HomeMy WebLinkAbout2019-10-28 City Council Meeting PacketAGENDA
MAPLEWOOD CITY COUNCIL
7:00 P.M. Monday, October 28, 2019
City Hall, Council Chambers
Meeting No. 20-19
A. CALL TO ORDER
B. PLEDGE OF ALLEGIANCE
C. ROLL CALL
D. APPROVAL OF AGENDA
E. APPROVAL OF MINUTES
1. October 14, 2019 City Council Meeting Minutes
F. APPOINTMENTS AND PRESENTATIONS
1. Administrative Presentations
a. Council Calendar Update
2. Council Presentations
3. Resolution for Commissioner Appointments
G. CONSENT AGENDA — Items on the Consent Agenda are considered routine and non-
controversial and are approved by one motion of the council. If a councilmember requests
additional information or wants to make a comment regarding an item, the vote should be
held until the questions or comments are made then the single vote should be taken. If a
councilmember objects to an item it should be removed and acted upon as a separate item.
1. Approval of Claims
2. Close Funds
3. 2020 SCORE Funding Grant Application
4. Conditional Use Permit Amendment Resolution, Automotive Technology School,
2525 White Bear Avenue North
5. Strategic Plan Update for Third Quarter 2019
6. Professional Services Agreement with Wold Architects and Engineers to Conduct a
Fire Station Needs Assessment and Design Recommendations
7. Resolution Accepting Donation from James and Amy Krohn
8. Purchase of Three Tilt -Deck Trailers
9. Purchase of One Single Axle Plow Truck
10. Resolution for Receipt of Special Assessment Deferment Paperwork Relating to City
Projects 18-01 Ferndale -Ivy Area Street Improvements and 18-27 Mailand-Crestview
Forest Area Street Improvements
11. Resolution Approving Cost Share Agreement with the Metropolitan Council for
Inflow/Infiltration Improvements
12. Storage Lease Agreement with Century College for the Storage of One Fire Truck
H. PUBLIC HEARINGS — If you are here for a Public Hearing please familiarize yourself with
the Rules of Civility printed on the back of the agenda. Sign in with the City Clerk before
addressing the council. At the podium please state your name and address clearly for the
record. All comments/questions shall be posed to the Mayor and Council. The Mayor will
then direct staff, as appropriate, to answer questions or respond to comments.
None
I. UNFINISHED BUSINESS
1. Recycling Cart Purchase Analysis
J. NEW BUSINESS
1. Frost English Village, Commercial Retail Building, 1905 English Street North
a. Conditional Use Permit Resolution
b. Lot Division
c. Design Review
2. Carver Elementary School Addition and Remodel, 2680 Upper Afton Road East
a. Conditional Use Permit Amendment Resolution
b. Design Review
3. Elim Care Senior Housing Facility, 1534 County Road C East
a. Comprehensive Plan Amendment Resolution
b. Planned Unit Development Resolution
c. Lot Division
d. Design Review
4. Harvest Park Master Plan
a. Preparation of the Park Master Plan
b. Professional Design Services by LHB, Inc.
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 651.249.2000 to make arrangements. Assisted Listening Devices are also available. Please check with
the City Clerk for availability.
RULES OF CIVILITY FOR THE CITY COUNCIL, BOARDS, COMMISSIONS AND OUR COMMUNITY
Following are rules of civility the City of Maplewood expects of everyone appearing at Council
Meetings - elected officials, staff and citizens. It is hoped that by following these simple rules, everyone's
opinions can be heard and understood in a reasonable manner. We appreciate the fact that when appearing
at Council meetings, it is understood that everyone will follow these principles:
Speak only for yourself, not for other council members or citizens - unless specifically tasked by your
colleagues to speak for the group or for citizens in the form of a petition.
Show respect during comments and/or discussions, listen actively and do not interrupt or talk
amongst each other.
Be respectful of the process, keeping order and decorum. Do not be critical of council members,
staff or others in public.
Be respectful of each other's time keeping remarks brief, to the point and non -repetitive.
A
C.
E
MINUTES
MAPLEWOOD CITY COUNCIL
7:00 P.M. Monday, October 14, 2019
City Hall, Council Chambers
Meeting No. 19-19
CALL TO ORDER
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A meeting of the City Council was held in the City Hall Council Chambers and was called
to order at 7:00 p.m. by Mayor Abrams.
Mayor Abrams reported on the Transportation Conference in Richmond, VA she
attended. Public Works Director Love gave additional information about the conference.
PLEDGE OF ALLEGIANCE
ROLL CALL
Marylee Abrams, Mayor
Present
Kathleen Juenemann, Councilmember
Present
William Knutson, Councilmember
Present
Sylvia Neblett, Councilmember
Present
Bryan Smith, Councilmember
Present
APPROVAL OF AGENDA
Agenda item G12 was removed from the agenda.
Agenda item G14 Accept Traditional Hmong Necklace from the Moua Family with
Unison Restaurant & Banquet Hall was added to the consent agenda.
The following items were added to the agenda under Council Presentation:
Gold Line
T21
Commission Candidate Interview Suggestion
Tartan Exchange Student from Pakistan
Harambee Elementary Construction Project
Nepali Kitchen
Fall Clean -Up
Councilmember Juenemann moved to
Seconded by Councilmember Neblett
The motion passed.
APPROVAL OF MINUTES
rove the aaenda as amended.
Ayes — All
1. September 23, 2019 City Council Workshop Minutes
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Councilmember Knutson moved to approve the September 23, 2019 City Council
Workshop Minutes as submitted.
Seconded by Councilmember Neblett Ayes — Mayor Abrams, Council
Members Knutson, Neblett
and Smith
Abstain — Councilmember Juenemann
The motion passed.
2. September 23, 2019 City Council Meeting Minutes
Councilmember Smith moved to approve the September 23, 2019 City Council Meeting
Minutes as submitted.
Seconded by Councilmember Neblett Ayes — Mayor Abrams, Council
Members Knutson, Neblett
and Smith
Abstain — Councilmember Juenemann
The motion passed.
F. APPOINTMENTS AND PRESENTATIONS
1. Administrative Presentations
a. Council Calendar Update
City Manager Coleman gave an update to the council calendar; reviewed other topics of
concern or interest requested by councilmembers; and gave an overview of upcoming
events in the community.
2. Council Presentations
Gold Line
Councilmember Smith reported on the Gold Line quarterly Management Team Meeting
he recently attended.
T21
Councilmember Neblett reported on emails from citizens regarding where the council is
with T21. City Manager Coleman gave an update on the status of T21. Mayor Abrams
gave additional information on T21.
Commission Candidate Interview Suggestion
Councilmember Neblett reported on the Commission Candidate Interview Suggestions
the council received from City Manager Coleman and how to diversify the commissions.
Tartan Exchange Student from Pakistan
Mayor Abrams introduced Machal Wajiid, from Pakistan; she is in the US on a federal
YES scholarship and is attending Tartan High School. Machal addressed the council to
give additional information on the scholarship and her US experience.
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Harambee Elementary Construction Project
Mayor Abrams reported on the ground breaking at Harambee Elementary School to
celebrate the renovations that had been done in the building.
Napoli Kitchen
Mayor Abrams reported on the ribbon -cutting at the new Nepali Kitchen in Maplewood.
Fall Clean -Up
Councilmember Juenemann reported on the 2019 Fall Clean -Up.
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.
The following items were highlighted G3, G4, G5, and G11.
Councilmember Juenemann moved to approve agenda items G1 -G11 and G13 -G14.
Seconded by Councilmember Neblett Ayes — All
The motion passed.
1. Approval of Claims
Councilmember Juenemann moved to approve the approval of claims.
ACCOUNTS PAYABLE:
$ 647,022.43 Checks #104307 thru #104340
dated 09/24/19
$ 692,176.62 Disbursements via debits to checking account
dated 09/16/19 thru 09/20/19
$ 463,306.21 Checks #104343 thru # 104371
dated 10/01/19
$ 453,749.84 Disbursements via debits to checking account
dated 09/23/19 thru 09/27/19
$ 666,674.09 Checks # 104372 thru # 104412
dated 10/02/19 thru 10/08/2019
$ 776,560.50 Disbursements via debits to checking account
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dated 09/30/19 thru 10/04/19
$ 3,699,489.69 Total Accounts Payable
PAYROLL
$ 585,794.20
Payroll Checks and Direct Deposits dated 09/20/19
$ 3,276.03
Payroll Deduction check # 99103906 thru # 99103910 dated 09/20/19
$ 597,226.49
Payroll Checks and Direct Deposits dated 10/04/19
$ 2,569.23
Payroll Deduction check # 99103926 thru # 99103929 dated 10/04/19
$ 1,188,865.95 Total Payroll
$ 4,888,355.64 GRAND TOTAL
Seconded by Councilmember Neblett Ayes — All
The motion passed.
2. Resolution to Authorize Fire Truck Tax -Exempt Lease Financing
Councilmember Juenemann moved to approve the resolution authorizing the execution
and delivery of a lease -purchase agreement and related documents; and declaring the
official intent of the city to reimburse certain expenditures from the proceeds thereof.
Resolution 19-10-31
Authorizing the Execution and Delivery of a Lease -Purchase Agreement and Related
Documents; and Declaring the Official intent of the City to Reimburse Certain
Expenditures from the Proceeds Thereof
BE IT RESOLVED by the City Council of the City of Maplewood, Ramsey
County, Minnesota (the "City"), as follows:
Section 1. Recitals.
1.01. The City is authorized by Minnesota Statutes, Section 465.71, as
amended (the "Act"), to acquire personal property under lease -purchase agreements.
1.02. The City intends to purchase a fire truck (the "Equipment") for use by
the City's fire department.
1.03. The City intends to enter into a Master Tax -Exempt Lease/Purchase
Agreement, as supplemented by all exhibits and schedule attached thereto (collectively,
the "Lease"), dated on or after the date hereof, with U.S. Bancorp Government Lease
and Finance, Inc. (the "Lender") to finance the acquisition of the Equipment.
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1.04. The Lease requires the City to make payments (the "Lease
Payments") representing principal and interest, during the term of the Lease, subject to
the right of the City, as required by the Act, at the end of any fiscal year to determine not
to appropriate for future Lease Payments. The aggregate principal amount to be paid by
the City pursuant to the Lease is $720,000.00 and the interest component of the Lease
Payments to be made by the City under the Lease is computed at a rate of 2.275% per
annum. Upon payment of all Lease Payments, the Lease will terminate, and the
Equipment will be the property of the City.
1.05. A form of the Lease has been prepared by the Lender and is on file
with the City Clerk.
Section 2.Findings. On the basis of information given the City to date, it is hereby found,
determined, and declared that:
(a) It is desirable and in the best interest of the City to purchase the
Equipment and to enter into the Lease.
(b) The terms of the Lease are found to be advantageous to the City and
the form and terms thereof are approved.
(c) The Equipment constitutes essential government property, and the
City presently intends to appropriate all Lease Payments under the Lease for the term of
the Lease; however, the obligations of the City under the Lease are not to be payable
from nor charged upon any funds of the City other than the funds appropriated annually
to the payment thereof, and the Lease will not constitute a charge, lien or encumbrance,
legal or equitable, upon any property of the City except its interest in the Lease and in
the Equipment.
Section 3.Authorized Officials. The Lease and all related documents (the "Financing
Documents") and the acquisition and financing of the Equipment under the terms and
conditions as described in the Financing Documents are hereby approved. The Mayor
of the City, the City Manager, and any other officer of the City who is required to execute
contracts on behalf of the City are, and each of them hereby is, authorized to execute,
acknowledge and deliver the Financing Documents with any changes, insertions and
omissions therein as may be approved by the officers who execute the Financing
Documents, such approval to be conclusively evidenced by such execution and delivery
of the Financing Documents. The Mayor of the City, the City Manager, and any other
required officer of the City are authorized to affix the official seal of the City to the
Financing Documents and attest the same.
Section 4. Execution of Documents. The proper officers of the City are hereby
authorized and directed to execute and deliver any and all papers, instruments,
documents opinions, certificates, affidavits and other documents and to do or cause to
be done any and all other acts and things necessary or proper for carrying out this
resolution and the Financing Documents.
Section 5. Payment of Lease Payments. The City will pay to the Lender, promptly when
due, all of the Lease Payments and other amounts required by the Lease. To provide
moneys to make such payments, the City will include in its annual budget, for each
Fiscal Year during the term of the Lease, commencing with the Fiscal Year ending on
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December 31, 2020, moneys sufficient to pay and for the purpose of paying all Lease
Payments, a reasonable estimate of Lease Payments, and other amounts payable under
the Lease, and will take all other actions necessary to provide moneys for the payment
of the obligations of the City under the Lease from sources of the City lawfully available
for the purpose. The agreement of the City in this section is subject to the City's right to
terminate the Lease at the end of any Fiscal Year, as set forth in the Lease.
Section 6. Registration and Transfer. The City Finance Director of the City is hereby
appointed the registrar with respect to the Lease. The City will cause to be kept a
register in which the registrar shall provide for the registration of the Lease.
The Lease shall be registered in the name of the payee on the books of the registrar
initially and when notice of any transfer or assignment is received. The City and
registrar may treat the registered owner of the Lease as the person exclusively entitled
to exercise all the rights and powers of the owner.
The registrar shall require payment of a sum sufficient to cover any tax or other
governmental charge payable in connection with the transfer of the Lease.
Section 7.Treatment of Registered Owner. The City and the registrar may treat the
person in whose name the Lease is registered as the owner of the Lease for the purpose
of receiving payments thereon and for all other purposes whatsoever, and neither the
City nor the registrar shall be affected by notice to the contrary.
Section 8.Qualified Tax -Exempt Obligation. In order to qualify the Lease as a "qualified
tax-exempt obligation" within the meaning of Section 265(b)(3) of the Code, the City
makes the following factual statements and representations:
(a) the Lease is not a "private activity bond" as defined in Section 141 of
the Code;
(b) the City designates the Lease as a "qualified tax-exempt obligation"
for purposes of Section 265(b)(3) of the Code;
(c) the reasonably anticipated amount of tax-exempt obligations (other
than private activity bonds that are not qualified 501(c)(3) bonds and 501(c)(3) bonds)
which will be issued by the City (and all subordinate entities of the City) during calendar
year 2019 will not exceed $10,000,000; and
(d) not more than $10,000,000 of obligations issued by the City during
calendar year 2019 have been designated for purposes of Section 265(b)(3) of the
Code.
Section 9. No Arbitrage. Until expended on the Equipment, the proceeds of the Lease
will be deposited and utilized in conformance with the terms thereof. Payments on the
Lease shall be made from annual appropriations made by the City Council in each fiscal
year, and money to make such payment shall not be segregated in any special fund of
the City. No portion of the proceeds of the Lease will be used directly or indirectly to
acquire higher yielding investments or to replace funds which were used directly or
indirectly to acquire higher yielding investments. In addition, the proceeds of the Lease
and money used to make payments on the Lease shall not be invested in obligations or
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deposits issued by, guaranteed by or insured by the United States or any agency or
instrumentality thereof if and to the extent that such investment would cause the Lease
to be "federally guaranteed" within the meaning of Section 149(b) of the Code.
Section 10. Records and Certificates. The proper officers of the City are hereby
authorized and directed to prepare and furnish to the Lender and Kennedy and Graven,
Chartered, as bond counsel to the City, certified copies of all proceedings and records of
the City relating to the Lease and to the financial condition and affairs of the City, and
such other affidavits, certificates and information as are required to show the facts
relating to the legality of the Lease, and all such certified copies, certificates, and
affidavits, including any heretofore furnished, shall be deemed representations of the
City as to the facts recited therein.
Section 11. Negative Covenants as to Use of Proceeds and Equipment. The City
hereby covenants not to use the proceeds of the Lease or to use the Equipment, or to
cause or permit them to be used, or to enter into any deferred payment arrangements for
the cost of the Equipment, in such a manner as to cause the Lease to be a "private
activity bond" within the meaning of Sections 103 and 141 through 150 of the Code. The
City reasonably expects that no actions will be taken over the term of the Lease that
would cause it to be a "private activity bond", and the average term of the Lease is no
longer than reasonably necessary for the governmental purpose. The City hereby
covenants not to use the proceeds of the Lease in such a manner as to cause the Lease
to be a "hedge bond" within the meaning of Section 149(g) of the Code.
Section 12. Tax -Exempt Status of Lease; Rebate; Elections. The City shall comply
with the requirements necessary under the Code to establish and maintain the exclusion
from gross income under Section 103 of the Code of the interest on the Lease. If any
elections are available now, or hereafter with respect to arbitrage or rebate matters
relating to the Lease, the Mayor, City Finance Director, or either of them, are hereby
authorized and directed to make such elections as they deem necessary, appropriate or
desirable in connection with the Lease in order to retain the tax-exempt status, and all
such elections shall be, and shall be deemed and treated as, elections of the City.
Section 13. Declaration of Official Intent to Reimburse Certain Costs from Proceeds of
the Lease. The City hereby makes this declaration of official intent (the "Declaration") to
reimburse the expenditures made or to be made with respect to the Equipment from the
proceeds of the Lease in accordance with Treasury Regulations, Section 1.150-2
(the "Reimbursement Regulations") promulgated under the Code. All reimbursed
expenditures will be capital expenditures, costs of issuance of the bonds, or other
expenditures eligible for reimbursement under Section 1.150-2(d)(3) of the
Reimbursement Regulations. This Declaration has been made not later than 60 days
after payment of any original expenditure to be subject to a reimbursement allocation
with respect to the proceeds of tax-exempt obligations, except for the following
expenditures: (a) costs of issuance of bonds; (b) costs in an amount not in excess of
$100,000 or 5 percent of the proceeds of an issue; or (c) "preliminary expenditures" up
to an amount not in excess of 20 percent of the aggregate issue price of the issue or
issues that finance or are reasonably expected by the City to finance the project for
which the preliminary expenditures were incurred. The term "preliminary expenditures"
includes architectural, engineering, surveying, bond issuance, and similar costs that are
incurred prior to commencement of acquisition, construction or rehabilitation of a project,
other than land acquisition, site preparation, and similar costs incident to
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commencement of construction
Section 14. Bond Counsel. Kennedy and Graven, Chartered is hereby designated as
bond counsel to the City with respect to the Lease and is hereby authorized to take all
actions necessary to prepare necessary documents to permit the execution of the Lease
and the financing of the Equipment.
Section 15. Severability. If any section, paragraph or provision on this resolution shall
be held to be invalid, or unenforceable for any reason, the invalidity or unenforceability of
such section, paragraph, or provision shall not affect any of the remaining provisions of
this resolution.
Section 16. Headings. Headings in this resolution are included for convenience only
and are not a part hereof. The headings in this resolution are not intended to limit or
define the meaning of any provision hereto.
Seconded by Councilmember Neblett Ayes — All
The motion passed.
3. Resolution Accepting Donation from Grupa Portrait Studio, LLC
Councilmember Juenemann moved to approve the resolution accepting a donation in
the amount of $500.00 from Grupa Portrait Studio, LLC and to authorize the Finance
Director to increase the Youth Scholarship Fund budaet by that amount: $500.00.
Resolution 19-10-32
Acceptance of Donation
WHEREAS the City of Maplewood and the Parks and Recreation Department
has received a donation of $500.00 in support of the department;
NOW, THEREFORE, BE IT RESOLVED that the Maplewood City Council
authorizes the City of Maplewood, Parks and Recreation Department to accept this
donation.
Seconded by Councilmember Neblett Ayes — All
The motion passed.
4. Resolution Accepting Donation from Cynthia Gillett and Daniel Sadoff
Councilmember Juenemann moved to approve the resolution accepting a donation in
the amount of $1,000.00 from Cynthia Gillett and Daniel Sadoff for a bench at Fish
Creek Preserve.
Resolution 19-10-33
Acceptance of Donation
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WHEREAS the City of Maplewood and the Parks and Recreation Department
has received a donation of $1000.00 for a bench and plaque from Cynthia Gillett and
Daniel Sadoff;
NOW, THEREFORE, BE IT RESOLVED that the Maplewood City Council
authorizes the City of Maplewood, Parks and Recreation Department to accept this
donation.
Seconded by Councilmember Neblett Ayes — All
The motion passed.
5. Resolution Accepting Complete Count Committee Grant
Councilmember Juenemann moved to approve the resolution accepting the Minneapolis
Foundation Grant in the amount of $750.00 for the Census Complete Count Committee.
Resolution 19-10-34
Acceptance of Donation
WHEREAS the City of Maplewood, through its Census Complete Count
Committee has been awarded a grant of $750.00 to help offset Census outreach costs;
NOW, THEREFORE, BE IT RESOLVED that the Maplewood City Council
authorizes the City of Maplewood to accept this donation.
Seconded by Councilmember Neblett Ayes — All
The motion passed.
6. Resolution for a Lawful Gambling Premises Permit for Tartan Area Youth
Hockey at Buffalo Wild Wings, 3085 White Bear Avenue
Councilmember Juenemann moved to approve the resolution for a lawful gambling
Premises permit for Tartan Area Youth Hockey to conduct gambling activities at Buffalo
Wild Wings, 3085 White Bear Avenue.
Resolution 19-10-35
Lawful Gambling Premises Permit for
Tartan Area Youth Hockey at Buffalo Wild Wings
WHEREAS, Tartan Area Youth Hockey has submitted an application to the City
of Maplewood requesting City approval of a Lawful Gambling Premises permit
application, to be used at Buffalo Wild Wings, 3085 White Bear Avenue, Maplewood,
MN;
WHEREAS, local approval is required prior to the Gambling Control Board's
issuance of a premises permit;
BE IT HEREBY RESOLVED, by the City Council of Maplewood, MN, that the
premises permit for lawful gambling is approved for Tartan Area Youth Hockey to
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conduct gambling activities at Buffalo Wild Wings, 3085 White Bear Avenue,
Maplewood, MN.
FURTHERMORE, that the Maplewood City Council requests that the Gambling
Control Board approve said permit application as being in compliance with Minnesota
Statute §349.213.
NOW, THEREFORE, be it further resolved that this Resolution by the City
Council of Maplewood, MN, be forwarded to the Gambling Control Board for their
approval.
Seconded by Councilmember Neblett Ayes — All
The motion passed.
7. Designation of Official Newspaper
Councilmember Juenemann moved to approve to designate the Pioneer Press as the
official newspaper for the city of Maplewood.
Seconded by Councilmember Neblett Ayes — All
The motion passed.
8. Contract for Purchase of Gas and Diesel Fuel with the State of Minnesota
Fixed Price Fuel Program for 2020
Councilmember Juenemann moved to approve to direct the Mayor and City Manager to
enter into a contract with the State of Minnesota Fixed Price Fuel Program for 2020 fuel
purchases.
Seconded by Councilmember Neblett Ayes — All
The motion passed.
9. Resolution Directing Modification of Existing Construction Contract, Change
Order No. 1, Gladstone Phase 3 Corridor Improvements, City Project 16-18
Councilmember Juenemann moved to approve the resolution Directing Modification of
Existing Construction Contract, Change Order No. 1, City Project 16-18, and authorize
the Mayor and City Manager to sign Change Order No. 1.
Resolution 19-10-36
Directing Modification of Existing Construction Contract
Project 16-18, Change Order No. 1
WHEREAS, the City Council of Maplewood, Minnesota has heretofore ordered
Improvement Project 16-18, Gladstone Phase 3 Corridor Improvements, and has let a
construction contract pursuant to Minnesota Statutes, Chapter 429, and
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WHEREAS, it is now necessary and expedient that said contract be modified and
designated as Gladstone Phase 3 Corridor Improvements, City Project 16-18, Change
Order No. 1.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF
MAPLEWOOD, MINNESOTA, that:
1. The Mayor and City Manager are hereby authorized and directed to modify
the existing contract by executing said Change Order No. 1 which is an
increase of $57,517.13.
The revised contract amount is $4,049,618.78.
Seconded by Councilmember Neblett Ayes — All
The motion passed
10. Purchase of One Utility Tractor
Councilmember Juenemann moved to approve the purchase of one utility tractor and
direct the Mayor and City Manager to enter into a contract with Frontier Aq and Turf for
the purchase under MN State Contract #021815 -DAC in the amount of $147,469.17.
Seconded by Councilmember Neblett Ayes — All
The motion passed.
11. Agreement with City of St. Paul and Acceptance of Department of Public
Safety Grant Money
Councilmember Juenemann moved to approve the agreement with City of St. Paul and
accept the Department of Public Safety grant money.
Seconded by Councilmember Neblett Ayes — All
The motion passed.
12. 2019 - 2020 School Resource Officer Agreement with Independent School
District 622
This item was removed from the agenda.
13. TGK Automotive Service, 2545 Conway Avenue East
a. Conditional Use Permit Resolution
b. Setback Variance Resolution
c. Design Review
Councilmember Juenemann moved to approve the conditional use permit resolution for
a motor vehicle maintenance garage at 2545 Conway Avenue East which is within the
business commercial zoning district.
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Resolution 19-10-37
Conditional Use Permit Resolution
WHEREAS, TGK Automotive Specialists, owner of the property located at 2545
Conway Avenue East, has applied for a conditional use permit for its motor vehicle
maintenance garage within the Business Commercial (BC) district.
WHEREAS, this permit applies to the property located at 2545 Conway Avenue
East. The legal description of the property is:
The South 205 feet of the West 188.84 feet of the South 2/3 of
the West 1/2 of the East 3/4 of the Southwest 1/4 of the
Northeast 1/4 of Section 36, Township 29, Range 22, Ramsey
County, Minnesota
WHEREAS, the history of this conditional use permit is as follows:
On September 17, 2019, 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 October 14, 2019, 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:
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.
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6. The use would be served by adequate public facilities and services,
including streets, police and fire protection, drainage structures, water
and sewer systems, schools and parks.
7. The use would not create excessive additional costs for public facilities or
services.
8. The use would maximize the preservation of and incorporate the site's
natural and scenic features into the development design.
9. The use would cause minimal adverse environmental effects.
Approval is subject to the following conditions:
1. All construction shall follow the site plan approved by the city. The director of
community development may approve minor changes.
2. The proposed construction must be 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 property owner shall not park on the grass or landscaped areas.
5. All activity shall be confined to the site. There shall be no loading or
unloading of vehicles on the street rights-of-way. All employees must park
within the site. No employee parking is allowed on any nearby public streets.
6. The motor vehicle maintenance garage shall not store damaged vehicles on
the site except in the building.
7. The motor vehicle maintenance garage shall not store any tires, vehicle parts,
garbage, trash, waste materials or other debris outside. All such storage must
be inside the building or in approved enclosure.
8. The motor vehicle maintenance garage shall ensure that all vehicle repair,
assembly, disassembly and maintenance is done within the enclosed
building.
9. The site shall install needed security lighting and cameras.
10. Comply with all city ordinance requirements for signage and parking.
Seconded by Councilmember Neblett Ayes — All
The motion passed.
Councilmember Juenemann moved to approve the setback variance resolution for a
motor vehicle maintenance garage at 2545 Conway Avenue East which allows a 48 -foot
variance from the city's setback requirements.
October 14, 2019 13
City Council Meeting Minutes
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E1
Resolution 19-10-38
Setback Variance Resolution
WHEREAS, TGK Automotive Specialists, owner of the property located at 2545
Conway Avenue East, has, applied for a 48 -foot setback variance to build an addition to
its motor vehicle maintenance garage building near residential properties the city has
planned for residential use. The property is setback 302 feet from the nearest residential
property line.
WHEREAS, Section 44-512(8)(c) requires motor vehicle maintenance garages
be setback 350 feet of any property that the city is planning for residential use.
WHEREAS, the applicant's property is setback 302 feet from property that the
city is planning for residential use.
WHEREAS, this variance applies to the property located at 2545 Conway
Avenue East. The legal description of the property is:
The South 205 feet of the West 188.84 feet of the South 2/3 of
the West 1/2 of the East 3/4 of the Southwest 1/4 of the
Northeast 1/4 of Section 36, Township 29, Range 22, Ramsey
County, Minnesota
WHEREAS, the history of this variance is as follows:
On September 17, 2019, 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 variance.
2. On October 14, 2019, the city council discussed the variance. 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 variance for the following reasons:
The proposed use would be in harmony with the general purposes and
intent of the zoning ordinance since this property has been used as a
motor vehicle maintenance garage for 57 years.
2. The existing and future use of the property is consistent with the
commercial classification of the Maplewood Comprehensive Plan.
3. The applicant is proposing to use the property in a reasonable manner
that would otherwise not be permitted by the city's requirement that motor
vehicle maintenance garages be setback 350 foot from properties the city
has planned for residential.
October 14, 2019 14
City Council Meeting Minutes
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E1
4. Strict enforcement of the ordinance would cause the applicant practical
difficulties because complying with the setback requirement stipulated by
the ordinance would prohibit the addition to the motor vehicle
maintenance garages on this site.
Seconded by Councilmember Neblett Ayes — All
The motion passed.
Councilmember Juenemann moved to approve the design plans date-stamped
September 4, 2019 for the 1,952 square foot building addition to the site located at 2545
Conway Avenue East. Approval is subject to the applicant doing the following:
1. Repeat this review in two years if the city has not issued a building permit for this
project.
2. All requirements of the fire marshal and building official must be met.
3. Meet all requirements in the engineering report, dated September 4, 2019.
4. Prior to the issuance of a building permit, the applicant shall submit for staff approval
a revised site plan showing all non -accessible parking spaces being at least nine
feet, six inches in width.
5. Prior to the issuance of a building permit, the applicant shall provide the city with
cash escrow or an irrevocable letter of credit for the exterior site improvements. Staff
shall determine the dollar amount of the escrow.
6. All work shall follow the approved plans. The director of community development
may approve minor changes.
7. The applicant shall fix the existing light standards.
8. The existing damaged panels shall be fixed on the south side of the building.
Seconded by Councilmember Neblett Ayes — All
The motion passed.
14. Accept Traditional Hmong Necklace from the Moua Family with Unison
Restaurant & Banquet Hall
Councilmember Juenemann moved to accept the Traditional Hmong Necklace from the
Moua family with Unison Restaurant & Banquet Hall.
Seconded by Councilmember Neblett Ayes — All
The motion passed.
H. PUBLIC HEARINGS — If you are here fora Public Hearing please familiarize yourself
with the Rules of Civility printed on the back of the agenda. Sign in with the City Clerk
before addressing the council. At the podium please state your name and address
clearly for the record. All comments/questions shall be posed to the Mayor and Council.
The Mayor will then direct staff, as appropriate, to answer questions or respond to
comments.
None
October 14, 2019 15
City Council Meeting Minutes
Packet Page Number 15 of 334
E1
UNFINISHED BUSINESS
Award of 2020 Charitable Gambling Funds
City Manager Coleman gave the report.
Councilmember Juenemann moved to approve the proposed award amounts below.
Organization
Amount
Requested
Recommended
Award
Carver Elementary PTO
$
5,859.00
$
1,400.00
CHILD, Inc.
$
2,000.00
$
1,330.00
Dispute Resolution Center
$
3,000.00
$
1,070.00
Friends of Maplewood Nature
$
6,000.00
$
1,940.00
ISD 622 Education Foundation
$
2,500.00
$
1,800.00
ISD 622 Fusion Drumline Parent Booster Organization
$
1,000.00
$
500.00
ISD 622 Gladstone Meals on Wheels
$
5,000.00
$
2,030.00
Maplewood Area Historical Society
$
9,250.00
$
2,160.00
Maplewood Police Reserves
$
2,500.00
$
1,480.00
Maplewood Youth Scholarship Fund
$
3,500.00
$
2,230.00
North High School Bands
$
2,000.00
$
760.00
North High School Robotics Team 2501
$
5,000.00
$
1,170.00
Northern Lights Show Choir
$
5,000.00
$
1,200.00
Operation Grace MN
$
3,000.00
$
1,740.00
Prevent 7
$
3,500.00
$
1,020.00
Ramsey County Fair
$
2,500.00
$
1,170.00
Silver Lake Improvement Association
$
1,000.00
$
400.00
Special Olympics MN - Maplewood Monarchs
$
1,000.00
$
800.00
Tubman Family Alliance
$
1,500.00
$
1,250.00
Weaver Elementary School
$
3,000.00
$
1,310.00
Webster Elementary School
$
3,000.00
$
1,370.00
YMCA of the Greater Twin Cities
$
3,500.00
$
1,870.00
Seconded by Councilmember Smith Ayes — All
The motion passed.
J. NEW BUSINESS
None
K. AWARD OF BIDS
Resolution Receiving Bids and Awarding Construction Contract for Building
1902 HVAC Upgrades, Project 19-18
Public Works Director Love gave the staff report.
October 14, 2019 16
City Council Meeting Minutes
Packet Page Number 16 of 334
E1
Councilmember Smith moved to approve the Resolution for Receivinq Bids and
Awarding Construction Contract, including Base Bid, and accepting Alternate No. 1, for
the Building 1902 HVAC Upgrades, City project 19-18, to NAC Mechanical and Electrical
Services in the amount of $180,900.
Resolution 19-10-39
Receiving Bids and Awarding Construction Contract
WHEREAS, pursuant to resolution passed by the City Council on August 26,
2019, approving plans and specifications and advertising for bids for the Building 1902
HVAC Upgrades, City Project 19-18, and
WHEREAS, the plans and specifications were advertised for bids, and
WHEREAS, bids were received and opened on September 26, 2019 at 10:00
A. M.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF
MAPLEWOOD, MINNESOTA that the bid by NAC Mechanical & Electrical Services in
the amount of $180,900.00 is the lowest responsible bid for the construction of the
Building 1902 HVAC Upgrades, City Project 19-18, and the Mayor and the City Manager
are hereby authorized and directed to enter into a contract with said bidder for and on
behalf of the City.
FURTHERMORE, a budget of $269,000.00 has been established in the Building
Fund. The Finance Director is hereby authorized to make the financial transfers
necessary to implement the financing plan to finance said project.
Seconded by Councilmember Knutson Ayes — All
The motion passed.
L. ADJOURNMENT
Mayor Abrams adjourned the meeting at 8:07 p.m.
October 14, 2019 17
City Council Meeting Minutes
Packet Page Number 17 of 334
Fla
CITY COUNCIL STAFF REPORT
Meeting Date October 28, 2019
REPORT TO: City Council
REPORT FROM: Melinda Coleman, City Manager
PRESENTER: Melinda Coleman, City Manager
AGENDA ITEM: Council Calendar Update
Action Requested: ❑ Motion ✓ Discussion ❑ Public Hearing
Form of Action: ❑ Resolution ❑ Ordinance ❑ Contract/Agreement ❑ Proclamation
Policy Issue:
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.
Also included is a list of upcoming City -sponsored community events.
Recommended Action:
No motion needed. This is an informational item
Uacomina Aaenda Items and Work Sessions Schedule:
Nov. 12: Workshop: Police Advisory Commission organization/format review
Council: Liquor License Ordinance Update
Nov 16: HEDC/City Council Development Tour (8:30 am to 1 pm)
Nov. 25: Joint HEDC and MEDA Planning Session (4 to 7 pm)
Dec. 9: Workshop: City Assessment Policy; ClearGov Software Demonstration
EDA Meeting: 6 pm
Council: Approval of 2020 Budget & CIP
Council Comments:
Comments regarding Workshops, Council Meetings or other topics of concern or interest.
1. Tobacco 21 — Workshop & Council Meeting — follow up to be scheduled
2. Create Pedestrian Safety Plan — Study underway, fall completion
3. New On Street Parking Ordinance — Report given on July 22nd
4. New Excess calls for Service Ordinance — Report given on July 22nd
5. Pet Licenses — Report given on July 22nd
6. Local Option Sales Tax and Construction Sales Tax Exemption Legislation — in process
Packet Page Number 18 of 334
Fla
Upcoming Community Events:
Date
Time
Event
Location
10/26/19
1- 3 pm
Boo Bash
Bruentrup Farm
10/27/19
1-4 pm
Rice/Larpenteur Fall Festival
Rice Street Gardens
11/12/19
6 - 7:30 pm
Coffee with a Cop (SWAT, specialty
units, K9)
MCCNMCA
11/16/19
8:30 am - 1 pm
HEDC/EDA Development Tour
Meet at City Hall
11/17/19
1 - 3 pm
Coffee with a Cop
3025 Southlawn Drive
12/10/19
3 - 4:30 pm
Business Education Series - 8 Metrics
to Success
1910 Co. Rd B Roseville
12/12/19
7 - 9 am
Employee Holiday Breakfast
MCCNMCA
1/16/19
11:30 am - 1 pm
State of the City Luncheon
MCCNMCA
Packet Page Number 19 of 334
F3
CITY COUNCIL STAFF REPORT
Meeting Date March 11, 2019
REPORT TO: Melinda Coleman, City Manager
REPORT FROM: Lois Knutson, Administrative Services & Performance Measurement
Coordinator
PRESENTER: Melinda Coleman, City Manager
AGENDA ITEM: Resolution for Commissioner Appointments
Action Requested: ✓ Motion ❑ Discussion ❑ Public Hearing
Form of Action: V Resolution ❑ Ordinance ❑ Contract/Agreement ❑ Proclamation
Policy Issue:
The City Council interviewed two candidates for openings on the Environmental & Natural
Resources Commission and Parks & Recreation Commission. Currently there is one opening on
each commission. Both openings are due to resignations.
Recommended Action:
Motion to approve the attached resolution to appoint the candidates to the commissions as
indicated below:
Environmental & Natural Resources Commission (one opening)
Matthew Arnett*
term expires September 30, 2020
Parks & Recreation Commission (one opening)
Matthew Arnett or Karen Poppa* term expires April 30, 2022
*Note: Recommendation will be modified to reflect the Council votes
Fiscal Impact:
Is There a Fiscal Impact? ✓ No ❑ Yes, the true or estimated cost is $0.00
Financing source(s): ❑ Adopted Budget ❑ Budget Modification ❑ New Revenue Source
❑ Use of Reserves ✓ Other: n/a
Strategic Plan Relevance:
❑ Financial Sustainability ❑ Integrated Communication ❑ Targeted Redevelopment
❑ Operational Effectiveness ✓ Community Inclusiveness ❑ Infrastructure & Asset Mgmt.
Packet Page Number 20 of 334
F3
The City's Commissions and Boards provide an opportunity for citizens to become involved in City
government and be a part of the decision making process.
Background
There is currently one vacancy on the Environmental & Natural Resources Commission. The
vacant term runs through September 30, 2020. The opening is due to a resignation.
There is currently one vacancy on the Parks & Recreation Commission. The vacant term runs
through April 30, 2022. The opening is due to a resignation.
The City has advertised and accepted applications from interested individuals. The City Council
then interviewed two candidates for the commission and filled out ballots during the Workshop prior
to this meeting. Staff has tallied the ballots.
Attachments
1. Resolution for Appointment
Packet Page Number 21 of 334
F3, Attachment 1
RESOLUTION
BE IT RESOLVED THAT THE CITY COUNCIL OF MAPLEWOOD, MINNESOTA:
Hereby appoints the following individuals, who the Maplewood City Council has reviewed, to be
appointed to the following commission or board:
Environmental & Natural Resources Commission (one opening)
Matthew Arnett* term expires September 30, 2020
Parks & Recreation Commission (one opening)
Matthew Arnett or Karen Poppa* term expires April 30, 2022
*Note: Recommendation will be modified to reflect the Council votes
Packet Page Number 22 of 334
G1
MEMORANDUM
TO:
Melinda Coleman, City Manager
FROM:
Ellen Paulseth, Finance Director
DATE:
October 22, 2019
SUBJECT:
Approval of Claims
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:
$ 910,116.99 Checks #104413 thru #104447
dated 10/15/19
$ 329,820.31 Disbursements via debits to checking account
dated 10/07/19 thru 10/11/19
$ 320,160.79 Checks # 104448 thru #104481
dated 10/22/19
$ 423,219.30 Disbursements via debits to checking account
dated 10/15/19 thru 10/18/19
$ 1,983,317.39 Total Accounts Payable
PAYROLL
$ 568,894.95 Payroll Checks and Direct Deposits dated 10/18/19
$ 3,233.96 Payroll Deduction check # 99103945 thru # 99103949
dated 10/18/19
$ 572,128.91 Total Payroll
$ 2,555,446.30 GRAND 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 23 of 334
Check Register
City of Maplewood
10/11/2019
G1, Attachments
Check
Date
Vendor
Description
Amount
104413
10/15/2019
05234
BOILER EXPRESS CAR WASH
CAR WASHES - SEPTEMBER
20.39
104414
10/15/2019
00211
BRAUN INTERTEC CORP.
PROJ 18-27 MNDOT TESTING
3,706.00
10/15/2019
00211
BRAUN INTERTEC CORP.
PROJ 18-27 MNDOT TESTING
1,695.50
104415
10/15/2019
00585
GOPHER STATE ONE -CALL
NET BILLABLE TICKETS - SEPTEMBER
720.90
104416
10/15/2019
05598
KELLY & LEMMONS, P.A.
PROSECUTION SERVICES - SEPTEMBER
16,250.00
10/15/2019
05598
KELLY & LEMMONS, P.A.
REMACKEL ABATEMENT INJUNCTION
390.00
104417
10/15/2019
02728
KIMLEY-HORN & ASSOCIATES INC
PROJ 16-18 GLADSTONE PHASE 3
62,314.47
10/15/2019
02728
KIMLEY-HORN & ASSOCIATES INC
ENG DESIGN/PLANS-GATE-WAKEFIELD
762.30
104418
10/15/2019
00908
M R P A
FALL SOFTBALL TEAM REGISTRATION
462.00
104419
10/15/2019
04316
CITY OF MINNEAPOLIS RECEIVABLES
AUTO PAWN SYSTEM - AUGUST
674.10
104420
10/15/2019
01574
T A SCHIFSKY & SONS, INC
PROJ 18-01 FERNDALE-IVY PMT#6
459,563.16
10/15/2019
01574
T A SCHIFSKY & SONS, INC
PROJ 17-18 FARRELL-FERN DALE PMT#21
92,061.49
104421
10/15/2019
00024
ABLE HOSE & RUBBER INC
SWEEPER FILTER & FLUSH HOSE
189.89
104422
10/15/2019
06048
ALL WEATHER SERVICES
ESTIMATE FOR 2471 & 2451 FOREST ST
150.00
104423
10/15/2019
05559
APPRIZE TECHNOLOGY SOLUTIONS
ONLINE BENEFITS ADMIN FEE- OCT
853.50
104424
10/15/2019
06047
AT YOUR SERVICE CONSTRUCTION
ESTIMATE FOR 2471 & 2451 FOREST ST
150.00
104425
10/15/2019
05972
BHE COMMUNITY SOLAR, LLC
COMMUNITY SOLAR GARDEN -JULY
10,262.33
104426
10/15/2019
06044
CARDINAL INVESTIGATIONS
EMPLOYMENT BACKGROUND CHECK
2,550.90
104427
10/15/2019
00036
CHARITABLE GAMBLING
CHARITABLE GAMBLING-RAMSEY CARE CT
850.00
104428
10/15/2019
05313
GRAPHIC DESIGN, INC.
BUSINESS CARDS
168.45
104429
10/15/2019
00846
LANGUAGE LINE SERVICES
PD PHONE -BASED INTERPRETIVE SRVS
83.53
104430
10/15/2019
00922
MAILE ENTERPRISES INC
HYDRANT MARKERS FOR UTILITY DEPT
1,264.94
104431
10/15/2019
05222
MARTIN-MCALLISTER
PUBLIC SAFETY ASSESSEM ENT
6,750.00
104432
10/15/2019
06045
VANESSA MERRY
ART CLASS INSTRUCTION 9-27-19
150.00
104433
10/15/2019
06046
BETH NEU
CONSULTANT FEES LEAD ACADEMY
820.56
104434
10/15/2019
00001
ONE TIME VENDOR
REIMB REEVES - SPRINKLER SYS REPAIR
350.00
104435
10/15/2019
00001
ONE TIME VENDOR
REFUNDATALEY- TRANSMEDIC
347.03
104436
10/15/2019
00001
ONE TIME VENDOR
REFUND WS&D - BLDG PERMIT
117.00
104437
10/15/2019
00001
ONE TIME VENDOR
REFUND T ASH - TRANS MEDIC
94.33
104438
10/15/2019
00001
ONE TIME VENDOR
REFUND G GUNELSON - TRANS MEDIC
25.00
104439
10/15/2019
00396
MN DEPT OF PUBLIC SAFETY
FINGERPRINT BACKGROUND FEE ACCT
200.00
104440
10/15/2019
06014
RENDER FORESTRY CONSULTING
TREE INSPECTION SRVS - SEPTEMBER
2,633.93
104441
10/15/2019
02086
ST PAUL AREA CHAMBER OF COMM
BRE&A- SEPTEMBER
2,000.00
104442
10/15/2019
01836
ST PAUL, CITY OF
ANIMAL BOARDING SRVS - MARCH -JUNE
4,885.00
104443
10/15/2019
01522
STATE OF MINNESOTA
DATA PRACTICES CLASS - MARIE KORAN
225.00
104444
10/15/2019
05005
SUN CONTROL OF MINNESOTA, INC.
WINDOW FILM AT 1902
3,287.00
104445
10/15/2019
05663
TRANS UNION LLC
PRE-EMPOLYM ENT CREDIT CK SRVS
105.40
104446
10/15/2019
02464
US BANK
PAYING AGENT FEES
450.00
10/15/2019
02464
US BANK
PAYING AGENT FEES
450.00
104447
10/15/2019
05936
VERSACON, INC.
PROJ 18-04 WAKEFIELD PARK PMT#8
232,082.89
910.116.99
35 Checks
in this report.
Packet Page Number 24 of 334
CITY OF MAPLEWOOD
Disbursements via Debits to Checking account
Settlement
Date Payee
10/7/2019
MN State Treasurer
10/7/2019
Delta Dental
10/7/2019
Empower - State Plan
10/8/2019
MN State Treasurer
10/9/2019
MN State Treasurer
10/9/2019
MN Dept of Revenue
10/9/2019
Delta Dental
10/10/2019
MN State Treasurer
10/11/2019
MN State Treasurer
10/11/2019
MN Dept of Natural Resources
10/11/2019
Optum Health
Description
Drivers License/Deputy Registrar
Dental Premium
Deferred Compensation
Drivers License/Deputy Registrar
Drivers License/Deputy Registrar
Fuel Tax
Dental Premium
Drivers License/Deputy Registrar
Drivers License/Deputy Registrar
DNR electronic licenses
DCRP & Flex plan payments
G1, Attachments
Amount
64,315.58
3,235.47
26,743.00
26,894.64
43,353.65
25.00
547.00
73,042.36
90,691.67
264.60
707.34
329,820.31
Packet Page Number 25 of 334
Check Register
City of Maplewood
10/17/2019
G1, Attachments
Check
Date
Vendor
Description
Amount
104448
10/22/2019
05311
WILLIE MCCRAY
SOFTBALL UMPIRES 09/30 - 10/10
773.50
10/22/2019
05311
WILLIE MCCRAY
SOFTBALL UMPIRES 09/23 - 09/26
495.00
104449
10/22/2019
05902
NEOFUNDS
POSTAGE - 1902 POSTAGE MACHINE 6297
2,000.00
104450
10/22/2019
01160
NEWMAN SIGNS, INC.
PROJ 17-18 NO PARKING SIGN POSTS
1,624.00
104451
10/22/2019
01202
NYSTROM PUBLISHING CO INC
MAPLEWOOD LIVING/SEASONS - OCT
8,714.51
104452
10/22/2019
01546
SUBURBAN SPORTSWEAR
ADD'L T-SHIRTS FOR INTRO TO BBALL
168.50
104453
10/22/2019
01574
T A SCHIFSKY & SONS, INC
PROJ 18-27 MAILAND-CRESTVIEW PMT#6
176,016.13
10/22/2019
01574
T A SCHIFSKY & SONS, INC
BITUMINOUS MATERIALS FOR PAVING
18,031.93
10/22/2019
01574
T A SCHIFSKY & SONS, INC
BITUMINOUS MATERIALS FOR PAVING
9,204.16
10/22/2019
01574
T A SCHIFSKY & SONS, INC
BITUMINOUS MATERIALS-
1,923.57
10/22/2019
01574
T A SCHIFSKY & SONS, INC
BITUMINOUS MATERIALS-
1,562.37
104454
10/22/2019
01190
XCEL ENERGY
ELECTRIC & GAS UTILITY
3,286.22
10/22/2019
01190
XCEL ENERGY
ELECTRIC & GAS UTILITY
2,653.25
10/22/2019
01190
XCEL ENERGY
ELECTRIC & GAS UTILITY
162.67
104455
10/22/2019
06050
A P M P
APMP FALL CONFERENCE
40.00
104456
10/22/2019
05948
BLUE NET, INC.
CONTRACTOR ASSIST NEW INTRANET
75.00
104457
10/22/2019
03486
BUBERL BLACK DIRT INC
BLACK DIRT-HAZELWOOD PARK FIELD 6
450.00
104458
10/22/2019
00036
CHARITABLE GAMBLING
CHARITABLE GAMBLING -YMCA
2,120.00
104459
10/22/2019
05514
COIT COMMERCIAL SERVICES
CARPET CLEANING - MNC
305.00
104460
10/22/2019
04371
ELECTRO WATCHMAN INC.
PROX CARDS
1,904.00
104461
10/22/2019
04123
FRIENDS OF MAPLEWOOD NATURE
CHARITABLE GAMBLING
1,060.00
104462
10/22/2019
05533
KIRVIDA FIRE
REPAIRS TO ENGINE #325
14,023.51
104463
10/22/2019
00827
L M C I T
CLAIM DEDUCTIBLE LMC GL 28368 (16/17)
48,291.66
104464
10/22/2019
05809
MARCO TECHNOLOGIES LLC
REPLACEMENT SECURITY CAMERA
879.72
104465
10/22/2019
06045
VANESSA MERRY
ART CLASS INSTRUCTION 10-11-19
125.00
104466
10/22/2019
04318
MILLER EXCAVATING, INC.
DISPOSAL OF SCREENED SWEEPINGS
430.00
104467
10/22/2019
05804
NM CLEAN 1, LLC
VEHICLE WASHES - SEPTEMBER
51.96
104468
10/22/2019
05356
NORTH SUBURBAN ACCESS CORP
WEBSTREAMING SRVS - SEPTEMBER
2,144.08
104469
10/22/2019
01261
PHYSIO -CONTROL, INC.
EMS REPORTING SOFTWARE - OCT
882.00
104470
10/22/2019
06029
PROMOTIONAL MARKETING SERVICES
PROMOTIONAL FOOTBALLS FINAL PMT
2,150.00
104471
10/22/2019
00396
MN DEPT OF PUBLIC SAFETY
CJDN ACCESS FEE - 3RD QTR JULY -SEPT
1,920.00
104472
10/22/2019
00396
MN DEPT OF PUBLIC SAFETY
TABS FOR UNMARKED VEHICLES
72.00
104473
10/22/2019
02001
CITY OF ROSEVILLE
1920 RICE ST LIGHT -SHARED XCEL BILL
56.68
104474
10/22/2019
06049
GRACE SHELDON
FACE PAINTER 40TH ANNIVERSARY
150.00
104475
10/22/2019
01836
ST PAUL, CITY OF
RADIO MAINT & SRVS - AUGUST
792.02
10/22/2019
01836
ST PAUL, CITY OF
RADIO MAINT & SRVS - AUGUST
221.62
104476
10/22/2019
03826
STERNBERG LIGHTING, INC
REPLACEMENT POLES-LEGACY&KENNAR[
5,500.00
104477
10/22/2019
04207
STRYKER SALES CORP.
COT REPAIRS
769.74
10/22/2019
04207
STRYKER SALES CORP.
COT REPAIRS
435.20
104478
10/22/2019
01578
T R F SUPPLY CO.
ICE MELT FOR CITY CAMPUS
2,635.20
104479
10/22/2019
05528
TOSHIBA FINANCIAL SERVICES (2)
CONTRACT 7950665-011
525.16
10/22/2019
05528
TOSHIBA FINANCIAL SERVICES (2)
CONTRACT 7950665-005
374.31
10/22/2019
05528
TOSHIBA FINANCIAL SERVICES (2)
CONTRACT 7950665-013
341.10
10/22/2019
05528
TOSHIBA FINANCIAL SERVICES (2)
CONTRACT 7950665-004
183.91
10/22/2019
05528
TOSHIBA FINANCIAL SERVICES (2)
CONTRACT 7950665-012
103.54
10/22/2019
05528
TOSHIBA FINANCIAL SERVICES (2)
CONTRACT 7950665-010
92.57
104480
10/22/2019
04104
TRANE U.S. INC.
TRACER ENSEMBLE SERVER SOFTWARE
2,880.00
104481
10/22/2019
05994
VISION33 INC.
ACCELA IMPLEMENTATION ASSIST
1,560.00
320.160.79
34 Checks
in this report.
Packet Page Number 26 of 334
CITY OF MAPLEWOOD
Disbursements via Debits to Checking account
Settlement
Date Payee
10/15/2019
MN State Treasurer
10/16/2019
MN State Treasurer
10/16/2019
MN Dept of Revenue
10/16/2019
MN Dept of Revenue
10/16/2019
Delta Dental
10/17/2019
MN State Treasurer
10/18/2019
MN State Treasurer
10/18/2019
US Bank VISA One Card*
10/18/2019
Optum Health
Description
Drivers License/Deputy Registrar
Drivers License/Deputy Registrar
Fuel Tax
Sales Tax
Dental Premium
Drivers License/Deputy Registrar
Drivers License/Deputy Registrar
Purchasing card items
DCRP & Flex plan payments
*Detailed listing of VISA purchases is attached.
G1, Attachments
Amount
106,430.41
92,397.15
335.16
451.00
2,295.36
71,535.78
100,780.50
48,864.58
129.36
423,219.30
Packet Page Number 27 of 334
G1, Attachments
Transaction Date
Posting Date
Merchant Name
Transaction Amount
Name
09/27/2019
09/30/2019
CUB FOODS #1599
$34.33
JOSHUA ABRAHAM
09/30/2019
10/01/2019
MINNESOTA MASONIC HE
$517.00
JOSHUA ABRAHAM
10/10/2019
10/11/2019
OLD LOG THEATRE
$100.00
JOSHUA ABRAHAM
10/02/2019
10/03/2019
ST PAUL STAMP WORKS INC
$24.20
REGAN BEGGS
10/09/2019
10/11/2019
OFFICE DEPOT#1090
$138.14
REGAN BEGGS
09/30/2019
09/30/2019
AMZN MKTP US*V069H8VL3
$20.76
BRIAN BIERDEMAN
10/03/2019
10/04/2019
SQ "FOREST LAKE SPORTSMEN
$1,080.00
BRIAN BIERDEMAN
09/27/2019
09/30/2019
CUB FOODS #1599
$23.90
NEIL BRENEMAN
09/27/2019
09/30/2019
DOLLAR TREE
$12.86
NEIL BRENEMAN
09/27/2019
09/30/2019
DOLLAR TREE
$15.10
NEIL BRENEMAN
09/30/2019
10/01/2019
FACEBK BRQUXKAGN2
$108.51
NEIL BRENEMAN
10/07/2019
10/08/2019
MILLS FLEET FARM 2700
$199.99
TROY BRINK
10/09/2019
10/10/2019
FASTENAL COMPANY 01MNT11
$87.44
TROY BRINK
10/10/2019
10/11/2019
LITTLE VENETIAN
$28.99
DANIEL BUSACK
09/27/2019
09/30/2019
MENARDS OAKDALE MN
$14.72
SCOTT CHRISTENSON
09/27/2019
09/30/2019
MENARDS OAKDALE MN
$55.96
SCOTT CHRISTENSON
10/01/2019
10/02/2019
CINTAS 60A SAP
$16.93
SCOTT CHRISTENSON
10/02/2019
10/03/2019
CINTAS 60A SAP
$83.91
SCOTT CHRISTENSON
10/08/2019
10/09/2019
BDI USA
$389.81
SCOTT CHRISTENSON
10/08/2019
10/09/2019
STATE SUPPLY
$381.66
SCOTT CHRISTENSON
10/09/2019
10/10/2019
CINTAS 60A SAP
$65.19
SCOTT CHRISTENSON
10/05/2019
10/07/2019
GALLS
$4,977.61
KERRY CROTTY
09/27/2019
09/30/2019
BESTBUYCOM805646245002
$53.68
THOMAS DABRUZZI
09/30/2019
10/01/2019
AMZN MKTP US*A043F4GI3
$225.48
THOMAS DABRUZZI
10/04/2019
10/07/2019
AMZN MKTP US
($7.37)
TOM DOUGLASS
10/01/2019
10/02/2019
CRISIS MEDICINE
$80.00
MICHAEL DUGAS
10/03/2019
10/04/2019
CINTAS 60A SAP
$37.50
CASSIE FISHER
10/10/2019
10/11/2019
CINTAS 60A SAP
$25.00
CASSIE FISHER
09/27/2019
09/30/2019
CDW GOVT #VCP9852
$3,350.00
MYCHAL FOWLDS
09/30/2019
10/01/2019
BLUEBEAM INC
$4,537.00
MYCHAL FOWLDS
10/05/2019
10/07/2019
AMZN MKTP US"4N6BE4L63
$25.90
MYCHAL FOWLDS
10/06/2019
10/07/2019
VZWRLSS"APOCC VISB
$6,334.36
MYCHAL FOWLDS
10/07/2019
10/08/2019
CDW GOVT #VGB7787
$98.32
MYCHAL FOWLDS
10/10/2019
10/11/2019
CDW GOVT #VHF0987
$771.00
MYCHAL FOWLDS
10/10/2019
10/11/2019
AT&T"BILL PAYMENT
$31.25
MYCHAL FOWLDS
10/08/2019
10/09/2019
BESTBUYCOM805647507739
$102.00
NICK FRANZEN
10/08/2019
10/09/2019
BESTBUYCOM805647481657
$45.09
NICK FRANZEN
10/04/2019
10/07/2019
MENARDS OAKDALE MN
$59.86
CAROLE GERNES
10/09/2019
10/11/2019
OFFICEMAX/DEPOT 6164
$8.54
CAROLE GERNES
10/10/2019
10/11/2019
PRAIRIE RESTORATIONS, INC
$278.65
CAROLE GERNES
10/10/2019
10/11/2019
NEOPOST USA
$150.33
ALEX GERONSIN
10/04/2019
10/07/2019
GRUBER'S POWER EQUIPMENT
$34.98
TAMARA HAYS
10/03/2019
10/04/2019
AMZN MKTP US"AV5CL4AE3
$17.16
LINDSAY HERZOG
10/03/2019
10/04/2019
41MPRINT
$389.32
LINDSAY HERZOG
10/09/2019
10/10/2019
TRADER JOE'S #727 QPS
$50.00
LINDSAY HERZOG
10/01/2019
10/02/2019
FRATTALLONES WOODBURY AC
$16.59
GARY HINNENKAMP
10/01/2019
10/03/2019
THE HOME DEPOT#2801
$12.14
GARY HINNENKAMP
10/08/2019
10/09/2019
GRUBER'S POWER EQUIPMENT
$17.49
GARY HINNENKAMP
10/08/2019
10/09/2019
SITEONE LANDSCAPE SUPPLY,
$33.61
GARY HINNENKAMP
09/27/2019
09/30/2019
WINDSCAPE INC
$312.60
ANN HUTCHINSON
10/01/2019
10/02/2019
CINTAS 60A SAP
$35.05
ANN HUTCHINSON
10/09/2019
10/11/2019
THE HOME DEPOT#2801
$9.51
ANN HUTCHINSON
09/26/2019
09/30/2019
HOMEDEPOT.COM
($45.36)
DAVID JAHN
09/27/2019
09/30/2019
HOMEDEPOT.COM
$35.88
DAVID JAHN
10/09/2019
10/10/2019
AMZN MKTP US"JD82D23F3
$47.09
DAVID JAHN
09/26/2019
09/30/2019
OFFICE DEPOT #1090
$51.37
ELIZABETH JOHNSON
Packet Page Number 28 of 334
G1, Attachments
09/27/2019
09/30/2019
IN "ON SITE BODY ARMOR
$600.00
KEVIN JOHNSON
10/02/2019
10/03/2019
SHRED -IT USA LLC
$48.26
LOIS KNUTSON
09/28/2019
09/30/2019
BATTERIES PLUS - #0031
$12.55
ERIC KUBAT
10/09/2019
10/10/2019
PEACHJAR
$450.00
GINA KUCHENMEISTER
10/03/2019
10/04/2019
PEAVEY CORP.
$175.70
JASON KUCHENMEISTER
10/08/2019
10/08/2019
ULINE "SHIP SUPPLIES
$343.56
JASON KUCHENMEISTER
10/05/2019
10/07/2019
IN "ON SITE BODY ARMOR
$600.00
DAVID KVAM
10/07/2019
10/08/2019
THOMSON WEST"TCD
$565.00
DAVID KVAM
10/07/2019
10/08/2019
DALCO ENTERPRISES
$309.71
CHING LO
10/04/2019
10/07/2019
HILTON RICHMOND DTOWN
$326.30
STEVE LOVE
09/27/2019
09/30/2019
ASPEN MILLS INC.
($56.85)
STEVE LUKIN
09/27/2019
09/30/2019
ASPEN MILLS INC.
$90.45
STEVE LUKIN
09/27/2019
09/30/2019
ASPEN MILLS INC.
$261.80
STEVE LUKIN
09/27/2019
09/30/2019
ASPEN MILLS INC.
$180.35
STEVE LUKIN
09/27/2019
09/30/2019
ASPEN MILLS INC.
$47.95
STEVE LUKIN
09/27/2019
09/30/2019
ASPEN MILLS INC.
$227.70
STEVE LUKIN
09/27/2019
09/30/2019
ASPEN MILLS INC.
$113.90
STEVE LUKIN
09/30/2019
10/02/2019
AIRGASS NORTH
$21.85
STEVE LUKIN
10/01/2019
10/02/2019
PEACHJAR
$100.00
STEVE LUKIN
10/02/2019
10/04/2019
AIRGASS NORTH
$228.91
STEVE LUKIN
10/02/2019
10/04/2019
AIRGASS NORTH
$392.59
STEVE LUKIN
10/03/2019
10/03/2019
COMCAST CABLE COMM
$2.24
STEVE LUKIN
10/03/2019
10/07/2019
MENARDS MAPLEWOOD MN
$53.96
STEVE LUKIN
10/08/2019
10/09/2019
ASPEN MILLS INC.
$113.70
STEVE LUKIN
10/08/2019
10/09/2019
ASPEN MILLS INC.
$109.99
STEVE LUKIN
10/10/2019
10/11/2019
ALLIED PARKING LANDMAR
$8.00
STEVE LUKIN
09/27/2019
09/30/2019
BREEZY POINT RESORT INTL
$181.46
MIKE MARTIN
09/27/2019
09/30/2019
AMERICINN LODGE& STIES
$267.48
MIKE MARTIN
10/01/2019
10/02/2019
AMERICAN PLANNING A
$160.00
MIKE MARTIN
10/02/2019
10/03/2019
PARKING METER ST PAUL
$3.56
MIKE MARTIN
09/30/2019
10/01/2019
KIDDE FIRE TRAINERS
$3,748.00
MICHAEL MONDOR
10/01/2019
10/02/2019
CENTURY COLG
$1,211.20
MICHAEL MONDOR
10/07/2019
10/08/2019
EVEREST EMERGENCY VEHICLE
$585.66
MICHAEL MONDOR
10/07/2019
10/08/2019
AUTOZONE #4323
$66.52
MICHAEL MONDOR
10/09/2019
10/10/2019
BEST BUY MHT 00000109
$42.93
MICHAEL MONDOR
10/09/2019
10/10/2019
AMZN MKTP US"F20ZG82R3
$68.63
MICHAEL MONDOR
10/01/2019
10/02/2019
PAYPAL "MINNESOTAFA
$30.00
BRYAN NAGEL
10/08/2019
10/09/2019
LTG POWER EQUIPMENT
$176.50
JOHN NAUGHTON
10/02/2019
10/03/2019
JOANN STORES #1970
$84.50
MICHAEL NYE
10/02/2019
10/03/2019
TARGET 00011858
$9.55
MICHAEL NYE
10/02/2019
10/03/2019
RECONYX, INC
$366.09
MICHAEL NYE
10/07/2019
10/08/2019
AMZN MKTP US"S27DCOYG3
$59.72
MICHAEL NYE
10/10/2019
10/11/2019
USPS KIOSK 2683389553
$14.25
MICHAEL NYE
10/07/2019
10/08/2019
HY-TEST SAFETY SHOES - MI
$199.99
ERICK OSWALD
10/03/2019
10/04/2019
MINNESOTA GOVERNMENT FIN
$15.00
ELLEN PAULSETH
09/27/2019
09/30/2019
BOUND TREE MEDICAL LLC
$145.60
KENNETH POWERS
09/27/2019
09/30/2019
BOUND TREE MEDICAL LLC
$1,072.67
KENNETH POWERS
10/01/2019
10/03/2019
BOUND TREE MEDICAL LLC
$72.80
KENNETH POWERS
10/02/2019
10/04/2019
BOUND TREE MEDICAL LLC
$342.85
KENNETH POWERS
10/02/2019
10/04/2019
BOUND TREE MEDICAL LLC
$135.00
KENNETH POWERS
10/02/2019
10/04/2019
BOUND TREE MEDICAL LLC
$24.50
KENNETH POWERS
10/04/2019
10/07/2019
JOANN STORES #1902
$33.44
KENNETH POWERS
10/04/2019
10/07/2019
BOUND TREE MEDICAL LLC
$208.70
KENNETH POWERS
10/04/2019
10/07/2019
COSTCO WHSE#1272
$265.76
KENNETH POWERS
10/07/2019
10/09/2019
BOUND TREE MEDICAL LLC
$658.39
KENNETH POWERS
09/27/2019
09/30/2019
0391-AUTOPLUS
$185.64
STEVEN PRIEM
09/30/2019
10/01/2019
FRONTIER HASTINGS 010102
$186.05
STEVEN PRIEM
Packet Page Number 29 of 334
G1, Attachments
09/30/2019
10/01/2019
POMP S TIRE #021
$226.00
STEVEN PRIEM
09/30/2019
10/01/2019
0391-AUTOPLUS
$6.96
STEVEN PRIEM
09/30/2019
10/02/2019
AN FORD WHITE BEAR LAK
$89.17
STEVEN PRIEM
10/01/2019
10/02/2019
FACTORY MTR PTS #19
$102.17
STEVEN PRIEM
10/01/2019
10/02/2019
WALSER POLAR CHEVROLET
$82.28
STEVEN PRIEM
10/01/2019
10/02/2019
MTI
$118.18
STEVEN PRIEM
10/01/2019
10/02/2019
TRI-STATE BOBCAT
$145.07
STEVEN PRIEM
10/01/2019
10/03/2019
0391-AUTOPLUS
$167.00
STEVEN PRIEM
10/01/2019
10/03/2019
0391-AUTOPLUS
$79.95
STEVEN PRIEM
10/02/2019
10/03/2019
FACTORY MTR PTS #19
$22.57
STEVEN PRIEM
10/02/2019
10/03/2019
FACTORY MTR PTS #19
$51.26
STEVEN PRIEM
10/02/2019
10/03/2019
FORCE AMERICA DISTRIBUTIN
$35.29
STEVEN PRIEM
10/02/2019
10/03/2019
COMOLUBE AND SUPPLIES INC
$63.53
STEVEN PRIEM
10/02/2019
10/03/2019
0391-AUTOPLUS
$182.42
STEVEN PRIEM
10/02/2019
10/07/2019
ALTEC INDUSTRIES, INC
$122.96
STEVEN PRIEM
10/04/2019
10/07/2019
TOWMASTER
$80.00
STEVEN PRIEM
10/07/2019
10/08/2019
TRI-STATE BOBCAT
$65.96
STEVEN PRIEM
10/08/2019
10/09/2019
WALSER POLAR CHEVROLET
$120.26
STEVEN PRIEM
10/08/2019
10/09/2019
TRUCK UTILITIES INC ST PA
$10.50
STEVEN PRIEM
10/08/2019
10/10/2019
NUSS TRUCK GROUP INC
$93.90
STEVEN PRIEM
10/09/2019
10/10/2019
WALSER POLAR CHEVROLET
$19.76
STEVEN PRIEM
10/04/2019
10/07/2019
MINNESOTA OCCUPATIONAL H
$319.00
TERRIE RAMEAUX
10/02/2019
10/03/2019
AMZN MKTP US"OE8H25N83
$46.36
MICHAEL RENNER
10/02/2019
10/03/2019
AMZN MKTP US"S400A1VJ3
$17.17
AUDRA ROBBINS
10/09/2019
10/10/2019
CINTAS 60A SAP
$56.38
AUDRA ROBBINS
10/09/2019
10/10/2019
EIG"CONSTANTCONTACT.COM
$65.00
AUDRA ROBBINS
10/02/2019
10/03/2019
NW LASERS AND INSTRUMENT
$17.25
ROBERT RUNNING
10/01/2019
10/03/2019
SPOK INC
$16.26
SCOTT SCHULTZ
10/02/2019
10/03/2019
CINTAS 60A SAP
$75.80
SCOTT SCHULTZ
10/02/2019
10/03/2019
CINTAS 60A SAP
$39.96
SCOTT SCHULTZ
10/02/2019
10/03/2019
CINTAS 60A SAP
$12.85
SCOTT SCHULTZ
10/02/2019
10/03/2019
CINTAS 60A SAP
$12.63
SCOTT SCHULTZ
10/05/2019
10/07/2019
CINTAS 60A SAP
$152.74
SCOTT SCHULTZ
10/05/2019
10/07/2019
CINTAS 60A SAP
$120.54
SCOTT SCHULTZ
10/07/2019
10/09/2019
ON SITE SANITATION INC
$2,568.00
SCOTT SCHULTZ
10/09/2019
10/10/2019
CINTAS 60A SAP
$76.41
SCOTT SCHULTZ
10/09/2019
10/10/2019
CINTAS 60A SAP
$12.63
SCOTT SCHULTZ
10/09/2019
10/10/2019
CINTAS 60A SAP
$12.85
SCOTT SCHULTZ
10/09/2019
10/10/2019
CINTAS 60A SAP
$25.56
SCOTT SCHULTZ
10/02/2019
10/03/2019
BCA TRAINING EDUCATION
$25.00
STEPHANIE SHEA
10/09/2019
10/10/2019
MINNESOTA COUNTY ATTORNEY
$110.00
STEPHANIE SHEA
10/09/2019
10/10/2019
ST PAUL AREA CHAMBER OF C
$30.00
JOE SHEERAN
09/27/2019
09/30/2019
EMERGENCY AUTO TECH
$180.00
MICHAEL SHORTREED
10/03/2019
10/07/2019
STORCHAK CLEANERS
$37.74
MICHAEL SHORTREED
10/08/2019
10/09/2019
TARGET 00011858
$18.45
MICHAEL SHORTREED
10/04/2019
10/04/2019
DRI"GALLUP
$31.99
ANDREA SINDT
09/30/2019
10/01/2019
STREICHER'S MO
$47.98
JOSEPH STEINER
10/09/2019
10/10/2019
PAYPAL "JPNIXONCONS
$235.00
JOSEPH STEINER
09/27/2019
09/30/2019
EB 2018 MIXED OCCUPAN
$250.00
DAVID SWAN
09/27/2019
09/30/2019
EB 2018 MIXED OCCUPAN
$250.00
DAVID SWAN
10/07/2019
10/08/2019
SP " FULLFOCUSPLANNER
$44.98
JEFF THOMSON
09/30/2019
10/02/2019
BOUND TREE MEDICAL LLC
$408.48
ERIC ZAPPA
10/01/2019
10/03/2019
BOUND TREE MEDICAL LLC
$72.80
ERIC ZAPPA
10/08/2019
10/10/2019
BOUND TREE MEDICAL LLC
$38.49
ERIC ZAPPA
$48,864.58
Packet Page Number 30 of 334
G1, Attachments
CITY OF MAPLEWOOD
EMPLOYEE GROSS EARNINGS REPORT
FOR THE CURRENT PAY PERIOD
Exp Reimb,
Severance,
Conversion
CHECK # CHECK DATE EMPLOYEE NAME AMOUNT incl in Amount
10/18/19
ABRAMS, MARYLEE
537.68
10/18/19
JUENEMANN, KATHLEEN
473.60
10/18/19
KNUTSON, WILLIAM
473.60
10/18/19
NEBLETT, SYLVIA
473.60
10/18/19
SMITH, BRYAN
473.60
10/18/19
COLEMAN, MELINDA
6,636.01
10/18/19
KNUTSON, LOIS
3,216.44
10/18/19
SABLE, MICHAEL
3,692.16
10/18/19
CHRISTENSON, SCOTT
2,434.35
10/18/19
DOUGLASS, TOM
2,269.36
10/18/19
JAHN, DAVID
2,443.62
10/18/19
HERZOG, LINDSAY
2,243.50
10/18/19
RAMEAUX, THERESE
3,657.78
10/18/19
ANDERSON, CAROLE
1,388.95
10/18/19
DEBILZAN, JUDY
2,516.89
10/18/19
OSWALD, BRENDA
2,639.23
10/18/19
PAULSETH, ELLEN
5,439.31
10/18/19
RUEB, JOSEPH
4,312.79
10/18/19
ARNOLD, AJLA
910.67
10/18/19
BEGGS, REGAN
2,248.99
10/18/19
COLE, DEBORAH
3,445.03
10/18/19
DAHL, LOLA
896.00
10/18/19
EVANS, CHRISTINE
935.13
10/18/19
LARSON, MICHELLE
2,251.29
10/18/19
SINDT, ANDREA
3,647.03
10/18/19
HANSON, MELISSA
1,984.51
10/18/19
HOCKBEIN, JUDY
1,078.88
10/18/19
KRAMER, PATRICIA
1,240.40
10/18/19
MOY, PAMELA
2,137.94
10/18/19
OSTER, ANDREA
2,258.23
10/18/19
RICHTER, CHARLENE
1,788.11
10/18/19
VITT, JULIANNE
1,230.19
10/18/19
WEAVER, KRISTINE
3,398.18
10/18/19
WINKELMAN, JULIA
1,005.00
10/18/19
ABEL, CLINT
2,194.49
10/18/19
ALDRIDGE, MARK
3,845.04
10/18/19
BAKKE, LONN
3,771.01
10/18/19
BELDE, STANLEY
4,630.09
10/18/19
BENJAMIN, MARKESE
3,484.91
10/18/19
BERG, TERESA
331.02
10/18/19
BERGERON, ASHLEY
3,041.53
10/18/19
BIERDEMAN, BRIAN
4,646.27
10/18/19
BURT-MCGREGOR, EMILY
2,667.83
10/18/19
BUSACK, DANIEL
4,646.27
10/18/19
COLEMAN, ALEXANDRA
2,903.32
10/18/19
CONDON, MITCHELL
2,903.32
10/18/19
CROTTY, KERRY
4,700.04
10/18/19
DEMULLING, JOSEPH
4,041.50
10/18/19
DUGAS, MICHAEL
4,449.34
10/18/19
FISHER, CASSANDRA
2,503.39
10.00
107.30
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10/18/19
FORSYTHE, MARCUS
265.39
10/18/19
FRITZE, DEREK
4,167.62
10/18/19
GABRIEL, ANTHONY
4,224.85
10/18/19
HAWKINSON JR, TIMOTHY
3,484.91
10/18/19
HENDRICKS, JENNIFER
1,905.60
10/18/19
HER, PHENG
4,402.36
10/18/19
HIEBERT, STEVEN
3,751.62
10/18/19
HOEMKE, MICHAEL
3,395.54
10/18/19
JOHNSON, KEVIN
4,691.91
10/18/19
KHARFL, RAM
304.50
10/18/19
KONG, TOMMY
3,860.08
10/18/19
KORAN, MARIE
2,037.77
10/18/19
KROLL, BRETT
3,712.47
10/18/19
KUCHENMEISTER, JASON
1,749.60
10/18/19
KVAM, DAVID
5,020.78
10/18/19
LANGNER, TODD
4,451.94
10/18/19
LENERTZ, NICHOLAS
3,031.94
10/18/19
LYNCH, KATHERINE
3,529.11
10/18/19
MARINO, JASON
4,021.34
10/18/19
MCCARTY, GLEN
3,743.18
10/18/19
MCKENZIE, JONATHAN
348.00
10/18/19
MICHELETTI, BRIAN
3,345.54
10/18/19
MUMIN, ABDIRIZAQ
373.38
10/18/19
MURRAY, RACHEL
3,465.18
10/18/19
NADEAU, SCOTT
5,818.59
10/18/19
NYE, MICHAEL
4,488.70
10/18/19
OLSON, JULIE
4,003.01
10/18/19
PARKER, JAMES
3,680.50
10/18/19
PEREZ, GUSTAVO
2,512.83
10/18/19
PETERS, DANIEL
2,593.95
10/18/19
SALCHOW, CONNOR
2,308.01
10/18/19
SEPULVEDA III, BERNARDO
261.00
10/18/19
SHEA, STEPHANIE
2,196.89
10/18/19
SHORTREED, MICHAEL
5,008.75
10/18/19
SPARKS, NICOLLE
2,599.87
10/18/19
STARKEY, ROBERT
3,288.10
10/18/19
STEINER, JOSEPH
6,786.06
10/18/19
STOCK, AUBREY
2,246.24
10/18/19
SWETALA, NOAH
2,276.63
10/18/19
TAUZELL, BRIAN
4,563.53
10/18/19
THAO, JAY
232.00
10/18/19
THIENES, PAUL
4,666.04
10/18/19
WENZEL, JAY
3,580.62
10/18/19
WIETHORN, AMANDA
2,453.80
10/18/19
XIONG, KAO
3,679.72
10/18/19
XIONG, TUOYER
2,318.29
10/18/19
ZAPPA, ANDREW
4,166.73
10/18/19
BARRETTE, CHARLES
4,039.53
10/18/19
BAUMAN, ANDREW
3,320.16
10/18/19
BEITLER, NATHAN
3,028.41
10/18/19
CAPISTRANT, JOHN
243.75
10/18/19
CONWAY, SHAWN
4,134.96
10/18/19
CRAWFORD JR, RAYMOND
3,832.05
10/18/19
CRUMMY, CHARLES
2,958.09
10/18/19
DABRUZZI, THOMAS
3,481.00
10/18/19
DANLEY, NICHOLAS
3,577.99
10/18/19
DAVISON, BRADLEY
2,988.09
10/18/19
DAWSON, RICHARD
3,630.11
10/18/19
HAGEN, MICHAEL
2,694.39
10/18/19
HALWEG, JODI
4,895.20
10/18/19
HAWTHORNE, ROCHELLE
3,959.49
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G1, Attachments
10/18/19
KUBAT, ERIC
3,652.18
10/18/19
LANDER, CHARLES
3,338.81
10/18/19
LO, CHING
1,364.75
10/18/19
LUKIN, STEVEN
5,503.01
10/18/19
MALESKI, MICHAEL
2,799.68
10/18/19
MARTIN, MICHAEL
2,589.24
10/18/19
MCGEE, BRADLEY
2,970.33
10/18/19
MERKATORIS, BRETT
3,720.75
10/18/19
MONDOR, MICHAEL
5,316.38
10/18/19
NEILY, STEVEN
2,906.44
10/18/19
NIELSEN, KENNETH
3,942.57
10/18/19
NOVAK, JEROME
3,621.04
10/18/19
POWERS, KENNETH
4,022.13
10/18/19
RADINZEL, AUSTIN
2,652.46
10/18/19
SEDLACEK, JEFFREY
3,389.39
10/18/19
STREFF, MICHAEL
3,421.45
10/18/19
WARDELL, JORDAN
3,478.74
10/18/19
ZAPPA, ERIC
3,132.21
10/18/19
CORTESI, LUANNE
2,251.29
10/18/19
JANASZAK, MEGHAN
2,796.01
10/18/19
BRINK, TROY
2,831.90
10/18/19
BUCKLEY, BRENT
2,561.59
10/18/19
EDGE, DOUGLAS
2,838.60
10/18/19
JONES, DONALD
2,566.21
10/18/19
MEISSNER, BRENT
2,581.59
10/18/19
NAGEL, BRYAN
4,500.60
10/18/19
OSWALD, ERICK
2,578.52
10/18/19
RUNNING, ROBERT
2,819.59
10/18/19
TEVLIN, TODD
2,583.90
10/18/19
BURLINGAME, NATHAN
3,120.80
10/18/19
DUCHARME, JOHN
3,247.82
10/18/19
ENGSTROM, ANDREW
3,330.42
10/18/19
JAROSCH, JONATHAN
4,229.12
10/18/19
LINDBLOM, RANDAL
3,247.82
10/18/19
LOVE, STEVEN
5,274.84
10/18/19
STRONG, TYLER
2,801.60
10/18/19
ZIEMAN, SCOTT
144.00
10/18/19
NATZKE, BENJAMIN
60.00
10/18/19
HAMRE, MILES
2,417.44
10/18/19
HAYS, TAMARA
2,225.51
10/18/19
HINNENKAMP, GARY
2,836.10
10/18/19
NAUGHTON, JOHN
2,581.18
10/18/19
ORE, JORDAN
2,461.69
10/18/19
SAKRY, JASON
2,216.89
10/18/19
BIESANZ, OAKLEY
1,920.80
10/18/19
GERNES, CAROLE
1,635.64
10/18/19
HUTCHINSON, ANN
3,169.60
10/18/19
TROENDLE, CATHY JO
608.00
10/18/19
WACHAL, KAREN
1,125.65
10/18/19
DANNER, BRENDA
296.00
10/18/19
DUNLAP, EMILY
2,260.19
10/18/19
JOHNSON, ELIZABETH
2,209.79
10/18/19
KROLL, LISA
2,253.60
10/18/19
PETERSON, DAVID
3,743.43
10/18/19
THOMSON, JEFFREY
4,574.63
10/18/19
ADADE, JANE
2,198.77
10/18/19
FINWALL, SHANN
2,727.34
10/18/19
MARTIN, MIKE
4,273.68
10/18/19
SWAN, DAVID
3,305.10
10/18/19
WEIDNER, JAMES
2,832.19
10/18/19
WESTLUND, RONALD
1,440.00
G1, Attachments
37.08
255.56
174.00
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99103941
99103942
99103943
99103944
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10/18/19
WELLENS, MOLLY
2,155.30
10/18/19
REININGER, RUSSELL
2,429.02
10/18/19
ABRAHAM, JOSHUA
2,533.79
10/18/19
BJORK, BRANDON
174.00
10/18/19
BRENEMAN, NEIL
3,177.62
10/18/19
CAMPBELL, KEVIN
108.00
10/18/19
ERICKSON, MOLLY
48.00
10/18/19
GILLIAM, CASSIDY
48.00
10/18/19
GUSTAFSON, KENDRA
60.00
10/18/19
ISERMAN, HANNA
60.00
10/18/19
JORGENSON, TARA
154.00
10/18/19
KORF, CAIN
66.00
10/18/19
KREUSER, MADISON
135.00
10/18/19
KUCHENMEISTER, GINA
2,154.40
10/18/19
KUCHENMEISTER, JUSTIN
96.00
10/18/19
LO, SATHAE
54.00
10/18/19
MARTIN, ISABELLE
45.00
10/18/19
MOORE, PATRICK
348.00
10/18/19
PEROZA-ALDANA, VALENTINA
48.00
10/18/19
PIEPER, THEODORE
60.00
10/18/19
ROBBINS, AUDRA
4,483.77
10/18/19
ROBBINS, CAMDEN
237.50
10/18/19
VUKICH, CANDACE
60.50
10/18/19
WESTEMEIER, MOLLY
160.00
10/18/19
WHITE, LINDA
36.00
10/18/19
BERGO, CHAD
3,677.90
10/18/19
SCHMITZ, KEVIN
2,273.29
10/18/19
SHEERAN JR, JOSEPH
3,839.49
10/18/19
ADAMS, DAVID
2,667.42
10/18/19
HAAG, MARK
2,821.91
10/18/19
JENSEN, JOSEPH
2,392.89
10/18/19
SCHULTZ, SCOTT
4,468.90
10/18/19
WILBER, JEFFREY
2,496.07
10/18/19
COUNTRYMAN, BRENDA
1,698.50
10/18/19
SMITH, CATHERINE
1,349.00
10/18/19
PRIEM, STEVEN
2,881.41
10/18/19
WOEHRLE, MATTHEW
2,650.71
10/18/19
XIONG, BOON
2,381.69
10/18/19
FOWLDS, MYCHAL
4,563.89
10/18/19
FRANZEN, NICHOLAS
4,148.61
10/18/19
GERONSIN, ALEXANDER
2,621.14
10/18/19
RENNER, MICHAEL
2,939.12
10/18/19
AGEN, VIOLET
105.00
10/18/19
BENPARD, ADISON
45.00
10/18/19
HEBERT, HANNAH
60.00
10/18/19
KING, TABITHA
45.00
568,894.95
G1, Attachments
40.00
G2
CITY COUNCIL STAFF REPORT
Meeting Date October 28, 2019
REPORT TO: Melinda Coleman
REPORT FROM: Ellen Paulseth, Finance Director
PRESENTER: Ellen Paulseth, Finance Director
AGENDA ITEM: Close Funds
Action Requested: V Motion ❑ Discussion ❑ Public Hearing
Form of Action: ❑ Resolution ❑ Ordinance ❑ Contract/Agreement ❑ Proclamation
Policy Issue:
Various City funds are periodically closed due to the funds no longer being needed or changes in
regulatory guidance. The closing of funds often requires the transfer of funds, which requires
approval of the City Council.
Recommended Action:
Motion to approve the transfers dated 9/30/2019 to close obsolete funds and authorize the Finance
Director to make the necessary accounting entries.
Fiscal Impact:
Is There a Fiscal Impact? ✓ No ❑ Yes, the true or estimated cost is N/A
Financing source(s): ❑ Adopted Budget ❑ Budget Modification ❑ New Revenue Source
❑ Use of Reserves ✓ Other: N/A
Strategic Plan Relevance:
Financial Sustainability ❑ Integrated Communication ❑ Targeted Redevelopment
Operational Effectiveness ❑ Community Inclusiveness ❑ Infrastructure & Asset Mgmt.
The transfers are a component of the City's annual budget, or are for the restructuring of accounts to
gain efficiencies in operations. They provide for operational effectiveness and financial sustainability.
Background
The fund closures are described as follows:
1. Closure of the Trash Cart Fund
The Trash Cart Fund was established in 2014 to facilitate the purchase of city -owned trash
carts. The City issued the $450,000 Equipment Certificates, Series 2012A, to fund the
purchase of the carts. The City has been charging a monthly trash cart fee to provide the
funding to service the debt. The debt was paid off in 2019; however, the trash cart fund has a
Packet Page Number 35 of 334
G2
deficit of over $130K, due to providing trash carts for new customers and having to replace
many of the trash carts before the debt was paid. Now that the debt is satisfied, the City will
gain efficiencies by combining the trash and recycling funds into one Sanitation Fund. The
Recycling Fund currently has an unrestricted cash balance of over $300K. The Finance and
Community Development staff have analyzed both funds and determined that the surplus in
the Recycling Fund can be utilized to relieve the Trash Cart Fund deficit and to mitigate
necessary increases in the recycling fee. This fund combination will allow for a more flexible
and effective management of the City's trash and recycling programs.
2. Reclassify Agency Funds
The Governmental Accounting Standards Board (GASB) has issued statement No. 84, which
changes the definition of an Agency Fund. The City will close or reclassify its agency funds to
meet the new requirements. The City's agencies funds include Confiscated Funds, Police
Explorer's Fund, and Developer's Funds.
Attachments
1. List of transfers dated September 30, 2019
Packet Page Number 36 of 334
G2, Attachment 1
Transfers Dated 9/30/2019
Transfer From:
Transfer To:
Effective:
Amount:
Recycling Fund 605
Trash Cart Fund 404
9/30/2019
131,958.79
Confiscated Funds 803
Police Services Fund 208
9/30/2019
134,813.07
Police Explorer's Fund 804
Public Safety Equipment Fund 406
9/30/2019
616.15
Developer Funds 800
CIP Fund 401
9/30/2019
226,211.52
TOTAL TRANSFERS
493,599.53
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G3
CITY COUNCIL STAFF REPORT
Meeting Date October 28, 2019
REPORT TO: Melinda Coleman, City Manager
REPORT FROM: Shann Finwall, AICP, Environmental Planner
PRESENTER: Jeff Thomson, Community Development Director
AGENDA ITEM: 2020 SCORE Funding Grant Application
Action Requested: ✓ Motion ❑ Discussion ❑ Public Hearing
Form of Action: ❑ Resolution ❑ Ordinance ❑ Contract/Agreement ❑ Proclamation
Policy Issue:
Ramsey County offers Select Committee on Recycling and the Environment (SCORE) grants to cities
to enhance or improve their recycling efforts. SCORE grant funding is awarded on a per capita basis
and is intended to help fund the City's recycling program. Maplewood has historically used SCORE
funding to help offset the cost of collecting residential recyclables through the City's recycling contract.
SCORE funds can also be used for administration, promotion activities, equipment, and/or organics
collection.
Recommended Action:
Motion to approve the 2020 SCORE Funding Grant Application.
Fiscal Impact:
Is There a Fiscal Impact? ❑ No ✓ Yes, the true or estimated cost is $94,879 SCORE grant
funding with the option of an additional $18,072 if the City achieves the incentives.
Financing source(s): ❑ Adopted Budget ❑ Budget Modification ❑ New Revenue Source
❑ Use of Reserves ✓ Other: The 2020 recycling program budget will
be subsidized by the Ramsey County SCORE grant for approximately $94,879 to help fund the
collection of recyclables in the City.
Strategic Plan Relevance:
❑ Financial Sustainability ❑ Integrated Communication ❑ Targeted Redevelopment
✓ Operational Effectiveness ❑ Community Inclusiveness ❑ Infrastructure & Asset Mgmt.
The 2020 SCORE Funding Grant Application identifies the use of the City's SCORE funds for the
collection of recyclables by Tennis Sanitation.
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G3
Background
In 1989, the Minnesota Legislature adopted comprehensive waste reduction and recycling
legislation based on the recommendations of the Governor's SCORE working group. This set of
laws is part of Minnesota's Waste Management Act. The SCORE legislation has provided counties
with a funding source to develop effective solid waste management programs.
Discussion
Attached find a draft of the 2020 SCORE Funding Grant application. Submittal of the final
application and supporting documents is due by October 31, 2019. The City of Maplewood has the
opportunity to apply for a grant that is currently estimated to be $94,879. In addition to base
funding, municipalities are eligible to receive up to two optional incentive payments for new or
enhanced programs in the following areas: 1) bulky waste collection at no cost or a discounted
price that prioritizes recycling and/or reuse, 2) engaging small businesses in curbside recycling
services, 3) promoting BizRecycling to businesses and institutions, and 4) organics drop off site.
Maplewood's incentive funding is estimated to be an additional $18,072. Once the grant application
is submitted, the City will work with Ramsey County to design recycling and/or organics incentives
that will be feasible to achieve in 2020.
In 2019, the City's SCORE grant was $96,000 with an incentive of $14,400. To achieve the
incentive in 2019, Maplewood added an organics drop off site and increased the number of
businesses and institutions that participate in the City's curbside residential recycling program from
23 at the end of 2018 to 33 as of October 2019.
Attachments
1. Draft 2020 SCORE Funding Grant Application
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G3, Attachment 1
SCORE GRANT APPLICATION SURVEY
ANNUAL 1 2020
City of Maplewood
f--------------------------------------------------------------------------------------------------------------------------------------
Please refer to the 2020 SCORE Application Instructions for more information on completing this application.
...........................................................................................................
All items must be submitted for the application to be complete.
Step 1
Municipality:
City of Maplewood
Contact Person:
Shann Finwall
Address:
1902 County Road B East
Phone #:
651-249-2304
Email:
shann.finwall@maplewoodmn.gov
Population:
Source of
40,710
population data:
Metropolitan
Council 2018
Population Estimate
SCORE grant base funding amount ($):
94,879.00
Incentive funding amount ($):
18,072.00
Total grant funding possible($):
112,951.00
Total grant requested($):
112,951.00
Is this estimated or finalized amount?
C Estimated Amount
r Finalized Amount
The following expenses are eligible for SCORE reimbursement. Check the box(es) next to the budget categories this SCORE funding will be
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spent:
FAdministration
F Promotion Activities
F Equipment
V Collection of Recyclables
F Organics Collection
G3, Attachment 1
Step 2
Review your 2020 Recycling Performance Work Plan.
The work plan below outlines the minimum requirements for your recycling program. Please review each requirement carefully.
2020 Recycling Performance Work Plan - Minimum Requirements
1. Complete a[[ 2020 SCORE requirements, including reporting on time and submitting a mid -year status report.
2. Provide outreach to all residents about the municipality's recycling program and submit copies of materials to Ramsey County.
3. Use Ramsey County materials and information when and where appropriate to promote increased recycling, reuse and repair (e.g.,
Fix -it Clinics), medicine collection, household hazardous waste, organic waste and yard waste participation.
a. Send materials to Ramsey County for review prior to distribution.
b. Include county contact information on materials:
i. 24/7 Recycling & Disposal Hotline: 651 -633 -EASY (3279)
ii. RamseyRecycles.com
c. Provide links to the Ramsey County web pages on municipality website.
4. Use hauler data to identify those not recycling and target educational materials
5. Ensure all multi -unit properties are meeting State law requirements to recycle and are receiving free Ramsey County resources. Verify
through county database property information.
6. Increase opportunities for recycling in public spaces.
a. All recycling bins must be paired with a trash bin and in good condition.
b. Labels must be readable.
c. Promote Ramsey County's event container lending program and green event planning tips.
........................................................................................................................................................................................................
7. Implement a "Green" purchasing procurement policy for city functions and facilities to use reusable, recyclable or compostable
packaging.
8. Ensure the collection of textiles is available to all residents through special collection or drop-off opportunities.
9. Enforce recycling contracts, including the assessment of penalties for non-compliance.
a. Audit reporting by obtaining hauler weight tickets.
b. Have labels replaced if not readable.
10. Attend County Recycling Coordinator meetings and attend a yearly composition study.
I have reviewed and understand the minimum requirements.
PF
Do you have additional strategies to add to the work plan?
r Yes
r No
List additional strategies here.
Multi -Tenant Building Recycling Improvements: Under the new recycling contract with Tennis Sanitation, multi -family units with at least
21 units will be able to utilize recycling dumpsters for their recycling program. This will create more efficiency and improve recycling at the
large apartment complexes. Business and Church Recycling Improvements: Businesses and churches are currently allowed to opt into the
City's residential recycling program if their recycling can be accommodated by two or more 95 gallon carts that are picked up once a week.
Under the new recycling contract with Tennis Sanitation that program will be expanded to allow recycling dumpsters for businesses and
churches. This will allow the City to expand the number of businesses and churches that opt into the City's recycling program.
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G3, Attachment 1
Step 3
In addition to base funding, the municipality is eligible to receive up to two optional incentive payments.
To receive one incentive payment, the municipality must implement one incentive option below. To receive two incentive payments, the
municipality must implement two incentive options below.
You are eligible to receive up to two payments. Each payment is worth ($):
Would you like to apply for incentive funding?
C•` Yes
C No
Identify up to 2 Incentive Options. The option(s) identified will become part of the Recycling Performance Work Plan:
F Bulky Waste Collection. Establish an efficient and effective program to provide collection of bulky waste items from single family hom
es at no cost or a discounted price and that also prioritizes recycling and/or reuse.
V Engage Small Businesses. Include small businesses in curbside recycling services and actively engage those businesses to participate
in the service.
F Promote BizRecycling. Actively work with and promote BizRecyclingto businesses and institutions in collaboration with Ramsey/Was
hington Recycling & Energy for organics recycling and food waste reduction programs.
F Organics drop-off site. Co-sponsor an organics drop-off site with the county (for suburban cities only).
VAdditional qualifying activity. Must be approved beforehand by Ramsey County.
Please briefly describe how you will implement your chosen incentive(s).
Multi -Tenant Building Recycling Improvements: Under the new recycling contract with Tennis Sanitation, multi -family units with at least
21 units will be able to utilize recycling dumpsters for their recycling program. This will create more efficiency and improve recycling at the
large apartment complexes.
Business and Church Recycling Improvements: Businesses and churches are currently allowed to opt into the City's residential recycling
program if their recycling can be accommodated by two or more 95 gallon carts that are picked up once a week. Under the new recycling
contract with Tennis Sanitation that program will be expanded to allow recycling dumpsters for businesses and churches. This will allow
the City to expand the number of businesses and churches that opt into the City's recycling program.
Step 4
Municipal recycling budget.
After saving this application you will be asked to attach a copy of your 2020 municipal budget for ALL recycling activities, including ALL
funding sources. If a 2020 budget has not been adopted yet, attach the most recent draft.
Ifthe budget doesn't list ALL expenditures and revenues specific to recycling, add a supplemental table to identify this information.
A final copy of the adopted 2020 budget must be submitted by January 15, 2020.
Other Attachments
1. A resolution from your governing body requesting 2020 SCORE funding OR a certified copy of the official proceedings at which the
request was approved.
2. Verification of Compliance with Minnesota Statute 115A.471 and 115A.46.
Please download the Waste Verification document here. You will be prompted to upload a completed Waste Verification document after
...............
saving this application.
Packet Page Number 42 of 334
G3, Attachment 1
Step 5
I certify that this documentwas prepared under my direction or supervision and that the information is true, accurate and complete to the
best of my knowledge.'
P,
Name:'
Shann Finwall
Title:
Environmental Planner
File Attachments
Clickthe'Upload File' button to attach supporting documents as required.
Maximum file size is 5 MB.
1. Municipal recycling budget:'
2. Resolution from your governing body requesting SCORE funding:
3. Certified copy of the official proceedings at which the requestwas approved:
4. Verification of Compliance with Minnesota Statute 115A.471 and 115A.46: "
Response created on: Oct 1, 2019 at 04:18 PM CDT by Filsan.lbrahim@CO.RAMSEY.MN.US
Response last updated on: Oct 22,2019 at 10:01 AM CDT by shann.finwall@maplewoodmn.gov
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CITY COUNCIL STAFF REPORT
Meeting Date October 28, 2019
REPORT TO: Melinda Coleman, City Manager
REPORT FROM: Jane Adade, Planner
PRESENTER: Jeff Thomson, Community Development Director
AGENDA ITEM: Conditional Use Permit Amendment Resolution, Automotive Technology
School, 2525 White Bear Avenue North
Action Requested: ✓ Motion ❑ Discussion ❑ Public Hearing
Form of Action: ✓ Resolution ❑ Ordinance ❑ Contract/Agreement ❑ Proclamation
Policy Issue:
Bernard Mardorski is requesting an amendment to the conditional use permit (CUP) to operate an
automotive technology school in suite 108 within the Maplewood Place Retail Center located at
2525 White Bear Avenue North.
Recommended Action:
Motion to approve the attached conditional use permit amendment resolution for an automotive
technology school to be located at 2525 White Bear Avenue North.
Fiscal Impact:
Is There a Fiscal Impact? ✓ No ❑ Yes, the true or estimated cost is $0.
Financing source(s): ❑ Adopted Budget ❑ Budget Modification ❑ New Revenue Source
❑ Use of Reserves ❑ Other: n/a
Strategic Plan Relevance:
❑ Financial Sustainability ❑ Integrated Communication ❑ Targeted Redevelopment
✓ Operational Effectiveness ❑ Community Inclusiveness ❑ Infrastructure & Asset Mgmt.
The city deemed the applicant's application complete on September 16, 2019. The initial 60 -day
review deadline for a decision is November 15, 2019. As stated in Minnesota State Statute 15.99,
the city is allowed to take an additional 60 days if necessary to complete the review.
Background
Proposed Use
The applicant is proposing to convert the internal space of suite 108 within the Maplewood Place
Retail Center into an automotive technology school. The school will be used to teach automotive
technology to vehicle owners, do-it-yourself mechanics and professional mechanics and technicians,
and is proposed to operate from 8 a.m. to 10 p.m. Mondays through Thursdays, 8 a.m. to 5 p.m. on
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Fridays and Saturdays, and from noon to 5 p.m. on Sundays. Suite 108 is 2,097 square feet in size
and the applicant anticipates a maximum classroom size of 12 people at a time. There are no
proposed changes to the exterior of the building.
Zoning
The site is currently zoned as business commercial (BC) and designated as commercial (C) in the
2040 Comprehensive Plan. According to the zoning ordinance, any institution of an educational
nature is a conditional use in any zoning district in which it is not specifically prohibited.
Parking
The site has a total of 87 parking spaces, with four active businesses and three vacant spaces in
the retail center. The new automotive school will occupy one of the three vacant suites in the west
section of the building. The city's parking requirement for schools is based on the number of seats
in an auditorium. Since the proposed automotive school does not have an auditorium, the
proposed use is most similar to an auto repair shop. The zoning ordinance requires eight parking
spaces for an auto repair shop without an educational compontent. The applicant will have use of
10 parking spaces — exceeding requirements for both educational and auto repair uses. In
addition, the applicant plans to hold most classes in the evenings which would allow additional
parking spaces from closed businesses in the retail center.
Conditional Use Permit Standards
City code requires that the City finds that all nine standards outlined in the conditional use permit
ordinance are met prior to approval. The standards are outlined in the reference information
attached. Staff finds that the proposed conditional use permit for an automotive school meets the
conditional use permit standards.
Department Comments
Building Official, Dave Peterson
A building permit will be required with an architectural code analysis submitted to review the 2012
IBC, 2012 IMC, 2012 IFGC, 2015 Minnesota State Fire Code, MN 2015 Accessibility code,
MN1306, and 2015 Minnesota Building Codes.
Commission Review
Planning Commission
October 15, 2019, The planning commission held a public hearing and recommended approval of
this project. There were no speakers during the public hearing.
Citizen Comments
Staff surveyed the 25 surrounding property owners within 500 feet of the site for their opinion about
this proposal. Staff received four responses:
1. I absolutely approve of the automotive technology school being proposed within the
Maplewood Auto Mall (Jacqueline Kay Heir, 1784 Edgehill Road East).
2. 1 have no comment or objection (Bachmans Inc., 2600 White Bear Avenue North).
3. Parking on this site is a huge problem and our parking space gets taken by visitors to the
Maplewood Retail Center. Adding a school that would have a maximum capacity of 12 will
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further add to the current parking problems. This is a great project but parking will cause chaos
for the site and 2529 White Bear Avenue (Sean Cooper, 2529 White Bear Avenue North).
4. 1 see Sunday classes as unnecessary and should not be included. Mondays through
Saturdays are adequate (Carol Guzzo, 1876 County Road C E).
Reference Information
Site Description
Site Size: 3.00 acres
Existing Land Use: Retail Center and Automotive Service Station
Surrounding Land Uses
North: Vacant Lot/Manage B Wetland
South: Shopping Center, 2501 White Bear Avenue
East: White Bear Avenue/Goodwill Maplewood
Northeast: Maplewood Auto Mall, 2525 White Bear Avenue
West: Vacant Lot/Manage B Wetland
Planning
Existing Land Use: Commercial (C)
Existing Zoning: Business Commercial (BC)
Standards for a Conditional Use Permit
Section 44-1097 of the conditional use permit ordinance states that a conditional use permit may be
approved, or amended by satisfying all of the following standards for approval:
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.
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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.
Property History
On March 22, 1988, the city council approved plans for the Maplewood Auto Center. This facility
was developed as an automotive center for auto parts, sales and vehicle repairs.
On November 22, 1999, the city council approved a CUP for Credit Equity Sales to open a motor
vehicle sales business for this location. In the year 2000, this permit was taken over by Midwest
Auto.
On August 27, 2001, the city council approved a CUP for Alamo Car Rental to lease motor vehicles
On April 22, 2003, the community design review board approved a comprehensive sign plan
amendment and design review change for this site.
On August 12, 2013, the city council approved a conditional use permit amendment 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.
On October 14, 2014, city staff approved a lot split creating 2525 White Bear Avenue and 2529
White Bear Avenue. The previously approved conditional use permit still applies to both properties
and there is a shared parking agreement
On December 21, 2015, the city council approved a conditional use permit amendment for auto
repair and detailing, auto rental, used auto sales and auto washing and design plans for building
addition and expansion of the nonconforming parking lot at 2529 White Bear Avenue.
Attachments
1. Conditional Use Permit Amendment Resolution
2. Overview Map
3. Zoning Map
4. Land Use Map
5. Wetland Map
6. Applicant's Narrative
7. Site Plan
8. Parking Plan dated September 22, 2019
9. Draft Planning Commission Minutes, dated October 15, 2019
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G4, Attachment 1
CONDITIONAL USE PERMIT AMENDMENT RESOLUTION
WHEREAS, Bernard Mordorski, has applied for a conditional use permit amendment for an
automotive technology school at the Maplewood Place Retail Center.
WHEREAS, conditional use permits are required for any institution of an educational nature
within the City of Maplewood according to section 44-1092.
WHEREAS, this permit applies to the site at 2525 White Bear Avenue North. The legal
description is:
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. (PIN 11-29-22-22-0042)
WHEREAS, the history of this conditional use permit is as follows:
1. On October 15, 2019, 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 October 28, 2019, the city council discussed this proposal. The council 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 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.
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G4, Attachment 1
9. The use would cause no more than minimal adverse environmental effects.
Approval is subject to the following conditions:
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1. The property owner shall comply with the signage requirements of the city code and the
auto center's sign criteria.
2. 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.
3. All vehicles on-site shall be operational.
4. 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).
5. Ensure that the entire site is cleared of trash including all illegally dumped material located
within the drainage ditch behind the auto mall.
6. Ensure that trash dumpsters are placed inside enclosures at all times.
7. Ensure that the site is in compliance with the city's temporary 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.
8. Ensure that all landscaped areas are maintained including removing all weeds from the
landscaped area around the base of the center's pylon sign.
9. There shall be no parting -out of vehicles outside the building and left in the parking lot.
10. Auto salvage businesses are prohibited from operating at this site.
11. The parking lot shall be kept clear of junk and dirt.
12. 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.
13. There shall be an after-hours contact person on record with the city's emergency dispatcher.
14. 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.
15. Verify that the parking on-site does not obstruct fire department access for their trucks.
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16.
ZS evember 17, 2015, as s6ibmittedbythePFGPeFty GWReF temstaff. The applicant
must submit to staff an updated parking plan for the site. 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.
17. 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
18. The property owner shall provide city staff a plan for trash removal or design plans for a new
enclosed structure for the 2529 building, subject to the city's design review process.
19. 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.
20. The expanded nonconforming parking lot shall maintain its existing setback.
21. The applicant shall comply with all requirements of the building official.
22. The city council shall review this permit in one year.
The Maplewood City Council this resolution on October 28, 2019.
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Maplewood Auto Mail -2626 White Bear Avenue
City of Maplewood
Maplewood
G4, Attachment 2
September 16, 2019
Information 4
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Maplewood Auto Mail -2626 White Bear Avenue
City of Maplewood
Maplewood
G4, Attachment 3
September 16, 2019
Legend '
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Single Dwelling (r1)
Planned Unit Development (pud)
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wood, Ramsey County
Packet Page Number 52 of 334
` 2626 White BearAvenue
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Packet Page Number 54 of 334
G4, Attachment 6
Intended use of property
The property will be used for a school to teach automotive technology to vehicle owners, do it
yourself mechanics and professional mechanics and technicians.
Why should you approve this request?
This school will be a benefit to the people that own, operate repair and service vehicles and the
community of Maplewood.
Project Plans
There are no plans to change the existing structure of the building.
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G4, Attachment 7
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Number 57 of 334
G4, Attachment 9
DRAFT
MINUTES OF THE MAPLEWOOD PLANNING COMMISSION
1830 COUNTY ROAD B EAST, MAPLEWOOD, MINNESOTA
TUESDAY, OCTOBER 15, 2019
7:00 P.M.
E. PUBLIC HEARING
1. 7:00 p.m. or later: Automotive Technology School, 2525 White Bear Avenue
North
a. Conditional Use Permit Amendment Resolution
i. Planner, Jane Adade gave the report on the Automotive Technology School,
2525 White Bear Avenue North and answered questions of the board.
ii. Applicant, Bernard Mardorski, 2525 White Bear Avenue North, addressed the
commission.
Chairperson Arbuckle opened the public hearing.
Nobody came forward to address the commission.
Chairperson Arbuckle closed the public hearing.
a. Commissioner Kempe moved to approve the conditional use permit amendment
resolution for an automotive technology school to be located at 2525 White Bear
Avenue North.
Seconded by Commissioner Yang. Ayes - All
The motion passed.
This will go to the city council on October 28, 2019.
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CITY COUNCIL STAFF REPORT
Meeting Date October 28, 2019
REPORT TO: Melinda Coleman, City Manager
REPORT FROM: Lois Knutson, Administrative Services & Performance Measurement
Coordinator
Mike Sable, Assistant City Manager/ HR Director
PRESENTER: Mike Sable, Assistant City Manager/ HR Director
AGENDA ITEM: Strategic Plan Update for Third Quarter 2019
Action Requested: ✓ Motion ❑ Discussion ❑ Public Hearing
Form of Action: ❑ Resolution ❑ Ordinance ❑ Contract/Agreement ❑ Proclamation
Policy Issue:
Attached is a progress update on the status of the City's Strategic Plan for the third quarter of 2019,
using the Executive Report compiled through Envisio.
Recommended Action:
Motion to accept the Strategic Plan Update for Third Quarter of 2019.
Fiscal Impact:
Is There a Fiscal Impact? ✓ No ❑ Yes, the true or estimated cost is NA
Financing source(s): ❑ Adopted Budget ❑ Budget Modification ❑ New Revenue Source
❑ Use of Reserves ❑ Other: NA
Strategic Plan Relevance:
•� Financial Sustainability Integrated Communication Targeted Redevelopment
Operational Effectiveness ✓ Community Inclusiveness ✓ Infrastructure & Asset Mgmt.
The executive report on the Strategic Plan includes all six strategic priorities.
Background
Strategic planning is an organizational management activity that is used to set priorities, focus energy and
resources, strengthen operations, ensure that employees and other stakeholders are working toward
common goals, establish agreement around intended outcomes/results, and assess and adjust the
organization's direction in response to a changing environment.
The Mayor and City Council, along with the City Manager and Senior Management, embarked on a
systematic process for moving toward a vision in a manner that involves the development and
prioritization of strategic goals along with performance measures and measurable strategies and
objectives.
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Effective strategic planning articulates not only where an organization is going and the actions needed to
make progress, but also how it will know if it is successful.
Staff spent many hours in late 2018 making revisions to the entire plan for 2019. One of our goals is to
have the plan use more measurable items to tell our story. Another goal is to have the plan include
more cross -departmental initiatives. The revised Strategic Plan consists of six strategic priorities, a
series of Key Outcomes and Performance Measures, which describe desired outcomes and
performance success factors.
The City is continuing to work with Envisio, a software company that implements a web -based
solution, to align employees with the strategic plan and performance measures to accomplish
organizational outcomes.
Staff is meeting quarterly with all departments to evaluate and improve their plan elements.
Attachments
1. Strategic Plan Update for Third Quarter of 2019
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G5, Attachment 1
Maplewood
Strategic Flan Update - Third Quarter 2019
Report Created On: Oct 22, 2019
Page 1
Packet Page Number 61 of 334
G5, Attachment 1
6
23
62
Strategic Priority
Key Outcome Performance Measure
Overall Summary
Bio
Status Pending
0.72
On Track
65.47
d
Some Disruption
2.16
558%
Status
Upcoming
12.23
Progress
Completed
19.42
0 00
Strategic planning is an organizational management activity that is used to set priorities, focus energy and
resources, strengthen operations, ensure that employees and other stakeholders are working toward common
goals, establish agreement around intended outcomes/results, and assess and adjust the organization's direction
in response to a changing environment.
The Mayor and City Council, along with the City Manager and Senior Management, embarked on a systematic
process for moving toward a vision in a manner that involves the development and prioritization of strategic goals
along with performance measures and measurable strategies and objectives.
Effective strategic planning articulates not only where an organization is going and the actions needed to make
progress, but also how it will know if it is successful.
Staff spent many hours in late 2018 making revisions to the entire plan for 2019. One of our goals is to have the
plan use more measurable items to tell our story. Another goal is to have the plan include more cross -
departmental initiatives. The revised Strategic Plan consists of six strategic priorities, a series of Key Outcomes
and Performance Measures, which describe desired outcomes and performance success factors.
Staff is meeting quarterly with all departments to evaluate and improve their plan elements.
Report Legend � No Update Overdue Priority
Page 2
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G5, Attachment 1
Strategic Priority 1
Community Inclusiveness: Strive to create a community that is engaged, tolerant, and compassionate % #
about everyone. To further build a community that embraces and respects diversity and that uses FOn Track 50.0 15
different perspectives and experiences to build an inclusive and equitable city for all. Some Disruption 6.67 2
0 Upcoming 26.67 8
* Completed 16.67 5
Key Outcome: 5 Performance Measure: 9 Action Initiative : 30
Key Outcome 1.1
Maplewood is a welcoming community where residents are accepted and engaged.
% #
On Track
60.0 3
Performance Measure: 1 Action Initiative : 5
Some Disruption
20.0 1
Completed
20.0 1
Performance Measure 1.1.1r�"
M
70% of residents view Maplewood as an open and accepting community.
% #
On Track
60.0 3
Action Initiative : 5
Some Disruption
20.0 1
# Completed
20.0 1
Updated on Oct 14, 2019 20:38:44
We continue to explore new ways to track attendees and diversity of participants
Key Outcome 1.2
Employees are engaged in community outreach and are culturally aware
% #
On Track
12.5 1
Performance Measure: 2 Action Initiative : 8
Some Disruption
12.5 1
!� Upcoming
62.5 5
Completed
12.5 1
Performance Measure 1.2.1 .
_;— 7=
80% of benefit earning employees will participate in City sponsored community events annually % #
6 On Track 1667 1
Action Initiative : 6 Some Disruption 16.67 1
0 Upcoming 50.0 3
0 Completed 16.67 1
Updated on Oct 17, 2019 19:56:04
The LEARN platform in NeoGov is being implemented to track employee participation. Coordination with all departments who use other
existing software to track time spent on events (i.e. either in payroll or other tools) is being explored.
Page 3
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Performance Measure 1.2.1 > KPI
Benefit earning employees participating in City sponsored community events annually
Last Update: Oct 17, 2019 19:26:34
100
0
35
35
Q1 2019
36
I
Q2 2019
4 Actual -W Sum
Key Outcome 1.3 OEM''
The demographics of the organization reflect the community and its needs
Performance Measure: 2 Action Initiative : 8
G5, Attachment 1
93
57
Q3 2019
On Track
Completed
87.5 7
12.5 1
c 1 - —
Performance Measure 1.3.1,`"
R -
Increase the percentage of employees of color among City staff by 2% per year % #
On Track 83.33 5
Action Initiative : 6 Completed 16.67 1
Updated on Oct 17, 2019 20:01:00
With each new job posting, HR evaluates the job description and the hiring process. Internally, we are using NeoGOV analytics to track
this data.
Page 4
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Performance Measure 1.3.1 > KPI
Percentage of employees of color
Last Update: Oct 14, 2019 20:26:34
15
10
10.7 10.98 1 1,.41
0
2016 2017 2018 2019
Actual
G5, Attachment 1
Number of hires / number of persons of color hired
Percent of New Hires - All Employees
Last Update: Jul 15, 2019 17:04:52
Percent of New Hires - All Employees
90' 81%
80?'
70%
601 53%
5V'. 47%
30%
18% 19%
10% Illy^
urs,
0%
2017 2019 2019
Caucasian u Non-Cauaan
Performance Measure 1.3.2
...
Increase the diversity of the makeup of the City's boards and commissions by 1 % per year (currently at
9.25%) On Track
Action Initiative : 2
Updated on Oct 17, 2019 20:14:52
There have been no recent commissioner appointments. In September, five current commissioners all were reappointed.
Key Outcome 1.4
City services and facilities are accessible to our diverse community
Performance Measure: 1 Action Initiative : 3
Performance Measure 1.4.1
100.0 2
Upcoming 100.0 3
Each City department or division will evaluate two (2) existing departmental programs, facilities and/or % #
essential operations, through the lens of equity, to ensure that delivery of public services are fair and ?P upcoming 100.0 3
equitable.
Action Initiative : 3
Updated on Jul 15, 2019 17.54:40
Staff is currently developing the asset management program for City facilities. As part of this development we will be looking at how the
system can be used to create and track this form. As the system is still in development we have show this to have some disruption.
Page 5
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G5, Attachment 1
Staff has been researching current pedestrian safety policy in use by other cities and recommended policies by other professional
organizations such as the Local Road Research Board. This policy will be looking at establishing guidelines for what safety measures
should be use at road crossings. Staff will be developing a policy that provides the same level of safety to all residents.
Key Outcome 1.5 ���� �������������4r
Parks & Recreation programs that embrace diversity, celebrate arts and culture, value health and % #
wellness, and promote stewardship of the environment. On Track 6667 4
Completed 33.33 2
Performance Measure: 3 Action Initiative : 6
Performance Measure 1.5.1
Provide at least 175 environmental education programs annually. % #
On Track 50.0 1
Action Initiative : 2 Completed 50.0 1
Updated on Oct 08, 2019 21:27:01
Nature Center staff have conducted 36 additional environmental education programs during the period from July 1 to September 30. We
have conducted a total of 188 environmental education programs up to this point.
Performance Measure 1.5.1 > KPI
# of programs
Last Update: Oct 09, 2019 14:44:45
200
v
E 100
[e7
Q1 2019 Q2 2019
Actual t Sum
a.
Q3 2019
Target: 175 I Milestone Date: Dec 31, 2019
Comment
Several groups of diverse college students participated in programs
this fall. Mona rch/Monarcas and Summer Nature Hike - both with
Spanish Language interpreter were conducted at the nature center.
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# of participants
Last Update: Oct 09, 2019 14:50:55
10000
7,283
7500
°J
4,91S
E 5000
c
2500 1.G35
r
1,G;5
0
Q1 2019 Q2 2019 Q3 2019
Actual t Sum
Comment
Several multi cultural organizations participated in programs at the
nature center - including Freedom School from Webster Elementary;
Primrose Merriam Park; and Century College.
Page 6
Performance Measure 1.5.2
Increase youth scholarship utilization by 10% by December 31, 2020.
Action Initiative : 2 ,
Updated on Oct 08, 2019 18:45:39
We have awarded 33 scholarships to Maplewood youth who have demonstrated financial need.
G5, Attachment 1
On Track 100.0 2
Performance Measure 1.5.2 > KPI Annual Youth Scholarship Recipients
# of youth receiving scholarships
Last Update: Apr 09, 2019 21:32:09
Last Update: Oct 08, 2019 18:46:26 60
40 48 48
33 43 41.25
40
a,
a) E
E 20 19 c 48 4$
20 3
� 33
6
s N 13 14 0
0
2015 2016 2017 2018
Ql 2019 Q2 2019 Q3 2019
Actual t Average
Actual t Sum
Performance Measure 1.5.3 • .. -
Provide a minimum of 30 activities for actively aging adults % #
On Track 50.0 1
Action Initiative : 2 Completed 50.0 1
Updated on Oct 17, 2019 20:59:24
offered 7 day trips to dinner theaters and baseball games
• offered one painting class
69 participants for trips and painting class
• Have booked 3 future painting classes for seniors
Have also added ballroom dancing
Page 7
Packet Page Number 67 of 334
Performance Measure 1.5.3 > KPI
# of daytrips and classes
Last Update: Sep 23, 2019 20:58:53
40
30
L
-0 19
E 20
12
10 6
4i
0
Ql 2019 Q2 2019 Q3 2019
Actual -0- Sum
Target 30.0
G5, Attachment 1
# of participants
Last Update: Sep 23, 2019 20:59:31
200
179
v
110
E 100
.> On Track
55
5
55
55 G9
0
Q1 2019
Q2 2019 Q3 2019
ID Actual
t Sum
Strategic Priority 2 J 0
Financial Sustainability: Maintain a positive financial position by balancing revenues and expenditures % #
for operations, debt management, and capital investments. Provide quality city services at a level that On Track 88.24 15
reflects community values and that are supported by available resources 0 Completed 11.76 2
Key Outcome: 4 Performance Measure: 8 Action Initiative: 17
Key Outcome 2.1
Achieve highest possible level of credit quality in the bond market
Performance Measure: 2 Action Initiative : 6
Performance Measure 2.1.1 II,
Maintain Excellent Bond Rating of AA+ with S & P
Action Initiative : 4
Updated on Sep 23, 2019 19:59:12
S&P has awarded an AA+ bond rating to the City's 2019A bonds.
Packet Page Number 68 of 334
Page 8
.> On Track
83.33
5
Completed
16.67
1
On Track
75.0
3
Completed
25.0
1
Page 8
Performance Measure 2.1.1 > KPI
S&P Bond Rating
Last Update: Oct 21, 2019 14:08:25
SSP Hand Ram
2017
2018 2019
AA+
AA+ AA+
G5, Attachment 1
Performance Measure 2.1.2 —
Maintain S & P rating of "very strong management" under S&P's financial management assessment % #
methodology. On Track 100.0 2
Action Initiative : 2
Updated on Sep 23, 2019 19:59:22
S&P awarded a Very Strong Management score for the 2019A bond issues.
Performance Measure 2.1.2 > KPI
S&P Management Score
Last Update: Oct 21, 2019 13:39:19
S&P Willanagewmmt Score
2017 2018
2019
SbMng Very Strorr8
Very Strom
Key Outcome 2.2
Maintain an investment strategy that maximizes yield without compromising safety, liquidity and diversity. % #
On Track 100.0 3
Performance Measure: 1 Action Initiative : 3
Performance Measure 2.2.1
Maintain average annual rate of return on investments above the 2 -year treasury yield rate. % #
On Track 100.0 3
Action Initiative : 3
Updated on Sep 23, 2019 19:59:35
We are currently meeting this measure, with nearly 3% returns.
Page 9
Packet Page Number 69 of 334
Performance Measure 2.2.1 > KPI
Interest Rate Yield
3.00%
2.50%
2.00%
Last Update: Oct 21, 2019 14:27:03
750%
1.00%
050%
0.00%
Key Outcome 2.3 =11
Benchmark Interest RateYieldat December3l
2 -Yea Treasury PortfofoYTM @Cost
2.48%
2.22%
1.89% --�,
2.23%
1.68%
L27%
G5, Attachment 1
2018 2019 Estimated
Strategically manage the debt portfolio in a manner that balances long-term financial sustainability with % #
community needs. on Track 100.0'. 2
Performance Measure: 2 Action Initiative : 2
Performance Measure 2.3.1 • .. :� ,
Debt/Capita ratio is no higher than $1,500 % #
On Track 1000 1
Action Initiative : 1
Updated on Sep 23, 2019 19:59:46
We continue to meet this goal, after the 2019A bonds were issued.
Page 10
Packet Page Number 70 of 334
Performance Measure 2.3.1 > KPI
Debt Per Capita
Last Update: Oct 21, 2019 13:39:46
s1,8W
51,1501)
51,4CC
$1,2N
$1,006
$800
$60t)
$466
52 -0
G5, Attachment 1
Debt Per Capita
$1,705 $1,633
$1,467
$1,358
2016 2017 2018
Performance Measure 2.3.2`
S & P rating of at least "adequate" on Debt and Contingent Liability measure
Action Initiative : 1
Updated on Sep 23, 2019 19:59:54
This goal will not be met for a few more years, as older debt is retired.
Performance Measure 2.3.2 > KPI
S&P Debt and Contingent Liability Score
Sar u e bt arid Cm ti went Hamft store
Last Update: Oct 21, 2019 13:40:08 2017 2018 2019
Weak Weak Weal[
2019
Estimated
Key Outcome 2.4;
Develop an annual budget that meets community needs and is alignment with the strategic plan and
City financial policies.
Performance Measure: 3 Action Initiative : 6
On Track 100.0 1
On Track 83.33 5
0 Completed 16.67 1
Page 11
Packet Page Number 71 of 334
Performance Measure 2.4.1
Receive the GFOA Distinguished Budget Presentation Award
Action Initiative : 2
Updated on Sep 23, 2019 20:00:17
Received the award.
Performance Measure 2.4.1 > KPI
GFOA Distinguished Budget Award
Last Update: Oct 21, 2019 13:40:21
GFOA ICI RudZVtA erard
2017
2018 2019
Yes
Yes I Yes
Performance Measure 2.4.2
Receive the GFOA Certificate of Achievement for Excellence in Financial Reporting
Action Initiative : 2
Updated on Sep 23, 2019 20:00:38
Received the award for the 2018 CAFR.
Performance Measure 2.4.2 > KPI
GFOA Certificate of Achievement for CAFR
Last Update: Oct 21, 2019 13:40:38
GFOA C.eranal a of Acl is l: for €:Am
2016
2017 2018
2019
Yes
Yes Yes
N/A
Performance Measure 2.4.3
foil uadiuu i(ii.�
Maintain budget to actual performance within 1% of budgeted expenditures
Action Initiative : 2
Updated on Jul 12, 2019 15:17:37
In line to achieve this for the 2019 budget to date.
Packet Page Number 72 of 334
G5, Attachment 1
On Track 1000 2
On Track 50.0 1
Completed 500 1
#
On Track 100.0 2
Page 12
Performance Measure 2.4.3 > KPI
Budget to Actual
99.40%
98.24%
99.00%
97.W%
Last Update: Oct 21, 2019 13:41:06 97'6CO%
97.40%
97.20%
97.04'.6
96.90%
96.60'6
G5, Attachment 1
% of Budgetto Actual Expenditures General Fund
97.;
2017
2018
2019 Estimated
Strategic Priority 3
Infrastructure & Asset Management: Provide safe, efficient, sustainable, cost-effective, and well-
%
#
maintained roads and transportation systems. Build, maintain, and manage capital assets to preserve
Status Pending
3.7
1
long-term investment and ensure uninterrupted support services.
On Track
44.44
12
Upcoming
22.22
6
� Completed
29.63
8
Key Outcome: 4 Performance Measure: 14 Action Initiative : 27
Key Outcome 3.1 �
Capital assets (buildings, grounds and equipment) shall be maintained at a sustainable level that will % #
protect the City's investment. On Track 50.0 1
ID Upcoming 50.0 1
Performance Measure: 4 Action Initiative : 2
Performance Measure 3.1.1
— -- ....
Ensure sanitary sewer system is maintained by inspecting 20 — 25% of mains each year % #
On Track 1000 1
Action Initiative : 1
Updated on Oct 10, 2019 20:58:18
Staff is currently on track to complete the annual cleaning of 1/3 of sanitary sewer mains.
Page 13
Packet Page Number 73 of 334
G5, Attachment 1
Performance Measure 3.1.1 > KPI
Sanitary sewer main inspected annually (thousand feet)
Last Update: Jul 16, 2019 15:48:08
Performance Measure 3.1.2 t
Maintain a Net Investment in Capital Assets/Total Net Position Ratio of at least 83% % #
Upcoming 100.0 1
Action Initiative : 1
Updated on Sep 23, 2019 20:00:50,
For the year ended 12-31-2018, this ratio was 81 %, slightly less than the standard.
Page 14
Packet Page Number 74 of 334
75
Y
50
29.98
p
26.43
� I (i•t
25
33.53
26.43
0
2014
2015
2016 2017
2018
0 Actual -0- Average
Performance Measure 3.1.2 t
Maintain a Net Investment in Capital Assets/Total Net Position Ratio of at least 83% % #
Upcoming 100.0 1
Action Initiative : 1
Updated on Sep 23, 2019 20:00:50,
For the year ended 12-31-2018, this ratio was 81 %, slightly less than the standard.
Page 14
Packet Page Number 74 of 334
G5, Attachment 1
Performance Measure 3.1.2 > KPI
% of Budget to Actual Expenditures General Fund
Last Update: Oct 21, 2019 16:11:22
Net Investment in Capital Assets/Total Net Position
0.9 0.8856
0.88
0.86
0.84
0.82
0.8
78
0.76
)87
I1 2018
Performance Measure 3.1.3
Enter 100% of facilities into asset management software for tracking
Updated on Oct 09, 2019 21:26:39
Staff is continuing to enter all assets into Cartegraph. Approximately 75% of the facilities have been entered into Cartegraph. This task
should be completed in the fourth quarter.
Performance Measure 3.1.4
Inspect and clean 100% of stormwater BMPs
Updated on Oct 10, 2019 16:14:41
Staff has inspected 100% of the 161 structures. Out of the 161 structures, 117 required cleaning. Staff cleaned 94 structures leaving 23
structures to be carried over to 2020. This was due to weather, amount of rain received, and staff shortage within the department.
Page 15
Packet Page Number 75 of 334
G5, Attachment 1
IYgIYYIYt rr1{w
Key Outcome 3.2�u»,m II
.. III lul�
#
On Track
50.0 3
Local City roads managed to provide a high quality transportation system.
16.67 1
%
#
On Track
44.44
4
/ Upcoming
22.22
2
Performance Measure: 3 Action Initiative : 9
0 Completed
33.33
3
Performance Measure 3.2.1
Maintain PCI (Pavement Condition Index) of a minimum of 70
%
#
On Track
37.5
3
Upcoming
250
2
Action Initiative : 8
Completed
37.5
3
Updated on Oct 09, 2019 14:14:40
City staff have completed street ratings for 2019 to ensure our PCI is up to date. The 2019 improvement projects are nearing completion
and will represent an investment into maintaining a high-quality street system in Maplewood.
Performance Measure 3.2.2 VE
Inspect 100% of traffic control signs each year
Action Initiative : 1
- _ I
On Track 1000 1
Updated on Oct 17, 2019 21:03:01
All required information for inspections has been submitted. This information should be entered into Cartegraph by the end of October. A
complete sign inspection system will be in place by the end of 2019.
Performance Measure 3.2.3
City roads plowed to full width within 8 hours after snow has stopped falling for 90% of all average snow events (3-6 inches)
Updated on Oct 17, 2019 21:04:29
There is no update at this time.
Key Outcome 3.3p �'" 'f
Natural Resources are managed to ensure high ecological quality and long-term sustainability.
Performance Measure: 3 Action Initiative : 6
Performance Measure 3.3.1 • ..
100% of development/redevelopment projects will meet the City storm water quality requirements
Action Initiative : 3
Packet Page Number 76 of 334
Page 16
#
On Track
50.0 3
Upcoming
16.67 1
Completed
33.33 2
is On Track
100.0 3
Page 16
G5, Attachment 1
Updated on Oct 09, 2019 14:20:52
There have been twenty-one development proposals within the City thus far in 2019 requiring Engineering review. All of these projects
were reviewed to ensure they meet the City's storm -water quality requirements.
Performance Measure 3.3.2
Active management of a minimum of 8 natural areas per year
Updated on Oct 08, 2019 15:59:22
Six natural areas have been maintained by contractors or volunteers in 2019. Management has included one prescribed burn, mowing,
tree care, and invasive species control.
Performance Measure 3.3.3 :1
Remove 100% of park and boulevard ash trees that are dead or have confirmed Emerald Ash Borer. % #
Upcoming 33.33 1
Action Initiative : 3 1$ Completed 66.67 2
Updated on Oct 08, 2019 17:40:42
Spring inspections found 11 boulevard trees and 5 park trees that have confirmed EAB. These trees will be removed in the winter of
2019-2020.
Performance Measure 3.3.3 > KPI
# of trees removed
Last Update: Jul 12, 2019 18:19:17
200
150
v
v
L
} 100
w
O GU
�k
118
50
0
Jan '19 Jul '19
Actual
Comment
Dec 2018 -Mar 2019 removals completed and 100% of public ash with EAB were removed. April inspections will identify EAB trees for removal
in winter 2019-2020.
Page 17
Packet Page Number 77 of 334
G5, Attachment 1
Key Outcome 3.4 am
-
City parks, trails and open spaces are well-maintained, accessible, and meet the changing needs of the % #
community. Status Pending 10.0 1
On Track 40.0 4
,D Upcoming 20.0 2
Performance Measure: 4 Action Initiative : 10 0 Completed 300 3
Performance Measure 3.4.1 f ^�
Implement a minimum of 1 recommendation from the 2015 Parks System Master Plan % #
On Track 50.0 1
Action Initiative : 2 • Completed 50.0 1
Updated on Oct 08, 2019 18:20:09
We have replaced the playground at Wakefield Park in 2019 as part of the Parks System Master Plan goal to make Wakefield a "signature
park" in our system. We are now in the beginning stages of creating a master plan for Harvest Park
Performance Measure 3.4.21
Develop and maintain a rating system for playgrounds in Cartegraph % #
0 Completed 100.0 2
Action Initiative : 2
Updated on Jul 15, 2019 13:42:32
We have begun the 2019 playground inspection process and will be reviewing the results and format to determine best practices going
forward before entering data into Cartegraph.
I .,r
Performance Measure 3.4.3
Maintain a 70% resident satisfaction rating with City's parks, trails and open spaces % #
Status Pending 200 1
Action Initiative : 5 On Track 40.0 2
1 Upcoming 40.0 2
Updated on Oct 08, 2019 18:24:21
We are working with the Communications Department to effectively communicate with the public about all things related to parks, trails and
open space. We have completed a Polco survey concerning Parks & Recreation facilities and programming. We are also continuing to
utilize Cartegraph software to manage our assets and respond to issues that arise in our Parks System.
Performance Measure 3.4.4 -
Parking lots, trails and sidewalks cleared within 48 hours after street clearing operations are finished for % #
90% of all average snow events (3 — 6 inches) On Track 100.0 1
Action Initiative : 1
Page 18
Packet Page Number 78 of 334
G5, Attachment 1
Updated on Oct 14, 2019 13:51:00
Staff will be meeting this fall to review our existing trail and sidewalk network to plan our snow removal operations for the 2019/2020
wi me r.
Strategic Priority 4�
Integrated Communication: Create a long-term vision that reflects our community identity and % #
effectively communicates a consistent, broad-based message and brand through a variety of mediums. On Track 100.0 11
Key Outcome: 2 Performance Measure: 4 Action Initiative: 11
Key Outcome 4.1 µ `,
A more informed and engaged community by proactively telling the City's story and establishing % #
Maplewood as a regional leader. On Track 100.0 10
Performance Measure: 3 Action Initiative : 10
Performance Measure 4.1.1 �7 I�' j
Increase social media engagement and on-line presence by an average of 3% in 2019
On Track
Action Initiative : 5
Updated on Oct 07, 2019 18:05:03
Traffic is steady and we're continuing to upgrade the quality of the content on each of the City's platforms.
Performance Measure 4.1.1 > KPI
Social media engagement
Last Update: Jun 17, 2019 19:30:40
4000
c
a�
E
v 2000
M
ns
rn
CU
7
2,599
AN -
1 7. Jun
Actual t Average
Target 3500.0
2,399.5
200 1
100.0 5
24. Jun
Page 19
Packet Page Number 79 of 334
G5, Attachment 1
Performance Measure 4.1.2
Ensure at least 2 or more videos per month appear on the City of Maplewood's digital platforms % #
On Track 100.0 3
Action Initiative : 3
Updated on Oct 07, 2019 18:07:06
This is more of an input, but we are meeting it.
Performance Measure 4.1.3TZ
"
Ensure residents are informed on a wide variety of City news and initiatives in the areas of environmental % #
education, Public Safety, Finance, Public Works, and Parks & Recreation at least 5 times per month. On Track 100.0 2
Action Initiative : 2
Updated on Oct 18, 2019 14:52:08
This is being met.
it ^1
Key Outcome 4.2 J
Retain and attract community members, businesses and visitors through a regional branding campaign. % #
On Track 100.0 1
Performance Measure: 1 Action Initiative : 1
Performance Measure 4.2.1Pµ
Establish a new city branding by January 2020 % #
On Track 1000 1
Action Initiative : 1
Updated on Oct 07, 2019 18:06:35
COEs have been successful, so have the complete COunt Committees. We'll be meeting with the Realtors in November and hope to
continue the dialogue from there.
Strategic Priority 5Ch,
Operational Effectiveness: Create a culture that is built on trust, conveys clearly identified goals and
%
#
expectations, and is focused on the city's long-range mission and vision. Value organizational efficiencies
On Track
67.5
27
which are based on performance measurement, accountability, and best practices.
Some Disruption
2.5
1
Upcoming
7.5
3
Completed
22.5
9
Key Outcome: 5 Performance Measure: 20 Action Initiative : 40
Page 20
Packet Page Number 80 of 334
G5, Attachment 1
Key Outcome 5.1
Maintain a safe work environment and a healthy workforce. % #
On Track 87.5 7
Performance Measure: 2 Action Initiative : 8 0 Completed 12.5 1
Performance Measure 5.1.1
The target for the annual Workers' Compensation Experience Modification Factor is 1.0 or less % #
On Track 1000 4
Action Initiative : 4
Updated on Oct 17, 2019 20:18:59
The Workers' Compensation Experience Modification Factor is calculated on an annual basis. The year runs from July 1 to June 30.
Tracking injuries and accidents month to month to review and compare preventable v unpreventable and lost time and medical v no lost
time or medical. Working with communications on Safety Videos and PSA's. Sent emergency action plan to all department heads to
update in their areas. Continue to send follow up reports with recommendations to Department Heads to review with employee. Reached
out to Gallagher and League to attend Safety Committee meetings on quarterly basis. New members added to Safety Committee to
include Command staff and PW Supervisors. We also brought in the League to discuss their TSO program with the Police Department.
We also met with SafeAssure to review the 2019/2020 training program.
Performance Measure 5.1.1 > KPI
Annual Workers' Compensation Experience Modification Factor is 1.0 or less
Last Update: Oct 14, 2019 20:27:57
1.5
1
v
E
c
0.5
0
1.29
1.22
1.19 1.17 1.13 1.12 1.11
2012 2013 2014 2015 2016
Actual t Average
Target 1.0
Performance Measure 5.1.2
Increase employee wellness program participation by 2% per year to reach 80% by 2020 in each
department and city-wide
Action Initiative : 4
T 7 7
2017 2018 2019
On Track 75.0 3
® Completed 25.0 1
Page 21
Packet Page Number 81 of 334
G5, Attachment 1
Updated on Oct 17, 2019 20:33:23
Added to wellness page on intranet. Encourage Wellness Committee members to add Wellness to staff meeting agendas. HR Director
adding wellness talking points to weekly Management Team meetings. Set up wellness orientations with new hires to go over mymedica
site and Wellness Your Way program.
Continue to meet 1:1 with new hires on wellness program and share participation numbers with Department Heads. See below for
Trimester 2 participation numbers.
Total Eligible # Participants %
Administration 14 14 100%
CD 10 7 70%
Finance 13 9 69%
Fire Department 29 26 90%
IT 4 3 75%
Parks & Recreation 8 7 88%
Police Department 52 36 69%
Public Works 36 30 83%
Total 166 132 80%
Performance Measure 5.1.2 > KPI
Employee wellness program participation
Last Update: Oct 14, 2019 20:29:34
100
V
50
°' 80
v
o..
0
Jan '18 May'l8 Sep '18 Jan '19 May'l9 Sep '19
Actual
Target 80.0
Key Outcome 5.2
Recruitment and retention of talented and qualified workforce.
Performance Measure: 2 Action Initiative : 6
Packet Page Number 82 of 334
On Track
0 Completed
50.0 3
50.0 3
Page 22
G5, Attachment 1
Performance Measure 5.2.1
Full-time employee turnover rate will be 10% or less % #
On Track 60.0 3
Action Initiative : 5 Completed 40.0 2
Updated on Oct 17, 2019 20:36:37
We have launched our LEAD Academy, a professional development program.
The annual recognition luncheon was held on May 29 at Wakefield Community Building. Employees were honored for 10, 15, 20, 25 and
30 years of service with the City. Honorees were able to choose their own prize from an online catalog.
An employee survey is being developed to solicit feedback from employees regarding compensation and benefits, as well as culture and
work environment.
Performance Measure 5.2.1 > KPI
Employee Turn -Over Rate
Last Update: Jul 10, 2019 20:24:31
20
15.3
15 ��
Y
u 10
v
CL
5
0
Jan ''17
_.S.
5.3 5.6
Jul ''17 Jan '18 Jul ''18 Jan '19 Jul '19
Actual
Target 10.0
Comment
2016: This is the year when the YMCA assumed operations at the MCC. Positions were eliminated.
2018: This figure includes all current plus the two new FFs and new Police Records Specialist starting in next month or so.
Performance Measure 5.2.2
Average time to hire will be 100 days or less
Action Initiative : 1
Updated on Oct 17, 2019 20:38:29
0 Completed 100.0 1
Page 23
Packet Page Number 83 of 334
G5, Attachment 1
Worked with IT and Finance with finding efficiencies in the process. have made a number of changes to eliminate steps and duplication.
Utilized analytics in NeoGOV to understand how long each step in the hiring process takes.
Performance Measure 5.2.2 > KPI
Average time to hire will be 100 days or less
Last Update: Oct 14, 2019 20:30:18
150
127.6
125
99.15
100
> 83'9779.05
rt
O 75 70.7 64.3
53.6
50
25
Q3 2017 Q4 2017 Q1 2018 Q4 2018
Actual t Average
Target 100.0
Key Outcome 5.3 1 "" "
Provide timely response to resident needs and requests.
Performance Measure: 6 Action Initiative: 5
Performance Measure 5.3.1 ,,,
80% of complete commercial plans and permits reviewed within 30 days or less
Action Initiative : 1
Updated on Oct 03, 2019 14:41:45
This measure is being met.
Performance Measure 5.3.2 —MN-.,,-. n ,
Respond to and verify code enforcement complaints in the City within 1 week of receipt
Action Initiative : 2
Updated on Oct 03, 2019 14:46:21
Packet Page Number 84 of 334
75.6 80.3 79
Ql 2019 Q2 2019 Q3 2019
#
;y On Track 60.0 3
Upcoming 40.0 2
0 On Track 1000 1
V Upcoming 100.0 2
Page 24
G5, Attachment 1
Our Neighborhood Preservation Specialist responds to complaints or reaches out to all complainants within one week of receipt. Many of
the more complex code complaints take more than one week to completely close out. We will be rolling out software for this fall which will
be able to better track response and compliance timelines.
Performance Measure 5.3.3 -
Respond to maintenance requests in our parks and open spaces within 5 business days. % #
On Track 100.0 2
Action Initiative : 2
Updated on Oct 08, 2019 18:24:55
We continue working towards improving our response times to maintenance requests in our Parks System by improving communication
between staff and utilizing Cartegragh software to track issues and manage assets.
Performance Measure 5.3.4
75% of completed field permit applications are answered within 5 business days.
Updated on Oct 08, 2019 21:18:39
95% - 58 of 61 permit requests were answered within 5 business days for April -October 2019.
Performance Measure 5.3.5
80% of Data Practice requests will be completed within 10 days
Updated on Jul 03, 2019 17:43:30
The average response time for the 20 second quarter data requests was 3.9 days.
Page 25
Packet Page Number 85 of 334
Performance Measure 5.3.5 > KPI
Completion Time
Last Update: Oct 08, 2019 21:08:26
15
10
a 11.3
2.6
G
0
Ql 2018 Q2 2018
5.47
4.82
3.S Z-29
Q3 2018 Q4 2018
Actual t Average
Target 10.0
G5, Attachment 1
4.48 4.38
3.i
Ql 2019
Q2 2019
C19ia
Q3 2019
Performance Measure 5.3.6
Respond, track and resolve/close 85% of all issues reported to Public Works within 2 weeks from the reported date
Updated on Oct 17, 2019 21:17.•59
2019 Total Reported Issues = 1199
We are continuing to expand the number of areas utilizing Cartegraph to process and report issues. The goal is to have 85% of the
reported issues closed within two weeks or less from the reporting date.
Currently, we have 24 issues that remain open and have 97.99% of the reported issues closed within two weeks.
Page 26
Packet Page Number 86 of 334
G5, Attachment 1
Performance Measure 5.3.6 > KPI
Respond, track and resolve/close 85% of all issues reported within 2 weeks from the reported date
Last Update: Oct 08, 2019 21:00:33
100
85.2
a.
50 s5 z 9a
V
G3
4
0
2017 2018
Actual f Average
Target 85.0
Key Outcome 5.4
Practice Continuous Improvement (Best Practices in Employee Operations).
Performance Measure: 5 Action Initiative : 10
Performance Measure 5.4.1 .
2019
On Track 80.0 8
Upcoming 10.0 1
d Completed 100 1
80% of licensed establishments will be inspected on an annual basis % #
" Upcoming 100.0 1
Action Initiative : 1
Updated on Oct 03, 2019 14:17:24
Of the 181 licensed establishments in the city, 134 or 74% have been inspected so far in 2019. As of September 30th, here are the
number of inspections completed:
• 115 of 160 (72%) food establishments
6 of 7 (86%) lodging establishments
• 13 of 14 (93%) pools
Performance Measure 5.4.2 • .. - 'U
Ensure the percentage of IT helpdesk request SI -Ns met is 90% or above
Action Initiative : 2
Updated on Oct 18, 2019 15:05:37
On Track 100.0 2
Page 27
Packet Page Number 87 of 334
G5, Attachment 1
% of tickets closed within their assigned SLA's are at an all time high of 94.5%. We managed the summer vacations and out -of -office's
well and plan on finishing the year strong. November and December will be busy with end of the year project deadlines but we continue to
make helpdesk responsiveness a priority and do not anticipate any service degradation.
Performance Measure 5.4.2 > KPI
percentage of IT helpdesk request SLA's met is 90% or above
Last Update: Oct 18, 2019 15:04:24
100
-Z ]'li•M1 a 941179.....
9313 93:-39 44=73 9
a�
6l
r�
73
50 9 .13 55 95. 3.71 95.07
9' .2.3
u
v
a
0
Jan "19 Feb 19 Mar '19 Apr '19 May ''19 Jun 19
Actual t Average
Target 90.0
Jul '19 Aug '19
94ST .—
45.5'•5
Sep 19
Comment
% of tickets closed within their assigned SLA's are at an all time high of 94.5%. We managed the summer vacations and out -of -office's well
and plan on finishing the year strong. November and December will be busy with end of the year project deadlines but we continue to make
helpdesk responsiveness a priority and do not anticipate any service degradation.
Performance Measure 5.4.3 - .. - fi
Maintain GreenStep Cities Step 5 status % #
On Track 50.0 1
Action Initiative : 2 Completed 500 1
Updated on Oct 03, 2019 14:47:21
Maplewood entered the GreenStep Cities metrics data by the May 1, 2019, deadline and has achieved the Step 5 award status for year
2018.
Page 28
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Performance Measure 5.4.3 > KPI
Maintain GreenStep Cities Step 5 status
Last Update: Jul 12, 2019 18:50:48
7.5
5
-0 3.5
3.67
E
2.5
a
0
2013 2014 2015 2016
Actual f Average
Target 5.0
Performance Measure 5.4.4
G5, Attachment 1
2017 2018
Decrease trash and increase recycling in the City's curbside residential solid waste program % #
On Track 100.0 2
Action Initiative : 2
Updated on Jul 08, 2019 20:45:29
Maplewood continues to work with its trash and recycling contractor to increase recycling and decrease trash through education and
outreach.
Performance Measure 5.4.4 > KPI
Average Pounds of Recycling Collected Per Month
Last Update: Jul 15, 2019 17:09:08
Average Pounds of Recycling Collected Per Month
e0 53.99 54-01
50
40
30
i
20
1215 12.95
l0 '
Sn;le FamAy Mut.�`amiy
Ta 2017 2019
Annual Net Tons of Recycling Collected
Last Update: Jul 15, 2019 17:09:38
Annual Net Tons of Recycling Collected
3500
2978.13 297918
3000
25cc
2c^n
H
1500
1c90
I
500
29323 31259
® 313 3211
Sngfe'a,4 Mun-'am;Y 3usneQes; chuchFt
S2017 02019
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Solid Waste Generated Per Day in Maplewood
Last Update: Jul 16, 2019 17:17:47
Solid Waste Generated Per Day in Maplewood
12
9.53
10
8
6 4.97
c
a
a
2 162 156
0 ;
Residential mid waste generated per Commercial solid wastegenerated per
resident per day job per da!
■ 2017 u 2018
Performance Measure 5.4.5
G5, Attachment 1
Percentage of Waste Recycled After Collection
Last Update: Jul 16, 2019 17:18:08
Percentage of Waste Recycled After Collection
29.50'6
29%
29.00?;
2850",
26 007.;
27 50% 27.27%
27.00%
26 5096
26_GC96 0
2017 2018
Ensure the percentage of core application/infrastructure uptime is 90% or above % #
On Track 100.0 3
Action Initiative : 3
Updated on Oct 18, 2019 15:06:55
We've has a few minor downtimes for scheduled maintenance but no outages to date this year. We did have a minor outage for our
security camera server application but this occurred in October and therefore will be reported in the 4th quarter.
Key Outcome 5.5 I7„""iui° iiriui. I�1
Ensure Safe and Secure Neighborhoods through prevention and risk reduction programs % #
On Track 54.55 6
Performance Measure: 5 Action Initiative : 11 Some Disruption 9.09 1
41 Completed 36.36 4
Performance Measure 5.5.1 - .e -
Through prevention efforts reduce targeted offenses by 10% by December 31, 2020 (measured on a five % #
year average) -> On Track 66.67 2
Some Disruption 33.33 1
Action Initiative : 3
Updated on Oct 02, 2019 17:37.•46
In an effort to help reduce crime:
• Internal products and tools have been (and are continuing to be) created and are being utilized thus increasing information sharing
between department personnel, as well as with other law enforcement agencies.
The public -facing community crime map website is available and being mentioned on social media to bring it to the larger
community's attention, and officers have been reminded of its existence as a resource.
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• To assist with problem -solving efforts, 21 problem -solving strategies incorporating SARA models were created and logged in the
2nd quarter, and 24 were logged in the 3rd quarter of 2019.
• The officers in our Street Crimes Unit, as well as our Retail Crime officer, are currently filling street patrol shifts until we are better
staffed on the street. Soon both specialty assignments will resume working collaboratively with street patrol officers as well as
business partners and other stakeholders to target hot spots and disorder. Additionally, the department has recently assigned an
officer to fill a newly awarded grant -funded auto theft detective who will dedicate focus on auto theft and theft from auto related
crimes.
Performance Measure 5.5.2
Respond to all emergency (lights and siren) incidents in 8 minutes or less (travel time) for 90% of the
incidents
Action Initiative : 2
Updated on Oct 11, 2019 14:31:22
For the first half of 2019, the department's travel times for emergency responses were:
09:04 90% of the time
For Q3 2019, the departments travel times for emergency responses were:
July: 07:44 90% of the time
August: 07:58 90% of the time
September 09:11 90% of the time
On Track
Completed
50.0 1
500 1
The next phases of the operational review have been approved and will aid in the department's 90th percentile response times upon
consolidation of the central and north fire stations as resources will be more adequately placed to meet the demands of the busiest areas
of the city.
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Performance Measure 5.5.2 > KPI
% of incidents where emergency response time is 8 minutes or less
Last Update: Oct 18, 2019 16:33:38
100
d5 S8.5 3A_-. 84.5 $S 8S.B7 R6 j6.i5 86.11
0
N
M
c 50
v
V
a)
a
N
Jan '19
Performance Measure 5.5.3
Feb '19 Mar '19 Apr ''19 May'l9 Jun '19 Jul '19 Aug "19 Sep '19
Actual t Average
Target 90.0
Reduce repeat utilization of the EMS system for targeted initiatives by 5% % #
On Track 33.33 1
Action Initiative : 3 i Completed 6667 2
Updated on Oct 11, 2019 14:34:03
The Public Safety Department continues to be active in it's Mental Health Outreach Pilot. This pilot has been a learning process and there
is still not enough outcome data to reliably measure the reduction of the EMS system for targeted initiatives.
Police, Fire/EMS and Community Development Department's have begun working with high utilizing facilities to ensure that the City's
resources are being used appropriately. We anticipate that targeted outreach to high use facilities will assist in accomplishing this
measure.
Performance Measure 5.5.4 0 -"Mm.
Identify, establish and provide fire and EMS prevention programs % #
On Track 66.67 2
Action Initiative : 3 A Completed 33.33 1
Updated on Oct 11, 2019 14:43.57
The department has uploaded all identified public access AED's into a single data base which allows bystanders to identify AED locations
via an interactive mobile phone app. The department has completed all steps to be recognized as a Heartsafe Community and is in the
final stages of completing the final application.
Most recently, the Fire/EMS Department delivered community risk reduction messaging at the Maplewood Business Council, we have
hosted our annual fire prevention open house and have participated or led 50 events since the July update.
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In September we partnered with the American Red Cross and Xcel Energy on their national day of giving to canvass the Beaver Lake
Estates mobile home community to offer free home safety visits and life safety education. In 3 hours on a Saturday our teams
accomplished the following:
48: Number of homes in the Beaver Lake Estates community that were made safer, this is 19% of the homes in the community.
32: Number of requests you generated walking door-to-door. That means that 66% of the homes made safer happened because you
knocked on their door on Saturday. WAY TO GO!
84: Alarms installed, for an average of just under 2 alarms per home.
15: Requests yet to be fulfilled. Once fulfilled we will have made 25% of the homes in the community safer.
7: Number of Xcel Energy employees and community members who participated.
17: Number of Maplewood Fire Department members who participated.
18: Number of Red Crossers who participated or helped plan.
Performance Measure 5.5.5
Analyze crime and arrest data in a non -biased manner through the annual Enforcement Action Report.
Updated on Oct 02, 2019 17:33:53
Quarter 3: July 1 - September 30, 2019
To date, two (2) annual department reports analyzing crime and arrest data in a non -biased manner were created and are available on the
city's/department's website.
hftps://maplewoodmn.gov/1 918/MPD-Enforcement-Reports
Strategic Priority 6
Targeted Redevelopment: Guide residential development by leveraging resources to expand the tax % #
base but also create housing options that meets the diversity of the community. Promote commercial On Track 78.57 11
development through the green building code and innovation that supports business growth. Completed 21.43 3
Key Outcome: 3 Performance Measure: 8 Action Initiative : 14
Key Outcome 6.1
Facilitate Investment to Revitalize Neighborhoods
%
#
On Track
75.0
6
Performance Measure: 4 Action Initiative : 8
Completed
25.0
2
Performance Measure 6.1.1 ,.
Five new structures or additions will meet green standards in 2019
%
#
On Track
100.0
2
Action Initiative : 2
Updated on Jul 08, 2019 20:47.20
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HVAC improvements to the 1902 Building will increase energy efficiency in the building and meet green standards.
Performance Measure 6.1.2 .
)
Secure purchase agreements with 75% of the properties identified for acquisition within the Gladstone
neighborhood M; On Track
Action Initiative : 2
Updated on Jul 03, 2019 20:52:07
Completed purchase of Moose Lodge in May. Looking to assemble nearby properties to facilitate redevelopment project.
Performance Measure 6.1.3
Create Rice — Larpenteur Gateway Corridor Alliance by end of 2019 with City of Roseville and City of St.
Paul On Track
Completed
Action Initiative : 2
Updated on Jul 08, 2019 20:48:09
Rice-Larpenteur Gateway Interim Alliance meets once a month.
100.0 2
50.0 1
50.0 1
Performance Measure 6.1.4
Rezone 100% of properties designated for transit -oriented development (TOD) in the 2040 Comp Plan % #
On Track 50.0 1
Action Initiative : 2 Completed 500 1
Updated on Jul 03, 2019 20:52:57
Working with Met Council to get final approval of 2040 Comp Plan which is expeted to occur by the end of August. City council final
adopted expected to then occur in September.
Key Outcome 6.2 - .. _
Improve economic condition and appearance of the North End and ensure regional and community -wide % #
needs are met through future planning and development. On Track 100.0 2
Performance Measure: 2 Action Initiative : 2
Performance Measure 6.2.1
Reduce the number of business vacancies by 10% in 3 to 5 years
Action Initiative : 1
Packet Page Number 94 of 334
i
On Track 100.0 1
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Updated on Oct 03, 2019 21:51:44
North End Vision was adopted in September by the city council. This plan will work to guide the city in and developers as projects are
considered. Redevelopment in the North End will work to reduce vacancies.
Performance Measure 6.2.2
Add 1 multi -family housing development to the North End within 3 to 5 years % #
On Track 100.0 1
Action Initiative: 1
Updated on Oct 03, 2019 21:53:35
The North End Vision Plan and 2040 Comprehensive Plan were both adopted by the city council in September. These planning efforts put
in place policies that allow and promote housing to occur in the city's North End.
Key Outcome 6.3
Ensure there is a diversity of housing types to meet needs of all types of households. % #
On Track 75.0 3
Performance Measure: 2 Action Initiative: 4
Completed 25.0 1
Performance Measure 6.3.1 - :. m
Work to incorporate the Met Council's goal of adding 510 affordable housing units by 2028 % #
On Track 100.0 2
Action Initiative : 2
Updated on Oct 03, 2019 21:55:35
On September 9, 2019 the city council formally adopted the 2040 Comprehensive Plan, which includes the goal of adding 510 affordable
housing units by 2028. The plan's high density and mixed use districts work to encourage affordable housing to be built throughout the city.
Performance Measure 6.3.2
Inspect 20% of the City's rental housing units by the end of 2020 % #
On Track 50.0 1
Action Initiative : 2 Completed 50.0 1
Updated on Jul 03, 2019 20:48:09
City staff brought this item to the City Council and is now working with Finance and Publci Safety staff to fine tune budget numbers, hiring
expectatiosn and final code language. New building official starts on July 8 and he will be heavily involved in the implementation of this
program.
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G6
CITY COUNCIL STAFF REPORT
Meeting Date October 28, 2019
REPORT TO: Melinda Coleman, City Manager
REPORT FROM: Michael Mondor, Chief of EMS
PRESENTER: Michael Mondor, Chief of EMS
AGENDA ITEM: Professional Services Agreement with Wold Architects and Engineers to
Conduct a Fire Station Needs Assessment and Design Recommendations
Action Requested: ✓ Motion ❑ Discussion ❑ Public Hearing
Form of Action: ❑ Resolution ❑ Ordinance ✓ Contract/Agreement ❑ Proclamation
Policy Issue:
Maplewood Fire Staff needs to work with an architect to conduct a fire station needs assessment
and design recommendations to ensure that the future fire station on the Hazelwood property will
meet the fire department's future needs.
Recommended Action:
Motion to approve a professional services agreement with Wold Architects and Engineers to
conduct a fire station needs assessment and design recommendations.
Fiscal Impact:
Is There a Fiscal Impact? ❑ No ✓ Yes, the true or estimated cost is $17,000 plus reimbursables.
Financing source(s): ✓ Adopted Budget ❑ Budget Modification ❑ New Revenue Source
❑ Use of Reserves ✓ Other: The $17,000 cost represents the cost to
conduct the Fire Station Needs Assessment and Design Recommendations.
Strategic Plan Relevance:
✓ Financial Sustainability ❑ Integrated Communication ❑ Targeted Redevelopment
✓ Operational Effectiveness ❑ Community Inclusiveness ✓ Infrastructure & Asset Mgmt.
These recommendations will allow the Fire Department to conduct a fire station needs assessment
and design recommendations with the goal of improving the Department's critical infrastructure.
Background
At the September 23rd, 2019 City Council Meeting, staff received City Council approval to develop a
professional services agreement with Wold Architects and Engineers to conduct a Fire Station
Needs Assessment and Design Recommendations. Maplewood Fire Staff has created an
agreement. The agreement has been reviewed and approved by Mr. Batty.
Attachments
1. Professional Services Agreement with Wold Architects and Engineers
2. Wold Architects and Engineers Request For Qualifications Submittal
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PROFESSIONAL SERVICES AGREEMENT
THIS PROFESSIONAL SERVICES AGREEMENT (the "Agreement") is made this 281h
day of October, 2019 (the "Effective Date") by and between the city of Maplewood, a Minnesota
municipal corporation with principal offices at 1830 County Road B East, Maplewood, Minnesota
55109 (the "City") and Wold Architects and Engineers, a Architectural and Engineering Firm with
offices at 332 Minnesota Street, Suite W2000, Saint Paul, MN 55101 (the "Consultant").
RECITALS
A. The Consultant is engaged in the business of providing professional services.
B. The City has a need for professional services on a consulting basis for a Fire Station Needs
Assessment and Design Recommendations.
C. The Consultant represents that it has the professional expertise and capabilities to provide
the City with the requested professional services.
D. The City desires to engage the Consultant to provide professional services on the terms and
conditions set forth herein.
NOW, THEREFORE, in consideration of the terms and conditions expressed herein, the City
and the Consultant agree as follows:
AGREEMENT
1. Services to be Provided. The City has selected the Consultant to provide professional
services for a Fire Station Needs Assessment and Design Recommendations. The details
of this project shall be included in the Consultant's response to the City's Request for
Qualifications for a Fire Station Needs Assessment and Design Recommendations.
2. Duration of Agreement. This Agreement shall remain in force and effect commencing
from the Effective Date and continuing until December 31, 20, unless terminated or
amended pursuant to the terms contained herein.
3. Consideration. The consideration that the City shall pay to the Consultant for the services
to be provided in the Consultant's response to the City's Request for Qualifications
4. Payment. The City shall make progress payments based on monthly invoices from the
Consultant. The City shall make said payments within 35 days of receiving the
Consultant's invoice and the Consultant may withhold deliverables if undisputed invoices
are not paid within that time period.
The Consultant agrees to comply with the requirements of Minnesota Statutes, section
471.425, subd. 4a regarding prompt payment of its subcontractors.
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5. City Responsibilities. In addition to adhering to its involvement in the services specified
in supplemental agreements, the City may also furnish the services of City staff, site
surveys, environmental surveys, and tests, inspections, and reports regarding hazardous
materials if available to the City and reasonably required and requested by the Consultant.
Following its good faith evaluation of the information provided, the Consultant shall be
entitled to rely on the accuracy and completeness of services and information furnished by
the City and the City staff as well as upon the implied representation that the Consultant
may incorporate any documents, graphics, information, and data (in whole or in part)
provided by the City and the City staff without infringing upon the intellectual property
rights of any third party. The Consultant shall provide prompt written notice to the City if
the Consultant becomes aware of any error, omission or inconsistency in such services or
information.
6. Termination. Notwithstanding any other provision herein to the contrary, this Agreement
may be terminated as follows:
a. The parties, by mutual written agreement, may terminate this Agreement at any
time;
b. The Consultant may terminate this Agreement in the event of a breach of the
Agreement by the City upon providing 30 days' written notice to the City;
C. The City may terminate this Agreement at any time at its option, for any reason or
no reason at all; or
d. The City may terminate this Agreement immediately upon the Consultant's failure
to have in force any insurance required by this Agreement or as otherwise provided
for herein.
In the event of a termination, the City shall pay the Consultant for services performed to
the date of termination and for all reimbursable costs and expenses incurred the Consultant
prior to the date of termination.
7. Suspension. If the City fails to make payments to the Consultant in accordance with this
Agreement, and said payments are not otherwise disputed by the City, the Consultant may
suspend its services under this Agreement. If the Consultant elects to suspend services, it
shall give 10 days' written notice to the City before doing so. The Consultant shall have no
liability to the City for delay or damage caused by such suspension of services. Before
resuming services, the Consultant shall be paid all undisputed sums due prior to suspension
and any undisputed expenses incurred in the interruption and resumption of the
Consultant's services.
8. Records/Inspection. Pursuant to Minnesota Statutes, section 16C.05, subd. 5, the
Consultant agrees that the books, records, documents, and accounting procedures and
practices of the Consultant that are relevant to the project are subject to examination by the
City and the state auditor or legislative auditor for a minimum of six years. The Consultant
shall maintain such records for a minimum of six years after final payment. The parties
agree that this obligation will survive the completion or termination of this Agreement.
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9. Indemnification. To the fullest extent permitted by law, the Consultant agrees to protect,
indemnify, save, and hold harmless the City, its officers, officials, agents, volunteers, and
employees from any and all claims; lawsuits; causes of actions of any kind, nature, or
character; damages; losses; or the costs, disbursements, and expenses of defending the same,
including but not limited to attorneys' fees, professional services, and other technical,
administrative or professional assistance to the extent resulting from the Consultant's (or its
subcontractors, agents, volunteers, members, invitees, representatives, or employees)
negligent performance of the duties required by or arising from this Agreement, or to the
extent caused in whole or in part by any other negligent act or omission or willful misconduct,
or arising out of the failure to obtain or maintain the insurance required by this Agreement.
Except as provided in section 5 of this Agreement, the Consultant agrees to defend and
indemnify the City against any actions or claims alleging infringement on any copyright or
patent by reason of its use of designs, drawings or specifications and shall hold the City
harmless against any loss or damages therefrom. Nothing in this Agreement shall constitute
a waiver or limitation of any immunity or limitation on liability to which the City is otherwise
entitled by statute or common law. The parties agree that these indemnification obligations
will survive the completion or termination of this Agreement.
10. Insurance. The Consultant agrees to maintain at its own expense a commercial general
liability and excess umbrella general liability insurance policy or policies insuring the
Consultant against claims for bodily injury, death or property damage arising out of the
Consultant's general business activities other than the performance of professional
services. The general liability coverage shall provide limits of not less than $2,000,000 per
occurrence and not less than $2,000,000 general aggregate, and $2,000,000
products/completed operations aggregate. Coverage shall include Premises and Operations
Bodily Injury and Property Damage; Personal and Advertising Injury; Blanket Contractual
Liability; Products and Completed Operations Liability per policy terms, conditions and
exclusions.
The Consultant also agrees to maintain at its own expense a single limit or combined limit
automobile liability insurance and excess umbrella liability policy or policies insuring
owned, non -owned and hired vehicles used by the Consultant to perform services under
this Agreement. The automobile liability coverages shall provide limits of not less than
$1,000,000 combined single limit per accident for bodily injury and property damage.
The City shall be named Additional Insured for the above liability policies.
The Consultant further agrees to maintain at its own expense statutory worker's
compensation coverage together with Coverage B, Employer's Liability limits of not less
than $500,000 for Bodily Injury by Disease per employee, $500,000.00 for Bodily Injury
by Disease aggregate and $500,000 for Bodily Injury by Accident.
The Consultant also agrees to maintain at its own expense Professional Liability Insurance
coverage insuring the Consultant against damages to the extent caused by the negligent act,
error or omission in the performance of professional services required by this Agreement.
The professional liability insurance coverage shall provide limits of not less than
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$2,000,000 per claim and an annual aggregate of not less than $2,000,000 on a claims -
made basis.
Prior to commencement of this Agreement, the Consultant will provide the City with
certificates of insurance, showing evidence of required coverages. All policies of insurance
shall contain a provision or endorsement that the coverage afforded will not be canceled
for any reason except non-payment of premium, until at least 30 days' prior written notice
has been given to the City. The City may also require a current copy of certificates of
insurance at the time of entering into any supplemental agreement.
11. Assignment. Neither the City nor the Consultant shall assign, sublet, or transfer this
Agreement or any rights under or interest in this Agreement without the written consent of
the other except to the extent that the effect of this limitation may be restricted by law or
as expressly provided herein. Unless specifically stated to the contrary in any written
consent to an assignment, no assignment will release or discharge the assignor from any
duty or responsibility under this Agreement. Nothing contained in this section shall
prevent the Consultant from employing such independent consultants, associates, and
subcontractors, as it may deem appropriate to assist it in the performance of the services
hereunder. Any assignment in violation of this provision is null and void. Notwithstanding
the above, the City may assign this Agreement to another public entity associated with the
City.
12. Copyright and Licensing. Provided that the Consultant has received all payments
properly due under this Agreement and any supplemental agreement, the deliverables
prepared by the Consultant for the City shall become the property of the City. This
conveyance shall not deprive the Consultant of the right to electronic data or other
reproducible copies of the deliverables or the right to reuse information contained in them
in the normal course of the Consultant's professional activities.
Reuse or modification of the Consultant's deliverables in any manner, or authorization of
reuse or modification by others, without the Consultant's professional involvement will be
at the City's sole risk and without liability to the Consultant. The City shall indemnify and
hold harmless the Consultant, its consultants and agents and employees, or any of them
from and against claims, damages, losses, and expenses, including but not limited to
attorneys' fees arising out of the unauthorized reuse of the deliverables, whether such
claims are brought in breach of contract, breach of warranty, negligence or other tort or
otherwise.
To the extent that the deliverables include design elements, notes, terms or details that are
developed by the Consultant, or its consultants, in the course of their respective practice(s)
as part of the standardized body of professional knowledge of the respective firm(s), then
the Consultant, or its consultants, shall retain the ownership of all intellectual property
related to such design elements, notes, terms, or details; provided, however, that neither
the Consultant nor its consultants may utilize aspects of the deliverables or design
components in the context of any other project to the extent that such utilization would
produce aproject with substantially similar distinctive features taken as awhole. However,
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the Consultant grants the City a perpetual, non-exclusive, royalty free license to use such
details, specifications, and plans.
13. Independent Contractor. The Consultant shall be deemed an independent contractor.
The Consultant's duties will be performed with the understanding that the Consultant has
special expertise as to the services which the Consultant is to perform and is customarily
engaged in the independent performance of the same or similar services for others. All
required equipment and personnel shall be provided or contracted for by the Consultant.
The manner in which the services are performed shall be controlled by the Consultant;
however, the nature of the services and the results to be achieved shall be specified by the
City. The parties agree that this is not a joint venture and the parties are not co-partners.
The Consultant is not to be deemed an employee or agent of the City and has no authority
to make any binding commitments or obligations on behalf of the City except to the extent
expressly provided herein or any supplemental agreement. All services provided by the
Consultant pursuant to this Agreement shall be provided by the Consultant as an
independent contractor and not as an employee of the City for any purpose, including but
not limited to, income tax withholding, workers' compensation, unemployment
compensation, FICA taxes, liability for torts and eligibility for employee benefits.
14. Compliance with Laws. The Consultant shall exercise due professional care to comply
with applicable federal, state and local laws, rules, ordinances and regulations in effect as
of the date the Consultant provides the applicable services detailed in any supplemental
agreement.
15. Entire Agreement. This Agreement constitutes the entire agreement between the City and
the Consultant and supersedes any other written or oral agreements between the parties.
This Agreement can only be modified in writing signed by the City and the Consultant.
Notwithstanding the above, the parties may enter into supplemental agreements in the
future regarding specific project and this Agreement shall be considered modified as
necessary to be consistent with any such supplemental agreement.
16. Third Party Rights. The parties to this Agreement do not intend to confer on any third
party any rights under this Agreement.
17. Force Majeure. The Consultant shall not be liable for failure to perform this Agreement
or meet any schedule of performance of services to the extent that such delay or
impediment arises solely from causes beyond the control and without the fault or
negligence of the Consultant. Examples of such causes include but are not limited to, acts
of God or of the public enemy, fires, floods, pandemics or epidemics, quarantine
restrictions, strikes or labor actions, boycotts, freight embargoes, and unusually severe
weather.
18. Dispute Resolution. The City and the Consultant agree to negotiate all disputes between
them in good faith for a period of not less than 30 days from the date of notice prior to
exercising their rights under law. The parties thereafter may but are not required to submit
disputes to non-binding mediation.
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19. Choice of Law. This Agreement shall be governed by and construed in accordance with
the laws of the state of Minnesota. Any actions shall be venued in Ramsey County.
20. Conflict of Interest. The Consultant shall use reasonable care to avoid conflicts of interest
and appearances of impropriety in representation of the City. In the event of a conflict of
interest, Consultant shall advise the City and either secure a waiver of the conflict or advise
the City that it will be unable to provide the requested services.
21. Data Practices Act Compliance. Any and all data provided to the Consultant, received from
the Consultant, created, collected, received, stored, used, maintained, or disseminated by the
Consultant pursuant to this Agreement shall be administered in accordance with, and is
subject to the requirements of the Minnesota Government Data Practices Act, Minnesota
Statutes, Chapter 13. The Consultant agrees to notify the City within three business days if
it receives a data request from a third party. This section does not create a duty on the part
of the Consultant to provide access to public data to the public if the data are available from
the City, except as required by the terms of this Agreement. These obligations survive the
termination of this Agreement.
22. Amendments. No amendments may be made to this Agreement except in a writing signed
by both parties.
23. Remedies. In the event of a termination of this Agreement by the City, the City may
complete the services either by itself or by contract with other persons or entities, or any
combination thereof. In the event of a breach of this Agreement by the Consultant, the
foregoing remedies shall not be exclusive. The City shall be further entitled to exercise
any one or more other legal or equitable remedies available because of the Consultant's
breach.
24. No Discrimination. The Consultant agrees not to discriminate in providing products and
services under this Agreement on the basis of race, color, sex, creed, national origin, disability,
age, sexual orientation, status with regard to public assistance, or religion. Violation of any
part of this provision may lead to immediate termination of this Agreement.
25. Notices. Any notices permitted or required by this Agreement shall be deemed given when
personally delivered or upon deposit in the United States mail, postage fully prepaid,
certified, return receipt requested, addressed to:
City: City of Maplewood
1830 County Road B East
Maplewood, MN 55109
Attn: City Manager
with a copy to: City of Maplewood
1902 County Road B East
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Maplewood, MN 55109
Attn: Director of Public Works
Consultant: Wold Architects and Engineers
332 Minnesota Street, Suite W2000
Saint Paul, MN 55101
Attn: John McNamara
or such other contact information as either party may provide to the other by notice given
in accordance with this provision.
26. Waiver. No waiver of any provision or of any breach of this Agreement shall constitute a
waiver of any other provisions or any other or further breach, and no such waiver shall be
effective unless made in writing and signed by an authorized representative of the party to
be charged with such a waiver.
27. Headings. The headings contained in this Agreement have been inserted for convenience
of reference only and shall in no way define, limit or affect the scope and intent of this
Agreement.
28. Severability. In the event that any provision of this Agreement shall be illegal or otherwise
unenforceable, such provision shall be severed, and the balance of the Agreement shall
continue in full force and effect.
29. Counterparts. This Agreement may be executed in counterparts, each of which shall be
deemed an original, but all of which taken together shall constitute but one and the same
instrument.
30. Recitals. The City and the Consultant agree that the foregoing Recitals are true and correct
and are fully incorporated into this Agreement.
7
536103v2 RI -IB NM745-2
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G6, Attachment 1
IN WITNESS WHEREOF, the City and the Consultant have caused this Professional
Services Agreement to be executed by their duly authorized representatives in duplicate on the
respective dates indicated below.
THE CITY
Date:
536103v2 RFM MA745-2
Packet Page Number 104 of 334
Marylee Abrams
Mayor
Date:
By:
Melinda Coleman
City Manager
Date:
THE CONSULTANT
By:
Its:
Date:
536103v2 RFM MA745-2
Packet Page Number 104 of 334
A MAPLEWOOD FIRE STATION
Request for Qualifications
Needs Assessment and Design Recommendations
Wold,
September 13, 2019
G6, Attachment 2
September 13, 2019
City of Maplewood
ATTN: Michael Mondor
Chief of EMS
City of Maplewood
1830 County Road B East
Maplewood, MN 55109
RE: Request for Qualifications — Maplewood Needs Assessment and Design Recommendations
Dear Chief Mondor:
Wold Architects and Engineers is pleased to respond to the City of Maplewood's request for Qualifications for
the Needs Assessment and Design Recommendations Project. As the architect for recent studies for fire station
replacement projects for the cities of Cottage Grove, Minnetonka and Burnsville, we are passionate advocates
for public safety projects.
Wold Architects and Engineers has worked for over 50 years helping municipalities realize their facility goals.
Our expertise in the planning and design of fire stations, as well as other related public safety facilities, makes
us the best fit to partner with you on determining the right solution for your community. Our recent relevant
experience includes projects just like yours:
• City of Cottage Grove – New Central Station
• City of Minnetonka – New Fire Station
• City of Burnsville – Station No. 1 Replacement
• City of Richfield – City Hall/ Police/ Fire Station
• City of Faribault – Fire Station Renovation
• City of Minneapolis – Emergency Operations Training Facility
Our creative and expert team is prepared to assist you in implementing your project and I know that Wold can
and will exceed all expectations for service and responsiveness. As you read through our proposal you will not
only see the depth of our experience, but also our passion for helping our clients be successful. We are excited
to submit the following proposal and would welcome an opportunity to present to you our expertise, approach
and commitment to your success.
Sincerely,
Wold Architects and Engineers
John McNamara, AIA LEED AP
Partner -in -Charge
Wold Architects and Engineers
332 Minnesota Street, Suite W 2000
St. Paul, MN 55101
651 227 7773 I woldae.com
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PLANNERS
ARCHITECTS
ENGINEERS
G6, Attachment 2
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G6, Attachment 2
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4.1 1 FIRM DESCRIPTION
FIRM DESCRIPTION
WOLD ARCHITECTS AND ENGINEERS
services wold offers I Long -Range Planning, Strategic Facility Planning,
Pre -Design Program & Verification, Space Adequacy Evaluation, Site & Facility
Analysis, Interior Design & Space Planning, Architectural Design, Contract
Documents, Security Analysis, Color & Material Selection, Sustainable Design,
Mechanical & Electrical Engineering, Cost Estimating & Management, Quality
Review, Bidding & Contract Review, Best Value Procurement, Comprehensive
Construction Administration, Project Close Out & Archiving, Continuous Post -
Occupancy Follow -Through, Utility Tracking & Analysis
Wold Architects and Engineers
G6, Attachment 2
main contact
John McNamara, AIA, LEED AP
Partner -in -Charge
c 612 382 7224
jmcnamaxa@woldae.com
firm location
332 Minnesota Street, Suite W2000
St. Paul, MN 55101
t 651 227 7773 1 f 651 223 5646
www.woldae.com
length of time in business
51 years
legal status Corporation
ownership Privately Owned
office locations I Minnesota,
Illinois, Colorado
about us
For over 50 years, Wold has been
committed to delivering exceptional,
long-term service to public sector
clients who dedicate their work to their
communities.
With client service as a focus, we take a
long-term posture of keeping our clients'
interests as our goal. We believe our role
is much more than just a facility designer.
Because facility issues are ongoing, we
offer our continuing support from initial
space needs analysis, through design and
construction project, continuing through
post -occupancy.
Today, we continue to practice the core
values established by our founding
leadership:
• Highly satisfied clients
• Develop and mentor future leaders
• Focused market sectors
• Unique approach for each client
staff counts
NAT'L
MN
Registered Architects
44
18
Graduate Architects
119
81
Registered Engineers
14
9
Graduate Engineers
54
48
Interior Designers
8
7
Administrative Support
32
29
Total
271
192
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G6, Attachment 2
4.2 1 KEY PERSONNEL
PROPOSED TEAM ORGANIZATION
CITY OF MAPLEWOOD
about this team
The proposed team that would work on
implementing your project is the same
team that has worked on implementing
many similar public safety projects.
Because of their recent relevant
experience on similar projects, this team
is well aligned with your key objects to
help you be successful. Our mechanical
and electrical engineers are in-house to
provide additional benefit to you during
the study process. All of our consultants
have long-standing relationships with
Wold and would be included in our
design fee, as well as any additional
consultants we may find necessary to
assist with key project issues.
availability statement
All team members are available to begin
work on the project upon notification
of our selection. Wold works diligently
to manage our workload to the number
of staff employed at any time. We
understand that our workload needs to
match our availability in order to provide
our clients with exceptional service,
quality, and experience.
2 Wold Architects and Engineers
john m c n a m a ra I Partner -in -Charge
jake wolensak I Project Manager
paige sullivan I Lead Planner
jonathan loose I Mechanical Engineer
brad ley johannsen I Electrical Engineer
Plus over 200 dedicated professional 6- administrative team
bkbm engineers I Structural Engineering
a n d e r s o n -j o h n s o n& assoc. Civil Engineering & Landscape Design
loeffler construction & consulting I Cost Estimating
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0
PARTNER -IN -CHARGE
JOHN MCNAMARA, AIA, LEED AP
university of california I BS,Architecture
As Partner -in -Charge, John is responsible for governmental facility planning
and design projects. He has a great depth of experience in new facility planning.
John has special expertise in working with municipal clients to understand their
needs for operational objectives while navigating the political environment for
municipal facilities, ensuring expectations are met. John brings more than 25years
of experience designing public facilities with Wold to the team, and will provide
excellence in leadership and professional service through his energy and passion for
your success.
Packet Page Number 112 of 334
G6, Attachment 2
4.2 1 KEY PERSONNEL
city of alexandria
New Police Station
city of brooklyn park
Police Station Master Plan
Police Station Addition/Remodel
Fire Station Master Plan
city of burnsville
Police/Fire/City Hall Space Needs
Assessment
Fire Station No. 1 Replacement
city of cottage grove
Public Safety/City Hall Facilities
New Fire Station
city of faribault
New Police Station
New Fire Station Study
Fire Station Renovation
city of farmington
Campus Master Plan
City Hall
Police Station
Fire Station No. 2
city of hutchinson
Hutchinson Area Transportation Service
City Hall
Community Event Center
Police, Fire & City Hall Master Plan
city of lakeville
Police Department Space Needs Analysis
New Police Station
city of minnetonka
Public Safety Facility Study
Police and Fire Station Addition and
Renovation
city of new ulm
City Hall Remodeling
city of owatonna
Historic Fire Station
city of prior lake
New Police Station
New City Hall
city of richfield
City Hall/Fire/Public Safety Facility
city of stillwater
Police Station Master Plan
city of st. paul
Police Headquarters Renovation
excelsior fire district
Bunk Room Renovation
city of woodstock
Public Works Facility
Maplewood Fire Station, Needs Assessment and Design Recommendations 3
4.2 1 KEY PERSONNEL
G6, Attachment 2
LJ
.�
PROJECT MANAGER LEAD PLANNER
JAKE WOLLENSAK, AIA
university of minnesota Bachelor of Architecture
university of minnesota Masterof Architecture
As the Project Manager, he will be Wold's point person to lead
our team to analyze, plan and design the improvements that will
be inspiring for its staff and durable and efficient for its owner.
excelsior fire district Bunk Room Renovation
city of cottage grove New Central Fire Station
city of faribault I Fire Station Renovation
city of minnetonka Public Safety Building Addition
and Renovation
city of hutchinson Public Safety Master Plan
city of brooklyn park I Renovations and Additions
of the Police Headquarters, City Hall Master Plan, Zanewood
Community Center
4 Wold Architects and Engineers
PAIGE SULLIVAN
university of wisconsin BS, Architecture
university of minnesota Master of Architecture
Paige works with clients to define their needs by planning with
functional relationships as a guide. Paige will be responsible
for developing interior design for all projects throughout your
facility She will also work with your team to develop options,
analyze impacts, and provide benefit analysis for workplace
strategies.
city of cottage grove I Station 1 Replacement
city of minnetonka I Public Safety& City Hall Space
Needs Assessment, Police and Fire Addition and Renovation
city of coon rapids I Facilities Space Needs Assessment
city of sartell I Fire Station, Police Station
city of minnetonka I New Central Station
excelsior fire district I Bunk Room Renovation
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ldnt—nmffw=—�
G6, Attachment 2
4.2 1 KEY PERSONNEL
MECHANICAL LEAD
JONATHAN LOOSE, PE, LEED AP
valparaiso university I BS, Mechanical Engineering
Jonathan offers a systems coordination viewpoint to the
planning and implementation phases. He will develop and
manage a detailed schedule of progress milestones and track
when critical decisions are necessary. Jonathan's leadership
promotes a balance of common sense engineering with effective
space planning and potential costs.
city of minnetonka I Police and Fire Addition
and Renovation
city of cottage grove I Replacement Fire Station
city of burnsviIIe I Police and City Hall Renovation
city of carver New City Hall
city of hopkins City Hall Master Plan
dakota county Northern Service Center
ramsey county New911 Facility, 911 Needs Assessment
Packet Page Number 114 of 334
ELECTRICAL LEAD
BRADLEY JOHANNSEN, PE, LEED AP
university of iowa I BS, Electrical Engineering
Bradley will work with the City of Maplewood throughout
the design process. He ensures quality through all phases of
construction and guarantees uninterrupted service delivery
for the life of the facility through efficient and reliable power
systems. Bradley's experience in the public sector gives him a
deep understanding of the high level expectations of sustainable
and seamless electrical systems.
city of minnetonka I Police and Fire Addition
and Renovation
city of cottage grove I Replacement Fire Station
city of b u r n sv i l le I Space Needs Assessment, Police and
City Hall Renovation
city of carver I New City Hall
city of minneapolis I Emergency Operations Training
Facility, Facility Emergency Generator
city of new ulm City Hall Remodel, Public Utilities
city of waseca Federal Bureau of Prisons Facility
Maplewood Fire Station, Needs Assessment and Design Recommendations 5
G6, Attachment 2
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IIIIIIIIIII�III ��� ���
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G6, Attachment 2
G6, Attachment 2
4.3 1 PROJECT EXPERIENCE
CLIENT -CENTERED EXPERIENCE
we know cities
Wold has worked with a variety of municipal clients, both large and small. We understand the issues that today's municipalities
face, and we respond by helping our public sector clients to plan the most effective facility solutions. Our most recent and relevant
projects are featured on the pages that follow.
city of alexandria
city of golden valley
city of novi, mi
Police Station
Municipal Facilities Assessment
Police Gun Range Assessment Analysis
city of annandale
city of brooklyn park
city of oak grove
City Hall
Police Station Planning
Fire Station No. 2
Library Addition
Police Station Addition/Renovation
city of olivia
Fire Station Long -Range Plan
Fire Station Master Plan
Police Department Study
Long -Range Plan/Facility Analysis
city of hutchinson
city of owatonna
city of berwyn, it
City Hall Remodel
Fire Station Renovation
New Fire Station
Event Center
Joint Law Enforcement Center Remodel
Historic Fire Station Addition
Vehicle Service Center Master Plan
city of prior lake
cit of Burnsville
Y
Farmer's Market Pavilion
Police, City Hall
Campus Master Plan
Police/Fire/City Hall Space Needs
Fire Master Plan
New Police Station
Assessment
city of inver grove heights
New City Hall
Police and City Hall Remodeling
Space Needs Study
city of red wing
and Additions
Joint Law Enforcement Center
Station No. 1 Replacement
city of jackson
city of redwood falls
city of circle pines
Airport Arrival and Departure Building
Resource Center: Library and Senior
Community Center
City Hall
Center
Community Center Addition
city of cottage grove
city of kimball
city of richfield
New City Hall and Public Safety Facility
City Hall Facility Master Plan
City Hall, Police Station, Fire Station
Fire Station Master Plan
lake in the hills, it
city of royal oak, mi
New Fire Station
Public Works Facility Addition
Fire Station
Farmers Market Addition
city of dekaIb, iI
city of lakeville
Public Water Works
City Hall Addition and Renovation
Police Space Needs Study
city of Shelby, mi
Public Works Facility Remodel
New Police Station
Public Works
Community Center Space Analysis
Heritage Center
Long -Range Space Needs Analysis
city of litchfield
city of south st. paul
Police Renovation Master Plan
Central Square Community Center
dekalb township, it
Joint Law Enforcement Center
city of st. cloud
Township Office Renovation/Addition
city of minneapolis
Joint Law Enforcement Center
Cold Storage Building
EOTF Training Facility
Administration Facility
Fire Station Remodelings
city of st. paul
city of east dubuque, it
city of minnetonka
Police Headquarters Renovation
East Dubuque District Library
Public Safety Facility Study
City Hall Renovation, City Hall Annex
city of excelsior
Police and Fire Facility
city of paul park
Ci Hall Space Needs Stud
City Y P
Public Safety Master Plan
Police
New Police Stt ation, Fire Station
cit f faribault
Y o
city of mounds view
city of sterling heights, mi
Feasibility Study for a New Police Station
Community Center and City Hall
Fire Station No. 5
Joint Law Enforcement Center
Renovation
Senior Center
Fire Station Remodel
city of new hope
city of stillwater
city of farm ington
Police and City Hall Needs Assessment
Police Expansion Study
Campus Master Plan
New Police Station
Police Station Remodeling
New Police Station
New City Hall
city of waconia
Public Works
city of new ulm
Community Center Renovation
New Fire Station
Ci Hall Historic Renovation
excelsior fire district
Fire Station Master Plan
village of north aurora, it
Station 1 and 2 Bunk Room Remodel
Police Station
Wold Architects and Engineers
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G6, Attachment 2
4.3 1 PROJECT EXPERIENCE
PUBLIC SAFETY / CITY
HALL / FIRE STATION
RICHFIELD, MINNESOTA
total sf 1 105,000 sf
project cost 1 $22.8 M
completion 1 2011, 2017
project type I New facility
owner, address, contact
Pam Dmytrenko, Assistant City Manager
6700 Portland Ave, Richfield, MN 55423
612 861 9708
Wayne Kewitsch, Fire Chief
6700 Portland Ave, Richfield, MN 55423
612 243 4500
architect, address, contact
Wold Architects and Engineers
332 Minnesota Street, Suite W 2000
St. Paul, MN 55101
651 227 7773
Wold was selected to work with the City
of Richfield on a preliminary program
and schematic design for a new Fire
Station, Police Station, and City Hall
The new facility was constructed on
the existing site, with the existing Fire
Station remaining operational until
completion.
The Public Safety and City Hall
Facilities and the adjacent residential
neighborhood are situated along the busy
Portland Avenue corridor. The design
gave special consideration to segregation
of both traffic and parking of staff,
Police, Fire, and visitors to ensure safe
and efficient vehicular egress. Another
emphasis of this project is the synthesis
of municipal functions within the park
district amenities which share the balance
of the site.
The City continues to request our
assistance in improving the solution.
Recently we assisted in renovating the fire
station lobby to better serve the public
coming into the facility.
Maplewood Fire Station, Needs Assessment and Design Recommendations 7
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G6, Attachment 2
4.3 1 PROJECT EXPERIENCE
CITY OF COTTAGE GROVE
CENTRAL FIRE STATION
COTTAGE GROVE, MINNESOTA
total sf I 32,000 sf
project cost $9 M
completion March 2018
project type Newfacility
owner, address, contact
Rick Redenius, Fire Chief
8641 80th Street S,
Cottage Grove, MN 55016
651 458 2855
architect, address, contact
Wold Architects and Engineers
332 Minnesota Street, Suite W 2000
St. Paul, MN 55101
651 227 7773
8 Wold Architects and Engineers
Wold Architects and Engineers was hired
by the City of Cottage Grove to perform
a comprehensive Master Plan that looked
at consolidation of two fire stations in
to one central station. The purpose of
the study was to analyze current space
utilization, determine need and assess
the condition of their existing facilities.
The study also considers changes in
operations from a paid -on-call duty crew
to a full time duty crew housed at the
station. Wold worked together with City
staff and fire staff to develop Guiding
Principles that included:
• The facility should meet the needs of
today and for 15-20 years
• The facility should reflect the history
of the community
• The facility should be user friendly
and welcoming to the community
To arrive at the recommendation, the
group considered:
• Current and future operations
• Growth and needs analysis
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G6, Attachment 2
4.3 1 PROJECT EXPERIENCE
CITY OF BURNSVILLE FIRE
STATION NO. 1 SPACE
NEEDS ASSESSMENT
BURNSVILLE, MINNESOTA
total sf I 31,000 sf
project cost 1 $12 M
completion I November2016
project type I Newfacility
owner, address, contact
B.J. Jungmann, Fire Chief
911 140th St. W
Burnsville, MN 55337
952 895 4571
architect, address, contact
Wold Architects and Engineers
332 Minnesota Street, Suite W 2000
St. Paul, MN 55101
651 227 7773
Packet Page Number 120 of 334
The City of Burnsville hired Wold
Architects and Engineers to perform a
comprehensive space needs assessment
to identify the best long-term solutions
for city services.
The design team collaborated with
the fire department to address space
deficiencies and determine the best
solution to accommodated future
growth, adequate space for training and
emergency operations.
The plan calls for a 31,000 sf facility
that includes administrative office space
for the on-site duty crew and captain,
training space for 50, as well as living and
sleeping space for the full-time crew with
kitchen and dining spaces.
The facility includes 10 apparatus bays
for fire vehicles with the associates spaces
for turn -out gear, SCBA, gear wash,
maintenance and storage.
Maplewood Fire Station, Needs Assessment and Design Recommendations 9
G6, Attachment 2
CITY OF FARI BAU LT FIRE
STATION RENOVATION
FARIBAULT, MINNESOTA
total sf I 4,500 sf
project cost
1 $657,000
completion I
August 2016
project type
I Renovation
owner, address, contact
Dustin Dienst, Fire Chief
122 2nd St NW, Faribault, MN 55021
507 333 0396
architect, address, contact
Wold Architects and Engineers
332 Minnesota Street, Suite W 2000
St. Paul, MN 55101
651 227 7773
10 Wold Architects and Engineers
Wold Architects and engineers was
selected by the City ofFaribault to
help them study the condition of their
existing Fire Station, and to determine
planning solutions to upgrade their
administration and living spaces within
the fire station.
At the completion of the planning phase,
Wold continued with the design for
renovations of the facility. Key design
factors included:
• Co - location of all administration
spaces on one floor
• Upgraded living space, dayroom and
kitchen facilities
• New locker rooms and showers for
staff
• New secure public safety entry with
access to handicap restrooms for
visitors
• Upgraded training and fitness
facilities
The project was bid and completed under
budget and on-time.
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4.3 1 PROJECT EXPERIENCE
MINNEAPOLIS
EMERGENCY OPERATIONS
TRAINING FACILITY
MINNEAPOLIS, MINNESOTA
total sf I 23,200 sf
project cost I $7.2M
completion 1 2011, 2012
project type I Master Plan/New Facility
owner, address, contact
John Fruetel, Fire Chief
25 37th Ave NE, Minneapolis, MN 55421
612 673 2648
architect, address, contact
Wold Architects and Engineers
332 Minnesota Street, Suite W 2000
St. Paul, MN 55101
651 227 7773
After the collapse of the I-35WBridge
in 2007, the city of Minneapolis felt
an acute need for a modern training
facility for emergency operations.
Wold was charged with developing a
master plan for the Fire Department
Training Campus to initially include
construction of offices for the Fire
Department's Training Division and
Training Classrooms to be multi -
used as an Emergency Operations
Center. Through the design process
and allocation of sufficient funding, a
Strategic Information (Fusion) Center
was added to the design to provide a
source of "always on" information for
the FOC. A future vehicle storage garage
was designed and constructed in 2012
for the state's Task Force 1 regional asset
equipment. This garage not only serves as
critical collocated storage for equipment
that was once scattered throughout the
city, but also serves as an apparatus bay
simulation for training.
Maplewood Fire Station, Needs Assessment and Design Recommendations 11
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4.3 1 PROJECT EXPERIENCE
CITY OF MINNETONKA
PUBLIC SAFETY FACILITY
MINNETONKA, MINNESOTA
total sf I 41,000 sf
project cost 1 $25 M
completion I Spring 2020 (estimated)
project type I New Facility
owner, address, contact
John Vance, Fire Chief
14550 Minnetonka Blvd.
Minnetonka, MN 55345
952 939 8333
architect, address, contact
Wold Architects and Engineers
332 Minnesota Street, Suite W 2000
St. Paul, MN 55101
651 227 7773
12 Wold Architects and Engineers
Wold Architects and Engineers was
hired by the City of Minnetonka to
perform a comprehensive public safety
study that included the police station
and the fire station.
The purpose of this study was to analyze
current space utilization, determine
need, and to assess the condition of
their existing facilities. The study was
also to consider modern police and fire
operations and allow for flexibility for
changes in service delivery. Wold worked
together withe the police chief, fire chief,
and other city staff, to develop guiding
principles that included:
• Focus on function and operations
• Sustainability (long-term use)
• Value without compromise to the
civic center campus
• Community pride
• Personnel recruitment and retention
This station is currently in design with
construction starting in the spring of
2019.
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4.4 1 PROPOSED SCOPE & COST
COST BREAKDOWN
fee structure
Wold proposes establishing a fixed fee at the project onset. For Concept Planning like this, we have evaluated the effort involved and
have broken down the fee based on the tasks outlined in our response.
We believe by establishing a fixed fee for each project, based on an agreed scope of services, we eliminate the potentially negative
dialogue that often happens regarding extra services. You will find that once we agree on a fee, our services for you will go well
beyond what other firms will provide. Our commitment to you is to agree on a fixed fee and to not request additional fees unless the
scope of the project changes significantly.
break down by scope
tasks
cost by step
1
teaming / communication
$1,000
2
data gathering / preparation
$3,000
3
confirm data / departmental meetings
$4,000
4
planning and programming
$3,000
5
options development / budgeting
$5,000
b
summarize findings / documentation
$1,000
TOTAL NOT -TO -EXCEED AMOUNT
$17,000
additional fee
Your scope of work referenced a traffic study. We have found the cost for these varies depending on the site selected and the
complexity of the existing roads and traffic patterns. The cost for this is excluded from our above fee, but we would negotiate this as
an additional fee and believe this would be between $10,000 and $15,000. We are also happy to solicit a proposal on your behalf and
the City could pay this as a direct expense if needed.
reimbursable expenses
Customary reimbursable expenses would be in addition to our fixed fee. For studies like this one, we estimate our reimbursable ex-
penses would be around $500 to $1,000. Customary reimbursable expenses include:
• Mileage in Connection with the Work
• Printing and Copying
• Phone Charges
• Postage and Mailing
• Reprographics
13 Wold Architects and Engineers
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4.5 1 OTHER RELEVANT INFORMATION
PROJECT UNDERSTANDING
The City of Maplewood recently completed a comprehensive
review and evaluation of their fire station locations and
operations. This study indicated a need to replace an existing fire
station and close another.
The City is interested in hiring an architectural firm to provide
a needs assessment that would include building programming
concept studies, project scheduling, and budgetts for the
consolidation of the two stations.
As part of the needs assessment, we would evaluate the following:
• Site evaluation, analysis and selection
• Geotechnical and structural studies
• Traffic studies
• Existing building considerations
• Programming
• Conceptual studies
• Blocking and stacking diagrams
• Project scheduling
• Project budgeting
To achieve these goals, the following are processes which will
center on our philosophy of focusing on your mission:
a participatory planning process
• We listen carefully
• All interests have input and all options are explored
• Ownership of the outcome is achieved
• The outcome is an effective facility that is highly functional
and aesthetically pleasing
• The community has ownership of funds well spent
a space needs analysis process
• We begin with a firm foundation of your previous efforts
• We listen and will work with you to establish project goals,
objectives and guiding principles
• We will explore options and develop solutions
• The outcome is a solution that meets the established criteria
and budget
a design process
• Designing for the City of Maplewood community vision
• Developing site criteria and options for selection
• Determining appropriate traffic flow and access
• Designing for flexible workplace solutions that enhance
response time and worker safety
• Incorporating common sense sustainable solutions into the
facility solution
14 Wold Architects and Engineers
G6, Attachment 2
a sustainable design process
• In-house engineering expertise to lead you through systems life
cycle decisions
• Discussions regarding all of the metrics and outcomes to tailor
a strategy to your needs and desires
a cost management process
• Helps manage total project cost
• Starts with our previous budgeting efforts and confirms
building construction cost and all related costs for site and
building fit -out
• A proactive approach to cost management during all phases of
design
With our focus on public sector projects, we know that
developing a perfectly functional, on-time, on -budget facility is
only a pre -requisite. To ultimately be successful, every project
needs ownership from its stakeholders. To us, this means not
only contributing our expertise from all of our previous fire
station projects, but it also means facilitating a process where we
engage all stakeholders and actively listen to their needs and are
able to incorporate them into the project. We have developed
a process which gains the involvement of elected officials, city
leadership, staff who use the facility and, most importantly, the
community and neighborhood who will call Hudson Fire Station
their own. We are very proud of the unique facility responses to
each design challenge we are faced with.
public engagement
Public facilities are funded by public tax dollars and need to
ensure the responsible use of those taxes. We understand the
need to communicate with all stakeholders, from the City
Council to administration, staff, and the community. A great
deal of our process as public architects involves input from
stakeholders that will affect project outcomes. In addition, with
a high-profile municipal project such as yours, we recommend a
concerted and thoughtful approach to public relations. We plan
to make sure the team communicates with the public, ensuring
ownership in your project outcomes as well as transparency with
your stakeholders.
Wold's breadth of experience in exactly these kinds of projects
means we can help you understand the implications of your
decisions long before they are implemented. We will work
with all levels of the city to ensure all voices are heard, and that
information is communicated back about the projects.
Packet Page Number 127 of 334
G6, Attachment 2
4.5 1 OTHER RELEVANT INFORMATION
PUBLIC SAFETY ANALYSIS
OUR APPROACH
Maplewood Fire Station, Needs Assessment and Design Recommendations 15
Packet Page Number 128 of 334
teaming
Begin collaboration discussion with city project leaders regarding expectations,
goals, past findings, political issues, etc. To establish clear understanding and
facility
open, clear lines of communication.
planning process
data gathering
Assemble pre-existing data on building floor plans, building usage, and utility
data. Augment data with site visits and documentation of existing conditions
as part of our facility analysis process.
GATHER DATA
confirm data and create facts
Re -check and confirm data, establish baseline facts.
analyze facts and agreed-upon needs
CONFIRM DATA
Identify trends, facility, financial or political scenarios which will require a
facility response. Develop agreement on size and scope of need.
program development
DEVELOP FACTS/
The finite set of space needs will create the facility response options.
AGREED UPON NEEDS
analyze impacts to options and costing
Collaborate with facility users in the analysis of each facility response to
related issues:
%_0 vir AKt AOAiNb i
BUILDING PROTOTYPES
0 Operational costs
• Construction costs
• Neighborhood impact
• Stakeholder investments
OPTIONS DEVELOPMENT
Municipal impact
• Facility condition
B
• Others
A C D
analyze advantages and disadvantages
The Wold team and city leadership collaboration on possible real and
ANALYZE IMPACTS,
perceived advantages and disadvantages to each facility response. Outreach to
COSTING, ADVANTAGES
site-based and/or community with open forum to seek additional advantages/
DISADVANTAGES '
disadvantages input.
fJ
summarize findings
Summarize and simplify findings into concise, legible reports to allow for easy
SUMMARIZE F I N D I N G c
understanding of facts. Review with project leader for suitability and context.
multi-level presentation
Prepare presentation material(s) for various report needs including city
council, administration, web site, community meetings, etc. Interaction with
PRESENTATION
city council to further gather input and reaction to findings and options.
revisions based upon broader input
Upon further input and confirmation, final report would be drafted to reflect
discussions and conclusions. Publish and document final reports as directed
by the city.
Maplewood Fire Station, Needs Assessment and Design Recommendations 15
Packet Page Number 128 of 334
G6, Attachment 2
4.5 1 OTHER RELEVANT INFORMATION
PARTICIPATORY PLANNING PROCESS
FOR MAPLEWOOD FIRE DEPARTMENT
participatory planning process
The goal of the Wold team is to make the entire process of planning
for public facilities predictable and enjoyable. Our approach to needs
assessment includes a process for engaging the users and supervisors
in an interactive process that produces a high level of ownership of
the final solution. Preliminary and validation meetings assure that all
needs are accurately defined and any policy issues are identified early
on. The final document is crucial to the success of the facility design.
The final outcome of this phase will be a one -of -a -kind solution
for the Maplewood Fire Department and the greater community.
Our user -specific product is a cut above traditional programming
documents that often simply produce room data sheets.
Our space needs studies are structured as "dialogue documents"
illustrating the interface between organizational structures and the
resulting space implications. The documents are clearly written and
highlight the decision making criteria and process used to identify
the key design issues. These provide a clear method for delivery of
new facilities.
this process answers these fundamental questions:
• How big should the spaces be?
• How much future expansion should be anticipated and when
will it be needed?
• How much future expansion should be built-in versus added
later?
• What operational / long-term staffing model is desired?
• What are your goals for sustainability?
• How will emerging technology impact infrastructure needs?
• How will emerging management structures impact space needs?
• How much should be budgeted for today? For tomorrow?
FACILITIES
FIRE
CITY CORE BUILDING/
PLANNING PLANNING/
COUNCIL GROUP ZONING
CITY
OTHER ADMIN.
STAKE-
HOLDERS
16 Wold Architects and Engineers
The Wold team believes that successful facilities are those that
include a great deal of participation that engages building users, staff,
and the community. Wold has developed a "Participatory Planning
Process" to make this planning and programming effort come to life.
Since the average lifespan of any public facility in America. is 40-50
years, serious planning efforts must seek to anticipate future growth
and changes in how you deliver services. We bring our broad
experience in municipal design to you and will assist you in assessing
future growth by analyzing present and anticipated management
goals, researching local demographics and assessing trends.
core planning group
The Core Planning Group consists of key decision makers who
would work to evaluate design options using criteria established
by the group, prior to recommendation to the City Council for
approval. Among the issues that the Core Planning Group will
decide when presented recommendations by the Wold team:
• Project objectives
• Needs list
• Functional options
guidelines for a successful participatory planning
process
• Core Planning Group requests information from input givers;
input givers' role is for input, not consensus decision
• The more efficient the Core Planning Group, the faster the
project can develop
• We understand the importance of giving your departmental
staff a voice in solutions while still maintaining the overall
objectives and budget of the project
our unified planning & design approach ensures
input from all stakeholders
We meet with your stakeholders, on their schedules, to determine
needs and desires for each individual space being planned, from
room organization and orientation, down to the smallest details, like
storage types, electrical outlet placement and door hardware. This
input is clearly documented and distributed to all participants, then
directly transmitted to the Core Planning Group's review.
We will continue to ask questions to understand the functional
and operational relationships of all of the City's departments.
Working with the Core Planning Group, we will use this
information to find the optimum organization of departments
through all phases of the study.
Packet Page Number 129 of 334
G6, Attachment 2
4.5 1 OTHER RELEVANT INFORMATION
DESIGN FACTORS, FIRE STATIONS
FOR FIRE FACILITIES
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vehicle dimensions
truck turning radii
truck turning radii
Packet Page Number 130 of 334
detailed fire station expertise
Based on our experience working on other fire facilities, and considering operational
concerns from our previous fire station projects, the following list represents
potential fire station design factors to consider during the design of your new
facility.
efficient response time
• Easy access to firefighters' gear
• Easy access to engines, reserve vehicles, hazardous materials response trailer and
supporting equipment
• Easy access to major city streets
• Supports and enhances your ISO rating
safety and security
• Drive-through apparatus bay reduces obstructed operating sight lines
• Careful apron design and vehicle driveways/sight lines promoting clear visibility
• Contamination control
• Separate zones for decontamination
• Enclosed, ventilated rooms for fire gear maintenance and cleaning
• Vehicle exhaust systems
adequate training spaces
• Flexible for various training and meeting uses
• Plan for the whole station to be used for training
planning for full-time housing in the future
• Appropriate sleeping rooms which allow privacy without disruption from other
adjacent activities
• Provide a day room which promotes firefighter interaction without disruption
• Consider day lighting/activities promoting wellness
• Consider radiant systems (floor or ceilings)
• Vehicle exhaust capture systems
design standards
• Construct to "Essential Services" standards
• Utilize ICC 500 Standards for Storm Shelter
• Secure administrative, emergency personnel and equipment areas
• Integrating solutions within NFPA standards
apparatus bays
• Secure, drive-through garages
• Rescue vehicles, fire trucks and support vehicles use flexible apparatus bays
economy
• Derive the most for each dollar spent
• Balance operational costs, while providing a quality facility that allows the fire
department to continue achieving its public safety mission
durability
• Room for department expansion and continued community growth
• Materials that can withstand 24-hour use
• Flexibility in space definition
Maplewood Fire Station, Needs Assessment and Design Recommendations 17
4.5 1 OTHER RELEVANT INFORMATION
DESIGN FACTORS, FIRE STATIONS
FOR FIRE FACILITIES
18
ire -fighting safety precautions often
focus on the scene of a fire, but
minimizing exposure to lingering
carcinogens and other contaminants
extends well beyond a fire event.
Cancer is an ongoing occupational hazard
and concern for fire personnel, with a growing
body of research that shows the increased risk
for firefighters.
A multi-year study of 30,000 firefighters by the
National Institute for Occupational Health and
Safety found that firefighters had a 9 percent
increase in cancer diagnoses and a 14 percent
increase in cancer -related deaths compared to
the general U.S. population.
Despite improvements in personal protective
gear, hazards on the scene are growing
more aggressive. Increasing use of synthetic
building materials over the past 40 years is one
contributing factor to fires that burn hotter
and faster, with more toxic smoke. The often
harmful particles from these blazes and smoke
can remain on gear, clothes and skin without
proper decontamination practices.
"For years, we thought the biggest
hazards of firefighting were at the
scene of a fire. Now, we're recognizing
how important the fire station's
environment is to our health," said City
of Minnetonka Fire Chief John Vance,
who is helping guide the city's efforts
to replace its station from 1975 with
a new facility. "That's why we made
decontamination strategies a design
requirement for our new station. If we
can improve the quality of the station's
environment, that can have a big impact
on our department's health."
Wold Architects and Engineers
G6, Attachment 2
To support firefighter health and safety 24 hours a
day, fire departments and city councils are exploring
how their fire stations' architectural designs can
reduce the risk of exposure to lingering contaminants
in the many hours outside of a fire event.
Designating different zones within a fire station
is an emerging design method to reinforce and
support a department's decontamination strategies.
This approach can reduce the risk of exposure to
contaminants and improve firefighter health and
safety, without compromising response time.
DEFINING ZONES
THROUGHOUT THE
FIRE STATION
As firefighters move from the apparatus bay into
living environments after a call, it's essential to
remove contaminants that originated at the scene
of a fire. This is best achieved by moving personnel
from zones of higher contamination to zones of
low to no contamination.
Red zones, also called hot zones, have the highest
level of contaminants. These are the areas firefighters
first enter when they arrive at the station after the
scene of the fire, and where dirty turnout gear
and equipment is washed. Apparatus bays may be
considered red zones when trucks first return to the
station, before cleaning.
Yellow zones are transition zones that firefighters
enter after the red zone. They offer a buffer between
red zones and green zones, and a second chance to
ensure no contaminated gear enters a green zone.
Yellow zones often include showers to remove
contaminants from the body. These areas should
also contain a hand wash and boot wash stations
along the common path of travel between the red
and green zones. This helps ensure their use any time
someone enters the green zone, regardless of any
known exposure to contaminants.
Packet Page Number 131 of 334
G6, Attachment 2
4.5 1 OTHER RELEVANT INFORMATION
GREEN YELLOW RED
ZONE ZONE ZONE
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Apparatus
FFFFH
Shower Bay ® °
Room Gear Wash ❑
Dorm Hand Wash/ Room oa
Rooms Boot Wash F F
Turnout Gear
Dayroom / Infrared Sauna / Storage
Kitchen Stationary Bike Room
Designating different zones within a fire station is an emerging design method to reinforce and support a department's
decontamination strategies. Red zones have the highest levels of contaminants, while green zones have low to no
contaminants present.
Apparatus Bay
Gear Wash
Room
Turnout Gear
Storage Room
Infrared Sauna /
Stationary Bike /Hand
Wash/ Boot Wash —
Shower Room /
Locker Room
Hand Wash/
Boot Wash
Dorm
Dayroom /
Kitchen —
Packet Page Number 132 of 334
-RED
ZONE
YELLOW
ZONE
-GREEN
ZONE
Green zones have the lowest
level of contaminants, and can
be free of all contaminants and
carcinogens when part of a zoned
approach to the station's design.
Common green zones include
living areas, break rooms, training
rooms and administrative offices.
Design features help ensure that
each zone remains isolated from
the other. This can reduce the risk
of exposure to contaminants after
a fire, during the significant time
firefighters spend at the station
over long shifts.
Maplewood Fire Station, Needs Assessment and Design Recommendations 19
4.5 1 OTHER RELEVANT INFORMATION
ISOLATING
AND REMOVING
CONTAMINANTS IN
THE APPARATUS BAY
The level of contamination in the apparatus bay
can vary widely throughout the day.
The bay is often considered a high -
contamination red zone when trucks return
from the scene of a fire. The contaminant risk
is lowered after the trucks are cleaned. Stopping
the spread of contaminants and carcinogens
often starts with isolating the bay.
Vehicle wash bays are a primary design feature
to reduce on -vehicle contamination when
trucks arrive at a station after a fire. Other
important considerations are exhaust extraction
systems and the heating, ventilation and air
conditioning (HVAC) system.
Engines often run as teams prepare to head
out on a call. Apparatus bays should include
direct -capture systems to eliminate exposure to
carbon monoxide fumes from vehicle exhaust.
With these systems, a tube or hose connects to a
vehicle's exhaust pipe so harmful diesel exhaust
does not mix with the air in the garage.
The apparatus bay should also have a dedicated
HVAC system separate from green zones. This
further isolates contaminants and prevents them
from entering zones with lower contamination.
Recently published results of a Harvard
study show the positive impact of isolating
apparatus bays from livings areas. The study
compared three older fire stations with one
newly constructed. The newer station — which
better separated the apparatus bay from living
areas — had lower levels of potentially harmful
particulate matter in living areas than the
older stations.
20 Wold Architects and Engineers
G6, Attachment 2
Packet Page Number 133 of 334
G6, Attachment 2
4.5 1 OTHER RELEVANT INFORMATION
IThe Cottage Grove Fire Department's redesigned fire station includes a green zone with kitchen and living area.
RED ZONES OFFER
AN IMPORTANT LINE
OF DEFENSE AGAINST
CONTAMINANTS
After exiting the fire truck, firefighters will
use a red zone to clean turnout gear.
The red zone should be adjacent to apparatus
bays and away from green zones so firefighters
do not have to pass through cleaner
environments to remove gear.
The area should include a washer and
dryer, and space for temporary gear storage
if all gear cannot be cleaned at the same time.
The storage space should have negative air
pressure so fumes emitted from contaminated
gear are unable to enter other areas, and
ductwork should pull air from the room and
exhaust it outside. Stocking surgical gloves to
remove soiled gear helps avoid skin exposure
to contaminants.
YELLOW -ZONE DESIGN
FURTHER LIMITS
THE SPREAD OF
CONTAMINANTS
Yellow zones offer a barrier between red and
green zones. Specific design features encourage
best practices to avoid the spread
of contaminants.
The yellow zone should include an area for
self -hygiene. Aromatic hydrocarbons and
other harmful combustion gases from fires can
seep through turnout gear and come in contact
with the skin and bloodstream, where they
circulate to the kidneys, liver and other organs.
This makes it essential for fire personnel to
clean their clothing and shower as soon as
possible after a fire.
Additional yellow -zone features may include a
low-temperature infrared sauna and workout
room, so toxins can leave the body through
Maplewood Fire Station, Needs Assessment and Design Recommendations 21
Packet Page Number 134 of 334
4.5 1 OTHER RELEVANT INFORMATION
sweat. A second shower should follow these
activities to rinse toxins off the skin's surface.
Sealed doorways are an important design factor
to limit cross -contamination between zones.
Self-closing doors are a popular option, and
a smoke -seal gasket around the door system
ensures no air moves through cracks. Materials
in the yellow zone should be durable and easy
to clean. Laminate or tile flooring is preferred
over carpet.
Signs should be posted on both sides of
entryways to remind personnel to double
check for contaminated gear as they enter the
different zones. A hand sink and boot wash
allow for a final cleanup, if needed, without
requiring firefighters to backtrack through
a red zone.
In addition to a yellow zone that passes from
red to green, an additional yellow zone may be
set up for firefighters to store clean gear and
dress before responding to a fire. To limit the
impact on response times, this additional zone
can be adjacent to the apparatus bay where
clean turnout gear is always available and close
to the fire trucks.
GREEN ZONES OFFER THE
PUREST ENVIRONMENT
FOR FIRE PERSONNEL
Firefighters and administrative personnel
spend most of their working time in green
zones. Smart fire station design ensures these
areas have the freshest air and lowest levels
of contamination.
Green areas should have positive air pressure
compared to other zones. Because air flows
from positive to negative pressures, this ensures
any airborne contaminants from yellow and
red zones won't seep into the fresh air of living
G6, Attachment 2
22 Wold Architects and Engineers
Packet Page Number 135 of 334
— 111Ul11 1 I r,R
G6, Attachment 2
4.5 1 OTHER RELEVANT INFORMATION
ol
�, 11 , O I 1
�I) t
IThe Cottage Grove Fire Department's reception area and offices are part of the station's green zone.
spaces. A dedicated HVAC system separate
from other areas is also recommended for
air quality.
On-site training rooms are another key
feature of green zones, and are important
for educating fire personnel on the newest
practices related to decontamination. Ongoing
training can help fire personnel identify
risks of contamination and reinforce proper
decontamination techniques.
WORK WITH FIRE STATION
DESIGN EXPERTS TO
CREATE SAFER SPACES
FOR YOUR DEPARTMENT
Decreasing fire station contaminants to
improve firefighter health and safety is a
growing priority for communities as
more is learned about the link between fire -
generated contaminants and health.
Packet Page Number 136 of 334
The long-term implications are significant
to these dedicated professionals that work
to keep their communities safe, and extend well
beyond the scene of the fire.
To meet this need, architecture firms are
developing new design approaches to support a
department's decontamination practices.
Wold Architects and Engineers has decades of
experience building and renovating fire stations,
and can work with your department to develop
a customized zoned approach that limits the
risk of contaminant exposure without impacting
response time.
Maplewood Fire Station, Needs Assessment and Design Recommendations 23
4.5 1 OTHER RELEVANT INFORMATION
COST CONTROL
BUDGET MANAGEMENT
Our reputation relies upon accurate cost estimation and budget
management. Our successful methodology approaches budget
management as an ongoing task.
We believe that the first 20% of the decisions made affect 80%
of overall cost. With public funding involved, we understand
the importance of quality estimating from the beginning of the
planning and programming phase in assuring cost control and
project success when design and construction phases begin.
Consulting cost estimators, trend analysis, and internal cost
estimators ensure an effective cost benefit analysis starting at
the study/pre-planning stage and continuing through all the
project phases. The public sector clients we serve require this
level of attention in order to effectively manage the public funds
involved in the process. We maintain a long-term relationship
with our consultant, Loeffler Cost Estimating, who runs detailed
cost estimates on the proposed solutions to confirm budget
accuracy. This data, coupled with LoefHer's knowledge of local
costs, labor base, and other economic trends, will be used as a
tool to make decisions, and to ensure your projects are within
budget.
24 Wold Architects and Engineers
G6, Attachment 2
KEEPING IN CLOSE CONTACT WITH THE
CONSTRUCTION COMMUNITY HELPS US
RESPOND TO ADJUST PROJECT ESTIMATES. IT
IS OUR GOAL TO DESIGN PROJECTS TO MATCH
THE BUDGET, GETTING THE CITY THE LARGEST
WORK SCOPE THE BUDGET ALLOWS.
trends
We maintain a file of regional building projects that gets
updated quarterly. We have the ability to average gross costs for
each specification and relate that cost to a particular building
type in the public sector market.
staff
Our staff will complete detailed material take -offs and cost
estimates at intermittent phases. These estimates are checked
against the regional trends.
experts
In addition to the estimates done by Loeffler, during the later
stages of Design Development and Contract Documentation,
we call on contractors and regional partners to check our
numbers and verify costs. This final check assures us that the
project is designed to meet the current market and adhere
to budgets. We always strive to improve and learn from our
bidding experiences. Factors include the often volatile nature
of purchasing materials; for example, when the price of copper
goes up, so too does electrical wiring and plumbing piping; as
steel prices increase, structural steel, sprinkler and heating pipe,
and sheet metal ductwork are all affected. Fluctuations in crude
oil prices change pricing for construction heating, bituminous,
and roofing. As a result of these moving parts, we are continually
reviewing these trends, talking with contractors, and adjusting
our numbers based on our most recently bid projects.
Packet Page Number 137 of 334
WHY WOLD?
We greatly appreciate the opportunity to present our firm, our
beliefs, and our process for your consideration.
everything we do focuses on listening to you to
achieve your long-term goals
We have no preconceived agenda for what we think your project
should be. We believe our job is to ask the right questions to
understand all of your needs, and bring innovative solutions to
solve those challenges.
No other firm has as many tools and processes focused
specifically on gaining feedback and input to guarantee your
involvement and ownership at every stage of the process.
Our services are not limited to a set number of meetings
or hours for a given phase or task. They are full service and
inclusive of anything necessary to make the project a successful
experience for you.
Packet Page Number 138 of 334
G6, Attachment 2
4.5 1 OTHER RELEVANT INFORMATION
our approach considers the big picture
We understand how decisions you make now may limit future
opportunities to adapt and change. Our process focuses on
asking questions not just for today, but for the future.
We work with dozens of public sector clients to give you greater
insight on how others are handling similar situations and to
inform your decision making process.
our focus on building relationships gives us a
different motivation
When we develop a new relationship, we expect it to last for
many years to come. With this in mind, we take a more cautious
approach in considering the implications of every step we take
and its impact on your community and future stake holders.
We don't disappear when the project is over. We intend to be
around long after the project is over to help with any on-going
issues, future planning initiatives, or facility questions—whatever
you might need.
WE ARE EXCITED ABOUT THIS OPPORTUNITY.
Maplewood Fire Station, Needs Assessment and Design Recommendations 25
minnesota I illinois I colorado
G6, Attachment 2
Packet Page Number 139 of 334
G7
CITY COUNCIL STAFF REPORT
Meeting Date October 28, 2019
REPORT TO: Melinda Coleman, City Manager
REPORT FROM: Steven Love, Public Works Director/City Engineer
Audra Robbins, Parks and Recreation Manager
Neil Breneman, Recreation Supervisor
PRESENTER: Steven Love, Public Works Director/City Engineer
AGENDA ITEM: Resolution Accepting Donation from James and Amy Krohn
Action Requested: ✓ Motion ❑ Discussion ❑ Public Hearing
Form of Action: ✓ Resolution ❑ Ordinance ❑ Contract/Agreement ❑ Proclamation
Policy Issue:
Accept a donation from James and Amy Krohn for our youth scholarship fund.
Recommended Action:
Motion to approve the resolution accepting a donation in the amount of $50.00 from James and
Amy Krohn and to authorize the Finance Director to increase the Youth Scholarship Fund budget by
that amount: $50.00.
Fiscal Impact:
Is There a Fiscal Impact? ❑ No ✓ Yes, the true or estimated cost is $50.00
Financing source(s): ❑ Adopted Budget ❑ Budget Modification ❑ New Revenue Source
❑ Use of Reserves ✓ Other: Donation
Strategic Plan Relevance:
✓ Financial Sustainability ❑ Integrated Communication ❑ Targeted Redevelopment
❑ Operational Effectiveness ✓ Community Inclusiveness ❑ Infrastructure & Asset Mgmt.
Donation to youth scholarship fund which helps cover costs of recreation programs for community
members that show financial assistance need.
Background
This donation came in the mail from James and Amy Krohn with a note that read the following:
"This is a donation for girl's softball in Maplewood in memorial to Christine O'Brien of Maplewood.
Please use it as you see fit." We feel this would be great to put this towards the Youth Scholarship
Fund as it would assist someone with a financial hardship and hope that would be a fitting use for a
memorial donation.
Attachments
1. Resolution Accepting Donation
Packet Page Number 140 of 334
G7, Attachment 1
CITY OF MAPLEWOOD, MINNESOTA
RESOLUTION NO.
ACCEPTANCE OF DONATION
WHEREAS the City of Maplewood and the Parks and Recreation Department has
received a donation of $50.00 in support of the department;
NOW, THEREFORE, BE IT RESOLVED that the Maplewood City Council authorizes the
City of Maplewood, Parks and Recreation Department to accept this donation.
Adopted this 28th day of October, 2019.
Marylee Abrams, Mayor
ATTEST:
Andrea Sindt, City Clerk
Packet Page Number 141 of 334
G8
CITY COUNCIL STAFF REPORT
Meeting Date October 28, 2019
REPORT TO: Melinda Coleman
REPORT FROM: Steven Love, Director of Public Works/City Engineer
Scott Schultz, Utility/Fleet/Parks Superintendent
PRESENTER: Steven Love
AGENDA ITEM: Purchase of Three Tilt -Deck Trailers
Action Requested: ✓ Motion ❑ Discussion ❑ Public Hearing
Form of Action: ❑ Resolution ❑ Ordinance ✓ Contract/Agreement ❑ Proclamation
Policy Issue:
The City of Maplewood's adopted 2019-2023 Capital Improvement Plan (CIP) identifies the
replacement of three Tilt -Deck Trailers in 2019. City Council approval is needed to move forward
with this purchase.
Recommended Action:
Motion to approve the purchase of three Tilt -Deck Trailers and direct the Mayor and City Manager
to enter into contracts with Titan Machinery under MN State Contract #T-603(5) in the amount of
$21,513.70 and Johnson Trailer Company for $6,359.00.
Fiscal Impact:
Is There a Fiscal Impact? ❑ No ✓ Yes, the true or estimated cost is $27,872.70
Financing source(s): ❑ Adopted Budget ❑ Budget Modification ❑ New Revenue Source
❑ Use of Reserves ✓ Other: The proposed 2019-2023 CIP identifies
$30,000.00 for the replacement of the old units. The cost for this purchase less the estimated
auction value for the old units ($7,500.00) is $20,372.70. This is $9,627.30 less than the identified
CIP amount. All cost savings will remain in the fleet fund for future purchases. The Finance Director
has reviewed the fleet fund balance and there are sufficient funds to move forward with this
purchase.
Strategic Plan Relevance:
❑ Financial Sustainability ❑ Integrated Communication ❑ Targeted Redevelopment
✓ Operational Effectiveness ❑ Community Inclusiveness ✓ Infrastructure & Asset Mgmt.
The new replacement trailers will allow the Public Works department to operate efficiently, properly
maintain the City's assests and serve the current and future needs of our public works operations.
Packet Page Number 142 of 334
G8
Background
Currently, the City has three 2001 model year trailers that are in need of replacement due to
structural defects caused by years of use. These trailers are utilized year round by all maintenance
divisions within Public Works. These trailers are used to haul various large pieces of equipment to
job sites throughout the City for street, utility, and park projects. Due to the structural defects
caused by years of use, one of the trailers no longer passes the required annual D.O.T. inspection
and is therefore no longer in use. Based on the annual D.O.T. inspections the other two trailers are
approaching the end of their useful lives and will soon need to be retired from use.
The following is a summary of the cost for the trailer replacements:
1. Towmaster Inc.
• Two T-10DT Trailers $21,513.70 (Total cost for two trailers)
*See attached quote per trailer
2. Johnson Trailer Co.
• One 7 Ton Tilt Deck Trailer $6,359.00
*See attached quote for trailer
Total Cost = $27,872.70
Attachments
1. Quote/Spec from Towmaster Inc.
2. Quote/Spec from Johnson Trailer Co.
3. 2019 CIP Sheet
Packet Page Number 143 of 334
G8, Attachment 1
27
Reference No.
QT 43833
QUOTATION
Ship To: Cust: 9 Phone: Bill To: Phone:
CITY OF MAPLEWOOD MONROE TOWMASTER, LLC
61381 US HWY 12 61381 US HWY 12
SWIFT ID:156354 SWIFT ID:156354
LITCHFIELD MN 55355 USA LITCHFIELD MN 55355 USA
ATTN: Steve Allstot
PO# Salesman Terms Created Last Revised Appx Comp
JENNIFER DOREEN COD 9/16/19 9/19/19 0/00/00
• Discounts: 15.00% .00% .00%
Qty Feature _ bescri
1 Base Model - T-10DT
1 Option - DOT INSPECTION
1 Std Features - 24" Diamond Plate Approach
1 Std Features - Side Lip Down
18 Deck Length - In Feet
18 Decking Type - 2" Nominal Oak
1 Width - 102" Overall with 82" Deck
2 Axles - 7k E -Z lube Torflex
2 Brakes - Electric
4 Tires - 235/85Rxl6(E)
4 Wheels - White Mod
1 Jack - 7K Drop Leg
1 Lights - L.E.D.
1 Plug - 6 Pole Round
1 Hitch/Neck - 2.5" Pintle Ring
1 Trailer Color Galvanized $2,440.00
*--- Continued ---*
ptioa List r
$9,325.00
$160.00
NOTE: If changes are made to an order after a P.O. has FET required on all trailers with a GVWR OF 26,000 lbs or more.
been issued, a fee may be assessed and a revised or new
P.O. MUST BE submitted to reflect changes. Price:
Total Discounts:
Accepted by Date Net Cost:
Freight
M
TRLQF00
Packet Page Number 144 of 334
aterial Surcharge.
Total Due:
G8, Attachment 1
NOTE: If changes are made to an order after a P.O. has FET required on all trailers with a GVWR OF 26,000 lbs or more.
been issued, a fee may be assessed and a revised or new
P.O. MUST BE submitted to reflect changes. Price: $12,411.00
Total Discounts: $1,861.65
Accepted by Date Net Cost: $10,549.35
Freight $207.50
Material Surcharge:
Total Due: $10,756.85
TRLQFW -
Packet Page Number 145 of 334
Y
17
Reference No.
QT 43833
QUOTATION
Ship To: Cusl.
9 Phone:
Bill To:
Phone:
CITY OF MAPLEWOOD
MONROE TOWMASTER,
LLC
61381 US HWY 12
61381 US HWY 12
SWIFT ID:156354
SWIFT ID:156354
LITCHFIELD
MN 55355
USA
LITCHFIELD
MN 55355 USA
ATTN: Steve Allstot
PO#
Salesman
Terms
Created Last Revised Appx Comp
JENNIFER BOREEN
COD
9/16/19 9/19/19 0/00/00
- .
Discounts: 15.00%
.00HS .00%
Qty Feature
Description
- - — Lint
18 Tie Downs - Rub Rail
& Stake Pockets
in Lieu of D -Rings
$486.00
Freight
$207.50'
NOTE: If changes are made to an order after a P.O. has FET required on all trailers with a GVWR OF 26,000 lbs or more.
been issued, a fee may be assessed and a revised or new
P.O. MUST BE submitted to reflect changes. Price: $12,411.00
Total Discounts: $1,861.65
Accepted by Date Net Cost: $10,549.35
Freight $207.50
Material Surcharge:
Total Due: $10,756.85
TRLQFW -
Packet Page Number 145 of 334
G8, Attachment 2
Johnson Trailer Co. BY
0 7290 State Road 170 • Colfax, WI 54730 DATE
w(71 5) 962-3277 ,���/ ZZ
ww.johnsontrailerco.com
PHONE/— /;�l -
DESCRIPTION
--X Z
0
TER!�r� ,0
.
11716
Packet Page Number 146 of 334
X5.4:1-1le'".t
ew
TOTAL
"Quality You Can See - A Price You Can Afford"
G8, Attachment 2
7Ton Equipment Full Bed Tilt Trailer
No ramps necessary!
Epoxy Ester Primer Sealed Facfory Running Board
w/Acrylic Finish Wiring HarnessJrEZube Hubs Front Steps
'qv
Full Bed Tilt Heavy Duty 7,000#
No Ramps Treadplate Dropleg
Power Up/Down Necessary
:[ Steel Fenders .hack
Johnson Trailer Co.
E7290 State Rd. 170
Colfax, W 154730
715-962-3277
www.JohnsonTrailerCo.com
WE ARE HERE
Wheeler 110 Btoom
Colfax rA0
t25 • pp sa,
Menomonie cal ChFBIPsLCI
Exit 041
Exit 052
Packet Page Number 147 of 334
G8, Attachment 2
Trailer may be shown with optional equipment. Specifications subject to change without notice
Weight Rating: 14,000 LBS. GVWR w/evenly distributed load
Axles: 2 - 7,000# electric brakes, w/EZ-lube, safety breakaway w/charger
Suspension: 6 leaf slipper springs
Tires & Wheels: ST235/80 R16 load range E radial tires, 8x6.5 bolt pattern silver mod wheels
Fenders: 9"x72" 14 ga. treadplate teardrop w/stoneguard
Hitch: Adjustable 2 5/16" ball on pintle (14,000# rated), H.D. safety chains
Jack: 7,000# topwind, drop leg
Structural: 6" channel frame & tongue, 3" channel crossmembers (16" centers), special 1/8" treadplate tail section &
running board steps
Tie Downs 14 stake pockets
Tilt: 12 volt electric hydraulic lift (power up & power down) w/12 volt deep cycle battery and remote
Electrical: LED lights, license bracket w/light, sealed factory wiring_h�rn_ w/7 way connector, microprismatic reflective
to pe
Floor: 2 X 8 treated yellow pine decking
Paint: Phosphate etched pre-treatment with epoxy primer and acrylic finish
Colors Available: Black, Victory Red, Charcoal Metallic, Silver Metallic, Bright Blue Metallic, Emerald Green Metallic,
Federal Yellow, Bright Safety Yellow, Safety Orange (Some custom colors - please call)
Packet Page Number 148 of 334
Capital Improvement Plan
City of Maplewood, Minnesota
Project# PW16.05
Project Name Three Tilt -Deck Trailers
2019 thru 2023
Type Equipment Department Public Works
Useful Life 15 years Contact Public Works Director
Category Equipment: PW Equip Priority 3 Important
Status Active
Description Total Project Cost: $30,000
Three 2001 tilt -deck trailers, Units 718, 719 and 720, are due for replacement 2019.
G8, Attachment 3
Justification
rhree 2001 trailers are in need of replacement. These trailers are utilized by all maintenance divisions in Public Works. Due to structural
lefects caused by years of use, the trailers will no longer pass the annual D.O.T. inspections and are unsafe for use.
Expenditures 2019 2020 2021 2022 2023 Total
EquipNehicles/Furnishings 30,000 30,000
Total 30,000 30,000
Funding Sources 2019 2020 2021 2022 2023 Total
Fleet Management Fund 30,000 30,000
Total 30,000 30,000
Budget Impact/Other
rhere will be a positive impact on the operating budget due to lower maintenance costs.
283
Packet Page Number 149 of 334
G9
CITY COUNCIL STAFF REPORT
Meeting Date October 28, 2019
REPORT TO: Melinda Coleman
REPORT FROM: Steven Love, Director of Public Works / City Engineer
Scott Schultz, Utility/Fleet/Parks Superintendent
PRESENTER: Steven Love
AGENDA ITEM: Purchase of One Single Axle Plow Truck
Action Requested: ✓ Motion ❑ Discussion ❑ Public Hearing
Form of Action: ❑ Resolution ❑ Ordinance ✓ Contract/Agreement ❑ Proclamation
Policy Issue:
The City of Maplewood's proposed 2020-2024 Capital Improvement Plan (CIP) identifies the
replacement of one single axle plow truck in 2020. City Council approval is needed to move forward
with this purchase.
Recommended Action:
Motion to approve the purchase of one single axle plow truck and direct the Mayor and City
Manager to enter into a contract with Nuss Truck and Equipment for the purchase under MN State
Contract #124649 in the amount of $114,141.00 and a contract with Towmaster Truck Equipment
under MN State Contract #67105 in the amount of $122,535.00.
Fiscal Impact:
Is There a Fiscal Impact? ❑ No ✓ Yes, the true or estimated cost is $236,676.00
Financing source(s): ❑ Adopted Budget ❑ Budget Modification ❑ New Revenue Source
❑ Use of Reserves ✓ Other: The proposed 2020-2024 CIP identifies
$220,000.00 for the replacement of the old unit. The cost for this purchase less the estimated
auction value for the old unit ($20,000.00) is $216,676.00. This is $3,324.00 less than the proposed
CIP amount of $220,000.00. The Finance Director has reviewed the fleet fund balance and there
are sufficient funds to move forward with this purchase.
Strategic Plan Relevance:
❑ Financial Sustainability ❑ Integrated Communication ❑ Targeted Redevelopment
✓ Operational Effectiveness ❑ Community Inclusiveness ✓ Infrastructure & Asset Mgmt.
The new replacement truck will increase work efficiencies and better serve the current and future
needs of the Public Works department.
Packet Page Number 150 of 334
G9
Background
The current 2000 model single axle truck is in need of replacement. This unit is one of eight single
axle trucks in the fleet. This truck is an integral piece of equipment in the fleet for the Street
Maintenance Division and is utilized year round. In summer the truck is used for patching and
paving streets. In winter it is used for treating and plowing city streets as part of our winter
maintenance activities. The old unit will be sold at auction in order to maximize its trade in value.
Most large equipment purchases, such as plow trucks, can take up to eight to ten months from the
order date to the delivery date. Staff is requesting the truck be ordered by November 1, 2019 to
establish an earlier build date in 2020. The City would take delivery and be invoiced for this
purchase in 2020. The following is a summary of the costs for the truck replacement:
1. Nuss Truck and Equipment
• 2019 Mack Granite 42BR SA $114,141.00
2. Towmaster Truck Equipment
• 2020 Dump Body and Equiment $122,535.00
Total Cost = $236,676.00
Attachments
1. Quote/Specs from Nuss Truck and Equipment
2. Quote/Specs from Towmaster Truck Equipment
3. 2020 CIP Sheet
Packet Page Number 151 of 334
G9, Attachment 1
EVENT G0210-2000006496 STATE OF MINNESOTA 1 of 3
PRICING PAGE
Print Date & Time 10/21/2019 9:45
VENDOR NAME NUSS TRUCK & EQUIPMENT
YEAR, MAKE AND MODEL 2019 MACK GRANITE 42BR SA
..............................................................................................
w g 165"
CA 99" Grand Total $ 112,641.00
AF 62"
Rear Ratio 4.8
Cab Color YELLOW - (741173)
Wheel ALUM
Color
Notes CITY OF MAPLEWOOD CONTRACT # 124649
....................... --............................... .................................................................. ........................................... ...............................
Sped Description Qty' Price Subtotal
:.....................:..................................................................................-.........I.........................I.... .............................:.................................:. ..............s
1.0 Price for base unit: 1 $ 82,069.00 82,069.00
2.10
2.40
2.16
2.86
3.1
3.5
3.8
3.13
3.23
3.28
3.29
4.20
4.25
4.26
4.29
4.36
4.45
4.52
4.55
4.60
6.1
6.7
6.24
6.28
6.33
7.1
7.2
7.19
7.24
Front frame extension
1
$
886.00
$
886.00
Frame fastener option (bolt or huck spun)
1
STD
2.820,000 23.5 120,000 87 - 112 CA
1
$
521.00
$
521.00
Extended swept back painted steel
1
STD
Set forward front axle option
1
STD
18,000 front axle and matching suspension - Mack FXL18
1
$
1,361.00
$
1,361.00
Heavy duty front axle shocks
1
STD
Front brake dust shields
1
$
18.00
$
18.00
HD taperlead (3 leaf spring) ILO of taperleaf (2 leaf spring)
1
$
65.00
$
65.00
Haldex front slack with stainless steel pins
1
$
57.00
$
57.00
Meritor front brakes ILO of Bendix - requires Meritor rear brakes
1
$
131.00
$
131.00
'/2 round universal joints
1
STD
Rear brake dust shield
1
$
18.00
$
18.00
Mack RA23R 23,000 lbs rear ax12
1
STD
Mack interwheel power didiver for RA23R axle
1
$
1,367.00
$
1,367.00
26,000 lbs Mack Multileaf spring with helper
1
$
165.00
$
165.00
Meritor 18 MXL extended lube
1
$
31.00
$
31.00
Haldex automatic rear slack adjustors with stainless steel pins
1
$
96.00
$
96.00
Meritor 16.5" x 7" rear brakes
1
$
58.00
$
58.00
Haldex "Life Seal" brake chamber
1
STD
Nylon waters or wheel guards on all wheels ea.
1
$
44.00
44.00
ront steel rims, 315/80H 22.5 J tront tires
1
$
407.00
407.00
12R 22.5 H rear tires
1
$
876.00
$
876.00
Aluminum front wheel - 22.5 x 9.0
1
$
329.00
$
329.00
Aluminum rear wheels - 22.5 x 8.25
1
$
246.00
$
246.00
Wabco System Saver 1200 E heated air dryer
1
STD
Manual cable drain valves on air tanks with lanyard on all tanks
1
$
24.00
24.00
Bendix ABS system with traction control
1
$
270.00
270.00
Haldex "Life Seal" brake chamber
1
STD
AMENDMENT #1 FOR 2019 MODELS SA
Packet Page Number 152 of 334
G9, Attachment 1
EVENT G0210-2000006496 STATE OF MINNESOTA 2 of 3
PRICING PAGE
8.15
8.19
8.22
8.30
8.65
8.96
9.3
9.7
9.11
9.12
9.13
9.16
917
9.18
9.20
9.24
9.27
9.29
9.49
9.54
9.55
10.5
10.15
10.50
10.54
10.56
11.6
11.8
11.10
11.15
11.18
11.29
11.34
11.36
12.7
12.13
12.15
12.16
12.20
Description
Mack - - (Peak) ov
1250 LB -FT Torque
Qty:
1
Price
STD
Subtotal
Clear Back of Cab - DPF & SCR Frame Mounted , RH Side under
Cab
1
$
114.00
$
114.00
No Muff ler, Single ( Vertical x aust Cab Mounted, Lower
Ventura Diffuser, Turned End
1
$
318.00
$
318.00
Single Vertical raig Exhaust acTurned Out
1
STD
Single, Bright finishea shiela & sac
1
$
65.00
65.00
66 Gallon LH Aluminum D - Shape with Integral an -R--
STD
Bright Finish Fuel Tank Straps - Single Tank
1
$
32.00
32.00
Delco 24 SI Alternator, 130 AMP
1
STD
Donaldson Single Stage Air cleaner per spec 12.1
1
$
278.00
2 78.00
on- ea a ue /wa er separator, MacK w/manual drain valve
(integral w/primary fuel filter
1
STD
Coolant spin on filter7conditioner
1
$
47.00
47.00
Front engine powered take ott adapter an radiator cut out-
1
$
103.00
103.00
Viscous tan drive - Behr Electronically modulated
1
STD
Radiator ose pac age (Silicone) per Spec 12.2
1
$
240.00
240.00
Curved exhaust pipe end
1
STD
Engine block heater
1
$
65.00
65.00
Radiator ug screen
1
STD
Extended i e an i- reeze
1
$
20.00
20.00
Starter motor options - Delco 39MT-MXT
1
STD
Corrosion resistant oil pan - Recommended for snow plow trucks
1
$
126.00
126.00
Electric preheater
1
$
53.00
53-00
Tether device -furnish cap retainer for oil fill, radiator overflow tank,
battery box & tool box when furnish
1
$
23.00
$
23.00
Synthetic ran ynd) lubrication for Automatic I ransmission
1
$
301.00
S
301.00
ison 4500-HUb-H b speed,
1
$
13,776.00
$
13,776.00
ransmission oil cooler
1
STD
Allison shift o neutral when park brake engaged
1
STD
Stainless steel transmission coolant pipes
1
$
175.00
175.00
Remote jump start terminals
1
$
111.00
1 11.00
OEM daytime running lights
1
STD
each aeries in lieu ot 2 each batteries
1
STD
Switch for snowplow lights mounted on instrumental panel.
Includes wiring terminated near headlights, for customer mounted
auxiliary snowplow lights.
1
$
80.00
$
80.00
Vehicle speed sensor with speed signal at fuse panel for sander
ground speed control system.
1
$
20.00
$
20.00
Body Lin w/o cablioor pass thruh-oi-e[rubb-erboot
1
STD
Eight switches - tront strobe, rear strobes, wing light, wing strobe,
sander light, tail gate lock, and vibrator
1
$
237.00
$
237.00
Ecco back-up alarm 575 constant sound eve
1
$
74.00
74.00
Remote control for dual mirrors & heated - Bulldog stylized mirrors
with integral convex mirror
1
$
474.00
$
474.00
Imron and clear coat paint option
1
STD
Cab Air Ride Suspension
1
STD
Tilting hood per Spec 12.8
1
STD
Cab visor, external, painted to match cab color
1
$
184.00
184.00
AMENDMENT #1 FOR 2019 MODELS SA
Packet Page Number 153 of 334
EVENT G0210-2000006496
.....................
Spec #
12.21....
12.22
12.23
12.24
12.28
12.42
12.43
12.45
12.46
12.49
12.57
13.10
13.11
13.14
13.18
13.20
13.21
13.24
13.26
13.28
13.34
13.49
13.51
13.52
13.58
13.59
13.63
13.64
13.68
13.75
15.1
15.3
15.5
19.1
19.2
19.3
STATE OF MINNESOTA
PRICING PAGE
G9, Attachment 1
3of3
.............................................................................................................................................................
Description
............................................,......................................
:Qty:
Price
Subtotal
Front fender extensions
1
$
105.00
105.00
Front fender mud flaps
1
STD
Arctic winter wiper blades
1
$
19.00
a
1900.
Optional windshield washer tank
1
$
26.00
5
26.00
Front tow hooks
1
STD
Heated windshield
1
$
425.00
$
425.00
One piece windshield
1
$
83.00
83.00
Bright finish hood intake
1
$
16.00
1700
Bright finish bars with surround grille
1
$
240.00
$
240.00
Led type marker & clearance lights
1
$
75.00
75.00
10" round bright finish heated fender mirrors
1
$
234.00
$
234.00
Slate Gray Color with brushed metallic instrument panel
1
$
1,087.00
1,087.00
Round universal gauge package
1
STD
O.E.M factory installed, AM/FM Premium stereo, CD -Player,
Weatherboard, Handfree interface, Bluetooth
1
STD
O.E.M factory installed, air conditioning
1
STD
Dash mounted air cleaner air restriction gauge - (Display in Co -Pilot
only)
1
STD
Transmission temp gauges
1
STD
Transmission oil sensor (check & fill)
1
STD
Tilt & telescope steering wheel
1
STD
Self canceling turn signals
1
STD
Air -bears Atlas 80 hi-bacKriver seat 4 chamber air lumbar
1
$
374.00
374.00
Inboard mounted river arm res
1
$
__
Cloth withvinylriver rider sea
1
$
_
_
Driver seat dustcover
1
$
Diagonal grab handle on inside ot driver door
1
$
35.00
35.00
Co-pilot driver display (enhanced 4.5" diagonal graphic LCD display
w/4 -button stalk control - includes guard dog routine maintenance
monitoring
1
STD
51b fire extinguisher between LH seat base and door with valve
aimed rearward
1
1
$
$
66.00
27.00
$
66.00
27.00
Reflector i parallel o inside of rider base sea
Cab cleanout - includes in cab pneumatic line
1
$
46.00
46.00
Exhaust pyrometer & transmission oil temperature gauges
TF
STD
Trailer tow package extended to rear of frame
1
$
317.00S
317.00
Single 7 pin SAE type, end of frame
1
$
117.00
S
117.00
Hand control valve for trailer brakes
1
$
47.00
5
47.00
Material surcharge
2.25% 2020 model year increase
2021 model year increase
AMENDMENT #1 FOR 2019 MODELS SA
Packet Page Number 154 of 334
1 � 1,bUU.UU 5 1,bUU.UU
1 $ 1,847,00 1,847.00
1 $ 1,500.00 S 1,500.00
Total Cost: $ 114,141.00
G9, Attachment 2
rrrtrcnr FovpMErvs Reference No.
TOWMASTER, 61381 U5 HWY 12, LITCHFIELD, MH 55355 QT 44706
PH: 320-693-7900 FX: 320-693-7921 TF: 800.462-4517
TOWMASTERTRUCK.COM
** QUOTATION **
Ship't-o: C'ust; 9088 Phone:
MAPLEWOOD, CITY OF
1830 E COUNTY RD B
MAPLEWOOD MN 55109 USA
Bill To:
MAPLEWOOD, CITY OF
1830 E COUNTY RD B
MAPLEWOOD
Phone:
MN 55109 USA
ATTN: SCOTT SCHULTZ
TIM ERICKSON °'T 30 DAYS 10/08/19
10/10/19
9/05/18
Build Instructions F.O.B. LITCHFIELD, MN -OR- CUSTOMER, W/FUEL CHARGES
Other Instructions **STATE OF MN CONTRACT #67105 - - VALID THRU 3/31/21**
Qty Part No. Description
Price Ea.
Net Amt.
1 9900118 - Body 1016" EDGE-RS/SCIS-46-36-36 - - 46" 7 ga Stainless
$10,879.00
$10,879.00
Front, 36" 7 ga Stainless radius sides (No Pockets), 36" 7 ga St
ainless Tailgate w/Hardox-450 Face, 1/4" Hardox-450 Floor, 8" I -Beam
Longsills, Air -trip ready linkage, Underside Black
1 9901701 - Installation of Dump Body to hoist
$1,358.00
$1,358.00
1 9900145 - Body acc'y TMTE Air trip kit, w/solenoid valve,
$311.00
$311.00
1 9901702 - Installation of air operated tailgate latch kit, with
$279.00
$279.00
solenoid valve in hydraulic valve enclosure.
1 9900147 - Body acc Box Vibrator - Cougar model DC3200
$641.00
$641.00
1 9901703 - Installation of Box Vibrator, with solenoid located in
$326.00
$326.00
hydraulic valve enclosure.
1 9900156 - Cabshield, 1/2 type Stationary Free -Standing style,w/plain
$2,403.00
$2,403.00
STAINLESS STEEL canopy, Hot -Dipped Galvanized
tubing construction support stand, Slotted Center Viewing Window, (2)
shovel holders, & reservior mounts, Installed.
1 9900182 - Walkrail removable both sides of 11' RC & RS body,
$880.00
$880.00
Installed
1 9900207 - Ladder Flip -A -Way Access ladder (STAINLESS STEEL) Including
$468.00
$468.00
Grab Handle above, and Interior Step, ea, Installed
SPECIFY LOCATION HERE: LH FRONT OF SIDE PANEL
-
1 9900211 - Body acc'y Dual "split" sander manifolds in rear corner
$370.00
$370.00
posts
*--- Continued ---
Accepted by Date
TRKQT3
Price:
Total Discounts:
Net Cost:
Freight
Total:
Packet Page Number 155 of 334
G9, Attachment 2
r.Quc.�r �vrrr��s�.vr Reference No.
TOWMASTER, 6138199 HWY 12, LITCHFIELD, MN 55355 QT 44706
PH: 320-693-7900 FX: 3210-693-7921 TF: 800.462-4517
TOWMASTERTRUCK.COM
** QUOTATION **
Ship To: Cust: 3088 Phone:
MAPLEWOOD, CITY OF
1830 E COUNTY RD B
MAPLEWOOD MN 55109 USA
Bill To:
MAPLEWOOD, CITY OF
1830 E COUNTY RD B
MAPLEWOOD
Phone•
MN 55109 USA
ATTN: SCOTT SCHULTZ
TIM ERICKSON NET 30 DAYS 10/08/19
10/10/19
9/05/18
1 9900214 - Body acc'y Tailgate LEVER TOP PIN release (Single Axle
$477.00
$477.00
bodies only)
1 9904246 - Light Warning TMTEISS-3 PKG: (2) STAINLESS STEEL 23H
$4,033.00
$4,033.00
3 -light LED Micro -Edge, (2) 5M-400 Super -LED, (2) Side TIR3 LED, (2
) 400 Max B -T -T LED, & (2) 400 LED BU Lights, in Stainless M
Housings, (1) TIR3 LED Wing light, and (2) 4" LED work lights
Installed
1 9905778 - Light, Mirror Mounted ABL 3800 LED HEAD LAMP PLOW LIGHTS
$1,076.00
$1,076.00
W/ICE MELTING TECHNOLOGY Installed
1 9900266 - Fender set Minimizer MIN2260, for Single Axle, black Poly,
$799.00
$799.00
Installed
1 1965280 - Minimizer FKMACK2B Floor Mat Set for TDM and SGL
$142.00
$142.00
1 9901224 - Spillshield 8" bolt -on, bolt -together, 1/4" painted Carbon
$491.00
$491.00
Steel & fitted to body via sander brkts, shipped loose
1 9900970 - Tire Chains ON -SPOT for 1 Axle Installed
$2,913.00
$2,913.00
1 9904691 - INSTALLATION of (Initial) Single camera system
$279.00
$279.00
**NOTE: FOR REAR WING VIEWING. WIRE AS DEFAULT CAMERA
2 9904692 - Camera System option, NORTECH 9100-2HC 120 degree night
$163.00
$326.00
vision CCD weather-proof HEATED camera, only GEN 5 6100
2 9904693 - Camera System option, NORTECH 9100-4 Harness, 65, $41.00 $82.00
Waterproof GEN 5 6100
1 9904694 - INSTALLATION of extra Camera, & Harness GEN 5 6100 $93.00 $93.00
*--- Continued ---*
Accepted by
TRKQT3
Packet Page Number 156 of 334
Date
Price:
Total Discounts:
Net Cost:
Freight
Total:
AF
rRuc�r Eourp���rT
TOWMASTER, 61381 US HWY 12, LITCHFIELD, MN 55355
PH: 320-693-7900 FX: 320-693-7921 TF: 800-462-4517
TOWMASTERTRUCK.COM
** QUOTATION **
G9, Attachment 2
Reference No.
QT 44706
Ship To: Cust: 3088 Phone:
MAPLEWOOD, CITY OF
1830 E COUNTY RD B
MAPLEWOOD MN 55109 USA
Bill To:
MAPLEWOOD, CITY OF
1830 E COUNTY RD B
MAPLEWOOD
Phone:
MN 55109 USA
ATTN: SCOTT SCHULTZ
TIM ERICKSON NET 30 DAYS 10/08/19
10/10/19
9/05/18
**NOTE: MOUNT ON RH REAR CORNERPOST IN PROTECTIVE COVER, WIRE TO
REVERSE SIGNAL TO QUE CAMERA FOR REVERSE OPERATIONS.
1 1941405 - Camera Guard, SS, Bolt -On
$58.00
$58.00
1 9900299 - Pre -Wet Towmaster/Varitech LDS-TMR-110-EGF Body Side Mt Sys
$2,104.00
$2,104.00
for Elliptical body. (2) 55 gal tanks, mtg hdwe, plumbing,
_...
Elec Gravity Feed valve
..............
1 9902483 - Installation of TMR pre -wet system (New Towmaster Body)
$883.00
$883.00
1 9901834 - Hoist OSP/Towmaster 720DH, Double Acting, W/Solid block
$2,668.00
$2,668.00
rear hinge point, & OSHA approved saftey props
1 9901712 - Installation of SCISSORS TYPE double acting hoist
$1,389.00
$1,389.00
1 9902924 - Scraper FALLS IB -10A 1" MB, w/single lift cylinder W/12"
$7,090.00
$7,090.00
bolt -on extension (11' total), LESS CUTTING EDGES
1 9903276 - VBL PolarFlex 3' Underchassis Complete System (includes
$658.00
$658.00
bolts & nuts)
2 9903277 - VBL PolarFlex 4' Underchassis Complete System (includes
$877.00
$1,754.00
bolts & nuts)
1 9901705 - Installation of underbody fixed angle scraper w/single lift
$2,562.00
$2,562.00
cylinder
1 9904232 - Scraper FORCE Up Charge Electric pressure transmitter to
$428.00
$428.00
read on LCD screen installed
1 9900351 - Scraper FORCE reverse/Auto-Lift system, ADD -A -FOLD valve,
$467.00
$467.00
installed
*--- Continued
---
Accepted by Date
TRKQT3
Price:
Total Discounts:
Net Cost:
Freight
Total:
Packet Page Number 157 of 334
rnuc�r �ar�w��'�"'aer�►-
TOWMASTER, 61381 US HWY 12, LITCHFIELn, MN 55355
PH: 320.693.7900 FX: 320-693-7921 TF: 800-462-4517
TOWMASNATRUCK.COM
** QUOTATION **
G9, Attachment 2
Reference No.
QT 44706
Ship To: C uSL: 3088 Phone:
MAPLEWOOD, CITY OF
1830 E COUNTY RD B
MAPLEWOOD MN 55109 USA
Bill To:
MAPLEWOOD, CITY OF
1830 E COUNTY RD B
MAPLEWOOD
Phone:
MN 55109 USA
ATTN: SCOTT SCHULTZ
TIM ERICKSONNET 30 DAYS 10/08/19
10/10/19
9/05/18
1
9902951
- Wing Falls RHSDLIOA-HYDPB-TRIP EDGE Primed LESS CUTTING
$11,204.00
$11,204.00
EDGES
**NOTE:
MUST INCLUDE MAILBOX CUT - - SEE ADD-ON LINE ITEM BELOW
1
SPECIAL
REQUEST - Special Request Charges for:
$177.00
$177.00
Adding mailbox cut to wing moldboard by FALLS
2
9902818
- VBL Vallite HIGHWEAR Fab Wing Blade, 5/8" x 6" x 3'
$165.00
$330.00
1
9902819
- VBL Vallite HIGHWEAR Fab Wing Blade, 5/8" x 6" x 4'
$220.00
$220.00
1
9902814
**NOTE:
- VBL V45-HFR-12 RH Vallite Hard Faced Curb Runner, 12" ctrs
WING APPLICATION
$237.00
$237.00
1
9900388
- Installation Falls SDL Series Wing - w/Bulkhead Couplers
$4,117.00
$4,117.00
1
9901431
- Wing Falls RL (REAR LIFT) up charge SDL WING
$433.00
$433.00
1
9904688
- Wing Falls POST -LESS Toe Lift in lieu of Std Front
post/slide system
1
9900476
- Wing Falls Safety Yellow - Paint Wing Moldboard
$309.00
$309.00
1
9900555
- Plow Hitch Falls 44XB2/STD/STD/SA/SPR-RET/HITCH
$3,013.00
$3,013.00
1
9900589
- Installation Falls Plow Hitch - 40 Series 3Line/STDBLKHD
$1,745.00
$1,745.00
1
9903074
- Plow Falls Poly PTE-1248/TRP-EDG/NOSHU/POLY-BLK Plow LESS
$9,152.00
$9,152.00
CUTTING
EDGES
1
9900625
- Plow Push Unit Falls 24/44 Series Std
$882.00
$882.00
*--- Continued ---
Accepted by
Packet Page Number 158 of 334
Price:
Total Discounts:
Date Net Cost:
Freight
Total:
G9, Attachment 2
rRucwrvu�vE�r Reference No.
TOWMASTER, 61301 US HWY 12, LITCHFIELD, MN 55355 QT 44706
PH: 320-693-7900 FX: 320-693-7921 TF: 806-462-4517
TOWMASTERTRUCK.COM
** QUOTATION **
Ship To: Cast: 3088 Phone:
MAPLEWOOD, CITY OF
1830 E COUNTY RD B
MAPLEWOOD MN 55109 USA
Bill To:
MAPLEWOOD, CITY OF
1830 E COUNTY RD B
MAPLEWOOD
Phone:
MN 55109
USA
ATTN: SCOTT SCHULTZ
' TIM ERICKSON NET 30 DAYS 10/08/19
10/10/19
9/05/18
1 9900637 - Plow Falls High Visibility Marker Set
$97.00
$97.00
1 9900639 - Plow Falls Rubber Belt Deflector Kit - Installed
$336.00
$336.00
1 9900641 - Plow Falls Parking Stand - Screw Adj Style
$304.00
$304.00
3 9902827 - VBL PolarFlex 4' Front Mount Complete System (includes
$820.00 $2,460.00
bolts & nuts)
**NOTE: FRONT PLOW APPLICATION
1 9904801 - VBL V45-PF-HFR Hard Faced Wrap -Around Curb Runner, RE
$172.00
$172.00
PolarFlex, New Style
**NOTE: PLOW APPLICATION
1 9904802 - VBL V45-PF-HFL Hard Faced Wrap -Around Curb Runner, LH
$172.00
$172.00
PolarFlex, New Style
**NOTE: PLOW APPLICATION
1 9900758 - Hitch TMTE Heavy Duty plate ass'y w/light holes in plate,
$490.00
$490.00
1 9901716 - Hitch Installation of Pup Hitch (weld in style)
$744.00
$744.00
**NOTE: USE 5/8" D -RINGS IN LIEU OF 3/4" STD. SEE PREVIOUS EXAMPLE
PICS FOR REFERENCE
1 9900764 - Hitch PREMIER 2300 Air Cushion Pintle,'installed
$786.00
$786.00
**NOTE: HITCH HEIGHT @ 23" GROUND TO SADDLE
1 9900765 - Hitch 6 contact Standard Round Pin socket installed
$103.00
$103.00
**NOTE: LOCATE DIRECTLY NEXT TO THE OEM 7 CONTACT SOCKET AS PER
PICTURES
1 9902495 - Hitch Electronic Brake controller w/wiring to rear socket,
$398.00
$398.00
installed in cab of truck
*--- Continued ---
Accepted by Date
TRKQT3
Price:
Total Discounts:
Net Cost:
Freight
Total:
Packet Page Number 159 of 334
G9, Attachment 2
AF
r�vu�r�r �-cru�v��vr Reference No.
TOWMASTER, 61301 US HWY 12, LITCHFIELD, MH 55355 QT 44706
PH: 320-693-7900 FX: 320-693-7921 TF: 800.462.4517
TOWMASTERTRUCK.COM
** QUOTATION **
Ship To: Cust: 3088 Phone: Bill To: Phone:
MAPLEWOOD, CITY OF MAPLEWOOD, CITY OF
1830 E COUNTY RD B 1830 E COUNTY RD B
MAPLEWOOD MN 55109 USA MAPLEWOOD MN 55109 USA
ATTN: SCOTT
SCHULTZ
TIM ERICKSON NET 30 DAYS 10/08/19
10/10/19
9/05/18
**NOTE: WIRE BRAKE CONTROL TO CENTER PIN ON 6 CONTACT SOCKET
1
9900791 -
Sander Falls 1ASD-6CDSS-6P-ID-IS-LM, Salt Special 611,
$4,886.00
$4,886.00
Stainless
Steel Unit, LH Discharge, Single Poly Spinner Ass'y, co
mplete sander (includes extra salt shield)
1
9901718 -
Sander Install & dual manifold RH & LH rear
$852.00
$852.00
1
9901348 -
Sander TMTE Exterior Bolt -On Sander/Tailgate Spill Plates,
$502.00
$502.00
Stainless
Steel, Mill Finish
1
9900851 -
Valve System, Force Add -A -Fold MCV -ISO Valve 9 Functions
$10,620.00
$10,620.00
INSTALLED
**NOTE: BOX HOIST, PLOW LIFT, PLOW ANGLE, WING TOE, WING HEEL, WING
PUSH -BAR,
SCRAPER LIFT, AUGER, & SPINNER.
1
9902497 -
Control System Force ULTRA -4-6100 Commander control,
$11,212.00
$11,212.00
Installed
1
9900874 -
Filter Force IN -TANK mounted filter installed
$459.00
$459.00
1
9900882 -
Reservoir TMTE Cabshield mt (stainless steel) w/intank
$2,377.00
$2,377.00
filter provision, installed
1
9900888 -
Pump Force FASD45L LS (6 ci) installed
$4,286.00
$4,286.00
1
9900871 -
Switch TMTE BODY UP Installed (electric controls only)
$175.00
$175.00
1
9900884 -
Sensor Force Low oil indicator system, SLIM -LINE AND
$235.00
$235.00
CABSHIELD
MOUNTED w/light mounted in cab, installed
1
9905014 -
Hydraulic Valve Hose Guard installed
$363.00
$363.00
*--- Continued ---*
Price:
Total Discounts:
Accepted by Date Net Cost:
Freight
Total:
TRKQT3
Packet Page Number 160 of 334
G9, Attachment 2
rRucrrEcrcr���r�arr Reference No.
TOWMASTER, 61301 US HWY 12, LITCHFIELD, MN 55355 QT 44706
PH: 320-693-7900 FX: 320-693-7921 TF:BOU-462.4517
TOWMASTERTRUCK.COM
** QUOTATION **
Ship 1'o: cust: 3088 Phone: Bill To• Phone:
MAPLEWOOD, CITY OF MAPLEWOOD, CITY OF
1830 E COUNTY RD B 1830 E COUNTY RD B
MAPLEWOOD MN 55109 USA MAPLEWOOD MN 55109 USA
ATTN: SCOTT SCHULTZ
TIM ERICKSON NET 30 DAYS 10/08/19 10/10/19 9/05/18 71
1 WARRANTY - TOWMASTER EXCLUSIVE WARRANTY: 5 yr Steel/Stainless Steel
Body Structure; 5 yr Whelen LED Light Systems; 3 yr Palfinger
Hoists; 4 yr SwapLoader Hoists; 2 yr Hyd, Snow Equip, Tele Hoists,
and all otheritems.
Price: $122,535.00
Total Discounts:
Accepted by Date Net Cost: $122,535.00
Freight
Total: $122,535.00
1RRQ13
Packet Page Number 161 of 334
Capital Improvement Plan
G9, Attachment 3
Justification
fhe 2003 model year single -axle truck is due for replacement. This unit is one of eight single -axle trucks in the fleet. This truck is an intergral
)iece of equipment in the fleet for the street maintenance division. It is utilized year round. In summer, the truck is used for patching and paving
streets. In winter, it is used every snow/ice event for treating and plowing city streets.
Expenditures 2020 2021 2022 2023 2024 Total
Equip/Vehicles/Furnishings 220,000 220,000
Total 220,000 220,000
Funding Sources 2020 2021 2022 2023 2024 Total
Fleet Management Fund 220,000 220,000
Total 220,000 220,000
Budget Impact/Other
),here will be a positive impact on the operating budget due to lower maintenance costs.
Budget Items 2020 2021 2022 2023 2024 Total
Maintenance -500 -1,000 -1,000 -1,000 -1,000 -4,500
Tom -500 -1,000 -1,000 -1,000 -1,000 -4,500
Packet Page Number 162 of 334
G10
CITY COUNCIL STAFF REPORT
Meeting Date October 28, 2019
REPORT TO: Melinda Coleman, City Manager
REPORT FROM: Steven Love, Public Works Director / City Engineer
PRESENTER: Steven Love
AGENDA ITEM: Resolution for Receipt of Special Assessment Deferment Paperwork
Relating to City Projects 18-01 Ferndale- Ivy Area Street Improvements
and 18-27 Mailand — Crestview Forest Area Street Improvements
Action Requested: ✓ Motion ❑ Discussion ❑ Public Hearing
Form of Action: ✓ Resolution ❑ Ordinance ❑ Contract/Agreement ❑ Proclamation
Policy Issue:
City Council will consider formally accepting and recognizing the receipt of paperwork to allow for
special assessment deferrals, which were previously approved upon such condition the necessary
paperwork be submitted for the Ferndale — Ivy Area Street Improvements (18-01) and Mailand —
Crestview Forest Area Street Improvements (18-27) road projects.
Recommended Action:
Motion to approve resolution for receipt of special assessment deferment paperwork relating to City
projects 18-01 Ferndale - Ivy Area Street Improvements and 18-27 Mailand — Crestview Forest
Area Street Improvements.
Fiscal Impact:
Is There a Fiscal Impact? ❑ No ✓ Yes, the true or estimated cost is $13,965.24
Financing source(s): ❑ Adopted Budget ❑ Budget Modification ❑ New Revenue Source
❑ Use of Reserves ❑ Other: n/a
Strategic Plan Relevance:
❑ Financial Sustainability
❑ Operational Effectiveness
N/A
Background
❑ Integrated Communication ❑ Targeted Redevelopment
❑ Community Inclusiveness ❑ Infrastructure & Asset Mgmt.
Ramsey County requests additional documentation for City Council approved deferrals that are to
be certified as special assessments. This report and approach is meant to memorialize previous
City Council actions and also acknowledge the receipt and valid approvals for those that have been
granted deferrals.
Packet Page Number 163 of 334
G10
On May 13, 2019, City Council held a public hearing relating to the special assessments for City
Project 18-01, Ferndale - Ivy Area Street Improvements. At the assessment hearing, eight
assessment objections were received. At the May 28, 2019 City Council meeting, the eight
objection requests were considered by council and all objections were granted deferrals. The
deferrals were granted with the condition that all necessary forms and paperwork were submitted.
Listed below are the four applicants that returned the necessary paperwork and forms:
1. 1216 Ferndale Street North (granted a senior citizen deferral which equates to $4,539.37
and will come due with accumulated interest at the end of the deferral period).
2. 1276 Ferndale Street North (granted a financial hardship deferral which equates to
$4,539.37 and will come due with accumulated interest at the end of the deferral period).
3. 1274 Dennis Street North (granted a financial hardship deferral which equates to $4,206.40
and will come due with accumulated interest at the end of the deferral period).
4. 1215 Ferndale Street North, Unit A18 (granted a senior citizen deferral which equates to
$680.10 and will come due with interest at the end of the deferral period).
On May 13, 2019, City Council held a public hearing relating to the special assessments for City
Project 18-27, Mailand — Crestview Forest Area Street Improvements. At the assessment hearing,
six objection requests were received. At the May 28, 2019 City Council meeting, the six objection
requests were considered by council and three objections were granted deferrals. The deferrals
were granted with the condition that all necessary forms and paperwork were submitted. None of
the granted deferrals submitted the necessary forms and paperwork.
Attachments
1. Resolution
2. Signed Deferred Assessment Forms (4)
Packet Page Number 164 of 334
G10, Attachment 1
RESOLUTION FOR RECEIPT OF SPECIAL ASSESSMENT DEFERMENT PAPERWORK
RELATING TO CITY PROJECTS 18-01 FERNDALE - IVY AREA STREET IMPROVEMENTS
AND 18-27 MAILAND-CRESTVIEW FOREST AREA STREET IMPROVEMENTS
WHEREAS, pursuant to resolutions passed by the City Council on May 13, 2019, the
assessment roll for the Ferndale - Ivy Area Street Improvements, City Project 18-01, and Mailand —
Crestview Forest Area Street Improvements, City Project 18-27 was presented in a Public Hearing
format, pursuant to Minnesota Statutes, Chapter 429, and
WHEREAS, property owners filed objections to their assessments according to the
requirements of Minnesota Statutes, Chapter 429, and the City Council granted deferral requests
according to the Resolution Adopting the Revised Assessment Rolls for subject projects on May 28,
2019 with the condition that the necessary be submitted to the City and approved.
WHEREAS, the necessary paperwork and forms were returned by four property owners as
follows for City Project 18-01:
5. 1216 Ferndale Street North (granted a senior citizen deferral which equates to $4,539.37
and will come due with accumulated interest at the end of the deferral period).
6. 1276 Ferndale Street North (granted a financial hardship deferral which equates to
$4,539.37 and will come due with accumulated interest at the end of the deferral period).
7. 1274 Dennis Street North (granted a financial hardship deferral which equates to $4,206.40
and will come due with accumulated interest at the end of the deferral period).
8. 1215 Ferndale Street North, Unit A18 (granted a senior citizen deferral which equates to
$680.10 and will come due with interest at the end of the deferral period).
WHEREAS, the necessary paperwork and forms were returned by zero property owners for
City Project 18-27.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
MAPLEWOOD, MINNESOTA that assessment deferrals listed herewith are ratified and approved
based on paperwork that was submitted to the City in accordance with the original resolution
adopted on May 13, 2019. And furthermore the City Engineer and/or City Clerk are hereby
instructed to make the following adjustments to the assessment rolls in accordance to the original
resolutions adopted on May 13, 2019.
CITY PROJECT 18-01
1) Parcel 242922440048 — Paul Beaumont, 1216 Ferndale Street North. It is currently
proposed that the property be assessed for 1 unit at a rate of $4,539.37 per unit. Mr.
Beaumont is requesting a senior citizen/financial hardship deferral. Staff recommendation is
to grant a senior citizen or financial hardship deferral upon approval of necessary
paperwork and financial information. If approved, the deferral will be for a period of 15
years. Interest will accrue at a rate of 5 percent during the deferral period and the
assessment will come due with accumulated interest at the end of the deferral period.
2) Parcel 242922440024 — Loretta Vogel, 1276 Ferndale Street North. It is currently proposed
that the property be assessed for 1 unit at a rate of $4,539.37 per unit. Ms. Vogel is
requesting a cancellation of assessment or financial hardship deferral. Staff
Packet Page Number 165 of 334
G10, Attachment 1
recommendation is to deny a cancellation or revision of assessment as this property is
being assessed per the City's assessment policy and the assessment does not exceed the
benefit to the property as determined through the special benefit appraisal. Staff
recommendation is to grant a financial hardship deferral upon approval of necessary
paperwork and financial information. If approved, the deferral will be for a period of 15
years. Interest will accrue at a rate of 5 percent during the deferral period and the
assessment will come due with accumulated interest at the end of the deferral period.
3) Parcel 242922440111 — Susan Vik, 1274 Dennis Street North. It is currently proposed that
the property be assessed for 1 unit at a rate of $4,206.40 per unit. Ms. Vik is requesting a
financial hardship deferral. Staff recommendation is to grant a financial hardship deferral
upon approval of necessary paperwork and financial information. If approved, the deferral
will be for a period of 15 years. Interest will accrue at a rate of 5 percent during the deferral
period and the assessment will come due with accumulated interest at the end of the
deferral period.
4) Parcel 242922430020 — Joan Kaiser, 1215 Ferndale Street North, Unit A18. It is currently
proposed that the property be assessed for 1 unit at a rate of $680.10 per unit. Ms. Kaiser
is requesting a senior citizen deferral. Staff recommendation is to grant a senior citizen
deferral upon approval of necessary paperwork and financial information. If approved, the
deferral will be for a period of 15 years. Interest will accrue at a rate of 5 percent during the
deferral period and the assessment will come due with accumulated interest at the end of
the deferral period.
Approved this 28th day of October, 2019.
Packet Page Number 166 of 334
Maplewood
G10, Attachment 2
City of Maplewood
Department of Public Works / Office of the City Engineer
1902 County Road B East, Maplewood, MN 55109
Phone: 651-249-2400 RECEIVE
Application for Deferred Assessment
a JUL U 8
Please select which one of the following three deferments you are requesting:
BY ..........................
Je2�1 Senior Citizen ❑ Retired by Disability l Financial Hardship
To: Department of Property Taxation, Ramsey County, Minnesota
1"z " Zz_ ;c; the undersigned, declare under penalties of perjury:
(Print name)
That I reside at ✓f/-
That the date of my birth is (for Senior Citizen Deferral)
Mo. Day Yr.
That I am the owner of the property located at and described as follows:
PROPERTY ADDRESS : /�6`�/4��jOls,� _ /� PIN:
That my interest in the ownership of the above property is as follows:
1. Sole Ownership (enter yes, if applicable!
2. Joint tenancy, held with
3. Other undivided interest (Specify)
That I own and occupy the above property as my homestead.
That the installments for improvements on the special assessments adopted by the city council of the City of
Maplewood, MN as of May 13, 2019, which have been allocated against the subject property would create
undue personal hardship on my behalf and I respectfully request that payment be delayed for a 1p_',iur( of 15
years and that such installments be so deferred for the years 2020 to 203
Date ✓C/Gy Signed__
Owner
_--------------------- ------------------------------ �!
City Clerk Portion I, Andrea Sindt, Clerk of the City of Maplewood in Ramsey County, State of Minnesota, do f
hereby certify the application of above named, has been duly
reviewed and that in accordance with the minutes of official record in said chambers was duly APPROVED as of
May 13, 2019.
That in accordance with approval granted, the special assessments listed below on the affiants subject property levied
for annual collection in the amounts and for the years shown be so deferred with interest at the annual rate shown
until such time as it is deemed the applicant no longer qualifies or the property loses its eligibility.
Name of Auditors Project Total Years of Interest
Assessment Number No. Amount Collection Rate
Ferndale -Ivy Improv. 18-01 2020-2034 5.0%
Dated 20
(Clerk or Authorized De
Packet Page Number 167 of 334
G10, Attachment 2
`�. City of Maplewood
Department of Public Works / Office of the City Engineer
1902 County Road B East, Maplewood, MN 55109
Phone: 651-249-2400
i_
Maplewood
Application for Deferred Assessment
AUG
Please select which one of the following three deferments you are requesting:
❑ Senior Citizen ❑ Retired by Disability Financial Haim
To: Department of Property Taxation, Ramsey County, Minnesota
I, t I the undersigned, declare under penalties of perjury:
(PriT.-
That
I reside at'
Z;8 2019
-4
4
That the date of my birth is �.� (for Senior Citizen Deferral)
Mo. Day Yr.
That I am the owner of the property located at and described as follows:
PROPERTY ADDRESS: PIN:
That my interest in the ownership of the above property is as follows:
1. Sole Ownership (enter yes, if applicable)
2. Joint tenancy, held with
3. Other undivided interest (Specify)
That I own and occupy the above property as my homestead.
That the installments for improvements on the special assessments adopted by the city council of the City of
Maplewood, MN as of May 13, 2019, which have been allocated against the subject property would create
undue personal hardship on my behalf and I respectfully request that payment be delayed lor a period of 15
years and that such installments be so deferred for the years 20 to 2044.
(� V
Date v C `� Signed
i
Owner
I City Clerk Portion I, Andrea Sindt, Clerk of the City of Maplewood in Ramsey County, State of Minnesota, do
I hereby certify the application of above named, has been duly
reviewed and that in accordance with the minutes of official record in said chambers was duly APPROVED as of
May 13, 2019.
That in accordance with approval granted, the special assessments listed below on the affiants subject property levied
for annual collection in the amounts and for the years shown be so deferred with interest at the annual rate shown
until such time as it is deemed the applicant no longer qualifies or the property loses its eligibility.
Name of Auditors
Project
Total Years of
Interest
Assessment Number.
No.
Amount Collection
Rate
Ferndale -Ivy Improv.
18-01
2020-2034
5.0%
Dated 20
(Clerk or Authorized Deputy)
Packet Page Number 168 of 334
G10, AttachmentZ,.-
.v!.
City of Maplewood
Department of Public Works / Office of the City Engineer
1902 County Road B East, Maplewood, MN 55109 JUL 0 9
Phone: 651-249-2400
Maplewood BY:...r
Application for Deferred Assessment
Please select which one of the following three deferments you are requesting:
El Senior Citizen ❑ Retired by Disability Financial Hardship
To: Department of Property Taxation, Ramsey County, Minnesota
� \-s_ _the undersigned, declare under penalties of perjury:
Print name) �'� � 55
That I reside at �i c �� ri ti� S c -c n
t#�i t_{;� :
That the date of my birth is o \ � ' l.jI6 0 (for Senior Citizen Deferral)
Mo. Day Yr.
That I am the owner of the property located at and described as follows:
PROPERTY ADDRESS:
12--14 Pv, ►, , s S.4-- ti
That my interest in the ownership of the above property is as follows:
1. Sole Ownership (enter yes, if applicable)
2. Joint tenancy, held with
3. Other undivided interest (Specify)
That I own and occupy the above property as my homestead.
PIN:
That the installments for improvements on the special assessments adopted by the city council of the City of
Maplewood, MN as of May 13, 2019, which have been allocated against the subject property would create
undue personal hardship on my behalf and I respectfully request that payment be delayed for a period of 15
years and that such installments be so deferred for the years 2020 to 034.
Date ir, - 2 (0 -1 ci Signed i KJ,-)
Owner
City Clerk Portion I, Andrea Sindt, Clerk of the City of Maplewood in Ramsey County, State of Minnesota, do
hereby certify the application of _ above named, has been duly
reviewed and that in accordance with the minutes of official record in said chambers was duly APPROVED as of
May 13, 2019.
That in accordance with approval granted, the special assessments listed below on the affiants subject property levied
for annual collection in the amounts and for the years shown be so deferred with interest at the annual rate shown
i until such time as it is deemed the applicant no longer qualifies or the property loses its eligibility.
Name of Auditors Project
Assessment Number No.
Ferndale -Ivy Improv. 18-01
f
Dated _20-
-- — ----------- ----------- --------
Tota
0-•----------
Total Years of Interest
Amount Collection Rate
2020-2034 5.0%
(Clerk or Authorized Deputy)
Packet Page Number 169 of 334
Maplewood
G10, Attachment 2
City of Maplewood
Department of Public Works / Office of the City Engineer
1902 County Road B East, Maplewood, MN 55109
Phone: 651-249-2400
Armlication for Deferred Assessment
Please select which one of the following three deferments you are requesting:
Senior Citizen ❑ Retired by Disability ❑ Financial Hardship
To: Department of Property Taxation, Ramsey County, Minnesota
I, �� C) CL 5 e Y_ the undersigned, declare under penalties of perjury:
(Print name)
That I reside at /,D- / 6 �- V- 0 t� (� : �1f , (�y� , r_ J, �� Ili �. wo o
That the date of my birth is �-,p Z . oZ y / 93 / (for Senior Citizen Deferral)
VMo. Day Yr.
That I am the owner of the property located at and described as follows
PROPERTY ADDRESS:
! a /, Fe Y,n eA /e
U'P/( W o (4, )'
} V f l
/V Is
l�%
PIN:
That my interest in the ownership of the above property is as follows:
1. Sole Ownership (enter yes, if applicable)
2. Joint tenancy, held with
3. Other undivided interest (Specify) _
That I own and occupy the above property as my homestead.
That the installments for improvements on the special assessments adopted by the city council of the City of
Maplewood, MN as of May 13, 2019, which have been allocated against the subject property would create
undue personal hardship on my behalf and I respectfully request that payment be delayed for a period of 15
years and that such installments be so deferred for the years 2020 to 2034.
Date S V � / ' � 9 Signed
Owner
j City Clerk Portion I, Andrea Sindt, Clerk of the City of Maplewood in Ramsey County, State of Minnesota, do
j hereby certify the application of above named, has been duly
reviewed and that in accordance with the minutes of official record in said chambers was duly APPROVED as of
May 13, 2019.
That in accordance with approval ranted the special assessments listed below on the affiants subject property levied
PP granted, P
for annual collection in the amounts and for the years shown be so deferred with interest at the annual rate shown
until such time as it is deemed the applicant no longer qualifies or the property loses its eligibility.
Name of Auditors Project Total Years of Interest
Assessment Number No. Amount Collection Rate
Ferndale -Ivy Improv. 18-01 2020-2034 5.0%
Dated _ _ 20
(Clerk or Authorized Duputt 1
-------------------------
Packet Page Number 170 of 334
G11
CITY COUNCIL STAFF REPORT
Meeting Date October 28, 2019
REPORT TO: Melinda Coleman, City Manager
REPORT FROM: Steven Love, Director of Public Works/City Engineer
Jon Jarosch, Assistant City Engineer
PRESENTER: Steven Love
AGENDA ITEM: Resolution Approving Cost Share Agreement with the Metropolitan Council
for Inflow/Infiltration Improvements
Action Requested: ✓ Motion ❑ Discussion ❑ Public Hearing
Form of Action: ✓ Resolution ❑ Ordinance ❑ Contract/Agreement ❑ Proclamation
Policy Issue:
The City Council will consider a resolution approving a cost share agreement with the Metropolitan
Council for inflow/infiltration (I & 1) improvements.
Recommended Action:
Motion to approve a resolution for the approval of cost share agreement with the Metropolitan
Council for inflow/infiltration improvements.
Fiscal Impact:
Is There a Fiscal Impact? ✓ No ❑ Yes, the true or estimated cost is $0.00
Financing source(s): ✓ Adopted Budget ❑ Budget Modification ❑ New Revenue Source
❑ Use of Reserves ✓ Other: This agreement will result in a $28,336.91
grant reimbursement from the Metropolitan Council.
Strategic Plan Relevance:
✓ Financial Sustainability ❑ Integrated Communication ❑ Targeted Redevelopment
❑ Operational Effectiveness ❑ Community Inclusiveness ✓ Infrastructure & Asset Mgmt.
Sanitary sewer lining not only provides for a sound sanitary sewer infrastructure, it also reduces the
unneeded costs associated with treating groundwater at the wastewater treatment facility. Reducing
infiltration into the sanitary sewer system also increases groundwater recharge and provides for
additional growth capacity in the sanitary sewer network.
Background
The 2018 Minnesota Legislature appropriated $8.739 million in state bond funds for an I & I cost
share grant program for metropolitan cities to mitigate inflow and infiltration into the sanitary sewer
collection systems. Over the past several years the City of Maplewood has added sanitary sewer
lining to neighborhood reconstruction Capital Improvement Projects (CIP) to correct I & I issues.
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G11
The Metropolitan Council Municipal Publicly Owned Infrastructure Inflow/Infiltration Grant Program
is setup to provide funding for up to 25% of the construction costs or $50,000, whichever is less.
The construction costs for lining work completed in 2018 is $113,347.62. The City of Maplewood's
estimated eligible grant funding amount (25% of construction costs) is $28,336.91.
As part of the cost share agreement, a resolution by the City Council approving the cost share
agreement is required to be submitted along with the completed agreement.
Attachments
1. Resolution Approving Cost Share Agreement with the Metropolitan Council for Inflow/Infiltration
Improvements
2. Draft Cost Share Agreement
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G11, Attachment 1
RESOLUTION
APPROVAL OF COST SHARE AGREEMENT WITH THE METROPOLITAN COUNCIL FOR
INFLOW/INFILTRATION IMPROVEMENTS
WHEREAS, the City Council of Maplewood, Minnesota has heretofore approved the cost share
agreement between the City of Maplewood and the Metropolitan Council for inflow/infiltration
improvements.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF MAPLEWOOD,
MINNESOTA, that:
1. The Mayor and City Manager is hereby authorized to enter into the cost share agreement.
Adopted by the Maplewood City Council on this 28th day of October 2019.
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G11, Attachment 2
Metropolitan Council
Municipal Publicly Owned Infrastructure
Inflow/Infiltration Grant Program
Grant Agreement - End Grant
for the
«1»
Project
Funded by the
State of Minnesota
General Obligation Bond Proceeds
Generic GO Bond Proceeds
Grant Agreement for Program End Grants
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G11, Attachment 2
TABLE OF CONTENTS
RECITALS
Article I - DEFINITIONS
Section 1.01 — Defined Terms
Article II - GRANT
Section 2.01 — Grant of Monies
Section 2.02 — Public Ownership
Section 2.03 — Use of Grant Proceeds
Section 2.04
— Operation of the Real Property and Facility
Section 2.05
— Public Entity Representations and Warranties
Section 2.06
— Ownership by Leasehold or Easement
Section 2.07
— Event(s) of Default
Section 2.08
— Remedies
Section 2.09
— Notification of Event of Default
Section 2.10
— Survival of Event of Default
Section 2.11
— Term of Grant Agreement
Section 2.12
— Modification and/or Early Termination of Grant
Section 2.13
— Excess funds
Article III — USE CONTRACTS
Section 3.01 — General Provisions
Section 3.02 — Initial Term and Renewal
Section 3.03 — Reimbursement of Counterparty
Section 3.04 — Receipt of Monies Under a Use Contract
Article IV — SALE
Section 4.01 — Sale
Section 4.02 — Proceeds of a Sale
Article V — COMPLIANCE WITH G.O. COMPLIANCE LEGISLATION
AND THE COMMISSIONER'S ORDER
Section 5.01 — State Bond Financed Property
Section 5.02 — Preservation of Tax Exempt Status
Section 5.03 — Changes to G.O. Compliance Legislation or the
Commissioner's Order
Article VI — DISBURSEMENT OF GRANT PROCEEDS
Section 6.01— Disbursement of Grant
Section 6.02 — Conditions Precedent to Disbursement of Grant
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Grant Agreement for Program End Grants
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Article VII- MISCELLANEOUS
Section 7.01 - Insurance
Section 7.02 - Condemnation
Section 7.03 - Use, Maintenance, Repair and Alterations
Section 7.04 - Records Keeping and Reporting
Section 7.05 - Inspections by State Entity
Section 7.06 - Data Practices
Section 7.07
- Non -Discrimination
Section 7.08
- Worker's Compensation
Section 7.09
- Antitrust Claims
Section 7.10
- Review of Plans and Cost Estimates
Section 7.11
- Prevailing Wages
Section 7.12
- Liability
Section 7.13
- Indemnification by the Public Entity
Section 7.14
- Relationship of the Parties
Section 7.15
- Notices
Section 7.16
- Binding Effect and Assignment or Modification
Section 7.17
- Waiver
Section 7.18 -
Entire Agreement
Section 7.19 -
Choice of Law and Venue
Section 7.20 -
Severability
Section 7.21 -
Time of Essence
Section 7.22 -
Counterparts
Section 7.23 -
Matching Funds
Section 7.24 -
Source and Use of Funds
Section 7.25 -
Third -Party Beneficiary
Section 7.26 -
Public Entity Tasks
Section 7.27 - State Entity and Commissioner
Required Acts and Approvals.
Section 7.28 - Applicability to Real Property and Facility
Section 7.29 - E -Verification
Section 7.30 - Jobs Reporting Requirements
Section 7.31 - Additional Requirements
Attachment I - DECLARATION
Attachment II - LEGAL DESCRIPTION OF REAL PROPERTY
Attachment III - SOURCE AND USE OF FUNDS
Attachment IV - GRANT APPLICATION
Attachment V - JOBS REPORTING
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Grant Agreement for Program End Grants
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General Obligation Bond Proceeds
Grant Agreement — End Grant
for the
«1»
Project
under the
«2»
Program
THIS AGREEMENT shall be effective as of <<3>> , <<3>>, and is between
«4» , a «5» (the "Public Entity"), and the <<&
(the "State Entity").
RECITALS
A. The State Entity has created and is operating a «2» (the
"State Program") under the authority granted by Minn. Stat. § <<7>> and all riles related
to such legislation (the "State Program Enabling Legislation").
B. Under the State Program, the State Entity is authorized to provide grants that are
funded with proceeds of state general obligation bonds authorized to be issued under Article XI,
§ 5(a) of the Minnesota Constitution.
C. Under the State Program the recipients of a grant must use such funds to perform
those functions delineated in the State Program Enabling Legislation.
D. The Public Entity submitted, if applicable, a grant application to the State Entity in
which the Public Entity requests a grant from the State Program the proceeds of which will be
used for the purposes delineated in such grant application.
E. The Public Entity has applied to and been selected by the State Entity for a receipt of
a grant from the State Program in an amount of $ «8» (the "Program Grant"), the
proceeds must be used by the Public Entity to perform those functions and activities imposed by
the State Entity under the State Program and, if applicable, delineated in that certain grant
application (the "Grant Application") attached hereto as Attachment V that the Public Entity
submitted to the State Entity.
F. Under the provisions contained in «9» , the Public Entity has
been given the authority to perform those functions and activities required of it under the State
Program and, if applicable, delineated in Grant Application attached hereto as Attachment V
that the Public Entity submitted to the State Entity.
G. The Public Entity's receipt and use of the Program Grant to acquire an ownership
interest in and/or improve real property (the "Real Property") and, if applicable, structures
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situated thereon (the "Facility") will cause the Public Entity's ownership interest in all of such
real property and structures to become "state bond financed property", as such term is used in
Minn. Stat. § 16A.695 (the "G.O. Compliance Legislation") and in that certain "Fourth Order
Amending Order of the Commissioner of Finance Relating to Use and Sale of State Bond
Financed Property" executed by the Commissioner of Minnesota Management and Budget and
dated July 30, 2012, as amended (the "Commissioner's Order"), even though such funds may
only be a portion of the funds being used to acquire such ownership interest and/or improve such
real property and structures and that such funds may be used to only acquire such ownership
interest and/or improve a part of such real property and structures.
H. The Public Entity and the State Entity desire to set forth herein the provisions relating
to the granting and disbursement of the proceeds of the Program Grant to the Public Entity and
the operation of the Real Property and, if applicable, Facility.
IN CONSIDERATION of the grant described and other provisions in this Agreement, the
parties to this Agreement agree as follows.
Article I
DEFINITIONS
Section 1.01 Defined Terms. As used in this Agreement, the following terms shall have
the meanings set out respectively after each such term (the meanings to be equally applicable to
both the singular and plural forms of the terms defined), unless the context specifically indicates
otherwise:
"Agreement" - means this General Obligation Bond Proceeds Grant Agreement - End
Grant for the «1» Project under the «2» Program,
as such exists on its original date and any amendments, modifications or restatements
thereof.
"Approved Debt" — means public or private debt of the Public Entity that is consented
to and approved, in writing, by the Commissioner of MMB, the proceeds of which were or
will used to acquire an ownership interest in or improve the Real Property and, if
applicable, Facility, other than the debt on the G.O. Bonds. Approved Debt includes, but is
not limited to, all debt delineated in Attachment III to this Agreement; provided, however,
the Commissioner of MMB is not bound by any amounts delineated in such attachment
unless he/she has consented, in writing, to such amounts.
"Code" - means the Internal Revenue Code of 1986, as amended from time to time,
and all treasury regulations, revenue procedures and revenue rulings issued pursuant
thereto.
"Commissioner of MMB" - means the commissioner of Minnesota Management and
Budget, and any designated representatives thereof.
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"Commissioner's Order" - means the "Fourth Order Amending Order of the
Commissioner of Finance Relating to Use and Sale of State Bond Financed Property"
executed by the Commissioner of Minnesota Management and Budget and dated July 30,
2012, as amended.
"Counterparty" - means any entity with which the Public Entity contracts under a Use
Contract. This definition is only needed and only applies if the Public Entity enters into an
agreement with another party under which such other party will operate the Real Property,
and if applicable, Facility. For all other circumstances this definition is not needed and
should be ignored and treated as if it were left blank, and any reference to this term in this
Agreement shall be ignored and treated as if the reference did not exist.
"Declaration" - means a declaration, or declarations, in the form contained in
Attachment I to this Agreement and all amendments thereto, indicating that the Public
Entity's ownership interest in the Real Property and, if applicable, Facility is bond financed
property within the meaning of the G.O. Compliance Legislation and is subject to certain
restrictions imposed thereby.
"Event of Default" - means one or more of those events delineated in Section 2.07.
"Facility", if applicable, - means «10» , which is
located, or will be constructed and located, on the Real Property and all equipment that is a
part thereof that was purchased with the proceeds of the Program Grant.
"Fair Market Value" — means either (i) the price that would be paid by a willing and
qualified buyer to a willing and qualified seller as determined by an appraisal that assumes
that all liens and encumbrances on the property being sold that negatively affect the value
of such property, will be paid and released, or (ii) the price bid by a purchaser under a
public bid procedure after reasonable public notice, with the proviso that all liens and
encumbrances on the property being sold that negatively affect the value of such property,
will be paid and released at the time of acquisition by the purchaser.
"G.O. Bonds" - means that portion of the state general obligation bonds issued under
the authority granted in Article X1, § 5(a) of the Minnesota Constitution the proceeds of
which are used to fund the Program Grant and any bonds issued to refund or replace such
bonds.
"G.O. Compliance Legislation" - means Minn. Stat. § 16A.695, as it may be
amended, modified or replaced from time to time unless such amendment, modification or
replacement imposes an unconstitutional impairment of a contract right.
"Grant Application" — means that certain grant application attached hereto as
Attachment IV that the Public Entity submitted to the State Entity. This definition is only
needed and only applies if the Public Entity submitted a grant application to the State
Entity. If the Public Entity did not submit a grant application to the State Entity, then this
definition is not needed and should be ignored and treated as if it were left blank, and any
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reference to this term in this Agreement shall be j pored and treated as if the reference did
not exist.
"Initial Acquisition and Betterment Costs" — means the cost to acquire the Public
Entity's ownership interest in the Real Property and, if applicable, Facility if the Public
Entity does not already possess the required ownership interest, and the costs of betterments
of the Real Property and, if applicable, Facility; provided, however, the Commissioner of
MMB is not bound by any specific amount of such alleged costs unless he/she has
consented, in writing, to such amount.
"Leased/Easement Premises" - means the real estate and structures, if any, that are
leased to the Public Entity under a Real Property/Facility Lease or granted to the Public
Entity under an easement. This definition is only needed and only applies if the Public
Entity's ownership interest in the Real Property, the Facility, if applicable, or both, is by
way of a leasehold interest under a Real Property/Facility Lease or by way of an easement.
For all other circumstances this definition is not needed and should be ignored and treated
as if it were left blank, and any reference to this term in this Agreement shall be ignored
and treated as if the reference did not exist.
"Lessor/Grantor" — means the fee owner/lessor or grantor of the Leased/Easement
Premises. This definition is only needed and only applies if the Public Entity's ownership
interest in the Real Property, the Facility, if applicable, or both, is by way of a leasehold
interest under a Real Property/Facility Lease or by way of an easement. For all other
circumstances this definition is not needed and should be ignored and treated as if it were
left blank, and any reference to this term in this Agreement shall be ignored and treated as
ifthe reference did not exist.
"Outstanding Balance of the Program Grant" — means the portion of the Program
Grant that has been disbursed to or on behalf of the Public Entity minus any portion thereof
previously paid back to the Commissioner of MMB.
"Ownership Value", if any — means the value, if any, of the Public Entity's ownership
interest in the Real Property and, if applicable, Facility that existed concurrent with the
Public Entity's execution of this Agreement. Such value shall be established by way of an
appraisal or by such other manner as may be acceptable to the State Entity and the
Commissioner of MMB. The parties hereto agree and acknowledge that such value is $
or Not Applicable; provided, however, the Commissioner of MMB
is not bound by any inserted dollar amount unless he/she has consented, in writing, to such
amount. If no dollar amount is inserted and the blank "Not Applicable" is not checked, a
rebuttable presumption that the Ownership Value is $0.00 shall be created. (The blank
"Not Applicable" should only be selected and checked when a portion of the funds
delineated in Attachment III attached hereto are to be used to acquire the Public Entity's
ownership interest in the Real Property and, if applicable, Facility, and in such event the
value of such ownership interest should be shown in Attachment III and not in this
definition for Ownership Value).
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"Program Grant" - means a grant of monies from the State Entity to the Public Entity
in the amount identified as the "Program Grant" in Recital E to this Agreement, as the
amount thereof may be modified under the provisions contained herein.
"Project" — means the Public Entity's acquisition, if applicable, of the ownership
interests in the Real Property and, if applicable, Facility denoted in Section 2.02 along with
the performance of the activities denoted in Section 2.03. (If the Public Entity is not using
any portion of the Program Grant to acquire the ownership interest denoted in Section
2.02, then this definition for Project shall not include the acquisition of such ownership
interest, and the value of such ownership interest shall not be included in Attachment III
hereto and instead shall be included in the definition for Ownership Value under this
Section)
"Public Entity" - means the entity identified as the "Public Entity" in the lead-in
paragraph of this Agreement.
"Real Property" - means the real property located in the County of «11» ,
State of Minnesota, legally described in Attachment II to this Agreement.
"Real Property/Facility Lease" - means a long term lease of the Real Property, the
Facility, if applicable, or both by the Public Entity as lessee thereunder. This definition is
only needed and only applies if the Public Entity's ownership interest in the Real Property,
the Facility, if applicable, or both, is a leasehold interest under a lease. For all other
circumstances this definition is not needed and should be ignored and treated as if it were
left blank, and any reference to this term in this Agreement shall be ignored and treated as
ifthe reference did not exist.
"State Entity" - means the entity identified as the "State Entity" in the lead-in
paragraph of this Agreement.
"State Program" — means the program delineated in the State Program Enabling
Legislation.
"State Program Enabling Legislation" — means the legislation contained in the
Minnesota statute(s) delineated in Recital A and all rules related to such legislation.
"Subsequent Betterment Costs" — means the costs of betterments of the Real Property
and, if applicable, Facility that occur subsequent to the date of this Agreement, are not part
of the Project, would qualify as a public improvement of a capital nature (as such term in
used in Minn. Constitution Art. XI, §5(a) of the Minnesota Constitution), and the cost of
which has been established by way of written documentation that is acceptable to and
approved, in writing, by the State Entity and the Commissioner of MMB.
"Use Contract" - means a lease, management contract or other similar contract
between the Public Entity and any other entity that involves or relates to any part of the
Real Property and/or, if applicable, Facility. This definition is only needed and only applies
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if the Public Entity enters into an agreement with another party under which such other
party will operate the Real Property, and/or if applicable, Facility. For all other
circumstances this definition is not needed and should be ignored and treated as if it were
left blank, and any reference to this term in this Agreement shall be ignored and treated as
ifthe reference did not exist.
"Useful Life of the Real Property and, if applicable, Facility" — means the term set
forth in Section 2.05.V, which was derived as follows: (i) 30 years for Real Property that
has no structure situated thereon or if any structures situated thereon will be removed, and
no new structures will be constructed thereon, (ii) the remaining useful life of the Facility
as of the effective date of this Agreement for Facilities that are situated on the Real
Property as of the date of this Agreement, that will remain on the Real Property, and that
will not be bettered, or (iii) the useful life of the Facility after the completion of the
construction or betterments for Facilities that are to be constructed or bettered.
Article II
GRANT
Section 2.01 Grant of Monies. The State Entity shall make and issue the Program
Grant to the Public Entity and disburse the proceeds in accordance with the provisions of this
Agreement. The Program Grant is not intended to be a loan even though the portion thereof that
is disbursed may need to be returned to the State Entity or the Commissioner of MMB under
certain circumstances.
Section 2.02 Public Ownership. The Public Entity acknowledges and agrees that the
Program Grant is being funded with the proceeds of G.O. Bonds, and as a result thereof all of the
Real Property and, if applicable, Facility must be owned by one or more public entities. Such
ownership may be in the form of fee ownership, a Real Property/Facility Lease, or an easement.
In order to establish that this public ownership requirement is satisfied, the Public Entity
represents and warrants to the State Entity that it has, or will acquire, the following ownership
interests in the Real Property and, if applicable, Facility, and, in addition, that it possess, or will
possess, all easements necessary for the operation, maintenance and management of the Real
Property and, if applicable, Facility in the manner specified in Section 2.04:
(Check the appropriate box for the Real Property and, if applicable, for the Facility.)
Ownership Interest in the Real Property.
❑ Fee simple ownership of the Real Property.
❑ A Real Property/Facility Lease for the Real Property that complies with the
requirements contained in Section 2.06.
(If the term of the Real Property/Facility Lease is for a term authorized by a
Minnesota statute, rule or session law, then insert the citation:
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❑ An easement for the Real Property that complies with the requirements
contained in Section 2.06.
(If the term of the easement is for a term authorized by a Minnesota statute,
rule or session law, then insert the citation: )
Ownership Interest in, if applicable, the Facility.
❑ Fee simple ownership of the Facility.
❑ A Real Property/Facility Lease for the Facility that complies with all of the
requirements contained in Section 2.06.
(If the term of the Real Property/Facility Lease is for a term authorized by a
Minnesota statute, rule or session law, then insert the citation:
❑ Not applicable because there is no Facility.
Section 2.03 Use of Grant Proceeds. The Public Entity shall use the Program Grant
solely to reimburse itself for expenditures it has already made, or will make, in the performance
of the following activities, and may not use the Program Grant for any other purpose.
(Check all appropriate boxes.)
❑ Acquisition of fee simple title to the Real Property.
❑ Acquisition of a leasehold interest in the Real Property
❑ Acquisition of an easement for the Real Property.
❑ Improvement of the Real Property.
❑ Acquisition of fee simple title to the Facility.
❑ Acquisition of a leasehold interest in the Facility
❑ Construction of the Facility.
❑ Renovation of the Facility.
❑ «12»
(Describe other or additional purposes.)
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Section 2.04 Operation of the Real Property and Facility. The Real Property and, if
applicable, Facility must be used by the Public Entity or the Public Entity must cause such Real
Property and, if applicable, Facility to be used, for those purposes required by the State Program
and in accordance with the information contained in the Grant Application, or for such other
purposes and uses as the Minnesota legislature may from time to time designate, and for no other
purposes or uses.
The Public Entity may enter into Use Contracts with Counterparties for the operation of all
or any portion of the Real Property and, if applicable, Facility; provided that all such Use
Contracts must have been approved, in writing, by the Commissioner of MMB and fully comply
with all of the provisions contained in Sections 3.01, 3.02 and 3.03.
The Public Entity must, whether it is operating the Real Property and, if applicable, Facility
or has contracted with a Counterparty under a Use Contract to operate all or any portion of the
Real Property and, if applicable, Facility, annually determine that the Real Property and, if
applicable, Facility is being used for the purpose required by this Agreement, and shall annually
supply a statement, sworn to before a notary public, to such effect to the State Entity and the
Commissioner of MMB.
For those programs, if any, that the Public Entity will directly operate on all or any portion
of the Real Property and, if applicable, Facility, the Public Entity covenants with and represents
and warrants to the State Entity that: (i) it has the ability and a plan to fund such programs, (ii) it
has demonstrated such ability by way of a plan that it submitted to the State Entity, and (iii) it
will annually adopt, by resolution, a budget for the operation of such programs that clearly shows
that forecast program revenues along with other funds available for the operation of such
program will be equal to or greater than forecast program expenses for each fiscal year, and will
supply to the State Entity and the Commissioner of MMB certified copies of such resolution and
budget.
For those programs, if any, that will be operated on all or any portion of the Real Property
and, if applicable, Facility by a Counterparty under a Use Contract, the Public Entity covenants
with and represents and warrants to the State Entity that: (i) it will not enter into such Use
Contract unless the Counterparty has demonstrated that it has the ability and a plan to fund such
program, (ii) it will require the Counterparty to provide an initial program budget and annual
program budgets that clearly show that forecast program revenues along with other funds
available for the operation of such program (from all sources) will be equal to or greater than
forecast program expenses for each fiscal year, (iii) it will promptly review all submitted
program budgets to determine if such budget clearly and accurately shows that the forecast
program revenues along with other funds available for the operation of such program (from all
sources) will be equal to or greater than forecast program expenses for each fiscal year, (iv) it
will reject any program budget that it believes does not accurately reflect forecast program
revenues or expenses or does not show that forecast program revenues along with other funds
available for the operation of such program (from all sources) will be equal to or greater than
forecast program expenses, and require the Counterparty to prepare and submit a revised
program budget, and (v) upon receipt of a program budget that it believes accurately reflects
forecast program revenues and expenses and that shows that forecast program revenues along
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with other funds available for the operation of such program (from all sources) will be equal to
or greater than forecast program expenses, it will approve such budget by resolution and supply
to the State Entity and the Commissioner of MMB certified copies of such resolution and budget.
Section 2.05 Public Entity Representations and Warranties. The Public Entity
further covenants with, and represents and warrants to the State Entity as follows:
A. It has legal authority to enter into, execute, and deliver this Agreement, the
Declaration, and all documents referred to herein, and it has taken all actions necessary to
its execution and delivery of such documents.
B. It has legal authority to use the Program Grant for the purpose or purposes
described in the State Program Enabling Legislation.
C. It has legal authority to operate the State Program and the Real Property and, if
applicable, Facility for the purposes required by the State Program and for the functions and
activities proposed in the Grant Application.
D. This Agreement, the Declaration, and all other documents referred to herein are
the legal, valid and binding obligations of the Public Entity enforceable against the Public
Entity in accordance with their respective terms.
E. It will comply with all of the terms, conditions, provisions, covenants,
requirements, and warranties in this Agreement, the Declaration, and all other documents
referred to herein.
F. It will comply with all of the provisions and requirements contained in and
imposed by the G.O. Compliance Legislation, the Commissioner's Order, and the State
Program.
G. It has made no material false statement or misstatement of fact in connection
with its receipt of the Program Grant, and all of the information it has submitted or will
submit to the State Entity or Commissioner of MMB relating to the Program Grant or the
disbursement of any of the Program Grant is and will be true and correct.
H. It is not in violation of any provisions of its charter or of the laws of the State of
Minnesota, and there are no actions, suits, or proceedings pending, or to its knowledge
threatened, before any judicial body or governmental authority against or affecting it
relating to the Real Property and, if applicable, Facility, or its ownership interest therein,
and it is not in default with respect to any order, writ, injunction, decree, or demand of any
court or any governmental authority which would impair its ability to enter into this
Agreement, the Declaration, or any document referred to herein, or to perform any of the
acts required of it in such documents.
I. Neither the execution and delivery of this Agreement, the Declaration, or any
document referred to herein nor compliance with any of the terms, conditions,
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requirements, or provisions contained in any of such documents is prevented by, is a breach
of, or will result in a breach of, any term, condition, or provision of any agreement or
document to which it is now a party or by which it is bound.
J. The contemplated use of the Real Property and, if applicable, Facility will not
violate any applicable zoning or use statute, ordinance, building code, rule or regulation, or
any covenant or agreement of record relating thereto.
K. The Project has been or will be completed in full compliance with all applicable
laws, statutes, rules, ordinances, and regulations issued by any federal, state, or local
political subdivisions having jurisdiction over the Project.
L. All applicable licenses, permits and bonds required for the performance and
completion of the Project have been, or will be, obtained.
M. All applicable licenses, permits and bonds required for the operation of the Real
Property and, if applicable, Facility in the manner specified in Section 2.04 have been, or
will be, obtained.
N. It will operate, maintain, and manage the Real Property and, if applicable,
Facility or cause the Real Property and, if applicable, Facility, to be operated, maintained
and managed in compliance with all applicable laws, statutes, rules, ordinances, and
regulations issued by any federal, state, or local political subdivisions having jurisdiction
over the Real Property and, if applicable, Facility.
O. It will fully enforce the terms and conditions contained in any Use Contract.
P. It has complied with the matching funds requirement, if any, contained in
Section 7.23.
Q. It will not, without the prior written consent of the State Entity and the
Commissioner of MMB, allow any voluntary lien or encumbrance or involuntary lien or
encumbrance that can be satisfied by the payment of monies and which is not being
actively contested to be created or exist against the Public Entity's ownership interest in the
Real Property or, if applicable, Facility, or the Counterparty's interest in the Use Contract,
whether such lien or encumbrance is superior or subordinate to the Declaration. Provided,
however, the State Entity and the Commissioner of MMB will consent to any such lien or
encumbrance that secures the repayment of a loan the repayment of which will not impair
or burden the funds needed to operate the Real Property and, if applicable, Facility in the
manner specified in Section 2.04, and for which the entire amount is used (i) to acquire
additional real estate that is needed to so operate the Real Property and, if applicable,
Facility in accordance with the requirements imposed under Section 2.04 and will be
included in and as part of the Public Entity's ownership interest in the Real Property and, if
applicable, Facility, and/or (ii) to pay for capital improvements that are needed to so
operate the Real Property and, if applicable, Facility in accordance with the requirements
imposed under Section 2.04.
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R. It reasonably expects to possess the ownership interest in the Real Property and,
if applicable, Facility described Section 2.02 for the entire Useful Life of the Real Property
and, if applicable, Facility, and it does not expect to sell such ownership interest.
S. It does not reasonably expect to receive payments under a Use Contract in
excess of the amount the Public Entity needs and is authorized to use to pay the operating
expenses of the portion of the Real Property and, if applicable, Facility that is the subject of
the Use Contract or to pay the principal, interest, redemption premiums, and other expenses
on any Approved Debt.
T. It will supply, or cause to be supplied, whatever funds are needed above and
beyond the amount of the Program Grant to complete and fully pay for the Project.
U. It has or will promptly record a fully executed Declaration with the appropriate
governmental office and deliver a copy thereof to the State Entity and to Minnesota
Management and Budget (attention: Capital Projects Manager) that contains all of the
recording information.
V. The Useful Life of the Real Property and, if applicable, Facility is years.
W. It shall furnish such satisfactory evidence regarding the representations and
warranties described herein as may be required and requested by either the State Entity or
the Commissioner of MMB.
Section 2.06 Ownership by Leasehold or Easement. This Section shall only apply if
the Public Entity's ownership interest in the Real Property, the Facility, if applicable, or both is
by way of a Real Property/Facility Lease or an easement. For all other circumstances this
Section is not needed and should be j nored and treated as if it were left blank, and any
reference to this Section in this Agreement shall be ignored and treated as if the reference did
not exist.
A. A Real Property/Facility Lease or easement must comply with the following
provisions.
1. It must be in form and contents acceptable to the Commissioner of MMB,
and specifically state that it may not be modified, restated, amended, changed in any
way, or prematurely terminated or cancelled without the prior written consent and
authorization by the Commissioner of MMB.
2. It must be for a term that is equal to or greater than 125% of the Useful
Life of the Real Property and, if applicable, Facility, or such other period of time
specifically authorized by a Minnesota statute, rule or session law.
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3. Any payments to be made under it by the Public Entity, whether
designated as rent or in any other manner, must be by way of a single lump sum
payment that is due and payable on the date that it is first made and entered into.
4. It must not contain any requirements or obligations of the Public Entity
that if not complied with could result in a termination thereof.
5. It must contain a provision that provides sufficient authority to allow the
Public Entity to operate the Real Property and, if applicable, Facility in accordance
with the requirements imposed under Section 2.04.
6. It must not contain any provisions that would limit or impair the Public
Entity's operation of the Real Property and, if applicable, Facility in accordance with
the requirements imposed under Section 2.04.
7. It must contain a provision that prohibits the Lessor/Grantor from creating
or allowing, without the prior written consent of the State Entity and the
Commissioner of MMB, any voluntary lien or encumbrance or involuntary lien or
encumbrance that can be satisfied by the payment of monies and which is not being
actively contested against the Leased/Easement Premises or the Lessor's/Grantor's
interest in the Real Property/Facility Lease or easement, whether such lien or
encumbrance is superior or subordinate to the Declaration. Provided, however, the
State Entity and the Commissioner of MMB will consent to any such lien or
encumbrance if the holder of such lien or encumbrance executes and files of record a
document under which such holder subordinates such lien or encumbrance to the Real
Property/Facility Lease or easement and agrees that upon foreclosure of such lien or
encumbrance to be bound by and comply with all of the terms, conditions and
covenants contained in the Real Property/Facility Lease or easement as if such holder
had been an original Lessor/Grantor under the Real Property/Facility Lease or
easement.
8. It must acknowledge the existence of this Agreement and contain a
provision that the terms, conditions and provisions contained in this Agreement shall
control over any inconsistent or contrary terms, conditions and provisions contained
in the Real Property/Facility Lease or easement.
9. It must provide that any use restrictions contained therein only apply as
long as the Public Entity is the lessee under the Real Property/Facility Lease or
grantee under the easement, and that such use restrictions will terminate and not apply
to any successor lessee or grantee who purchases the Public Entity's ownership
interest in the Real Property/Facility Lease or easement. Provided, however, it may
contain a provisions that limits the construction of any new structures on the Real
Property or modifications of any existing structures on the Real Property without the
written consent of Lessor/Grantor, which will apply to any such successor lessee or
grantee.
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10. It must allow for a transfer thereof in the event that the lessee under the
Real Property/Lease or grantee under the easement makes the necessary determination
to sell its interest therein, and allow such interest to be transferred to the purchaser of
such interest.
11. It must contain a provision that prohibits and prevents the sale of the
underlying fee interest in the Real Property and, if applicable, Facility without first
obtaining the written consent of the Commissioner of MMB.
12 The Public Entity must be the lessee under the Real Property/Lease or
grantee under the easement.
B. The provisions contained in this Section are not intended to and shall not
prevent the Public Entity from including additional provisions in the Real Property/Facility
Lease or easement that are not inconsistent with or contrary to the requirements contained
in this Section.
C. The expiration of the term of a Real Property/Facility Lease or easement shall
not be an event that requires the Public Entity to reimburse the State Entity for any portion
of the Program Grant, and upon such expiration the Public Entity's ownership interest in
the Real Property and, if applicable, Facility shall no longer be subject to this Agreement.
D. The Public Entity shall fully and completely comply with all of the terms,
conditions and provisions contained in a Real Property/Facility Lease or easement, and
shall obtain and file, in the Office of the County Recorder or the Registrar of Titles,
whichever is applicable, the Real Property/Facility Lease or easement or a short form or
memorandum thereof.
Section 2.07 Event(s) of Default. The following events shall, unless waived in writing
by the State Entity and the Commissioner of MMB, constitute an Event of Default under this
Agreement upon either the State Entity or the Commissioner of MMB giving the Public Entity 30
days written notice of such event and the Public Entity's failure to cure such event during such
30 day time period for those Events of Default that can be cured within 30 days or within
whatever time period is needed to cure those Events of Default that cannot be cured within 30
days as long as the Public Entity is using its best efforts to cure and is making reasonable
progress in curing such Events of Default, however, in no event shall the time period to cure any
Event of Default exceed 6 months unless otherwise consented to, in writing, by the State Entity
and the Commissioner of MMB.
A. If any representation, covenant, or warranty made by the Public Entity in this
Agreement, in any other document furnished pursuant to this Agreement, or in order to
induce the State Entity to disburse any of the Program Grant, shall prove to have been
untrue or incorrect in any material respect or materially misleading as of the time such
representation, covenant, or warranty was made.
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B. If the Public Entity fails to fully comply with any provision, term, condition,
covenant, or warranty contained in this Agreement, the Declaration, or any other document
referred to herein.
C. If the Public Entity fails to fully comply with any provision, term, condition,
covenant, or warranty contained in the G.O. Compliance Legislation, the Commissioner's
Order, or the State Program Enabling Legislation.
D. If the Public Entity fails to provide and expend the full amount of the matching
funds, if any, required under Section 7.23 for the Project.
E. If the Public Entity fails to record the Declaration and deliver copies thereof as
set forth in Section 2.05.U.
Notwithstanding the foregoing, any of the above delineated events that cannot be cured
shall, unless waived in writing by the State Entity and the Commissioner of MMB, constitute an
Event of Default under this Agreement immediately upon either the State Entity or the
Commissioner of MMB giving the Public Entity written notice of such event.
Section 2.08 Remedies. Upon the occurrence of an Event of Default and at any time
thereafter until such Event of Default is cured to the satisfaction of the State Entity, the State
Entity or the Commissioner of MMB may enforce any or all of the following remedies.
A. The State Entity may refrain from disbursing the Program Grant; provided,
however, the State Entity may make such disbursements after the occurrence of an Event of
Default without thereby waiving its rights and remedies hereunder.
B. If the Event of Default involves a failure to comply with any of the provisions
contained herein other than the provisions contained in Sections 4.01 or 4.02, then the
Commissioner of MMB, as a third party beneficiary of this Agreement, may demand that
the Outstanding Balance of the Program Grant be returned to it, and upon such demand the
Public Entity shall return such amount to the Commissioner of MMB.
C. If the Event of Default involves a failure to comply with the provisions
contained in Sections 4.01 or 4.02, then the Commissioner of MMB, as a third party
beneficiary of this Agreement, may demand that the Public Entity pay the amounts that
would have been paid if there had been full and complete compliance with such provisions,
and upon such demand the Public Entity shall pay such amount to the Commissioner of
MMB.
D. Either the State Entity or the Commissioner of MMB, as a third party
beneficiary of this Agreement, may enforce any additional remedies they may have in law
or equity.
The rights and remedies herein specified are cumulative and not exclusive of any rights or
remedies that the State Entity or the Commissioner of MMB would otherwise possess.
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If the Public Entity does not repay the amounts required to be paid under this Section or
under any other provision contained in this Agreement within 30 days of demand by the
Commissioner of MMB, or any amount ordered by a court of competent jurisdiction within 30
days of entry of judgment against the Public Entity and in favor of the State Entity and/or the
Commissioner of MMB, then such amount may, unless precluded by law, be taken from or off-
set against any aids or other monies that the Public Entity is entitled to receive from the State of
Minnesota.
Section 2.09 Notification of Event of Default. The Public Entity shall furnish to the
State Entity and the Commissioner of MMB, as soon as possible and in any event within 7 days
after it has obtained knowledge of the occurrence of each Event of Default or each event which
with the giving of notice or lapse of time or both would constitute an Event of Default, a
statement setting forth details of each Event of Default or event which with the giving of notice
or upon the lapse of time or both would constitute an Event of Default and the action which the
Public Entity proposes to take with respect thereto.
Section 2.10 Survival of Event of Default. This Agreement shall survive any and all
Events of Default and remain in full force and effect even upon the payment of any amounts due
under this Agreement, and shall only terminate in accordance with the provisions contained in
Section 2.12 and at the end of its term in accordance with the provisions contained in Section
2.11.
Section 2.11 Term of Grant Agreement. This Agreement shall, unless earlier
terminated in accordance with any of the provisions contained herein, remain in full force and
effect for the time period starting on the effective date hereof and ending on the date that
corresponds to the date established by adding a time period equal to 125% of Useful Life of the
Real Property and, if applicable, Facility to the date on which the Real Property and, if
applicable, Facility is first used for the operation of the State Program after such effective date.
If there are no uncured Events of Default as of such date this Agreement shall terminate and no
longer be of any force or effect, and the Commissioner of MMB shall execute whatever
documents are needed to release the Real Property and, if applicable, Facility from the effect of
this Agreement and the Declaration.
Section 2.12 Modification and/or Early Termination of Grant. If the full amount of
the Program Grant has not been disbursed on or before the date that is 5 years from the effective
date of this Agreement, or such later date to which the Public Entity and the State Entity may
agree in writing, then the State Entity's obligation to fund the Program Grant shall terminate. In
such event, (i) if none of the Program Grant has been disbursed by such date then the State
Entity's obligation to fund any portion of the Program Grant shall terminate and this Agreement
shall terminate and no longer be of any force or effect, and (ii) if some but not all of the Program
Grant has been disbursed by such date then the State Entity shall have no further obligation to
provide any additional funding for the Program Grant and this Agreement shall remain in full
force and effect but shall be modified and amended to reflect the amount of the Program Grant
that was actually disbursed as of such date.
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This Agreement shall also terminate and no longer be of any force or effect upon the Public
Entity's sale of its ownership interest in the Real Property and, if applicable, Facility in
accordance with the provisions contained in Section 4.01 and transmittal of all or a portion of the
proceeds of such sale to the Commissioner of MMB in compliance with the provisions contained
in Section 4.02, or upon the termination of Public Entity's ownership interest in the Real
Property and, if applicable, Facility if such ownership interest is by way of an easement or under
a Real Property/Facility Lease. Upon such termination the State Entity shall execute, or have
executed, and deliver to the Public Entity such documents as are required to release the Public
Entity's ownership interest in the Real Property and, if applicable, Facility, from the effect of this
Agreement and the Declaration.
Section 2.13 Excess Funds. If the full amount of the Program Grant and any matching
funds referred to in Section 7.23 are not needed to complete the Project, then, unless language in
the State Program Enabling Legislation indicates otherwise, the Program Grant shall be reduced
by the amount not needed.
Article III
USE CONTRACTS
This Article III and its contents is only needed and only applies if the Public Entity enters into an
agreement with another party under which such other party will operate any portion of the Real
Property, and if applicable, Facility. For all other circumstances this Article III and its contents
are not needed and should be ignored and treated as if it were left blank, and any reference to
this Article III, its contents, and the term Use Contract in this Agreement shall be ignored and
treated as ifthe references did not exist.
Section 3.01 General Provisions. If the Public Entity has statutory authority to enter
into a Use Contract, then it may enter into Use Contracts for various portions of the Real
Property and, if applicable, Facility; provided that each and every Use Contract that the Public
Entity enters into must comply with the following requirements:
A. The purpose for which it was entered into must be to operate the State Program
in the Real Property and, if applicable, Facility.
B. It must contain a provision setting forth the statutory authority under which the
Public Entity is entering into such contract, and must comply with the substantive and
procedural provisions of such statute.
C. It must contain a provision stating that it is being entered into in order for the
Counterparty to operate the State Program and must describe such program.
D. It must contain a provision that will provide for oversight by the Public Entity.
Such oversight may be accomplished by way of a provision that will require the
Counterparty to provide to the Public Entity: (i) an initial program evaluation report for the
first fiscal year that the Counterparty will operate the State Program, (ii) program budgets
for each succeeding fiscal year showing that forecast program revenues and additional
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revenues available for the operation of the State Program (from all sources) by the
Counterparty will equal or exceed expenses for such operation for each succeeding fiscal
year, and (iii) a mechanism under which the Public Entity will annually determine that the
Counterparty is using the portion of the Real Property and, if applicable, Facility that is the
subject of the Use Contract to operate the State Program.
E. It must allow for termination by the Public Entity in the event of a default
thereunder by the Counterparty, or in the event that the State Program is terminated or
changed in a manner that precludes the operation of such program in the portion of the Real
Property and, if applicable, Facility that is the subject of the Use Contract.
F. It must terminate upon the termination of the statutory authority under which
the Public Entity is operating the State Program.
G. It must require the Counterparty to pay all costs of operation and maintenance
of that portion of the Real Property and, if applicable, Facility that is the subject of the Use
Contract, unless the Public Entity is authorized by law to pay such costs and agrees to pay
such costs.
H. If the Public Entity pays monies to a Counterparty under a Use Contract, such
Use Contract must meet the requirements of Rev. Proc. 97-13, 1997-1 CB 632, so that such
Use Contract does not result in "private business use" under Section 141(b) of the Code.
L It must be approved, in writing, by the Commissioner of MMB, and any Use
Contract that is not approved, in writing, by the Commissioner of MMB shall be null and
void and of no force or effect.
J. It must contain a provision requiring that each and every party thereto shall,
upon direction by the Commissioner of MMB, take such actions and furnish such
documents to the Commissioner of MMB as the Commissioner of MMB determines to be
necessary to ensure that the interest to be paid on the G.O. Bonds is exempt from federal
income taxation.
K. It must contain a provision that prohibits the Counterparty from creating or
allowing, without the prior written consent of the State Entity and the Commissioner of
MMB, any voluntary lien or encumbrance or involuntary lien or encumbrance that can be
satisfied by the payment of monies and which is not being actively contested against the
Real Property or, if applicable, Facility, the Public Entity's ownership interest in the Real
Property or, if applicable, Facility, or the Counterparty's interest in the Use Contract,
whether such lien or encumbrance is superior or subordinate to the Declaration. Provided,
however, the State Entity and the Commissioner of MMB will consent, in writing, to any
such lien or encumbrance that secures the repayment of a loan the repayment of which will
not impair or burden the funds needed to operate the portion of the Real Property and, if
applicable, Facility that is the subject of the Use Contract in the manner specified in
Section 2.04 and for which the entire amount is used (i) to acquire additional real estate
that is needed to so operate the Real Property and, if applicable, Facility in accordance with
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the requirements imposed under Section 2.04 and will be included in and as part of the
Public Entity's ownership interest in the Real Property and, if applicable, Facility, and/or
(ii) to pay for capital improvements that are needed to so operate the Real Property and, if
applicable, Facility in accordance with the requirements imposed under Section 2.04.
L. If the amount of the Program Grant exceeds $200,000.00, then it must contain a
provision requiring the Counterparty to list any vacant or new positions it may have with
state workforce centers as required by Minn. Stat. § 116L.66, as it may be amended,
modified or replaced from time to time, for the term of the Use Contract.
M. It must contain a provision that clearly states that the Public Entity is not
required to renew the Use Contract beyond the original term thereof and that the Public
Entity may, at its sole option and discretion, allow the Use Contract to expire at the end of
its original term and thereafter directly operate the governmental program in the Real
Property and, if applicable, Facility or contract with some other entity to operate the
governmental program in the Real Property and, if applicable, Facility.
Section 3.02 Initial Term and Renewal. The initial term for a Use Contract may not
exceed the lesser of (i) 50% of the Useful Life of the Real Property and, if applicable, Facility for
the portion of the Real Property and, if applicable, Facility that is the subject of the Use Contract,
or (ii) the shortest term of the Public Entity's ownership interest in the Real Property and, if
applicable, Facility.
A Use Contract may allow for renewals beyond its initial term on the conditions that (a) the
term of any renewal may not exceed the initial term, (b) the Public Entity must make a
determination that renewal will continue to carry out the State Program and that the Counterparty
is suited and able to perform the functions contained in Use Contract that is to be renewed, (c)
the Use Contract may not include any provisions that would require, either directly or indirectly,
the Public Entity to either make the determination referred to in this Section or to renew the Use
Contract with the Counterparty after the expiration of the initial term or any renewal term, and
(d) no such renewal may occur prior to the date that is 6 months prior to the date on which the
Use Contract is scheduled to terminate. Provided, however, notwithstanding anything to the
contrary contained herein the Public Entity's voluntary agreement to reimburse the Counterparty
for any investment that the Counterparty provided for the acquisition or betterment of the Real
Property and, if applicable, Facility that is the subject of the Use Contract if the Public Entity
does not renew a Use Contract if requested by the Counterparty is not deemed to be a provision
that directly or indirectly requires the Public Entity to renew such Use Contract.
Section 3.03 Reimbursement of Counterparty. A Use Contract may but need not
contain, at the sole option and discretion of the Public Entity, a provision that requires the Public
Entity to reimburse the Counterparty for any investment that the Counterparty provided for the
acquisition or betterment of the Real Property and, if applicable, Facility that is the subject of the
Use Contract if the Public Entity does not renew a Use Contract if requested by the Counterparty.
If agreed to by the Public Entity, such reimbursement shall be on terms and conditions agreed to
by the Public Entity and the Counterparty.
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Section 3.04 Receipt of Monies Under a Use Contract. The Public Entity does not
anticipate the receipt of any funds under a Use Contract, provided, however, if the Public Entity
does receive any monies under a Use Contract in excess of the amount the Public Entity needs
and is authorized to use to pay the operating expenses of the portion of the Real Property and, if
applicable, Facility that is the subject of a Use Contract, and to pay the principal, interest,
redemption premiums, and other expenses on Approved Debt, then a portion of such excess
monies must be paid by the Public Entity to the Commissioner of MMB. The portion of such
excess monies that the Public Entity must and shall pay to the Commissioner of MMB shall be
determined by the Commissioner of MMB, and absent circumstances which would indicate
otherwise such portion shall be determined by multiplying such excess monies by a fraction the
numerator of which is the Program Grant and the denominator of which is sum of the Program
Grant and the Approved Debt.
Article IV
SALE
Section 4.01 Sale. The Public Entity shall not sell any part of its ownership interest in
the Real Property and, if applicable, Facility unless all of the following provisions have been
complied with fully.
A. The Public Entity determines, by official action, that such ownership interest is
no longer usable or needed for the operation of the State Program, which such
determination may be based on a determination that the portion of the Real Property or, if
applicable, Facility to which such ownership interest applies is no longer suitable or
financially feasible for such purpose.
B. The sale is made as authorized by law.
C. The sale is for Fair Market Value.
D. The written consent of the Commissioner of MMB has been obtained.
The acquisition of the Public Entity's ownership interest in the Real Property and, if
applicable, Facility at a foreclosure sale, by acceptance of a deed -in -lieu of foreclosure, or
enforcement of a security interest in personal property used in the operation thereof, by a lender
that has provided monies for the acquisition of the Public Entity's ownership interest in or
betterment of the Real Property and, if applicable, Facility shall not be considered a sale for the
purposes of this Agreement if after such acquisition the lender operates such portion of the Real
Property and, if applicable, Facility in a manner which is not inconsistent with the requirements
imposed under Section 2.04 and the lender uses its best efforts to sell such acquired interest to a
third party for Fair Market Value. The lender's ultimate sale or disposition of the acquired
interest in the Real Property and, if applicable, Facility shall be deemed to be a sale for the
purposes of this Agreement, and the proceeds thereof shall be disbursed in accordance with the
provisions contained in Section 4.02.
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The Public Entity may participate in any public auction of its ownership interest in the Real
Property and, if applicable, Facility and bid thereon; provided that the Public Entity agrees that if
it is the successful purchaser it will not use any part of the Real Property or, if applicable, Facility
for the State Program.
Section 4.02 Proceeds of a Sale. Upon the sale of the Public Entity's ownership interest
in the Real Property and, if applicable, Facility the proceeds thereof after the deduction of all
costs directly associated and incurred in conjunction with such sale and such other costs that are
approved, in writing, by the Commissioner of MMB, but not including the repayment of any debt
associated with the Public Entity's ownership interest in the Real Property and, if applicable,
Facility, shall be disbursed in the following manner and order.
A. The first distribution shall be to the Commissioner of MMB in an amount equal
to the Outstanding Balance of the Program Grant, and if the amount of such net proceeds
shall be less than the amount of the Outstanding Balance of the Program Grant then all of
such net proceeds shall be distributed to the Commissioner of MMB.
B. The remaining portion, after the distribution specified in Section 4.02.A, shall
be distributed to (i) pay in full any outstanding Approved Debt, (ii) reimburse the Public
Entity for its Ownership Value, and (iii) to pay interested public and private entities, other
than any such entity that has already received the full amount of its contribution (such as
the State Entity under Section 4.02.A and the holders of Approved Debt paid under this
Section 4.02.13), the amount of money that such entity contributed to the Initial Acquisition
and Betterment Costs and the Subsequent Betterment Costs. If such remaining portion is
not sufficient to reimburse interested public and private entities for the full amount that
such entities contributed to the acquisition or betterment of the Real Property and, if
applicable, Facility, then the amount available shall be distributed as such entities may
agree in writing, and if such entities cannot agree by an appropriately issued court order.
C. The remaining portion, after the distributions specified in Sections 4.02.A and
B, shall be divided and distributed to the State Entity, the Public Entity, and any other
public and private entity that contributed funds to the Initial Acquisition and Betterment
Costs and the Subsequent Betterment Costs, other than lenders who supplied any of such
funds, in proportion to the contributions that the State Entity, the Public Entity, and such
other public and private entities made to the acquisition and betterment of the Real Property
and, if applicable, Facility as such amounts are part of the Ownership Value, Initial
Acquisition and Betterment Costs, and Subsequent Betterment Costs.
The distribution to the State Entity shall be made to the Commissioner of MMB, and the
Public Entity may direct its distribution to be made to any other entity including, but not limited
to, a Counterparty.
All amounts to be disbursed under this Section 4.02 must be consented to, in writing, by the
Commissioner of MMB, and no such disbursements shall be made without such consent.
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The Public Entity shall not be required to pay or reimburse the State Entity or the
Commissioner of MMB for any funds above and beyond the full net proceeds of such sale, even
if such net proceeds are less than the amount of the Outstanding Balance of the Program Grant.
Article V
COMPLIANCE WITH G.O. COMPLIANCE LEGISLATION
AND THE COMMISSIONER'S ORDER
Section 5.01 State Bond Financed Property. The Public Entity and the State Entity
acknowledge and agree that the Public Entity's ownership interest in the Real Property and, if
applicable, Facility is, or when acquired by the Public Entity will be, "state bond financed
property", as such term is used in the G.O. Compliance Legislation and the Commissioner's
Order, and, therefore, the provisions contained in such statute and order apply, or will apply, to
the Public Entity's ownership interest in the Real Property and, if applicable, Facility and any
Use Contracts relating thereto.
Section 5.02 Preservation of Tax Exempt Status. In order to preserve the tax-exempt
status of the G.O. Bonds, the Public Entity agrees as follows:
A. It will not use the Real Property or, if applicable, Facility, or use or invest the
Program Grant or any other sums treated as "bond proceeds" under Section 148 of the Code
including "investment proceeds," "invested sinking funds," and "replacement proceeds," in
such a manner as to cause the G.O. Bonds to be classified as "arbitrage bonds" under
Section 148 of the Code.
B. It will deposit into and hold all of the Program Grant that it receives under this
Agreement in a segregated non-interest bearing account until such funds are used for
payments for the Project in accordance with the provisions contained herein.
C. It will, upon written request, provide the Commissioner of MMB all
information required to satisfy the informational requirements set forth in the Code
including, but not limited to, Sections 103 and 148 thereof, with respect to the G.O. Bonds.
D. It will, upon the occurrence of any act or omission by the Public Entity or any
Counterparty, that could cause the interest on the G.O. Bonds to no longer be tax exempt
and upon direction from the Commissioner of MMB, take such actions and furnish such
documents as the Commissioner of MMB determines to be necessary to ensure that the
interest to be paid on the G.O. Bonds is exempt from federal taxation, which such action
may include either: (i) compliance with proceedings intended to classify the G.O. Bonds as
a "qualified bond" within the meaning of Section 141(e) of the Code, (ii) changing the
nature or terms of the Use Contract so that it complies with Revenue Procedure 97-13,
1997-1 CB 632, or (iii) changing the nature of the use of the Real Property or, if applicable,
Facility so that none of the net proceeds of the G.O. Bonds will be used, directly or
indirectly, in an "unrelated trade or business" or for any "private business use" (within the
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meaning of Sections 141(b) and 145(a) of the Code), or (iv) compliance with other Code
provisions, regulations, or revenue procedures which amend or supersede the foregoing.
E. It will not otherwise use any of the Program Grant, including earnings thereon,
if any, or take or permit to or cause to be taken any action that would adversely affect the
exemption from federal income taxation of the interest on the G.O. Bonds, nor omit to take
any action necessary to maintain such tax exempt status, and if it should take, permit, omit
to take, or cause to be taken, as appropriate, any such action, it shall take all lawful actions
necessary to rescind or correct such actions or omissions promptly upon having knowledge
thereof.
Section 5.03 Changes to G.O. Compliance Legislation or the Commissioner's Order.
In the event that the G.O. Compliance Legislation or the Commissioner's Order is amended in a
manner that reduces any requirement imposed against the Public Entity, or if the Public Entity's
ownership interest in the Real Property or, if applicable, Facility is exempt from the G.O.
Compliance Legislation and the Commissioner's Order, then upon written request by the Public
Entity the State Entity shall enter into and execute an amendment to this Agreement to
implement herein such amendment to or exempt the Public Entity's ownership interest in the
Real Property and, if applicable, Facility from the G.O. Compliance Legislation or the
Commissioner's Order.
Article VI
DISBURSEMENT OF GRANT PROCEEDS
Section 6.01 Disbursement of Grant. Upon compliance with all of the conditions
delineated in Section 6.02, the State Entity shall disburse the Program Grant to the Public Entity
in one lump sum. Under no circumstance shall the State Entity be required to disburse funds in
excess of the amount requested by the Public Entity under the provisions contained in Section
6.02.A even if the amount requested is less than the amount of the Program Grant delineated in
Section 1.01. If the amount of Program Grant that the State Entity disburses hereunder to the
Public Entity is less than the amount of the Program Grant delineated in Section 1.01, then the
State Entity and the Public Entity shall enter into and execute whatever documents the State
Entity may request in order to amend or modify this Agreement to reduce the amount of the
Program Grant to the amount actually disbursed. Provided, however, in accordance with the
provisions contained in Section 2.11, the State Entity's obligation to disburse any of the Program
Grant shall terminate as of the date specified in such Section even if the entire Program Grant
has not been disbursed by such date.
The Program Grant shall only be for expenses that (i) are for those items of a capital nature
for the Project, (ii) accrued no earlier than the effective date of the legislation that appropriated
the funds that are used to fund the Program Grant, or (iii) have otherwise been consented to, in
writing, by the State Entity and the Commissioner of MMB.
Section 6.02 Conditions Precedent to Disbursement of Grant. The obligation of the
State Entity to disburse the Program Grant to the Public Entity is subject to the following
conditions precedent:
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A. The State Entity shall have received a request for disbursement of the Program
Grant specifying the amount of funds being requested, which such amount shall not exceed
the amount of the Program Grant delineated in Section 1.01.
B. The State Entity shall have received a duly executed Declaration that has been
duly recorded in the appropriate governmental office, with all of the recording information
displayed thereon.
C. The State Entity shall have received evidence, in form and substance acceptable
to the State Entity, that (i) the Public Entity has legal authority to and has taken all actions
necessary to enter into this Agreement and the Declaration, and (ii) this Agreement and the
Declaration are binding on and enforceable against the Public Entity.
D. The State Entity shall have received evidence, in form and substance acceptable
to the State Entity, that the Public Entity has fully and completely paid for the Project and
all other expenses that may occur in conjunction therewith.
E. The State Entity shall have received evidence, in form and substance acceptable
to the State Entity, that the Public Entity is in compliance with the matching funds
requirements, if any, contained in Section 7.23 and that all of such matching funds, if any,
have been expended for the Project.
F. The State Entity shall have received evidence, in form and substance acceptable
to the State Entity, showing that the Public Entity possesses the ownership interest
delineated in Section 2.02.
G. The State Entity shall have received evidence, in form and substance acceptable
to the State Entity, that the Real Property and, if applicable, Facility and the contemplated
use thereof are permitted by and will comply with all applicable use or other restrictions
and requirements imposed by applicable zoning ordinances or regulations, and, if required
by law, have been duly approved by the applicable municipal or governmental authorities
having jurisdiction thereover.
H. The State Entity shall have received evidence, in form and substance acceptable
to the State Entity, that that all applicable and required building permits, other permits,
bonds and licenses necessary for the Project have been paid for, issued, and obtained, other
than those permits, bonds and licenses which may not lawfully be obtained until a future
date or those permits, bonds and licenses which in the ordinary course of business would
normally not be obtained until a later date.
I. The State Entity shall have received evidence, in form and substance acceptable
to the State Entity, that that all applicable and required permits, bonds and licenses
necessary for the operation of the Real Property and, if applicable, Facility in the manner
specified in Section 2.04 have been paid for, issued, and obtained, other than those permits,
bonds and licenses which may not lawfully be obtained until a future date or those permits,
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bonds and licenses which in the ordinary course of business would normally not be
obtained until a later date.
J. The State Entity shall have received evidence, in form and substance acceptable
to the State Entity, that the Project was completed in a manner that will allow the Real
Property and, if applicable, Facility to be operated in the manner specified in Section 2.04,
which requirement may be satisfied by a certificate of occupancy or such other equivalent
document from the municipality in which the Real Property is located.
K. The State Entity shall have received evidence, in form and substance acceptable
to the State Entity, that the Public Entity has the ability and a plan to fund the operation of
the Real Property and, if applicable, Facility in the manner specified in Section 2.04.
L. The State Entity shall have received evidence, in form and substance acceptable
to the State Entity, that the insurance requirements under Section 7.01 have been satisfied.
M. The State Entity shall have received evidence, in form and substance acceptable
to the State Entity, of compliance with the provisions and requirements specified in Section
7.10 and all additional applicable provisions and requirements, if any, contained in Minn.
Stat. § 1613.335, as it may be amended, modified or replaced from time to time. Such
evidence shall include, but not be limited to, evidence that: (i) the predesign package
referred to in Section 7.10.13 has, if required, been reviewed by and received a favorable
recommendation from the Commissioner of Administration for the State of Minnesota, (ii)
the program plan and cost estimates referred to in Section 7.10.0 have, if required, received
a recommendation by the Chairs of the Minnesota State Senate Finance Committee and
Minnesota House of Representatives Ways and Means Committee, and (iii) the Chair and
Ranking Minority Member of the Minnesota House of Representatives Capital Investment
Committee and the Chair and Ranking Minority Member of the Minnesota Senate Capital
Investment Committee have, if required, been notified pursuant to Section 7.10.G.
N. No Event of Default under this Agreement or event which would constitute an
Event of Default but for the requirement that notice be given or that a period of grace or
time elapse shall have occurred and be continuing.
O. The Public Entity has supplied to the State Entity all other items that the State
Entity may reasonably require.
Article VII
MISCELLANEOUS
Section 7.01 Insurance. The Public Entity shall, upon acquisition of the ownership
interest delineated in Section 2.02, insure the Facility, if such exists, in an amount equal to the
full insurable value thereof (i) by self insuring under a program of self insurance legally adopted,
maintained and adequately funded by the Public Entity, or (ii) by way of builders risk insurance
and fire and extended coverage insurance with a deductible in an amount acceptable to the State
Entity under which the State Entity and the Public Entity are named as loss payees. If damages
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which are covered by such required insurance occur, then the Public Entity shall, at its sole
option and discretion, either: (y) use or cause the insurance proceeds to be used to fully or
partially repair such damage and to provide or cause to be provided whatever additional funds
that may be needed to fully or partially repair such damage, or (z) sell its ownership interest in
the damaged Facility and portion of the Real Property associated therewith in accordance with
the provisions contained in Section 4.01.
If the Public Entity elects to only partially repair such damage, then the portion of the
insurance proceeds not used for such repair shall be applied in accordance with the provisions
contained in Section 4.02 as if the Public Entity's ownership interest in the Real Property and
Facility had been sold, and such amounts shall be credited against the amounts due and owing
under Section 4.02 upon the ultimate sale of the Public Entity's ownership interest in the Real
Property and Facility. If the Public Entity elects to sell its ownership interest in the damaged
Facility and portion of the Real Property associated therewith, then such sale must occur within a
reasonable time period from the date the damage occurred and the cumulative sum of the
insurance proceeds plus the proceeds of such sale must be applied in accordance with the
provisions contained in Section 4.02, with the insurance proceeds being so applied within a
reasonable time period from the date they are received by the Public Entity.
The State Entity agrees to and will assign or pay over to the Public Entity all insurance
proceeds it receives so that the Public Entity can comply with the requirements that this Section
imposes thereon as to the use of such insurance proceeds.
If the Public Entity elects to maintain general comprehensive liability insurance regarding
the Real Property and, if applicable, Facility, then the Public Entity shall have the State Entity
named as an additional named insured therein.
The Public Entity may require a Counterparty to provide and maintain any or all of the
insurance required under this Section; provided that the Public Entity continues to be responsible
for the providing of such insurance in the event that the Counterparty fails to provide or maintain
such insurance.
At the written request of either the State Entity or the Commissioner of MMB, the Public
Entity shall promptly furnish to the requesting entity all written notices and all paid premium
receipts received by the Public Entity regarding the required insurance, or certificates of
insurance evidencing the existence of such required insurance.
If the Public Entity fails to provide and maintain the insurance required under this Section,
then the State Entity may, at its sole option and discretion, obtain and maintain insurance of an
equivalent nature, and any funds expended by the State Entity to obtain or maintain such
insurance shall be due and payable on demand by the State Entity and bear interest from the date
of advancement by the State Entity at a rate equal to the lesser of the maximum interest rate
allowed by law or 18% per annum based upon a 365 -day year. Provided, however, nothing
contained herein, including but not limited to this Section, shall require the State Entity to obtain
or maintain such insurance, and the State Entity's decision to not obtain or maintain such
insurance shall not lessen the Public Entity's duty to obtain and maintain such insurance.
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Section 7.02 Condemnation. If after the Public Entity has acquired the ownership
interest delineated in Section 2.02 all or any portion of the Real Property and, if applicable,
Facility is condemned to an extent that the Public Entity can no longer comply with the
provisions contained in Section 2.04, then the Public Entity shall, at its sole option and
discretion, either: (i) use or cause the condemnation proceeds to be used to acquire an interest in
additional real property needed for the Public Entity to continue to comply with the provisions
contained in Section 2.04 and, if applicable, to fully or partially restore the Facility, and to
provide or cause to be provided whatever additional funds that may be needed for such purposes,
or (ii) sell the remaining portion of its ownership interest in the Real Property and, if applicable,
Facility in accordance with the provisions contained in Section 4.01. Any condemnation
proceeds which are not used to acquire an interest in additional real property or to restore, if
applicable, the Facility shall be applied in accordance with the provisions contained in Section
4.02 as if the Public Entity's ownership interest in the Real Property and, if applicable, Facility
had been sold, and such amounts shall be credited against the amounts due and owing under
Section 4.02 upon the ultimate sale of the Public Entity's ownership interest in the remaining
Real Property and, if applicable, Facility. If the Public Entity elects to sell its ownership interest
in the portion of the Real Property and, if applicable, Facility that remains after the
condemnation, then such sale must occur within a reasonable time period from the date the
condemnation occurred and the cumulative sum of the condemnation proceeds plus the proceeds
of such sale must be applied in accordance with the provisions contained in Section 4.02, with
the condemnation proceeds being so applied within a reasonable time period from the date they
are received by the Public Entity.
As recipient of any of condemnation awards or proceeds referred to herein, the State Entity
agrees to and will disclaim, assign or pay over to the Public Entity all of such condemnation
awards or proceeds it receives so that the Public Entity can comply with the requirements that
this Section imposes upon the Public Entity as to the use of such condemnation awards or
proceeds.
Section 7.03 Use, Maintenance, Repair and Alterations. The Public Entity shall (i)
keep the Real Property and, if applicable, Facility, in good condition and repair, subject to
reasonable and ordinary wear and tear, (ii) complete promptly and in good and workmanlike
manner any building or other improvement which may be constructed on the Real Property and
promptly restore in like manner any portion of the Facility, if applicable, which may be damaged
or destroyed thereon and pay when due all claims for labor performed and materials furnished
therefor, (iii) comply with all laws, ordinances, regulations, requirements, covenants, conditions
and restrictions now or hereafter affecting the Real Property or, if applicable, Facility, or any part
thereof, or requiring any alterations or improvements thereto, (iv) keep and maintain abutting
grounds, sidewalks, roads, parking and landscape areas in good and neat order and repair, (v)
comply with the provisions of any Real Property/Facility Lease if the Public Entity's ownership
interest in the Real Property and, if applicable, Facility, is a leasehold interest, (vi) comply with
the provisions of any easement if its ownership interest in the Real Property and, if applicable,
Facility is by way of such easement, and (vii) comply with the provisions of any condominium
documents and any applicable reciprocal easement or operating agreements if the Real Property
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and, if applicable, Facility, is part of a condominium regime or is subject to a reciprocal easement
or use contract.
The Public Entity shall not, without the written consent of the State Entity and the
Commissioner of MMB, (a) permit or suffer the use of any of the Real Property or, if applicable,
Facility, for any purpose other than the purposes specified in Section 2.04, (b) remove, demolish
or substantially alter any of the Real Property or, if applicable, Facility, except such alterations as
may be required by laws, ordinances or regulations or such other alterations as may improve such
Real Property or, if applicable, Facility by increasing the value thereof or improving its ability to
be used to operate the State Program thereon or therein, (c) do any act or thing which would
unduly impair or depreciate the value of the Real Property or, if applicable, Facility, (d) abandon
the Real Property or, if applicable, Facility, (e) commit or permit any waste or deterioration of
the Real Property or, if applicable, Facility, (f) remove any fixtures or personal property from the
Real Property or, if applicable, Facility, that was paid for with the proceeds of the Program Grant
unless the same are immediately replaced with like property of at least equal value and utility, or
(g) commit, suffer or permit any act to be done in or upon the Real Property or, if applicable,
Facility, in violation of any law, ordinance or regulation.
If the Public Entity fails to maintain the Real Property and, if applicable, Facility in
accordance with the provisions contained in this Section, then the State Entity may perform
whatever acts and expend whatever funds that are necessary to so maintain the Real Property
and, if applicable, Facility and the Public Entity irrevocably authorizes and empowers the State
Entity to enter upon the Real Property and, if applicable, Facility, to perform such acts as may to
necessary to so maintain the Real Property and, if applicable, Facility. Any actions taken or
funds expended by the State Entity hereunder shall be at its sole option and discretion, and
nothing contained herein, including but not limited to this Section, shall require the State Entity
to take any action, incur any expense, or expend any funds, and the State Entity shall not be
responsible for or liable to the Public Entity or any other entity for any such acts that are
undertaken and performed in good faith and not in a negligent manner. Any funds expended by
the State Entity to perform such acts as may to necessary to so maintain the Real Property and, if
applicable, Facility shall be due and payable on demand by the State Entity and bear interest from
the date of advancement by the State Entity at a rate equal to the lesser of the maximum interest
rate allowed by law or 18% per annum based upon a 365 day year.
Section 7.04 Records Keeping and Reporting. The Public Entity shall maintain or
cause to be maintained books, records, documents and other evidence pertaining to the costs or
expenses associated with the Project and operation of the Real Property and, if applicable,
Facility needed to comply with the requirements contained in this Agreement, the G.O.
Compliance Legislation, the Commissioner's Order, and the State Program Enabling Legislation,
and upon request shall allow or cause the entity which is maintaining such items to allow the
State Entity, auditors for the State Entity, the Legislative Auditor for the State of Minnesota, or
the State Auditor for the State of Minnesota, to inspect, audit, copy, or abstract, all of such items.
The Public Entity shall use or cause the entity which is maintaining such items to use generally
accepted accounting principles in the maintenance of such items, and shall retain or cause to be
retained (i) all of such items that relate to the Project for a period of 6 years from the date that the
Project is fully completed and placed into operation, and (ii) all of such items that relate to the
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operation of the Real Property and, if applicable, Facility for a period of 6 years from the date
such operation is initiated.
Section 7.05 Inspections by State Entity. Upon reasonable request by the State Entity
and without interfering with the normal use of the Real Property and, if applicable, Facility, the
Public Entity shall allow, and will require any entity to whom it leases, subleases, or enters into a
Use Contract for any portion of the Real Property and, if applicable, Facility to allow the State
Entity to inspect the Real Property and, if applicable, Facility.
Section 7.06 Data Practices. The Public Entity agrees with respect to any data that it
possesses regarding the Program Grant, the Project, or the operation of the Real Property and, if
applicable, Facility, to comply with all of the provisions and restrictions contained in the
Minnesota Government Data Practices Act contained in Chapter 13 of the Minnesota Statutes
that exists as of the date of this Agreement and as such may subsequently be amended, modified
or replaced from time to time.
Section 7.07 Non -Discrimination. The Public Entity agrees to not engage in
discriminatory employment practices regarding the Project, or operation or management of the
Real Property and, if applicable, Facility, and it shall, with respect to such activities, fully comply
with all of the provisions contained in Chapters 363A and 181 of the Minnesota Statutes that
exist as of the date of this Agreement and as such may subsequently be amended, modified or
replaced from time to time.
Section 7.08 Worker's Compensation. The Public Entity agrees to comply with all of
the provisions relating to worker's compensation contained in Minn. Stat. §§ 176.181, subd. 2
and 176.182, as they may be amended, modified or replaced from time to time, with respect to
the Project and the operation or management of the Real Property and, if applicable, Facility.
Section 7.09 Antitrust Claims. The Public Entity hereby assigns to the State Entity and
the Commissioner of MMB all claims it may have for overcharges as to goods or services
provided with respect to the Project, and operation or management of the Real Property and, if
applicable, Facility that arise under the antitrust laws of the State of Minnesota or of the United
States of America.
Section 7.10 Review of Plans and Cost Estimates. The Public Entity agrees to comply
with all applicable provisions and requirements, if any, contained in Minn. Stat. § 1613.335, as it
may be amended, modified or replaced from time to time, for the Project, and in accordance
therewith the Public Entity agrees to comply with the following provisions and requirements if
such provisions and requirements are applicable.
A. The Public Entity shall provide all information that the State Entity may request
in order for the State Entity to determine that the Project will comply with the provisions
and requirements contained in Minn. Stat. § 1613.335, as it may be amended, modified or
replaced from time to time.
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B. Prior to its proceeding with design activities for the Project the Public Entity
shall prepare a predesign package and submit it to the Commissioner of Administration for
the State of Minnesota for review and comment. The predesign package must be sufficient
to define the purpose, scope, cost, and projected schedule for the Project, and must
demonstrate that the Project has been analyzed according to appropriate space and needs
standards. Any substantial changes to such predesign package must be submitted to the
Commissioner of Administration for the State of Minnesota for review and comment.
C. If the Project includes the construction of a new building, substantial addition to
an existing building, a substantial change to the interior configuration of an existing
building, or the acquisition of an interest in land, then the Public Entity shall not prepare
final plans and specifications until it has prepared a program plan and cost estimates for all
elements necessary to complete the Project and presented them to the Chairs of the
Minnesota State Senate Finance Committee and Minnesota House of Representatives Ways
and Means Committee and the chairs have made their recommendations, and it has notified
the Chair and Ranking Minority Member of the Minnesota House of Representatives
Capital Investment Committee and the Chair and Ranking Minority Member of the
Minnesota State Senate Capital Investment Committee. The program plan and cost
estimates must note any significant changes in the work to be performed on the Project, or
in its costs, which have arisen since the appropriation from the legislature for the Project
was enacted or which differ from any previous predesign submittal.
D. The Public Entity must notify the Chairs and Ranking Minority Members of the
Minnesota State Senate Finance and Capital Investment Committees, and the Minnesota
House of Representatives Capital Investment and Ways and Means Committees of any
significant changes to the program plan and cost estimates referred to in Section 7.10.C.
E. The program plan and cost estimates referred to in Section 7.10.0 must ensure
that the Project will comply with all applicable energy conservation standards contained in
law, including Minn. Stat. §§ 216C.19 to 216C.20, as they may be amended, modified or
replaced from time to time, and all rules adopted thereunder.
F. If any of the Program Grant is to be used for the construction or remodeling of
the Facility, then both the predesign package referred to in Section 7. 10.13 and the program
plan and cost estimates referred to in Section 7.10.0 must include provisions for cost-
effective information technology investments that will enable the occupant of the Facility to
reduce its need for office space, provide more of its services electronically, and decentralize
its operations.
G. If the Project does not involve the construction of a new building, substantial
addition to an existing building, substantial change to the interior configuration of an
existing building, or the acquisition of an interest in land, then prior to beginning work on
the Project the Public Entity shall just notify the Chairs and Ranking Minority Members of
the Minnesota State Senate Finance and Capital Investment Committees, and the Minnesota
House of Representatives Capital Investment and Ways and Means Committees that the
work to be performed is ready to begin.
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H. The Project must be: (i) substantially completed in accordance with the program
plan and cost estimates referred to in Section 7.10.C, (ii) completed in accordance with the
time schedule contained in the program plan referred to in Section 7.10.C, and (iii)
completed within the budgets contained in the cost estimates referred to in Section 7.10.C.
Provided, however, the provisions and requirements contained in this Section only apply to
public lands or buildings or other public improvements of a capital nature, and shall not apply to
the demolition or decommissioning of state assets, hazardous material projects, utility
infrastructure projects, environmental testing, parking lots, parking structures, park and ride
facilities, bus rapid transit stations, light rail lines, passenger rail projects, exterior lighting,
fencing, highway rest areas, truck stations, storage facilities not consisting primarily of offices or
heated work areas, roads, bridges, trails, pathways, campgrounds, athletic fields, dams,
floodwater retention systems, water access sites, harbors, sewer separation projects, water and
wastewater facilities, port development projects for which the Commissioner of Transportation
for the State of Minnesota has entered into an assistance agreement under Minn. Stat. § 457A.04,
as it may be amended, modified or replaced from time to time, ice centers, local government
projects with a construction cost of less than $1,500,000.00, or any other capital project with a
construction cost of less than $750,000.00.
Section 7.11 Prevailing Wages. The Public Entity agrees to comply with all of the
applicable provisions contained in Chapter 177 of the Minnesota Statutes, and specifically those
provisions contained in Minn. Stat. §§ 177.41 through 177.435, as they may be amended,
modified or replaced from time to time with respect to the Project and the operation of the State
Program on or in the Real Property and, if applicable, Facility. By agreeing to this provision, the
Public Entity is not acknowledging or agreeing that the cited provisions apply to the Project or
the operation of the State Program on or in the Real Property and, if applicable, Facility.
Section 7.12 Liability. The Public Entity and the State Entity agree that they will,
subject to any indemnifications provided herein, be responsible for their own acts and the results
thereof to the extent authorized by law, and they shall not be responsible for the acts of the other
party and the results thereof. The liability of the State Entity and the Commissioner of MMB is
governed by the provisions contained in Minn. Stat. § 3.736, as it may be amended, modified or
replaced from time to time. If the Public Entity is a "municipality" as such term is used in
Chapter 466 of the Minnesota Statutes that exists as of the date of this Agreement and as such
may subsequently be amended, modified or replaced from time to time, then the liability of the
Public Entity, including but not limited to the indemnification provided under Section 7.13, is
governed by the provisions contained in such Chapter 466.
Section 7.13 Indemnification by the Public Entity. The Public Entity shall bear all
loss, expense (including attorneys' fees), and damage in connection with the Project and
operation of the Real Property and, if applicable, Facility, and agrees to indemnify and hold
harmless the State Entity, the Commissioner of MMB, and the State of Minnesota, their agents,
servants and employees from all claims, demands and judgments made or recovered against the
State Entity, the Commissioner of MMB, and the State of Minnesota, their agents, servants and
employees, because of bodily injuries, including death at any time resulting therefrom, or
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because of damages to property of the State Entity, the Commissioner of MMB, or the State of
Minnesota, or others (including loss of use) from any cause whatsoever, arising out of, incidental
to, or in connection with the Project or operation of the Real Property and, if applicable, Facility,
whether or not due to any act of omission or commission, including negligence of the Public
Entity or any contractor or his or their employees, servants or agents, and whether or not due to
any act of omission or commission (excluding, however, negligence or breach of statutory duty)
of the State Entity, the Commissioner of MMB, or the State of Minnesota, their employees,
servants or agents.
The Public Entity further agrees to indemnify, save, and hold the State Entity, the
Commissioner of MMB, and the State of Minnesota, their agents and employees, harmless from
all claims arising out of, resulting from, or in any manner attributable to any violation by the
Public Entity, its officers, employees, or agents, or by any Counterparty, its officers, employees,
or agents, of any provision of the Minnesota Government Data Practices Act, including legal fees
and disbursements paid or incurred to enforce the provisions contained in Section 7.06.
The Public Entity's liability hereunder shall not be limited to the extent of insurance carried
by or provided by the Public Entity, or subject to any exclusions from coverage in any insurance
policy.
Section 7.14 Relationship of the Parties. Nothing contained in this Agreement is
intended or should be construed in any manner as creating or establishing the relationship of co-
partners or a joint venture between the Public Entity, the State Entity, or the Commissioner of
MMB, nor shall the Public Entity be considered or deemed to be an agent, representative, or
employee of the State Entity, the Commissioner of MMB, or the State of Minnesota in the
performance of this Agreement, the Project, or operation of the Real Property and, if applicable,
Facility.
The Public Entity represents that it has already or will secure or cause to be secured all
personnel required for the performance of this Agreement and the Project, and the operation and
maintenance of the Real Property and, if applicable, Facility. All personnel of the Public Entity
or other persons while engaging in the performance of this Agreement, the Project, or the
operation and maintenance of the Real Property and, if applicable, Facility shall not have any
contractual relationship with the State Entity, the Commissioner of MMB, or the State of
Minnesota, and shall not be considered employees of any of such entities. In addition, all claims
that may arise on behalf of said personnel or other persons out of employment or alleged
employment including, but not limited to, claims under the Workers' Compensation Act of the
State of Minnesota, claims of discrimination against the Public Entity, its officers, agents,
contractors, or employees shall in no way be the responsibility of the State Entity, the
Commissioner of MMB, or the State of Minnesota. Such personnel or other persons shall not
require nor be entitled to any compensation, rights or benefits of any kind whatsoever from the
State Entity, the Commissioner of MMB, or the State of Minnesota including, but not limited to,
tenure rights, medical and hospital care, sick and vacation leave, disability benefits, severance
pay and retirement benefits.
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Section 7.15 Notices. In addition to any notice required under applicable law to be given
in another manner, any notices required hereunder must be in writing and shall be sufficient if
personally served or sent by prepaid, registered, or certified mail (return receipt requested), to the
business address of the party to whom it is directed. Such business address shall be that address
specified below or such different address as may hereafter be specified, by either party by written
notice to the other:
To the Public Entity at:
«13»
«13»
13» , MN <<13>>
Attention: <<13>>
To the State Entity at:
«14»
«14»
«14» , MN <<14>>
Attention: <<14>>
To the Commissioner of MMB at:
Minnesota Department of Management and Budget
400 Centennial Office Bldg.
658 Cedar St.
St. Paul, MN 55155
Attention: Commissioner
Section 7.16 Binding Effect and Assignment or Modification. This Agreement and
the Declaration shall be binding upon and inure to the benefit of the Public Entity and the State
Entity, and their respective successors and assigns. Provided, however, that neither the Public
Entity nor the State Entity may assign any of its rights or obligations under this Agreement or the
Declaration without the prior written consent of the other party. No change or modification of
the terms or provisions of this Agreement or the Declaration shall be binding on either the Public
Entity or the State Entity unless such change or modification is in writing and signed by an
authorized official of the party or against which such change or modification is to be imposed.
Section 7.17 Waiver. Neither the failure by the Public Entity, the State Entity, or the
Commissioner of MMB, as a third party beneficiary of this Agreement, in any one or more
instances to insist upon the complete and total observance or performance of any term or
provision hereof, nor the failure of the Public Entity, the State Entity, or the Commissioner of
MMB, as a third party beneficiary of this Agreement, to exercise any right, privilege, or remedy
conferred hereunder or afforded by law shall be construed as waiving any breach of such term,
provision, or the right to exercise such right, privilege, or remedy thereafter. In addition, no
delay on the part of the Public Entity, the State Entity, or the Commissioner of MMB, as a third
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party beneficiary of this Agreement, in exercising any right or remedy hereunder shall operate as
a waiver thereof, nor shall any single or partial exercise of any right or remedy preclude other or
further exercise thereof or the exercise of any other right or remedy.
Section 7.18 Entire Agreement. This Agreement, the Declaration, and the documents,
if any, referred to and incorporated herein by reference embody the entire agreement between the
Public Entity and the State Entity, and there are no other agreements, either oral or written,
between the Public Entity and the State Entity on the subject matter hereof.
Section 7.19 Choice of Law and Venue. All matters relating to the validity,
construction, performance, or enforcement of this Agreement or the Declaration shall be
determined in accordance with the laws of the State of Minnesota. All legal actions initiated
with respect to or arising from any provision contained in this Agreement shall be initiated, filed
and venued in the State of Minnesota District Court located in the City of St. Paul, County of
Ramsey, State of Minnesota.
Section 7.20 Severability. If any provision of this Agreement is finally judged by any
court to be invalid, then the remaining provisions shall remain in full force and effect and they
shall be interpreted, performed, and enforced as if the invalid provision did not appear herein.
Section 7.21 Time of Essence. Time is of the essence with respect to all of the matters
contained in this Agreement.
Section 7.22 Counterparts. This Agreement may be executed in any number of
counterparts, each of which when so executed and delivered shall be an original, but such
counterparts shall together constitute one and the same instrument.
Section 7.23 Matching Funds. The Public Entity must obtain and supply the following
matching funds, if any, for the Project:
(If there are no matching funds requirements then insert the word "NONE".)
15»
Any matching funds which are intended to meet the above requirements must either be in the
form of (i) cash monies, (ii) legally binding commitments for money, or (iii) equivalent funds or
contributions, including equity, which have been or will be used to pay for the Project. The
Public Entity shall supply to the Commissioner of MMB whatever documentation the
Commissioner of MMB may request to substantiate the availability and source of any matching
funds, and the source and terms relating to all matching funds must be consented to, in writing,
by the Commissioner of MMB.
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Section 7.24 Source and Use of Funds. The Public Entity represents to the State Entity
and the Commissioner of MMB that Attachment III is intended to be and is a source and use of
funds statement showing the total cost of the Project and all of the funds that are available for the
completion of the Project, and that the information contained in such Attachment III correctly
and accurately delineates the following information.
A. The total cost of the Project detailing all of the major elements that make up
such total cost and how much of such total cost is attributed to each such major element.
B. The source of all funds needed to complete the Project broken down among the
following categories:
(i) State funds including the Program Grant, identifying the source and
amount of such funds.
(ii) Matching funds, identifying the source and amount of such funds.
(iii) Other funds supplied by the Public Entity, identifying the source and
amount of such funds.
(iv) Loans, identifying each such loan, the entity providing the loan, the
amount of each such loan, the terms and conditions of each such loan, and
all collateral pledged for repayment of each such loan.
(v) Other funds, identifying the source and amount of such funds.
C. Such other financial information that is needed to correctly reflect the total
funds available for the completion of the Project, the source of such funds and the expected
use of such funds.
Previously paid project expenses that are to be reimbursed and paid from proceeds of the
Program Grant may only be included as a source of funds and included in Attachment III if such
items have been approved, in writing, by the Commissioner of MMB.
If any of the funds included under the source of funds have conditions precedent to the
release of such funds, then the Public Entity must provide to the State Entity and the
Commissioner of MMB a detailed description of such conditions and what is being done to
satisfy such conditions.
The Public Entity shall also supply whatever other information and documentation that the
State Entity or the Commissioner of MMB may request to support or explain any of the
information contained in Attachment III.
The value of the Public Entity's ownership interest in the Real Property and, if applicable,
Facility should only be shown in Attachment III if such ownership interest is being acquired
and paid for with funds shown in such Attachment III, and for all other circumstances such
value should be shown in the definition for Ownership Value in Section 1.01 and not included in
such Attachment III.
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The funds shown in Attachment III and to be supplied for the Project may, subject to any
limitations contained in the State Program Enabling Legislation, be provided by either the Public
Entity or a Counterparty under a Use Contract.
Section 7.25 Third -Party Beneficiary. The State Program will benefit the State of
Minnesota and the provisions and requirements contained herein are for the benefit of both the
State Entity and the State of Minnesota. Therefore, the State of Minnesota, by and through its
Commissioner of MMB, is and shall be a third -party beneficiary of this Agreement.
Section 7.26 Public Entity Tasks. Any tasks that this Agreement imposes upon the
Public Entity may be performed by such other entity as the Public Entity may select or designate,
provided that the failure of such other entity to perform said tasks shall be deemed to be a failure
to perform by the Public Entity.
Section 7.27 State Entity and Commissioner Required Acts and Approvals. The
State Entity and the Commissioner of MMB shall not (i) perform any act herein required or
authorized by it in an unreasonable manner, (ii) unreasonably refuse to perform any act that it is
required to perform hereunder, or (iii) unreasonably refuse to provide or withhold any approval
that is required of it herein.
Section 7.28 Applicability to Real Property and Facility. This Agreement applies to
the Public Entity's ownership interest in the Real Property and if a Facility exists to the Facility.
The term "if applicable" appearing in conjunction with the term "Facility" is meant to indicate
that this Agreement will apply to a Facility if one exists, and if no Facility exists then this
Agreement will only apply to the Public Entity's ownership interest in the Real Property.
Section 7.29 E -Verification. The Public Entity agrees and acknowledges that it is aware
of Minn. Stat. § 16C.075 regarding e -verification of employment of all newly hired employees to
confirm that such employees are legally entitled to work in the United States, and that it will, if
and when applicable, fully comply with such statute and impose a similar requirement in any Use
Contract to which it is a party.
Section 7.30 Jobs Reporting Requirements. Pursuant to Minn. Stat. § 16A.633,
Subd. 4, the Public Entity shall collect, maintain and, upon completion of the Project, provide the
information indicated in Attachment V of this Agreement, to the Commissioner of MMB. The
information must include, but is not limited to, the following: the number and types of jobs
created by the Project, whether the jobs are new or retained, where the jobs are located and the
pay ranges of the jobs.
Section 7.31 Additional Requirements. The Public Entity and the State Entity agree to
comply with the following additional requirements. In the event of any conflict or inconsistency
between the following additional requirements and any other provisions or requirement contained
in this Agreement, the following additional requirements contained in this Section shall control.
(If there are no additional requirements then insert the word "NONE".)
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American -Made Steel. Minnesota Laws 2014, Chapter 294, Article 2, Section 22, requires
public entities receiving an appropriation of public money for a project in that act to ensure those
facilities are built with American-made steel, to the extent practicable. The Public Entity shall
comply with this requirement, and shall furnish any documentation pursuant thereto reasonably
requested by the State Entity.
«16»
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IN TESTIMONY HEREOF, the Public Entity and the State Entity have executed this
General Obligation Bond Proceeds Grant Agreement End Grant for the
«1» Project under the <<2>> Program on the day and date
indicated immediately below their respective signatures.
PUBLIC ENTITY:
«4» ,
a «5»
By:
«17»
Its: «18»
Dated:
And:
«19»
Its: <<20>>
Dated: ,
STATE ENTITY:
«5» ,
«21»
Its: <<22>>
Dated: ,
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Attachment I to Grant Agreement
State of Minnesota
General Obligation Bond Financed
DECLARATION
The undersigned has the following interest in the real property located in the County of
, State of Minnesota that is legally described in Exhibit A attached and all
facilities situated thereon (collectively, the "Restricted Property"):
(Check the appropriate box)
a fee simple title,
Fla lease, or
❑ an easement,
and as owner of such fee title, lease or easement, does hereby declare that such interest in the
Restricted Property is hereby made subject to the following restrictions and encumbrances:
A. The Restricted Property is bond financed property within the meaning of Minn. Stat. §
16A.695, is subject to the encumbrance created and requirements imposed by such
statute, and cannot be sold, mortgaged, encumbered or otherwise disposed of without
the approval of the Commissioner of Minnesota Management and Budget, which
approval must be evidenced by a written statement signed by said commissioner and
attached to the deed, mortgage, encumbrance or instrument used to sell or otherwise
dispose of the Restricted Property; and
B. The Restricted Property is subject to all of the terms, conditions, provisions, and
limitations contained in that certain flnsert title of the general obligation grant
ygreementl between and , dated ,
The Restricted Property shall remain subject to this State of Minnesota General Obligation Bond
Financed Declaration for 125% of the useful life of the Restricted Property or until the Restricted
Property is sold with the written approval of the Commissioner of Minnesota Management and
Budget, at which time it shall be released therefrom by way of a written release in recordable
form signed by both the Commissioner of flnsert the name of the State Entity that provided
the grant] and the Commissioner of Minnesota Management and Budget, and such written
release is recorded in the real estate records relating to the Restricted Property. This Declaration
may not be terminated, amended, or in any way modified without the specific written consent of
the Commissioner of Minnesota Management and Budget.
(SIGNATURE BLOCK, ACKNOWLEDGMENTS, AND STATEMENT AS TO WHOM IT
WAS DRAFTED BY.)
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Exhibit A to Declaration
LEGAL DESCRIPTION OF RESTRICTED PROPERTY
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Attachment II to Grant Agreement
LEGAL DESCRIPTION OF REAL PROPERTY
«23»
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Attachment III to Grant Agreement
SOURCE AND USE OF
FUNDS FOR THE PROJECT
Source of Funds
Use of Funds
Identift Source of Funds Amount
Identif Items
State G.O. Funds
.. .. .. .. .. .. ......... ...... .........
Ownership Acquisition
Program Grant $
.. .. .. .......
and Other Items Paid for
.. ... ......... ......... .........
with Program Grant Funds .......
Other State Funds
Purchase of Ownership
$
.. ..................................................................................
Interest
$
.. .. .... .. ..............................................................................
Other Items of a Capital
.. .. ....... ...............................................................................
$
Nature
Subtotal $
.. .. ....... .. ..............................................................................
Subtotal
Loans
L
4
TOTAL FUNDS $
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Subtotal
..................................................................................................................................................
..................................................................................................................................................
Items Paid for with
..................................................................................................................................................
Non -Program Grant Funds
Subtotal
TOTAL PROJECT COSTS $
Mi
Amount
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Attachment IV to Grant Agreement
GRANT APPLICATION
«24»
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Attachment V to Grant Agreement
JOBS REPORTING
(a) Pursuant to Minn. Stat. Sec. 16A.633, subd. 4, State Entity is required to report the
number of jobs created or retained by the Project. To enable State Entity to comply with Minn.
Stat. Sec. 16A.633, subd. 4, the Public Entity is required to report the number of jobs created or
retained by the Project to State Entity as set forth below.
(b) The Public Entity shall require all of its contractors to report the information below to
the Public Entity. The Public Entity shall then report to State Entity. Information can be recorded
by State Entity in an Excel document that can be downloaded into the report by Minnesota
Management and Budget. Each report must contain the following:
(1) The name of the Project.
(2) The State Entity's contract number, if applicable.
(3) Reporting period. The appropriate biennium is to be selected.
(4) The Agency Number. This will complete the next column with Agency
Name.
(5) Legal Citation for the Authorization.
(6) Department ID responsible for the Project.
(7) The Appropriation for the Project.
(8) The Appropriation Amount.
(9) Project Start Date.
(10) Project Completion Date.
(11) The County where the Project is located or, if it is located in more than
one county, where it is primarily located.
(12) Funding Source for Project. The selection will be Trunk Highway Bonds,
General Obligation Bonds or General Fund.
(13) Job Type. Jobs should be classified as either (i) engineering/professional,
(ii) construction, or (iii) other. Manager and supervisor jobs shall be
classified as category (i), (ii) or (iii) based on the nature of the work those
individuals spent the majority of their time overseeing.
(14) Hourly Wages. Jobs should be classified according to the hourly pay
ranges below. Overhead or indirect costs or the value of pensions or other
benefits should not be included in wages.
(i)
less than $10.00,
(ii)
$10.01 to $15.00,
(iii)
$15.01 to $20.00,
(iv)
$20.01 to $25.00,
(v)
$25.01 to $30.00,
(vi)
$30.01 to $35.00,
(vii)
$35.01 to $40.00, or
(viii)
more than $40.00.
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(15) Jobs.
a. Jobs should be classified as either (i) jobs created or (ii) jobs retained; they
will not be counted as both. A "job created" is a new position created and
filled, or an existing unfilled position that is filled, because of the Project.
A "job retained" means a job at a specific wage level that existed prior to
beginning the Project that would have been lost but for the Project. Only
jobs in Minnesota should be counted.
b. Jobs should be expressed in "full-time equivalents" (FTE). In calculating
an FTE, the number of hours worked during the Reporting Period should
be divided by 2,080 (the number of hours representing a full work
schedule in a Reporting Period). Jobs should be reported regardless of
when the Project or an individual's employment began or ended. Jobs are
to be calculated based on hours worked in the current Reporting Period
only, so that reporting is not cumulative.
Jobs should not be separated into full-time, part-time, temporary, seasonal,
etc. Instead, all hours should be totaled and converted into FTEs as
indicated above.
(c) Each contractor will report its workforce and the workforce of its subcontractors
active during the Reporting Period. This includes employees actively engaged in the Project who
work on the jobsite, in the Project office, in the home office or telecommute from home or other
alternative office location. This includes, but is not limited to, any engineering personnel,
inspectors, sampling and testing technicians, and lab technicians performing work directly in
support of the Project. This does not include material suppliers such as steel, culverts, guardrail
and tool suppliers. Only hours that relate to time spent on the Project should be reported.
(d) The Public Entity must incorporate these reporting requirements into its contracts
with its contractors (in part so that contractors can add the requirements to their contracts with
subcontractors and impose deadlines on reporting by subcontractors).
(e) To distinguish the jobs reported by contractors that were funded by the Grant, the
Public Entity must multiply the job numbers reported by each contractor in each category above
by the percentage of total Project costs funded by the Grant (e.g., if the Grant was 40% of total
Project costs, the Public Entity should multiply the jobs numbers given in each category by 40%
to arrive at the number of jobs funded by the Grant) and it is those numbers that should be
reported to State Entity.
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G12
CITY COUNCIL STAFF REPORT
Meeting Date October 28, 2019
REPORT TO: Melinda Coleman, City Manager
REPORT FROM: Steve Lukin, Fire Chief
PRESENTER: Steve Lukin, Fire Chief
AGENDA ITEM: Storage Lease Agreement with Century College for the Storage of One
Fire Truck
Action Requested: ✓ Motion ❑ Discussion ❑ Public Hearing
Form of Action: ❑ Resolution ❑ Ordinance ✓ Contract/Agreement ❑ Proclamation
Policy Issue:
The City of Maplewood needs to formally enter into a rental agreement with Century College for the
storage of a fire truck at old Station 4 for a six-month period.
Century College will compensate the Maplewood Fire Department in educational training credits,
valued at $1500.00.
Recommended Action:
Motion to approve rental agreement with Century College.
Fiscal Impact:
Is There a Fiscal Impact? ✓ No ❑ Yes, the true or estimated cost is $0.00
Financing source(s): ❑ Adopted Budget ❑ Budget Modification ❑ New Revenue Source
❑ Use of Reserves ❑ Other: n/a
Strategic Plan Relevance:
❑ Financial Sustainability ❑ Integrated Communication
❑ Operational Effectiveness ✓ Community Inclusiveness
❑ Targeted Redevelopment
❑ Infrastructure & Asset Mgmt.
Approving this agreement will continue to enhance the Department's strong partnership with
Century College.
Background
In Fall 2018, Century College purchased a used fire truck from the City of Maplewood to be used at
the EMTF for its fire education program.
Century College had a storage facility in place to store the truck over the winter. However, at the
last minute, this fell through and the storage is no longer available. Century College turned to the
Fire Department and asked for permission to store the fire truck at old Station 4 for a six-month
period over the winter.
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There is sufficient space at old Station 4 to allow Century College to temporarily store the fire truck.
In exchange, Century College has agreed to compensate the Fire Department with educational
training credits, valued at $1500.00.
Attachments
1. License Agreement Between Century College and the City for Vehicle Storage
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G12, Attachment 1
LICENSE AGREEMENT BETWEEN CENTURY COLLEGE
AND THE CITY OF MAPLEWOOD FOR VEHICLE STORAGE
IN CITY'S VACANT FIRE STATION
This License Agreement ("Agreement") is made and entered into this day of
, 2019, by and between the Board of Trustees of the Minnesota State Colleges
and Universities on behalf of Century College, Minnesota (the "College") and the city of
Maplewood, a Minnesota municipal corporation (the "City"). The College and the City may
hereinafter be referred to individually as a "party" or collectively as the "parties".
WHEREAS, The College owns a fire truck (the "Vehicle") and is in need of a facility to
store it on a temporary basis; and
WHEREAS, the City currently owns and maintains the real property located at 2501
Londin Lane East, Maplewood, MN 55119 (the "Property"); and
WHEREAS, the Property contains a heated building that was formerly used by the City
as a fire station (the "Building"); and
WHEREAS, although the City is actively trying to sell the Property, the College and the
City wish to enter into a licensing agreement whereby the College will be allowed to park and
store its Vehicle in the Building; and
WHEREAS, the City is willing to issue the College a license to use the Building for the
storage purposes described herein, provided such use is in accordance with the terms and
conditions of this Agreement.
NOW, THEREFORE, in consideration of the mutual promises contained in this
Agreement, the parties agree as follows:
Terms of License. The City hereby grants to the College a non-exclusive license to access
the Property and use the Building for the parking and storage of its Vehicle. The College may
only park and store its Vehicle inside of the Building and may not park or store its Vehicle
anywhere else on the Property. No other items aside from the Vehicle may be stored
anywhere on the Property or in the Building. The use of the Property and the Building by
the College, its officials, staff, agents, and/or contractors shall be solely for parking and
storing the Vehicle during the period beginning upon commencement of this Agreement
and continuing until this Agreement is terminated, as provided herein.
2. Access. The College shall have access to the Property and the Building 24 hours per day,
7 days per week. Only persons known to and authorized by the College shall be allowed to
access the Property and the Building.
618128v1MA745-3
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3. Compensation. As compensation for the use of the Property and Building for the purpose
specified herein, the College agrees to grant to the City credit of $1,500 towards courses
or training taken by City employees at the College.
4. Permissive Use. The College agrees that its use of the Property is with the City's
permission and is not open, continuous, notorious or in any other manner supportive of a
claim of adverse possession, prescriptive easement, or other entitlement to the Property.
The granting of this license shall not be construed as an expressed or implied abandonment
of all or any portion of the Property. The parties acknowledge that this Agreement is a
license to use the Property for the purposes described herein, and it is not a lease or
easement and does not confer any estate or interest in real property to the College.
5. Maintenance. The City agrees to keep the Building heated and incur all costs associated
thereto. The College shall be solely responsible for the placement and removal of the
Vehicle that it parks or stores on the Property pursuant to this Agreement. The College
shall also be solely responsible for returning any portions of the Property disturbed during
the parking and storing of its Vehicle to their original condition within 30 days following
termination of this Agreement.
6. Sale of Property. The City intends to sell the Property and may continue to list the Property
for sale during the term of this Agreement. The College agrees to ensure that its use of the
Property and the Building shall not interfere with the City's efforts to sell and market the
Property.
7. Termination. This Agreement shall terminate on April 30, 2020 or such earlier date as the
parties may agree. This Agreement shall also be deemed automatically terminated upon
transfer or sale of the Property by the City. The City shall notify the College of termination
as soon as reasonably possible after it learns that the Property is being sold or transferred.
8. Property Restoration. Within 30 days from termination of this Agreement, but in no event
later than the date of closing in the case of sale of the Property, the College shall be solely
responsible for removing its Vehicle from the Building and restoring any portion of the
Property disturbed by its use to at least the same condition the Property was in prior to the
College's use under this Agreement.
9. Indemnification. The College agrees to hold harmless, indemnify and defend the City, its
officials, employees, and agents against any and all claims, expenses, and liabilities
incurred, including reasonable attorneys' fees, arising out of, or in any way related to, the
acts or omissions of the College, its staff, agents, or contractors in using the Property and
the Building for the parking and storage of its Vehicle. This provision shall not be deemed
as a waiver of any statutory immunities or liability limits available to any party under law.
10. Insurance. The College shall, during the entire term of this Agreement, maintain in force
general liability insurance and automobile insurance covering the Vehicle being parked
2
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G12, Attachment 1
and stored in the Building. The City shall have no obligation to insure any vehicle owned
by the College, its officials, staff, agents, or contractors.
11. Disclaimer of Warranty. Aside from the Building being heated, the City makes no
representation or warranty as to the suitability of the Property or the Building for use by
the College and no such representation, warranty, or any other representations are made by
the City or shall be implied by operation of law or otherwise. The College accepts the
Property and the Building in an as -is, where -is condition with all faults, defects, and
deficiencies.
12. Non -Exclusive Use. The College acknowledges that the City has previously entered into a
similar licensing agreement with another entity for vehicle storage. The College's use of
the Building and the Property are not exclusive and the College agrees not to interfere with
the use of the Building and the Property by the other licensee.
13. Governing Law. The parties agree that the interpretation and construction of this
Agreement shall be governed by the laws of the State of Minnesota.
14. Entire Agreement. This Agreement contains the entire understanding of the parties
regarding the matters addressed herein. No modifications to this Agreement are effective
unless in writing and signed by all parties.
IN WITNESS WHEREOF, the parties have caused this Agreement to be duly executed as
of the day and year first above written.
MINNESOTA STATE COLLEGES AND
UNIVERSITIES
CENTURY COLLEGE
By:
Its
By:
Its
Date:
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CITY OF MAPLEWOOD:
itz
ME
Date:
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Marylee Abrams, Mayor
Melinda Coleman, City Manager
11
CITY COUNCIL STAFF REPORT
Meeting Date October 28, 2019
REPORT TO: Melinda Coleman, City Manager
REPORT FROM: Shann Finwall, AICP, Environmental Planner
Ellen Paulseth, Finance Director
PRESENTER: Jeff Thomson, Community Development Director
AGENDA ITEM: Recycling Cart Purchase Analysis
Action Requested: ❑ Motion ✓ Discussion ❑ Public Hearing
Form of Action: ❑ Resolution ❑ Ordinance ❑ Contract/Agreement ❑ Proclamation
Policy Issue:
On September 6, 2019, the City Council approved a 5-1/2 year contract with Tennis Sanitation for
single and multi -family residential curbside recycling. Under the new contract, the City is
considering purchasing recycling carts. The financial details and pros and cons to the recycling
program are outlined in this report.
Recommended Action:
Review and discuss the recycling cart purchase analysis. Staff recommends not to purchase
recycling carts.
Fiscal Impact:
Is There a Fiscal Impact? ❑ No ✓ Yes, the true or estimated cost is approximately $300,500 for
recycling carts.
Financing source(s): ❑ Adopted Budget ❑ Budget Modification ❑ New Revenue Source
❑ Use of Reserves ✓ Other: Recycling Fund
Strategic Plan Relevance:
❑ Financial Sustainability ❑ Integrated Communication ❑ Targeted Redevelopment
✓ Operational Effectiveness ❑ Community Inclusiveness ✓ Infrastructure & Asset Mgmt.
The City's recycling program creates operational effectiveness by protecting the public health and
safety, and promoting City cleanliness and livability. It is also an important component to the
City's green infrastructure - which purpose is to achieve a reduction in waste generated by using
best management practices to protect air quality, water quality, and natural resources.
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Background
Ramsey County Cart Grant Program
In 2015 Ramsey County set aside $3.5 million for the Ramsey County Cart Grant program. The
program was put in place to offer cost share grants to all cities in Ramsey County that wanted to
convert their recycling program from the collection of recyclables in bins to the collection of
recyclables in City -owned carts. The funding is available on a first-come, first-served basis and will
end when the funding is depleted. To date four cities have taken advantage of the cart grant
program (St. Paul, Shoreview, North Oaks, and North St. Paul) and there is $1.2 million remaining
in the fund.
Maplewood Conversion to Recycling Carts
Maplewood's 2014-2015 Recycling Contract with Tennis Sanitation outlined the conversion of the
City's recycling program to recycling carts. The contract included separate pricing for contractor -
supplied and City -owned recycling carts. The City Council considered the Ramsey County Cart
Grant opportunity at that time, but opted to convert the City's recycling program to contractor -
supplied recycling carts instead. As such, Tennis Sanitation rolled out 65 gallon recycling carts to
all single family residents and 95 gallon recycling carts to multi -family developments in 2015.
New Recycling Contract Rates
The new 5-1/2 year contract with Tennis Sanitation beginning January 1, 2020, for single and multi-
family curbside recycling also outlines recycling rates for contractor -supplied and City -owned carts
as follows:
1. Contractor -supplied recycling carts: $4 per household per month for any size cart in 2020, with
increases of $.25 per year, to $5.25 per household per month in 2025.
2. City -owned recycling carts: $4.50 per household per month for any size cart in 2020, with
increases of $.25 per year, to $5.75 per household per month in 2025. The cost for City -owned
carts would be reduced by $.10 if the City purchases carts through Tennis Sanitation's preferred
cart manufacturer (prices ranging from $4.40 to $5.65). Tennis Sanitation stated that the reason
for charging higher recycling rates for City -owned carts is due to the required cart management
for City -owned carts, which would require that they hire one full-time employee.
City -Owned Recycling Carts
The City received three quotes from cart manufacturing companies for the purchase of 11,970
recycling carts. Carts would be offered in three different sizes including 35, 65, and 95 gallon.
Based on the quotes received, the approximate cost for the carts, freight, and delivery to residents
would be $601,000. The Ramsey County Cart Grant would cover one-half the overall cost, or
approximately $300,500. The City could fund the purchase of recycling carts with existing
Recycling Fund reserves.
Recycling Cart Cost Analysis
City staff reviewed two recycling fund financial plan scenarios based on the new recycling contract
rates: one with the purchase of City -owned recycling carts and one with contractor -supplied
recycling carts.
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City -Owned Recycling Cart Cost Analysis
An increase in recycling rates by 90 percent for the first year of the contract, and 5 percent yearly
thereafter would be required to sustain this model. The additional cost of the carts to the consumer
would be $80.66 for the 5-1/2 year contract.
Contractor -Supplied Recycling Cart Cost Analysis
Households will save 50 cents per month with the existing contractor -supplied cart model. While
one of the arguments for City -owned recycling carts may be a better negotiating position in future
contracts, the City did not see that scenario play out in this Request for Proposal process. The City
can always choose to purchase carts at a later date if it appears that it will provide for an advantage
in negotiating future contracts or if there are additional grant funding opportunities during the
existing contract.
Pros and Cons of City -Owned Recycling Carts
Pros
1. Contract Pricing: Better recycling rate pricing in future recycling contracts. The cost of the
Contractor -supplied recycling carts does not have to be amortized for the life of the contract.
2. Aesthetics: Recycling and trash carts would be compatible, improving appearance and
consistency throughout the City.
3. Education and Branding: Ability to customize hot stamp markings, in mold education labels,
and City branding.
4. Ownership: Complete ownership of the cart fleet for both the trash and recycling programs.
5. Warranty: New ten-year warranty on the carts.
6. Future Pay as You Throw Program: More control over the future Pay as You Throw trash
hauling program by promoting larger recycling carts and smaller trash carts.
7. Ramsey County Cart Grant: Covers 50 percent of the cost of carts, freight, and cart delivery to
residents. This grant opportunity is a first-come, first -serve basis and future funding may not be
available.
8. New Contractors: It is easier to switch recycling contractors with City -owned carts.
Cons
1. Initial Cost of Carts and Replacements: The City would need to pay half the cost of the carts up
front ($300,500) and immediately begin setting aside a reserve of $650,000 for total
replacement of the carts in ten years once the warranty has expired.
2. Recycling Contract Rates: Tennis Sanitation will charge 50 cents per household per month
more if the City provides the carts (or 40 cents more if the City purchased carts through Tennis
Sanitation's preferred vendor), totaling approximately $93,606 per year, in addition to the cost of
the new carts.
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3. Recycling Fund Reserves: The initial purchase would significantly deplete the reserve in the
Recycling Fund, which would result in cash flow problems, bringing operating reserves down to
$122,000 or 8.35 percent of expenditures. The recommended operating reserve is $290,000 or
25 percent of expenditures. A 90 percent fee increase would be required in the first year to
maintain the minimum requirement for fund balance. If the City did not purchase the carts, the
recycling reserve can be used to mitigate the increase in recycling fees and to cover the
growing deficit in the trash cart fund.
4. Additional Costs to Residents: The rate increases required to sustain the City -owned recycling
cart model would cost each household $263.35 more over the contract period. This totals
$4,108,578 for all households in the community. This compares with a household increased
cost of $182.69 for the existing contractor -supplied cart model over the contract period, totaling
$2,850,136 for all households in the community. The City -owned cart model results in an
additional total cost of $1,258,442 for all households.
Recycling Cart Cost Analysis Summary
It is more cost effective to continue with the contractor -supplied recycling carts. This is due, in part,
to increased prices for City -owned carts as proposed by Tennis Sanitation in the new contract. In
addition, the City would be required to pay for one half the amount of the cart investment up front
and establish a financing plan for replacement of the carts.
The cost benefit analysis of owning carts during the term of the new contract (including the Ramsey
County grant) suggests continuing with the contractor -supplied cart model. This is due to the fact
that Tennis Sanitation has recycling carts in place and has offered the City better pricing to keep the
program status quo. The cost to the community for the City -owned carts during this contract period
exceeds $1,258,442 ($80.66 x 15,601 households).
City staff can monitor the Ramsey County recycling cart grant funding and entertain the City -owned
cart discussion again at a future point in time. The City can convert to owning carts at any time
during the contract period.
Attachments
1. Recycling Fund Analysis
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11, Attachment 1
Recycling Fund Analysis
Recycling Fee: The chart below illustrates the impact on the recycling fee with contractor -supplied carts
and City -owned carts for the 5.5 -year contract period. Our analysis includes ten years of data; however,
in the interest of clarity, the chart reflects only the contract period. The City -owned cart scenario has a
greater impact on the recycling fee during the contract period and for the foreseeable future. Because
the City would need to make a significant investment in carts up -front, establish a capital reserve account
for replacement carts, incorporate the significant increase in the hauler's contract, and replenish
operating reserves, a 90% increase in the recycling fee would be required in the first year, followed by a
5% increase in each year thereafter. In the contractor -supplied cart scenario, the City would leverage the
existing reserves to spread the hauler's increase over the first three years. No investment in carts or
capital reserve would be required.
Recycling Fee
$120.00 $107.96
$97.92 $102.82
$100.00 $80.56 $84.59 $88.82 $m�«
$80.00 ...... $92.03 $96.63
$60.00 $79.50
$83.48 $87.65
$42.4 $66.25
$40.00 $53.00
$42.40
$20.00
$0.00
f►�r1i n�'i�r��ri�r��i ��r�►�►��r�►�e�Zr�►k �►�r�►�•�Zf)�:
—Recycling Fee Contractor Carts {Recycling Fee City Carts
Impact on Community: During the contract period, the cost to all households in the community would be
$1,258,441 more with the City -owned cart model. Potential savings in future hauler's contracts with City -
owned carts was not assumed in our analysis, because of the difficulty in quantifying it with existing data.
Impact on Community for Contract Period
$4,108,578
$4,500,000 $2,850,136
$4,000,000
$3,500,000
$3,000,000
$2,500,000
$2,000,000
$1,500,000
$1,000,000
$500,000
$0
Recycling Fee Contractor Carts Recycling Fee City Carts
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CITY COUNCIL STAFF REPORT
Meeting Date October 28, 2019
REPORT TO: Melinda Coleman, City Manager
REPORT FROM: Michael Martin, AICP, Assistant Community Development Director
PRESENTER: Jeff Thomson, Community Development Director
AGENDA ITEM: Frost English Village, Commercial Retail Building, 1905 English Street
North
a. Conditional Use Permit Resolution
b. Lot Division
c. Design Review
Action Requested: ✓ Motion ❑ Discussion ❑ Public Hearing
Form of Action: ✓ Resolution ❑ Ordinance ❑ Contract/Agreement ❑ Proclamation
Policy Issue:
Sherman Associates is proposing to construct the third and final phase of its redevelopment of the
5.5 acre former Maplewood Bowl site. Phases one and two are complete and open. Phase one
included 50 units of multifamily housing and phase two comprises 107 units of independent senior
housing.
Phase three will be an 8,288 -square -foot commercial retail building located at 1905 English Street
North. The developer has also purchased the existing liquor store building at 1281 Frost Avenue.
The building at 1281 Frost is proposed to be demolished and the site incorporated into this new
project. To move forward with this project, the applicant needs city approval of a conditional use
permit, lot division, and design review.
Recommended Action:
a. Motion to approve the attached conditional use permit resolution for a drive-through window and
increased building setback within the mixed-use zoning district for a new commercial retail
building at 1905 English Street North.
b. Motion to approve the lot division request to combine the parcels located at 1281 Frost Avenue
East and 1905 English Street North. This lot division approval is subject to the following
conditions:
Prior to issuance of a certificate of occupancy for the new commercial building the following
must be submitted to staff for approval:
a. Proof that Ramsey County has recorded the lot division.
b. Copies of all executed and recorded parking and access easement agreements between
the three phases of Frost English Village.
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c. Motion to approve the design plans date-stamped October 1, 2019 for the 8,288 -square -foot
building to be constructed at 1905 English Street North. Approval is subject to the applicant
doing the following:
1. Repeat this review in two years if the city has not issued a building permit for this project.
2. All requirements of the fire marshal and building official must be met.
3. Meet all requirements in the engineering report dated October 4, 2019.
4. The applicant shall obtain all required permits from the Ramsey -Washington Metro
Watershed District.
5. All rooftop equipment shall be screened.
6. Prior to the issuance of a building permit, the applicant shall submit for staff approval the
following items:
a. A photometric plan meeting all code requirements.
b. Revised building elevations showing an increase of primary building materials and
decrease of secondary building materials as defined by the mixed use zoning district.
The revised building elevations must include an extension of brick at all pilasters to the
bottom of the parapet.
c. The applicant shall provide the city with a cash escrow or an irrevocable letter of credit
for all required exterior improvements. The amount shall be 150 percent of the cost of
the work.
d. Submit elevations for a trash and recycling enclosure.
e. Submit a revised site plan with a building setback of 20 feet from Frost Avenue.
7. The applicant shall complete the following before occupying the building:
a. Replace any property irons removed because of this construction.
b. Provide continuous concrete curb and gutter around the parking lot and driveways.
c. Install all required landscaping and an in -ground lawn irrigation system for all
landscaped areas.
d. Install all required outdoor lighting.
e. Install all required sidewalks and trails.
8. If any required work is not done, the city may allow temporary occupancy if:
a. The city determines that the work is not essential to the public health, safety or welfare.
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b. The above -required letter of credit or cash escrow is held by the City of Maplewood for
all required exterior improvements. The owner or contractor shall complete any
unfinished exterior improvements by June 1 of the following year if occupancy of the
building is in the fall or winter or within six weeks of occupancy of the building if
occupancy is in the spring or summer.
9. All work shall follow the approved plans. The director of community development may
approve minor changes.
Fiscal Impact:
Is There a Fiscal Impact? ✓ No ❑ Yes, the true or estimated cost is $0.
Financing source(s): ❑ Adopted Budget ❑ Budget Modification ❑ New Revenue Source
❑ Use of Reserves ❑ Other: N/A
Strategic Plan Relevance:
❑ Financial Sustainability ❑ Integrated Communication
✓ Operational Effectiveness ❑ Community Inclusiveness
❑ Targeted Redevelopment
❑ Infrastructure & Asset Mgmt.
The city deemed the applicant's application complete on October 1, 2019. The initial 60 -day review
deadline for a decision is November 30, 2019. As stated in Minnesota State Statute 15.99, the city
is allowed to take an additional 60 days if necessary to complete the review.
Background
Conditional Use Permit
Drive -Through
This site is zoned mixed use. Commercial and retail buildings are a permitted use in the mixed use
zoning district however the applicant is proposing a drive-through which requires a conditional use
permit. The drive-through is located on the east side of the building between the new building and
English Street. The applicant is proposing to screen the drive-through from the Frost English
intersection with the use of landscaping. The proposed drive-through will not have any adverse
effects on nearby residential units.
Parking Waiver
When phase two of the Frost English Village project was built, the applicant constructed 24 parking
spaces that were intended to serve as shared parking with the phase three commercial project. As
part of this new construction project the applicant is proposing to construct 44 additional new
parking spaces. These 44 new spaces satisfy the city's parking requirements for a commercial
building. For this project, code requires 42 parking spaces — one space for every 200 square feet of
building area.
The applicant is working to secure a cafe -type tenant for the east lease space. Cafes, restaurants
and coffee shops require one parking space for every 50 square feet of floor area availability to
customers. Using the example of the new Starbucks that recently opened at 2146 White Bear
Avenue there is 1,300 square feet of area available to customers meaning 26 parking spaces are
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required. Translating that to this new building, there would be 6,988 square feet of commercial
space still available for the potential cafe user — requiring an additional 35 spaces.
So for a building with one cafe -type user and other general commercial users the city would require
61 parking spaces. The proposed site plan with the new parking spaces would be short 17 spaces.
However, with the shared parking built for phase two and the new parking that is proposed to be
built with this project there will be 68 parking spaces available. Staff is comfortable with the
proposed site plan and parking under these general assumptions and is recommending the city
approve a parking waiver allowing shared parking between the second and third phases of Frost
English Village. Shared parking is consistent with the development strategies outlined in the
Gladstone Neighborhood Redevelopment Plan. Shared parking and access easement agreements
will be required to be executed with copies submitted to the city.
Increased Front Yard Setbacks
The mixed use zoning district has a maximum building setback of 10 feet. The city council may
increase maximum setbacks with approval of a conditional use permit. The conditional use permit
may only be approved if the applicant has demonstrated on its site plan that the intent of the mixed
use zoning district is being met.
Phase one of the Frost English Village development — the multi -family building to the west of this
proposed project — is setback 20 feet from Frost Avenue which meets code requirements. The
applicant wanted to have a consistent setback between the first and third phases which also allows
for a service sidewalk and landscaping to occur between the new building and the south property
line. As proposed, the building would be setback approximately 23 feet from the south property line.
Staff is recommending the site plan be revised so the building would be setback 20 feet from the
south property line.
Staff does believe even with an increased setback the intent of the mixed use zoning district is
being met. The building is attractively designed. An increased setback in this situation allows for
cohesion between this new phase and previous phases in the overall development.
Lot Division
As part of this project the developer is purchasing the liquor store and property directly west of the
site. The developer plans to demolish the existing liquor store building and incorporate the land into
this project. The applicant will need to combine the two lots into a single parcel. Maplewood code
allows this to occur administratively but staff is including this action with the other required
approvals for this project.
Desian Review
Site Plan
The phase three building will be constructed just northwest of the Frost and English intersection.
The building will front Frost Avenue with customers accessing the building on the north side. The
parking lot will also be on the north side of the building. No new access drives will be created with
this project. Customers accessing the new building will use the access points on English Street and
Frost Avenue that were installed during the first two phases of this overall development.
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Building Elevations
In the mixed use zoning district, exterior building walls adjacent to or visible from a public right-of-
way or public open space may not exceed 40 feet in width. New buildings of more than 40 feet in
width are allowed if the building wall is divided into smaller increments, between 20 and 40 feet in
width, through articulation of the fagade. Exterior building materials shall be classified primary,
secondary or accent material. Primary materials shall cover at least 60 percent of all fagades of a
building. Secondary materials may cover no more than 30 percent of all fagades of a building.
Accent materials may include door and window frames, lintels, cornices and other minor elements,
and may cover no more than ten percent of all fagades of a building. The community design review
board may consider exceptions to the above-mentioned design standards if they uphold the
integrity of the guidelines and result in an attractive, cohesive development design as intended by
ordinance.
The applicant worked to design the commercial building to be unified with the other two phases in
this development. The primary materials for proposed commercial building are brick, lap siding and
fiber cement panels. Rockface CMUs would be used for the foundation of the building. Code states
primary materials may be brick, stone or glass and again must be comprised of 60 percent of all
facades. Based on the applicant's plans 42 percent of the building's materials would meet this
requirement. Code also states that secondary materials may cover no more than 30 percent of all
fagades of a building. Secondary materials include stucco. The applicant's plan of using stucco
textured fiber cement panels on 35 percent of the building's elevations does not meet this code
requirement.
Staff believes the overall design of the building is attractive and fits in well with the other two
phases. However, the applicant should be required to submit revised building elevations showing
an increase of primary building materials and a decrease of secondary building materials.
Landscaping
The applicant is proposing to plant 14 new trees throughout the site as well as numerous shrubs,
perennials and grasses. The landscaping plan is attractively designed and meets all the
landscaping requirements of the mixed use zoning district.
Lighting
A photometric plan will be required to be submitted to staff ensuring code compliance.
Trash Enclosure
A trash and recycling enclosure will be built to the east of the building within the drive-through loop.
The applicant will be required to submit to staff elevations on the enclosure prior to its construction
to ensure color and building material compatibility with the building.
Gladstone Neighborhood Redevelopment Plan
The Gladstone Neighborhood Redevelopment Plan outlines nine guiding principles to
redevelopment in the area as follows:
1. Design the future of Gladstone as a village.
2. Transform regional trails into celebrated village corridors.
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3. Make Gladstone a compelling quality of life choice.
4. Weave natural systems and ecological function into the built and recreational environment.
5. Allow Gladstone's future to whisper the story of its past.
6. Make walkability the standard.
7. Think of Gladstone as a neighborhood for all stages of life.
8. Make the Gladstone redevelopment plan a model for others to follow.
9. Make multi -modal links between Gladstone and areas beyond.
The Gladstone Neighborhood Redevelopment Plan further outlines development strategies for
Frost Avenue North, which includes the former Maplewood Bowl site, as follows:
• Achieving a mix of neighborhood retail services fronting on Frost Avenue and English Street
• Incorporation of rainwater gardens, alternative pavement strategies, shared parking and
other techniques to minimize surface water runoff and provide for treatment of runoff.
• Incorporation of recycled building materials, roof top gardens, solar energy systems and
other sustainable building techniques that contribute to the educational and interpretive
vision of the Gladstone Savanna.
• Flexibility to accommodate the bowling alley use and other local neighborhood retail
businesses that desire to stay in the neighborhood.
• Redevelopment of the Frost Avenue North area has important financial relationships with
the remainder of the Gladstone Neighborhood. Actual implementation efforts should explore
ways that this project can provide financial resources to other parts of the master plan,
particularly the improvement of Flicek Park and Frost Avenue.
• Development may orient toward the regional trails rather than back up to them.
• Building heights should be "stepped back" from the street as they grow in height
Department Comments
Engineering
Please see Jon Jarosch's engineering report, dated October 4, 2019, attached to this report.
Building
From Dave Peterson — Building Official: Build per 2012 IBC, 2012 IMC, 2012 IFGC, 2014 NEC,
2012 Minnesota State Plumbing Code, 2015 Minnesota State Fire Code, MN 2015 Accessibility
code, MN1306, and 2015 Minnesota Building Code.
Demonstrate compliance with all the requirements of the 2012 Minnesota Energy Code Chapter
1323 Section C401.2. Mixing 2012 IECC provisions and ASHRAE Standard 90.1 to obtain
compliance is not an option. The following forms must be completed as submittals.
a. ASHRAE 90.1-2010 Building Envelope Compliance Documentation
b. ASHRAE 90.1-2010 HVAC Compliance Documentation
C. ASHRAE 90.1-2010 Service Water Heating Compliance Documentation
d. ASHRAE 90.1-2010 Lighting Compliance Documentation
e. Or COMCHECK
Special inspections required as per 2012 IBC Chapter 17. Complete supporting special inspection
schedule document and submit with plans.
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Plumbing plans shall be submitted to the State Plumbing Department for approval prior to the
issuance of a plumbing permit. St Paul water requires permits for water piping. Maplewood requires
permit for drain waste and vent.
Permits are required for building, plumbing, mechanical, electrical, fire alarm, and sprinklers.
Provide two sets of stamped and signed plans and one digital set.
Board and Commission Review
October 15, 2019: The community design review board (CDRB) reviewed this project and
recommended approval. The CDRB added a condition requiring additional brick be added to the
building — this is reflected in the conditions of approval.
October 15, 2019: The planning commission held a public hearing and reviewed this project and
recommended approval. There were no speakers during the public hearing.
Citizen Comments
Staff surveyed the 29 surrounding property owners within 500 feet of the proposed site for their
opinion about this proposal. Staff received one response — shown below.
1. We are excited to see new development coming into the area. However we are very concerned
of what type of retail stores that would be coming in. The existing businesses do not need more
competition, especially after the summer of road construction. (David Borchert, 1344 Frost
Avenue)
Reference Information
Site Description
Site Size: 1.24 acres (1905 English and 1281 Frost)
Existing Land Use: 1905 English — Vacant Land' 1281 Frost — Liquor Store
Surrounding Land Uses
North: Frost English Silver — senior housing building
South: Gladstone Savanna
East: Vacant Moose Lodge building — now owned by City of Maplewood
West: Frost English Village — multifamily housing
Planning
Existing Land Use: Mixed -Use — Neighborhood HD
Existing Zoning: Mixed Use (MU)
Past Actions
On January 22, 2014: the Metropolitan Council approved a livable communities demonstration
account (LCDA) grant request for the city of Maplewood for $1,900,000. This grant money was
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used for public infrastructure improvements along Frost Avenue and assisted the developer with the
purchase of the Maplewood Bowl site.
On April 13, 2015: The city council approved a conditional use permit, lot division and design review
requests, which were required for the four-story, multi -family building with 50 units phase one
project to move forward.
April 10, 2017: The city council approved a conditional use permit for an increased front yard
setback and a parking waiver for Phase two of the project. Phase two included 107 units of senior
housing.
Attachments
1. Conditional Use Permit Resolution
2. Overview Map
3. Land Use Map
4. Zoning Map
5. Site Plan
6. Landscape Plan
7. Building Elevations
8. Jon Jarosch's Engineering Report, dated October 4, 2019
9. Draft Community Design Review Board Minutes, October 15, 2019
10. Draft Planning Commission Minutes, October 15, 2019
11. Applicant's Plans (separate attachment)
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CONDITIONAL USE PERMIT RESOLUTION
WHEREAS, Shane LaFave, of Sherman Associates, has applied for a conditional use
permit for a commercial building with a drive-through, an increased front -yard setback and a parking
waiver in a MU (mixed use) district.
WHEREAS, Section 44-680 of the city ordinances requires a conditional use permit for
buildings with a drive-through and section 44-681 for buildings with an increased front yard setback
in a MU (mixed use) zoning district.
WHEREAS, this permit applies to the property located at 1905 English Street North. The
legal description of the property is:
Lot 3, Block 1, The Villages at Frost -English, Ramsey County, Minnesota.
WHEREAS, the history of this conditional use permit is as follows:
On October 15, 2019, 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 October 28, 2019, 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 the above-
described conditional use permit because:
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.
Packet Page Number 241 of 334
J1, Attachment 1
7. The use would not create excessive additional costs for public facilities or services.
8. The use would maximize the preservation of and incorporate the site's natural and
scenic features into the development design.
9. The use would cause minimal adverse environmental effects.
Approval is subject to the following conditions:
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 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. A drive-through is approved on the east elevation of the new commercial building. All
noise, lighting and sign code requirements must be met.
5. The phase three building is approved with an increased Frost Avenue front yard
setback which is not to exceed 20 feet.
6. A parking waiver of 17 spaces is allowed. This waiver also includes the approval of
the use of shared parking of 24 parking spaces that were built with the phase two
senior housing project.
7. Cross -access, maintenance and parking agreements between Phases 1, 2 and 3 are
required. A copy of all executed and recorded documents shall be submitted to the
city.
The Maplewood City Council this resolution on October 28, 2019
Packet Page Number 242 of 334
1905 English Street North
J1, Attachment 2
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Packet Page Number 243 of 334
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Packet Page Number 244 of 334
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J1, Attachment 8
Engineering Plan Review
PROJECT: Villages at Frost & English Phase III — 1955 English Street
PROJECT NO: 19-34
COMMENTS BY: Jon Jarosch, P.E. — Assistant City Engineer
DATE: 10-4-2019
PLAN SET: Engineering plans dated 9-20-2019
The applicant is proposing to construct Phase III, the final phase of the Villages at Frost and
English project. The applicant is requesting design approval for the Phase III site plan.
Stormwater management for Phase III is proposed to be accommodated via the use of an
underground storage and infiltration system. It appears from the stormwater management plan
submitted that the proposed improvements meet the City's stormwater standards.
This review does not constitute a final review of the plans, as the applicant will need to submit
construction documents for final review, along with ratified agreements, prior to issuing building
and grading permits.
The following are engineering review comments on the design and act as conditions prior to
issuing permits:
Drainage and Stormwater Management
1) The project shall be submitted to the Ramsey -Washington Metro Watershed District
(RWMWD) for review. All conditions of RWMWD shall be met.
2) The Owner shall sign a joint stormwater maintenance agreement, with the City and
RWMWD, for all storm water treatment devices (sumps, storm sewer, infiltration basins,
ponds, etc.).
Grading and Erosion Control
3) The infiltration basins, underground infiltration systems, and ponding areas shall be
protected from sedimentation throughout construction.
4) Inlet protection devices shall be installed on all existing and proposed onsite storm
sewer until all exposed soils are stabilized.
5) Public and private roads shall be swept as needed to keep the pavement clear of
sediment and construction debris.
Packet Page Number 251 of 334
J1, Attachment 8
6) All pedestrian facilities shall be ADA compliant.
7) A copy of the project SWPPP and NDPES Permit shall be submitted prior to the
issuance of a grading permit.
Sanitary Sewer and Water Service
8) Sanitary sewer service piping shall be schedule 40 PVC or SDR 35.
9) The proposed water service modifications are subject to the review and conditions of
Saint Paul Regional Water Services (SPRWS). The applicant shall submit plans and
specifications to SPRWS for review and meet all requirements they may have prior to
the issuance of a grading permit by the City
10) The applicant shall be responsible for paying any SAC, WAC, or PAC charges related to
the improvements proposed with this phase of the project. Appropriate fees shall be
charged during the permitting process.
Other
11) The applicant shall provide turning movement diagrams for the drive-thru along the east
side of the proposed building. This diagram shall confirm that the drive-thru layout is
navigable by the types of vehicles expected to utilize this facility.
12) The current layout creates a conflict between vehicles in the eastbound drive aisle and
vehicles seeking to enter the drive-thru from the north. The applicant shall address how
traffic will be controlled in this area to ensure the safety of the motoring public.
13) The plans shall be signed by a professional engineer currently licensed in the State of
Minnesota.
14) Agreements or easements between the three lots are necessary to address the
drainage, utilities, roads, and parking lots that cross lot lines within the proposed
development. These agreements shall detail the shared usage and responsibilities of
each lot as it pertains to these common amenities, including long-term maintenance. A
copy of these agreements shall be provided to the City of Maplewood.
15) With the high-density of residences directly adjacent to this property, it will be necessary
to provide a barrier (fencing) between the active project area and the adjacent
properties.
Packet Page Number 252 of 334
J1, Attachment 8
16) Any damage to the sidewalks or other public infrastructure adjacent to the site caused by
the proposed construction shall be repaired to equal or better condition at the owners
expense.
Public Works Permits
The following permits are required by the Public Works Department for this project. The
applicant should verify the need for other City permits with the Building Department.
17) Grading and erosion control permit
18) Sanitary Sewer Service Permit
19) Storm Sewer Permit
- END COMMENTS -
Packet Page Number 253 of 334
J1, Attachment 9
DRAFT
MINUTES OF THE MAPLEWOOD COMMUNITY DESIGN REVIEW BOARD
1830 COUNTY ROAD B EAST, MAPLEWOOD, MINNESOTA
TUESDAY, OCTOBER, 2019
5:30 P.M.
E. NEW BUSINESS
3. Design Review, Frost English Village, Commercial Retail Building, 1905
English Street North
i. Assistant Community Development Director, Michael Martin gave the report
on the design review for Frost English Village, Commercial Retail Building,
1905 English Street North and answered questions of the board.
ii. Shane LaFave, Sherman Associates, 233 Park Avenue, Minneapolis,
addressed the board.
iii. Collin Kaas, Kaas-Wilson Architects, 1301 American Boulevard East,
Bloomington, addressed the board.
Boardmember Shankar moved to approve the design plans date-stamped October 1,
2019 for the 8.288-sauare-foot buildina to be constructed at 1905 Enalish Street North
ADDroval is subiect to the aaDlicant doina the followina: (chanaes to the staff
conditions are in bold and underlined)
1. Repeat this review in two years if the city has not issued a building permit for this
project.
2. All requirements of the fire marshal and building official must be met.
3. Meet all requirements in the engineering report, dated October 4, 2019.
4. The applicant shall obtain all required permits from the Ramsey -Washington Metro
Watershed District.
5. Prior to the issuance of a building permit, the applicant shall submit for staff approval
the following items:
a. A photometric plan meeting all code requirements.
b. Revised building elevations showing an increase of primary building materials
and decrease of secondary building materials as defined by the mixed use
zoning district. The applicant shall show the building with an extension of
brick at all pilasters to the bottom of the parapet.
c. The applicant shall provide the city with a cash escrow or an irrevocable letter of
credit for all required exterior improvements. The amount shall be 150 percent of
the cost of the work.
d. Submit elevations for a trash and recycling enclosure.
6. The applicant shall complete the following before occupying the building:
Packet Page Number 254 of 334
J1, Attachment 9
a. Replace any property irons removed because of this construction.
b. Provide continuous concrete curb and gutter around the parking lot and
driveways.
c. Install all required landscaping and an in -ground lawn irrigation system for all
landscaped areas.
d. Install all required outdoor lighting.
e. Install all required sidewalks and trails.
7. If any required work is not done, the city may allow temporary occupancy if:
a. The city determines that the work is not essential to the public health, safety or
welfare.
b. The above -required letter of credit or cash escrow is held by the City of
Maplewood for all required exterior improvements. The owner or contractor shall
complete any unfinished exterior improvements by June 1 of the following year if
occupancy of the building is in the fall or winter or within six weeks of occupancy
of the building if occupancy is in the spring or winter.
8. All work shall follow the approved plans. The director of community development
may approve minor changes.
9. The setback of the building shall be 20 feet.
Seconded by Boardmember Thompson. Ayes — All
The motion passed.
Packet Page Number 255 of 334
J1, Attachment 10
DRAFT
MINUTES OF THE MAPLEWOOD PLANNING COMMISSION
1830 COUNTY ROAD B EAST, MAPLEWOOD, MINNESOTA
TUESDAY, OCTOBER 15, 2019
7:00 P.M.
E. PUBLIC HEARING
2. 7:00 p.m. or later: Frost English Village, Commercial Retail Building, 1905
English Street North
a. Conditional Use Permit Resolution
b. Lot Division
i. Assistant Community Development Director, Michael Martin gave the report
on Frost English Village, Commercial Retail Building, 1905 English Street
North and answered questions of the board.
ii. Applicant, Shane LaFave, Sherman Associates, 233 Park Avenue,
Minneapolis, addressed and answered questions of the commission.
Chairperson Arbuckle opened the public hearing.
Chairperson Arbuckle closed the public hearing.
Nobody came forward to address the commission.
a. Commissioner Kempe moved to approve the attached conditional use permit
resolution for a drive-throuah window and increased buildina setback within the
mixed-use zoning district for a new commercial retail building at 1905 English Street
North.
Seconded by Commissioner Eads. Ayes - All
The motion passed.
b. Commissioner Kempe moved to approve the lot division request to combine the
parcels located at 1281 Frost Avenue East and 1905 English Street North. This lot
division approval is subject to the following conditions:
1. Prior to issuance of a certificate of occupancy for the new commercial building
the following must be submitted to staff for approval:
a. Proof that Ramsey County has recorded the lot division.
b. Copies of all executed and recorded parking and access easement
agreements between the three phases of Frost English Village.
Seconded by Commissioner Dahm. Ayes — All
The motion passed.
This will go to the city council on October 28, 2019.
Packet Page Number 256 of 334
J2
CITY COUNCIL STAFF REPORT
Meeting Date October 28, 2019
REPORT TO: Melinda Coleman, City Manager
REPORT FROM: Michael Martin, AICP, Assistant Community Development Director
PRESENTER: Jeff Thomson, Community Development Director
AGENDA ITEM: Carver Elementary School Addition and Remodel, 2680 Upper Afton Road
East
a. Conditional Use Permit Amendment Resolution
b. Design Review
Action Requested: ✓ Motion ❑ Discussion ❑ Public Hearing
Form of Action: ✓ Resolution ❑ Ordinance ❑ Contract/Agreement ❑ Proclamation
Policy Issue:
Independent School District 622 is proposing to construct a new three-story academic wing that will
accommodate a larger student population at Carver Elementary, which is located at 2680 Upper
Afton Road East. In addition to creating flexible functional teaching spaces on the interior, the
project emphasizes improving the exterior face of the building. To move forward with this project,
the applicant needs city council approval of a conditional use permit amendment and design review.
Recommended Action:
a. Motion to approve the attached conditional use permit amendment resolution for a school in the
farm residential zoning district for a building addition and remodel to Carver Elementary School
located at 2680 Upper Afton Road East.
b. Motion to approve the design plans date-stamped October 1, 2019 for the building addition and
remodel to be constructed at 2680 Upper Afton Road East. Approval is subject to the applicant
doing the following:
1. Repeat this review in two years if the city has not issued a building permit for this project.
2. All requirements of the fire marshal and building official must be met.
3. Meet all requirements in the engineering report dated October 4, 2019.
4. Meet all requirements in the environmental report dated October 14, 2019.
5. The applicant shall obtain all required permits from the Ramsey -Washington Metro
Watershed District.
6. All rooftop equipment shall be screened.
Packet Page Number 257 of 334
J2
7. Prior to the issuance of a building permit, the applicant shall submit for staff approval the
following items:
a. Elevations for a trash and recycling enclosure.
b. Revised site plan showing an 8 -foot -wide trail from the parking lot north of the building to
the playground south of the building
c. The applicant shall provide the city with a cash escrow or an irrevocable letter of credit
for all required exterior improvements. The amount shall be 150 percent of the cost of
the work.
8. The applicant shall complete the following before occupying the building:
a. Replace any property irons removed because of this construction.
b. Provide continuous concrete curb and gutter around the parking lot and driveways.
c. Install all required landscaping and an in -ground lawn irrigation system for all
landscaped areas.
d. Install all required outdoor lighting.
e. Install all required sidewalks and trails.
9. If any required work is not done, the city may allow temporary occupancy if:
a. The city determines that the work is not essential to the public health, safety or welfare.
b. The above -required letter of credit or cash escrow is held by the City of Maplewood for
all required exterior improvements. The owner or contractor shall complete any
unfinished exterior improvements by June 1 of the following year if occupancy of the
building is in the fall or winter or within six weeks of occupancy of the building if
occupancy is in the spring or summer.
10. All work shall follow the approved plans. The director of community development may
approve minor changes.
Fiscal Impact:
Is There a Fiscal Impact? ✓ No ❑ Yes, the true or estimated cost is $0.
Financing source(s): ❑ Adopted Budget ❑ Budget Modification ❑ New Revenue Source
❑ Use of Reserves ❑ Other: N/A
Strategic Plan Relevance:
❑ Financial Sustainability ❑ Integrated Communication ❑ Targeted Redevelopment
✓ Operational Effectiveness ❑ Community Inclusiveness ❑ Infrastructure & Asset Mgmt.
Packet Page Number 258 of 334
J2
The city deemed the applicant's application complete on October 1, 2019. The initial 60 -day review
deadline for a decision is November 30, 2019. As stated in Minnesota State Statute 15.99, the city
is allowed to take an additional 60 days if necessary to complete the review.
Background
Conditional Use Permit
Section 44-1092 of the city code permits schools to be located within any zoning district with an
approved conditional use permit. The site currently has an approved conditional use permit that will
need to be amended as part of this project. The use of the property will not be changing. The
addition and remodel will allow for more students to attend this school but there are no concerns
from staff about the ability of the site to absorb these increases.
Design Review
Site Plan
The existing school site has three access drives to Upper Afton Road East. The proposed project
will maintain three access drives but they will be spread more along the north property line of the
site. The west two access drives will be for parent drop-off and parking, and the east access will be
for bus traffic and additional parking. This project will completely separate parent traffic from bus
traffic. All drive lane and parking lot setbacks will be met.
A portion of the existing building extending towards the north boundary of the site will be removed
and the remaining area of the building will be expanded towards the southwest portions of the site.
All playground areas will be located to the south of the building. The fire department will be
requiring a trail be extended from the parent parking lot to the playground area that can double as
ambulance access.
Building Elevations
Carver Elementary School's existing structure is masonry with steel framing. The roof of the
building is a metal deck with insulation and a built-up system. The building's interior construction is
masonry and light gauge steel framed walls. The building has an aluminum window system.
The new exterior building elevations include insulated precast concrete panels down to cast -in-
place concrete footings, a cast -in-place insulated concrete foundation wall, curtain wall glazing,
canopies made of steel framing clad with a fiber cement panel system, and a fully adhered synthetic
rubber roofing system.
Parking
The existing site has 90 parking spaces. With this project 34 more spaces will be added bringing
the overall parking for this site to 124 spaces. Bus traffic will not affect the parking areas. City code
states schools must have a minimum of one space for every 20 auditorium seats — the parking
being provided well exceeds this requirement.
Packet Page Number 259 of 334
J2
Landscaping
According to the applicant, landscaping for the site will enhance site safety while complementing
the education experience and building aesthetic. Effort was taken to establish a layout that
maximized the preservation of existing trees throughout the parcel, in particular along Upper Afton
Road East and along the property lines. New landscaping will feature hardy, low -maintenance
species that provide year-round interest. Landscaping will also be used to ensure that stormwater
areas are both functional and attractive. All landscaping will meet the requirements of the city and
irrigation will be provided for all new planted and turf areas.
The applicant is proposing to remove 48 trees and will be planting 116 new trees. The city's tree
replacement requirements are being met. In addition to the trees, 356 shrubs will be planted
throughout the site.
Lighting
The applicant's submitted photometric plan meets the city's requirements in terms of light intensity.
The proposed light poles would be 27 feet in height. The code maximum is 25 feet. Code also
states "the community design review board may allow taller light poles as part of a design review for
nonresidential development, based on appropriateness for a specific proposal. " Staff is comfortable
with allowing the taller poles as to provide the required lighting to the site for security and as they do
not impact any neighboring properties negatively.
Trash Enclosure
The site plan shows trash and recycling to be stored on the east site of the building. These
receptacles will need to be placed in an enclosure or screened from neighboring properties.
Department Comments
Engineering
Please see Jon Jarosch's engineering report, dated October 4, 2019, attached to this report.
Building
From Dave Peterson — Building Official: Build per 2012 IBC, 2012 IMC, 2012 IFGC, 2014 NEC,
2012 Minnesota State Plumbing Code, 2015 Minnesota State Fire Code, MN 2015 Accessibility
code, MN1306, and 2015 Minnesota Building Code.
Demonstrate compliance with all the requirements of the 2012 Minnesota Energy Code Chapter
1323 Section C401.2. Mixing 2012 IECC provisions and ASHRAE Standard 90.1 to obtain
compliance is not an option. The following forms must be completed as submittals.
a. ASHRAE 90.1-2010 Building Envelope Compliance Documentation
b. ASHRAE 90.1-2010 HVAC Compliance Documentation
C. ASHRAE 90.1-2010 Service Water Heating Compliance Documentation
d. ASHRAE 90.1-2010 Lighting Compliance Documentation
e. Or COMCHECK
Packet Page Number 260 of 334
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Special inspections required as per 2012 IBC Chapter 17. Complete supporting special inspection
schedule document and submit with plans.
Plumbing plans shall be submitted to the State Plumbing Department for approval prior to the
issuance of a plumbing permit. St Paul water requires permits for water piping. Maplewood requires
permit for drain waste and vent.
Permits are required for building, plumbing, mechanical, electrical, fire alarm, and sprinklers.
Provide two sets of stamped and signed plans and one digital set.
Board and Commission Review
October 15, 2019: The community design review board reviewed this project and recommended
approval.
October 15, 2019: The planning commission held a public hearing and reviewed this project and
recommended approval. There were no speakers during the public hearing.
Citizen Comments
Staff surveyed the 52 surrounding property owners within 500 feet of the proposed site for their
opinion about this proposal. Staff received two responses — all shown below.
1. As long as my property taxes don't go up. I don't care what you do. Although it really don't
matter what we think. You're going to do what you want anyway. So why bother asking us what
we want. (Edward and Kim Schroepfer, 22 Mayhill Road)
2. The sidewalk along the fence line of the school on Upper Afton should also be improved. It
tends to flood frequently and then ices over in the cold weather. Very dangerous for the children
walking to and from school. (Michael and Debra Dragich, 2615 Upper Afton Road)
Reference Information
Site Description
Site Size: 9.55 acres
Existing Land Use: Elementary school
Surrounding Land Uses
North: Single-family homes
South: Ramsey County open space
East: Ramsey County open space
West: Medical office building and church
Planning
Existing Land Use: Institutional
Existing Zoning: Farm Residential (F)
Past Actions
Packet Page Number 261 of 334
J2
March 27, 1995: The city council approved a conditional use permit to expand the school.
October 12, 1998: The city council approved an amendment approving an addition of a parking lot
on the east side of the school building.
May 22, 2000: The city council approved a conditional use permit amendment to relocate the hard -
surfaced outdoor basketball court area and the pea -graveled play area that are behind the building
to the front, just west of the existing parking lot.
Attachments
1. Conditional Use Permit Resolution
2. Overview Map
3. Land Use Map
4. Zoning Map
5. Applicant's Narrative
6. Site Plan
7. Landscape Plan
8. Building Elevations
9. Jon Jarosch's Engineering Report, dated October 4, 2019
10. Shann Finwall, Environmental Report, dated October 14, 2019
11. Draft Community Design Review Board Minutes, October 15, 2019
12. Draft Planning Commission Minutes, October 15, 2019
13. Applicant's Plans (separate attachment)
Packet Page Number 262 of 334
J2, Attachment 1
CONDITIONAL USE PERMIT AMENDMENT RESOLUTION
WHEREAS, Independent School District No. 622 is requesting that the City of Maplewood
approve an amendment to its conditional use permit to allow a building addition and site plan
changes.
WHEREAS, this permit applies to the property located at 2680 Upper Afton Road. The legal
description of the property is:
Beginning at a point twenty (20) rods west of the Northeast comer of the North Half of the
Southeast Quarter (N'/2 of the SE 114) of Section One (1), Township twenty eight (28), Range
Twenty two (22); thence South forty (40) rods; thence West forty (40) rods; thence North
forty (40) rods; thence East forty (40) rods to the point of beginning. (PIN 1-28-22-41-0005)
WHEREAS, the history of this conditional use permit is as follows:
On October 15, 2019, 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 October 28, 2019, 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 the above-
described conditional use permit because:
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.
Packet Page Number 263 of 334
J2, Attachment 1
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 (additions are underlined and deletions are crossed
out):
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1. The city council shall review this permit in one year.
2. All construction shall follow the design plans approved by the city and date-stamped
October 1, 2019. The director of community development may approve minor changes.
3. The proposed construction must be started within one year of council approval or the permit
shall end. The council may extend this deadline for one year.
4. Comply with all city ordinance requirements for signage.
The Maplewood City Council this resolution on October 28, 2019.
Packet Page Number 264 of 334
2680 Upper Afton Road
J2, Attachment 2
W 1v =City of Maplewood September 19, 2019
Maplewood
Packet Page Number 265 of 334
2680 Upper Afton Road J2, Attachment 3
W V --r =City of Maplewood September 19, 2019
Maplewood
Packet Page Number 266 of 334
�. 2680 Upper Afton Road
City of Maplewood
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0 490
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Source: City of Maplewood, Ramsey Count
J2, Attachment 4
September 19, 2019
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Project Narrative
Architecture
Carver Elementary School was originally built in 1958. There have been improvements to the school since the original construction
including two large additions in 1960 and 1996, and one smaller addition in 2000. The existing academic wing is a walk -out style two
story double loaded wing. The current project will replace the academic wing with a three-story wing that will accommodate a larger
student population, while placing emphasis on the student/teaching experience. The new construction area also includes Special
Education Rooms, STEM Classrooms, Administration, staff and student Toilets, Secure Entry provisions and the new Cafeteria/Food
Services areas. The existing portions of the building to remain include the existing Gymnasium and the Southeast wing to serve as the
Pre -Kindergarten classrooms. The existing courtyard is to be infilled providing the new Music teaching spaces. In addition to creating
flexible functional teaching spaces on the interior, the project emphasizes improving the exterior face of the building.
Carver Elementary School's existing structure is masonry with steel framing. The roof of the building is a metal deck with insulation
and a built-up system. The building's interior construction is masonry and light gauge steel framed walls. The building has an aluminum
window system. The new exterior envelope/structure includes insulated precast concrete panels down to cast -in-place concrete
footings, a cast -in-place insulated concrete foundation wall, curtain wall glazing, canopies made of steel framing clad with a fiber
cement panel system, and a fully adhered EPDM roof system.
Civil and Landscape
Introduction
The site layout and design approach for Carver Elementary School seeks to improve safety and circulation while preserving and
protecting as much of the existing tree coverage and landscaping as possible throughout the site. The focus for the circulation of the
site is to separate the student drop-off, parking areas, and bus loading to improve pedestrian safety. Paths and walkways will be
added for circulation throughout the site as well as connections to the surrounding neighborhoods and adjacent Battle Creek
Regional Park.
The site improvements encompass the area surrounding the existing building and proposed building additions. The staff, visitor, and
accessible parking stalls are located north of the building in two separate lots for better control and pedestrian safety. The bus
loading and delivery/receiving area will be located on the east side of the site with a driveway entrance from Upper Afton Road that
also provides access to the staff parking lot. The student drop-off loop is accessed through a driveway entrance off Upper Afton
Road towards the west side of the site, which also is used for access to the visitor parking lot. Another driveway access off Upper
Afton Road provides a second access to the visitor parking lot. The existing playground equipment will be relocated from the
northwest corner of the site to the south side of the building. The existing hard surface play area on the south side of the building
will be removed to accommodate a building addition and the south end of the new bus loading pavement area will be utilized for
hard surface play area.
Earthwork and Site Soils
A geotechnical exploration had been conducted, and the report and recommendations will be used to determine the required
subgrade preparation for building additions, pavement, and turf areas. The intent is to use existing topsoil for all planting soil in tree,
shrub, and perennial areas. If the existing topsoil does not meet requirements for planting, imported planting soil will be used
meeting standard best practices.
Site Utilities and Stormwater Management
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The site utility scope will include rerouting and extending the existing water and fire services to the east building addition, along with
a new sanitary service. Storm sewer catch basins, manholes, and piping will be installed throughout the site to capture and route
runoff from rainfall events and snowmelt to stormwater treatment areas and the surrounding storm sewer infrastructure.
The preliminary stormwater management approach for the site consists of two surface stormwater treatment basins located on the
west side of the site to capture runoff from impervious surfaces, generally located near paved areas to maximize their effectiveness
in improving stormwater quality. The basins include a bioretention soil layer at the basin bottom to filter pollutants before entering
a drain tile that connects to the nearby storm sewer system. An underground pipe gallery will be installed below the parking lot in
the northeast corner of the site since the subgrade soils are suitable for infiltration, with an overflow connection to the City storm
sewer to bypass large storm events. The design will meet the stormwater management requirements of the City of Maplewood,
Ramsey -Washington Metro Watershed District (RWMWD), and NPDES/SDS General Stormwater Permit.
Landscaping
Landscaping for the site will enhance site safety while complementing the education experience and building aesthetic. Effort was
taken to establish a layout that maximized the preservation of existing trees throughout the parcel, in particular along Upper Afton
Road East and along the property lines. New landscaping will feature hardy, low -maintenance species that provide year-round
interest. Landscaping will also be used to ensure that stormwater areas are both functional and attractive. All landscaping will meet
the requirements of the City of Maplewood and irrigation will be provided for all new planted and turf areas.
Electrical, Communication, Life Safety & Security
Introduction
The following description of Electrical and Technology design elements reflects the design team's approach to the conceptual design
vision, and material and equipment standards set forth by the project team.
The overall project scope of work for electrical and technology is intended to replace all existing systems and distribution to provide
complete, new infrastructure for all systems to accommodate flexibility and growth for the foreseeable future.
Exterior Scope
The electrical and technology exterior scope of work will include perimeter, pedestrian, and parking lot lighting; trenching &
concrete pads for primary utility distribution; secondary utility distribution (underground); emergency generator; and
telecommunication & special systems distribution.
Interior Scope of Work
The electrical and technology exterior scope of work will include raceway systems and conductors; power distribution (e.g., lighting,
HVAC, receptacles, special equipment); Lighting and Lighting Control Systems; Emergency Power (life safety and equipment),
including a Smoke Control System for a designated Atrium; Telecommunication Cabling Infrastructure; Integrated Communications
(Public Address/Intercommunications); Classroom Scheduling System; Clock System; Audio Visual Systems; Digital Signage; Security
Management System and Devices (Access Control, Intrusion Detection, and Video Surveillance); and Digital, Addressable Fire Alarm.
Electrical and Telecommunication Site/Utility
A new electrical service and modified telecommunication service will be provided as part of the site upgrades to the facility. Site
area lighting shall utilize LED modules to complement site security cameras, and energy efficiency, with building -mounted exterior
lighting consisting of wall packs that are full cutoff (utilizing LED modules). All exterior lighting shall be controlled by the Network
Lighting Control System.
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Electrical System
The new electrical service shall consist of a service entrance switchboard and associated distribution equipment to provide power
throughout the facility. The service and distribution system shall be designed with sub -metering of electrical infrastructure to
provide better operational awareness (i.e., where energy is being utilized in the building).
A complete grounding electrode system will be provided, which will include connection to building steel, underground metal water
piping systems, and building Ufer ground. All electrodes shall comply with NEC article 250. A continuous equipment grounding
conductor will be installed in all power/lighting conduit systems and all distribution equipment will have ground buses.
The electrical distribution system will accommodate a new 150 kW natural gas generator that will serve Life Safety Power (Exit signs
and egress lighting throughout the building; fire alarm system; Smoke Control System) and Optional Standby Power (food service
coolers and freezers, select receptacles, network equipment, IT Room cooling equipment, and other Owner directed equipment).
The facility lighting design approach will be to utilize LED drivers and all components shall be energy efficient and in compliance with
local energy codes. Minimum lighting levels in all areas will conform to IES -NA standards (industry standard, supplemented by any
Owner or project specific modifications). The design team will look at the option of utilizing Power Over Ethernet (lighting fixture
power and controls over a single data cable) approach with Owner to evaluate if a more cost-effective solution may be achieved for
the project.
Interior Lighting Systems will include the following general concepts:
• Office Areas (Administrative) and Classrooms: Private office and classroom room lighting shall 2'x2' LED lay -in fixtures,
occupancy sensor control.
• Cafeteria Lighting: Linear LED suspended mounted up/down lights, occupancy sensor control.
• Gymnasium Lighting: 21" diameter LED suspended high bay fixtures, occupancy sensor control.
• Corridors: 2'x2' LED flat panels, time -sweep control
• Toilet Rooms: Provide 1'x 4' lay -in, LED fixtures at/near walls, and LED downlights for ambient lighting. Ceiling mounted
occupancy sensors shall be provided for lighting control.
• Exit Signs: Brushed Aluminum housing, universal mounting. Illuminated LED exit signs with red directional arrows will be
provided at all exit doors and along the egress path.
• Storage, Mechanical, Electrical, and Janitor Rooms: 1x4 lensed LED strip fixtures, chain mount. Electrical and mechanical
areas shall at least one fixture circuited to the emergency system.
The facility will receive a new network lighting control system that will provide local dimming/scene set controls will tie into an
overall facility time schedule (directed by the building automation system). General components of the system include Building wide
time -sweep control; Indoor photoelectric sensors; Indoor occupancy/vacancy sensors; Low Voltage Switches; System control
interface with Audio Visual System Controller(s); and accommodations to interface with Building Automation System
Communications and Life Safety & Security
The building will receive a new Main Distribution Frame (MDF) where new Telecommunication Utility demarcation shall be
established via a dedicated wall field, and a new Equipment Room layout will occur. This MDF shall than distribute via backbone
cabling to the Intermediate Distribution Frame (IDF) Rooms. The MDF shall receive a dedicated cooling system that will be
connected to the generator for always -on design, along with a dedicated electrical panelboard connected to the generator. The
building will receive IDF Rooms as required to maintain a horizontal cable maximum length of 100 meters (required for certification)
and sized to accommodate cabling distribution equipment. The IDF shall receive a dedicated cooling system that will be connected
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to the generator for always -on design. Communication Backbone Cabling shall consist of fiber optic and unshielded twisted pair
(UTP) cabling to meet BICSI TDMM and ISD 622 requirements.
Public Address, Intercommunication, and Clock systems shall utilize the existing District Standard Telecor XL system. The facilities'
current Telecor XL head end is recently installed and shall be modified for reuse in the renovated facility.
A new Security Management System (SMS) and associated equipment devices for a fully functioning security system aligning with
ISD 622 security standards will be provided. Specific components of the SMS include Access Control System; Intrusion Detection,
SMS software; and Surveillance Camera System Interface.
A new Fire Alarm System shall be provided, meeting all requirements for an Education and Business Occupancy design setup. The
new facility will contain an Atrium condition, with the appropriate smoke control system being required to evacuate the atrium of all
smoke for a period of time.
Wellness and Sustainability
The electrical, communication, and life safety and security systems designs shall incorporate sustainable design features, utilize an
integrated approach to reduce overall energy use, and provide the Owner with an environmentally friendly facility. Items that will be
included in the design:
Light Pollution Reduction — The design of the interior/exterior lighting will include requirements for full cutoff fixtures on
the exterior, and coordination with the architectural features to reduce interior light leak to the exterior.
• Energy Efficiency — The electrical design will meet or exceed all the latest ASHRAE 90.1 requirements for energy efficiencies.
Lighting design will include rebates from Marshall Municipal Utility.
• Quality of Lighting — The interior lighting design will incorporate controls, and IESNA lighting levels to promote a healthy
working and learning environment.
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Engineering Plan Review
PROJECT: Carver Elementary — 2680 Upper Afton Road
PROJECT NO: 19-35
COMMENTS BY: Jon Jarosch, Assistant City Engineer
Tyler Strong, E.I.T. — Civil Engineer I
DATE: 10-4-2019
PLAN SET: Engineering plans dated 9-17-2019
The applicant is proposing to remove and replace the existing Carver Elementary school, along
with reconfiguring the site to better accommodate drop-off and pick-up activities. The applicant
is requesting design approval for the Carver Elementary site plan.
Stormwater management for Carver Elementary is proposed to be accommodated via the use
of two surface storm water treatment basins and one underground infiltration system.
This review does not constitute a final review of the plans, as the applicant will need to submit
construction documents for final review, along with ratified agreements, prior to issuing building
and grading permits.
The following are engineering review comments on the design and act as conditions prior to
issuing permits:
Drainage and Stormwater Management
1) The project shall be submitted to the Ramsey -Washington Metro Watershed District
(RWMWD) for review. All conditions of RWMWD shall be met.
2) The applicant shall submit a stormwater management plan and calculations prior to
permit approvals. This plan shall detail how the proposed site will meet the City of
Maplewood and RWMWD's stormwater requirements.
3) A joint stormwater maintenance agreement with the City and RWMWD shall be signed
by the owner for the proposed infiltration/filtration basins, underground infiltration
system, and associated storm sewer system.
4) The 100 -Year High -Water -Level (HWL) shall be depicted on the plans for all onsite
basins, including the underground infiltration system.
5) The site shall meet the City's freeboard requirements as it pertains to the infiltration
basins, underground infiltration system, and the building floor elevation.
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Grading and Erosion Control
6) The infiltration basins and underground infiltration systems shall be protected from
sedimentation throughout construction.
7) Inlet protection devices shall be installed on all existing and proposed onsite storm
sewer until all exposed soils are stabilized.
8) Public and private drives shall be swept as needed to keep the pavement clear of
sediment and construction debris.
9) All pedestrian facilities shall be ADA compliant.
10) A copy of the project SWPPP and NDPES Permit shall be submitted prior to the
issuance of a grading permit.
Sanitary Sewer and Water Service
11) Sanitary sewer service piping shall be schedule 40 PVC or SDR 35.
12) The proposed water service modifications are subject to the review and conditions of
Saint Paul Regional Water Services (SPRWS). The applicant shall submit plans and
specifications to SPRWS for review and meet all requirements they may have prior to
the issuance of a grading permit by the City
13) The applicant shall be responsible for paying any SAC, WAC, or PAC charges related to
the improvements proposed with this phase of the project. Appropriate fees shall be
charged during the permitting process.
Other
14) The plans shall be signed by a professional engineer currently licensed in the State of
Minnesota.
15) The applicant shall coordinate with the City of Maplewood engineering department on
sidewalk crossing locations along Upper Afton Road.
16) The proposed retaining wall will require a structurally engineered design and a permit
from the Maplewood Building Department.
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Public Works Permits
The following permits are required by the Public Works Department for this project. The
applicant should verify the need for other City permits with the Building Department.
17) Grading and erosion control permit
18) Sanitary Sewer Permit
19) Storm Sewer Permit
20) Right -of -Way Permit
- END COMMENTS -
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Environmental Review
Project: Carver Elementary School Additional and Renovation
Date of Plans: Landscape Plans - September 17, 2019
Date of Review: October 14, 2019
Location: 2680 Carver Avenue
Reviewer: Shann Finwall, Environmental Planner
(651) 249-2304; shann.finwall(a)maplewoodmn.org
Emily Dunlap, Natural Resources Coordinator
(651) 249-2416; emily.dunlap(a)-maplewoodmn.org
Project Background
Carver Elementary School is proposing to build an addition to the school in order to
accommodate new programs in the building and improve site circulation.
Discussion
1. Tree Ordinance
Maplewood's tree preservation ordinance describes a significant tree as a
hardwood tree with a minimum of 6 inches in diameter, an evergreen tree with a
minimum of 8 inches in diameter, and a softwood tree with a minimum of 12
inches in diameter. A specimen tree is defined as a healthy tree of any species
which is 28 inches in diameter or greater.
If less than 20 percent of the significant trees on a site are removed, the
applicant is required to replace one - 2 caliper inch tree per one significant tree
removed. If more than 20 percent of significant trees on a site are removed, the
applicant is required to replace trees based on a tree replacement calculation.
The calculation takes into account the overall caliper inches of trees removed
versus the caliper inches of trees remaining on the site.
Tree Impacts
The site is 9.55 acres in size with many significant trees. There will be 48
significant trees removed, which is less than 20 percent of the significant trees on
the site. Therefore, City code requires the replacement of 48 — 2 -caliper inch
trees at a minimum.
Tree Replacement
The Planting Plan shows 116 trees planted, which exceeds City code
requirements for this site.
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Tree Preservation Recommendation
a. The applicant shall submit a cash escrow or letter of credit to cover 150%
of the tree replacement requirements.
2. Infiltration Basin Recommendation
a. For any area using a native seed mix, provide information on
maintenance for planting year and years two and three, addressing what
maintenance activities will be required and what entity (developer, owner,
etc.) will take on this responsibility.
2
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DRAFT
MINUTES OF THE MAPLEWOOD COMMUNITY DESIGN REVIEW BOARD
1830 COUNTY ROAD B EAST, MAPLEWOOD, MINNESOTA
TUESDAY, OCTOBER, 2019
5:30 P.M.
E. NEW BUSINESS
3. Design Review, Carver Elementary School Addition and Remodel, 2680 Upper
Afton Road East
i. Assistant Community Development Director, Michael Martin gave the report
on the design review for Carver Elementary School Addition and Remodel at
2680 Upper Afton Road East and answered questions of the board.
ii. Troy Miller, LHB Architects, 701 Washington Avenue North, Suite 200,
Minneapolis, addressed and answered questions of the board.
Boardmember Thompson moved to approve the design plans date-stamped October 1,
2019, for the building addition and remodel to be constructed at 2680 Upper Afton Road
East. Approval is subject to the applicant doing the following:
1. Repeat this review in two years if the city has not issued a building permit for this
project.
2. All requirements of the fire marshal and building official must be met.
3. Meet all requirements in the engineering report, date October 4, 2019.
4. The applicant shall obtain all required permits from the Ramsey -Washington Metro
Watershed District.
5. Prior to the issuance of a building permit, the applicant shall submit for staff approval
the following items:
a. Elevations for a trash and recycling enclosure.
b. The applicant shall provide the city with a cash escrow or an irrevocable letter of
credit for all required exterior improvements. The amount shall be 150 percent of
the cost of the work.
6. The applicant shall complete the following before occupying the building:
a. Replace any property irons removed because of this construction.
b. Provide continuous concrete curb and gutter around the parking lot and
driveways.
c. Install all required landscaping and an in -ground lawn irrigation system for all
landscaped areas.
d. Install all required outdoor lighting.
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e. Install all required sidewalks and trails.
7. If any required work is not done, the city may allow temporary occupancy if:
a. The city determines that the work is not essential to the public health, safety or
welfare.
b. The above -required letter of credit or cash escrow is held by the City of
Maplewood for all required exterior improvements. The owner or contractor shall
complete any unfinished exterior improvements by June 1 of the following year if
occupancy of the building is in the fall or winter or within six weeks of occupancy
of the building if occupancy is in the spring or summer.
8. All work shall follow the approved plans. The director of community development
may approve minor changes.
Seconded by Chairperson Kempe. Ayes — All
The motion passed.
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DRAFT
MINUTES OF THE MAPLEWOOD PLANNING COMMISSION
1830 COUNTY ROAD B EAST, MAPLEWOOD, MINNESOTA
TUESDAY, OCTOBER 15, 2019
7:00 P.M.
E. PUBLIC HEARING
3. Carver Elementary School Addition and Remodel, 2680 Upper Afton Road East
a. Conditional Use Permit Resolution
i. Assistant Community Development Director, Michael Martin gave the report
on Carver Elementary School Addition and Remodel, 2680 Upper Afton Road
East and answered questions of the commission.
ii. Applicant, Troy Miller, LHB Architects, 701 Washington Avenue North, Suite
200, Minneapolis, addressed and answered questions of the commission.
Chairperson Arbuckle opened the public hearing.
Nobody came forward to address the commission.
Chairperson Arbuckle closed the public hearing.
a. Commissioner Kempe moved to approve the attached conditional use permit
amendment resolution for a school in the farm residential zonina district for a buildin
addition and remodel to Carver Elementary School located at 2680 UDDer Afton
React Fast
Seconded by Commissioner Ige. Ayes — All
The motion passed.
This goes to the city council on October 28, 2019.
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CITY COUNCIL STAFF REPORT
Meeting Date October 28, 2019
REPORT TO: Melinda Coleman, City Manager
REPORT FROM: Michael Martin, AICP, Assistant Community Development Director
PRESENTER: Jeff Thomson, Community Development Director
AGENDA ITEM: Elim Care Senior Housing Facility, 1534 County Road C East
a. Comprehensive Plan Amendment Resolution
b. Planned Unit Development Resolution
c. Lot Division
d. Design Review
Action Requested: ✓ Motion ❑ Discussion ❑ Public Hearing
Form of Action: ✓ Resolution ❑ Ordinance ❑ Contract/Agreement ❑ Proclamation
Policy Issue:
Elim Care is proposing construction of a new 193,520 square -foot skilled nursing and senior
housing facility consisting of approximately 141 units on land located at 1534 County Road C
East. This site is currently home to community gardens. As part of this project, there will be
underground and ground -level parking. First Evangelical Free Church owns the property and
anticipates building a new church at some point on the remaining portion of the property.
The applicant held a neighborhood meeting on May 21, 2019, inviting neighbors to learn more
about this project. To move forward with this project, the applicant needs city council approval of a
comprehensive plan amendment, planned unit development, lot division and design review.
Recommended Action:
a. Motion to approve the attached comprehensive plan amendment resolution which approves a
land use plan amendment from Low Density Residential to High Density Residential and
Institutional for the 17.15 -acre parcel located at 1534 County Road C East.
b. Motion to approve the attached conditional use permit for a planned unit development resolution
which approves a four-story, 141 -unit senior housing building to be constructed at 1534 County
Road C East.
c. Motion to approve the lot division request to divide the parcels located at 1534 County Road C
East and 1448 County Road C East into two lots for the senior housing project and future
church site. This lot division approval is subject to the following conditions:
1. A revised survey shall be submitted to staff for approval showing the 0.20 acre portion west
of the Bruce Vento Trail combined with the parcel comprising the senior housing facility.
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2. A revised survey shall be submitted to staff for approval showing an additional three feet of
right of way be dedicated to the County Road C East right-of-way in order to conform with
Ramsey County's Major Street Plan
3. Prior to issuance of a certificate of occupancy for the new commercial building the following
must be submitted to staff for approval:
a. Proof that Ramsey County has recorded the lot division.
d. Motion to approve the design plans date-stamped October 1, 2019 for the 141 -unit senior
housing building to be constructed at 1534 County Road C East. Approval is subject to the
applicant doing the following:
1. Repeat this review in two years if the city has not issued a building permit for this project.
2. All requirements of the fire marshal and building official must be met.
3. Meet all requirements in the engineering report, dated October 5, 2019.
4. Meet all requirements in the environmental report, dated October 8, 2019.
5. The applicant shall obtain all required permits from the Ramsey -Washington Metro
Watershed District.
6. All rooftop equipment shall be screened.
7. Signage for this site requires an approved comprehensive sign plan.
8. Prior to the issuance of a building permit, the applicant shall submit for staff approval the
following items:
a. A photometric plan that meets all city requirements.
b. Payment to the city's tree fund to meet the requirements of the city's tree replacement
code.
The applicant shall provide the city with a cash escrow or an irrevocable letter of credit
for all required exterior improvements. The amount shall be 150 percent of the cost of
the work.
d. Provide staff a site plan with a minimum of 50 proof -of -parking spaces.
9. The applicant shall complete the following before occupying the building:
a. Replace any property irons removed because of this construction.
b. Provide continuous concrete curb and gutter around the parking lot and driveways.
c. Install all required landscaping and an in -ground lawn irrigation system for all
landscaped areas.
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d. Install all required outdoor lighting.
e. Install all required sidewalks and trails.
f. Cross -access, maintenance and parking agreements between the two created parcels
are required. A copy of all executed and recorded documents shall be submitted to the
city.
g. Remove all unused curb cuts on County Road C East and restore to a continuous
concrete curb per Ramsey County requirements.
10. If any required work is not done, the city may allow temporary occupancy if:
a. The city determines that the work is not essential to the public health, safety or welfare.
b. The above -required letter of credit or cash escrow is held by the City of Maplewood for
all required exterior improvements. The owner or contractor shall complete any
unfinished exterior improvements by June 1 of the following year if occupancy of the
building is in the fall or winter or within six weeks of occupancy of the building if
occupancy is in the spring or summer.
11. All work shall follow the approved plans. The director of community development may
approve minor changes.
Fiscal Impact:
Is There a Fiscal Impact? ✓ No ❑ Yes, the true or estimated cost is $0.
Financing source(s): ❑ Adopted Budget ❑ Budget Modification ❑ New Revenue Source
❑ Use of Reserves ❑ Other: N/A
Strategic Plan Relevance:
❑ Financial Sustainability ❑ Integrated Communication
✓ Operational Effectiveness ❑ Community Inclusiveness
❑ Targeted Redevelopment
❑ Infrastructure & Asset Mgmt.
The city deemed the applicant's application complete on October 1, 2019. The initial 60 -day review
deadline for a decision is November 30, 2019. As stated in Minnesota State Statute 15.99, the city
is allowed to take an additional 60 days if necessary to complete the review.
Background
Comprehensive Plan Amendment
The site is currently guided for Low Density Residential. The proposed uses of this site are a senior
housing facility and the future home of First Evangelical Free Church. The senior housing facility will
be on the west 7.15 acres of the site and the church will be located on the remaining 10 acres to the
east. The current use of the site are community gardens that are managed by First Evangelical
Free Church. First Evangelical Free Church intends to continue the community gardens on its 10
acre parcel until it is ready to build a new church.
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The senior housing facility will require an amendment to the city's comprehensive plan to High
Density Residential. High Density Residential allows up to 25 units per acre. The senior housing
facility will sit on 7.15 acres of land which would allow up to 178 housing units. The applicant is
proposing to build 141 units of housing. The comprehensive plan should also be amended to
Institutional for the remaining 10 acres of the site to reflect the existing use of community gardens
and the future use of the church.
The city's 2040 Comprehensive Plan has established several housing goals, many which are
applicable to this request. Those goals include:
Encourage infill development to be sensitively designed to fit within the existing
neighborhood.
Promote the availability of a full range of services and facilities for its residents, and the
improvement of, access to, and linkage between housing and development.
Ensure the City has a variety of housing types for ownership and rental for people in all
stages of their life cycle.
Planned Unit Development
Planned unit developments (PUD) means a type of development characterized by a unified site
design, with two or more principal uses or structures. PUDs are approved via a conditional use
permit resolution. The proposed senior housing facility and the future church will share access to
County Road C as will the existing community gardens thus necessitating a unified site plan
between the multiple uses. In addition, the city's zoning ordinance allows the city council to grant
flexibility from strict ordinance compliance in the internal and external design requirements of a
proposed PUD and may consider deviations from those requirements. Deviations may be granted
for planned unit developments provided that:
1. The proposed development and the surrounding neighborhood can be better served by
relaxing the code requirements that regulate the physical development or layout of the
project because of its unique nature.
2. The PUD would be consistent with the spirit, intent and purposes of this chapter.
3. The planned unit development would produce a development of equal or superior quality to
that which would result from strict adherence to this chapter.
4. The deviations would not constitute a significant threat to the property values, safety, health
or general welfare of the owners or occupants of nearby land or to the environment.
5. The deviations are required for the reasonable and practical physical development of the
project.
Uses
This PUD will allow the senior housing facility and future church to have a unified site design and
shared access points. Shared parking will also be a potential for the two uses. In addition,
community gardens that are more than one acre in size require a conditional use permit which will
be built into to this PUD approval.
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Parking
The city's zoning ordinance provides the same parking requirement for multi -family residential and
senior housing developments. Based on code requirements a senior housing facility with 141 units
would be required to have 282 parking spaces with half of them covered. The applicant is
requesting a reduction in the amount of required parking. Underground parking is being provided for
residents of the facility, while the ground -level parking will be provided for staff and visitors. The
applicant's site plan provides 137 parking spaces — 74 surface, 63 underground). The applicant
believes based on other similar facilities it operates this will provide an adequate amount of parking.
Additionally, when the future church is constructed a shared parking agreement will be implemented
between the two entities. The city has approved parking waivers for senior facilities in the past and
staff is comfortable with the applicant's request but the PUD will be conditioned upon if a parking
shortage develops the applicant may be required to build parking on the church site ahead of the
church construction. Staff is recommending the applicant be required to submit a revised site plan
showing the location of at least 50 proof -of -parking spaces. This spaces could be required to be
constructed if a parking shortage develops. Also this PUD is approving parking for a senior housing
facility. If this facility were to convert to a multi -family housing project the PUD would need to be
amended in order to address parking.
Floor Area
The city's multi -family housing code sets minimum floor areas for residential units. For a studio and
one -bedroom the minimum floor area is 580 square feet. For a two-bedroom unit the minimum is
740 square feet. For the project's independent living one- and two-bedroom units these minimums
are being met. The applicant is seeking approval for flexibility to these minimums for its studio units,
skilled nursing units, and transitional care units. The studio units range in size of 395 square feet to
570 square feet. The skilled nursing and transitional care units range from 380 square feet to 710
square feet. Given the continuum of care that will be provided at this facility staff feels this request
is reasonable.
Building Height
The city's multi -family housing code requires a conditional use permit for buildings more than three
stories or 35 feet in height. The top of the third floor of the proposed building is just under 31 feet.
When measuring to the midpoint of the roof, as defined by city code, the building height is
approximately 40 feet. Only a portion of the building reaches this height and will be the furthest
setback from County Road C East. The remaining portion of the building will be one-story.
Signage
All PUDs require a comprehensive sign plan be approved by the Community Design Review Board
The applicant will be required to receive approval of a comprehensive sign plan before any signs
can be posted. Any signage for the existing community gardens or the future church will also need
to be incorporated into this signage plan.
Lot Division
The project site currently is comprised of two separate parcels. The applicant is proposing to adjust
these lot lines to create new parcels for the senior housing facility and the future church. The
existing site at 1534 County Road C East has a small sliver of land west of the Bruce Vento Trail
Packet Page Number 292 of 334
J3
right-of-way. The applicant has proposed to make this a separate lot but the city cannot approve
this new lot as it does not meet the city's minimum lot requirements so it must stay attached to the
parcel being created for the senior housing facility. Staff has no concerns with the request to adjust
lot lines to create new parcels for the building projects.
Ramsey County has reviewed this proposed lot division and is requesting the city require the
applicant to dedicate an additional three feet to the County Road C East right-of-way in order to
conform to Ramsey County's Major Street Plan. This request is reflected in the conditions of
approval.
Desian Review
Site Plan
The site has been designed with two access points — both to County Road C East. The main
entrance is near the center of the overall site and will eventually be a shared access with the future
church. The west access will be used to access the underground garage and for deliveries. Ramsey
County has reviewed the proposed plans and has approved the project to have two access drives
but has stated the future church will not be permitted to add any more access points to County
Road C East. Additional access for the church would come from Hazelwood Street to the east.
The site is immediately adjacent to the Bruce Vento Trail and proposed Rush Line BRT project.
There is a significant grade change between this site and the trail corridor. Staff recommends the
applicant work with Ramsey County to explore the potential for a public access trail from County
Road C East to the Bruce Vento Trail corridor.
Building Elevations
The proposed building materials include asphalt shingles, a stone veneer, fiber cement shakes and
board and batten siding. Staff feels the building is attractively designed with a color palate that will
blend well with the surrounding neighborhood.
Landscaping
The landscape plan works to create courtyard areas for the future residents. A stormwater pond will
be created between the building and County Road C with trees being planted along the road and
access drive.
The applicant is proposing 87 new trees to be planted throughout the site. In addition, numerous
shrubs and perennials will be planted as well. The tree plan indicates 546 caliber inches are being
removed from the site and code then requires 458 replacement inches. With the 87 new trees and
218.5 inches of large shrubs, 385.5 inches are being replaced. The applicant intends to pay into the
city's tree fund for the remaining 73 inches in order to meet code requirements.
Lighting
The applicant will be required to submit for staff approval a photometric plan that meets all city
requirements.
Packet Page Number 293 of 334
J3
Department Comments
Engineering
Please see Jon Jarosch's engineering report, dated October 4, 2019, attached to this report.
Building
From Dave Peterson — Building Official: Build per 2012 IBC, 2012 IMC, 2012 IFGC, 2014 NEC,
2012 Minnesota State Plumbing Code, 2015 Minnesota State Fire Code, MN 2015 Accessibility
code, MN1306, and 2015 Minnesota Building Code.
Demonstrate compliance with all the requirements of the 2012 Minnesota Energy Code Chapter
1323 Section C401.2. Mixing 2012 IECC provisions and ASHRAE Standard 90.1 to obtain
compliance is not an option. The following forms must be completed as submittals.
a. ASHRAE 90.1-2010 Building Envelope Compliance Documentation
b. ASHRAE 90.1-2010 HVAC Compliance Documentation
C. ASHRAE 90.1-2010 Service Water Heating Compliance Documentation
d. ASHRAE 90.1-2010 Lighting Compliance Documentation
e. Or COMCHECK
Special inspections required as per 2012 IBC Chapter 17. Complete supporting special inspection
schedule document and submit with plans.
Plumbing plans shall be submitted to the State Plumbing Department for approval prior to the
issuance of a plumbing permit. St Paul water requires permits for water piping. Maplewood requires
permit for drain waste and vent.
Permits are required for building, plumbing, mechanical, electrical, fire alarm, and sprinklers.
Provide two sets of stamped and signed plans and one digital set.
Board and Commission Review
October 15, 2019: The community design review board reviewed this project and recommended
approval.
October 15, 2019: The planning commission held a public hearing and reviewed this project and
recommended approval. One individual spoke during the public hearing and had concerns related
to the secondary driveway and traffic.
Citizen Comments
Staff surveyed the 82 surrounding property owners within 500 feet of the proposed site for their
opinion about this proposal. Staff received seven responses — all shown below.
1. Construction noise and traffic in a residential area. Long-term increased traffic on County Road
C. Housing availability for person working at facility. Employment of people living in area.
Availability of public transportation for employees and tenants. (Allen and Elaine Kruse, 1379
County Road C East)
Packet Page Number 294 of 334
J3
2. My biggest concern is drainage from the site. I see the holding ponds, but where is this drainage
to? Is this going into the watershed pond behind 2566 Hazelwood? If so, are you going to
upgrade the pond area to handle this increase in water runoff? The pond has not had any
maintenance since it was enlarged in 2000. We are OK with development but would like to
make sure it doesn't hurt our area. (Randy and Mary Lynn Mauer, 2596 Hazelwood Street
North)
3. 1 guess my biggest concern is the added traffic and the impact to bike/pedestrians. There is no
sidewalk on County Road C from White Bear Avenue to Hazelwood Street and the sidewalk
from Beam to County Road C on Hazelwood takes you through the creepy woods. Neither road
has a good shoulder to walk on. Can we at least make these two roads safe to walk/bike before
we add traffic? (Carol and Thomas Henkes, 2681 Hazelwood Street North)
4. Overall, we are supportive of the project and we think it will be a good addition to our
community. No major concerns other than the facility design and landscaping to fit well into the
area and add to overall aesthetics of the neighborhood. Probably the biggest concern is traffic
flow and levels. County road C has become quite the speedway with cars typically exceeding
the 35mph speed limit by quite a bit. Especially vehicles heading east over the Bruce Vento trail
bridge and the slight rise it creates on County Rd C. Many times we start to pull out and traffic
looks clear and then a vehicle comes over the rise very fast. With the entrance to Barclay and
now two more entrances added for the Care Facility it seems there could be potential safety
issues because of the blind spots that are created. So, with added vehicles pulling out and
turning in to this facility we have a concern for traffic issues. I'm sure you are aware and will be
looking at this but wanted to comment. Thank you. (James and Carol Wilson, 2664 Barclay
Street)
5. Traffic issues. (Stephen and Annette LaCasse, 2673 Hazelwood Street North)
6. 1 think this is appropriate use of this site and space and looks very thoughtfully designed with
both residents and community in mind. (Bernadette Rossbach, 1406 County Road C East)
7. We are not overly excited by the prospect of losing this open space. If the property development
moves forward we would very much like to see more than one row of trees and shrubs shielding
the building from the road (County C). (Christopher and Sheri Ober, 2673 Barclay Street)
Reference Information
Site Description
Site Size: 17.15 acres
Existing Land Use: Community Gardens
Surrounding Land Uses
North: Single-family homes
South: City Park and Twin Cities Bible Church
East: Single-family homes and Fire Station
West: Single-family homes and Bruce Vento Trail
Packet Page Number 295 of 334
J3
Planning
Existing Land Use: Low Density Residential
Existing Zoning: Single -Dwelling Residential (R1)
Attachments
1. Comprehensive Plan Amendment
2. Conditional Use Permit for a Planned Unit Development Resolution
3. Overview Map
4. Land Use Map
5. Zoning Map
6. Proposed Land Use Map
7. Applicant's Narrative
8. Site Plan
9. Landscape Plan
10. Building Elevations
11. Floor Plans
12. Jon Jarosch's Engineering Report, dated October 5, 2019
13. Shann Finwall's Environmental Report, dated October 8, 2019
14. Draft Community Design Review Board Minutes, October 15, 2019
15. Draft Planning Commission Minutes, October 15, 2019
16. Applicant's Plans (separate attachment)
Packet Page Number 296 of 334
J3, Attachment 1
COMPREHENSIVE PLAN AMENDMENT RESOLUTION
WHEREAS, Andrew Centanni, on behalf of Elim Care, and First Evangelical Free
Church, current owner of the properties located at 1448 and 1534 County Road C East, have
requested a change to the City of Maplewood's land use plan from Low Density Residential to
High Density Residential for the west 7.15 acres and Institutional for the east 10 acres of this overall
17.15 acre site.
WHEREAS, this change applies to the properties located at 1448 and 1534 County
Road C East. The legal description of the properties are:
The N. 20 acres of the East 1/2 of the Northwest 1/4 of Section 10, in Township 29 North,
Range 22 West, Ramsey County, Minnesota, Except that part thereof described as follows:
The South 105 feet of the North 395 feet of the West 207.5 feet of the East 867.3 feet of the
North 20 acres of the East 1/2 of the Northwest 1/4 of Section 10, Township 29 North,
Range 22 West, Ramsey County, Minnesota and the South 103 feet of the North 393 feet of
the West 207.5 feet of the East 659.8 feet of the North 20 acres of the East 1/2 of the
Northwest 1/4, Section 10, Township 29 North, Range 22 West, Ramsey County,
Minnesota, excepting from the conveyance all existing railroad right-of-way and railroad
easements.
0\91
The South 105 feet of the North 395 feet of the West 207.5 feet of the East 867.3 feet of the
North 20 acres of the East 1/2 of the Northwest 1/4 of Section 10, Township 29, Range 22,
Ramsey County, Minnesota.
SID
The South 103 feet of the North 393 feet of the West 207.5 feet of the East 659.5 feet of the
North 20 acres of the East 1/2 of the Northwest 1/4 Section 10, Township 29, Range 22,
together with an easement for road purposes over the West 30 feet of the East 615 feet of
the North 290 feet of said North 20 acres of the East 1/2 of the Northwest 1/4, Section 10,
Township 29, Range 22, Ramsey County, Minnesota.
WHEREAS, the history of this change is as follows:
1. On October 15, 2019, 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 land use plan change.
2. On October 28, 2019, the city council discussed the land use plan change. They
considered reports and recommendations from the planning commission and city
staff.
NOW, THEREFORE, BE IT RESOLVED that the city council the above
described change for the following reasons:
Packet Page Number 297 of 334
J3, Attachment 1
A goal of the Maplewood 2040 Comprehensive Plan is to encourage infill
development to be sensitively designed to fit within the existing neighborhood.
2. A goal of the Maplewood 2040 Comprehensive Plan is to promote the availability of a
full range of services and facilities for its residents, and the improvement of, access
to, and linkage between housing and development.
3. A goal of the Maplewood 2040 Comprehensive Plan is to ensure the City has a variety
of housing types for ownership and rental for people in all stages of their life cycle.
This land use plan amendment is subject to approval by the Metropolitan Council.
The Maplewood City Council this resolution on October 28, 2019.
Packet Page Number 298 of 334
J3, Attachment 2
CONDITIONAL USE PERMIT FOR A PLANNED UNIT DEVELOPMENT RESOLUTION
WHEREAS, Andrew Centanni, on behalf of Elim Care, has applied for a conditional use
permit for a planned unit development for its proposed 141 -unit senior housing facility to be located
at 1534 County Road C East.
WHEREAS, a future use as part of this property is a church which will be built at a later date
and Section 44-1092 requires a conditional use permit for churches.
WHEREAS, the existing use of community gardens will remain in place east of the new
senior housing facility and Section 18-612 requires a conditional use permit for community gardens
more than one acre in size.
WHEREAS, Section 44-1092 of the city ordinances requires a conditional use permit for
planned unit developments built within the City of Maplewood.
WHEREAS, this permit applies to the existing properties located at 1448 and 1534 County
Road C East. The legal description of the properties are:
The N. 20 acres of the East 1/2 of the Northwest 1/4 of Section 10, in Township 29 North,
Range 22 West, Ramsey County, Minnesota, Except that part thereof described as follows: The
South 105 feet of the North 395 feet of the West 207.5 feet of the East 867.3 feet of the North 20
acres of the East 1/2 of the Northwest 1/4 of Section 10, Township 29 North, Range 22 West,
Ramsey County, Minnesota and the South 103 feet of the North 393 feet of the West 207.5 feet of
the East 659.8 feet of the North 20 acres of the East 1/2 of the Northwest 1/4, Section 10, Township
29 North, Range 22 West, Ramsey County, Minnesota, excepting from the conveyance all existing
railroad right-of-way and railroad easements.
AND
The South 105 feet of the North 395 feet of the West 207.5 feet of the East 867.3 feet of the
North 20 acres of the East 1/2 of the Northwest 1/4 of Section 10, Township 29, Range 22, Ramsey
County, Minnesota.
AND
The South 103 feet of the North 393 feet of the West 207.5 feet of the East 659.5 feet of the
North 20 acres of the East 1/2 of the Northwest 1/4 Section 10, Township 29, Range 22, together
with an easement for road purposes over the West 30 feet of the East 615 feet of the North 290 feet
of said North 20 acres of the East 1/2 of the Northwest 1/4, Section 10, Township 29, Range 22,
Ramsey County, Minnesota.
WHEREAS, the history of this conditional use permit is as follows:
On October 15, 2019, 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.
Packet Page Number 299 of 334
J3, Attachment 2
2. On October 28, 2019, 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 the above-
described conditional use permit because:
The use would be located, designed, maintained, constructed and operated to be in
conformity with the City's Comprehensive Plan and Code of Ordinances.
2. The use would not change the existing or planned character of the surrounding area.
3. The use would not depreciate property values.
4. The use would not involve any activity, process, materials, equipment or methods of
operation that would be dangerous, hazardous, detrimental, disturbing or cause a
nuisance to any person or property, because of excessive noise, glare, smoke, dust,
odor, fumes, water or air pollution, drainage, water run-off, vibration, general
unsightliness, electrical interference or other nuisances.
5. The use would not exceed the design standards of any affected street.
6. The use would be served by adequate public facilities and services, including streets,
police and fire protection, drainage structures, water and sewer systems, schools
and parks.
7. The use would not create excessive additional costs for public facilities or services.
8. The use would maximize the preservation of and incorporate the site's natural and
scenic features into the development design.
9. The use would cause minimal adverse environmental effects.
Approval is subject to the following conditions:
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 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. This approval permits the project's studio units to have a minimum of 395 square
feet of floor area and the skilled nursing and transitional care units to have a
minimum of 380 square feet of floor area.
5. This approval permits the project to build a 40 -foot tall senior housing building.
All requirements of the fire department must be met in the construction of this
building.
Packet Page Number 300 of 334
J3, Attachment 2
6. This approval permits the project to provide 63 underground parking stalls and
74 surface parking stalls - a waiver of 145 spaces. If a parking shortage
develops the applicant shall be required by the city to provide additional surface
parking on the future church site to the east.
7. This permit approves a parking waiver for a senior housing facility. If this use is
proposed to be converted to any other type of use this PUD must be amended to
address parking requirements.
8. The future church building is not approved. This PUD must be revised to approve the
future church.
9. The 10 acre parcel that will be the future home to a new church is approved for the
use of community gardens. This community garden must adhere to all the
requirements in Section 18-611.
10. Cross -access, maintenance and parking agreements between the two created
parcels are required. A copy of all executed and recorded documents shall be
submitted to the city.
11. All signage for this site and the future church site must be approved by the
Community Design Review Board in a comprehensive sign plan.
12. Comply with all city ordinance requirements for signage and parking.
The Maplewood City Council this resolution on October 28, 2019
Packet Page Number 301 of 334
1534 County Road C East
A Attachment 3
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Packet Page Number 302 of 334
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J3, Attachment 7
RE: ELIM CARE SKILLED NURSING AND SENIOR HOUSING FACILITY - MAPLEWOOD, MINNESOTA
Michael,
The following project description and narrative is being submitted as part of the review process for construction of a proposed
new Skilled Nursing and Senior Housing Facility, which includes the following types of requests:
• Comprehensive Plan Amendment
• Planned Unit Development
• Lot Division
• Community Design Review Board
The subject properties (property boundary) are located near the intersection of County Road C & Hazelwood Street in Ramsey
County, Maplewood, Minnesota (PID #'s: 102922210002 & 102922210001) consist of 16.47 and 0.99 acres, respectively, and
are currently zoned R1 - Residence District (Single Dwelling).
Elim Care is proposing construction of a new approximately 193,520 square foot Skilled Nursing and Senior Housing Facility,
which varies from 1 to 3 stories. Underground parking is also proposed as part of the design. Development of the site will also
include construction of ground -level parking, as well as the associated site -related design aspects such as drive aisles, storm
water facilities, utilities, sidewalks, and landscaping. The proposed new facility will consist of approximately 141 units and provide
a full continuum of care consisting of; Skilled Nursing, Transitional Care, Assisted Living Memory Care, Assisted Living, and
Independent Living all under one roof. A preliminary breakdown of the proposed units is provided below.
• Skilled Care/ TCU - 56 Units, 64 Beds
• Assisted Living Memory Care - 16 Units
• Assisted Living - +/- 40 Units
• Independent Living - +/- 29 Units
To facilitate the development, a Comprehensive Plan Amendment is proposed to zone the property boundary as a Planned Unit
Development, along with a lot division to divide the property boundary into three individual lots. Dividing the property boundary is
intended to accommodate both construction of the Elim Care Facility and future construction of the future physical plant of
Maplewood First Evangelical Free Church. The divided property boundary will consist of the following:
• Lot 1 - 6.85 acres: Proposed Elim Care Facility
• Lot 2 - 10 acres: Proposed future Church
• Lot 3 - 0.2 acres: Separate lot
Note that Elim Care anticipates purchasing the approximate 6.85 acres of property, which is currently owned by the First
Evangelical Free Church of St. Paul, Minnesota. It is also the intent, as part of the Comprehensive Plan Amendment, to guide the
Church lot for Institutional use. A Neighborhood Meeting was held on May 21, 2019, with adjacent property owners and there
were no major objections to the project.
Packet Page Number 306 of 334
J3, Attachment 7
As part of the site development, two accesses are proposed off of County Road C E. One is a shared access drive for access to
both the Elim Care and future Church sites, and the other is a service access for deliveries and access to the underground parking.
This service access also provides connectivity to the fire lane.
Stormwater management and utility connections for the Elim Care site will be provided on Elim Care's lot. Note that utility stubs
will be provided for the future Church site as part of the design process for the Elim Care Facility. Stormwater management and
utility connections pertaining to the future Church construction will be designed independently, reviewed, and approved as part
of a separate review process. In the interim, before the Church is constructed, the current community gardens are proposed to
remain to the maximum extent feasible.
Per City Code, the proposed project requires 458 tree mitigation inches. As designed, the project includes 167 tree replacement
inches, and provides 218.5 shrub replacement inches. The proposed shrubs are five gallon size; larger than the three gallon size
minimum per code. We respectfully request the provided shrubs be considered for the tree mitigation allowance, and that the
unmitigated 73 inches be considered for fee in lieu.
As mentioned previously, the Elim Care Facility will provide Skilled Nursing, Transitional Care, Assisted Living Memory Care,
Assisted Living, and Independent Living. The proposed operations are as follows:
• Hours of Operation: 24 Hours of Operations (Care) with Visiting Hours
• Staff at Open: 80
• Staff at Full Occupancy: 128 (Factoring differing shifts and work hours)
• Max Staff at Shift Change with Full Occupancy: 55
As part of this process, Elim Care is also requesting a reduction in the amount of required parking. Underground parking is being
provided for residents of the facility, while the ground -level parking will be provided for staff and visitors. Per City Code, 268 stalls
are required per Unit. Given the operations and level of service provided, with many residents unable to operate a vehicle, not all
units will require a stall for parking. Taking this into consideration, Elim Care is proposing to provide 137 (74 surface, 63
underground) stalls, which will provide an adequate amount of parking for the facility based on these factors. In addition, Elim
Care operates many other similar facilities, and based on experience from operation of these other facilities, the quantity of
parkingstalls proposed will be sufficient. Additionally, when the future Church is constructed, it is anticipated that a shared parking
agreement will be implemented between the two entities.
As designed, the project will provide architectural and esthetic compatibility with the surrounding properties by incorporating
building elements such as complementary materials, orientation, colors, and landscaping that are compatible with the
surrounding areas, as well as present and future land uses. In addition, the City's existing service capacity (water & sewer) can
accommodate the project without overburden or excessive additional costs for public facilities or services.
The project will not substantially diminish or impair property values within the immediate vicinity, or impede the normal and orderly
development of surrounding properties due to the existing and planned future uses and land uses surrounding and adjacent to
the project area.
No traffic impacts to the transportation network, subject property, or neighboring properties are anticipated given the existing and
proposed traffic flow expected, and accesses provided. Additionally, no pollution or negative impacts to the environment are
anticipated within the scope of the proposed project.
Packet Page Number 307 of 334
J3, Attachment 7
Per the City's 2040 Comprehensive Plan, the need for additional senior housing, including "facilities ranging from independent
living apartment units, to assisted living units, to beds in traditional nursing facilities" is expected to grow given the aging
population in Maplewood and the surrounding metro area. Granting these requests will allow Elim Care the opportunity to fulfill
this need and provide essential services and resources for residents within the community, while complying with applicable zoning
regulations, and meeting the goals of the City's Comprehensive Plan.
Thank you for your consideration of this request on behalf of Elim Care. Please contact me at 952.426.0699 or via email at
Reese.Sudtelgte@ISGlnc.com if there is any additional information we can provide in support of this project.
Sincerely,
Andes Centanni, Mea, AIA, NCARB Bryan Schleif
V.P. of Building Design and Development Project Manager
Elim Care Pope Architects
Reese Sudtelgte, PE
Civil Engineer
ISG
Packet Page Number 308 of 334
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Packet Page Number 315 of 334
J3, Attachment 12
Engineering Plan Review
PROJECT: Elim Care Senior Facility — 1534 County Road C East
PROJECT NO: 19-36
COMMENTS BY: Jon Jarosch, Assistant City Engineer
DATE: 10-5-2019
PLAN SET: Engineering plans dated 9-17-2019
Stormwater Management Plan dated 9-17-2019
The applicant is proposing to construct a new skilled nursing and senior housing facility at 1534
County Road C East. The applicant is requesting design approval.
Stormwater management for the site is proposed to be accommodated via the use of three
surface storm water treatment basins. It appears from the stormwater management plan that the
proposed development meets the City's stormwater management standards.
This review does not constitute a final review of the plans, as the applicant will need to submit
construction documents for final review, along with ratified agreements, prior to issuing building
and grading permits.
The following are engineering review comments on the design and act as conditions prior to
issuing permits:
Drainage and Stormwater Management
1) The project shall be submitted to the Ramsey -Washington Metro Watershed District
(RWMWD) for review. All conditions of RWMWD shall be met.
2) A joint stormwater maintenance agreement with the City and RWMWD shall be signed
by the owner for the proposed infiltration/filtration basins, underground infiltration
system, and associated storm sewer system.
3) Sump structures or other pre-treatment devices shall be installed upstream of all
discharge points into basins or other areas.
4) Soil boring information or infiltration test data shall be submitted to support the infiltration
rates assumed in the stormwater calculations.
Packet Page Number 316 of 334
J3, Attachment 12
Grading and Erosion Control
5) The infiltration basins and underground infiltration systems shall be protected from
sedimentation throughout construction.
6) Inlet protection devices shall be installed on all existing and proposed onsite storm
sewer until all exposed soils are stabilized.
7) Public and private drives shall be swept as needed to keep the pavement clear of
sediment and construction debris.
8) All pedestrian facilities shall be ADA compliant.
9) A copy of the project SWPPP and NDPES Permit shall be submitted prior to the
issuance of a grading permit.
10) All slopes shall be 3H:1V or less steep in slope.
11) The total cut/fill volume shall be noted on the grading plan.
12) Stabilized rock construction entrances shall be installed at all entry/exit points into the
site.
13) A double row of perimeter control shall be installed along the south and southwest
corner of the site where concentrations of runoff are more likely. One of these rows shall
be heavy-duty silt fence.
Sanitary Sewer and Water Service
14) Sanitary sewer service piping shall be schedule 40 PVC or SDR 35.
15) The proposed water service modifications are subject to the review and conditions of
Saint Paul Regional Water Services (SPRWS). The applicant shall submit plans and
specifications to SPRWS for review and meet all requirements they may have prior to
the issuance of a grading permit by the City
16) The applicant shall be responsible for paying any SAC, WAC, or PAC charges related to
the improvements proposed with this phase of the project. Appropriate fees shall be
charged during the permitting process.
17) All points where the storm sewer and sanitary sewer cross the watermain shall be
reviewed for appropriate clearance. These areas shall be reviewed with SPRWS to
determine whether or not insulation is needed for freeze protection.
Packet Page Number 317 of 334
J3, Attachment 12
Other
18) All work within Ramsey County right-of-way requires approval from Ramsey County. All
conditions of Ramsey County shall be met prior to issuance of permits.
19) The plans shall be signed by a professional engineer currently licensed in the State of
Minnesota.
20) The proposed retaining wall will require a structurally engineered design and a permit
from the Maplewood Building Department.
21) It is understood that there is a slight property line discrepancy along the southern portion
of the property, adjacent to the City owned property. The applicant shall work with the
City to address this discrepancy.
Public Works Permits
The following permits are required by the Public Works Department for this project. The
applicant should verify the need for other City permits with the Building Department.
22) Grading and erosion control permit
23) Sanitary Sewer Permit
24) Storm Sewer Permit
- END COMMENTS -
Packet Page Number 318 of 334
J3, Attachment 13
Environmental Review
Project: Elim Care Senior Housing
Date of Plans: Civil Plans - September 19, 2019
Date of Review: October 8, 2019
Location: 1534 County Road C East
Reviewer: Shann Finwall, Environmental Planner
(651) 249-2304; shann.finwall(a)maplewoodmn.org
Emily Dunlap, Natural Resources Coordinator
(651) 249-2416; emily.dunlap(a)-maplewoodmn.org
Project Background
Elim Care is proposing to construct an approximately 193,520 square -foot, 141 unit,
skilled nursing and senior housing facility at 1534 County Road C East. The senior care
facility would comprise 6.85 acres of the approximately 17 acre site. The property
owner, First Evangelical Free Church, plans to construct a new church on the remaining
portion of the property. Until a new church is built the remaining portion of the site will
continue to operate as a community garden.
Discussion
Tree Ordinance
Maplewood's tree preservation ordinance describes a significant tree as a
hardwood tree with a minimum of 6 inches in diameter, an evergreen tree with a
minimum of 8 inches in diameter, and a softwood tree with a minimum of 12
inches in diameter. A specimen tree is defined as a healthy tree of any species
which is 28 inches in diameter or greater. The ordinance requires any significant
tree removed to be replaced based on a tree replacement calculation. The
calculation takes into account the overall caliper inches of trees removed versus
the caliper inches of trees remaining on the site.
Tree Replacement Mitigation Requirements
The City's tree standards state that once the total caliper inches for replacement
trees are determined, the applicant shall mitigate loss of significant and specimen
trees by planting replacement trees in appropriate areas on the property in
accordance with the tree removal, mitigation, and replacement section of the tree
ordinance. After putting as many trees as feasible on the site, if the replacement
requirement is still not met, the Community Development Director can approve
tree replacement steps as outlined below prior to issuance of a grading or
building permit:
Packet Page Number 319 of 334
J3, Attachment 13
a. Planting replacement trees on city property under the direction of the
Community Development Director.
b. Mulched beds of native or drought tolerant shrubs that are not required as
part of foundation, screening, stormwater planting requirements, or other
city -required plantings will qualify towards tree replacement at a rate of .5
caliper inches per number three (#3) shrub.
C. Alternative forms of mitigation can be approved by the Community
Development Director. Examples of alternative mitigation includes
buckthorn removal and management. Buckthorn removal and
management will qualify the applicant for reducing the number of
replacement trees or the payment into the city's tree fund with a dollar for
dollar credit.
d. Pavina the citv a sum Der caliaer inch in accordance with the tree
replacement schedule set forth in the city fee schedule. Payment shall be
deposited into an account designated specifically for tree planting on
Public property or providing financial assistance for properties that want to
voluntarily Dlant trees.
Tree Impacts
The Planting Detail Notes identifiy 432 significant trees on the site equaling 719
diameter inches. There will be 38 significant trees removed equaling 546
diameter inches. Based on the tree removal and overall trees on the site, the
City's tree replacement calculation requires the applicant replant 458 caliper
inches of trees on the site, or 229 — 2 caliper inch trees.
Tree Replacement
The Planting Detail Notes indicate that there will be 87 new trees planted, for a
total of 167 caliper inches of replacement trees and 218.6 caliper inches of
replacement shrubs, for a total tree and shrub mitigation of 385.5 caliper inches.
Tree Preservation Recommendations
a. The applicant must submit a revised landscape and Planting Detail Notes
with the following verification:
Verification of the location and size of shrubs being counted in the
tree and shrub mitigation calculation. The City's tree replacement
standards allow shrubs to be counted if they are native shrubs
planted in mulched beds and not part of foundation, screening, or
stormwater planting requirements.
2. The addition of 368.5 caliper inches of trees planted on the site (or
more depending on the outcome of item 1.a. above). If the
applicant is unable to add trees, they may pay into the City's tree
fund at a rate of $60 per caliper inch of tree that cannot be planted
on site.
Packet Page Number 320 of 334
J3, Attachment 13
b. The applicant shall submit a cash escrow or letter of credit to cover 150%
of the tree replacement requirements.
2. Infiltration Basin Recommendations
a. Large infiltration basins will ideally be planted with deep-rooted native
plants. The City requires a portion of the basin to be planted rather than
seeded. Using plants rather than seeds hastens establishment and
provides a better chance of successful establishment. Basin bottoms and
lower elevations almost never establish successfully from seed since the
seed is washed away when stormwater flows into the basin. It is
recommended that the basin bottom is planted with a combination of
perennials plants or shrubs in addition to native seed.
b. For any area using a native seed mix (uplands or pond slope), provide
information on maintenance for the planting year and years two and
three, addressing what maintenance activities will be required and what
entity (developer, owner, etc.) will take on this responsibility.
C. Plant Schedule: The City would like Eulalia Grass (Miscanthus sinensis
`Morning Light') to be removed from the plant schedule. Miscanthus has
the potential to escape to nearby natural areas and become invasive,
especially if it hybridizes with a nearby plant of a different cultivar. It is
recommended that Eulalia Grass be replaced with a different grass such
as Feather Reed Grass or Switchgrass.
Packet Page Number 321 of 334
J3, Attachment 14
DRAFT
MINUTES OF THE MAPLEWOOD COMMUNITY DESIGN REVIEW BOARD
1830 COUNTY ROAD B EAST, MAPLEWOOD, MINNESOTA
TUESDAY, OCTOBER, 2019
5:30 P.M.
E. NEW BUSINESS
2. Design Review, Elim Care Senior Housing Facility, 1534 County Road C East
i. Assistant Community Development Director, Michael Martin gave the report on
the design review, Elim Care, Senior Housing Facility, 1534 County Road C East
and answered questions of the board.
ii. Vice President of Building Design and Development, Andrew Centanni, Elim
Care, 1534 County Road C East, addressed and answered questions of the
board.
Boardmember Thompson moved to the design plans date-stamped October 1, 2019 for
the 141 -unit senior housing building to be constructed at 1534 County Road C East.
Approval is subject to the applicant doing the following:
1. Repeat this review in two years if the city has not issued a building permit for this
project.
2. All requirements of the fire marshal and building official must be met.
3. Meet all requirements in the engineering report, dated October 5, 2019.
4. The applicant shall obtain all required permits from the Ramsey -Washington Metro
Watershed District.
5. Signage for this site requires an approved comprehensive sign plan.
6. Prior to the issuance of a building permit, the applicant shall submit for staff approval
the following items:
a. A photometric plan that meets all city requirements.
b. Payment to the city's tree fund to meet the requirements of the city's tree
replacement code.
c. The applicant shall provide the city with a cash escrow or an irrevocable letter of
credit for all required exterior improvements. The amount shall be 150 percent of
the cost of the work.
7. The applicant shall complete the following before occupying the building:
a. Replace any property irons removed because of this construction.
b. Provide continuous concrete curb and gutter around the parking lot and
driveways.
Packet Page Number 322 of 334
J3, Attachment 14
c. Install all required landscaping and an in -ground lawn irrigation system for all
landscaped areas.
d. Install all required outdoor lighting.
e. Install all required sidewalks and trials.
f. Provide the city copies of executed and recorded parking and access easements
between the two properties.
8. If any required work is not done, the city may allow temporary occupancy if:
a. The city determines that the work is not essential to the public health, safety or
welfare.
b. The above -required letter of credit or cash escrow is held by the City of
Maplewood for all required exterior improvements. The owner or contractor shall
complete any unfinished exterior improvements by June 1 of the following year if
occupancy of the building is in the fall or winter or within six weeks of occupancy
of the building if occupancy is in the spring or summer.
9. All work shall follow the approved plans. The director of community development
may approve minor changes.
Seconded by Chairperson Kempe. Ayes — All
The motion passed.
Packet Page Number 323 of 334
J3, Attachment 15
DRAFT
MINUTES OF THE MAPLEWOOD PLANNING COMMISSION
1830 COUNTY ROAD B EAST, MAPLEWOOD, MINNESOTA
TUESDAY, OCTOBER 15, 2019
7:00 P.M.
E. PUBLIC HEARING
4. Elim Care Senior Housing Facility, 1534 County Road C East
a. Comprehensive Plan Amendment
b. Planned Unit Development Resolution
a. Lot Division
i. Assistant Community Development Director, Michael Martin gave the report
on Elim Care Senior Housing Facility, 1534 County Road C East and
answered questions of the commission.
ii. Vice President of Building Design and Development, Andrew Centanni, Elim
Care, 1534 County Road C East, addressed and answered question of the
commission.
iii. Engineer with ISG, Reese Sudtelge, addressed and answered questions of
the commission.
Chairperson Arbuckle opened the public hearing.
1. Elaine Kruse, 1379 County Road C, Maplewood, addressed the commission
regarding the secondary driveway and the traffic concerns.
2. Jon Addington, First Evangelical Free Church, Maplewood, addressed the
commission.
Chairperson Arbuckle closed the public hearing.
a. Commissioner Kempe moved to approve the attached comprehensive plan
amendment resolution which approves a land use plan amendment from Low
Density Residential to High Density Residential and Institutional for the 17.15 -acre
parcel located at 1534 County Road C East.
Seconded by Commissioner Yang. Ayes — All
The motion passed.
b. Commissioner Kempe moved to approve the attached conditional use permit for a
Dlanned unit develoament resolution which aaaroves a four-storv. 141 -unit senior
housing building to be constructed at 1534 county Road C East.
Seconded by Chairperson Arbuckle. Ayes - All
The motion passed.
c. Commissioner Kempe moved to approve the lot division request to divide the parcels
located at 1534 County Road C East and 1448 County Road C East into two lots for
Packet Page Number 324 of 334
J3, Attachment 15
the senior housinq project and future church site. This lot division approval is subject
to the followina conditions:
1. A revised site plan shall be submitted to staff for approval showing the 0.20
acre portion west of the Bruce Vento Trail combined with the parcel
comprising the senior housing facility.
2. Prior to issuance of a certificate of occupancy for the new commercial
building the following must be submitted to staff for approval:
a. Proof that Ramsey County has recorded the lot division.
Seconded by Commissioner Ige. Ayes — All
The motion passed.
This goes to the city council on October 28, 2019.
Packet Page Number 325 of 334
J4
CITY COUNCIL STAFF REPORT
Meeting Date October 28, 2019
REPORT TO: Melinda Coleman, City Manager
REPORT FROM: Steven Love, Director of Public Works/City Engineer
Audra Robbins, Parks and Recreation Manager
PRESENTER: Steven Love
AGENDA ITEM: Harvest Park Master Plan
a. Preparation of the Park Master Plan
b. Professional Design Services by LHB, Inc.
Action Requested: ✓ Motion ❑ Discussion ❑ Public Hearing
Form of Action: ❑ Resolution ❑ Ordinance ✓ Contract/Agreement ❑ Proclamation
Policy Issue:
The Maplewood Parks & Recreation System Master Plan calls for taking care of the assets that we
have as well as making necessary improvements to our parks system based on the changing needs
of the community. The City Council will consider initiating the preparation of a park master plan for
Harvest Park.
Recommended Action:
a. Motion to authorize the preparation of the park master planning for Harvest Park.
b. Motion to authorize the use of LHB, Inc. for professional design services and to further authorize
the Mayor and the City Manager to sign the attached work order with LHB, Inc.
Fiscal Impact:
Is There a Fiscal Impact? ❑ No ✓ Yes, the true or estimated cost is $49,940 (includes a 10%
contingency fee).
Financing source(s): ❑ Adopted Budget ❑ Budget Modification ❑ New Revenue Source
❑ Use of Reserves ✓ Other: Park Improvement Fund
Strategic Plan Relevance:
❑ Financial Sustainability ❑ Integrated Communication ❑ Targeted Redevelopment
✓ Operational Effectiveness ✓ Community Inclusiveness ✓ Infrastructure & Asset Mgmt.
The master planning process for Harvest Park touches on several of the City Council's strategic
initiatives by evaluating what we have, planning for the future, and involving our residents in the
process.
Packet Page Number 326 of 334
J4
Background
Maplewood's Parks and Recreation system has transitioned from a developing system into a
mature system, which presents unique challenges. At the core of future issues is the need for
extensive park revitalization and reinvestment. System -wide replacement of aging park facilities
such as playgrounds, courts, fields, shelters, and signage is needed. Taking care of the existing
system was the number one community identified priority for the future during our Parks System
Master Planning process. Support of multi -modal transportation such as the Rush Line was also
called out in the Parks System Master Plan.
Harvest Park is one of only two community athletic parks in Maplewood and as such serves a very
important role in our system. Portions of the park are also utilized for growing native seed and
plants through a partnership with Urban Roots.
Originally identified in the CIP for improvements in 2023, the need to advance the master planning
timeline arose as part of the Rush Line Bus Rapid Transit (BRT) planning process. The Local
Preferred Alternative route runs within the Ramsey County Regional Rail Authority right-of-way
adjacent to the Bruce Vento Trail. The need for a park and ride facility was identified near the
intersection of the proposed Rush Line BRT guideway and Gervais Avenue. This location was
chosen for the convenient vehicle access to Highway 36 for users of the proposed park and ride
facility and proximity to the residential neighborhood to the east.
The Rush Line project staff are exploring concepts to relocate/replace the existing surface parking
lot for Harvest Park to the southwest corner of the park, adjacent Gervais Avenue, with a structured
parking lot. The structured parking lot would be a shared use facility between Rush Line BRT users
and Harvest Park users. The existing surface parking lot would be repurposed for park and
recreational use. This goal of this concept would allow for a shared use parking structure and a
BRT station stop located at the southwest corner of Harvest Park, retain the same amount of
useable park area and potentially create a trailhead for the Bruce Vento Trail.
In order to properly evaluate this proposal and ensure that the park will continue to meet the needs
of our residents and park users, it is important to develop a park master plan. Staff is
recommending delaying the master planning process for Hazelwood Park from 2019 to 2022 and
advancing Harvest Park from 2022 to 2019.
The City is proposing to utilize the professional services of LHB Inc., from the City's consultant pool,
for the development of a park master plan for Harvest Park. LHB has provided a proposal for these
services in the amount of $45,400. A project budget of $49,940 (LHB services plus a 10%
contingency) funded by the Park Improvement Fund. Staff is currently in discussions with Rush Line
project staff at Ramsey County on splitting the costs, 50/50, for the park master plan preparation.
Pending Council approval, LHB Inc. is prepared to start immediately on this project with the goal of
completing the park master plan by June of 2020.
LHB's proposed Scope of Services Includes:
• Review of Existing Plans and Conditions
• Public Engagement and Option Development
• Public Engagement and Preferred Direction
Attachments
1. Harvest Park Master Plan Work Order
Packet Page Number 327 of 334
PERFORMANCE
DRIVEN DESIGN.
LHBcorp.com
CITY OF MAPLEWOOD
WORK ORDER FOUR
J4, Attachment 1
This Work Order dated October 21, 2019 is submitted for services to be performed in accordance with
the terms and conditions of the Master Services Agreement dated January 28, 2019 between LHB, Inc.
"LHB" and City of Maplewood "Client".
Descriptive Project Title:
Harvest Park Master Plan
Scope of Work and Assumptions, Deliverables, Anticipated Schedule, Additional Services:
Per the attached "Harvest Park Master Plan Proposal for Landscape Architecture Services" dated October
18, 2019 and "Harvest Park Master Plan and Predesign Study Proposal for Topographic Survey Services"
dated October 16, 2019.
Compensation:
Compensation shall be for a stipulated sum of Forty -Five Thousand Four Hundred Dollars ($45,400) plus
reimbursable expenses divided as follows:
Review of Existing Plans and Conditions
Survey (see attached letter)
Public Engagement and Option Development
Public Engagement and Preferred Direction
Total
$ 3,800
$ 6,800
$18,600
$16,200
$45,400
The client shall set aside a contingency amount of 10% of the Compensation for Additional Services
resulting from a change in the circumstances or conditions that affect the scope of work, schedule or
other terms of this Agreement.
Named Representatives and Contact Information:
CLIENT:
Audra Robbins
Name
(651) 249-2125. Audra.Robbinsnmaplewoodmn.gov
Telephone and E -Mail
LHB:
Name
612-752-6956, Lvdia.Major&LHBcorp.com
Telephone and E -Mail
21 West Superior Street, Suite 500 1
Duluth, MN 55802 1 218.727.8446
701 Washington Avenue North, Suite 200 1
Minneapolis, MN 55401 1 612.338.2029
324 Garfield Street South I
Cambridge, MN 55008 1 763.689.4042
63 East Second Street, Suite 150 1
Superior, WI 54880 1 715.392.2902
Packet Page Number 328 of 334
J4, Attachment 1
This Work Order is an authorization for LHB to proceed with the work described above consistent with
the terms and condition of the Master Services Agreement.
CITY OF MAPLEWOOD
By:
(Signature)
Its: Cit3� Man ger
(Title)
CITY OF MAPLEWOOD
By:
(Signature)
Its:
(Title)
Name: Name:
(Printed Name) (Printed Name)
LHB, Inc
By: ��,)
(Signature)
Its: Senior Vice President
(Title)
Name: Michael A. Fischer
(Printed Name)
Attachments:
• "Harvest Park Master Plan Proposal for Landscape Architecture Services" dated October 18,
2019
• "Harvest Park Master Plan and Predesign Study Proposal for Topographic Survey Services" dated
October 16, 2019.
• "Reimbursable Expenses" dated October 21, 2019
LHB Template: Last Revised 09-14-2016
M:\18Pfoj\180908\100 Financial\102 Agfeements\Work Ofdefs\Work Ofdef 4\20191021 Wofk Odef 4.docx
Work Order
Page 2 of 2
Packet Page Number 329 of 334
J4, Attachment 1
PERFORMANCE
DRIVEN DESIGN.
LHBcorp.com
October 18, 2019
Audra Robbins and Steve Love
City of Maplewood
1830 County Road B E
Maplewood, Minnesota 55109
HARVEST PARK MASTER PLAN
PROPOSAL FOR LANDSCAPE ARCHITECTURE SERVICES
Dear Audra and Steve:
Thank you for contacting me about working with you on the Harvest Park Master Plan. I am pleased to
propose the following services to the City of Maplewood focused on developing a vision for Harvest Park
as you prepare for the possible incorporation of a parking structure for the future LRT station. This park
functions as a primary athletic facility for the community (along with Hazelwood), as well as an important
hub along the Bruce Vento Trail. It also provides basic recreation facilities for the neighborhood, with a
playground and ample open space.
The proposed process includes evaluation of the existing condition of the site and building, a community
engagement process that builds on your system master plan findings, a master plan -level cost estimation,
and development of an overall master plan. I understand that your goal is to complete this master plan in a
timeframe that will keep Maplewood in step with the LRT planning process.
Please review this proposal and let me know if you need any modifications to our scope, schedule, or fee—
we are happy to make adjustments to better meet your needs. Please let me know if you need additional
background or have questions about our work.
SCOPE OF SERVICES
• Review of Existing Plans and Conditions
We will review the project information provided by you on October 7, 2019, along with any other
applicable plans. We will meet with Maplewood staff on site to review the condition of existing
facilities. We will evaluate the fields, trails, courts, parking lots, and natural/open areas. LHB will
provide a memo and an annotated site plan describing our findings.
• Public Engagement and Option Development
Following our initial analysis, LHB will plan and facilitate the following meetings and deliverables
with guidance from City staff:
• Conduct three (3) stakeholder meetings:
■ Metro Transit and Ramsey County
■ Athletic groups
■ Churches
• Develop two or three concepts as sketch plans and review these with staff, then refine as
needed for a community meeting.
21 West Superior Street, Suite 500 1 Duluth, MN 55802 1 218.727.8446
701 Washington Avenue North, Suite 200 1 Minneapolis, MN 55401 1 612.338.2029
324 Garfield Street South I Cambridge, MN 55008 1 763.689.4042
63 East Second Street, Suite 150 1 Superior, WI 54880 1 715.392.2902
Packet Page Number 330 of 334
J4, Attachment 1
Page: 2
Date: October 18, 2019
• Present options to the Parks Commission at the December 18 meeting
• Conduct one (1) public meeting in early January to get feedback on options
■ Optional service: online survey
• Conduct a follow-up meeting with the Rush Line team
• Conduct a workshop to review options and feedback with the City Council
Public Engagement and Preferred Direction
LHB will develop details around a preferred direction, based on feedback from these meetings. The
process to arrive at the final master plan will be:
• Develop a preferred direction
• Provide a master -plan level cost estimate for the master plan
• Conduct one (1) public meeting to get feedback on preferred direction
• Present preferred direction to Parks Commission
• Incorporate any final changes and revisions
• Present preferred direction to City Council
LHB will meet or video conference with staff once in preparation for each of the meetings listed
above and will provide the meeting materials and a summary memo of the meeting outcomes.
DELIVERABLES
• One (1) memo of existing conditions
Meeting and presentation materials and notes
Master plan document including the following:
o Existing condition summary
o Process description
o Color master plan
o Project narrative description
o Master plan -level cost estimate
CLIENT'S ROLE
• Participate in all meetings, leading portions of the meetings and presentations if desired
• Provide the room and any other logistics (such as A/V equipment, food, etc.) required for the
public meeting and presentations
• Invite/notify all attendees
• Provide timely, consolidated review of all materials
EXCLUSIONS
• Public, agency, focus group, or stakeholder meetings beyond those described above are excluded.
City staff will lead all presentations to commissions, councils, or the public.
• Survey services are included, as described in the attached letter.
• Geotechnical explorations will be separate, directly contracted with the Owner.
ADDITIONAL SERVICES
If the scope of services identified by this proposal has not been completed within twelve (12)
months of the date of this proposal, through no fault of LHB, additional compensation will be
negotiated for an extension of LHB's services.
If the project commences later than three (3) months past the date of this proposal, LHB reserves
the right to review and renegotiate compensation.
If the project is placed on hold after initial commencement for a period more than thirty (30) days,
LHB reserves its right to adjust its fees to reflect re -startup costs.
Packet Page Number 331 of 334
J4, Attachment 1
Page: 3
Date: October 18, 2019
If other services are required, LHB will work with you to determine a fee before beginning this
work to provide a more accurate estimate, based on the type of service and level of staff
involvement anticipated.
SCHEDULE
LHB can begin to work on this project following Council approval on October 28. We will complete the
Predesign Study by June 2020 and will work with you to schedule the proposed meetings.
PROPOSED FEE
Compensation for LHB's services shall be for a stipulated sum of Forty Five Thousand Four Hundred
Dollars ($45,400), plus reimbursable expenses. The Compensation shall be divided as follows:
Review of Existing Plans and Conditions..............................................................................$ 3,800
Survey (see attached letter).......................................................................................................$ 6,800
Public Engagement and Option Development.....................................................................$18,600
Public Engagement and Preferred Direction........................................................................ $16,200
Total.................................................................................................................... $45,400
The Client shall set aside a contingency amount of 10% in addition to the fee budget above for additional
services resulting from a change in the circumstances or conditions that affect the scope of work, schedule
or other terms of this Agreement. Upon recognizing the need to perform additional services, LHB shall
notify the Client and LHB shall not proceed to provide additional services until LHB receives the Client's
written authorization. If compensation for additional services exceeds the contingency amount, LHB shall
notify the Client and enter into negotiation to address the changed conditions.
Reimbursable expenses shall be additional, per LHB's Standard Reimbursables Schedule attached below.
Reimbursable expenses include printing, messenger and delivery expenses, and mileage.
TERMS AND CONDITIONS
Upon your approval of this proposal, LHB will prepare a Work Order consistent with the terms and
conditions of our Master Services Agreement dated January 28, 2019.
Please contact me at 612.752.6956 with any questions. I am excited to have the opportunity to work with
you as you imagine the future of this site.
LHB
Lydia Major
Project Manager
c: LHB File 180908
Mike Fischer
Project Principal
M:A18PcojA180908\100 Financial\101 Proposals\Harvest Pack Proposal\180908 20191011 Hatvest Pack Master PlanPcoposal.docx
Packet Page Number 332 of 334
J4, Attachment 1
PERFORAAANCE
DESIGN.
LHBcorp.com
October 16, 2019
Audra Robbins and Steve Love
City of Maplewood
1830 County Road E
Maplewood, MN
HARVEST PARK MASTER PLAN AND PREDESIGN STUDY
PROPOSAL FOR TOPOGRAPHIC SURVEY SERVICES
Dear Audra and Steve:
Thank you for the opportunity to provide you with a proposal for a topographic survey of
Harvest Park in the City of Maplewood. I have reviewed the project area and propose the
following not- to -exceed cost:
Topographic Survey $6,800.00
Included in the scope of work for this site is location and elevation of all visible surface features,
within the park boundary, location of underground utilities per information resulting from a Gopher
State One Call design locate request, and preparation of a drawing to be used for planning and design
purposes. This fee includes all travel time and expenses.
It is my assumption that the city will be able to provide LHB with the legal description for the park
boundary. If a full legal description is not available, LHB can determine an approximate property
boundary by completing research at the Ramsey County Recorder's office and the Ramsey County
GIS site. Additional fees may apply if this work is required.
Again, thank you for allowing us to provide you with this proposal. If you have any questions or if
you need additional information or clarification, feel free to contact me at your convenience.
Sincerely,
LHB, Inc. a
Kyle Roddy, PLS Survey Group Lead
kyle. roddy@lhbcorp. com
612.638.8712 direct
21 West Superior Street, Suite 500 I Duluth, MN 55802 1 218.727.8446
701 Washington Avenue North, Suite 200 I Minneapolis, MN 55401 1 612.338.2029
63 East Second Street, Suite 150 I Superior, Wl 54880 1 715.392.2902
324 Garfield St. South I Cambridge, MN 55008 1 763.689.4042
Packet Page Number 333 of 334
PERFORMANCE
DRIVEN DESIGN.
LHBcorp.com
REIMBURSABLE EXPENSES
J4, Attachment 1
Reimbursable Expenses are in addition to compensation for the Engineer/Architect services and
include expenses incurred by LHB employees and consultants directly related to the Project.
Items include, but are not limited to:
Travel -Automobile:
Current IRS Rate
Meals & Lodging:
110% of cost
Fee Paid for Regulatory Review and Approvals:
110% of cost
Postage & Handling:
110% of cost
Copies:
$0.15 each face
Regular Bond Plots
$2.00 each
Color Plots
$10.00 each
Construction Documents for Construction:
110% of cost
Renderings and Models: 110% of cost
Excess Project Insurance (if requested by Owner): Cost
Global Positioning System (GPS) $150/day
Total Station $60/day
Underground Utility Locator $25/day
The reimbursable expenses are current as of the date of issue shown below. Rates are subject to
adjustment for market conditions without specific notification.
https://share.lhbcorp.com/Project Delivery/Rates Worksheets/PD Fee Estimate Worksheets/Rate Schedules/Templates/E1113 Standard Reimbursable Expense Schedule.doc
Reimbursable Expenses
Page 1 of 1
21 West Superior Street, Suite 500 1
Duluth, MN 55802 1 218.727.8446
701 Washington Avenue North, Suite 200 1
Minneapolis, MN 55401 1 612.338.2029
324 Garfield Street South I
Cambridge, MN 55008 1 763.689.4042
63 East Second Street, Suite 150 1
Superior, WI 54880 1 715.392.2902
Packet Page Number 334 of 334
Date Issued: 10/21/2019