City receives written certification from each initial purchaser (or each underwriter or placement agent based on its reasonable belief) that: (a) such purchaser has such knowledge and experience in financial and business matters that it is capable of evaluating the merits and the risks of the debt, and (b) such purchaser is not purchasing for more than one account or with a view to distributing the debt. In addition, for a private placement either (a) all bonds or notes (except for one bond or note) must remain in minimum denominations of not less than $100,000, with the exception of Packet Page Number 172 of 293 J2, Attachment 1 charter schools which may have minimum denominations of $25,000 or (b) investment letters from not only each initial purchaser, but from any subsequent purchaser must be obtained which contains the above described certifications from the purchasers. Any offering material for a private placement must prominently state in effect that: “THE CITY OF MAPLEWOOD HAS NOT ASSUMED ANY RESPONSIBILITY TO REVIEW THIS OFFERING MATERIAL AND HAS NO RESPONSIBILITY FOR ITS ACCURACY OR COMPLETENESS. THE CITY HAS NO FINANCIAL OBLIGATION OF ANY NATURE WITH RESPECT TO THE OFFERED BONDS.” Finally, to qualify as a private placement the financing documents must require annual financial statements from the benefited private party (or the ultimate provider of credit) to be delivered to each investor (or a trustee). h. *The term “conduit” refers to any type of City revenue obligation the proceeds of which are loaned to a private party and for which the City has no financial obligation. i. Applications for acquisition of or replacement of machinery and equipment will be discouraged unless in conjunction with a totally new business in Maplewood, a physical plant expansion of an existing business, or where it is shown that the equipment acquisition is essential to the continued operation of the business in Maplewood. Also, it is the City’s intent to assist where possible in the acquisition of pollution control equipment for any new or existing business being required to meet mandated standards. j. A further permitted use under these guidelines are projects, whether profit or nonprofit, engaged in providing health care services, including hospitals, nursing homes, and related medical facilities, when either of the following findings can be made: Number of new jobs is increased. The project would provide a facility or service considered desirable or necessary by the community. The following procedures have been developed to facilitate the application for financing: ii. Procedures 1. The applicant shall make an application for financing on forms available from the Finance Department of the City of Maplewood. The completed application is to be returned to the Finance Director, accompanied by the processing fee, whereupon the application will be forwarded to the City Council with a staff recommendation. Specific findings shall be made and recited regarding the criteria as well as satisfaction of public purposes of the applicable statutes. Packet Page Number 173 of 293 J2, Attachment 1 2. The application cannot be considered by the City until tentative City Code findings and requirements have been made with respect to zoning, building plans, platting, streets and utility services. 3. The applicant is to select qualified financial consultants and/or underwriters, as well as legal counsel, to prepare all necessary documents and materials. The City may rely on the opinion of such experts and the application shall be accompanied by a financial analysis (pro forma income statement, debt service coverage, mortgage terms, etc.) by the underwriter as to the economic feasibility of the project and the underwriter’s ability to market the financing. Financial material submitted is to also include most recent fiscal year-end, audited, financial statements of the applicant and/or of any major lessee tenant, if readily available. 4. Further, in the case of the tax exempt mortgage placements, the applicant will be required to furnish the City, before passage of the Final Resolution, a comfort letter (but not necessarily a letter of commitment) from the lending institution, to the affect that said lending institution has reviewed the economic feasibility of the project, including the financial responsibility of the guarantors and find that, in their professional judgment, it is an economically viable project. 5. The applicant shall furnish along with the application, a description of the project, plat plan, rendering of proposed building, etc., and a brief description of the applicant company, all in such form as shall be required at the time of application. This data, as necessary, may be furnished to members of the City Council for background information. 6. If an allocation of bonding authority is required under Minnesota Statutes, Chapter 474A, as amended, the applicant shall be required to pay any required application fee and provide any required application deposit as specified in Chapter 474A, without regard to whether the application fee or application deposit will be refunded. 7. The applicant shall covenant in the applicable conduit bond documents to comply with all applicable requirements of the Internal Revenue Code of 1986, as amended (the “Code”), and the applicable Treasury Regulations, including, but not limited to: (i) the arbitrage and rebate requirements of Section 148 of the Code; and (ii) the qualified bonds provisions of Sections 141(e), 142, 143, 144, and 145 of the Code. The applicant shall be the party responsible for monitoring the conduit bonds for compliance with such requirements and to remediate nonqualified bonds in accordance with the requirements of the Code and applicable Treasury Regulations. The applicant shall be the party responsible for Packet Page Number 174 of 293 J2, Attachment 1 monitoring compliance with the requirements of Section 148 of the Code. 8. The applicant shall covenant in the applicable conduit bond documents to reimburse the City for all costs paid or incurred by the City (including the fees of attorneys, financial advisors, accountants, and other advisors) as a result of the City’s response to or compliance with an audit, inspection, or compliance check (random or otherwise), by the Internal Revenue Service, the Minnesota Department of Revenue, the Minnesota Office of the State Auditor, or any other governmental agency with respect to the conduit bonds or the project financed with the proceeds of the conduit bonds. The following administrative fees and provisions apply to the application for financing: iii. Administrative Fees and Provisions 1. The City Council reserves the right to deny any application for financing at any stage of the proceedings prior to adopting the final resolution authorizing issuance of the industrial development financing. The City Council may waive any provision of this Conduit Bonds Policy if the City Council determines that such waiver is in the best interests of the City. 2. The City is to be reimbursed, and held harmless, for and from any out-of-pocket costs related to the actual or proposed issuance of conduit revenue bonds. In addition, a nonrefundable processing fee of $2,500 must be submitted with the application. Upon closing, an administrative fee is due and payable to the City based on the following schedule: On the first $20,000,000 .50% of par On portion in excess of $20,000,000 .10% of par 3. In the case of a refinancing, the fee shall be calculated at 50% of the above schedule. The City will be reimbursed for any technical changes to a bond issue previously issued at 25% of the above schedule. 4. All applications and supporting materials and documents shall remain the property of the City. Note that all such materials may be subject to disclosure and/or public review under applicable provisions of State law. 5. The Finance Department shall, report all conduit debt issues in the Comprehensive Annual Financial Report in accordance with Generally Accepted Accounting Principles and shall report any material events with regard to all conduit debt issued by the City, and Packet Page Number 175 of 293 J2, Attachment 1 still outstanding, to the City Council. 6. The applicant will be responsible for providing the City any required arbitrage reports, continuing disclosure reports, and annual financial statements after the issuance of the debt. D. Post-Issuance Compliance Policy for Tax-Exempt Governmental Bonds The City of Maplewood issues tax-exempt governmental bonds to finance capital improvements. As an issuer of tax-exempt governmental bonds, the City is required by the terms of Sections 103 and 141-150 of the Internal Revenue Code of 1986, as amended (the “Code”), and the Treasury Regulations promulgated thereunder (the “Treasury Regulations”), to take certain actions subsequent to the issuance of such bonds to ensure the continuing tax-exempt status of such bonds. In addition, Section 6001 of the Code and Section 1.6001- 1(a) of the Treasury Regulations, impose record retention requirements on the City with respect to its tax-exempt governmental bonds. This Post- Issuance Compliance Procedure and Policy for Tax-Exempt Governmental Bonds (the “Policy”) has been approved and adopted by the City to ensure that the City complies with its post-issuance compliance obligations under applicable provisions of the Code and Treasury Regulations. 1.Effective Date and Term. The effective date of this Policy is the date of approval by the City Council of the City and shall remain in effect until superseded or terminated by action of the City Council of the City. This Policy amends and restates the Post- Issuance Compliance Procedure and Policy for Tax-Exempt Governmental Bonds adopted by the City Council of the City on June 10, 2012. 2.Responsible Parties. The Finance Director of the City shall be the party primarily responsible for ensuring that the City successfully carries out its post-issuance compliance requirements under applicable provisions of the Code and Treasury Regulations. The Finance Director will be assisted by the staff of the Finance Department of the City and by other City staff and officials when appropriate. The Finance Director of the City will also be assisted in carrying out post-issuance compliance requirements by the following organizations: (a)Bond Counsel (the law firm primarily responsible for providing bond counsel services for the City); (b)Municipal Advisor (the organization primarily responsible for providing financial advisor services to the City); (c)Paying Agent (the person, organization, or City officer primarily responsible for providing paying agent services for the City); and Packet Page Number 176 of 293 J2, Attachment 1 (d)Rebate Analyst (the organization primarily responsible for providing rebate analyst services for the City). The Finance Director shall be responsible for assigning post-issuance compliance responsibilities to members of the Finance Department, other staff of the City, Bond Counsel, Paying Agent, and Rebate Analyst. The Finance Director shall utilize such other professional service organizations as are necessary to ensure compliance with the post- issuance compliance requirements of the City. The Finance Director shall provide training and educational resources to City staff who are responsible for ensuring compliance with any portion of the post- issuance compliance requirements of this Policy. iii. Post-Issuance Compliance Actions. The Finance Director shall take the following post- issuance compliance actions or shall verify that the following post-issuance compliance actions have been taken on behalf of the City with respect to each issue of tax- exempt governmental bonds issued by the City: a. The Finance Director shall prepare a transcript of principal documents (this action will be the primary responsibility of Bond Counsel). b. The Finance Director shall file with the Internal Revenue Service (the “IRS”), within the time limit imposed by Section 149(e) of the Code and applicable Treasury Regulations, an Information Return for Tax-Exempt Governmental Obligations, Form 8038-G (this action will be the primary responsibility of Bond Counsel). c. The Finance Director shall prepare an “allocation memorandum” for each issue of tax-exempt governmental bonds in accordance with the provisions of Treasury Regulations, Section 1.148-6(d)(1), that accounts for the allocation of the proceeds of the tax-exempt bonds to expenditures not later than the earlier of: i. eighteen (18) months after the later of (A) the date the expenditure is paid, or (B) the date the project, if any, that is financed by the tax-exempt bond issue is placed in service; or ii. the date sixty (60) days after the earlier of (A) the fifth anniversary of the issue date of the tax-exempt bond issue, or (B) the date sixty (60) days after the retirement of the tax-exempt bond issue. Packet Page Number 177 of 293 J2, Attachment 1 Preparation of the allocation memorandum will be the primary responsibility of the Finance Director (in consultation with the Municipal Advisor and Bond Counsel). d. The Finance Director, in consultation with Bond Counsel, shall identify proceeds of tax-exempt governmental bonds that must be yield-restricted and shall monitor the investments of any yield-restricted funds to ensure that the yield on such investments does not exceed the yield to which such investments are restricted. e. In consultation with Bond Counsel, the Finance Director shall determine whether the City is subject to the rebate requirements of Section 148(f) of the Code with respect to each issue of tax-exempt governmental bonds. In consultation with Bond Counsel, the Finance Director shall determine, with respect to each issue of tax-exempt governmental bonds of the City, whether the City is eligible for any of the temporary periods for unrestricted investments and is eligible for any of the spending exceptions to the rebate requirements. The Finance Director shall contact the Rebate Analyst (and, if appropriate, Bond Counsel) prior to the fifth anniversary of the date of issuance of each issue of tax-exempt governmental bonds of the City and each fifth anniversary thereafter to arrange for calculations of the rebate requirements with respect to such tax-exempt governmental bonds. If a rebate payment is required to be paid by the City, the Finance Director shall prepare or cause to be prepared the Arbitrage Rebate, Yield Reduction and Penalty in Lieu of Arbitrage Rebate, Form 8038-T, and submit such Form 8038-T to the IRS with the required rebate payment. If the City is authorized to recover a rebate payment previously paid, the Finance Director shall prepare or cause to be prepared the Request for Recovery of Overpayments Under Arbitrage Rebate Provisions, Form 8038-R, with respect to such rebate recovery, and submit such Form 8038-R to the IRS. iv.Procedures for Monitoring, Verification, and Inspections. The Finance Director shall institute such procedures as the Finance Director shall deem necessary and appropriate to monitor the use of the proceeds of tax-exempt governmental bonds issued by the City, to verify that certain post-issuance compliance actions have been taken by the City, and to provide for the inspection of the facilities financed with the proceeds of such bonds. At a minimum, the Finance Director shall establish the following procedures: a. The Finance Director shall monitor the use of the proceeds of tax- exempt governmental bonds to: (i) ensure compliance with the expenditure and investment requirements under the temporary Packet Page Number 178 of 293 J2, Attachment 1 period provisions set forth in Treasury Regulations, Section 1.148- 2(e); (ii) ensure compliance with the safe harbor restrictions on the acquisition of investments set forth in Treasury Regulations, Section 1.148-5(d); (iii) ensure that the investments of any yield- restricted funds do not exceed the yield to which such investments are restricted; and (iv) determine whether there has been compliance with the spend-down requirements under the spending exceptions to the rebate requirements set forth in Treasury Regulations, Section 1.148-7. b. The Finance Director shall monitor the use of all bond-financed facilities in order to: (i) determine whether private business uses of bond-financed facilities have exceeded the de minimus limits set forth in Section 141(b) of the Code as a result of leases and subleases, licenses, management contracts, research contracts, naming rights agreements, or other arrangements that provide special legal entitlements to nongovernmental persons; and (ii) determine whether private security or payments that exceed the de minimus limits set forth in Section 141(b) of the Code have been provided by nongovernmental persons with respect to such bond-financed facilities. The Finance Director shall provide training and educational resources to any City staff who have the primary responsibility for the operation, maintenance, or inspection of bond-financed facilities with regard to the limitations on the private business use of bond-financed facilities and as to the limitations on the private security or payments with respect to bond-financed facilities. c. The Finance Director shall undertake the following with respect to each outstanding issue of tax-exempt governmental bonds of the City: (i) an annual review of the books and records maintained by the City with respect to such bonds; and (ii) an annual physical inspection of the facilities financed with the proceeds of such bonds, conducted by the Finance Director with the assistance with any City staff who have the primary responsibility for the operation, maintenance, or inspection of such bond-financed facilities. v.Record Retention Requirements. The Finance Director shall collect and retain the following records with respect to each issue of tax- exempt governmental bonds of the City and with respect to the facilities financed with the proceeds of such bonds: (i) audited financial statements of the City; (ii) appraisals, demand surveys, or feasibility studies with respect to the facilities to be financed with the proceeds of such bonds; (iii) publications, brochures, and newspaper articles related to the bond financing; (iv) trustee or paying agent statements; (v) records of all investments and the gains (or losses) from such investments; (vi) paying agent or trustee statements regarding investments and investment earnings; (vii) reimbursement Packet Page Number 179 of 293 J2, Attachment 1 resolutions and expenditures reimbursed with the proceeds of such bonds; (viii) allocations of proceeds to expenditures (including costs of issuance) and the dates and amounts of such expenditures (including requisitions, draw schedules, draw requests, invoices, bills, and cancelled checks with respect to such expenditures); (ix) contracts entered into for the construction, renovation, or purchase of bond-financed facilities; (x) an asset list or schedule of all bond- financed depreciable property and any depreciation schedules with respect to such assets or property; (xi) records of the purchases and sales of bond-financed assets; (xii) private business uses of bond- financed facilities that arise subsequent to the date of issue through leases and subleases, licenses, management contracts, research contracts, naming rights agreements, or other arrangements that provide special legal entitlements to nongovernmental persons and copies of any such agreements or instruments; (xiii) arbitrage rebate reports and records of rebate and yield reduction payments; (xiv) resolutions or other actions taken by the governing body subsequent to the date of issue with respect to such bonds; (xv) formal elections authorized by the Code or Treasury Regulations that are taken with respect to such bonds; (xvi) relevant correspondence, including letters, faxes or emails, relating to such bonds; (xvii) documents related to guaranteed investment contracts or certificates of deposit, credit enhancement transactions, and financial derivatives entered into subsequent to the date of issue; (xviii) bidding of financial products for investment securities; (xix) copies of all Form 8038- Ts, Form 8038-Rs, and Form 8038-CPs filed with the IRS and any other forms or documents filed with the IRS; (xx) the transcript prepared with respect to such tax-exempt governmental bonds, including but not limited to (a) official statements, private placement documents, or other offering documents, (b) minutes and resolutions, orders, or ordinances or other similar authorization for the issuance of such bonds, and (c) certification of the issue price of such bonds; and (xxi) documents related to government grants associated with the construction, renovation, or purchase of bond-financed facilities. The records collected by the Finance Director shall be stored in any format deemed appropriate by the Finance Director and shall be retained for a period equal to the life of the tax-exempt governmental bonds with respect to which the records are collected (which shall include the life of any bonds issued to refund any portion of such tax-exempt governmental bonds or to refund any refunding bonds) plus three (3) years. The Finance Director shall also collect and retain reports of any IRS examination of the City or any of its bond financings. vi.Remedies. In consultation with Bond Counsel, the Finance Director shall become acquainted with the remedial actions (including redemption or defeasance) under Treasury Regulations, Section 1.141-12, to be utilized in the event that private business use of bond- financed facilities exceeds the de minimus limits under Section Packet Page Number 180 of 293 J2, Attachment 1 141(b)(1) of the Code. In consultation with Bond Counsel, the Finance Director shall become acquainted with the Tax Exempt Bonds Voluntary Closing Agreement Program described in Notice 2008-31, 2008-11 I.R.B. 592, to be utilized as a means for an issuer to correct any post-issuance infractions of the Code and Treasury Regulations with respect to outstanding tax-exempt bonds. vii.Continuing Disclosure Obligations. In addition to its post-issuance compliance requirements under applicable provisions of the Code and Treasury Regulations, the City has agreed to provide continuing disclosure, such as annual financial information and material event notices, pursuant to a continuing disclosure certificate or similar document (the “Continuing Disclosure Document”) prepared by Bond Counsel and made a part of the transcript with respect to each issue of bonds of the City that is subject to such continuing disclosure requirements. The Continuing Disclosure Documents are executed by the City to assist the underwriters of the City’s bonds in meeting their obligations under Securities and Exchange Commission Regulation, 17 C.F.R. Section 240.15c2-12, as in effect and interpreted form time to time (“Rule 15c2-12”).The continuing disclosure obligations of the City are governed by the Continuing Disclosure Documents and by the terms of Rule 15c2-12. The Finance Director is primarily responsible for undertaking such continuing disclosure obligations and to monitor compliance with such obligations. viii.Other Post-Issuance Actions. If, in consultation with Bond Counsel, Municipal Advisor, Paying Agent, Rebate Analyst, the City Manager, the City Attorney, or the City Council, the Finance Director determines that any additional action not identified in this Policy must be taken by the Finance Director to ensure the continuing tax-exempt status of any issue of governmental bonds of the City, the Finance Director shall take such action if the Finance Director has the authority to do so. If, after consultation with Bond Counsel, Municipal Advisor, Paying Agent, Rebate Analyst, the City Manager, the City Attorney, or the City Council, the Finance Director and the City Manager determine that this Policy must be amended or supplemented to ensure the continuing tax-exempt status of any issue of governmental bonds of the City, the City Manager shall recommend to the City Council that this Policy be so amended or supplemented. ix.Taxable Governmental Bonds. Most of the provisions of this Policy, other than the provisions of Section 7, are not applicable to governmental bonds the interest on which is includable in gross income for federal income tax purposes. On the other hand, if an issue of taxable governmental bonds is later refunded with the proceeds of an issue of tax-exempt governmental refunding bonds, then the uses of the proceeds of the taxable governmental bonds and the uses of the facilities financed with the proceeds of the taxable Packet Page Number 181 of 293 J2, Attachment 1 governmental bonds will be relevant to the tax-exempt status of the governmental refunding bonds. Therefore, if there is any reasonable possibility that an issue of taxable governmental bonds may be refunded, in whole or in part, with the proceeds of an issue of tax- exempt governmental bonds then, for purposes of this Policy, the Finance Director shall treat the issue of taxable governmental bonds as if such issue were an issue of tax-exempt governmental bonds and shall carry out and comply with the requirements of this Policy with respect to such taxable governmental bonds. The Finance Director shall seek the advice of Bond Counsel as to whether there is any reasonable possibility of issuing tax-exempt governmental bonds to refund an issue of taxable governmental bonds. x.Qualified 501(c)(3) Bonds. If the City issues bonds to finance a facility to be owned by the City but which may be used, in whole or in substantial part, by a nongovernmental organization that is exempt from federal income taxation under Section 501(a) of the Code as a result of the application of Section 501(c)(3) of the Code (a “501(c)(3) Organization”), the City may elect to issue the bonds as “qualified 501(c)(3) bonds” the interest on which is exempt from federal income taxation under Sections 103 and 145 of the Code and applicable Treasury Regulations. Although such qualified 501(c)(3) bonds are not governmental bonds, at the election of the Finance Director, for purposes of this Policy, the Finance Director shall treat such issue of qualified 501(c)(3) bonds as if such issue were an issue of tax-exempt governmental bonds and shall carry out and comply with the requirements of this Policy with respect to such qualified 501(c)(3) bonds. Packet Page Number 182 of 293 J2, Attachment 1 8. ACCOUNTING, AUDITING, AND FINANCIAL REPORTING POLICY A. Purpose The key to effective financial management is to provide accurate, current, and meaningful information about the City’s operations to guide decision making and enhance and protect the City’s financial position. B. Policy 1. The City’s accounting system will maintain records on a basis consistent with generally accepted accounting standards (GAAP) and principles for local government accounting as set forth by the Government Accounting Standards Board (GASB) and in conformance with the State Auditor’s requirements per State Statutes. This allows for the modified accrual basis of accounting for populations exceeding 2,500, or cash basis for smaller communities. 2. The City will establish and maintain a high standard of accounting practices. 3. The City will follow a policy of full disclosure written in clear and understandable language in all reports on its financial condition. 4. The Finance Department will provide timely monthly and annual financial reports to users. 5. An independent public accounting firm will perform an annual audit and issue an opinion on the City’s financial statements. 6. Annually the City Council and staff will meet with the Auditors to review the audit report. 7. Periodic financial reports on budget performance will be provided to the City Council monthly. 8. The City shall annually submit the Comprehensive Annual Financial Report (CAFR) to the Government Finance Officers Association (GFOA) for the purpose of earning the Certificate of Achievement for Excellence in Financial Reporting. 9. The City’s CAFR shall be made available to citizens and the general public upon request and on the City’s website. The City shall strive to maintain full transparency and accountability of all of its financial resources and assets. 10. The City Council may appoint an audit committee for the purpose of providing independent review and oversight of the City’s financial Packet Page Number 183 of 293 J2, Attachment 1 reporting processes, framework of internal control, and independent auditors. The Committee will consist of the City Manager, Finance Director, and two members of the City Council. The Committee will establish guidelines for operation and scope of work. Packet Page Number 184 of 293 J2, Attachment 1 9. RISK MANAGEMENT POLICY A. Purpose A comprehensive risk management plan seeks to manage the risks of loss encountered in the everyday operations of an organization. Risk management involves such key components as risk avoidance, risk reduction, risk assumption, and risk transfers through the purchase of insurance. The purpose of establishing a risk management policy is to help maintain the integrity and financial stability of the City, protect its employees from injury, and reduce overall costs of operations. B. Policy 1. The City will maintain a risk management program that minimizes the impact of legal liabilities, natural disasters or other emergencies through the following activities: a) Loss prevention - prevent losses where possible. b) Loss control - reduce or mitigate losses. c) Loss financing - provide a means to finance losses. d) Loss information management - collect and analyze data to make prudent prevention, control and financing decisions. 2. The City will review and analyze all areas of risk in order to, whenever possible, avoid and reduce risks or transfer risks to other entities. Of the risks that must be retained, it shall be the policy to fund the risks which the City can afford and transfer all other risks to insurers. 3. The City will maintain an active safety committee comprised of City employees. 4. The City will periodically conduct educational safety and risk avoidance programs within its various divisions. 5. The City will, on an ongoing basis, analyze the feasibility of self-funding and other cooperative funding options in lieu of purchasing outside insurance in order to provide the most cost-effective coverage. 6. The Finance Director will maintain effective internal control policies designed to help safeguard the City’s assets. 7. Staff will report to the Council annually on the results of the City’s risk management program for the preceding year. Packet Page Number 185 of 293 J2, Attachment 1 10. GRANT MANAGEMENT POLICY A. Policy 1. The City will aggressively pursue all available grant opportunities. Each grant shall be evaluated on the long-term financial impact to the City. The City will only accept grants for one-time or capital items or when the continued funding of the program can be incorporated into the City’s future budgets. 2. All grants and other federal and state funds shall be managed to comply with the laws, regulations, and guidance of the grantor. 3. The wishes and instructions of the donor will be strongly considered when managing and expending gifts and donation. 4. The Finance Department must be notified of all grant applications prior to submission of the grant application. The Finance Department must also be notified of all related requests for reimbursement at the time of request. Packet Page Number 186 of 293 J2, Attachment 1 11. PUBLIC PURPOSE EXPENDITURE POLICY A. Purpose The City Council recognizes that public funds may only be spent if the expenditure meets a public purpose and the expenditure relates to the governmental purpose for which the City of Maplewood was created. The meaning of “public purpose” is constantly evolving. The Minnesota Supreme Court has followed a broad approach and has generally concluded that “public purpose” means an activity that meets ALL of the following standards: The activity will primarily benefit the community as a body. The activity is directly related to functions of government. The activity does not have as its primary objective the benefit of a private interest whether profit or not-for-profit. This policy is intended to provide guidelines regarding which expenditures are for public purposes and authorized in accordance with the City’s annual budget process, and which expenditures are not considered to fall within the public purpose definition and are therefore not allowed. There is a public benefit in ensuring high employee productivity and morale. B. Responsibility The City Manager is the responsible authority overseeing all City expenditures and as such is the chief purchasing agent for the City. Responsibility for administering this Public Purpose Expenditure Policy has been delegated to the Finance Department. Further, all officers and employees authorized by their Department to make purchases for the benefit of their respective departments are responsible for complying with this policy and corresponding procedures. C. Policy Expenditures of public funds must comply with the public purpose standards defined above. When reviewing an expenditure to verify the standards have been met, the City Manager, or his/her designee, should consider the time of day the event is held, the business purpose of the event, whether the event was intended to attract non-City employees, the frequency of the event, and the reasonableness of the cost. The following guidelines address specific examples of public expenditures, but examples are not meant to be all-inclusive. Packet Page Number 187 of 293 J2, Attachment 1 i. Examples of Permitted Expenditures for Meals and Refreshments Use of City funds in reasonable amounts for meals and/or refreshments for elected and appointed city officials and employees are permitted in the following circumstances, with Department Head approval: City-sponsored events of a community-wide interest where staff th are required to be present (e.g., 4 of July Festival, National Night Out, Citizens Police Academy).City council, boards and commissions meetings held during or adjacent to a meal hour. Meetings related to City business at which the attendees include non-city representatives. Professional association meetings, conferences and training when meals are included as part of the registration or program fee, or in accordance with the travel policy. Election judge training meetings. Annual employee recognition and appreciation events (e.g., service awards, de minimis food and beverage, employee Christmas breakfast. Annual recognition events for volunteer and non-employees (e.g., annual fire department banquet and volunteer appreciation lunch). Fire department meetings and in-house training sessions. Multi-departmental meetings scheduled during or adjacent to a meal hour when no other meeting time is available. Work activities requiring continuous service when it is not possible to break for meals (e.g., election days, water main breaks, emergency snow removal, time-sensitive public safety responses). Healthy snacks and incentives of moderate value provided to attendees of safety, health, and wellness programs for City employees. Events recognizing completion of a significant work-related project (City Manager approval required). ii. Examples of Other Permitted Expenditures Up to $100 may be used toward a retirement or farewell Packet Page Number 188 of 293 J2, Attachment 1 recognition event when an employee retires or resigns after a minimum of 10 years with the City. The funds may be used for a cake, beverages, decorations, and a plaque. The funds may not be used for a gift. Uniforms, clothing or apparel that is considered necessary for safety or for visible staff recognition by the public (e.g. safety footwear and eyewear for maintenance personnel, shirts purchased to identify staff leadership status at events). Staff time and equipment use for city sponsored employee events as approved by City Council and/or City Manager as allowed by state statute (e.g. set-up for annual employee picnic). City expenditures for non-profit organizations allowed by state statute. iii. Prohibited Expenditures Use of City funds for meals and/or refreshments for elected and appointed City officials and employees are prohibited: Food and refreshments for routine work meetings. Alcoholic beverages. Employee functions or celebrations that are solely social in nature (e.g., birthdays, holiday luncheon, ice cream social). Fundraisers for non-City related events (e.g., Chamber of Commerce). Participation in optional activities unless included as part of an overall conference registration fee (e.g. optional golf rounds, sporting events, concerts). Employee-sponsored fundraising events (e.g., charitable giving campaign). For funeral flower arrangements upon death of an employee, elected official, or one of their immediate family members. Clothing or apparel that is not considered necessary for safety or for visible staff recognition by the public (e.g. sweatshirts for a job well done, departmental shirts given to staff to promote team spirit). Employee coffee, supplies, kitchen utensils, and coffee services. Packet Page Number 189 of 293 J2, Attachment 1 iv. Permitted Use of Assets Specific City assets such as equipment may be used by City employees for personal reasons only when City management has established the following: Costs and wear resulting from use of the assets are reasonable and minimized. Administrative controls are in place to ensure that the use is appropriate and not abused. There is a documented/demonstrated City benefit by such usage (e.g. such as the Mobile Device Policy or Information Security Policy) as approved by the City Manager. Such permitted use may include: Incidental and de minimis use of City-owned electronic equipment such as City-owned mobile devices, tablets, copiers, etc. as specifically covered under other City policies. Incidental and de minimis use of non-motorized tools, such as hammers and wrenches. v. Prohibited Use of Assets Examples of use of City assets for personal use is prohibited in the following circumstances: City employees washing personal autos at the public works facility car wash. Employees borrowing City-owned non-motorized or motorized tools for personal use. vi. Documentation All expenses allowed above must be fully documented. The expected documentation will include: date and time of the event, business reason for the event (agenda from a meeting is sufficient), staff and non-city representatives in attendance, and a receipt for the actual purchase. Supervisor approval and written documentation is required for use of City assets. Failure to provide sufficient documentation may result in a denial of the expense. Any expenditure for meals or refreshments that exceeds $250 for one event must have prior, written authorization by the Department Head, before the purchase is made. Any expenditure for meals or refreshments that exceeds $500 for one event must have prior, Packet Page Number 190 of 293 J2, Attachment 1 written authorization by the City Manager, before the purchase is made. Failure to obtain the necessary authorization may result in denial of the claim. vii. Special Requests From time to time, there may be an event that is a proper public expenditure, but that is not contemplated by the policy above. Departments may submit to the City Manager, or the City Manager’s designee, a request for such a public expenditure in writing. This request must show how the expenditure is related to a public purpose as stated in the Purpose section above. Only expenditures that meet all of the findings in the Purpose section above may be approved. viii. Periodic Review This policy shall be reviewed at least once every five years by the City Manager or designee. Packet Page Number 191 of 293 J2, Attachment 1 12. CAPITAL ASSETS POLICY A. Purpose It is essential for financial reporting and cost accounting purposes that City departments follow a uniform policy for capitalizing expenditures. Capital expenditures are used to acquire assets or improve the useful life of existing assets. The purpose of the capital assets policy is provide a plan for the replacement and purchase of capital assets without significantly impacting the annual property tax levy. B. Capitalization Thresholds The City will maintain a schedule of individual capital assets with values in excess of the amounts shown below and an estimated useful life of greater than two years: Asset Type Threshold Land and land improvements Always Construction in Progress Always Easements $ 50,000 Buildings and building improvements $ 50,000 Infrastructure $100,000 Machinery and Equipment $ 5,000 Intangible Assets $ 50,000 Capital assets purchased through the issuance of debt should be capitalized and depreciated over their estimated useful life, regardless of cost. C. Recording Capital Assets Capital assets should be recorded and reported at historical cost. When the historical cost of a capital asset is not practicably determinable, the estimated historical cost of the asset should be determined by appropriate methods. Estimated historical cost should be identified in the records, including the basis of determination. Donated capital assets should be recorded at fair value at the time of acquisition. D. Contributed (Donated) Capital Acceptance of contributions of capital assets shall be in accordance with applicable Minnesota Statutes and shall be approved by the City Council. Contributed capital assets should be recorded and depreciated in the same manner as all other capital assets. In addition, capital assets acquired through contribution from an outside source should be identified in the records of the City, including documentation of the actual or estimated value and the basis of determination. For financial reporting purposes, depreciation for contributed capital shall be recorded separately from depreciation on other capital assets. E. Intangible Assets Intangible assets possess three characteristics: Packet Page Number 192 of 293 J2, Attachment 1 Lack of physical substance, Initial useful life in excess of one year, and Nonfinancial in nature. Examples of intangible assets include easements, land use rights, patents, trademarks, copyrights, or software that is purchased, licensed or internally generated. An intangible asset should be recognized in the statement of net position only if it is identifiable. This means that the asset can either be: Sold, transferred, licensed, rented or exchanged, or Arose from contractual or other legal rights, regardless of whether those rights are transferable or separable. Donated intangible assets should be recorded at the fair market value as of the donation acceptance date. F. Improvements The City will maintain its assets to protect its capital investment and to minimize future capital expenditures. Capital asset improvement costs should be capitalized if: The costs exceed the capitalization threshold, and One of the following criteria is met: The value of the asset or estimated life in increased by 25% of the original cost or life period, or The cost results in an increase in the capacity of the asset, or The efficiency of the asset is increased by more than 10% of its current value. Otherwise the cost should be classified as a repair and maintenance expense under the appropriate department and expense category. G. Depreciating Capital Assets Capital assets will be depreciated over their estimated useful lives unless they are: Inexhaustible (i.e., land and land improvements, certain works of art and Packet Page Number 193 of 293 J2, Attachment 1 historical treasures, or Construction work in progress. For financial reporting purposes, the straight-line method will be used to calculate depreciation with no salvage value. No depreciation will be taken in the year of acquisition and a full year of depreciation will be taken in the year of retirement. For depreciation purposes, the following guidelines will be used to estimate the useful life of the asset: Buildings and Building Improvements Useful Life Buildings – wood frame 30 years Buildings – brick/block 50 years Buildings – temporary/portable 20 years Roofing 20 years Siding 20 years HVAC/Plumbing/Electrical systems 20 years Fire suppression systems 10 years Security systems 10 years Cabling 10 years Flooring 10 years Elevators 20 years Windows 15 years Infrastructure Useful Life Streets, including curb and gutter 30 years Storm drain systems 30 years Parking lots 25 years Sidewalks 25 years Pedestrian bridges 25 years Dams 40 years Paved trails 25 years Street lights 25 years Water/Sewer mains and lines 50 years Water storage facilities 50 years Water supply facilities 40 years Lift stations 30 years Other Improvements Useful Life Fencing and gates 10 years Outside sprinkler systems 20 years Athletic fields, bleachers 25 years Septic systems 20 years Swimming pools 20 years Tennis and basketball courts 25 years Fountains 20 years Retaining walls 20 years Outdoor lighting 20 years Packet Page Number 194 of 293 J2, Attachment 1 Monuments 10 years Traffic signals 20 years Light poles 20 years Landscaping and trees 20 years Boat launch pads 25 years Equipment, Machinery and Vehicles Useful Life Appliances 5 years Audio/Visual equipment 5 years Business machines/office equipment 5 years Radio and communications equipment 5 years Computer equipment/software 3 years Furniture and cabinets 10 years Water softeners/heaters 5 years Grounds equipment – mowers, etc. 3 years Machinery 7 years Tools 5 years Playground equipment 10 years Photocopiers 3 years ATV’s and snowmobiles 3 years Motor vehicles – cars, light trucks 5 years Light equipment 5 years Street sweeper 5 years Heavy trucks 10 years Heavy equipment – loaders, graders 10 years H. Historical Treasures and Works of Art Historical treasures and works of art are items which are considered inexhaustible and held for public exhibition, educational purposes, or research in enhancement of public service instead of financial gain. Examples are paintings, sculptures, photography, maps, manuscripts, musical instruments, recordings, film, furnishings, artifacts, tools, weapons, and other memorabilia. These items are generally considered inexhaustible and are, therefore, not depreciated. Packet Page Number 195 of 293 J2, Attachment 1 13. PROCUREMENT POLICY INTRODUCTION The purchasing procedures are important because they: 1. Ensure purchases conform to legal requirements; 2. Prevent expenditures from exceeding the budget; 3. Provide proper documentation for purchases; 4. Prevent payment for items not received; 5. Ensure accurate accounting; 6. Provide payment of all bills within 35 days of receipt; and 7. Prevent duplicate payments on the same invoice. All purchasing by local government units is regulated by State law. Because of these laws and because of the unique nature of budget and tax levy procedures for funding City government, all City employees must conform to these purchasing policies and procedures. The Finance Department will review and approve all purchases and employee reimbursements and will ensure that all purchases and payments are legal, properly coded, and well documented. If the purchase is over $30,000 Council approval is required prior to the purchase. However, Council approval is not required on purchases over $30,000 for postage, ATM funds, regular utility bills, insurance premiums, payments due to other units of government or payments required to be made before the next regular meeting of the Council to avoid endangering public safety, damaging public or private property, or interrupting City services. Itemsunder $30,000 (materials, supplies, and equipment for day-to-day use) must be purchased at the best price available subject to appropriate guidelines and procedures. A minimum of two verbal quotations should be obtained whenever possible on purchases of $10,000 to $19,999 and a minimum of two written quotations should be obtained whenever possible on purchases of $20,000 to $29,999. All purchases totaling $30,000 to $49,999 require two written quotations from prospective vendors.The City Manager or designee must approve the purchase prior to obtaining City Council approval. These written quotations must be attached to a requisition (or payment authorization form) which is submitted to the Finance. For purchases between $50,000 and $99,999, the City Manager or designee will determine if the purchase will need to be made on a formal bid basis and meet all procedural requirements or if it will require two or more written quotations from prospective vendors. All purchases of merchandise, materials, equipment, and repair or maintenance services totaling $100,000 or more (except emergency purchases and purchases made using cooperative purchasing) must be purchased on a formal bid basis and meet all procedural requirements. The Council must approve all bid awards. All purchases must be handled through use of appropriate procedures and forms. Packet Page Number 196 of 293 J2, Attachment 1 PROCEDURES FOR PURCHASES UNDER $30,000 Generally, these purchases will be of materials, supplies, and equipment for day-to-day use. Purchases of food including meals, snacks and beverages for city employees is not allowed for department meetings or in-house training sessions unless there is a speaker or trainer who is not a city employee. Excluded from this limitation are purchases of food for (a) City Council meetings held at meal time, (b) employee recognition events such as the employee Christmas breakfast and city employee picnic/social event/holiday event, (c) training of election judges, (d) Fire Department meetings and in-house training sessions or (e) as approved in advance by the City Manager. The City of Maplewood may contribute up to $100 toward a retirement or farewell recognition event when an employee retires or resigns after a minimum of 10 years with the City. The money may be used for a cake, beverages, decoration and a plaque of appreciation for the promotion of the City. The money may not be used for a gift. Gifts must be paid for by contributions by other employees. Individual departments are responsible for organizing and communicating farewell or retirement parties. The expense will be charged to the Administrative Division of the department in which the person was employed. Only one verbal quotation is required; however, the purchase is to be at the best possible price. These purchases should be processed on a VISA purchasing card whenever possible. If the vendor will not accept a purchasing < $10,000 card, then it should be processed on a Payment Authorization form unless a purchase order is required, in which case a requisition is prepared. The form must be signed by an authorized purchaser with the appropriate purchase limits. Verbal quotations should be obtained from at least two possible vendors and $10,000 those quotations should be listed on the Payment Authorization or requisition to which is submitted for approval. The form must be signed by an authorized $19,999 purchaser with the appropriate purchase limits. A minimum of two written quotations should be obtained whenever possible $20,000 and attached to the appropriate forms which are submitted for approval. The to form must be signed by an authorized purchaser with the appropriate purchase $29,999 limits. Packet Page Number 197 of 293 J2, Attachment 1 PROCEDURES FOR PURCHASES FROM $30,000 TO $49,999 1. Prior to the purchase, approval must be obtained from the City Manager or his/her designee. 2. Obtain quotations by supplying prospective vendors with a description or specifications of the merchandise, materials, equipment, or services to be purchased. A minimum of two (2) written quotations, whenever possible, shall be supplied for such purchases. If two quotations cannot be obtained, an explanation must be included as to the reason for only one bid. 3. If the purchase is over $30,000 Council approval is required before the purchase can be made. To obtain Council approval, an agenda report must be prepared and submitted to the City Council. For details on this procedure, see your department head or supervisor. 4. Prepare the requisition form according to the requisition form procedures if the transaction is not eligible for processing on a payment authorization form. The quotations are to be attached to the requisition or payment authorization form and be maintained as part of the City's records. Packet Page Number 198 of 293 J2, Attachment 1 PROCEDURES FOR PURCHASES FROM $50,000 TO $99,999 The City Manager or his/her designee will make the determination if the purchase needs to be made on a formal bid basis or if the purchase can be made by obtaining a minimum of two written quotations. If two or more written quotations are required: 1. Obtain quotations by supplying prospective vendors with a description or specifications of the merchandise, materials, equipment, or services to be purchased. A minimum of two (2) written quotations, whenever possible, shall be supplied for such purchases. If two quotations cannot be obtained, an explanation must be included as to the reason for only one bid. 2. If the purchase is over $30,000 Council approval is required before the purchase can be made. To obtain Council approval, an agenda report must be prepared and submitted to the City Council. For details on this procedure, see your department head or supervisor. 3. Prepare the requisition form according to the requisition form procedures if the transaction is not eligible for processing on a payment authorization form. The quotations are to be attached to the requisition or payment authorization form and be maintained as part of the City's records. If a formal bid basis is required: 1. It is the responsibility of the requesting department to prepare specifications. After specifications have been prepared, they shall be submitted to the City Manager for approval. No advertisement for bids shall be published until specifications are approved by the City Manager. 2. Advertisement in the official local newspaper (and other publications if appropriate) at least ten (10) days in advance of bid opening is required. The City may use its web site or a recognized industry trade journal as an alternative method to disseminate solicitations of bids, requests for information, and requests for proposals if certain steps are followed to designate the method (MN Stat. 331A.03, subd. 3). 3. Time must be allowed between the date of bid opening and bid award to permit examination and tabulation of bids and submission of recommendation to the City Manager and Council. 4. Council award of bid. The Council may wish to table an award on a difficult matter, thereby delaying the purchase. Therefore, careful consideration must be given to the complexity of an item and thorough information must be provided. 5. Once the Council has awarded the bid, a requisition form must be prepared by the department head with a notation indicating the date that the City Council approved the bid award. Also, a copy of the agenda report must be attached to the requisition. For construction contracts, a payment authorization form should be completed, instead of a requisition, each time an application for payment is ready to be processed. If the item will be purchased using cooperative purchasing, Council approval is required before the purchase can be made. To obtain Council approval, an agenda report must be prepared and submitted to the City Council. For details on this procedure, see your department head or supervisor. Packet Page Number 199 of 293 J2, Attachment 1 PROCEDURES FOR PURCHASES $100,000 AND OVER All merchandise, materials, or equipment purchases totaling $100,000 or more (except emergency purchases and items purchased using cooperative purchasing) must be purchased on a formal bid basis. The following procedural requirements must be met before an item may be purchased: 1. It is the responsibility of the requesting department to prepare specifications. After specifications have been prepared, they shall be submitted to the City Manager for approval. No advertisement for bids shall be published until specifications are approved by the City Manager. 2. Advertisement in the official local newspaper (and other publications if appropriate) at least ten (10) days in advance of bid opening is required for purchases less than $200,000. The City may use its web site or a recognized industry trade journal as an alternative method to disseminate solicitations of bids, requests for information, and requests for proposals if certain steps are followed to designate the method (MN Stat. 331A.03, subd. 3). 3. If the purchase is $200,000 or more, the first advertisement must appear no less than twenty- one (21) days before bid opening and the second notice shall be published between that time and the deadline for bids. In the case of public improvement projects, publication must be made twice in the official newspaper and twice in the “Construction Bulletin” no less than three (3) weeks before the deadline for submission of bids for the first notice and the second notice shall be published between that time and the deadline for bids. 4. Time must be allowed between the date of bid opening and bid award to permit examination and tabulation of bids and submission of recommendation to the City Manager and Council. 5. Council award of bid. The Council may wish to table an award on a difficult matter, thereby delaying the purchase. Therefore, careful consideration must be given to the complexity of an item and thorough information must be provided. 6. Once the Council has awarded the bid, a requisition form must be prepared by the department head with a notation indicating the date that the City Council approved the bid award. Also, a copy of the agenda report must be attached to the requisition. For construction contracts, a payment authorization form should be completed, instead of a requisition, each time an application for payment is ready to be processed. If the item will be purchased using cooperative purchasing, Council approval is required before the purchase can be made. To obtain Council approval, an agenda report must be prepared and submitted to the city Council. For details on this procedure, see your department head or supervisor. Packet Page Number 200 of 293 J2, Attachment 1 SOLE SOURCE PURCHASES If there is no ability to solicit multiple bids, departments must demonstrate that the purchase from a particular vendor is sufficiently justified as a sole source. Sole source means that a single vendor is uniquely qualified to meet the department’s procurement objective. To be considered a sole source and therefore exempt from the bid process, one of the following conditions must be met: 1. The actual product or service needed is the only one that will meet the department’s need or requirement, and it can only be purchased from one source (manufacturer or distributor). 2. The product or service must match or be compatible with current equipment or services. 3. The product needed is specifically required for use in conjunction with a grant or contract. 4. The service needed is controlled or mandated by the local, state, or federal government. 5. Artistic services. 6. An unusual or compelling urgency exists. If the need meets one of the above criteria, the department can either negotiate with the vendor directly or can request that the Finance Department negotiate with the vendor on its behalf. Packet Page Number 201 of 293 J2, Attachment 1 PURCHASES FROM EMPLOYEE-OWNED COMPANIES Before making a purchase in excess of $200 from, or entering into a contract with, a business entity owned wholly, or in part, by an employee of the City of Maplewood, City employees must obtain at least two (2) price quotes which are to be kept on file in the Finance Department for one (1) year after receipt. On purchases under $10,000, price quotes can be copies of the latest price listings, excerpts from current catalogs or written quotes provided by vendor. On purchases totaling $10,000 to $49,999, there must be two written quotations from prospective vendors. Before the purchase is made, it must be reviewed by the supervisor of the employee making the purchase to confirm that the decision to make a purchase from, or enter into a contract with, the business entity owned wholly, or in part, by the City employee is based on rational economic factors including, but not limited to, price and availability of goods and services. Two price quotes are not needed when services are purchased from an independent contractor who is a recreation referee, official or instructor. A business entity owned wholly, or in part, by a City employee shall be defined as: an entity organized for profit, including an individual, sole proprietorship, partnership, corporation, joint venture, association, or cooperative in which the City employee or a member of the City employee’s immediate family has a financial interest excluding interests consisting solely of publicly issued stock holdings constituting equal to or lesser than 5% of the entity’s total public stock issue. A member the City employee’s immediate family is defined as: the City employee’s spouse, the City employee’s child, the City employee’s parent, or the City employee’s sibling. Packet Page Number 202 of 293 J2, Attachment 1 COOPERATIVE PURCHASING Per MN Statute 471.345, subd. 15, municipalities may contract for the purchase of supplies, materials, or equipment by utilizing contracts that are available through the state’s cooperative purchasing venture authorized by section 16C.11. If a municipality does not utilize the state’s cooperative purchasing venture, a municipality may contract for the purchase of supplies, materials, or equipment without regard to the competitive bidding requirements if the purchase is through a national municipal association’s purchasing alliance or cooperative created by a joint powers agreement that purchases items from more than one source on the basis of competitive bids or competitive quotations. Cooperative purchasing is intended to save government agencies time and money when purchasing common products. Of course, there are no guaranteed savings, but cooperative buying power is a time-tested method of savings. Cooperative purchasing is currently allowed through the following sources: State of Minnesota’s Cooperative Purchasing Venture (CPV) Program U.S. Communities Government Purchasing Alliance National Intergovernmental Purchasing Alliance Company (National IPA) Houston-Galveston Area Council (HGACBuy) BuyBoard National Purchasing Cooperative National Joint Powers Alliance (NJPA) National Cooperative Purchasing Alliance (NCPA) TCPN Cooperative Purchasing Group The Interlocal Purchasing System (TIPS) Savvik Buying Group (North Central EMS Cooperation) University of Minnesota Purchasing Services Packet Page Number 203 of 293 J2, Attachment 1 ETHICS Ethical business standards shall govern all procurement transactions. Infractions of City policy shall be reported to the City Manager or Human Resources Director. Disciplinary action for those violating the City’s ethical business standards will be taken in accordance with applicable City policies, up to an including termination of employment. City personnel shall not solicit or accept a significant gift from a supplier or prospective supplier. A significant gift is defined as an item, service, favor, monies, credits, or discounts not available to others which could influence purchasing decisions, and also may include the payment of travel costs for City personnel to visit a vendor’s location (airfare, hotel, etc.) City personnel may accept trivial items as a matter of courtesy, but may not solicit them. Acceptance of social invitations to occasional business meals, entertainment, and hospitality will be subject to prudent judgement as to whether the invitation places or appears to place the recipient under any obligation, the appropriateness of the occasion, frequency, and choice of facilities. Questions about the value of a gift or appropriateness of an invitation should be referred to your supervisor to ensure compliance the City’s conflict of interest policy. It is also inappropriate for end users to make purchasing decisions based on marketing strategies by vendors that provide gifts or gift cards which could benefit them personally. Often the pricing offered, as well as future pricing, is much higher than pricing available through the cooperative purchasing contracts or other vendors. If a gift or gift card is received, it is the property of the City. It is the policy of the City of Maplewood that its employees conduct the affairs of the City in accordance with the highest ethical, legal, and moral standards. An employee must not be in a position to make a decision for the City if his or her personal, professional, or economic interests (or those of an immediate and extended family member) may be directly influenced or affected by the outcome. Packet Page Number 204 of 293 J2, Attachment 1 ADVERTISING FOR BIDS GUIDELINES: All purchases $100,000 and over (except emergency purchases and items purchased using cooperative purchasing) require solicitation and receipt of sealed competitive bids. Also, on purchases between $50,000 and $99,999, the City Manager or his/her designee will make the determination on whether the purchase requires solicitation and receipt of sealed competitive bids or two or more written quotations. PROCEDURES: 1. Advertisement for public bids shall be placed in the City's official newspaper (or alternate method if designated by the City) at least ten (10) working days prior to the date of bid opening. 2. If the purchase is $200,000 or more, the first advertisement must appear no less than twenty- one (21) days before bid opening and the second notice shall be published between that time and the deadline for bids. In the case of public improvement projects, publication must be made twice in the official newspaper and twice in the “Construction Bulletin” no less than three (3) weeks before the deadline for submission of bids for the first notice and the second notice shall be published between that time and the deadline for bids. 3. The department requesting the bids will prepare the bid specification and the following must be adhered to: bids must be typed or written in ink; bids must be signed in ink; all erasures or changes must be initialed; bids must be received no later than stated in the advertisement of bids; and, for public improvement projects, bids must be signed by the City Clerk. 4. The advertisement for bids will include: date and time by which bids must be submitted; location for delivery of bids; and date, time, and place of bid opening. 5. Bid Security. If the purchase is $100,000 or more the bid must be accompanied by cash, certified check, cashiers check, or bid bond payable to the City of Maplewood in an amount equal to five percent (5%) of the total bid, conditioned that if the bidder is the successful bidder, he/she will enter into a contract in accordance with said bid and will furnish such performance bonds as specified. The security of the successful bidder will be held until delivery of the goods or services has been completed. 6. Bids are received by the City Clerk's office. 7. Council will award the bid and the award will be based on, but not limited to, the factors of price, delivery date, City's experience with the products/services proposed, City's evaluation of the bidders ability to service City in terms of the requirements as called for in the specifications, quality of merchandise offered, and analysis and comparison of specifications. Packet Page Number 205 of 293 J2, Attachment 1 AFFIRMATIVE ACTION The City of Maplewood is committed to developing mutually beneficial relationships with small, minority-owned, women-owned, disadvantaged, veteran-owned, and local business enterprises. Maplewood has developed an initiative to create opportunity for vendors to market their products to the City and encourage departments to offer opportunities to such vendors. Packet Page Number 206 of 293 J2, Attachment 1 PROMPT PAYMENT OF CITY BILLS State law required municipalities to pay obligations with a standard payment period except where good faith disputes exist. A city whose council has at least one regularly scheduled meeting per monthmust pay bills within 35 days of receipt. A city or joint powers organization which does not have at least one regularly scheduled meeting per month must pay bills within 45 days of receipt. The date of receipt is defined as the completed delivery of the goods or services or the satisfactory installation or assembly, or the receipt of the invoice for the delivery of goods, whichever is later. Cities have the responsibility to notify vendors of invoice errors within 10 days of receipt. The statute also requires cities to calculate and pay interest of 1½ percent per month on bills not paid within the standard payment period. State law specifies $10 as the minimum monthly interest penalty payment for the unpaid balance of any one overdue bill or $100 or more. For unpaid balances less than $100, the city shall calculate and pay the actual interest penalty due the vendor. In cases of delayed payments due to good faith disputes with vendors, no interest penalties accrue. Where such delayed payments are not in good faith, the vendor may recover costs and attorneys' fees. Statute applies to all purchases of goods, leases and rents, and contracts for services, construction, repair and remodeling entered into on or after January 1, 1986. Purchases or contracts for service with a public utility or telephone company are not subject to the requirements of this statute. (Statute No. 471.425) All City employees that receive bills should promptly send them to the Finance Department with the appropriate forms so that they can be paid within 35 days of receipt. Checks for the payment of bills are mailed every Tuesday. This payment processing is referred to as “regular accounts payable processing.” All documentation for checks must be submitted to the Accounts Payable Technician in the Finance Department by 4:30 p.m. on Wednesdays. If payment of the bill by regular accounts payable processing would result in a late payment charge, a special check will be issued when requested by the department making the purchase, provided the late payment charge is over $2.00. Packet Page Number 207 of 293 J2, Attachment 1 STATE SALES AND USE TAX Purchases made by cities are generally exempt from sales and use tax. To make tax-exempt purchases, the City must provide the seller with a completed Form ST3. Use tax is similar to the sales tax and is the same rate. The use tax must be paid when the City makes taxable purchases without paying sales tax. An example of this would be a taxable purchase from a vendor outside of Minnesota who does not charge the City sales tax. In this case, the City has to pay use tax to the State of Minnesota and complete a tax return. In order to meet this legal requirement, the department making the purchase should calculate the use tax. Then in the coding section of the appropriate form for the purchase, the use tax amount should be added to the same account that the purchase is coded to. In addition, the use tax amount should also be listed in the coding section as a negative amount and coded to account 101-2031. For example, if a taxable purchase was made from an out-of-state vendor for Dept/Prog 202 and no sales tax was charged, the account coding would be as follows: $106.88 101-202-000-4110 (6.88) 101---------2031 As a result, the vendor would be paid $100 and $6.88 would be paid to the State of Minnesota automatically by the City. Packet Page Number 208 of 293 J2, Attachment 1 PURCHASE DISCOUNTS Some vendors offer a discount of 1% to 2% for payment of their invoices within the discount period. If this discount is over $2.00, a special check should be requested. However, occasionally the department that purchased the goods sends the invoice and/or receipt of goods to the Finance Department after the discount period has expired. In these cases, the purchase discount lost will be added to the total purchase price and coded to the appropriate expenditure account (e.g., supplies, services, etc.). Packet Page Number 209 of 293 J2, Attachment 1 FINAL PAYMENTS ON CITY CONSTRUCTION CONTRACTS The State of Minnesota requires the filing of Form IC-134 prior to the final payment of any contract involving employees under code section 270C.66 CONTRACTS WITH STATE: WITHHOLDING. "No department of the state of Minnesota, nor any political or governmental subdivision of the state, shall make final settlement with any contractor under a contract requiring the employment of employees for wages by said contractor and by subcontractors until satisfactory showing is made that said contractor or subcontractor has complied with the provisions of section 290.02. A certificate by the commission of revenue shall satisfy this requirement with respect to the contractor or subcontractor." Before final payment can be made on any contract which involves the payment of wages by a contractor of the city to any employee, or subcontractors with employees that performed work on a job for the city, the contractor must furnish to the city a copy of Form IC-134 that has been certified by the Minnesota Department of Revenue. These forms should be kept on file in your department with all other contract documents for possible review by the auditors. Contractors and subcontractors should obtain the IC-134 forms from the State of Minnesota. Subcontractors or sole contractors must provide their certified IC-134 form to the prime contractor when their portion of work is completed. The prime contractor then submits all certified IC-134 forms to the City when requesting their final payment. Packet Page Number 210 of 293 J2, Attachment 2 FINANCIAL POLICIES AND PROCEDURES (to be replaced) BASIS OF ACCOUNTING/BUDGETING The modified accrual basis was used for the budgets for most of the funds in the budget. Under this basis, revenues are recognized in the accounting period that they become available and measurable. Expenditures are recognized in the accounting period in which the liability is incurred, if measurable. The accrual basis was used for the budgets of the enterprise and internal service funds in the Operating Budget. Under this basis, revenues are recognized in the accounting period that they are earned and measurable; expenses are recognized in the accounting period that they are incurred, if measurable. The basis of budgeting is the same as the basis of accounting. BALANCED BUDGET The annual operating budget shall be prepared such that current revenues plus net operating transfers and one-time use of excess reserves will be sufficient to support budgeted expenditures. One-time revenues or drawdown of excess reserves will not be used to fund on-going expenditures. These one-time funding sources shall only be used to fund capital improvements, capital equipment, or other one-time expenditures. BUDGETARY CONTROL The legal level of budgetary control is at the department level in the General Fund and at the fund level in all other funds. The City legally adopts annual budgets for the General Fund and the Recreation Programs Special Revenue Fund. The City also adopts annual budgets for the Special Revenue, Debt Service and Capital Project Funds which are prepared on the modified accrual basis of accounting, except for the Federal Grant and State Grant Funds. Budgets were not adopted for these funds in 2016 and therefore, individual budget schedules are not presented. The budgets adopted for the Special Revenue and Capital Project Funds indicate the amount that can be expended by fund based upon detailed budget estimates for individual expenditure accounts. The General Fund budget is by department and the budget for the Debt Service fund is adopted as totals for all bond issues. Budgets are also adopted as needed to calculate user charges for the Enterprise and Internal Service Funds and to determine debt service tax levies. BUDGET AMENDMENT PROCESS Budget appropriations are by department total within the General Fund rather than by line item (i.e., account). Budget changes that involve the transfer of appropriations among accounts only require the approval of the City Manager or designee.Council approval is required for budget changes that involve a transfer of appropriations between funds or from contingency accounts.The budget changes can be made at any Council meeting. For budget changes that can be approved by the City Manager or designee, the procedure involves the department head completing a budget transfer request form on which the following is indicated: budget transfer amount, accounts involved, purpose, Packet Page Number 211 of 293 J2, Attachment 2 justification, date approved by department head, and department head initials. This form is submitted to the Finance Director for review. Upon approval by the Finance Director, a copy of the form is given to the department head. FINANCIAL POLICIES Objectives The objectives of this Financial Policy are: To provide both short term and long term future financial stability by ensuring adequate funding for providing services needed by the community; To protect the City council’s policy-making ability by ensuring that important policy decisions are not dictated by financial problems or emergencies to prevent financial difficulties in the future; To provide sound principles to guide the decisions of the City Council and management; To employ revenue policies which prevent undue or unbalanced reliance on certain revenues, distribute the cost of municipal services fairly, and provide adequate funding to operate desired programs; To provide essential public facilities and prevent deterioration of the City’s public facilities and infrastructure; To protect and enhance the City’s credit rating and prevent default on any municipal debt; To create a document that staff and Council members can refer to during financial planning, budget preparation and other financial management issues. Accounting, Budgeting and Financial Planning 1. The Annual Operating Budget shall be prepared such that current revenues plus net operating transfers and one-time use of excess reserves will be sufficient to support budgeted expenditures. 2. One-time revenues or drawdown of excess reserves will not be used to fund on-going expenditures. These one-time funding sources shall only be used to fund capital improvements, capital equipment or other one-time expenditures. 3. Charges for services and other revenues will be examined annually during the budget process and adjusted as deemed necessary to respond to cost increases or any other changing circumstances. 4. The City shall annually submit the Budget to the Government Finance Officers Association (GFOA) for the purpose of earning the Distinguished Budget Presentation Award. 5. The City shall annually submit the Comprehensive Annual Financial Report (CAFR) to the Government Finance Officers Association (GFOA) for the purpose of earning the Certificate of Achievement for Excellence in Financial Reporting. Packet Page Number 212 of 293 J2, Attachment 2 6. The City’s CAFR and annual Budget shall be made available to citizens and the general public upon request and available on the City’s website. The City shall strive to maintain full transparency and accountability of all of its financial resources and assets. 7. The City will establish and maintain accounting practices that conform to generally accepted accounting principles as set forth by the Governmental Accounting Standards Board. 8. An independent certified public accounting firm will perform an annual audit and a CAFR shall be issued no later than six months following year-end. Revenue Management It is essential to responsibly manage the City’s revenue sources to provide maximum service value to the community. The most important revenue policy guidelines established by the City Council are for the two major sources of city revenue: property taxes and fees/charges. E. Property Taxes When possible, property tax increases should accommodate incremental adjustments. Further, when discussing property taxes, the City should simultaneously explore other revenue and expenditure alternatives that will maximize the City’s future financial flexibility and ability to provide services. This may include considering options such as debt management, fees and charges, cost allocation, use of reserves, and expenditure cuts. Possible factors for considering an increase in property tax include: 6. Maintenance of City services. 7. Long-term protection of the City’s infrastructure 8. Meeting legal mandates imposed by outside agencies. 9. Maintaining adequate fund balance and reserve funds sufficient to maintain or improve the City’s bond rating. 10. Funding City development and redevelopment projects that will clearly result in future tax base increases. The expenditures of development and redevelopment funds must be in accordance with a defined strategy as shown in the City’s Comprehensive Plan, Capital Improvement Program and other Council documents. Property tax increases to meet other purposes will be based on the following criteria: 11. A clear expression of community need. 12. The existence of community partnerships willing to share resources. Packet Page Number 213 of 293 J2, Attachment 2 F. Service Fees and Charges The City will consider service fees and charges wherever appropriate for the twin purposes of keeping the property tax rate at a minimum and to fairly allocate the full cost of services to the users of those services. Service fees and charges broaden the base to include tax exempt properties, which still have municipal costs associated with the property. Specifically, the City may: 6. Establish utility rates sufficient to fund both the operating costs and the long-term depreciation and replacement of the utility systems. 7. As part of the City’s enterprise effort, evaluate City services and pursue actions to accomplish the following: Find community based partners to share in service delivery. Make services financially self supporting or, when possible, profitable. 8. Annually review City services and identify those for which charging user fees are appropriate. These services will be identified as enterprise services and a policy for establishing fees will be set for each. Included as part of this process may be a market analysis that compares our fees to comparable market cities. 9. Identify some enterprise services as entrepreneurial in nature. The intent of entrepreneurial services will be to maximize revenues to the extent the market allows. 10. Waive or offer reduced fees to youth, seniors, community service groups, and other special population groups identified by the Council as requiring preferential consideration based on policy goals. G. Non-recurring Revenues Several revenue sources, such as intergovernmental transfers, one-time grants, court fines and other non-recurring revenues are outside of direct City control and must be relied upon conservatively. The City Manager and Finance Director shall insure that the budget preparation process includes an evaluation of all major non-recurring revenues, in order to minimize reliance on unpredictable revenues for on-going operating costs. Fund Reserves The City’s fund reserves are primarily based on the timing of property tax payments. The first significant payment of property taxes in each year is received in June. 9.General Fund - The City’s unreserved fund balance in the General Fund shall be maintained at a minimum level of 36.1% of annual general fund revenues with a goal of achieving 40.0%. 10.Special Revenue Funds – Temporary deficits in these funds will be financed by loans from other funds with an interest rate equal to the average rate earned on city investments. 11.Debt Service Funds - The City’s fund balance in the Debt Service fund shall Packet Page Number 214 of 293 J2, Attachment 2 be at a minimum level of 50% of annual debt service expenditures. Because the majority of annual debt service is paid on February 1 and August 1 of each year, funds must be on hand for payment of February 1 debt service. 12.Capital Improvement and Project Improvement Funds – The fund balances in these funds within the Capital Improvement Budget vary annually based upon the timing of construction projects. Normally the year-end fund balance is positive except for the Public Improvement Projects Funds which may have a temporary deficit pending the issuance of public improvement bonds. 13.Enterprise Funds – These funds are operated as in a for-profit business. The focus of enterprise funds, with the exception of the Community Center Operations Fund is on maintaining positive cash balances. Rates and fees in these funds will be analyzed annually for a five year period so as to provide for level rate changes with a target of achieving/maintaining positive cash balances equal to 30 days (8.3%) of budgeted expenditures. 14.Internal Service Funds – These funds are used to allocate common costs among the various funds and programs of the city. Deficits and surpluses are allowed however the goal is to maintain reserves at 10% of budgeted expenditures. Property Tax Supported Debt 1. The ratio of debt service fund levies combined with capital expenditure levies to total levies shall be targeted to maintain a level in the range of 15 - 25%. This policy will help to ensure that the city is always maintaining its infrastructure, either through use of debt or current funding. Environmental Utility Fund 1. The City will operate the Environmental Utility Fund as an enterprise fund with rates and charges supporting the full costs of all expenses and operations. 2. The City shall conduct a rate review of Environmental Utility charges every year. The rates will be set, subject to final City Council approval, to cover the required costs of the City’s stormwater management program and necessary drainage improvements. 3. The City’s goal is to maintain working capital equal to a minimum of 30 days (8.3%) of the annual expenses. Revenues collected that would bring the reserve in excess of a 60-day level (16.7%) will be used for one-time expenditures. Debt Management 5. Debt financing which includes general obligation bonds, permanent improvement bonds, revenue bonds, certificates of obligation, lease/purchase agreements and other obligations allowed under Minnesota law shall be used Packet Page Number 215 of 293 J2, Attachment 2 to acquire or construct land and improvements that cannot be funded by current revenues. The term of debt shall not exceed the expected useful life of the capital asset being financed. 6. Each year the City will adopt a capital improvement plan. The plan will recommend specific funding of projects for the following five fiscal years. 7. The City is committed to providing continuing disclosure to certain financial and operating data and material event notices as required by Securities and Exchange Commission (SEC) Rule 15c2-12. The Finance Department shall be responsible for the preparation of all disclosure documents and releases required under Rule 15c2-12. 8. The City shall use a competitive bidding process for the sale of debt unless the use of a negotiated process is warranted due to adverse market conditions, such as a high degree of volatility in the bond market, market timing requirements (refunding), or a unique pledge or debt structure. The City will award competitively issued debt on the true interest cost (TIC) basis. 9. The city welcomes ideas and proposals from investment bankers and will seek to give first consideration to those firms that submit unique and innovative ideas that benefit the City. Unsolicited proposals should be submitted to the City’s Finance Department and the City’s Financial Advisor. 10. An advance or current refunding of outstanding debt shall only be considered when present value savings of at least 3.50% of the principal amount of the refunded bonds are produced, unless a debt restructuring or bond covenant revisions are necessary. Savings from refundings will be distributed evenly over the life of the refunded bonds unless special circumstances warrant another savings structure. Investments 1. Investments shall be made in conformance with the City’s Investment Policy, with the primary objectives of : a) Safety – preservation of capital in the investment portfolio; b) Liquidity – portfolio remain sufficiently liquid to meet operating requirements; and c) Yield – attain a market rate of return taking into account the investment risk constraints and liquidity needs. Return on investment is of secondary importance compared to safety and liquidity objectives described above. Grants 5. The City will aggressively pursue all available grant opportunities. Each grant shall be evaluated on the long-term financial impact to the City. The City will only accept grants for one-time or capital items or when the continued funding of the program can be incorporated into the City’s future budgets. Packet Page Number 216 of 293 J2, Attachment 2 6. All grants and other federal and state funds shall be managed to comply with the laws, regulations, and guidance of the grantor, and all gifts and donations shall be managed and expended according to the wishes and instructions of the donor. Retirement Funds 1. All retirement funds will be examined annually to ensure that adequate balances and funding progress are maintained. Risk Management 1. The City will maintain a risk management program that will minimize the impact of legal liabilities, natural disasters or other emergencies through the following activities: a) Loss prevention – prevent losses where possible b) Loss control – reduce or mitigate losses c) Loss financing – provide a means to finance losses d) Loss information management – collect and analyze data to make prudent prevention, control and financing decisions 2. The City will review and analyze all areas of risk in order to, whenever possible, avoid and reduce risks or transfer risks to other entities. Of the risks that must be retained, it shall be the policy to fund the risks which the City can afford and transfer all other risks to insurers. 3. The City will maintain an active safety committee comprised of City employees. 4. The City will periodically conduct educational safety and risk avoidance programs within its various divisions. 5. The City will, on an ongoing basis, analyze the feasibility of self-funding and other cooperative funding options in lieu of purchasing outside insurance in order to provide the best coverage at the most economical cost. 6. Staff will report to the Council, annually on the result of the City’s risk management program for the preceding year. Economic Development Authority The Economic Development Authority (EDA) was created by the City Council. The City Council acted to appoint the members of the City council to serve as the Board of Commissioners. Under Minnesota Statutes Chapter 469-Economic Development, cities are permitted to establish an EDA. Minnesota law gives authority to the City Council to levy a tax up to 0.01813 percent of taxable market value in the City. The Revenue Management Policy of the City, as included in this Financial Management Plan, sets policy for when a tax levy may be considered. The EDA is subject to the statutory levy limits, except for a debt levy. This policy section establishes the amount of tax levy that will be considered for the EDA. Packet Page Number 217 of 293 J2, Attachment 2 Funding The EDA, with approval by the City Council, shall annually appropriate money to the EDA from a tax levy or other available source. The appropriation can be equivalent to the “maximum” that could be provided by a tax levy for economic development purposes. The annual tax levy shall be set based on the amount needed when combined with other available sources achieves the funding level set by this policy. To provide other sources (non-tax) of funding to the EDA, the City Council shall annually review the fund balance in the General Fund to determine whether sufficient unreserved fund balance is available for transfer from the General Fund to the EDA. The decision shall be made at the time the annual EDA tax levy is established. If other sources of revenue are not available, the EDA may request the tax levy at the maximum allowed. Procedure for Using Funds Expenditures may be made from the EDA based on the following criteria: 3. The EDA appropriates the funds as part of the annual budget, or 4. The EDA authorizes an amendment to the EDA budget outside of the annual appropriation process. Packet Page Number 218 of 293 J2, Attachment 2 CITY OF MAPLEWOOD dddddd eeeeee cccccc aaaaaa llllll pppppp eeeeee RRRRRR eeeeee BBBBBB PURCHASING PROCEDURES oooooo MANUAL TTTTTT Packet Page Number 219 of 293 J2, Attachment 2 Introduction..................................................................................................................... 1 Procedures for Purchases Under $20,000...................................................................... 2 Procedures for Purchases From $20,000 to $49,999...................................................... 3 Procedures for Purchases From $50,000 to $99,999...................................................... 4 Procedures for Purchases $100,000 and Over............................................................... 5 Purchases from Employee-Owned Companies................................................................................................................................................................ ............................. 6 Cooperative Purchasing................................................................................................................................................................................. ..................................................................................................................... 7 dd Advertising for Bids................................................................................................................................................................................... ........................................................................................................................................ 8 ee Prompt Payment of City Bills........................................................................................................................................................................... ...................................................................................................... 9 cc State Sales and Use Tax................................................................................................................................................................................ .............................................................................................................10 aa ll Purchase Discounts..................................................................................................................................................................................... .............................................................................................................................10 pp Final Payments on City Construction ContractsFinal Payments on City Construction ContractsFinal Payments on City Construction Contracts................................................................ ....................................................................................................................11 ee Purchasing - Quick Reference Guide..................................................................................................................................................................... ...............................................................12 RR Requisition Form....................................................................................................................................................................................... ..........................................................................................................................................13 ee Report of Goods/Services Received FormReport of Goods/Services Received FormReport of Goods/Services Received Form....................................................................16 BB Payment Authorization FormPayment Authorization FormPayment Authorization Form......................................................................................................................... .........................................................18 Authorization to Pay Fixed Regular Bills FormAuthorization to Pay Fixed Regular Bills FormAuthorization to Pay Fixed Regular Bills Form..............................................................21 oo Petty Cash Reimbursement FormPetty Cash Reimbursement FormPetty Cash Reimbursement Form.................................................................................23 TT Employee Expense Report Form..................................................................................25 Educational Assistance Reimbursement Form..............................................................29 Budget Transfer Request Form.....................................................................................32 Guidelines on Account Coding......................................................................................34 Expenditure Object Codes............................................................................................36 Procedure to Check Budget..........................................................................................42 Purchasing Cards..........................................................................................................47 Packet Page Number 220 of 293 J2, Attachment 2 The purchasing procedures are important because they: 1.Ensure purchases conform to legal requirements; 2.Prevent expenditures from exceeding the budget; 3.Provide proper documentation for purchases; 4.Prevent payment for items not received; 5.Ensure accurate accounting; 6.Provide payment of all bills within 35 days of receipt; and 7.Prevent duplicate payments on the same invoice. All purchasing by local government units is regulated by State law. Because of these laws and because of the unique nature of budget and tax levy procedures for funding City government, all City employees must conform to these purchasing policies and procedures. The purchasing policies and procedures. The purchasing policies and procedures. The Finance Departmentwill review and approve all purchases and employee reimbursementswill review and approve all purchases and employee reimbursementswill review and approve all purchases and employee reimbursementsandwill ensure that all purchases and payments are legal, properly coded, and well documented. ensure that all purchases and payments are legal, properly coded, and well documented. ensure that all purchases and payments are legal, properly coded, and well documented. d If the purchase is over $20,000 Council approval is required prior to the purchase. However, Council approval is required prior to the purchase. However, Council approval is required prior to the purchase. However, e Council approval is not required on purchases over $20,000 for postage, ATM funds, ,000 for postage, ATM funds, ,000 for postage, ATM funds, regular utility bills, insurance premiums,payments due to other units of government or payments due to other units of government or payments due to other units of government or c payments required to be made before the next regular meeting of the Council to avoid required to be made before the next regular meeting of the Council to avoid required to be made before the next regular meeting of the Council to avoid a endangering public safety, damaging public or private property, or interrupting City endangering public safety, damaging public or private property, or interrupting City endangering public safety, damaging public or private property, or interrupting City l services. p Items(materials, supplies, and equipment for day(materials, supplies, and equipment for day(materials, supplies, and equipment for day-to-day use) must be e purchased at the best price available subject to appropriate guidelines and procedures. A purchased at the best price available subject to appropriate guidelines and procedures. A purchased at the best price available subject to appropriate guidelines and procedures. A minimum of must be obtained whenever possible on purchases of must be obtained whenever possible on purchases of must be obtained whenever possible on purchases of R $5,000 to $9,999 and a minimum of 999 and a minimum of 999 and a minimum of must be obtained whenever possible on purchases of $10,000 to $,000 to $,000 to $19,999. 19,999. 19,999. e All purchases require from prospective B vendors. . These written quotations must be attached to a requisition o (or payment authorization form) which is submitted to the orization form) which is submitted to the orization form) which is submitted to the Finance. T For purchases . All purchases of merchandise, materials, equipment, and repair or maintenance services (except emergency purchases and purchases made using cooperative purchasing)must be purchased on a and meet all procedural requirements. The Council must approve all bid awards. All purchases must be handled through use of appropriate procedures and forms. Packet Page Number 221 of 293 J2, Attachment 2 Generally, these purchases will be of materials, supplies, and equipment for day-to-day use. Purchases of food including meals, snacks and beverages for city employees is not allowed for department meetings or in-house training sessions unless there is a speaker or trainer who is not a city employee. Excluded from this limitation are purchases of food for (a) City Council meetings held at meal time, (b) employee recognition events such as the employee Christmas breakfast andcity employee picnic/social event/holiday event, (c) training of election judges, (d) Fire Department meetings and in-house training sessionsor (e) as approved in advance by the City Manager. The City of Maplewoodmay contribute up to $100 toward a retirement or farewell recognition event when an employee retires or resigns after a minimum of 10 years with the City. The event when an employee retires or resigns after a minimum of 10 years with the City. The event when an employee retires or resigns after a minimum of 10 years with the City. The money may be used for a cake, beverages, decoration and a plaque of appreciation for the money may be used for a cake, beverages, decoration and a plaque of appreciation for the money may be used for a cake, beverages, decoration and a plaque of appreciation for the promotion of the City. The money may not be used for a gift. Gifts must be paid for by promotion of the City. The money may not be used for a gift. Gifts must be paid for by promotion of the City. The money may not be used for a gift. Gifts must be paid for by contributions by other employees. Individual departments are responsible for organizing and contributions by other employees. Individual departments are responsible for organizing and contributions by other employees. Individual departments are responsible for organizing and dddddd communicating farewell or retirement parties. The expense will be charged to the Administrative communicating farewell or retirement parties. The expense will be charged to the Administrative communicating farewell or retirement parties. The expense will be charged to the Administrative Division of the department in which the person was employed. Division of the department in which the person was employed. eeeeee cccccc Only one verbal quotation is required; however, the purchase is to be at the best Only one verbal quotation is required; however, the purchase is to be at the best Only one verbal quotation is required; however, the purchase is to be at the best aaaaaa possible price. These purchases should be processed on a VISA purchasing possible price. These purchases should be processed on a VISA purchasing possible price. These purchases should be processed on a VISA purchasing llllll card whenever possible. If the vendor will not accept a purchasing card, then it card whenever possible. If the vendor will not accept a purchasing card, then it card whenever possible. If the vendor will not accept a purchasing card, then it < $5,000 should be processed on a Payment Authorization form unless a purchase order should be processed on a Payment Authorization form unless a purchase order should be processed on a Payment Authorization form unless a purchase order pppppp is required, in which case a requisition is prepared.is required, in which case a requisition is prepared.is required, in which case a requisition is prepared.The form must be signed by eeeeee an authorized purchaser with the appropriate purchase limits.an authorized purchaser with the appropriate purchase limits.an authorized purchaser with the appropriate purchase limits. Verbal quotations should be obtaVerbal quotations should be obtaVerbal quotations should be obtained from at least two possible vendors and ined from at least two possible vendors and RRRRRR $5,000 those quotations should be listed on the Payment Authorization or those quotations should be listed on the Payment Authorization or those quotations should be listed on the Payment Authorization or requisition to which is submitted for approval.which is submitted for approval.which is submitted for approval.The form must be signed by an authorized $9,999 eeeeee purchaser with the appropriate purchase limits.purchaser with the appropriate purchase limits.purchaser with the appropriate purchase limits. Prior to the purchase, approval must be obtained from the City ManagerPrior to the purchase, approval must be obtained from the City ManagerPrior to the purchase, approval must be obtained from the City Manageror BBBBBB $10,000 his/her designeehis/her designeehis/her designee...A minimum of two written quotations should be obtained A minimum of two written quotations should be obtained to whenever possiblewhenever possiblewhenever possibleand attached to the appropriate forms which are submitted and attached to the appropriate forms which are submitted $19,999 oooooo for approvalfor approvalfor approval..The formThe formmust be signed by the City Manageror his/her designee. TTTTTT Packet Page Number 222 of 293 J2, Attachment 2 1.Prior to the purchase, approval must be obtained from the City Manageror his/her designee. 2.Obtain quotations by supplying prospective vendors with a description or specifications of the merchandise, materials, equipment, or services to be purchased. A minimum of two (2) written quotations, whenever possible, shall be supplied for such purchases. If two quotations cannot be obtained, an explanation must be included as to the reason for only one bid. 3. If the purchase is over $20,000 Council approval is required before the purchase can be made. To obtain Council approval, an agenda report must be prepared and submitted to the City Council. For details on this procedure, see your department head or supervisor. 4.Prepare the requisition form according to the requisition form procedures if the transaction is Prepare the requisition form according to the requisition form procedures if the transaction is Prepare the requisition form according to the requisition form procedures if the transaction is not eligible for processing on a payment authorization form. The quotations are to be not eligible for processing on a payment authorization form. The quotations are to be not eligible for processing on a payment authorization form. The quotations are to be attached to the requisition or payment authorization form and be maintained as part of the to the requisition or payment authorization form and be maintained as part of the to the requisition or payment authorization form and be maintained as part of the dddd City's records. eeee cccc aaaa llll pppp eeee RRRR eeee BBBB oooo TTTT Packet Page Number 223 of 293 J2, Attachment 2 The City Manageror his/her designeewill make the determination if the purchase needs to be made on a formal bid basis or if the purchase can be made by obtaining a minimum of two written quotations. If two or more written quotations are required: 1.Obtain quotations by supplying prospective vendors with a description or specifications of the merchandise, materials, equipment, or services to be purchased. A minimum of two (2) written quotations, whenever possible, shall be supplied for such purchases. If two quotations cannot be obtained, an explanation must be included as to the reason for only one bid. 2. If the purchase is over $20,000 Council approval is required before the purchase can be ,000 Council approval is required before the purchase can be ,000 Council approval is required before the purchase can be made. To obtain Council approval, an agenda report must be prepared and submitted to the made. To obtain Council approval, an agenda report must be prepared and submitted to the made. To obtain Council approval, an agenda report must be prepared and submitted to the City Council. For details on this procedure, see your department head or superviFor details on this procedure, see your department head or superviFor details on this procedure, see your department head or supervisor. 3.Prepare the requisition form according to the requisition form procedures if the transaction is Prepare the requisition form according to the requisition form procedures if the transaction is Prepare the requisition form according to the requisition form procedures if the transaction is d not eligible for processing on a payment authorization form. The quotations are to be not eligible for processing on a payment authorization form. The quotations are to be not eligible for processing on a payment authorization form. The quotations are to be e attached to the requisition or payment authorization form and be maintained as part of the attached to the requisition or payment authorization form and be maintained as part of the attached to the requisition or payment authorization form and be maintained as part of the City's records. c a If a formal bid basis is required: l 1.It is the responsibility of the requesting department to prepare specifications. After It is the responsibility of the requesting department to prepare specifications. After It is the responsibility of the requesting department to prepare specifications. After p specifications have been prepared, they shall be submitted to the City specifications have been prepared, they shall be submitted to the City specifications have been prepared, they shall be submitted to the City Managerfor approval. No advertisement for bids shall be published until specifications are approved by the City o advertisement for bids shall be published until specifications are approved by the City o advertisement for bids shall be published until specifications are approved by the City e Manager. R 2.Advertisement in the official local newspaper (and other publications if appropriate) at least Advertisement in the official local newspaper (and other publications if appropriate) at least Advertisement in the official local newspaper (and other publications if appropriate) at least ten (10) days in advance of bid opening is required. The City may use its web site or a ten (10) days in advance of bid opening is required. The City may use its web site or a ten (10) days in advance of bid opening is required. The City may use its web site or a recognized industry trade journal as an alternative method to disseminate solicitations of recognized industry trade journal as an alternative method to disseminate solicitations of recognized industry trade journal as an alternative method to disseminate solicitations of e bids, requests for information, and requests for proposals if certain steps are followed to bids, requests for information, and requests for proposals if certain steps are followed to bids, requests for information, and requests for proposals if certain steps are followed to designate the method (MN Stat. 331A.03, subd.designate the method (MN Stat. 331A.03, subd.designate the method (MN Stat. 331A.03, subd.3). B 3.Time must be allowed between the date of bid opening and bid award to permit examination Time must be allowed between the date of bid opening and bid award to permit examination Time must be allowed between the date of bid opening and bid award to permit examination and tabulation of bids and submission of recommendation to the City and tabulation of bids and submission of recommendation to the City and tabulation of bids and submission of recommendation to the City Managerand Council. o 4.Council award of bid. The Council may wish to table an award on a difficCouncil award of bid. The Council may wish to table an award on a difficCouncil award of bid. The Council may wish to table an award on a difficult matter, thereby T delaying the purchase. Therefore, careful consideration must be given to the complexity of delaying the purchase. Therefore, careful consideration must be given to the complexity of an item and thorough information must be provided. 5.Once the Council has awarded the bid, a requisition form must be prepared by the department head with a notation indicating the date that the City Council approved the bid award. Also, a copy of the agenda report must be attached to the requisition. For construction contracts, a payment authorization form should be completed, instead of a requisition, each time an application for payment is ready to be processed. If the item will be purchased using cooperative purchasing, Council approval is required before the purchase can be made. To obtain Council approval, an agenda report must be prepared and submitted to the City Council. For details on this procedure, see your department head or supervisor. Packet Page Number 224 of 293 J2, Attachment 2 All merchandise, materials, or equipment purchases totaling $100,000or more(except emergency purchasesand items purchased using cooperative purchasing) must be purchased on a formal bid basis. The following procedural requirements must be met before an item may be purchased: 1.It is the responsibility of the requesting department to prepare specifications. After specifications have been prepared, they shall be submitted to the City Managerfor approval. No advertisement for bids shall be published until specifications are approved by the City Manager. 2.Advertisement in the official local newspaper (and other publications if appropriate) at least ten (10) days in advance of bid opening is requiredfor purchases less than $200,000for purchases less than $200,000for purchases less than $200,000.The City may use its web site or a recognized industry trade journal as an alternative method to City may use its web site or a recognized industry trade journal as an alternative method to City may use its web site or a recognized industry trade journal as an alternative method to disseminate solicitations of bids, requests for information, and requests for proposals if ids, requests for information, and requests for proposals if ids, requests for information, and requests for proposals if certain steps are followed to designate the method (MN Stat. 331A.03, subd. 3).certain steps are followed to designate the method (MN Stat. 331A.03, subd. 3).certain steps are followed to designate the method (MN Stat. 331A.03, subd. 3). d 3.If the purchase is $200,000 or more, the first advertisement must appear no less than If the purchase is $200,000 or more, the first advertisement must appear no less than If the purchase is $200,000 or more, the first advertisement must appear no less than e twenty-one (21) days before bid opening and the second notice shall be published between one (21) days before bid opening and the second notice shall be published between one (21) days before bid opening and the second notice shall be published between c that time and the deadline for bids. In the case of public improvement projects, publication that time and the deadline for bids. In the case of public improvement projects, publication that time and the deadline for bids. In the case of public improvement projects, publication must be made twice in the official newspaper and twice in the “Construction Bulletin” no less must be made twice in the official newspaper and twice in the “Construction Bulletin” no less must be made twice in the official newspaper and twice in the “Construction Bulletin” no less a l than three (3) weeks before the deadline for submission of bids for the first notice and the than three (3) weeks before the deadline for submission of bids for the first notice and the than three (3) weeks before the deadline for submission of bids for the first notice and the second notice shall be published between that time and the deadline for bids.second notice shall be published between that time and the deadline for bids.second notice shall be published between that time and the deadline for bids. p 4.Time must be allowed between the date of bid opening and bid award to permit examination Time must be allowed between the date of bid opening and bid award to permit examination Time must be allowed between the date of bid opening and bid award to permit examination e andtabulation of bids and submission of recommendation to the City tabulation of bids and submission of recommendation to the City tabulation of bids and submission of recommendation to the City Managerand Council. R 5.Council award of bid. The Council may wish to table an award on a difficult matter, thereby Council award of bid. The Council may wish to table an award on a difficult matter, thereby Council award of bid. The Council may wish to table an award on a difficult matter, thereby delaying the purchase. Therefore, careful consideration must be given to thedelaying the purchase. Therefore, careful consideration must be given to thedelaying the purchase. Therefore, careful consideration must be given to thecomplexity of an item and thorough information must be provided. an item and thorough information must be provided. an item and thorough information must be provided. e 6.Once the Council has awarded the bid, a requisition form must be prepared by the Once the Council has awarded the bid, a requisition form must be prepared by the Once the Council has awarded the bid, a requisition form must be prepared by the B department head with a notation indicating the date that the City Council approved the bid department head with a notation indicating the date that the City Council approved the bid department head with a notation indicating the date that the City Council approved the bid award. Also, a copy of the agenda report must be attached to the requisition. For award. Also, a copy of the agenda report must be attached to the requisition. For award. Also, a copy of the agenda report must be attached to the requisition. For o construction contracts, a payment authorization form should be completed, instead of a construction contracts, a payment authorization form should be completed, instead of a construction contracts, a payment authorization form should be completed, instead of a requisition, each time an application for payment is ready to be processed. requisition, each time an application for payment is ready to be processed. requisition, each time an application for payment is ready to be processed. T If the item will be purchased using cooperative purchasing, Council approval is required before the purchase can be made. To obtain Council approval, an agenda report must be prepared and submitted to the city Council. For details on this procedure, see your department head or supervisor. Packet Page Number 225 of 293 J2, Attachment 2 Before making a purchase in excess of $200 from, or entering into a contract with, a business entity owned wholly, or in part, by an employee of the City of Maplewood, City employees must obtain at least two (2) price quotes which are to be kept on file in the Finance Department for one (1) year after receipt. On purchases under $10,000, price quotes can be copies of the latest price listings, excerpts from current catalogs or written quotes provided byvendor. On purchases totaling $10,000 to $49,999, there must be two written quotations from prospective vendors. Before the purchase is made, it must be reviewed by the supervisor of the employee making the purchase to confirm that the decision to make a purchase from, or enter into a contract with, the business entity owned wholly, or in part, by the City employee is based on rational economic factors including, but not limited to, price and availability of goods and services. Two price quotes are not needed when services are purchased from an independent contractorwho is a recreation referee, official or instructor. A business entity owned wholly, or in part, by a City employee shall be defined as: an entity A business entity owned wholly, or in part, by a City employee shall be defined as: an entity A business entity owned wholly, or in part, by a City employee shall be defined as: an entity organized for profit, including an individual, sole proprietorship, partnership, corporation, joint organized for profit, including an individual, sole proprietorship, partnership, corporation, joint organized for profit, including an individual, sole proprietorship, partnership, corporation, joint ddd venture, association, or cooperative in which the City employee or a member of the City venture, association, or cooperative in which the City employee or a member of the City venture, association, or cooperative in which the City employee or a member of the City employee’s immediate family has a financial interest excluding interests consisting solely of employee’s immediate family has a financial interest excluding interests consisting solely of employee’s immediate family has a financial interest excluding interests consisting solely of eee publicly issued stock holdings constituting equal to or lesser than 5% of the entity’s total public publicly issued stock holdings constituting equal to or lesser than 5% of the entity’s total public publicly issued stock holdings constituting equal to or lesser than 5% of the entity’s total public ccc stock issue. aaa lll A member the City employee’s immediate family is defined as: the City employee’s spouse, the A member the City employee’s immediate family is defined as: the City employee’s spouse, the A member the City employee’s immediate family is defined as: the City employee’s spouse, the City employee’s child, the City employee’s parent, or the City empCity employee’s child, the City employee’s parent, or the City empCity employee’s child, the City employee’s parent, or the City employee’s sibling. ppp eee RRR eee BBB ooo TTT Packet Page Number 226 of 293 J2, Attachment 2 PAGE 7 COOPERATIVE PURCHASING Per MN Statute 471.345, subd. 15, municipalities may contract for the purchase of supplies, materials, or equipment by utilizing contracts that are available through the state’s cooperative purchasing venture authorized by section 16C.11. If a municipality does not utilize the state’s cooperative purchasing venture, a municipality may contract for the purchase of supplies, materials, or equipment without regard to the competitive bidding requirements if the purchase is through a national municipal association’s purchasing alliance or cooperative created by a joint powers agreement that purchases items from more than one source on the basis of competitive bids or competitive quotations. Cooperative purchasing is intended to save government agencies time and money when purchasing common products. Of course, there are no guaranteed savings, but cooperative purchasing common products. Of course, there are no guaranteed savings, but cooperative purchasing common products. Of course, there are no guaranteed savings, but cooperative buying power is a time-tested method of savings. Cooperative purchasing is currently allowed through the following sources: Cooperative purchasing is currently allowed through the following sources: Cooperative purchasing is currently allowed through the following sources: dddd State of Minnesota’s Cooperative Purchasing Venture (CPV) Program State of Minnesota’s Cooperative Purchasing Venture (CPV) Program State of Minnesota’s Cooperative Purchasing Venture (CPV) Program eeee U.S. Communities Government Purchasing Alliance cccc National Intergovernmental Purchasing Alliance Company (National IPA) National Intergovernmental Purchasing Alliance Company (National IPA) National Intergovernmental Purchasing Alliance Company (National IPA) Houston-Galveston Area Council (HGACBuy) aaaa llll BuyBoard National Purchasing Cooperative National Joint Powers Alliance (NJPA) pppp National Cooperative Purchasing Alliance (NCPA) National Cooperative Purchasing Alliance (NCPA) National Cooperative Purchasing Alliance (NCPA) TCPN Cooperative Purchasing Group eeee The Interlocal Purchasing System (TIPS) The Interlocal Purchasing System (TIPS) RRRR eeee BBBB oooo TTTT Packet Page Number 227 of 293 J2, Attachment 2 : All purchases $100,000and over(except emergency purchases and items purchased using cooperative purchasing) require solicitation and receipt of sealed competitive bids. Also, on purchases between $50,000 and $99,999, the City Manageror his/her designeewill make the determination on whether the purchaserequires solicitation and receipt of sealed competitive bids or two or more written quotations. : 1.Advertisement for public bids shall be placed in the City's official newspaper(or alternate method if designated by the City)at least ten (10) working days prior to the date of bid at least ten (10) working days prior to the date of bid at least ten (10) working days prior to the date of bid opening. 2.If the purchase is $200,000 or more, the first advertisement must appear no less than ertisement must appear no less than ertisement must appear no less than d twenty-one (21) days before bid openingand the second notice shall be published between and the second notice shall be published between and the second notice shall be published between e that time and the deadline for bids. In the case of public improvement projects, publication that time and the deadline for bids. In the case of public improvement projects, publication that time and the deadline for bids. In the case of public improvement projects, publication must be made twice in the official newspaper and twice in the “Construction Bulletin” no less must be made twice in the official newspaper and twice in the “Construction Bulletin” no less must be made twice in the official newspaper and twice in the “Construction Bulletin” no less c than three (3) weeks before the deadline for submission of bids for the first notice and the than three (3) weeks before the deadline for submission of bids for the first notice and the than three (3) weeks before the deadline for submission of bids for the first notice and the a second notice shall be published between that time and the deadline for bids.second notice shall be published between that time and the deadline for bids.second notice shall be published between that time and the deadline for bids. l 3.The department requesting the bids will prepare the bid specification and the following must e bids will prepare the bid specification and the following must e bids will prepare the bid specification and the following must p be adhered to: e bids must be typed or written in ink; bids must be typed or written in ink; bids must be typed or written in ink; bids must be signed in ink; R all erasures or changes must be initialed; all erasures or changes must be initialed; all erasures or changes must be initialed; bids must be received no later than stated in the advertisementbids must be received no later than stated in the advertisementbids must be received no later than stated in the advertisementof bids; and, for public improvement projects, bids must be signed by the City Clerk. for public improvement projects, bids must be signed by the City Clerk. for public improvement projects, bids must be signed by the City Clerk. e 4.The advertisement for bids will include: The advertisement for bids will include: The advertisement for bids will include: B date and time by which bids must be submitted; date and time by which bids must be submitted; date and time by which bids must be submitted; location for delivery of bids; and location for delivery of bids; and location for delivery of bids; and o date, time, and place of bid opening. date, time, and place of bid opening. date, time, and place of bid opening. T 5.BidSecurity. If the purchase is $100,000. If the purchase is $100,000or morethe bid must be accompanied by cash, certified check, cashiers check, or bid bond payable to the City of Maplewoodin an amount equal to five percent (5%) of the total bid, conditioned that if the bidder is the successful bidder, he/she will enter into a contract in accordance with said bid and will furnish such performance bonds as specified. The security of the successful bidder will be held until delivery of the goods or services has been completed. 6.Bids are received by the City Clerk's office. 7.Council will award the bid and the award will be based on, but not limited to, the factors of price, delivery date, City's experience with the products/services proposed, City's evaluation of the bidders ability to service City in terms of the requirements as called for in the specifications, quality of merchandise offered, and analysis and comparison of specifications. Packet Page Number 228 of 293 J2, Attachment 2 State law required municipalities to pay obligations with a standard payment period except where good faith disputes exist. A city whose council has at least one regularly scheduled meeting per month must pay bills within 35 days of receipt.A city or joint powers organization which does not have at least one regularly scheduled meeting per month must pay bills within 45 days of receipt. The date of receipt is defined as the completed delivery of the goods or services or the satisfactory installation or assembly, or the receipt of the invoice for the delivery of goods, whichever is later. Cities have the responsibility to notify vendors of invoice errors within 10 days of receipt. The statute also requires cities to calculate and pay interest of 1½ percent per month on bills not paid within the standard payment period.State law specifies $10 as the minimum monthly interest penalty payment for the unpaid balance of any one overdue bill or $100 or more. For interest penalty payment for the unpaid balance of any one overdue bill or $100 or more. For interest penalty payment for the unpaid balance of any one overdue bill or $100 or more. For unpaid balances less than $100, the city shall calculate and pay the actual interest penalty due unpaid balances less than $100, the city shall calculate and pay the actual interest penalty due unpaid balances less than $100, the city shall calculate and pay the actual interest penalty due the vendor. dddd In cases of delayed payments due to good faith disputes with vendors, no interest penalties In cases of delayed payments due to good faith disputes with vendors, no interest penalties In cases of delayed payments due to good faith disputes with vendors, no interest penalties accrue. Where such delayed payments are not in good faith, the vendor may recover costs and accrue. Where such delayed payments are not in good faith, the vendor may recover costs and accrue. Where such delayed payments are not in good faith, the vendor may recover costs and eeee attorneys' fees. Statute applies to all purchases of goods, leases and rents, and contracts for attorneys' fees. Statute applies to all purchases of goods, leases and rents, and contracts for attorneys' fees. Statute applies to all purchases of goods, leases and rents, and contracts for cccc services, construction, repair and remodeling entered into on or after January 1, 1986. services, construction, repair and remodeling entered into on or after January 1, 1986. services, construction, repair and remodeling entered into on or after January 1, 1986. Purchases or contracts for service with a public utility or telephone company are not subject to Purchases or contracts for service with a public utility or telephone company are not subject to Purchases or contracts for service with a public utility or telephone company are not subject to aaaa llll the requirements of this statute. (Statute No. 471the requirements of this statute. (Statute No. 471..425) 425) 425) pppp All City employees that receive bills should promptly send them to the Finance DepartmentAll City employees that receive bills should promptly send them to the Finance DepartmentAll City employees that receive bills should promptly send them to the Finance Departmentwith the appropriate forms so that they can be paid within 35 days of receiptthe appropriate forms so that they can be paid within 35 days of receiptthe appropriate forms so that they can be paid within 35 days of receipt. Checks for the eeee payment of bills are mailed every Tuesday. This payment processing is referred to as “regular payment of bills are mailed every Tuesday. This payment processing is referred to as “regular payment of bills are mailed every Tuesday. This payment processing is referred to as “regular accounts payable processing.” All documentation for checks must be submitted to the Accounts accounts payable processing.” All documentation for checks must be submitted to the Accounts accounts payable processing.” All documentation for checks must be submitted to the Accounts RRRR Payable Technician in the Finance Department by 4:30 p.m. on Wednesdays. Payable Technician in the Finance Department by 4:30 p.m. on Wednesdays. Payable Technician in the Finance Department by 4:30 p.m. on Wednesdays. If payment of the bill by regular accounts payable processing would result in a late payment charge, a special bill by regular accounts payable processing would result in a late payment charge, a special bill by regular accounts payable processing would result in a late payment charge, a special eeee check will be issued when requested by the department making the purchase, provided the late check will be issued when requested by the department making the purchase, provided the late check will be issued when requested by the department making the purchase, provided the late payment charge is over $2payment charge is over $2..00.00. BBBB oooo TTTT Packet Page Number 229 of 293 J2, Attachment 2 Purchases made by cities became subject to the state sales and use tax effective June 1, 1992. The use tax is similar to the sales tax and is the same rate. The use tax must be paid when the City makes taxable purchases without paying sales tax. An example of this would be a purchase of commodities from avendor outside of Minnesota who does not charge the City sales tax. In this case, the City has to pay a 6.875% use tax to the State of Minnesota and complete a tax return. In order to meet this legal requirement, the department making the purchase should calculate the use tax. Then in the coding section of the appropriate form for the purchase, the use tax amount should be added to the same account that the purchase is coded to. In addition, the use tax amount should also be listed in the coding sectionas a negative amount and coded to account 101-2031. For example, if $100 of office supplies were purchased from an out2031. For example, if $100 of office supplies were purchased from an out2031. For example, if $100 of office supplies were purchased from an out-of-state vendor for Dept/Prog202 and no sales tax were charged, the account coding would be as 202 and no sales tax were charged, the account coding would be as 202 and no sales tax were charged, the account coding would be as follows: $106.88101-202-000-4110 dddddd (6.88)101---------2031 eeeeee As a result, the vendor would be paid $100 and $6.88would be paid to the State of Minnesota would be paid to the State of Minnesota would be paid to the State of Minnesota cccccc automatically by the City. aaaaaa llllll pppppp eeeeee Some vendors offer a discount of 1% to 2% for payment of their invoices within the discouSome vendors offer a discount of 1% to 2% for payment of their invoices within the discouSome vendors offer a discount of 1% to 2% for payment of their invoices within the discount RRRRRR period. If this discount is over $2.00, a special check should be requested. However, period. If this discount is over $2.00, a special check should be requested. However, period. If this discount is over $2.00, a special check should be requested. However, occasionally the department that purchased the goods sends the invoice and/or receipt of goods occasionally the department that purchased the goods sends the invoice and/or receipt of goods occasionally the department that purchased the goods sends the invoice and/or receipt of goods eeeeee to the Finance Department after the discount period has expired. In these cases, the purchase to the Finance Department after the discount period has expired. In these cases, the purchase to the Finance Department after the discount period has expired. In these cases, the purchase discount lost will be added to the total purchase price and coded to the appropriate expenditure discount lost will be added to the total purchase price and coded to the appropriate expenditure discount lost will be added to the total purchase price and coded to the appropriate expenditure BBBBBB account (e.g., supplies, services, etc.).account (e.g., supplies, services, etc.).account (e.g., supplies, services, etc.). oooooo TTTTTT Packet Page Number 230 of 293 J2, Attachment 2 The State of Minnesota requires the filing of Form IC-134prior to the final payment of any contract involving employees under code section 270C.66CONTRACTS WITH STATE: WITHHOLDING. "No department of the state of Minnesota, nor any political or governmental subdivision of the state, shall make final settlement with any contractor under a contract requiring the employment of employees for wages by said contractor and by subcontractors until satisfactory showing is made that said contractor or subcontractor has complied with the provisions of section 290.02. A certificate by the commission of revenue shall satisfy this requirement with respect to the contractor or subcontractor." Before final payment can be made on any contract which involves the payment of wages by a Before final payment can be made on any contract which involves the payment of wages by a Before final payment can be made on any contract which involves the payment of wages by a contractor of the city to any employee, or subcontractors with employees that performed work contractor of the city to any employee, or subcontractors with employees that performed work contractor of the city to any employee, or subcontractors with employees that performed work on a job for the city, the contractor must furnish to the city a copy of Form ICon a job for the city, the contractor must furnish to the city a copy of Form ICon a job for the city, the contractor must furnish to the city a copy of Form IC-134 that has been certified by the Minnesota Department of Revenue. These forms should be kept on file in yourcertified by the Minnesota Department of Revenue. These forms should be kept on file in yourcertified by the Minnesota Department of Revenue. These forms should be kept on file in your ddd department with all other contract documents for possible review by the auditors. Contractors department with all other contract documents for possible review by the auditors. Contractors department with all other contract documents for possible review by the auditors. Contractors and subcontractors should obtain the IC-134 forms from the State of Minnesota. 134 forms from the State of Minnesota. 134 forms from the State of Minnesota. eee ccc Subcontractors or sole contractors must provide their certified ICSubcontractors or sole contractors must provide their certified ICSubcontractors or sole contractors must provide their certified IC-134 form to the prime contractor when their portion of work is completed. The prime contwhen their portion of work is completed. The prime contwhen their portion of work is completed. The prime contractor then submits all aaa lll certified IC-134 formsto the Citywhen requesting their final paymentwhen requesting their final paymentwhen requesting their final payment. ppp eee RRR eee BBB ooo TTT Packet Page Number 231 of 293 J2, Attachment 2 This section is designed as a quick reference for the purchasing procedures. The following outlines the step by step procedures for purchases. Determine the need for commodities and services. Research the cost of purchase. Determine the appropriate account coding for the purchase. Check the budget to determine that there is sufficient money available for the purchase. If there is not sufficient money available for the purchase, prepare either a budget transfer request form and turn it in to the Finance Departmentfor approval, or an Agenda Report if necessary. Determine into which category the purchase falls. If the purchase is $5,000 or less, it should be made using a VISA purchasing card If the purchase is $5,000 or less, it should be made using a VISA purchasing card If the purchase is $5,000 or less, it should be made using a VISA purchasing card whenever possible. dddddddddddddddddddddddddd eeeeeeeeeeeeeeeeeeeeeeeeee cccccccccccccccccccccccccc Reimb.to No Quotations Employee Expense NoNoNoNo EmployeesNecessaryReport aaaaaaaaaaaaaaaaaaaaaaaaaa $50Petty Cash Form or llllllllllllllllllllllllll No Quotations orNoNoNoPayment Necessary pppppppppppppppppppppppppp lessAuthorization $50One or More eeeeeeeeeeeeeeeeeeeeeeeeee Payment to Verbal NoNoNoNo Authorization $4,999Quotations RRRRRRRRRRRRRRRRRRRRRRRRRR $5,000Two or More Requisition or to Verbal NoNoNoPayment eeeeeeeeeeeeeeeeeeeeeeeeee $9,999QuotationsQuotationsAuthorization $10,000Two or More Two or More Requisition or BBBBBBBBBBBBBBBBBBBBBBBBBB to Written Written Written YESNoPayment $19,999QuotationsQuotationsQuotationsAuthorization oooooooooooooooooooooooooo Agenda Reportand $20,000Two or More Two or More Two or More Requisition or TTTTTTTTTTTTTTTTTTTTTTTTTT to Written Written YESYES Payment $49,999QuotationsQuotations Authorization Either Two or Agenda Report and $50,000More Written Requisition or to Quotations or YESYES Payment $99,999Advertise for Authorization Bids* Agenda Report and $100,000 Advertise for Requisition or or YESYES BidsPayment more Authorization *Requirement to be determined by City Manageror his/her designee. Packet Page Number 232 of 293 J2, Attachment 2 This form can be found on the Finance page of the City’s intranet or as an Excel file on the network at S:\\FINANCE\\Forms\\AP-Requisition. 1.Used for purchases when merchandise or service to be ordered costs $5,000 or more. (Can be used for purchases under $5,000when a purchase order is required.) 2.Not used when a Payment Authorization Form will be completed. 3.Not used when prepayment for goods or services is required. 4.If the purchase is between $5,000 and $9,999, twoor morequotations must be listed. 5.If the purchase is between $10,000 and $19,999, two or more written quotations must be If the purchase is between $10,000 and $19,999, two or more written quotations must be If the purchase is between $10,000 and $19,999, two or more written quotations must be attached and approval needs to be obtained from theCity ManagerCity Manageror his/her designeeor his/her designeeor his/her designee. d 6.If the purchase is between $20,000 and $49,999, the date that the , the date that the , the date that the City Council City Council City Council approved the purchase should be noted on the requisition and two the purchase should be noted on the requisition and two or more or more or more written quotations must be written quotations must be written quotations must be e attached to the requisition. c 7.If the purchase is between $50,000 and $99,999, either two or more written quotations must purchase is between $50,000 and $99,999, either two or more written quotations must purchase is between $50,000 and $99,999, either two or more written quotations must be attached and the date that the City Council approved the purchase should be attached and the date that the City Council approved the purchase should be attached and the date that the City Council approved the purchase should be noted on a l the requisitionor the date that the City Council approved the bid award or the date that the City Council approved the bid award or the date that the City Council approved the bid award shouldbe noted on the requisition. The method by which the purchase is made will be determined by the the requisition. The method by which the purchase is made will be determined by the the requisition. The method by which the purchase is made will be determined by the City p Manageror his/her designee. e 8.Sealed bids must be used for purchases of $Sealed bids must be used for purchases of $Sealed bids must be used for purchases of $100,000100,000100,000or moreif the purchase is not made using cooperative purchasing.The date that the City Council approved the bid award The date that the City Council approved the bid award The date that the City Council approved the bid award R should be noted on the requisition.should be noted on the requisition.should be noted on the requisition. 9.Typed Purchase Order forms are issued when a requisition is approved.Typed Purchase Order forms are issued when a requisition is approved.Typed Purchase Order forms are issued when a requisition is approved. e 10.On items formally bid, a requisition is sent to the Finance Department On items formally bid, a requisition is sent to the Finance Department On items formally bid, a requisition is sent to the Finance Department afteraward of the bid by City Council. B 11.Do not make the purchase until the requisition has been approved by the Finance Do not make the purchase until the requisition has been approved by the Finance Do not make the purchase until the requisition has been approved by the Finance Department. o T 1.Enter andof items to be purchased. 2. a.If only one vendor was considered, enter those amounts in the first column. b.If bids or quotations were obtained from more than one vendor, enter those figures in appropriate , and columns. c. If written quotations were obtained, attach these to the requisition. d.If sealed bids were used for the purchase, note on the requisition the date that the City Council approved the bid award. Also, attach a copy of the agenda report to the requisition. e.If the purchase is being made using cooperative purchasing, indicate this on the front of the requisition. Packet Page Number 233 of 293 J2, Attachment 2 f.If applicable, enter sales tax, freight and delivery charges in the amount columns. If necessary, contact the vendor and obtain estimated amounts. 3.. Enter name and address of vendor from whom material or service is to be purchased. If items are to be purchased from vendor other than lowestbidder, or if only one bid was obtained, a full explanation to the form. 4.Sign and date requisition or obtain signature of person in your department authorizedto approve requisitions. 5.Enter the on the front of the form or list coding on an attachment. 6.Enter the that pertains to each account listing. 7.For capital outlay purchases, send the requisition to the City he City he City ManagerManagerManager. For all other ddddd purchases, send the requisition to the Finance Department Department for approval.for approval.for approval. eeeee 8.Upon approval, the Finance Department will send a purchase order copy back to the Upon approval, the Finance Department will send a purchase order copy back to the Upon approval, the Finance Department will send a purchase order copy back to the employee making the purchase. ccccc aaaaa 9.Make the purchase. lllll ppppp 10.When the merchandise or service is received, complete the Report of Goods/Services se or service is received, complete the Report of Goods/Services se or service is received, complete the Report of Goods/Services Received form. eeeee 11.If the vendor requires a down payment or deposit for part of the requisition amount, If the vendor requires a down payment or deposit for part of the requisition amount, If the vendor requires a down payment or deposit for part of the requisition amount, RRRRR complete a Report of Goods/Services Received form. Check the box labeled complete a Report of Goods/Services Received form. Check the box labeled complete a Report of Goods/Services Received form. Check the box labeled and in the section labeled and in the section labeled and in the section labeled write the deposit amount and “Deposit required by vendor”. eeeee BBBBB ooooo TTTTT Packet Page Number 234 of 293 J2, Attachment 2 Packet Page Number 235 of 293 J2, Attachment 2 The Report of Goods/Services Received form is used to indicate receipt of goods/services when a requisition has been prepared. This form can be found on the Finance page of the City’s intranet or as an Excel file on the network at S:\\FINANCE\\Forms\\AP-Report of Goods-Service Rec’d. 1.Used when a requisition has been prepared. 2.Used to indicate partial or complete delivery of goods or services. 1.Enter . d 2.Enter the that goods or services were that goods or services were that goods or services were . e 3.Enter the of the purchase order mailed.of the purchase order mailed.of the purchase order mailed. c a 4.Enter the the goods orservices were received. Leave blank if this form is being used services were received. Leave blank if this form is being used services were received. Leave blank if this form is being used l to process a down payment. p 5.Determine if the delivery is or or or and check the appropriate box. and check the appropriate box. and check the appropriate box. If you e indicate complete delivery on the form, the purchase order will be closed and no further indicate complete delivery on the form, the purchase order will be closed and no further indicate complete delivery on the form, the purchase order will be closed and no further payments can be made on it. If the form is being used for a payments can be made on it. If the form is being used for a payments can be made on it. If the form is being used for a , indicate the R payment amount and check the appropriate box.payment amount and check the appropriate box.payment amount and check the appropriate box. 6.Method of processing. e a.. Check will be available and mailed every Tuesday. Cut-off date for inclusion in regular processing is 4:30 p.m. on the preceding off date for inclusion in regular processing is 4:30 p.m. on the preceding off date for inclusion in regular processing is 4:30 p.m. on the preceding B Wednesday. b.. A check is prepared separately on the date indicated only when . A check is prepared separately on the date indicated only when . A check is prepared separately on the date indicated only when o payment is required before the next regular payment is required before the next regular payment is required before the next regular accounts payable date. c. . State reason why a special check is needed. Use of T special checks should be kept at an absolute minimum.special checks should be kept at an absolute minimum.The receipt of goods/services form and all necessary documentation must be submitted two days in advance of the date when the special checkis needed. 7.Enter the and of goods or services received. As an option, the packing slip may be attached instead. 8.Enter the of goods or services received. 9.On the blank, enter the name of the person whoaccepted or signed for the shipment or services. 10.If an invoice has been received, send it to the Finance Department. Packet Page Number 236 of 293 J2, Attachment 2 Packet Page Number 237 of 293 J2, Attachment 2 The Payment Authorization Form can be used as an authorization for payment when a requisition has not been prepared. This form can be found on the Finance page of the City’s intranet or as an Excel file on the network at S:\\FINANCE\\Forms\\AP-Payment Authorization. The Payment Authorization form may be used for the following purposes: Used to process payment for transactions under $5,000 if a VISA purchasing card cannot be used. Payment to temporary help company. Payments required by contract (e.g., construction contract). Emergency needs. Subscriptions or memberships. Prepayment when required for purchase of goods or servicesPrepayment when required for purchase of goods or servicesPrepayment when required for purchase of goods or services. . Other miscellaneous payments. d e c 1.Enter . a l 2.need not be entered if address appears on attached supporting need not be entered if address appears on attached supporting need not be entered if address appears on attached supporting p documents. If payee address does not appear on attachments, enter address where check documents. If payee address does not appear on attachments, enter address where check documents. If payee address does not appear on attachments, enter address where check is to be mailed. e 3. R a.. Check will be available and mailed every Tuesday. Cut-off date for inclusion in regular processing is 4:30 p.m. on the preceding off date for inclusion in regular processing is 4:30 p.m. on the preceding off date for inclusion in regular processing is 4:30 p.m. on the preceding Wednesday. e b.. A check is prepared separately on the date indicated only when A check is prepared separately on the date indicated only when A check is prepared separately on the date indicated only when payment is required before the next regular accounts payable date.payment is required before the next regular accounts payable date.payment is required before the next regular accounts payable date. B c. . State reason why a special check is needed. Use of special checks should be kept at an absolute mispecial checks should be kept at an absolute mispecial checks should be kept at an absolute minimum. The Payment Authorization o form should be submitted two days in advance of the date when the special check is form should be submitted two days in advance of the date when the special check is form should be submitted two days in advance of the date when the special check is needed. T 4.. Supply a brief but clear explanation of reason for expenditure. 5.Indicate . 6.Enter . If more lines are needed for account coding, list all of the account coding on an attachment and write “see attached’ in the coding block on the form. 7.Enter of each account item. 8.Enter total to be prepared for payment. Packet Page Number 238 of 293 J2, Attachment 2 9.Obtain signature of person in your department who has designated purchase approval authority if you do not have this authority. This person will review the purchase to determine that it is not a duplicate payment, that the transaction is correctly coded and that the form is properly completed. 10.If you require a record copy of the Payment Authorization form for your file, mark “Check here if you want a copy of this form after Finance Department approval”. 11. Attach the originalinvoice(s)and other related information to the payment authorization and send it to the Finance Department. The total of the invoices attached must agree with the amount of the check requested.The department making the purchase should request the vendor to send invoicesto their department rather than the Finance Department. d e c a l p e R e B o T Packet Page Number 239 of 293 J2, Attachment 2 Packet Page Number 240 of 293 J2, Attachment 2 This form can be foundon the Finance page of the City’s intranet oras an Excel file on the network at S:\\FINANCE\\Forms\\AP-Auth Pay Fixed Regular Bills. 1.The form is used for payments that are made at a fixed amount each month, quarter, or yearprovided that they cannot be charged on a VISA purchasing card. 2.By completing this form, the Finance Department will automatically issue a check for the amount designated. 3.If the fixed amount changes, a new form must be completed. d e 1.Enter (vendor). c 2.Enter . a l 3.After , supply a brief but clear explanation of the reason for the expenditure , supply a brief but clear explanation of the reason for the expenditure , supply a brief but clear explanation of the reason for the expenditure (e.g., Rubbish Hauling). p e 4.Check either to indicate the frequency of payment needed. R 5.: The period in which the fixed payment authorization covers. As a general rule, payments should only be authorized for a period of authorization covers. As a general rule, payments should only be authorized for a period of authorization covers. As a general rule, payments should only be authorized for a period of e up to one year unless there is a formal written contract in effect for a longer period.up to one year unless there is a formal written contract in effect for a longer period.up to one year unless there is a formal written contract in effect for a longer period. B 6.: Enter Fund, Dept: Enter Fund, Dept: Enter Fund, Dept/Program,Activity (optional), Object. o 7.: Enter the fixed amount.: Enter the fixed amount.: Enter the fixed amount. T 8.Obtain a signature of the appropriate department head and date the formObtain a signature of the appropriate department head and date the form. 9.Send completed form to the Finance Department for approval. Packet Page Number 241 of 293 J2, Attachment 2 Packet Page Number 242 of 293 J2, Attachment 2 Pads of Petty Cash Vouchers (reimbursement forms) can be obtained from your department administrative assistant. A Petty Cash fund has been established to pay a “claim against the City which is impractical to pay in any other manner”. Items than be paid from Petty Cash are as follows: 1.Payments for salary or personal expenses for an officer or employee. 2.Reimbursements for meals, training, mileage, etc. An Employee Expense/Mileage Reimbursement form should be completed for these expenditures. Expenses that are frequently paid from Petty Cash include postage for registered letters, Expenses that are frequently paid from Petty Cash include postage for registered letters, Expenses that are frequently paid from Petty Cash include postage for registered letters, parking fees, gas for city owned vehicles, coffee for meetings at City Hall and small supplies. parking fees, gas for city owned vehicles, coffee for meetings at City Hall and small supplies. parking fees, gas for city owned vehicles, coffee for meetings at City Hall and small supplies. d For further information, see State Law 412.271, Subd. 5. Generally, the reimbursement shoulFor further information, see State Law 412.271, Subd. 5. Generally, the reimbursement shoulFor further information, see State Law 412.271, Subd. 5. Generally, the reimbursement should be $50 or less. e c a l 1.Enterthe. p 2.Enterthe . . e 3.Enter a of the purpose of the reimbursement.of the purpose of the reimbursement.of the purpose of the reimbursement. R 4.Enter the appropriate : Fund, Dept: Fund, Dept/Program, Activity (optional), Object. e 5.Sign the Petty Cash form and attach receiptsSign the Petty Cash form and attach receiptsSign the Petty Cash form and attach receipts. B 6.Obtain the signature of your supervisor (unless you are a department head).Obtain the signature of your supervisor (unless you are a department head).Obtain the signature of your supervisor (unless you are a department head). o 7.Submit the Petty Cash form to the Finance Department for reimbursementSubmit the Petty Cash form to the Finance Department for reimbursementSubmit the Petty Cash form to the Finance Department for reimbursement. T 8.The Finance Department will approve the payment and give The Finance Department will approve the payment and give the cash to the employee requesting reimbursement. 9.When cash is received you must sign the Petty Cash form to signify receipt of payment. Packet Page Number 243 of 293 J2, Attachment 2 Packet Page Number 244 of 293 J2, Attachment 2 This form can be found on the Finance page of the City’s intranet or as an Excelfile on the network at S:\\FINANCE\\Forms\\AP-Employee Expense Report yyyy. 1.This form should be completed for all employee reimbursementsthatcannot be charged on a VISA purchasing card orare not eligible for reimbursement from petty cashincluding travel costs, meals, uniforms and the purchase of supplies. 2.The maximum allowable rate for overnight lodgings is the cost for single occupancy in a motel room. If two or more employees are traveling together and plan to share their lodgings, they may each claim their portion of the cost for the room. 3.Reimbursement for transportation expenses is set at coach rates for air travel. Employees Reimbursement for transportation expenses is set at coach rates for air travel. Employees Reimbursement for transportation expenses is set at coach rates for air travel. Employees who find it necessary to use their private automobiles for City travel will be reimbursed at the who find it necessary to use their private automobiles for City travel will be reimbursed at the who find it necessary to use their private automobiles for City travel will be reimbursed at the dddd current per mile rate, not to exceed the coach rate to their destination. The current per mile rate, not to exceed the coach rate to their destination. The current per mile rate, not to exceed the coach rate to their destination. The current per mile eeee rate is printedon the Employee Expense Report form. NecessaryNecessaryNecessarytransportransportation by taxi cab is a reimbursable expense. cccc 4.Tips for services received, excluding meals, are the responsibility of the employee.Tips for services received, excluding meals, are the responsibility of the employee.Tips for services received, excluding meals, are the responsibility of the employee. aaaa llll 5.Expenses for meals, including sales tax and gratuity, will be reimbursed according to the Expenses for meals, including sales tax and gratuity, will be reimbursed according to the Expenses for meals, including sales tax and gratuity, will be reimbursed according to the pppp following limits and procedures. No reimbursement will be made for alcoholic beverages. following limits and procedures. No reimbursement will be made for alcoholic beverages. following limits and procedures. No reimbursement will be made for alcoholic beverages. eeee Seventy five percent (75%) of the per diem is allowed for travel days as set forth in the Seventy five percent (75%) of the per diem is allowed for travel days as set forth in the Seventy five percent (75%) of the per diem is allowed for travel days as set forth in the annual General Services Administration Meals and Incidental Expenses Table located on annual General Services Administration Meals and Incidental Expenses Table located on annual General Services Administration Meals and Incidental Expenses Table located on the internet at www.gsa.gov/miewww.gsa.gov/mie. If less than three meals are purchased, deductions. If less than three meals are purchased, deductions. If less than three meals are purchased, deductionsto the RRRR per diem or the meal allowance maximum will be made in the amounts as set forth in that per diem or the meal allowance maximum will be made in the amounts as set forth in that per diem or the meal allowance maximum will be made in the amounts as set forth in that table. Also, if a meal is provided as part of the training, seminar, conference or other event table. Also, if a meal is provided as part of the training, seminar, conference or other event table. Also, if a meal is provided as part of the training, seminar, conference or other event eeee being attended, an appropriate deduction shall also be made for being attended, an appropriate deduction shall also be made for being attended, an appropriate deduction shall also be made for that meal. BBBB This pertains to all employees not covered by a union contract (or other agreement) which This pertains to all employees not covered by a union contract (or other agreement) which This pertains to all employees not covered by a union contract (or other agreement) which specifies a different amount. Full reimbursements, over the maximums specified, will be specifies a different amount. Full reimbursements, over the maximums specified, will be specifies a different amount. Full reimbursements, over the maximums specified, will be oooo authorized for all employees if a lower cost meal is not available when attending banquets, authorized for all employees if a lower cost meal is not available when attending banquets, authorized for all employees if a lower cost meal is not available when attending banquets, training sessions, or meeting of professional organizations.training sessions, or meeting of professional organizations.training sessions, or meeting of professional organizations. TTTT 6.Receipts should be turned in with this form. 1.Enter your and. 2.Enter the dates in which expenses were incurred in the section. 3.Enter the the expenses were incurred in the appropriate boxes. 4.Enter the in the appropriate date column. Packet Page Number 245 of 293 J2, Attachment 2 5.Enter the amount paid for with a breakdown between , for each date(maximum allowed is 75% of the per diem as set forth in the annual General Services Administration Meals and Incidental Expenses Table located on the internet at www.gsa.gov/mie). If less than three mealsare purchased, deductions to the per diem or the meal allowance maximum will be made in the amounts as set forth in that table. 6.Enter the amount paid for under the appropriate date in which travel occurred. Also, attach a City Frequent Flyer Form as required by State Law. 7. Enter the amount paid for under the corresponding date. 8.Enter the amount paid for in the column that corresponds to the day in which the expense was incurred. 9.Enter the amount paid for calls in the column that corresponds to the date the at corresponds to the date the at corresponds to the date the call was made. dd 10.Enter the amount paid for in the appropriate column.in the appropriate column.in the appropriate column. ee 11. Enter a description and amount paid for reimbursable expenses which were reimbursable expenses which were reimbursable expenses which were cc incurred. aa ll 12.Total each of the rows for each category of expense that information was enterTotal each of the rows for each category of expense that information was enterTotal each of the rows for each category of expense that information was entered in the pp column marked . ee 13.Enter the in the appropriate box.in the appropriate box.in the appropriate box. RR 14.Enter information in the section to indicate why expenses were incurred.section to indicate why expenses were incurred.section to indicate why expenses were incurred. ee 15.Enter the of eaof each trip.ch trip.ch trip. BB 16.Enter where the trip began in the Enter where the trip began in the Enter where the trip began in the column and enter the destination in the column. oo All trips listed are considered to be round trip unless you indicate it was oneAll trips listed are considered to be round trip unless you indicate it was oneAll trips listed are considered to be round trip unless you indicate it was one-way. If more space is needed, obtain and complete the Addendum to Emplspace is needed, obtain and complete the Addendum to Emplspace is needed, obtain and complete the Addendum to EmployeeExpense Report form. TT 17.Calculate the and enter the number. 18. Enter an of the purpose for each trip. 19.Total the column. 20.Multiply the total miles by the current per mile rate to arrive at the amount of the mileage reimbursement. The rate is pre-printed on the Employee Expense Report form. The mileage reimbursement rate usually changes annually and is the IRS standard business rate. 21.Enter the amount in the appropriate box. Packet Page Number 246 of 293 J2, Attachment 2 22.Enter the TOTAL in the appropriate box. 23.Enter the appropriate account codes and amounts in the account code box. 24.Sign and date the form on the line. 25.Attach all receipts and other documentation to this form and have itsigned by your supervisor. 26.After approval by the employee’s supervisor, the Employee Expense Report form is transmitted to the Finance Department.A check for the approved amount will be issued within two weeks after approval by Finance. dddd eeee cccc aaaa llll pppp eeee RRRR eeee BBBB oooo TTTT Packet Page Number 247 of 293 J2, Attachment 2 Packet Page Number 248 of 293 J2, Attachment 2 This form can be obtained from Human Resources or found on the HR page of the City’s intranet or as a Word file on the network at S:\\Administration\\HR\\Forms\\EDUCATIONAL ASSISTANCE REIMBURSEMENT FORM. 1.This form is used for reimbursement of tuition and books for job related courses. Courses required to be taken, for which 100% reimbursement will be received, should not be processed on this form. 2.The top part of this form should be completed prior to the enrollment in the course for pre- approval. 3.The remainder of this form should be completed after the completion of the course and the The remainder of this form should be completed after the completion of the course and the The remainder of this form should be completed after the completion of the course and the receipt of the final grade. d e c 1.To assure reimbursement for tuition and books, preTo assure reimbursement for tuition and books, preTo assure reimbursement for tuition and books, pre---approval can be obtained by filling out approval can be obtained by filling out approval can be obtained by filling out a the top section of this form. (Follow the instructions below for completing this form.) Turn the top section of this form. (Follow the instructions below for completing this form.) Turn the top section of this form. (Follow the instructions below for completing this form.) Turn l the form in to your department head for approval. If the department head approves the the form in to your department head for approval. If the department head approves the the form in to your department head for approval. If the department head approves the course it will be sent to Human Resources. If approved,course it will be sent to Human Resources. If approved,course it will be sent to Human Resources. If approved,the form will be returned to you with the form will be returned to you with p the reimbursement pre-approval section completed.approval section completed.approval section completed. e a.Enter the . R b.Enter the and . c. Enter the and attach a e copy of the course outline.copy of the course outline.copy of the course outline. B d.Enter the . e.Check or or or , depending on whether or not you are working toward a degree. I, depending on whether or not you are working toward a degree. I, depending on whether or not you are working toward a degree. If o , fill in the , fill in the , fill in the you are working toward. f.Enter the estimated costs for Enter the estimated costs for Enter the estimated costs for and the maximum T . g.and the form, then submit the form to your department head for approval. h.Once the department head has approved the form, it will be sent to Human Resources for final approval. Upon this approval, it will be sent back to the employee. 2.Upon completion of the course and receipt of the final grade (must be a C or higher), complete the bottom part of the form as follows: a.Enter the and the . Attach documentation showing the final course grade. Packet Page Number 249 of 293 J2, Attachment 2 b.Fill in the , and the , which is a percentage of the cost of tuition dependent on the grade as follows: GradePercentage* A85% B75% C50% *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. c. Attach to this form a copy of receipt for tuition and books, and a copy of the final course Attach to this form a copy of receipt for tuition and books, and a copy of the final course Attach to this form a copy of receipt for tuition and books, and a copy of the final course dddd grade. Give this to Human Resourcesfor final approval. Upon this approval, it will be l approval. Upon this approval, it will be l approval. Upon this approval, it will be sent back to the employee. eeee d.After Human Resources has approvedthe reimbursement request section, the employee the reimbursement request section, the employee the reimbursement request section, the employee cccc should attach this form to a completed Employee Expense Report form and then send it should attach this form to a completed Employee Expense Report form and then send it should attach this form to a completed Employee Expense Report form and then send it to the Finance Department. The reimbursement should be coded to account 4391.to the Finance Department. The reimbursement should be coded to account 4391.to the Finance Department. The reimbursement should be coded to account 4391.aaaa llll pppp eeee RRRR eeee BBBB oooo TTTT Packet Page Number 250 of 293 J2, Attachment 2 Packet Page Number 251 of 293 J2, Attachment 2 This form can be found on the Finance page of the City’s intranet or as an Excel file on the network at S:\\FINANCE\\Forms\\Budget Transfer Request. 1.Usethis formfor budget transfers between accounts. 2.This form is not used for transfers from contingency accounts or transfers between funds. These transfers require preparation of an agenda report for Council approval. 3.Adequate justification mustbe documented on the request form. 1.Enter the (minimum of $100 and rounded to nearest $5.00) of the budget transfer.(minimum of $100 and rounded to nearest $5.00) of the budget transfer.(minimum of $100 and rounded to nearest $5.00) of the budget transfer. d e 2.Check to determine that there is sufficient money in the account from which the transfer will Check to determine that there is sufficient money in the account from which the transfer will Check to determine that there is sufficient money in the account from which the transfer will be coming. If so, enter the account number in the column.column.column. c 3.Enter the account number that the transfer will be going to in the Enter the account number that the transfer will be going to in the Enter the account number that the transfer will be going to in the column. a l 4.: Enter the justificationfor the budget transfer (e.g., additional money needed for for the budget transfer (e.g., additional money needed for for the budget transfer (e.g., additional money needed for p part-time wages for administrativeassistantassistantassistantdue to increase in building permits issued this due to increase in building permits issued this due to increase in building permits issued this year, the workload has significantly increaseyear, the workload has significantly increaseyear, the workload has significantly increaseddd; therefore additional hours worked by the ; therefore additional hours worked by the ; therefore additional hours worked by the e administrative assistant are needed to keep up with the increased workloadadministrative assistant are needed to keep up with the increased workloadadministrative assistant are needed to keep up with the increased workload). R 5.: The budget transfer request form should be approved and : The budget transfer request form should be approved and : The budget transfer request form should be approved and initialed by the department head.initialed by the department head.initialed by the department head. e 6.The completed form should be submitted to the Finance The completed form should be submitted to the Finance The completed form should be submitted to the Finance Departmentfor approval or B disapproval. Once the Finance disapproval. Once the Finance disapproval. Once the Finance DepartmentDepartmenthas approved the transfer, a copy will be sent back to the department originating the transfer if requested.o the department originating the transfer if requested.o the department originating the transfer if requested. o 7.The budget transfer requested will be made after the Finance The budget transfer requested will be made after the Finance The budget transfer requested will be made after the Finance Departmenthas approved the T transfer. Packet Page Number 252 of 293 J2, Attachment 2 Packet Page Number 253 of 293 J2, Attachment 2 To ensure proper recording of transactions, it is importantthat the various purchasing forms be coded correctly. The account number sequence (budget code) is as follows: FUNDDEPARTMENT/PROGRAMACTIVITYOBJECT XXX - XXX- XXX - XXXX The Fund number is three digits. The most commonly used Fund numbers are: 101 - General Fund 206 - Recreation Programs Fund 601 - Sanitary Sewer Fund 602 - Community Center Operations Fund 604 - Environmental Utility Fund 702 - Fleet Management Fund 703 - Information Technology Fund ddddd eeeee The Department/Programnumber is three digits and follows the fund number. Each number is three digits and follows the fund number. Each number is three digits and follows the fund number. Each ccccc dept/program has a three digit code number assigned.e number assigned. aaaaa lllll The Activity number is three digits and follows the DeptThe Activity number is three digits and follows the DeptThe Activity number is three digits and follows the Dept/Program/Program/Programnumber. Activity numbers are used for recreation programs and various parks. An activity code will not be used in all cases. used for recreation programs and various parks. An activity code will not be used in all cases. used for recreation programs and various parks. An activity code will not be used in all cases. ppppp If this is the case then “000” should be written or leave this “000” should be written or leave this “000” should be written or leave this sectionof the account coding box eeeee blank. Purchases coded to the following funds require an activity code:blank. Purchases coded to the following funds require an activity code:blank. Purchases coded to the following funds require an activity code: RRRRR 206– Recreation Programs FundRecreation Programs FundRecreation Programs Fund 403– Park Development FundPark Development FundPark Development Fund 602– Community Center Operations FundCommunity Center Operations FundCommunity Center Operations Fund eeeee The object code is a four digit number which follows the activity number. The object code The object code is a four digit number which follows the activity number. The object code The object code is a four digit number which follows the activity number. The object code BBBBB indicates the nature of the expenditure. To determine the appropriate object code, first indicates the nature of the expenditure. To determine the appropriate object code, first indicates the nature of the expenditure. To determine the appropriate object code, first determine if you are purchasing supplies, services or capital outlay. Then find the appropriadetermine if you are purchasing supplies, services or capital outlay. Then find the appropriadetermine if you are purchasing supplies, services or capital outlay. Then find the appropriate ooooo object code within that category:object code within that category:object code within that category: TTTTT Supplies 4110 thru 4290 Services 4310 thru 4590 and 4810 thru 4990 Capital Outlay 4600 thru 4730 Capital Projects 4751 thru 4762 Equipment that costs less than $2,000 should be coded to Account4160– Equipment Supplies. Equipment that costs between $2,000 and $4,999 should be coded to Account 4165 – Small Equipment. Capital outlay purchases are for items costing $5,000 or more individually that have a life expectancy of at least two years. Items costing $2,000 or more which are an addition or modification of a capital outlay item must also be coded to a capital outlay account. It should be noted that delivery charges are included as a cost of the item purchased when determining if the Packet Page Number 254 of 293 J2, Attachment 2 purchase is capital outlay. For example, if an item costs $4,990 and there is a $15 delivery charge, it would be considered capital outlay because the total cost is more than $5,000. Trade-in allowances should be coded to Account 3804 – Sale of Property. For repair services with separate charges for parts and labor, code the entire transaction to an object code for services. EXCEPTIONS: Transactions to repair or replace items covered by another party’s insurance should be coded to account 101-1192. Regarding paymentson contractsthat have a retainage, the gross amount earned should be coded to an expenditure account. The retainage should be coded to account 2063 as a credit (put amount in brackets). The difference is the check amoun2063 as a credit (put amount in brackets). The difference is the check amoun2063 as a credit (put amount in brackets). The difference is the check amount. Capital outlay accounts 4600-4730 are not used in fund 6014730 are not used in fund 601--607 and 702607 and 702607 and 702-703. Instead, account 1520 is used for building improvements, account 1540 is used for equipment ed for building improvements, account 1540 is used for equipment ed for building improvements, account 1540 is used for equipment ddddd purchases, and account 1560 is used for vehicle purchases.purchases, and account 1560 is used for vehicle purchases.purchases, and account 1560 is used for vehicle purchases. eeeee ccccc aaaaa lllll ppppp eeeee RRRRR eeeee BBBBB ooooo TTTTT Packet Page Number 255 of 293 J2, Attachment 2 dddddddddddddddd eeeeeeeeeeeeeeee cccccccccccccccc aaaaaaaaaaaaaaaa llllllllllllllll pppppppppppppppp eeeeeeeeeeeeeeee RRRRRRRRRRRRRRRR eeeeeeeeeeeeeeee BBBBBBBBBBBBBBBB oooooooooooooooo TTTTTTTTTTTTTTTT Packet Page Number 256 of 293 J2, Attachment 2 dddddddddd eeeeeeeeee cccccccccc aaaaaaaaaa llllllllll pppppppppp eeeeeeeeee RRRRRRRRRR eeeeeeeeee BBBBBBBBBB oooooooooo TTTTTTTTTT Packet Page Number 257 of 293 J2, Attachment 2 ddddddddddddddddddd eeeeeeeeeeeeeeeeeee ccccccccccccccccccc aaaaaaaaaaaaaaaaaaa lllllllllllllllllll ppppppppppppppppppp eeeeeeeeeeeeeeeeeee RRRRRRRRRRRRRRRRRRR eeeeeeeeeeeeeeeeeee BBBBBBBBBBBBBBBBBBB ooooooooooooooooooo TTTTTTTTTTTTTTTTTTT Packet Page Number 258 of 293 J2, Attachment 2 dddddddddddddddddddd eeeeeeeeeeeeeeeeeeee cccccccccccccccccccc aaaaaaaaaaaaaaaaaaaa llllllllllllllllllll pppppppppppppppppppp eeeeeeeeeeeeeeeeeeee RRRRRRRRRRRRRRRRRRRR eeeeeeeeeeeeeeeeeeee BBBBBBBBBBBBBBBBBBBB oooooooooooooooooooo TTTTTTTTTTTTTTTTTTTT Packet Page Number 259 of 293 J2, Attachment 2 ddddddddddddd eeeeeeeeeeeee ccccccccccccc aaaaaaaaaaaaa lllllllllllll ppppppppppppp eeeeeeeeeeeee RRRRRRRRRRRRR eeeeeeeeeeeee BBBBBBBBBBBBB ooooooooooooo TTTTTTTTTTTTT Packet Page Number 260 of 293 J2, Attachment 2 dddddddddddddd eeeeeeeeeeeeee cccccccccccccc aaaaaaaaaaaaaa llllllllllllll pppppppppppppp eeeeeeeeeeeeee RRRRRRRRRRRRRR eeeeeeeeeeeeee BBBBBBBBBBBBBB oooooooooooooo TTTTTTTTTTTTTT Packet Page Number 261 of 293 J2, Attachment 2 Double-click on the icon labeled . Your User NameandGoldStandardshould be listed. Do notenter a Password, just click . Double-click on . Double-click on . To start you search click on the (you could also go to the top and click on or hit ). Enter the you want to look at if different than the default year.ferent than the default year.ferent than the default year. Use the tab key or mouse to move to the box. Enter the you want to look at. You can use the drop down box to you want to look at. You can use the drop down box to you want to look at. You can use the drop down box to d select the : = Balance sheet account e = Expenditure account c =Revenue account a l Then tab over to enter the in the following formatin the following formatin the following format p There are wildcards you can use to help in your search or to search for multiple accounts.There are wildcards you can use to help in your search or to search for multiple accounts.There are wildcards you can use to help in your search or to search for multiple accounts. e R Matches any number of characters.Matches any number of characters.Matches any number of characters.Example:101-201-000-* matches all Multi-character wildcard object accounts for department 201 in the general fund.object accounts for department 201 in the general fund.object accounts for department 201 in the general fund. e Matches any single character. Matches any single character. Matches any single character. Example:101-201-000-40?? matches all Single-character wildcardcharacter wildcard personnel accounts for department 201 in the general fund.personnel accounts for department 201 in the general fund.personnel accounts for department 201 in the general fund. B Selects all accounts within the range. Selects all accounts within the range. Selects all accounts within the range. Example:101-201-000-4100:101-201- Range o 000000-4299 selects all commodity accounts for department 201 in the general fund. T OrSelects accounts specified. Example:101-201-000-4390|101-201-000-4480 selects those twoaccounts only. Once you have your andselected click the (you could also go to the top and click or hit ). Packet Page Number 262 of 293 J2, Attachment 2 You will now see the following screen on your monitor with the first account listed in the range you selected. d e c a l p e The following six tabs are listed across the top of the table:The following six tabs are listed across the top of the table:The following six tabs are listed across the top of the table: R You will most often use the andandandtabs. e When you click on the tab here you will see something similar to the following:tab here you will see something similar to the following:tab here you will see something similar to the following: B o T The detail for the month we are currently in will be shown on your screen. To switch to another month or the entire year, click the button. Packet Page Number 263 of 293 J2, Attachment 2 For entire year simply hit. For a specific month, type the number of the period you want in the field and hit . You can use any of the fields on the screen to change your search. Other wildcards that might be useful are: Greater thanExample: >08/31/00 selectsall documents dated after 8/31/00. Greater than or equal toExample: >=07/31/00 selects all documents dated 8/31/00 or later. Less thanExample: <06/01/00 selects all documents dated before 6/1/00. Less than or equal toExample: <=5/31/00 selects all documents dated on or before 5/31/00. Not equal toSelects all documents not equal to the criteria entered.Selects all documents not equal to the criteria entered.Selects all documents not equal to the criteria entered. Equal toSelects only documents which equal the criteria entered.Selects only documents which equal the criteria entered.Selects only documents which equal the criteria entered. d e Once you are finished entering your search criteria, hit . . c For this example we obtained detail for the entire year by leaving the For this example we obtained detail for the entire year by leaving the For this example we obtained detail for the entire year by leaving the screen empty and a l hitting the . p e R e B o T Packet Page Number 264 of 293 J2, Attachment 2 To see more detail behind each transaction simply click anywhere on the line you want to inquire about and hit the to the left of the Doc Datecolumn. Select to see detail about Vendor, Check, etc. Whenever you are on a screen where any of the four arrowicons at the top are darkened, you can move from one record to the next using these. Once an arrowis grayed out that means there are no more records to be found in that direction. Anytime you are done with a screen, click the in the upper right hand corner to close that screen down. You can start a new search at any time by clicking the and starting over.and starting over.and starting over. Help is available on line by clicking on . d e c a l You can print the account information at anytime by clicking on the You can print the account information at anytime by clicking on the You can print the account information at anytime by clicking on the button (you could also go to the top and click on ). p You will get the following screen. Itis very important to make sure you have the correct items is very important to make sure you have the correct items is very important to make sure you have the correct items e marked before proceeding to print or you may waste a lot of paper.marked before proceeding to print or you may waste a lot of paper.marked before proceeding to print or you may waste a lot of paper. R e B o T Packet Page Number 265 of 293 J2, Attachment 2 d e c a l p e The icon means you will print only the selected record on your GL Accounts screen. This icon means you will print only the selected record on your GL Accounts screen. This icon means you will print only the selected record on your GL Accounts screen. This R is the default. e The two yellow sheets of paper icon means you will print all the records you selected in your The two yellow sheets of paper icon means you will print all the records you selected in your The two yellow sheets of paper icon means you will print all the records you selected in your search criteria. B The three yellow sheets of paper icon means you will print all the records. The three yellow sheets of paper icon means you will print all the records. The three yellow sheets of paper icon means you will print all the records. select this option. You will print information on every account in our system.option. You will print information on every account in our system.option. You will print information on every account in our system. o T In the Print Options screen you can uncheck some of the options if they are not necessary. In the Print Options screen you can uncheck some of the options if they are not necessary. Make sure you select the period range you want to print for. Make sure you select the period range you want to print for. Example:If you only want September put in 9 through 9. To make sure you will get the information you need, we strongly recommenddoing a to your screen (the white sheet of paper with a magnifying glass). If the preview looks okay, hit the button to send to your printer. Anytime you are done with a screen, click the in the upperright hand corner to close that screen down. Help is available on line by clicking on . Packet Page Number 266 of 293 J2, Attachment 2 The Purchasing Card concept delegates the authority to purchase low dollar items directly to designated cardholders, allowing themto purchase merchandise faster and easier than before. The program is to be used to purchase low dollar value items with the total amount of any purchase not to exceed the individual limit established for each employee. The program is designed to reduce the paperwork of procurement procedures such as purchase orders, petty cash, check requests and expense reimbursements. The resulting time savings will enable personnel to perform more effectively and focus on the value-added aspects of their jobs. Thegoals of the program include: dd Reducing paperwork Eliminating purchasing delays ee Reducing the cost of processing small dollar purchasesReducing the cost of processing small dollar purchasesReducing the cost of processing small dollar purchases cc Reducing invoicing problems aa Reducing the number of accounts payable checksReducing the number of accounts payable checksReducing the number of accounts payable checks ll pp This manual will provide you with the particulars of the program, including general This manual will provide you with the particulars of the program, including general This manual will provide you with the particulars of the program, including general guidelines, reconcilement and record keeping procedures, and customer service guidelines, reconcilement and record keeping procedures, and customer service guidelines, reconcilement and record keeping procedures, and customer service ee information. It is important to read the following information carefully as you will be information. It is important to read the following information carefully as you will be information. It is important to read the following information carefully as you will be responsible for adhering to the cityresponsible for adhering to the city--established established established policies and procedures. RR ee BB The following resources are available to provide assistance with answering questions or The following resources are available to provide assistance with answering questions or The following resources are available to provide assistance with answering questions or help solving any problems that arise.help solving any problems that arise.help solving any problems that arise. oo TT Reason:Call: To apply for a Purchasing CardJoe Rueb, Program Administrator x42903 For questions about policies and procedures To replace damaged cards For assistance with merchants To report a lost cardUS Bank Customer Service 1.800.344.5696 Emergency situationsJoe Rueb, Program Administrator x42903 Account inquiries Billing information If you don’t receive your bi-weekly statement To report a stolen cardUS Bank Customer Service 1.800.344.5696 Joe Rueb, Program Administrator x42903 Packet Page Number 267 of 293 J2, Attachment 2 CARD ISSUANCE Participation in the Purchasing Card program must be approved by your supervisor and the Finance Department. Potential new cardholders are required to complete a Cardholder User Agreement (Exhibit A), which will be placed in your personnel file. The Program Administrator will then complete a Cardholder Account Setup Form and the card will be mailed to you within a few weeks. You are the only person entitled to use the card and the card . As each Purchasing Card is linked to a specific account code and individual employee, the card cannot be transferred from one employee to another. The use of the Purchasing Card is a liability to the City of Maplewood; The use of the Purchasing Card is a liability to the City of Maplewood; The use of the Purchasing Card is a liability to the City of Maplewood; NOTa personal liability for you. Although the card will be issued in your name, your personal credit liability for you. Although the card will be issued in your name, your personal credit liability for you. Although the card will be issued in your name, your personal credit history will not affect your ability to obtain a card. The city is responsible for payment of history will not affect your ability to obtain a card. The city is responsible for payment of history will not affect your ability to obtain a card. The city is responsible for payment of d all purchases. e CARD USAGE c The VISA Purchasing Card can be used at any merchant that accepts VISA, except as The VISA Purchasing Card can be used at any merchant that accepts VISA, except as The VISA Purchasing Card can be used at any merchant that accepts VISA, except as a the city otherwise directs. It may be used for inthe city otherwise directs. It may be used for inthe city otherwise directs. It may be used for in---store purchases as well asstore purchases as well asstore purchases as well asphone, fax, l mail orders or internet purchases. p When using the VISA Purchasing Card at stores, please obtain a receipt and When using the VISA Purchasing Card at stores, please obtain a receipt and When using the VISA Purchasing Card at stores, please obtain a receipt and e emphasize that an invoice must not be sent as this may result in a duplicate payment. emphasize that an invoice must not be sent as this may result in a duplicate payment. emphasize that an invoice must not be sent as this may result in a duplicate payment. R For phone, fax and mail orders, please instruct the merchant to send you a receipt only. For phone, fax and mail orders, please instruct the merchant to send you a receipt only. For phone, fax and mail orders, please instruct the merchant to send you a receipt only. This receipt must be retained for your records and must show items purchased, price, This receipt must be retained for your records and must show items purchased, price, This receipt must be retained for your records and must show items purchased, price, sales tax and freight amount.sales tax and freight amount.sales tax and freight amount. e B Ask the merchant to place a “V” (to indicate it’s a VISA purchase) followed by your Ask the merchant to place a “V” (to indicate it’s a VISA purchase) followed by your Ask the merchant to place a “V” (to indicate it’s a VISA purchase) followed by your telephone extension in the purchase order number field of their invoice/packing slip telephone extension in the purchase order number field of their invoice/packing slip telephone extension in the purchase order number field of their invoice/packing slip (e.g., V2903). This will make items easier to identify.(e.g., V2903). This will make items easier to identify.(e.g., V2903). This will make items easier to identify. o T MERCHANT DOES NOT ACCEPT CREDIT CARDSMERCHANT DOES NOT ACCEPT CREDIT CARDS Not all of your merchants will accept VISA. If this happens choose an option below: Make sure the merchant understands that the Purchasing Card is treated (processed) the same as any other charge card. Choose another merchant. Complete the transaction using alternative purchasing procedures and submit the appropriate paperwork to the Finance Department. Ask the merchant if they are interested in accepting VISA. If yes, refer them to the Program Administrator. When responding to merchant inquiries, explain how our Purchasing Card works and the benefits they will realize from accepting the card. Since they are paid in 2-3 days, Packet Page Number 268 of 293 J2, Attachment 2 less a small transaction fee, merchants will never need to follow-up on Purchasing Card payments. In addition, since invoices no longer need to be prepared and mailed, merchants will also save time and money. UPCHARGING You may run into a merchant who states they will accept your card but will need to charge you an additional 3% over the regular cost of the item. This practice called upcharging is against VISA and MasterCard regulations. In other words, what the merchant is trying to do here is illegal. You should politely inform the merchant that this practice is against credit card regulations (they signed a contract with the card company stating they would not do this) and if they still will not sell you the item at regular cost we have a few options: Discontinue using the merchant Inform VISA and/or MasterCard Continue using the merchant without using your card (need to complete applicable Continue using the merchant without using your card (need to complete applicable Continue using the merchant without using your card (need to complete applicable d purchasing forms) e Please inform the Program Administrator when you run across a merchant who Please inform the Program Administrator when you run across a merchant who Please inform the Program Administrator when you run across a merchant who c upcharges. a l Some organizations, such as the State of Minnesota, add a convenience fee to credit Some organizations, such as the State of Minnesota, add a convenience fee to credit Some organizations, such as the State of Minnesota, add a convenience fee to credit p card transactions. This is not considered upcharging and is not illegal. Each purchaser card transactions. This is not considered upcharging and is not illegal. Each purchaser card transactions. This is not considered upcharging and is not illegal. Each purchaser will need to make the determination if there is added benefit to the City for the additional will need to make the determination if there is added benefit to the City for the additional will need to make the determination if there is added benefit to the City for the additional e cost. Normally, you should not use your card if the resulting cost of an item is greater cost. Normally, you should not use your card if the resulting cost of an item is greater cost. Normally, you should not use your card if the resulting cost of an item is greater than it would have been if you had used a purchase order form.than it would have been if you had used a purchase order form.than it would have been if you had used a purchase order form. R LIMITATIONS AND RESTRICTIONSLIMITATIONS AND RESTRICTIONSLIMITATIONS AND RESTRICTIONS e There is a single transaction limit placed on your card, which means your card will be There is a single transaction limit placed on your card, which means your card will be There is a single transaction limit placed on your card, which means your card will be B declined if you attempt to purchase more than this set amount at one time. Do not split declined if you attempt to purchase more than this set amount at one time. Do not split declined if you attempt to purchase more than this set amount at one time. Do not split a purchase to avoid the single transaction limit. If you believe the single transaction a purchase to avoid the single transaction limit. If you believe the single transaction a purchase to avoid the single transaction limit. If you believe the single transaction limit will inhibitoptimum usage of the Program, please discuss this with your supervisor.optimum usage of the Program, please discuss this with your supervisor.optimum usage of the Program, please discuss this with your supervisor. o T In addition to the single transaction limit, every cardholder has a total monthly dollar limit In addition to the single transaction limit, every cardholder has a total monthly dollar limit assigned to his/her account. If you believe your monthly limit to be insufficient for your requirements, and your supervisor agrees, your supervisor must contact the Program Administrator to discuss the possibility of having your limit increased. The limits set on your card will be noted on your copy of the Cardholder User Agreement and can also be found on your bi-weekly activity statements once you start receiving them. The VISA Purchasing Card Program also allows for Merchant Category blocking. If a particular Merchant Category is blocked (e.g., liquor stores), and you attempt to use your card at such a merchant, your purchase will be declined. Management has made an effort to ensure that the merchants/suppliers used during the normal course of business are not restricted. If your card is refused at a merchant where you believe it should have been accepted, you should let the Program Administrator know. Packet Page Number 269 of 293 J2, Attachment 2 The Purchasing Card should be treated with the same level of care used with personal credit cards. The card must not be loaned to another person. The only person to use the Purchasing Card is the person whose name appears on the front of the card. The Purchasing Card account number should be guardedcarefully. Do not post it or write it in any location that is accessible to others. You areresponsible for the security of your card and any purchases made on your account. If you believe you have lost your card or that it has been stolen, immediately account. If you believe you have lost your card or that it has been stolen, immediately account. If you believe you have lost your card or that it has been stolen, immediately report this information to US Bank Customer Service at (800) 344report this information to US Bank Customer Service at (800) 344report this information to US Bank Customer Service at (800) 344-5696 and your Program Administrator at x42903. It is extremely important to act promptly in the event Program Administrator at x42903. It is extremely important to act promptly in the event Program Administrator at x42903. It is extremely important to act promptly in the event of a lost or stolen card to avoid city liability for fraudulent transactions.of a lost or stolen card to avoid city liability for fraudulent transactions.of a lost or stolen card to avoid city liability for fraudulent transactions. d e As with a personal charge card, you will no longer be able to use the account number As with a personal charge card, you will no longer be able to use the account number As with a personal charge card, you will no longer be able to use the account number c after notifying US Bank. A new card will be issued.S Bank. A new card will be issued.S Bank. A new card will be issued. a l p As with any city purchase, the card is not to be used for any product, service or with any As with any city purchase, the card is not to be used for any product, service or with any As with any city purchase, the card is not to be used for any product, service or with any merchant considered to be inappropriate for city funds.merchant considered to be inappropriate for city funds.merchant considered to be inappropriate for city funds. e R Unauthorized purchases include but are not limiUnauthorized purchases include but are not limiUnauthorized purchases include but are not limited to: e Items for personal useItems for personal use Any single transaction exceeding your single transaction limitAny single transaction exceeding your single transaction limitAny single transaction exceeding your single transaction limit B Alcoholic beveragesAlcoholic beveragesAlcoholic beverages Cash advancesCash advancesCash advances o T Bi-weekly you will receive an activity statement. It is your responsibility to verify the correctness of the billing. You must: Retain all receipts for items purchased under the Program and attach them to the bi- weekly activity statement. Ensure all transactions posted are legitimate purchases you made on behalf of the city. Correct/add the account coding as needed. Sign off on your bi-weekly statement and obtain a second signature from your supervisor. All VISA cardholders must attach a travel and training application if they have any travel related expenses charged to their card (i.e., plane, hotel, meals, car rental). Packet Page Number 270 of 293 J2, Attachment 2 It is a requirement of the program that you keep all receipts for goods and services purchased. For orders placed via phone, fax or mail, you must request a receipt, detailing items purchased, merchandise price, sales/use tax, freight, etc., be included with the goods mailed/shipped. (Note: a merchant should not reject this request as it is a VISA policy). It is extremely important to request and retain purchase receipts as this is the only documentation that shows whether sales taxhas been paid and that the transaction had been coded properly. As Purchasing Card records will be audited from time to time, it is essential to adhere to the above record keeping guidelines. Each cardholder receives a bi-weekly account statement for information and weekly account statement for information and weekly account statement for information and reconciliation purposes only. d A summary of all charges with supporting detail is provided to the Program A summary of all charges with supporting detail is provided to the Program A summary of all charges with supporting detail is provided to the Program e Administrator. c The Finance Department will make bi-weekly payments to VISA on behalf of all weekly payments to VISA on behalf of all weekly payments to VISA on behalf of all cardholders. a l It is the responsibility of each cardholder to verify the correctness of the billing and It is the responsibility of each cardholder to verify the correctness of the billing and It is the responsibility of each cardholder to verify the correctness of the billing and correct/add the account coding. p Forward the bi-weekly activity statement with the coded receipts/invoices to the weekly activity statement with the coded receipts/invoices to the weekly activity statement with the coded receipts/invoices to the e Finance Department after you have obtained all required signatures.Finance Department after you have obtained all required signatures.Finance Department after you have obtained all required signatures. R e If there is a discrepancy between your receipts and your statement, it is imperative that If there is a discrepancy between your receipts and your statement, it is imperative that If there is a discrepancy between your receipts and your statement, it is imperative that B the issue be addressed immediately! You should first try to reach a resolution with the the issue be addressed immediately! You should first try to reach a resolution with the the issue be addressed immediately! You should first try to reach a resolution with the merchant that provided the item. In most cases, disputes can be resolved directly merchant that provided the item. In most cases, disputes can be resolved directly merchant that provided the item. In most cases, disputes can be resolved directly o between the cardholder and the merchant.between the cardholder and the merchant.between the cardholder and the merchant. T Returns.Returns are handled just like any credit card purchase. Bring or ship the Returns are handled just like any credit card purchase. Bring or ship the item back to the merchant, along with the purchase receipt and request thata credit be placed on your card account. If the item is shipped, keep a copy of the receipt and shipping form in case further follow-up is required. Credits.The merchant should issue credit for any item that has been discussed and agreed to for return. The credit will appear on a subsequent statement. Any item purchased with the VISA Purchasing Card that is returned MUSTbe returned for credit. Do not accept a refund in cash or any other manner. Disputed Items.Contact the Program Administrator. Packet Page Number 271 of 293 J2, Attachment 2 The primary purpose of the audit is to ensure that the Purchasing Card Program procedures are being followed and that: Purchase volume appears reasonable. The card is being used for appropriate transactions. There is a purchase receipt attached to bi-weekly activity statement for each transaction listed on the statement. All transactions are coded properly. The Finance Department will perform audits as needed. ddddd If you should terminate employment with the City of Maplewood or transfer between If you should terminate employment with the City of Maplewood or transfer between If you should terminate employment with the City of Maplewood or transfer between eeeee departments, you must return your card to the Program Administrator prior to your departments, you must return your card to the Program Administrator prior to your departments, you must return your card to the Program Administrator prior to your ccccc termination/transfer date. The card will be canceled and, if needed, a new one will be termination/transfer date. The card will be canceled and, if needed, a new one will be termination/transfer date. The card will be canceled and, if needed, a new one will be issued. aaaaa lllll ppppp eeeee Cardholder consequences: RRRRR Revocation of card. eeeee Other disciplinary action, up to and including termination of employment.Other disciplinary action, up to and including termination of employment.Other disciplinary action, up to and including termination of employment. BBBBB ooooo TTTTT Packet Page Number 272 of 293 J2, Attachment 2 Single Transaction Limit $_________________Exhibit A Monthly Transaction Limit $________________ Name of Purchasing Card Holder:Purchasing Card Account Number: Department Name:Accounting Code: You are being entrusted with a City of Maplewood Purchasing Card. The card is provided to you based on your need to purchase materials for the City. It is not an entitlement nor reflective of title or position. The card may be revoked at any time without your permission. Your signature below indicates that you have read and will comply with the terms of this agreement. I understand that I will be making financial commitments on behalf of the City of Maplewood and will strive to obtain the I understand that I will be making financial commitments on behalf of the City of Maplewood and will strive to obtain the I understand that I will be making financial commitments on behalf of the City of Maplewood and will strive to obtain the best value for the City of Maplewood. I agree, upon receipt of merchandise from a merchant, to verify the accuracy of the best value for the City of Maplewood. I agree, upon receipt of merchandise from a merchant, to verify the accuracy of the best value for the City of Maplewood. I agree, upon receipt of merchandise from a merchant, to verify the accuracy of the billings and to retain supporting receipts (the receipts are to be descriptive documentation from the merchant including billings and to retain supporting receipts (the receipts are to be descriptive documentation from the merchant including billings and to retain supporting receipts (the receipts are to be descriptive documentation from the merchant including d items purchased, quantity and price) for bi-weekly statement reconciliation. e I will receive a bi-weekly statement, which will report all purchasing activity during the statement period. Since I am weekly statement, which will report all purchasing activity during the statement period. Since I am weekly statement, which will report all purchasing activity during the statement period. Since I am responsible for all charges (but not for payment) on the card, I will reconcile the statement and resolve any discrepancies responsible for all charges (but not for payment) on the card, I will reconcile the statement and resolve any discrepancies responsible for all charges (but not for payment) on the card, I will reconcile the statement and resolve any discrepancies c by either contacting the supplier or US Bank Customer Service. The reconciled statement and supporting receipts must by either contacting the supplier or US Bank Customer Service. The reconciled statement and supporting receipts must by either contacting the supplier or US Bank Customer Service. The reconciled statement and supporting receipts must be received in the Finance Department within 15 days of the statement date. Cards may be revoked due to continued be received in the Finance Department within 15 days of the statement date. Cards may be revoked due to continued be received in the Finance Department within 15 days of the statement date. Cards may be revoked due to continued a l tardiness. p If the card is lost, I will immediately notify US Bank Customer Service at (800) 344If the card is lost, I will immediately notify US Bank Customer Service at (800) 344If the card is lost, I will immediately notify US Bank Customer Service at (800) 344-5696 and the Program Administrator in the Finance Department. If the card is stolen, I will immediately notify US Bank and the Program Administrator.the Finance Department. If the card is stolen, I will immediately notify US Bank and the Program Administrator.the Finance Department. If the card is stolen, I will immediately notify US Bank and the Program Administrator. e Should I terminate employment with the City of Maplewood or transfer between departments, I will return the card to tShould I terminate employment with the City of Maplewood or transfer between departments, I will return the card to tShould I terminate employment with the City of Maplewood or transfer between departments, I will return the card to the Program Administrator prior to my termination/transfer date. I agree to surrender the Purchasing Card immediately upon Program Administrator prior to my termination/transfer date. I agree to surrender the Purchasing Card immediately upon Program Administrator prior to my termination/transfer date. I agree to surrender the Purchasing Card immediately upon R termination of employment whether for retirement, voluntary, or involuntary reasons.termination of employment whether for retirement, voluntary, or involuntary reasons.termination of employment whether for retirement, voluntary, or involuntary reasons. The Purchasing Card is property of the City of Maplewood. As such, I understand that I may be periodically required to The Purchasing Card is property of the City of Maplewood. As such, I understand that I may be periodically required to The Purchasing Card is property of the City of Maplewood. As such, I understand that I may be periodically required to e comply with internal control procedures designed to protect city assets. This may include being asked to produce the card comply with internal control procedures designed to protect city assets. This may include being asked to produce the card comply with internal control procedures designed to protect city assets. This may include being asked to produce the card to validate its existence and account number.to validate its existence and account number.to validate its existence and account number. B As holder of the Purchasing Card, I agree to accept the responsibility for the protection and proper use of the card, as As holder of the Purchasing Card, I agree to accept the responsibility for the protection and proper use of the card, as As holder of the Purchasing Card, I agree to accept the responsibility for the protection and proper use of the card, as stated above. I understand that under no circumstances will I use the Purchasing Card to purchase City of Maplewood stated above. I understand that under no circumstances will I use the Purchasing Card to purchase City of Maplewood stated above. I understand that under no circumstances will I use the Purchasing Card to purchase City of Maplewood o restricted items or make personal purchases, either for myself or for others. Using the card for personal charges could be restricted items or make personal purchases, either for myself or for others. Using the card for personal charges could be restricted items or make personal purchases, either for myself or for others. Using the card for personal charges could be considered misappropriation of the City of Maplewood funds and could result in disciplinary action, up to and including considered misappropriation of the City of Maplewood funds and could result in disciplinary action, up to and including considered misappropriation of the City of Maplewood funds and could result in disciplinary action, up to and including T termination of employment. The Purchasing Card is issued in my name. I will not allow any other person to use the card. I agree that should I violate the terms of this Agreement and use the Purchasing Card for personal use or gain that I will reimburse the City of Maplewood for all incurred charges and any fees related to the collection of those charges. I have read and will follow the Purchasing Card Policies and Procedures Manual. Failure to do so could be considered as misappropriation of the City of Maplewood funds. Failure to comply with any of the above procedures may result in either revocation of my use privileges or other disciplinary action, up to and including termination. CardholderDate Department HeadDate Program AdministratorDate Packet Page Number 273 of 293 J2, Attachment 3 City Council November 27, 2017 Financial Policies Overview Packet Page Number 274 of 293 J2, Attachment 3 Packet Page Number 275 of 293 J2, Attachment 3 •••• Packet Page Number 276 of 293 J2, Attachment 3 ••••• • Packet Page Number 277 of 293 J2, Attachment 3 ••••••• •• Packet Page Number 278 of 293 J2, Attachment 3 ••••• • Packet Page Number 279 of 293 J2, Attachment 3 •••••• Packet Page Number 280 of 293 J2, Attachment 3 •••• Packet Page Number 281 of 293 J2, Attachment 3 ••• Packet Page Number 282 of 293 J2, Attachment 3 ••• Packet Page Number 283 of 293 J2, Attachment 3 ••••••• •• Packet Page Number 284 of 293 J2, Attachment 3 ••••• •• Packet Page Number 285 of 293 J2, Attachment 3 ••• • Packet Page Number 286 of 293 J2, Attachment 3 ••• • Packet Page Number 287 of 293 J2, Attachment 3 •• Packet Page Number 288 of 293 J2, Attachment 3 •• Packet Page Number 289 of 293 J2, Attachment 3 ••• ••• • Packet Page Number 290 of 293 J2, Attachment 3 ••••• • Packet Page Number 291 of 293 J2, Attachment 3 • • Packet Page Number 292 of 293 J2, Attachment 3 Packet Page Number 293 of 293