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HomeMy WebLinkAbout2020-04-27 City Council Meeting PacketMeeting is also available on Comcast Ch. 16 and streaming via maplewoodmn.gov AGENDA MAPLEWOOD CITY COUNCIL 7:00 P.M. Monday, April 27, 2020 Held Remotely Via Conference Call Dial 1-888-788-0099 When Prompted Enter Meeting ID: 927 9710 4813 # No Participant ID, Enter # When Prompted Meeting No. 08-20 A. CALL TO ORDER B. PLEDGE OF ALLEGIANCE C. ROLL CALL D. APPROVAL OF AGENDA E. APPROVAL OF MINUTES 1. April 13, 2020 City Council Meeting Minutes F. APPOINTMENTS AND PRESENTATIONS 1. Administrative Presentations a. Council Calendar Update 2. Council Presentations G. CONSENT AGENDA — Items on the ConsentAgenda 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. Strategic Plan Update for First Quarter 2020 3. Massage Center License for We Knead You LLC dba We Knead You, 1900 County Road D East, Suite 130 4. Temporary Sale of Wine and Beer with To -Go Orders 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. North Fire Station Construction Project a. Request for Proposal Results b. Architectural and Engineering Services Contract Agreement with Short Elliot Hendrickson, Inc. 2. Temporary Sign Ordinance 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. 191 A 111 E. F MINUTES MAPLEWOOD CITY COUNCIL 7:00 P.M. Monday, April 13, 2020 Held Remotely Via Conference Call Meeting No. 07-20 CALL TO ORDER E1 A meeting of the City Council was held remotely via conference call and was called to order at 7:01 p.m. by Mayor Abrams. Emergency Management Director Lukin gave a State and County update on COVID- 19; as well as the status of the city employees and personal protection equipment. PLEDGE OF ALLEGIANCE ROLL CALL Marylee Abrams, Mayor Present Kathleen Juenemann, Councilmember Present William Knutson, Councilmember Present Sylvia Neblett, Councilmember Present Bryan Smith, Councilmember Present APPROVAL OF AGENDA City Clean Up Arbor Day Councilmember Neblett moved to approve the agenda as amended. Seconded by Councilmember Juenemann Ayes — All, via roll call The motion passed. APPROVAL OF MINUTES 1. March 23, 2020 City Council Meeting Minutes Change the location in the first paragraph to reflect the meeting was held remotely via conference call. Councilmember Juenemann moved to approve the March 23, 2020 City Council Meeting Minutes as amended. Seconded by Councilmember Neblett Ayes — All, via roll call The motion passed. APPOINTMENTS AND PRESENTATIONS April 13, 2020 City Council Meeting Minutes Packet Page Number 1 of 116 E1 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 City Clean Up Councilmember Juenemann reminded residence that City Clean Up scheduled for April 18th has been cancelled and hoping to reschedule in the Fall. Residence can contact Republic Service to arrange to have bulky items picked up at the curb. Arbor Day Councilmember Juenemann reported that Arbor Day Celebration usually scheduled for May 2nd will not be held this year due to COVID-19. City Manager Coleman gave an update to the City Tree Sale. 3. Resolution for Commissioner Reappointments City Manager Coleman gave the staff report. Councilmember Neblett moved to approve the resolution for Commission reappointments. Resolution 20-04-1804 BE IT RESOLVED THAT THE CITY COUNCIL OF MAPLEWOOD, MINNESOTA: Hereby appoints the following individuals, who the Maplewood City Council has reviewed, to be reappointed to the following commissions: Community Design Review Board Matt Ledvina Term expires April 30, 2023 Heritage Preservation Commission John Gaspar Term expires April 30, 2023 Parks & Recreation Commission Craig Brannon Term expires April 30, 2023 Terri Mallet Term expires April 30, 2023 Nikki Villavicencio Term expires April 30, 2023 Seconded by Councilmember Knutson Ayes — All, via roll call The motion passed. April 13, 2020 2 City Council Meeting Minutes Packet Page Number 2 of 116 E1 4. Parks and Recreation Commission 2019 Annual Report Parks & Recreation Manager Robbins gave the annual report. Councilmember Neblett moved to approve the 2019 Parks and Recreation Commission Annual Report. Seconded by Councilmember Juenemann Ayes — All, via roll call The motion passed. 5. Arbor Day Proclamation Public Works Director Love gave the staff report. Councilmember Juenemann moved to approve the 2020 Arbor Day Proclamation. Seconded by Councilmember Neblett Ayes — All, via roll call The motion passed. 6. Revision to 2020 City Council Appointments to Boards, Commissions and Miscellaneous Groups Assistant City Manager/HR Director Sable gave the staff report. Councilmember Smith moved to approve amend the 2020 City Council appointments to boards, commissions and miscellaneous groups with the additional category of Acting Mayor Pro Tem and to appoint Kathleen Juenemann as the Acting Mayor Pro Tem for the period ending 12/31/2020. Seconded by Councilmember Neblett Ayes — All, via roll call 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. Councilmember Neblett moved to approve agenda items G1 -G4. Seconded by Councilmember Knutson Ayes — All, via roll call The motion passed. 1. Approval of Claims April 13, 2020 3 City Council Meeting Minutes Packet Page Number 3 of 116 E1 Councilmember Neblett moved to approve the approval of claims. ACCOUNTS PAYABLE $ 474,920.67 Checks #105343 thru #105394 $ dated 03/24/20 $ 531,245.52 Disbursements via debits to checking account Payroll Deduction check # 99104133 thru # 99104135 dated 03/20/20 $ dated 03/16/20 thru 03/20/20 $ 708,987.68 Checks #105395 thru # 105420 Payroll Deduction check # 99104149 thru # 99104150 dated 04/03/20 dated 03/31/20 $ 1,863,712.37 Disbursements via debits to checking account dated 03/23/20 thru 03/27/20 $ 138,371.32 Checks # 105421 thru # 105447 dated 04/07/20 $ 301,261.88 Disbursements via debits to checking account dated 03/30/20 thru 04/03/20 $ 4,018,499.44 Total Accounts Payable PAYROLL $ 718,541.33 Payroll Checks and Direct Deposits dated 03/20/20 $ 2,284.25 Payroll Deduction check # 99104133 thru # 99104135 dated 03/20/20 $ 585,573.09 Payroll Checks and Direct Deposits dated 04/03/20 $ 1,405.00 Payroll Deduction check # 99104149 thru # 99104150 dated 04/03/20 $ 1,307,803.67 Total Payroll $ 5,326,303.11 GRAND TOTAL Seconded by Councilmember Knutson Ayes — All, via roll call The motion passed. 2. 2020 Pollinators by the Yard - Maplewood Demonstration Neighborhood Grant a. Resolution Accepting the Pollinators by the Yard - Maplewood Demonstration Neighborhood Grant b. Pollinators by the Yard - Maplewood Demonstration Neighborhood Grant Agreement April 13, 2020 4 City Council Meeting Minutes Packet Page Number 4 of 116 E1 Parks & Recreation Manager Robbins answered questions of the council. Councilmember Neblett moved to approve the resolution accepting the Pollinators by the Yard- Maplewood Demonstration Neighborhood Grant. Resolution 20-04-1805 ACCEPTANCE OF 2020 POLLINATORS BY THE YARD- MAPLEWOOD DEMONSTRATION NEIGHBORHOOD GRANT WHEREAS, this grant contract is between the Minnesota Board of Water and Soil Resources (referred to as the "Board") and the City of Maplewood (referred to as the "Grantee"); 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 Laws of Minnesota 2019, 1St Special Session, Chapter 4, Article 2, Sect. 2, Subd. 8 (f), appropriated funds from the Environment and Natural Resources Trust Funds to the Board for the FY2020 Lawns to Legumes Demonstration Neighborhood program; and WHEREAS, the Board adopted Board Order #20-04 to authorize and allocate funds for the FY2020 Lawns to Legumes Demonstration Neighborhood Program; and THEREFORE, the Board of Water and Soil Resources agrees to award the Grantee a fiscal year 2020 Lawns to Legumes grant in support of eligible costs as described in the Grantee's Application in the amount of $39,440; and THE Grantee has submitted a Board approved work plan and agreed to appropriate and expend the required local match; and THE Grantee represents that it duly qualifies and agrees to perform all services described in the grant contract to the satisfaction of the Board; and THEREFORE, the Board 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 Board grants. NOW, THEREFORE, BE IT RESOLVED that the Maplewood City Council authorizes the City of Maplewood to accept this grant. Seconded by Councilmember Knutson Ayes — All, via roll call The motion passed. Councilmember Neblett moved to approve the Mayor and the City Manager to enter into a grant agreement with the State of Minnesota Board of Water and Soil April 13, 2020 5 City Council Meeting Minutes Packet Page Number 5 of 116 E1 Resources (BWSR). Seconded by Councilmember Knutson Ayes — All, via roll call The motion passed. 3. Resolution for No Parking on Carver Avenue Between McKnight Road to Century Avenue Councilmember Neblett moved to approve the Resolution Requesting Ramsey County to Restrict Parking on Carver Avenue Between McKnight Road to Centu Avenue. Resolution 20-04-1806 REQUESTING RAMSEY COUNTY TO RESTRICT PARKING ON CARVER AVENUE BETWEEN McKNIGHT ROAD AND CENTURY AVENUE WHEREAS, Carver Avenue (CSAH 43) is a Ramsey County State Aid Route, and WHEREAS, Carver Avenue (CSAH 43) between McKnight Road and Century Avenue the existing road facilities generally consists of one travel lane in each direction and a 4 foot wide shoulders, and WHEREAS, the existing road facilities do not provide adequate width for parking on the street; and must therefore be conditioned upon certain parking restrictions. NOW THEREFORE BE IT RESOLVED, that the City Council of the City of Maplewood hereby requests Ramsey County to ban parking at all times on Carver Avenue between McKnight Road and Century Avenue. Seconded by Councilmember Knutson Ayes — All, via roll call The motion passed. 4. Resolution for No Parking on Larpenteur Avenue Between Rice Street to Jackson Street Councilmember Neblett moved to approve the Resolution Requesting Ramsey County to Restrict Parking on Larpenteur Avenue Between Rice Street to Jackson Street. Resolution 20-04-1807 REQUESTING RAMSEY COUNTY TO RESTRICT PARKING ON LARPENTEUR AVENUE BETWEEN RICE STREET AND JACKSON STREET WHEREAS, Larpenteur Avenue (CSAH 30) is a Ramsey County State Aid Route, and April 13, 2020 City Council Meeting Minutes Packet Page Number 6 of 116 0 E1 WHEREAS, Larpenteur Avenue (CSAH 30) between Rice Street and Jackson Street the existing road facilities generally consists of two travel lanes in each direction, and WHEREAS, Larpenteur Avenue (CSAH 30) between Rice Street and Jackson Street is proposed to be striped with one travel lane in each direction, a continuous center left turn lane, and one bike lane in each direction, and WHEREAS, the existing road facilities do not provide adequate width for parking on the street; and must therefore be conditioned upon certain parking restrictions. NOW THEREFORE BE IT RESOLVED, that the City Council of the City of Maplewood hereby requests Ramsey County to ban parking at all times on Larpenteur Avenue between Rice Street and Jackson Street. Seconded by Councilmember Knutson Ayes — All, via roll call 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. I. UNFINISHED BUSINESS None J. NEW BUSINESS 1. Resolution Providing for the Sale of $5,500,000 General Obligation Refunding Bonds, Series 2020A Finance Director Paulseth introduced the report. Bruce Kimmel, Senior Municipal Advisor with Ehlers gave further information. Councilmember Juenemann moved to approve the Resolution providing for the Sale of $5,500,000 General Obligation Refunding Bonds, Series 2020A. Resolution 20-04-1808 Resolution Providing for the Sale of $5,500,000 General Obligation Refunding Bonds, Series 2020A A. WHEREAS, the City Council of the City of Maplewood, Minnesota has heretofore determined that it is necessary and expedient to issue the City's April 13, 2020 7 City Council Meeting Minutes Packet Page Number 7 of 116 E1 $5,500,000 General Obligation Refunding Bonds, Series 2020A (the "Bonds"), to current refund the City's Series 2011A Bonds for interest cost savings through forward delivery; and B. WHEREAS, the City has retained Ehlers & Associates, Inc., in Roseville, Minnesota ("Ehlers"), as its independent municipal advisor for the Bonds in accordance with Minnesota Statutes, Section 475.60, Subdivision 2(9); NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Maplewood, Minnesota, as follows: 1. Authorization. The City Council hereby authorizes Ehlers to assist the City for the sale of the Bonds. 2. Meeting; Proposal Opening. The City Council shall meet at 7:00 p.m. on May 11, 2020, for the purpose of considering proposals for and awarding the sale of the Bonds. 3. Offerinq Document. In connection with said sale, the officers or employees of the City are hereby authorized to cooperate with Ehlers and participate in the preparation of an offering document for the Bonds and to execute and deliver it on behalf of the City upon its completion. Seconded by Councilmember Knutson Ayes — All, via roll call The motion passed. 2. 1902 Building Roof Replacement, City Project 20-06 a. Resolution Authorizing Preparation of Plans and Specifications b. Use of LHB for Professional Design, Inspection, and Contract Administration Services Public Works Director Love gave the staff report. Councilmember Juenemann moved to approve the Resolution Authorizinq Preparation of Plans and Specification for the 1902 Building Roof Replacement, City Project 20-06. Resolution 20-04-1809 AUTHORIZING PREPERATION OF PLANS AND SPECIFICATIONS WHEREAS, the City of Maplewood completed a citywide asset management study in 2015 to inform the decision making process for building facility improvements, and WHEREAS, the proposed 1902 Building Roof Replacement, City Project 20- 06, has been Prioritized and is identified in the approved 2020-2024 Capital Improvement Plan. April 13, 2020 8 City Council Meeting Minutes Packet Page Number 8 of 116 E1 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF MAPLEWOOD, MINNESOTA: 1. The proposed 1902 Building Roof Replacement, City Project 20-06, is hereby authorized to proceed with the development of plans and specification in order to bid the project according to State Statute. 2. The professional services firm, and authorized consultant, shall be LHB, Inc. LHB, Inc. shall be authorized in an amount of $21,750 upon signature of the Work Order Proposal by the Mayor and City Manager. 3. The Finance Director is hereby authorized to make financial transfers necessary for the preparation of plans and specifications. A proposed budget of $21,750 shall be established. The proposed financing is from the Building Maintenance Fund. Seconded by Councilmember Neblett Ayes — All, via roll call The motion passed. Councilmember Juenemann moved to approve the use of LHB, Inc. for professional design, inspection, and contract administration services and to further authorize the Citv Manaaer to sian the attached work order with LHB. Inc. Seconded by Councilmember Neblett The motion passed. K. AWARD OF BIDS None L. ADJOURNMENT Ayes — All, via roll call At the conclusion of the meeting, each councilmember gave their thoughts on the present situation with COVID-19. Mayor Abrams adjourned the meeting at 8:06 p.m. April 13, 2020 9 City Council Meeting Minutes Packet Page Number 9 of 116 Fla CITY COUNCIL STAFF REPORT Meeting Date April 27, 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. Recommended Action: No motion needed. This is an informational item. Upcoming Agenda Items and Work Sessions Schedule: All Workshops have been cancelled for March and April 2020 April _° City Council/Staff Annual Planning Retreat (will reschedule at a later date) May 11 City Council Meeting May 26 City Council Meeting (note change to Tuesday) Council Comments: Comments regarding Workshops, Council Meetings or other topics of concern or interest. 1. Tobacco 21 — Workshop & Council Meeting — follow up after the 2020 legislative session 2. Create Pedestrian Safety Plan — Staff to follow up on implementation/Prioritization of Crosswalk Projects 3. Construction Sales Tax Exemption Legislation — in process 4. Abandoned Housing Licensing — Research is underway Packet Page Number 10 of 116 G1 ILY, IALY, IQ ZUkiIBill LYil TO: Melinda Coleman, City Manager FROM: Ellen Paulseth, Finance Director DATE: April 20, 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: $ 80,559.07 Checks #105448 thru #105477 dated 04/14/20 $ 243,945.28 Disbursements via debits to checking account dated 04/06/20 thru 04/10/20 $ 153,611.49 Checks #105478 thru #105499 dated 04/21/20 $ 441,280.10 Disbursements via debits to checking account dated 04/13/20 thru 04/17/20 $ 919,395.94 Total Accounts Payable PAYROLL $ 581,197.12 Payroll Checks and Direct Deposits dated 04/17/20 $ 2,300.25 Payroll Deduction check # 99104162 thru # 99104164 dated 04/17/20 $ 583,497.37 Total Payroll $ 1,502,893.31 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 11 of 116 Check Register City of Maplewood 04/09/2020 G1, Attachments Check Date Vendor Description Amount 105448 04/14/2020 05114 BOLTON & MENK, INC. GENERAL GIS ASSISTANCE 1,237.50 105449 04/14/2020 05598 KELLY & LEMMONS, P.A. PROSECUTION SERVICES - FEBRUARY 16,250.00 04/14/2020 05598 KELLY & LEMMONS, P.A. PROSECUTION SERVICES - MARCH 16,250.00 04/14/2020 05598 KELLY & LEMMONS, P.A. REMACKEL ABATEMENT FEES FOR SRVS 180.00 105450 04/14/2020 05353 MANSFIELD OIL CO CONTRACT GASOLINE - APRIL 9,940.86 04/14/2020 05353 MANSFIELD OIL CO CONTRACT DIESEL - APRIL 7,126.95 105451 04/14/2020 01160 NEWMAN SIGNS, INC. SIGN POST AND BRACKETS 2,551.58 105452 04/14/2020 01202 NYSTROM PUBLISHING CO INC MAPLEWOOD LIVING - APRIL 6,431.91 105453 04/14/2020 05559 APPRIZE TECHNOLOGY SOLUTIONS ONLINE BENEFITS ADMIN FEE- APRIL 360.50 105454 04/14/2020 05203 DANCE & ENTERTAINMENT, LLC BALLROOM DANCE INSTRUCTION 281.25 105455 04/14/2020 05283 EMERGENCY RESPONSE SOLUTIONS CHEMGUARD CLASS A PLUS FOAM 810.00 04/14/2020 05283 EMERGENCY RESPONSE SOLUTIONS MSA - SCBA MASK CLEANER 323.17 105456 04/14/2020 06009 HEALTHCALL, LLC COMMUNITY PARAMEDIC SOFTWARE -MAF 920.00 105457 04/14/2020 00986 METROPOLITAN COUNCIL MONTHLY SAC - MARCH 9,840.60 105458 04/14/2020 05804 NM CLEAN 1, LLC VEHICLE WASHES - MARCH 90.93 105459 04/14/2020 05356 NORTH SUBURBAN ACCESS CORP PRODUCTION SERVICES - MARCH 614.90 105460 04/14/2020 00001 ONE TIME VENDOR REFUND D PIERCE -ADULT DAYTRIPS 325.00 105461 04/14/2020 00001 ONE TIME VENDOR REFUND J TENSHI-WAKEFIELD RENTAL 322.13 105462 04/14/2020 00001 ONE TIME VENDOR REFUND A STUEBER - VOLLEYBALL 280.00 105463 04/14/2020 00001 ONE TIME VENDOR REFUND S JOHNSON - VOLLEYBALL 280.00 105464 04/14/2020 00001 ONE TIME VENDOR REFUND L KRENZ - VOLLEYBALL 280.00 105465 04/14/2020 00001 ONE TIME VENDOR REFUND K ROHLINGER - VOLLEYBALL 280.00 105466 04/14/2020 00001 ONE TIME VENDOR REFUND M HARDER -WAKEFIELD RENTAL 214.75 105467 04/14/2020 00001 ONE TIME VENDOR REFUND A PHILLIPS -WAKEFIELD RENTAL 214.75 105468 04/14/2020 00001 ONE TIME VENDOR REFUND B ADAMS - DAYTRIP 130.00 105469 04/14/2020 06111 QUADIENT FINANCE USA, INC. POSTAGE - PW LATE FEE 39.00 105470 04/14/2020 01340 REGIONS HOSPITAL MEDICAL SUPPLIES 341.78 105471 04/14/2020 05879 ROADKILL ANIMAL CONTROL DEER REMOVAL - MARCH 119.00 105472 04/14/2020 05976 SAFE -FAST, INC. NITRILE GLOVES 63.68 105473 04/14/2020 04207 STRYKER SALES CORP. COMMUNITY PARAMEDIC SOFTWARE -APR 882.00 105474 04/14/2020 06112 THE BERNARD GROUP COVID-19 FACE SHIELDS 663.33 105475 04/14/2020 06107 TOKLE INSPECTIONS, INC. ELECTRICAL INSPECTIONS - MARCH 1,500.00 105476 04/14/2020 05842 MIKE TURNBULL FIRE MARSHAL SERVICES 03/04 - 03/24 552.00 105477 04/14/2020 06077 WOLD ARCHITECTS & ENGINEERS NEW STATION STUDY 861.50 30 Checks in this report. 80.559.07 Packet Page Number 12 of 116 CITY OF MAPLEWOOD Disbursements via Debits to Checking account Settlement Date Payee 4/6/2020 Delta Dental 4/6/2020 P.E.R.A. 4/6/2020 Empower - State Plan 4/6/2020 MN State Treasurer 4/8/2020 MN State Treasurer 4/9/2020 MN State Treasurer 4/10/2020 MN State Treasurer 4/10/2020 Optum Health Description Dental Premium P.E.R.A. Deferred Compensation State Payroll Tax Drivers License/Deputy Registrar Drivers License/Deputy Registrar Drivers License/Deputy Registrar DCRP & Flex plan payments G1, Attachments ►r:r."M 1,060.00 128,417.71 29,635.00 23,625.71 18,672.43 18,523.46 22,904.79 1,106.18 243,945.28 Packet Page Number 13 of 116 Check Register City of Maplewood 04/16/2020 G1, Attachments Check Date Vendor Description Amount 105478 04/21/2020 01202 NYSTROM PUBLISHING CO INC RESIDENTIAL SOLID WASTE GUIDE 2020 6,377.35 105479 04/21/2020 04845 TENNIS SANITATION LLC RECYCLING FEE - MARCH 62,546.00 105480 04/21/2020 01819 WINDSTREAM LOCAL PHONE SERVICE 03/15 - 04/14 592.29 105481 04/21/2020 05013 YALE MECHANICAL LLC HVAC MAINT - PUBLIC WORKS 1,042.95 105482 04/21/2020 06114 ACROSS THE STREET PRODUCTIONS BLUE CARD RENEWAL TRAINING 2,500.00 105483 04/21/2020 05972 BHE COMMUNITY SOLAR, LLC COMMUNITY SOLAR GARDEN -FEBRUARY 6,613.42 105484 04/21/2020 05618 ENTERPRISE FM TRUST LEASE CHARGES FIRE & PD VEHICLES 2,622.35 105485 04/21/2020 03330 HOISINGTON KOEGLER GROUP INC ZONING ORDINANCE UPDATE 3,277.50 105486 04/21/2020 00755 JEFFERSON FIRE & SAFETY INC RESCUE ADAPTER 925.01 105487 04/21/2020 06115 KINCAID-BURROWS GRAPHIC DESIGN -SOLID WASTE GUIDE 590.00 105488 04/21/2020 06113 MIKE MOTORS OF MINNESOTA, INC. 2020 DODGE CHARGER 6275 27,855.00 105489 04/21/2020 01175 CITY OF NORTH ST PAUL MONTHLY UTILITIES - MARCH 3,073.55 105490 04/21/2020 00001 ONE TIME VENDOR REFUND M VU - WAKEFIELD RENTAL 397.29 105491 04/21/2020 00001 ONE TIME VENDOR REFUND R ADAIMI - 3 SOCCER PROG 195.00 105492 04/21/2020 00001 ONE TIME VENDOR REFUND A WISCHER - SOCCER PROG 65.00 105493 04/21/2020 00001 ONE TIME VENDOR REFUND C WOZNY- FLOOR HOCKEY 55.00 105494 04/21/2020 00001 ONE TIME VENDOR REFUND J FAULKNER - FLOOR HOCKEY 55.00 105495 04/21/2020 00001 ONE TIME VENDOR REFUND J CZECH - GYMNASTICS 50.00 105496 04/21/2020 02001 CITY OF ROSEVILLE CONSULTING SRVS 04/01/20 - 03/31/21 10,000.00 105497 04/21/2020 04256 SHI INTERNATIONAL CORP EMERGENCY LAPTOPS -WORK REMOTELY 12,990.00 04/21/2020 04256 SHI INTERNATIONAL CORP EMS EQUIPMENT 4,923.25 105498 04/21/2020 03826 STERNBERG LANTERS, INC. POLE REPLACEMENTS-FROST/E SHORE 6,550.00 105499 04/21/2020 05528 TOSHIBA FINANCIAL SERVICES (2) CONTRACT 7950665-013 212.89 04/21/2020 05528 TOSHIBA FINANCIAL SERVICES (2) CONTRACT 7950665-012 102.64 ioo,oi i.4a 22 Checks in this report. Packet Page Number 14 of 116 Settlement Date Payee 4/13/2020 4/13/2020 4/14/2020 4/15/2020 4/16/2020 4/16/2020 4/16/2020 4/16/2020 4/17/2020 4/17/2020 4/17/2020 4/17/2020 4/17/2020 4/17/2020 4/17/2020 4/17/2020 4/17/2020 CITY OF MAPLEWOOD Disbursements via Debits to Checking account MN State Treasurer Delta Dental MN State Treasurer MN State Treasurer MN State Treasurer MN Dept of Revenue P.E.R.A. MN State Treasurer MN State Treasurer MN Dept of Natural Resources US Bank VISA One Card* Optum Health U.S. Treasurer ICMA (Vantagepointe) MidAmerica - ING Labor Unions ICMA (Vantagepointe) Description Drivers License/Deputy Registrar Dental Premium Drivers License/Deputy Registrar Drivers License/Deputy Registrar Drivers License/Deputy Registrar MN Care Tax P.E.R.A. State Payroll Tax Drivers License/Deputy Registrar DNR electronic licenses Purchasing card items DCRP & Flex plan payments Federal Payroll Tax Deferred Compensation HRA Flex plan Union Dues Retiree Health Savings *Detailed listing of VISA purchases is attached. G1, Attachments ►r:r."M 10,288.47 931.80 22,398.04 7,499.18 4,064.11 8,760.00 124,491.70 23,593.29 51,715.61 238.48 47,876.65 651.80 103,919.78 7,673.00 21,506.26 3,991.93 1,680.00 441,280.10 Packet Page Number 15 of 116 G1, Attachments Transaction Date Posting Date Merchant Name Transaction Amount Name 03/31/2020 04/01/2020 TIGHTROPE MEDIA SYSTEMS $1,200.00 CHAD BERGO 04/07/2020 04/08/2020 COVERT TRACK GROUP INC $1,200.00 BRIAN BIERDEMAN 03/31/2020 04/01/2020 FACEBK 8SAWKPSGN2 $36.33 NEIL BRENEMAN 03/30/2020 04/06/2020 BCA TRAINING EDUCATION ($275.00) DANIEL BUSACK 03/30/2020 04/06/2020 BCA TRAINING EDUCATION ($275.00) DANIEL BUSACK 04/05/2020 04/06/2020 AMAZON.COM*137R23WM3 $36.58 DANIEL BUSACK 04/01/2020 04/02/2020 CINTAS CORP $70.95 SCOTT CHRISTENSON 04/08/2020 04/09/2020 CINTAS CORP $36.15 SCOTT CHRISTENSON 04/08/2020 04/08/2020 BARNES&NOBLE.COM-BN $42.84 MELINDA COLEMAN 03/26/2020 03/30/2020 RUN N FUN $84.00 SHAWN CONWAY 03/31/2020 04/06/2020 WPSG- INC $124.97 SHAWN CONWAY 04/01/2020 04/02/2020 PAYPAL *DURISANMEDI $1,795.00 SHAWN CONWAY 04/08/2020 04/09/2020 FIRE SAFETY USA, INC. $104.85 SHAWN CONWAY 04/09/2020 04/10/2020 IN *MUSTANG SURVIVAL, INC $277.48 SHAWN CONWAY 04/03/2020 04/06/2020 IN *ON SITE BODY ARMOR $600.00 KERRY CROTTY 03/27/2020 03/30/2020 ZAGG INC $5.99 THOMAS DABRUZZI 03/30/2020 03/31/2020 AMZN MKTP US*M72N17MH3 $488.25 THOMAS DABRUZZI 04/07/2020 04/08/2020 CUB FOODS #1599 $9.63 RICHARD DAWSON 04/07/2020 04/09/2020 MENARDS MAPLEWOOD MN $14.97 RICHARD DAWSON 04/02/2020 04/06/2020 THE HOME DEPOT #2801 $10.50 TOM DOUGLASS 04/03/2020 04/06/2020 BATTERIES PLUS -#0031 $34.25 MICHAEL DUGAS 04/06/2020 04/07/2020 AMZN MKTP US*W34B39XK3 $396.00 MICHAEL DUGAS 04/08/2020 04/09/2020 STREICHER'S MO $685.44 MICHAEL DUGAS 03/31/2020 04/01/2020 CINTAS CORP $37.50 CASSIE FISHER 04/06/2020 04/07/2020 THOMSON WEST*TCD $565.00 CASSIE FISHER 04/07/2020 04/08/2020 LANGUAGE LINE $46.38 CASSIE FISHER 04/07/2020 04/08/2020 CINTAS CORP $18.75 CASSIE FISHER 03/27/2020 03/30/2020 AMAZON.COM*425BU6BC3 $32.24 MYCHAL FOWLDS 03/30/2020 03/30/2020 AMAZON.COM*MD8TR1UD1 AMZN $177.00 MYCHAL FOWLDS 04/01/2020 04/02/2020 ELECTRO WATCHMAN INC $780.00 MYCHAL FOWLDS 04/01/2020 04/02/2020 WEB*NETWORKSOLUT IONS $5.99 MYCHAL FOWLDS 04/02/2020 04/03/2020 AMZN MKTP US*EV55J3JC3 $18.24 MYCHAL FOWLDS 04/04/2020 04/06/2020 LOFFLER COMPANIES, INC $240.00 MYCHAL FOWLDS 04/04/2020 04/06/2020 LOFFLER COMPANIES, INC $1,886.31 MYCHAL FOWLDS 04/06/2020 04/07/2020 VZWRLSS*APOCC VISB $7,393.69 MYCHAL FOWLDS 04/09/2020 04/10/2020 VISION33 INC $3,660.00 MYCHAL FOWLDS 04/09/2020 04/10/2020 VISION33 INC $2,790.00 MYCHAL FOWLDS 04/09/2020 04/10/2020 CAN*CANONFINANCIAL CFS $316.84 MYCHAL FOWLDS 04/09/2020 04/10/2020 TMOBILE*POSTPAID TEL $52.06 MYCHAL FOWLDS 04/02/2020 04/06/2020 VIKING INDUSTRIAL CENTER $297.21 TAMARA HAYS 04/08/2020 04/09/2020 VERSALOK OAKDALE $59.90 TAMARA HAYS 04/02/2020 04/03/2020 WWW.FRUITSHARE.COM $58.65 LINDSAY HERZOG 03/31/2020 04/02/2020 MENARDS MAPLEWOOD MN $828.95 GARY HINNENKAMP 04/09/2020 04/10/2020 PATIO TOWN OAKDALE $65.90 GARY HINNENKAMP 03/27/2020 03/30/2020 MENARDS MAPLEWOOD MN $167.40 ANN HUTCHINSON 04/03/2020 04/06/2020 PETSMART # 0461 $17.97 ANN HUTCHINSON 04/07/2020 04/08/2020 WWW* BINGOBAKER.COM $14.95 ANN HUTCHINSON 03/27/2020 03/30/2020 DALCO ENTERPRISES $116.47 DAVID JAHN 03/30/2020 04/02/2020 THE HOME DEPOT #2801 $9.97 DAVID JAHN 04/06/2020 04/08/2020 MALLORY SAFETY AND SUPPLY $298.00 KEVIN JOHNSON 04/06/2020 04/07/2020 SHRED -IT USA LLC $68.28 LOIS KNUTSON 04/07/2020 04/09/2020 GTS EDUCATIONAL EVENTS $1,105.00 LOIS KNUTSON 04/04/2020 04/06/2020 MENARDS MAPLEWOOD MN $258.71 ERIC KUBAT 04/06/2020 04/08/2020 MENARDS MAPLEWOOD MN $9.29 ERIC KUBAT 04/08/2020 04/10/2020 MENARDS MAPLEWOOD MN $45.76 ERIC KUBAT 04/07/2020 04/08/2020 TRI -TECH FORENSICS, INC. $136.50 JASON KUCHENMEISTER 04/09/2020 04/10/2020 AMZN MKTP US*SG8XP3613 $18.95 JASON KUCHENMEISTER 03/31/2020 04/07/2020 SAFARILAND TRAINING GR ($275.00) DAVID KVAM 03/27/2020 03/30/2020 DALCO ENTERPRISES $128.91 CHING LO Packet Page Number 16 of 116 G1, Attachments 03/28/2020 03/30/2020 HARBOR FREIGHT TOOLS 612 $204.00 STEVE LUKIN 04/01/2020 04/02/2020 EMERGENCY AUTO TECH $120.63 STEVE LUKIN 04/01/2020 04/02/2020 AIRGAS USA, LLC $440.94 STEVE LUKIN 04/01/2020 04/02/2020 AIRGAS USA, LLC $51.22 STEVE LUKIN 04/01/2020 04/02/2020 AIRGAS USA, LLC $93.08 STEVE LUKIN 04/03/2020 04/03/2020 COMCAST CABLE COMM $2.25 STEVE LUKIN 04/03/2020 04/06/2020 THE BERNARD GROUP $663.33 STEVE LUKIN 04/04/2020 04/06/2020 AIRGAS USA, LLC $146.89 STEVE LUKIN 04/09/2020 04/10/2020 CUB FOODS #1599 $16.07 STEVE LUKIN 04/09/2020 04/10/2020 CUB FOODS #1599 $10.69 STEVE LUKIN 03/27/2020 03/30/2020 EVEREST EMERGENCY VEHICLE $80.78 MICHAEL MONDOR 03/30/2020 04/01/2020 BOUND TREE MEDICAL LLC $103.93 MICHAEL MONDOR 03/31/2020 04/01/2020 SALSBURY INDUSTRIES $2,669.25 MICHAEL MONDOR 04/03/2020 04/06/2020 ELEARNING AMERICAN HEA $264.00 MICHAEL MONDOR 04/06/2020 04/08/2020 BOUND TREE MEDICAL LLC $345.80 MICHAEL MONDOR 04/07/2020 04/09/2020 BOUND TREE MEDICAL LLC $241.40 MICHAEL MONDOR 04/08/2020 04/10/2020 BOUND TREE MEDICAL LLC $11.50 MICHAEL MONDOR 03/27/2020 03/30/2020 CINTAS CORP $73.95 BRYAN NAGEL 04/08/2020 04/09/2020 RED WING SHOE #727 $205.98 BRYAN NAGEL 04/07/2020 04/08/2020 AMZN MKTP US ($29.90) MICHAEL NYE 03/27/2020 03/30/2020 HY-TEST SAFETY SHOES - MI $219.96 ERICK OSWALD 04/03/2020 04/06/2020 BOUND TREE MEDICAL LLC $1,286.74 KENNETH POWERS 04/07/2020 04/08/2020 PRIMARY PRODUCTS COMPA $413.67 KENNETH POWERS 04/08/2020 04/10/2020 BOUND TREE MEDICAL LLC $54.58 KENNETH POWERS 03/28/2020 03/30/2020 CERTIFIED LABORATORIES $289.08 STEVEN PRIEM 03/30/2020 03/31/2020 TOWMASTER $85.41 STEVEN PRIEM 03/31/2020 04/01/2020 0391-AUTOPLUS $651.01 STEVEN PRIEM 04/01/2020 04/02/2020 0391-AUTOPLUS ($159.00) STEVEN PRIEM 04/01/2020 04/03/2020 METRO PRODUCTS INC $192.97 STEVEN PRIEM 04/02/2020 04/06/2020 AN FORD WHITE BEAR LAK $93.95 STEVEN PRIEM 04/03/2020 04/06/2020 AUTOZONE3948 $27.90 STEVEN PRIEM 04/07/2020 04/08/2020 DOHERTYS AUTO BODY R $60.74 STEVEN PRIEM 04/07/2020 04/08/2020 POMP S TIRE #021 $1,184.56 STEVEN PRIEM 04/08/2020 04/09/2020 0391-AUTOPLUS $60.20 STEVEN PRIEM 04/08/2020 04/10/2020 AN FORD WHITE BEAR LAK $604.63 STEVEN PRIEM 04/08/2020 04/10/2020 TERMINAL SUPPLY TROY 1 $19.75 STEVEN PRIEM 04/09/2020 04/10/2020 EIG*CONSTANTCONTACT.COM $65.00 AUDRA ROBBINS 03/26/2020 03/30/2020 THE HOME DEPOT #2801 $5.37 ROBERT RUNNING 03/26/2020 03/30/2020 NORTHERN TOOL+EQUIP $24.97 ROBERT RUNNING 04/09/2020 04/10/2020 GARY CARLSON EQUIPMENT $194.90 ROBERT RUNNING 04/08/2020 04/09/2020 PIONEER PRESS ADV $808.36 DEB SCHMIDT 03/26/2020 03/30/2020 ON SITE SANITATION INC $246.00 SCOTT SCHULTZ 04/01/2020 04/02/2020 CINTAS CORP $12.63 SCOTT SCHULTZ 04/01/2020 04/02/2020 CINTAS CORP $95.68 SCOTT SCHULTZ 04/01/2020 04/02/2020 CINTAS CORP $19.04 SCOTT SCHULTZ 04/01/2020 04/02/2020 CINTAS CORP $55.15 SCOTT SCHULTZ 04/01/2020 04/02/2020 CERTIFIED LABORATORIES $367.22 SCOTT SCHULTZ 04/08/2020 04/09/2020 CINTAS CORP $113.72 SCOTT SCHULTZ 04/08/2020 04/09/2020 CINTAS CORP $12.63 SCOTT SCHULTZ 04/08/2020 04/09/2020 CINTAS CORP $68.59 SCOTT SCHULTZ 04/08/2020 04/09/2020 CINTAS CORP $19.04 SCOTT SCHULTZ 03/26/2020 03/30/2020 OFFICE DEPOT #1090 $21.39 STEPHANIE SHEA 03/26/2020 03/30/2020 OFFICE DEPOT #1090 $44.82 STEPHANIE SHEA 03/27/2020 03/30/2020 OFFICE DEPOT #1090 $24.60 STEPHANIE SHEA 03/30/2020 04/01/2020 THE GOOD GUYS $311.10 JOE SHEERAN 03/30/2020 04/01/2020 STORCHAK CLEANERS $18.53 MICHAEL SHORTREED 03/30/2020 04/01/2020 STORCHAK CLEANERS $29.41 MICHAEL SHORTREED 04/02/2020 04/03/2020 DMR SUPPLIES $374.64 MICHAEL SHORTREED 04/07/2020 04/09/2020 MENARDS MAPLEWOOD MN $12.77 MICHAEL SHORTREED 04/07/2020 04/09/2020 THE HOME DEPOT #2801 $77.18 MICHAEL SHORTREED Packet Page Number 17 of 116 04/07/2020 04/09/2020 GREAT RIVER OFFICE PRODUC 03/31/2020 04/01/2020 COSTCO WHSE #1021 04/01/2020 04/01/2020 INT'L CODE COUNCIL INC 04/01/2020 04/03/2020 DEPARTMENT OF LABOR AND I 03/26/2020 03/30/2020 BOUND TREE MEDICAL LLC 03/27/2020 03/30/2020 BOUND TREE MEDICAL LLC 04/03/2020 04/06/2020 BOUND TREE MEDICAL LLC Packet Page Number 18 of 116 G1, Attachments $2,796.00 MICHAEL SHORTREED $21.45 JOSEPH STEINER $403.00 DAVID SWAN $65.00 DAVID SWAN $1,229.72 ERIC ZAPPA $95.90 ERIC ZAPPA $1,284.95 ERIC ZAPPA $47,876.65 CITY OF MAPLEWOOD EMPLOYEE GROSS EARNINGS REPORT FOR THE CURRENT PAY PERIOD CHECK # CHECK DATE EMPLOYEE NAME AMOUNT 04/17/20 ABRAMS, MARYLEE 601.50 04/17/20 JUENEMANN, KATHLEEN 493.60 04/17/20 KNUTSON, WILLIAM 493.60 04/17/20 NEBLETT, SYLVIA 493.60 04/17/20 SMITH, BRYAN 493.60 04/17/20 COLEMAN, MELINDA 6,835.20 04/17/20 KNUTSON, LOIS 3,313.09 04/17/20 SABLE, MICHAEL 4,935.59 04/17/20 CHRISTENSON, SCOTT 2,595.69 04/17/20 DOUGLASS, TOM 2,334.96 04/17/20 JAHN, DAVID 2,719.88 04/17/20 HERZOG, LINDSAY 2,350.17 04/17/20 RAMEAUX, THERESE 3,766.80 04/17/20 ANDERSON, CAROLE 4,688.78 04/17/20 DEBILZAN, JUDY 2,590.49 04/17/20 OSWALD, BRENDA 2,868.40 04/17/20 PAULSETH, ELLEN 5,601.60 04/17/20 RUEB, JOSEPH 4,441.64 04/17/20 ARNOLD, AJLA 485.07 04/17/20 BEGGS, REGAN 2,464.59 04/17/20 COLE, DEBORAH 3,726.33 04/17/20 EVANS, CHRISTINE 2,469.20 04/17/20 LARSON, MICHELLE 2,466.89 04/17/20 SINDT, ANDREA 3,941.09 04/17/20 HANSON, MELISSA 2,048.00 04/17/20 HOCKBEIN, JUDY 1,263.60 04/17/20 KRAMER, PATRICIA 1,412.03 04/17/20 MOY, PAMELA 2,083.04 04/17/20 OLSON, THOMAS 1,768.80 04/17/20 OSTER, ANDREA 2,323.82 04/17/20 RICHTER, CHARLENE 1,388.75 04/17/20 VITT, JULIANNE 917.63 04/17/20 WEAVER, KRISTINE 3,499.76 04/17/20 WINKELMAN, JULIA 1,061.28 04/17/20 ABDI, DAUD 2,343.26 04/17/20 ABEL, CLINT 1,676.15 04/17/20 ALDRIDGE, MARK 3,870.42 04/17/20 BAKKE, LONN 3,882.48 04/17/20 BELDE, STANLEY 3,957.48 04/17/20 BENJAMIN, MARKESE 3,837.16 04/17/20 BERGERON, ASHLEY 3,474.04 04/17/20 BIERDEMAN, BRIAN 4,935.84 04/17/20 BURT-MCGREGOR, EMILY 3,099.53 04/17/20 BUSACK, DANIEL 4,935.84 04/17/20 COLEMAN, ALEXANDRA 2,670.11 04/17/20 CONDON, MITCHELL 2,670.11 04/17/20 CROTTY, KERRY 4,988.42 04/17/20 DEMULLING, JOSEPH 4,524.48 04/17/20 DUGAS, MICHAEL 4,702.73 04/17/20 FISHER, CASSANDRA 2,702.59 G1, Attachments Exp Reimb, Severance, Conversion incl in Amount 40.70 150.00 150.00 22.42 3,180.59 150.00 150.00 150.00 150.00 150.00 150.00 227.68 150.00 150.00 150.00 150.00 75.00 150.00 150.00 150.00 Packet Page Number 19 of 116 G1, Attachments 04/17/20 FORSYTHE, MARCUS 2,771.24 04/17/20 FRITZE, DEREK 4,318.43 150.00 04/17/20 GABRIEL, ANTHONY 3,881.02 150.00 04/17/20 GEISELHART, BENJAMIN 2,143.40 04/17/20 HAWKINSON JR, TIMOTHY 3,637.80 04/17/20 HENDRICKS, JENNIFER 2,060.00 04/17/20 HER, PHENG 3,815.15 04/17/20 HIEBERT, STEVEN 3,771.67 04/17/20 HOEMKE, MICHAEL 376.98 04/17/20 JOHNSON, KEVIN 4,789.16 04/17/20 KANDA, MADELINE 2,343.26 04/17/20 KIM, WINSTON 2,343.26 04/17/20 KONG, TOMMY 3,653.52 04/17/20 KORAN, MARIE 2,155.79 150.00 04/17/20 KROLL, BRETT 3,653.52 04/17/20 KUCHENMEISTER, JASON 2,041.20 150.00 04/17/20 LANGNER, TODD 4,222.48 04/17/20 LENERTZ, NICHOLAS 2,996.95 04/17/20 LYNCH, KATHERINE 3,515.90 04/17/20 MARINO, JASON 3,995.77 04/17/20 MCCARTY, GLEN 4,053.22 150.00 04/17/20 MICHELETTI, BRIAN 3,571.33 04/17/20 MURRAY, RACHEL 3,359.53 04/17/20 NADEAU, SCOTT 5,992.05 04/17/20 NYE, MICHAEL 4,852.73 150.00 04/17/20 OLSON, JULIE 3,957.48 04/17/20 PARKER, JAMES 3,787.01 04/17/20 PEREZ, GUSTAVO 2,437.87 150.00 04/17/20 PETERS, DANIEL 2,670.11 04/17/20 SALCHOW, CONNOR 2,493.26 150.00 04/17/20 SHEA, STEPHANIE 2,162.59 04/17/20 SHORTREED, MICHAEL 5,307.79 150.00 04/17/20 SPARKS, NICOLLE 2,343.26 04/17/20 STARKEY, ROBERT 3,523.78 150.00 04/17/20 STEINER, JOSEPH 4,607.86 04/17/20 STOCK, AUBREY 2,789.72 150.00 04/17/20 SWETALA, NOAH 2,493.26 150.00 04/17/20 TAUZELL, BRIAN 4,072.20 239.97 04/17/20 THIENES, PAUL 4,528.49 150.00 04/17/20 WENZEL, JAY 3,686.38 04/17/20 WIETHORN, AMANDA 2,670.11 04/17/20 XIONG, KAO 3,653.52 04/17/20 XIONG, TUOYER 2,670.11 04/17/20 ZAPPA, ANDREW 3,494.25 04/17/20 BARRETTE, CHARLES 3,280.46 04/17/20 BAUMAN, ANDREW 3,308.29 04/17/20 BEITLER, NATHAN 2,959.99 04/17/20 CONWAY, SHAWN 4,258.86 04/17/20 CRAWFORD JR, RAYMOND 3,796.58 04/17/20 CRUMMY, CHARLES 2,959.99 04/17/20 DABRUZZI, THOMAS 3,703.04 04/17/20 DANLEY, NICHOLAS 2,966.52 04/17/20 DAVISON, BRADLEY 2,951.00 150.00 04/17/20 DAWSON, RICHARD 3,781.14 04/17/20 HAGEN, MICHAEL 2,959.99 04/17/20 HALWEG, JODI 3,527.52 150.00 04/17/20 HAWTHORNE, ROCHELLE 3,430.46 150.00 04/17/20 KUBAT, ERIC 3,698.62 04/17/20 LANDER, CHARLES 3,337.12 04/17/20 LO, CHING 1,617.27 150.00 04/17/20 LUKIN, STEVEN 6,134.70 467.35 Packet Page Number 20 of 116 G1, Attachments 04/17/20 MALESKI, MICHAEL 2,978.44 150.00 04/17/20 MARTIN, MICHAEL 2,624.89 04/17/20 MCGEE, BRADLEY 3,139.47 150.00 04/17/20 MERKATORIS, BRETT 3,190.78 04/17/20 MONDOR, MICHAEL 5,474.97 04/17/20 NEILY, STEVEN 3,308.47 04/17/20 NIELSEN, KENNETH 3,037.43 04/17/20 NOVAK, JEROME 3,517.08 04/17/20 POWERS, KENNETH 3,796.58 04/17/20 SEDLACEK, JEFFREY 4,701.74 150.00 04/17/20 STREFF, MICHAEL 3,377.52 04/17/20 WARDELL, JORDAN 3,340.78 150.00 04/17/20 ZAPPA, ERIC 3,340.78 150.00 04/17/20 CORTESI, LUANNE 2,316.89 04/17/20 JANASZAK, MEGHAN 3,023.16 04/17/20 BRINK, TROY 3,115.56 04/17/20 BUCKLEY, BRENT 3,264.21 04/17/20 EDGE, DOUGLAS 2,792.92 150.00 04/17/20 JONES, DONALD 2,660.61 04/17/20 MEISSNER, BRENT 2,635.99 04/17/20 MLODZIK, JASON 2,076.89 04/17/20 NAGEL, BRYAN 4,706.80 75.00 04/17/20 OSWALD, ERICK 2,662.92 04/17/20 RUNNING, ROBERT 3,053.50 150.00 04/17/20 TEVLIN, TODD 2,808.30 150.00 04/17/20 ZAHNOW, LANCE 2,209.39 150.00 04/17/20 BURLINGAME, NATHAN 3,278.40 04/17/20 DUCHARME, JOHN 3,343.02 04/17/20 ENGSTROM, ANDREW 3,515.90 150.00 04/17/20 JAROSCH, JONATHAN 4,356.32 04/17/20 LINDBLOM, RANDAL 3,343.02 04/17/20 LOVE, STEVEN 5,800.67 150.00 04/17/20 STRONG, TYLER 2,885.60 04/17/20 ZIEMAN, SCOTT 64.00 04/17/20 HAYS, TAMARA 2,582.49 04/17/20 HINNENKAMP, GARY 2,880.62 04/17/20 NAUGHTON, JOHN 2,681.50 04/17/20 ORE, JORDAN 2,732.49 150.00 04/17/20 SAKRY, JASON 2,280.89 04/17/20 STOKES, KAL 2,004.00 04/17/20 BIESANZ, OAKLEY 1,838.60 04/17/20 GERNES, CAROLE 1,937.18 04/17/20 HUTCHINSON, ANN 3,263.77 04/17/20 TROENDLE, CATHY JO 80.00 04/17/20 WACHAL, KAREN 1,158.45 04/17/20 DUNLAP, EMILY 2,326.59 04/17/20 JOHNSON, ELIZABETH 2,424.59 150.00 04/17/20 KROLL, LISA 2,319.20 04/17/20 THOMSON, JEFFREY 4,710.92 04/17/20 ADADE, JANE 1,781.87 04/17/20 FINWALL, SHANN 3,972.30 04/17/20 MARTIN, MIKE 4,221.93 04/17/20 SWAN, DAVID 3,567.50 04/17/20 WEIDNER, JAMES 3,059.39 04/17/20 WESTLUND, RONALD 2,137.00 297.00 04/17/20 WELLENS, MOLLY 2,804.21 04/17/20 REININGER, RUSSELL 2,623.39 04/17/20 ABRAHAM, JOSHUA 2,608.20 04/17/20 BRENEMAN, NEIL 3,422.61 150.00 04/17/20 KUCHENMEISTER, GINA 2,369.20 150.00 04/17/20 ROBBINS, AUDRA 4,617.58 Packet Page Number 21 of 116 04/17/20 BERGO, CHAD 4,027.17 04/17/20 SCHMITZ, KEVIN 2,338.89 04/17/20 SHEERAN JR, JOSEPH 4,111.24 04/17/20 ADAMS, DAVID 2,560.80 04/17/20 HAAG, MARK 2,903.50 04/17/20 JENSEN, JOSEPH 2,462.49 04/17/20 SCHULTZ, SCOTT 4,601.89 04/17/20 WILBER, JEFFREY 2,516.19 04/17/20 PRIEM, STEVEN 2,965.41 04/17/20 WOEHRLE, MATTHEW 2,872.03 04/17/20 XIONG, BOON 2,564.89 04/17/20 FOWLES, MYCHAL 4,700.18 04/17/20 FRANZEN, NICHOLAS 4,318.58 04/17/20 GERONSIN, ALEXANDER 3,445.32 04/17/20 RENNER, MICHAEL 3,114.40 581.197.12 Packet Page Number 22 of 116 G1, Attachments 242.07 G2 CITY COUNCIL STAFF REPORT Meeting Date April 27, 2020 REPORT TO: Melinda Coleman, City Manager REPORT FROM: Lois Knutson, Administrative Services & Performance Measurement Coordinator Mike Sable, Assistant City Manager/ HR Director PRESENTER: Mike Sable, Assistant City Manager/ HR Director AGENDA ITEM: Strategic Plan Update for First Quarter 2020 Action Requested: ✓ Motion ❑ Discussion ❑ Public Hearing Form of Action: ❑ Resolution ❑ Ordinance ❑ Contract/Agreement ❑ Proclamation Policy Issue: Attached is a progress update on the status of the City's Strategic Plan for the first quarter of 2020, using the Executive Report compiled through Envisio. Recommended Action: Motion to accept the Strategic Plan Update for First Quarter of 2020. Fiscal Impact: Is There a Fiscal Impact? ✓ No ❑ Yes, the true or estimated cost is NA Financing source(s): ❑ Adopted Budget ❑ Budget Modification ❑ New Revenue Source ❑ Use of Reserves ❑ Other: NA Strategic Plan Relevance: •� Financial Sustainability Integrated Communication Targeted Redevelopment Operational Effectiveness ✓ Community Inclusiveness ✓ Infrastructure & Asset Mgmt. The executive report on the Strategic Plan includes all six strategic priorities. Background Strategic planning is an organizational management activity that is used to set priorities, focus energy and resources, strengthen operations, ensure that employees and other stakeholders are working toward common goals, establish agreement around intended outcomes/results, and assess and adjust the organization's direction in response to a changing environment. The Mayor and City Council, along with the City Manager and Senior Management, embarked on a systematic process for moving toward a vision in a manner that involves the development and prioritization of strategic goals along with performance measures and measurable strategies and objectives. Packet Page Number 23 of 116 G2 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. The City is continuing to work with Envisio, a software company that implements a web -based solution, to align employees with the strategic plan and performance measures to accomplish organizational outcomes. There are many measures marked as having either "Some Disruption" or "Major Disruption". The majority of these are because of COVI D-19 and the resulting changes in our work and community in our efforts to flatten the curve. Attached is a Disruptions Report highlighting all of the disruptions the City is currently experiencing. Attachments 1. Strategic Plan Update for First Quarter of 2020 2. Disruptions Report Packet Page Number 24 of 116 G2, Attachment 1 Maplewood f'�q� Strategic Plan Update - First Quarter 2020 Report Created On: Apr 21, 2020 Page 1 Packet Page Number 25 of 116 L Strategic Priority Overall Summary 1' Status NKI Key Outcome Performance Measure G2, Attachment 1 106 Action Initiative 40% Progress 0 Strategic planning is an organizational management activity that is used to set priorities, focus energy and resources, strengthen operations, ensure that employees and other stakeholders are working toward common goals, establish agreement around intended outcomes/results, and assess and adjust the organization's direction in response to a changing environment. The Mayor and City Council, along with the City Manager and Senior Management, embarked on a systematic process for moving toward a vision in a manner that involves the development and prioritization of strategic goals along with performance measures and measurable strategies and objectives. Effective strategic planning articulates not only where an organization is going and the actions needed to make progress, but also how it will know if it is successful. Staff spent many hours in late 2018 making revisions to the entire plan for 2019. One of our goals is to have the plan use more measurable items to tell our story. Another goal is to have the plan include more cross - departmental initiatives. The revised Strategic Plan consists of six strategic priorities, a series of Key Outcomes and Performance Measures, which describe desired outcomes and performance success factors. Staff is meeting quarterly with all departments to evaluate and improve their plan elements. Report Legend No Update Overdue Priority Page 2 Packet Page Number 26 of 116 Bio Status Pending 1.89 On Track 70.75 Some Disruption 13.21 • Major Disruption 2.83 „r Upcoming 0.94 • Completed 10.38 G2, Attachment 1 106 Action Initiative 40% Progress 0 Strategic planning is an organizational management activity that is used to set priorities, focus energy and resources, strengthen operations, ensure that employees and other stakeholders are working toward common goals, establish agreement around intended outcomes/results, and assess and adjust the organization's direction in response to a changing environment. The Mayor and City Council, along with the City Manager and Senior Management, embarked on a systematic process for moving toward a vision in a manner that involves the development and prioritization of strategic goals along with performance measures and measurable strategies and objectives. Effective strategic planning articulates not only where an organization is going and the actions needed to make progress, but also how it will know if it is successful. Staff spent many hours in late 2018 making revisions to the entire plan for 2019. One of our goals is to have the plan use more measurable items to tell our story. Another goal is to have the plan include more cross - departmental initiatives. The revised Strategic Plan consists of six strategic priorities, a series of Key Outcomes and Performance Measures, which describe desired outcomes and performance success factors. Staff is meeting quarterly with all departments to evaluate and improve their plan elements. Report Legend No Update Overdue Priority Page 2 Packet Page Number 26 of 116 G2, Attachment 1 Strategic Priority 1 Community Inclusiveness: Strive to create a community that is engaged, tolerant, and compassionate % # about everyone. To further build a community that embraces and respects diversity and that uses Status Pending 10.53 2 different perspectives and experiences to build an inclusive and equitable city for all. On Track 52.63 10 Some Disruption 15.79 3 Major Disruption 15.79 3 A Completed 5.26 1 Key Outcome 1.1 Maplewood is a welcoming community where residents are accepted and engaged. % # On Track 100.0 2 Performance Measure 1.1.1 70% of residents view Maplewood as an open and accepting community. % # On Track 100.0 2 Updated on Apr 21, 2020 15:10:53 Engagement and outreach systems for getting feedback is in place. The National Citizen Survey is the next tool to be implemented. Progress continuing . Key Outcome 1.2 Employees are engaged in community outreach and are culturally aware On Track 25.0 1 Some Disruption 25.0 1 Major Disruption 50.0 2 Performance Measure 1.2.1 80% of benefit earning employees will participate in City sponsored community events annually % # On Track 33.33 1 i Major Disruption 66.67 2 Updated on Apr 21, 2020 21:40:02 During the first quarter employees participated in community events including Meals on Wheels, Big Brothers Big Sisters, and many Public Safety events. There are no upcoming community events scheduled for staff to attend, they have been cancelled due to COVID-19. An initial timeline and curriculum has been developed for supervisor training. However, in person meetings have been cancelled due to COVID-19 and the Social Distancing guidelines. Page 3 Packet Page Number 27 of 116 Performance Measure 1.2.1 > KPI Benefit earning employees participating in City sponsored community events annually Last Update: Apr 21, 2020 21:36:52 50 v a 0 v 0_ 25 35 0 — Q1 2019 Q2 2019 G2, Attachment 1 5 7 I 19 Q3 201 Q4 2019 Q1 2020 Actual Comment During the 1st quarter of 2020 employees participated in community events including Meals on Wheels, Big Brothers Big Sisters, and many Public Safety events. Performance Measure 1.2.2 80% of benefit earning employees will participate in cultural awareness / diversity training % # Some Disruption 100.0 1 Updated on Apr 21, 2020 15:12:46 In-person training and development has been stopped. Staff looking at online versions of Diversity and Inclusion training. Key Outcome 1.3 The demographics of the organization reflect the community and its needs % # On Track 80.0 4 Completed 20.0 1 Performance Measure 1.3.1 Increase the percentage of employees of color among City staff by 2% per year % # On Track 80.0 4 Completed 20.0 1 Updated on Apr 17, 2020 16:59:34 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 28 of 116 Performance Measure 1.3.1 > KPI Percentage of employees of color Last Update: Apr 20, 2020 14:34:25 2016 2017 2018 • Actual 2019 2020 Key Outcome 1.4 City services and facilities are accessible to our diverse community G2, Attachment 1 Number of hires / number of persons of color hired Percent of New Hires -All Employees Last Update., Jan 17, 2020 15:08:04 Percent of New Hires - All Employees 40°.5 82% 80% 75% 70% 53% 50% 47% 40% 30% 18% 20% 10% .0% 2017 20]8 ■Caucasian ■Non-Caysasian `' Status Pending Performance Measure 1.4.1ii 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 Status Pending equitable. 25% 2019 100.0 2 100.0 2 Updated on Apr 21, 2020 13:02:31 Staff and our City Consultant have developed a pedestrian crossing policy. As part of this policy a priority is given towards Environmental Justice populations when deciding application of the policy, funding of projects, and application of safety measures. City staff also reviewed and revised the City's assessment policy to ensure the City is following the process per state statutes. A key part of the assessment policy is for it applied equally to all property owners. Key Outcome 1.5 Parks & Recreation programs that embrace diversity, celebrate arts and culture, value health and wellness, and promote stewardship of the environment. Performance Measure 1.5.1 Provide at least 175 environmental education programs annually. Some Disruption 50.0 1 Major Disruption 50.0 1 Page 5 Packet Page Number 29 of 116 On Track 50.0 3 Some Disruption 33.33 2 Major Disruption 16.67 1 Some Disruption 50.0 1 Major Disruption 50.0 1 Page 5 Packet Page Number 29 of 116 G2, Attachment 1 Updated on Apr 10, 2020 19:23:37 Nature Center staff have conducted 89 environmental education programs from January through March 13. On March 13, 2020, the city shut down due to the COVID-19 pandemic. The nature subsequently cancelled, or rescheduled most programs and began adpating some programs for online viewing. Four videos were created in March by the communications team. 3 featured the nature center's live animals, one featured birds, and another evening frog sounds. Staff adapted one adult seminar "Native Plants do Double Duty" to an online class using Zoom conferencing. Performance Measure 1.5.1 > KPI # of programs Last Update: Apr 20, 2020 16:53:58 200 0 Actual Target: 175 1 Milestone Date: Dec 31, 2019 Comment Several groups of diverse college students participated in programs 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. Updated on Mar 26, 2020 14:01:14 # of participants Last Update: Apr 10, 2020 19:39:37 N Q F 2000 311,!N 2,3 'S 1,6135 1111,742 1,104 0 a tio�o ati�o�o O'�o�� a��o�o C�l10 o • Actual Comment Nearly 450 students participated from 6 different schools in our heritage program which included snowshoeing, fire building and Minnesota history. On Track 100.0 2 A page on our website dedicated to Youth Scholarship information has been created. This includes a button that allows users to apply for a scholarship directly from the page. More promotion has gone into getting the word out about our scholarship program, including the creation of a new flyer. Applications may slow down for the next few months as we cancel and postpone programs. Page 6 Packet Page Number 30 of 116 F 100 c 95 89 57 36 R. 3 0 a�o,�o 0 Actual Target: 175 1 Milestone Date: Dec 31, 2019 Comment Several groups of diverse college students participated in programs 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. Updated on Mar 26, 2020 14:01:14 # of participants Last Update: Apr 10, 2020 19:39:37 N Q F 2000 311,!N 2,3 'S 1,6135 1111,742 1,104 0 a tio�o ati�o�o O'�o�� a��o�o C�l10 o • Actual Comment Nearly 450 students participated from 6 different schools in our heritage program which included snowshoeing, fire building and Minnesota history. On Track 100.0 2 A page on our website dedicated to Youth Scholarship information has been created. This includes a button that allows users to apply for a scholarship directly from the page. More promotion has gone into getting the word out about our scholarship program, including the creation of a new flyer. Applications may slow down for the next few months as we cancel and postpone programs. Page 6 Packet Page Number 30 of 116 Performance Measure 1.5.2 > KPI # of youth receiving scholarships Last Update: Apr 20, 2020 17:05:12 i5 10 v E 5 10 0 a�oN a�oN N� N� N� N� a�o C � ® Actual Performance Measure 1.5.3 Increase activities for actively aging adults by 30% in 2020. Updated on Apr 21, 2020 15:27:57 G2, Attachment 1 Annual Youth Scholarship Recipients Last Update: Jan 17, 2020 18:24:30 v E c • We offered 8 adult programs in Q1 • 5 daytrips • 1Tai Chai Class • 1 ballroom dance class • 1 painting class • 1 day trip cancelled due to Covid 19 • 1 tai chai class and 1 ballroom dance class cancelled due to Covid 19 • 2 art classes cancelled due to low enrollment Looking for different programs to offer older adults. 40 ce Ell 48 48 43 41.25 41.2 2015 2016 2017 2018 2019 • Actual t Average On Track 50.0 1 Some Disruption 50.0 1 Page 7 Packet Page Number 31 of 116 Performance Measure 1.5.3 > KPI # of daytrips and classes Last Update: Mar 26, 2020 20:22:20 40 30 v E 20 c 10 11 0 Actual Target 30.0 # of participants Last Update: Mar 26, 2020 20:24:17 v E c III Z 0 G2, Attachment 1 2019 2019 2019 2019 2020 0 Actual 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 On Track reflects community values and that are supported by available resources Key Outcome 2.1 Credit Quality Achieve highest possible level of credit quality in the bond market On Track 100.0 10 100.0 5 Performance Measure 2.1.1 Maintain Excellent Bond Rating of AA+ with S & P % # On Track 100.0 3 Updated on Apr 01, 2020 19:29:22 We expect to maintain the City's AA+ bond rating for the 2020 issuance; however, S&P may be adopting a global negative outlook for all governments. Page 8 Packet Page Number 32 of 116 Performance Measure 2.1.1 > KPI S&P Bond Rating Last Update: Oct 21, 2019 14:08:25 S" Rord Radg 2017 201$ 2019 AA+ AA+ AA+ G2, Attachment 1 Performance Measure 2.1.2 Maintain S & P rating of "very strong management" under S&P's financial management assessment % # methodology. On Track 100.0 2 Updated on Apr 01, 2020 19:29:46 We expect to maintain this rating for the 2020 issuance. Performance Measure 2.1.2 > KPI S&P Management Score Last Update: Oct 21, 2019 13:39:19 S&P Ya.menmen* Score 2017 2018 1 2019 Strom Very Strom I Very SWXC Key Outcome 2.2 Maintain an investment strategy that maximizes yield without compromising safety, liquidity and diversity. % # On Track 100.0 1 Performance Measure 2.2.1 Maintain average annual rate of return on investments above the 1 -year treasury yield rate. % # On Track 100.0 1 Updated on Apr 01, 2020 19:31:04 We are currently exceeding this benchmark, but expect to be at or below benchmark by the end of the year - depending on the interest rate environment after the virus crisis. Page 9 Packet Page Number 33 of 116 Performance Measure 2.2.1 > KPI Interest Rate Yield 3.00% 2.50% 2.0496 Last Update: Feb 03, 2020 20:31:00 1.5496 1.0496 0.50% 0.06% G2, Attachment 1 Benchmark Interest Rate Yield at Deeemher3l �2-Yea Treasury �PortfarioYTM@Cost 2.49% 2.25% 1.89 % 2.23% 1.56% 1 2017 2018 2019 Estimated Key Outcome 2.3 Strategically manage the debt portfolio in a manner that balances long-term financial sustainability with % # community needs. On Track 100.0 2 Performance Measure 2.3.1 Debt/Capita ratio is no higher than $1,500 % # On Track 100.0 1 Updated on Apr 01, 2020 19:31:30 Currently meeting this measure and will continue to meet it after the 2020 issuance. Page 10 Packet Page Number 34 of 116 Performance Measure 2.3.1 > KPI Debt Per Capita Last Update: Oct 21, 2019 13:39:46 $1,mc $1.E SS,'vv $$4C rjfi{�C' 6.r.,., G2, Attachment 1 Debt Per C.apfta $1,705 $1,633 $1,167 2016 017 2412 2019 Estimated Performance Measure 2.3.2 SIMEOW S & P rating of at least "adequate" on Debt and Contingent Liability measure % # On Track 100.0 1 Updated on Apr 01, 2020 19:32:32 We are working toward this goal and expect to meet it by the end of the 5 -year CIP period. Performance Measure 2.3.2 > KPI S&P Debt and Contingent Liability Score S&P Debt and CanAimffefflt lia6illly Saxe Last Update: Oct 21, 2019 13:40:08 2017 2018 2019 Weak Weak Weak Key Outcome 2.4 Develop an annual budget that meets community needs and is alignment with the strategic plan and % # City financial policies. On Track 100.0 2 Performance Measure 2.4.1 Receive the GFOA Distinguished Budget Presentation Award Page 11 Packet Page Number 35 of 116 Updated on Apr 01, 2020 19:33:47 Submitted the 2020 budget Performance Measure 2.4.1 > KPI GFOA Distinguished Budget Award Last Update: Oct 21, 2019 13:40:21 Performance Measure 2.4.2 GFOIA Ired 8udgEtfflMWd 2017 2017 201$ 2014 Yes Yes Yes Receive the GFOA Certificate of Achievement for Excellence in Financial Reporting Updated on Apr 01, 2020 19.33:17 Currently working on the 2019 CAFR Performance Measure 2.4.2 > KPI GFOA Certificate of Achievement for CAFR Last Update: Oct 21, 2019 13:40:38 GFOA CeFffffEak! of Adi0L%WH * for CAM 2016 2017 2018 2019 Yes Yes Yes N/A G2, Attachment 1 Performance Measure 2.4.3 Maintain budget to actual performance within 1 % of budgeted expenditures % # On Track 100.0 2 Updated on Apr 01, 2020 19.34:52 Total expenditures were 96.1 % of budget for 2019. We are encouraging strict adherence to budget in 2020. Page 12 Packet Page Number 36 of 116 Performance Measure 2.4.3 > KPI Budget to Actual 97.5096 97.0036 Last Update: Apr 20, 2020 15:55:02 96.50% G2, Attachment 1 %cif B udget to Actua I Expend itu res Genera I Fund 47.5 9% 2017 2018 General Fund Budget to Actual performance on an annual basis Action Initiative 2.4.3.1 Develop budget with adequate contingency and flexibility 96.20% 2019 Estimated Fund Balance %TataI Expenditures- General Fund 5v. fl 6.75, 45.Ci,d 43.63% 43A -S% Last Update: Apr 20, 2020 15:55:53, 40.47% 35.00;'0 33.0G?6 12/31/2016 12/81/2017 12/31/2018 Est 12/31/2019 �36offotal Expenditures �Min Target41.67X •�Max Target 50.0OX Comment Good performance in 2019. See chart. Page 13 Packet Page Number 37 of 116 G2, Attachment 1 Strategic Priority 3 - .. - Infrastructure & Asset Management: Provide safe, efficient, sustainable, cost-effective, and well- % # maintained roads and transportation systems. Build, maintain, and manage capital assets to preserve On Track 77.78 14 long-term investment and ensure uninterrupted support services. Some Disruption 16.67 3 Upcoming 5.56 1 Key Outcome 3.1 Capital assets (buildings, grounds and equipment) shall be maintained at a sustainable level that will protect the City's investment. Performance Measure 3.1.1 Ensure sanitary sewer system is maintained by inspecting and cleaning mains each year. Updated on Apr 06, 2020 20:11:42 Staff is currently on track to complete the annual cleaning of 1/3 of sanitary sewer mains. Performance Measure 3.1.1 > KPI Sanitary sewer main cleaned annually (thousand feet) 300 2 6.254./ 279.31 266.25 274.92 276.68 v 42:1 v .05 2 200 0 327.29 309.64 285.47 Y 100 242.1 268.54 27 0 2014 2015 2016 2017 2018 2019 0 Actual f Average Target: 272.77 1 Milestone Date: Dec 31, 2019 On Track 100.0 3 On Track 100.0 2 Sanitary sewer main inspected annually (thousand feet) Last Update: Feb 04, 2020 21:19:08 75 v 50 w c 25 11 Performance Measure 3.1.2 , Maintain a Net Investment in Capital Assets/Total Net Position Ratio of at least 80% Updated on Apr 01, 2020 19:35:25 Currently calculating the impact of capital asset activity for the year 2019. Packet Page Number 38 of 116 0 Actual t Average On Track 100.0 1 Page 14 Performance Measure 3.1.2 > KPI % of Budget to Actual Expenditures General Fund 90101% 88.40% 85.00% 84.40% Last Update: Feb 03, 2020 20:43:04 82AXY% 80.4096 78.40% 76.4096 G2, Attachment 1 Net I nvestment i n Capital Assets/-FotaI Net Position 88.56% 2015 2016 Performance Measure 3.1.3 Enter 100% of facilities into asset management software for tracking Updated on Apr 21, 2020 21:02:20 Staff has entered 100% of facilities into Cartegraph. Performance Measure 3.1.4 Annually inspect 100% of stormwater BM Ps and clean as needed. Updated on Apr 06, 2020 19:12:54 No update at this time. Key Outcome 3.2 Local City roads managed to provide a high quality transportation system. Performance Measure 3.2.1 CIEW 70% of all roads will have a PCI (Pavement Condition Index) of a minimum of 70 2017 2018 0 On Track 75.0 3 0 Upcoming 25.0 1 W ® On Track 75.0 3 0 Upcoming 25.0 1 Page 15 Packet Page Number 39 of 116 G2, Attachment 1 Updated on Apr 20, 2020 22:01:51 City Staff have begun performing street ratings on the 1/3 of our streets designated for rating in 2020. Significant progress has also been made towards implementing the 2020 Street Improvement Projects, which will are anticipated to begin construction in June 2020. These improvement projects represent an investment into maintaining a high-quality street system in Maplewood. Performance Measure 3.2.1 > KPI % of Lane Miles with a PCI rating over 70 Last Update: Apr 20, 2020 16:11:13 100 75 0 58.8 59.55 0:4`3 v 50 v U 25 5M MOT3W W C 2017 2018 2019 0 Actual t Average Target 70.0 Packet Page Number 40 of 116 Page 16 Miles of Street Improved Annually Action Initiative 3.2.1.1 Improve 3.5 miles of road reconstruction/rehabilitation projects each year Last Update: Dec 23, 2019 15:07:13 v 2 0 3.72 3.2 3.3 4.3 4 3.2 3.4 2016 2017 2018 2019 w Actual f Average Target 3.5 G2, Attachment 1 # of Road Complaints Action Initiative 3.2.1.4 Track all resident concerns/complaints about road conditions in Cartegraph. Last Update., Apr 06, 2020 19:04:56 10 14B 0 0 NO NOO NOO NOO NI) NI) NI) NI) aaN a Actual Performance Measure 3.2.2 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 Apr 06, 2020 19:06:51 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 80.0 4 Some Disruption 20.0 1 Performance Measure 3.3.1 100% of development/redevelopment projects will meet the City storm water quality requirements % # On Track 66.67 2 Some Disruption 33.33 1 Updated on Apr 20, 2020 22:05:14 To date, three development projects have been proposed that required an engineering review. All three of these proposals have been reviewed to ensure they meet the City's storm water quality requirements. Page 17 Packet Page Number 41 of 116 G2, Attachment 1 Performance Measure 3.3.2 Active management of a minimum of 8 natural areas per year Updated on Apr 01, 2020 14:41:21 Plans have been made for management at multiple natural areas for 2020. There may be some disruption of spring prescribed burns and volunteer activities due to COVID19. Performance Measure 3.3.3 Removal of 100 % of park and boulevard ash trees that are dead or have confirmed Emerald Ash Borer % # and work towards replacement of the tree canopy. On Track 100.0 2 Updated on Apr 01, 2020 15:39:59 In February and March, 87 ash trees were removed that had confirmed EAB or were suspicious. In total, 125 ash trees were marked, but removals were delayed until February due to the purchase of the bucket truck. Removal of the remaining 38 trees will resume this fall. Homeowners that had trees removed will be contacted this spring about replanting in fall 2020. Performance Measure 3.3.3 > KPI # of trees removed Last Update: Apr 01, 2020 14:50:57 200 150 0 — Jan '19 160 s Jul '19 0 Actual Jan '20 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. Key Outcome 3.4 City parks, trails and open spaces are well-maintained, accessible, and meet the changing needs of the community. Packet Page Number 42 of 116 On Track 66.67 4 Some Disruption 33.33 2 Page 18 G2, Attachment 1 Performance Measure 3.4.1 Implement a minimum of 1 recommendation from the 2015 Parks System Master Plan % # On Track 100.0 2 Updated on Apr 15, 2020 17:58:17 We are in the final phase of completing the Harvest Park Master Plan and are beginning a project to add a parking lot at Goodrich park to make the playground more accessible to residents. Performance Measure 3.4.2 Maintain a rating system for playgrounds in Cartegraph Updated on Apr 15, 2020 17:44:50 Staff will be starting to do the 2020 playground inspections in the next month which will be added to Cartegraph for further analysis. Performance Measure 3.4.3 Maintain a 70% resident satisfaction rating with City's parks, trails and open spaces % # On Track 50.0 2 Some Disruption 50.0 2 Updated on Apr 21, 2020 15:47:50 Staff is working on rating systems for city owned parking lots, trails and turf. Due to Covid-19 the implementation of these rating systems are on hold but we are still doing research and figuring out the best way to use Cartegraph to implement our plans. We are working with the Communications Department to create resident surveys and to utilize social media to educate and inform the public about what is happening in our parks and open spaces. 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) Updated on Apr 06, 2020 20:48:11 Staff meet last fall to review our existing trail and sidewalk network and snow removal plan. Later in the fall of 2020 staff will meet again to review how last years plan went, how to add new sidewalk or trails constructed in 2020 to the work flow, and modify our plan for the coming winter. 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 60.0 6 Some Disruption 20.0 2 Completed 20.0 2 Page 19 Packet Page Number 43 of 116 G2, Attachment 1 Key Outcome 4.1 _ A more informed and engaged community by proactively telling the City's story and establishing % # Maplewood as a regional leader. On Track 66.67 6 Some Disruption 11.11 1 Completed 22.22 2 Performance Measure 4.1.1 Increase social media engagement and on-line presence by an average of 3% in 2020. % # On Track 75.0 3 Completed 25.0 1 Updated on Apr 17, 2020 19:42:30 With the COVID shut down and more programing going online, traffic and new followers are up 12-15% across all social media sites combined . 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 Updated on Apr 17, 2020 19:43:57 With COVID, we've been averaging about 2-3 videos weekly. Moving forward, we should update or refine this metric 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. Some Disruption 50.0 1 ;m Completed 50.0 1 Updated on Apr 21, 2020 20:26:36 Many programs are on cancelled or postponed because of COVID. Communication is focused on updating residents on current situations. Staff has coordinated with Fire/EMS to set up a information page for the new fire station construction. Key Outcome 4.2 Retain and attract community members, businesses and visitors through a regional branding campaign. % # Some Disruption 100.0 1 Performance Measure 4.2.1 Establish a new city branding by December 2020 % # Some Disruption 100.0 1 Updated on Apr 17, 2020 19:44:49 This has been delayed slightly based on change in daily operation for COVID coverage. Page 20 Packet Page Number 44 of 116 G2, Attachment 1 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 69.23 27 which are based on performance measurement, accountability, and best practices.some Disruption 10.26 4 - Completed 20.51 8 Key Outcome 5.1 Maintain a safe work environment and a healthy workforce. Performance Measure 5.1.1 �ii(i l The target for the annual Workers' Compensation Experience Modification Factor is 1.0 or less Updated on Apr 20, 2020 14:42:49 The current experience Mod Factor is 1.66 Performance Measure 5.1.1 > KPI Annual Workers' Compensation Experience Modification Factor is 1.0 or less Last Update: Apr 20, 2020 14:41:08 v E 1 0.5 0 On Track 57.14 4 Completed 42.86 3 On Track 100.0 3 J 2012 2013 2014 2015 2016 2017 2018 2019 2020 40 Actual Target 1.0 Performance Measure 5.1.2 Increase employee wellness program participation by 2% per year to reach 80% by 2020 city-wide and at % # least 76% in each department. On Track 25.0 1 Completed 75.0 3 Updated on Apr 21, 2020 15:13:23 Page 21 Packet Page Number 45 of 116 G2, Attachment 1 Current wellness participation is 81 %. The Wellness Team has developed a Department -specific goal to have more outreach to those areas with less participation Performance Measure 5.1.2 > KPI Employee wellness program participation Last Update: Apr 16, 2020 19:10:24 75 75.5 7474, 76 76 57 77.13 o � v 78 80 80 81 50 v 75 76 7 v a 71 5 75.2 78 80 80 81 Q4 2017 Q1 2018 Q3 2018 Q4 2018 Q1 2019 Q3 2019 Q4 2019 Q1 2020 10 Actual t Average — Target 80.0 Key Outcome 5.2 _ Recruitment and retention of talented and qualified workforce. % # On Track 83.33 5 19 Completed 16.67 1 Performance Measure 5.2.1 _ Full-time employee turnover rate will be 10% or less % # On Track 80.0 4 • Completed 20.0 1 Updated on Apr 21, 2020 15:54:01 Turnover rate continues to be below 10%. Efforts to engage employees and improve overall satisfaction include: LEAD Program, Employee Recognition Luncheon, regular communication from City Manager through COVID crisis, Gallup Q12 survey and follow up meetings with employees. Page 22 Packet Page Number 46 of 116 G2, Attachment 1 Performance Measure 5.2.1 > KPI Employee Turn -Over Rate Last Update: Feb 03, 2020 21:06:09 15.3 15 c u 10 8:7 7.9 a 5 0 2017 2018 2019 # 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 80 days or less % # On Track 100.0 1 Updated on Apr 17, 2020 17:27:07 Current average hire time is 71 days Page 23 Packet Page Number 47 of 116 Performance Measure 5.2.2 > KPI Average time to hire will be 100 days or less Last Update: Apr 17, 2020 17:26:26 i5u 127.6 125 99.15 100 j 83.97 I 75 70:7 53.6 50 25 79.05 75.6 80.3 79 G2, Attachment 1 Q3 2017 Q4 2017 Q1 2018 Q4 2018 Q1 2019 Q2 2019 Q3 2019 Q4 2019 Q1 2020 t Actual t Average Target 80.0 Key Outcome 5.3 _ Provide timely response to resident needs and requests. % # On Track 50.0 3 Some Disruption 33.33 2 Completed 16.67 1 Performance Measure 5.3.1 80% of complete commercial plans and permits reviewed within 30 days or less % # Some Disruption 50.0 1 Completed 50.0 1 Updated on Apr 21, 2020 19:00:05 There are delays with the implementation of Accela software. Vision -33, the vendor the city hired to implement the software with the city, recently laid off the project manager we have been working with again due to COVID-19 but anew project manager is being brought up to speed on our project. We are working to identify a reasonable go -live date. 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 Updated on Apr 13, 2020 20:51:55 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 later this spring which will be able to better track response and compliance timelines. Page 24 Packet Page Number 48 of 116 G2, Attachment 1 Performance Measure 5.3.3 , Respond to maintenance requests in our parks and open spaces within 5 business days. % # On Track 50.0 1 Some Disruption 50.0 1 Updated on Apr 15, 2020 18:08:35 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 85% of completed field permit and facility rental applications are answered within 5 business days. Updated on Apr 07, 2020 15:35:33 With the current uncertainty with the COVID-19 pandemic we are currently not issuing permits for fields until we have more information on when we can safely allow gatherings on those fields. I have reached out to all of those that have submitted applications and gave them an update. 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: Apr 07, 2020 16:06:00 I 6.3 5.47 5 10 4'82 4.48 4.38 4.36 4.45 4.34 2.6 2.6 3'8 2.9 3.1 3.9 4.2 5'1 3.5 0 Q1 2018 Q2 2018 Q3 2018 Q4 2018 Q1 2019 Q2 2019 Q3 2019 Q4 2019 Q1 2020 10 Actual t Average — Target 10.0 Page 25 Packet Page Number 49 of 116 G2, 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 Apr 06, 2020 19:06:21 2020 Total Reported Issues = 205 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 12 issues that remain open and have 82.4% of the reported issues closed within two weeks. Performance Measure 5.3.6 > KPI Respond, track and resolve/close 85% of all issues reported within 2 weeks from the reported date Last Update: Apr 06, 2020 19:00:41 8 0 v 50 v 8* u v a 0 Q4 2017 Q1 2018 Q2 2018 Q3 2018 Q4 2018 Q1 2019 Q2 2019 Q3 2019 Q4 2019 Q1 2020 C Actual t Average {.2 5.2 90.6 92.4 91.8 -92.24 92.93 91,Wfl 92.5 92.44 -911� 9 96 g4 90 96.4 97.9,9 9r2 84.4 82. V4— .4 Target 85.0 Key Outcome 5.4 EO Practice Continuous Improvement (Best Practices in Employee Operations). %# On Track 100.0 10 Performance Measure 5.4.1 ,111 80% of licensed establishments will be inspected on an annual basis % # On Track 100.0 1 Updated on Apr 13, 2020 20:54:17 The main driver during this reporting period has been COVID-19. Due to this virus, our enforcement staff has ensured all food establishments, loding establishments and pools are complying with the Governor's Executive Orders. These inspections have required multiple inspections with several locations to ensure continued compliance. Page 26 Packet Page Number 50 of 116 G2, Attachment 1 Performance Measure 5.4.2 Ensure the percentage of IT helpdesk request Service Level Agreements met is 90% or above. % # On Track 100.0 2 Updated on Apr 20, 2020 17.,48:30 % of tickets closed within SLA are still well within our target for the year. We saw more tickets being delayed in March as IT staff rushed to equip employees with the means to work from home. In April we are right back to normal with 97% of tickets being closed within our SLA timeframe. Performance Measure 5.4.2 > KPI percentage of IT helpdesk request SLA's met is 90% or above Last Update: Apr 20, 2020 17:45:12 0 I• fan i y rviai i y rviay i y Jul 1 �7 3tp i y 'juv i y Jaii cu rviai cu Actual t Average Target 90.0 Performance Measure 5.4.3 a Maintain GreenStep Cities Step 5 status % # On Track 100.0 2 Updated on Apr 10, 2020 14:05:05 GreenStep Cities Metrics are due by May 1, 2020. Maplewood is on track to submit those metrics. The City will achieve Step 5 ifwe improve on three core sustainability best management metrics. Page 27 Packet Page Number 51 of 116 Performance Measure 5.4.3 > KPI Maintain GreenStep Cities Step 5 status Last Update: Jul 12, 2019 18:50:48 3 2013 4 AN - 2014 5 4 2015 2016 Actual Target 5.0 G2, Attachment 1 5 2017 5 2016 Performance Measure 5.4.4 , Decrease trash and increase recycling in the City's curbside residential solid waste program % # On Track 100.0 2 Updated on Apr 10, 2020 14:00:30 On Track - Decrease in Residential Trash: Republic Services, Maplewood's contracted residential trash hauler, reports overall municipal solid waste collected in 2019 was 8,146.44 tons. In 2018 it was 8,228.74 tons. This is a DECREASE of 82.3 tons of solid waste from 2018 to 2019. Not On Track - Increase in Residential Recycling Rates: Tennis Sanitation, Maplewood's contracted residential recycling hauler, reports single family recycling rates at 53.69 pounds per household per month and multi -family rates at 9.92 pounds per household per month. In 2018 it was 54.01 pounds per household per month for single family and 12.95 pounds per household per month for multi -family. This is a DECREASE in single family rates of .32 pounds per household per month for single family and 3.03 pounds per household per month for multi family. Page 28 Packet Page Number 52 of 116 Performance Measure 5.4.4 > KPI Annual Net Tons of Recycling Collected Last Update: Apr 20, 2020 21:09:19 Annual Net Tons of Recvclin¢Collected 35W Gaon zs99 z°oo two s°o ° srgles miry MA: .iv eu��/murmg ■ 2017 ■ 201 ■2019 G2, Attachment 1 Average Pounds of Recycling Collected Per Month Last Update: Apr 20, 2020 21:17:35 Average Pounds of Recycling Collected Per Month 60 _....... .........53.99 54:41....-53'.59..... 54 40 30 a a 28 14 a Performance Measure 5.4.5 Ensure the percentage of core application/infrastructure uptime is 99% or above Sngle Fam iy M u tfCam it[ ■ 2017 ■ 2018 ■ 2019 On Track 100.0 3 Updated on Apr 20, 2020 17:50:02 We had a minor outage of our Internet which lasted for about an hour. The cause of the outage was found and fixed. Key Outcome 5.5 Ensure a Safe and Secure Community through prevention and risk reduction programs. % # On Track 50.0 5 Some Disruption 20.0 2 Completed 30.0 3 Performance Measure 5.5.1 Through prevention and enforcement efforts reduce targeted offenses by 10% and/or increase clearance % # rates by December 31, 2020 (measured on a five year average). Targeted offenses include crimes On Track 100.0 2 against person, auto theft and theft from auto. Updated on Apr 21, 2020 16:03:11 Quarter 1: January 1 - March 31, 2020 Calculations will be made with year-end data as the measurements are based off annual statistics. In a continued effort to help reduce crime: • Internal products and tools are continuing to be created and are being utilized thus increasing information sharing between Page 29 Packet Page Number 53 of 116 — — 293.23 31254 13936 ■ ■. - 3113 32= 24.69 srgles miry MA: .iv eu��/murmg ■ 2017 ■ 201 ■2019 G2, Attachment 1 Average Pounds of Recycling Collected Per Month Last Update: Apr 20, 2020 21:17:35 Average Pounds of Recycling Collected Per Month 60 _....... .........53.99 54:41....-53'.59..... 54 40 30 a a 28 14 a Performance Measure 5.4.5 Ensure the percentage of core application/infrastructure uptime is 99% or above Sngle Fam iy M u tfCam it[ ■ 2017 ■ 2018 ■ 2019 On Track 100.0 3 Updated on Apr 20, 2020 17:50:02 We had a minor outage of our Internet which lasted for about an hour. The cause of the outage was found and fixed. Key Outcome 5.5 Ensure a Safe and Secure Community through prevention and risk reduction programs. % # On Track 50.0 5 Some Disruption 20.0 2 Completed 30.0 3 Performance Measure 5.5.1 Through prevention and enforcement efforts reduce targeted offenses by 10% and/or increase clearance % # rates by December 31, 2020 (measured on a five year average). Targeted offenses include crimes On Track 100.0 2 against person, auto theft and theft from auto. Updated on Apr 21, 2020 16:03:11 Quarter 1: January 1 - March 31, 2020 Calculations will be made with year-end data as the measurements are based off annual statistics. In a continued effort to help reduce crime: • Internal products and tools are continuing to be created and are being utilized thus increasing information sharing between Page 29 Packet Page Number 53 of 116 G2, Attachment 1 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, 13 problem -solving strategies incorporating SARA models were created and logged in the 1 st quarter. 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. Performance Measure 5.5.1 > KPI Motor Vehicle Thefts Reported Last Update: Feb 03, 2020 22:11:35 191 ince 97 ■-0-1 191 0 `Z11L�21116�21111�211W�211I �11[s1 0 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. Packet Page Number 54 of 116 Theft from Auto Reports Last Update: Feb 03, 2020 22:15:55 75C v 0 a 500 406 0 377 E 2 250 ^ 348 w v t 0 2014 2015 2016 2017 2018 2019 \ • 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. Page 30 G2, Attachment 1 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 On Track 100.0 2 Updated on Apr 10, 2020 18:52:04 The fire department's response times have been consistent in Q1 2020. The 90th percentile travel time was 08:12 (mm:ss) in January, 7:52 in February and 6:46 in March. March was somewhat of an outlier as we have seen a moderate reduction in run volumes in March, likely due to changes in activity in response to COVID-19. The Q1 2020 performance indicated that the fire department responded to 87.71 % of emergency calls in 8 minutes or less (travel time) in the performance period. We continue to work to implement the next phases of the operational review and will work towards achieving the 90% objective. Page 31 Packet Page Number 55 of 116 1 Yr 2 Yr % Offenses 2019 2018 2017 Ohg Chg 7- Homicide 1 - - -10056 Criminal Sexual 48 55 52 ■ -13% ■ -8% Conduct Robbery 28 35 39 V -20% ■ -28% Assault 111 113 127 T -2% ■ -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 On Track 100.0 2 Updated on Apr 10, 2020 18:52:04 The fire department's response times have been consistent in Q1 2020. The 90th percentile travel time was 08:12 (mm:ss) in January, 7:52 in February and 6:46 in March. March was somewhat of an outlier as we have seen a moderate reduction in run volumes in March, likely due to changes in activity in response to COVID-19. The Q1 2020 performance indicated that the fire department responded to 87.71 % of emergency calls in 8 minutes or less (travel time) in the performance period. We continue to work to implement the next phases of the operational review and will work towards achieving the 90% objective. Page 31 Packet Page Number 55 of 116 Performance Measure 5.5.2 > KPI % of incidents where emergency response time is 8 minutes or less Last Update: Apr 10, 2020 16:14:36 86.75 0 50 v 81 u v a 0 G2, Attachment 1 87.71 i Actual t Average Target 90.0 2020 Performance Measure 5.5.3 Reduce repeat utilization of the EMS system for targeted initiatives by 5% % # Some Disruption 33.33 1 Completed 66.67 2 Updated on Apr 10, 2020 18:53:10 These projects are currently paused due to COVID-19 response. We will continue to develop the framework to implement, but we are not allocating resources to non -response activities at this time. Performance Measure 5.5.4 - Identify, establish and provide fire and EMS prevention programs % # On Track 33.33 1 Some Disruption 33.33 1 Completed 33.33 1 Updated on Apr 10, 2020 18:56:45 We have had some disruption in these activities but will continue to press forward. We will hope to celebrate the Heartsafe Community in Q2 2020 and will continue to develop framework to resume community risk reduction efforts as soon as we are able. One thing that we have begun working on is creating programs or activities that can be delivered electronically to ensure that we can continue to share our community risk reduction messaging in the absence of the ability to conduct in-person community risk reduction events. Performance Measure 5.5.5 Analyze crime, arrest and use of force data in a non -biased manner through the annual Enforcement Action Report. Page 32 Packet Page Number 56 of 116 G2, Attachment 1 Updated on Apr 21, 2020 16:02:30 Quarter 1: January 1 - March 31, 2020 The 2019 report has been completed and is available on the city's/department's website (https://maplewoodmn.gov/1917/Annual-Reports). Strategic Priority 6 Targeted Redevelopment: Guide residential development by leveraging resources to expand the tax % # base but also create housing options that meets the diversity of the community. Promote commercial On Track 72.73 s development through the green building code and innovation that supports business growth. Some Disruption 27.27 3 Key Outcome 6.1 Facilitate Investment to Revitalize Neighborhoods % # On Track 75.0 3 Some Disruption 25.0 1 Performance Measure 6.1.1 Y1�� Encourage attractive residential and commercial development within the Gladstone neighborhood % # On Track 100.0 3 Updated on Apr 13, 2020 20:58:35 Staff is working with an interested devleoper on the redevelopment of the Moose Lodge property. Developer is also working to secure neighboring properties before any additional steps are taken with the city. Performance Measure 6.1.2 Continue participation in the Rice — Larpenteur Alliance with City of Roseville and City of St. Paul. Updated on Apr 10, 2020 14:17:41 The Rice-Larpenteur Interim Alliance is currently taking applications from the community for the permanent Alliance. The terms of the permanent Alliance positions are three years. The City will continue to participate in the executive and other committee assignments. The vision is to create a safe, engaging and inviting neighborhood center that includes common spaces, a high-quality pedestrian environment and robust reinvestment for the diverse people of the surrounding communities to live, conduct business, and play together. Performance Measure 6.1.3 Rezone 100% of properties designated for transit -oriented development (TOD) in the 2040 Comp Plan Updated on Apr 13, 2020 20:59:57 Some Disruption 100.0 1 Page 33 Packet Page Number 57 of 116 G2, Attachment 1 Staff and HKGi were scheduled to kick off our zoning update process with the Planning Commission in March. This meeting was cancelled due to COVID-19. Staff and HKGi have continued advancing the work but will look to meet with the Planning Commission to further this effort in May or June. Zoning updates will occur throughout 2020. Key Outcome 6.2 Improve economic condition and appearance of the North End and ensure regional and community -wide % # needs are met through future planning and development. On Track 66.67 2 Some Disruption 33.33 1 Performance Measure 6.2.1 Reduce the number of business vacancies by 10% in 3 to 5 years % # On Track 100.0 1 Updated on Apr 13, 2020 20:55:49 No updates since last period. Performance Measure 6.2.2 CMEW Add 1 multi -family housing development to the North End within 3 to 5 years % On Track 50.0 Some Disruption 50.0 Updated on Apr 13, 2020 20:56:50 Staff and HKGi have started to create TOD districts and other zoning updates. This work will continue throughout most of 2020. Key Outcome 6.3 Ensure there is a diversity of housing types to meet needs of all types of households. % On Track 75.0 Some Disruption 25.0 Performance Measure 6.3.1 , Work to incorporate the Met Council's goal of adding 510 affordable housing units by 2028 % On Track 50.0 Some Disruption 50.0 Updated on Apr 13, 2020 21:00:50 Strategic planning will continue throughout the first half of 2020 to identify the outcomes of each priority, and define roles and responsibilities. Packet Page Number 58 of 116 3 1 Page 34 G2, Attachment 1 Performance Measure 6.3.2 Inspect 20% of the City's rental housing units by the end of 2020 % # On Track 100.0 2 Updated on Apr 21, 2020 16:32:50 We have hired the neighborhood preservation specialist position and are finalizing the hiring of the admin asst. A rental housing work team was created, and we have met weekly and drafted the IPMC ordinance amendment, license application, inspection checklist, and internal program policies. Page 35 Packet Page Number 59 of 116 G2, Attachment 2 Packet Page Number 60 of 116 v v 0 0 0 0 0 v o o v o o VI O J Q Q VI m J Q O 61 bn O C •C V�1 Orn m j � m � 'u1 � .y � � a+ U O_ OJ > O o am+ O '^ am+ M D -O 7 OJ O m b0 m 7 �, ; bA D C OJ > � O u y > 'O C � •_ OJ VI OJ L .U.+ N '— m C C m � � � N -O O C m Q OJ � u i6 U is C -O N qO VI V1 N 2 w O O w v O_ - -iT+ i > N y m O OJ U C OJ M m u Q O •U o co y -OO T bbn a0+ m 7 a, w D bA N u bJ D O £ O vi O v m bb OU J OJ -p N > 7 U -p > •> J OJ V�1 U C� C y m bA C u O -O 2 O -O C > O y bA OJ O y m .� •U O>7 u m i E N mbb bA C N u1 O_ 7 -o C — O +' C V1 O C p b0 N C O o L O U �_ � O i> U7 _ N a,m OJ _ bA y c,F v C O Li N o U O �n T u N- O O s m •V1 m C O H "a U u O N BOJ O m N � •C OJ C � r- C OJ `- '� [6 N p U U -O � bA U bn .v 4° � 3 m 'o U^ o m° D U O] H VI Q o-6 bA N y z OJ O_ O_ C m VI 7 H o o Q o 0 \ \ r 0 O O C C O O l0 l0 C O O O O O u1 u1 C d C CL C C I o o 0 0 y 47 m 2 Q y v 2 N 2 2 o E o N o 0 EC E O 2 ion voi m s b0 O S ai b0 O a` M m a T N U U C � bA o T n n i n a � u a tj O y Q O y Q '� _ N > v v v i N O y > > •� �a by y by - +' u 'n 0 oCD v E v v N ai uu ai m (6 O oC O o a0+ HC C •> � O d c° oo u +-J 0 O bA O N N 4-J N O Q O CO_ ¢ vO vO Lr, O vO CL 41 ON r- N 0 0 0 N N H E u N u N u u if1 O y m O u a O z y z E b0 a C 1 0m Q Y w a a Y a a N Packet Page Number 60 of 116 G2, Attachment 2 C 0 m m v U NN C O N 51 u O 0 d Lao 's a E d a U p � N c o c i O vi v v v b0 C b0 t O .— C O 0 b. O OJ O C O N O N O N i6 i6 i6 3 Q n p 0 O N 7 y •— 3 O �, •t6 C U U y T O O 3 Q. VI Q VI Q VI O J O J O J C 0 m m v U NN C O N 51 u O 0 d Lao 's a E d a U p � N c o c i O vi v 0- C 0 .Q `U D Packet Page Number 61 of 116 b0 C b0 t O .— C O 0 b. O OJ O C O 3 Q n p 0 O N 7 y •— 3 O �, •t6 C U U y T O O 3 O O Ol >j U N 7 o O u O U O -0 VI O >' .�.+ VI 41 OO O vi U C 7 J O Q U C � p � bA [6 y VI N MO T y O L C i V i ta i C O O y T b. O O p Q bA O bA C O C 'O C >j •-' y i i VI ate+ OJ � O O O i O VI U7 O y0 OJ OJ U v O Y O � C y O d CE E O U p 2 u N E s Y c O O n O d d C °J C � b0 o a s u a s Y d d E 'T C U d 3 Z V bn C VI u u - a C ° O U `u � N p U m U O_ E v v � n ai v o a � o m u - } M c � n N C O � c v � � � N M � E�' -0 U v O y z m M � � m `o O n a a v d Y d Y CJ v 0- C 0 .Q `U D Packet Page Number 61 of 116 G2, Attachment 2 Packet Page Number 62 of 116 v v v 0 0 0 0 0 0 0 0 Ln Q VI O J Q VI O J Q Q VI m J Q T O O D ID OJ '� `� 7 aJ T bA r- ate+ 9 lo, J' C U u1 C 'O C 7 21 � N 2i ate+ N -o ' a) U O b °•— _o O_ m 7 bA O b0 C 2r b0 Q T m bA N i (n 'O m t6 U c•'p y p io y L O m �' m 7 O -'O O U O L U 3� � � b y0 y O 7 o .m C C •� �0 O O_ n p O m ai u y a) v •� o°^ m o o as v o D o n -o u y m m m a) m y °° o � Q o a) co" a a y m a) .� o>m u°ii 7 m .- 'p O_ T 'p O_ v y O C m 2 uf UI a� •o O_ u Q O O N a) o m z bp z o v E 'o 2_2 U z T m E m m m m a) m -o a, > 2i a) N m 2i Q p u v C O o .o U C N O J UI > °U J y N aJ > 'p m m N O OJ U O J a) .� y N C m C T D L a L O o �yj 2' a) 2r •O bA N C r 'C N O U O [o m U O p_ — C 7 � a) 2i M 2i v Q o m O to E 2i v= 2i .y U D a0+ — i O U C oo , 'c a) b m 00 O3 O C O m ate+ a) .> by O V, U o U N O C O U N U C C O 0i N 'O bA bA to tUo 'p C N N Q T �_ u W o o O m L [6 m m m v N N 0 o y0 •�_ > O UI O p - N o N O m > U N N q' OJ 3' O_ '� VI y U arrt O_ i N OU O iz VI F O F Oc .E Q O O N .y U F N C N 0 o ut a o o � o 0 o o o a o o � 7 0 0 ut a o o o o ut o � o � m m m m o o o - v y N v y N v y N v o v a E o p v a u p t0 o v a v E EEC o v v v v H v voi V •a voi voi V O voi voi V U en c n o a ` o M E m o M m 0 0 en n a C v 0 a, U a > u N N c N �O C ° L C m > p u U O N O •--0 o- i UI •3 H m 7 C D N > U m Q m a ut "O v yj .y O a+ O N g W E mO SZ O_ 'O N H vi y rO C m Zn H u o - yl o 'U m i Q' o OC v u C D O D N N o s p O w c o m en O m N U7 aT+ H O a) O N > U o— t�/ N a) oO C 9 y O O C ,y D m N- a N N � a) C N UI m In � C .� In N o = � T n m£ u a H M O VI U Y _ y) O O_ U U 7 m m o y w C v M O w co 3 n C £ N i u v Q v Q v v N v u D n D D V) N N N M N N N N Y N N Nn! u N 9 a) '� N N a) '� a, ro N w a) nq -IC y O ° m y O £ ° m Ln m O N D Ln 'mm Ln y m z y z u m z `o O `o O •Q `o N � Y N � N N � � N a Y a Y a a a Y w a Packet Page Number 62 of 116 G2, Attachment 2 Packet Page Number 63 of 116 v v v O ai O ai 6 O ai 6 O 0 'O M 'O M 'O Q V O J Q V O J Q V n3 J y O T n5 y O •u O O j 5 O bA n3 bA aT+ bA n5 O O 7 N U E n3 > O aJ J' N ON N C O N C U7 3 00 i+ i VI U O •i > O U 0 i ate+ 'O O O ' 7 •O a) 7 p y y O _ y N O C O i 7 d 'O C •� O 0U U C O U y J n3 N 'O u1 �• y U O p U O y .O O C 2i NN 3 '� 'O N bA .� u>'i -O •C 'O U 'O a) O N O C C y y C O_ 7 C N n3 O_ p p an CE d N> U °- f0 m v m N U 3 aT+ n3 •C > C p U m bA y VI C C a0+ N J' L •� U C C •'� v '' � a Q n v m O u 3 O Y U O Y bA O O U u ate+ O ate+ •� CM ate./ = O ._ O p_ n5 O E N n5 O T w O N O a,+ 4,J pN O y u1 N 7 O N a3 Y N S a3 L O w �j OU 2 'O N O B-2 'i OU U7 Q F 2 E .� ON 7 i S U7 O E Y Y � m m o o £ o M E O y1 O m o to o m a a y ,, y u p a E p u p H E E N E H E o` ° ° 3 0` ° C � CE N E 0 N N tw O to O to O a m a v a v c O 0 s i � 7 N L w O s o Z y 0 0 a a z ai v n ) Q O f0 O N g 4.+ 8 ULu 0 a O C O T N W S N C N VI 'O i+ VI U 'O 0 S U 'O N U i+ Q O 0 v O D E D s v u o O C O E N aT+ a) o j c y u1 ai u1 z O N O -p cL f0 — L H N ai a) 7 z:, E M O Y a) N O i aN ) i -p L 0 O Y a � Zn L u_ '..� N E M f0 lO �n lO O g LO v1 U Lq E > c E ai M d E C u E N E Ln O D ID O N D �o O s D z > z z p O +' O O O p O L a a a a Y LL a Y£ E a Y w Packet Page Number 63 of 116 G2, Attachment 2 0 N O N M .y O_ Q O L w O OJ >. L !' 0 0 c 0 0 0- u p � N H o C O vi as Ln bA C � Y O � O `° O on a' •u 7 O N N U O N N T � � N 7 y C N �.+ bA O C O 'u1 O 7 O O U � C N O � a+ [6 N O z v / v u rq C C IDW C O E y O J � I O a a a Q: Packet Page Number 64 of 116 G3 CITY COUNCIL STAFF REPORT Meeting Date April 27, 2020 REPORT TO: Melinda Coleman, City Manager REPORT FROM: Andrea Sindt, City Clerk Regan Beggs, Business License Specialist PRESENTER: Andrea Sindt, City Clerk AGENDA ITEM: Massage Center License for We Knead You, LLC d/b/a We Knead You, 1900 County Road D East, Suite 130 Action Requested: ✓ Motion ❑ Discussion ❑ Public Hearing Form of Action: ❑ Resolution ❑ Ordinance ❑ Contract/Agreement ❑ Proclamation Policy Issue: In accordance with City Code Chapter 10, Article XX (Massage), an application was submitted by Guangfang Liu and Fan He for a Massage Center license at We Knead You, LLC, located at 1900 County Road D East, Suite 130. Recommended Action: Motion to approve the Massage Center license for We Knead You, LLC d/b/a We Knead You 1900 County Road D East, Suite 130 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. Council approval is required prior to issuance of a Massage Center license, per City Code Sec. 14-1457. Background For the purposes of the license application a background investigation has been conducted on Ms. Liu and Mr. He, owners of We Knead You, LLC; nothing has been revealed which would prohibit the issuance of this license. In addition, Ms. Liu and Mr. He have met with the police department to discuss the City's requirements and expectations in regards to the operation of massage centers. Packet Page Number 65 of 116 G3 Final issuance of the license will be contingent upon satisfactory results of final inspections from the City's building and fire departments. Attachments None Packet Page Number 66 of 116 G4 CITY COUNCIL STAFF REPORT Meeting Date April 27, 2020 REPORT TO: Melinda Coleman, City Manager REPORT FROM: Andrea Sindt, City Clerk PRESENTER: Ron Batty, City Attorney AGENDA ITEM: Temporary Sale of Wine and Beer with To -Go Orders Action Requested: ❑ Motion ✓ Discussion ❑ Public Hearing Form of Action: ❑ Resolution ❑ Ordinance ❑ Contract/Agreement ❑ Proclamation Policy Issue: Lawmakers voted to allow restaurants with on -sale liquor or wine licenses to sell limited alcoholic beverages as part of take-out food sales on Friday, April 17, 2020. The legislation, signed by Governor Walz also on Friday, automatically went into effective Saturday, April 18, 2020 and will remain in place until restaurant closure orders are removed. Recommended Action: No action is required to allow these sales to occur. 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. As the licensing authority, the city council can, by resolution, vote to block this type of sale. Background: The legislation sets parameters for the on -sale restaurants to follow with this temporary off -sale of liquor. Some parameters include: the liquor sale must be in conjunction to a food sale; the liquor must be in its original packaging; the type of alcohol is limited to wine, beer, hard seltzer and cider and the amount is limited to the equivalent of a bottle of wine or a six pack; the take out order must be picked up and not delivered; and specifies the person picking up the order must be at least 21. Attachments: 1. Chapter 75 — MN Laws Beer & Wine To Go Packet Page Number 67 of 116 G4, Attachment 1 Office of the Revisor of Statutes Minnesota Session Laws - 2020, Regular Session Authenticate This document represents the act as presented to the governor. The version passed by the legislature is the final engrossment. It does not represent the official 2020 session law, which will be available here summer 2020. Key: (1) (2) new language CHAPTER 75--S.F.No. 4489 An act relating to liquor; allowing certain on -sale licensees to make off -sales of liquor. BE IT ENACTED BY THE LEGISLATURE OF THE STATE OF MINNESOTA: Section 1. LIMITED OFF -SALE FOR RESTAURANTS CLOSED BY EXECUTIVE ORDER. (a) A qualifying licensee may offer off -sales of malt liquor, hard seltzer, cider, and wine with a prepared food take-out order, without obtaining an additional license, subject to the following limitations: (1) any sale of malt liquor, hard seltzer, cider, and wine is made in conjunction with and is incidental to the sale of prepared food for take-out; (2) the alcoholic beverages are sold in their original, unopened packaging; .(3) no more than 72 ounces in total of malt liquor, hard seltzer, and cider; and 750 milliliters of wine maybe sold per prepared food take-out order, (4) the qualifying licensee must confirm that the person picking up the prepared food take-out order is at least 21 years of Lige as provided by Minnesota Statutes, section 340A.503, subdivision 6, and (5) the qualifying licensee must notify the insurer providing the coverage required by Minnesota Statutes, section 340A.409, that it is making off -sales under this section. (b) All laws and rules relating to the off -sale of liquor under Minnesota Statutes, chapter 340A, not inconsistent with this section apply to the sales allowed by this section including but not limited to Minnesota Statutes, sections 340A.502 to 340A.504. No delivery of alcoholic beverages is authorized by this section. (c) The governing body of a municipality may elect to prohibit the off -sale of alcoholic beverages authorized by this section. .(d) For purposes of this section, "qualifying licensee" means a restaurant holding an on -sale intoxicating liquor license issued under Minnesota Statutes, section 340A.404, subdivision 1,_paragraph (a), clause (2), or subdivision 6,_paragraph (a), or a restaurant holding an on -sale wine license issued under Minnesota Statutes, section 340A.404, subdivision 5. Nothing in this section affects or modifies the ability of a licensed brewer to make off -sales of alcoholic beverages under law. .(e) The authority to make off -sales of malt liquor, hard seltzer, cider, and wine under this section expires when the closure of restaurants as set forth in Executive Order 20-04, as modified and extended by Executive Orders 20-18 and 20-33, or any subsequent order, expires, or is terminated or rescinded. EFFECTIVE DATE. This section is effective the dayfollowing final enactment. Presented to the governor April 17, 2020 Signed by the governor April 17, 2020, 4:19 p.m. Copyright © 2020 by the Revisor of Statutes, State of Minnesota. All rights reserved. Packet Page Number 68 of 116 J1 CITY COUNCIL STAFF REPORT Meeting Date April 27, 2020 REPORT TO: Melinda Coleman, City Manager REPORT FROM: Michael Mondor, Chief of EMS PRESENTER: Michael Mondor, Chief of EMS AGENDA ITEM: North Fire Station Construction Project A. Request for Proposal Results B. Architectural and Engineering Services Contract Agreement with Short Elliot Hendrickson, Inc. Action Requested: ✓ Motion ❑ Discussion ❑ Public Hearing Form of Action: ❑ Resolution ❑ Ordinance ✓ Contract/Agreement ❑ Proclamation Policy Issue: The Fire Department currently operates out of three fire stations. One of the recommendations that arose from the Fire Station Location and Operational Review was to cease operating out of the Central Fire Station and reallocate resources from the Central Fire Station to the North Fire Station. This recommendation came from the data analysis that demonstrated that continuing to operate three stations would only improve the Department's response reliability by one-half of one percent. The next step in the project is to retain an architectural and engineering firm to complete the next phase of the fire station design. Recommended Action: A. Motion to approve the request for proposal results of the North Fire Station Construction Project. B. Motion to approve the architectural and engineering services contract agreement with Short Elliot Hendrickson, Inc. for the North Fire Station Construction Project. Fiscal Impact: Is There a Fiscal Impact? ❑ No ✓ Yes, the true or estimated cost is $405,000 plus reimbursable expenses. Financing source(s): ❑ Adopted Budget ❑ Budget Modification ❑ New Revenue Source ❑ Use of Reserves ✓ Other: Fire Facility Fund Strategic Plan Relevance: ✓ Financial Sustainability ❑ Integrated Communication ❑ Targeted Redevelopment ✓ Operational Effectiveness ❑ Community Inclusiveness ✓ Infrastructure & Asset Mgmt. The Department is working to improve the Fire Department's critical infrastructure, enhance operational effectiveness by reducing redundancy and financial sustainability as the Department looks to reduce its capital footprint. Packet Page Number 69 of 116 J1 Background In 2017, the City hired Fitch & Associates to conduct a Fire Station Location and Operational Review and several recommendations were presented to City Council on 1/25/2018. The City Council approved the recommendation to consolidate from three stations to two stations and enter into a professional services agreement with Wold Architectural and Engineering to conduct a Fire Station Needs Assessment and Design Recommendations at the 9/23/2019 City Council Meeting. In October of 2019, the Fire Department began working with Wold Architectural and Engineering on a Fire Station Needs Assessment and Design Recommendations following Council approval to implement the next phases of the Fire Station Location and Operational Review. At the February 10, 2020 City Council meeting, Staff presented the final results of the Fire Station Needs Assessment and Design Recommendations. Following the presentation, staff developed a Request for Proposals (RFP) for the North Fire Station Construction Project. Staff, which included the Public Safety Director, Fire Chief, Chief of EMS, Finance Director, Community Development Director and Public Works Director, reviewed the proposals and conducted interviews with three architectural and engineering firms. The review included scoring on statement of qualifications, work plan and schedule, relevant information/past work performed, community inclusiveness, presentation, interview and cost. The highest scoring firm was Short Elliot Hendrickson, Inc. (SEH). SEH's submittal was also the lowest cost of the proposals received. Attachments 1. Fire Station Project Update Presentation 2. Standard Form of Agreement between City of Maplewood and Short Elliot Hendrickson, Inc. for the North Fire Station Replacement Project 3. Maplewood Fire Station — Exhibit Al Packet Page Number 70 of 116 � ■! girl a O cv m O O I u a O 4j 4J tW i LL ■!P MML O -+ O ca }, _0 U +j E N _ N E O O O U a--+ c6 U _0 . 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Q O Q O Q U Q U ct (n Q m �Nrw. CL AIA Document B101TM -2017 Standard Form of Agreement Between Owner and Architect AGREEMENT made as of the Twenty Seventh day of April in the year Two Thousand 'Twenty (In words, indicate day, month and year.) BETWEEN the Architect's client identified as the Owner: (Name, legal status, address and other information) City of Maplewood, Minnesota 1830 County Road B Maplewood, Minnesota 55109 and the Architect: (Name, legal status, address and other information) Short Elliott Hendrickson, Inc. 3535 Vadnais Center Drive St. Paul, Minnesota 55110 for the following Project: (Name, location and detailed description) North Fire Station Replacement Project To be located at 1530 County Road C, Maplewood, Minnesota 55109 Architectural and Engineering services for the development of a new replacement fire station building and adjacent site. The Owner and Architect agree as follows. J1, Attachment 2 ADDITIONS AND DELETIONS: The author of this document has added information needed for its completion. The author may also have revised the text of the original AIA standard form. An Additions and Deletions Report that notes added information as well as revisions to the standard form text is available from the author and should be reviewed. A vertical line in the left margin of this document indicates where the author has added necessary information and where the author has added to or deleted from the original AIA text. This document has important legal consequences. Consultation with an attorney is encouraged with respect to its completion or modification. AIA Document 13101 TM — 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017 by The American Institute of Architects. All rights reserved. WARNING: This Init. AIA° Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AIA° Document, or any portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was / produced by AIA software at 13:50:32 ET on 04/17/2020 under Order No.0709812657 which expires on 04/10/2021, and is not for resale. User Notes: (1901278020) Packet Page Number 79 of 116 J1, Attachment 2 TABLE OF ARTICLES 1 INITIAL INFORMATION 2 ARCHITECT'S RESPONSIBILITIES 3 SCOPE OF ARCHITECT'S BASIC SERVICES 4 SUPPLEMENTAL AND ADDITIONAL SERVICES 5 OWNER'S RESPONSIBILITIES 6 COST OF THE WORK 7 COPYRIGHTS AND LICENSES 8 CLAIMS AND DISPUTES 9 TERMINATION OR SUSPENSION 10 MISCELLANEOUS PROVISIONS 11 COMPENSATION 12 SPECIAL TERMS AND CONDITIONS 13 SCOPE OF THE AGREEMENT ARTICLE 1 INITIAL INFORMATION § 1.1 This Agreement is based on the Initial Information set forth in this Section 1.1. (For each item in this section, insert the information or a statement such as "not applicable " or "unknown at time of execution.') § 1.1.1 The Owner's program for the Project: (Insert the Owner's program, identify documentation that establishes the Owner's program, or state the manner in which the program will be developed.) Owner intends to develop a new 30,000 square foot, single -story fire station building with 7 drive-through apparatus bays. The building will replace an existing fire station currently located on the same site, which will be demolished as part of the project. The project scope includes development of the building and the surrounding site. A building programming and space needs study has been previously completed, and this information will be provided to the Architect to be used for reference as part of the project design. (Paragraphs deleted) § 1.1.3 The Owner's budget for the Cost of the Work, as defined in Section 6.1: (Provide total and, if known, a line item breakdown) Ten Million, Seven Hundred Thousand Dollars and 00 Cents § 1.1.4 The Owner's anticipated design and construction milestone dates: Design phase milestone dates, if any: To be determined Init. AIA Document 131 01 TM — 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017 by The American Institute of Architects. All rights reserved. WARNING: This AIA° Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AIA° Document, or any 2 portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 13:50:32 ET on 04/17/2020 under Order No.0709812657 which expires on 04/10/2021, and is not for resale. User Notes: (1901278020) Packet Page Number 80 of 116 J1, Attachment 2 .2 Construction commencement date: To be determined .3 Substantial Completion date or dates: To be determined .4 Other milestone dates: To be determined § 1.1.5 The Owner intends the following procurement and delivery method for the Project: (Identify method such as competitive bid or negotiated contract, as well as any requirements for accelerated or fast-track design and construction, multiple bid packages, or phased construction.) Competitive Bid —Project phasing is unknown at time of contract execution § 1.1.6 The Owner's anticipated Sustainable Objective for the Project: (Identify and describe the Owner's Sustainable Objective for the Project, if any.) None (Paragraph deleted) § 1.1.7 The Owner identifies the following representative in accordance with Section 5.3 (List name, address, and other contact information.) Michael Mondor Chief of EMS, City of Maplewood § 1.1.8 The persons or entities, in addition to the Owner's representative, who are required to review the Architect's submittals to the Owner are as follows: (List name, address, and other contact information.) None § 1.1.9 The Owner shall retain the following consultants and contractors: (List name, legal status, address, and other contact information.) Geotechnical Engineer: See Sub -Article 4.1.1. .2 Civil Engineer: Services are to be provided by the Architect as part of project scope of service. .3 Other, if any: (List any other consultants and contractors retained by the Owner.) § 1.1.10 The Architect identifies the following representative in accordance with Section 2.3: (List name, address, and other contact information.) Init. AIA Document 131 01 TM — 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017 by The American Institute of Architects. All rights reserved. WARNING: This AIA° Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AIA° Document, or any 3 portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 13:50:32 ET on 04/17/2020 under Order No.0709812657 which expires on 04/10/2021, and is not for resale. User Notes: (1901278020) Packet Page Number 81 of 116 J1, Attachment 2 Brian Bergstrom Project Manager - SEH 3535 Vadnais Center Drive St. Paul, Minnesota 55110 § 1.1.11 The Architect shall retain the consultants identified in Sections 1.1.11.1 and 1.1.11.2: (List name, legal status, address, and other contact information) § 1.1.11.1 Consultants retained under Basic Services: .1 Structural Engineer: Services are to be provided by the Architect as part of project scope of service. .2 Mechanical Engineer: The Design Group, Inc. 331 6t' Avenue SW Chisholm, Minnesota 55719. .3 Electrical Engineer: The Design Group, Inc. 331 6t' Avenue SW Chisholm, Minnesota 55719 § 1.1.11.2 Consultants retained under Supplemental Services Interior Design Services: Atmosphere Commercial Interiors 81 South 9t' Street, Suite 450 Minneapolis, Minnesota 55402 Cost Estimating Services: Professional Project Management, Inc 1858 East Shore Drive St. Paul, Minnesota 55109 Storm Shelter Design Review, Geotechnical, Site Survey, and Pre -Demolition Environmental Testing Services: Sub -consultants to be determined § 1.1.12 Other Initial Information on which the Agreement is based: None § 1.2 The Owner and Architect may rely on the Initial Information. Both parties, however, recognize that the Initial Information may materially change and, in that event, the Owner and the Architect shall appropriately adjust the Architect's services, schedule for the Architect's services, and the Architect's compensation. The Owner shall adjust the Owner's budget for the Cost of the Work and the Owner's anticipated design and construction milestones, as necessary, to accommodate material changes in the Initial Information. (Paragraphs deleted) ARTICLE 2 ARCHITECT'S RESPONSIBILITIES § 2.1 The Architect shall provide professional services as set forth in this Agreement. The Architect represents that it is properly licensed in the jurisdiction where the Project is located to provide the services required by this Agreement, or shall cause such services to be performed by appropriately licensed design professionals. Init. AIA Document 131 01 TM — 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017 by The American Institute of Architects. All rights reserved. WARNING: This AIA° Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AIA° Document, or any 4 portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 13:50:32 ET on 04/17/2020 under Order No.0709812657 which expires on 04/10/2021, and is not for resale. User Notes: (1901278020) Packet Page Number 82 of 116 J1, Attachment 2 § 2.2 The Architect shall perform its services consistent with the professional skill and care ordinarily provided by architects practicing in the same or similar locality under the same or similar circumstances. The Architect shall perform its services as expeditiously as is consistent with such professional skill and care and the orderly progress of the Project. § 2.3 The Architect shall identify a representative authorized to act on behalf of the Architect with respect to the Project. § 2.4 Except with the Owner's knowledge and consent, the Architect shall not engage in any activity, or accept any employment, interest or contribution that would reasonably appear to compromise the Architect's professional judgment with respect to this Project. § 2.5 The Architect shall maintain the following insurance until termination of this Agreement. If any of the requirements set forth below are in addition to the types and limits the Architect normally maintains, the Owner shall pay the Architect as set forth in Section 11.9. § 2.5.1 Commercial General Liability with policy limits of not less than amounts as outlined below. Each Occurrence ....................$1,000,000 Damage to Rented Premises ... ..... $100,000 Medical Expense ....................$15,000 Personal and Adv. Injury ... ... ...... $1,000,000 Products-Comp/OP AGG... ... ..... $2,000,000 General Aggregate ...................$2,000,000 § 2.5.2 Automobile Liability covering vehicles owned, and non -owned vehicles used, by the Architect with policy limits of not less than $1,000,000 for Combined Single Limit for bodily injury, death of any person, and property damage arising out of the ownership, maintenance and use of those motor vehicles. § 2.5.3 The Architect may achieve the required limits and coverage for Commercial General Liability and Automobile Liability through a combination of primary and excess or umbrella liability insurance, provided such primary and excess or umbrella liability insurance policies result in the same or greater coverage as the coverages required under Sections 2.5.1 and 2.5.2, and in no event shall any excess or umbrella liability insurance provide narrower coverage than the primary policy. The excess policy shall not require the exhaustion of the underlying limits only through the actual payment by the underlying insurers. § 2.5.4 Workers' Compensation with policy limits of not less than amounts as outlined below.. Each Accident ..................... $1,000,000 Disease — Each Employee ...... .... $1,000,000 Disease —Policy Limit.............$1,000,000 (Paragraph deleted) § 2.5.6 Professional Liability covering negligent acts, errors and omissions in the performance of professional services with policy limits of not less than amounts as outlined below. Each Claim..........................$1,000,000 Each Policy Year Aggregate....... $2,000,000 § 2.5.7 Additional Insured Obligations. To the fullest extent permitted by law, the Architect shall cause the primary and excess or umbrella polices for Commercial General Liability and Automobile Liability to include the Owner as an additional insured for claims caused in whole or in part by the Architect's negligent acts or omissions. The additional insured coverage shall be primary and non-contributory to any of the Owner's insurance policies and shall apply to both ongoing and completed operations. § 2.5.8 Upon request, the Architect shall provide certificates of insurance to the Owner that evidence compliance with the requirements in this Section 2.5. Init. AIA Document B101 TM — 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017 by The American Institute of Architects. All rights reserved. WARNING: This AIA° Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AIA° Document, or any 5 portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 13:50:32 ET on 04/17/2020 under Order No.0709812657 which expires on 04/10/2021, and is not for resale. User Notes: (1901278020) Packet Page Number 83 of 116 J1, Attachment 2 ARTICLE 3 SCOPE OF ARCHITECT'S BASIC SERVICES § 3.1 The Architect's Basic Services consist of those described in this Article 3 and include usual and customary structural, mechanical, and electrical engineering services. Services not set forth in this Article 3 are Supplemental or Additional Services. § 3.1.1 The Architect shall manage the Architect's services, research applicable design criteria, attend Project meetings, communicate with members of the Project team, and report progress to the Owner. § 3.1.2 The Architect shall coordinate its services with those services provided by the Owner and the Owner's consultants. The Architect shall be entitled to rely on, and shall not be responsible for, the accuracy, completeness, and timeliness of, services and information furnished by the Owner and the Owner's consultants. The Architect shall provide prompt written notice to the Owner if the Architect becomes aware of any error, omission, or inconsistency in such services or information. § 3.1.3 As soon as practicable after the date of this Agreement, the Architect shall submit for the Owner's approval a schedule for the performance of the Architect's services. The schedule initially shall include anticipated dates for the commencement of construction and for Substantial Completion of the Work as set forth in the Initial Information. The schedule shall include allowances for periods of time required for the Owner's review, for the performance of the Owner's consultants, and for approval of submissions by authorities having jurisdiction over the Project. Once approved by the Owner, time limits established by the schedule shall not, except for reasonable cause, be exceeded by the Architect or Owner. With the Owner's approval, the Architect shall adjust the schedule, if necessary, as the Project proceeds until the commencement of construction. § 3.1.4 The Architect shall not be responsible for an Owner's directive or substitution made without the Architect's written approval. § 3.1.5 The Architect shall contact governmental authorities required to approve the Construction Documents and entities providing utility services to the Project. The Architect shall respond to applicable design requirements imposed by those authorities and entities. § 3.1.6 The Architect shall assist the Owner in connection with the Owner's responsibility for filing documents required for the approval of governmental authorities having jurisdiction over the Project. § 3.2 Schematic Design Phase Services § 3.2.1 The Architect shall review the program and other information furnished by the Owner, and shall review laws, codes, and regulations applicable to the Architect's services. § 3.2.2 The Architect shall prepare a preliminary evaluation of the Owner's program, schedule, budget for the Cost of the Work, Project site, the proposed procurement and delivery method, and other Initial Information, each in terms of the other, to ascertain the requirements of the Project. The Architect shall notify the Owner of (1) any inconsistencies discovered in the information, and (2) other information or consulting services that may be reasonably needed for the Project. § 3.2.3 The Architect shall present its preliminary evaluation to the Owner and shall discuss with the Owner alternative approaches to design and construction of the Project. The Architect shall reach an understanding with the Owner regarding the requirements of the Project. § 3.2.4 Based on the Project requirements agreed upon with the Owner, the Architect shall prepare and present, for the Owner's approval, a preliminary design illustrating the scale and relationship of the Project components. § 3.2.5 Based on the Owner's approval of the preliminary design, the Architect shall prepare Schematic Design Documents for the Owner's approval. The Schematic Design Documents shall consist of drawings and other documents including a site plan, if appropriate, and preliminary building plans, sections and elevations; and may include some combination of study models, perspective sketches, or digital representations. Preliminary selections of major building systems and construction materials shall be noted on the drawings or described in writing. Init. AIA Document 131 01 TM — 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017 by The American Institute of Architects. All rights reserved. WARNING: This AIA° Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AIA° Document, or any 6 portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 13:50:32 ET on 04/17/2020 under Order No.0709812657 which expires on 04/10/2021, and is not for resale. User Notes: (1901278020) Packet Page Number 84 of 116 J1, Attachment 2 § 3.2.5.1 The Architect shall consider sustainable design alternatives, such as material choices and building orientation, together with other considerations based on program and aesthetics, in developing a design that is consistent with the Owner's program, schedule and budget for the Cost of the Work. The Owner may obtain more advanced sustainable design services as a Supplemental Service under Section 4.1.1. § 3.2.5.2 The Architect shall consider the value of alternative materials, building systems and equipment, together with other considerations based on program and aesthetics, in developing a design for the Project that is consistent with the Owner's program, schedule, and budget for the Cost of the Work. § 3.2.6 The Architect shall submit to the Owner an estimate of the Cost of the Work prepared in accordance with Section 6.3. § 3.2.7 The Architect shall submit the Schematic Design Documents to the Owner, and request the Owner's approval § 3.3 Design Development Phase Services § 3.3.1 Based on the Owner's approval of the Schematic Design Documents, and on the Owner's authorization of any adjustments in the Project requirements and the budget for the Cost of the Work, the Architect shall prepare Design Development Documents for the Owner's approval. The Design Development Documents shall illustrate and describe the development of the approved Schematic Design Documents and shall consist of drawings and other documents including plans, sections, elevations, typical construction details, and diagrammatic layouts of building systems to fix and describe the size and character of the Project as to architectural, structural, mechanical and electrical systems, and other appropriate elements. The Design Development Documents shall also include outline specifications that identify major materials and systems and establish, in general, their quality levels. § 3.3.2 The Architect shall update the estimate of the Cost of the Work prepared in accordance with Section 6.3. § 3.3.3 The Architect shall submit the Design Development Documents to the Owner, advise the Owner of any adjustments to the estimate of the Cost of the Work, and request the Owner's approval. § 3.4 Construction Documents Phase Services § 3.4.1 Based on the Owner's approval of the Design Development Documents, and on the Owner's authorization of any adjustments in the Project requirements and the budget for the Cost of the Work, the Architect shall prepare Construction Documents for the Owner's approval. The Construction Documents shall illustrate and describe the further development of the approved Design Development Documents and shall consist of Drawings and Specifications setting forth in detail the quality levels and performance criteria of materials and systems and other requirements for the construction of the Work. The Owner and Architect acknowledge that, in order to perform the Work, the Contractor will provide additional information, including Shop Drawings, Product Data, Samples and other similar submittals, which the Architect shall review in accordance with Section 3.6.4. § 3.4.2 The Architect shall incorporate the design requirements of governmental authorities having jurisdiction over the Project into the Construction Documents. § 3.4.3 During the development of the Construction Documents, the Architect shall assist the Owner in the development and preparation of (1) procurement information that describes the time, place, and conditions of bidding, including bidding or proposal forms; (2) the form of agreement between the Owner and Contractor; and (3) the Conditions of the Contract for Construction (General, Supplementary and other Conditions). The Architect shall also compile a project manual that includes the Conditions of the Contract for Construction and Specifications, and may include bidding requirements and sample forms. § 3.4.4 The Architect shall update the estimate for the Cost of the Work prepared in accordance with Section 6.3. § 3.4.5 The Architect shall submit the Construction Documents to the Owner, advise the Owner of any adjustments to the estimate of the Cost of the Work, take any action required under Section 6.5, and request the Owner's approval. Init. AIA Document 131 01 TM — 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017 by The American Institute of Architects. All rights reserved. WARNING: This AIA° Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AIA° Document, or any 7 portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 13:50:32 ET on 04/17/2020 under Order No.0709812657 which expires on 04/10/2021, and is not for resale. User Notes: (1901278020) Packet Page Number 85 of 116 J1, Attachment 2 § 3.5 Bidding Phase Services § 3.5.1 General The Architect shall assist the Owner in establishing a list of prospective contractors. Following the Owner's approval of the Construction Documents, the Architect shall assist the Owner in obtaining competitive bids; (2) confirming responsiveness of bids or proposals; (3) determining the successful bid or proposal, if any; and, (4) awarding and preparing contracts for construction. § 3.5.2 Competitive Bidding § 3.5.2.1 Bidding Documents shall consist of bidding requirements and proposed Contract Documents. § 3.5.2.2 The Architect shall assist the Owner in bidding the Project by: .1 facilitating the distribution of Bidding Documents to prospective bidders; reproduction expenses will be invoiced to the Owner as a reimbursable expense. .2 organizing and conducting a pre-bid conference for prospective bidders; .3 preparing responses to questions from prospective bidders and providing clarifications and interpretations of the Bidding Documents to the prospective bidders in the form of addenda; and, .4 organizing and conducting the opening of the bids, and subsequently documenting and distributing the bidding results, as directed by the Owner. § 3.5.2.3 If the Bidding Documents permit substitutions, upon the Owner's written authorization, the Architect shall consider requests for substitutions and prepare and distribute addenda identifying approved substitutions to all prospective bidders. (Paragraphs deleted) § 3.6 Construction Phase Services § 3.6.1 General § 3.6.1.1 The Architect shall provide administration of the Contract between the Owner and the Contractor as set forth below and in AIA Document A201TM-2017, General Conditions of the Contract for Construction. If the Owner and Contractor modify AIA Document A201-2017, those modifications shall not affect the Architect's services under this Agreement unless the Owner and the Architect amend this Agreement. § 3.6.1.2 The Architect shall advise and consult with the Owner during the Construction Phase Services. The Architect shall have authority to act on behalf of the Owner only to the extent provided in this Agreement. The Architect shall not have control over, charge of, or responsibility for the construction means, methods, techniques, sequences or procedures, or for safety precautions and programs in connection with the Work, nor shall the Architect be responsible for the Contractor's failure to perform the Work in accordance with the requirements of the Contract Documents. The Architect shall be responsible for the Architect's negligent acts or omissions, but shall not have control over or charge of, and shall not be responsible for, acts or omissions of the Contractor or of any other persons or entities performing portions of the Work. § 3.6.1.3 Subject to Section 4.2 and except as provided in Section 3.6.6.5, the Architect's responsibility to provide Construction Phase Services commences with the award of the Contract for Construction and terminates on the date the Architect issues the final Certificate for Payment. § 3.6.2 Evaluations of the Work § 3.6.2.1 The Architect shall visit the site at intervals appropriate to the stage of construction, or as otherwise required in Section 4.2.3, to become generally familiar with the progress and quality of the portion of the Work completed, and to determine, in general, if the Work observed is being performed in a manner indicating that the Work, when fully completed, will be in accordance with the Contract Documents. However, the Architect shall not be required to make exhaustive or continuous on-site inspections to check the quality or quantity of the Work. On the basis of the site visits, the Architect shall keep the Owner reasonably informed about the progress and quality of the portion of the Work completed, and promptly report to the Owner (1) known deviations from the Contract Documents, (2) known deviations from the most recent construction schedule submitted by the Contractor, and (3) defects and deficiencies observed in the Work. Init. AIA Document 131 01 TM — 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017 by The American Institute of Architects. All rights reserved. WARNING: This AIA° Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AIA° Document, or any 8 portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 13:50:32 ET on 04/17/2020 under Order No.0709812657 which expires on 04/10/2021, and is not for resale. User Notes: (1901278020) Packet Page Number 86 of 116 J1, Attachment 2 § 3.6.2.2 The Architect has the authority to reject Work that does not conform to the Contract Documents. Whenever the Architect considers it necessary or advisable, the Architect shall have the authority to require inspection or testing of the Work in accordance with the provisions of the Contract Documents, whether or not the Work is fabricated, installed or completed. However, neither this authority of the Architect nor a decision made in good faith either to exercise or not to exercise such authority shall give rise to a duty or responsibility of the Architect to the Contractor, Subcontractors, suppliers, their agents or employees, or other persons or entities performing portions of the Work. § 3.6.2.3 The Architect shall interpret and decide matters concerning performance under, and requirements of, the Contract Documents on written request of either the Owner or Contractor. The Architect's response to such requests shall be made in writing within any time limits agreed upon or otherwise with reasonable promptness. § 3.6.2.4 Interpretations and decisions of the Architect shall be consistent with the intent of, and reasonably inferable from, the Contract Documents and shall be in writing or in the form of drawings. When making such interpretations and decisions, the Architect shall endeavor to secure faithful performance by both Owner and Contractor, shall not show partiality to either, and shall not be liable for results of interpretations or decisions rendered in good faith. The Architect's decisions on matters relating to aesthetic effect shall be final if consistent with the intent expressed in the Contract Documents. § 3.6.2.5 Unless the Owner and Contractor designate another person to serve as an Initial Decision Maker, as that term is defined in AIA Document A201-2017, the Architect shall render initial decisions on Claims between the Owner and Contractor as provided in the Contract Documents. § 3.6.3 Certificates for Payment to Contractor § 3.6.3.1 The Architect shall review and certify the amounts due the Contractor and shall issue certificates in such amounts. The Architect's certification for payment shall constitute a representation to the Owner, based on the Architect's evaluation of the Work as provided in Section 3.6.2 and on the data comprising the Contractor's Application for Payment, that, to the best of the Architect's knowledge, information and belief, the Work has progressed to the point indicated, the quality of the Work is in accordance with the Contract Documents, and that the Contractor is entitled to payment in the amount certified. The foregoing representations are subject to (1) an evaluation of the Work for conformance with the Contract Documents upon Substantial Completion, (2) results of subsequent tests and inspections, (3) correction of minor deviations from the Contract Documents prior to completion, and (4) specific qualifications expressed by the Architect. § 3.6.3.2 The issuance of a Certificate for Payment shall not be a representation that the Architect has (1) made exhaustive or continuous on-site inspections to check the quality or quantity of the Work, (2) reviewed construction means, methods, techniques, sequences or procedures, (3) reviewed copies of requisitions received from Subcontractors and suppliers and other data requested by the Owner to substantiate the Contractor's right to payment, or (4) ascertained how or for what purpose the Contractor has used money previously paid on account of the Contract Sum. § 3.6.3.3 The Architect shall maintain a record of the Applications and Certificates for Payment. § 3.6.4 Submittals § 3.6.4.1 The Architect shall review the Contractor's submittal schedule and shall not unreasonably delay or withhold approval of the schedule. The Architect's action in reviewing submittals shall be taken in accordance with the approved submittal schedule or, in the absence of an approved submittal schedule, with reasonable promptness while allowing sufficient time, in the Architect's professional judgment, to permit adequate review. § 3.6.4.2 The Architect shall review and approve, or take other appropriate action upon, the Contractor's submittals such as Shop Drawings, Product Data and Samples, but only for the limited purpose of checking for conformance with information given and the design concept expressed in the Contract Documents. Review of such submittals is not for the purpose of determining the accuracy and completeness of other information such as dimensions, quantities, and installation or performance of equipment or systems, which are the Contractor's responsibility. The Architect's review shall not constitute approval of safety precautions or construction means, methods, techniques, sequences or procedures. The Architect's approval of a specific item shall not indicate approval of an assembly of which the item is a component. Init. AIA Document B101 TM — 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017 by The American Institute of Architects. All rights reserved. WARNING: This AIA° Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AIA° Document, or any 9 portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 13:50:32 ET on 04/17/2020 under Order No.0709812657 which expires on 04/10/2021, and is not for resale. User Notes: (1901278020) Packet Page Number 87 of 116 J1, Attachment 2 § 3.6.4.3 If the Contract Documents specifically require the Contractor to provide professional design services or certifications by a design professional related to systems, materials, or equipment, the Architect shall specify the appropriate performance and design criteria that such services must satisfy. The Architect shall review and take appropriate action on Shop Drawings and other submittals related to the Work designed or certified by the Contractor's design professional, provided the submittals bear such professional's seal and signature when submitted to the Architect. The Architect's review shall be for the limited purpose of checking for conformance with information given and the design concept expressed in the Contract Documents. The Architect shall be entitled to rely upon, and shall not be responsible for, the adequacy and accuracy of the services, certifications, and approvals performed or provided by such design professionals. § 3.6.4.4 Subject to Section 4.2, the Architect shall review and respond to requests for information about the Contract Documents. The Architect shall set forth, in the Contract Documents, the requirements for requests for information. Requests for information shall include, at a minimum, a detailed written statement that indicates the specific Drawings or Specifications in need of clarification and the nature of the clarification requested. The Architect's response to such requests shall be made in writing within any time limits agreed upon, or otherwise with reasonable promptness. If appropriate, the Architect shall prepare and issue supplemental Drawings and Specifications in response to the requests for information. § 3.6.4.5 The Architect shall maintain a record of submittals and copies of submittals supplied by the Contractor in accordance with the requirements of the Contract Documents. § 3.6.5 Changes in the Work § 3.6.5.1 The Architect may order minor changes in the Work that are consistent with the intent of the Contract Documents and do not involve an adjustment in the Contract Sum or an extension of the Contract Time. Subject to Section 4.2, the Architect shall prepare Change Orders and Construction Change Directives for the Owner's approval and execution in accordance with the Contract Documents. § 3.6.5.2 The Architect shall maintain records relative to changes in the Work. § 3.6.6 Project Completion § 3.6.6.1 The Architect shall: .1 conduct inspections to determine the date or dates of Substantial Completion and the date of final completion; .2 issue Certificates of Substantial Completion; .3 forward to the Owner, for the Owner's review and records, written warranties and related documents required by the Contract Documents and received from the Contractor; and, .4 issue a final Certificate for Payment based upon a final inspection indicating that, to the best of the Architect's knowledge, information, and belief, the Work complies with the requirements of the Contract Documents. § 3.6.6.2 The Architect's inspections shall be conducted with the Owner to check conformance of the Work with the requirements of the Contract Documents and to verify the accuracy and completeness of the list submitted by the Contractor of Work to be completed or corrected. § 3.6.6.3 When Substantial Completion has been achieved, the Architect shall inform the Owner about the balance of the Contract Sum remaining to be paid the Contractor, including the amount to be retained from the Contract Sum, if any, for final completion or correction of the Work. § 3.6.6.4 The Architect shall forward to the Owner the following information received from the Contractor: (1) consent of surety or sureties, if any, to reduction in or partial release of retainage or the making of final payment; (2) affidavits, receipts, releases and waivers of liens, or bonds indemnifying the Owner against liens; and (3) any other documentation required of the Contractor under the Contract Documents. Init. AIA Document B101 TM — 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017 by The American Institute of Architects. All rights reserved. WARNING: This AIA° Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AIA° Document, or any 10 portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 13:50:32 ET on 04/17/2020 under Order No.0709812657 which expires on 04/10/2021, and is not for resale. User Notes: (1901278020) Packet Page Number 88 of 116 J1, Attachment 2 § 3.6.6.5 Upon request of the Owner, and prior to the expiration of one year from the date of Substantial Completion, the Architect shall, without additional compensation, conduct a meeting with the Owner to review the facility operations and performance. ARTICLE 4 SUPPLEMENTAL AND ADDITIONAL SERVICES § 4.1 Supplemental Services § 4.1.1 The services listed below are not included in Basic Services but may be required for the Project. The Architect shall provide the listed Supplemental Services only if specifically designated in the table below as the Architect's responsibility, and the Owner shall compensate the Architect as provided in Section 11.2. Unless otherwise specifically addressed in this Agreement, if neither the Owner nor the Architect is designated, the parties agree that the listed Supplemental Service is not being provided for the Project. (Designate the Architect's Supplemental Services and the Owner's Supplemental Services required for the Project by indicating whether the Architect or Owner shall be responsible for providing the identified Supplemental Service. Insert a description of the Supplemental Services in Section 4.1.2 below or attach the description of services as an exhibit to this Agreement.) Supplemental Services Responsibility Architect, Owner, or notprovided) § 4.1.1.1 Programming Previously provided by Owner. Review of information included as part of basic services 4.1.1.2 Multiple preliminary designs Not Provided 4.1.1.3 Measured drawings Not Provided 4.1.1.4 Existing facilities surveys Not Provided 4.1.1.5 Site evaluation and planning Not Provided § 4.1.1.6 Building Information Model management responsibilities Revit model as part of basic services § 4.1.1.7 Development of Building Information Models for post construction use Not Provided § 4.1.1.8 Civil engineering Included as part of basic services § 4.1.1.9 Landscape design Included as part of basic services § 4.1.1.10 Architectural interior design Included as part of basic services § 4.1.1.11 Value analysis Not Provided § 4.1.1.12 Detailed cost estimating beyond that required in Section 6.3 Included as part of basic services § 4.1.1.13 On-site project representation Not Provided § 4.1.1.14 Conformed documents for construction Not Provided 4.1.1.15 As -designed record drawings Not Provided 4.1.1.16 As -constructed record drawings Provided to Owner by Contractor 4.1.1.17 Post -occupancy evaluation Not Provided 4.1.1.18 Facility support services Not Provided 4.1.1.19 Tenant -related services Not Provided § 4.1.1.20 Architect's coordination of the Owner's consultants Included as part of basic services § 4.1.1.21 Telecommunications/data design Owner § 4.1.1.22 Security evaluation and planning Owner § 4.1.1.23 Commissioning Not Provided § 4.1.1.24 Sustainable Project Services pursuant to Section 4.1.3 Not Provided § 4.1.1.25 Fast-track design services Not Provided § 4.1.1.26 Multiple bid packages Not Provided Init. AIA Document 131 01 TM — 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017 by The American Institute of Architects. All rights reserved. WARNING: This AIA° Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AIA° Document, or any 11 portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 13:50:32 ET on 04/17/2020 under Order No.0709812657 which expires on 04/10/2021, and is not for resale. User Notes: (1901278020) Packet Page Number 89 of 116 J1, Attachment 2 Supplemental Services Responsibility (Architect, Owner, or notprovided) § 4.1.1.27 Historic preservation Not Provided § 4.1.1.28 Furniture, furnishings, and equipment design Not Provided § 4.1.1.29 Other services provided by specialty Consultants See Below § 4.1.1.29.1 Interior Design Included as part of basic services § 4.1.1.29.2 Storm Shelter Design Review Architect 4.1.1.29.3 Geotechnical Services Architect 4.1.1.29.4 Site Surveying Services Architect § 4.1.1.29.5 Pre -Demolition Environmental Testing Services Architect 4.1.1.30 Other Supplemental Services Not Provided § 4.1.2 Description of Supplemental Services § 4.1.2.1 A description of each Supplemental Service identified in Section 4.1.1 as the Architect's responsibility is provided below. (Describe in detail the Architect's Supplemental Services identified in Section 4.1.1 or, if set forth in an exhibit, identify the exhibit. The AIA publishes a number of Standard Form of Architect's Services documents that can be included as an exhibit to describe the Architect's Supplemental Services.) Storm Shelter Design Review to be provided by Architect through a sub -consultant in compliance with ICC500 building code requirements for storm shelter design. Services shall be provided as a reimbursable expense. Geotechnical Services for the project site consisting of soil borings and a geotechnical report to be provided by Architect through a sub -consultant as a reimbursable expense. Site Surveying Services consisting of an ALTA/Topographic Survey to be provided by Architect through a sub -consultant as a reimbursable expense. Pre -Demolition Environmental Testing Services consisting of a Phase I Environmental Assessment Report to be provided by Architect through sub -consultant as a reimbursable expense. § 4.1.2.2 A description of each Supplemental Service identified in Section 4.1.1 as the Owner's responsibility is provided below. (Describe in detail the Owner's Supplemental Services identified in Section 4.1.1 or, if set forth in an exhibit, identify the exhibit.) Programming and Space Needs information previously provided by Owner through "Fire Station Consolidation — Process Update" document generated in February 2020. Telecommunications and Security Systems information to be provided to Architect during the design process for coordination with Architect's work. (Paragraph deleted) § 4.2 Architect's Additional Services The Architect may provide Additional Services after execution of this Agreement without invalidating the Agreement. Except for services required due to the fault of the Architect, any Additional Services provided in accordance with this Section 4.2 shall entitle the Architect to compensation pursuant to Section 11.3 and an appropriate adjustment in the Architect's schedule. Init. AIA Document 131 01 TM — 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017 by The American Institute of Architects. All rights reserved. WARNING: This AIA° Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AIA° Document, or any 12 portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 13:50:32 ET on 04/17/2020 under Order No.0709812657 which expires on 04/10/2021, and is not for resale. User Notes: (1901278020) Packet Page Number 90 of 116 J1, Attachment 2 § 4.2.1 Upon recognizing the need to perform the following Additional Services, the Architect shall notify the Owner with reasonable promptness and explain the facts and circumstances giving rise to the need. The Architect shall not proceed to provide the following Additional Services until the Architect receives the Owner's written authorization: .1 Services necessitated by a change in the Initial Information, previous instructions or approvals given by the Owner, or a material change in the Project including size, quality, complexity, the Owner's schedule or budget for Cost of the Work, or procurement or delivery method; .2 Services necessitated by the enactment or revision of codes, laws, or regulations, including changing or editing previously prepared Instruments of Service; .3 Changing or editing previously prepared Instruments of Service necessitated by official interpretations of applicable codes, laws or regulations that are either (a) contrary to specific interpretations by the applicable authorities having jurisdiction made prior to the issuance of the building permit, or (b) contrary to requirements of the Instruments of Service when those Instruments of Service were prepared in accordance with the applicable standard of care; .4 Services necessitated by decisions of the Owner not rendered in a timely manner or any other failure of performance on the part of the Owner or the Owner's consultants or contractors; .5 Preparing digital models or other design documentation for transmission to the Owner's consultants and contractors, or to other Owner -authorized recipients; .6 Preparation of design and documentation for alternate bid or proposal requests proposed by the Owner; .7 Preparation for, and attendance at, a public presentation, meeting or hearing; .8 Preparation for, and attendance at, a dispute resolution proceeding or legal proceeding, except where the Architect is party thereto; .9 Evaluation of the qualifications of entities providing bids or proposals; .10 Consultation concerning replacement of Work resulting from fire or other cause during construction; or, 11 Assistance to the Initial Decision Maker, if other than the Architect. § 4.2.2 To avoid delay in the Construction Phase, the Architect shall provide the following Additional Services, notify the Owner with reasonable promptness, and explain the facts and circumstances giving rise to the need. If, upon receipt of the Architect's notice, the Owner determines that all or parts of the services are not required, the Owner shall give prompt written notice to the Architect of the Owner's determination. The Owner shall compensate the Architect for the services provided prior to the Architect's receipt of the Owner's notice. .1 Reviewing a Contractor's submittal out of sequence from the submittal schedule approved by the Architect; .2 Responding to the Contractor's requests for information that are not prepared in accordance with the Contract Documents or where such information is available to the Contractor from a careful study and comparison of the Contract Documents, field conditions, other Owner -provided information, Contractor -prepared coordination drawings, or prior Project correspondence or documentation; .3 Preparing Change Orders and Construction Change Directives that require evaluation of Contractor's proposals and supporting data, or the preparation or revision of Instruments of Service; .4 Evaluating an extensive number of Claims as the Initial Decision Maker; or, .5 Evaluating substitutions proposed by the Owner or Contractor and making subsequent revisions to Instruments of Service resulting therefrom. § 4.2.3 The Architect shall provide Construction Phase Services exceeding the limits set forth below as Additional Services. When the limits below are reached, the Architect shall notify the Owner: .1 Two (2 ) reviews of each Shop Drawing, Product Data item, sample and similar submittals of the Contractor .2 Twenty-two (22 ) visits to the site by the Architect during construction based on a 44 week construction schedule. .3 Two ( 2 ) inspections for any portion of the Work to determine whether such portion of the Work is substantially complete in accordance with the requirements of the Contract Documents .4 Two ( 2 ) inspections for any portion of the Work to determine final completion. § 4.2.4 Except for services required under Section 3.6.6.5 and those services that do not exceed the limits set forth in Section 4.2.3, Construction Phase Services provided more than 30 days after (1) the date of Substantial Completion of the Work or (2) the initial date of Substantial Completion identified in the agreement between the Owner and Init. AIA Document B101 TM — 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017 by The American Institute of Architects. All rights reserved. WARNING: This AIA° Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AIA° Document, or any 13 portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 13:50:32 ET on 04/17/2020 under Order No.0709812657 which expires on 04/10/2021, and is not for resale. User Notes: (1901278020) Packet Page Number 91 of 116 J1, Attachment 2 Contractor, whichever is earlier, shall be compensated as Additional Services to the extent the Architect incurs additional cost in providing those Construction Phase Services. § 4.2.5 If the services covered by this Agreement have not been completed within Twenty-four ( 24 ) months of the date of this Agreement, through no fault of the Architect, extension of the Architect's services beyond that time shall be compensated as Additional Services. ARTICLE 5 OWNER'S RESPONSIBILITIES § 5.1 Unless otherwise provided for under this Agreement, the Owner shall provide information in a timely manner regarding requirements for and limitations on the Project, including a written program, which shall set forth the Owner's objectives; schedule; constraints and criteria, including space requirements and relationships; flexibility; expandability; special equipment; systems; and site requirements. § 5.2 The Owner shall establish the Owner's budget for the Project, including (1) the budget for the Cost of the Work as defined in Section 6.1; (2) the Owner's other costs; and, (3) reasonable contingencies related to all of these costs. The Owner shall update the Owner's budget for the Project as necessary throughout the duration of the Project until final completion. If the Owner significantly increases or decreases the Owner's budget for the Cost of the Work, the Owner shall notify the Architect. The Owner and the Architect shall thereafter agree to a corresponding change in the Project's scope and quality. § 5.3 The Owner shall identify a representative authorized to act on the Owner's behalf with respect to the Project. The Owner shall render decisions and approve the Architect's submittals in a timely manner in order to avoid unreasonable delay in the orderly and sequential progress of the Architect's services. (Paragraphs deleted) § 5.6 The Owner shall provide the Supplemental Services designated as the Owner's responsibility in Section 4. 1.1 (Paragraph deleted) § 5.8 The Owner shall coordinate the services of its own consultants with those services provided by the Architect. Upon the Architect's request, the Owner shall furnish copies of the scope of services in the contracts between the Owner and the Owner's consultants. The Owner shall furnish the services of consultants other than those designated as the responsibility of the Architect in this Agreement, or authorize the Architect to furnish them as an Additional Service, when the Architect requests such services and demonstrates that they are reasonably required by the scope of the Project. The Owner shall require that its consultants and contractors maintain insurance, including professional liability insurance, as appropriate to the services or work provided. § 5.9 The Owner shall furnish tests, inspections and reports required by law or the Contract Documents, such as structural, mechanical, and chemical tests, tests for air and water pollution, and tests for hazardous materials. § 5.10 The Owner shall furnish all legal, insurance and accounting services, including auditing services, that may be reasonably necessary at any time for the Project to meet the Owner's needs and interests. § 5.11 The Owner shall provide prompt written notice to the Architect if the Owner becomes aware of any fault or defect in the Project, including errors, omissions or inconsistencies in the Architect's Instruments of Service. § 5.12 The Owner shall include the Architect in all communications with the Contractor that relate to or affect the Architect's services or professional responsibilities. The Owner shall promptly notify the Architect of the substance of any direct communications between the Owner and the Contractor otherwise relating to the Project. Communications by and with the Architect's consultants shall be through the Architect. § 5.13 Before executing the Contract for Construction, the Owner shall coordinate the Architect's duties and responsibilities set forth in the Contract for Construction with the Architect's services set forth in this Agreement. The Owner shall provide the Architect a copy of the executed agreement between the Owner and Contractor, including the General Conditions of the Contract for Construction. Init. AIA Document 131 01 TM — 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017 by The American Institute of Architects. All rights reserved. WARNING: This AIA° Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AIA° Document, or any 14 portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 13:50:32 ET on 04/17/2020 under Order No.0709812657 which expires on 04/10/2021, and is not for resale. User Notes: (1901278020) Packet Page Number 92 of 116 J1, Attachment 2 § 5.14 The Owner shall provide the Architect access to the Project site prior to commencement of the Work and shall obligate the Contractor to provide the Architect access to the Work wherever it is in preparation or progress. § 5.15 Within 15 days after receipt of a written request from the Architect, the Owner shall furnish the requested information as necessary and relevant for the Architect to evaluate, give notice of, or enforce lien rights. § 5.16 Except for permits and fees which are the responsibility of the Contractor under the Contract Documents, the Owner shall secure and pay for necessary approvals, easements, assessments, and charges required for construction, use or occupancy of permanent structures, or for permanent changes in existing facilities. ARTICLE 6 COST OF THE WORK § 6.1 For purposes of this Agreement, the Cost of the Work shall be the total cost to the Owner to construct all elements of the Project designed or specified by the Architect and shall include contractors' general conditions costs, overhead and profit. The Cost of the Work also includes the reasonable value of labor, materials, and equipment, donated to, or otherwise furnished by, the Owner. The Cost of the Work does not include the compensation of the Architect; the costs of the land, rights-of-way, financing, or contingencies for changes in the Work; or other costs that are the responsibility of the Owner. § 6.2 The Owner's budget for the Cost of the Work is provided in Initial Information, and shall be adjusted throughout the Project as required under Sections 5.2, 6.4 and 6.5. Evaluations of the Owner's budget for the Cost of the Work, and the preliminary estimate of the Cost of the Work and updated estimates of the Cost of the Work, prepared by the Architect, represent the Architect's judgment as a design professional. It is recognized, however, that neither the Architect nor the Owner has control over the cost of labor, materials, or equipment; the Contractor's methods of determining bid prices; or competitive bidding, market, or negotiating conditions. Accordingly, the Architect cannot and does not warrant or represent that bids or negotiated prices will not vary from the Owner's budget for the Cost of the Work, or from any estimate of the Cost of the Work, or evaluation, prepared or agreed to by the Architect. § 6.3 In preparing estimates of the Cost of Work, the Architect shall be permitted to include contingencies for design, bidding, and price escalation; to determine what materials, equipment, component systems, and types of construction are to be included in the Contract Documents; to recommend reasonable adjustments in the program and scope of the Project; and to include design alternates as may be necessary to adjust the estimated Cost of the Work to meet the Owner's budget. The Architect's estimate of the Cost of the Work shall be based on current area, volume or similar conceptual estimating techniques. The Architect shall provide to the Owner a detailed estimate of the Cost of the Work at the end of each design phase. § 6.3.1 The Architect shall provide services within industry -accepted standards of due care. Accordingly, it is recognized that there may be inaccuracies and omissions in the documents. The Architect recommends that the Owner establish a contingency budget as part of the soft costs to cover the direct and indirect costs of such inaccuracies and omissions. The Architect's project manager and project team will provide services and additional drawings as necessary to correct and alleviate the situation created by the inaccuracies and omissions. These additional professional services will be provided without additional compensation by the Owner. The actual cost for the construction work involved will be applied to the contingency amount set aside for these items. § 6.4 If, through no fault of the Architect, the Bidding Phase has not commenced within 90 days after the Architect submits the Construction Documents to the Owner, the Owner's budget for the Cost of the Work shall be adjusted to reflect changes in the general level of prices in the applicable construction market. § 6.5 If at any time the Architect's estimate of the Cost of the Work exceeds the Owner's budget for the Cost of the Work, the Architect shall make appropriate recommendations to the Owner to adjust the Project's size, quality, or budget for the Cost of the Work, and the Owner shall cooperate with the Architect in making such adjustments. § 6.6 If the Owner's budget for the Cost of the Work at the conclusion of the Construction Documents Phase Services is exceeded by the lowest bona fide bid, the Owner shall .1 give written approval of an increase in the budget for the Cost of the Work; .2 authorize rebidding or renegotiating of the Project within a reasonable time; .3 terminate in accordance with Section 9.5; Init. AIA Document 131 01 TM — 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017 by The American Institute of Architects. All rights reserved. WARNING: This AIA° Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AIA° Document, or any 15 portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 13:50:32 ET on 04/17/2020 under Order No.0709812657 which expires on 04/10/2021, and is not for resale. User Notes: (1901278020) Packet Page Number 93 of 116 J1, Attachment 2 .4 in consultation with the Architect, revise the Project program, scope, or quality as required to reduce the Cost of the Work; or, .5 implement any other mutually acceptable alternative. § 6.7 If the Owner chooses to proceed under Section 6.6.4, the Architect shall modify the Construction Documents as necessary to comply with the Owner's budget for the Cost of the Work at the conclusion of the Construction Documents Phase Services, or the budget as adjusted under Section 6.6.1. If the Owner requires the Architect to modify the Construction Documents because the lowest bona fide bid exceeds the Owner's budget for the Cost of the Work due to market conditions, the Owner shall compensate the Architect for the modifications as an Additional Service pursuant to Section 11.3. The Architect's modification of the Construction Documents shall be the limit of the Architect's responsibility under this Article 6. ARTICLE 7 COPYRIGHTS AND LICENSES § 7.1 The Architect and the Owner warrant that in transmitting Instruments of Service, or any other information, the transmitting party is the copyright owner of such information or has permission from the copyright owner to transmit such information for its use on the Project. § 7.2 The Architect and the Architect's consultants shall be deemed the authors and owners of their respective Instruments of Service, including the Drawings and Specifications, and shall retain all common law, statutory and other reserved rights, including copyrights. Submission or distribution of Instruments of Service to meet official regulatory requirements or for similar purposes in connection with the Project is not to be construed as publication in derogation of the reserved rights of the Architect and the Architect's consultants. § 7.3 The Architect grants to the Owner a nonexclusive license to use the Architect's Instruments of Service solely and exclusively for purposes of constructing, using, maintaining, altering and adding to the Project, provided that the Owner substantially performs its obligations under this Agreement, including prompt payment of all sums due pursuant to Article 9 and Article 11. The Architect shall obtain similar nonexclusive licenses from the Architect's consultants consistent with this Agreement. The license granted under this section permits the Owner to authorize the Contractor, Subcontractors, Sub -subcontractors, and suppliers, as well as the Owner's consultants and separate contractors, to reproduce applicable portions of the Instruments of Service, subject to any protocols established pursuant to Section 1. 3, solely and exclusively for use in performing services or construction for the Project. If the Architect rightfully terminates this Agreement for cause as provided in Section 9.4, the license granted in this Section 7.3 shall terminate. § 7.3.1 In the event the Owner uses the Instruments of Service without retaining the authors of the Instruments of Service, the Owner releases the Architect and Architect's consultant(s) from all claims and causes of action arising from such uses. The Owner, to the extent permitted by law, further agrees to indemnify and hold harmless the Architect and its consultants from all costs and expenses, including the cost of defense, related to claims and causes of action asserted by any third person or entity to the extent such costs and expenses arise from the Owner's use of the Instruments of Service under this Section 7.3.1. The terms of this Section 7.3.1 shall not apply if the Owner rightfully terminates this Agreement for cause under Section 9.4. § 7.4 Except for the licenses granted in this Article 7, no other license or right shall be deemed granted or implied under this Agreement. The Owner shall not assign, delegate, sublicense, pledge or otherwise transfer any license granted herein to another party without the prior written agreement of the Architect. Any unauthorized use of the Instruments of Service shall be at the Owner's sole risk and without liability to the Architect and the Architect's consultants. § 7.5 Except as otherwise stated in Section 7.3, the provisions of this Article 7 shall survive the termination of this Agreement. ARTICLE 8 CLAIMS AND DISPUTES § 8.1 General § 8.1.1 The Owner and Architect shall commence all claims and causes of action against the other and arising out of or related to this Agreement, whether in contract, tort, or otherwise, in accordance with the requirements of the binding dispute resolution method selected in this Agreement and within the period specified by applicable law, but in any Init. AIA Document B101 TM — 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017 by The American Institute of Architects. All rights reserved. WARNING: This AIA° Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AIA° Document, or any 16 portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 13:50:32 ET on 04/17/2020 under Order No.0709812657 which expires on 04/10/2021, and is not for resale. User Notes: (1901278020) Packet Page Number 94 of 116 J1, Attachment 2 case not more than 10 years after the date of Substantial Completion of the Work. The Owner and Architect waive all claims and causes of action not commenced in accordance with this Section 8.1.1. § 8.1.2 To the extent damages are covered by property insurance, the Owner and Architect waive all rights against each other and against the contractors, consultants, agents, and employees of the other for damages, except such rights as they may have to the proceeds of such insurance as set forth in AIA Document A201-2017, General Conditions of the Contract for Construction. The Owner or the Architect, as appropriate, shall require of the contractors, consultants, agents, and employees of any of them, similar waivers in favor of the other parties enumerated herein. § 8.1.3 The Architect and Owner waive consequential damages for claims, disputes, or other matters in question, arising out of or relating to this Agreement. This mutual waiver is applicable, without limitation, to all consequential damages due to either party's termination of this Agreement, except as specifically provided in Section 9.7. § 8.2 Mediation § 8.2.1 Any claim, dispute or other matter in question arising out of or related to this Agreement shall be subject to mediation as a condition precedent to binding dispute resolution. If such matter relates to or is the subject of a lien arising out of the Architect's services, the Architect may proceed in accordance with applicable law to comply with the lien notice or filing deadlines prior to resolution of the matter by mediation or by binding dispute resolution. § 8.2.2 The Owner and Architect shall endeavor to resolve claims, disputes and other matters in question between them by mediation, which, unless the parties mutually agree otherwise, shall be administered by the American Arbitration Association in accordance with its Construction Industry Mediation Procedures in effect on the date of this Agreement. A request for mediation shall be made in writing, delivered to the other party to this Agreement, and filed with the person or entity administering the mediation. The request may be made concurrently with the filing of a complaint or other appropriate demand for binding dispute resolution but, in such event, mediation shall proceed in advance of binding dispute resolution proceedings, which shall be stayed pending mediation for a period of 60 days from the date of filing, unless stayed for a longer period by agreement of the parties or court order. If an arbitration proceeding is stayed pursuant to this section, the parties may nonetheless proceed to the selection of the arbitrator(s) and agree upon a schedule for later proceedings. § 8.2.3 The parties shall share the mediator's fee and any filing fees equally. The mediation shall be held in the place where the Project is located, unless another location is mutually agreed upon. Agreements reached in mediation shall be enforceable as settlement agreements in any court having jurisdiction thereof. § 8.2.4 If the parties do not resolve a dispute through mediation pursuant to this Section 8.2, the method of binding dispute resolution shall be the following: (Check the appropriate box.) [ ] Arbitration pursuant to Section 8.3 of this Agreement [ X ] Litigation in a court of competent jurisdiction [ ] Other: (Specify) (Paragraphs deleted) ARTICLE 9 TERMINATION OR SUSPENSION § 9.1 If the Owner fails to make payments to the Architect in accordance with this Agreement, such failure shall be considered substantial nonperformance and cause for termination or, at the Architect's option, cause for suspension of performance of services under this Agreement. If the Architect elects to suspend services, the Architect shall give seven days' written notice to the Owner before suspending services. In the event of a suspension of services, the Architect shall have no liability to the Owner for delay or damage caused the Owner because of such suspension of services. Before resuming services, the Owner shall pay the Architect all sums due prior to suspension and any Init. AIA Document 131 01 TM — 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017 by The American Institute of Architects. All rights reserved. WARNING: This AIA° Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AIA° Document, or any 17 portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 13:50:32 ET on 04/17/2020 under Order No.0709812657 which expires on 04/10/2021, and is not for resale. User Notes: (1901278020) Packet Page Number 95 of 116 J1, Attachment 2 expenses incurred in the interruption and resumption of the Architect's services. The Architect's fees for the remaining services and the time schedules shall be equitably adjusted. § 9.2 If the Owner suspends the Project, the Architect shall be compensated for services performed prior to notice of such suspension. When the Project is resumed, the Architect shall be compensated for expenses incurred in the interruption and resumption of the Architect's services. The Architect's fees for the remaining services and the time schedules shall be equitably adjusted. § 9.3 If the Owner suspends the Project for more than 90 cumulative days for reasons other than the fault of the Architect, the Architect may terminate this Agreement by giving not less than seven days' written notice. § 9.4 Either party may terminate this Agreement upon not less than seven days' written notice should the other party fail substantially to perform in accordance with the terms of this Agreement through no fault of the party initiating the termination. § 9.5 The Owner may terminate this Agreement upon not less than seven days' written notice to the Architect for the Owner's convenience and without cause. § 9.6 If the Owner terminates this Agreement for its convenience pursuant to Section 9.5, or the Architect terminates this Agreement pursuant to Section 9.3, the Owner shall compensate the Architect for services performed prior to termination, Reimbursable Expenses incurred, and costs attributable to termination, including the costs attributable to the Architect's termination of consultant agreements. § 9.7 In addition to any amounts paid under Section 9.6, if the Owner terminates this Agreement for its convenience pursuant to Section 9.5, or the Architect terminates this Agreement pursuant to Section 9.3, the Owner shall pay to the Architect the following fees: (Set forth below the amount of any termination or licensing fee, or the method for determining any termination or licensing fee.) Termination Fee: None .2 Licensing Fee if the Owner intends to continue using the Architect's Instruments of Service: None § 9.8 Except as otherwise expressly provided herein, this Agreement shall terminate one year from the date of Substantial Completion. § 9.9 The Owner's rights to use the Architect's Instruments of Service in the event of a termination of this Agreement are set forth in Article 7 and Section 9.7. ARTICLE 10 MISCELLANEOUS PROVISIONS § 10.1 This Agreement shall be governed by the law of the place where the Project is located, excluding that jurisdiction's choice of law rules. If the parties have selected arbitration as the method of binding dispute resolution, the Federal Arbitration Act shall govern Section 8.3. § 10.2 Terms in this Agreement shall have the same meaning as those in AIA Document A201-2017, General Conditions of the Contract for Construction. § 10.3 The Owner and Architect, respectively, bind themselves, their agents, successors, assigns, and legal representatives to this Agreement. Neither the Owner nor the Architect shall assign this Agreement without the written consent of the other, except that the Owner may assign this Agreement to a lender providing financing for the Project if the lender agrees to assume the Owner's rights and obligations under this Agreement, including any payments due to the Architect by the Owner prior to the assignment. Init. AIA Document B101 TM — 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017 by The American Institute of Architects. All rights reserved. WARNING: This AIA° Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AIA° Document, or any 18 portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 13:50:32 ET on 04/17/2020 under Order No.0709812657 which expires on 04/10/2021, and is not for resale. User Notes: (1901278020) Packet Page Number 96 of 116 J1, Attachment 2 § 10.4 If the Owner requests the Architect to execute certificates, the proposed language of such certificates shall be submitted to the Architect for review at least 14 days prior to the requested dates of execution. If the Owner requests the Architect to execute consents reasonably required to facilitate assignment to a lender, the Architect shall execute all such consents that are consistent with this Agreement, provided the proposed consent is submitted to the Architect for review at least 14 days prior to execution. The Architect shall not be required to execute certificates or consents that would require knowledge, services, or responsibilities beyond the scope of this Agreement. § 10.5 Nothing contained in this Agreement shall create a contractual relationship with, or a cause of action in favor of, a third party against either the Owner or Architect. § 10.6 The Architect shall have no responsibility for the discovery, presence, handling, removal or disposal of, or exposure of persons to, hazardous materials or toxic substances in any form at the Project site. § 10.7 The Architect shall have the right to include photographic or artistic representations of the design of the Project among the Architect's promotional and professional materials. The Architect shall be given reasonable access to the completed Project to make such representations. However, the Architect's materials shall not include the Owner's confidential or proprietary information if the Owner has previously advised the Architect in writing of the specific information considered by the Owner to be confidential or proprietary. The Owner shall provide professional credit for the Architect in the Owner's promotional materials for the Project. This Section 10.7 shall survive the termination of this Agreement unless the Owner terminates this Agreement for cause pursuant to Section 9.4. § 10.8 If the Architect or Owner receives information specifically designated as "confidential" or "business proprietary," the receiving party shall keep such information strictly confidential and shall not disclose it to any other person except as set forth in Section 10.8.1. This Section 10.8 shall survive the termination of this Agreement. § 10.8.1 The receiving party may disclose "confidential" or "business proprietary" information after 7 days' notice to the other party, when required by law, arbitrator's order, or court order, including a subpoena or other form of compulsory legal process issued by a court or governmental entity, or to the extent such information is reasonably necessary for the receiving party to defend itself in any dispute. The receiving party may also disclose such information to its employees, consultants, or contractors in order to perform services or work solely and exclusively for the Project, provided those employees, consultants and contractors are subject to the restrictions on the disclosure and use of such information as set forth in this Section 10.8. § 10.9 The invalidity of any provision of the Agreement shall not invalidate the Agreement or its remaining provisions. If it is determined that any provision of the Agreement violates any law, or is otherwise invalid or unenforceable, then that provision shall be revised to the extent necessary to make that provision legal and enforceable. In such case the Agreement shall be construed, to the fullest extent permitted by law, to give effect to the parties' intentions and purposes in executing the Agreement. ARTICLE 11 COMPENSATION § 11.1 For the Architect's Basic Services described under Article 3, the Owner shall compensate the Architect as follows: Stipulated Sum (Insert amount) (Paragraphs deleted)Four Hundred and Five Thousand Dollars and 00 Cents, plus the cost of reimbursable expenses. § 11.2 For the Architect's Supplemental Services designated in Section 4.1.1, the Owner shall compensate the Architect as follows: (Insert amount of, or basis for, compensation. If necessary, list specific services to which particular methods of compensation apply.) Supplemental Services performed by Architect's sub -consultants shall be compensated as a reimbursable expense, in the amounts invoiced to the Architect plus Ten percent (10%). Init. AIA Document 131 01 TM — 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017 by The American Institute of Architects. All rights reserved. WARNING: This AIA° Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AIA° Document, or any 19 portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 13:50:32 ET on 04/17/2020 under Order No.0709812657 which expires on 04/10/2021, and is not for resale. User Notes: (1901278020) Packet Page Number 97 of 116 J1, Attachment 2 § 11.3 For Additional Services that may arise during the course of the Project, including those under Section 4.2, the Owner shall compensate the Architect as follows: (Insert amount of, or basis for, compensation) Additional services shall be negotiated at the time of delivery, either on an hourly basis using the Architect's standard hourly fee structure in effect at the time the services are rendered, or on a lump sum basis agreed upon, in writing, by both parties. § 11.4 Compensation for Supplemental and Additional Services of the Architect's consultants when not included in Section 11.2 or 11. 3, shall be the amount invoiced to the Architect plus Ten percent ( 10 %), or as follows: (Insert amount of, or basis for computing, Architect's consultants' compensation for Supplemental orAdditional Services.) (Paragraphs deleted) (Table deleted) (Paragraph deleted) § 11.7 The hourly billing rates for services of the Architect and the Architect's consultants are set forth below. The rates shall be adjusted in accordance with the Architect's and Architect's consultants' normal review practices. (If applicable, attach an exhibit of hourly billing rates or insert them below.) (Table deleted) See attached Exhibit § 11.8 Compensation for Reimbursable Expenses § 11.8.1 Reimbursable Expenses are in addition to compensation for Basic, Supplemental, and Additional Services and include expenses incurred by the Architect and the Architect's consultants directly related to the Project, as follows: .1 Transportation and authorized out-of-town travel and subsistence; .2 Long distance services, dedicated data and communication services, teleconferences, Project web sites, and extranets; .3 Permitting and other fees required by authorities having jurisdiction over the Project; .4 Printing, reproductions, plots, and standard form documents; .5 Postage, handling, and delivery; .6 Expense of overtime work requiring higher than regular rates, if authorized in advance by the Owner; .7 Renderings, physical models, mock-ups, professional photography, and presentation materials requested by the Owner or required for the Project; .8 If required by the Owner, and with the Owner's prior written approval, the Architect's consultants' expenses of professional liability insurance dedicated exclusively to this Project, or the expense of additional insurance coverage or limits in excess of that normally maintained by the Architect's consultants; .9 All taxes levied on professional services and on reimbursable expenses; .10 Site office expenses; .11 Registration fees and any other fees charged by the Certifying Authority or by other entities as necessary to achieve the Sustainable Objective; and, .12 Other similar Project -related expenditures. § 11.8.2 For Reimbursable Expenses excluding Supplemental Services, the compensation shall be the expenses incurred by the Architect and the Architect's consultants plus zero percent ( 0 %) of the expenses incurred. § 11.9 Architect's Insurance. If the types and limits of coverage required in Section 2.5 are in addition to the types and limits the Architect normally maintains, the Owner shall pay the Architect for the additional costs incurred by the Architect for the additional coverages as set forth below: (Insert the additional coverages the Architect is required to obtain in order to satisfy the requirements set forth in Section 2.5, and for which the Owner shall reimburse the Architect.) None Init. AIA Document 131 01 TM — 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017 by The American Institute of Architects. All rights reserved. WARNING: This AIA° Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AIA° Document, or any 20 portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 13:50:32 ET on 04/17/2020 under Order No.0709812657 which expires on 04/10/2021, and is not for resale. User Notes: (1901278020) Packet Page Number 98 of 116 J1, Attachment 2 § 11.10 Payments to the Architect § 11.10.1 Initial Payments § 11.10.1.1 An initial payment of zero ($0 ) shall be made upon execution of this Agreement and is the minimum payment under this Agreement. It shall be credited to the Owner's account in the final invoice. (Paragraph deleted) § 11.10.2 Progress Payments § 11.10.2.1 Unless otherwise agreed, payments for services shall be made monthly in proportion to services performed. Payments are due and payable upon presentation of the Architect's invoice. Amounts unpaid Forty-five 45 ) days after the invoice date shall bear interest at the rate entered below, or in the absence thereof at the legal rate prevailing from time to time at the principal place of business of the Architect. (Insert rate of monthly or annual interest agreed upon.) 1.0 % per month § 11.10.2.2 The Owner shall not withhold amounts from the Architect's compensation to impose a penalty or liquidated damages on the Architect, or to offset sums requested by or paid to contractors for the cost of changes in the Work, unless the Architect agrees or has been found liable for the amounts in a binding dispute resolution proceeding. § 11.10.2.3 Records of Reimbursable Expenses, expenses pertaining to Supplemental and Additional Services, and services performed on the basis of hourly rates shall be available to the Owner at mutually convenient times. ARTICLE 12 SPECIAL TERMS AND CONDITIONS Special terms and conditions that modify this Agreement are as follows: (Paragraph deleted) § 12.1 It is intended by the parties to this Agreement that Consultant's services shall not subject Consultant's employees, officers or directors to any personal legal exposure for the risks associated with this Agreement. The Client agrees that as the Client's sole and exclusive remedy, any claim, demand or suit shall be directed and/or asserted only against Consultant, and not against any of Consultant's individual employees, officers or directors, and Client knowingly waives all such claims against Consultant individual employees, officers or directors. ARTICLE 13 SCOPE OF THE AGREEMENT § 13.1 This Agreement represents the entire and integrated agreement between the Owner and the Architect and supersedes all prior negotiations, representations or agreements, either written or oral. This Agreement may be amended only by written instrument signed by both the Owner and Architect. § 13.2 This Agreement is comprised of the following documents identified below: .1 AIA Document B JO1TM-2017, Standard Form Agreement Between Owner and Architect .2 Other documents: (List other documents, if any, forming part of the Agreement.) SEH Hourly Billing Rates - 2020 (Paragraph deleted) Init. AIA Document 131 01 TM — 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017 by The American Institute of Architects. All rights reserved. WARNING: This AIA° Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AIA° Document, or any 21 portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 13:50:32 ET on 04/17/2020 under Order No.0709812657 which expires on 04/10/2021, and is not for resale. User Notes: (1901278020) Packet Page Number 99 of 116 This Agreement entered into as of the day and year first written above. OWNER (Signature) �i� ARCHITECT (Signature) J1, Attachment 2 Director of Architecture — Central Region (Printed name and title) (Printed name, title, and license number, if required) Init. AIA Document B101 TM — 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017 by The American Institute of Architects. All rights reserved. WARNING: This AIA° Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AIA° Document, or any 22 portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 13:50:32 ET on 04/17/2020 under Order No.0709812657 which expires on 04/10/2021, and is not for resale. User Notes: (1901278020) Packet Page Number 100 of 116 J1, Attachment 2 Additions and Deletions Report for AIA° Document 8101 TM - 2017 This Additions and Deletions Report, as defined on page 1 of the associated document, reproduces below all text the author has added to the standard form AIA document in order to complete it, as well as any text the author may have added to or deleted from the original AIA text. Added text is shown underlined. Deleted text is indicated with a horizontal line through the original AIA text. Note: This Additions and Deletions Report is provided for information purposes only and is not incorporated into or constitute any part of the associated AIA document. This Additions and Deletions Report and its associated document were generated simultaneously by AIA software at 13:50:32 ET on 04/17/2020. PAGE 1 AGREEMENT made as of the Twenty Seventh day of April in the year Two Thousand Twenty City of Maplewood, Minnesota 1830 County Road B Maplewood, Minnesota 55109 Short Elliott Hendrickson, Inc. 3535 Vadnais Center Drive St. Paul, Minnesota 55110 North Fire Station Replacement Project To be located at 1530 County Road C, Maplewood, Minnesota 55109 Architectural and Engineering services for the development of a new replacement fire station building and adjacent site. PAGE 2 Owner intends to develop a new 30,000 square foot, sin 1� e -story fire station building with 7 drive-through M12aratus bays. The building will replace an existing fire station currently located on the same site, which will be demolished as part of the project. The project scope includes development of the building and the surrounding site. A building programming and space needs study has been previously completed, and this information will be provided to the Architect to be used for reference as part of the project design. Ten Million, Seven Hundred Thousand Dollars and 00 Cents Additions and Deletions Report for AIA Document B101 TM — 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017 by The American Institute of Architects. All rights reserved. WARNING: This AIA° Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AIA° Document, or any portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 13:50:32 ET on 04/17/2020 under Order No.0709812657 which expires on 04/10/2021, and is not for resale. User Notes: (1901278020) Packet Page Number 101 of 116 J1, Attachment 2 To be determined PAGE 3 To be determined To be determined To be determined Competitive Bid —Project phasing is unknown at time of contract execution None MW i - -WIN I 111 — - Michael Mondor Chief of EMS, City of Maplewood None See Sub -Article 4.1.1. Services are to be provided by the Architect as part of project scope of service. PAGE 4 Brian Bergstrom Project Manager - SEH 3535 Vadnais Center Drive St. Paul, Minnesota 55110 Services are to be provided by the Architect as part of project scope of service. Additions and Deletions Report for AIA Document B101 TM — 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017 by The American Institute of Architects. All rights reserved. WARNING: This AIA° Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AIA° Document, or any portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 13:50:32 ET on 04/17/2020 under Order No.0709812657 which expires on 04/10/2021, and is not for resale. User Notes: (1901278020) Packet Page Number 102 of 116 J1, Attachment 2 The Design Group, Inc. 331 611' Avenue SW Chisholm, Minnesota 55719. The Design Group, Inc. 331 611' Avenue SW Chisholm, Minnesota 55719 Interior Design Services: Atmosphere Commercial Interiors 81 South 9ffi Street, Suite 450 Minneapolis, Minnesota 55402 Cost Estimating Services: Professional Project Management, Inc. 1858 East Shore Drive St. Paul, Minnesota 55109 Storm Shelter Design Review, Geotechnical, Site Survey, and Pre -Demolition Environmental Testing Services: Sub -consultants to be determined None rz�z� r.erars .. .. ..10 PAGE 5 2.5.1 Commercial General Liability with policy limits of not less than (4- ` f^r eaGh ^^^ii^-e,^^e, ^^a —(* ) 44 the amounts Each Occurrence ....................$1,000,000 Damage to Rented Premises ... ..... $100,000 Medical Expense ....................$15,000 Personal and Adv. Injury ............ $1,000,000 Products-Comp/OP AGG... ... ..... $2,000,000 General Aggregate ...................$2,000,000 as outlined below. Additions and Deletions Report for AIA Document B101 TM — 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017 by The American Institute of Architects. All rights reserved. WARNING: This AIA° Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AIA° Document, or any portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 13:50:32 ET on 04/17/2020 under Order No.0709812657 which expires on 04/10/2021, and is not for resale. User Notes: (1901278020) Packet Page Number 103 of 116 J1, Attachment 2 § 2.5.2 Automobile Liability covering vehicles owned, and non -owned vehicles used, by the Architect with policy limits of not less than (* ) per- aeoiQept $1,000,000 for Combined Single Limit for bodily injury, death of any person, and property damage arising out of the ownership, maintenance and use of those motor v okieles, aleff T w4k „f. atke - a aotari.,,l.;le eaver-age.vehicles. § 2.5.4 Workers' Compensation .with policy limits of not less than amounts as outlined below Each Accident ..................... $1,000,000 Disease — Each Employee ...... .... $1,000,000 Disease —Policy Limit.............$1,000,000 „§ 2.5.5 V4R4pleye,-s' T iabi 4 , .withliGy 1�;r�to1088��� ..1, .,... .7o„r /Q l ..l, o .,1.,5,00 R I'�y� ��l § 2.5.6 Professional Liability covering negligent acts, errors and omissions in the performance of professional services with policy limits of not less than ($)P )4a the agffegate.amounts as outlined below. Each Claim..........................$1,000,000 Each Policy Year Aggregate....... $2,000,000 § 2.5.8 Upon request, the Architect shall provide certificates of insurance to the Owner that evidence compliance with the requirements in this Section 2.5. PAGE 6 § 3.1.4 The Architect shall not be responsible for an Owner's directive or siabstiti4t e " *>,o 0.,,,,0 aGGept^^^o 0_f „^„ ^^^4^^44448 W^rl, ^ae -substitution made without the Architect's written approval. PAGE 8 § 3.5 Procurement Bidding Phase Services The Architect shall assist the Owner in establishing a list of prospective contractors. Following the Owner's approval of the Construction Documents, the Architect shall assist the Owner in it ` alata HiRg @44or eai: petit . e hi ds Rr Regatiated preposa obtaining competitive bids; (2) confirming responsiveness of bids or proposals; (3) determining the successful bid or proposal, if any; and, (4) awarding and preparing contracts for construction. facilitating the distribution of Bidding Documents to prospective bidders; reproduction expenses will be invoiced to the Owner as a reimbursable expense. § 3.5.2.3 If the Bidding Documents permit substitutions, upon the Owner's written authorization, the Architect s A4: IA aditiE) „ l shall consider requests for substitutions and prepare and distribute addenda identifying approved substitutions to all prospective bidders. Additions and Deletions Report for AIA Document 13101 TM — 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017 by The American Institute of Architects. All rights reserved. WARNING: This AIA° Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or 4 distribution of this AIA° Document, or any portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 13:50:32 ET on 04/17/2020 under Order No.0709812657 which expires on 04/10/2021, and is not for resale. User Notes: (1901278020) Packet Page Number 104 of 116 J1, Attachment 2 i 9Fb ,:rg 2R4j PaJ4iGiPatiJ4g i14 ";olo ,otio4q j4#0 .„fl, . e 43,0 144aGt9 1,ro1-1,1-ota4E)f1S „f rl,o 12 -„1,,,S.,1 r„ tk@ P @6tj3 0 1,r1-aeta1 ;1: rl,o F41-1�. „F .,aaol Ela'; fliJ1 „1-r of 440 f „r;.,r1, 111rS S ,7 o,lroa l.-fh, !1111, PAGE 11 § 4.1.1.1 Programming Previously provided by Owner. Review of information included as part of basic services § 4.1.1.2 Multiple preliminary designs Not Provided § 4.1.1.3 Measured drawings Not Provided § 4.1.1.4 Existing facilities surveys Not Provided § 4.1.1.5 Site evaluation and planning Not Provided § 4.1.1.6 Building Information Model management responsibilities Revit model as part of basic services § 4.1.1.7 Development of Building Information Models for post construction use Not Provided § 4.1.1.8 Civil engineering Included as part of basic services § 4.1.1.9 Landscape design Included as part of basic services § 4.1.1.10 Architectural interior design Included as part of basic services § 4.1.1.11 Value analysis Not Provided § 4.1.1.12 Detailed cost estimating beyond that required in Section 6.3 Included as part of basic services § 4.1.1.13 On-site project representation Not Provided § 4.1.1.14 Conformed documents for construction Not Provided § 4.1.1.15 As -designed record drawings Not Provided § 4.1.1.16 As -constructed record drawings Provided to Owner by Contractor § 4.1.1.17 Post -occupancy evaluation Not Provided § 4.1.1.18 Facility support services Not Provided § 4.1.1.19 Tenant -related services Not Provided § 4.1.1.20 Architect's coordination of the Owner's consultants Included as part of basic services § 4.1.1.21 Telecommunications/data design Owner § 4.1.1.22 Security evaluation and planning Owner § 4.1.1.23 Commissioning Not Provided § 4.1.1.24 Sustainable Project Services pursuant to Section 4.1.3 Not Provided § 4.1.1.25 Fast-track design services Not Provided § 4.1.1.26 Multiple bid packages Not Provided § 4.1.1.27 Historic preservation Not Provided § 4.1.1.28 Furniture, furnishings, and equipment design Not Provided § 4.1.1.29 Other services provided by specialty Consultants See Below 4.1.1.29.1 Interior Desi n Included as part of basic services Additions and Deletions Report for AIA Document 13101 TM — 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017 by The American Institute of Architects. All rights reserved. WARNING: This AIA° Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AIA° Document, or any portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 13:50:32 ET on 04/17/2020 under Order No.0709812657 which expires on 04/10/2021, and is not for resale. User Notes: (1901278020) Packet Page Number 105 of 116 J1, Attachment 2 4.1.1.29.2 Storm Shelter Design Review Architect § 4.1.1.29.3 Geotechnical Services Architect 4.1.1.29.4 Site Surve in Services Architect § 4.1.1.29.5 Pre -Demolition Environmental Testing Architect Services § 4.1.1.30 Other Supplemental Services Not Provided PAGE 12 Storm Shelter Design Review to be provided by Architect through a sub -consultant in compliance with ICC500 building code requirements for storm shelter design. Services shall be provided as a reimbursable expense. Geotechnical Services for the project site consisting of soil borings and a geotechnical report to be provided by Architect through a sub -consultant as a reimbursable expense. Site Surveying Services consisting of an ALTA/Topographic Survey to be provided by Architect through a sub -consultant as a reimbursable expense. Pre -Demolition Environmental Testing Services consisting of a Phase I Environmental Assessment Report to be provided by Architect through sub -consultant as a reimbursable expense. Programmingand nd Space Needs information previously provided by Owner through "Fire Station Consolidation — Process Update" document generated in February 2020. Telecommunications and Security Systems information to be provided to Architect during the design process for coordination with Architect's work. § A 3 if tke, 0-y io i de,4:4;f; o.l -a-C14 „ st.,, AI e, Phj eeti oiH Ai4iole 1zireAAzviii@6t sl„'lm pr—aN a , as -ii @4;w -,4#A1 PAGE 13 .1 Two (2) reviews of each Shop Drawing, Product Data item, sample and similar submittals of the Contractor .2 Twen , -two (22 ) visits to the site by the Architect during construction based on a 44 week construction schedule. .3 Two ( 2) inspections for any portion of the Work to determine whether such portion of the Work is substantially complete in accordance with the requirements of the Contract Documents .4 Two ( 2) inspections for any portion of the Work to determine final completion. § 4.2.4 Except for services required under Section 3.6.6.5 and those services that do not exceed the limits set forth in Section 4.2.3, Construction Phase Services provided more than 630 days after (1) the date of Substantial Completion of the Work or (2) the initial date of Substantial Completion identified in the agreement between the Owner and Contractor, whichever is earlier, shall be compensated as Additional Services to the extent the Architect incurs additional cost in providing those Construction Phase Services. § 4.2.5 If the services covered by this Agreement have not been completed within Twen , -four ( 24_) months of the date of this Agreement, through no fault of the Architect, extension of the Architect's services beyond that time shall be compensated as Additional Services. PAGE 14 ALT, — IIIRlfIKlJi�S Additions and Deletions Report for AIA Document B101 TM — 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017 by The American Institute of Architects. All rights reserved. WARNING: This AIA° Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or 6 distribution of this AIA° Document, or any portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 13:50:32 ET on 04/17/2020 under Order No.0709812657 which expires on 04/10/2021, and is not for resale. User Notes: (1901278020) Packet Page Number 106 of 116 J1, Attachment 2 I;�GlGSIlI�:fl�I�RlZ�F�f � ��� 1 f" 0-14:1R4: 44 -0spefisilailities as ' - ihibit, attaGhej t9 thiS.. PAGE 15 § 5.16 Except for permits and fees which are the responsibility of the Contractor under the Contract Documents, the Owner shall secure and pay for necessary approvals, easements, assessments, and charges required for construction, use or occupancy of permanent structures, or for permanent changes in existing facilities. § 6.3 In preparing estimates of the Cost of Work, the Architect shall be permitted to include contingencies for design, bidding, and price escalation; to determine what materials, equipment, component systems, and types of construction are to be included in the Contract Documents; to recommend reasonable adjustments in the program and scope of the Project; and to include design alternates as may be necessary to adjust the estimated Cost of the Work to meet the Owner's budget. The Architect's estimate of the Cost of the Work shall be based on current area, volume or similar conceptual estimating techniques. 14 the, The Architect shall provide to the Owner a detailed estimate of the Cost of the W ar4i tke A-ekiteet slia i ;ao S440A H @S4H at@ if;aff.;f�oa „, the A 6Jjjt@6t'S silai it Coed,_„ ^ > > „ CL ­ ] ri f„ i Con ; .Work at the end of each design phase. 6.3.1 The Architect shall provide services within industry -accented standards of due care. Accordingly- it is recognized that there may be inaccuracies and omissions in the documents. The Architect recommends that the Owner establish a contingency budget as part of the soft costs to cover the direct and indirect costs of such inaccuracies and omissions. The Architect's project manager and project team will provide services and additional drawings as necessary to correct and alleviate the situation created by the inaccuracies and omissions. These additional professional services will be provided without additional compensation by the Owner. The actual cost for the construction work involved will be applied to the contingency amount set aside for these items. § 6.4 If, through no fault of the Architect, the " eG4FeA�Bidding Phase has not commenced within 90 days after the Architect submits the Construction Documents to the Owner, the Owner's budget for the Cost of the Work shall be adjusted to reflect changes in the general level of prices in the applicable construction market. § 6.6 If the Owner's budget for the Cost of the Work at the conclusion of the Construction Documents Phase Services is exceeded by the lowest bona fide bij ^r i4eget aw }r-epesa4,b�id_the Owner shall PAGE 16 § 6.7 If the Owner chooses to proceed under Section 6.6.4, the Architect shall modify the Construction Documents as necessary to comply with the Owner's budget for the Cost of the Work at the conclusion of the Construction Documents Phase Services, or the budget as adjusted under Section 6.6.1. If the Owner requires the Architect to modify the Construction Documents because the lowest bona fide bid oral xceeds the Owner's Additions and Deletions Report for AIA Document B101 TM - 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017 by The American Institute of Architects. All rights reserved. WARNING: This AIA° Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or 7 distribution of this AIA° Document, or any portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 13:50:32 ET on 04/17/2020 under Order No.0709812657 which expires on 04/10/2021, and is not for resale. User Notes: (1901278020) Packet Page Number 107 of 116 J1, Attachment 2 budget for the Cost of the Work due to market *'he ^ rolhiteot oeifl a ^^* reasei4 ' t , ^^tiGip to conditions, the Owner shall compensate the Architect for the modifications as an Additional Service pursuant to Section 44-3; 14Sa49B. rr ---Jz fba 11.3. The Architect's modification of the Construction Documents shall be the limit of the Architect's responsibility under this Article 6. PAGE 17 [ X ] Litigation in a court of competent jurisdiction PAGE 18 Additions and Deletions Report for AIA Document B101 TM — 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017 by The American Institute of Architects. All rights reserved. WARNING: This AIA° Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AIA° Document, or any portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 13:50:32 ET on 04/17/2020 under Order No.0709812657 which expires on 04/10/2021, and is not for resale. User Notes: (1901278020) Packet Page Number 108 of 116 None None PAGE 19 J1, Attachment 2 § 10.6 r 4:deass t> o . ; so o„11; -0,1 ;„ t4is A g-oo,~.o„t �The Architect shall have no responsibility for the discovery, presence, handling, removal or disposal of, or exposure of persons to, hazardous materials or toxic substances in any form at the Project site. oar Of t40 OWH@r'S )aHE get F,,,zvr-c cG, 0-ist—f t4eW a r4i, as ,••,1,.,,1.,t0d41 -Aee ,,,-, -Aii,.o ;.A., tl, ce-Aeti ,., Four Hundred and Five Thousand Dollars and 00 Cents, plus the cost of reimbursable expenses. § 11.2 For the Architect's Supplemental Services designated in Section 4.1 1 ^„a " A", c„Stail4 bi!4z, co, -Oa . ,, -,,,,,,,t t„ S-eot;,,, n 1 � 1.1, the Owner shall compensate the Architect as follows: Supplemental Services performed by Architect's sub -consultants shall be compensated as a reimbursable expense, in the amounts invoiced to the Architect plus Ten percent (10%). PAGE 20 Additional services shall be negotiated at the time of delivery, either on an hourly basis using the Architect's standard hourly fee structure in effect at the time the services are rendered, or on a lump sum basis agreed upon, in writing„ by both parties. § 11.4 Compensation for Supplemental and Additional Services of the Architect's consultants when not included in Section 11.2 or 11. 3, shall be the amount invoiced to the Architect plus Te�ercent (10 %), or as follows: Pe,Si .1, T10.,019PR 01,t 1214aSe, peFG01# ( 44O7 P1A�0 P1- 0,ti e-,4# VhAl;0TOl7l �'„1,�t14,0t;„1, ]2h.,1O �� 44//07 § 11.6 x714014 0 5.,49- ;,10„t;F;0,1 ;,, C004;014 11-4 1 F 0.,01, .,1,.,�0 9 Additions and Deletions Report for AIA Document B101 TM — 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017 by The American Institute of Architects. All rights reserved. WARNING: This AIA° Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or 9 distribution of this AIA° Document, or any portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 13:50:32 ET on 04/17/2020 under Order No.0709812657 which expires on 04/10/2021, and is not for resale. User Notes: (1901278020) Packet Page Number 109 of 116 J1, Attachment 2 rzar�� r�r� See attached Exhibit § 11.8.2 For Reimbursable Expenses excluding Supplemental Services, the compensation shall be the expenses incurred by the Architect and the Architect's consultants plus zero percent (0 %) of the expenses incurred. None PAGE 21 § 11.10.1.1 An initial payment of zero ($ �_) shall be made upon execution of this Agreement and is the minimum payment under this Agreement. It shall be credited to the Owner's account in the final invoice. Ir�.ess�r�as § 11.10.2.1 Unless otherwise agreed, payments for services shall be made monthly in proportion to services performed. Payments are due and payable upon presentation of the Architect's invoice. Amounts unpaid Fo , -five 45 ) days after the invoice date shall bear interest at the rate entered below, or in the absence thereof at the legal rate prevailing from time to time at the principal place of business of the Architect. 1.0 % per month 12.1 It is intended by the parties to this Agreement that Consultant's services shall not subiect Consultant's employees, officers or directors to any personal legal exposure for the risks associated with this Agreement. The Client agrees that as the Client's sole and exclusive remedy, any claim, demand or suit shall be directed and/or asserted only against Consultant, and not against any of Consultant's individual employees, officers or directors, and Client knowingly waives all such claims against Consultant individual employees, officers or directors. Additions and Deletions Report for AIA Document B101 TM — 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017 by The American Institute of Architects. All rights reserved. WARNING: This AIA° Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or 10 distribution of this AIA° Document, or any portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 13:50:32 ET on 04/17/2020 under Order No.0709812657 which expires on 04/10/2021, and is not for resale. User Notes: (1901278020) Packet Page Number 110 of 116 J1, Attachment 2 A4-]--)ooii4:Ae,7AtzQP�TM 2012' 44„;1.1ji4g 44fe4:4:,.,r;.,7A -M-e e,1;,,.. ai4j T igit.,l Tl.,r., a i,1;,.,,*0,11.°1„«:Other documents: 6h . ei4 A „ aro„ H f „ 420:3 204:3 ; a Am -AH Ah;-. r , '(List other documents, if any forming art of the Agreement.) This Agreement entered into as of the day and year first written above. PAGE 22 Direcor of Arc if%re ntral Region Additions and Deletions Report for AIA Document B101 TM — 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017 by The American Institute of Architects. All rights reserved. WARNING: This AIA° Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or 11 distribution of this AIA° Document, or any portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 13:50:32 ET on 04/17/2020 under Order No.0709812657 which expires on 04/10/2021, and is not for resale. User Notes: (1901278020) Packet Page Number 111 of 116 J1, Attachment 2 Certification of Documents Authenticity AIA° Document D401 - - 2003 I, , hereby certify, to the best of my knowledge, information and belief, that I created the attached final document simultaneously with its associated Additions and Deletions Report and this certification at 13:50:32 ET on 04/17/2020 under Order No. 0709812657 from AIA Contract Documents software and that in preparing the attached final document I made no changes to the original text of AIA® Document B 10ITM — 2017, Standard Form of Agreement Between Owner and Architect, as published by the AIA in its software, other than those additions and deletions shown in the associated Additions and Deletions Report. (Signed) (Title) (Dated) AIA Document D401 TM — 2003. Copyright © 1992 and 2003 by The American Institute of Architects. All rights reserved. WARNING: This AIA° Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AIA° Document, or any portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 13:50:32 ET on 04/17/2020 under Order No.0709812657 which expires on 04/10/2021, and is not for resale. User Notes: (1901278020) Packet Page Number 112 of 116 Exhibit A-1 J1, Attachment 3 Packet Page Number 113 of 116 SEH Hourly Billable Rate Range Classification Billable Rate(') Office Staff Principal $160.00 - $255.00 Project Manager $140.00 - $230.00 Senior Project Specialist $135.00 - $210.00 Senior Project Engineer $140.00 - $215.00 Project Engineer $105.00 - $165.00 Staff Engineer $85.00 - $125.00 Senior Project Architect $120.00 - $205.00 Project Architect $100.00 - $150.00 Staff Architect $85.00 - $110.00 Senior Project Scientist $130.00 - $170.00 Project Scientist $85.00 - $125.00 Staff Scientist $80.00 - $100.00 Senior Project Planner $130.00 - $200.00 Project Planner $95.00 - $140.00 Staff Planner $75.00 - $100.00 Project GIS Analyst $90.00 - $150.00 Lead Technician $100.00 - $160.00 Senior Technician $85.00 - $135.00 Technician $65.00 - $110.00 Word Processor $55.00 - $99.00 General Clerical $55.00 - $99.00 Graphic Designers $90.00 - $125.00 Field Staff Licensed Land Surveyor $110.00 - $150.00 Lead Project Representative $95.00 - $145.00 Sr. Project Representative $90.00 - $135.00 Project Representative $70.00 - $125.00 Survey Crew Chief $85.00 - $125.00 Survey Instrument Operator $60.00 - $95.00 �l> The actual rate charged is dependent upon the hourly rate of the employee assigned to the project. The rates shown are subject to change. Effective: January 1, 2019 Expires: December 31, 2019 SE H seh hourly billable rate range Packet Page Number 113 of 116 J2 CITY COUNCIL STAFF REPORT Meeting Date April 27, 2020 REPORT TO: Melinda Coleman, City Manager REPORT FROM: Michael Martin, AICP, Assistant Community Development Director PRESENTER: Jeff Thomson, Community Development Director AGENDA ITEM: Temporary Sign Ordinance Action Requested: ❑ Motion ✓ Discussion ❑ Public Hearing Form of Action: ❑ Resolution ❑ Ordinance ❑ Contract/Agreement ❑ Proclamation Policy Issue: Temporary signage means a sign for a specific advertisement purpose that is of a limited duration and is not permanently attached to the ground or wall. City ordinance regulates size, location and duration of temporary signage. Due to COVID-19, the city's code enforcement staff has relaxed enforcement of the duration of temporary signage. The relaxed enforcement of temporary signs will continue until such time that the Governor's Orders for restaurant and other services will allow for full scale re -opening. Recommended Action: No action required. 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. City ordinance works to establish a comprehensive and impartial system of sign regulations that balances the needs for effective visual communication including business identification and the needs for a safe, well-maintained, and attractive community. Background: The City of Maplewood's ordinance only requires a permit and fee for one type of temporary signage — portable signs over 12 square feet in size. The permit cost for this type of sign is $45. All other temporary signage can be posted without any fees or permits required. This signage includes Packet Page Number 114 of 116 J2 portable signs under 12 square feet in size, window signs and banners. Code does not limit the posted time for window signage, banners can be posted for up to 60 days and portable signs under 12 square feet can be up for 30 days. Banners and portable signs are limited to one of each sign per property and one of each per tenant with a limit of three overall for properties with multiple tenants. As mentioned in this report, code enforcement staff is not currently regulating the timeframe that temporary signs are posted. Attachments: 1. Temporary Sign Handout Packet Page Number 115 of 116 Iq Maplewood CITY OF MAPLEWOOD — COMMUNITY DEVELOPMENT DEPARTMENT 1902 County Road B East Maplewood, Minnesota 55109 (651) 249-2300 Fax (651) 249-2319 J2, Attachment 1 TEMPORARY SIGNS TEMPORARY SIGN A temporary sign is defined as a sign used for a specific advertisement purpose that is installed for a limited duration and is not permanently attached to the ground or wall. Temporary signs include, but are not limited to, banners, portable signs, advertising balloons, window signs, search lights, or other signs or displays allowed for a limited time. TEMPORARY SIGN REQUIREMENTS EXEMPTIONS 'Window and Banner Sign Exemptions: Exemptions to temporary window and banner signs which exceed the size, number, or time display limits may be approved if the applicant shows there are unusual circumstances to the request. Contact the Community Development Department for additional information. PERMITS 2Temporary Portable Sign Permits: Sign permits must be issued prior to installation of a temporary portable sign which is 12 sq. ft. and over. Sign permits can be obtained from the Community Development Department. The sign permit carries a fee of $45. All temporary sign installers (portable temporary signs) must be licensed by the city yearly. QUESTIONS Contact a planner with the Community Development Department at 1902 County Road B East, (651-249-2300), or visit the city's website at www.maplewoodmn.ciov/sicins. REVISED 4-20 Packet Page Number 116 of 116 Does Temporary Zoning District Sign Size Time Limit Placement Number Permit Not Advertising Allowed Required Require Sign Type a Permit LBC, CO, NC, MU, BC, Up to 30% No time Any window No limit BCM, M-1, M-2 (and window limit Window' properties guided coverage X Government or Institutional) Residential, LBC, CO, NC, Up to 32 60 days Permanent structure on 1 per property MU (and properties sq. ft. the property only — (single tenant) Banner' guided Government, cannot be placed on a or 1 per tenant X Institutional, or Park) balcony, fence, or other (multi tenant) nonpermanent structure. Cannot be placed in the right-of-way. All other commercial Up to 64 60 days Permanent structure on 1 per property zoning districts than those sq. ft. the property only — (single tenant) Banner' mentioned above. cannot be placed on a or 1 per tenant X balcony, fence, or other (multi tenant) nonpermanent structure. Cannot be placed in the ri ht-of-wa . All zoning districts except Less than 30 days Anywhere on the 1 per property single and double dwelling 12 sq. ft. property as long as it (single tenant) Portable residential (and does not obstruct traffic or 1 per tenant X properties guided or pedestrian visibility. (multi -tenant) Government or Cannot be placed in the with a limit of 3 Institutional) right-of-way. per property All zoning districts except 12 sq. ft. 30 days, Anywhere on the 1 per property single and double dwelling and over 60 days property as long as it Portable2 residential (and properties for new does not obstruct traffic X guided Government or business or pedestrian visibility. Institutional) Cannot be placed in the right-of-way. EXEMPTIONS 'Window and Banner Sign Exemptions: Exemptions to temporary window and banner signs which exceed the size, number, or time display limits may be approved if the applicant shows there are unusual circumstances to the request. Contact the Community Development Department for additional information. PERMITS 2Temporary Portable Sign Permits: Sign permits must be issued prior to installation of a temporary portable sign which is 12 sq. ft. and over. Sign permits can be obtained from the Community Development Department. The sign permit carries a fee of $45. All temporary sign installers (portable temporary signs) must be licensed by the city yearly. QUESTIONS Contact a planner with the Community Development Department at 1902 County Road B East, (651-249-2300), or visit the city's website at www.maplewoodmn.ciov/sicins. REVISED 4-20 Packet Page Number 116 of 116