Loading...
The URL can be used to link to this page
Your browser does not support the video tag.
Home
My WebLink
About
2008 02-11 City Council Meeting
AMENDED AGENDA MAPLEWOOD CITY COUNCIL 7:00 P.M. Monday, February 11 2008 Council Chambers, City Hall Meeting No. 4-08 A. CALL TO ORDER B. PLEDGE OF ALLEGIANCE 1. Acknowledgement of Maplewood Residents Serving the Country C. ROLL CALL Mayor?s Address on Protocol: ?Welcome to the meeting of the Maplewood City Council. It is our desire to keep all discussions civil as we work through difficult issues tonight. If you are here for a Public Hearing or to address the City Council, please familiarize yourself with the Policies and Procedures and Rules of Civility, which are located near the entrance. When you address the council, please state your name and address clearly for the record. All comments/questions shall be posed to the Mayor and Council. I then will direct staff, as appropriate, to answer questions or respond to comments.? D. APPROVAL OF AGENDA E. APPROVAL OF MINUTES 1. January 28, 2008 City Council Special Meeting-Closed Session Meeting Minutes 2. January 28, 2008 City Council Meeting Minutes F. VISITOR PRESENTATIONS G. APPOINTMENTS/PRESENTATIONS H. PUBLIC HEARINGS 1. Myrtle-Idaho Area Street Improvements, City Project 07-19 a. Public Hearing 7:00 P.M. b. Resolution Ordering Improvement After Public Hearing (4 Votes) 2. Kohlman Lane Area Street Improvements, City Project 07-21 a. Public Hearing 7:15 P.M. b. Resolution Ordering Improvement After Public Hearing (4 Votes). I. CONSENT AGENDA 1. Approval Of Claims 2. Lawful Gambling Change of Manager ? Leslie Nelson ? White Bear Avenue Business Association. 3. Joint Powers Agreements ? For Operational and Lifeguard Services With White Bear Lake and Mahtomedi. 4. Acknowledgement of Receptivity of LCA Funding Award ? Commonbond Communities (Trails Edge Townhomes ? Larpenteur and Century Avenues). 5. 2008 Animal Control Contract. 6. Approval of Medical Direction Agreement. 7. Approve Entering Into Contract For Residential Sanitary Sewer Cleaning And Television Services For 2008 City Improvement Projects. 8. Cottagewood Utility Improvement, City Project 06-10, Resolution For Modification Of Existing Construction Contract, Change Order No. 3. 9. Ferndale Geranium Area Street Improvements, City Project 07-14, Resolution For Modification Of Existing Construction Contract, Change Order No. 2. 10. 2008 Pay Rate for Temporary EMC Coordinator. 11. Authorization To Expend Budgeted Funds, HLB Tautges Redpath, LTD. 12. Authorization to Enter Agreement for Training Provided By Tyler Technologies for Eden Finance Software. All matters listed under the Consent Agenda are considered to be routine by the City Council and will be enacted by one motion. If a member of the City Council wishes to discuss an item, that item will be removed from the Consent Agenda and will be considered separately. J. AWARD OF BIDS 1. Station One Sleeping Quarters. 2. Ambulance Refurbishment. 3. Community Center Strength and Cardio Equipment. K. UNFINISHED BUSINESS 1. Clarify The Intent Of Motion Made By Council Member Juenemann At The January 14, 2008 City Council Meeting Regarding Placing Mr. Copeland On Immediate Administrative Leave. 2. Sign Moratorium ? Dynamic Display Signs ? Second Reading. 3. Council Discussion of Charges and Notice of Public Hearing Pursuant to MN Statute 412.641, Subd. 1b. ? Removal of City Manager. (No report). L. NEW BUSINESS 1. Conditional Use Permit ? Hydrologic (1261 Highway 36 East). 2. Hazelwood Street Improvements, City Project 07-25. a. Resolution Accepting Preliminary Report and Calling Public Hearing for February 25, 2008. b. Resolution Authorizing Preparation of Plans and Specifications. 3. Sterling Street Improvements, Authorized under City Project 07-19 a. Resolution Removing Sterling Street (Larpenteur to Holloway) from the Myrtle-Idaho Area Street Improvements and establishing Sterling Street Improvements, City Project 07-32 b. Resolution Accepting Preliminary Report and Calling Public Hearing for February 25, 2008 4. Community Design Review Board 2007 Annual Report. 5. Visitor Presentation Discussion 6. Citizen Committee for Ordinance Review. 7. Budget Modifications ? Revisions to Management Structure and Creation of Assistant City Manager/Community Development Director Position. M. COUNCIL PRESENTATIONS N. ADMINISTRATIVE PRESENTATIONS 1. Absentee Ballot Question ? Karen Guilfoile O. ADJOURNMENT Sign language interpreters for hearing impaired persons are available for public hearings upon request. The request for this service must be made at least 96 hours in advance. Please call the City Clerk?s Office at (651) 249-2001 to make arrangements. Assisted Listening Devices are also available. Please check with the City Clerk for availability. RULES OF CIVILITY FOR OUR COMMUNITY Following are some 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: Show respect for each other, actively listen to one another, keep emotions in check and use respectful language. Agenda Item E1 MINUTES MAPLEWOODCITYCOUNCIL SPECIALMEETING/CLOSEDSESSION 5:00p.m.,Monday,January28,2008 CouncilChambers,CityHall MeetingNo.2-08 A.CALLTOORDER AmeetingoftheCityCouncilwasheldintheCityHallCouncilChambersandwascalledtoorder at5:00p.m.byMayorLongrie. B.ROLLCALL DianaLongrie,MayorPresent ErikHjelle,CouncilmemberPresent KathleenJuenemann,CouncilmemberPresent JohnNephew,CouncilmemberPresent WillRossbach,CouncilmemberPresent C.APPROVALOFAGENDA MayorLongriemovedtoapprovetheagenda. SecondedbyCouncilmemberNephew.AyesAll D.UNFINISHEDBUSINESS 1.DeclarationofSpecialMeetingtopicandintenttoclosesession. 2.ArthurandRoseMahnkevs.RamseyCounty,CityofMaplewood,ZacharyHansen, RobertFulton,FaziAwad,JohnSpringman,CompostingConcepts,Inc.,Cappies Trucking,Inc.,-C1-0605091PierreRegnier,Jardin,Logan&OBrien,Attorneysat LawP.L.L.P CouncilmemberRossbachherebymovedthatthecitycouncilauthorizestheattorneyretainedby theLeagueofMinnesotaCitiesInsuranceTrusttorepresenttheCityofMaplewood,PierreN. Regnier,tosignonbehalfoftheCityofMaplewoodtheStipulationsofDismissalwhichallowfora dismissalofallclaimsbroughtbythePlaintiffsandadismissalofallcrossclaimsbroughtbythe cityinthependingcompostsitelitigation. SecondedbyCouncilmemberJuenemann.AyesAll Themotionpassed. 3.MCSAvs.CityofMaplewood,LMCITNo.11058586,PamVanderWiel,Attorneyat Law,GreeneEspel,P.L.L.P.ChuckBethel,HumanResourcesAttorney. E.ADJOURNMENT MayorLongrieadjournedthemeetingat7:00p.m. January28,2008,CityCouncilMinutes 1 SPECIAL/CLOSEDSESSIONMEETING Agenda Item E2 MINUTES MAPLEWOODCITYCOUNCIL 7:00p.m.,Monday,January28,2008 CouncilChambers,CityHall MeetingNo.2-08 A.CALLTOORDER AmeetingoftheCityCouncilwasheldintheCityHallCouncilChambersandwascalledtoorder at7:00p.m.byMayorLongrie. B.PLEDGEOFALLEGIANCE C.ROLLCALL DianaLongrie,MayorPresent ErikHjelle,CouncilmemberPresent KathleenJuenemann,CouncilmemberPresent JohnNephew,CouncilmemberPresent WillRossbach,CouncilmemberPresent D.APPROVALOFAGENDA CouncilmemberRossbachaddedM1.SouthLegMeetingUpdateandM2.RollingHills ManufacturedHomePark. MayorLongrieaddedM3.CityTowingContract,M4.CityContracts,MayorLongrieandM5. ReturningofPersonalItems. ActingCityManagerrequestedtomoveitemG.Appointments/PresentationsaheadofitemF. VisitorPresentationsandadditemN1.CommissionReappointmentstoAdministrative Presentations. MayorLongriemovedtoapprovetheagendaasamended. SecondedbyCouncilmemberNephew.Ayes All Themotionpassed. E.APPROVALOFMINUTES CouncilmemberJuenemannrequestedachangetoitemD.ChangingPamVanderWieltoH.Alan Kantrud.AlsochangingthesentencetoreadPamVanderWielandtheAttorneysfortheLeague ofMinnesotaCitieswereunabletoattendthemeeting. MayorLongriemovedtoapprovetheJanuary14,2008,5:30SpecialCityCouncilMinutes,as amended. SecondedbyCouncilmemberRossbach.Ayes All Themotionpassed. January28,2008,CityCouncilMeeting 1 MayorLongriehadacorrectiononpage59,underDataPracticeOfficers,changingPracticeto s. Practice CouncilmemberNephewhadacorrectiononpage59,underRamseyCountyLeagueofLocal GovernmentsWillRossbachshouldbethemainappointmentandJohnNephewshouldbe (Alternate). CouncilmemberJuenemannsaidtherewerenocitycouncilliaisonsin2007forthePlanning, CommunityDesignReviewBoard,HousingRedevelopmentAuthority,HistoricalPreservation Commission,Parks&RecreationCommission,andEnvironmental&NaturalResources Commissionsothatshouldberemovedfromthelist. CouncilmemberJuenemannsaidonpage46,itemK.UnfinishedBusiness,thesecondmotion andthecalltovoteismissing.TheRecordingSecretarylatercheckedandfoundthatduetothe lengthoftheagreementthesecondmotionandcalltovoteislocatedattheendoftheagreement onpage51. CouncilmemberRossbachsaidonpage60,underSt.PaulWaterUtilityBoardofCommissioners CouncilmemberRossbachwasnominatedbyanothercitytoservesohisnameshouldbelisted underthatcommissionfor2008. CouncilmemberNephewmovedtoapprovetheJanuary14,2008,CityCouncilMinutesas amended. SecondedbyCouncilmemberJuenemann.Ayes All Themotionpassed. CouncilmemberRossbachmovedtoapprovetheJanuary17,2008,ContinuationofJanuary14, 2008,CityCouncilMeetingMinutes. CouncilmemberJuenemannhadacorrectiononpage6,inparagraph4and6Commissioner NephewshouldbechangedtoCouncilmemberNephew. SecondedbyCouncilmemberNephew.Ayes Councilmembers Hjelle, Juenemann,Nephew, &Rossbach Abstain Mayor Longrie Themotionpassed. F.APPOINTMENTS/PRESENTATIONS 1.SwearinginofPoliceOfficerJeffreyIsacson. a.MaplewoodPoliceChief,DaveThomallagavethepresentation. b.MayorLongrieadministeredtheOathtoPoliceOfficerJeffreyIsacson. c.ChiefThomallapresentedOfficerIsacsonwithhisbadge. G.VISITORPRESENTATIONS 1.ElizabethSletten,2747ClarenceStreetNorth,Maplewood.Ms.Slettensaidshehad passedoutaletterdatedJanuary22,2008,totheCouncilandthenreadtheletteraloud. January28,2008,CityCouncilMeeting 2 2.Mr.LeslieDavis,622LowryAvenue,Minneapolis,FounderandPresidentofEarth ProtectedEnvironmentalGroupaddressedthecouncil.HewasafriendofBillKayserand spokeabouttheissueswithApplewoodPark. 3.NancyLazaryan,OwnerofRecordofOutlotB,WoodhillSubdivisionaddressedthe council.Shespokeaboutwhat Public Service in Maplewood is. 4.BobZick,2515WhiteBearAvenue,Maplewoodaddressedthecouncil.Mr.Zickgavehis opinionregardingissueshehaswiththewaycitybusinessisconductedinMaplewood. H.PUBLICHEARINGS None. I.CONSENTAGENDA 1.CouncilmemberJuenemannmovedtoapproveitems1&3. SecondedbyCouncilmemberHjelle.Ayes All 2.CouncilmemberHjellemovedtoapproveitem2. SecondedbyCouncilmemberJuenemann.Ayes All 3.CouncilmemberJuenemannmovedtoapproveitem4. SecondedbyCouncilmemberNephew.Ayes All 4.CouncilmemberHjellemovedtoapproveitem5. SecondedbyMayorLongrie.Ayes All 1.ApprovalofClaims. CouncilmemberJuenemannmovedApprovalofClaims. SecondedbyCouncilmemberHjelle.Ayes All Themotionpassed. 2.CountyRoadDRealignmentWest(T.H.61toWalterStreet),CityProject02-08,Resolution ApprovingModificationofExistingConstructionContract,ChangeOrderNo.42. CouncilmemberHjellemovedtoapprovetheresolutiondirectingthemodificationoftheexisting constructioncontract,ChangeOrderNo.42(T.A.SchifskyContract),fortheCountyRoadDWest Improvements(TH61toWalterStreet),CityProject02-08. January28,2008,CityCouncilMeeting 3 RESOLUTION08-01-010 DIRECTINGMODIFICATIONSOFEXISTINGCONSTRUCTION CONTRACTPROJECT02-08,CHANGEORDERNO.42 (T.A.SchifskyContract) WHEREAS,theCityCouncilofMaplewood,Minnesotahasheretoforeorderedmade ImprovementProject02-08,CountyRoadDRealignment(West)Improvements(TH61toWalter Street),andhasletaconstructioncontractpursuanttoMinnesotaStatutes,Chapter429,and WHEREAS,theCityEngineerhasreportedthatitisnownecessaryandexpedientthat saidcontractbemodifiedanddesignatedasImprovementProject02-08,ChangeOrderNo.42,(T.A. SchifskyContract),asanincreasetosaidcontractbyanamountof$1,368.85,suchthatthenew contractamountisnowandherebyestablishedas$1,079,059.75. NOW,THEREFORE,BEITRESOLVEDBYTHECITYCOUNCILOFMAPLEWOOD, MINNESOTAthatthemayorandcitymanagerareherebyauthorizedtosignonbehalfoftheCityof MaplewoodtosignifyandshowthattheexistingcontractisherebymodifiedthroughsaidChange OrderNo.42asacontractincreaseintheamountof$1,368.85.Therevisedcontractamountis $1,079,059.75. th Approvedthis28dayofJanuary2008. SecondedbyCouncilmemberJuenemann.Ayes All Themotionpassed. 3.ConditionalUsePermitReview5-8TavernandGrill(2289MinnehahaAvenue). CouncilmemberJuenemannmovedtoapprovetheconditionalusepermitforthe5-8TavernandGrill at2289MinnehahaAvenuetobereviewedagaininoneyeartoensurethattherainwatergarden functionsproperlyandthatallotherrequiredexteriorimprovementsaremaintained. SecondedbyCouncilmemberHjelle.Ayes All Themotionpassed. 4.ConditionalUsePermitReview3MLeadershipDevelopmentInstitute(2350Minnehaha Avenue). CouncilmemberJuenemannmovedtoapprovetheconditionalusepermitforthe3MLeadership DevelopmentInstituteat2350MinnehahaAvenuetobereviewedagaininoneyeartoensurethat thenativeplantingsareestablished,rainwatergardensfunctionproperly,andthatallotherrequired exteriorimprovementsaremaintained. SecondedbyCouncilmemberNephew.Ayes All Themotionpassed. January28,2008,CityCouncilMeeting 4 5.MetroGangStrikeForceGrantAgreementandResolution. a.MaplewoodPoliceChief,DaveThomallagavethereportandansweredquestionsof thecouncil. b.CityAttorney,AlanKantrudansweredquestionsofthecouncil. CouncilmemberHjellemovedtoapprovetheMetroGangStrikeForceGrantAgreementand Mayor Resolutionintheamountof$40,000.00.Thetwopeoplethatwillsigntheagreementarethe andthePoliceChief. STATEOFMINNESOTA GRANTCONTRACT ThisgrantcontractisbetweentheStateofMinnesota,actingthroughitsCommissionerofPublic Safety,OfficeofJusticePrograms,444CedarStreet,Suite100,St.Paul,Minnesota55101-5100 ( State) and City of Maplewood, Police Department, 1830 E. County Road B, Maplewood, Minnesota,55109( Grantee). Recitals 1.UnderMinn.Stat. §299A.01, Subd 2 (4), the State is empowered to enter into this grant contract. 2.StatefundsforthisgrantcontractareprovidedinLawsofMinnesota2007,Chapter54,Article1, Section10,Subdivision6forthepurposeoffundingthecombinedoperationsoftheCriminal GangStrikeForceandNarcoticsTaskForces.TheStateisresponsibleunderMinn.State §299A.641 for administration of funds for the organization and operation of the Gang and Drug OversightCouncil(Council)andthecombinedoperationsoftheCriminalGangStrikeForceand NarcoticsTaskForce. 3.TheStateisinneedofservicesthatfulfillthispurpose. 4.TheGranteerepresentsthatitisdulyqualifiedandagreestoperformallservicesdescribedin thisgrantcontracttothesatisfactionoftheState. GrantContract 1TermofGrantContract Effectivedate. 1.1January1,2008,orthedatetheStateobtainsallrequiredsignatures underMinnesotaStatutesSection16C.05,subdivision2,whicheverislater.Oncethis grantcontractisfullyexecuted,theGranteemayclaimreimbursementforexpenditures incurredpursuanttoClause4.3ofthisgrantcontract.Reimbursementwillonlybemade forthoseexpendituresmadeaccordingtothetermsofthisgrantcontract. Expirationdate. 1.2December31,2008,oruntilallobligationshavebeensatisfactorily fulfilled,whicheveroccursfirst. SurvivalofTerms 1.3.Thefollowingclausessurvivetheexpirationofcancellationofthis grantcontract:8Liability;9.StateAudits;10.GovernmentDataPractices;12.Publicity andEndorsement;13.GoverningLaw,Jurisdiction,andVenue;and15.DataDisclosure. 2GranteesDuties Activities. 2.1TheGrantee,whoisnotastateemployee,willperformallofthedutiesand tasksspecifiedintheapplicableRequestforProposalandtheGrantee s grant application forthisprogram,whichareincorporatedbyreferenceintothisgrantcontractandareon filewiththeStateandlocatedat444CedarStreet,Suite100,St.Paul,Minnesota. January28,2008,CityCouncilMeeting 5 Granteeshallalsocomplywithallprogramstandards,whichareherebyincorporatedby referenceintothisgrantcontractandmadeapartofthisgrantcontract. Granteewillsignajointpowersagreementthataddressescommonissuesincludingbut notlimitedto:purpose,scopeofwork,worklocation,commandstructure,termsof participation,anduseofforfeitedassets. ReportingRequirements. 2.2GranteeshallreporttotheStateasspecifiedintheOfficeof JusticePrograms Grant Manual, which is hereby incorporated by reference into this grant contractandmadeapartofthisgrantcontract. FinancialReporting (1).GranteeshallsubmitafinancialreportingformtotheState utilizingtheformatidentifiedbytheStatewithin30daysaftertheendofthe reportingperiod. ProgressReporting (2).GranteeshalluseformsprescribedbytheStatetosubmita quarterlyprogressdetailingprogressachievedtowardstheaccomplishmentofthe programgoalsandobjectiveswithin30daysaftertheendofreportingperiod. OtherRequirements (3).Granteeshallsubmitsuchotherreportsandattend meetingsandtrainingasStateshallreasonablyrequest. Evaluation (4).Stateshallhavetheauthority,duringthecourseofthisgrantperiod, toconductanevaluationoftheperformanceoftheGrantee. RequirementChanges (5).Statemaymodifyorchangeallreportingformsattheir discretionduringthegrantperiod. SpecialRequirements (6).TheStatereservestherighttoincludeinthegrant,atany timeduringthetermofthegrant,specialadministrativerequirementsdeemed necessarytoassuretheGrantee s successful implementation of the program. The StatewillnotifytheGranteeinwritingofanyspecialadministrativerequirements. 3Time TheGranteemustcomplywithallthetimerequirementsdescribedinthisgrantcontract.Inthe performanceofthisgrantcontract,timeisoftheessence. 4ConsiderationandPayment Consideration. 4.1TheStatewillpayforallservicesperformedbytheGranteeunderthis grantcontractasfollows: Compensation (1).TheGranteewillbereimbursedanamountnottoexceed $40,000.00,accordingtothebreakdownofcostscontainedinExhibitA,whichis attachedandincorporatedintothisgrantcontract. TheGranteewillsubmitanyrevisionstoExhibitAasdescribedinSection4.2(2) ofthisgrantcontractandberevisedbudgetmustbeapprovedbytheState s AuthorizedRepresentativebeforeanyexpendituresmaybemadebasedonthe revisedbudget. TravelExpenses (2).Reimbursementfortravelandsubsistenceexpensesactually andnecessarilyincurredbytheGranteeasaresultofthisgrantcontractwillbe paidinthesamemannerandinnogreateramountthanprovidedinthecurrent hecommissionerofEmployeeRelations Commissioners Plan promulgated by t whichisincorporatedintothisgrantcontractbyreference. TheGranteewillnotbereimbursedfortravelandsubsistenceexpensesincurred outsideMinnesotaunlessithasreceivedtheState s prior written approval for out ofstatetravel.MinnesotawillbeconsideredunlessithasreceivedtheState s prior writtenapprovalforoutofstatetravel.Minnesotawillbeconsideredthehome statefordeterminingwhethertravelisoutofstate. TotalObligation (3).ThetotalobligationoftheStateforallcompensationand reimbursementstotheGranteeunderthisgrantcontractwillnotexceed $40,000.00. January28,2008,CityCouncilMeeting 6 $20,000.00isavailablefromJanuary1,2008,throughDecember31,2008. $20,000.00isavailablefromJuly1,2008,throughDecember31,2008. FiscalRequirements 4.2.GranteeshallreporttotheStateasspecifiedintheOfficeof JusticePrograms Grant Manual. FinancialGuidelines (1).Granteeshallcomplywithallpolicies,procedures,and provisionsapplicabletoeachsourceoffundingreceived.Granteeshallcomplywith thecurrentOfficeofJusticePrograms Grant Manual. No funds will be disbursed for activitiesnotidentifiedinthegoalsandobjectivesorworkplansubmittedonthegrant applicationformsprescribedbytheState.Nofundsfromaspecificfundingsourcewill bedisbursedforactivitiesthatdonotmeettherequirementsofthatfundingsource. BudgetRevisions (2).Granteeshallsubmitawrittenbudgetrevisionrequesttothe State s Authorized Representative before any expenditure may be made based on the revisedbudget.Submissionandapprovalofabudgetrevisionisnecessaryifa)aline itemwilldeviateby$200or10%,whicheverishigher,fromtheapprovedbudget,orb) anewlineitemthatwasnotpartoftheapprovedbudgetwillbecreated. Closeout (3).Granteeshallhaveuntil30daysaftertheExpirationdateofthisgrant contract,tosubmitareportofallfundsandinterestreceivedanddisbursed.Ifareport isnotsubmittedwithinthistimeperiod,expensesclaimedonthereportmaybe disallowedandtheStatemayrequestarefundofthosemoniesfromtheGrantee. Records (4).Granteeshallretainallfinancialrecordsforaminimumofsix(6)yearsafter thedateofsubmissionofthefinalfinancialstatusreport,oruntilcompletionofan auditwhichhascommencedbeforetheexpirationofthissix-yearperiod,oruntilany auditfindingsand/orrecommendationsfromprioraudit(s)havebeenresolved betweentheGranteeandState,whicheverislater. Payment 4.3 Invoices. TheStatewillpromptlypaytheGranteeaftertheGranteepresentsanitemized invoicefortheservicesactuallyperformedandtheState s Authorized Representative acceptstheinvoicedservices.Invoicesmustbesubmittedtimelyandaccordingtothe followingschedule:Itemizedinvoiceswillbefiledinarrearsatleastquarterly,butnotmore oftenthanmonthly,andwithin30daysoftheperiodcoveredbytheinvoiceforservices satisfactorilyperformed. Finalinvoicepertainingtothefirststatefiscalyearofthisgrantcontractmustbereceived byJuly31,2008.Reimbursementsfromthesecondstatefiscalyearmaycommenceon orafterJuly1,2008.Thefinalinvoicepertainingtothesecondstatefiscalyearofthis grantcontractmustbereceivedwithin30daysaftertheExpirationdateofthisgrant contract. Expendituresforeachstatefiscalyearofthisgrantcontractmustbeforservices performedwithintheapplicablestatefiscalyear.EverystatefiscalyearbeginsonJuly1 andendsonJune30. Federalrequirements 4.4.(Whereapplicable,ifblankthissectiondoesnotapply) PaymentsunderthisgrantcontractwillbemadefromfederalfundsobtainedbytheState throughCFDA_____.TheGranteeisresponsibleforcompliancewithallfederal requirementsimposedonthesefundsandacceptsfullfinancialresponsibilityforany requirementsimposedbytheGrantee s failure to comply with federal requirements. January28,2008,CityCouncilMeeting 7 5ConditionsofPayment AllservicesprovidedbytheGranteeunderthisgrantcontractmustbeperformedtothe State s satisfaction, as determined at the sole discretion of the States Authorized Representativeandinaccordancewithallapplicablefederal,state,andlocallaws, ordinances,rules,andregulations.TheGranteewillnotreceivepaymentforworkfound bytheStatetobeunsatisfactoryorperformedinviolationoffederal,state,orlocallaw. 6AuthorizedRepresentative TheStatePerkins,GrantsSpecialistCoordinator, s Authorized Representative is Sue OfficeofJusticePrograms,JusticeandCommunityGrants,444CedarStreet,Suite100, St.Paul,Minnesota55101,(651)201-7338,orhis/hersuccessor,andhasresponsibilityto monitortheGranteeritytoaccepttheservicesprovided s performance and the autho underthisgrantcontract.Iftheservicesaresatisfactory,theState s Authorized Representativewillcertifyacceptanceoneachinvoicesubmittedforpayment. TheGrantee s Authorized Representative is David Thomalla, Chief of Police, Maplewood PoliceDepartment,1830ECountyRoadB,Maplewood,Minnesota55109,(651)249- 2602.IftheGrantee s Authorized Representative changes at any time during this grant contract,theGranteemustimmediatelynotifytheState. 7Assignment,Amendments,Waiver,andGrantContractComplete Assignment 7.1.TheGranteemayneitherassignnortransferanyrightsor obligationsunderthisgrantcontractwithoutthepriorconsentoftheStateanda fullyexecutedAssignmentAgreement,executedandapprovedbythesame partieswhoexecutedandapprovedthisgrantcontract,ortheirsuccessorsin office. Amendments 7.2.Anyamendmenttothisgrantcontractmustbeinwritingandwill notbeeffectiveuntilithasbeenexecutedandapprovedbythesamepartieswho executedandapprovedtheoriginalgrantcontract,ortheirsuccessorsinoffice. Waiver 7.3.IftheStatefailstoenforceanyprovisionofthisgrantcontract,thatfailure doesnotwaivetheprovisionoritsrighttoenforceit. GrantContractComplete 7.4.Thisgrantcontractcontainsallnegotiationsand agreementsbetweentheStateandtheGrantee.Nootherunderstandingregarding thisgrantcontract,whetherwrittenororal,maybeusedtobindeitherparty. 8Liability TheGranteemustindemnify,save,andholdtheState,itsagents,andemployees harmlessfromanyclaimsorcausesofaction,includingattorney s fees incurred by the State,arisingfromtheperformanceofthisgrantcontractbytheGranteeortheGrantee s agentsoremployees.Thisclausewillnotbeconstruedtobaranylegalremediesthe GranteemayhavetheState s failure to fulfill its obligations under this grant contract. 9StateAudits UnderMinn.Stat. §16C.05, subd. 5, the Grantees books, records, documents, and accountingproceduresandpracticesrelevanttothisgrantcontractaresubjectto examinationbytheStateand/ortheStateAuditororLegislativeAuditor,asappropriate, foraminimumofsixyearsfromtheendofthisgrantcontract. 10GovernmentDataPractices TheGranteeandStatemustcomplywiththeMinnesotaGovernmentDataPracticesAct,Minn. Stat.Ch.13,asitappliestoalldataprovidedbytheStateunderthisgrantcontract,andasit appliestoalldatacreated,collected,received,stored,used,maintained,ordisseminatedbythe Granteeunderthisgrantcontract.ThecivilremediesofMinn.Stat. § 13.08 apply to the release of thedatareferredtointhisclausebyeithertheGranteeortheState. January28,2008,CityCouncilMeeting 8 IftheGranteereceivesarequesttoreleasethedatareferredtointhisClause,theGranteemust immediatelynotifytheState.TheStatewillgivetheGranteeinstructionsconcerningtherelease ofthedatatotherequestingpartybeforethedataisreleased. 11WorkersCompensation TheGranteecertifiesthatitisincompliancewithMinn.Stat. § 176.181, subd. 2, pertaining to workers compensation insurance coverage. TheGrantee s employees and agents will not be considered State employees. Any claims that mayariseundertheMinnesotaWorker s Compensation Act on behalf of these employees and anyclaimsmadebyanythirdpartyasaconsequenceofanyactoromissiononthepartofthese employeesareinnowaytheState s obligation or responsibility. 12PublicityandEndorsement Publicity 12.1.Anypublicityregardingthesubjectmatterofthisgrantcontractmustidentify theStateasthesponsoringagencyandmustnotbereleasedwithoutpriorwritten approvalfromtheStateentative.Forpurposesofthisprovision, s Authorized Repres Publicityincludesnotices,informationalpamphlets,pressreleases,research,reports, signs,andsimilarpublicnoticespreparedbyorfortheGranteeindividuallyorjointlywith others,oranysubcontractors,withrespecttotheprogram,publications,orservices providedresultingfromthisgrantcontract. Endorsement 12.2.TheGranteemustnotclaimthattheStateendorsesitsproductsor services. 13GoverningLaw,Jurisdiction,andVenue Minnesotalaw,withoutregardtoitschoice-of-lawprovisions,governsthisgrantcontract.Venue foralllegalproceedingsoutofthisgrantcontract,oritsbreach,mustbeintheappropriatestate orfederalcourtwithcompetentjurisdictioninRamseyCounty,Minnesota. 14Termination TerminationbytheState 14.1.TheStatemaycancelthisgrantcontractatanytime,withor withoutcause,upon30days written notice to the Grantee. Upon termination, the Grantee willbeentitledtopayment,determinedonaproratabasis,forservices TerminationbytheGrantee 14.2.TheGranteemayrequestterminationupon30day s notice totheState s Authorized Agent. Upon termination the Grantee is entitled to payment for servicesactuallyperformedandagreestoreturnanyunusedfundstotheState. TerminationforInsufficientFunding. 14.3TheStatemayimmediatelyterminatethisgrant contractifitdoesnotobtainfundingfromtheMinnesotaLegislature,orotherfunding source;oriffundingcannotbecontinuedatalevelsufficienttoallowforthepaymentof theservicescoveredhere.TerminationmustbebywrittenorfaxnoticetotheGrantee. TheStateisnotobligatetopayforanyservicesthatareprovidedafternoticeand effectivedateoftermination.However,theGranteewillbeentitledtopayment, determinedonaproratabasis,forservicessatisfactorilyperformedtotheextentthat fundsareavailable.TheStatewillnotbeassessedanypenaltyifthegrantcontractis terminatedbecauseofthedecisionoftheMinnesotaLegislature,orotherfundingsource, nottoappropriatefunds.TheStatemustprovidetheGranteenoticeofthelackoffunding withinareasonabletimeoftheStatereceivingthatnotice. January28,2008,CityCouncilMeeting 9 15DataDisclosure UnderMinn.Stat. § 270C.65, and other applicable law, the Grantee consents to disclosure of its socialsecuritynumber,federalemployertaxidentificationnumber,and/orMinnesotatax identificationnumber,alreadyprovidedtotheState,tofederalandstatetaxagenciesandstate personnelinvolvedinthepaymentofstateobligations.Theseidentificationnumbersmaybeused intheenforcementoffederalandstatetaxlawswhichcouldresultinactionrequiringtheGrantee tofilestatetaxreturnsandpaydelinquentstatetaxliabilities,ifany,orpayotherstateliabilities. 1.ENCUMBRANCEVERIFICATION3.STATEAGENCY Individualcertifiesthatfundshavebeen EncumberedasrequiredbyMinn.Stat. §§ 16A.15 and 16C.05. Signed:____________________________________By:____________________________ (withdelegatedauthority) Date:______________________________________Title:____________________________ GrantContractNo.:2008-MGSF-00514/6300-2677Date:____________________________ 2.GRANTEE TheGranteecertifiesthattheappropriateperson(s) HaveexecutedthegrantcontractonbehalfoftheGranteeas requiredbyapplicablearticles,bylaws,resolutions,orordinances. By:___________________________________________Attest:_______________________ Title:________________________________________Title:________________________ Date:________________________________________Date:________________________ By:________________________________________ Title:________________________________________ Distribution: Agency: Date:________________________________________ Grantee: State s Authorized Representative January28,2008,CityCouncilMeeting 10 LEGALAUTHORITYTOSIGNGRANTS StatutoryCities MS.412.201EXECUTIONOFINSTRUMENTS Everycontract,conveyance,licenseorotherwritten Instrumentshallbeexecutedonbehalfofthecitybythemayorand Clerk,withthecorporatesealaffixed,andonlypursuantto Authorityfromthecouncil. Or,signaturebyperson/authoritynamedinresolutionbyCityofMaplewood councilidentifyingwhomaysigngrantcontract. CountyBoard MS.375.13CHAIR Thecountyboard,atitsfirstsessionineachyear,shall Electfromitsmembersachairandavice-chair.Thechairshall Presideatitsmeetingsandsignalldocumentsrequiringsignature onitsbehalf.Thechair s signature, attested by the clerk of the countyboardshallbebindingasthesignatureoftheboard.In caseoftheabsenceorincapacityofthechair,thevice-chairareabsent fromanymeeting,alldocumentsrequiringthesignatureofthe boardshallbesignedbyamajorityofitandattestedbytheclerk. Or,signaturebyperson/authoritynamedinresolutionbycounty Boardidentifyingwhomaysigngrantcontract. Non-Profit Signaturebypositionspecifiedinby-laws Or,signaturebyperson/authoritynamedinresolutionbyboard Identifyingwhomaysigngrant. January28,2008,CityCouncilMeeting 11 RESOLUTION08-01-011 AUTHORIZINGEXECUTIONOFAGREEMENT BeitresolvedthattheCityofMaplewoodwillenterinto acooperativeagreementwiththeOfficeofJusticeProgramsinthe MinnesotaDepartmentofPublicSafety. TheMayorandPoliceChief areherebyauthorizedtoexecute suchagreementsandamendments,asarenecessarytoimplement theprojectonbehalfoftheCityofMaplewood. Icertifythattheaboveresolutionwasadoptedbythe CityCouncilofMaplewoodonJanuary28,2008. SIGNED:WITNESSETH: ___________________________________________________________ (Signature)(Signature) ___________________________________________________________ (Title)(Title) ____________________________________________________________ (Date)(Date) TherewasafriendlyamendmenttoauthorizetheMayorandPoliceChieftosigntheagreement whichwasaccepted. SecondedbyMayorLongrie.Ayes All Themotionpassed. J.AWARDOFBIDS None. January28,2008,CityCouncilMeeting 12 K.UNFINISHEDBUSINESS 1.ComprehensivePlanUpdate:ConsiderContractAmendmentswithMcCombs,Frank Roos,andAssoc.,Kimley-HornAssociates,SEH,Inc.andAppliedEcologicalServices Inc.forUpdatestoallChaptersofComprehensivePlan. a.ActingCityManager&PublicWorksDirector,ChuckAhlgavethepresentation andansweredquestionsofthecouncil. b.RoseLorsung,SchoellMadsonaddressedandansweredquestionsofthecouncil. c.CityAttorney,AlanKantrudansweredquestionsofthecouncil. CouncilmemberJuenemannmovedtoapprovetheActingCityManagertoretainthefollowing consultingfirmsforcompletionoftheComprehensivePlanUpdateasnoted: 1.RetainMcCombsFrankRoosAssociates(MFRA)atacostof$83,699topreparethe Parks,TrailsandOpenSpaceandLandUseComponentoftheComprehensivePlan.An amountof$21,830hasbeenpreviouslyauthorizedtoSchoellMadson,whohasmerged withMFRA.Fundingshallbefromthe2008PlanningBudgetintheamountof$51,099 and$10,770fromtheParkAvailabilityFund(Fund403). 2.RetainKimley-Horn(KHA)intheamountof$10,600tocompletetheSewerComponentof theComprehensivePlan.FundingshallbefromtheSewerFund[601-508-000-4490].An amountof$9,800haspreviouslybeenauthorizedtoKHA. 3.RetainAppliedEcologicalServices,Inc.(AES)intheamountof$20,300fromthePark AvailabilityFund(fund403)forpreparationoftheNaturalResourcesGreenwayPlan. 4.RetainSEH,Inc.intheamountof$65,000fromtheEnvironmentalUtilityFund(fund604) forpreparationoftheStormWaterManagementPlan. 5.AdopttheproposedFlowofCommunicationsandResponsibilitiesforComprehensive PlanningProcesschartasproposedbyCitystaffestablishingtheprocessand expectationsoftheParksTrailandOpenSpaceAdvisorypanelandoftheCommissions intheComprehensivePlanningProcess. SecondedbyCouncilmemberRossbach.Ayes All Themotionpassed. 2.ConsiderationofRemovalofGregCopelandasCityManager:ReportfromCity AttorneyonRetentionofLegalCounsel. a.CityAttorney,AlanKantrudgavethereportandansweredquestionsofthecouncil. CouncilmemberNephewmovedtorecommendtoStaffMr.ScottLepak,ofBarnaGuzyand Steffen(AlternatewouldbeMr.MichaelWaldspurger,ofRatwik,RoszwakandMaloney)forthe purposeofassistinginthetransitionofcurrentCityManagertoasuccessorCityManager,said worktoincludeadviceregardingstatutoryprocedureaswellascontractinterpretation,andto authorizetheengagementofthatpersononanhourlybasisforthatpurpose.Saidauthorization toincludetheexpenditureofupto$5,000.00forthatspecificpurpose.Iflitigationrelatedtothis matterisoccasioned,Councilisnotboundtokeepaforementionedcounselandmayterminate therelationshipwithoutfurthernotice. January28,2008,CityCouncilMeeting 13 ThecouncilfurtherdirectstheActingCityManagertoengagethecandidateforthatpurposeand granttheauthoritytoletsuchacontractorsignaretaineragreementconsistentwiththetermsas hereinbeforedescribed. ThecouncilalsoauthorizestheexistingCityAttorney(s)toworkwiththecontractattorneyso engagedtoprovidesuchinformationasrequiredtominimizethecoststotheCityandtoallowthe communicationofattorneyclientprivilegedinformationtosaidattorney. SecondedbyCouncilmemberRossbach.Ayes Councilmembers Juenemann, Nephew&Rossbach Nays Mayor Longrie & CouncilmemberHjelle Themotionpassed. L.NEWBUSINESS 1.ClubLiquorLicenseChangeofManagerJamesWarrenLane,Jr.Maplewood MooseLodge#963. a.CityClerk,CitizenServicesManager,KarenGuilfoilegavethereport. b.JamesWarrenLane,Jr.,ManagerofMooseLodge#963,1946EnglishStreet, addressedandansweredquestionsofthecouncil. CouncilmemberHjellemovedtoapprovetheIntoxicatingLiquorLicenseChangeofManager fortheMaplewoodMooseLodgeat1946EnglishStreet. SecondedbyCouncilmemberRossbach.Ayes All Themotionpassed. 2.Wine/StrongBeerLiquorLicenseChangeofManagerBrianDroughtPeiWei AsianDiner. a.CityClerk,CitizenServicesManager,KarenGuilfoilegavethereport. b.BrianDrought,ManagerofPeiWeiAsianDiner,3095WhiteBearAvenue, addressedandansweredquestionsofthecouncil. CouncilmemberHjellemovedtoapprovetheWineandStrongBeerLiquorLicensesforPei WeiAsianDinnerat3095WhiteBearAvenue. SecondedbyCouncilmemberNephew.Ayes All Themotionpassed. 3.On-SaleLiquorLicenseNewOwnerandManagerMahmoodKhanStargate DanceClub. a.CityClerk,CitizenServicesManager,KarenGuilfoilegavethereport. b.MahmoodKhan,futureOwnerandManagerofStargateBarandDanceClubat 1700RiceStreetaddressedandansweredquestionsofthecouncil. c.ShazaadKhan,sonofMahmoodKhan,2837CentervilleRoad,LittleCanada. Mr.Khanaddressedandansweredquestionsofthecouncil. January28,2008,CityCouncilMeeting 14 MayorLongriemovedtoapprovetheChangeofOwnerandManagerIntoxicatingLiquor LicenseforStargateBarandDanceClublocatedat1700RiceStreet. SecondedbyCouncilmemberRossbach.Ayes All Themotionpassed. 4.DynamicDisplaySignsMoratoriumOrdinance(FirstReading). a.CityAttorney,AlanKantrudgavethereportandansweredquestionsofthe council. CouncilmemberHjellemovedtoadoptthe(firstreading)ordinancethatwillplacea moratoriumontheconstructionorinstallationofdynamicdisplaysignstoallowtimeforthe citytostudyandadoptadynamicdisplaysignordinance. SecondedbyMayorLongrie.Ayes Mayor Longrie, CouncilmembersHjelle& Juenemann Nays Councilmembers Nephew &Rossbach Themotionpassed. CouncilmemberNephewrequestedabreakat9:20p.m. TheCouncilreconvenedat9:30p.m. 5.PlanningCommissions2007AnnualReport. a.Planner,KenRobertsgavethereportandansweredquestionsofthecouncil. b.PlanningCommissioner,JoeWaltongavethePlanningCommission s 2007 AnnualReport. CouncilmemberJuenemannmovedtoapprovethePlanningCommission s 2007 Annual Report. SecondedbyCouncilmemberHjelle.Ayes All Themotionpassed. 6.MyrtleIdahoAreaStreetImprovements,CityProject07-19,ResolutionAccepting FeasibilityStudyandOrderingPublicHearing. a.ActingCityManager&PublicWorksDirector,ChuckAhlgavethereportand answeredquestionsofthecouncil. b.FinanceandAdministrationManager,BobMittetansweredquestionsofthecouncil. c.AnnFosberg,2516IdahoStreetEast,Maplewood,addressedthecouncilandspoke regardingtheconditionsofIdahoStreetandtheassessmentcoststofixtheroad. January28,2008,CityCouncilMeeting 15 CouncilmemberJuenemannmovedtoapprovetheresolutionacceptingthereportandcalling forapublichearingfor7:00p.m.,Monday,February11,2008,fortheMyrtle-IdahoStreet Improvements,CityProject07-19. RESOLUTION08-01-012 ACCEPTINGREPORTANDCALLINGFORPUBLICHEARING th WHEREAS,pursuanttoresolutionofthecounciladoptedAugust27,2007,areporthas beenpreparedbythecityengineeringdivisionwithreferencetotheimprovementofMyrtle-Idaho AreaStreetImprovements,CityProject07-19,andthisreportwasreceivedbythecouncilon th January28,2008,and WHEREAS,thereportprovidesinformationregardingwhethertheproposedprojectis necessary,cost-effective,andfeasible, NOW,THEREFORE,BEITRESOLVEDBYTHECITYCOUNCILOFMAPLEWOOD, MINNESOTA: 1.ThecouncilwillconsidertheMyrtle-IdahoAreaStreetImprovementsinaccordancewith thereportandtheassessmentofabuttingpropertyforalloraportionofthecostofthe improvementpursuanttoMinnesotaStatutes,Chapter429atanestimatedtotalcostof theimprovementof$860,149. th 2.Apublichearingshallbeheldonsuchproposedimprovementonthe11dayofFebruary, 2008,inthecouncilchambersofcityhallat7:00p.m.,andtheclerkshallgivemailedand publishednoticeofsuchhearingandimprovementasrequiredbylaw. th Approvedthis28dayofJanuary2008. SecondedbyCouncilmemberNephew.Ayes Councilmembers Hjelle, Juenemann,Nephew, &Rossbach Nay Mayor Longrie Themotionpassed. MayorLongriesaidshevotednaybecauseshefeltthecityshouldbefocusingtheroad improvementdollarsonstreetsthatarenotdeadendstreetsandthatcanservicethemost numberofpeopleforthemoneythatisspent.Especiallyconsideringitincreasesthedebt loadforthecity. 7.KohlmanLaneAreaStreetImprovements,CityProject07-21,ResolutionAccepting FeasibilityStudyandOrderingPublicHearing. a.ActingCityManagerandPublicWorksDirector,ChuckAhlgavethereportand answeredquestionsofthecouncil. CouncilmemberHjellemovedtoapprovetheresolutionacceptingthereportandcallingfora publichearingfor7:15p.m.,Monday,February11,2008,fortheKohlmanLaneAreaStreet Improvements,CityProject07-21. January28,2008,CityCouncilMeeting 16 RESOLUTION08-01-013 ACCEPTINGREPORTANDCALLINGFORPUBLICHEARING th WHEREAS,pursuanttoresolutionofthecounciladoptedAugust27,2007,areporthas beenpreparedbythecityengineeringdivisionwithreferencetotheimprovementofKohlman LaneAreaStreetImprovements,CityProject07-21,andthisreportwasreceivedbythecouncil th onJanuary28,2008,and WHEREAS,thereportprovidesinformationregardingwhethertheproposedprojectis necessary,cost-effective,andfeasible, NOW,THEREFORE,BEITRESOLVEDBYTHECITYCOUNCILOFMAPLEWOOD, MINNESOTA: 1.ThecouncilwillconsiderthestreetimprovementofKohlmanLaneAreaStreet Improvementsinaccordancewiththereportandtheassessmentofabuttingpropertyfor alloraportionofthecostoftheimprovementpursuanttoMinnesotaStatutes,Chapter 429atanestimatedtotalcostoftheimprovementof$2,314,350. th 2.Apublichearingshallbeheldonsuchproposedimprovementonthe11dayofFebruary, 2008inthecouncilchambersofcityhallat7:15p.m.,andtheclerkshallgivemailedand publishednoticeofsuchhearingandimprovementasrequiredbylaw. th Approvedthis28dayofJanuary2008. SecondedbyCouncilmemberJuenemann.Ayes Councilmembers Hjelle, Juenemann,Nephew, &Rossbach Nay Mayor Longrie Themotionpassed. MayorLongriesaidthisprojectimpactsabout43householdsandaccordingtothestaffreport 35residentsattendedtheneighborhoodmeeting,whichisahighturnout.Shewouldhave likedtohavehadthecitizencommentsincludedinthecouncilreportsoshecouldve understoodhowtheresidentsfeltaboutthisproject.Previouslythecouncilwasencouraged nottoattendthesetypesofmeetings.TheMayorsharedthesamecommentsforthisagenda itemthatshemadeinthepreviousagendaitem. 8.ConsiderApprovaltoPurchaseLaptopComputers. a.MaplewoodPoliceChief,DaveThomallagavethepresentation. b.ITDirector,MychalFowldsaddressedandansweredquestionsofthecouncil. CouncilmemberJuenemannmovedtorecommendthepurchaseof20PanasonicCF-30 laptops,theadditionalmemory,andone-yearwarrantyextensionfromCompar.Thetotal expenditure,includingtax,willbeapproximately$79,700.Thispurchaseshouldprovide qualitysquadcarlaptopequipmentforapproximatelyfouryears. SecondedbyCouncilmemberHjelle.Ayes All Themotionpassed. January28,2008,CityCouncilMeeting 17 9.ConsiderApprovaltoPurchaseCarbineRifles. a.MaplewoodPoliceChief,DaveThomallagavethepresentation. CouncilmemberHjellemovedtoapprovethepurchase24DPMSAP414.5 carbine rifles for thePoliceDepartmentfor$29,598.48and24opticsightsatacostnottoexceed$18,888.84. SecondedbyCouncilmemberJuenemann.Ayes All Themotionpassed. 10.PlanningofCityCouncilRetreat. a.ActingCityManager&PublicWorksDirectoraddressedtheissueofthe PlanningCouncilRetreat. ThecouncilwillfirstmeetwithActingCityManagerAhltodiscusspolicyissues.CityClerk,and CitizenServicesManager,KarenGuilfoileandSeniorAdministrativeAssistant,HarrietRydelwill findadatefortheretreatthatworksforeveryone. M.COUNCILPRESENTATIONS M1.SouthLegMeetingUpdate CouncilmemberRossbachsaidthemeetingthatwasheldatthefirestationonLondinLaneon Wednesday,January23,2008,regardingsmokeconcernsofMaplewoodresidentswasattended by25people.Heaskedifthecouncilhadanythingtoaddtothediscussion.Hesaidhewould addthistotheagendaforthenextcouncilmeetingtodiscussrecommendingapprovaltoallow forstafftimeinordertoputtogetherataskforcetoreviewthecityordinancesandsuggest changestotheordinancesasdiscussedbytheresidentsonJanuary23rd. M2.RollingHillsManufacturedHomePark CouncilmemberRossbachsaidhereceivedaphonecallfromaresidentwholivesintheRolling Hillsmanufacturedhomeparkrequestingameetingtodiscussconcernstheresidentshavewith thechangeinownershipattheRollingHillsmanufacturedhomepark.Hesaidthat51%ofthe residentshaveformedanassociationbuttheresidentsaidtheyhavebeenunabletogetthepark managementtomeetwiththem.Thispersonsaidparkfeesarebeingraisedmorenowunderthe newownershipthaneverbefore.CouncilmemberRossbachtoldtheresidenthedidn t think there wasanythingheorthecouncilcoulddofortheresidentsbuthewantedtobringthisissueupwith thecounciljustincase. CityAttorneyKantrudsaidtheresidentsshouldseekconsultationwiththeadvocacygroupthat workswithmobilehomeparkscalledMMHA,MinnesotaManufacturedHomeAssociation. CouncilmemberRossbachsaidhewouldphonetheresidentandpasstheinformationalong. M3.CityTowingContract MayorLongriewascuriousaboutthecitytowingcontractandwonderedwhenthelasttimethe contracthadbeenreviewed.SheaskedChiefThomallatocommentonit. January28,2008,CityCouncilMeeting 18 ChiefThomallasaidthereisnotowingcontractwiththecity.Thetowingserviceiscurrentlybeing providedbyD&DTowing.Thereisnoprofittothecity,theysimplytowcarsforthecityand chargetheindividualthatownsthecarthatwastowed.Manyyearsagoanothertowingvendor hadbeentowingfortheentirecityandtheirresponsetimesgottobeexcessivewhichwas costingstafftimebecauseofficershadtowaitforthetowtrucktocome.D&DTowingistheonly towingvendorwithanimpoundlotinMaplewood.ThecitystartedallowingD&DTowingtodo partofthetowingforMaplewoodanddiscoveredtheirresponsetimewasphenomenal.Thecity didasurveyforafewmonthstrackingthetowingresponsetimes.Afterdoingthesurveyitwas obviousthatD&DTowingwasprovidingamuchquickerresponsetimesothecitygaveallthe towingbusinessfortheCityofMaplewoodtoD&DTowing.ThereisnocontractwithD&D Towing,itssimplyconvenientwiththeMaplewoodlocationfortheinvestigatorstogotothe impoundlotwhentheyneedto.ThelocationisalsoconvenientforMaplewoodresidentsifthey happentohavetheircartowed.Asfarastowingchargesgo,D&Dsetstheirrates.Charges differacrosstheboarddependingonwhatkindoftowitresultsinsuchasaflatbed,wheellift, etc. M4.CityContracts MayorLongriesaidlatelytherehavebeenanumberofquestionsaboutcitycontractsandwho signsthecontracts.ShesaidthatformanyyearscitycontractshaveonlybeensignedbytheCity ManagerandtheMayorsothissituationisnothingnew.Shethoughtitwouldbeagoodideato postMr.Copeland s contract on the city website. Ramsey County and the School District post theircontractsonlineforthepublictoviewandtheMayorthoughtmaybetheCityofMaplewood shoulddothesamething.Withdatapracticerequests,thisinformationisavailabletoanyone. ThiswouldalleviateconcernsregardingwhatexactlywasinMr.Copeland s contract. There has beenaconcernthatbecauseofwhatitsaysinthecontract,thecitymaybeinlitigation.However, ifyoureadthecontractyouwouldseeattheendofthecontractitsays ifthisagreementisin anywaydisputedorchallengedthatinthateventitwillbedecidedinbindingarbitration andthen furtherdescribeshowthearbitrationpanelisselected. M5.ReturnofPersonalItems MayorLongriesaidtheeveningofJanuary14,2008,whenMr.Copelandwasputon AdministrativeLeaveandwasaskedtopackhisbelongingsandleavethebuildinghelefthishat andglovesbehind.TheMayorsaidsomeonefromthecitydeliveredhispersonalitemstoher becausetheydidn t want to be seen returning these items to Mr. Copeland. The Mayor said she toowasconcernedaboutwhatpeoplewouldsayifshewasseendeliveringtheseitemstoMr. Copeland.Inordertopreventthissituationsheaskedthecouncilifitwouldbeappropriatetomail Mr.Copeland s personal belongs to him. CouncilmemberHjellesaidhewoulddelivertheitemstoMr.Copelandhimself. N.ADMINSTRATIVEPRESENTATIONS N1.CommissionReappointments ChuckAhlsaidCommissionReappointmentsneedtobedone.HeaskedthecouncilifMonday, th February4wouldworkwhichitdidn t, so the council decided to hold the Commission ReappointmentsonMonday,February11,2008,at5:00p.m. O.ADJOURNMENT MayorLongrieadjournedthemeetingat10:48p.m. January28,2008,CityCouncilMeeting 19 Agenda Item H1 AGENDAREPORT TO: CharlesAhl,ActingCityManager FROM: MichaelThompson,CivilEngineerII JonJarosch,CivilEngineerI SUBJECT:Myrtle-IdahoAreaStreetImprovements,CityProject07-19 a.PublicHearing7:00pm b.ResolutionOrderingImprovementafterPublicHearing(4votes) DATE: February4,2008 INTRODUCTION th Thepublichearingforthisprojecthasbeenscheduledfor7:00p.m.,Monday,February11,2008.Notices ofthepublichearinghavebeenmailedandpublished.Thefeasibilitystudywasprovidedtocouncilpriorto th theJanuary28,2008citycouncilmeeting.Thestudyincludesinformationontheproposedimprovement, proposedfinancingandprobableassessments.Thefeasibilitystudyhasbeenprovidedasasupplement tothecouncilpacket.Thecitycouncilwillconsiderorderingtheimprovementfollowingthepublichearing. ItshouldbenotedthatSterlingStreetbetweenHollowayandLarpenteurwasaddedtothescopeofthe Myrtle-IdahoStreetImprovementsattheOctober22,2007councilmeeting.Duetotrafficandwetland issues,SterlingStreetwasstudiedseparately.AresolutionreflectingtheremovalofthisportionofSterling StreetfromtheMyrtle-IdahoAreaStreetImprovementsandestablishinganewprojectnumberislisted underNewBusiness.ThissectionofSterlingStreethasitsownfinancingplanasoutlinedinthe2008- 2012CIP. Background th ThecitycouncilorderedthepreparationofthefeasibilitystudyattheAugust27,2007regularmeeting.On th January28,2008thecitycouncilacceptedthefeasibilityreportandorderedthepublichearing. Streetimprovementsforthisneighborhoodwerelistedonthecityscapitalimprovementsprojectplanfor 2008.Theprojectinvolvesthecompletereconstructionofapproximately0.5milesofresidentialstreetsand affectsapproximately35properties.Thestreetsintheprojectareaareplannedforcompletereconstruction asthesestreetsareinpoorconditionanddonothaveconcretecurbandgutter.Therainwatergarden programanddrivewayreplacementprogramwillbeutilizedforthisproject.Stormsewerimprovementsand sanitarysewerrepairsareproposed.SaintPaulRegionalWaterServicesdoesnotplanonreplacing watermain,butdoesplantoreplacesubstandardfirehydrantsandvalvespriortostreetreconstruction. th AneighborhoodmeetingwasheldonJanuary15,2008todiscusstheproposedprojectwithresidents. Approximately15residentsthroughouttheproposedprojectareaattendedthemeeting.Giventhe feedbackfromtheneighborhoodmeetingandothertelephoneande-mailinquiries,propertyowners generallyagreethatthestreetsareinasubstandardcondition. TheproposedprojectscheduleanticipatesconstructionbeginningasearlyasMay2008andfinal completionoftheprojectinSeptemberof2008. BudgetImpact Thetotalprojectbudgetasreportedinthefeasibilitystudyis$860,149.Theprojectbudgetdetailedinthe CitysCapitalImprovementPlanis$1,250,000.ThebudgetislowerthantheCapitalImprovementPlan Agenda Item H1 estimateduetotheremovalofSterlingStreet,betweenLarpenteurandMontanaAvenue,fromtheMyrtle- IdahoAreaStreetProject.SterlingStreetbetweenHollowayandLarpenteurwassubsequentlyaddedto thescopebutwillberemovedfromthescopeandstudiedasaseparateprojectasdiscussedinthe introduction.Thefinancingplanisoutlinedandcallsforfundingfromfoursources.TheseincludeSpecial Assessments,GeneralObligationImprovementBonds,theSanitarySewerFund,andDrivewayProgram revenue.TheamountofG.O.ImprovementBondsrecommendedinthefeasibilitystudyis$570,005.The followingisacomparisoninexpensesbetweenthecurrentproposalandtheCapitalImprovementPlan. ThelastCIPwascompletedin2007. FinancialSourceFeasibilityRecommendation2008-2012CIPEstimate SpecialAssessments$225,144$437,500 SanitarySewerFund$50,000$50,000 DrivewayProgram$15,000$0 CityGOImprovementBonds$570,005$725,000 TOTALESTIMATES$860,149$1,250,000 DISCUSSION Aspartofstreetandutilitydesignprocess,staffmailsoutquestionnairestoresidentsregardingissues suchassanitarysewerserviceproblems,drainageissues,andexistingprivateutilitylocations.Pleasesee thetypicalquestionnaireandcompilationofresultstodate.Staffdoesnotaskifresidentsareforor againstprojectsinthesequestionnairesbutratherasksaboutissuesthatwillhelpsuccessfullydesignand buildtheproject.Staffmakesarecommendationforimprovementbutonlyactsasafacilitatorforcapital improvementprojects.Themeritsofprojectsshouldbediscussedatthepublichearing. RECOMMENDATION Itisrecommendedthatthecitycouncilapprovetheattachedresolutionorderingtheimprovementofthe Myrtle-IdahoAreaStreetImprovements,CityProject07-19.(Fouraffirmativevotesarerequiredtoapprove thisresolution) Attachments: 1.ResolutionOrderingImprovementAfterPublicHearing 2.TypicalQuestionnaire 3.QuestionnaireResults 4.07-19FeasibilityReport(includesLocationMap) RESOLUTION ORDERINGIMPROVEMENTAFTERPUBLICHEARING WHEREAS,aresolutionofthecitycounciladoptedthe28thdayofJanuary,2008,fixedadatefora councilhearingontheproposedstreetimprovementsfortheMyrtle-IdahoAreaStreetImprovements,City Project07-19,and WHEREAS,tendaysmailednoticeandtwoweekspublishednoticeofthehearingwasgiven,and thehearingwasdulyheldonFebruary11th,2008,andthecouncilhasheardallpersonsdesiringtobe heardonthematterandhasfullyconsideredthesame; NOW,THEREFORE,BEITRESOLVEDBYTHECITYCOUNCILOFMAPLEWOOD, MINNESOTA: 1.Thatitisnecessary,cost-effectiveandfeasible,asdetailedinthefeasibilityreport,thatthe CityofMaplewoodmakeimprovementstotheMyrtle-IdahoAreaStreetImprovements,CityProject07-19. 2.Suchimprovementisherebyorderedasproposedinthecouncilresolutionadoptedthe11th dayofFebruary2008. 3.TheCityEngineerisdesignatedengineerforthisimprovementprojectandishereby directedtopreparefinalplansandspecificationsforthemakingofsaidimprovement. 4.Thefinancedirectorisherebyauthorizedtomakethefinancialtransfersnecessaryto implementthefinancingplanfortheproject.Aprojectbudgetof$860,149shallbeestablished.The proposedfinancingplanisasfollows: Agenda Item H2 AGENDAREPORT TO: CharlesAhl,ActingCityManager FROM: MichaelThompson,CivilEngineerII SUBJECT:KohlmanLaneAreaStreetImprovements,Project07-21 a.PublicHearing7:15pm b.ResolutionOrderingImprovementafterPublicHearing(4votes) DATE: February5,2008 INTRODUCTION Thepublichearingforthisprojecthasbeenscheduledfor7:15p.m.,Monday,February11,2008.Notices ofthepublichearinghavebeenmailedandpublished.Thefeasibilitystudyhasbeenprovidedasa supplementtothecouncilpacket.Thestudyincludesinformationontheproposedimprovement,proposed financingandprobableassessments.Thecitycouncilshouldconsiderorderingtheimprovementfollowing thepublichearing. Background ThecitycouncilorderedthepreparationofthisfeasibilitystudyattheAugust27th,2007,regularmeeting. th OnJanuary28,2008thecitycouncilacceptedthefeasibilityreportandorderedthepublichearing. Streetandutilityimprovementsforthisneighborhoodhavebeenlistedinthecityscapitalimprovements projectplanforreconstructionin2008.Theprojectaccountsforreconstructionofapproximately0.86miles ofstreetandextendingwaterservicethroughouttheneighborhood.Drainageimprovements,sanitary sewerrepairsaswellassanitarysewerextensionalongKellerParkwayarealsoproposedaspartofthe project.Proposedfinancingsourcesfortheprojectarethroughthesanitaryutilityfund,waterfund,Cityof LittleCanadaobligation,environmentalutilityfund,citygeneraltaxlevy,drivewayprogramrevenue,and specialassessmentstoimprovedpropertiesforstreet,stormsewer,sanitarysewer,andwatermain.There are52parcelswithintheprojectareawithtwopropertiesmeetingwarrantsforalotsplitinthefuture,thus amountingto54totalassessableunits. th AneighborhoodmeetingwasheldonJanuary16attheMaplewoodCommunityCenter.Themeeting coveredthepublicimprovementsprocess,scopeofimprovements,constructionprocess,rainwater gardens,andassessments.Staffansweredquestionsafterthepresentation.Approximately35residents attendedthemeeting.Aftertheneighborhoodmeetingstaffwaspresentedwithapetition,whichwas signedby12residentsonKellerParkway,infavorofextendingwaterandsanitarysewertoservicetheir homes.Acopyofthepetitionisattachedtothisreport.Itshouldbenotedthatutilityextensioniswithin thescopeofimprovementsthusnoactionisneededonthisitem. TheproposedprojectscheduleanticipatesconstructionbeginninginearlyMay2008withcompletionlikely inOctoberorNovemberof2008. Agenda Item H2 BudgetImpact Theresolutioncallsforestablishingaprojectbudgetof$2,314,350.Thecapitalimprovementplanfor2008- 2012estimatedatotalprojectcostof$2,494,900.Bothfinancingplansaredetailedbelow. DISCUSSION/ISSUES Generallystormsewerisinadequatethroughouttheneighborhoodandtheprojectproposesupgradesto includestormwaterqualitytreatmentmeasuresbyinstallingsumpstructuresandinfiltratingthefirst1of runoffoveralldisturbedimperviousareas.Residentialrainwatergardensandlargerregionalgardenswill beutilizedtomeetthisrequirement.Currentlynowatermainexistsinthearea;thereforeextensionto serveallpropertiesisproposedalongwithinstallingfirehydrantsthroughout,whichisessentialinorderto provideahigherlevelofsafetyandprotectiontotheneighborhoodresidentsaccordingtotheMaplewood FireChief. SanitarysewerextensionisproposedalongKellerParkway.Backin2003asanitarysewerquestionnaire wassenttoresidentsonKellerParkwaywithsepticsystems.Ofthe6responsesreceived33%hadfailure typeconditionsspecificallyfrozendrainfieldsandexcessivepumpingasaresultofdrainfieldsnot performingasneeded.Theaveragesepticsystemage,servinghomesalongKellerParkway,is25years, whichisabouttheaveragelifespanofasepticsystembeforemajorrepairsornewdrainfieldareais needed.Certainlysomesystemscanhaveashorterorlongerlifedependingonmaintenanceandusage. Aspartofstreetandutilitydesignprocess,staffmailsoutquestionnairestoresidentsregardingissues suchassanitarysewerserviceproblems,drainageissues,andexistingprivateutilitylocations.Pleasesee thetypicalquestionnaireandcompilationofresultstodate.Staffdoesnotaskifresidentsarefororagainst projectsinthesequestionnairesbutratherasksaboutissuesthatwillhelpsuccessfullydesignandbuild theproject.Staffmakesarecommendationforimprovementbutonlyactsasafacilitatorforcapital improvementprojects.Themeritsofprojectsshouldbediscussedatthepublichearing. RECOMMENDATION Itisrecommendedthatthecitycouncilapprovetheattachedresolutionorderingtheimprovementofthe KohlmanLaneAreaStreetImprovements,CityProject07-21.(Fouraffirmativevotesarerequiredto approvethisresolution). Attachments: 1.Resolution 2.LocationMap 3.Petition 4.TypicalQuestionnaire 5.QuestionnaireResults 6.FeasibilityStudy RESOLUTION ORDERINGIMPROVEMENTAFTERPUBLICHEARING WHEREAS,aresolutionofthecitycounciladoptedthe28thdayofJanuary,2008,fixedadatefora councilhearingontheproposedstreetandutilityimprovementsfortheKohlmanLaneAreaStreet Improvements,CityProject07-21. ANDWHEREAS,tendaysmailednoticeandtwoweekspublishednoticeofthehearingwasgiven, andthehearingwasdulyheldonFebruary11,2008,andthecouncilhasheardallpersonsdesiringtobe heardonthematterandhasfullyconsideredthesame; NOW,THEREFORE,BEITRESOLVEDBYTHECITYCOUNCILOFMAPLEWOOD, MINNESOTA,asfollows: 1.Thatitisnecessary,cost-effectiveandfeasible,asdetailedinthefeasibilityreport,thatthe CityofMaplewoodmakeimprovementstoKohlmanLaneAreaStreetImprovements,CityProject07-21. 2.Suchimprovementisherebyorderedasproposedinthecouncilresolutionadoptedthe11th dayofFebruary2008. 3.TheCityEngineerisdesignatedengineerforthisimprovementandisherebydirectedto preparefinalplansandspecificationsforthemakingofsaidimprovement. 4.Thefinancedirectorisherebyauthorizedtomakethefinancialtransfersnecessaryto implementthefinancingplanfortheproject.Aprojectbudgetof$2,314,350shallbeestablished.The proposedfinancingplanisasfollows: WaterMainAssessments:$243,540(10%) SanitarySewerAssessments:$36,080(2%) StormAssessments:$48,600(2%) StreetAssessments:$238,750(10%) SanitarySewerUtilityFund:$1,107,480(48%) DrivewayReplacementProgram:$30,000(1%) WACFund:$60,000(3%) EnvironmentUtilityFund:$85,000(4%) CityofLittleCanada:$179,900(8%) Citygeneraltaxlevy:$285,000(12%) TotalFinancingAmount:$2,314,350(100%) AgendaItem#I2 MEMORANDUM TO: ChuckAhl,ActingCityManagerRichard FROM: KarenGuilfoile,CityClerk RE: LawfulGamblingChangeofManager DATE: January31,2008 Introduction WhiteBearAvenueBusinessAssociation(WBABA)hassubmittedanapplicationfora changeofmanagerfortheirgamblinglicenseheldattheDiveBarandatAMF MaplewoodBowl. AsrequiredbyCityCode,thenecessarypaperworkhasbeencompletedbyLeslie NelsonandWBABA.AbackgroundcheckwascompletedonMr.Nelsonforthe purposeofholdingalawfulgamblinglicenseintheCityofMaplewood.Nothingwas identifiedinthebackgroundcheckthatwouldprohibithimfromholdingthislicense. Recommendation Itisrecommendedthatcouncilapprovetheapplicationforchangeofmanagerfor WBABA. RESOLUTION BEITHEREBYRESOLVED,bytheCityCouncilofMaplewood,Minnesota,thatthe changeofmanager(LeslieNelson)isapprovedfortheDiveBarandAMFMaplewoodBowl. FURTHERMORE,thattheMaplewoodCityCouncilwaivesanyobjectiontothetimeliness ofapplicationforsaidpermitasgovernedbyMinnesotaStatute §349.213. FURTHERMORE,thattheMaplewoodCityCouncilrequeststhattheGamblingControl DivisionoftheMinnesotaDepartmentofGamingapprovesaidpermitapplicationasbeingin compliancewithMinnesotaStatute §349.213. NOW,THEREFORE,beitfurtherresolvedthatthisResolutionbytheCityCouncilof Maplewood,Minnesota,beforwardedtotheGamblingControlDivisionfortheirapproval. Item#I3 MEMORANDUM TO: ChuckAhl,ActingCityManager FROM: KarenGuilfoile,CitizenServices DATE: January31,2008 SUBJECT: JointPowersAgreementsbetweentheCityofMaplewoodandCity ofMahtomediandTownofWhiteBear INTRODUCTION TheMaplewoodCommunityCenterprovidesseasonallifeguardservicesfortwooutdoor beachfacilities.ThefacilitiesincludeMahtomediBeach(CityofMahtomedi)and BellaireBeach(TownofWhiteBear). TheMaplewoodCommunityCenteremploysapproximately80lifeguardsduringthe summertomanagethetwobeachoperationsandtheMCCpool.Theoutdoorbeach operationprovideagreatsourceofrevenuefortheCommunityCenterandprovides employmentopportunitiesforthecollegestudentsonstaffthatenjoytheflexibilityof workingbothindoorsandoutdoorsovertheirsummerbreak. Theattachedcontractsoutlinetheformalagreementbetweenthecitiesforbeach operationsfromMay24,2008toSeptember1,2008(LaborDay)andhavebeen reviewedandapprovedforformatandcontentbyCityAttorneyKantrud. BACKGROUND 2007NetBeachRevenue: MahtomediAquatics$12,509 TownofWhiteBearAquatics$8,656 RECOMMENDATION StaffrecommendsthattheCityCouncilapprovetheenclosedagreementsbetweenthe CityofMaplewoodandthecitiesofMahtomediandTownofWhiteBear. 2008JOINTPOWERSAGREEMENTBETWEEN THECITYOFMAHTOMEDIANDTHECITYOFMAPLEWOOD REGARDINGTHEOPERATIONOFMAHTOMEDIBEACH THISAGREEMENT, ismadeandenteredintoonthe____dayof _________,2008,byandbetweenthecityofMAHTOMEDI(hereinafterreferred toasMahtomedi,orcityofMahtomedi)andthecityof MAPLEWOOD/MAPLEWOODCOMMUNITYCENTER(hereinafterreferredtoas Maplewood,orcityofMaplewood);bothofwhicharegovernmentalsubdivisions oftheStateofMinnesotalocatedintheCountiesofWashington,andRamsey, respectively. PURPOSE ItisthecityofMahtomedisdesirethatthecityofMaplewood,throughthe MaplewoodCommunityCenter(MCC)hire,train,supervise,andmanage personneltoworkatMahtomediBeachunderthetermsof,andduringthetime periodsetforthin,thisagreement,below. AUTHORIZATION ThecitiesofMahtomediandMaplewoodenterintothisagreement pursuanttoMinnesotaStatuteSection471.59,(2003). AGREEMENT NOW ,inconsiderationofthemutualunderstandingasexpressedherein, thecitiesofMahtomediandMaplewoodagreeasfollows: 1.ServicesProvided. ThecityofMaplewoodshallprovidethefollowing services: a.Recruit,interview,hire,train,evaluate,superviseandmonitorall aquaticstaff.Aquaticstaffshallconsistoflifeguards,watersafety instructors,andwatersafetyaides.Allaquaticstaffshallbe employeesofMaplewoodandMaplewoodshalldisciplineand terminateemployees,asnecessary. i. AllaquaticstaffworkingatMahtomediBeachshallhavea minimumofsix(6)monthsexperienceworkingattheMCC, shallbefamiliarwithandfollowMaplewoodpersonnel policies,andshalldemonstrateexcellentdependabilityand responsibility. ii. AlllifeguardsworkingatMahtomediBeachshallmaintain thefollowingcertifications,atalltimesduringemployment atMahtomediBeach: 1.CurrentcertificationinAmericanRedCrossLifeguard Training. 2.CurrentcertificationinCPRfortheProfessional Rescuer. 3.CurrentcertificationinWaterfrontLifeguarding. iii. Allswim-classinstructorsworkingatMahtomediBeach shallmaintaincurrentcertificationasanAmericanRed CrossWaterSafetyInstructor. iv. Allwater-safetyaidesworkingatMahtomediBeachshall maintaincurrentcertificationasaMaplewoodCommunity CenterWaterSafetyAide. b.DetermineandsethoursofdailyoperationforMahtomediBeach, subjecttofinalapprovalbythecityofMahtomedi(12:00pmto 7:00pm,SundaythroughSaturday,hasbeenrecommendedbythe MCC). c.Makedecisionsregardingclosingthebeachand/orcancelingor reschedulingprogramsduetopoorweatherconditions. d.AdministerandmaintainMahtomediBeachandaquaticstaff beginningonJune7,2008,throughAugust16,2008(openswim dates). e.Provide,atMahtomediBeach,atalltimesduringthehoursof operationduringtheopenswimdates,aminimumoftwoon-duty lifeguards,oneofwhichshallbeaBeachCoordinator,Recreation Supervisor,orHeadLifeguard,asdescribedbelow.Thenumberof lifeguardsnecessary,inexcessoftwo,willbedeterminedbythe MCC,basedondemand. f.Monitorallaquaticstaffandensurethatallaquaticstaffmembers maintaincurrentthecertificationslistedabove.Expirationofany requiredcertificationshallresultinreleasefromemploymentat MahtomediBeach.Intheeventthatanyaquaticstaffmemberis releasedfromemployment,foranyreason,itshallbethedutyof thecityofMaplewoodtoreplacethatemployeewithanother employeewhomeetsallrequirementscontainedinthisagreement. g.Administeraswimtesttoallaquaticstaff(speedandendurance), alongwithotherskillstests,toensurethatallaquaticstaffare physicallyandotherwisecapableofperformingalltasksrequiredof aRedCrosscertifiedLifeguard.Allaquaticstaffmustachieve goodorpassingstandardsinthetestsbeforebeginningor continuingemploymentatMahtomediBeach. h.PriortoMahtomediBeachsopening,theMCCshallassistinthe preparation,andopening,ofMahtomediBeach. i.Conductaminimumoffive(5)in-servicetrainingsessionsfor aquaticstaffworkingatMahtomediBeach,throughoutthesummer. In-servicesshallconsistofbothinandout-of-watertraining sessions.Attendanceatthesein-servicetrainingsessionsshallbe mandatory.Lifeguarding,teachingorswimmingskillswillbe evaluatedattheinwaterin-serviceandinformationvitaltothe successoftheaquaticprogramwillbegivenatthedry-landin- services. j.Inadditiontoanyothertrainingsessions,theCityofMaplewood shallconducttrainingsessionsonRighttoKnow,AWAIR,and BloodBornePathogens. k.EnsurethatMCCadministrativestaffvisitsMahtomediBeacha minimumofonceperweekduringtheopenswimdates,tocritique, evaluate,andadviseaquaticstaffonperformanceandoperationof MahtomediBeach.Inaddition,periodicunannouncedvisitsshall bemadebyMCCadministrativestafftoevaluateon-the-job performanceofaquaticstaff,andtoconducton-the-jobskills testing. l.Afterevaluatingaquaticstaff,meetwithstaffmembersindividually anddiscussthestaffmembersevaluation/critiqueandoffer feedbackregardingskillsatwhichthestaffmemberexcelsand skillsuponwhichthestaffmembercanimprove. m.Ensurethat,atalltimesduringthehoursofoperationofMahtomedi Beach,aHeadLifeguardisonduty.AHeadLifeguard,Beach Coordinator,orRecreationSupervisormustbeaminimumof18 yearsofageandhaveexcellentlifeguardingandleadershipskills, aswellascustomer-serviceexperience. n.Managepayrecordsandissuepaycheckstoalllifeguardstaff workingatMahtomediBeach. o.Assistwiththedailyupkeepandcleaningofthefacilitiesat MahtomediBeach,includingthebeachfront,restrooms,and guardhouse.Anymaintenanceormechanicalproblemsshallbe immediatelyreportedtothecityofMahtomedi. p.Supplyallequipmentnecessarytoday-to-daylifeguarding operationsatMahtomediBeachincluding,butnotlimitedto,one backboard,onerescueboard,fourrescuetubes,onemegaphone, andthreesetsofsnorkelinggear. q.Administertheoperationofaswimminglessonprogram,following theguidelinesoftheAmericanRedCrossLearntoSwimProgram. i. AmericanRedCrosscertifiedWaterSafetyInstructors shallteachthefollowingclasses: 1.Parent/Childclasses. 2.TotSwimclasses. 3.Preschoolclasses. 4.Level1-6classes. ii. Coursedescriptionsforallclassesshallbemadeavailable uponrequest. iii. Registrationforallswimclassesshallbetheresponsibility ofthecityofMaplewood,andallfeescollectedin conjunctionwithswimclassesshallbeappliedtopayment forswim-classprogramandstaffexpenses. iv. Recordsshallbekeptandbemadeavailableregardingthe numbersofresidentsandnonresidentsenrolledinthe swimminglessonprogram. 2.Insurance. ThecitiesofMahtomediandMaplewoodmutuallyagreeto indemnifyandholdeachotherharmlessforanyandalloccurrences relatingtocoordination,supervision,management,instruction, lifeguarding,andallotherrelevantissuesrelatingtothecoordinationand operationofacomprehensiveaquaticsprogram. ThecitiesofMahtomediandMaplewoodshalllisteachotheras coinsuredforallbeach-relatedactivitiesand/orbeachoperationand maintenance.Allinsurancepoliciesand/oragreementsrelatingtobeach- relatedactivitiesand/ormaintenancemustbereviewedandapprovedby therespectivecityattorneys,cityadministratorforthecityofMahtomedi, andthecitymanagerforthecityofMaplewood. Allinsurancepoliciesand/oragreementsrelatingtobeach-related activitiesshallrequireprovidethattheissuernotifythecitiesofMahtomedi andMaplewood,individually,atleastthirty(30)dayspriortotheeffective dateofanypolicycancellation,modification,ornon-renewal. 3.Swim-areaLocation. TheareaofMahtomediBeachtowhichthis agreementpertains(swimarea)shallbethesouthern75feetofthecityof MahtomedisbeachpropertyfrontingWhiteBearLake. 4.DockLocation. ThecityofMaplewoodwillassistthecityof Mahtomediwithdeterminationoftheproperlocationandformationofthe dockstructure.Factorsdeterminingthelocation,formationand adjustmentwillbebaseduponprovidingmaximumsafetyforpatronsand staff.Installationandadjustmentsofthedockwillbeperformedbythecity ofMahtomedi. 5.Compensation. ThecityofMahtomediagreestoprovidethecityof Maplewoodwithanannualadministrativeandemployee-expensefeeof $23870.25forservicesrenderedpursuanttothisagreement.Mahtomedi shallpaythissuminthreepayments,underthefollowingterms: a.Thefirstofsuchpayments,intheamountof$7956.75,shallbe madetothecityofMaplewoodnolaterthanJune27,2008. b.Thesecondpayment,intheamountof$7956.75,shallbemadeto thecityofMaplewoodnolaterthanAugust1,2008. c.Thefinalpayment,intheamountof$7956.75,shallbemadetothe cityofMaplewoodnolaterthanAugust29,2008. 6.DataCompliance. ThecityofMaplewoodagreestocomplywiththe MinnesotaDataPracticesActandallotherStateandFederallawsrelating todataprivacyofconfidentiality.ThecityofMaplewoodwillimmediately reporttothecityofMahtomedianyrequestfromthirdpartiesfor informationrelatingtothisagreement.ThecityofMaplewoodagreesto promptlyrespondtoinquiriesfromthecityofMahtomediconcerningdata requests.ThecityofMaplewoodagreestoholdthecityofMahtomedi,its officers,andemployeesharmlessforclaimsresultingfromthecityof MaplewoodsunlawfuldisclosureoruseofdataprotectedunderStateof Federallaws. 7.DiscriminationandHarassmentCompliance. ThecityofMaplewood agreestoabidebytherequirementsoftheAmericanswithDisabilitiesAct of1990(ADA),theHumanRightsAct(MinnesotaStatuteChapter363), andTitle7oftheCivilRightsActof1964.Theselawsdealwith discriminationbasedonrace,gender,disability,religion,sexual preferenceandsexualharassment.Violationofanyoftheabovelawswill renderthisagreementterminableatthediscretionandelectionofthecity ofMahtomedi. 8.Termination. ThisagreementshallterminateonSeptember7,2008.In theeventthatthisagreementisterminatedpriortothatdateduetomutual agreementofbothpartiesorpursuanttoparagraph(7)aboveor(10) below,compensationshallbepaidtotheCityofMaplewoodonapro- ratedbasisusingthetotalcompensationbynumberofdaysofthe agreementmultipliedbythetotalnumberofdaystheagreementwasin effect,lessanypaymentsmadepriortotermination. 9.Breach. Uponbreachofanytermofthisagreement,thenon-breaching partyshallsendwrittennoticeofthebreachtothebreachingparty.The breachingpartyshallhave10daystocurethebreach,orprovide satisfactoryremedialprocedurestonon-breachingparty,andreimburse non-breachingpartyforanyandallcostsassociatedwiththebreach includingattorneysfees.Failuretocureshallconstitutegroundsfor terminationofthisagreement.Furthercostsincurredduetotheuncured breachshallconstitutedamagespayablebythebreachingparty. 10.Notices. Anynotice,demand,orcorrespondenceauthorizedand/or requiredundertheagreementshallbeinwritingandshallbedeliveredby handorsentviacertifiedmailtotheotherpartyaslistedbelow. INWITNESSWHEREOF ,thepartiesheretohavecausedthisAgreementto beexecutedeffectivethis_______dayof__________________,2008,andshall remainbindingandineffectuntilsuchtimeasthecityofMahtomedimakesfinal paymenttothecityofMaplewood,accordingtothetermssetforthinthis agreement.Thisagreementmaybeextendedorrenewedbeyondthedateof termination,byelectionandexecutionofandbybothpartiesheretoofa documentofrenewalorextensionsettingforththetermsoftherenewalor extension. CITYOFMAHTOMEDI: 600StillwaterRoad Mahtomedi,MN55115 Dated_____________,2008By________________________ Mayor AND By________________________ CityAdministrator CITYOFMAPLEWOOD: 1830CountyRoadBEast Maplewood,MN55109 Dated_____________,2008By________________________ Mayor AND By________________________ CityManager JOINTPOWERSAGREEMENT BETWEENTHETOWNOFWHITEBEAR ANDTHECITYOFMAPLEWOOD REGARDINGLIFEGUARDSERVICES THISAGREEMENT, madeandenteredintoonthe____dayof_________, 2008,byandbetweentheTownofWhiteBear(theTOWN),andtheCityof Maplewood/MaplewoodCommunityCenter(MCC);bothofwhicharegovernmental subdivisionsoftheStateofMinnesotalocatedintheCountyofRamsey. PURPOSE 1.TheTOWNhasleased,fromtheCountyofRamsey,thepropertylocatedonthe southshoreofWhiteBearLakeintheTownofWhiteBear,knownasBellaire Beach. 2.TheTOWNisdesirousofhavingMCChire,train,andmanageallbeach personnelwhoworkatBellaireBeachfromMay24,2008toSeptember1, 2008(LaborDay). 3.MinnesotaStatutes,Section471.59,providesthattwoormoregovernmental units,byagreemententeredintothroughactionoftheirgoverningbodies,may jointlyorcooperativelyexerciseanypowercommontothecontractingpartiesor anysimilarpowers,includingthosewhicharethesameexceptfortheterritorial limitswithinwhichtheyareexercised. AGREEMENT Now,therefore,inconsiderationofthemutualundertakingshereinexpressed,the TownofWhiteBearandtheCityofMaplewood/MaplewoodCommunityCenter,agree asfollows: 4.ThatMCCshallprovidethefollowingservices: a.MCCwilldeterminethehoursofoperationforBellaireBeachbasedupon TOWNrecommendations.MCCwillberesponsiblefortheoperationsat BellaireBeachfromMay24,2008throughSeptember1,2008(Labor Day).ThebeachshallbeopenonlyonweekendsandMemorialDayuntil June7,2008atwhichtimeregularhoursshallcommence.Thebeach shallbeopenonlyonweekendsandLaborDayafterAugust17th,2008. Intheeventofpoorweatherconditions,theMCCwillberesponsiblefor thedecisionofclosingthebeach.MCCwillalsoberesponsiblefor openingandclosingthebeachfacilityonadailybasisandadministration ofkeystopersonnel. b.Recruit,hire,trainandevaluatealllifeguardstaff.MCCwillhire,train, evaluate,disciplineandterminateemployees. c.Managepayrecordsandissuepaycheckstoallaquaticpersonnelworking atBellaireBeach. d.EnsureemployeesworkingatBellaireBeachareemployedbytheCityof MaplewoodandfollowallMaplewoodpersonnelpolicies.Employees mustmeettheminimumrequirementstoworkintheappropriateposition. Lifeguard: AlllifeguardshiredmustholdacurrentcertificateinAmericanRedCross LifeguardTrainingandCPR/AEDfortheProfessionalRescuer. TheMCCwillmonitorAquaticStaffcertificationstobesurethatall certificationsremaincurrent. AllAquaticStaffisrequiredtomaintaincurrentcertifications.Expired certificationswillresultinbeingreleasedfromduties. Intheeventofanexpiredcertification,theMCCwillremovetheperson, filltheirshiftwithcertifiedstaffandmakeeveryattempttorenewthe individualscertificationinordertoreturntoworkassoonaspossible. Inanefforttoencouragefitnessanddevelopstronglifeguards,theMCC willadministertheCooperSwimTesttoalllifeguardsatthestartoftheir employmentalongwithotherskilltests.Theseskillsarealsoperformed periodicallythroughouttheyearatmandatoryin-servicetrainings. Lifeguardswhoarenotachievinggoodstandardsaccordingtothe CooperTestwillneedtoattendadditionaltrainingsessionsconductedby certifiedlifeguardTrainingInstructorsandWaterSafetyInstructors.This willhelptoimprovetheirswimmingskills. LifeguardswhoareselectedtoworkatthebeachmustbeAmericanRed CrossWaterfrontCertified,havesixmonthsexperienceworkingatthe CommunityCenter,andhavedemonstratedexcellentdependabilityand responsibility.Thesehighexpectationsaretoinsurethatallstaffwhoare workingoffsiteareawareofandfollowingMaplewoodpoliciesandwork wellindependently. TheTOWNwillbeabletoparticipateinthefinalselectionofguardstaff shouldtheydesire,butthefinalhiringselectionshallsolelybethe responsibilityofMCC. e.Giveanorientationtolifeguardstaffonbeachmanagement,rulesand regulations,preventiveresponsibilities,emergencyprocedures,operation offacility,suggestin-servicetrainingcurriculumoftheBellaireBeach 2008summerseason. f.AdministerBellaireBeachfortheentire2008beachseason. g.Conductminimumoffivein-servicetrainingsessions(oneeverytwo weeks).In-servicesconsistofbothinandoutofwatertrainingsessions. Attendanceatthesein-servicetrainingsessionswillbemandatory.Life guardingskillswillbeevaluatedatthein-waterin-servicesand informationvitaltothesuccessoftheaquaticprogramwillbegivenat dry-landin-services. h.VisitBellaireBeachaminimumofonceperweekduringthemonthsof JunethroughAugust,tocritiqueandadvisestaffonoperationsandgather inputfromparticipants.TherewillbeanAquaticProgramRepresentative orHeadLifeguardavailableonsiteduringtimesthatthebeachisopen. Headlifeguardsmustbeaminimumof18yearsofageandhaveexcellent guarding,customerservice,andleadershipskills. i.MCCadministrativestaffwillalsoconductOntheJobEvaluationsfor lifeguardsperiodicallythroughouttheyearwithoutpreviouswarningto thestaffbeingevaluated.TheskillsevaluatedinanOntheJob Evaluationmaybeguardingtechnique,CPRskills,firstaidskills,and preventionofaccidents.Afterevaluatingthelifeguard,theadministrative staffwillmeetwiththestaffindividuallyanddiscussanycritiques,or commentsthattheyhavetoimprovelifeguardingorteachingtechniques. j.Allemployeeswillbeevaluatedfortheirperformanceformallyattheend ofthesummerseason.Employeeswillalsobeevaluatedonalessformal basismidwaythroughthesummer. k.Ensurestafffollowsallpoliciesandproceduresasauthorizedprovidersof theSt.PaulChapteroftheAmericanRedCross. l.OverseethedailyupkeepandcleaningoftheBeachfacilitiesincludingthe guardhouseandtoilets.Anymaintenanceormechanicalproblemswillbe immediatelyreportedtotheTOWN. m.OverseeuseofotherBellaireBeachfacilitiesincludingpicnicshelter, picnictablesandgrounds.Patroltheentireparkonceperdaytoclean-up litter,emptytrashreceptaclesintoparkdumpsterasneeded.Clean beachfrontdailyincludingremovingweedsandotherdebrisfrom shoreline.Removeweedsandremovetreeswhichtendtogrowinshallow waterareasofbeach. n.MCCagreestoabidebytherequirementsandregulationsofthe AmericanswithDisabilitiesActof1990(ADA),theHumanRightsAct (MinnesotaChapter363),and(Title7)oftheCivilRightsActof1964. Violationofanyoftheabovelawscanleadtoterminationofthis agreement. 5.ThattheTOWNwillprovidethefollowingservices: a.Providepropersignageforbeach. b.ReimburseMCCforlifeguardsalaries(asoutlinedbyMCC)onamonthly basis. c.TheTOWNherebyagreestoprovideMCCwithanannualfeeof$19677, payableinthree(3)monthlypaymentsof$6559underthefollowing terms: 1.ThefirstpaymentshallbemadetotheCityofMaplewoodnolaterthan June27,2008. 2.ThesecondpaymentshallbemadetotheCityofMaplewoodnolater thanAugust1,2008. 3.ThethirdpaymentshallbemadetotheCityofMaplewoodnolaterthan August29,2008. d.TheTOWNagreestoindemnifyandholdharmlessMCC,itsofficers,and employeesfromanyliability,claims,damages,cost,judgments,and expensesincludingattorneysfeesresultingdirectlyorindirectlyfroman actoromissionwithrespecttothesuitability,design,usualmaintenance, andoperationsofthefacilitiesprovidedbyandmaintainedbytheTOWN anditsagents.TheTOWNrepresentsthatsaidfacilitiesaresuitablefor beachoperation. e.AllpoliciesofinsuranceshallrequirethattheissuernotifyMCCatleast thirty(30)dayspriortotheeffectivedateofanypolicycancellation, modification,ornon-renewal. f.TheTOWNagreestocomplywiththeMinnesotaDataPracticesActand allotherStateandFederallawsrelatingtodataprivacyorconfidentiality. TheTOWNwillimmediatelyreporttoMCCanyrequestsfromthird partiesforinformationrelatingtothisAgreement.TheTOWNagreesto promptlyrespondtoinquiriesfromMCCconcerningdatarequests.The TOWNagreestoholdMCC,itsofficers,departmentheads,and employeesharmlessfromanyclaimsresultingfromtheTOWNs unlawfuldisclosureoruseofthedataprotectionunderStateorFederal laws. 6.ThisAgreementwillremainineffectthroughSeptember1,2008,andafterwhich timethepartiesshallmeettodiscussanyrenewalofthisAgreementforthe followingyear. 7.Intheeventthatthisagreementisterminatedpriortothatdateduetomutual agreementofbothpartiesorpursuanttoparagraph(n)aboveor(8)below, compensationshallbepaidtotheCityofMaplewoodonapro-ratedbasisusing thetotalcompensationbynumberofdaysoftheagreementmultipliedbythetotal numberofdaystheagreementwasineffect,lessanypaymentsmadepriorto termination. 8.Uponbreachofanytermofthisagreement,thenon-breachingpartyshallsend writtennoticeofthebreachtothebreachingparty.Thebreachingpartyshallhave 10daystocurethebreach,orprovidesatisfactoryremedialprocedurestonon- breachingparty,andreimbursenon-breachingpartyforanyandallcosts associatedwiththebreachincludingattorneysfees.Failuretocureshall constitutegroundsforterminationofthisagreement.Furthercostsincurreddueto theuncuredbreachshallconstitutedamagespayablebythebreachingparty. CityofMaplewood 1830EastCountyRd.B Maplewood,MN55109 WhiteBearTownship 1281HammondRd. WhiteBearTownship,MN55110 INWITNESSWHEREOF,theTownofWhiteBearandtheCityof Maplewood/MaplewoodCommunityCenterhavecausedthisAgreementtobeexecuted ontheirbehalfbytheirproperofficers,CouncilandBoard. TOWNOFWHITEBEAR 1281HammondRd. WhiteBearTownship,MN55110 By:________________________________ ROBERTJ.WEISENBURGER,Chair ATTEST: By:________________________________ WILLIAMF.SHORT,Clerk-Treasurer CITYOFMAPLEWOOD 1830EastCountyRd.B Maplewood,MN55109 By:_______________________________ MAYOR AndBy:___________________________ CITYMANAGER Agenda Item I4 MEMORANDUM TO:CityManager FROM:TomEkstrand,SeniorPlanner SUBJECT:ACKNOWLEDGEMENTOFRECEPTIVITYOFLCAGRANTAWARD COMMONBONDCOMMUNITIES PROJECT:TrailsEdgeTownhomes LOCATION:LarpenteurandCenturyAvenues DATE:January31,2008 INTRODUCTION EllenHiggins,onbehalfofCommonBondCommunities,isrequestingcitysupportof CommonBondseffortstoreceiveLCAfundingfortheirTrailsEdgetownhomeproject.The MetropolitanCouncil,throughtheLCA(LivableCommunitiesAct),recentlyawardedCommonBond $300,000tousefortheirnewhousingdevelopment(TrailsEdgeTownhomes)atSt.Pauls MonasteryonLarpenteurandCenturyAvenues.TheMetropolitanCouncilrequirescitycouncil authorizationofthemayorssignatureontheattachedformbeforetheywillawardthefunding. BACKGROUND OnMay14,2007,thecitycouncilapprovedaPUD(plannedunitdevelopment)andapreliminary platfortheSt.PaulsMonasterypropertyat2675LarpenteurAvenueEast.Thedevelopment,as approvedbythecitycouncil,willincludethefollowingusesandhousingelements: A40-unitsenior-housingapartmentbuildingthatCommonBondwouldoperate.(CommonBond isadeveloperandmanagerofaffordablehousing). A50-unittownhousedevelopmentthatCommonBondalsowouldbuildandoperate.They wouldremovetheexisting110-carparkinglotforthemonasteryonthissiteandrelocateitto thesouthofthemonasterybuilding. Achangeinuseoftheexistingmonasterybuilding.Theownerswouldsellthisbuildingtothe TubmanFamilyAllianceforuseasafamily-violenceshelter/residence.Theywouldusethis facilityforoffices,housing,communitysupport,informationandtraining,childcareand education.Therewouldbea108-carparkinglotaddedtothesouthendofthisproposedparcel fortheTubmanFamilyAlliance.Therealsowouldprovidea33-carparkinglotnortheastofthe monasterybuilding.TheTubmanFamilyAllianceuseofthisbuildingwouldinclude37housing unitsasfollows:sixforsinglewomen;18formotherswithonetotwochildren;sixformothers withthreeormorechildren;fourforadultmalesandthreeformotherswithteenageboys. Afuturemonasteryonthenorthendoftheproperty.Theexistingmonasterybuildingwas constructedtohouse278Sisters.Today,thecommunityconsistsof58Sisters,35ofwhich resideonsite.Therefore,theSistersdonotneedsuchalargebuilding. OnDecember12,2007,theMetropolitanCouncil,throughtheirLocalHousingIncentiveAccount (LHIA),awardedCommonBond$300,000tousefortheirTrailsEdgeTownhomedevelopment. DISCUSSION TheMetropolitanCouncilrequirestheCityofMaplewoodtoacknowledgethatitisamenableto receivingthefundsandthenmakingthefundsavailabletoCommonBondCommunities.(Inother words,thisisapassthoughgrantfromtheMetropolitanCouncilthroughMaplewoodto CommonBond). Inthiscase,theMetropolitanCouncilawardedthesefundsfromtheLHIA(LocalHousingIncentive Account).Theyhaveprovidedabriefdescriptionofthisaccountasfollows: ThegoalsoftheLHIAaretohelpcreateandpreserveaffordablerentalandownershiphousing throughouttheregionforlow-andmoderate-incomehouseholdsatalloflifesstages,andto supportresidentialreinvestmentandredevelopmenttoachieveeconomicallyhealthyandlivable communities.ThisprogramisconductedincoordinationwiththeMinnesotaHousingFinance Agency(MHFA). RECOMMENDATION ShowthecityssupportofCommonBondCommunitiesawardofLCAfundingfortheTrailsEdge TownhomeprojectbyauthorizingthemayortosignandforthecityandCommonBondtoexecute theAcknowledgementofReceptivitytoanLCAFundingAwardform(asshownonpagefour). Sec13-29/PrioryLCAFundingRequestMemo Attachments: 1.ReceptivityFormDescription 2.AcknowledgementofReceptivityLCAFundingAwardForm ! Attachment 1 TrailsEdgeTownhomes LHIAReceptivityForm EllenHigginsonbehalfof,CommonBondCommunitiesrequeststhatthecitysupport CommonBondseffortstoreceivetheawardedLCA(LivableCommunitiesAct)fundingforits recentlyapprovedhousingdevelopment(TrailsEdgeTownhomes)atSt.PaulsMonasteryon LarpenteurandCenturyAvenues.Indoingso,Ms.Higginsisaskingthecitycounciltoauthorize AcknowledgementofReceptivitytoanLCA theexecutionandsubmissionoftheattached FundingAward form. CommonBondCommunitieshasbeenawarded$300,000fromtheMetropolitanCouncilsLHIA fundfortheirTrailsEdgeTownhomedevelopment.TheCityofMaplewoodmustacknowledgethat itisamenabletoreceivingandmakingavailabletoCommonBondCommunitiesthisawardof funds. Specifically,thefundsawardedarefromtheLHIA,LocalHousingIncentiveAccount,whichis describedasfollows: ThegoalsoftheLHIAaretohelpcreateandpreserveaffordablerentalandownershiphousing throughouttheregionforlow-andmoderate-incomehouseholdsatalloflifesstages,andto supportresidentialreinvestmentandredevelopmenttoachieveeconomicallyhealthyandlivable communities.ThisprogramisconductedincoordinationwiththeMinnesotaHousingFinance Agency(MHFA). " Agenda#I-5 AGENDAREPORT To:ActingCityManagerChuckAhl From:ChiefofPoliceDavidJ.Thomalla Subject:2008AnimalControlContract Date:February1,2008 Introduction CityCouncilapprovalisrequiredtoawardthe2008contractforanimalcontrolservices. Background Forthepastseveralyears,theCityofMaplewoodhascontractedwithAnimalControlServices,Inc.,for animalcontrolservices.Theseservicesincludeansweringcallsforservice,impoundingstrayanimals, investigatingcasesofanimalabuse/neglect,followingupondog/catandkennellicenses,investigating casesinvolvingdangerousdogs,andeducationprogramsforpetowners. AnimalControlServices,Inc.,hasalwaysprovidedreliable,professionalserviceandshownthattheyare willingtoworkwiththeCitytocontinuetoprovidethebestservicepossible. Theonlychangesfromthe2007contractareanincreaseinthehourlypatrolfee,thetwoboardingfees, andthepatrolfeeiffuelpricesincreasebeyond$4.00pergallon(thechangesaremarkedwithan asteriskbelow): 20072008 Patrol(PerHour)$27.90$29.71* UnscheduledAfter-HoursCallout1(PerHour)$48.00(6-9p.m.)$48.00 UnscheduledAfter-HoursCallout2(PerHour)$58.00(9p.m.-Mid.)$58.00 UnscheduledAfter-HoursCallout3(PerHour)$68.00(Mid.-7a.m.)$68.00 UnscheduledAfter-HoursCallout4(PerHour-Wknd/Hol)$53.00(7a.m.-6p.m.)$53.00 $63.00(6-9p.m.)$63.00 $68.00(9p.m.-Mid.)$68.00 $78.00(Mid.-7a.m.)$78.00 BoardingByCityDirection/Ordinance(PerDay)$14.50$15.50* BoardingPaidByAnimalOwner(PerDay)$17.00$18.00* PatrolFeeIncreaseIfFuelPricesIncreaseBeyond:$3.50/Gallon$4.00/Gallon* ThiscontracthasbeensubmittedtotheCityAttorneyforreviewandapproval. Recommendation ItisrecommendedthattheCityCouncilacceptthe2008contractfromAnimalControlServices,Inc. ActionRequired SubmittotheCityCouncilforreviewandaction. DJT:js ANIMALCONTROLCONTRACT AnimalControlServices, Thisagreementmadethis1stdayofJanuary,2008,byandbetween Inc. ,aMinnesotaCorporation,locatedat6400ColfaxAve.N.,BrooklynCenter,Minnesota, ASCICityofMaplewood hereinafter,referredtoas,andthe,locatedintheCountyof City Ramsey,andtheStateofMinnesota,hereinafterreferredtoas,witnessto:In considerationofthecovenantsandagreements,hereinaftersetforth,itismutuallyagreedby andbetweentheparties,hereto,asfollows: 1.ThisagreementwillbeeffectiveasofJanuary1,2008,andwillcontinueineffectuntil December31,2008,unlesscanceled,pursuanttoParagraph15. ACSICity 2.agreestopatrolthepublicstreetsoftheinavehiclespecially designedforthetransportationofsmallanimals,inaccordancewithCityOrdinances andascheduleagreeduponbybothparties.Ifsuchscheduleisnotagreedupon,the agreementshallbenullandvoid.Thevehicleshallhaveproperidentification ASCI displayedontwosides.furtheragreestoinsure,service,andmaintainsaid equipment. ACSI 3.agreesthatcompetentpersonnel,trainedinthehandlingofanimals,shalldo patrolling.Saidemployeesshallperformtheirdutiesonlywhileinproperuniformand shallhavewiththem,atalltimeswhileonpatrol,properidentificationastoindicate employeesname,title,andplaceofemployment.RichardRuzickaandMike BuckmanwillperformthedutiesofAnimalControlOfficerunderthisagreement. CityASCI 4.Theshallauthorizetoapprehendandretaindogsandcatsand/or ASCI issuecitationtagsforviolationsoftheCityOrdinances.However,willnot invadetheprivatepropertycontrarytothewishesoftheownerofsaidpropertynor forciblytakeananimalfromanypersonwithouttheapprovalandassistanceofthe City MaplewoodPoliceDepartmentofthe. ACSI 5.Inadditiontotheregularhoursofpatrollingreferredto,agreestomaintain one(1)vehicleforstandbyservicetoattendtocasesoutsideregularpatrolhoursat ACSI thespecificrequestoftheMaplewoodPoliceDepartment,shallrespond City immediatelytoanyafterhourscallout,agreeduponbytheandconfirmedto beanemergency. ACSI 6.representsandagreesthatallanimalsimpoundedshallbekeptatGOOSE ACSI LAKEKENNELS,4120HoffmanRoad,WhiteBearLake,Minnesota55110. agreesandwarrantsthatallanimalsimpoundedshallbekeptinacomfortableand humanemannerforaperiodrequiredbytheCityOrdinance.Itismutuallyagreed ACSI uponthatmaytemporarilyboardatanemergencyfacilityifaccessandor treatmentisnotimmediatelyavailableatthecontractfacility.Anyfeedifferentialfor boardingananimalbetweenthecontractedfacilityandthefacilityinWhiteBearLake City willbepaidbytheanimalowner.Ifananimalisunclaimed,thewillpaythe boardingcostatthecontractedfacility.Thefeeschedule(s)foranyotherfacilitytobe ACSI usedbyshallbepostedprominentlyattheWhiteBearLakefacilityandbe City giventotheforpublicinformationpurposes. ACSI 7.Atthetimethatananimalimpoundedunderthiscontractisreclaimed,orits agentshallcollecttheimpoundingfeeandboardingchargesasprovidedby ACSI Contract.Allimpoundingfeesand/oranyotherpenaltyfeescollectedbyor CityCity itsagentsbyrequestoftheshallberemittedtothe. City 8.IntheeventananimalimpoundedandboardedbyorderoftheHealthOfficer orplacedunderquarantinebyrulingoftheStateBoardofHealth,saidanimalshallbe City boardedasrequiredbysaidorderorruling.Attheendofsuchperiod,the shallreleaseallofitsinterest,rightandcontroloversaidanimalsthatmaythenbe ACSI disposedofatthediscretionof.Intheeventthatanydogs,cats,orother impoundedanimalsareunclaimedaftersix(6)days,theyshallbecometheproperty ACSI ofandmaybedisposedoforsoldattheirdiscretion.Allproceedsfromthe ACSI dispositionofsuchanimalsmayberetainedbyincludinganyproceeds receivedfromanyanimalsdisposedofinaccordanceofMinnesotaStatutes35.71. CityACSI 9.TheshallfurnishtoanyspecialformsorreceiptsspecifiedintheCity ACSI Ordinanceandshallkeeprecordsofallanimalsimpoundedtogetherwitha descriptionofthesame. ACSI 10.shallassumeliabilityforallharmtoanimalsduetoitsnegligenceorthatofits City agentsinnotproperlycaringforthesame,andagreestodefendtheagainst ACSICity anylawsuitsarisingtherefrom.shalldefend,indemnify,andholdthe harmlessincludingitsofficers,employeesoragentsfromanyandallclaims,lawsuits, losses,damages,orexpensesonaccountofbodilyinjuries,sickness,disease,death, ACSICity andpropertydamageincludinginjurytoanimals.shallprovidethe proofofpublicliabilityinsuranceincludingcomprehensiveautomobileliabilityinan amountofatleast$350,000.00pereachclaimantand$1,000,000.00peroccurrence andE.O.C.insuranceintheamountof$250,000.00peroccurrence. CityACSI 11.Theagreestopayforservicesintheperformanceofthiscontractas follows: A.Priceperhour/pervehicleforscheduledpatrolbasedonFifteen(15)hoursof patrolperweekforactualtimeinservice.Pricepercallpervehiclefor serviceduringscheduledorregularworkinghour$29.71 B.AfterHoursCalloutunscheduled SpecialCallout16:00pmtill9:00pm$48.00 SpecialCallout29:00pmtillMidnight$58.00 SpecialCallout3Midnighttill7:00am$68.00 SpecialCallout4WeekendsandHolidays 7:00amtill6:00pm$53.00 6:00pmtill9:00pm$63.00 9:00pmtillMidnight$68.00 Midnighttill7:00am$78.00 C.PriceperanimalforeachDAYorfractionthereof,forboardinganyspeciesof animalsimpoundedbydirectionofCityofficialsorlocalOrdinances.$15.50 D.Priceperanimalforboardingeachdayorfractionthereofforboardingand City reclaimedbytheowner.Thisfeeisnotchargedtotheonlytothepet owner.$18.00 E.Animalimpoundmentfee(paidbyanimalowneruponreclaiming)$13.00 F.Priceperanimalfordisposalofacat$24.00 G.Priceperanimalfordisposalofadog$24.00 H.Kennelvaccinationstostopvariousdiseasesfromtimetotimeper$6.00 City shot(Paidbyanimalowner,ifclaimed).(Paidbytheifnot claimed) perday I.Boardingfeetokeepdeaddomesticanimalsforreclaiming nottoexceedtherequired(6)days.(Paidbytheanimalownerif City claimed.Paidbytheifnotclaimed)$5.00 ACSI 12.reservestherighttoincreasefeesforpatrolhoursifthepossibilityoffuture ACSI fuelpricesincreasesbeyond$4.00pergallon.shallgivewrittennoticetothe City showingthereasonfortheincrease. City 13.Allpaymentsshallbemadebythe,uponreceiptofmonthlystatementsby ACSI .Invoicesforservicesrenderedwillbeduenet30daysfromthedateof invoiceandwillbesubjecttoa1.5%servicechargeonbalancedueeachmonth. ACSI 14.agreestoprovideemergencyveterinaryservicestoimpoundedanimalsas City neededatcosttothe;however,veterinaryservicethatwasdeemednecessary maybechargedtotheowneruponreclamationoftheanimal.Thefeewillbecharged totheowneroftheanimal.Iftheanimalownerisnotknown,feewillbechargedto City. the$100.00 ACSI 15.agreesthatduringtheperiodofthiscontract,itwillnotwithintheStateof Minnesota,discriminateagainstanyemployeeorapplicantforemploymentbecause ofrace,color,creed,sex,nationalorigin,orancestryandwillincludeasimilar provisioninallsubcontract(s)enteredintofortheperformance,hereof.This paragraphisinsertedinthecontracttocomplywiththeprovisionsofMinnesota Statutes181.59. ACSI 16.agreestocomplywiththeMinnesotaDataPracticesActandallotherState ACSI andFederallawsrelatingtodataprivacyofconfidentiality.agreesitwill City immediatelyreporttotheanyrequestsfromthirdpartiesforinformation relatingtotheAgreement. ACSICity 17.agreestopromptlyrespondtoinquiriesfromtheofconcerningdata requests. ACSICity 18.agreestoholdthe,itsofficers,itsagents,itsdepartmentheads,its employeesharmlessfromandclaimsresultingfromtheunlawfuldisclosureoftheuse ofthedataprotectionunderStateandFederallaws. ACSI 19.agreestoabidebytherequirementsandregulationsoftheAmericanswith DisabilitiesAct1990(ADA)theHumanRightsAct(MinnesotaChapters363andTitle VIIoftheCivilRightsActof1964).Theselawsdealwithdiscriminationbasedon race,gender,disability,religion,sexualpreference,andsexualharassment.Violation ofanyoftheabovelawscanleadtoterminationofthisagreement. 20.Eitherparty,hereto,maycancelthiscontractafterThirty(30)dayswrittennotice, thereof,totheotherparty. 21.NoticespursuanttothiscontractshallbegivenbydepositintheUnitedStatesMail, postageprepaid,addressedasfollows: ACSI a.To:Mr.RichardL.Ruzicka,PRESIDENT AnimalControlServices,Inc. 6400ColfaxAve.N. BrooklynCenter,MN55430 City b.To:CityofMaplewood 1830CountyRoadBEast Maplewood,MN55109 Alternatively,noticesrequiredbythiscontractmaybepersonallydeliveredtothepersons namedabove.Noticeshallbedeemedgivenasofthedateofpersonalserviceorasofthe dateofdepositofthenoticeintheUnitedStatesMail. ANIMALCONTROLSERVICES,INC. INTHEPRESENCEOF: BY: DATE: CITYOFMAPLEWOOD INTHEPRESSENCEOF: BY: DATE: AgendaItemI6 AGENDAREPORT TO: ChuckAhl,ActingCityManager FROM: SteveLukin,FireChief SUBJECT: ApprovalofMedicalDirectionAgreement DATE: January31,2008 INTRODUCTION InorderforthecityofMaplewoodtoprovidemedicalservices,wearerequiredtohavemedical directionbywayofamedicaldirector.ThemedicaldirectionfortheEastMetroareaisprovided byRegionsHospitalunderthedirectionofDr.Frascone.InthisAgreement,RegionsHospitalwill provideemergencymedicaltraining,medicaldirection,qualityassuranceandotherservices. Everythreeyears,thisAgreementisupforrenewal. Thisyear,wearemakingachangetotheAgreementregardingthefeestructure.Inthepast,we havepaidbythenumberofmedicaltransportsthattheCityhasprovidedstartingoutatarateof $13.90pertransport,plusanincreaseeachyearbasedontheConsumerPriceIndex.Eachyear, wecontinuetohavesubstantialincreasesinourrunvolume,whichinturnhasresultedinan increaseofmedicaldirectioncostsabovetheconsumerPriceIndexincrease.Withthisnew contract,wewillnolongerbepayingbytransport.Paymentwillbemadebasedontheamount paidin2007of$30,581;plustheConsumerPriceIndexpayablein2008.Eachyearthereafter, theincreaseincostwillonlycomefromtheConsumerPriceIndex.Thiswillresultinasavings eachyearforthecostofmedicaldirection. RECOMMENDATION ThisAgreementhasbeenreviewedbythecityattorneyandIamaskingthecitycounciltoenter intothePre-hospitalMedicalDirectionServiceAgreementbetweenRegionsHospitalandthecity ofMaplewood.TheAgreementisattachedforyourreview. Att. Agenda Item I7 AGENDAREPORT TO: CharlesAhl,ActingCityManager FROM: MichaelThompson,CivilEngineerII ApproveEnteringintoContractforResidentialSanitarySewerCleaningand SUBJECT: Televisingfor2008CapitalImprovementProjects DATE: February5,2008 INTRODUCTION Itisnecessarytoteleviseresidentialsanitarysewerservicepipeswhereresidentshaveidentifiedpast problems.Thisallowsthecitytoidentifyproblemsandmakethenecessaryrepairswithintherightofway priortoreconstructingstreets.Thishelpspreservethenewpavementbyavoidingintrusionafterthenew streetisplaced.Sincethesecostsarelikelytoexceed$5,000threelettersrequestingproposalswere mailedout,andtwofirmsrespondedwithcostsforservices. Discussion Eachproposalcostforservicesissummarizedbelowfor100-feetofpipe: CompanySewerCleaningTelevisingAdditionalLength/Time ProfessionalDrainServices$109/hour$125/hour$100/hour($15hookup+$1/foot) UltimateDrainServices$120/hour$160/hour$75/hour($1/foot) BudgetImpact Residentialsanitarysewerservicecleaningandtelevisingwillbechargedtoeachrespectivepublic improvementproject.Costsfortheseservicesarebuiltintotheindirectcostsforeachimprovementproject whichhasaproposedfinancingplan.Therewouldbenobudgetimpacttopublicimprovementprojects. RECOMMENDATION ItisrecommendedthatthecouncilauthorizetheCityEngineertoenterintoacontractforserviceswith ProfessionalDrainServices,Inc.forresidentialsanitarysewercleaningandtelevisingfor2008Capital ImprovementProjects. Attachments 1.RequestforProposalsLetters 2.ProposalfromProfessionalDrainServices 3.ProposalfromUltimateDrainServices Agenda Item I8 AGENDAREPORT TO: CharlesAhl,ActingCityManager FROM: MichaelThompson,CivilEngineerII JonJarosch,CivilEngineerI SUBJECT:CottagewoodPublicImprovements,CityProject06-10,Resolutionfor ModificationoftheExistingConstructionContract,ChangeOrderNo.3. DATE: February4,2008 INTRODUCTION/SUMMARY TheCottagewoodPublicImprovementproject,CityProject06-10,includedtheinstallationofanew sanitarysewermainlinefromCenturyAvenuetothenewCottagewoodDevelopment,700feettothewest. Inordertoinstallthenewsanitarysewermainline,afullreplacementofthestreetsectionwasnecessary. Theworkonthisprojecthasbeencompleted.Theoriginalcontractassumedthatwearcoursepaving wouldoccurinthefallof2006,butthiswasdelayeduntil2007.Inordertoopentheroadwayinthefallof 2006itwasnecessarytostripethebasecourse.Theroadwayhadtobere-stripedwhenthewearcourse waspavedin2007,doublingtheamountofstripingintheoriginalcontract.Thisdelayinwearcourse pavingalsoresultedintheneedforadditionaltrafficcontrol.Thethirditemthatcontributedtothischange orderwasfourcatch-basinsinneedofrepairandadjustmentonHighwoodAvenue.Thecostsassociated withChangeOrderNo.3representthefinalcostsforthisproject.Itshouldbenotedthatthesecostswill berecoveredfromtheDeveloperoftheCottagewoodpropertyat2666HighwoodAvenue. Background ThechangesdescribedinChangeOrder3total$5,337.65.Thechangesareinthescopeofimprovements to: AdditionalStripingofHighwoodAvenueduetothedelayinwearcoursepavingintheamountof $1,057.93 AdditionalTrafficControlduetothedelayinwearcoursepavingintheamountof$891.00 ReconstructionandadjustmentofexistingcatchbasinsinHighwoodAvenueintheamountof $3,388.72 Theoriginalcontractamountwas$147,019.11.ChangeOrderNo.1decreasedthecontractamountto $130,819.11.ChangeOrderNo.2increasedthecontractamountto$164,007.74.ChangeOrder3would increasethecontractamountto$169,342.39.Itshouldbenotedthatthisamountfallsbelowthe engineersestimateof$178,420.00. BUDGETIMPACT Theadditionalcosts,asdescribedinChangeOrderNo.3,willberecoveredfromtheDeveloperofthe Cottagewoodpropertyat2666HighwoodAvenue.TheCityholdsaletterofcreditforthesepublic improvements.Staffwillpresentthefinaldeveloperfinancingbreakdownatthetimetheprojectisbrought tocouncilforfinalacceptance. Agenda Item I8 RECOMMENDATION Itisrecommendedthatthecitycouncilapprovetheattachedresolutiondirectingthemodificationofthe existingconstructioncontractfortheCottagewoodPublicImprovements,ChangeOrderNo.3,forCity Project06-10. Attachments: 1.Resolution 2.ChangeOrderNo.3 3.LocationMap RESOLUTION DIRECTINGMODIFICATIONOFEXISTINGCONSTRUCTIONCONTRACT PROJECT06-10,CHANGEORDERNO.3 WHEREAS,theCityCouncilofMaplewood,Minnesotahaspreviouslyordered ImprovementProject06-10,ChangeOrderNo.2,CottagewoodPublicImprovements,andhas previouslyapprovedaconstructioncontractpursuanttoMinnesotaStatutes,Chapter429,and WHEREAS,itisnownecessaryandexpedientthatsaidcontractbemodifiedand designatedasImprovementProject06-10,ChangeOrderNo.3 NOW,THEREFORE,BEITRESOLVEDBYTHECITYCOUNCILOFMAPLEWOOD, th MINNESOTATHIS11DAYOFFEBRUARY,2008that: 1.Themayorandcityclerkareherebyauthorizedanddirectedtomodifytheexisting contractbyexecutingsaidChangeOrderNo.3intheamountof$5,337.65.The revisedcontractamountis$169,342.39. CHANGEORDER CITYOFMAPLEWOOD DEPARTMENTOFPUBLICWORKS PROJECTNAME: CottagewoodPublicImprovements PROJECTNO: CityProject06-10 CONTRACTOR: NorthdaleConstructionCo.,Inc. CHANGEORDERNO.: Three(3) DATE: January14,2008 Thefollowingchangesshallbemadeinthecontractdocuments: REVISEBIDSCHEDULECROADWAYIMPROVEMENTS ItemUnit No.ItemDescriptionUnitQuantityPriceAmount 184SolidLineWhite-PaintLF1579.00$0.67$1,057.93 TOTALSCHEDULEC$1,057.93 ADDBIDSCHEDULECO#3CHANGEORDER#3 ItemUnit No.ItemDescriptionUnitQuantityPriceAmount 1AdditionalTrafficControlLS1.00$891.00$891.00 2ExistingCatchBasinReconstructionLS1.00$3,388.72$3,388.72 TOTALSCHEDULECO#3$4,279.72 TOTALNETCHANGEORDERNO.3$5,337.65 CONTRACTSTATUS: OriginalContract:$147,019.11 NetChangeofPriorChange:$16,985.63 (ChangeOrderNo.1-2) ChangethisChangeOrder:$5,337.65 RevisedContract:$169,342.39 RecommendedBy:Kimley-HornandAssociates,Inc. Date: By: AgreedtoBy:NorthdaleConstructionCo.,Inc. By:Date: ApprovedBy:CityofMaplewood By:Date: Mayor By:Date: CityEngineer Agenda Item I9 AGENDAREPORT TO: CharlesAhl,ActingCityManager FROM: MichaelThompson,CivilEngineerII SUBJECT:FerndaleGeraniumAreaStreetImprovements,CityProject07-14,Resolution forModificationoftheExistingConstructionContract,ChangeOrderNo.2 DATE: February5,2008 INTRODUCTION Thestructureat2578Linwoodexperiencedafirethatdestroyedthestructure.Inordertorebuild,they eitherhadtoupgradethesepticsystemorconnecttopublicsewer.TheCitysewerislocatedjustnorthof thepropertyandwasextendedunderChangeOrderNo.1forthisproject.Thecitycouncilwillconsider approvingtheattachedresolutiondirectingthemodificationoftheexistingconstructioncontract.The changeordercostsreflectadditionalworkencounteredduetofrostinthesubgrade,installingofacoldmix bituminousdrivingsurface,andextendingsewerandwaterservicetooneadditionalpropertyat2596 Linwood. ProjectBackground/Discussion th OnAugust27,2007,theCityCouncilawardedTASchifskyandSonsaconstructioncontractforutilityand roadwayimprovementsintheamountof$1,475,929.15fortheFerndale-Geraniumproject.Thecontractor onthatprojectwasavailabletoimmediatelyimplementthiswork,whichwasnecessarylastyeartoallow thepropertyat2578Linwoodtoproceedwiththehousereconstruction. Lastyearthepropertyownersat2578Linwoodandtheneighboringpropertyat2588LinwoodAvenue requestedthattheCityprovidesanitaryseweralongwithwaterservicetotheirproperty.Approximately 240feetofwatermainandsanitarysewerwererequiredtoprovideservicetotheseproperties.Thetotal costoftheworkwasestimatedat$79,293.71.ThecouncilapprovedthisamountthroughChangeOrder No.1withthefundingbreakdownshownbelow: -2578and2588LinwoodAssessments:$40,000 -SACFund:$20,000 -WACFund:$20,000 -Total:$80,000 Onceworkbeganoneadditionalhomeownerat2596Linwoodwantedwaterandsanitarysewerextended aswellandagreedtofinanceatotalof$20,000fortheutilityextensions,similartohowtheothertwo propertyownersdidforChangeOrderNo.1.Allpropertyownerswillbeassessedfortheirportionofthe costs.Theassessmentobjectionwaiverformsareattachedforallthreeproperties.Cityfundingis necessarybecausethemainwillprovidefutureserviceandthefundswillberecoveredwhenadditional residentsconnecttothissystem. BudgetImpact ChangeOrderNo.2wouldincreasetheconstructioncontractamountby$72,404.76from$1,555,222.86to $1,627,627.62.Therewouldbe$20,000recoveredthroughaspecialassessmentto2596Linwood Assessment(PIN132822120002).Theremaining$52,404.76isprojectedtofallwithintheapproved budget.Afinalprojectrecapwillbedoneatalaterdatetoreapportionfundingifneeded. Agenda Item I9 RECOMMENDATION ItisrecommendedthatthecitycouncilapprovetheattachedresolutionfortheModificationofExisting ConstructionContract,ChangeOrderNumber2. Attachments: 1.Resolution 2.ChangeOrderNo.2 3.LocationMap 4.AssessmentObjectionWaiverForms RESOLUTION DIRECTINGMODIFICATIONOFEXISTINGCONSTRUCTIONCONTRACT PROJECT07-14,CHANGEORDERNO.2 WHEREAS,theCityCouncilofMaplewood,Minnesotahaspreviouslyordered ImprovementProject07-14,ChangeOrderNo.1,FerndaleGeraniumAreaStreetImprovements, andhasletaconstructioncontractpursuanttoMinnesotaStatutes,Chapter429,and WHEREAS,itisnownecessaryandexpedientthatsaidcontractbemodifiedand designatedasImprovementProject07-14,ChangeOrderNo.2. NOW,THEREFORE,BEITRESOLVEDBYTHECITYCOUNCILOFMAPLEWOOD, MINNESOTAthat: 1.Themayorandcityclerkareherebyauthorizedanddirectedtomodifytheexisting contractbyexecutingsaidChangeOrderNo.2intheamountof$72,404.76.The revisedcontractamountis$1,627,627.62. AgendaItemI10 AGENDAREPORT DATE: January28,2008 TO: ChuckAhl,ActingCityManager FROM: TerrieRameaux,HumanResourceRep SUBJECT:2008PayRateforTemporaryPart-TimeEMSCoordinator BACKGROUND WearestillintheprocessofrecruitinganEMSDirectortofillthevacancycreatedbyRobb Prechtelwhorecentlefthisfull-timepositionasEMSDirectortogototheCityofSt.Paul. However,Mr.Prechtelhasverygraciouslyofferedtostayoninatemporarypart-time capacitytoassisttheFireDepartmentuntilareplacementhasbeenhiredandbrieflytrained totakehisplace. However,wecurrentlydonothaveanestablishedpayrateforatemporaryEMSCoordinator ItisanticipatedthatMr.Prechtelsassistancewouldbeneedfornomorethan5months. RECOMMENDATION AfterspeakingwithFireChiefSteveLukin,IrecommendthattheCityCouncilapprovean hourlypayrateof$45forMr.PrechtelwhileheassiststheMaplewoodFireDepartment throughthistransition.Thispayratewouldbeeffectiveretroactiveto1/22/08,whichis whenMr.Prechtelresignedhisfull-timepositionwiththeCity. AgendaItemJ1 MEMORANDUM TO: ChuckAhl,ActingCityManager FROM: SteveLukin,FireChief SUBJECT:SleepingQuarters DATE: February6,2008 INTRODUCTION InFebruaryof2007,thechiefsdeterminedthatweneededtolookintowaystoimproveour servicetoourcustomersthroughoutthecity.InMarch,aresponsecommitteewasformedtolook atallpossibilitiestomeetthechiefsgoals.Thecommitteewasmadeupofpaid-per-callandfull- timefirefighters.Thecommitteesentoutaquestionnaireaskingforideasandinputfromall firefighters.Theytookthisinformationandcontinuedtomeetandrefineallpossibleoptions.In September,theypresentedtheirtworecommendationstothechiefsinwhichthechiefschosethe onethattheyfeltwouldbestmeettheirgoal.Thesameoptionsweretakentothequality improvementcommitteefortheirreviewandtheyagreedwiththechiefsonwhichoptionwasbest. Twomeetingswereheld;oneinthemorningandtheotherintheeveningtogoovertheoption chosenandtoansweranyquestionsandfurtherrefinetheoptionbasedoninputfromthe firefighters.Thechiefsalsosentoutarecaptoallfirefighterstoprovidethemonefinalopportunity forinputregardingthechange. Thenewresponseisasfollow: Full-timestaffwillmoveto24-hourshiftsstaffingstationsoneandtwo.Thiswill provideadditionalcoverageof9,464hoursperyearplusareductioninovertime costs.Itwillalsoallowustohavethreefiremedicsondutyaroundtheclock. Thepaid-per-callfirefighterswillhavetheopportunitytoworkwiththefull-time staffonourbusiestnightsatanhourlyratefrom6:00p.m.to12:00a.m.;whichin turnwillenhancetheirskills,allowthemtoworkcloserwiththefull-timestaffand givethemtheopportunitytoworkinallpartsofthecity.Havingacrewstationed atstationonewillassisttheminservingthesouthernpartofthecitybetter.The crewatstationtwowillthencoverthecenterportionofthecity. Inordertomakethesechanges,sleepingareaswillneedtobebuiltatstationsoneand two.Thetotalcostofthisprojectwillnotexceed$55,350forallremodelingand furnishings.Thecostbreakdownisasfollows: StationOneCosts:$45,500-remodelingcosts $850-sprinklersystemretrofit Total:$46,350 StationTwoCost:$5,500remodelingcosts(wearestillintheprocessof determiningwaystoreducethiscost) Stationsone&two:$3,500Furniture RECOMMENDATION Irecommendthatthecitycouncilapprovetheexpendituresnottoexceed$55,350forthe remodelingandfurnishingsatbothstationsoneandtwo.Ireceivedtwobidsforstationones sleepingarea;onefromGausmanConstructionintheamountof$46,200andonefromL.S.Black Constructionintheamountof$45,500(bothbidsareattached).Bothofthesecontractorsare prevailingwagecontractors.IalsorecommendthatthecitycouncilapprovethebidtoL.S.Black Constructionintheamountof$45,500. Att. AgendaItemJ2 AGENDAREPORT TO: ChuckAhl,ActingCityManager FROM: SteveLukin,FireChief SUBJECT: Refurbish1999Ambulance DATE: February4,2008 INTRODUCTION Inthe2008CIP,fundswereallocatedtoremountandrefurbishonemodularambulance.Asa resultofFordannouncingthattheywouldnolongerbebuildingtheE-450chassis,itbecame necessarytopurchasea2006chassisin2007intheamountof$28,000. Refurbishmentiswhenyouliftofftheoldambulancebodycompletelyrebuildingitusingonlythe mainframestructureofthebody.Oncethisiscomplete,youthenremountitonanewchassis. Becausethisneedstobedonebytheoriginalmanufacturer,theworkwillbedonebyRoad Rescue.Thisisthefirsttimewehaveattemptedtorefurbishratherthanbuyanewambulance. Thecosttopurchaseanewambulancetodayisaround$120,000andourcosttorefurbishitwill be$86,000withalloftheupgradesfromwhentheambulancewasoriginallybuiltin1999along withthenewE-450chassis.Thisprocesswilltakeapproximatelythreemonths. RECOMMENDATION IrecommendthatthecitycouncilenterintoapurchaseagreementwithRoadRescuetorefurbish andremountour1999RoadRescueambulancereplacingtherefurbishedbodyonournew2006 E-450Fordchassisatacostof$58,000.Attachedisthepurchaseagreement. Att. Item#J3 MEMORANDUM TO: ChuckAhl,ActingCityManager FROM: KarenGuilfoile,CityClerk DATE: February4,2008 RE: CommunityCenterStrengthandCardioEquipment Percouncilapproval,staffhasperformedaRequestforProposalforsealedbids forstrengthandcardioequipmentfortheCommunityCenter. Thebidproposalswillbereceiveduntil10:00a.m.onThursday,February7, 2008atwhichtimeallbidsreceivedbythedeadlinewillbeopenedandareport ofrecommendationwillbepreparedforcouncilconsideration. ThestaffreportwillbeincludedinyourFridaymail. AgendaItemK1 AGENDAREPORT TO :CityCouncil FROM: CharlesAhl,ActingCityManager SUBJECT:ClarifytheIntentofMotionMadebyCouncilMemberJuenemanattheJanuary 14,2008CityCouncilMeetingRegardingPlacingMr.CopelandonImmediate AdministrativeLeave DATE:February6,2008 INTRODUCTION/SUMMARY AttheJanuary14,2008,CouncilMemberJuenemanmadeamotionthatwassecondedandadoptedto placeCityManagerGregCopelandonImmediateAdministrativeLeave.Staffbelievesthatitwasthe intentthatthemotionbepaidAdministrativeLeave;however,withoutthatwordwithinthespecificmotion, staffisnotabletoprocesspaymenttoMr.Copeland.Aclarificationisrequired. RECOMMENDATION ItisrecommendedthattheCityCounciladoptamotionclarifyingthatitwastheirintenttopayGreg CopelandwhilehehisonAdministrativeLeave. Agenda Item K2 MEMORANDUM TO: ChuckAhl,ActingCityManager FROM: TomEkstrand,SeniorPlanner SUBJECT:MoratoriumonDynamicDisplaySigns D ATE: February6,2008fortheFebruary11CityCouncilMeeting INTRODUCTION OnJanuary17,2008,thecitycouncildirectedstafftodraftaninterimordinancethatwould placeamoratoriumontheconstructionorinstallationofdynamicdisplaysignsinthecity.The councilrequestedthemoratoriumtoallowthecommunitydesignreviewboard,planning commission,andcitycounciltimetoreview,draft,andadoptadynamicdisplaysigncodethat willaddressthenewLEDsigntechnology. BACKGROUND November27andDecember4,2007,thecommunitydesignreviewboard(CDRB)andplanning commissionrecommendedapprovalofanoff-sitedynamicdisplaysigncodeamendment.The proposedamendmentwouldallowforoff-sitedynamicdisplaysignswithaconditionaluse permitandwiththeremovalofanexistingoff-sitestaticsign. December10,2007,basedonthesettlementagreementwithClearChannelandthecity attorneysinterpretationofthecityssignordinanceinrelationtotheLEDbillboardsigns,thecity counciladoptedanamendmenttothecitysprohibitedsignordinanceasfollows: Thefollowingsignsareprohibitedinallzoningdistricts:Signsthathaveblinking, flashingorflutteringlightsorthatchangeinbrightnessorcolor.Signsthatgivepublic serviceinformation,suchastimeandtemperatureareexempt. TheamendedprohibitedsignordinancelanguageallowsClearChannelandotherbillboard companiestohaveoff-premiseLEDsigns.Italso,however,wouldallowon-premisesignswith thistechnology,aslongasthesigndoesnotblink,flashorflutter(i.e.,changedfromonesign facetoanotherwithoutrapidmovement). January28,2008,thecitycouncilmovedfirstreadingoftheon-sitedynamicdisplay moratorium. DISCUSSION TheCDRBbeganstudyingon-sitedynamicdisplaysignsattheirJanuary8and22meetings. Theyhaverequestedadditionalinformationfromstaffonwhichtobasetheirrecommendation includinginformationandanalysisonsetbackstoresidential,sideyardsetbacks,display change-overtimes,maximumdisplaysize,etc.OncetheCDRBdraftstheproposedon-site dynamicdisplayordinance,theplanningcommissionwillreviewtheordinanceandforwardtheir recommendationontothecitycouncil.Citystaffwillpresenttheoff-sitedynamicdisplay ordinance(previouslyrecommendedforapprovalbytheCDRBandplanningcommission)and theproposedon-sitedynamicdisplayordinancetothecitycouncilforapproval. CommunityCenterSign ThecommunitycentersignwaspartofaseparateagreementwithClearChannelthatthecity councilapprovedinOctober2007.Withthisinmind,thereisthequestionastowhetherthe MCCsignshouldbeincludedinthemoratoriumorexemptedfromit.Theplanningcommission feltthatitshouldnotbeexempt. AnotherfactortoconsideristhefollowinginformationfromKarenGuilfoile,themanagerof citizenservices,regardingthependingadvertisingrevenuefromthissign.Ms.Guilfoilestates that: In2005,theDepartmentofTransportationestimatedover22,500carstraveledonWhiteBear AvenuepassingtheMaplewoodCommunityCenter.Withourcurrentsignindisrepairandin anticipationoftheGalaxyProSignthatistobeinstalledattheMCCbyClearChannel,staffhas designedadvertisingproposalstobepurchasedbylocalvendorstousethesignfortheir advertisingpurposes.ThiswillbeanadditionalrevenuesourcefortheMCC. Numerousbusinesseshaveindicatedaninterestandareawaitinginstallationofthesign including:OrthopedicSportsIncorporated(OSI),HealthEast,CityCountyCreditUnionand PepsiCola.Staffisconservativelyestimating$10,000annualrevenuefromthisadvertising opportunitytoourlocalbusinesses. ClearChannelAgreement ThesettlementagreementstatesthatClearChannelwillpurchaseandinstallthenewsignfor theMCCwithin90daysofthecityissuingthemaconditionalusepermittoincreasetheheight oftheirbillboardonHighway36andWhiteBearAvenue.Thecitycouncilapprovedthat conditionalusepermitonDecember27,2007.Therefore,the90-daydeadlineforthecityssign willbeMarch26,2008. TheattachedmoratoriumordinancebythecityattorneywouldexempttheMCCsignfromthis moratoriumbecauseoftheagreementwithClearChannel.Sinceitisthecityssign,however, thecitycouncilcouldincludetheMCCsigninthemoratoriumandextendthe90-daydeadline statedintheagreement. ThecitycouncilshouldconsiderwhethertoincludethenewMCCsigninthemoratorium. COMMISSIONACTION OnFebruary4,2008,theplanningcommissionrecommendedapprovaloftheattached moratoriumordinance.Thecommissionalsorecommendedthatthecitysubjectthenew dynamicdisplaysignfortheMaplewoodCommunityCentertotheproposedmoratoriumandto thenewsignregulationsthatthecitydevelops. 2 RECOMMENDATION Approvetheattachedordinancethatplacesamoratoriumontheconstructionorinstallationof dynamicdisplaysigns(bothon-siteandoff-site)toallowtimeforthecitytoprepare,study,and adoptadynamicdisplaysignordinance.Thismoratoriumwouldincludetheon-sitedynamic displaysignattheMaplewoodCommunityCenter.Theattachedmoratoriumrecommendsa periodofsixmonthsoruntilthecitycounciladoptsadynamicdisplaysigncode. p:ord\dynamicdisplaymoratoriummemo#2te208 Attachment: MoratoriumOrdinance 3 Attachment1 ORDINANCENO.____ ANORDINANCEFORTHEPURPOSEOFPROTECTINGTHEPLANNING PROCESSANDDEVELOPINGSTANDARDSFORDYNAMICDISPLAYSIGNSIN THECITYOFMAPLEWOOD TheMaplewoodCityCouncilordains: SECTION1.PURPOSE a.Thepurposeofthisordinanceistoprotectthehealth,safety,andwelfareofthecitizens. b.Adynamicdisplaysignisdefinedasanysigndesignedforoutdoorusewhichiscapableof displayingavideosignal,including,butnotlimitedto,cathode-raytubes(CRTs),light-emittingdiode (LED)displays,plasmadisplays,liquid-crystaldisplays(LCDs),othertechnologiesusedin commerciallyavailabletelevisionsorcomputermonitors. c.TherearewithintheCitythreeoff-site(billboard)dynamicdisplayadvertisingsignfaces. TwoofthesesignsareregulatedbyseparateagreementwiththeCityandonehasbeenthesubject ofongoingnegotiationswiththeCity. d.Thereisoneon-sitedynamicdisplaysigncontemplatedatalocationalongWhiteBear AvenueneartheMaplewoodCommunityCenter.Thissignwaspartofasettlementagreement approvedbythecitycouncilinOctober2007inrelationtotheabove-mentionedbillboarddynamic displaysigns. e.Therealsoareseveralotheron-sitedynamicdisplaysignfacesinoperationinMaplewood thatfallwithinthecurrentCity-allowedexceptions/guidelinestothegeneralprohibitiononsuch signs. f.TheMaplewoodCityCouncilisconcernedabouttheeffectsofdynamicdisplaysignsupon thetravelingpublic.Suchsignsposeapotentialhazardtothetravelingpublicbytheuseofbright colorfullightsandchangingmessages.Theseattention-gettingandeye-catchingsignsmay threatenthesafetyofmotorists,cyclists,pedestriansandotherusersofpublicstreetsandproperty byunnecessarilydivertingmotorvehicledriversandothersattentionawayfromtheroad.There areresearchstudiesthatshowthepresenceofsuchsignscanresultinanincreaseinmotorvehicle orotheraccidents.Personshavecontactedcityofficialscomplainingaboutthesesignsandthe distractiontheyposetothetravelingpublicwhomaytaketheireyesofftheroadtowatchthe colorfullightsandchangingmessages. SECTION2.Study a.TheCityCouncilhasauthorizedastudybytheCityManager'sOffice,theCityAttorney's Office,andthePlanningDepartmentandotherauthorizedbodiesoftheCity,e.g.theCommunity DesignandReviewBoardandthePlanningCommission,forthepurposeofconsideringthe amendmentoradoptionofofficialcontrolsrelatingtotheneedforadditionallanduseregulations addressingdynamicdisplaysignsbeforeanyfurtherproliferationofsuchadvertisingschemes. 4 b.TheCityCouncilisconcernedthatthefurtherplacementofanydynamicdisplaysigns duringtheabove-mentionedstudymaycompromisetheresultsofthatstudyandtheycouldharm thepublicshealth,welfareandsafety. c.MinnesotaStatutes,Section462.355,Subd.4,authorizestheCitytoadoptinterimzoning ordinancesapplicabletoallorapartoftheCityforprotectingthehealth,safety,andwelfareofits citizens.Suchanordinancemayregulate,restrictorprohibitanyuseordevelopmentwithintheCity foramaximumperiodnottoexceedoneyear,withapossibleextensionuptoanadditionalperiod of18months. d.ItisherebyfoundanddeterminedbytheCityCouncilthatitisinthebestinterestofthe sound,aestheticandefficientdevelopmentoftheCityasawhole,andinthepublicshealth,safety andwelfareinterests,thattheCityusetheauthoritygrantedbytheabove-mentionedMinnesota Statuteinconjunctionwiththeabove-authorizedstudy. e.TheCityherebyprohibitstheissuanceorapprovalofanyzoningcertificate,signpermit, buildingpermitorotherlanduseofficialcontrolforanydynamicdisplaysignintheCityof Maplewood. SECTION3.ENFORCEMENT Sections1-1through1-25oftheMaplewoodCityCodeofOrdinances,entitledEnforcement Policy,areherebyadoptedintheirentiretybyreferenceasthoughrepeatedverbatim. SECTION4.TERM Thetermofthisordinanceshallbeforsixmonthsoruntilthecitycounciladopts amendmentstothecityssigncodebecauseofthestudy.However,theCityreservestherightto extendtheinterimordinanceforsuchadditionalperiodsasmaybeappropriate,nottoexceeda totaladditionalperiodof18months. Thisordinanceshalltakeeffectafterthecitypublishesitintheofficialnewspaper. TheMaplewoodCityCouncilapprovedthisordinanceon___________________,2008. _____________________________________ Mayor Attest: _____________________________________ CityClerk 5 Agenda Item L MEMORANDUM TO:CityManager FROM:KenRoberts,Planner ConditionalUsePermit SUBJECT: HydroLogicOutdoorStorageFacility PROJECT: LOCATION:1261Highway61 DATE:January18,2008 INTRODUCTION ProjectDescription MitchKeogh,representingHydroLogic,isproposingtoaddafenced-inoutdoorstorageareaforhis businessintheparkinglotofthebuildingat1261Highway36.Hewantstousethisoutdoorspaceto storePVCpipeandpolypipe(onpallets)thathisbusinessdistributestoirrigationcompanies.The proposedplansalsoshowtheeliminationoffiveparkingspacesinthecorneroftheparkinglot wheretheapplicantisproposingtoaddtheoutdoorstorage.Refertotheapplicantsletteronpages 7and8,themapsandplansonpages9-16andtheseparateprojectplans. Requests Mr.Keoghisrequestingcityapprovalof: 1.Aconditionalusepermit(CUP)toaddtheoutdoorstoragearea.Refertotheprojectstatement onpages7and8.ThecitycoderequirescouncilapprovalofaCUPforanyoutdoorstorage areaforbusinessesintheM-1(lightmanufacturing)zoningdistricts. 2.Thesiteanddesignplans.(Seethemapsandplansonpages9-16andtheenclosedproject plans.) BACKGROUND OnFebruary23,1998,thecitycouncilapprovedtheprojectplansforthisbuilding.Thisactionwas subjecttoseveralconditionsofapproval. DISCUSSION CUPforOutdoorStorage MaplewoodrequiresaconditionalusepermitforexteriorstorageintheM-1zoningdistrict.Thecity shouldassurethroughtheCUPreviewandapprovalprocessthattheproposedoutdoorstorageand associatedsiteactivitieswouldnotbedisruptivetotheexistingbusinessesinthebuildingortothose inthearea.Citystaffisconfidentthatwiththeproposedscreeningandtheproposedconditionsof approvalthisproposalcanbecompatiblewiththenearbypropertiesanduses. 1 PotentialConcernsofOutdoorStorage PossibleNuisances Thecityalwaysisconcernedwhenapropertyownerwantstoexpandor intensifyacommercialbusinesstoincludeoutdoorstorage.Assuch,thecitywillwanttoensurethat thisexpandedfacility,ifapprovedbythecitycouncil,willnotcauseanyproblemsornuisancesfor theneighbors. Lighting Theownerisnotplanningtoaddanyoutdoorlightingwiththisproposal.Iftheowners wanttoinstalloutdoorlightinginthefuture,theywouldhavetosubmittocitystaffforapprovalofa lightingplan.Thiswouldbetoensurethatanyfreestandinglightswouldnotexceed25feetinheight, includingthebaseofthelight,andthatthelightilluminationatallpropertylineswouldnotexceed.4- footcandles. PublicSafety-LieutenantRabbettreviewedthecurrentproposalandstatestherearenosignificant publicsafetyconcerns. FireSafety-ButchGervais,FireMarshal,statedhedoesnothaveconcernswiththeproposal. Screening-Inthiscase,citydoesnothaveanymajorconcernswiththeadditionoftheoutdoor storageareatothesite.Thesmallsizeofthestorageareaandtheproposedlocationshouldensure thisproposalwouldbecompatiblewiththenearbybusinesses. Whenreviewingarequestsuchasthis,itisimportantforthecitytoconsiderthehealth,safetyand welfareofthoseinthearea.Thesefactors,alongwiththeproposedscreeningfenceandthefact thattheMaplewoodpoliceandfirepersonneldidnotnoteanyconcernsforthisproposal,provide thecityalevelofassurancethatthisoutdoorstoragefacilitydoesnotposeapublichealth,safetyor welfarerisk. CityEngineersReview MichaelThompson,theAssistantCityEngineer,reviewedthisproposal.Henotedthattheproposed fenceandstorageareashallnotaltertheexistingdrainagepatternsorobstructsurfacerunofffrom flowingintotheexistingdrainageinletswithintheparkinglot. Theapplicanttoldstaffthattheyproposetostorethematerialsinthefenceonpalletsandthatthis proposalwouldnotchangeanyofthegradesorthesurfaceoftheparkinglot.Assuch,theyshould beabletomaintaintheexistingdrainagepatternsintheareawiththisproposal. Parking Theapplicantisrequestingthecityapproveareductionoffive(from135to130)parkingspacesfor thebuilding.Theywanttousefiveoftheexistingparkingspacesastheareaforthefenced-in enclosure. Areviewofthecitycodefortherequiredamountofparkingforthisbuildingshowsthatthebuilding needsatleast91spaces42fortheofficespacesandanother49spacesforthewarehouse space.Assuch,thereisanexcessofparkingonthesiteandthusthelossoffivespacesshouldnot negativelyaffectthebuildingoritstenants. 2 Summary Theproposedsiterevisionwiththeadditionofthefenced-inoutdoorstorageshouldmeetthe requirementsforaCUPandshouldnotcreateanyissuesforthesiteorforthearea.Inaddition,it shouldnothaveanyimpactontheadjacentneighborhood. COMMISSIONACTION OnJanuary15,2008,theplanningcommissionrecommendedapprovaloftheproposedconditional usepermit,subjecttosixconditionsofapproval. RECOMMENDATIONS A.Adopttheresolutiononpages17-18.Thisresolutionapprovesaconditionalusepermitfor HydroLogictoadda25-footby40-footbyeight-foot-tallfenced-inoutdoorstoragefacilitytothe property1261Highway61.Thecitybasesthisapprovalonthefindingsrequiredbythecode. ApprovalofthisCUPissubjecttothefollowingconditions: 1.Allconstructionandactivitiesonthesiteshallfollowthesiteandprojectplansasapproved bythecity.Citystaffmayapproveminorchangestotheseplansandthecitycouncilmust approvemajorchangestotheapprovedplans. 2.Thefencedesignandtheslatsinthefenceshallprovide100percentscreeningofthe materialsinsidetheenclosure. 3.Anyfenceoversixfeettallrequiresabuildingpermitissuedbythecity.Thecitybuilding officialwillrequirethesubmittalofastructuralplanfortheproposedfenceapprovedbya registeredengineerwiththebuildingpermitmaterials. 4.HydroLogicshallstorealltheirmaterialsandsuppliesinthefencedstorageareaorwithinthe building.Thereshallbenostoragevisibleabovethetopofthefence. 5.Theproposedfenceandstorageareashallnotaltertheexistingdrainagepatternsor obstructsurfacerunofffromflowingintotheexistingdrainageinletswithintheparkinglot. 6.Theproposedoutdoorstorageareaandsiteworkmustbesubstantiallystartedwithinone yearofcouncilapprovalorthepermitshallbecomenullandvoid.Thecouncilmayextend thisdeadlineforoneyear. 7.Thecitycouncilshallreviewthispermitinoneyear. 3 CITIZENCOMMENTS Isurveyedtheownersandmanagersofthe24propertieswithin500feetofthesitefortheiropinion ofthisrequest.Ireceivedthreerepliesasfollows. 1.Moveahead.(GearinWipers-1255CopeAvenue) 2.Ihavenoproblemwithhimputtingupafence.Wehavetohelpbusinesses.(LangerTruck Utilities) 3.Weseenoproblemwiththestorageareaasproposed.However,itseemstheywoulduse theareawherethereisalotoftrucktraffic,backingintodockageonthewestsideofthe buildingcausinganunsafearea.(Capeder2370EnglishStreet) 4 REFERENCEINFORMATION SITEDESCRIPTION Sitesize:4.29acres Existinglanduse:Existingmulti-tenantofficewarehousebuildingandparkinglot SURROUNDINGLANDUSES North:OfficebuildingacrossGervaisAvenue South:FrontageRoadalongHighway36 West:MetcalfMayflowerbuildingandtruckparking East:Existingmulti-tenantbuilding(includingOriginalMattressFactory) PLANNING LandUsePlandesignation:M-1(lightmanufacturing) Zoning:M-1 ORDINANCEREQUIREMENTS Section44-512(4)requiresaCUPfortheexteriorstorageofgoodsormaterials. Section44-17(a)requiresparkingforthisoffice/warehousebuildingattheratiosofonespacefor each200squarefeetofretailorofficespaceandoneparkingspaceforeach1000squarefeetof warehousespace. CRITERIAFORAPPROVAL CriteriaforConditionalUsePermitApproval Section44-1097(a)statesthatthecitycouncilmayapproveaCUP,basedonninestandards.(See findings1-9intheresolutiononpages17and18.) APPLICATIONDATE ThecityreceivedthecompleteCUPandCDRBapplicationsforthisrequestonDecember13,2007. MinnesotaStatutes,Section15.99requiresthatthecitytakeactionwithin60daysofreceivinga completeapplicationforalanduseproposal,unlesstheapplicantagreetoatimeextension.Inthis case,thecitywouldhavenormallybeenrequiredtoactontheserequestsbyFebruary12,2008. Becauseoftheholidaysandthelimitednumberofcitymeetings,citystaffwasunabletomeetthe 60-daydeadline.Assuch,citystaffprocessedatimeextensionofthe60-daytimelimitsothatthe citynowhasuntilApril1,2008,tomakeadecisionaboutthisrequest. 5 p:sec9\HydrologicCUP-2008 Attachments: 1.ApplicantsStatement 2.LocationMap 3.AddressMap 4AerialPhoto 5.AerialPhoto(Enlarged) 6.SitePlan 7.SitePhoto 8.SitePhoto 9.FencingExample 10.CUPResolution 11.ProjectPlansdate-stampedDecember13,2007(separateattachments) 6 9 10 11 12 13 14 15 16 Attachment 10 CONDITIONALUSEPERMITRESOLUTION WHEREAS,MitchKeogh,representingHydrologic,isrequestingcity-approvalofaconditional usepermittoaddanoutdoorstorageareaonthenorthwestpartofthepropertyat1261Highway61 East.Thelegaldescriptionis: CliftonAddition,RamseyCounty,subjecttoHighway;excepttheeast353feetofBlock24, exceptthesouth100feetthereof;exceptthenorth40feet;partofBlocks19and24whichlieeastof alinedescribedasbeginning658feetwestoftheNEcornerofBlock24,thesouth240feet,then east36.67feet,thensouthtothesouthlineofBlock19andthereterminating.(PIN09-29-22-41- 0026) WHEREAS,thehistoryofthisconditionalusepermitrevisionisasfollows: 1.OnJanuary15,2008,theplanningcommissionheldapublichearing.Thecitystaff publishedanoticeinthepaperandsentnoticestothesurroundingpropertyowners.The planningcommissiongavepersonsatthehearingachancetospeakandpresentwritten statements.Thecommissionalsoconsideredreportsandrecommendationsofthecitystaff. Theplanningcommissionrecommendedthatthecitycouncilapprovetheconditionaluse permit. 2.OnFebruary11,2008,thecitycouncildiscussedtheproposedconditionalusepermit.They consideredreportsandrecommendationsfromtheplanningcommissionandcitystaff. NOW,THEREFORE,BEITRESOLVEDthatthecitycouncilapprovetheabove-described conditionalusepermitrevision,because: 1.Theusewouldbelocated,designed,maintained,constructedandoperatedtobein conformitywiththecity'scomprehensiveplanandcodeofordinances. 2.Theusewouldnotchangetheexistingorplannedcharacterofthesurroundingarea. 3.Theusewouldnotdepreciatepropertyvalues. 4.Theusewouldnotinvolveanyactivity,process,materials,equipmentormethodsof operationthatwouldbedangerous,hazardous,detrimental,disturbingorcauseanuisance toanypersonorproperty,becauseofexcessivenoise,glare,smoke,dust,odor,fumes, waterorairpollution,drainage,waterrun-off,vibration,generalunsightliness,electrical interferenceorothernuisances. 5.Theusewouldgenerateonlyminimalvehiculartrafficonlocalstreetsandwouldnotcreate trafficcongestionorunsafeaccessonexistingorproposedstreets. 6.Theusewouldbeservedbyadequatepublicfacilitiesandservices,includingstreets,police andfireprotection,drainagestructures,waterandsewersystems,schoolsandparks. 7.Theusewouldnotcreateexcessiveadditionalcostsforpublicfacilitiesorservices. 8.Theusewouldmaximizethepreservationofandincorporatethesite'snaturalandscenic featuresintothedevelopmentdesign. 7 17 9.Theusewouldcauseminimaladverseenvironmentaleffects. Approvalissubjecttothefollowingconditions:(additionsareunderlinedanddeletionsarecrossed out): 1.Allconstructionandactivitiesonthesiteshallfollowthesiteandprojectplansas approvedbythecity.Citystaffmayapproveminorchangestotheseplansandthe citycouncilmustapprovemajorchangestotheapprovedplans. 2.Thefencedesignandtheslatsinthefenceshallprovide100percentscreeningofthe materialsinsidetheenclosure. 3.Anyfenceoversixfeettallrequiresabuildingpermitissuedbythecity.Thecity buildingofficialwillrequirethesubmittalofastructuralplanfortheproposedfence approvedbyaregisteredengineerwiththebuildingpermitmaterials. 4.HydroLogicshallstorealltheirmaterialsandsuppliesinthefencedstorageareaor withinthebuilding.Thereshallbenostoragevisibleabovethetopofthefence. 5.Theproposedfenceandstorageareashallnotaltertheexistingdrainagepatternsor obstructsurfacerunofffromflowingintotheexistingdrainageinletswithinthe parkinglot. 6.HydroLogicshallstorealltheirmaterialsandsuppliesinthefencedstorageareaor withinthebuilding. 7.Theproposedoutdoorstorageareaandsiteworkmustbesubstantiallystartedwithin oneyearofcouncilapprovalorthepermitshallbecomenullandvoid.Thecouncil mayextendthisdeadlineforoneyear. 8.Thecitycouncilshallreviewthispermitinoneyear. TheMaplewoodCityCouncilapprovedthisresolutionon_________,2008. 8 18 DRAFT MINUTESOFTHEMAPLEWOODPLANNINGCOMMISSION 1830COUNTYROADBEAST,MAPLEWOOD,MINNESOTA WEDNESDAY,JANUARY15,2008 I.CALLTOORDER ChairpersonFischercalledthemeetingtoorderat7:00p.m. II.ROLLCALL Vice-ChairpersonTusharDesaiAbsent ChairpersonLorraineFischerPresent CommissionerHarlandHessPresent CommissionerGaryPearsonPresent CommissionerDaleTripplerPresent CommissionerJoeWaltonPresent CommissionerJeremyYarwoodAbsent CommissionerRobertMartinPresent CommissionerJosephBoeserAbsent StaffPresent:,Planner KenRoberts V.PUBLICHEARING 7:00p.m.ConditionalUsePermitHydroLogic(1261Highway61East) PlannerKenRobertspresentedthestaffreportfortherequestbyHydroLogictoadda fenced-inoutdoorstorageareaintheparkinglotofthebuildingat1261Highway61. CommissionerTripplersaidheobservedthatthetrailerstruckswhenparkedseemto gooverthepropertylineandhesuggestedthatpostsbeinstalledtoensurethattrucks cannotbackintothatarea.Mr.Trippleralsosuggestedthatconsiderationbegivento addingCUPconditionallanguagerequiringthatprojectsmustbecompletedwithinone yearoftheirstartdate. CommissionerMartinaskedwhatconstitutessubstantiallystartedforaCUPproject. Staffrespondedthatbecauseofthediversecircumstancesforeachproject,itis determinedonacase-by-casebasis. CommissionerHesssuggestedthatthe8-footproposedheightofthefenced-instorage facilitybeincludedintheconditionalusepermitrecommendation.Mr.Hessagreedwith Mr.Tripplerssuggestiontorequirepipeprotectorstokeeptrucksfrombackingintothe newfenced-inarea.Mr.Hessaskedwhetheranychangeswouldberequiredtothe grading.Staffrespondedthatnogradingchangehasbeenproposed. PlanningCommission-2- Minutesof01-15-08 CommissionerWaltonaskedwhetherstoredmaterialscouldexceedtheeight-foot fenceheight.Staffrespondedthatthestorageproposaldoesnotexceedtheeight-foot fence. JeffLatterel,representingHydroLogic,explainedthatthestoredmaterialswouldnot exceedtheeight-footfenceheight.Mr.Latterelsaidtherewouldbenochangestothe gradingordrainage.Mr.Latterelsaidhedoesnotobjecttoarequirementofthe protectiveposts,butheexplainedthatthereisaprotectiveislandinthatareatostop thetrucksandtrailersfromhittingthefence. Therewerenocommentsfromthepublicduringthepublichearing. CommissionerPearsonmovedtoadopttheresolutionapprovingaconditionaluse permitforHydroLogictoadda25-footby40-footby8-foot-highfenced-inoutdoor storagefacilitytothepropertyat1261Highway61.Thecitybasesthisapprovalonthe findingsrequiredbythecode.ApprovalofthisCUPissubjecttothefollowingsix conditions: 1.Allconstructionandactivitiesonthesiteshallfollowthesiteandprojectplansas approvedbythecity.Citystaffmayapproveminorchangestotheseplansandthe citycouncilmustapprovemajorchangestotheapprovedplans. 2.Thefencedesignandtheslatsinthefenceshallprovide100percentscreeningof thematerialsinsidetheenclosure. 3.Anyfenceoversixfeettallrequiresabuildingpermitissuedbythecity.Thecity buildingofficialwillrequirethesubmittalofastructuralplanfortheproposedfence approvedbyaregisteredengineerwiththebuildingpermitmaterials. 4.HydroLogicshallstorealloftheirmaterialsandsuppliesinthefencedstoragearea orwithinthebuilding.Storedmaterialsshallnotexceedtheheightofthefence. 5.Theproposedoutdoorstorageareaandsiteworkmustbesubstantiallystarted withinoneyearofcouncilapprovalorthepermitshallbecomenullandvoid.The councilmayextendthisdeadlineforoneyear. 6.Thecitycouncilshallreviewthispermitinoneyear. CommissionerTripplersecondedAyesall Themotionpassed. Agenda Item L2 AGENDAREPORT TO: CharlesAhl,ActingCityManager FROM: MichaelThompson,CivilEngineerII SteveKummer,CivilEngineerII SUBJECT:HazelwoodStreetImprovements,CityProject07-25,ResolutionAccepting PreliminaryReport,AuthorizingPreparationofPlansandSpecifications,and CallingPublicHearingforFebruary25,2008 DATE: February1,2008 INTRODUCTION ThefeasibilitystudyfortheHazelwoodStreetImprovementsiscompleteandisavailableintheofficeofthe cityengineerandwillbedistributedtocouncilmemberspriortothemeeting.Thestudyincludes informationontheproposedimprovements,proposedfinancingandprobableassessments.Thecity councilwillconsideracceptingthefeasibilitystudy,authorizingpreparationofplansandspecifications,and orderingapublichearing.Kimley-HornandAssociatesistheCitysconsultantforthisproject. Background Theproposedprojectareaisillustratedontheattachedprojectlocationmap.Streetandutility improvementsforHazelwoodStreetarelistedontheCitysCapitalImprovementsPlan(CIP)for2008. HazelwoodStreetisinpoorconditionanddoesnothavecurbandgutter.Thereisminimalstormsewer infrastructurepresentandminimalwaterqualitytreatmentiscurrentlyprovided.Thestreetisproposedto bereconstructedtoa28-footwidthwithconcretecurbandgutterandstormsewer.Thestreetwouldbe widenedto34feetinseveralareaswhereon-streetparkingbaysareproposed.Asisrequiredforthe ComfortsofHomedevelopmentonthenorthendoftheproject,asidewalkwillbeconstructedontheeast sideofHazelwoodStreetfromTrunkHighway36toCopeAvenue.Duetothesignificantpedestriantraffic alongHazelwoodStreetwiththecloseproximityofJohnGlennMiddleSchoolandtheGatewayTrail,itis proposedthatthissidewalkbeextendedfromCopeAvetoFrostAveontheeastsideofHazelwoodStreet. TheresidentsalongallaffectedstreetswerecontactedviamailingsandinformedabouttheCitys proposedstreetreconstruction.Residentswithquestionsregardingthemailingwereencouragedtocall thePublicWorksDepartment.Approximately30propertyownersattendedaneighborhoodmeetingthat th washeldonJanuary17atMaplewoodFireStationNo.2.Propertyownersaskedquestionsabout rainwatergardens,proposedstreetwidthandon-streetparking,sidewalkconstruction,andassessments. BudgetImpact Thetotalprojectbudgetasreportedinthefeasibilitystudyis$2,352,000.Theprojectbudgetdetailedinthe CitysCapitalImprovementPlanis$3,530,000.TheWACFundingwouldbeutilizedifrelocationsoroffsets ofthewatersystemarerequiredasaresultofthestreetorstormutilitywork.Thefollowingisacomparison inexpensesbetweenthecurrentproposalandtheCIP.ThelastCIPwascompletedin2007. FinancialSourceFeasibilityRecommendation2008-2012CIPEstimate Bonds-M.S.A.$1,701,902$2,471,000 SpecialAssessments$433,098$882,500 SanitarySewerFund$91,000$141,200 DrivewayProgram$30,000$0 CityWACFund$40,000$0 St.PaulWater$40,000$35,300 ComfortsofHomeSidewalkEscrow$16,000$0 TOTALESTIMATES$2,352,000$3,530,000 Agenda Item L2 RECOMMENDATION Itisrecommendedthatthecitycouncilapprovetheattachedresolutionacceptingthereport,authorizing preparationofplansandspecifications,andcallingforapublichearingfor7:00p.m.,Monday,February th 25,2008,fortheHazelwoodStreetImprovements,CityProject07-25. Attachments: 1.Resolution 2.LocationMap 3.ExecutiveSummary RESOLUTION ACCEPTINGREPORT,AUTHORIZINGPREPARATIONOFPLANSANDSPECIFICATIONS,AND CALLINGFORPUBLICHEARING nd WHEREAS,pursuanttoresolutionofthecounciladoptedOctober22,2007,areporthasbeenpreparedby thecitysengineeringconsultantwithreferencetotheimprovementofHazelwoodStreetImprovements,CityProject 07-25,andthisreportwasreceivedbythecouncilonFebruary11th,2008,and WHEREAS,thereportprovidesinformationregardingwhethertheproposedprojectisnecessary,cost- effective,andfeasible, NOW,THEREFORE,BEITRESOLVEDBYTHECITYCOUNCILOFMAPLEWOOD,MINNESOTA: 1.Thecouncilwillconsidertheimprovementofsuchstreetinaccordancewiththereportandthe assessmentofabuttingpropertyforalloraportionofthecostoftheimprovementpursuanttoMinnesotaStatutes, Chapter429atanestimatedtotalcostoftheimprovementof$2,352,000. 2.Thecitysconsultant,Kimley-HornandAssociates,isthedesignatedengineerforthisimprovementandis herebydirectedtopreparefinalplansandspecificationsforthemakingofsaidimprovement. 3.Thefinancedirectorisherebyauthorizedtomakethefinancialtransfersnecessaryforthepreparationof plansandspecifications.Aprojectbudgetof$2,352,000shallbeestablished.Theproposedfinancingplanisas follows: FinancingSourceAmount Bonds-M.S.A.$1,701,902(72%) StreetAssessments:$424,189(18%) StormAssessments:$8,909(1%) SanitarySewerUtilityFund:$91,000(3%) DrivewayReplacementProgram:$30,000(1%) SPRWS:$40,000(2%) WACFund:$40,000(2%) ComfortsofHomeSidewalkEscrow:$16,000(1%) TotalFinancingAmount:$2,352,000(100%) th 4.Apublichearingshallbeheldonsuchproposedimprovementonthe25dayofFebruary,2008in thecouncilchambersofcityhallat7:00p.m.,andtheclerkshallgivemailedandpublishednoticeofsuchhearing andimprovementasrequiredbylaw. th Approvedthis11dayofFebruary2008 CITYOFMAPLEWOOD HAZELWOODSTREETIMPROVEMENTS CITYPROJECT07-25 EXECUTIVESUMMARY TheFeasibilityStudyandReporthavebeenpreparedfortheHazelwoodStreetImprovements,CityProject07-25. Theproposedprojectinvolvescompletereconstructionofapproximately0.9milesofresidentialstreet.Theproposed streetreconstructionwillincludedon-streetparkingbaysaswellassidewalkontheeastsideofHazelwoodStreet. Proposeddrainageimprovementsconsistofnewstormsewerpiping,raingardens,andpossiblestormwater enhancementstothesurroundingwaterbodies.Sanitarysewerandmanholerepairsareproposedasidentified throughtelevisingandmanholeconditionassessments.Theproposedwatermainimprovementsarelimitedto hydrantandindividualservicereplacements.Thecostsfortheproposedwatermainimprovementsareincludedin thisreporthoweverSt.PaulRegionalWaterServicesmayperformsomeoralloftheseimprovementspriortothe startofthisproject. Theestimatedcostsfortheproposedimprovementsaredetailedbelow.Thesecostsincludeallowancesfor constructioncostcontingenciesandallowancesforindirectcosts,asdetailedinthefeasibilitycostestimates. ProposedImprovementEstimatedCost WaterSystemImprovements:$80,000(4%) SanitarySewerImprovements:$91,000(4%) DrainageImprovements:$523,000(22%) StreetImprovements:$1,628,000(69%) DrivewayReplacementProgram$30,000(1%) Totalestimateprojectcosts:$2,352,000(100%) Itisproposedthattheimprovementsbefinancedthroughacombinationofspecialassessmentstobenefiting propertiesandMaplewoodfunds.Estimatedfundingamountsfromeachofthefinancingsourcesareasfollows: FinancingSourceAmount Bonds-M.S.A.$1,701,902(72%) StreetAssessments:$424,189(18%) StormAssessments:$8,909(1%) SanitarySewerUtilityFund:$91,000(3%) DrivewayReplacementProgram:$30,000(1%) SPRWS:$40,000(2%) WACFund:$40,000(2%) ComfortsofHomeSidewalkEscrow:$16,000(1%) TotalFinancingAmount:$2,352,000(100%) Thefollowingisaproposedschedulefortheprojectshouldthecitycouncilvotetoproceed: Receivefeasibilitystudyandorderpublichearing02/11/08 Authorizepreparationofplansandspecs02/11/08 Publichearing02/25/08 Approveplansandspecs/authorizeadvertisementforbids03/24/08 Biddate04/18/08 Assessmenthearing04/28/08 Acceptbids/awardcontract04/28/08 Beginconstruction05/05/08 Completeconstruction10/30/08 AssessmentscertifiedtoRamseyCounty10/08/08 Basedontheanalysiscompletedaspartofthisreport,theproposedHazelwoodStreetImprovementprojectis feasible,necessaryandcosteffective,andwouldbeabenefittotheCityofMaplewood. Agenda Item L3 AGENDAREPORT TO: CharlesAhl,ActingCityManager FROM: MichaelThompson,CivilEngineerII JonJarosch,CivilEngineerI SUBJECT:SterlingStreetImprovements,AuthorizedunderCityProject07-19 a.ResolutionremovingSterlingStreet(LarpenteurtoHolloway)fromthe Myrtle-IdahoAreaStreetImprovements,CityProject07-19and establishingSterlingStreet(LarpenteurtoHolloway)asCity Project07-32 b.ResolutionAcceptingPreliminaryReportandCallingPublicHearingfor February25,2008 DATE: February5,2008 INTRODUCTION ThepreparationofthefeasibilitystudyfortheSterlingStreetImprovementswasauthorizedattheOctober nd 22,2007councilmeetingundertheMyrtle-IdahoStreetImprovementProject,CityProject07-19.Itwas subsequentlydetermined,duetosensitivewetlandandtrafficissuesonSterlingStreet,thatSterlingStreet shouldbetreatedasastand-aloneproject.Forthisreason,aseparatefeasibilitystudyhasbeenprepared forSterlingStreet.Thisstudyiscompleteandisavailableintheofficeofthecityengineer.Copieswillbe distributedtocouncilmemberspriortothemeeting.Thestudyincludesinformationontheproposed improvements,proposedfinancingandprobableassessments.Thecitycouncilwillconsiderformally removingSterlingStreet(betweenLarpenteurandHolloway)fromCityProject07-19andestablishingitas CityProject07-32,andalsoconsideracceptingthefeasibilitystudyandorderingapublichearing. Background/Discussion Theproposedprojectlimitsareillustratedontheattachedprojectlocationmap.Streetandutility improvementsforSterlingStreetarelistedontheCitysCapitalImprovementsPlanfor2008.Thisstreetis inpoorcondition.Thereisnostormsewerinfrastructurepresentandnowaterqualitytreatmentis currentlyprovided.Theresidentsalongallaffectedstreetswerecontactedviamailingsandinformedabout theCitysproposedstreetreconstruction.Residentswithquestionsregardingthemailingwereencouraged rd tocallthePublicWorksDepartment.AneighborhoodmeetingwasheldtheeveningofJanuary23atthe MaplewoodCommunityCenter.Thismeetingcoveredproposedimprovements,assessmentinformation, andresidentdrivenissuesandconcerns.Approximately16residentsattended,includingabout4residents fromNorthSaintPaul.TheCityEngineerfromNorthSaintPaulattendedthemeetingbecausethearea northofRipleyonthewestsideofSterlingiswithinNorthSaintPaulcitylimits.Ajoint-powersagreement forcost-sharewillbeneeded. Thefeasibilityreportdiscussesstreetdesignoptionsasaresultofresidentconcernwithspeedingand trafficvolumes: 1)Two-waythroughroadway 2)One-waynorthboundfromLarpenteurtoRipley 3)Closedthroughwetlandarea Itisrecommendedinthefeasibilityreportthattheroadremainatwo-waythroughroadtoaccommodate thetrafficcomposedmainlyofneighborhoodresidentsandkeepsafetyaccesswhichwasaconcernofthe CityofNorthSaintPaul. Agenda Item L3 BudgetImpact Thetotalprojectbudgetasreportedinthefeasibilitystudyis$1,288,933.Theprojectbudgetdetailedin theCitysCapitalImprovementPlanis$2,400,000.TheamountofG.O.ImprovementBonds recommendedinthefeasibilitystudyis$385,769.Thefollowingisacomparisoninexpensesbetweenthe currentproposalandtheCapitalImprovementPlan.ThelastCIPwascompletedin2007. FinancialSourceFeasibilityRecommendation2008-2012CIPEstimate SpecialAssessments$213,164$467,000 EnvironmentalUtilityFund$200,000$200,000 CityofNorthSaintPaul$490,000$400,000 CityGOImprovementBonds$385,769$1,333,000 TOTALESTIMATES$1,288,933$2,400,000 RECOMMENDATION ItisrecommendedthatthecitycouncilapprovetheattachedresolutionsremovingSterlingStreetfromthe Myrtle-IdahoImprovementProject,CityProject07-19,establishingtheSterlingStreetImprovement Project,CityProject07-32,andacceptingthereportandcallingforapublichearingfor7:15p.m.,Monday, th February25,2008,fortheSterlingStreetImprovements,CityProject07-32. Attachments: 1.Resolutions 2.LocationMap 3.ExecutiveSummary RESOLUTION APPROVINGTHEREMOVALOFSTERLINGSTREETFROMCITYPROJECT07-19 AND APPROVINGTHEESTABLISHMENTOFCITYPROJECT07-32 WHEREAS,ithasbeendeterminedthatSterlingStreet,fromLarpenteurAvenueto HollowayAvenue,shouldberemovedfromthescopeoftheMyrtle-IdahoAreaStreet Improvements,CityProject07-19,andbeestablishedasSterlingStreetImprovements,City Project07-32. NOW,THEREFORE,BEITRESOLVEDBYTHECITYCOUNCILOFMAPLEWOOD, MINNESOTA: 1.ThatSterlingStreet,fromLarpenteurAvenuetoHollowayAvenue,isremovedfrom thescopeoftheMyrtle-IdahoAreaStreetProject,CityProject07-19. 2.ThatSterlingStreet,fromLarpenteurAvenuetoHollowayAvenue,ishereby establishedastheSterlingStreetImprovements,CityProject07-32. th Approvedthis11dayofFebruary2008 RESOLUTION ACCEPTINGREPORTANDCALLINGFORPUBLICHEARING nd WHEREAS,pursuanttoresolutionofthecounciladoptedOctober22,2007,areporthas beenpreparedbythecitysengineeringconsultantwithreferencetotheimprovementofSterling StreetfromLarpenteurAvenuetoHollowayAvenue,and WHEREAS,thereportprovidesinformationregardingwhethertheproposedprojectis necessary,cost-effective,andfeasible,and WHEREAS,saidportionofSterlingStreetwassubsequentlydesignatedastheSterlingStreet ImprovementProject,CityProject07-32. NOW,THEREFORE,BEITRESOLVEDBYTHECITYCOUNCILOFMAPLEWOOD, MINNESOTA: 1.ThecouncilwillconsidertheSterlingStreetImprovementsinaccordancewiththe reportandtheassessmentofabuttingpropertyforalloraportionofthecostoftheimprovement pursuanttoMinnesotaStatutes,Chapter429atanestimatedtotalcostoftheimprovementof $1,288,933. th 2.Apublichearingshallbeheldonsuchproposedimprovementonthe25dayof February,2008inthecouncilchambersofcityhallat7:15p.m.,andtheclerkshallgivemailed andpublishednoticeofsuchhearingandimprovementasrequiredbylaw. th Approvedthis11dayofFebruary2008 !"#$%&'(#)*%++,-.) 2*66+O"%",*'+'>"+01M0#"%'+5($5"('*"&+0%1+'>"+N*'3+$,+W056"2$$14+ !"#$%&%'%()*+",-.(*/01/2345656755 8%()*-9*1#,'":--;* Agenda Item L MEMORANDUM TO:ActingCityManager FROM:LindaOlson,CommunityDesignReviewBoardChair 2007CommunityDesignReviewBoardAnnualReport SUBJECT: DATE:February4,2008fortheFebruary11CityCouncilMeeting INTRODUCTION Annuallythecommunitydesignreviewboard(CDRB)reportstheboardsactionsandactivitiesfor thecitycouncilforthepreviousyear.In2007,theCDRBreviewedthefollowing27itemsduring their13meetings: TypeofProposalReviewed # NewDevelopmentProposals6 1.CaribouCoffee(1720RiceStreet) 2.Costco(1431BeamAvenue) 3.TheWoodlands(SophiaStreet,northofLarpenteurAvenueand eastofMcMenemyStreet) 4.PondOverlook(SouthofI-694andnorthofCountyRoadD) 5.TheShores(940FrostAvenue) 6.RegentatLegacyVillage(SoutheastCornerof LegacyParkwayandKennardStreet) Expansions/Remodels8 1.RamseyCountyCorrectionalFacility(297CenturyAvenue) 2.CornerKickIndoorSoccerFacilityandRetailSpace(1357CopeAvenue) 3.RollingHillsManufacturedHomeParkOfficeBuilding(1316PearsonDrive) 4.PremierBankSecondStoryAdditionandParkingLotExpansion (2866WhiteBearAvenue) 5.PoliceDepartmentShootingRangeContainmentStructure (2621LinwoodAvenue) 6.CostcoExteriorDesignRevision(1431BeamAvenue) TypeofProposalReviewed # Expansions/Remodels(cont.) 7.ComfortsofHomesExteriorDesignRevision(2300HazelwoodStreet) 8.LexusParkingLotExpansion(1245CountyRoadD) MiscellaneousReviewsandActions9 1.CarMaxAutoSuperstoreExteriorModifications(NECorner ofHighway61andBeamAvenue) 2.MaplewoodBusinessCenter1and2ComprehensiveSignPlan (1616and1730Gervais) 3.ReviewofWetlandOrdinance 4.NonconformingFour-PlexandThree-PlexLandscape/Screening ParkingPlan(1349and1359CountyRoadC) 5.SignCodeInterpretationElectronicReaderboardSigns 6.GladstoneStreetscaping 7.ConceptReviewfortheEnglishStreetManufacturedHomeSite (GladstoneNeighborhood) 8.Off-SiteDynamicDisplaySignOrdinance 9.TheShoresTreePreservationandLandscapePlan(940FrostAvenue) SpecialProjects4 1.CommunityPrideAwards 2.NewMemberOrientation 3.2006AnnualReport 4.CityCouncilQuestionsforNewCDRBMembers Total 27 2 COMPARATIVEINFORMATION YearNumberofItemsReviewed 200325 200425 200527 200633 200727 MEMBERSHIP TheCDRBconsistsoffivemembersappointedbythecitycouncil.Membershiptermsarefortwo years,withextensionsforadditionaltermsapprovedbythecitycouncil.Thecurrentmembership isasfollows: BoardMemberMembershipBeganTermExpires AnanthShankar8/8/941/1/08 MattLedvina3/10/971/1/09 LindaOlson3/26/011/1/09 MattWise2/12/071/1/08 JohnDemko2/26/071/1/09 OnFebruary12and26,2007,thecitycouncilappointedMattWiseandJohnDemkotoreplace JohnHinzmanandJoelSchurkewhoresignedfromtheCDRBin2006.Thecitycouncilalso reappointedMatthewLedvinaandLindaOlsontotheCDRBwithtermsexpiringJanuary1,2009. Citycouncilinterviewsforre-appointmentorappointmentoftermsexpiringJanuary1,2008,are tentativelyscheduledforFebruary11,2008. DISCUSSION 2007Actions/Activities In2007,theCDRBreviewed6newcommercialdevelopmentsthatcouldpotentiallyaddupto 17,661squarefeetofnewcommercialspace;10commercialexpansion/remodelsthatcould potentiallyaddupto77,760squarefeetofnewcommercialexpansionspaceanda1,100,000 squarefootindoorsoccercenter;and4newmulti-familydevelopmentsthatcouldaddupto348 newresidentialunits.TheCDRBhasconsistentlydemonstratedkeeninterestandskillintheir reviewsofthesedevelopmentprojectstoensuretheyareofthequalityofdesignandmaterials thatcomplementthesurroundingareasandimprovesasitesaesthetics. Thecityhasbecomemoredevelopedovertheyears,withverylittlevacantlandavailablefornew developments.Becauseofthis,citystaffhasprocessedmanyofthecitysremodelsandadditions as15-dayreviews,asallowedbycode,ratherthanthemoreformalreviewbytheCDRB.Also, becauseofthedevelopednatureofthecity,manyofthenewcommercialandresidential developmentsreviewedbytheCDRBareeitherredevelopmentofexistingbuildingsorin-fill development.TheCDRBwillcontinuetobeavitaladvisoryboardtothecitycouncilinthefuture, particularlywithmoreredevelopmentandin-filldevelopmentprojectsonthehorizon. 3 Thecityadoptedthecurrentsigncodein1977andmademinorrevisionstoitin1996.Thesign codeisoutdatedandallowsforexcessivesignagewithinthecommercialandindustrialzoning districts.OveraperiodofthreeyearstheCDRBresearched,gainedpublicinput,anddrafteda newsigncodetoaddresssomeoftheexistingcodesshortfalls.InMarch2007,theCDRB recommendedtothecitycouncilapprovalofanewsigncode.TheCDRBlooksforwardtothecity councilsreviewandeventualadoptionofthatnewcodein2008. TheCDRBheldajointmeetingwiththeenvironmentalandnaturalresourcescommissiontohear anddiscussapresentationontheproposedGladstonestreetscaping.Inaddition,theCDRBand planningcommissionchairsattendedoneoftheotherboard/commissionmeetingstodiscuss overlapofresponsibilities. 2008Recommendations/AreasofInterest 1.TheCDRBwillbedraftingtheon-sitedynamicdisplaysigncodeforapprovalbythecity council. 2.TheCDRBislookingforwardtothecitycouncilsreviewofthedraftsigncodefor implementationin2008. 3.TheCDRBwillworkwithstaffonrecommendedsiteanddesigncriteriaforthecitys proposedGladstoneneighborhoodredevelopmentarea,includingstreetscaping. 4.TheCDRBisinterestedingainingabetterunderstandingofsustainablebuildingdesign concepts.Theboardhopestosupporttheimplementationoftheseconceptsforprojects thatarereviewedandapprovedbythecity,particularlyprojectswithintheGladstone neighborhoodredevelopmentarea. 5.TheCDRBisinterestedingainingabetterunderstandingandworkingknowledgeofthe useofpervioussurfacesindevelopment-howtheyfunction,howtheyage,andhowthey relatetothecityscodes. 6.Comprehensiveplanreviewandupdate. CONCLUSION In2008,theCDRBwillcontinueitsdedicationtothequalitydesignofbuildingsanddevelopments, ensuringahighqualityoflifeforthecitizensofMaplewood. P\com-dev\communitydesignreviewboard\annualreport(2007) 4 Item#L5 MEMORANDUM TO: ChuckAhl,ActingCityManager FROM: CouncilmemberWillRossbach DATE: February6,2008 RE: VisitorPresentationDiscussion Itseemsasiftheconceptofallowingpeopletospeaktothecouncilaboutitems whicharenotontheagendaisnotfunctioninginthemannerwhichitwas intended.Whiletherecertainlyhavebeenoccasionsthatcitizenshaveusedthe opportunitytoforwardrelevanttopicsandexpresstheirconcerns,themajorityof thetimewehavepeoplewhoarenotresidentsofthecityorbusinessownersin MaplewoodusingtheVisitorPresentationportionoftheagendatoadvancetheir personalviewsofthecouncil,stafforthecityingeneral. IbelievethattheVisitorPresentationportionoftheagendaisintendedtoallow citizensandbusinessownersofMaplewoodanopportunitytobringtheirissues orconcernstotheattentionofthecouncil.Thecouncilcanthenreacttothat informationastheydeemappropriate. WhileIwouldagreewithanindividualsfirstamendmentrightsandtheirrightto petitiontheirgovernment,thefactofthematteristhattheMaplewoodcouncil doesnotneedtoprovidetheseprotectionstoindividualsotherthanthosewhich werepresent.Additionally,inmyopinion,wearenotobligatedtoprovidethe mediaasourceforthemtovoicetheirviews.Ourjobistorepresentthepeople ofMaplewoodandprotecttheirrights. IwouldrecommendthatwechangetheVisitorPresentationportionofthe agendalimitingitsscopetoresidentsandbusinessownersoftheCityof Maplewoodthathavelegalresidencyandorbusinessownershipinthecity. Item#L6 MEMORANDUM TO: ChuckAhl,ActingCityManager FROM: CouncilmemberWillRossbach DATE: February6,2008 RE: CitizenCommitteeforOrdinanceReview AttheJanuary21stcouncilmeetingIintroducedarequesttoformacitizens committeeforthepurposeofreviewingthecityordinancesthatrelateto nuisancesandrecreationalfires. AttachedisinformationthatIdistributedtoindividualsattendingtheSouthLeg rd gatheringonJanuary23thatwasheldattheLondinLanefirestationpertaining tothistopic.Thisinformationissubmittedtocouncilforthepurposesof discussion. Agenda Item L7 AGENDAREPORT TO: CityCouncil FROM: CharlesAhl,ActingCityManager SUBJECT:BudgetModificationsRevisionstoManagementStructureandCreationof AssistantCityManager/CommunityDevelopmentDirectorPosition DATE: February6,2008 INTRODUCTION OnDecember27,2007,theCityCouncilapprovedthefinalbudgetfor2008.Includedwithinthatbudget wasamanagementstructureandpositionsofFinanceandAdministrationManager,CitizenServices Manager,andPublicSafetyManager.TheFinanceandAdministrationManagerandthePublicSafety ManagerarepositionsthatCityManagerexecutedcontractsforthesepositions.Thecontractswerenot approvedbytheCityCouncil.TheCitizenServicesManagerisalsotheCityClerk.Shedoesnothavea contract.Iamrecommendingthatthesethreepositionsbeeliminatedfromthe2008Budgetasarevision andthatweaddthepositionofAssistantCityManager/CommunityDevelopmentDirector.Approvalfrom theCityCounciloftheserevisionsisrequiredtoproceed. Background rd OnDecember3,theCouncilconductedaTruthinTaxationHearingonthe2008Budget.Aspartofthat presentationandinformationprovidedtothestaff,itwasproposedthatthreepositions[twoplannersanda clerkpositionintheCitizenServicesarea]withintheCitybeeliminatedaspartofthe2008Budget.On December10,2008,theCouncilwasdebatingthisinformation,andinmypositionasPublicWorks Director,IsuggestedtotheCityCouncilthatanumberoftheDepartmentHeadswerepreparedtomake adjustmentswithintheirbudgetsthatwouldallowtheCityCounciltoretainthethreepositions.TheBudget wasapprovedonDecember10,2008withtheprovisionthattheDepartmentHeadsprovidea recommendationtotheCityManagerandFinanceandAdministrationManagerthatwouldretainthethree positions.TherecommendationswereprovidedbytheDepartmentHeads.TheCityManagerand FinanceandAdministrationManagerprovidedrevisionstotheCityCouncilattheirSpecialMeetingon December27,2007thatretainedthosethreepositionsbyeliminatingsomevacantpositionsandreducing travelandtraining,alongwithacoupleofotherlesseradjustments.Thethreepositionsallwereadded backintotheapproved2008Budget,eventhoughitwasproposedbytheDepartmentHeadsthatoneof thePlannerpositionsshouldbeeliminated,sinceoneoftheplannerswastobetransferredtothePublic WorksDepartmentinthepositionofEnvironmentalPlanner;apositionthatwaspartoftheapproved budget. Proposal ThebudgetincludesthethreeManagementpositionsofFinanceandAdministrationManager,Citizen ServicesManagerandPublicSafetyManager.ThesepositionscreateaseparationbetweentheCity ManagerandtheDepartmentHeads.Ibelieveandrecommendthatthisisnotaproductivenorefficient managementstructurefortheCity.TheCityManagerisresponsiblefortheday-to-dayoperationofthe CityandshouldbeindirectcontactwiththeDepartmentHeadswhohavedirectcontroloverthebudgets andprogrammingexpenditureswithintheirareasofresponsibility.Establishingalayerofresponsibility betweenthisreducestheeffectivenessofcommunicationandIbelievedoesnotprovidefordirect feedback[bothpositiveandnegative]betweentheCityManagerandthepersonsresponsibleforthe programs.Inaddition,thelevelofresponsibilityrequiredoftwooftheManagerpositionsisoverwhelming andinmyopinion,notreasonabletoassigntoanyindividual.IbelievethattheFinanceandAdministration ManagerandtheCitizenServicesManagerwiththeirdualresponsibilitiesofFinanceDirectorandCity Clerk/RecreationDirector,respectively,cannotadequatelyperformthedualdutieswithenoughtimeand dedicationtoprovidethenecessaryoversightanddirection. BudgetRevision PageTwo ProposalReview ThepositionofAssistantCityManager/CommunityDevelopmentDirectorwasanapprovedCityposition andbudgeteduntilitwaseliminatedinthe2007budgetafterMelindaColemanleftfortheprivatesectorin June2006.Thepositionoriginallyprovided50%ofthetimeasdirectiontotheCommunityDevelopment Departmentandtheremaining50%assistingtheCityManagerandHRDirectorwithoverallCity operations.Itisproposedthatthispositionbeplacedbackintothebudgetandfilledimmediately.With ComprehensivePlanningandredevelopmentactivities,thereisacriticalneedfordirectioninCommunity Development.Theestimatedcostofthepositionwithbenefitsin2008wouldbe$168,000annually,which wouldbeatoppayrangeof$112,000,whichisconsistentwiththepayrangeadjustedfrom2006.Since thepositionwillnotlikelybefilleduntilApril2008,ifthisactionisapprovedbytheCityCouncil,the2008 expenditureforthispositionwouldbe$110,000. TheManagerpositionswouldbeadjustedasfollows: 1.TheFinanceandAdministrationManagerhasacontractthatexpiresonMarch8,2008.Itis proposedthatthispositionbeeliminated,allowingthecurrentcontracttoexpireandthatthe positionofFinanceDirectorberecreatedatapproximatelythesamepayrateastheManager position.TheHRAttorneyandCityManagerwillneedtodevelopandworkwithMr.Mittetto determineanappropriatetransitiontothispositionorotheralternatives.Forbudgetingpurposes, therevisionshouldbeneutral,althoughtheCouncilneedstocreatethepositionofFinance DirectorwiththeunderstandingthattheFinanceandAdministrationManagerpositionisbeing eliminated.Amotionapprovingthisactionisrecommended.Theactiontofillthepositionandthe personneldecisionswillbemadebymeastheCityManager. 2.TheCitizenServicesManagerpositionisnotundercontractalthoughitisidentifiedwithinthe budget.Again,thisisarevenueneutralrevisioninthattherecommendedmotionwouldbeto createthepositionofCitizenServicesDirectorandeliminatethepositionofCitizenServices Manager.ThepersonneldecisionwillbemadebytheCityManager.TheHRAttorneyandCity Managerwillworkthroughanyconsiderationsofthe2newpositionswithinbargainingunits (FinanceDirectorandCitizenServicesDirector). 3.ThePublicSafetyManagerpositionwasfilledinOctober2007.Theattachedcontractcreates someissueswiththisposition.Itisproposedthatthispositionbeeliminated.Current assignmentsforthispositionincludefillinginfortheCodeEnforcementOfficerwhoisonmedical leave;attendanceatEmergencyManagementCoursesandreviewofordinances.Eliminationof thispositionshouldnotadverselyimpacttheoveralloperationsoftheFireandPolice Departments.Thecontract,becauseitwasnotapprovedbytheCouncilisinquestion,especially theprovisionsforpaymentof50%ofthesalaryifthepositioniseliminatedpriortoMarch9,2009. TheHRAttorneyandCityAttorneyarereviewingthismatter.ThecurrentManagerhasrequested thathebeabletoreturntohispreviouspositionofAssistantEmergencyManagementDirector, whichiscurrentlyabudgetedposition.IfthisactionisapprovedbytheCouncil,thecurrent ManagerwouldbeterminatinghisdutiesasPublicSafetyManageronFebruary29,2008and resuminghisdutiesasAssistantEmergencyManagementDirectoronMarch1,2008.The contractissueswillrequireadditionallegalanalysisandnegotiationwiththecurrentPublicSafety Manager.Financialimpactsinanyscenariowillbepositivetotheoverallbudgetifthepositionis eliminated. 4.AspartofthedutiesoftheproposedpositionofAssistantCityManager/CommunityDevelopment Director,thepositionofplanner,whomovedtotheEnvironmentalPlanner,isnolongerrequired, aswell,thispositionwilllikelyreducesomeoftheneedfortheHRAttorney.TheHRAttorneyis currentlyonaretainerof$6,600permonth.Thiswillresultinasavingsof$95,000fromthe PlanningDivisionprogramforeliminationofthePlannerandatleast$36,000annually[$24,000in 2008]inreducedrelianceontheHRAttorney. BudgetRevision PageThree BudgetImpact Thefundingforthisproposalonanannualbasisisasfollows: CreationofFinanceDirector$0 CreationofCitizenServicesDirector$0 EliminationofPublicSafetyManager-PoliceProgram$(133,596) EliminationofPlannerPlanningProgram$(95,000) ReductioninHRAttorneyFeesAdminProgram$(36,000) CreationofAssistantCityManagerAdminProgram$84,000* CreationofCommunityDevelopmentDirectorPlanning$84,000* NetAnnualSavingstoProgramsbasedon2008Dollars$96,596 ApprovalProcess Separatemotionsforeachactionarerecommended.Asnotedpreviously,thisisanactionthatfallsunder theresponsibilitiesoftheCityManager,exceptthatthepositionsthatdonotexistwithinthebudgetneedto beapprovedbyactionoftheCityCouncil.Thespecificproceduresoftheindividualsthatfillthepositions aretheresponsibilityoftheCityManager.IfthisisapprovedbytheCityCouncil,theintentistoimplement thesechangesoverthenexttwomonths. RECOMMENDATION ItisrecommendedthattheCityCouncilapprovethefollowingrevisionstothe2008Budget: 1.CreationofthepositionofFinanceDirectorpositionatacostapproximatelyequaltothepositionof FinanceandAdministrationManager,whichpositionshallbeeliminated.TheActingCityManager andHRAttorneyaredirectedtoimplementthispositionintotheoverallBargainingGroupstructure asrequiredbyoverallagreements. 2.CreationofthepositionofCitizenServicesDirectorpositionatacostapproximatelyequaltothe positionofCitizenServicesManager,whichpositionshallbeeliminated.TheActingCityManager andHRAttorneyaredirectedtoimplementthispositionintotheoverallBargainingGroupstructure asrequiredbyoverallagreements. 3.EliminationofthepositionofPublicSafetyManagerfromtheoverallbudget.TheHRAttorneyand ActingCityManagerareherebydirectedtoinvestigatethecurrentcontractwiththePublicSafety Managerandareauthorizedtoprepareaseparationagreement. 4.EliminationofthepositionofoneplannerinthePlanningprogram. 5.CreationofthepositionofAssistantCityManager/CommunityDevelopmentDirectoratanannual costin2008dollarsof$168,000,includingallbenefitsandemployeeexpenses,withatoppay rangeof$112,000.TheHRAttorneyandActingCityManagerareauthorizedtoimplementthis positionintotheoverallCityprogramsasnecessary. Attachment: 1.RobertDollerschellEmploymentContract 2.RobertMittetEmploymentContract Item#N1 MEMORANDUM TO: ChuckAhl,ActingCityManager FROM: KarenGuilfoile,CityClerk DATE: January29,2008 RE: AbsenteeBallotQuestion Aquestionwasaskedregardingvoterstelephonenumbersbeingoninformation gatheredandorrequiredwhenprocessinganabsenteeballot. Toprocessanabsenteeballotthevotersubmitsanapplicationformrequestingtheballot. Onthisformthereisanoptionallineforatelephonenumber.Oncethisformis submitted,itisenteredintotheStateVoterRegistrationSystem(SVRS)maintainedby theSecretaryofStatesOfficeandisthenclassifiedaspublicinformationunderChapter 13. WhenanindividualrequestsvoterlistsfromtheSecretaryofStatesOfficefor campaigningpurposesthelistcontainsthefollowinginformationwhichinthisvenueis consideredpublic: Name Address PhoneNumber VotingHistory YearofBirth TheCityClerkofficehasnever,tomyknowledge,hadarequestforacopyofany absenteeballotapplication.