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2020-02-10 City Council Meeting Packet
AGENDA MAPLEWOOD CITY COUNCIL 7:00 P.M. Monday, February 10, 2020 City Hall, Council Chambers Meeting No. 03-20 A. CALL TO ORDER B. PLEDGE OF ALLEGIANCE C. ROLL CALL D. APPROVAL OF AGENDA E. APPROVAL OF MINUTES 1. January 27, 2020 City Council Meeting Minutes F. APPOINTMENTS AND PRESENTATIONS 1. Administrative Presentations a. Council Calendar Update 2. Council Presentations 3. Swearing -In Ceremony — Police Officers Winston Kim, Maddie Kanda, and Daud Abdi 4. Certificate of Achievement for Excellence in Financial Reporting 5. Report on 2019 Strategic Plan 6. Local Option Sales Tax Analysis — University of Minnesota 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. 2020 Master Group Contract for Medica Insurance Company 3. Resolution Accepting 2019 Emerald Ash Borer Community Forest Response Tree Planting Grant 4. Purchase of Automated CPR Devices 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. 1. County Road B & Arcade Street Improvements, City Project 19-22 a. Public Hearing 7:00 pm b. Resolution Ordering Improvement after Public Hearing (4 Votes) 2. Dennis -McClelland Area Street Improvements, City Project 19-10 a. Public Hearing 7:00 pm b. Resolution Ordering Improvement after Public Hearing (4 Votes) UNFINISHED BUSINESS None J. NEW BUSINESS 1. John Glenn Middle School, 1560 County Road B East a. Conditional Use Permit Amendment Resolution b. Design Review Resolution 2. Conditional Use Permit Resolution, Dog Day Care, 47 Century Avenue North 3. Sale of City -Owned Property at 2501 Londin Lane a. Intent to Close Meeting (Minn. Stat. §13D.05 subd. 3c) b. Purchase Agreement with INH Properties 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 A C a E. MINUTES MAPLEWOOD CITY COUNCIL 7:00 P.M. Monday, January 27, 2020 City Hall, Council Chambers Meeting No. 02-20 CALL TO ORDER E1 A meeting of the City Council was held in the City Hall Council Chambers and was called to order at 7:03 p.m. by Mayor Abrams. Mayor Abrams reported on the Faith Community Meeting she attended with Councilmember Neblett. PLEDGE OF ALLEGIANCE ROLL CALL Marylee Abrams, Mayor Present Kathleen Juenemann, Councilmember Present William Knutson, Councilmember Present Sylvia Neblett, Councilmember Present Bryan Smith, Councilmember Absent APPROVAL OF AGENDA The following items were added under Council Presentations: Recycle the Holidays — Last Call Councilmember Neblett moved to approve the agenda as amended. Seconded by Councilmember Knutson Ayes — All The motion passed. APPROVAL OF MINUTES 1. January 13, 2020 City Council Workshop Minutes Councilmember Juenemann moved to approve the January 13, 2020 City Council Workshop Minutes as submitted. Seconded by Councilmember Neblett Ayes — All The motion passed. 2. January 13, 2020 City Council Meeting Minutes Councilmember Juenemann moved to approve the January 13, 2020 City Council Meetina Minutes as submitted. January 27, 2020 City Council Meeting Minutes 1 Packet Page Number 1 of 227 E1 Seconded by Councilmember Neblett Ayes — All 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 Recycle the Holidays — Last Call Councilmember Juenemann reported on the success of the Recycle the Holidays event and reminded all the opportunity ends the last day of January. 3. 2019 Community Development Annual Report Community Development Director Thomson introduced the report. Community Design Review Board Chair Kempe addressed the council and gave the 2019 CDRB annual report. Environmental Natural Resource Chair Redmond addressed the council and gave the 2019 ENR annual report. Housing & Economic Development Commission Chair Jenkins addressed the council and gave the 2019 HEDC annual report. Planning Commission Chair Arbuckle addressed the council and gave the 2019 PC annual report. Councilmember Juenemann moved to approve the 2019 Community Development Department Annual Report. Seconded by Councilmember Knutson Ayes — All The motion passed. 4. Resolution for Commission Reappointments City Manager Coleman gave the report. Councilmember Neblett moved to approve the resolution for Commission reappointments. Resolution 20-01-1777 BE IT RESOLVED THAT THE CITY COUNCIL OF MAPLEWOOD, MINNESOTA: Hereby appoints the following individual, who the Maplewood City Council has reviewed, to be reappointed to the following commission: Planning Commission January 27, 2020 2 City Council Meeting Minutes Packet Page Number 2 of 227 E1 Tushar Desai Mr. Desai is appointed to a three year term that will expire on December 31, 2022. Seconded by Councilmember Juenemann Ayes — All The motion passed. 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. Agenda items G3 and G6 were highlighted. Councilmember Juenemann moved to approve agenda items G1 -G8. Seconded by Councilmember Neblett Ayes — All The motion passed. 1. Approval of Claims Councilmember Juenemann moved to approve the approval of claims. Accounts Payable: $ 637,968.45 Checks #104908 thru #104950 dated 01/14/20 $ 635,872.21 Disbursements via debits to checking account dated 01/06/20 thru 01/10/20 $ 86,606.55 Checks # 104951 thru #104985 dated 01 /15/20 thru 01 /21/20 $ 355,967.49 Disbursements via debits to checking account dated 01/13/20 thru 01/17/20 $ 1,716,414.70 Total Accounts Payable PAYROLL: $ 627,393.86 Payroll Checks and Direct Deposits dated 01/10/20 $ 2,024.78 Payroll Deduction check # 99104055 thru # 99104057 dated 01/10/20 $ 629,418.64 Total Payroll January 27, 2020 3 City Council Meeting Minutes Packet Page Number 3 of 227 E1 $ 2,345,833.34 GRAND TOTAL Seconded by Councilmember Neblett Ayes — All The motion passed. 2. Purchase Six 2020 Police Vehicles Councilmember Juenemann moved to approve the purchase of six 2020 Police Vehicles. Seconded by Councilmember Neblett Ayes — All The motion passed. 3. Resolution Accepting Donations for Nature Explorer Program Councilmember Juenemann moved to approve the resolution accepting donations in the amount of $1200.00 from various donors, named in the resolution. Resolution 20-01-1778 Acceptance of Donation WHEREAS the City of Maplewood and the Nature Center have received donations totaling $1,200.00 for the Nature Center Explorers fund from: Kenny, Judy -- $500 Montonye, Michelle & Dan -- $100 Smith, Kathleen -- $100 Smith, Terence -- $100 Strobel, Mark -- $100 Vento, Susan -- $200 Zakelj, John -- $100 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. On -Sale Intoxicating Liquor and Sunday Sales License for CP Maplewood II, LLC dba Crooked Pint Ale House, 1734 Adolphus Street Councilmember Juenemann moved to approve the On -Sale Intoxicating Liquor and Sunday Sales license for CP Maplewood II, LLC dba Crooked Pint Ale House at 1734 Adolphus Street. Seconded by Councilmember Neblett Ayes — All January 27, 2020 4 City Council Meeting Minutes Packet Page Number 4 of 227 E1 The motion passed. 5. Massage Center License for Spring Forever, LLC dba Spring Spa, 1700 Rice Street, Suite N Councilmember Juenemann moved to approve the Massage Center license for Spring Forever, LLC dba Sprinq Spa at 1700 Rice Street, Suite N. Seconded by Councilmember Neblett Ayes — All The motion passed. 6. Resolution of Support for Improved Energy Performance Standards in the State of Minnesota Councilmember Juenemann moved to approve the Resolution in Support of Establishing a Policy to Support Improved Energy Performance Standards in the State of Minnesota. Resolution 20-01-1779 Resolution of Support for Improved Energy Performance Standards in the State of Minnesota WHEREAS, buildings account for approximately 40% of all the energy used in Minnesota and new development practices have the opportunity to make the greatest longstanding impact; and WHEREAS, there is overwhelming scientific consensus that climate change is a significant threat to human civilization and is caused primarily by the combustion of fossil fuels; and WHEREAS, the State of Minnesota is not on track to meet its 80% carbon reduction by the 2050 goal; and WHEREAS, the City of Maplewood is not on track to meet its energy goal guidelines as outlined in the 2040 Comprehensive Plan, of an 80% carbon reduction by 2050; and WHEREAS, high efficiency construction presents opportunities for workers in manufacturing, construction, and service sectors, and it is essential that workers play a role in helping drive innovation towards a clean energy economy while creating and maintaining family -sustaining jobs; and WHEREAS, the City of Maplewood is interested in improving health and supporting economic development using environmentally conscious efforts; and WHEREAS, the State of Minnesota Climate Strategies and Economic Opportunities report identified implementation of a "stretch code" to improve energy efficiency as a leading cost-effective strategy in meeting the state's 80% greenhouse gas reduction goal by 2050; and January 27, 2020 5 City Council Meeting Minutes Packet Page Number 5 of 227 E1 WHEREAS, the City of Maplewood supports individual Minnesota cities having the option to adopt more stringent energy requirements for new construction and major renovation buildings as an issue of local autonomy, NOW THEREFORE BE IT RESOLVED by the City Council of the City of Maplewood, Minnesota that the City formally adopts a policy to support state legislation leading to higher performing commercial buildings through improved energy performance standards. Seconded by Councilmember Neblett Ayes — All The motion passed. 7. Payment for Eden Systems Support Contract Councilmember Juenemann moved to approve the payment for Eden Systems yearly maintenance support. Seconded by Councilmember Neblett Ayes — All The motion passed. 8. Payment for Usage of Metro-Inet IT Infrastructure Councilmember Juenemann moved to approve the payments for IT support services invoices. Seconded by Councilmember Neblett Ayes — All The motion passed. 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 None J. NEW BUSINESS 1. Resolution Seeking Approval for Sales Tax Exemption Legislation — North Fire Station Assistant City Manager/HR Director Sable gave the staff report. January 27, 2020 6 City Council Meeting Minutes Packet Page Number 6 of 227 E1 Councilmember Juenemann moved to approve the resolution seeking legislation for sales tax exemption for Maplewood North Fire Station construction. Resolution 20-01-1780 Resolution Seeking Legislation for Sales Tax Exemption for Maplewood North Fire Station Construction WHEREAS, the City of Maplewood Fire/EMS Department is modernizing to meet the growing and changing demands for emergency service. In 2019, Maplewood Fire/EMS responded to nearly 6,800 emergency calls and each year the department experiences call volume increases of 5-9%; and WHEREAS, an independent study by Fitch and Associates, along with a citizen - led advisory group, Maplewood Fire/EMS has made the following operational shifts to better serve the community including: transitioned to a full-time department, with 30 Firefighter/EMS professionals, reconfigured command staff to increase command and control on emergency incidents, and incorporated a plan to re -align fire stations for maximum efficiency; and WHEREAS, in the new alignment, Maplewood Fire/EMS will reduce from three stations to two. This will eliminate overlaps coverage at two stations to maximize efficiencies; and WHEREAS, the construction of the new North Fire Station will enhance the city's ability to respond to residents in Maplewood and enhance the public safety response in the community; and WHEREAS, the city is seeking to maximize its use of public dollars and one way to do that is to seek an exemption to state sales tax on materials, equipment, and supplies during construction; and WHEREAS, the City of Maplewood legislative delegation has agreed to sponsor and support legislation for a sales tax exemption. THEREFORE, BE IT RESOLVED that the City Council supports seeking legislative authority for a sales tax exemption of materials, equipment, and supplies for construction of a new North Fire Station in the City of Maplewood. Seconded by Councilmember Knutson Ayes — All The motion passed. 2. Electrical Inspection Services a. Agreement with Tokle Inspections, Inc. b. Ordinance Amending the 2020 Fee Schedule c. Resolution Authorizing Publication of Ordinance by Title and Summary (4 votes) Community Development Director Thomson gave the staff report. Peter Tokle with Tokle Inspections addressed the council to give additional information. January 27, 2020 7 City Council Meeting Minutes Packet Page Number 7 of 227 E1 Councilmember Juenemann moved to approve the electrical inspections agreement with Tokle Inspections. Seconded by Councilmember Neblett Ayes — All The motion passed. Councilmember Juenemann moved to approve the ordinance amending 2020 fee schedule for electrical permit fees effective February 1, 2020. Ordinance 1009 Ordinance Amending the Comprehensive Fee Schedule for 2020 Section I. On December 9, 2019, the Maplewood City Council adopted Ordinance No. 1008 establishing the comprehensive free schedule for 2020. Section II. The comprehensive fee schedule is amended as outlined in Exhibit A. The fees for electrical permits supersede all fees established by ordinance, resolution, or policy prior to this ordinance. Section III. Any unpaid fees or charges constitute a service charge the City may collect pursuant to its authority under Minnesota Statutes, Sections 415.01, Subdivision 1 and Minnesota Statutes 366.012 by certifying the unpaid amount to the County Auditor for collection together with the property taxes imposed on the affected property or on any other property the person may own in the State. Section IV. This ordinance shall be effective February 1, 2020. Exhibit A Community Development City of Maplewood - 2020 Fee Schedule ITEM/ACTIVITY 2019 2020 2020 REVISED ELECTRICAL PERMIT FEES *ELECTRICAL PERMIT FEES ARE THE GREATER OF THE TOTAL INSPECTION FEE OR TOTAL SERVICE AND CIRCUIT CALCULATION PLUS THE ADMINISTRATIVE FEES INSPECTION FEES MINIMUM FEE $35.00 $40.00 $45.00 INSPECTION / REINSPECTION FEE $35.00 $40.00 $45.00 PER INSPECTION RESIDENTIAL MAXIMUM FEE (200 AMPS OR LESS) N/A N/A $190.00 ALL OTHER FEES STATE FEES STATE FEES N/A NEW OR REPAIR SERVICE/POWER SUPPLY 0 TO 300 AMP N/A N/A $55.00 400 AMP N/A N/A $71.00 500 AMP N/A N/A $87.00 600 AMP N/A N/A $103.00 800 AMP N/A N/A $135.00 1,000 AMP N/A N/A $167.00 EACH ADDITIONAL 100 AMPS N/A N/A $16.00 TRANSFORMERS AND GENERATORS 1 TO 10 KVA N/A N/A $5.00 11 TO 74 KVA N/A N/A $45.00 January 27, 2020 City Council Meeting Minutes Packet Page Number 8 of 227 E1 75 TO 299 KVA N/A N/A $60.00 OVER 299 KVA N/A N/A $165.00 FEEDERS/CIRCUITS 0 TO 100 AMPS N/A N/A $9.00 101 TO 200 AMPS N/A N/A $15.00 201 TO 300 AMPS N/A N/A $21.00 301 TO 400 AMPS N/A N/A $27.00 401 TO 500 AMPS N/A N/A $33.00 EACH ADDITIONAL 100 AMPS N/A N/A $6.00 SOLAR FEES 0 TO 5 KW N/A N/A $90.00 5.1 TO 10 KW N/A N/A $150.00 10.1 TO 20 KW N/A N/A $225.00 20.1 TO 30 KW N/A N/A $300.00 30.1 TO 40 KW N/A N/A $375.00 OVER 40 KW N/A N/A $375 PLUS $25 FOR EACH ADDITIONAL 10 KW OTHER FEES RESIDENTIAL PANEL REPLACEMENT N/A N/A $110.00 RESIDENTIAL SUB PANEL N/A N/A $45.00 APARTMENT BUILDINGS N/A N/A $80 PER UNIT RETROFIT LIGHTING N/A N/A $0.85 PER FIXTURE SIGN TRANSFORMER OR DRIVER N/A N/A $9.00 PER TRANSFORMER SWIMMING POOLS AND HOT TUBS N/A N/A $90.00 PLUS $9.00 PER CIRCUIT RESIDENTIAL ADDITIONS, REMODELS OR BASEMENT FINISHES (UP TO 10 CIRCUITS AND TWO INSPECTIONS) N/A N/A $90.00 RESIDENTIAL ACCESSORY STRUCTURES N/A N/A $55.00 PLUS $9.00 PER CIRCUIT TRAFFIC SIGNALS N/A N/A $8 PER STANDARD STREET LIGHTS AND PARKING LOT LIGHTS N/A N/A $5 PER STANDARD LOW VOLTAGE FIRE ALARM, HEATING AND AIR CONDITIONING CONTROLING WIRING N/A N/A $0.85 PER DEVICE ELECTRONIC INSPECTION OF AC, FURNACE, BATH FAN, FIREPLACE, WATER HEATER VENT RECEPTACLE N/A N/A $40.00 HOURLY RATE FOR CARNIVALS N/A N/A $90.00 ADMINISTRATIVE FEES STATE SURCHARGE N/A N/A $1.00 ADMINISTRATIVE FEE $9.50 $9.50 $9.50 Seconded by Councilmember Neblett Ayes - All The motion passed. Councilmember Juenemann moved to approve the resolution authorizing publication by title and summary. Resolution 20-01-1781 Amendment to Comprehensive Fee Schedule for 2020 Summary Authorizing Publication of Ordinance No. 1009 by Title and Summary WHEREAS, the City of Maplewood (the "City") is a municipal corporation organized and existing under the laws of Minnesota; and January 27, 2020 9 City Council Meeting Minutes Packet Page Number 9 of 227 E1 WHEREAS, the City Council of the City of Maplewood has adopted Ordinance No. 1009, which creates city code to amend the fee schedule; and WHEREAS, Minnesota Statutes, § 412.191, Subdivision 4, allows publication by title and summary in the case of lengthy ordinances or those containing charts or maps; and WHEREAS, the ordinance contains a lengthy list of fees; and WHEREAS, the City Council believes that the following summary would clearly inform the public of the intent and effect of the ordinances. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Maplewood that the City Clerk shall cause the following summary of Ordinance No. 1009 to be published in the official newspaper in lieu of the entire ordinance: PUBLIC NOTICE The City Council of the City of Maplewood has adopted Ordinance No. 1009, which amends the 2020 fee schedule. A summary of the ordinance follows: Ordinance No. 1009 ORDINANCE AMENDING THE COMPREHENSIVE FEE SCHEDULE FOR 2020 The ordinance amends the 2020 fee schedule for electrical permit and inspection fees. The ordinance shall be effective on February 1, 2020. A full copy of the ordinance is available in the office of the city clerk. Seconded by Councilmember Neblett Ayes — All The motion passed. K. AWARD OF BIDS None L. ADJOURNMENT Mayor Abrams adjourned the meeting at 7:47 p.m. January 27, 2020 10 City Council Meeting Minutes Packet Page Number 10 of 227 Fla CITY COUNCIL STAFF REPORT Meeting Date February 10, 2020 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. Upcoming Agenda Items and Work Sessions Schedule: Feb. 24 Workshop: Rental Licensing Update; Pedestrian Safety Plan Council Meeting: Ramsey County Youth Works! Presentation; SPAAR Housing Presentation Council Comments: Comments regarding Workshops, Council Meetings or other topics of concern or interest. 1. Tobacco 21 — Workshop & Council Meeting — follow up scheduled for February 2. Create Pedestrian Safety Plan — Study underway, Update on February 24 3. Local Option Sales Tax and Construction Sales Tax Exemption Legislation — in process 4. Review Appointment Process for Boards & Commissions — discussed on January 13 Packet Page Number 11 of 227 F3 CITY COUNCIL STAFF REPORT Meeting Date February 10, 2020 REPORT TO: Melinda Coleman, City Manager REPORT FROM: Scott Nadeau, Public Safety Director PRESENTER: Scott Nadeau AGENDA ITEM: Swearing -In Ceremony — Police Officers Winston Kim, Maddie Kanda, and Daud Abdi Action Requested: ❑ Motion ✓ Discussion ❑ Public Hearing Form of Action: ❑ Resolution ❑ Ordinance ❑ Contract/Agreement ❑ Proclamation Policy Issue: The Maplewood Police Department opened a traditional recruitment and hiring process to fill multiple police officer vacancies in winter of 2019. Police officer candidates Winston Kim, Maddie Kanda, and Daud Abdi will be sworn in as they begin their careers with the Maplewood Police Department. Recommended Action: For presentation purposes only. 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. Recognizing department actions. Background In winter of 2019, Winston Kim, Maddie Kanda, and Daud Abdi were chosen from a traditional recruitment and hiring process to fill multiple police officer vacancies. As of this date, we have completed all pre-employment requirements on Winston Kim, Maddie Kanda, and Daud Abdi. Winston Kim was born and raised in the Prior Lake and Eden Prairie areas. After graduating from Eden Prairie High School, Winston attended the University of St. Thomas where he obtained a business degree. After graduating from St. Thomas, he obtained a corporate job for about one Packet Page Number 12 of 227 F3 year. While working in the corporate world, Winston quickly discovered that his chosen profession was not what he thought it would be. As a result, Winston quickly concentrated his efforts on becoming a police officer, and enrolled in the Law Enforcement Program at Rasmussen College. Maddie Kanda grew up in the Woodbury area, and had aspirations of becoming a veterinarian. After working in a local veterinary clinic during high school, Maddie decided instead to pursue a career in law enforcement. Maddie obtained a bachelor degree in criminology with a minor in Spanish in 2018. While going to college, Maddie also began working for Ramsey County JDC as a Correctional Officer. She also completed an internship with the St. Paul Police Department. Daud Abdi was born in Mogadishu, Somali. Due to civil war in his country, Daud and his family came to the United States in 1999 and settled in Minnesota. After graduating from Roosevelt High School in 2003, Daud attended Minneapolis Business College, Inver Hills Community College, and Metropolitan State University where he obtained a bachelor degree in business administration. Daud has worked as a social worker/family advocate in the Ramsey/Washington County area serving low income families. Several life experiences in Daud's life caused him to focus his career path on becoming a police officer. As a Maplewood Police Officer, Daud is looking forward to the opportunity to work with at risk youth so that they grow up to become upstanding citizens within the community. They all come highly recommended. They have been subjected to a comprehensive background investigation, and both a psychological and medical evaluation as required for peace officer licensure. Attachments None. Packet Page Number 13 of 227 F4 CITY COUNCIL STAFF REPORT Meeting Date February 10, 2020 REPORT TO: Melinda Coleman, City Manager REPORT FROM: Ellen Paulseth, Finance Director PRESENTER: Ellen Paulseth, Finance Director AGENDA ITEM: Certificate of Achievement for Excellence in Financial Reporting Action Requested: ❑ Motion ❑ Discussion ❑ Public Hearing Form of Action: ❑ Resolution ❑ Ordinance ❑ Contract/Agreement ❑ Proclamation Policy Issue: The City of Maplewood has received the Certificate of Achievement for Excellence in Financial Reporting for the Comprehensive Annual Financial Report (CAFR) for the Year Ended December 31, 2018 from the Government Finance Officers Association. This is the 391h time the City has achieved this award. Recommended Action: No action is required. A plaque will be presented to the Finance Department by the City Manager at the meeting. 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 Certificate of Achievement is the highest form of recognition in governmental accounting and financial reporting, and its attainment represents a significant accomplishment. Background Government Finance Officers Association of the United States and Canada (GFOA) established the Certificate of Achievement for Excellence in Financial Reporting Program (CAFR Program) in 1945 to encourage and assist state and local governments to go beyond the minimum requirements of generally accepted accounting principles to prepare comprehensive annual financial reports (CAFR's) that evidence the spirit of transparency and full disclosure and, then, to recognize individual governments that succeed in achieving that goal. The goal of the program is not to assess the financial health of participating governments, but rather to ensure that users of their financial statements have the information they need to do so themselves. Packet Page Number 14 of 227 F4 Reports submitted to the CAFR program are reviewed by selected members of the GFOA professional staff and the GFOA Special Review Committee (SRC), which comprises individuals with expertise in public sector financial reporting and includes financial statement preparers, independent auditors, academics, and other finance professionals. In order to be awarded a Certificate of Achievement, a government must publish an easily readable and efficiently organized CAFR. This report must satisfy both generally accepted accounting principles and applicable legal requirements. To provide context to this award, there are 1,027 cities in the United States and Canada in the same population range as Maplewood (25,000 to 49,999.) Of those cities, 504 or 49.07% were awarded the Certificate of Achievement for their 2017 CAFR's. In Minnesota there are a total of 853 cities. Only 12%, or 102, of all cities in Minnesota received the award in 2017. The City Council is to be commended for their role in supporting the Finance Department and providing the resources to accomplish the goals of transparency and disclosure in financial reporting. Attachments 1. Certificate of Achievement for Excellence in Financial Reporting and Award of Financial Reporting Achievement Packet Page Number 15 of 227 ilk Packet Page Number 16 of 227 w F4, Attachment 1 �°ro O CS .° v N V •ti � � Z C •� � 'per' •� � i 0 h z a 'z, d CU u Z. ° hs r v,tix U •toZ,,-. � h � O ° U 11 S -',,r"' AS5DCI,gT L 4 c as o �i ca 3 c� Q F5 CITY COUNCIL STAFF REPORT Meeting Date February 10, 2020 REPORT TO: Melinda Coleman, City Manager REPORT FROM: Lois Knutson, Administrative Services & Performance Measurement Coordinator Mike Sable, Assistant City Manager/ HR Director PRESENTER: Lois Knutson, Administrative Services & Performance Measurement Coordinator Mike Sable, Assistant City Manager/ HR Director AGENDA ITEM: Report on 2019 Strategic Plan Action Requested: V Motion ❑ Discussion ❑ Public Hearing Form of Action: ❑ Resolution ❑ Ordinance ❑ Contract/Agreement ❑ Proclamation Policy Issue: Staff is presenting the attached report, which is a progress update on the status of the City's Strategic Priorities for 2019. Recommended Action: Motion to accept the 2019 Strategic Plan Report. 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. The executive report on the Strategic Plan includes all six pillars of the plan. 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. Packet Page Number 17 of 227 F5 The Mayor and City Council, along with the City Manager and Senior Management team, embarked on a systematic process for moving toward a vision in a manner that involves the development and prioritization of strategic goals along with measurable strategies and objectives. The Strategic Plan consists of six (6) Strategic Priorities, a series of Key Outcomes and underlying Performance Measures, which describe desired outcomes and performance success factors. 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. In January 2018, staff began reporting on our plan using Envisio, a software company that implements a web -based solution, to align employees with the strategic plan and performance measures to accomplish organizational outcomes. In 2019 staff from all levels of the organization spent many hours revising the entire plan. The revised plan incorporates a combination of words and metrics to tell our story and also includes more cross -departmental initiatives. Significant progress has been made on all six of our Strategic Priorities. We are 75% towards completion of our goals. Attachments 1. 2019 Strategic Plan Report 2. 2019 Year in Review Presentation Packet Page Number 18 of 227 F5, Attachment 1 Maplewood��'''#J 2019 Strategic Plan Year in Review Report Created On: Feb 05, 2020 Page 1 Packet Page Number 19 of 227 6 Strategic Priority Overall Summary 23 62 Performance Measure F5, Attachment 1 139 Action Initiative 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 t—�,J No Update Packet Page Number 20 of 227 Overdue Priority Page 2 Bio Status Pending 1.44 On Track 37.41 Some Disruption 2.88 75% • Upcoming 1.44 Progress • Completed 56.83 0 100 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 t—�,J No Update Packet Page Number 20 of 227 Overdue Priority Page 2 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 different perspectives and experiences to build an inclusive and equitable city for all. Key Outcome: 5 Performance Measure, 9 Action Initiative: 30 Key Outcome 1.1 Maplewood is a welcoming community where residents are accepted and engaged. Performance Measure: 1 Action Initiative : 5 F5, Attachment 1 • On Track 40.0 2 0 Completed 60.0 3 Performance Measure 1.1.1 70% of residents view Maplewood as an open and accepting community. % # r On Track 40.0 2 Action Initiative: 5 • Completed 60.0 3 Updated on Feb 03, 2020 20:17:37 We continue to explore new ways to track attendees and diversity of participants at city sponsored events. City considering an additional resident survey in the near future. Key Outcome 1.2 Employees are engaged in community outreach and are culturally aware % # 0 On Track 50.0 4 Performance Measure: 2 Action Initiative: 8 Some Disruption 12.5 1 • Upcoming 12.5 1 10 Completed 25.0 2 Performance Measure 1.2.1 80% of benefit earning employees will participate in City sponsored community events annually % # 0 On Track 50.0 3 Action Initiative: 6 0 Upcoming 16.67 1 0 Completed 33.33 2 Updated on Feb 03, 2020 20:18:17 The LEARN platform has been eliminated from consideration. There were too many challenges and too few users to make it a cost- effective solution. Coordination with all departments who use other existing software to track time spent on events (i.e. either in payroll or other tools) will be used, which makes for an easier solution. Packet Page Number 21 of 227 i Status Pending 6.67 2 0 On Track 33.33 10 Some Disruption 10.0 3 0 Upcoming 3.33 1 0 Completed 46.67 14 • On Track 40.0 2 0 Completed 60.0 3 Performance Measure 1.1.1 70% of residents view Maplewood as an open and accepting community. % # r On Track 40.0 2 Action Initiative: 5 • Completed 60.0 3 Updated on Feb 03, 2020 20:17:37 We continue to explore new ways to track attendees and diversity of participants at city sponsored events. City considering an additional resident survey in the near future. Key Outcome 1.2 Employees are engaged in community outreach and are culturally aware % # 0 On Track 50.0 4 Performance Measure: 2 Action Initiative: 8 Some Disruption 12.5 1 • Upcoming 12.5 1 10 Completed 25.0 2 Performance Measure 1.2.1 80% of benefit earning employees will participate in City sponsored community events annually % # 0 On Track 50.0 3 Action Initiative: 6 0 Upcoming 16.67 1 0 Completed 33.33 2 Updated on Feb 03, 2020 20:18:17 The LEARN platform has been eliminated from consideration. There were too many challenges and too few users to make it a cost- effective solution. Coordination with all departments who use other existing software to track time spent on events (i.e. either in payroll or other tools) will be used, which makes for an easier solution. Packet Page Number 21 of 227 F5, Attachment 1 Performance Measure 1.2.1 > KPI Benefit earning employees participating in City sponsored community events annually Last Update: Feb 03, 2020 20:12:35 150 100 93 v a 0 a CL so 35 36 � 1+9 0 Ql 2019 Q2 2019 Q3 2019 Q4 2019 0 Actual t Sum Comment 63% of our staff volunteered at community sponsored events in 2019. The actual number may be higher, but due to not having a good tracking system in place for the entire year, several individuals may not have been counted. Key Outcome 1.3 - .. The demographics of the organization reflect the community and its needs /o # 0 On Track 37.5 3 Performance Measure: 2 Action Initiative : 8 Some Disruption 25.0 2 • Completed 37.5 3 Performance Measure 1.3.1 - Increase the percentage of employees of color among City staff by 2% per year % # 0 On Track 50.0 3 Action Initiative : 6 Some Disruption 33.33 2 Completed 16.67 1 Updated on Feb 03, 2020 20:16:09 With each new job posting, HR evaluates the job description and the hiring process. Internally, we are using NeoGOV analytics to track this data. Based on most recent applicant hires (5) shows 60% of new hires will be candidates of color. Page 4 Packet Page Number 22 of 227 F5, Attachment 1 Performance Measure 1.3.1 > KPI Number of hires / number of persons of color hired Percentage of employees of color Last Update: Jan 17, 2020 14:45:06 Percent of New Hires - All Employees 15 Last Update: Jan 17, 2020 15:08:04 Percent of New Hires - All Employees 10 90% 82% 801A 75% 7(rA 5 I 11 1 60% 53% 50% 47% 40% 30% 25% 0 18% 2016 2017 2018 2019 10% 0% Actual 2017 2019 2019 N Caucasian ■ Non-Causasian 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%) Completed 100.0 2 Action Initiative : 2 Updated on Jan 10, 2020 22:24:12 One new commissioner was appointed in October. This, however, did not increase our diversity. We are continuing to reach out at community events to encourage our residents to become involved in City Government. Key Outcome 1.4 00� City services and facilities are accessible to our diverse community Performance Measure: 1 Action Initiative: 3 Performance Measure 1.4.1 W�� 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 equitable. Action Initiative: 3 Updated on Feb 04, 2020 15:48:39 0 Status Pending 66.67 2 0 On Track 33.33 1 Status Pending 66.67 2 On Track 33.33 1 Packet Page Number 23 of 227 F5, Attachment 1 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. Staff and our City Consultant have developed a draft crossing policy and are in the process of reviewing the proposed policy. This policy establishes guidelines for what safety measures should be use at road crossings to provide the same level of safety to all residents. It is anticipated that this policy will be brought to a City Council Workshop in February 2020 to gather input from the City Council. Key Outcome 1.5 • .. . Parks & Recreation programs that embrace diversity, celebrate arts and culture, value health and % # wellness, and promote stewardship of the environment. f Completed 100.0 6 Performance Measure: 3 Action Initiative : 6 Performance Measure 1.5.1 Provide at least 175 environmental education programs annually. % # 0 Completed 100.0 2 Action Initiative : 2 Updated on Jan 15, 2020 15:39:44 Nature Center staff have conducted 33 additional environmental education programs during the period from Oct 1 to December 31. We have conducted a total of 221 environmental education programs up to this point. Page 6 Packet Page Number 24 of 227 F5, Attachment 1 Performance Measure 1.5.1 > KPI # of participants # of programs Last Update: Jan 15, 2020 15:37:16 Last Update: Jan 15, 2020 15:34:46 10000 300 7 , _ 9,025 221 200 188 9 4,918 E 5000 c E 95 E3 100 3,283 t, 35 2 2a 1,742 95 0 7 0 M Q1 2019 Q2 2019 Q3 2019 Q4 2020 Ql 2019 Q2 2019 Q3 2019 Q4 2020 41 Actual t Sum Actual t Sum Comment Target: 175 Milestone Date: Dec 31, 2019 Several multi cultural organizations participated in programs at the Comment nature center- including Freedom School from Webster Elementary; Several groups of diverse college students participated in programs Primrose Merriam Park; and Century College. this fall. Monarch/Monarcas and Summer Nature Hike - both with Spanish Language interpreter were conducted at the nature center. Performance Measure 1.5.2 Increase youth scholarship utilization by 10% by December 31, 2020. Action Initiative : 2 Updated on Jan 02, 2020 16:26:54 In 2019, we awarded 41 scholarships to Maplewood youth who demonstrated financial need. 0 Completed 100.0 2 Page 7 Packet Page Number 25 of 227 Performance Measure 1.5.2 > KPI # of youth receiving scholarships Last Update: Jan 02, 2020 16:29:06 60 41 40 33 v 19 20 6 jer r0 Q1 2019 Q2 2019 Q3 2019 Q4 2019 * Actual t Sum Performance Measure 1.5.3 Provide a minimum of 30 activities for actively aging adults Action Initiative : 2 Updated on Jan 17, 2020 18:26:40 Q4 • Offered 6 day trips to dinner theaters • Offered 2 painting classes • Offered 1 ballroom dancing class • Offered 1 TAi Chai class • 98 participants for the trips and classes Packet Page Number 26 of 227 F5, Attachment 1 Annual Youth Scholarship Recipients Last Update: Jan 17, 2020 18:24:30 60 48 48 v E 40 43 41.25 41.2 0 .�.. .w 2015 2016 2017 2018 2019 0 Actual f Average 0 Completed 100.0 2 Page 8 F5, Attachment 1 Performance Measure 1.5.3 > KPI # of participants # of daytrips and classes Last Update: Dec 30, 2019 22:27:46 Last Update: Dec 30, 2019 22:21:03 300 40 277 30 200 179 30 E 919 110 E 20 100 12 ss 10 6 ® ! a ® ° 0 Ql 2019 Q2 2019 Q3 2019 Q4 2019 Q1 2019 Q2 2019 Q3 2019 Q4 2019 - ■Actual t Sum Actual t Sum Target 30.0 Strategic Priority 2 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 • Completed reflects community values and that are supported by available resources Key Outcome: 4 Performance Measure: 8 Action Initiative : 17 Key Outcome 2.1 Credit Quality Achieve highest possible level of credit quality in the bond market Performance Measure: 2 Action Initiative : 6 Performance Measure 2.1.1 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. 0 Completed 0 Completed 100.0 17 100.0 6 100.0 4 Page 9 Packet Page Number 27 of 227 Performance Measure 2.1.1 > KPI S&P Bond Rating Last Update: Oct 21, 2019 14:08:25 SILP Boyd Raitrg 2017 2018 2019 Aq+ AA+ AA+ Performance Measure 2.1.2 - .. • �� Maintain S & P rating of "very strong management" under S&P's financial management assessment methodology. 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 S1LF YanagMft*Scare Last Update: Oct 21, 2019 13:39:19 2017 2018 2019 Strlolrrwg I Very SUWC I Very StFMC Key Outcome 2.2 • .. - . Maintain an investment strategy that maximizes yield without compromising safety, liquidity and diversity. 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. Action Initiative : 3 Updated on Dec 17, 2019 17:03:27 We are currently meeting this measure, with nearly 3% returns. Packet Page Number 28 of 227 F5, Attachment 1 9 Completed 100.0 2 0 Completed 49 Completed 100.0 3 100.0 3 Page 10 Performance Measure 2.2.1 > KPI Interest Rate Yield 3.00% 250% 2.09% Last Update. Feb 03, 2020 20:31.00 1-50% 1.00% 0.50% 0 -Do'. F5, Attachment 1 Benchmark Interest Rate Yield at December 31 -2-Yea Treasury P o rtfo f, o YT Mi�gCost 2A8% 2.25% 1.89% "• �'" 2.23% 1.56% 1.27% 2017 2018 2019 Estimated Key Outcome 2.3 • . - i Strategically manage the debt portfolio in a manner that balances long-term financial sustainability with % # community needs. 41 Completed 100.0 2 Performance Measure: 2 Action Initiative : 2 Performance Measure 2.3.1 Debt/Capita ratio is no higher than $1,500 % # • Completed 100.0 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 11 Packet Page Number 29 of 227 Performance Measure 2.3.1 > KPI Debt Per Capita 51 -RCC $1,Ece 51,^6 $1,200 $1,606 Last Update: Oct 21, 2019 13:39:46 sscc 56M 5406 $200 5- Debt Per Capita $1,705 51,1533 $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 Last Update: Oct 21, 2019 13:40:08 Key Outcome 2.4 Sip Delp aid �l Whilil y Same 2017 2018 2019 WL -A Wei[ Wreak F5, Attachment 1 2019 Estimated 0 Completed Develop an annual budget that meets community needs and is alignment with the strategic plan and City financial policies. • Completed Performance Measure: 3 Action Initiative: 6 Packet Page Number 30 of 227 100.0 1 100.0 6 Page 12 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 i KPI GFOA Distinguished Budget Award Last Update: Oct 21, 2019 13:40:21 Q -OA DbameddMa MWO—tp raN 2017 2019 2019 Yes Yes 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 2.42 > KPI GFOA Certificate of Achievement for CAFR Last Update: Oct 21, 2019 13:40:38 GFOA Ceriirca1PofAdViEvE■l mikf wCJ" 2016 2017 Yes Yes 201S 2019 Yes N/A Performance Measure 2.4.3 - .. . 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. F5, Attachment 1 • Completed 100-0 0 Completed 100.0 2 0 Completed 1000 Packet Page Number 31 of 227 Performance Measure 2.4.3 > KPI Budget to Actual %of Budgetto Actual Expenditures General Fund 98 2G'6 96.G0'S 97.8C�5 Last Update: Oct 21, 2019 13:41:06 97.4G0 97. 97.20'.6 97.00?6 96.80'5 96.6035 Strategic Priority 3 20% F5, Attachment 1 2017 2018 2019 Estimated Infrastructure & Asset Management: Provide safe, efficient, sustainable, cost-effective, and well- % # maintained roads and transportation systems. Build, maintain, and manage capital assets to preserve 0 On Track 25.93 7 long-term investment and ensure uninterrupted support services. * upcoming 3.7 1 • Completed 70,37 19 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. i On Track 50.0 1 0 Completed 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 % # 0 Completed 100.0 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 14 Packet Page Number 32 of 227 F5, Attachment 1 Performance Measure 3.1.1 > KPI Sanitary sewer main inspected annually (thousand feet) Last Update: Feb 04, 2020 21:19:08 75 v 50 3. 3,392 b 29.98 26.43 25 33.53 0 2014 2015 2016 2017 2018 2019 i Actual t Average Performance Measure 3.1.2 Maintain a Net Investment in Capital Assets/Total Net Position Ratio of at least 83% °% # 0 On Track 100.0 1 Action Initiative : 1 Updated on Feb 04, 2020 17:12:34 For the year ended 12-31-2018, this ratio was 81 %, slightly less than the standard. Staff is in the process of developing a vehicle rating system which will allow us to more closely track the condition of our fleet. Page 15 Packet Page Number 33 of 227 Performance Measure 3.1.2 > KPI % of Budget to Actual Expenditures General Fund 9a. cc% 88. ccs c 96.CG11 84.01D% Last Update: Feb 03, 2020 20:43:04 811% 90.G0'n 79.00% 7613P% Net Investment in Capital Assets/Total Net Position 88.56% 2015 2016 2017 Performance Measure 3.1.3 Enter 100% of facilities into asset management software for tracking 17% 2018 F5, Attachment 1 Updated on Jan 03, 2020 16:39:37 Staff is continuing to enter all assets into Cartegraph. Approximately 80% of the facilities have been entered into Cartegraph by the end of January 2020. 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. Key Outcome 3.2 Local City roads managed to provide a high quality transportation system. % # 41 On Track 22.22 2 Performance Measure: 3 Action Initiative: 9 49 Completed 77.78 7 Page 16 Packet Page Number 34 of 227 Performance Measure 3.2.1 Maintain PCI (Pavement Condition Index) of a minimum of 70 Action Initiative : 8 F5, Attachment 1 On Track 12.5 1 Completed 87.5 7 Updated on Dec 23, 2019 15:41:42 City staff have completed street ratings for 2019 to ensure our PCI is up to date. The 2019 improvement projects have been completed and represent an investment into maintaining a high-quality street system in Maplewood. Performance Measure 3.2.2 1 Inspect 100% of traffic control signs each year % # 0 On Track 100.0 1 Action Initiative : 1 Updated on Jan 03. 2020 18:20:11 All information and sign data has been entered into Cartegraph. Sign inspections are 50% complete and should finished by the end of January 2020 (weather permitting). 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 Jan 03, 2020 18:16:28 After each snow event all city roads have been plowed to full width within 8 hours after the snow has stopped falling. Key Outcome 3.3 - .. :: , Natural Resources are managed to ensure high ecological quality and long-term sustainability. % # • On Track 16.67 1 Performance Measure: 3 Action Initiative : 6 0 Completed 83.33 5 Performance Measure 3.3.1 100% of development/redevelopment projects will meet the City storm water quality requirements % # i Completed 100.0 3 Action Initiative : 3 Updated on Dec 23, 2019 15:20:43 There were twenty-six development proposals within the City in 2019 requiring Engineering review. All of these projects were reviewed to ensure they met the City's storm -water quality requirements. Packet Page Number 35 of 227 F5, Attachment 1 Performance Measure 3.3.2 Active management of a minimum of 8 natural areas per year Updated on Dec 31, 2019 19:21:31 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 Remove 100% of park and boulevard ash trees that are dead or have confirmed Emerald Ash Borer. % # On Track 33.33 1 Action Initiative : 3 Completed 66.67 2 Updated on Dec 31, 2019 19:22.30 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 100 0 1 50 0 Jan 19 • Actual Jul 19 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 18 Packet Page Number 36 of 227 F5, Attachment 1 Key Outcome 3.4 City parks, trails and open spaces are well-maintained, accessible, and meet the changing needs of the % # community. • On Track 30.0 3 0 Upcoming 10.0 1 Performance Measure: 4 Action Initiative. 10 Completed 60.0 6 Performance Measure 3.4.1 • .. - Implement a minimum of 1 recommendation from the 2015 Parks System Master Plan % # Completed 100.0 2 Action Initiative : 2 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 3.4.2 Develop and maintain a rating system for playgrounds in Cartegraph % # 0 Completed 100.0 2 Action Initiative : 2 Updated on Jan 17, 2020 19:17:53 We have entered the 2019 playground inspection data into Cartegraph and created a list of playgrounds that are rated from best to worst based on that information. These findings were then analyzed to determine which playground should be replaced as part of the 2020 CIP process. Performance Measure 3.4.3 Maintain a 70% resident satisfaction rating with City's parks, trails and open spaces % # 0 On Track 60.0 3 Action Initiative : 5 0 Upcoming 20.0 1 0 Completed 20.0 1 Updated on Jan 07, 2020 16:17:29 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. This will be an ongoing goal for 2020 as well. 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) • Completed Action Initiative : 1 Packet Page Number 37 of 227 F5, Attachment 1 Updated on Jan 21, 2020 20:18:42 Staff meet this fall to review our existing trail and sidewalk network and snow removal plan. Some route changes where identified and implemented to make the operation more efficient. 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 81.82 9 i* Completed 16.18 2 Key Outcome: 2 Performance Measure: 4 Action Initiative: 11 Key Outcome 4.1 A more informed and engaged community by proactively telling the City's story and establishing % # Maplewood as a regional leader. 0 On Track 80.0 8 Completed 20.0 2 Performance Measure: 3 Action Initiative : 10 Performance Measure 4.1.1 Y1tl1iii Increase social media engagement and on-line presence by an average of 3% in 2019 % # On Track 60.0 3 Action Initiative : 5 Completed 40.0 2 Updated on Feb 03, 2020 20:53:29 Followers on all city social media pages have risen. Engagement varies based on initiatives and time of year. We are more active and are looking for meaningful tracking metrics to share. 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 Jan 10, 2020 20:03:46 Exceeding goal Performance Measure 4.1.3 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. 0 On Track 100.0 2 Action Initiative : 2 Updated on Jan 10, 2020 20:04:05 Page 20 Packet Page Number 38 of 227 F5, Attachment 1 Meeting goal Key Outcome 4.2 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 4.2.1 • . , - � Establish a new city branding by January 2020 % # • On Track 100.0 1 Action Initiative : 1 Updated on Jan 10, 2020 20:05:07 Progress has been slow. Still working toward goal. Strategic Priority 5 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 45.0 18 which are based on performance measurement, accountability, and best practices. • Completed 55.0 22 Key Outcome: 5 Performance Measure: 20 Action Initiative : 40 Key Outcome 5.1 Maintain a safe work environment and a healthy workforce. % # • On Track 50.0 4 Performance Measure: 2 Action Initiative : 8 • Completed 50.0 4 Performance Measure 5.1.1The target for the annual Workers' Compensation Experience Modification Factor is 1.0 or less % # • On Track 100.0 4 Action Initiative : 4 Updated on Jan 17, 2020 16:54:29 The current experience Mod Factor is 1.16 Page 21 Packet Page Number 39 of 227 Performance Measure 5.1.1 > KPI Annual Workers' Compensation Experience Modification Factor is 1.0 or less Last Update: Jan 13, 2020 22:28:42 1.5 0.5 0 F5, Attachment 1 1.29 1.22 1.19 J, 39 1.17 2012 2013 2014 2015 2016 2017 2018 2019 i 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 4P Completed 100.0 4 Action Initiative . 4 Updated on Jan 17, 2020 16:55:36 Current wellness participation is 80%. Page 22 Packet Page Number 40 of 227 1.39 0.89 2012 2013 2014 2015 2016 2017 2018 2019 i 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 4P Completed 100.0 4 Action Initiative . 4 Updated on Jan 17, 2020 16:55:36 Current wellness participation is 80%. Page 22 Packet Page Number 40 of 227 Performance Measure 5.1.2 > KPI Employee wellness program participation Last Update: Dec 18, 2019 17:01:21 100 R v rn 50 v V UJ EL 0 ® a Jan '18 May'18 Sep'l8 Jan '19 May'19 f Actual Target 80.0 F5, Attachment 1 $D Sep 19 Jan '20 Key Outcome 5.2 - .. - :• , Recruitment and retention of talented and qualified workforce. % # On Track 33.33 2 Performance Measure: 2 Action Initiative : 6 Completed 66.67 4 Performance Measure 5.2.1 Full-time employee turnover rate will be 10% or less % # 40 On Track 40.0 2 Action Initiative : 5 0 Completed 60.0 3 Updated on Feb 03, 2020 20:56:24 Turnover rate continues to be below 10%. Efforts to engage employees and improve overall satisfaction include: City has completed the Gallup Q12 Employee Engagement Survey in Q4 2019. While this was not specific to compensation and benefits; it does provide baseline measures for engagement and suggestions for improvement City has updated performance evaluation for supervisors. Page 23 Packet Page Number 41 of 227 F5, Attachment 1 Performance Measure 5.2.1 > KPI Employee Turn -Over Rate Last Update: Feb 03, 2020 21:06:09 20 15.3 15 N 10 v o_ 5.3 5 0 1 1 2017 2018 2019 2020 -♦ Actual — Target 10.0 Comment 2016: This is the year when the YMCA assumed operations at the MCC. Many positions were eliminated. Performance Measure 5.2.2 • .. �� Average time to hire will be 100 days or less % # 49 Completed 100.0 1 Action Initiative : 1 Updated on Jan 13, 2020 18:12:11 Current average hire time is 77 days Page 24 Packet Page Number 42 of 227 Performance Measure 5.2.2 > KPI Average time to hire will be 100 days or less Last Update: Jan 16, 2020 16:46,14 150 127.6 125 99.15 100 > 83.97 ro 75 70.7 53.6 50 25 79.05 75.6 Q3 2017 Q4 2017 Ql 2018 Q4 2018 Ql 2019 t Actual t Average Target 100.0 Key Outcome 5.3 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 Jan 17, 2020 21:09:35 This measure is being met. F5, Attachment 1 80.3 79 77 Q2 2019 Q3 2019 Q4 2019 0 On Track 60.0 3 41 Completed 40.0 2 0 On Track 100.0 1 Performance Measure 5.3.2 Respond to and verify code enforcement complaints in the City within 1 week of receipt % # On Track 100.0 2 Action Initiative: 2 Updated on Feb 03, 2020 21:00:17 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 which will be able to better track response and compliance timelines. Page 25 Packet Page Number 43 of 227 F5, Attachment 1 Performance Measure 5.3.3 Respond to maintenance requests in our parks and open spaces within 5 business days. % # 0 Completed 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 Jan 09, 2020 22:41:57 No update as this is a seasonal measure from March/April-October. Performance Measure 5.3.5 80% of Data Practice requests will be completed within 10 days Updated on Dec 31, 2019 14:47:39 The average response time for requests by both data subject and the public was slightly higher for the fourth quarter at 5.1 yet well within reasonable response times. Performance Measure 5.3.5 > KPI Completion Time Last Update: Dec 31, 2019 14:41:51 15 10 5 0 Q1 2018 Q2 2018 Packet Page Number 44 of 227 5.47 4.82 4.48 38 Q3 2018 Q4 2018 Q1 2019 0 Actual t Average Target 10.0 4.38 4.36 4.45 Q2 2019 Q3 2019 Q4 2019 Page 26 F5, Attachment 1 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 Jan 03, 2020 18:13:07 2019 Total Reported Issues = 1387 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 16 issues that remain open and have 92% of the reported issues closed within two weeks. Performance Measure 5.3.6 > KPI Respond, track and resolvelclose 85% of all issues reported within 2 weeks from the reported date Last Update: Jan 03, 2020 18:13:39 100 0. v rn 50 v V °1 d 0 85.2 2017 . 2018 ID Actual t 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 80% of licensed establishments will be inspected on an annual basis Action Initiative: 1 Updated on Feb 04, 2020 15.29:41 2019 On Track 40.0 4 Completed 60.0 6 On Track 1000 1 Packet Page Number 45 of 227 F5, Attachment 1 Of the 183 licensed establishments in the city, 173 or 94.5% were inspected in 2019. As of December 31, 2019, here are the number of inspections completed: • 150 of 160 (83%) food establishments • 9 of 9 (100%) lodging establishments • 14 of 14 (100%) pools Performance Measure 5.4.2 Ensure the percentage of IT helpdesk request SLA's met is 90% or above % # Completed 100.0 2 Action Initiative : 2 Updated on Jan 10, 2020 12:39:24 % of tickets closed within their assigned SLA's are at an all time high of 95.4%. We managed the summer vacations and out -of -office's well and plan on finishing the year strong. November and December were busy with end of the year project deadlines but we continued to make helpdesk responsiveness a priority and did not experience any service degradation. Performance Measure 5.4.2 )� KPI percentage of IT helpdesk request SLA's met is 90% or above Last Update: Feb 03, 2020 21:11:08 inn 0 ai 01 50 u v a 0 Jan '19 Mar'l9 May'l9 Jul '19 Sep "19 Nov'19 ! Actual t Average — Target 90.0 Performance Measure 5.4.3 Maintain GreenStep Cities Step 5 status % # 0 On Track 50.0 1 Action Initiative : 2 • Completed 50.0 1 Page 28 Packet Page Number 46 of 227 F5, Attachment 1 Updated on Feb 03, 2020 21:12:39 Maplewood entered the GreenStep Cities metrics data by the May 1, 2019, deadline and has achieved the Step 5 award status for year 2018. Data for 2019 must be submitted by May 1, 2020. Performance Measure 5.4.3 > KPI Maintain GreenStep Cities Step 5 status Last Update: Jul 12, 2019 18:50:48 7.5 0 2013 2014 2015 2016 2017 2018 • Actual f Average Target 5.0 Performance Measure 5.4.4 Decrease trash and increase recycling in the City's curbside residential solid waste program % ! # 0 On Track 100.01 2 Action Initiative : 2 Updated on Feb 03, 2020 21:14.37 Maplewood continues to work with its trash and recycling contractor to increase recycling and decrease trash through education and outreach. Recycling and trash statistics for 2019 have not yet been received by the City. Page 29 Packet Page Number 47 of 227 5 v E D 2.5 0 2013 2014 2015 2016 2017 2018 • Actual f Average Target 5.0 Performance Measure 5.4.4 Decrease trash and increase recycling in the City's curbside residential solid waste program % ! # 0 On Track 100.01 2 Action Initiative : 2 Updated on Feb 03, 2020 21:14.37 Maplewood continues to work with its trash and recycling contractor to increase recycling and decrease trash through education and outreach. Recycling and trash statistics for 2019 have not yet been received by the City. Page 29 Packet Page Number 47 of 227 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 60 50 4061 f C 30 d ,I 20 i 12.15 12.95 10 0 single Famiy Muti- dmi4 ■ 2017 12018 Annual Net Tons of Recycling Collected Last Update: Jul 15, 2019 17:09:38 Annual Net Tons of Recycling Collected 3500 30002978.13 2979.18 2500 N 2000 ~ 1500 loon 500 293.23 31259 11 - ® 3123 3244 Snglefamry Mut!-famiy Bu i, es/ch—hes ■ 2017 ■ 2019 F5, Attachment 1 Solid Waste Generated Per Day in Maplewood Last Update: Jul 16, 2019 17:17:47 Solid Waste Generated Per Day in Maplewood 12 10 953 8 v C 6 o d 2 L62 156 Resident el solid w aste generated per Commercial solid vrastegenerated per resident per day lob per dal ■ 2017 92019 Percentage of Waste Recycled After Collection Last Update: Jul 16, 2019 17:18:08 Percentage of Waste Recycled After Collection 295D% 2996 29.0016 _ 2850% 28.00% ? rill 27.50% I��ltl�(�jli i 27.0096' Il�uul {y 26-50% ' VI I 26.00% 2017 2018 Performance Measure 5.4.5 - .. Ensure the percentage of core application/infrastructure uptime is 90% or above % # • Completed 100.0 3 Action Initiative: 3 Updated on Jan 10, 202012:40:23 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 in October but it was resolved soon thereafter. Page 30 Packet Page Number 48 of 227 F5, Attachment 1 Key Outcome 5.5 Ensure Safe and Secure Neighborhoods through prevention and risk reduction programs % # On Track 45.45 5 Performance Measure: 5 Action Initiative : 11 Completed 54.55 6 Performance Measure 5.5.1 Through prevention efforts reduce targeted offenses by 10% by December 31, 2020 (measured on a five % # year average) • On Track 100.0 3 Action Initiative : 3 Updated on Feb 03, 2020 22:24:59 Quarter 4: October 1 - December 31, 2019 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 and the public. • 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. • To assist with problem -solving efforts, 21 problem -solving strategies incorporating SARA models were created and logged in the 2nd quarter, 24 were logged in the 3rd quarter, and 20 were logged in the 4th quarter of 2019. 69 total SARA models were created and logged in 2019. • The officers in our Street Crimes Unit, our new Auto Theft Detective, and our Violent Crimes Detective are working collaboratively with street patrol officers as well as business partners and other stakeholders to successfully target hot spots and disorder. • Based on 2014-2018 data(1), our 5 -year Motor Vehicle Theft average is 151 reports per year. In 2019, we took 184 motor vehicle theft reports, which is a 22% increase from the 5 -year average(2). • Based on 2014-2018 data(1), our 5 -year Theft from Auto average is 399 reports per year. In 2019, we took 584 theft from auto reports, which is a 47% increase from the 5 -year average(2). (1) 2014-2018 data received from BCA personnel (2) 2019 data retrieved from BCA crime reporting system self-service portal • According to internal data, crimes against persons offenses (Homicide, Criminal Sexual Conduct, Robbery, and Assault) were down collectively 8% in 2019 compared to 2018, and were down 14% in 2019 compared to 2017(1). (1) Zuercher Technologies Records Management System Packet Page Number 49 of 227 Performance Measure 5.5.1 > KPI Motor Vehicle Thefts Reported Last Update: Feb 03, 2020 22:11:35 200 177 0 2014 2015 2016 2017 2018 2019 • Actual t Average Comment Based on 2014-2018 data, our 5 -year Motor Vehicle Theft average is 151 reports per year. In 2019, we took 184 motor vehicle theft reports, which is a 22% increase from the 5 -year average. Theft from Auto Reports Last Update: Feb 03, 2020 22:15:55 750 v 0 Q N 500 ao5 0 377 Ili E C 0 250 � a �1• w no F5, Attachment 1 2014 2015 2016 2017 2018 2019 40 Actual t Average Comment Based on 2014-2018 data, our 5 -year Theft from Auto average is 399 reports per year. In 2019, we took 584 theft from auto reports, which is a 47% increase from the 5 -year average. Crimes Against Persons Offenses Last Update: Feb 03, 2020 22:23:56 Comment According to internal data, crimes against persons offenses (Homicide, Criminal Sexual Conduct, Robbery, and Assault) were down collectively 8% in 2019 compared to 2018, and were down 14% in 2019 compared to 2017. 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 Packet Page Number 50 of 227 • On Track 50.0 1 0 Completed 50.0 1 Page 32 1 Yr % 2 Yr % Offenses 2019 2018 2017 Cng Cng V Homicide 1 - - -100% Criminal Sexual 48 55 52 ♦ -13% ♦ -e% Conduct Robbery 28 35 39 • -20% ♦ -28% Assault 111 113 127 ♦ -2% T -13% Total violent Crime 187 204 218 • -8% ♦ -14% Offenses Comment According to internal data, crimes against persons offenses (Homicide, Criminal Sexual Conduct, Robbery, and Assault) were down collectively 8% in 2019 compared to 2018, and were down 14% in 2019 compared to 2017. 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 Packet Page Number 50 of 227 • On Track 50.0 1 0 Completed 50.0 1 Page 32 F5, Attachment 1 Updated on Jan 09, 2020 22:29:08 Travel times for the quarter remained on track in quarter 4 2019. The department responded to calls in 8 minutes or less, 87% of the time in October, 91 % of the time in November and 88% in December. The quarterly total was 89% and the annual total was 87%. While these numbers are slightly below the benchmark, the department experienced a nearly 10% call volume increase and is still working on implementing the next phases of the operational review. The department is nearly 3/4 complete in the Fire Station Needs Assessment and Design Recommendations and will present recommendations to City Council in the first quarter of 2020 to implement the next phases of the operational review which will improve the department's ability to meet this benchmark. Performance Measure 5.5.2 > KPI % of incidents where emergency response time is 8 minutes or less Last Update: Jan 09, 2020 22:11:46 100 86.75 2019 • Actual t Average — Target 90.0 Performance Measure 5.5.3 Reduce repeat utilization of the EMS system for targeted initiatives by 5% % # Completed 100.0 3 Action Initiative: 3 Updated on Jan 08, 2020 15:15:11 The Fire/EMS and Police Departments implemented the pilot with successes and challenges in 2019. The agencies are currently completing a program review that will be reported to the Public Safety Director by January 31 st, 2020 to determine program feasibility and next steps. There were not enough patients enrolled to derive a statistically significant reduction in EMS system utilization. The Fire/EMS and Public Safety Department will look to re -focus this initiative in 2020. Packet Page Number 51 of 227 v M 50 v u v 0 86.75 2019 • Actual t Average — Target 90.0 Performance Measure 5.5.3 Reduce repeat utilization of the EMS system for targeted initiatives by 5% % # Completed 100.0 3 Action Initiative: 3 Updated on Jan 08, 2020 15:15:11 The Fire/EMS and Police Departments implemented the pilot with successes and challenges in 2019. The agencies are currently completing a program review that will be reported to the Public Safety Director by January 31 st, 2020 to determine program feasibility and next steps. There were not enough patients enrolled to derive a statistically significant reduction in EMS system utilization. The Fire/EMS and Public Safety Department will look to re -focus this initiative in 2020. Packet Page Number 51 of 227 F5, Attachment 1 Performance Measure 5.5.4 Identify, establish and provide fire and EMS prevention programs % # • On Track 33.33 1 Action Initiative: 3 Completed 66.67 2 Updated on Jan 08, 2020 15:27:46 The Fire Department had a successful year identifying, establishing and providing fire and EMS prevention programs. Highlights include: -Substantial completion of all aspects of Heartsafe Community Designation. The final application will be submitted in Q1 2020 -The Public Safety Senior Roadshow was delivered to over 20 senior and assisted living facilities. The program included fall, fire, theft and scam prevention tips for the senior population. -Completed the Mental Health Outreach Team Pilot. This team worked with identified individuals dealing with mental health illnesses and worked with them to help them navigate the healthcare system and better care for themselves. -The department delivered their annual open house for fire prevention week and conducted fire prevention presentations and tours at local schools and pre-schools. -The department hosted it's annual bike rodeo to kick off summer. This event was a partnership between Fire/EMS, Police, Regions Hospital, Weaver Elementary and local businesses to teach school aged children safe biking tips and provides bicycle helmets free of charge to children that may otherwise be unable to obtain them. -The department continued the Home Safety Visit program and conducted targeted initiatives in manufactured home communities. In one community, the department partnered with Xcel Energy and the American Red Cross to conduct home safety visits in nearly 20% of the homes, installing nearly 100 smoke detectors. -The department participated in dozens of community outreach events, partnering with the police and parks and recreation departments. Performance Measure 5.5.5 Analyze crime and arrest data in a non -biased manner through the annual Enforcement Action Report. Updated on Feb 03, 2020 22:32:21 Quarter 4: October 1 - December 31, 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 (https:Hmapiewoodmn.gov/1918/MPD-Enforcement-Reports). The 2019 report is in the early stages of development. 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 development through the green building code and innovation that supports business growth. Key Outcome: 3 Performance Measure: 8 Action Initiative : 14 Packet Page Number 52 of 227 • On Track Some Disruption Completed 57.14 8 7.14 1 35.71 5 Page 34 Key Outcome 6.1 Facilitate Investment to Revitalize Neighborhoods Performance Measure: 4 Action Initiative: 8 F5, Attachment 1 • On Track 50.0 4 0 Completed 50.0 4 Performance Measure 6.1.1 Five new structures or additions will meet green standards in 2019 % # 0 On Track 100.0 2 Action Initiative : 2 Updated on Jan 17, 2020 21:12:01 The green building standards have been added as a custom field in the Accela to better track the number of projects constructed to meet green standards. Performance Measure 6.1.2 - .. , Secure purchase agreements with 75% of the properties identified for acquisition within the Gladstone % # neighborhood • On Track 50.0 1 Completed 50.0 1 Action Initiative : 2 Updated on Jan 17, 2020 21:13:15 Completed purchase of Moose Lodge in May. We have met with developers to solicit interest in developing the parcel and assembling nearby properties to facilitate redevelopment project. The CIP provides additional money for land acquisition in Gladstone in 2021. Performance Measure 6.1.3 - .. Create Rice — Larpenteur Gateway Corridor Alliance by end of 2019 with City of Roseville and City of St. % # Paul ! Completed 100.0 2 Action Initiative : 2 Updated on Jul 08, 2019 20:48:09 Rice-Larpenteur Gateway Interim Alliance meets once a month.. 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 0 Completed 50.0 1 Updated on Jan 17, 2020 21:13:35 Staff and HKGi have created a work scope to create the TOD districts and other zoning updates. This work will be occurring during the first quarter of 2020. Packet Page Number 53 of 227 F5, Attachment 1 Key Outcome 6.2 r 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 Updated on Jan 17, 2020 21:13:52 No updates since last period. Performance Measure 6.2.2 r Add 1 multi -family housing development to the North End within 3 to 5 years Action Initiative, 1 ! On Track 100.0 1 ! On Track 100.0 1 Updated on Jan 17, 2020 21:14:05 Staff and HKGi have created a work scope to create the TOD districts and other zoning updates. This work will be occurring during the first quarter of 2020. Key Outcome 6.3 Ensure there is a diversity of housing types to meet needs of all types of households. % # ! On Track 50.0 2 Performance Measure: 2 Action Initiative : 4 Some Disruption 25.0 1 Completed 25.0 1 Performance Measure 6.3.1 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 Jan 17, 2020 21:14:33 The EDA and HEDC held a strategic planning session in November 2019 to identify economic development priorities. Housing was identified as a high priority with high impact and significant effort. The joint strategic planning will continue in the first quarter of 2020 to identify the outcomes of each priority, and define roles and responsibilities. Page 36 Packet Page Number 54 of 227 F5, Attachment 1 Performance Measure 6.3.2 NEW — Inspect 20% of the City's rental housing units by the end of 2020 % j # Some Disruption 50.0 ! 1 Action Initiative : 2 Completed 50.0 1 Updated on Jan 17, 2020 21:14:49 The job descriptions for the two positions in community development are being finalized. The recruitment process to hire the positions to coordinate the program is expected to begin in January with the goal of hiring by April. Packet Page Number 55 of 227 Packet Page Number 56 of 227 F5, Attachment 2 N Ln cn U '� c}'n to +, N C6 v�--+ ca O +, O 0 +j+� � +j cn N W ca O D O +� > _0 a) -0 aJ a) bn Ik " " q " t� LO -t Oq "4 M M Ln c - u 7 ) T1 y b C. - ri LL i. - I Z, ku Ci CI E , E C CL 0 0 Q 0 49 .1 LM 2 F5, Attachment 2 Packet Page Number 58 of 227 F5, Attachment 2 Packet Page Number 59 of 227 ca N ca O }' v 00 � W E N > +(U 47 0 o N Q (%) 1 N 00 dJ • .— � cNn U O 4A Q > > �J — ) L QJUO i _ O O O N C— U O ON N o O v +-' ca 0 IDL0 _0r--1 zLn U F5, Attachment 2 Packet Page Number 59 of 227 Packet Page Number 60 of 227 F5, Attachment 2 4A C– � ca ca =3 N 4A C: > v vi S-- 0 O + N O UO cn i--� Q) W _0 S--0 O Q •0 — ca � c- > >E_ E — s-- U • � }, Q O N �•U O •`�_ (U-0 U 0 U a- z Packet Page Number 60 of 227 F5, Attachment 2 F5, Attachment 2 Packet Page Number 61 of 227 — + a) — C) Q_ U W m C6 M C: _0 4-j a) O IL M by 0 ON U U 4—j O L 0 4O U a1 r ^ a1 Q -0X a W 00 ULL M �: LLO c -I O W (7 Q (7 N — •U 41 O a1 O >� C6 a'� U >>o U Q — Q DC d Q QC Packet Page Number 61 of 227 Packet Page Number 62 of 227 F5, Attachment 2 0 L v L T O N N U _ L L O � EQ ate_+ 0 L N Q Q) W N O Ln -0 Q) 41 = 0 CO M Ln E w (� v L 0 U 0 O ( cn U 0 Q) L O U -0 Q) 41 a -j ��/'� •� O Q E ('6 O O E O O Ln Packet Page Number 62 of 227 F5, Attachment 2 0 F5, Attachment 2 Packet Page Number 63 of 227 Ln E O O :3 O (U p O +j O N _0 M Q) ::3 U Cha U ::3 N }' N O O a -J N L • — o N U +J v U Q) C C v a v ) U +�-' N O L 4 N o Q +-' a-+ V •— N i Q) 0 N a--� O Q1 0 � CU - E }' a o N O z U C: Cq =3=3 N h� ttJIJ E N v O > N WOru � ca O Q) r -I }, U U > Cr -r -I W Packet Page Number 63 of 227 L Packet Page Number 64 of 227 F5, Attachment 2 00 0 00 N L 0 N 0 O 4- N � cI f6 N N N _ O _00 N M a + i E c6 }' O a", O N >� +' t UA N W_ N N- O C 0- C 4 N n, VJ U L 0r -j O r -I0 4- co c O N U U U O O n, E L E NO 0 Q > N E N a") c �o OU c6 00 •� `� .� O N U N �J O c h0 (j) Q) c c O N O M N4- N U a+ L N N c — �(�� U �� 0 o p Q� U C U O d � � > LL O T OAC .� 000 U � � L Packet Page Number 64 of 227 F5, Attachment 2 F5, Attachment 2 Packet Page Number 65 of 227 C- 0 v U O + }, i -j aJ Q N +j L7 0� v C — w c- Q O O -C— O v v0 ca J N A � � o �_ z +j cn O 2 C6 cn U E w E ryoo ate--+ • • • Packet Page Number 65 of 227 F5, Attachment 2 Packet Page Number 66 of 227 N ca C - ca N 4-j C- 0 Q v C-_ 0 i7i v Q) Q) .. C- 4 --J > (D O J D DC O NOO Packet Page Number 66 of 227 F5, Attachment 2 Packet Page Number 67 of 227 Packet Page Number 68 of 227 .l (J C- 0 v >v LU E C— ca v (UE +j +j ca S-- =3 ca ca 0- > aU LU 0 W V 1 F5, Attachment 2 F6 CITY COUNCIL STAFF REPORT Meeting Date February 10, 2020 REPORT TO: Melinda Coleman, City Manager REPORT FROM: Michael Sable, Assistant City Manager/ HR Director PRESENTER: Michael Sable, Assistant City Manager/ HR Director AGENDA ITEM: Local Option Sales Tax Analysis — University of Minnesota Action Requested: V Motion ❑ Discussion ❑ Public Hearing Form of Action: ❑ Resolution ❑ Ordinance ❑ Contract/Agreement ❑ Proclamation Policy Issue: This item is informational and intended to provide the Council a summary of a Sales Tax Analysis conducted by the University of Minnesota Extension Center for Community Vitality. Earlier this year, city staff reached out to the University of Minnesota - Extension Center for Community Vitality to analyze the spending breakdown between residents and non-residents in the City of Maplewood. The study was designed to understand the potential local option sales tax impact using the most recent sales and use tax data available (2017). The 30 -page report summarizes spending as a whole and measures Trade Area Analysis by merchandise category. Recommended Action: No motion needed. This is an informational item. 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 V Infrastructure & Asset Mgmt. IM Background: NA Attachments: 1. Local Option Sales Tax Analysis for Maplewood Packet Page Number 69 of 227 F6, Attachment 1 Local Option Sales Tax Analysis for Maplewood, MN ESTIMATED CONTRIBUTIONS OF RESIDENTS AND NON-RESIDENTS TO A LOCAL OPTION SALES TAX Authored by Ryan Pesch and Michael Darger Maplewood��'! PROGRAM SPONSORS: CITY OF MAPLEWOOD, MINNESOTA Packet Page Number 70 of 227 F6, Attachment 1 Packet Page Number 71 of 227 F6, Attachment 1 Local Option Sales Tax Analysis for Maplewood ESTIMATED CONTRIBUTIONS OF RESIDENTS AND NON-RESIDENTS TO A LOCAL OPTION SALES TAX January 2020 Authored by Ryan Pesch and Michael Darger, Extension Educators, University of Minnesota Extension Center for Community Vitality Report Reviewers: Rani Bhattacharyya, Extension Educator, University of Minnesota Extension Center for Community Vitality Partners/Sponsors: City of Maplewood © 2020 Regents of the University of Minnesota. All rights reserved. University of Minnesota Extension is an equal opportunity educator and employer. In accordance with the Americans with Disabilities Act, this material is available in alternative formats upon request. Direct requests to 612-625-8233. Printed on recycled and recyclable paper with at least 10 percent postconsumer waste material. Packet Page Number 72 of 227 F6, Attachment 1 Table of Contents EXECUTIVE SUMMARY 3 BACKGROUND AND METHODOLOGY 6 TRADE AREA ANALYSIS BY CATEGORY 7 Vehicle and Parts 7 Furniture Stores 8 Electronics and Appliances 9 Building Materials 10 Food and Groceries 11 Health and Personal Items 12 Gas/Convenience Stores 13 Clothing 14 Leisure Goods 15 General Merchandise Stores 16 Miscellaneous Retail 17 Amusement and Recreation 18 Accommodations 19 Eating/Drinking Establishments 20 Repair and Maintenance 21 Personal Services/Laundry 22 Retail (Non -Store) and Other Services 23 Construction, Manufacturing, Other 24 APPENDIX A: RESEARCH ON EFFECTS OF LOCAL OPTION SALES TAX 25 APPENDIX B: DEFINITION OF TERMS 27 Packet Page Number 73 of 227 F6, Attachment 1 EXECUTIVE SUMMARY University of Minnesota Extension conducted a study to estimate overall sales tax proceeds in 2017 and the proportion of those proceeds generated by non -Maplewood residents. The study was designed to understand the economic dynamics of a potential local options sales tax. Using the most recent sales and use tax data available from the Minnesota Department of Revenue (MN Revenue), Extension estimated that non-residents accounted for 58.6 percent of taxable sales subject to a local option sales tax (LOST). In 2017, total taxable sales in Maplewood were $651 million. However, MN Revenue analysts estimate that approximately $640 million would be subject to a LOST. With 58.6 percent of sales derived from non-resident spending, Extension estimated that Maplewood residents spent $265 million of the total $640 million in taxable sales subject to a LOST. A 0.5% local option sales tax would have garnered $3.2 million in tax proceeds if the tax were in place in 2017. Maplewood residents would have contributed $1.32 million in taxes and non-residents would have contributed $1.88 million at 0.5% rate. Based on these estimates, each Maplewood resident would have contributed an additional $33.05 on average in 2017. The intent of this report is not to make recommendations to city officials about what actions to take, but rather to determine the estimated sales tax proceeds from a local option tax program and what proportion of those dollars will likely be paid by year-round city residents versus non-residents. The study is based on a trade area analysis comparing actual taxable sales, based on Minnesota Revenue sales tax datalwith a calculated "potential sales" amount. This amount was determined by multiplying the Maplewood population by the Minnesota average per capita sales and then adjusting for the city's income factor. This initial analysis provided an estimate of retail and service purchases made by year-round Maplewood residents. For each merchandise group, the estimates for two types of purchasers—city residents and others—were studied and adjusted considering the area economy. These adjustments were based on informed estimates and were aimed, in part, at reducing potential overestimates of the sales tax share attributable to non-residents. Assumptions and calculations have been included for major retail and service categories so decision makers can adjust totals if they have better local insights. Several factors and features in the Maplewood economy helped frame the analysis of the different merchandise categories: • Maplewood's store mix attracts residents of nearby communities to shop in the community, facilitated in part by the strong transportation network that eases travel into the city. • Despite the local retail mix, Maplewood residents are pulled to other communities to shop. This is due, in part, to the number of residents that work outside of the community and the community being situated near multiple competing retail centers within reasonable driving distance. Because of its large job base, residents from other communities commute into Maplewood for work (Figure 1). We assume that these non-resident workers purchase goods and services in Maplewood due to convenience, especially in business categories such as groceries and general merchandise. 1. MN City Sales Tax Statistics. (2017). Minnesota Department of Revenue. Retrieved from htti): //www.revenue. state.mn.us/research_stats/Pages/Sales-and-Use-Tax-Statistics-and-Annual-Ret)orts.asi) Packet Page Number 74 of 227 Figure 2 below shows the estimated percentage of sales —across all merchandise categories— attributable to residents and non-residents. These estimates informed the adjusted analysis to more accurately reflect the city's economic and consumption circumstances. Based on these findings, we estimate permanent city residents represent 41.4 percent of all taxable retail and service sales ($265 million), and the remaining 58.6 percent ($375 million) are attributed to non- residents The Minnesota Department of Revenue research division estimated the dollars that a 0.5 percent LOST would have generated in 2017 and Extension estimated what residents would have paid compared to non-residents. These estimates are Source: 2017 U.S. Census Bureau OnTheMap application, Longitudinal -Employer Household illustrated in Figure 3. Based on correspondence Dynamics Program with analysts at the Minnesota Department of Revenue who reviewed the Maplewood's 2017 sales tax statistics, approximately $640,000,000 of the total $650,947,106 taxable sales are subject to a local Figure 2: Estimated taxable sales using an adjusted trade area analysis option sales tax and Extension based its estimates of projected tax proceeds on this figure. Maplewood would realize up to $3.2 million in tax proceeds if a half -percent tax were enacted Of this $3 2 million the F6, Attachment 1 Figure 1: Maplewood worker in -flow and out -flow Maplewood Residents 58.6% 100% estimated proportion of the tax total paid by non-residents is $1.88 million, and the estimated proportion paid by Maplewood residents is $1.32 million (Figure 3). Figure 3: Estimated tax proceeds and who pays (in dollars) Total Tax Proceeds Paid by Maplewood Paid by Non -Residents Residents @ 0.5 percent $3,200,000 $1,324,972 $1,875,028 The total taxable sales in the city have steadily increased from 2013 to 2017 (Figure 4). Total taxable sales grew $47.5 million during this time period for a 7.9% increase. Since tax proceeds are calculated as a percentage of total taxable sales subject to the sales tax, this variation during the past 5 years gives some sense of stability if a tax were enacted. Packet Page Number 75 of 227 Figure 4: Total taxable sales in Maplewood from 2013-17 $660,000,000 $650,000,000 $640,000,000 $630,000,000 $620,000,000 $610,000,000 $600,000,000 $ 590,000,000 $ 580,000,000 $570,000,000 2013 2014 2015 2016 2017 Source: Minnesota Department Revenue F6, Attachment 1 Use taxes would also affect the estimated tax proceeds from a local option sales tax. Use taxes derive from city businesses purchasing products from out-of-state sources and in other Minnesota locations, which are often less consistent and more difficult to accurately estimate than sales taxes. Based on 2017 figures, city officials can expect an estimated additional $1,000,000 in use (not sales) tax proceeds at 0.5% tax rate. Typically use tax is insignificant in comparison to the sales tax, however, the purchasing patterns of Maplewood's business mix generates use tax at a higher proportion of total tax than other communities. Maplewood policymakers are understandably concerned that enacting a sales tax in their community will cause a loss of consumer purchases to other jurisdictions. However, at a half a percent, a local option sales tax would add 50 cents to a $100 purchase. Extension examined records of 11 cities that have enacted a local option sales tax since 1999 available on the Minnesota Department of Revenue website. The records do not indicate a major purchasing change due to the additional sales tax, and most of the jurisdictions have shown continued sales growth (see Appendix A). These communities may not be comparable to Maplewood. All communities in the analysis are located outside of the Twin Cities metro area and may retain more shoppers than communities in the metro area where one could easily switch spending from one jurisdiction to another. Packet Page Number 76 of 227 F6, Attachment 1 BACKGROUND AND METHODOLOGY Community economics educators at University of Minnesota Extension provide applied research and education to help community and business partners make better informed decisions. In recent years, Minnesota has adopted laws enabling local governments to enact a local option sales tax and Extension has assisted these administrations to estimate their potential tax proceeds and the portion of taxes paid by local residents. Trade Area Analysis and Calculations Extension conducted a trade area analysis of retail and service sales in select merchandise categories, estimating the amount of taxable sales subject to sales taxes made by local residents, as well as those made by non-residents. Use tax is a much smaller portion of the total compared to sales tax proceeds. It is estimated using a different formula. Extension calculated potential sales for the city in each merchandise category and compared this calculation to actual taxable sales from the Minnesota Department of Revenue sales tax statistics for the same category. Actual sales greater than potential sales indicates that the city attracts sales from outside its boundaries or has sales greater than one would expect from only its residents. Extension used the difference between potential and actual sales to set reasonable estimates of spending by residents and non-residents across all categories. These estimates also helped inform adjustments for each category. Potential sales calculations are based on average statewide spending by merchandise category and the population of the city, then adjusted by the level of income in Ramsey County. Specifically, potential sales result from city population, state per capita taxable sales, and the index of income (see sidebar and Appendix B). The section that follows, "Trade Area Analysis by Merchandise Category," details the initial and adjusted trade area calculations for all merchandise categories. The sections labeled Potential Sales estimate the dollar amounts for purchases made by local residents if local residents spend as much as the average Minnesota resident. Potential sales are calculated by the following formula: (T - PMn) x PB x (YRC =YMn) = Potential Sales T = Total Minnesota taxable sales for a merchandise category PMn = 2017 Population of Minnesota (5,577,487) PB = 2017 Population of Maplewood (40, 084) YRC = Per capita income of Ramsey County resident ($52,291) YMn = Per capita income of Minnesota resident ($54,359) "Analysis with Adjustments" lists the final estimate of sales generated by non-residents. A rationale for adjustments and conclusions is also included. Packet Page Number 77 of 227 F6, Attachment 1 TRADE AREA ANALYSIS BY MERCHANDISE CATEGORY Vehicles and Parts 14.2 percent of total taxable retail and service sales The 35 businesses in this retail category include repair parts, snowmobiles, boats, trailers, and recreational vehicles. Sales of cars and other on -road vehicles are not included in this category since they are subject to a different tax. Unadjusted Trade Area Analysis Potential taxable sales to residents $20.81 Surplus $66.91 Total $87.72 Surplus percentage 76.3% Analysis with Adjustments Capture rate of Maplewood residents 89% Residents' $ share $18.42 Non -Residents' $ share $69.30 Total $87.72 Non-resident share per group 79.0% Analysis for Vehicles and Parts The trade area analysis estimates that the city pulls in over three times more taxable sales than expected. Even with this strong evidence that many non-residents are shopping in community in this category, Extension raised the non-resident share to 79% from 76%. The rationale for raising the non- resident share is that the city would never capture 100% of Maplewood residents' spending in any category. Setting the Maplewood capture rate at or near 90% provides a conservative estimate of non-resident spending while still allowing for some modest spending by Maplewood residents outside of their community. Packet Page Number 78 of 227 ($Millions) Actual taxable sales $87.72 -Potential sales $20.81 _ $ variance $66.91 = as % of potential 321.5% Unadjusted Trade Area Analysis Potential taxable sales to residents $20.81 Surplus $66.91 Total $87.72 Surplus percentage 76.3% Analysis with Adjustments Capture rate of Maplewood residents 89% Residents' $ share $18.42 Non -Residents' $ share $69.30 Total $87.72 Non-resident share per group 79.0% Analysis for Vehicles and Parts The trade area analysis estimates that the city pulls in over three times more taxable sales than expected. Even with this strong evidence that many non-residents are shopping in community in this category, Extension raised the non-resident share to 79% from 76%. The rationale for raising the non- resident share is that the city would never capture 100% of Maplewood residents' spending in any category. Setting the Maplewood capture rate at or near 90% provides a conservative estimate of non-resident spending while still allowing for some modest spending by Maplewood residents outside of their community. Packet Page Number 78 of 227 F6, Attachment 1 Furniture Stores 2.1 percent of total taxable retail and service sales These 12 stores sell furniture, beds, carpeting, window coverings, lamps, china, kitchenware, and wood -burning stoves. ($Millions) Actual taxable sales $12.77 Potential sales $10.49 = $ variance $2.28 = as % of potential 21.7% Unadjusted Trade Area Analysis Potential sales to residents $10.49 Surplus $2.28 Total $12.77 Non-resident share per group 17.9% Analysis with Adjustments Capture Rate of Maplewood Residents 83% Residents' $ share $8.68 Non -Residents' $ share $4.09 Total $12.77 Non-resident share per group 32.0% Analysis for Furniture Stores The data indicate that Maplewood is attracting non-residents with actual taxable sales $2.3 million above potential sales. Considering the nearby competition in close proximity such as the furniture stores in Woodbury and Roseville, Extension increased the non-resident share to 32%, up from 18%. This adjustment set the capture rate of Maplewood residents' spending down to a more reasonable 83%. This level accounts for residents' shopping in nearby communities while still conservatively estimating the non-resident spending in the city. Packet Page Number 79 of 227 F6, Attachment 1 Electronics and Appliances 5.7 percent of total taxable retail and service sales These 22 establishments primarily include household -type appliances, sewing machines, cameras, computers, and other electronic goods. ($Millions) Actual taxable sales $35.08 -Potential sales $11.54 = $ variance $23.54 = as % of potential 204.0% Unadjusted Trade Area Analysis Potential sales to residents $11.54 Surplus $23.54 Total $35.08 Non-resident share per group 67.1% Analysis with Adjustments Capture Rate of Maplewood Residents 85% Residents' $ share $9.82 Non-residents' $ share $25.25 Total $35.08 Non-resident share per group 72.0% Analysis for Electronics and Appliances Potential sales calculations suggest that the city brings in over three times more in taxable sales than expected based on the population of Maplewood and the per capita income of its residents. This surplus is high in comparison to other Minnesota communities. Certainly, adjacent communities are pulling some portion of resident shopping outside of Maplewood. In this context, Extension increased the non-resident share to 72%, up from 67%. Packet Page Number 80 of 227 F6, Attachment 1 Building Materials 15.1 percent of total taxable retail and service sales These 12 establishments sell lumber, hardware, paint, wallpaper, tile, hardwood floors, roofing, fencing, ceiling fans, lawn equipment, and garden items. ($Millions) Actual taxable sales $92.80 Potential sales $40.94 = $ variance $51.85 = as % of potential 126.7% Unadjusted Trade Area Analysis Potential sales to residents $40.94 Surplus $51.85 Total $92.80 Non-resident share per group 55.9% Analysis with Adjustments Capture Rate of Maplewood Residents 88% Residents' $ share $36.19 Non-residents' $ share $56.61 Total $92.80 Non-resident share per group 61.0% Analysis for Building Materials Building materials is a strong category in Maplewood, accounting for over 15% of total retail sales. The collection of 12 establishments in this category are pulling in non-resident traffic with $52 million more in sales than expected. Extension increased the non -local resident spending to 61 percent of building material sales. This put the capture rate of Maplewood residents at 88% with the assumption that some portion of resident sales leak to competing communities. Packet Page Number 81 of 227 F6, Attachment 1 Food and Groceries 17.5 percent of total taxable retail and service sales The 31 stores in this merchandise group include grocery stores, delis, bakeries, and butcher shops that sell food to be prepared at home. Liquor stores are also included in this group. ($Millions) Actual taxable sales $107.76 - Potential sales $27.61 = $ variance $80.15 = as % of potential 290.3% Unadjusted Trade Area Analysis Potential sales to residents $27.61 Surplus $80.15 Total $107.76 Non-resident share per group 74.4% Analysis with Adjustments Capture Rate of Maplewood Residents 90% Residents' $ share $24.78 Non-residents' $ share $82.97 Total $107.76 Non-resident share per group 77.0% Analysis for Food and Groceries Like building materials, the food and grocery category pulls in a large portion of Maplewood's sales at 17.5%. The trade area analysis estimated a large surplus of $80 million in the food and liquor category. The collection of 31 stores serves to retain local residents and attract non-residents. In this context, Extension raised the non-resident share to 77%. This set the capture rate of Maplewood residents at 90% and allows for some modest out -shopping by residents. Packet Page Number 82 of 227 F6, Attachment 1 Health & Personal Items 1.6 percent of total taxable retail and service sales Stores selling prescription drugs, food supplements, vision supplies, cosmetics, and hearing aids are among the 27 shops included in this merchandise group. ($Millions) Actual taxable sales $9.58 Potential sales $4.84 = $ variance $4.74 = as % of potential 97.8% Unadjusted Trade Area Analysis Potential sales to residents $4.84 Surplus $4.74 Total $9.58 Non-resident share per group 49.5% Analysis with Adjustments Capture Rate of Maplewood Residents 91% Residents' $ share $4.41 Non-residents' $ share $5.17 Total $9.58 Non-resident share per group 54.0% Analysis for Health and Personal Items This is a minor category in Maplewood, accounting for only 1.6 percent of total taxable sales. Despite the size, this category does attract shoppers from outside the community with $4.7 million over the potential sales calculation. Extension set the non-resident share at 54 percent. Packet Page Number 83 of 227 F6, Attachment 1 Gas/Convenience Stores 1.2 percent of total taxable retail and service sales This merchandise group covers 12 retailers selling convenience items at a store that also sells fuel. ($Millions) Actual taxable sales $7.34 -Potential sales $8.86 = $ variance ($1.52) = as % of potential -17.2% Unadjusted Trade Area Analysis Potential sales to residents $8.86 Surplus ($1.52) Total $7.34 Non-resident share per group -20.7% Analysis with Adjustments Capture Rate of Maplewood Residents 79% Residents' $ share $6.97 Non-residents' $ share $0.37 Total $7.34 Non-resident share per group 5.0% Analysis for Gas Station/Convenience Stores The trade area analysis estimates that the city falls short of meeting potential sales. With strong evidence that residents are shopping outside of the community in this category, Extension set the non-resident share at a modest 5% of actual sales. The rationale for this modest 5% level is that it is unreasonable to assume that non-resident spending is zero even when a community experiences a net outflow of dollars in a category. Packet Page Number 84 of 227 F6, Attachment 1 Apparel/Clothing 4.7 percent of total taxable retail and service sales This merchandise group includes 55 stores selling new clothing and accessories, jewelry, shoes, bridal items, clocks, and luggage. ($Millions) Actual taxable sales $28.93 Potential sales $6.66 = $ variance $22.27 = as % of potential 334.1% Unadjusted Trade Area Analysis Potential sales to residents $6.66 Surplus $22.27 Total $28.93 Non-resident share per group 77.0% Analysis with Adjustments Capture Rate of Maplewood Residents 78% Residents' $ share $5.21 Non-residents' $ share $23.72 Total $28.93 Non-resident share per group 82.0% Analysis for Apparel/Clothing Although not a large category, (4.7% of taxable sales), clothing is obviously attracting shoppers from outside of the community with over 4 times the amount of taxable sales than Extension's potential sales calculation. Extension raised the non-resident share to 82% which set the capture rate of Maplewood residents' spending at 78%. Packet Page Number 85 of 227 F6, Attachment 1 Leisure Goods 3.7 percent of total taxable retail and service sales The 26 firms in this merchandise group sell sporting goods, books, music, hobby items, fabrics, and toys. Unadjusted Trade Area Analysis Potential sales to residents $8.09 Surplus $14.49 Total $22.58 Non-resident share per group 64.2% Analysis with Adjustments Capture Rate of Maplewood Residents 84% Residents' $ share $6.77 Non -Residents' $ share $15.81 Total $22.58 Non-resident share per group 70.0% Analysis for Leisure Goods Like the clothing, the leisure goods category is relatively small. However, with clear evidence of non- residents shopping in Maplewood for these goods, Extension set the non-resident share at 70%, leaving a 84% capture rate in Maplewood. The rationale to drop the Maplewood capture rate down to 84% is that this category includes many niche stores such as fabric stores or hockey equipment stores. In this context, customers will travel some distance for these items, which, in the metropolitan area, are found one or two communities down the road. Packet Page Number 86 of 227 ($Millions) Actual taxable sales $22.58 Potential sales $8.09 = $ variance $14.49 = as % of potential 179.1% Unadjusted Trade Area Analysis Potential sales to residents $8.09 Surplus $14.49 Total $22.58 Non-resident share per group 64.2% Analysis with Adjustments Capture Rate of Maplewood Residents 84% Residents' $ share $6.77 Non -Residents' $ share $15.81 Total $22.58 Non-resident share per group 70.0% Analysis for Leisure Goods Like the clothing, the leisure goods category is relatively small. However, with clear evidence of non- residents shopping in Maplewood for these goods, Extension set the non-resident share at 70%, leaving a 84% capture rate in Maplewood. The rationale to drop the Maplewood capture rate down to 84% is that this category includes many niche stores such as fabric stores or hockey equipment stores. In this context, customers will travel some distance for these items, which, in the metropolitan area, are found one or two communities down the road. Packet Page Number 86 of 227 F6, Attachment 1 General Merchandise Stores 2.6 percent of total taxable retail and service sales The 8 stores in this category sell general merchandise and are unique because they have the equipment and staff needed to sell a large variety of goods from a single location. This includes department stores, superstores, dollar stores, and variety stores. ($Millions) Actual taxable sales $16.09 potential sales $40.15 = $ variance ($24.06) = as % of potential -59.9% Unadjusted Trade Area Analysis Potential sales to residents $40.15 Surplus ($24.06) Total $16.09 Non-resident share per group -149.5% Analysis with Adjustments Capture Rate of Maplewood Residents 38% Residents' $ share $15.28 Non -Residents' $ share $0.80 Total $16.09 Non-resident share per group 5.0% Analysis for General Merchandise Stores General merchandise is typically a large category simply because general merchandise stores like Wal -mart, Target, or Costco capture a sizeable portion of Minnesotan's household spending. In Maplewood, however, this category is quite weak. The data show that Maplewood residents are leaving to shop in other communities in this category, more than likely in nearby Woodbury or Roseville which have a stronger concentration of these stores. Like other categories with a deficit (potential sales greater than actual taxable sales), Extension set the non-resident share at 5.0%. Packet Page Number 87 of 227 F6, Attachment 1 Miscellaneous Retail 3.6 percent of total taxable retail and service sales 63 establishments are part of this group, including florists, used merchandise stores, pet supply stores, and other retailers. ($Millions) Actual taxable sales $22.16 Potential sales $10.97 = $ variance $11.19 = as % of potential 102.0% Unadjusted Trade Area Analysis Potential sales to residents $10.97 Surplus $11.19 Total $22.16 Non-resident share per group 50.5% Analysis with Adjustments Capture Rate of Maplewood Residents 91% Residents' $ share $9.97 Non-residents' $ share $12.19 Total $22.16 Non-resident share per group 55.0% Analysis for Miscellaneous Retail The category currently brings in $11 million more in taxable sales than one would expect. As a category with a wide mix of retail types and not a clear reason for a strong adjustment, Extension set the resident capture rate at 91% and the non-resident share at 55%. Packet Page Number 88 of 227 F6, Attachment 1 Amusement and Recreation 1.0 percent of total taxable retail and service sales The 17 establishments in this group include casinos, bowling lanes, eater parks, amusement parks, arcades, bingo halls, golf courses, ski slopes, marinas, dance or fitness centers, recreational clubs, ice rinks, swimming pools, roller rinks, etc. ($Millions) Actual taxable sales $6.00 Potential sales $11.91 = S variance ($5.91) = as % of potential -49.6% Unadjusted Trade Area Analysis Potential sales to residents $11.91 Surplus ($5.91) Total $6.00 Non-resident share per group -98.4% Analysis with Adjustments Capture Rate of Maplewood Residents 48% Residents' $ share $5.70 Non-residents' S share $0.30 Total $6.00 Non-resident share per group 5.0% Analysis for Amusement and Recreation The actual sales in this category are nearly 50% less than potential, clear evidence that residents are being pulled to other locations for these services. Extension set the non-resident share at 5.0%. Packet Page Number 89 of 227 F6, Attachment 1 Accommodations 0.6 percent of total taxable retail and service sales These 4 businesses provide lodging or short-term accommodations for travelers, vacationers, and others. Included are hotels, motels, lodges, bed & breakfasts, campgrounds, fraternities, boarding houses, and dormitories. ($Millions) Actual taxable sales $3.44 Potential sales $15.65 _ $ variance ($12.21) = as % of potential -78.0% Unadjusted Trade Area Analysis Potential sales to residents $15.65 Surplus ($12.21) Total $3.44 Non-resident share per group -355.0% Analysis with Adjustments Capture Rate of Maplewood Residents 2% Residents' $ share $0.34 Non-residents' $ share $3.10 Total $3.44 Non-resident share per group 90% Analysis for Accommodations Logically, a significant percentage of lodging sales are from non-residents visiting the area or staying overnight for business or vacation. In keeping with past LOST analysis, Extension set the non- resident share at 90% of sales to allow for resident spending for events, facility charges, and 'staycations.' Packet Page Number 90 of 227 F6, Attachment 1 Eating/Drinking Establishments 17.4 percent of total taxable retail and service sales These 109 businesses sell food at full-service or limited -service establishments. The group includes cafeterias, bagel shops, ice cream parlors, snack bars, food service contractors, caterers, lunch wagons, and street vendors. It also includes bars, taverns, and nightclubs. ($Millions) Actual taxable sales $107.29 Potential sales $64.75 = $ variance $42.53 = as % of potential 65.7% Unadjusted Trade Area Analysis Potential sales to residents $64.75 Surplus $42.53 Total $107.29 Non-resident share per group 39.6% Analysis with Adjustments Capture Rate of Maplewood Residents 76% Residents' $ share $49.35 Non-residents' $ share $57.93 Total $107.29 Non-resident share per group 54.0% Analysis for Eating/Drinking Establishments The eating and drinking category—which includes all bars, restaurants, and other food service—is a significant category with $107 million in taxable sales. Maplewood pulls in $42 million more sales to the city than expected. If this $42 million in surplus sales were assumed to be from non-residents, one would set the non-resident share of sales at 40 percent. It stands to reason, however, that this category in particular pulls residents to other communities to seek other dining options or simply a `change of scenery' with many other dining options in close proximity. Moreover, those commuting into the city for work daily would likely go out to lunch, just as the many Maplewood residents who commute to other communities for work. With this context, Extension set the non-resident share at 54%, up from 40%. This adjustment left the Maplewood capture rate at 76%. Packet Page Number 91 of 227 F6, Attachment 1 Repair and Maintenance 1.9 percent of total taxable retail and service sales The 47 stores in this group restore machinery, equipment, and other products. The group does not include plumbing or electrical repair services but does encompass auto repair, cameras, televisions, computers, copiers, appliances, lawn mowers, specialized equipment, small engines, furniture, shoes, guns, etc. ($Millions) Actual taxable sales $11.76 Potential sales $9.74 = $ variance $2.02 = as % of potential 20.8% Unadjusted Trade Area Analysis Potential sales to residents $9.74 Surplus $2.02 Total $11.76 Non-resident share per group 17.2% Analysis with Adjustments Capture Rate of Maplewood Residents 83% Residents' $ share $8.12 Non-residents' $ share $3.65 Total $11.76 Non-resident share per group 31.0% Analysis for Repair and Maintenance There is clear evidence that the 47 operations in Maplewood are attracting non-residents to spend in this category. Extension calculated potential sales at nearly $10 million, yet actual taxable sales were nearly $12 million. Extension increased the non-resident share to 31%, up from 17%. Packet Page Number 92 of 227 F6, Attachment 1 Personal Services/Laundry 0.6 percent of total taxable retail and service sales The 59 stores in this merchandise group include barber shops and beauty parlors, death care services, laundry and dry-cleaning services, and a wide range of other personal services, such as pet care (except veterinary), photofinishing, temporary parking, and dating services. Unadjusted Trade Area Analysis Analysis with Adjustments Analysis for Personal Services/Laundry ($Millions) Actual taxable sales $3.56 Potential Sales $6.20 _$ variance ($2.65) = as % of potential -42.7% 54% Capture Rate of Maplewood Residents Residents' $ share $3.38 Non-residents' $ share $0.18 Total $3.56 Non-resident share per group 5.0% This category includes businesses which typically serve a local market such as barbers, hair salons, and dry-cleaning operations. Like other categories with a deficit, Extension set the non-resident share at 5%. Packet Page Number 93 of 227 $6.20 Potential sales to residents Surplus ($2.65) Total $3.56 Non-resident share per group -74.4% 54% Capture Rate of Maplewood Residents Residents' $ share $3.38 Non-residents' $ share $0.18 Total $3.56 Non-resident share per group 5.0% This category includes businesses which typically serve a local market such as barbers, hair salons, and dry-cleaning operations. Like other categories with a deficit, Extension set the non-resident share at 5%. Packet Page Number 93 of 227 F6, Attachment 1 Retail (non -store) and Other Services This section includes taxable sales attributed to North American Industrial Classification System categories 511-813 released by MN Revenue. ($Millions) Actual taxable sales $41.38 of total taxable retail and service sales In Maplewood 6.7% Analysis with Adjustments ($Millions) Residents' $ share $29.38 Non-residents' $ share $12.00 Total $41.38 Non-resident share per group 29% Analysis for Retail and Other Services This group includes non -store retailers (such as direct selling operations), healthcare, waste management, rental/lease services, administrative support, and the performing arts. Some of these categories serve primarily a local market, whereas categories like 541 (professional and technical services) serve a non -local market. This mix of business types is too diverse to run a trade area analysis, but Extension conservatively assumes an aggregate 29 percent of these sales are to non- resident customers. The categories of sales are highlighted below: Category Taxable Sales 454 RETL -NONSTORE RETAILERS $2,210,520 511 INFO -PUBLISHING INDUSTRY $ 709,805 512 INFO -MOVIES, MUSIC IND $681,178 517 INFO -TELECOMMUNICATIONS $8,509,542 519 INFO -OTHER SERVICES $222,139 522 CREDIT INTERMEDIATION $50,412 524 INSURANCE CARRIERS $34,787 531 REAL ESTATE $601,536 532 RENTAL, LEASING SERVICES $10,695,486 541 PROF,SCIENTIFIC,TECH SERV $3,440,280 561 ADMIN, SUPPORT SERVICES $11,605,124 611 EDUCATIONAL SERVICES $61,088 621 HEALTH -AMBULATORY CARE $820,356 623 HEALTH-NURSING,HOME CARE $32,314 711 PERF ART, SPECTATOR SPRTS $1,122,718 813 RELIGIOUS,CIVIC,PROF ORGS $586,580 TOTAL $41,383,865 Packet Page Number 94 of 227 F6, Attachment 1 Construction, Manufacturing, Wholesale Operations, Transportation, and Sales Suppressed for Business Confidentiality A diverse mix of businesses fall into these non -retail categories and a portion of sales are within a suppressed or non -disclosed subcategory. These industries and services generate $34.7 million in taxable sales, or 5.3% of total taxable sales in Maplewood. A significant portion of this amount would be subject to any new sales taxes, including a local option sales tax. This category includes utilities since their sales are not broken out in the sales tax report. Utilities serve a local market and are subject to a local option sales tax. The diversity of firm types included in this category makes it difficult to understand the customer mix of these businesses; however Extension broke out each known subcategory and assigned assumptions: Non -local Subcategory 2017 taxable sales estimate Construction $838,427 50% Manufacturing $1,254,778 90% Wholesale $8,113,923 50% Undesignated $24,510,090 10% TOTAL $34,717,218 20% Extension estimated that overall 23 percent of sales are to non-residents. The analysis assumes that some subcategories such as manufacturing sell primarily (90%) to non-resident customers, whereas subcategories like construction split their sales between resident and non-resident customers. Extension set the undesignated category at 10% since the category must include utilities, which are very local. ($Millions) Residents' $ share $26.73 Non-residents $ share $7.98 Total $ 34.72 Non-resident share 23% Packet Page Number 95 of 227 F6, Attachment 1 APPENDIX A: RESEARCH ON THE EFFECTS OF LOCAL OPTION SALES TAX Policymakers are understandably concerned that enacting a local sales tax will result in a loss of consumer purchases to neighboring communities that have not adopted the tax. The Minnesota Department of Revenue records the tax collected from a set of Minnesota jurisdictions that have had a local sales or use tax in effect for at least eight years. Most of these cities show continued sales growth. A comparison that includes eleven Minnesota cities that have adopted a .5 percent local option sales tax is offered below (see Figures 5, 6, 7, and 8). None of the example communities are in the Twin Cities metro, however, which limits the comparison value. Policy makers must determine the best allowable method to raise revenue from a variety of options. One option is raising property taxes, which is not directly related to a household's current income and raises the financial burden of low-income or retired homeowners. Sales taxes raise revenues based on household expenditures, which excludes the basic necessities of food and clothing. However, since a sales tax raises revenues from non-residents who shop in Maplewood, resident contributions to tax revenues are significantly lower than a tax generated exclusively by local residents, such as a property tax. Policymakers must carefully consider these and other factors before making a decision about enacting a local sales tax. Figure 5: Taxable retail and service sales by communities that began collecting a local option sales tax between 1999-2006 $1,000,000,000 $900,000,000 $800,000,000 $ 700,000,000 $600,000,000 $ 500,000,000 $400,000,000 $ 300,000,000 $ 200,000,000 $100,000,000 $0 1990 1995 2000 2003 2004 2005 2006 2007 2008 2009 2010 2015 Albert Lea Baxter Bemidji New Ulm Worthington Figure 6: Data table for example communities, taxable retail and service sales (in millions) Town Name 2015 Population Year LOST 90 95 00 03 04 05 06 07 08 09 10 15 Albert Lea 18,356 2006 $264 $344 $397 $407 $521 $502 $551 $555 $588 $519 $541 $696 Baxter 8,065 2006 $432 $473 $556 $605 $650 $630 $612 $676 $900 Bemidji 11,917 2005 $257 $362 $457 $428 $410 $437 $495 $596 $570 $563 $581 $837 New Ulm 1 13,594 1 1999 1 $109 $165 1 $204 $233 $236 1 $259 1 $261 1 $280 $303 $295 1 $329 $417 Worthington 11,283 1 2005 1 $77 $77 1 $91 $99 $102 1 $103 1 $103 1 $108 $107 $108 1 $114 $121 Packet Page Number 96 of 227 F6, Attachment 1 Figure 7: Taxable retail and service sales by communities that began collecting a local option sales tax between 2011- 2012 $ 700,000,000 $600,000,000 $ 500,000,000 —.0000000` $400,000,000 $300,000,000 ---------- $ 200,000,000 $100,000,000 $ 0 __ _________ _________ _________ _________ _________ _________ 1990 1995 2000 2005 2009 2010 2011 2012 2013 2014 2015 Brainerd Cloquet Fergus Falls Hermantown Hutchinson Marshall Figure 8: Data table for example communities, taxable retail and service sales (in millions) Town Name 2015 Pop Year LOST 90 95 00 05 09 10 11 12 13 14 15 Brainerd 13,178 2011 $302 $479 $623 $458 $362 $324 $311 $330 $332 $338 $341 Cloquet 11,201 2011 $93 $124 $175 $244 $260 $273 $290 $303 $296 $308 $284 Fergus Folls 13,471 2011 $192 $263 $386 $523 $467 $486 $551 $591 $568 $558 $534 Hermontown 7,448 1996- increase 2012 $43 $164 $137 $430 $393 $423 $489 $576 $607 $637 $659 Hutchinson 13,080 2011 $122 $191 $269 $471 $609 $374 $425 $409 $389 $415 $424 Marshall 12,735 2011 $176 $283 $343 $398 $371 $380 $440 $447 $457 $463 $428 Packet Page Number 97 of 227 F6, Attachment 1 APPENDIX B: DEFINITIONS OF TERMS Gross Sales Gross sales include taxable sales and exempt businesses with sales and use tax permits. This is the most inclusive indicator of business activity for the reporting jurisdictions, but it can be misleading when used in comparisons. At times, non-taxable commodity items (e.g., gasoline) can have large price variations, creating huge swings in gross sales. Taxable Sales Taxable sales are those sales subject to sales tax. Taxable sales exclude exempt items, items sold for resale, items sold for exempt purposes, and items sold to exempt organizations. For the purpose of this study, taxable sales were the focus of the analysis. For more information on what is taxed in Minnesota, see the "Minnesota Sales and Use Tax Instruction Booklet" available at http://www.revenue. state.nm.us/Forms_and_Instructions/sales_tax_booklet.pdf Taxable Retail and Service Sales In this study and other retail trade analyses conducted by University of Minnesota Extension, the term "taxable retail and service sales" refers to the North American Industry Classification System (NAICS) numbers of 441 to 454 (retail) and 511 to 812 (most service industries) released by the Minnesota Department of Revenue for a geographic area. Number of Businesses The number of sales and use tax permit holders who filed one or more tax returns for the year. Index of Income This index provides a relative measure of income, calculated by dividing local per capita income by state per capita income. The base is 1.00. For example, a 1.20 index of income indicates that per capita income in the area is 20 percent above the state average. Potential Sales Potential sales are an estimate of the amount of money spent on retail goods and services by residents of a county or city. It is the product of city of county population, state per capita sales, and the index of income (based on the county personal per capita income). Potential sales for counties is similar to expected sales for cities. Potential sales, however, do not utilize a measure of average pulling power (like the typical pull factor used in the expected sales equation). Actual Sales For this study, the Minnesota Department of Revenue's 2017 sales data for City of Maplewood provides the actual sales numbers used. Packet Page Number 98 of 227 F6, Attachment 1 Variance between Actual and Potential Sales The variance between actual and expected sales is the difference in sales from the "norm" (i.e., the amount above or below the standard established by the expected sales formula). When actual sales exceed expected sales, the county has a "surplus" of retail sales. When actual sales fall short of expected sales, the county has a retail sales "leakage." Discrepancies between expected and actual sales occur for a variety of reasons. For this study, we use potential sales per merchandise group to create a first -cut estimate of residents' purchase activities. Cautions Gross Sales Gross sales are a comprehensive measure of business activity, but it should be noted the numbers in this report are self-reported. Furthermore, gross sales are not audited by the State of Minnesota. It is believed gross sales figures are generally reliable, but there is the possibility of distortions, especially in smaller cities where misreporting may have occurred. Misclassification Holders of sales and use tax permits select the North American Industry Classification System (NAICS) category that best fits their business. All sales reported by a business is attributed to that selected NAICS category. Regardless of who makes this classification, errors are occasionally made. Also, sometimes a business will start out as one type but evolve over time to a considerably different type. Misclassifications can distort sales among business categories, especially in smaller cities. For example, a furniture store that is classified as a general merchandise store will under -report sales in the furniture store category and over -report sales in the general merchandise category. Suppressed Data The sales data for merchandise categories that have less than four reporting firms are not reported. This is a measure taken by most states to protect the confidentiality of sales tax permit holders. Sales for suppressed retail categories are placed into the miscellaneous retail category (NAICS 999) and included in total sales but not total sales of a typical retail trade analysis. For this report, however, all taxable sales—including NAICS 999—are part of calculating the amount of special taxes collected. Consolidated Reporting Vendors with more than one location in Minnesota have the option of filing a separate return for each location or filing one consolidated return for all locations. The consolidated return shows sales made, tax due, and location by city and county for each business. Data for consolidated filers are combined with data for single -location filers to produce the figures in this report. Occasionally, consolidated reports may not be properly deconstructed, and all sales for a company may be reported for one town or city. Whenever misreporting is discovered, the Minnesota Department of Revenue is contacted to clarify the situation. Packet Page Number 99 of 227 THIS PAGE IS INTENTIONALLY LEFT BLANK Packet Page Number 100 of 227 G1 MEMORANDUM TO: Melinda Coleman, City Manager FROM: Ellen Paulseth, Finance Director DATE: February 3, 2020 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: $ 575,482.74 Checks #104986 thru #105010 dated 01/28/20 $ 635,001.91 Disbursements via debits to checking account dated 01/21/20 thru 01/24/20 $ 1,038,800.50 Checks # 105011 thru #105055 dated 02/04/20 $ 5,511,197.02 Disbursements via debits to checking account dated 01/27/20 thru 01/31/20 $ 7,760,482.17 Total Accounts Payable PAYROLL $ 785,168.24 Payroll Checks and Direct Deposits dated 01/24/20 $ 2,912.38 Payroll Deduction check # 99104070 thru # 99104073 dated 01/24/20 $ 788,080.62 Total Payroll $ 8,548,562.79 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 101 of 227 01/23/2020 Check 104986 104987 104988 104989 104990 104991 104992 104993 104994 104995 104996 104997 104998 104999 105000 105001 105002 105003 105004 105005 105006 105007 105008 105009 105010 Date 01/28/2020 01/28/2020 01/28/2020 01/28/2020 01/28/2020 01/28/2020 01/28/2020 01/28/2020 01/28/2020 01/28/2020 01/28/2020 01/28/2020 01/28/2020 01/28/2020 01/28/2020 01/28/2020 01/28/2020 01/28/2020 01/28/2020 01/28/2020 01/28/2020 01/28/2020 01/28/2020 01/28/2020 01/28/2020 01/28/2020 01/28/2020 01/28/2020 01/28/2020 01/28/2020 01/28/2020 01/28/2020 01/28/2020 01/28/2020 01/28/2020 01/28/2020 01/28/2020 01/28/2020 Vendor 06072 00283 00283 00985 05902 01202 01819 05670 05670 01337 01337 01337 01337 06082 06081 06052 05283 02137 00532 00532 05356 00001 05103 00396 04074 04207 04207 01578 05528 05528 05528 05528 05528 05528 05842 05842 04326 05936 Check Register City of Maplewood ALTEC EQUIPMENT CENTURY COLLEGE CENTURY COLLEGE METROPOLITAN COUNCIL NEOFUNDS NYSTROM PUBLISHING CO INC PAETEC/WINDSTREAM PETERSON COUNSELING/CONSULTING PETERSON COUNSELING/CONSULTING RAMSEY COUNTY -PROP REC & REV RAMSEY COUNTY -PROP REC & REV RAMSEY COUNTY -PROP REC & REV RAMSEY COUNTY -PROP REC & REV BMO HARRIS BANK, N.A. BRITE LITE ELECTRIC CO. DAVE NELSON PLUMBING LLC EMERGENCY RESPONSE SOLUTIONS KENNEDY & GRAVEN CHARTERED MADDEN GALANTER HANSEN, LLP MADDEN GALANTER HANSEN, LLP NORTH SUBURBAN ACCESS CORP ONE TIME VENDOR PERFORMANCE PLUS LLC MN DEPT OF PUBLIC SAFETY ELAINE SCHRADE STRYKER SALES CORP. STRYKER SALES CORP. T R F SUPPLY CO. TOSHIBA FINANCIAL SERVICES (2) TOSHIBA FINANCIAL SERVICES (2) TOSHIBA FINANCIAL SERVICES (2) TOSHIBA FINANCIAL SERVICES (2) TOSHIBA FINANCIAL SERVICES (2) TOSHIBA FINANCIAL SERVICES (2) MIKE TURNBULL MIKE TURNBULL UNITED HEALTH CARE INS. CO. VERSACON. INC. 25 Checks in this report. Packet Page Number 102 of 227 G1, Attachment Description ALTEC LR756 BUCKET TRUCK FF1, FF2, & HAZ OPS FOR O MARFORI BOOKS - FF1, FF2, & HAZ OPS WASTEWATER - FEBRUARY POSTAGE - CITY HALL POSTAGE MACHINE MAPLEWOOD LIVING - JANUARY LOCAL PHONE SERVICE 12/15 - 01/14 CONSULTING SERVICES/TRAINING CONSULTING SERVICES 911 DISPATCH SERVICES - DECEMBER CAD SERVICES - DECEMBER FLEET SUPPORT FEES - DECEMBER FLEET SUPPORT FEES - DECEMBER BUSINESS RECORDS CASE #19031416 ELECTRIC WORK AT EMTC HOT WATER HEATER STATION 3 MSA ADAPTER ATTORNEYFEES- DECEMBER HR LEGAL FEES LABOR REL - DEC HR LEGAL FEES ARB & ADMIN - DEC STATE OF THE CITY- RECORDING REFUND R GIBSON - TRANS MEDIC MASK FIT TESTING CJDN ACCESS FEE - 4TH QTR OCT -DEC TAI CHI INSTRUCTION 01/08 - 03/11 COMMUNITY PARAMEDIC SOFTWARE -JAN COMMUNITY PARAMEDIC SOFTWARE -FEB ICE MELT FOR CITY CAMPUS CONTRACT 7950665-011 CONTRACT 7950665-005 CONTRACT 7950665-013 CONTRACT 7950665-004 CONTRACT 7950665-012 CONTRACT 7950665-010 FIRE MARSHAL SERVICES 10/01 - 10/21 FIRE MARSHAL SERVICES 10/22 - 11/08 REFUND J HATHAWAY- TRANS MEDIC PROJ 18-04 WAKEFIELD PARK PMT#9 Amount 146,709.00 1,525.00 206.00 297,410.22 1,575.96 6,649.96 592.95 901.00 188.00 33,192.96 6,803.43 627.12 321.36 49.85 3,642.00 1,485.00 474.41 13,093.76 96.00 34.00 1,213.00 727.43 50.00 1,920.00 270.00 882.00 882.00 1,366.10 393.62 341.27 227.82 169.20 103.26 95.56 768.00 648.00 2,291.71 47.555.79 J/J.4t5L. /4 CITY OF MAPLEWOOD Disbursements via Debits to Checking account Settlement Date Payee 1/21/2020 MN State Treasurer 1/21/2020 Delta Dental 1/22/2020 MN State Treasurer 1/22/2020 Delta Dental 1/23/2020 MN State Treasurer 1/24/2020 MN State Treasurer 1/24/2020 US Bank VISA One Card* 1/24/2020 Optum Health 1/24/2020 ICMA (Vantagepointe) 1/24/2020 Labor Unions 1/24/2020 U.S. Treasurer 1/24/2020 P.E.R.A. 1/24/2020 MN State Treasurer 1/24/2020 MidAmerica - ING Description Drivers License/Deputy Registrar Dental Premium Drivers License/Deputy Registrar Dental Premium Drivers License/Deputy Registrar Drivers License/Deputy Registrar Purchasing card items DCRP & Flex plan payments Deferred Compensation Union Dues Federal Payroll Tax P.E.R.A. State Payroll Tax HRA Flex plan *Detailed listing of VISA purchases is attached. G1, Attachment Amount 38,165.34 3,357.40 30,137.53 900.00 77,712.09 92,786.84 58,452.35 5,481.79 9,637.49 4,014.54 137,441.12 129,649.16 31,514.15 15,752.11 635,001.91 Packet Page Number 103 of 227 G1, Attachment Transaction Date Posting Date Merchant Name Transaction Amount Name 01/03/2020 01/06/2020 OLD LOG THEATRE $100.00 JOSHUAABRAHAM 01/10/2020 01/13/2020 THE HOME DEPOT#2801 $4.70 JOSHUAABRAHAM 01/14/2020 01/15/2020 OLD LOG THEATRE $399.50 JOSHUAABRAHAM 01/06/2020 01/08/2020 MENARDS MAPLEWOOD MN $8.83 DAVE ADAMS 01/08/2020 01/09/2020 RED WING SHOE #727 $270.97 DAVE ADAMS 01/09/2020 01/13/2020 MENARDS MAPLEWOOD MN $19.31 DAVE ADAMS 01/03/2020 01/06/2020 AMZN MKTP US*RJ4ES0123 $28.98 REGAN BEGGS 01/06/2020 01/07/2020 ST PAUL STAMP WORKS INC $69.15 REGAN BEGGS 01/13/2020 01/14/2020 AMZN MKTP US ($221.49) CHAD BERGO 01/10/2020 01/10/2020 AMZN MKTP US*8H9GM4BM3 $70.25 BRIAN BIERDEMAN 01/10/2020 01/13/2020 COMO PARK ANIMAL HOSPITAL $261.67 BRIAN BIERDEMAN 01/10/2020 01/13/2020 NU CPS REGISTRATION $4,100.00 BRIAN BIERDEMAN 01/14/2020 01/15/2020 MINNESOTA CHIEFS OF POLIC $157.00 BRIAN BIERDEMAN 01/14/2020 01/15/2020 MINNESOTA CHIEFS OF POLIC $485.00 BRIAN BIERDEMAN 01/10/2020 01/13/2020 PETSMART # 0461 $45.96 OAKLEY BIESANZ 01/10/2020 01/13/2020 VOLGISTICS INC $246.00 OAKLEY BIESANZ 01/14/2020 01/15/2020 JOANN STORES #1876 $34.95 OAKLEY BIESANZ 01/14/2020 01/16/2020 TANDY LEATHER #158 $93.40 OAKLEY BIESANZ 01/15/2020 01/17/2020 ROCKS AND THINGS $101.33 OAKLEY BIESANZ 01/16/2020 01/17/2020 MN RECREATION AND PARKA $900.00 NEIL BRENEMAN 01/16/2020 01/17/2020 MN RECREATION AND PARKA $25.00 NEIL BRENEMAN 01/03/2020 01/06/2020 WARNING LITES OF MN INC $324.00 TROY BRINK 01/10/2020 01/13/2020 VERIZON WRLS N7845-01 $64.40 TROY BRINK 01/16/2020 01/17/2020 MINNESOTA NURSERY AND LAN $405.00 TROY BRINK 01/07/2020 01/08/2020 FASTENAL COMPANY 01MNT11 $23.50 BRENT BUCKLEY 01/08/2020 01/09/2020 BATTERIES PLUS -#0031 $35.64 BRENT BUCKLEY 01/04/2020 01/06/2020 DSW RIVERDALE PLAZA $129.99 DANIEL BUSACK 01/04/2020 01/06/2020 KOHL'S #0408 $55.00 DANIEL BUSACK 01/05/2020 01/06/2020 THE MENS WEARHOUSE #4109 $409.94 DANIEL BUSACK 01/07/2020 01/08/2020 KOHL'S #0408 $55.00 DANIEL BUSACK 01/07/2020 01/08/2020 AMAZON.COM*XH9DO72T3 $39.46 DANIEL BUSACK 01/08/2020 01/09/2020 THE MENS WEARHOUSE #4109 $21.16 DANIEL BUSACK 01/15/2020 01/16/2020 MINNESOTA CHIEFS OF POLIC $485.00 DANIEL BUSACK 01/16/2020 01/17/2020 UOFL SPI $820.00 DANIEL BUSACK 01/03/2020 01/06/2020 GRAINGER $96.70 SCOTT CHRISTENSON 01/06/2020 01/08/2020 THE HOME DEPOT #2801 $16.34 SCOTT CHRISTENSON 01/08/2020 01/09/2020 CINTAS 60A SAP $84.39 SCOTT CHRISTENSON 01/15/2020 01/16/2020 CINTAS 60A SAP $65.19 SCOTT CHRISTENSON 01/15/2020 01/16/2020 U OF M CONTLEARNING $225.00 LUANNE CORTESI 01/07/2020 01/08/2020 GALLS $3,150.47 KERRY CROTTY 01/12/2020 01/13/2020 BATTERIES PLUS -#0031 $44.95 THOMAS DABRUZZI 01/12/2020 01/13/2020 BATTERIES PLUS -#0031 $89.90 THOMAS DABRUZZI 01/06/2020 01/07/2020 CUB FOODS #1599 $13.97 RICHARD DAWSON 01/03/2020 01/06/2020 BROWNELLS INC $48.49 MICHAEL DUGAS 01/15/2020 01/16/2020 SUBURBAN TOWING AND RECOV $100.00 MICHAEL DUGAS 01/04/2020 01/06/2020 CINTAS 60A SAP $18.75 CASSIE FISHER 01/09/2020 01/10/2020 CINTAS 60A SAP $18.75 CASSIE FISHER 01/14/2020 01/15/2020 CINTAS 60A SAP $31.25 CASSIE FISHER 01/06/2020 01/07/2020 VZWRLSS*APOCC VISB $6,935.43 MYCHAL FOWLDS 01/07/2020 01/09/2020 OFFICE DEPOT #1090 $483.18 MYCHAL FOWLDS 01/08/2020 01/09/2020 WEB*NETWORKSOLUTIONS $5.99 MYCHAL FOWLDS 01/09/2020 01/09/2020 WPY*COMPLETELY IT $1,098.00 MYCHAL FOWLDS 01/10/2020 01/13/2020 AT&T*BILL PAYMENT $31.25 MYCHAL FOWLDS 01/17/2020 01/17/2020 COMCAST CABLE COMM $4.50 MYCHAL FOWLDS 01/05/2020 01/06/2020 AMZN MKTP US*CP53J0263 $21.46 NICK FRANZEN 01/08/2020 01/09/2020 AMZN MKTP US*K127Z9OE3 $39.99 NICK FRANZEN 01/09/2020 01/10/2020 IDU*INSIGHT PUBLIC SEC $716.84 NICK FRANZEN 01/15/2020 01/16/2020 DASHLANE $480.00 NICK FRANZEN Packet Page Number 104 of 227 G1, Attachment 01/03/2020 01/06/2020 BLUERIBBON BAIT& TACKLE $4.49 CAROLE GERNES 01/03/2020 01/06/2020 PETSMART # 0461 $3.60 CAROLE GERNES 01/16/2020 01/17/2020 AMAZON. COM*NW42Q80L3 $91.26 ALEX GERONSIN 01/07/2020 01/08/2020 ABLE HOSE $32.70 MARK HAAG 01/16/2020 01/17/2020 MINNESOTA NURSERY AND LAN $135.00 MARK HAAG 01/03/2020 01/06/2020 THE HOME DEPOT 2801 $99.52 TAMARA HAYS 01/07/2020 01/08/2020 U OF M CONTLEARNING $225.00 TAMARA HAYS 01/14/2020 01/15/2020 FRATTALLONES WOODBURYAC $23.56 GARY HINNENKAMP 01/16/2020 01/17/2020 MINNESOTA NURSERY AND LAN $135.00 GARY HINNENKAMP 01/15/2020 01/16/2020 KNOWLAN'S MARKET#2 $28.05 ANN HUTCHINSON 01/06/2020 01/08/2020 THE HOME DEPOT #2801 $30.79 DAVID JAHN 01/10/2020 01/13/2020 DALCO ENTERPRISES $710.37 DAVID JAHN 01/14/2020 01/16/2020 THE HOME DEPOT #2801 $24.85 DAVID JAHN 01/14/2020 01/16/2020 OFFICE DEPOT#1090 $63.74 MEGHAN JANASZAK 01/06/2020 01/07/2020 STOP STICK LTD $275.12 KEVIN JOHNSON 01/08/2020 01/10/2020 KUNO SERVICES LLC $421.80 KEVIN JOHNSON 01/09/2020 01/13/2020 THE HOME DEPOT #2801 ($6.29) KEVIN JOHNSON 01/09/2020 01/13/2020 THE HOME DEPOT #2801 $6.29 KEVIN JOHNSON 01/09/2020 01/13/2020 THE HOME DEPOT #2801 $5.26 KEVIN JOHNSON 01/14/2020 01/15/2020 BCA TRAINING EDUCATION $500.00 KEVIN JOHNSON 01/06/2020 01/07/2020 SHRED -IT USA LLC $48.26 LOIS KNUTSON 01/13/2020 01/15/2020 CHILI S GRILL & BAR 305 ($35.00) LOIS KNUTSON 01/13/2020 01/15/2020 CHILI S GRILL & BAR 305 $145.96 LOIS KNUTSON 01/05/2020 01/07/2020 MENARDS MAPLEWOOD MN $9.98 ERIC KUBAT 01/13/2020 01/15/2020 MENARDS MAPLEWOOD MN $17.20 ERIC KUBAT 01/03/2020 01/06/2020 WWW.PEACHJAR.COM $250.00 GINA KUCHENMEISTER 01/07/2020 01/09/2020 OFFICE DEPOT #1090 $46.73 GINA KUCHENMEISTER 01/08/2020 01/09/2020 PAYPAL *TAPE $50.00 JASON KUCHENMEISTER 01/08/2020 01/09/2020 IN *CRIMETECH, INC. $106.00 JASON KUCHENMEISTER 01/14/2020 01/15/2020 HOLIDAY STATIONS 0102 $25.00 JASON KUCHENMEISTER 01/16/2020 01/17/2020 TRI-TECH/NATIONAL LAW $363.00 JASON KUCHENMEISTER 01/16/2020 01/17/2020 TRI-TECH/NATIONAL LAW $131.45 JASON KUCHENMEISTER 01/17/2020 01/17/2020 ULINE *SHIP SUPPLIES $182.23 JASON KUCHENMEISTER 01/08/2020 01/09/2020 THOMSON WEST*TCD $565.00 DAVID KVAM 01/08/2020 01/10/2020 FBI NATIONAL ACADEMY ASSO $110.00 DAVID KVAM 01/16/2020 01/17/2020 BCA TRAINING EDUCATION $995.00 DAVID KVAM 01/15/2020 01/16/2020 DALCO ENTERPRISES $414.92 CHING LO 01/03/2020 01/06/2020 COMCAST CABLE COMM $2.24 STEVE LUKIN 01/07/2020 01/08/2020 ASPEN MILLS $275.20 STEVE LUKIN 01/09/2020 01/10/2020 AIRGAS USA, LLC $249.05 STEVE LUKIN 01/09/2020 01/10/2020 AIRGAS USA, LLC $249.05 STEVE LUKIN 01/10/2020 01/13/2020 ASPEN MILLS ($93.00) STEVE LUKIN 01/13/2020 01/14/2020 COSTCO WHSE #1021 $91.19 STEVE LUKIN 01/16/2020 01/17/2020 ESCH CONSTRUCTION SU $1,742.87 STEVE LUKIN 01/16/2020 01/17/2020 ASPEN MILLS $105.90 STEVE LUKIN 01/16/2020 01/17/2020 SQ *VALLEY TROPHY, $190.00 STEVE LUKIN 01/16/2020 01/17/2020 WWW.TOOLLODGE.COM $346.20 STEVE LUKIN 01/09/2020 01/10/2020 PARKING METER ST PAUL $4.50 MIKE MARTIN 01/06/2020 01/07/2020 HAWK LABELING SYSTEMS $531.54 MICHAEL MONDOR 01/04/2020 01/06/2020 CINTAS 60A SAP $73.95 BRYAN NAGEL 01/15/2020 01/16/2020 AMZN MKTP US*F17EH5RS3 $86.35 MICHAEL NYE 01/03/2020 01/06/2020 MINNESOTA GOVERNMENT FIN $15.00 ELLEN PAULSETH 01/08/2020 01/08/2020 INT'L CODE COUNCIL INC $510.00 DAVE PETERSON 01/08/2020 01/08/2020 INT'L CODE COUNCIL INC $170.00 DAVE PETERSON 01/08/2020 01/08/2020 INT'L CODE COUNCIL INC $170.00 DAVE PETERSON 01/08/2020 01/08/2020 INT'L CODE COUNCIL INC $340.00 DAVE PETERSON 01/02/2020 01/06/2020 BOUND TREE MEDICAL LLC $1,920.60 KENNETH POWERS 01/08/2020 01/10/2020 BOUND TREE MEDICAL LLC $333.87 KENNETH POWERS 01/13/2020 01/15/2020 BOUND TREE MEDICAL LLC $76.65 KENNETH POWERS Packet Page Number 105 of 227 G1, Attachment 01/15/2020 01/17/2020 BOUND TREE MEDICAL LLC $1,835.35 KENNETH POWERS 01/02/2020 01/06/2020 TERMINAL SUPPLY-MINN $74.13 STEVEN PRIEM 01/03/2020 01/06/2020 WHEELCO BRAKE & SUPPLY $104.46 STEVEN PRIEM 01/03/2020 01/06/2020 WHEELCO BRAKE &SUPPLY $44.66 STEVEN PRIEM 01/03/2020 01/06/2020 0391-AUTOPLUS $30.16 STEVEN PRIEM 01/03/2020 01/06/2020 0391-AUTOPLUS $49.98 STEVEN PRIEM 01/04/2020 01/06/2020 AN FORD WHITE BEAR LAK $157.17 STEVEN PRIEM 01/04/2020 01/06/2020 PIONEER RIM AND WHEEL COM $95.40 STEVEN PRIEM 01/06/2020 01/07/2020 TOWMASTER $1,940.02 STEVEN PRIEM 01/06/2020 01/07/2020 POMP S TIRE #021 $687.03 STEVEN PRIEM 01/06/2020 01/07/2020 0391-AUTOPLUS $16.46 STEVEN PRIEM 01/07/2020 01/08/2020 RESTORATION AND REPA $185.00 STEVEN PRIEM 01/07/2020 01/08/2020 FACTORY MTR PTS #19 $163.55 STEVEN PRIEM 01/07/2020 01/09/2020 METRO PRODUCTS INC $57.15 STEVEN PRIEM 01/07/2020 01/09/2020 BUERKLE HONDA $158.72 STEVEN PRIEM 01/08/2020 01/09/2020 FACTORY MTR PTS #19 $59.00 STEVEN PRIEM 01/08/2020 01/09/2020 AN FORD WHITE BEAR LAK $214.15 STEVEN PRIEM 01/09/2020 01/10/2020 PROFESSIONAL WIRELESS $1,180.00 STEVEN PRIEM 01/10/2020 01/13/2020 0391-AUTOPLUS $109.57 STEVEN PRIEM 01/10/2020 01/13/2020 WALSER POLAR CHEVROLET $104.96 STEVEN PRIEM 01/10/2020 01/13/2020 AN FORD WHITE BEAR LAK $62.30 STEVEN PRIEM 01/13/2020 01/14/2020 TRUCK UTILITIES INC ST PA $233.04 STEVEN PRIEM 01/14/2020 01/16/2020 NUSS TRUCK GROUP INC $127.72 STEVEN PRIEM 01/14/2020 01/16/2020 LITTLE FALLS MACHINE $125.18 STEVEN PRIEM 01/14/2020 01/16/2020 AN FORD WHITE BEAR LAK $770.05 STEVEN PRIEM 01/14/2020 01/16/2020 PIONEER RIM AND WHEE $150.70 STEVEN PRIEM 01/15/2020 01/17/2020 METRO PRODUCTS INC $149.06 STEVEN PRIEM 01/16/2020 01/17/2020 MINNESOTA NURSERY AND LAN $135.00 STEVEN PRIEM 01/09/2020 01/10/2020 MINNESOTA OCCUPATIONAL H $768.00 TERRIE RAMEAUX 01/13/2020 01/14/2020 SP * DSCNTRUBBERSTAMPS $31.14 TERRIE RAMEAUX 01/14/2020 01/15/2020 PIONEER PRESS ADV $1,000.00 TERRIE RAMEAUX 01/12/2020 01/13/2020 AMZN MKTP US*N54V40DG3 $80.49 MICHAEL RENNER 01/09/2020 01/10/2020 EIG*CONSTANTCONTACT.COM $65.00 AUDRA ROBBINS 01/15/2020 01/16/2020 CINTAS 60A SAP $53.30 AUDRA ROBBINS 01/07/2020 01/08/2020 MINNESOTA GOVERNMENT FIN $15.00 JOSEPH RUEB 01/09/2020 01/10/2020 GRAINGER $459.90 ROBERT RUNNING 01/13/2020 01/14/2020 INTERNATION $50.00 MIKE SABLE 01/09/2020 01/13/2020 THE HOME DEPOT #2801 $50.50 JASON SAKRY 01/15/2020 01/17/2020 THE HOME DEPOT #2801 $59.45 JASON SAKRY 01/14/2020 01/15/2020 PIONEER PRESS ADV $318.63 DEB SCHMIDT 01/08/2020 01/09/2020 CINTAS 60A SAP $95.68 SCOTT SCHULTZ 01/08/2020 01/09/2020 CINTAS 60A SAP $12.63 SCOTT SCHULTZ 01/08/2020 01/09/2020 CINTAS 60A SAP $12.85 SCOTT SCHULTZ 01/08/2020 01/09/2020 CINTAS 60A SAP $37.08 SCOTT SCHULTZ 01/15/2020 01/16/2020 CINTAS 60A SAP $95.68 SCOTT SCHULTZ 01/15/2020 01/16/2020 CINTAS 60A SAP $12.63 SCOTT SCHULTZ 01/15/2020 01/16/2020 CINTAS 60A SAP $50.04 SCOTT SCHULTZ 01/15/2020 01/16/2020 CINTAS 60A SAP $30.89 SCOTT SCHULTZ 01/10/2020 01/13/2020 CURTIS 1000 INC. $494.27 STEPHANIE SHEA 01/13/2020 01/15/2020 OFFICE DEPOT #1090 $57.00 STEPHANIE SHEA 01/14/2020 01/16/2020 FEDEX OFFIC61700006171 $108.38 JOE SHEERAN 01/03/2020 01/06/2020 FBI NATIONAL ACADEMY ASSO $110.00 MICHAEL SHORTREED 01/08/2020 01/09/2020 BUI TAILOR $10.74 MICHAEL SHORTREED 01/09/2020 01/10/2020 LITTLE VENETIAN $24.99 MICHAEL SHORTREED 01/10/2020 01/13/2020 POINT EMBLEMS LLC $1,995.00 MICHAEL SHORTREED 01/13/2020 01/14/2020 EMERGENCY AUTO TECH $126.20 MICHAEL SHORTREED 01/13/2020 01/14/2020 EMERGENCY AUTO TECH $45.00 MICHAEL SHORTREED 01/14/2020 01/15/2020 MINNESOTA CHIEFS OF POLIC $485.00 MICHAEL SHORTREED 01/16/2020 01/17/2020 GRAFIX SHOPPE $1,498.00 MICHAEL SHORTREED Packet Page Number 106 of 227 G1, Attachment 01/08/2020 01/09/2020 EBAY 0*11-04386-35842 $4.28 ANDREA SINDT 01/08/2020 01/09/2020 MINNESOTA STATE COLLEGES $365.00 ANDREA SINDT 01/08/2020 01/09/2020 AMZN MKTP US*4Z45W30R3 $82.95 ANDREA SINDT 01/09/2020 01/10/2020 INTERNATIONAL INSTITUTE O $210.00 ANDREA SINDT 01/10/2020 01/13/2020 NINO S PIZZERIA $49.32 JOSEPH STEINER 01/14/2020 01/16/2020 MINNESOTA CHIEFS OF POLIC $157.00 JOSEPH STEINER 01/14/2020 01/16/2020 MINNESOTA CHIEFS OF POLIC $485.00 JOSEPH STEINER 01/11/2020 01/13/2020 INT'L CODE COUNCIL INC $100.00 DAVID SWAN 01/06/2020 01/07/2020 TRUCK UTILITIES INC ST PA $110.16 TODD TEVLIN 01/08/2020 01/09/2020 TRUCK UTILITIES INC ST PA $110.16 TODD TEVLIN 01/08/2020 01/10/2020 THE HOME DEPOT #2801 $39.57 TODD TEVLIN 01/09/2020 01/10/2020 FASTENAL COMPANY 01MNT11 $8.72 TODD TEVLIN 01/09/2020 01/10/2020 FASTENAL COMPANY 01MNT11 $13.09 TODD TEVLIN 01/15/2020 01/16/2020 BCA TRAINING EDUCATION $375.00 PAUL THIENES 01/16/2020 01/17/2020 BCA TRAINING EDUCATION $375.00 PAUL THIENES 01/10/2020 01/13/2020 NORTHERN TOOL EQUIP -MN $234.59 JEFF WILBER 01/06/2020 01/08/2020 BOUND TREE MEDICAL LLC $739.78 ERIC ZAPPA 01/07/2020 01/10/2020 BOUND TREE MEDICAL LLC $202.90 ERIC ZAPPA $58,452.35 Packet Page Number 107 of 227 01/30/2020 Check 105011 105012 105013 105014 105015 105016 105017 105018 105019 105020 105021 105022 105023 105024 105025 105026 105027 105028 105029 105030 105031 105032 105033 105034 105035 105036 105037 105038 105039 105040 105041 105042 105043 105044 105045 105046 Date 02/04/2020 02/04/2020 02/04/2020 02/04/2020 02/04/2020 02/04/2020 02/04/2020 02/04/2020 02/04/2020 02/04/2020 02/04/2020 02/04/2020 02/04/2020 02/04/2020 02/04/2020 02/04/2020 02/04/2020 02/04/2020 02/04/2020 02/04/2020 02/04/2020 02/04/2020 02/04/2020 02/04/2020 02/04/2020 02/04/2020 02/04/2020 02/04/2020 02/04/2020 02/04/2020 02/04/2020 02/04/2020 02/04/2020 02/04/2020 02/04/2020 02/04/2020 02/04/2020 02/04/2020 02/04/2020 02/04/2020 02/04/2020 02/04/2020 02/04/2020 02/04/2020 02/04/2020 02/04/2020 02/04/2020 02/04/2020 02/04/2020 02/04/2020 02/04/2020 02/04/2020 02/04/2020 Vendor 05114 05114 00283 00519 02728 02728 05353 05311 05311 04316 05902 01160 01202 01886 01409 01574 01190 01190 01190 01190 01190 01190 01190 01190 05761 01047 01047 01047 01047 00100 04848 05948 05641 05786 00309 06085 03645 03645 03645 03645 05283 05283 00471 00477 05730 05594 05425 03818 01126 01341 01340 05939 05939 Packet Page Number 108 of 227 Check Register City of Maplewood BOLTON & MENK, INC. BOLTON & MENK, INC. CENTURY COLLEGE FLEXIBLE PIPE TOOL CO. KIMLEY-HORN & ASSOCIATES INC KIMLEY-HORN & ASSOCIATES INC MANSFIELD OIL CO WILLIE MCCRAY WILLIE MCCRAY CITY OF MINNEAPOLIS RECEIVABLES NEOFUNDS NEWMAN SIGNS, INC. NYSTROM PUBLISHING CO INC ROSENBAUER MINNESOTA, LLC SEH T A SCHIFSKY & SONS, INC XCELENERGY XCELENERGY XCELENERGY XCELENERGY XCELENERGY XCELENERGY XCELENERGY XCELENERGY YMCA 3M 3M 3M 3M ANCOM COMMUNICATIONS INC AVESIS BLUE NET, INC. CHP MAPLEWOOD MN OWNER, LLC COLONIAL LIFE PROCESSING CTR COMMISSIONER OF TRANSPORTATION CP MAPLEWOOD LLC CUMMINS NPOWER LLC CUMMINS NPOWER LLC CUMMINS NPOWER LLC CUMMINS NPOWER LLC EMERGENCY RESPONSE SOLUTIONS EMERGENCY RESPONSE SOLUTIONS VIRGINIA ERICKSON ESS BROTHERS & SONS INC FASTENAL COMPANY FOUNDATION BUSINESS SYSTEMS LHB INC. MEDICA NCPERS GROUP LIFE INS. MN RAMSEY CO FIRE CHIEFS ASSN REGIONS HOSPITAL SHERMAN ASSOCIATES, INC SHERMAN ASSOCIATES, INC G1, Attachment Description PROJ 19-22 CO RD B & ARCADE GENERAL GIS ASSISTANCE AHA TRAINING SITE FEE SEWER JET HOSE FOR JET TRUCK #615 PROJ 16-18 GLADSTONE PHASE 3 PROJ 18-04 WAKEFIELD CONST ADD'L DIESEL FUEL - JANUARY YOUTH BASKETBALL REFEREES 01/25-26 YOUTH BASKETBALL REFEREES 01/19 AUTO PAWN SYSTEM - DECEMBER POSTAGE - 1902 POSTAGE MACHINE 6297 DATED/WARNING STICKERS PRINTING OF CD ANNUAL REPORT EMTC - MATERIALS & LABOR PROJ 19-33 PED CROSSING POLICY TRUCK WEIGHTS FOR CALIBRATIONS ELECTRIC UTILITY ELECTRIC & GAS UTILITY ELECTRIC UTILITY GAS UTILITY ELECTRIC UTILITY GAS UTILITY ELECTRIC UTILITY ELECTRIC UTILITY MCCIMPROVEMENTS PAYGO PAYMENT FOR 2ND HALF 2019 ROLL GOODS FOR SIGN FABRICATION ROLL GOODS FOR SIGN FABRICATION ROLL GOODS FOR SIGN FABRICATION RADIO BATTERIES MONTHLY PREMIUM - FEBRUARY CONTRACTOR ASSIST NEW INTRANET TIF PMT TO DEVELOPER 2ND HALF 2019 MONTHLY PREMIUM BC N: E4677316 -JAN PROJ 16-18 TESTING & INSPECTIONS REFUND LIQUOR LICENSE NEW OWNER EMERGENCY GENERATOR SRVS-MCC EMERGENCY GENERATOR SRVS-CH EMERGENCY GENERATOR SRVS-FD#1 EMERGENCY GENERATOR SRVS-PW SCBA COMPRESSOR SERVICE SCBA CALIBRATION CYLINDER GAS RETIRED OFFICER COURT SUBPOENA 3 STORM SEWER CASTINGS CUTTING BLADES SRVS FEE PERM TRACK MS4 APP -2020 PROJ 19-18 HVAC UPGRADES 1902 MONTHLY PREMIUM - FEBRUARY MONTHLY PREMIUM - FEBRUARY MEMBERSHIP DUES MEDICAL DIRECTION FEE 2020 TIF PMT - 2ND HALF 2019 - PHASE 2 TIF PMT - 2ND HALF 2019 - PHASE 1 Amount 6,741.00 1,920.00 150.00 2,865.00 10,953.81 3,377.42 4,289.91 2,347.00 2,016.00 506.70 1,000.00 331.52 581.03 697.00 3,222.97 20.00 13,847.74 8,814.92 1,208.95 394.60 314.61 142.03 53.48 18.12 64,855.95 393,636.08 731.25 251.25 191.41 1,629.00 337.85 75.00 97,842.22 300.70 172.08 5,550.00 875.07 812.38 780.61 768.15 690.00 326.70 143.96 712.98 324.98 1,330.00 1,510.00 157,879.23 544.00 150.00 15,045.00 94,278.44 8,137.35 105047 105048 105049 105050 105051 105052 105053 105054 105055 02/04/2020 03616 SIBLEY COVE, LTD PARTNERSHIP 02/04/2020 01489 SPARTAN PROMOTIONAL GROUP INC 02/04/2020 01836 ST PAUL, CITY OF 02/04/2020 06083 STRATEGIC DIVERSITY INITIATIVE 02/04/2020 01578 T R F SUPPLY CO. 02/04/2020 05458 TITAN MACHINERY INC 02/04/2020 05458 TITAN MACHINERY INC 02/04/2020 05842 MIKETURNBULL 02/04/2020 00449 TYLER TECHNOLOGIES INC 02/04/2020 03825 VAN DYKE STREET HOMES 45 Checks in this report. G1, Attachment TIF PMT TO DEVELOPER 2ND HALF 2019 AWARD PLAQUES -STATE OF MW LUNCH ANIMAL BOARDING SRVS - NOVEMBER WORKSHOP FOR LEAD ACADEMY WINTER HARD HAT LINERS TOWMASTER T10DT TRAILER #2752868 TOWMASTER T10DT TRAILER #2752869 FIRE MARSHAL SERVICES 11/12 - 12/03 EDEN SYS SUPPORT CONTRACT 2020 TIF PAYMENT TO DEVELOPER 2ND HALF 41,116.61 217.50 915.00 2,500.00 167.40 10,776.85 10,776.85 648.00 46,062.12 9,924.72 1.038.800.50 Packet Page Number 109 of 227 CITY OF MAPLEWOOD Disbursements via Debits to Checking account Settlement Date Payee 1/27/2020 MN State Treasurer 1/27/2020 MN Dept of Natural Resources 1/27/2020 Delta Dental 1/27/2020 Empower - State Plan 1/28/2020 ICMA (Vantagepointe) 1/28/2020 MN State Treasurer 1/28/2020 US Bank 1/29/2020 MN State Treasurer 1/30/2020 MN State Treasurer 1/31/2020 MN State Treasurer 1/31/2020 MN Dept of Natural Resources 1/31/2020 Optum Health Packet Page Number 110 of 227 Description Drivers License/Deputy Registrar DNR electronic licenses Dental Premium Deferred Compensation Retiree Health Savings Drivers License/Deputy Registrar Debt Service payments Drivers License/Deputy Registrar Drivers License/Deputy Registrar Drivers License/Deputy Registrar DNR electronic licenses DCRP & Flex plan payments G1, Attachment Amount 59,913.83 1,056.10 3,229.99 49,592.48 59,914.22 47,703.37 5,070,431.26 71,988.90 60,051.44 86,184.31 640.40 490.72 5,511,197.02 G1, Attachment 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 01/24/20 ABRAMS, MARYLEE 560.80 01/24/20 JUENEMANN, KATHLEEN 493.60 01/24/20 KNUTSON, WILLIAM 493.60 01/24/20 NEBLETT, SYLVIA 493.60 01/24/20 SMITH, BRYAN 493.60 01/24/20 COLEMAN, MELINDA 8,022.92 01/24/20 KNUTSON, LOIS 4,091.91 01/24/20 SABLE, MICHAEL 5,267.31 01/24/20 CHRISTENSON, SCOTT 2,401.69 01/24/20 DOUGLASS, TOM 4,666.49 01/24/20 JAHN, DAVID 3,799.46 01/24/20 HERZOG, LINDSAY 2,300.25 01/24/20 RAMEAUX, THERESE 8,865.01 01/24/20 ANDERSON, CAROLE 1,742.11 01/24/20 DEBILZAN, JUDY 2,590.50 01/24/20 OSWALD, BRENDA 2,718.40 01/24/20 PAULSETH, ELLEN 6,908.80 01/24/20 RUEB, JOSEPH 6,516.84 01/24/20 ARNOLD, AJLA 2,292.43 01/24/20 BEGGS, REGAN 2,314.59 01/24/20 COLE, DEBORAH 3,726.33 01/24/20 EVANS, CHRISTINE 2,319.20 01/24/20 LARSON, MICHELLE 2,288.65 01/24/20 SINDT, ANDREA 8,323.09 01/24/20 HANSON, MELISSA 1,911.36 01/24/20 HOCKBEIN, JUDY 1,066.81 01/24/20 KRAMER, PATRICIA 1,281.23 01/24/20 MOY, PAMELA 1,855.36 01/24/20 OLSON, THOMAS 1,768.80 01/24/20 OSTER, ANDREA 4,517.42 01/24/20 RICHTER, CHARLENE 1,586.43 01/24/20 VITT, JULIANNE 1,160.85 01/24/20 WEAVER, KRISTINE 3,499.76 01/24/20 WINKELMAN, JULIA 1,271.33 01/24/20 ABEL, CLINT 3,871.87 01/24/20 ALDRIDGE, MARK 7,229.23 01/24/20 BAKKE, LONN 5,210.20 01/24/20 BELDE, STANLEY 3,957.48 01/24/20 BENJAMIN, MARKESE 7,137.40 01/24/20 BERGERON, ASHLEY 2,966.56 01/24/20 BIERDEMAN, BRIAN 10,410.84 01/24/20 BURT-MCGREGOR, EMILY 3,267.16 01/24/20 BUSACK, DANIEL 7,933.04 01/24/20 COLEMAN, ALEXANDRA 3,184.82 01/24/20 CONDON, MITCHELL 3,304.71 01/24/20 CROTTY, KERRY 5,068.42 01/24/20 DEMULLING, JOSEPH 5,207.40 01/24/20 DUGAS, MICHAEL 6,720.47 01/24/20 FISHER, CASSANDRA 2,702.59 01/24/20 FORSYTHE, MARCUS 1,322.30 1,3 86.92 778.80 331.72 2,138.40 5,098.20 1,307.20 2,075.20 4,3 82.00 2,193.60 218.35 3,525.60 1,273.66 3,549.60 5,625.00 285.60 3,147.19 634.60 230.00 857.40 2,098.80 Packet Page Number 111 of 227 G1, Attachment 01/24/20 FRITZE, DEREK 7,963.22 3,620.00 01/24/20 GABRIEL, ANTHONY 7,149.88 3,429.60 01/24/20 HAWKINSON JR, TIMOTHY 3,637.80 01/24/20 HENDRICKS, JENNIFER 2,060.00 01/24/20 HER, PHENG 6,770.90 3,255.00 01/24/20 HIEBERT, STEVEN 3,890.64 01/24/20 HOEMKE, MICHAEL 3,844.11 44.60 01/24/20 JOHNSON, KEVIN 5,775.40 1,068.80 01/24/20 KHARFL, RAM 290.00 01/24/20 KONG, TOMMY 3,653.52 01/24/20 KORAN, MARIE 2,005.79 01/24/20 KROLL, BRETT 3,687.26 01/24/20 KUCHENMEISTER, JASON 2,139.40 01/24/20 KVAM, DAVID 11,667.46 3,609.60 01/24/20 LANGNER, TODD 4,150.84 01/24/20 LENERTZ, NICHOLAS 2,996.95 01/24/20 LYNCH, KATHERINE 3,515.90 01/24/20 MARINO, JASON 8,778.63 4,605.00 01/24/20 MCCARTY, GLEN 3,843.58 01/24/20 MCKENZIE, JONATHAN 261.00 01/24/20 MICHELETTI, BRIAN 3,698.41 01/24/20 MUMIN, ABDIRIZAQ 348.00 01/24/20 MURRAY, RACHEL 3,515.77 01/24/20 NADEAU, SCOTT 5,992.05 01/24/20 NYE, MICHAEL 10,598.21 5,247.00 01/24/20 OLSON, JULIE 4,011.54 01/24/20 PARKER, JAMES 4,264.10 477.09 01/24/20 PEREZ, GUSTAVO 2,738.61 01/24/20 PETERS, DANIEL 2,670.11 01/24/20 SALCHOW, CONNOR 3,386.22 270.76 01/24/20 SEPULVEDA III, BERNARDO 261.00 01/24/20 SHEA, STEPHANIE 2,162.59 01/24/20 SHORTREED, MICHAEL 10,451.87 2,406.40 01/24/20 SPARKS, NICOLLE 2,771.30 395.72 01/24/20 STARKEY, ROBERT 4,239.76 793.40 01/24/20 STEINER, JOSEPH 6,574.37 1,010.20 01/24/20 STOCK, AUBREY 2,639.72 01/24/20 SWETALA, NOAH 2,343.26 01/24/20 TAUZELL, BRIAN 8,921.60 4,438.00 01/24/20 THAO, JAY 358.88 01/24/20 THIENES, PAUL 8,576.09 4,197.60 01/24/20 WENZEL, JAY 3,686.38 01/24/20 WIETHORN, AMANDA 2,939.72 01/24/20 XIONG, KAO 3,653.52 01/24/20 XIONG, TUOYER 3,070.26 555.40 01/24/20 ZAPPA, ANDREW 4,445.64 411.30 01/24/20 BARRETTE, CHARLES 4,697.01 1,050.96 01/24/20 BAUMAN, ANDREW 3,287.67 01/24/20 BEITLER, NATHAN 3,353.17 281.28 01/24/20 CAPISTRANT, JOHN 210.00 01/24/20 CONWAY, SHAWN 5,260.06 1,001.20 01/24/20 CRAWFORD JR, RAYMOND 5,790.31 2,004.48 01/24/20 CRUMMY, CHARLES 4,732.41 1,687.68 01/24/20 DABRUZZI, THOMAS 5,964.20 2,118.96 01/24/20 DANLEY, NICHOLAS 3,217.38 01/24/20 DAVISON, BRADLEY 3,222.05 01/24/20 DAWSON, RICHARD 6,455.47 2,118.96 01/24/20 HAGEN, MICHAEL 4,895.35 1,687.68 01/24/20 HALWEG, JODI 5,717.11 2,052.00 01/24/20 HAWTHORNE, ROCHELLE 5,283.44 1,336.32 01/24/20 KUBAT, ERIC 9,839.86 6,033.15 Packet Page Number 112 of 227 G1, Attachment 01/24/20 LANDER, CHARLES 4,498.69 649.44 01/24/20 LO, CHING 1,181.57 01/24/20 LUKIN, STEVEN 13,319.87 7,652.52 01/24/20 MALESKI, MICHAEL 4,099.31 1,041.92 01/24/20 MARFORI JR, OSCAR 348.00 01/24/20 MARTIN, MICHAEL 3,403.54 01/24/20 MCGEE, BRADLEY 3,758.61 509.12 01/24/20 MERKATORIS, BRETT 3,823.50 550.49 01/24/20 MONDOR, MICHAEL 5,474.97 01/24/20 NEILY, STEVEN 5,058.30 1,687.68 01/24/20 NIELSEN, KENNETH 3,271.04 01/24/20 NOVAK, JEROME 4,518.84 2,075.04 01/24/20 POULOSE, PHILIP 348.00 01/24/20 POWERS, KENNETH 5,768.81 2,004.48 01/24/20 RADINZEL, AUSTIN 7,123.11 4,125.80 01/24/20 SEDLACEK, JEFFREY 5,783.16 2,052.00 01/24/20 STREFF, MICHAEL 9,540.64 5,842.50 01/24/20 WARDELL, JORDAN 4,247.53 410.41 01/24/20 ZAPPA, ERIC 3,473.00 01/24/20 CORTESI, LUANNE 3,139.49 822.60 01/24/20 JANASZAK, MEGHAN 2,879.44 01/24/20 BRINK, TROY 6,104.23 2,734.40 01/24/20 BUCKLEY, BRENT 5,378.85 2,486.40 01/24/20 EDGE, DOUGLAS 5,277.77 2,486.40 01/24/20 JONES, DONALD 5,246.33 2,486.40 01/24/20 MEISSNER, BRENT 2,759.39 01/24/20 MLODZIK, JASON 2,173.59 01/24/20 NAGEL, BRYAN 9,894.52 5,262.72 01/24/20 OSWALD, ERICK 3,132.02 01/24/20 RUNNING, ROBERT 3,049.04 01/24/20 TEVLIN, TODD 4,000.82 1,243.20 01/24/20 ZAHNOW, LANCE 2,140.84 01/24/20 BURLINGAME, NATHAN 3,278.40 01/24/20 DUCHARME, JOHN 3,343.02 01/24/20 ENGSTROM, ANDREW 3,365.90 01/24/20 JAROSCH, JONATHAN 5,380.32 1,024.00 01/24/20 LINDBLOM, RANDAL 3,740.92 397.90 01/24/20 LOVE, STEVEN 5,650.67 01/24/20 STRONG, TYLER 2,885.60 01/24/20 ZIEMAN, SCOTT 112.00 01/24/20 HAMRE, MILES 2,670.78 01/24/20 HAYS, TAMARA 2,587.52 01/24/20 HINNENKAMP, GARY 4,459.02 01/24/20 NAUGHTON, JOHN 2,694.34 01/24/20 ORE, JORDAN 2,649.04 01/24/20 SAKRY, JASON 2,549.99 01/24/20 BIESANZ, OAKLEY 2,028.63 01/24/20 GERNES, CAROLE 2,090.74 01/24/20 HUTCHINSON, ANN 4,851.94 1,588.17 01/24/20 TROENDLE, CATHY JO 472.00 01/24/20 WACHAL, KAREN 1,229.05 01/24/20 DUNLAP, EMILY 2,260.19 01/24/20 JOHNSON, ELIZABETH 2,274.59 01/24/20 KROLL, LISA 2,319.20 01/24/20 PETERSON, DAVID 3,855.77 01/24/20 THOMSON, JEFFREY 4,710.92 01/24/20 ADADE, JANE 4,473.17 2,582.01 01/24/20 FINWALL, SHANN 3,972.30 01/24/20 MARTIN, MIKE 8,055.18 3,955.50 01/24/20 SWAN, DAVID 6,619.50 3,217.60 01/24/20 WEIDNER, JAMES 3,059.39 Packet Page Number 113 of 227 G1, Attachment 01/24/20 WESTLUND, RONALD 1,440.00 01/24/20 WELLENS, MOLLY 2,511.47 01/24/20 REININGER, RUSSELL 2,500.19 01/24/20 ABRAHAM, JOSHUA 2,608.20 01/24/20 ABRAHAMSON, AMANDA 110.00 01/24/20 WORK, BRANDON 348.00 01/24/20 BRENEMAN, NEIL 6,350.21 3,077.60 01/24/20 CAMPBELL, KEVIN 24.00 01/24/20 CAMPBELL, LUCAS 30.00 01/24/20 CHUHEL, BRADY 120.00 01/24/20 CUMMINGS, KATIA 120.00 01/24/20 CUMMINGS, MICHAEL 64.00 01/24/20 ERICSON, MICHAEL 138.50 01/24/20 FISHER, JADE 91.00 01/24/20 GATES, DARCY 64.00 01/24/20 GORACKI, GERALD 115.50 01/24/20 HANSEN, MICHAEL 120.00 01/24/20 HUGGAR, ANGELA 48.00 01/24/20 JORGENSON, SOPHIE 489.50 01/24/20 JORGENSON, TARA 398.75 01/24/20 KORF, CAIN 84.00 01/24/20 KRATTENMAKER, JACOB 82.50 01/24/20 KUCHENMEISTER, GINA 2,219.21 01/24/20 KUCHENMEISTER, JACK 200.00 01/24/20 KUCHENMEISTER, JUSTIN 120.00 01/24/20 LO, SATHAE 244.00 01/24/20 LUSHANKO, ADAM 120.00 01/24/20 MAKENS, ELLA 60.00 01/24/20 MCKANE, KELLIE 60.00 01/24/20 MCKANE, QUINN 90.00 01/24/20 MERRITT, JACOB 90.00 01/24/20 MEYER, ZACHARY 58.00 01/24/20 MOORE, PATRICK 150.00 01/24/20 NZARA, MUNASHE 200.00 01/24/20 PARKER, JACK 120.00 01/24/20 PIEPER, THEODORE 189.00 01/24/20 PURCELL, TYLER 160.00 01/24/20 ROBBINS, AUDRA 8,933.58 4,316.00 01/24/20 ROBBINS, CAMDEN 181.25 01/24/20 STECKLER, BRUCE 144.00 01/24/20 STIFTER, RACHEL 108.00 01/24/20 WENGER-VAUGHN, RASHANA 38.50 01/24/20 WHITE, LINDA 180.00 01/24/20 WILLIAMS III, WALLACE 196.00 01/24/20 BERGO, CHAD 7,999.47 3,590.40 01/24/20 SCHMITZ, KEVIN 2,338.89 01/24/20 SHEERAN JR, JOSEPH 4,111.24 01/24/20 ADAMS, DAVID 2,647.24 01/24/20 HAAG, MARK 3,174.04 01/24/20 JENSEN, JOSEPH 678.48 01/24/20 SCHULTZ, SCOTT 7,828.09 1,075.40 01/24/20 WILBER, JEFFREY 2,571.61 01/24/20 PRIEM, STEVEN 5,767.01 2,801.60 01/24/20 WOEHRLE, MATTHEW 2,917.82 01/24/20 XIONG, BOON 2,521.69 01/24/20 FOWLDS, MYCHAL 4,700.18 01/24/20 FRANZEN, NICHOLAS 6,118.18 1,799.60 01/24/20 GERONSIN, ALEXANDER 3,445.32 01/24/20 RENNER, MICHAEL 3,297.44 132.04 99104069 01/24/20 MASON, TAKARA 43.50 Packet Page Number 114 of 227 785.168.24 G1, Attachment Packet Page Number 115 of 227 G2 CITY COUNCIL STAFF REPORT Meeting Date February 10, 2020 REPORT TO: Melinda Coleman, City Manager REPORT FROM: Terrie Rameaux, Human Resource Coordinator PRESENTER: Michael Sable, Assistant City Manager/HR Director AGENDA ITEM: 2020 Master Group Contract for Medica Insurance Company Action Requested: V Motion ❑ Discussion ❑ Public Hearing Form of Action: ❑ Resolution ❑ Ordinance ✓ Contract/Agreement ❑ Proclamation Policy Issue: City Council approval is required on the Medica Insurance Company Master Group Contract for the three different health insurance plans offered by the City to benefit -earning employees for 2020. Recommended Action: Motion to approve the 2020 Master Group Contract for Medica Insurance Company. Fiscal Impact: Is There a Fiscal Impact? ❑ No ✓ Yes, the true or estimated cost is reflected in the 2020 budget 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. N/A Background The City Council approved a resolution in November 2019 affirming the recommendation from the Labor -Management Committee for 2020 employee insurance benefits. There was an 18% reduction in the health insurance premiums which will result in a reduction in the employee benefits cost for 2020. Attachments 1. 2020 Master Group Contract for Medica Insurance Company. Packet Page Number 116 of 227 MASTER GROUP CONTRACT BETWEEN CITY OF MAPLEWOOD AND MEDICA INSURANCE COMPANY G2, Attachment 1 Packet Page Number 117 of 227 G2, Attachment 1 MEDICA INSURANCE COMPANY ("MEDICA") MASTER GROUP CONTRACT ARTICLE 1 INTRODUCTION This Master Group Contract ("Contract") is entered into by and between Medica Insurance Company ("Medica") and the employer group identified in Exhibit 1 ("Employer"). This Contract includes Exhibit 1, Exhibit 2, the Group Application, Member enrollment forms, the Certificate of Coverage ("Certificate"), and any Amendments, all of which together shall constitute the entire agreement between Medica and Employer concerning the health insurance coverage provided under this Contract. This Contract includes the coverage option(s) set forth in Exhibit 2, offered by the Employer under a single group health plan. This Contract is delivered in the state of Minnesota. The capitalized terms used in this Contract have the same meanings given to those terms defined in the Certificate, unless otherwise specifically defined in this Contract. If this Contract is purchased by Employer to provide benefits under an employee welfare benefit plan governed by the Employee Retirement Income Security Act, 29 U.S.C. 1001, et seq. ("ERISA"), this Contract is governed by ERISA and, to the extent state law applies, the laws of the State of Minnesota. If this Contract is not governed by ERISA, it is governed by the laws of the State of Minnesota. If this Contract is governed by ERISA, any legal action arising out of or relating to this Contract shall be brought in the federal district court for the district of Minnesota. If this Contract is not governed by ERISA, any legal action arising out of or relating to this Contract shall be brought in state court in Hennepin County, Minnesota. In consideration of payment of the Premiums by the Employer and payment of applicable Deductibles, Copayments, and Coinsurance by or for Members, Medica will provide coverage to Members for the Benefits set forth in the Certificate and any amendments, subject to all terms and conditions, including limitations and exclusions, in this Contract. This Contract replaces and supersedes any previous agreements between Employer and Medica relating to Benefits. Medica shall not be deemed or construed to be an employer for any purpose with respect to the administration or provision of benefits under Employer's welfare benefit plan. Medica shall not be responsible for fulfilling any duties or obligations of Employer with respect to Employer's benefit plan. ARTICLE 2 TERM OF CONTRACT Section 2.1 Term and Renewal. The initial Term of this Contract is set forth in Exhibit 1. At least 60 days before each Expiration Date, as set forth in Exhibit 1, Medica shall notify Employer of any modifications to this Contract, including Premiums and Benefits for the next term of this Contract ("Renewal Terms"). If Employer accepts the Renewal Terms or if Employer and Medica agree on different Renewal Terms, this Contract is renewed for the additional term, unless Medica terminates this Contract pursuant to Section 2.2. Medica Large Group MGC 1 City of Maplewood 01/01/2020 Packet Page Number 118 of 227 G2, Attachment 1 Section 2.2 Termination of This Contract. Employer may terminate this Contract after at least 30 days written notice to Medica. This Contract is guaranteed renewable and will not be terminated by Medica except for the following reasons, and such terminations will be effective as stated below. Except as specified otherwise, terminations for the reasons stated below require at least 30 days written notice from Medica: (a) Upon notice to an authorized representative of the Employer that Employer failed to pay the required Premium when due, provided, however, that this Contract can be reinstated pursuant to Section 5.2. If Employer fails to pay the required Premium within the grace period described in Section 5.2, the Contract will be terminated, subject to a 30 -day advance written notice of termination by Medica to Employer. The date of the termination shall be retroactive to not more than 30 days prior to the effective date of the notice of termination; (b) On the date specified by Medica because Employer committed fraud (through act, practice, or omission) or intentionally provided Medica with false information material to the execution of this Contract or to the provision of Benefits under this Contract. Medica has the right to rescind this Contract back to the original effective date; (c) On the date specified by Medica due to Employer's violation of the participation or contribution rules as determined by Medica; (d) Automatically on the date Employer ceases to do business pursuant to 11 U.S.C. Chapter 7; (e) Automatically on the date Employer ceases to do business for any reason; (f) On the date specified by Medica, after at least 90 days prior written notice to Employer, that this Contract is terminated because Medica will no longer issue this particular product within the large employer market; (g) On the date specified by Medica, after at least 180 days prior written notice to the applicable state authority and Employer, that this Contract will be terminated because Medica will no longer renew or issue any employer health benefit plan within the large employer market; (h) On the date specified by Medica when there is no longer any Member who resides or works in Medica's service area; (i) Automatically on the date that Employer fails to maintain any active employees who are Subscribers; Any other reasons or grounds permitted by the licensing laws and regulations governing Medica. Notwithstanding the above, Medica may modify the Premium rate and/or the coverage at renewal. Nonrenewal of coverage as a result of failure of Medica and the Employer to reach agreement with respect to modifications in the Premium rate or coverage shall not be considered a failure of Medica to provide coverage on a guaranteed renewable basis. Section 2.3 Notice of Termination. Medica will notify Employer in writing if Medica terminates this Contract for any reason. In accordance with applicable law, Medica will notify Subscribers in writing if Medica terminates this Contract pursuant to Section 2.2(a), (b), (d), (f), or (g). Employer will provide timely written notification to Subscribers in all circumstances for which Medica does not provide written notification to Subscribers. Medica Large Group MGC 2 City of Maplewood 01/01/2020 Packet Page Number 119 of 227 G2, Attachment 1 Section 2.4 Effect of Termination. In the event of termination of this Contract: (a) All Benefits under this Contract will end at 12:00 midnight Central Time on the effective date of termination; (b) Medica will not be responsible for any Claims for health services received by Members after the effective date of the termination; and (c) Employer shall be and shall remain liable to Medica for the payment of any and all Premiums that are unpaid at the time of termination. ARTICLE 3 ENROLLMENT AND ELIGIBILITY Section 3.1 Eligibility. The Eligibility conditions stated in Exhibit 1 of this Contract govern who is eligible to enroll under this Contract. The eligibility conditions stated in Exhibit 1 are in addition to those specified in the Certificate. Section 3.2 Enrollment. The Certificate governs when eligible employees and eligible dependents may enroll for coverage under this Contract, including the Initial Enrollment Period, Open Enrollment Period, and any applicable Special Enrollment Periods. Employer shall conduct the Initial Enrollment Period and Open Enrollment Period. Employer shall cooperate with Medica to ensure appropriate enrollment of Members under the Contract. Section 3.3 Qualified Medical Child Support Orders. Employer will establish, maintain, and enforce all written procedures for determining whether a child support order is a qualified medical child support order as defined by ERISA. Employer will provide Medica with notice of such determination and a copy of the order, along with an application for coverage, within the greater of 30 days after issuance of the order or the time in which Employer provides notice of its determination to the persons specified in the order. When and if Employer receives notice that the child has designated a representative or of the existence of a legal guardian or custodial parent of the child, Employer shall promptly notify Medica of such person(s). Medica shall have no responsibility for: (i) establishing, maintaining, or enforcing the procedures described above; (ii) determining whether a support order is qualified; or (iii) providing required notices to the child or the designated representative. Section 3.4 Eligibility and Enrollment Decisions. Subject to applicable law and the terms of this Contract, Employer has discretion to determine whether employees and their dependents are eligible to enroll for coverage under this Contract. Medica is entitled to rely upon Employer's determination regarding an employee's and/or dependent's eligibility to enroll for coverage under this Contract. The Employer will be responsible for maintaining information verifying its continuing eligibility and the continuing eligibility of its eligible Subscribers and eligible Dependents. This information shall be provided to Medica as reasonably requested by Medica. The Employer shall also maintain written documentation of a waiver of coverage by an eligible Subscriber or eligible Dependent and provide this documentation to Medica upon reasonable request. Section 3.5 Notification. The Employer must notify Medica within 30 days of an individual's initial enrollment application, changes to a Member's name or address, changes to a Member's eligibility for coverage (including a loss of eligibility), or other changes to enrollment. Section 3.6 Multiple Benefit Package Options. Subscribers and enrolled Dependents may only switch between Employer's health coverage options offered under the Contract during a Medica Large Group MGC 3 City of Maplewood 01/01/2020 Packet Page Number 120 of 227 G2, Attachment 1 Special Enrollment Period, or the Open Enrollment Period, if applicable, as described in the Certificate. ARTICLE 4 ELECTRONIC DELIVERY OF INSURANCE DOCUMENTS The Employer agrees to deliver, as Medica's agent, insurance documents required by law to be furnished to Subscribers. These documents shall be furnished by Medica to the Employer for delivery to Subscribers. The Employer shall not modify these documents in any way. The Employer agrees to deliver such documents electronically to the extent permissible under Title I of the Employee Retirement Income Security Act of 1974, Department of Labor Regulation § 2520.104b -1(c), if applicable, and Minn. Stat. § 72A.20, subd. 37. Such documents shall be delivered electronically only to Subscribers who meet the following requirements: (a) has the ability to access an electronic document effectively at any location where the Subscriber is reasonably expected to perform his or her duties as an employee, and (b) with respect to whom access to the plan sponsor's electronic information system is an integral part of those duties. The Employer shall implement procedures that ensure actual receipt of these documents and notify Subscribers of the significance of the materials at the time of delivery. In addition, the Employer shall inform the recipient of his or her right to request a paper version of these documents, and an expedient process for doing so. Upon such a request, Employer shall furnish the recipient with paper copies supplied by Medica. Employer shall inform Medica of individuals who do not qualify for electronic delivery because they do not meet the requirements regarding access to a computer, or they are not in the workplace, including but not limited to those on continuation coverage, on retiree coverage, or covered pursuant to a qualified medical child support order. Employer shall provide the individual's mailing information to Medica so that Medica can provide the documents. ARTICLE 5 PREMIUMS Section 5.1 Monthly Premiums. The monthly Premium rates for this Contract are set forth in Exhibit 2. The Premiums are due on the first day of each calendar month. Employer shall pay the Premiums to Medica in accordance with the method set forth in the invoice. Employer shall notify Medica in writing: (a) each month of any changes in the coverage classification of any Subscriber; and (b) within 30 days after the effective date of enrollments, terminations or other changes regarding Members. Section 5.2 Grace Period and Reinstatement. Employer has a grace period of 10 days after the due date stated in Section 5.1 to pay the monthly Premiums. Coverage shall continue during this grace period. If Employer fails to pay the Premium, the Contract will be terminated in accordance with Section 2.2(a). If Employer wishes to apply for reinstatement of the Contract, any such application must be in writing and in the form designated by Medica. If Employer applies for reinstatement and Medica, in its sole discretion, approves the application, then this Contract will be reinstated upon approval, or lacking such approval, upon the 45th day following the date Medica conditionally received full premium payment, unless Medica has otherwise notified Employer in writing that the application was not approved. Medica is not obligated to accept premium payment after the end of the grace period. In the event this Contract is not reinstated pursuant to this Section, Medica shall not be responsible for any Claims for health services received by Members after the effective date of the termination. Medica Large Group MGC 4 City of Maplewood 01/01/2020 Packet Page Number 121 of 227 G2, Attachment 1 Section 5.3 Premium Calculation. The monthly Premiums owed by Employer shall be calculated by Medica in accordance with Exhibit 2 using the number of Subscribers in each coverage classification according to Medica's records at the time of the calculation. Subject to Section 5.4, Employer may make adjustments to its payment of Premiums for any additions or terminations of Members submitted by Employer but not yet reflected in Medica's calculations. A full calendar month's Premiums shall be charged for Members whose effective date falls on or before the 15th day of that calendar month. No Premium shall be charged for Members whose effective date falls after the 15th day of that calendar month. With the exception of termination of coverage due to a Member's death, a Member's coverage may be terminated only at the end of a calendar month and a full Premium amount for that month will apply. In the case of a Member's death, that Member's coverage will be terminated on the date of death. Section 5.4 Retroactive Adjustments. In accordance with applicable law and this Contract, retroactive adjustments may be made for addition of Members, changes in Members' coverage classifications, and certain terminations of Members not reflected in Medica's records at the time the monthly Premiums were calculated by Medica. Employer understands and acknowledges that federal law prohibits the retroactive termination of a Member's coverage except in instances of fraud, intentional misrepresentation of material fact, or failure to timely pay premiums or premium contributions. Employer agrees that it will not request retroactive termination of any Member's coverage if such termination is prohibited by law. No retroactive adjustments to enrollment or Premium refund shall be granted for any change occurring more than 60 days prior to the date Medica received notification of the change from Employer. In accordance with the Certificate, retroactive terminations of coverage are effective at the end of a calendar month. In the event Employer requests retroactive termination of a Member's coverage, in accordance with applicable law and this Contract, any such termination will be effective at the end of the month that includes the date that precedes the date Medica received the request by 60 days. Notwithstanding the foregoing, Employer shall pay a Premium for any month during which a Member received Benefits (except as described in Section 5.3). Section 5.5 Premium Changes. Medica may change the Premiums after 30 days prior written notice to Employer. Section 5.6 Employer Fees. Medica may charge Employer: (a) a late payment charge in the form of a finance charge of 12% per annum for any Premiums not received by the due date; and (b) a service charge for any non -sufficient -fund check received in payment of the Premiums; and (c) an administrative service fee of $250.00 at time of request for reinstatement. Section 5.7 Premium Rebate Administration (When Applicable). (a) General Obligation. In accordance with the Patient Protection and Affordable Care Act ("PPACA"), Medica is obligated to provide a premium rebate to Employer if Medica's medical loss ratio ("MLR") for the group market applicable to Employer's coverage does not meet or exceed the minimum percentage required by PPACA for such group market. PPACA requires Medica to make such determinations on a calendar year basis, regardless of the Effective Date and Expiration Date of this Contract. For purposes of this Section 5.7, "medical loss ratio" shall be defined in accordance with PPACA and the group market size applicable to Employer's coverage shall be determined in accordance with PPACA's MLR provisions and applicable state law and requirements. Medica Large Group MGC 5 City of Maplewood 01/01/2020 Packet Page Number 122 of 227 G2, Attachment 1 (b) Rebate Determinations and Remittances. Medica agrees to determine whether such rebates are owed under this Contract and, if applicable, remit such rebates to Employer within the timeframe required by applicable law. Notwithstanding the foregoing, in the event that Employer's group health plan has been terminated at the time rebate payment is due and, despite reasonable efforts, Medica is unable to locate Employer, Medica will distribute the entire rebate to Subscribers, in accordance with applicable law. (c) Form of Rebates. Medica may, in its sole discretion, elect to provide any such rebates owed in the form of a premium credit, a lump -sum check, or a lump -sum credit to the account used to pay the premium. (d) Employer's Responsibility Concerning Rebates. Employer agrees that it is Employer's responsibility to determine how to treat any rebate funds remitted to Employer by Medica in accordance with applicable law, including but not limited to 45 C.F.R. §158.242 and ERISA requirements. Additionally, in no way limiting the foregoing, if Employer's group health plan is not a governmental plan and is not subject to ERISA, Employer agrees that Employer shall use the amount of any rebate that is proportionate to the total amount of premium paid by all Subscribers for the coverage in a manner that benefits Subscribers and is specifically provided in 45 C.F.R. §158.242(b)(1) and (2). ARTICLE 6 INDEMNIFICATION Medica will hold harmless and indemnify Employer against any and all claims, liabilities, damages, or judgments asserted against, imposed upon or incurred by Employer, including reasonable attorney fees and costs, that arise out of Medica's negligent acts or omissions in the discharge of its responsibilities to a Member. Employer will hold harmless and indemnify Medica against any and all claims, liabilities, damages, or judgments asserted against, imposed upon, or incurred by Medica, including reasonable attorney fees and costs, that arise out of Employer's or Employer's employees', agents', and representatives' negligent acts or omissions in the discharge of its or their responsibilities under this Contract. Employer and Medica shall promptly notify the other of any potential or actual claim for which the other party may be responsible under this Article 6. ARTICLE 7 ADMINISTRATIVE SERVICES The services necessary to administer this Contract and the Benefits provided under it will be provided in accordance with Medica's or its designee's standard administrative procedures. If Employer requests such administrative services be provided in a manner other than in accordance with these standard procedures, including requests for non-standard reports, and if Medica agrees to provide such non-standard administrative services, Employer shall pay for such services or reports at Medica's or its designee's then -current charges for such services or reports. ARTICLE 8 CLERICAL ERROR A Member will not be deprived of coverage under the Contract because of a clerical error. Furthermore, a Member will not be eligible for coverage beyond the scheduled termination date because of a clerical error, such as a failure to record the termination. Medica Large Group MGC 6 City of Maplewood 01/01/2020 Packet Page Number 123 of 227 G2, Attachment 1 ARTICLE 9 ERISA When this Contract is entered into by Employer to provide benefits under an employee welfare benefit plan governed by ERISA, Medica shall not be named as and shall not be the plan administrator of the employee welfare benefit plan, as that term is used in ERISA. Medica shall only be considered a named fiduciary for purposes of claims adjudication. Employer shall be responsible for ensuring any employee welfare benefit plan governed by ERISA for which Medica will serve as a named fiduciary for the limited purposes set forth herein includes appropriate procedures for the allocation of named fiduciary responsibility and liability and accurately reflects Medica's limited named fiduciary responsibility and liability. The parties agree that Medica has sole, final, and exclusive discretion to: (a) interpret and construe the Benefits under the Contract; (b) interpret and construe the other terms, conditions, limitations, and exclusions set out in the Contract; (c) change, interpret, modify, withdraw, or add Benefits without approval by Members; and (d) make factual determinations related to the Contract and the Benefits. For purposes of overall cost savings or efficiency, Medica may, in its sole discretion, provide services that would otherwise not be Benefits. The fact that Medica does so in any particular case shall not in any way be deemed to require it to do so in other similar cases. Medica may, from time to time, delegate discretionary authority to other persons or entities providing services under this Contract. ARTICLE 10 DATA OWNERSHIP AND USE Information and data acquired, developed, generated, or maintained by Medica in the course of performing under this Contract shall be Medica's sole property. Except as this Contract or applicable law requires otherwise, Medica shall have no obligation to release such information or data to Employer. Medica may, in its sole discretion, release such information or data to Employer, but only to the extent permitted by law and subject to any restrictions determined by Medica. ARTICLE 11 CONTINUATION OF COVERAGE Medica shall make available coverage under this Contract to those Members who are eligible to continue coverage as required under federal or state law. Medica will not provide any administrative duties with respect to Employer's compliance with federal or state continuation of coverage laws. All duties of the Employer, including, but not limited to, notifying Members regarding federal and state law continuation rights and Premium billing and collection, remain Employer's sole responsibility. ARTICLE 12 SUMMARY OF BENEFITS AND COVERAGE Medica will prepare a Summary of Benefits and Coverage ("SBC"), as described under the Patient Protection and Affordable Care Act ("PPACK) and related regulations, for each coverage option set forth in Exhibit 2 and offered by Employer. Medica will provide applicable SBCs to Employer. Employer will distribute such SBCs to individuals eligible for and covered under Employer's group health plan in accordance with applicable federal regulations. Medica Large Group MGC 7 City of Maplewood 01/01/2020 Packet Page Number 124 of 227 G2, Attachment 1 ARTICLE 13 NONDISCRIMINATION AND EMPLOYER SHARED RESPONSIBILITY To the extent, in accordance with the Patient Protection and Affordable Care Act ("PPACA"), fully -insured group health plans other than grandfathered plans are subject to nondiscrimination rules similar to those applicable to self-insured health plans under Section 105(h) of the Internal Revenue Code. Medica assumes no responsibility for compliance with such rules. Employer, as the sponsor of the insured employee benefit plan, shall be responsible for ensuring compliance with any and all PPACA nondiscrimination requirements applicable to the insurance coverage, including but not limited to payment of any and all governmental or regulatory taxes, penalties, interest, or other charges resulting from noncompliance with applicable nondiscrimination requirements. Employer, as the sponsor of the insured employee benefit plan, is solely responsible (1) for determining whether, with respect to its employee workforce, the aspects of a particular insurance contract are discriminatory under PPACA, and (2) for appropriately addressing the situation if it is discriminatory under PPACA (including but not limited to correcting, self -reporting, and payment of any penalties and interest related to the discrimination). PPACA added employer shared responsibility provisions as Section 4980H of the Internal Revenue Code, under which an applicable large employer (as defined in Section 4980H) may be subject to assessable payments in the event the employer fails to offer affordable coverage providing minimum value to its full-time employees and their dependents and at least one full- time employee is allowed a premium tax credit for coverage purchased through an insurance exchange created pursuant to PPACA. PPACA also requires that applicable large employers satisfy related information reporting requirements. The effective date of the employer shared responsibility requirements and related information reporting requirements are as prescribed by the federal government. Employer is solely responsible for ensuring compliance with PPACA's employer shared responsibility provisions and related requirements, including but not limited to (1) determining the full-time/part-time status of its employees; (2) communicating eligibility and enrollment information to Medica, in accordance with Article 3 of this Contract; (3) determining Employer and employee contributions to the payment of premium; (4) satisfying all information reporting requirements applicable to applicable large employers; and (5) paying any and all assessable payments, penalties, interest, or other charges resulting from noncompliance with the employer shared responsibility provisions and related requirements. ARTICLE 14 AMENDMENTS AND ALTERATIONS Section 14.1 Standard Amendments. Except as provided in Section 14.2, amendments to this Contract are effective 30 days after Medica sends Employer a written amendment. Unless regulatory authorities direct otherwise, Employer's signature will not be required. No Medica agent or broker has authority to change this Contract or to waive any of its provisions. Section 14.2 Regulatory Amendment. Medica may amend this Contract to comply with requirements of state and federal law ("Regulatory Amendment") and shall issue to Employer such Regulatory Amendment and give Employer notice of its effective date. The Regulatory Amendment will not require Employer's consent and, unless regulatory authorities direct otherwise, Employer's signature will not be required. Any provision of this Contract that conflicts with the terms of applicable federal or state laws is deemed amended to conform to the minimum requirements of such laws. Medica Large Group MGC 8 City of Maplewood 01/01/2020 Packet Page Number 125 of 227 G2, Attachment 1 ARTICLE 15 ASSIGNMENT Neither party shall have the right to assign any of its rights and responsibilities under the Contract to any person, corporation, or entity without the prior written consent of the other party; provided, however, that Medica may, without the prior written consent of the Employer, assign the Contract to any entity that controls Medica, is controlled by Medica, or is under common control with Medica. In the event of assignment, the Contract shall be binding upon and inure to the benefit of each party's successors and assigns. ARTICLE 16 DISPUTE RESOLUTION In the event that any dispute, claim, or controversy of any kind or nature relating to this Contract arises between the parties, if acceptable to both parties, the parties will meet and make a good faith effort to resolve the dispute. The party requesting the meeting will provide the other, in advance of the meeting, with written notice of the claimed dispute. Upon receipt of the written notice, representatives for each party will meet promptly to attempt to resolve the dispute. If a mutually agreeable resolution is not reached within thirty (30) days following receipt of the written notice, or if the parties do not agree to meet to attempt to resolve the dispute, either party may pursue legal action in accordance with the terms of this Contract. ARTICLE 17 PROVISIONS ON CERTAIN DEFENSES All statements made by Employer shall, in the absence of fraud, be deemed representations and not warranties. No statement made by Employer shall be used in defense to a claim under the Contract unless such statement is in writing. No statement made by Employer, except a fraudulent statement, shall be used to void this Contract after it has been in force for a period of 2 years. ARTICLE 18 RELATIONSHIPS The relationship between Employer and any Member is that of Employer and Subscriber, Dependent, or other coverage classification as defined in this Contract. The relationships between Medica and Network Providers and the relationship between Medica and Employer are solely contractual relationships between independent contractors. Network Providers and Employer are not agents or employees of Medica. Medica and its employees are not agents or employees of Network Providers or Employer. The relationship between a Network Provider and any Member is that of provider and patient and the Network Provider is solely responsible for the services provided to any Member. ARTICLE 19 EMPLOYER RECORDS Employer shall furnish Medica with all information and proofs that Medica may reasonably require with regard to any matters pertaining to this Contract. Medica may at any reasonable time inspect all documents furnished to Employer by an individual in connection with the Benefits, Employer's payroll records, and any other records pertinent to the Benefits under this Contract. Unless Employer provides the appropriate written assurances required by 45 CFR 164.504, Medica will only provide Employer with summary health information (for the purposes of Medica Large Group MGC 9 City of Maplewood 01/01/2020 Packet Page Number 126 of 227 G2, Attachment 1 obtaining premium bids or for modifying, amending, or terminating the group health plan only) and information on whether individuals are participating in the group health plan, or is enrolled in or has disenrolled from the health plan as provided in 45 CFR 164.504 (f)(1) and the minimum necessary information for purposes of auditing Medica's operations or services. ARTICLE 20 NOTICE Except as provided in Article 2, notice given by Medica to an authorized representative of Employer will be deemed notice to all Members. All notices to Medica shall be sent to the address stated below. All notices to Employer shall be sent to the persons and addresses stated in the Group Application. All notices to Medica and Employer shall be deemed delivered: (a) if delivered in person, on the date delivered in person; (b) if delivered by a courier, on the date stated by the courier; (c) if delivered by an express mail service, on the date stated by the mail service vendor; or (d) if delivered by United States mail, 3 business days after date of mailing. A party can change its address for receiving notices by providing the other party a written notice of the change. ARTICLE 21 COMMON LAW No language contained in the Contract constitutes a waiver of Medica's rights under common law. Medica Large Group MGC 10 City of Maplewood 01/01/2020 Packet Page Number 127 of 227 G2, Attachment 1 ACCEPTANCE OF CONTRACT This Contract is deemed accepted by Employer upon the earlier of Medica's receipt of Employer's first payment of the Premium or upon Employer's execution of this Contract by its duly authorized representative. This Contract is deemed accepted by Medica upon Medica's deposit of Employer's first payment of the Premium. Such acceptance renders all terms and provisions herein binding on Medica and the Employer. IN WITNESS WHEREOF, Medica has caused this Contract to be executed on January 15, 2020, to take effect on the Effective Date stated in Exhibit 1 to this Contract. MEDICA INSURANCE COMPANY 401 Carlson Parkway Minnetonka, MN 55305 (952) 992-2200 Billing Address: NW 7958 P.O. Box 1450 Minneapolis, MN 55485-7958 Mailing Address: P.O. Box 9310 Minneapolis, MN 55440 By: Paul R. Crowley Senior Vice President and General Manager, Commercial Markets By: James P. Jacobson Senior Vice President and Secretary Medica Large Group MGC Packet Page Number 128 of 227 11 EMPLOYER Citv of Maplewood Address: 1830 County Road B East Maplewood, MN 55109 0 Title: Date: City of Maplewood 01/01/2020 G2, Attachment 1 EXHIBIT 1 1. Parties. The parties to this Master Group Contract ("Contract") are Medica Insurance Company ("Medica") and the employer group City of Maplewood ("Employer"), an employer under Minnesota law and other applicable law. 2. Effective Date and Expiration Date of this Contract. This Contract is effective from 01/01/2020 ("Effective Date") to 12/31/2020 ("Expiration Date"). All coverage under this Contract begins at 12:01 a.m. Central Time. 3. Eligibility. The following conditions are in addition to those specified in the Certificate: 3.1 Eligibility to Enroll. A Subscriber and his or her Dependents who satisfy the eligibility conditions stated in this Contract are eligible to enroll for coverage under this Contract. Any person who does not satisfy the definition of Subscriber or Dependent is not eligible for coverage under this Contract. A Subscriber and his or her Dependents must meet the eligibility requirements described below and in the entire Contract. 3.2 Subscriber Definition, Waiting Periods and Coverage Effective Dates Employees. An employee eligible to enroll under the Contract as a Subscriber must be an individual who: (1) Satisfies either (a) or (b) below: (a) Is employed on average for at least 30 hours per week by Employer. Employer shall determine the average number of hours worked and Medica is entitled to rely on Employer's representation in this regard; (b) For Employers utilizing documented measurement and stability periods (as described in federal law) to determine an employee's eligibility for coverage: Is an employee who Employer determines eligible for coverage throughout the applicable stability period; provided that such determination is consistent with federal law applicable to such eligibility determinations and other applicable provisions of this Contract; and (2) Satisfies the Employer participation and eligibility requirements, including, but not limited to, the satisfactory completion of any Waiting Period as described below. Coverage for Subscribers will include the conditions identified below: Classifications and Plan Design Waiting Period and Coverage Effective Date Employees: New Hires: Date of hire Status Change: Date of status change Return: Date of return from leave In the event Employer imposes a Waiting Period on all otherwise eligible employees, such Waiting Period shall be uniform and shall be as described herein. Any such Waiting Period shall be calculated in compliance with the applicable provisions of PPACA and any and all regulations and guidance issued pursuant to PPACA, including but not limited to 29 C.F.R. Medica Large Group MGC Exhibit 1 City of Maplewood Page 1 01/01/2020 Packet Page Number 129 of 227 G2, Attachment 1 §2590.715-2708 and 45 C.F.R. §147.116, and shall in no event exceed 90 days. Employer acknowledges that any desired change to applicable Waiting Periods or other provisions of this Contract concerning employee eligibility require prior notice to Medica and a mutually agreeable amendment to the Contract. Employer shall calculate the appropriate effective date of coverage for each employee and inform Medica of such date. Medica is entitled to rely on Employer's representation herein that the effective date of coverage does not violate the applicable provisions of PPACA or any regulations or guidance issued pursuant to PPACA. Medica Large Group MGC Exhibit 1 City of Maplewood Page 2 01/01/2020 Packet Page Number 130 of 227 EXHIBIT 2 Premiums G2, Attachment 1 The monthly Premium rates for MIC PP MN 2500-0% HRA, Passport, group number(s) 47983, BPL #41928 are: Single $621.22 Family $1,524.06 The monthly Premium rates for MIC ME MN 2500-0% HRA, Elect, group number(s) 58669, BPL #41929 are: Single $577.73 Family $1,417.38 The monthly Premium rates for MIC VPL MN 2500-0% HRA, VantagePlus ACO, group number(s) 93166, BPL #41930 are: Single $559.09 Family $1,371.66 Medica Large Group MGC Exhibit 2 City of Maplewood Page 1 01/01/2020 Packet Page Number 131 of 227 G3 CITY COUNCIL STAFF REPORT Meeting Date February 10, 2020 REPORT TO: Melinda Coleman, City Manager REPORT FROM: Steven Love, Public Works Director/City Engineer Audra Robbins, Parks and Recreation Manager Emily Dunlap, Natural Resources Coordinator PRESENTER: Steven Love, Public Works Director/City Engineer AGENDA ITEM: Resolution Accepting 2019 Emerald Ash Borer Community Forest Response Tree Planting Grant Action Requested: ✓ Motion ❑ Discussion ❑ Public Hearing Form of Action: ✓ Resolution ❑ Ordinance ✓ Contract/Agreement ❑ Proclamation Policy Issue: Staff received a grant to support boulevard tree planting, and seek Council's approval to enter into a grant agreement. Recommended Action: Motion to approve the resolution accepting the Emerald Ash Borer Community Forest Response Tree Planting Grant and further to authorize the City Manager to enter into a grant agreement with the Minnesota Department of Natural Resources. Fiscal Impact: Is There a Fiscal Impact? ❑ No ✓ Yes, the true or estimated cost is $30,000 Financing source(s): ❑ Adopted Budget ❑ Budget Modification ❑ New Revenue Source ❑ Use of Reserves ✓ Other: Grant Strategic Plan Relevance: ✓ Financial Sustainability ❑ Integrated Communication ❑ Targeted Redevelopment ❑ Operational Effectiveness ❑ Community Inclusiveness ✓ Infrastructure & Asset Mgmt. This project expands on emerald ash borer goals identified in the strategic plan and will not interfere with strategic plan goals. Background Maplewood has received a $30,000 grant to fund tree planting to replace ash trees lost to emerald ash borer across the City. The grant is funded by the Minnesota Environment and Natural Resources Trust Fund as recommended by the Legislative -Citizen Commission on Minnesota Resources and is administered by the Minnesota Department of Natural Resources (DNR). Packet Page Number 132 of 227 G3 Grant funding will help achieve the goal of 1:1 replacement of all ash trees removed due to emerald ash borer, as identified in the Emerald Ash Borer Management Plan. Maplewood's 2011 tree inventory documented 2,037 ash trees out of 9,261 trees on boulevards and in manicured parks. To date, 260 declining ash trees have been removed and 96 replacement trees have been planted. Project objectives include planting 125 boulevard trees over two years and planting diverse species to meet DNR approved guidelines. Staff requests that Council accepts the grant and authorizes the City Manager to enter into a grant agreement with the Department of Natural Resources. Attachments 1. Resolution Accepting Grant 2. State of Minnesota Grant Contract Packet Page Number 133 of 227 G3, Attachment 1 CITY OF MAPLEWOOD, MINNESOTA RESOLUTION NO. ACCEPTANCE OF 2019 EMERALD ASH BORER COMMUNITY FOREST RESPONSE TREE PLANTING GRANT WHEREAS, this grant contract is between the Minnesota Department of Natural Resources (referred to as the "DNR") and the City of Maplewood (referred to as the "Grantee"); WHEREAS, the 2019 Legislative -Citizen Commission on Minnesota Resources appropriated money to the DNR for grants awarded to local units of government to replace ash trees removed from public lands in response to emerald ash borer with ecologically appropriate trees; and WHEREAS, the Legislative -Citizen Commission on Minnesota Resources makes funding recommendations to the legislature for special environment and natural resource projects from the Environment and Natural Resources Trust Fund; and WHEREAS, the constitutionally dedicated Environment and Natural Resources Trust Fund provides a long-term, consistent, and stable source of public funding for the purpose of protection, conservation, preservation, and enhancement of the state's air, water, land, fish, wildlife, and other natural resources; WHEREAS, the Department of Natural Resources agrees to award the Grantee a fiscal year 2019 Emerald Ash Borer Community Forest Response Tree Planting grant in support of eligible costs as described in the Grantee's Application in the amount of $30,000; and WHEREAS, the Grantee represents that it duly qualifies and agrees to perform all services described in this grant contract to the satisfaction of the Department of Natural Resources; and WHEREAS, the DNR and Grantee agree to the following terms and conditions, and further agree that the Grantee's failure to comply with any of the requirements of this contract may jeopardize its eligibility to apply for or receive future DNR grants. NOW, THEREFORE, BE IT RESOLVED that the Maplewood City Council authorizes the City of Maplewood to accept this grant. Adopted this 10th day of February, 2020. Marylee Abrams, Mayor Packet Page Number 134 of 227 ATTEST: Andrea Sindt, City Clerk G3, Attachment 1 Packet Page Number 135 of 227 G3, Attachment 2 STATE OF MINNESOTA GRANT CONTRACT This grant contract is between the State of Minnesota, acting through its Commissioner of Natural Resources, Division of Forestry, 500 Lafayette Rd., St. Paul, MN 55155 ("State") and the City of Maplewood, 1920 County Rd. B, Maplewood, MN 55109 ("Grantee"). Recitals 1. Under Minn. Stat. §84.026, Subd. 1, and Minnesota Session Law 2019, I't Special Session, 191, Chapter 4, Article 2, Section 2, Subdivision 6(d), the State is empowered to enter into this grant. 2. The State is in need of Urban and Community Forestry Services. 3. The Grantee represents that it is duly qualified and agrees to perform all services described in this grant contract to the satisfaction of the State. Pursuant to Minn. Stat. § 1613.981 Subd. 1, the Grantee agrees to minimize administrative costs as a condition of this grant. Grant Contract Term of Grant Contract 1.1 Effective date: January 21, 2020, or the date the State obtains all required signatures under Minn. Stat. § 16B.98, Subd. 5, whichever is later. Per Minn. Stat. § 1613.98 Subd. 7, no payments will be made to the Grantee until this grant contract is fully executed. 1.2 Expiration date: June 1, 2022, or until all obligations have been satisfactorily fulfilled, whichever occurs first. 1.3 Survival of Terms. The following clauses survive the expiration or cancellation of this grant contract: 8. Liability; 9. State Audits; 10. Government Data Practices and Intellectual Property; 12. Publicity and Endorsement; 13. Governing Law, Jurisdiction, and Venue; and 15 Data Disclosure. 2 Grantee's Duties The Grantee, who is not a state employee, will: Comply with required grants management policies and procedures set forth through Minn. Stat. § 1613.97, Subd. 4 (a) (1). Perform the duties specified in Exhibit A, Exhibit B, and Exhibit C, which are incorporated and made a part of this agreement. 3 Time The Grantee must comply with all the time requirements described in this grant contract. In the performance of this grant contract, time is of the essence. Consideration and Payment 4.1 Consideration. The State will pay for all services performed by the Grantee under this grant contract as follows: (a) Compensation The Grantee will be paid compensation in an amount not to exceed $30,000.00; on a reimbursement basis for qualifying purchases. According to the breakdown of costs contained in Exhibit B, which is attached and incorporated into this grant contract, the Grantee agrees to meet a minimum 25% funding match. The total project cost is $43,000.00. Grantee agrees to match at least $13,000.00 of this project cost. Grant for Legislatively -named Municipality FY19: Updated November 2018 Packet Page Number 136 of 227 G3, Attachment 2 (b) Travel Expenses Reimbursement for travel and subsistence expenses actually and necessarily incurred by the Grantee as a result of this grant contract will not exceed $0.00; provided that the Grantee will be reimbursed for travel and subsistence expenses in the same manner and in no greater amount than provided in the current "Commissioner's Plan" promulgated by the Commissioner of Minnesota Management and Budget (MMB). The Grantee will not be reimbursed for travel and subsistence expenses incurred outside Minnesota unless it has received the State's prior written approval for out of state travel. Minnesota will be considered the home state for determining whether travel is out of state. (c) Total Obligation. The total obligation of the State for all compensation and reimbursements to the Grantee under this grant contract will not exceed $30,000.00. 4.2 Payment (a) Invoices The State will promptly pay the Grantee after the Grantee presents an itemized invoice for the services actually performed and the State's Authorized Representative accepts the invoiced services. Invoices must be submitted timely and according to the following schedule: 1. June], 2020 2. December], 2020 3. June], 2021 4. December], 2021 5. June], 2022 (b) Unexpended Funds The Grantee must promptly return to the State any unexpended funds that have not been accounted for annually in a financial report to the State due at grant closeout. 4.3 Subcontractors, Contracting, and Bidding Requirements The Grantee agrees that if it subcontracts any portion of this project to another entity, the agreement with the subcontractor will contain all applicable provisions of the agreement with the State. Per Minnesota Statute 471.345, Municipalities as defined in Subd. l must follow that Uniform Municipal Contracting Law if contracting funds from this grant contract agreement for any supplies, materials, equipment, or the rental thereof, or the construction, alteration, repair, or maintenance of real or personal property. (a) Support documentation of the bidding process utilized to contract services must be included in the grantee's financial records, including support documentation justifying a single/sole source bid, if applicable. (b) For projects that include construction work of $25,000 or more, prevailing wage rules apply per Minnesota Statue 177.41 through 177.44. Consequently, the bid request must state the project is subject to prevailing wage. These rules require that the wages of laborers and workers should be comparable to wages paid for similar work in the community as a whole. A prevailing wage form should accompany these bid submittals. Conditions of Payment All services provided by the Grantee under this grant contract must be performed to the State's satisfaction, as determined at the sole discretion of the State's Authorized Representative and in accordance with all applicable federal, state, and local laws, ordinances, rules, and regulations. The Grantee will not receive payment for work found by the State to be unsatisfactory or performed in violation of federal, state, or local law. 6 Authorized Representative The State's Authorized Representative is Emma Schultz, Community Forest Project Specialist, 500 Lafayette Rd., St. Paul, MN 55155, (651) 259-5274, emma.schultz@state.mn.us, or her successor, and has the responsibility to monitor the Grantee's performance and the authority to accept the services provided under Grant for Legislatively -named Municipality FY19: Updated November 2018 Packet Page Number 137 of 227 G3, Attachment 2 this grant contract. If the services are satisfactory, the State's Authorized Representative will certify acceptance on each invoice submitted for payment. The Grantee's Authorized Representative is Emily Dunlap, Natural Resources Coordinator, 1920 County Rd. B, Maplewood, MN 55109, (651) 249-2416, emily.dunlap@maplewoodmn.gov. If the Grantee's Authorized Representative changes at any time during this grant contract, the Grantee must immediately notify the State. Assignment Amendments, Waiver, and Grant Contract Complete 7.1 Assignment The Grantee shall neither assign nor transfer any rights or obligations under this grant contract without the prior written consent of the State, approved by the same parties who executed and approved this grant contract, or their successors in office. 7.2 Amendments Any amendments to this grant contract must be in writing and will not be effective until it has been executed and approved by the same parties who executed and approved the original grant contract, or their successors in office. 7.3 Waiver If the State fails to enforce any provision of this grant contract, that failure does not waive the provision or the State's right to enforce it. 7.4 Grant Contract Complete This grant contract contains all negotiations and agreements between the State and the Grantee. No other understanding regarding this grant contract, whether written or oral, may be used to bind either party. Liability The Grantee must indemnify, save, and hold the State, its agents, and employees harmless from any claims or causes of action, including attorney's fees incurred by the State, arising from the performance of this grant contract by the Grantee or the Grantee's agents or employees. This clause will not be construed to bar any legal remedies the Grantee may have for the State's failure to fulfill its obligations under this grant contract. State Audits Under Minn. Stat § 16B.98, Subd.8, the Grantee's books, records, documents, and accounting procedures and practices of the Grantee or other party relevant to this grant agreement or transaction are subject to examination by the State and/or the State Auditor or Legislative Auditor, as appropriate, for a minimum of six years from the end of this grant agreement, receipt and approval of all final reports, or the required period of time to satisfy all state and program retention requirements, whichever is later. 10 Government Data Practices and Intellectual Property Rights 10.1 Government Data Practices The Grantee and State must comply with the Minnesota Government Data Practices Act, Minn. Stat. Ch. 13, as it applies to all data provided by the State under this grant contract, and as it applies to all data created, collected, received, stored, used, maintained, or disseminated by the Grantee under this grant contract. The civil remedies of Minn. Stat § 13.08 apply to the release of the data referred to in this clause by either the Grantee or the State. If the Grantee receives a request to release the data referred to in this Clause, the Grantee must immediately notify the State. The State will give the Grantee instructions concerning the release of the data to the requesting party before the data is released. The Grantee's response to the request shall comply with applicable laws. 10.2 Intellectual Property Rights - Not Applicable Grant for Legislatively -named Municipality FY19: Updated November 2018 Packet Page Number 138 of 227 G3, Attachment 2 11 Workers Compensation The Grantee certifies that it is in compliance with Minn. Stat § 176.181, Subd. 2, pertaining to workers' compensation insurance coverage. The Grantee's employees and agents will not be considered State employees. Any claims that may arise under the Minnesota Workers' Compensation Act on behalf of these employees and any claims made by any third party as a consequence of any act or omission on the part of these employees are in no way the State's obligation or responsibility. 12 Publicity and Endorsement The Grantee will publicly post and promote project information and purpose as pertains to this grant contract. 12.1 Publicity Any publicity regarding the subject matter of this grant contract must identify the State as the sponsoring agency and must not be released without prior written approval from the State's Authorized Representative. For purposes of this provision, publicity includes notices, informational pamphlets, press releases, research, reports, signs, and similar public notices prepared by or for the Grantee individually or jointly with others, or any subcontractors, with respect to the program, publications, or services provided resulting from this grant contract. All projects primarily funded by state grant appropriations must publicly credit the State of Minnesota, including on the grantee's website when practicable. 12.2 Endorsement The Grantee must not claim that the State endorses its products or services. 13 Governing Law, Jurisdiction, and Venue Minnesota law, without regard to its choice -of -law provisions, governs this grant contract. Venue for all legal proceedings out of this grant contract, or its breach, must be in the appropriate state or federal court with competent jurisdiction in Ramsey County, Minnesota. 14 Termination 14.1 Termination by the State The State may immediately terminate this grant contract with or without cause, upon 30 days' written notice to the Grantee. Upon termination, the Grantee will be entitled to payment, determined on a pro rata basis, for services satisfactorily performed. 14.2 Termination for Cause The State may immediately terminate this grant contract if the State finds that there has been a failure to comply with the provisions of this grant contract, that reasonable progress has not been made or that the purposes for which the funds were granted have not been or will not be fulfilled. The State may take action to protect the interests of the State of Minnesota, including the refusal to disburse additional funds and requiring the return of all or part of the funds already disbursed. 14.3 Termination for Insufficient Funding The State may immediately terminate this grant contract if: (a) It does not obtain funding from the Minnesota Legislature. (b) Or, if funding cannot be continued at a level sufficient to allow for the payment of the services covered here. Termination must be by written or fax notice to the Grantee. The State is not obligated to pay for any services that are provided after notice and effective date of termination. However, the Grantee will be entitled to payment, determined on a pro rata basis, for services satisfactorily performed to the extent that funds are available. The State will not be assessed any penalty if the contract is terminated because of the decision of the Minnesota Legislature, or other funding source, not to appropriate funds. The State must provide the Grantee notice of the lack of funding within a reasonable time of the State's receiving that notice. 14.4 Additional Alternate Termination Language Additional alternate termination language may be negotiated on a case-by-case basis after the state agency has consulted with their legal and finance teams. Grant for Legislatively -named Municipality FY19: Updated November 2018 Packet Page Number 139 of 227 G3, Attachment 2 15 Data Disclosure Under Minn. Stat § 270C.65, Subd. 3, and other applicable law, the Grantee consents to disclosure of its social security number, federal employer tax identification number, and/or Minnesota tax identification number, already provided to the State, to federal and state tax agencies and state personnel involved in the payment of state obligations. These identification numbers may be used in the enforcement of federal and state tax laws which could result in action requiring the Grantee to file state tax returns and pay delinquent state tax liabilities, if any. 1. STATE ENCUMBRANCE VERIFICATION 3. STATE AGENCY Individual certifies thatfunds have been encumbered as required by Minn. Stat. ' ' 16A.15 and 16C.05 By. (with delegated authority) Signed: Jen Franklin Title: Date: January 21. 2020 Date: SWIFT Contract/PO No(s). 171519 / 3-165782 2. GRANTEE The Grantee certifies that the appropriate person(s) have executed the grant contract on behalf of the Grantee as required by applicable articles, bylaws, resolutions, or ordinances. By: Title: Date: Ia Distribution: Agency Grantee State's Authorized Representative Packet Page Number 140 of 227 G3, Attachment 2 Exhibit A: Grant Project Deliverables Emerald Ash Borer Community Forest Response Tree Planting City of Maplewood Deliverables Grant Sum Total: $30,000.00 Grant Contact Deliverables • Grantee must address reducing the impact EAB will have on ash in their community • Grantees must provide photo documentation of the project's progress at appropriate phases, and illustrations, diagrams, charts, graphs, and maps to show results • Projects must publicly post and promote grant project information and purpose Work with DNR to fully execute and report on the impacts of the work plan by meeting the requirements as submitted in the City of Maplewood's application: Project Overview This project will replace boulevard trees throughout the City of Maplewood. Maplewood's 2011 tree inventory documented 2,037 ash trees out of 9,261 trees on boulevards and in manicured parks. This does not take into account the ash in natural areas or on private lands that will be lost to emerald ash borer. The first Maplewood ash tree infected with emerald ash borer was found in 2017. Since then, 260 declining ash trees have been removed. By the end of 2019, 96 replacement trees will be planted. Priority for removal and replanting are neighborhoods with known EAB and secondary priority are isolated trees throughout the city that are in poor condition. Grant funding will allow the City to plant 125 trees over 2 years and provide water bags to help homeowners care for the trees. All homeowners agree to water their new tree. Beyond the one-year warranty from the planting contractor, staff will be available to answer residents' tree questions and trees will be monitored by staff for pruning needs. Planting will occur either the spring or fall following removal and will follow DNR standards for planting, species, and stock. Timeline • In January -March 2020, Maplewood Public Works staff and contractors will remove ash trees infected with EAB or in poor condition from the boulevards. • A contractor will grind the stumps in summer 2020 • Letters will be sent to homeowners who had ash trees removed on their boulevard asking if they want a replacement tree. Homeowners will be able to choose the species of the tree. • In September 2020, a planting contractor will be hired, and in October, the contractor will plant 60-65 trees. All planting must be completed by the contractor before November 30, 2020. • The City will also host an EAB open house to answer homeowner's questions and promote the boulevard tree replacement program in October. • Year two of the grant will operate on the same timeline as year one. In year two, Maplewood will also hold a tree care and pruning workshop in April 2021. Topics will include watering, mulching, basic pruning, and how to prevent tree damage from mowing and animals. • In October 2021, 60-65 trees will be planted, resulting in a total of approximately 125 trees planted over the two year grant cycle. Tree warranties will expire in November the Packet Page Number 141 of 227 G3, Attachment 2 year after they were planted. Staff will inspect trees in late summer to see which trees need to be replaced before the warranty expires. Project Impacts on Priority Landscapes Maplewood conducted a Tree Canopy Survey and Carbon Sequestration Study in 2018, which provided insight into how the loss of 20% of the canopy to emerald ash borer would impact the city. Boulevard trees provide numerous benefits to neighborhoods, including decreased energy costs and storm water management. Trees in the Maplewood city boundary currently provide an estimated 8.7% reduction in electricity for air conditioning and 26% reduction in natural gas used for heating annually. Without replanting efforts, neighborhoods with less canopy cover will need to use more energy to cool and heat their houses, especially under future climate change scenarios. There are multiple impaired water bodies within the City of Maplewood, including Beaver Lake, Wakefield Lake, and the Chain of Lakes, which includes Phalen, Keller, and Kohlman Lakes. Boulevard trees help keep water on the landscape and out of the storm drain and also act as a filtration system and prevent erosion. The Chain of Lakes and Beaver Lake eventually drain into the Mississippi River via the Beltline Interceptor. Local water quality of the numerous lakes within Maplewood's borders contribute to water quality downstream. This grant will help the City meet its goal of 1:1 replacement for ash trees and increase tree diversity. Funding will help promote the City's tree canopy and its benefits into the future. Project Impacts on Priority Populations The City of Maplewood is committed to environmental sustainability and equity. Maplewood has a population of approximately 40,000 people, with approximately 31% diverse populations. The most common minority populations include Hmong, Karen, Somali, and Hispanic or Latino. Due to past planting habits, there are certain neighborhoods or streets that have high concentrations of boulevard ash trees. Neighborhoods with ash tree monocultures range in property values. The goal is to replant diverse tree species evenly across neighborhoods. This can be a challenge, since households that have limited English proficiency or different cultural values surrounding trees may not respond to a letter from the City about replanting a tree. Extra outreach will be necessary in neighborhoods with less participation, including going door to door and providing tree planting information in languages other than English. For homeowners who lack the financial resources to plant a tree in their own yard, boulevard tree planting provides an opportunity to reforest neighborhoods with very little cost to the homeowner. Communication Since homeowners help care for the trees, the City of Maplewood's planting program depends on outreach and good communication to be successful. Each fall, the City holds an Emerald Ash Borer Open House to answer homeowner's questions about EAB. Topics covered include ash tree identification, signs of emerald ash borer, treatment and removal options for private trees, and City regulations. Starting in 2020, the open house will also highlight the boulevard planting program. The goal is to encourage homeowners to participate in the program and replant on private property after ash trees are removed. In addition to the open house, grant outreach will be achieved by posting on the City's website and Facebook page. In April 2021, Maplewood Nature Center will hold a tree care and pruning workshop. Homeowners who have had trees planted in their boulevard in the fall will be invited to attend along with the general public. Topics will include watering, mulching, basic pruning, and how to Packet Page Number 142 of 227 G3, Attachment 2 prevent damage from mowing and animals. In the fall before trees are planted, participating homeowners receive a notice in the mail with the planting date. They will also receive a pamphlet on caring for the new boulevard tree that will include care tips and answer common questions. The tree care workshop and pamphlet will provide hands-on experience and literature that homeowners can reference. Personnel • Emily Dunlap, Natural Resources Coordinator with the City of Maplewood, will be responsible for grant administration and contractor oversight. She has a degree in Environmental Studies and 8 years of natural resources experience. Emily is new to the City of Maplewood, but at her previous position with Saint Paul Parks and Recreation, she oversaw Conservation Partners Legacy and Ramsey -Washington Watershed District grants ranging from $30,000-$160,000. Emily plans to become a Certified Tree inspector in 2020. Luanne Cortesi is an Office Specialist with the City of Maplewood and has been a Certified Tree Inspector for 6 years. She answers hundreds of calls a year from residents about tree related concerns and frequently inspects trees in the field. Lu and Emily will work together to answer residents' tree questions and monitor the health of the new trees. The City contracts with Mark Rehder of Rehder Forestry Consulting. Mark surveys for EAB and Oak wilt, inspects trees as requested by staff, and advises staff. Contractors will be utilized for planting and will need to provide a brief description of tree planting projects that included at least 25 trees with a similar scope to the proposed project. A one-year warranty will be required on all trees. Tree Planting Grant funds will not fund the purchase of trees that are over -represented in your community. Any genera that comprise 10% or more of the community forest make-up will not be funded. Numbers derived from the Minnesota Department of Natural Resources 2010 Rapid Assessment will be used unless an updated inventory is provided. For Maplewood this means grant funds cannot be spent on purchasing: • Picea (Spruce): listed at 24.7% • Acer (Maple): listed at 22% • Fraxinus (Ash): listed at 13.7% No trees may be planted other than those specified in the Species List provided by grantee. As stated in the RFA, species list and numbers can be amended following the submissions of tree inventory/survey data. All trees planted with grant funds are expected to be maintained based on the City of Maplewood's Three Year Maintenance Plan submitted as Exhibit C. Trees that do not survive will need to be replaced prior to grant close-out utilizing the warranty the city has with the nursery that stock was purchased from, or at the expense of the City of Maplewood. Packet Page Number 143 of 227 G3, Attachment 2 Requesting Reimbursement Accomplishment reports and maps of completed work will be submitted with all requests for reimbursement. • Partial payment form along with invoices and proof of payment for grant -funded purchases, Cash Match form along with proof of payment, and In -Kind Match form • Partial payments may be submitted as needed and must include all up-to-date required documents and accomplishment reports • Accomplishment reports will include grant contract deliverables and their impacts • Photo documentation of the project's progress at appropriate phases, and illustrations, diagrams, charts, graphs, and maps to show results • Maps will: o Identify the location ash have been removed o Identify the location ash stumps have been ground o Identify the location and Diameter at Breast Height (DBH) of ash that have been treated o Identify the location and species of trees that have been planted • All trees removed, treated, and planted will be mapped and submitted as shapefiles, with the planted trees identified by species, to obtain grand fund reimbursement. If your community does not have access to shapefile-generating software, please notify your DNR Urban and Community Forestry Team Member, and they will work to assist you. Following the submission of invoices and accomplishment reports, a compliance check will be conducted by Minnesota Department of Natural Resources staff. Staff will do a site evaluation ensuring that tree species submitted on maps are correctly identified and planted in accordance with the standards set in the Minnesota Department of Natural Resources Pocket Guide to Planting Trees. Staff will also ensure that the project adheres to the 20-10-5 guideline which means that following planting, a community has no more than 20% of their trees within a single family, no more than 10% of their trees within a single genus, and no more than 5% of their trees within a single species. Staff will confirm that planted tree stock is 1-2 inch caliper bareroot or a container class size # 15 or smaller. Acknowledgments Environment and Natural Resources Trust Fund (ENRTF) • Since the citizens of Minnesota created this funding source, it is critical to the transparency of the fund that they are aware of how the funds are used. Acknowledgement of the ENRTF should be included in all project communications and outreach — including press releases, media interactions, signs, publications, event advertisements & invitations, websites, newsletters, printed materials, presentations, and social media. • Acknowledgement can be made through use of the ENRTF logo. Contact an Urban and Community Forestry Team Member to obtain the ENRTF logo. Projects are encouraged to display it within their efforts whenever possible and appropriate. It is available in color, black and white, or grayscale in a variety of file formats (ai, .eps, .png,.*pg, .gif). Packet Page Number 144 of 227 G3, Attachment 2 • Acknowledgement can be made by tagging ENRTF on Facebook (Minnesota Environment and Natural Resources Trust Fund) and mentioned on Twitter ((a(mnenrtf) when the City of Maplewood posts about a project that has been supported by ENRTF. Not only will this fulfill the acknowledgement requirements, but it allows LCCMR to share Maplewood's project accomplishments with their followers, including commission members. • Acknowledgement can be made through use of ENRT attribution language. If choosing to acknowledge ENRTF funding through attribution language, please include at a minimum: "Funding provided by the Minnesota Environment and Natural Resources Trust Fund." (verbal) -or- "Funding for this project was provided by the Minnesota Environment and Natural Resources Trust Fund as recommended by the Legislative -Citizen Commission on Minnesota Resources (LCCMR)." (written) Minnesota Department ofNatural Resources The Minnesota Department of Natural Resources needs to be acknowledged in publications, audiovisuals, and electronic media developed as a result of this award. • Including any publications or outreach materials related to this grant or agreement, a statement of affiliation with Minnesota Department of Natural Resources, e.g., "This publication made possible through a grant from the Minnesota Department of Natural Resources." OR "This project was conducted in cooperation with the Minnesota Department of Natural Resources." • Logo is permitted for use and can be obtained by contacting an Urban and Community Forestry Team Member. Packet Page Number 145 of 227 G3, Attachment 2 Exhibit B: Project Budget Emerald Ash Borer Community Forest Response Tree Planting City of Maplewood Item State Grant Funds Cash Match In-kind Match Total Personnel and Owned N $13,000.00 $13,000.00 Equipment Eligible Expenses as $30,000.00 $30,000.00 referenced on RFA Totals $30,000.00 $0.00 $13,000.00 $43,000.00 Packet Page Number 146 of 227 G3, Attachment 2 Exhibit C: Tree Maintenance Plan Emerald Ash Borer Community Forest Response Tree Planting City of Maplewood DEPARTMENT OF NATURAL RESOURCES Tree Maintenance Plan Template for Newly Planted Trees Organization: City of Maplewood Year and Season of Planting: Fall 2020, Fall 2021 Project Coordinator: Emily Dunlap, Natural Resources Coordinator Phone: (651)249-2416 Email: emily.dunlap@maplewoodmn.gov # of Trees to be Planted: 125 Size (caliper for deciduous, height for conifers): 1 .5 inch caliper Type of Stock to be Planted (Bare root, etc.): 10-15 gallon, deciduous trees Describe how the activities below will be completed. 1. Tree Maintenance Personnel a. Describe who is responsible for maintenence. Maintenance will be provided by homeowners and City staff. City staff will be able to answer technical questions, provide pruning expertise, and will check on trees biannually. Homeowners will water their trees and refresh mulch when needed. b. Volunteers, homeowners, or inexperienced staff that will provide maintenance should receive basic training and literature on proper maintenance techniques. Is training needed and how will you do it? Homeowners will be mailed a brochure with instructions on how to care for the new tree before it is planted. Topics will include watering, mulch, basic health tips, and a contact number to call if they have questions. A class will be offered at Maplewood Nature Center focusing on tree care and pruning. Topics will include watering, mulching, basic pruning, and how to prevent damage from mowing, weed whips, and animals. o c. How will you inspect tree maintenance work periodically to make sure it is being done correctly? Trees will be inspected biannually in the spring and fall during the first three years by City staff. During inspections, staff will look for health concerns, pruning needs, or staking. They will speak with the homeowner if there are any issues including neglect from mowing or animal damage. Pruning will occur in the fall of year 2 and 3, with emphasis on developing a strong leader and branching structure. After year 3, trees will be inspected yearly. All trees will have a one year warranty from the planting contractor. Any trees that die after the first year will be replaced by the City in the next planting cycle. 2. Tree Watering Process Describe in detail how trees will be watered, the time period and frequency of watering. Trees should be watered weekly for the first 3 to 5 years when the ground is thawed, unless it has rained 1 inch in a week. When the trees are first planted, homeowners will be instructed to water 1 gallon daily for 1-2 weeks. For weeks 3-12 (or until ground freeze), they will be asked to water every 2 to 3 days. This follows watering instructions based on University of Minnesota Extension guidelines. During the next growing season, homeowners will be provided with a tree watering bag and instructed to fill it once per week, unless sufficient rain has fallen. Packet Page Number 147 of 227 G3, Attachment 2 3. Mulching Trees Will you mulch your trees and if so, how will you maintain mulch? The planting contractor will be responsible for mulching trees during installation. Homeowners will be responsible for providing and replacing mulch when necessary, and will be instructed on proper mulching techniques including type of mulch, depth, and keeping mulch away from the tree trunk. 4. Staking and Tying Trees Explain if staking is necessary due to mowing, vandalism, or wind conditions, and describe plans for inspection and removal. Trees will be staked by the City if a problem is noticed on yearly inspections or if the homeowner alerts staff to an issue. Stakes will be Plantra fiberglass stakes, and will be tied using Plantra stretch -lock plant ties. All trees that are staked will be monitored for removal. Stakes will not stay in place for more than one year. 5. Checking Tree Health The grantee will check trees every 6 — 12 months to identify and address problems. Describe inspection process and follow-up. City staff will conduct biannual inspections in the spring and fall. For the first year, only dead or broken branches will be pruned. City staff will stake trees as necessary. The homeowner will be notified if new mulch is needed, or if there is any damage to the tree that may be related to neglect. 6. Tree Protection Young trees in busy urban areas may be easily damaged by human activity, animals, and equipment. Describe how planted trees will be protected. The mulch ring will protect from mowing damage by keeping mowers and string trimmers away from the tree trunk. Trees will be wrapped at installation and wraps will be removed after the first winter by City staff during their first spring inspection. 7. Pruning Newly planted trees should need little pruning, if they were properly cared for in the nursery. In the first year after planting, remove only dead or broken branches. In later years, weakly attached limbs can be removed, and corrective pruning can be done if needed. Describe your pruning maintenance cycle. In year 1, only dead or broken branches will be pruned, giving the roots time to establish. Trees will receive pruning in late fall of year 2 and year 3. Rubbing branches and suckers will be removed. Branches will be thinned to establish strong branching structure. 8. Tree Warranty Tree planting should include a warranty from the nursery for replacement (due to poor condition or mortality). The grantee should be prepared to fully replace all trees that are in poor condition or die prior to inspection at the end of the project grant agreement, unless loss was due to natural disaster. Describe your tree warranty or how trees will be replaced. A one year tree warranty will be in place with the planting contractor. They will be required to replace trees that die within one calendar year of the planting date. Any trees that need to be replaced beyond the replanting date will be replaced out of the City's forestry budget. Packet Page Number 148 of 227 G4 CITY COUNCIL STAFF REPORT Meeting Date February 10, 2020 REPORT TO: Melinda Coleman, City Manager REPORT FROM: Michael Mondor, Chief of EMS PRESENTER: Michael Mondor, Chief of EMS AGENDA ITEM: Purchase of Automated CPR Devices Action Requested: ✓ Motion ❑ Discussion ❑ Public Hearing Form of Action: ❑ Resolution ❑ Ordinance ✓ Contract/Agreement ❑ Proclamation Policy Issue: The Fire Department's automated CPR devices are now 9 years old. Generally, the useful life of durable medical equipment does not extend beyond 7 years. The Department has extended the life of existing CPR devices through its preventative maintenance program. Recommended Action: Motion to approve the purchase of 5 Automated CPR Devices from Stryker. Fiscal Impact: Is There a Fiscal Impact? ❑ No ✓ Yes, the true or estimated cost is $65,125.37 Financing source(s): ✓ Adopted Budget ❑ Budget Modification ❑ New Revenue Source ❑ Use of Reserves ❑ Other: Strategic Plan Relevance: ❑ Financial Sustainability ❑ Integrated Communication ❑ Targeted Redevelopment ✓ Operational Effectiveness ❑ Community Inclusiveness ❑ Infrastructure & Asset Mgmt. The automated CPR devices are utilized for patients in cardiac arrest. The Department's current devices are at the end of their useful life. Background The Department budgeted $70,000 for the purchase of new Automated CPR Devices in the 2020 CIP. This purchase represents a reduction in devices as the Department will reduce the number of devices from 6 to 5. These devices are used on nearly all cardiac arrest and are a critical tool in cardiac arrest resuscitation. Packet Page Number 149 of 227 G4 The Department has extended our current Automated CPR Devices to the extent possible. The current devices need to be retired due to technology changes, maintenance costs and age of devices. The original price of these devices was $75,125.37, but the Department will receive a $10,000 trade-in credit for trading in the old devices. Attachments 1. Quote from Stryker for Automated CPR (Lucas) Devices. Packet Page Number 150 of 227 stryker Maplewood Fire Dept Lucas, Cords & Batteries 120219 Quote Number: 10087160 Version: 1 Prepared For: MAPLEWOOD FIRE DEPT Attn : Quote Date: 12/29/2019 Expiration Date: 03/28/2020 Delivery Address Name: MAPLEWOOD FIRE DEPT Account #: 1070063 Address: 1955 CLARANCE ST MAPLEWOOD Minnesota 55109 Equipment Products: # Product 1.0 99576-000063 2.0 3.0 4.0 11576-000080 11576-000071 11576-000060 Price Totals: Description Remit to Rep: Email: Phone Number: End User - Shipping - Billing Name: MAPLEWOOD FIRE DEPT Account #: 1070063 Address: 1955 CLARANCE ST MAPLEWOOD Minnesota 55109 LUCAS 3, v3.1 Chest Compression System INCLUDES HARD SHELL CASE, SLIM BACK PLATE, TWO (2) PATIENT STRAPS, (1) STABILIZATION STRAP, (2) SUCTION CUPS, (1) RECHARGEABLE BATTERY, AND INSTRUCTIONS FOR USE WITH EACH DEVICE. LUCAS 3 Battery - Dark Grey - Rechargeable LiPo LUCAS External Power Supply LUCAS Desk -Top Battery Charger Prices: In effect for 60 days. Terms: Net 30 Days Ask your Stryker Sales Rep about our flexible financing options. G4, Attachment 1 P.O. Box 93308 Chicago, IL 60673-3308 Elizabeth Reem elizabeth.reem@stryker.com Bill To Account Name: MAPLEWOOD FIRE DEPT Account #: 1070063 Address: 1955 CLARANCE ST MAPLEWOOD Minnesota 55109 Qty Sell Price Total 5 $14,085.30 $70,426.50 5 $656.85 $3,284.25 1 $340.17 $340.17 1 $1,074.45 $1,074.45 Equipment Total: $75,125.37 Grand Total: $65,125.37 1 Stryker Medical - Accounts Receivable - accountsreceivableAstryker.com - PO BOX 93308 - Chicago, IL 60673-3308 Packet Page Number 151 of 227 stryker Maplewood Fire Dept Lucas, Cords & Batteries 120219 Quote Number: 10087160 Remit to: Version: 1 Prepared For: MAPLEWOOD FIRE DEPT Rep: Attn: Email: Phone Number: Quote Date: 12/29/2019 Expiration Date: 03/28/2020 AUTHORIZED CUSTOMER SIGNATURE G4, Attachment 1 P.O. Box 93308 Chicago, IL 60673-3308 Elizabeth Reem elizabeth.reem@stryker.com 2 Stryker Medical - Accounts Receivable - accountsreceivableAstryker.com - PO BOX 93308 - Chicago, IL 60673-3308 Packet Page Number 152 of 227 G4, Attachment 1 Deal Consummation: This is a quote and not a commitment. This quote is subject to final credit, pricing, and documentation approval. Legal documentation must be signed before your equipment can be delivered. Documentation will be provided upon completion of our review process and your selection of a payment schedule. Confidentiality Notice: Recipient will not disclose to any third party the terms of this quote or any other information, including any pricing or discounts, offered to be provided by Stryker to Recipient in connection with this quote, without Stryker's prior written approval, except as may be requested by law or by lawful order of any applicable government agency. Terms: Net 30 days. FOB origin. A copy of Stryker Medical's standard terms and conditions can be obtained by calling Stryker Medical's Customer Service at 1 -800 -Stryker. In the event of any conflict between Stryker Medical's Standard Terms and Conditions and any other terms and conditions, as may be included in any purchase order or purchase contract, Stryker's terms and conditions shall govern. Cancellation and Return Policy: In the event of damaged or defective shipments, please notify Stryker within 30 days and we will remedy the situation. Cancellation of orders must be received 30 days prior to the agreed upon delivery date. If the order is cancelled within the 30 day window, a fee of 25% of the total purchase order price and return shipping charges will apply. Packet Page Number 153 of 227 THIS PAGE IS INTENTIONALLY LEFT BLANK Packet Page Number 154 of 227 H1 CITY COUNCIL STAFF REPORT Meeting Date February 10, 2020 REPORT TO: Melinda Coleman, City Manager REPORT FROM: Steven Love, Public Works Director / City Engineer Jon Jarosch, Assistant City Engineer Tyler Strong, Civil Engineer I PRESENTER: Steven Love AGENDA ITEM: County Road B & Arcade Street Improvements, City Project 19-22 a. Public Hearing 7:00 pm b. Resolution Ordering Improvement after Public Hearing (4 votes) Action Requested: ✓ Motion ❑ Discussion ✓ Public Hearing Form of Action: ✓ Resolution ❑ Ordinance ❑ Contract/Agreement ❑ Proclamation Policy Issue: The Public Hearing for this project has been scheduled for 7:00 p.m., Monday, February 10, 2020. Notices of the Public Hearing have been mailed and published. The Feasibility Study was accepted by the City Council on January 13, 2020, with a Resolution Authorizing the Preparation of Plans and Specifications, and Calling for a Public Hearing. The City Council will consider ordering the improvements following the Public Hearing. A super majority vote is required to order the project. Recommended Action: a) Hold a Public Hearing b) Motion to approve the attached Resolution Ordering the Improvement for the County Road B & Arcade Street Improvements, City Project 19-22 (Four affirmative votes are required to approve this resolution) Fiscal Impact: Is There a Fiscal Impact? ❑ No ✓ Yes, the true or estimated cost is $5,048,900.00 Financing source(s): ❑ Adopted Budget ❑ Budget Modification ❑ New Revenue Source ❑ Use of Reserves ✓ Other: The proposed funding plan includes a combination of the G.O. Improvement Bonds, Special Benefit Assessments, the Environmental Utility Fund, the Sanitary Sewer Fund, Street Revitalization Fund, Saint Paul Regional Water Services, the W.A.C. Fund, and reimbursement by Xcel Energy. Strategic Plan Relevance: ✓ Financial Sustainability ❑ Integrated Communication ❑ Targeted Redevelopment ❑ Operational Effectiveness ❑ Community Inclusiveness ✓ Infrastructure & Asset Mgmt. Packet Page Number 155 of 227 H1 County Road B & Arcade Street are an important part of the City's infrastructure. The streets and utilities in this area have deteriorated and are in need of repair and replacement. Background The Feasibility Study for the County Road B and Arcade Street Improvements, City Project 19-22, is complete and available in the office of the City Engineer. The study includes information on the proposed improvements, costs, and financing. The proposed project includes approximately 1.45 miles of streets which have an average pavement condition index (PCI) rating of 46 (on a scale of 1 to 100) according to the most recent street rating survey. The pavement on these streets has continued to deteriorate over the years and is in need of replacement A project location map showing the above road segments has been attached to this report. This project is included in the 2020 — 2024 Capital improvement Plan (CIP). This project has been accelerated in order to coordinate the proposed street improvements with Xcel's gas main project and realize a cost savings due to reimbursements by Xcel Energy. Coordinating the street and utility improvements with Xcel Energy's project also ensures that area residents are only subjected to one season of construction. Xcel Energy will be replacing a trunk feeder gas line in 2020. This work will affect both County Road B and Arcade Street. Xcel's work will require the removal of half of the paved street surface. The proposed street improvement project includes the following road segments: County Road B — Between Edgerton Street and Arcade Street Arcade Street — Between Highway 61 and Highway 36 The aging and deteriorating condition of roads on these streets presents an ongoing maintenance problem for the City of Maplewood Street Department. The condition of the existing streets also represents a decreased level of service for the residents of Maplewood, with the City receiving numerous complaints from area residents about substandard street conditions. A large portion of the watermain is proposed to be replaced as part of this project, as well as minor repairs to the sanitary sewer system and an expansion of the storm sewer system. To improve the safety of area pedestrians and bicyclists, bituminous and/or concrete walkways are proposed along both project streets. Neighborhood Correspondence An informational packet was mailed to the residents on October 10th, 2019 and contained information about the proposed street improvement project as well as a project questionnaire to gain feedback from area residents. An informational neighborhood meeting was held on October 23, 2019, at the Maplewood Community Center. Staff mailed out the meeting invitations to 102 property owners for the meeting. Approximately 30 resident's attended meeting #1. The meeting generally ran from 6:00 p.m. to 7:30 p.m. including a presentation, question and answer session, and one-on-one conversations. Items presented and discussed at the meetings included the public improvement process, an explanation of why these streets were chosen for improvements, project scope, assessment information, and an Packet Page Number 156 of 227 H1 estimated project timeline. More neighborhood meetings and resident correspondence are scheduled as the project progresses. During the neighborhood meetings staff asked residents to identify any concerns they had in regards to the proposed project. Overall, the general feeling at this meeting was that the improvements to the streets are necessary. The residents did bring up concerns about adequate street lighting in the project area, concerns over mail theft during construction, questions about proposed walkways, comments about accommodating the high number of bicyclists utilizing Arcade Street, and questions about assessments. Discussion The existing public infrastructure for the streets in the project area generally consists of a bituminous pavement section, storm sewer, sanitary sewer, and water utilities. The proposed project will include the full reconstruction of the area streets. Full reconstruction of these streets will include removal and replacement of the existing aggregate base and bituminous. The street reconstruction will also include sub grade corrections where necessary consisting of replacing the sub grade fill material with a sand sub base, drain tile, and a geo-textile fabric. The project will also include the installation of new concrete curb and gutter on all project streets. Upgrades to the storm sewer system within the project area are proposed to address drainage issues and water quality within the neighborhood. Removal and replacement of a portion of the existing water main system is proposed to address the deteriorating pipe conditions. Repairs to the sanitary sewer system are proposed as well. Additional improvements, include new walkways adjacent to County Road B and Arcade Street. The Feasibility Report confirms the proposed project is feasible, necessary, and cost effective from an engineering standpoint. The Council approved the Feasibility Report on January 13, 2020. The Public Hearing is a meeting at which the residents have the opportunity to comment on the proposed improvements. In order to proceed with the project, a super majority vote from City Council is needed for ordering of the improvement after public testimony is received at the Public Hearing. Estimated Project Cost The total estimated project cost is $5,048,900 and is outlined below: Estimated Project Cost Summary Proposed Improvements Total Amount % of Total Street Improvements $3,556,900 44% Drainage Improvements $738,200 22% Sanitary Sewer Improvements $14,300 4% Water System Improvements $739,500 1 29% Total Estimated Project Cost: $5,048,900 1100% The estimated costs include 10% contingencies and 12% overhead, which include geotechnical, legal, and fiscal expenses. Packet Page Number 157 of 227 H1 Preliminary Project Funding Plan The improvements are proposed to be financed through a combination of G.O. improvement bonds, Special Benefit Assessments, Sanitary Sewer Funds, Environmental Utility Funds, Street Revitalization Funds, Saint Paul Regional Water Services, Xcel Energy, and W.A.C. Funds. Estimated Project Cost Recovery Funding Source Total Amount % of Total G.O. Improvement Bonds $2,201,400 44% Special Benefit Assessments $815,500 16% Street Revitalization Fund $110,000 2% Sanitary Sewer Fund $14,300 .5% Environmental Utility Fund $738,200 14.5% Saint Paul Regional Water Services $625,685 12% W.A.C. Fund $113,815 2% Xcel Energy 1 $430,000 1 9% Total Estimated Project Funding: 1 $5,048,900 1 1007 An update to the financing plan may be needed in the future after the special benefits appraisal is received and bids are received from contractors. The proposed project funding plan has been reviewed by the Finance Director. An independent appraisal firm was hired to ascertain an opinion of special benefit received by properties within the neighborhood project area. This information will ultimately be utilized to set the special benefit assessment amounts for the project area. The rates established in the City's Special Assessment Policy were utilized for cost recovery estimation purposes and represent the maximum potential assessment rates for this project. • Residential o Full Reconstruction Rate = $6,600.00/Unit (Single Unit Residential) o Pavement Rehabilitation Rate = $3,450/Unit (Single Unit Residential) There are a total of 101 assessable parcels within the project area. An additional neighborhood meeting will be held for property owners prior to the Assessment Hearing to help answer questions pertaining to assessments or proposed improvements and processes. Packet Page Number 158 of 227 H1 Project Schedule The following is a tentative schedule for City project 19-22 should it be determined to proceed with the project: Project Milestone Date Accept Feasibility Study, Order Public Hearing, Authorize Preparation of Plans & Specifications 1/13/2020 Public Hearing & Order Improvement 2/10/2020 Approve Plans and Specifications, Authorize Advertisement for Bids, Authorize Preparation of Assessment Roll 2/24/2020 Accept Assessment Roll & Order Assessment Hearings 3/9/2020 Bid Opening 4/3/2020 Assessment Hearing, Award Contract 4/13/2020 Adopt Revised Assessment Roll 4/27/2020 Begin Construction May/June 2020 Complete Construction October 2020 Assessments Certified to Ramsey County November 2020 Attachments 1. Resolution Ordering Improvements 2. Project Location Map Packet Page Number 159 of 227 H1, Attachment 1 RESOLUTION ORDERING IMPROVEMENT WHEREAS, pursuant to a resolution of the City Council adopted January 13, 2020, a date for a council hearing was schedule on the proposed street improvements for the County Road B & Arcade Street Improvements, City Project 19-22, and; WHEREAS, a notice was mailed ten days in advance to residents and a notice of the hearing was published, and the hearing was duly held on February 10, 2020; and the council has heard all persons desiring to be heard on the matter and has fully considered the same; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF MAPLEWOOD, MINNESOTA: 1. That it is necessary, cost-effective and feasible, as detailed in the Feasibility Report, that the City of Maplewood make improvements to the County Road B & Arcade Street Improvements, City Project 19-22. 2. Such improvements ordered as proposed in the Council resolution adopted on the 10th day of February, 2020. 3. The City Engineer, or his designee, is the designated engineer for this improvement project and is hereby directed to prepare final plans and specifications as previously directed by the City Council at the January 13, 2020 council meeting. 4. The Finance Director was authorized to make the financial transfers necessary for the preparation of plans and specifications at the January 13, 2020 council meeting. A budget of $5,048,900 was established at that time. The proposed financing plan shall be implemented and is as follows: Proposed Financing Plan Funding Source Total Amount % of Total G.O. Improvement Bonds $2,201,400 44% Special Benefit Assessments $815,500 16% Street Revitalization Fund $110,000 2% Sanitary Sewer Fund $14,300 .5% Environmental Utility Fund $738,200 14.5% Saint Paul Regional Water Services $625,685 12% W.A.C. Fund $113,815 2% Xcel Energy 1 $430,000 1 9% Total Estimated Project Funding: $5,048,900 1000/0 Approved this 10th day of February, 2020. Packet Page Number 160 of 227 H1, Attachment 2 36 v VIKING DR. C Ke 60 cn w w O z n w Q QLLJ \ � � LAURIE CT .Q w Q � C a_ yr 2 BURKE CT. COUNTY RD. B BURK Maplecrest y U C AVE. Park ELDRIDGE AVE. 58 Oehrline BELMONT N. Lake �! AVE. �� S K I LLMAN AV. >- z �- KEN OOD J0 F LN. o w � CD m 00 A U� z w w JE. Edgerton w W Park As Q w 0 ROSELAWN AVE. n J AVE. BELLWOOD 61 C/) o SUMMER o 00 y CT. Cn z —U wz ry o LLJLLJ z Off. Q y ,. PROPOSED STREET IMPROVEMENT NO SCALE County Road B and Arcade Street Improvements Project Location Map City Project 19-22 Packet Page Number 161 of 227 For the permanent record Meeting Date: 02/10/2020 Agenda Item: H1 0 0 0 i Q) W S. D 4—j D LL S. 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Public Hearing: H1 — County Road B & Arcade Street Improvements, City Project 19-22 a. Public Hearin b. Resolution Ordering Improvement after Public Hearin 4 Votes Date: February 10, 2020 Time: 7:00 PM 1. 2. 3. 4 5, 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. Name - First & Last (please print clearly) J_ L /V / _-3 C� �a�Te �14y1-.5 Ch C_ v S' AddrPs-q H2 CITY COUNCIL STAFF REPORT Meeting Date February 10, 2020 REPORT TO: Melinda Coleman, City Manager REPORT FROM: Steven Love, Public Works Director / City Engineer Jon Jarosch, Assistant City Engineer Tyler Strong, Civil Engineer I PRESENTER: Steven Love AGENDA ITEM: Dennis -McClelland Area Street Improvements, City Project 19-10 a. Public Hearing 7:00 pm b. Resolution Ordering Improvement after Public Hearing (4 votes) Action Requested: ✓ Motion ❑ Discussion ✓ Public Hearing Form of Action: ✓ Resolution ❑ Ordinance ❑ Contract/Agreement ❑ Proclamation Policy Issue: The Public Hearing for this project has been scheduled for 7:00 p.m., Monday, February 10, 2020. Notices of the Public Hearing have been mailed and published. The Feasibility Study was accepted by the City Council on January 13, 2020, with a Resolution Authorizing the Preparation of Plans and Specifications, and Calling for a Public Hearing. The City Council will consider ordering the improvements following the Public Hearing. A super majority vote is required to order the project. Recommended Action: a. Hold a Public Hearing b. Motion to approve the attached Resolution Ordering the Improvement for the Dennis -McClelland Area Street Improvements, City Project 19-10 (Four affirmative votes are required to approve this resolution). Fiscal Impact: Is There a Fiscal Impact? ❑ No ✓ Yes, the true or estimated cost is $8,388,000.00 Financing source(s): ❑ Adopted Budget ❑ Budget Modification ❑ New Revenue Source ❑ Use of Reserves ✓ Other: The proposed funding plan includes a combination of G.O. Improvement Bonds, Special Benefit Assessments, the Environmental Utility Fund, the Sanitary Sewer Fund, the W.A.C. Fund, and St. Paul Regional Water Services. Strategic Plan Relevance: ✓ Financial Sustainability ❑ Operational Effectiveness Packet Page Number 162 of 227 ❑ Integrated Communication ❑ Targeted Redevelopment ✓ Community Inclusiveness ✓ Infrastructure & Asset Mgmt. H2 The Dennis -McClelland area neighborhood streets and utilities are an important part of the City's infrastructure. The streets and utilities in this area have deteriorated and are in need of repair and replacement. Background The Feasibility Study for the Dennis -McClelland Street Improvements, City Project 19-10, is complete and available in the office of the City Engineer. The study includes information on the proposed improvements, costs, and financing. The Dennis -McClelland area neighborhood streets total approximately 2.04 miles in length. The neighborhood is generally bounded by Battle Creek to the north, Afton Heights Park to the west, Upper Afton Road to the south and Century Avenue to the east (see project location map, attachment 2). This project is a part of the approved 2020 — 2024 Capital Improvement Plan (CIP) Should the project be approved, construction would begin in May or June of 2020. The aging and deteriorating condition of roads shown on the project map presents an ongoing maintenance problem for the City of Maplewood Street Department. The condition of the existing streets also represents a decreased level of service for the residents of Maplewood, with the City receiving numerous complaints from area residents about substandard street conditions. As part of this project it is proposed that the cast iron water mains be replaced due to past break history and susceptibility to future breaks. Major upgrades to the storm sewer system are currently proposed to improve drainage and improve water quality conveyed to Battle Creek. Additionally, repairs to the sanitary sewer system are also included with this project. The project will also include a fog seal preventative maintenance treatment and sanitary sewer main lining in other areas throughout the City identified by maintenance staff. The location for both of these two items will be determined during the design phase. Neighborhood Correspondence Staff mailed initial informational packets to impacted residents on October 14th, 2019. The packet informs and requests input from the resident about a number of topics including street construction frequently asked questions (FAQ's), resident questionnaire, rainwater garden brochure and an informational assessment handout. Staff held the first informational neighborhood meeting on November 6th, 2019 at the Maplewood Community Center. The meeting included a presentation, question and answer session, neighborhood brainstorming session, and one-on-one conversations with city staff. Items discussed at this meeting included the public improvement process, construction process, existing conditions within the project area, proposed improvements, assessment information, and an estimated project timeline. Staff mailed out the invitation to 207 property owners in the project area. Approximately 50 residents attended the meeting. The majority of the conversation revolved around the potential for sidewalk on the north side of Upper Afton Road, current pavement conditions, future parking concerns with the proposed restriction to limit parking to one side of the street, the construction process and how it will impact local residents, and neighborhood drainage issues. The majority of residents in attendance were in favor of the project in general. Other items noted by residents at the neighborhood meeting included the need for additional street lighting, desire for traffic calming measures, and additional information on rain water gardens. Packet Page Number 163 of 227 H2 Staff also received a petition that was signed by area residents in regards to their concerns over the potential for any road narrowing or parking restrictions. A copy of this petition has been included as an attachment to this report. The petition requests that the road width be kept the same as it is today and that parking be allowed on both sides of the streets. Additional neighborhood meetings and stakeholder correspondence are planned throughout the public improvement process to continue conversations with area residents and to ensure that everyone affected by the potential project is well informed and has had multiple chances to provide input on the project. Discussion The existing public infrastructure for the streets in the project area generally consists of a bituminous pavement section, asphalt curb in various spots, storm sewer, sanitary sewer, and water utilities. The proposed project will include the full reconstruction of the area streets. Full reconstruction of these streets will include removal and replacement of the existing aggregate base and bituminous pavement, sub grade corrections where necessary consisting of replacing in-situ sub grade fill material with a sand sub base, drain tile, and a geo-textile fabric and installation of new concrete curb and gutter on project streets. Major upgrades to the storm sewer system within the project area are proposed to address drainage issues and improve water quality within the neighborhood. Complete removal and replacement of the existing water main system is proposed to address the deteriorating pipe conditions. Repairs to the sanitary sewer system are proposed as well. Additional improvements include a new sidewalk adjacent to the north side of Upper Afton Road, a bituminous fog sealing of a past improvement project area, and sanitary sewer lining in select locations throughout the City. These improvements are further detailed in the Feasibility Report. The Feasibility Report confirmed the proposed project is feasible, necessary, and cost effective from an engineering standpoint. The Council approved the Feasibility Report on January 13, 2020. The Public Hearing is a meeting at which the residents have the opportunity to comment on the proposed improvements. In order to proceed with the project, a super majority vote from City Council is needed for ordering of the improvement after public testimony is received at the Public Hearing. Estimated Project Cost The total estimated project cost is $8,388,000 and is outlined below: Estimated Project Cost Summary Proposed Improvements Total Amount % of Total Street Improvements $3,733,500 44% Drainage Improvements $1,813,000 22% Sanitary Sewer Improvements $402,500 4% Water System Improvements $2,439,000 29% Total Estimated Project Cost: $8,388,000 100% Packet Page Number 164 of 227 H2 The estimated costs include 10% contingencies and 12% overhead, which include geotechnical, legal, and fiscal expenses. Preliminary Project Funding Plan The improvements are proposed to be financed through a combination of G.O. improvement bonds, Special Benefit Assessments, Sanitary Sewer Funds, Environmental Utility Funds, Saint Paul Regional Water Services, and W.A.C. funds. Estimated Project Cost Recovery Funding Source Total Amount % of Total G.O. Improvement Bonds $2,421,500 29% Special Benefit Assessments $1,312,000 16% Sanitary Sewer Fund $402,500 4% Environmental Utility Fund $1,813,000 22% Saint Paul Regional Water Services $2,188,000 26% W.A.C. Fund $251,000 3% Total Estimated Project Funding: $8,388,000 100% An update to the financing plan may be needed in the future after the special benefits appraisal is received. The proposed project funding plan has been reviewed by the Finance Director. An independent appraisal firm was hired to ascertain an opinion of special benefit received by properties within the neighborhood project area. This information will ultimately be utilized to set the special benefit assessment amounts for the project area. The rates established in the City's Special Assessment Policy were utilized for cost recovery estimation purposes and represent the maximum potential assessment rates for this project. • Residential o Full Reconstruction Rate = $6,600.00/Unit (Single Unit Residential) o Pavement Rehabilitation Rate = $3,450.00/Unit (Single Unit Residential) There are a total of 207 assessable residential and multi -family parcels within the project area. An additional neighborhood meeting will be held for residents prior to the Assessment Hearing to help answer questions pertaining to assessments or proposed improvements and processes. Packet Page Number 165 of 227 H2 Project Schedule The following is a tentative schedule for City project 19-10 should it be determined to proceed with the project: Project Milestone Date Accept Feasibility Study, Order Public Hearing, Authorize Preparation of Plans & Specifications 1/13/2020 Public Hearing & Order Improvement 2/10/2020 Approve Plans and Specifications, Authorize Advertisement for Bids, Authorize Preparation of Assessment Roll 2/24/2020 Accept Assessment Roll & Order Assessment Hearings 3/9/2020 Bid Opening 4/3/2020 Assessment Hearing, Award Contract 4/13/2020 Adopt Revised Assessment Roll 4/27/2020 Begin Construction May/June 2020 Assessments Certified to Ramsey County November 2020 Complete Construction October 2020 Attachments 1. Resolution Ordering Improvements 2. Project Location Map 3. Resident Petition Packet Page Number 166 of 227 H2, Attachment 1 RESOLUTION ORDERING IMPROVEMENT WHEREAS, pursuant to a resolution of the City Council adopted January 13, 2020, a date for a council hearing was set on the proposed street improvements for the Dennis - McClelland Area Street Improvements, City Project 19-10; and WHEREAS, a notice was mailed ten days in advance to residents and a notice of the hearing was published, and the hearing was duly held on February 10, 2020; and the council has heard all persons desiring to be heard on the matter and has fully considered the same; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF MAPLEWOOD, MINNESOTA: 1. That it is necessary, cost-effective and feasible, as detailed in the Feasibility Report, that the City of Maplewood make improvements to the Dennis -McClelland Area Street Improvements, City Project 19-10. 2. Such improvements ordered as proposed in the Council resolution adopted on the 10th day of February, 2020. 3. The City Engineer, or his designee, is the designated engineer for this improvement project and is hereby directed to prepare final plans and specifications as previously directed by the City Council at the January 13, 2020 council meeting. 4. The Finance Director was authorized to make the financial transfers necessary for the preparation of plans and specifications at the January 13, 2020 council meeting. A budget of $8,388,000 was established at that time. The proposed financing plan shall be implemented and is as follows: Proposed Financing Plan Funding Source Total Amount % of Total G.O. Improvement Bonds $2,421,500 29% Special Benefit Assessments $1,312,000 16% Sanitary Sewer Fund $402,500 4% Environmental Utility Fund $1,813,000 22% Saint Paul Regional Water Services $2,188,000 26% W.A.C. Fund $251,000 3% Total Estimated Project Funding: $8,388,000 100% Approved this 10th day of February, 2020. Packet Page Number 167 of 227 H9 Attarhmant 9 SM�r 11 -L MM 225 Q 229 2N VVV � 01 230 Q 221 224 _ 220 N 04 HUDSON �t AK -�uE R RE ARK g �GIONA� P Afton Heights Park 1+1 1, 9z 0\,�4IEWpR__ /CrPPk � PROPOSED STREET IMPROVEMENT NO SCALE Dennis -McClelland Area Street Improvements Project Location Map City Project 19-10 Packet Page Number 168 of 227 DR. U' 0 z U)J J Cn J �� J Q ~Q J Q Z W J p w o z _ Q cn U � 0 Q LZLJ U � PROPOSED STREET IMPROVEMENT NO SCALE Dennis -McClelland Area Street Improvements Project Location Map City Project 19-10 Packet Page Number 168 of 227 IV) H2, Attachment 3 Dennis McClelland Area Street Improvements, City Project 19-10 Part of this project includes narrowing our streets to a 28' width and limiting parking to only one side of the street. Please sign this petition in support of parking on both sides of -the streets and leaving the streets at their current width. Date Name -Print Name -Signature Address ZW / J LA� IV1c))1q 1\.hnoi ) W� (s±1 17V)�qoi (7 ma i i IWI' [A)w 509 -TOM, bf ) < IS -W J� V/�Dfil AJJcAAeC"Jf_z- Z,3 i_ / 5,? - -<`0 , J 10011 PeAK( ff-_191 0 A viq W.� A A\& t ro k U� It -10-20m JL -4406 NVOW � Vq, D VVk4n 4;�kx U 0 Jvo-Zoic. l Jc-4v kor4-vC> W, 4A fVONJ 14_11(' Iz _ 2- It VA/m, uc� VA c) /I-"/ do I�j_ U -19 F:rwo 'vqk m r, 4- LI4 1'71'r7(!Af At1OkJKVO" Ct Iye v Lot t� /V/V) 3 o -mqy 11/)sni Lz oQ ffi.,,c4- 6\e II Lee Packet Page Number 169 of 227 i 04 H2, Attachw^ 3 Dennis McClelland Area Street Improvements, City Project 19-10 Part of this project includes narrowing our streets to a 28' width and limiting parking to only one side of the street. Please sign this petition in support of parking on both sides of the streets and leaving the streets at their current width. Date Name -Print Name -Signature Address I� �l�%FIU lr.'%L lam( / '�/° • _ -� -�` / J�1� -I r ' Ai o fel S0 cl Ta'rrt_S u �� � � � Cass: � � • �-i��-�. cup • � 2so<< �.�. ,_ •_> �,,,�,� , VCiVl(G�l�la St. i i�l j G �� t �I o 5n V" dib -0 I ;; �vt 1 09 I\� )(1PIq C [1 N141111 hAflao -71 WAV R4 /I /7 hiu� A4 (}l `7( a�f 1. 6 1N •I �%f� �1�1 l I I qr' i, 1J li ��/"l'% �„ /11,J/z✓,.. - 2G�li 1'Yla e,Y Lr, L .• J Packet Page Number 170 of 227 H2, Attachment 3 Dennis McClelland Area Street Improvements, City Project 19-10 Part of this project includes narrowing our streets to a 28' width and limiting �.\ parking to only one side of the street. Please sign this petition in support of parking I'A on both sides of the streets and leaving the streets at their current width. Date Name -Print Name -Signature Address xv co oe", L_'- "L EDW i 01V V{' (< lie 7-7 P, C, J\Jtj C) A- ikk (I /C ILL X _Atk'(-5r_C) lAcmoa:4i I ra I I(-,, 62 &4n A&' Uf _)ub, B, bA /t,4r 11 rL I Packet Page Number 171 of 227 H2, Attachment 3 Dennis McClelland Area Street Improvements, City Project 19-10 Part of this project includes narrowing our streets to a 28' width and limiting parking to only one side of the street. Please sign this petition in support of parking on both sides of the streets and leaving the streets at their current width. D e. 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Public Hearing: H2 — Dennis -McClelland Area Street Improvements City Project 19-10 a. Public Hearin b. Resolution Ordering Improvement after Public Hearin 4 Votes Date: February 10, 2020 Time: 7:00 PM Name - First & Last (please print clearly) _ 1 ✓�� f 1 pa------------ rY AddrP_q_q LIE7- IN C-dAvP ll! � � /aces r—Q�-r\x-G-U S�, �j `fig Mt G *,11 zgq z 14, 1 L; —,\Did two ,vxa > i l - z 5C�7 koPr-r N�111 REQ - ,&,; \,& 0,0 S 3 - r -c rh dale oia J,443 k*dr A�. Public Hearing: H2 — Dennis -McClelland Area Street Improvements, City Proiect 19-10 a. Public Hearin b. Resolution Ordering Improvement after Public Hearin 4 Votes Date: February 10. 2020 Time: 7:00 PM Name - First & Last (please print clearly) 18. 19. YU- 20. 21. 22. 23. 24. 25. 26. 27. 28. 29. 30. 31. 32. 33. ME Address NO 0-70 WO e J1 CITY COUNCIL STAFF REPORT Meeting Date February 10, 2020 REPORT TO: Melinda Coleman, City Manager REPORT FROM: Michael Martin, AICP, Assistant Community Development Director PRESENTER: Jeff Thomson, Community Development Director AGENDA ITEM: John Glenn Middle School, 1560 County Road B East a. Conditional Use Permit Amendment Resolution b. Design Review Resolution Action Requested: ✓ Motion ❑ Discussion ❑ Public Hearing Form of Action: ✓ Resolution ❑ Ordinance ❑ Contract/Agreement ❑ Proclamation Policy Issue: ISD 622 is requesting approval to move forward with several building additions and a complete renovation of all existing spaces at John Glenn Middle School, located at 1560 County Road B East. The new construction would include new classroom spaces, special education rooms, new music rooms, secure entry provisions, and a new, larger pool with new locker rooms. The renovated portions of the building include a new, larger cafeteria and food service area, more functional administrative spaces, and enhancements to the courtyard to improve access and functionality. To move forward with this project, the applicant needs city council approval of a conditional use permit and design review. Recommended Action: a. Motion to approve a resolution for a conditional use permit amendment. b. Motion to approve a resolution for the design review plans. 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 January 9, 2020. The initial 60 -day review deadline for a decision is March 9, 2020. As stated in Minnesota State Statute 15.99, the city is allowed to take an additional 60 days if necessary to complete the review. Packet Page Number 173 of 227 J1 Background: Conditional Use Permit Amendment 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. Desian Review Site Plan The proposed site layout for John Glenn Middle School seeks to utilize the exiting layout of the site, but according to the applicant work to improve safety and circulation. The main alteration is an effort to separate the student drop-off and bus loading to improve pedestrian safety and traffic flow. Paths and walkways will be maintained or added for circulation throughout the site as well as connections to the surrounding neighborhood. The building entries will be designed in a manner to passively direct circulation and create small discrete areas for gathering while acting as aesthetic extensions of the building architecture. The site improvements include the expansion of the bus loading area and parking for anticipated growth as well as repurposing of the area surrounding the existing building and proposed building additions. The staff, visitor, and accessible parking stalls are located north of the building with additional parking available in the bus loading lot. The bus loading area will be located on the west side of the site with a driveway entrance from Hazelwood Street. The south driveway to this lot will be relocated further south to accommodate the expanded bussing needs. The student drop-off loop is accessed through a driveway entrance off County Road B East. Building Elevations John Glenn Middle School was originally built in 1961. Since the original construction two significant projects have been completed. These included a pool addition in 1965 and an addition to the academic wing in 1987. The overall building is a split-level configuration, with the academic wing occupying levels one and three, and the administration offices, cafeteria, gymnasiums and pool on level two. There is a courtyard that is currently accessible from a single door on level two. The proposed project includes several additions and a complete renovation of all existing spaces. The new construction includes new classroom spaces, special education rooms, new music rooms, secure entry provisions, and a new, larger pool with new locker rooms. The renovated portions of the building include a new, larger cafeteria and food service area, more functional administrative spaces, and enhancements to the courtyard to improve access and functionality. In addition to enhancing the flexibility and functionality of indoor and outdoor teaching spaces, the proposed project emphasizes improving the exterior appearance of the building. John Glenn Middle School's existing structure is a mix of cast -in-place concrete, masonry, and steel framing with a built-up roofing system. The new exterior materials include insulated precast concrete panels down to cast -in-place concrete footings, cast -in-place concrete foundation walls with integral insulation, curtain wall glazing, canopies made of steel framing clad with a fiber cement and phenolic panel system, and a fully adhered EPDM roof system. Packet Page Number 174 of 227 J1 Landscaping The applicant is proposing several shrub and perennial planting beds near main entrances and at key locations around the building. Overstory and ornamental trees are being added to provide shade, color interest, and frame gathering areas. The planting plan includes overstory trees, ornamental trees, and several existing trees. The applicant is removing 17 trees which is less than 20 percent of the site's overall tree count. The applicant is required to replace these trees on a one to -one basis. The applicant is proposing to plant 64 new trees, meeting the city's tree replacement requirements. Parking The proposed site plan provides for 156 parking spaces. Of the 156, 60 will be dedicated for staff parking and be located near the busses. Parent parking will be located north of the building with 96 spaces. In addition, busses will have 35 dedicated parking stalls. City code states schools must have a minimum of one space for every 20 auditorium seats — the parking being provided well exceeds this requirement. Lighting The applicant shall be required to submit a revised photometric plan meeting the City's 0.4 footcandle requirements at all property lines. The applicant's submitted photometric plan exceeds this requirement at the site's three entrances. Deaartment Comments Engineering Please see Jon Jarosch's engineering report, dated January 13, 2020, attached to this report Environmental Please see Shann Finwall's environmental report, dated January 13, 2020, 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 175 of 227 J1 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 January 21, 2020: The community design review board reviewed this project and recommended approval. January 21, 2020: The planning commission held a public hearing and after reviewing this project recommended approval. Citizen Comments Staff surveyed the 130 surrounding property owners within 500 feet of the proposed site for their opinion about this proposal. Staff received 5 responses — all shown below. 1. Letter attached to this report. (Patrick Horan, 2034 Hazelwood Street North) 2. 1 agree for the purpose of security. I don't know the demographics of the area for potential new students (Jean and Donald Beguhl, 1581 Sandhurst Avenue East) 3. Our only concern with the design is limiting parental pickup entry and exit to only the entrance off County B. It is already very dangerous to try to get into our driveway in the afternoon and this could make it worse. In general we think renovating John Glenn is greatly overdue and a necessity. We just want to get into our driveway safely. (Adam Klenke and Amy Bilbee, 1593 County Road B East) 4. As we live on E. Co Rd B, we have concerns as to how the street is to be open for ingress and egress. Xcel is replacing gas lines next spring and you are planning on major construction on John Glenn. We would appreciate all efforts to keep County Road B open as much as possible. Thank you. (Keith Miller, 1654 County Road B East) 5. Thank you for your work in this project. I also have many renovations in my old house I would love to do also. It would cost me more than the house is worth it I tried to do them all. I don't see any price tags on the improvements and with all the work listed it looks extremely expensive. I went to an old school for high school and they made some improvements that were necessary. I am retired, my income doesn't go up, and I just got a raise in my real estate taxes of $400.00, partly from other big school bonds. Please remember you will be an old person someday also, and spend money like it was your own. (Steve Hanson, 2011 Prosperity Road North) Packet Page Number 176 of 227 Reference Information Site Description Site Size: 15.67 Acres Existing Land Use: Middle School Surrounding Land Uses North: County Road B East and single family homes South: Gateway Trail and single family homes East: Single dwellings West: Hazelwood Street, apartments and single dwellings Planning Existing Land Use: Institutional Existing Zoning: Single -Dwelling Residential (R1) Previous Actions October 13, 1977: The city council approved building plans for a 59 by 23 -foot storage -room addition. September 12, 1983: The city council rezoned the property to R1. September 14, 1987: The city council approved a conditional use permit allowing a building addition. Attachments: 1. Conditional Use Permit Amendment Resolution 2. Resolution Approving Design Plans 3. Overview Map 4. 2040 Future Land Use Map 5. Zoning Map 6. Applicant's Narrative 7. Site Plan 8. Landscape Plan 9. Building Elevations 10. Tree Preservation Plan, date-stamped January 13, 2020 11. Jon Jarosch's Engineering Report, dated January 13, 2020 12. Shann Finwall's Environmental Report, dated January 13, 2020 13. Patrick Horan Letter 14. Draft CDRB Minutes, January 21, 2020 15. Draft Planning Commission Minutes, January 21, 2020 16. Applicant's Plans (separate attachment) J1 Packet Page Number 177 of 227 J1, Attachment 1 CONDITIONAL USE PERMIT AMENDMENT RESOLUTION BE IT RESOLVED by the City Council of the City of Maplewood, Minnesota, as follows: Section 1. Background. 1.01 Independent School District No. 622 is requesting the City of Maplewood approve an amendment to its conditional use permit to allow a building addition and site plan changes. 1.02 The property located at 1560 County Road B East is legally described as: VAC STS ACCRUING AND FOL WITH 66 FT ESMT TO PROSPERITY RD THE W 139 9/10 FT OF LOT 3 AND ALL OF LOTS 1 AND 2 BLK 7 SABIN GARDEN LOTS AND ALL OF SD MEMBREZ ADD Section 2. Standards. 2.01 City Ordinance Section 44-1092(3) requires a Conditional Use Permit for any institution of any educational, philanthropic or charitable nature; cemetery, crematory or mausoleum. 2.02 General Conditional Use Permit Standards. City Ordinance Section 44-1097(a) states that the City Council must base approval of a Conditional Use Permit on the following nine standards for approval. 1. The use would be located, designed, maintained, constructed and operated to be in conformity with the City's Comprehensive Plan and Code of Ordinances. 2. The use would not change the existing or planned character of the surrounding area. 3. The use would not depreciate property values. 4. The use would not involve any activity, process, materials, equipment or methods of operation that would be dangerous, hazardous, detrimental, disturbing or cause a nuisance to any person or property, because of excessive noise, glare, smoke, dust, odor, fumes, water or air pollution, drainage, water run-off, vibration, general unsightliness, electrical interference or other nuisances. 5. The use would not exceed the design standards of any affected street. 6. The use would be served by adequate public facilities and services, including streets, police and fire protection, drainage structures, water and sewer systems, schools and parks. 7. The use would not create excessive additional costs for public facilities or services. Packet Page Number 178 of 227 J1, 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. Section 3. Findings. 3.01 The proposal meets the specific conditional use permit standards. Section 4. City Review Process 4.01 The City conducted the following review when considering this conditional use permit amendment request. On January 21, 2020, 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 this resolution. 2. On February 10, 2020, the city council discussed this resolution. They considered reports and recommendations from the planning commission and city staff. Section 5. City Council 5.01 The city council hereby the resolution. Approval is based on the findings outlined in section 3 of this resolution. Approval is subject to the following conditions: (additions are underlined and deletions are crossed out): =NIGnnni ipanG i pt-BriitShpuri-pcz656'Hed- HAWTrvt�ctltl nrrvvTr rcruct ave-hee cirrn Rd fnr Oho dtQVelGPMeR4 1. The city council shall review this permit in one year. 2. All construction shall follow the desian Dlans aaaroved by the citv and date stamped December 24, 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. by the City Council of the City of Maplewood, Minnesota, on February 10, 2020. Packet Page Number 179 of 227 J1, Attachment 2 RESOLUTION APPROVING DESIGN PLANS FOR JOHN GLENN MIDDLE SCHOOL LOCATED AT 1560 COUNTY ROAD B EAST Be it resolved by the City Council of the City of Maplewood, Minnesota, as follows: Section 1. Background. 1.01 Independent School District No. 622 is requesting the City of Maplewood approve design plans for John Glenn Middle School. 1.02 The property located at 1560 County Road B East is legally described as: VAC STS ACCRUING AND FOL WITH 66 FT ESMT TO PROSPERITY RD THE W 139 9/10 FT OF LOT 3 AND ALL OF LOTS 1 AND 2 BLK 7 SABIN GARDEN LOTS AND ALL OF SD MEMBREZ ADD 1.03 On January 21, 2020, the community design review board reviewed this request. The applicant was provided the opportunity to present information to the community design review board. The community design review board considered all of the comments received and the staff report, which are incorporated by reference into this resolution. Section 2. Site and Building Plan Standards and Findings. 2.01 City ordinance Section 2-290(b) requires that the community design review board make the following findings to approve plans: 1. That the design and location of the proposed development and its relationship to neighboring, existing or proposed developments and traffic is such that it will not impair the desirability of investment or occupation in the neighborhood; that it will not unreasonably interfere with the use and enjoyment of neighboring, existing or proposed developments; and that it will not create traffic hazards or congestion. 2. That the design and location of the proposed development is in keeping with the character of the surrounding neighborhood and is not detrimental to the harmonious, orderly and attractive development contemplated by this article and the city's comprehensive municipal plan. 3. That the design and location of the proposed development would provide a desirable environment for its occupants, as well as for its neighbors, and that it is aesthetically of good composition, materials, textures and colors. Section 3. City Council Action. 1.01.1 The above-described design plans are hereby approved based on the findings outlined in Section 3 of this resolution. Subject to staff approval, the site must be developed and maintained in substantial conformance with the design plans date- stamped December 24, 2019. Approval is subject to the applicant doing the following: Packet Page Number 180 of 227 J1, Attachment 2 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 January 13, 2020. 4. Meet all requirements in the environmental report, dated January 13, 2020. 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 is not approved. All signs require permits. 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 which include limiting light intensity to 0.4 footcandles at all property lines and limits light pole height to 25 feet in height. b. Elevations for a trash and recycling enclosure. 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. 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. d. Install all required outdoor lighting. e. Restore all former curb cuts on Hazelwood Street North to a continuous concrete curb per City of Maplewood 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 Packet Page Number 181 of 227 J1, Attachment 2 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. by the City Council of the City of Maplewood, Minnesota, on February 10, 2020. Packet Page Number 182 of 227 1560 County Road B East - John Glenn Middle School J1, Attachment 3 IIID w^Jlllll City of Maplewood Overview Map December 20, 2019 C 0 Source: City of ffuu^^ s A r f. s f y � Y I— r ♦w Lff// �• I71 > F Subject Parcel - x 490 ZI Feet lewood. Ramsey Count Packet Page Number 183 of 227 1560 County Road B East - John Glenn Middle School J1, Attachment 4 IIID w Jlllll City of Maplewood December 20, 2019 11 r . . . . . . . . . . . . . . , y� p .x w r Legend AO Future Land Use - 2040 r"` ` ��►, ° ° Low Density Residential0. :' High Density Residential r Mixed Use - Neighborhood r7-1 Public/Institutional Park 0 490 Feet Source: CitZ of Ma lewood, Ra sey Count Packet Page Number 184 of 227 Sandhurst Ave "4+ _: - z . ■-, ' Y x County Road B m : ,t Burke ,Ave 11 r . . . . . . . . . . . . . . , y� p .x w r Legend AO Future Land Use - 2040 r"` ` ��►, ° ° Low Density Residential0. :' High Density Residential r Mixed Use - Neighborhood r7-1 Public/Institutional Park 0 490 Feet Source: CitZ of Ma lewood, Ra sey Count Packet Page Number 184 of 227 1560 County Road B East - John Glenn Middle School J1, Attachment 5 K V--* a City of Maplewood ro milm- L County Road B December 20, 2019 r 4 Open Space/Park Single Dwelling (r1) Double Dwelling (r2) Multiple Dwelling (r3) Farm (f) Mixed Use (mu) 0 490 Feet Source: Citv of Maolewood. Ramsev c e 4 Open Space/Park Single Dwelling (r1) Double Dwelling (r2) Multiple Dwelling (r3) Farm (f) Mixed Use (mu) 0 490 Feet Source: Citv of Maolewood. Ramsev c J1, Attachment 6 Project Narrative Architecture John Glenn Middle School was originally built in 1961. Capital improvements have made to the school since the original construction, including a pool addition in 1965 and an addition to the academic wing in 1987. The overall building is a split-level configuration, with the academic wing occupying levels 1 and 3, and the administration offices, cafeteria, gymnasiums and pool on level 2. There is a courtyard that is currently accessible from a single door on level 2. The proposed project includes several additions and a complete renovation of all existing spaces. The new construction includes new classroom spaces (including science and STEM classrooms), special education rooms, new music rooms, secure entry provisions, and a new, larger pool with new locker rooms. The renovated portions of the building include a new, larger cafeteria and food service area, more functional administrative spaces, and enhancements to the courtyard to improve access and functionality. In addition to enhancing the flexibility and functionality of indoor and outdoor teaching spaces, the proposed project emphasizes improving the exterior appearance of the building. John Glenn Middle School's existing structure is mix of cast -in-place concrete, masonry, and steel framing with a built-up roofing system. The building's interior construction is masonry and light gauge steel framed walls with gypsum board finish. The building has an aluminum window system. The new exterior envelope/structure includes insulated precast concrete panels down to cast -in-place concrete footings, cast -in-place concrete foundation walls with integral insulation, curtain wall glazing, canopies made of steel framing clad with a fiber cement and phenolic panel system, and a fully adhered EPDM roof system. Civil and Landscape Introduction The site layout and design approach for John Glenn Middle School seeks to utilize the exiting layout of the site, but improve safety, circulation, strengthening the building entries and common areas to promote a welcoming sense of place. The focus for the circulation of the site is to separate the student drop-off and bus loading to improve pedestrian safety and traffic flow. Paths and walkways will be maintained or added for circulation throughout the site as well as connections to the surrounding neighborhood. The building entries will be designed in a manner to passively direct circulation and create small discrete areas for gathering while acting as aesthetic extensions of the building architecture. The site improvements include the expansion of the bus loading area and parking for anticipated growth as well as repurposing of the area surrounding the existing building and proposed building additions. The staff, visitor, and accessible parking stalls are located north of the building with additional parking available in the bus loading lot. The bus loading area will be located on the west side of the site with a driveway entrance from Hazelwood Street. The south driveway to this lot will be relocated further south to accommodate that expanded bussing needs. The student drop-off loop is accessed through a driveway entrance off County Road B. Earthwork and Site Soils A geotechnical exploration was conducted, and the report and recommendations will be used to determine the required subgrade preparation for building additions, pavement, and turf areas. Additional boring information will also be obtained and used for the structural design as well as stormwater infiltration requirements. 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. Packet Page Number 186 of 227 J1, Attachment 6 Stormwater Management 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. The stormwater management approach for the site consists of two underground stormwater treatment systems to capture runoff from the building roof and parking lot impervious surfaces to maximize their effectiveness in improving stormwater quality. The perforated pipe gallery will allow for infiltration of the stormwater runoff into the subsurface soils, with a piped overflow connection to the nearby storm sewer system. Landscape Design and Vegetation The landscape is designed to provide a comfortable, inviting, and beautiful setting for the renovated building, in compliance with the requirements of the local Zoning Code. There are several shrub and perennial planting beds at near main entries and at key locations around the building. Overstory and ornamental trees were added selectively to provide shade, color interest, and frame gathering areas. The planting plan includes overstory trees, ornamental trees, and several existing trees. Where possible, existing trees will be preserved to maximize canopy coverage. All tree selections will be native or hardy adapted species, suitable for the site conditions. Shrub and perennial planting beds will be planted with native or hardy adapted species and will focus on selections that provide year-round interest, pollinator habitat, and non-toxic, kid -friendly attributes. All planting areas and trees will receive 3" of hardwood mulch and edging for planting areas will be a 4" metal edger where needed. An eighteen -inch maintenance edger of dresser trap rock will be included at the base of the building for ease of maintenance. All perennial and shrub planting areas will be irrigated unless the area is functioning as a stormwater management area. Entry Plazas The main public entry at the north end of the building and along the bus drop-off area on the west will be planted to enhance the building design and provide a welcoming experience. These spaces are designed to provide small gathering spaces with seating. The main building entry will be accentuated by having a charcoal gray colored concrete plaza that aligns with the building overhang and extends to the curb line. The bus entry will be emphasized by have a matching colored concrete under the building overhang. All concrete within the entry areas will be scored in a decorative manner that complements the building and landscape design. The main entry plaza features a small stepped turf amphitheater/seating area that is a total of eighteen inches in height. All key entry points will also feature at -grade planters that will be planted with ornamental grasses. Benches are set along the edges of the planters to provide small gathering areas. Courtyard Design The courtyard will be improved to work with the approximate five-foot grade change in a series of terraces and a sloped walk to provide access across the courtyard that complies with ADA standards. The sloped walk terminates with a cast -in-place concrete eighteen -inch -high seat wall/monumental stair that can double as an outdoor classroom. The courtyard will be designed to include seating towards the cafeteria side of the building, flexible outdoor classroom space towards the classrooms and labs, and shaded lawn and sensory gardens in between to provide a soft divide between uses. The walkable courtyard surfacing will be a decorative scored concrete that meets ADA standards and provides a durable surface that is easily maintained. The planted areas will be a combination of turf lawn, trees, and perennials. Bollard lighting will enhance the courtyard for evening and winter use. Site furnishings Pre -cast concrete benches provide durable seating at the main entry plaza, the pool entry, the bus drop off and in the courtyard. Bike racks are located near the main entry and cafeteria entry. Trash/recycling receptacles are provided near all main entry points to the building. Packet Page Number 187 of 227 J1, Attachment 6 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. 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. Packet Page Number 188 of 227 J1, Attachment 6 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 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. Packet Page Number 189 of 227 J1, Attachment 6 • Energy Efficiency —The electrical design will meet or exceed all the latest ASH RAE 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. Conclusion The proposed project for John Glenn Middle School includes several additions and a complete renovation of all existing spaces. The new construction includes new classroom spaces (including science and STEM classrooms), special education rooms, new music rooms, secure entry provisions, and a new, larger pool with new locker rooms. The renovated portions of the building include a new, larger cafeteria and food service area, more functional administrative spaces, and enhancements to the courtyard to improve access and functionality. In addition to enhancing the flexibility and functionality of indoor and outdoor teaching spaces, the proposed project emphasizes improving the exterior appearance of the building. The site improvements are driven by the School District's increased educational needs to expand and realign program in the building as well as the need for improved site circulation. By separating the bus loading and unloading, staff and visitor parking, and student drop-off areas the proposed plan will increase student and visitor safety while improving necessary sight lines across the campus. Landscaping and lighting for the site will enhance site safety while complementing the education experience and building aesthetic. The proposed building additions and renovations for John Glenn Middle School will allow School District 622 to best meet the needs of their rapidly expanding student population while improving the overall safety and the student/teaching experience. Packet Page Number 190 of 227 J1, Attachment 7 ❑ ❑ 20 mono > 10>Es El a � oo Kw M Packet Page Number 191 of 227 F 2e N El J1, Attachment 8 o a 0G�Goo§ w � m � o 0 rc 0 K-1 Packet Page Number 192 of 227 r pGy .0 o J ire � �.o oz oz =o� w o 0 00 o o a 0G�Goo§ w � m � o 0 rc 0 K-1 Packet Page Number 192 of 227 J1, Attachment 9 CD >o g Z 2E o a ❑ oo w E �I9 WI= Wl=o,e Packet Page Number 193 of 227 �1= '` I €a6 a a_€=o eew� , _-fig[ t=wo. w n� --- eye E �I9 WI= Wl=o,e Packet Page Number 193 of 227 �1= '` I E �I9 WI= Wl=o,e Packet Page Number 193 of 227 J1, Attachment 9 a >o 0 o _ $ �y zoo w 'a �a waw ® 3 ¢ ❑ - - < - - :Q .HH e'-•e� e'y,d ab Packet Page Number 194 of 227 6 _i 1 I , 1 1 Packet Page Number 194 of 227 6 c h _, c n oxo 3 a va 4 ?ta- e=e§ a' 1 10 €- a: in- � .ohm. �e Woz _ O O 8 wT-IT J1, Attachment 9 CD o >A C4o z Mw CoEl s CCM Packet Page Number 195 of 227 S'S E I -A 15. to El Packet Page Number 196 of 227 J1, Attachment 9 LU CD H En H M H Packet Page Number 196 of 227 J1, Attachment 9 M LU CD M d],Attachment 9 --11, LL ak� o sA : 22 ❑ ( d \ { { Packet Page Number 197 G 227 -«« 5 : i- : }} \\\}\\\\}\\}\\\\\\\\ }\\\\ ( d \ { { Packet Page Number 197 G 227 MI \ \PH UH Packet Page Number 198 of 227 (D � � � (i� A,Attachment g CD )/I\ ❑ J 1, Attachment 10 N o C r TO 0 Kw a 9 Packet Page Number 199 of 227 9 vv MC ¢3 ,o Fs� W >€ h<a W E OC a�0 =5� o�wa .owe :330 3Too W;\ l� w 3 -" � H8a . . .... . . . . . 9 Packet Page Number 199 of 227 9 vv MC ¢3 ,o Fs� W 9 Packet Page Number 199 of 227 0 N O N M G W M W >€ h<a W E OC a�0 =5� o�wa .owe :330 3Too W;\ l� w 3 -" � H8a 9 Packet Page Number 199 of 227 J1, Attachment 11 Engineering Plan Review PROJECT: John Glenn Middle School Renovations PROJECT NO: 20-01 COMMENTS BY: Jon Jarosch, Assistant City Engineer DATE: 1-13-2020 PLAN SET: Engineering plans dated 12-20-2019 The applicant is proposing several additions to the existing John Glenn Middle School, along with reconfiguring the site to better accommodate drop-off and pick-up activities. The applicant is requesting design approval. As this project is projected to disturb more than '/2 acre, it is required to meet the City's stormwater quality and rate control requirements. Stormwater management for the site is proposed to be accommodated via the use of two underground infiltration systems. 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) Soil boring information shall be submitted to support infiltration rates utilized in stormwater calculations. 4) 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. Packet Page Number 200 of 227 J1, Attachment 11 5) The 100 -Year High -Water -Level (HWL) shall be depicted on the plans for the underground infiltration systems and low -point at the west side of the northerly parking lot. 6) The site shall meet the City's freeboard requirements as it pertains to the underground infiltration systems, low -points, and the building floor elevation. 7) An emergency overflow location shall be provided for the low -point at the west end of the northerly parking lot. Grading and Erosion Control 8) The underground infiltration systems shall be protected from sedimentation throughout construction. 9) Inlet protection devices shall be installed on all existing and proposed onsite storm sewer until all exposed soils are stabilized. 10) Adjacent roadways shall be swept as needed to keep the pavement clear of sediment and construction debris. 11) All pedestrian facilities shall be ADA compliant. 12) A copy of the project SWPPP and NDPES Permit shall be submitted prior to the issuance of a grading permit. 13) The total cut/fill volume shall be noted on the grading plans. Sanitary Sewer and Water Service 14) Sanitary sewer service piping shall be schedule 40 PVC or SDR 35. 15) Any 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. Packet Page Number 201 of 227 J1, Attachment 11 Other 17) All damaged or removed portions of sidewalks and trails adjacent to the site shall be replaced in like -kind. Sidewalk shall be extended through the area where the existing southerly entrance is removed along Hazelwood Street. 18) The plans shall be signed by a professional engineer currently licensed in the State of Minnesota. 19) The southerly entrance to the parking lot/bus loading area is currently shown within a parking bay along Hazelwood Street. The curb along Hazelwood Street shall be modified to keep this southerly entrance outside of the parking bay (the curb alignment to the north shall be extended south past the entrance and then taper back into a parking bay). 20) The proposed sanitary sewer connection in County Road B is subject to the review of Ramsey County. All work within County Right-of-way will require a permit from the County. All conditions of Ramsey County shall be met prior to the issuance of permits. 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. 21) Grading and erosion control permit 22) Sanitary Sewer Permit 23) Storm Sewer Permit 24) City Right -of -Way Permit Landscape Review Comments Provided by Emily Dunlap, City of Maplewood Natural Resources Coordinator The following species listed in the Landscape Plan need to be substituted: Japanese Silvergrass (Miscanthus sinensis `Kleine Fontaine') is 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 Miscanthus be replaced with a different grass such as Feather Reed Grass or Switchgrass. Packet Page Number 202 of 227 - END COMMENTS - J1, Attachment 11 Packet Page Number 203 of 227 Project: Location: Date of Plans: Date of Review Reviewer: Project Background Environmental Review John Glenn Middle School 1560 County Road B East Tree Preservation Plan — 12/20/19 Landscape Plan — 12/20/19 January 13, 2020 Shann Finwall, AICP, Environmental Planner J1, Attachment 12 School District 626 is proposing additions and interior and exterior improvements to John Glenn Middle School. There are significant trees located on the property. The applicant must comply with the City's tree preservation ordinance. Trees Tree Preservation 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 mitigation calculation. The calculation takes into account the size of a tree and bases replacement on that size. The calculation also allows credits to the final tree replacement when preserving specimen trees (defined as a healthy tree that is 28 inches in diameter or greater). If less than 20 percent of the total significant tree diameter inches on the property is removed, the applicant shall replace one tree per significant tree removed. Tree replacement shall be a minimum of 2 -caliper inches in size. 2. Tree Impacts: There are 80 significant trees, equaling 1,247 diameter inches of significant trees located on the property. The applicant is proposing to remove 15 significant trees, for a total of 180 diameter inches of significant trees removed from the site. This is less than 20 percent of the total significant tree diameter inches on the property. City code requires that the applicant replace one 2 -caliper inch tree for every significant tree removed. In this case the applicant is required to replace 15 — 2 -caliper inch trees. 3. Tree Replacement: The applicant's landscape plan shows the planting of 64 trees, which exceeds City code requirement. 4. Tree Preservation Recommendations: Submit a cash escrow or letter of credit to cover 150% of the tree replacement requirements. Packet Page Number 204 of 227 Cit Co 19C ME Ah INEIMA December 23, 2019 J1, Attachment 13 PATRICK H w iORAN 2034 H,A7r"1-WOOD ST N MAPLEWOOD MN 55109-4437 1560 COUNTY ROAD B EAST — JOHN GLENN MIDDLE SCHOOL This letter is being sent in order to get your opinion on a proposal by ISD 622 which is proposing a project to include several building additions and a complete renovation of all existing spaces at John Glenn Middle School which is located at 1560 County Road B East. The new construction would include new classroom spaces, special education rooms, new music rooms, secure entry provisions, and a new, larger pool with new locker rooms. The renovated portions of the building include a new, larger cafeteria and food service area, more functional administrative spaces, and enhancements to the courtyard to improve access and functionality. To move forward with this project, the applicant needs city council approval of a conditional use permit and design review. I would like your input to prepare a recommendation to the planning commission and city council. Please write -yam -comments below and return this letter and any attachments on which you have written comments by January 10, 2020. For more information, please visit httv//www maplewoodmn.gov/JohnGlenn or call me at 651- 249-2303 between 8 a.m. and 4:30 p.m. You can also email me at Michael Martin(l,d_)MaplewoodMN.gov. I will send you notice of the public hearing on this request when it is scheduled. Thank you for your comments. I will give them careful consideration. MICHAEL MARTIN, AICP — ASSISTANT COMMUNITY DEVELOPMENT I have no comments: Packet Page Number 205 of 227 J1, Attachment 14 DRAFT MINUTES OF THE MAPLEWOOD COMMUNITY DESIGN REVIEW BOARD 1830 COUNTY ROAD B EAST, MAPLEWOOD, MINNESOTA TUESDAY, JANUARY 21, 2020 6:00 P.M. E. NEW BUSINESS 3. John Glenn Middle School, 1560 County Road B East a. Design Review Resolution i. Assistant Community Development Director, Michael Martin gave the report on John Glenn Middle School, 1560 County Road B East, Design Review Resolution and answered questions of the board. ii. Applicant, Chris Bubser, LHB Inc. 701 Washington Avenue, Minneapolis, addressed and answered questions of the board. Chairperson Kempe moved to approve the Design Review Resolution for John Glenn Middle School at 1560 County Road B East as shown in attachment 2 in the staff report. Seconded by Boardmember Ledvina. Ayes — All The motion passed. Packet Page Number 206 of 227 J1, Attachment 15 DRAFT MINUTES OF THE MAPLEWOOD PLANNING COMMISSION 1830 COUNTY ROAD B EAST, MAPLEWOOD, MINNESOTA TUESDAY, JANUARY 21, 2020 7:00 P.M. E. PUBLIC HEARING 1. 7:00 p.m. or later: John Glenn Middle School, 1560 County Road B East a. Conditional Use Permit Resolution i. Assistant Community Development Director, Michael Martin gave the report on the Conditional Use Permit Resolution for John Glenn Middle School, 1560 County Road B East and answered questions of the commission. ii. Applicants, Chris Bubser, LHB Inc. and Landscape Architect, Nikki Schlett, LHB Inc., 701 Washington Avenue, 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. Commissioner Desai moved to aaarove the Conditional Use Permit Resolution for John Glenn Middle School. 1560 Countv Road B East as stated in the staff reaort. Seconded by Commissioner Ige. Ayes - All The motion passed. Packet Page Number 207 of 227 J2 CITY COUNCIL STAFF REPORT Meeting Date February 10, 2020 REPORT TO: Melinda Coleman, City Manager REPORT FROM: Jane Adade, Planner PRESENTER: Jeff Thomson, Community Development Director AGENDA ITEM: Conditional Use Permit Resolution, Dog Day Care, 47 Century Avenue North Action Requested: ✓ Motion ❑ Discussion ❑ Public Hearing Form of Action: ✓ Resolution ❑ Ordinance ❑ Contract/Agreement ❑ Proclamation Policy Issue: Chris and Angela Holbrook are requesting a conditional use permit (CUP) to allow outdoor play areas for a dog day care at 47 Century Avenue North. Recommended Action: Approve the attached conditional use permit resolution to allow outdoor play areas for a dog day care at 47 Century 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 December 27, 2019. The initial 60 -day review deadline for a decision is February 25, 2020. 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 On April 10, 1979, the city approved site and design plans for a two-story auto parts building for Big A Auto Parts . On October 9, 1979, the city approved landscaping plans for Big A Auto Parts with the condition that a five foot berm be provided on the westerly property line. Packet Page Number 208 of 227 J2 Discussion Proposed Use The applicant is proposing to convert the vacant building at 47 Century Avenue into a dog day care for dog sleepovers, grooming, training and retail of dog supplies. The facility will have outdoor play areas to the north and west of the building. The applicant is proposing to remove the driveway on the north and a section on the west side of the building and replace with antimicrobial turf material to serve as the outdoor play areas for the dogs. The play areas will be enclosed within an 8 -foot chain link fence with windscreens, and the ground covered with an antimicrobial turf material. The day care is proposed to operate Mondays to Fridays from 7:00 a.m. to 6:30 p.m. Overnight dogs will be taken outside between 6:30 and 7:00 in the mornings and evenings for potty breaks. This schedule will apply 7 days a week. There are no proposed changes to the size of the building. Zoning The site is currently zoned as business commercial (BC) and designated as commercial (C). Dog day care centers are an allowed use within the business commercial zoning district, however the city code requires a conditional use permit for any use that occurs outside the buiding. In addition, Section 44- 512(10) of the city code requires a Conditional Use Permit for any use similar to any of the uses listed in subsections (1) through (10) of Section 44-512, if such use is not noxious or hazarduous. Parking This site was originally approved to have a total of 25 parking spaces and to measure 10 by 20 feet in width with 25 foot wide drives. The new dog day care will have about 800 square feet of patron space. Using the standard of one space for every 200 square feet, four (4) parking spaces will be required. The applicant proposes to maintain 10 parking spaces in the front of the building, for a maximum of 5 employees and the remaining to serve as short term parking for dog owners picking up or dropping off their dogs. Exterior Improvements There are no exterior changes proposed for the building. However, as part of reviewing this proposal, staff visited and inspected the site found that the trash dumpsters onsite are not screened, there is rubbish on the site, and the fence that runs west is in disrepair. Staff is recommending the applicants address these issues as part of the conditions of this conditional use permit. 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 and Fire Chief, Steve Lukin reviewed the proposal and recommended that a fire sprinkler system be installed in the building. Packet Page Number 209 of 227 J2 Commission Review Planning Commission January 21, 2020: The planning commission held a public hearing and recommended approval of this project with additional conditions regarding grading and containment of run off from the site. Citizen Comments Staff surveyed the 76 surrounding property owners including 25 properties in Woodbury within 500 feet of the site for their opinion about this proposal. Staff received nine responses: 1. As we have the century Ridge Apartments directly north of this location, my only concern will be for possible noise issues due to barking dogs (Don Kasbohm-Spruce Partners LLC, 89 Century Avenue North, Maplewood) 2. 1 received the letter explaining the plans for 47 Century Ave N. I'm a dog owner, have had dogs my entire life and in general like dogs more than humans in many ways. One would think I'd be happy to have this business next to my home at 6048 Ridge Dr. Woodbury, MN 55125. Unfortunately, dogs bark. There is no way around it. I can't stress enough that I don't want barking dogs next to my home. There is literally nothing in between their side outdoor area and my house. They say the dogs won't bark, but that's not how dogs work especially since they are being dropped off in an unfamiliar territory with many other dogs. This easily creates an anxious environment for many dogs which will bark in response. I encourage you to visit a similar facility for 5 minutes and you'll see what I mean. I'd be fine with the business if they operated 100% indoors. Thanks for your consideration in this matter (Daniel West, 6048 Ridge Dr., Woodbury). 3. 1 think it should be approved as soon as possible so that people can get going on their business (Bruce Rinkel, 2695 Brookview Dr, Maplewood) 4. 1 have lived in this house for 58 years and have seen a lot of changes in the area. There used to be a farmhouse behind me. That sold and all of the land changed. First it was the apartment complex, then most recently it was the conversion of a building to a mental health facility. The Mayor boasts about how many new businesses there are coming into Maplewood in the Maplewood Living newsletter, but it doesn't seem like Maplewood cares about its residents. The market value of my home went up from $194,300 to $207,000 this year. I don't think I could sell my house for that much with a doggie day care behind me. Now my taxes are also going up from $2766 to $3016. The doggie day care could have up to 60 dogs (5 employees that can handle 12 dogs). That is a lot of dogs. They will bark and create dog waste. They are proposing to spray disinfectant in the play yards. That will run off and down the hill into my yard (Robert Freid, 56 Mayhill Road). 5. My family has dogs and it will be a convenient location. We have no objections as long as it is well maintained and cleaned (Michael and Kristin Kjar, 69 Mayhill Rd, Maplewood). 6. While we have some concern over the noise of the barking (mostly since we have a dog nearby), we support Central Bark's plans for the space. We are glad to see a well operated business moving in. One comment we want to add is that we have been extremely disappointed with how poorly all businesses in this area have taken care of their property. We hope that the entire group of businesses can at a minimum get a fresh coat of paint, proper Packet Page Number 210 of 227 J2 signage and mow their lawn regularly (Aaron Nienaber and Jane 011ila, 77 Mayhill Rd, Maplewood). 7. 1 live at 63 Mayhill Rd (one block behind Century) and don't approve of a dog care business at this location. My main problem would be with the barking (and I don't believe they can control it when dogs are out to get exercise). The location is adjacent to a restaurant and I don't think diners would appreciate hearing barking. Sounds travel in a weird way in this area - when my neighbor across the street drives in his driveway, it sounds like someone is in my driveway. The proposed dog care would be behind two houses up from 56 Mayhill and there is a good possibility that I would hear the barking. Century Ave is a very busy street and if, possibly, a dog would get loose and run out it could cause an accident, or even worse. Thank you for giving my concerns consideration (Shirley Neudahl, 63 Mayhill Road, Maplewood). 8. My family and I are battling influenza and unable to attend tonight's public hearing for the proposal of turning the building at 47 Century Avenue into a dog day care facility, but we had some concerns we would like to express. Our home is directly behind the proposed site at 48 Mayhill rd. I am concerned with the outdoor play area proposal mostly because of waste. I believe I read that the yard would be sprayed down and the runoff directed to the back of the lot. The grade of the land would send the runoff into our yard and further down to our neighbors. We garden in the back. I'm concerned about how this would affect the health of our yard, and also concerned about how much, if at all, this would smell. I'm also a bit concerned about the noise of this proposal. I feel like multiple dogs in an enclosed area would likely get loud. For those of us who have back yards adjacent to this lot, it could be pretty bothersome. Finally I'm a bit concerned about what this would do to the property values of the homes directly adjacent to the proposal. Having a home right behind this center, I am concerned that future buyers of this house will be turned off by barking dogs in the back yard should we plan to sell. Are there any existing models for this set up that show that home values directly bordering the facilities did not decline? I'm all for filling the empty building and love animals and completely see the need for a pup care center, but I have to be concerned for our interests too. Thank you so very much. (Becky Schmidt, 48 Mayhill Road, Maplewood). 9. No, I do not agree. (Shawn Yang, 28 Mayhill Road, Maplewood). Reference Information Site Description Site Size: 0.96 acres Existing Land Use: Vacant Building Surrounding Land Uses North: Century Ridge Apartments South: Masala Restaurant, 27 Century Avenue South East: Century Avenue/Residential Homes in Woodbury Northeast: Maplewood Auto Mall, 2525 White Bear Avenue West: Single Family Homes on Mayhill Road Packet Page Number 211 of 227 J2 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. 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. Attachments 1. Conditional Use Permit Resolution 2. Overview Map 3. Zoning Map 4. Land Use Map 5. Applicant's Narrative 6. Site Plan 7. Draft Planning Commission Minutes, dated January 21, 2020 Packet Page Number 212 of 227 J2, Attachment 1 CONDITIONAL USE PERMIT RESOLUTION BE IT RESOLVED by the City Council of the City of Maplewood, Minnesota, as follows: Section 1. Background. 1.01 Chris and Angela Holbrook have requested approval of a condition use permit. 1.02 The property located at 47 Century Avenue North is legally described as: Lot 15 of Wright's Garden Lots Subject to Rd and Subject to Rd Exemption North 725 feet and Exemption South 460 feet; Lot 15. (PIN 01-28-22-14-0104) Section 2. Standards. 2.01 City Ordinance Section 44-512(10) requires a Conditional Use Permit for any use similar to any of the uses listed in subsections (1) through (10) of Section 44-512, if such use is not noxious or hazarduous. 2.02 Section 44-637(b) Section 44-512(11) requires a Conditional Use Permit for any outside use within 75 feet of a residential building. 2.03 General Conditional Use Permit Standards. City Ordinance Section 44-1097(a) states that the City Council must base approval of a Conditional Use Permit on the following nine standards for approval. 1. The use would be located, designed, maintained, constructed and operated to be in conformity with the City's Comprehensive Plan and Code of Ordinances. 2. The use would not change the existing or planned character of the surrounding area. 3. The use would not depreciate property values. 4. The use would not involve any activity, process, materials, equipment or methods of operation that would be dangerous, hazardous, detrimental, disturbing or cause a nuisance to any person or property, because of excessive noise, glare, smoke, dust, odor, fumes, water or air pollution, drainage, water run-off, vibration, general unsightliness, electrical interference or other nuisances. 5. The use would not exceed the design standards of any affected street. 6. The use would be served by adequate public facilities and services, including streets, police and fire protection, drainage structures, water and sewer systems, schools and parks. Packet Page Number 213 of 227 J2, 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. Section 3. Findings 3.01 The proposal meets the specific conditional use permit standards. Section 4. City Review Process 4.01 The City conducted the following review when considering this conditional use permit request. On January 21, 2020, the planning commission held a public hearing. The city staff published a hearing notice in the Pioneer Press 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 this resolution. 2. On February 10, 2020, the city council discussed this resolution. They considered reports and recommendations from the planning commission and city staff. Section 5. City Council 5.01 The city council hereby the resolution. Approval is based on the findings outlined in section 5 of this resolution. Approval is subject to the following conditions: 1. The use of this property shall be limited to the type of operation described in this staff report. Any change in operations will require an amendment to the conditional use permit. 2. Hours of operation for dog pick-ups and drop-offs shall be limited to 7:00 a.m to 7:00 p.m. 3. Drop-off and pick-up services shall not block the public right-of-way and shall occur onsite within designated parking spaces. 4. Prior to the issuance of any permits, the applicant must: a. Submit and receive approval for landscaping and grading from the city engineer. b. Submit a detailed plan for approval by the city engineer that demonstrates how runoff resulting from stormwater and any waste related to the keeping of dogs will be contained on the site. Packet Page Number 214 of 227 J2, Attachment 1 5. Provide dumpster enclosures around all trash containers. Enclosures must meet the city code requirement. 6. Repair all fencing and ensure that site is tidy at all times. 7. The applicant shall comply with all requirements by Building Official, Dave Peterson. 8. Any exterior improvements would require design approval. 9. All signs require a separate sign permit and must meet city code requirements. 10. The city council shall review this permit in one year. by the City Council of the City of Maplewood, Minnesota, on February 10, 2020. Packet Page Number 215 of 227 47 Century Avenue North Maplewood Overview Map J2, Attachment 2 December 17, 2019 Ir k •" u A A.L J .a t Legend e Subject Parcel Chain Link Fence `.. Turf 0 240 1 Feet 9 Source: Cit of Ma lewood Ramse Count " Packet Page Number 216 of 227 47 Century Avenue North Maplewood Zoning Map 7. 41 t. p, if. 44W 4 A Legend Zoning Single Dwelling (rl) 4 Multiple Dwelling (r3) Farm (f) Business Commercial (bc) Subject Parcel 0 240 IIIIIIIIEZ:= Feet Source: Citv of Maplewood. Ramsev Countv J2, Attachment 3 December 17, 2019 Packet Page Number 217 of 227 47 Century Avenue North J2, Attachment 4 M V-�' M City of Maplewood December 17, 2019 Maplewood Packet Page Number 218 of 227 December 13, 2019 City of Maplewood Environmental and Economic Development Department 1902 County Road B East Maplewood, MN 55109 Re: Conditional Use Permit Application for Central Bark 47 Century Avenue N, Maplewood, MN 55119 To whom it may concern: J2, Attachment 5 Central Bark is a dog daycare facility focused on the socialization, exercise and wellbeing of dogs. While dog daycare is our primary service, we will also offer sleepovers, dog grooming, training, and some retail. Central Bark is a national franchise with 33 locations in 12 states. We are looking forward to opening the first Central Bark location in the Twin Cities at the above -referenced property in 2020. We understand that our type of business is an approved use under the current zoning, but we were advised that we would need to obtain a conditional use permit for our outdoor play areas; therefore, that is the purpose of this letter and application. The outdoor play spaces are an important component of our business, as it gives the dogs an opportunity to relieve themselves and enjoy fresh air and the outdoors throughout the day. Outdoor time for the dogs will be limited during particularly cold days in the winter and hot humid days in the summer, as well as during any other type of inclement weather. Central Bark will offer daycare Monday -Friday from 7:00 a.m. to 6:30 p.m. with the possibility of offering daycare on weekends if there's demand. Our overnight dogs will be taken outside between 6:30 a.m. and 7:00 a.m. for their morning potty break, then again between 6:30 p.m. and 7:00 p.m. for their final potty break before bedtime. This schedule applies 7 days a week. Each of our dog handlers will complete a training program in animal behavior, canine first-aid and CPR, as well as ongoing training, and will be responsible for up to 12 dogs at one time. Since we will employ an enrichment daycare model, our dog handlers will not only supervise the dogs to ensure safe play but will participate in games and activities to engage the dogs, thus ensuring that noise is kept to a minimum. A well cared -for dog is generally a quiet dog. When dogs do bark, dog handlers are trained how to effectively divert them to other activities. Packet Page Number 219 of 227 J2, Attachment 5 The building on this property is surrounded by driveway and parking areas with grassy areas around the perimeter. There's a 6 -foot wood fence bordering the north and west sides of the property. We would like to use the driveway space on the north side of the building and at the back of the building (west) for our outdoor play areas. The play areas would be enclosed with an 8 -foot chain link fence with windscreens. The ground would be covered with an antimicrobial turf material specifically designed for dogs. The turf is installed over a base layer of drain tile to provide space between the asphalt surface and the turf for drainage to take place and air to circulate. Central Bark facilities follow the U.S. Environmental Protection Agency recommendations for waste disposal; therefore, all dog waste is picked up immediately, properly disposed of in plastic lined containers and placed in a garbage dumpster to be serviced by a local waste removal company. This is done in our outside play areas as well as inside. We use veterinarian recommended and environmentally friendly cleaning products on both our indoor and outdoor areas. Urine is mopped up immediately with an environmentally friendly disinfecting solution in the indoor play areas, and outdoor play areas are sprayed with a disinfecting solution at the end of each day, weather permitting. Throughout the day, urine is sprayed away with a hose. A shop vac is used to remove hair from the turf. As possible runoff is a common concern for municipalities, we would like to note that the Central Bark franchise has been operating for 23 years with over 30 locations throughout the United States with no negative impact on the communities in which they operate. The process for cleaning and sanitizing exterior play areas has produced very little actual "run off,' and what little there is is so diluted there has not been a negative impact. Please see the attached Site Plan and Concept Plans showing the locations of our proposed outdoor play spaces. Let us know if you need any additional information. Thank you for your consideration. Sincerely, Angie Holbrook Baxter's Playhouse LLC d/b/a Central Bark Packet Page Number 220 of 227 Chris Holbrook Baxter's Playhouse LLC d/b/a Central Bark aauuB3sweO LIJ!M pauue3s J2, Attachment 6 r ,w O r N M - ----- -- - --- ------ ------ Fence -- ---- -- - -----------' `T^ �^ <t <� X � O O � i a � i .. CO w^. �LL i i i t i i i i i i i i i i i i i i i L i i i i i i i I i r O N O I O N r O p N any Gnjua3 Packet Page Number 222 of 227 J2, Attachment 6 47 Century Avenue N., Maplewood Concept - Floorplan Outdoor Play Area 1 Outdoor Play Area 2 --------------------- Play --------------------Play Area 1 , Play Area 3 I I I I I I I [ ' I I ' I I 1 ; I I /'------------------,'--------------- I I F I ' E I I 6 1 i Play Area 2 \ / t Play Area 4 I 1 I I I 1 1 I I I 1 I I I i I -- - - -- - - -- -- -., � I r I ( 11 5 II J2, Attachment 6 Outdoor Play Area 3 1� Outdoor Play Area 4 'S1 - ! Outdoor 1 �_-- Nap Room Stay &Play Stay & Play ow Breakroom uo — Zsn — 41 n 12 I1 ��& ge Office,ol /� 111 RRData It 10 5 It I Retail 201, t 13 1, Grooming 11 Packet Page Number 223 of 227 Cr J2, Attachment 6 6 Packet Page Number 224 of 227 J2, Attachment 7 MINUTES OF THE MAPLEWOOD PLANNING COMMISSION 1830 COUNTY ROAD B EAST, MAPLEWOOD, MINNESOTA TUESDAY, JANUARY 21, 2020 7:00 P.M. E. PUBLIC HEARING 7:00 p.m. or later: Dog Day Care, 47 Century Avenue North a. Conditional Use Permit Resolution i. Assistant Community Development Director, Michael Martin gave the report on the Conditional Use Permit Resolution for a Dog Day Care, 47 Century Avenue North. ii. Applicants, Chris and Angie Holbrook, 47 Century Avenue, Maplewood, addressed and answered questions of the board. iii. Assistant Maplewood City Engineer, Jon Jarosch 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. Commissioner Desai requested an addition to the staff recommendation to have the landscaping plan, grading plan and containment of run off should be reviewed and approved by the city engineer. Commissioner Desai moved to approve the Conditional Use Permit Resolution at 47 Century Avenue North as shown in attachment 1 in the staff report. (changes to the staff recommendation are in bold and underlined). The landscaping plan, grading plan and containment of run off shall be approved by the city engineer. Seconded by Commissioner Ige. - Ayes — All The motion passed. This item will be heard by the city council on February 10, 2020. Packet Page Number 225 of 227 J3 CITY COUNCIL STAFF REPORT Meeting Date February 10, 2020 REPORT TO: Melinda Coleman, City Manager REPORT FROM: Jeff Thomson, Community Development Director PRESENTER: Jeff Thomson, Community Development Director AGENDA ITEM: Sale of City -Owned Property at 2501 Londin Lane a. Intent to Close Meeting (Minn. Stat. §13D.05 subd. 3c) b. Purchase Agreement with INH Properties Action Requested: ✓ Motion ❑ Discussion ❑ Public Hearing Form of Action: ❑ Resolution ❑ Ordinance ✓ Contract/Agreement ❑ Proclamation Policy Issue: The City of Maplewood has received a purchase offer for the City -owned property at 2501 Londin Lane East. Recommended Action: Before the meeting is closed, the City Council must state on the record the specific grounds permitting the meeting to be closed and describe the subject to be discussed. Therefore, it is recommended the City Council introduce the following motion: a. Pursuant to Minnesota Statutes Section 13D.05,subd. 3c, I hereby motion to close the regular meeting and go into closed session to consider purchase offers or counter offers for City -owned property located at 2501 Londin Lane East. Upon completion of the closed session, the council may consider approval of the purchase agreement in open session if the council agrees with the draft agreement: b. Approve the purchase agreement with INH Properties for the sale of city -owned property at 2501 Londin Lane If the council does not agree with the current draft purchase agreement, city staff recommends the council table the agreement to its next meeting on February 24, 2020. 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: Closing the meeting has no fiscal impact. The potential sale of City -owned property would result in the City receiving funds from the sale. Packet Page Number 226 of 227 J3 Strategic Plan Relevance: ❑ Financial Sustainability ❑ Integrated Communication ✓ Targeted Redevelopment ✓ Operational Effectiveness ❑ Community Inclusiveness ❑ Infrastructure & Asset Mgmt. This property has historically been used as a fire station. The fire station went dormant several years ago and the building has largely been used for storage. Most recently the building has been leased for storage of a mobile dental trailer. Background The purpose of this agenda item is to consider offers to purchase City -owned property located at 2501 Londin Lane East. Minnesota State Statute 13D.05 subd. 3c, allows a public body to close a meeting. State statute allows the City Council to close a meeting to consider offers made for property the City has for sale and to develop counter offers. Attachments None Packet Page Number 227 of 227