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94-1031 s7 ion DEPARTMENT /OFFICE /COUNCIL DATE I 1ATED N° 17422 FIRE & SAFETY SERVICES 6/ -:/94 GREEN SHEET INITIAL/DATE INITIAL/DATE — CONTACT PERSON & PHONE DEPARTMENT DIRECTOR © CITY COUNCIL Warren Schaub 228 -6212 ASSIG C 7 CITY ATTORNEY EJ CITY CLERK NUMB SERVICES DIR. BUDGET DIRECTOR FIN. T. MUST BE ON COUNCIL AGENDA BY (DATE) ROUTI K BUDGET & MG ORDE- MAYOR (OR ASSISTANT) ❑ TOTAL # OF SIGNATURE PAGES (CLIP L LOCATIONS FOR SIGNATURE) ACT - ro a j 5 T $ve the attached Council Resolutio authorizing the Department of Fire and Safety Services to enter into a fire protection contract with I r t esota Mining and Manufacturing Co., and the City of Maplewood. RECOMMENDATIONS: Approve (A) or Reject (R) PE - - ONAL SERVICE CONTRACTS MUST ANSWER THE FOLLOWING QUESTIONS: PLANNING COMMISSION _ CIVIL SERVICE COMMISSION 1. as this person/firm ever worked under a contract for this department? - C113 COMMITTEE YES NO 2. as this person /firm ever been a city employee? - STAFF YES NO - DISTRICT COURT 3. ' • es this person/firm possess a skill not normally possessed by any current city employee? SUPPORTS WHICH COUNCIL OBJECTIVE? YES NO Ex . aln all yes answers on separate sheet and attach to green sheet INITIATING PROBLEM, ISSUE, OPPORTUNITY (Who, What, When, Where, Why): The City of Saint Paul Department of Fire : d Safety Services will provide fire protection response to Minnesota Mining and Manufacturing Co. or an annual fee. ADVANTAGES IF APPROVED: Additional revenues will be generated by t e Saint Paul Fire Department. DISADVANTAGES IF APPROVED: C None. DISADVANTAGES IF NOT APPROVED: Loss of potential revenue for the City TOTAL AMOUNT OF TRANSACTION $ 15,000,00 COST /REVENUE BUDGETED (CIRCLE ONE) YES NO FUNDING SOURCE ACTIVITY NUMBER 735_55001 FINANCIAL INFORMATION: (EXPLAIN) NOTE: COMPLETE DIRECTIONS ARE INCLUDED IN THE GREEN SHEET INSTRUCTIONAL MANUAL AVAILABLE IN THE PURCHASING OFFICE (PHONE NO. 298 - 4225). ROUTING ORDER: Below are correct routings for the five most frequent types of documents: CONTRACTS (assumes authorized budget exists) COUNCIL RESOLUTION (Amend Budgets /Accept. Grants) 1. Outside Agency 1. Department Director 2. Department Director 2. City Attorney 3. City Attorney 3. Budget Director 4. Mayor (for contracts over $15,000) 4. Mayor /Assistant 5. Human Rights (for contracts over $50,000) 5. City Council 6. Finance and Management Services Director 6. Chief Accountant, Finance and Management Services 7. Finance Accounting ADMINISTRATIVE ORDERS (Budget Revision) COUNCIL RESOLUTION (all others, and Ordinances) 1. Activity Manager 1. Department Director 2. Department Accountant 2. City Attorney 3. Department Director 3. Mayor Assistant 4. Budget Director 4. City Council 5. City Clerk 6. Chief Accountant, Finance and Management Services ADMINISTRATIVE ORDERS (all others) 1. Department Director 2. City Attorney 3. Finance and Management Services Director 4. City Clerk TOTAL NUMBER OF SIGNATURE PAGES Indicate the #of pages on which signatures are required and paperclip or flag each of these pages. ACTION REQUESTED Describe what the project/request seeks to accomplish in either chronologi- cal order or order of importance, whichever is most appropriate for the issue. Do not write complete sentences. Begin each item in your list with a verb. RECOMMENDATIONS Complete if the issue in question has been presented before any body, public or private. SUPPORTS WHICH COUNCIL OBJECTIVE? Indicate which Council objective(s) your project/request supports by listing the key word(s) (HOUSING, RECREATION, NEIGHBORHOODS, ECONOMIC DEVELOPMENT, BUDGET, SEWER SEPARATION). (SEE COMPLETE LIST IN INSTRUCTIONAL MANUAL.) PERSONAL SERVICE CONTRACTS: This information will be used to determine the city's liability for workers compensation claims, taxes and proper civil service hiring rules. INITIATING PROBLEM, ISSUE, OPPORTUNITY Explain the situation or conditions that created a need for your project or request. ADVANTAGES IF APPROVED Indicate whether this is simply an annual budget procedure required by law/ charter or whether there are specific ways in which the City of Saint Paul and its citizens will benefit from this project/action. DISADVANTAGES IF APPROVED What negative effects or major changes to existing or past processes might this project/request produce if it is passed (e.g., traffic delays, noise, tax increases or assessments)? To Whom? When? For how long? DISADVANTAGES IF NOT APPROVED What will be the negative consequences if the promised action is not approved? Inability to deliver service? Continued high traffic, noise, accident rate? Loss of revenue? FINANCIAL IMPACT Although you must tailor the information you provide here to the issue you are addressing, in general you must answer two questions: How much is it going to cost? Who is going to pay? 1 JUL 12 '94 11J:e.3 r.4 YY - /Q3 / AGREEMENT -1u "/ An agreement dated this day of ogre, 1994 by and between the City of Saint Paul, a municipal corporation organized and existing under the laws of the State of Minnesota, hereinafter "CITY" and Minnesota Mining and Manufacturing Company, a corporation organized and existing under the laws of the State of Delaware, hereinafter "3M and the City of Maplewood, a municipal corporation organized and existing under the laws of the State of Minnesota, hereinafter "MAPLEWOOD." WHEREAS, the CITY has the facilities and staffing to provide fire protection to 3M to service 3M's Maplewood Campus, and WHEREAS, 3M has need of ancillary fire protection services for a limited duration during a transition period of securing an established and primary fire protection service, now therefore IT IS MUTUALLY AGREED by and between the parties as follows: 1. That this agreement shall commence the date first above written and to be inserted by 3M's signatory and shall be in force and effect until January 1, 1995. 2. That the CITY will provide 3M with the following fire protection services: (a) the normal response to any fire alarm shall be two (2) pumper trucks, one (1) ladder truck, one (1) heavy rescue truck or an additional pumper truck and a chief officer; (b) in incidents where a 9 -1 -1 caller has confirmed there is a fire, the CITY will respond as provided in (a) above and one (1) additional pumper; (c) in incidents where the 9 -1 -1 caller has confirmed that there is no fire, one (1) unit of fire apparatus; will be dispatched for confirmation of the initial report; (d) all of the responses for safety services such as emergency medical services (EMS), first responses for EMS, fire preventions or investigation services and hazardous materials handling are not included in this agreement. 3. That MAPLEWOODIagrees for the sum of One Dollar ($1.00) to be paid by 3M to immediately transfer 9 -1 -1 calls to their emergency communications center from 3M for fire protection services to the CITY's emergency communications centers via one button transfer. JUL 12 '94 10:24 r.D 9 - / ° 3 4. That 3M will remit to the CITY a retainer or standby fee oftFifteen Thousand Dollars ($15,000) payable in three (3) equal installments on August 1, October 1, and December 1, 1994. This fee shall be in defrayment of the CITY's cost in supplying a= twenty -four hour per day, seven day a week response capability. 5. That 3M will additionally remit to the CITY One Thousand Dollars ($1,000) per hour or for any part of an hour for any CITY response to 3M for fire protection services regardless of the number or types of units the CITY deploys, but will not be charged for false alarms. Time shall be marked from the initial alarm request to the time of return to CITY quarters. The CITY will issue its invoice per incident which shall be paid by 3M in thirty days. 6. That if MAPLEWOOD contracts with the CITY for fire protection services to the east of the Saint Paul city limits, then in that event the 3M campus would be included therein and this agreement will be void. . 7. That 3M and the CITY immediately upon signing this agreement, will jointly conduct a 3M campus familiarization so that CITY fire staff may efficiently service the 3M campus. • S. That for the purposes of this agreement, the 3M campus or fire protection services area shall be: those properties of 3M enclosed by McKnight Road on the west; Century Avenue on the east; Interstate 94 (Hudson Road) on the south; and Minnehaha Avenue on the north. Dated: June 22, 1994 Minnesota Mining and Manufacturing Company BY= Its: Staff V esident - Jpmpn R. Jensen Office Administration Services By _ L Its: Assistant Se rPtjry - Rngar P. Smith Dated: -i y City of + •lew. •d i BY : ✓ /I .. It r /amita - .ei -F— By: Jji Its: 77W2,/ 2 JUL 1G '74 la•c4 Aw• -• • -d As o F of Sik.nt au • Pat71 F. Mccloskey Mayor Assistant City Attorney Fire Chief C?)t f � ^ Director - Department of Finance and Management Services • • • • : =s 3 ff / i o ORIGINAL Council File # / A: Green Sheet # v26 % RESOLUTION CITY OF SAINT PAUL, MINNESOTA Presented By ZACIeeil d „/ / Referred To ■ Committee: Date / gor _ \c'\ C f °„ a8. \ c\'�t / 1 NEIGHBORHOOD SALES TAX REVITALIZATION PROGII 2 WHEREAS, Saint Paul's distinct and varied neighborhoods are one of the city'siost important strengths; 3 and diversified housing, strong attractive commercial business strips with ple parking, an appealing 4 physical environment, and other projects that serve a community purpo are key to promoting and 5 continuing the health and well being of all our neighborhoods, and 6 WHEREAS, the sales tax proceeds designated for neighborhood revitalization represent an extraordinary 7 opportunity for community development and capacity building anc} therefore, should be treated as a 8 unique community resource, and / 9 WHEREAS, while sales tax proceeds are public money, they are so community money. As public money, 10 sales tax proceeds call for a high level of sound fiscal overs t and public accountability and must be 11 subject to the terms of state and local law, generally accepted accounting standards and full public 12 disclosure. As community money, sales tax proceeds call for a special kind of community stewardship and 13 must be allocated through a broadly - based, open, pubji'c process. No one should presume to use or 14 allocate them outside of this public process, and / 15 WHEREAS, sales tax proceeds are collected from ghry one making retail purchases in the city and they 16 are not "just another city revenue source" and shc}iild not be treated as such; now therefore be it / 17 RESOLVED that the use and allocation of salei tax proceeds shall be governed by the following process: , 18 NEIGHBORHOOD SALES TAX BOARD , 19 A. Subject to the approval of the Ci Council, the Mayor will appoint, using the open appointment 20 process, a Neighborhood Sales/ flax Board, consisting of eleven members incorporating the 21 following areas of expertise: / 22 2 members of the fin cial Community active in neighborhood lending 23 2 community develo ent representatives 24 2 neighborhood bu ness representatives 25 2 district council r presentatives 26 1 at -large memb 27 1 citywide for -p fit developer 28 1 member wit job training and education expertise 29 All members of the Neighborhood Sales Tax Board shall be residents of the City of Saint Paul and 30 shall serve no more than two consecutive three year terms. The initial board shall serve staggered 31 terms, determined by lot after the board is seated. 9 ; - , • UftiINAL 9.4/ /e3z 1 The Administration shall make available to the Board, sufficient staff and other resources to 2 enable the Board to carry out its duties. h Board \ 3 B. Duties of t e oard 4 4 The primary duties of the Board shall be to carry out the Neighborhood Sales Tax Revital' Lion Program 5 and shall include: 6 1. To Review strategies and projects submitted for funding. For each s ti i g cycle, recommend 7 a package of projects to be presented to the Mayor and City Co cil for approval. 8 2. To identify, evaluate and recommend additional funding so ces or financing vehicles to 9 leverage and maximize sales tax dollars. 10 3. To establish a subcommittee structure and administr . 've procedures consistent with the 11 City's Administrative and Legislative Codes, the rul - . of the City Council and the program 12 guidelines as adopted. 13 4. To continue to define and recommend modifi . 'ons to these policies and procedures which 14 guide the use of these funds consistent with he program guidelines and selection process 15 outlined below. 16 5. To provide an Annual Report to the ayor and City Council. 17 PROG ' ► GUIDELINES 18 The program guidelines including eligibility . ' d program objectives shall be: 19 A. Eligibility 20 1. Eligible Applicants. An . ublic and /or private entity located within or doing business within 21 Saint Paul. 22 2. Eligible Areas. Neighborhood strategies or projects located within the legal boundaries of 23 the City of Saint aul shall be eligible. 24 3. Ineligible Act' 'ties. Any activity not leading directly to the completion of a capital project 25 is ineligible. 26 4. Complet' • n of Project. Activities funded by sales tax proceeds should be completed or self- 27 sustai ' g within a time frame designated in the project proposal or strategic agreement 28 negot' . ted with the City after approval for funding. 29 5. As 'nistrative Expenses. Administrative costs related to a capital project shall not exceed 30 : % of the total capital project cost. Legal, design, engineering, environmental, etc. costs 31 an be included in the 85% of the project cost. Requests for a higher amount must be 32 justified by the nature of the; project. 33 6. Geographical distribution of the sales tax proceeds throughout the city is expected over time. 34 B. Objectives ORIGINAL 9 - / 0 � 1 The objectives of the program shall be to: — ON c\iircx.L1- ) 09 2 1. Improve and /or stabilize housing stock. 3 2. Improve and /or stabilize ideal retail, commercial or manufacturing bus' esses, or 4 neighborhood -based cultural organizations. 5 3. Promote creative use of coalitions and imaginative development strategies to 'address Saint 6 Paul neighborhood needs. 7 4. Build neighborhood -based community development capacity. ' 8 5. Build the city's tax base. 9 6. Create living wage jobs. 10 7. Provide job training. 11 Proposals will be judged on their merits through a flexible, competitive proccss. Creative, comprehensive, 12 and effective proposals, that is to say, the "best" proposals will be funded'. 13 Within these guidelines and objectives, the Board may recommend for funding either strategies or projects. 14 Strategies are defined as having these characteristics: / 15 1. They are neighborhood generated, which means that neighborhoods articulate their own perceived 16 problems, needs and opportunities. In concert with shared neighborhood values, neighborhoods 17 may design the best approaches and alternatives available to address these problems, needs and 18 opportunities. ' 19 2. They are custom -built and governed by individual contracts which means strategies will be funded 20 through individually negotiated contracts. The terms of the contract will specify the expected 21 outcomes in both quantitative and qualitati a terms, identify acceptable costs, maximum spending 22 levels and agreed upon options and /or ion alternatives. Accountability will be rigorous, and 23 achieved through the terms of the irtdi ' ual contracts rather than through general programmatic 24 regulations. r' 25 3. In most cases, these strategies sh , d be generated by neighborhood leaders and neighborhood 26 organizations. We expect strategi to emanate from neighborhoods, sponsored by a neighborhood- 27 based district council, co ' 'ty development corporation, business association or arts 28 organization. Collaboratio among community -based organizations is encouraged, but not 29 required. 30 ALLOCATION P ' OCESS, CRITERIA AND PROGRAM IMPLEMENTATION 31 The Application Process s i • 11 be: 32 A. A pre - applicati I must be submitted to begin the application process and requires: 33 1. A brie description of the strategy or project proposed. 34 2. An stimate of the amount of funds to be requested from the sales tax funds and the total 35 co- of the strategy or project and sources for additional funds. 36 3. The organization and /or persons responsible for developing and implementing the proposal. ORIGINAL 1 4. A brief description of the types of coordination that the proposal will have with ther 2 groups, projects, and /or programs. 3 B. Attendance at an orientation workshop held at the beginning of each cycle is recomm ded. This 4 workshop shall provide information about the application procedure and an oppo 'ty to discuss 5 types of proposals that can be submitted. 6 C. Final applications must be submitted. Staff assistance with the applicati will be provided if 7 requested. The final application should include information such as: 8 1. Purpose of the proposal and how it meets program goals. ` 1 GI 3 4 " / 9 2. Detailed description of the proposal's activities or elemen, 10 3. Documentation for the proposal, such as demographic d ta, statistics, priorities and policies 11 that support the targeting of money for this particul project. 12 4. Neighborhood impact and projected results. 13 5. Method and level of citizen and neighborhood participation. 14 6. Applicant's experience and capability related, to the successful completion of the proposed 15 strategy or project. 16 7. A complete budget including the amount and type (loan/grant) of funds requested and other 17 sources of funds and support: expected. 18 D. All applications must be complete and on time. 19 E. Application Time Line. There will/he two funding cycles per year. If possible, these funding 20 cycles should be synchronized with/other program funding cycles. 21 F. Completed applications will be s to affected district councils, business organizations, and CDC's 22 for information purposes. !/ i 23 Selection 24 A. Selection Process 25 1. The selection ocess is competitive. The Board will determine the quality of the proposals. 26 The number f applicants funded will depend on the size and quality of the proposals and 27 the availab' ity of funding. Projects considered to be of insufficient quality will not be 28 recomme ed for funding, elven if funds are available. 29 2. There '11 be two funding cycles per year as long as the program has funds. 30 3. App cations will be reviewed for completeness, eligibility, and feasibility by Board staff. 31 4. a Board will review complete applications and recommend a package of strategies and /or 32 projects to the Mayor and City Council. ORIC�I 9yl ° � � 1 ty Council will, by resolution, act upon the Board's recommendations and set the 2 budgets of the approved proposals. ) 1 ��� I � - 3 B. li ili and Selection Criteria gi tya 4 Eligibility of applications is based on both eligibility and selection criteria. If application is in 5 conflict with any eligibility criteria, it will be dropped from the selection rocess. Eligibility 6 criteria are set forth in the program guidelines. 7 Selection Criteria 8 Eligible proposals will be ranked based on the following: 9 1. Proposal will not be a duplication of, but may supple nt, an existing private or public 10 program. 11 2. Proposal is financially feasible with the public d private resources identified by the 12 applicant. 13 3. Managing organization, its staff, and /or its oard of directors has the capability to 14 successfully complete the project. 15 4. Proposal has significant neighborhoo • impact, which is indicated if its activities are 16 sufficiently concentrated within an ide s 'fled geographic area to result in a significant visual 17 or economic impact. 18 5. The proposal shows sufficient pl . s s ' g or feasibility analysis to indicate a high probability 19 of success. 20 6. An appropriate mix of resid nts, property owners and /or business people relevant to the 21 project or strategy are p . pating the planning, development and implementation of the 22 proposal. 23 7. Proposal has been pre ed within the context and recognition of any existing neighborhood- 24 generated strategic p ns. 25 Bonus credit should be awardee to projects and strategies demonstrating: 26 1. A consensus of upport from district council, community development, arts and /or business 27 organizations n the affected neighborhood. 28 2. A positive mpact on the city's property tax base. 29 3. A posit' a impact on the environment of the affected neighborhood. 30 4. A po itive impact on the pairking or transportation systems in the neighborhood. 31 5. ositive impact on small businesses in the area. 32 6. An ability to leverage additional public or private funds or resources. r NI Q � ?e/ P R I "� I and creativi . 2 8. Proposals involving loans _\)\(..X.PsC 3 9. A positive impact toward balancing the distribution of city and /or regio i • . resources. 4 Points will be deducted if the sales tax proceeds: 5 1. Displace existing funding sources. 6 2. Supplement other capital funding programs. / 7 Program Development and Implementation 8 Upon selection by the City Council, each recipient will have five month's to refine its program, secure its 9 private match and enter into a partnership' contract with the City of ) Saint Paul. 10 Performance guidelines will be written into each contract to require each recipient to demonstrate 11 measurable results consistent with the sale$ tax objectives. 12 A. Proposal Refinement. The applicant shall be responsible' for the development of specific program 13 activities, the generation of cost estimates, the securing of other financial commitments and /.or 14 contributions, and the identification of and resolution of maintenance issues. 15 B. Accountability for Matching Funds. Each selected a(pplicant will be responsible for securing other 16 financial contributions that match the declaration contained in the application. If progress on 17 obtaining the match is insufficient, the City will work with the neighborhood applicant to review 18 and possibly revised its contribution proposal Aind Half Cent Sales Tax funding request. If any 19 applicant is dropped, its funds will be realloc*ed to the next funding cycle. 20 RiVIEW 21 The City Council will review the program ann /ally at a public hearing, to measure performance and act 22 upon changes to these guidelines. Blakey Yeas Nays event Requested by Department of: Grimm Guerin Harris Megard Rettman Thune _ By: Adopted by Council: Date Form Approved by City Attorney Adoption Certified by Counc Secretalry By: � By: Approved by Mayor for Submission to Council Approved by Mayor: Dat- By: By: