HomeMy WebLinkAbout3-25-2026 CC Workshop Agenda PacketCITY OF FALCON HEIGHTS
City Council Workshop
City Hall
2077 West Larpenteur Avenue
AGENDA
Wednesday, March 25, 2026
6:00 P.M.
A.CALL TO ORDER:
B.ROLL CALL:GUSTAFSON____ MAY___
MIELKE___ MOGEN ___ WASSENBERG___
STAFF PRESENT: LINEHAN___
C.POLICY ITEMS:
1.Presentation by Roseville Area Community Foundation (RACF) (6:00)
2.Community Advisory Committee – Application Review Process (6:20)
3.Lauderdale Street Sweeping Contract Proposal (6:45)
4.Consider Approving a Contract with TimeSaver OffSite Secretary, Inc. for Recording
Minutes (6:50)
D. ADJOURNMENT:
DISCLAIMER: City Council Workshops are held monthly as an opportunity for Council Members to discuss policy topics in greater detail prior to a formal meeting where a public hearing may be held and/or
action may be taken. Members of the public that would like to make a comment or ask questions about an
item on the agenda for an upcoming workshop should send them to mail@falconheights.org prior to the
meeting. Alternatively, time is regularly allotted for public comment during Regular City Council Meetings (typically 2nd and 4th Wednesdays) during the Community Forum.
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BLANK PAGE
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REQUEST FOR COUNCIL ACTION
City of Falcon Heights, Minnesota __________________________
Item Roseville Area Community Foundation – Charitable Gambling Proposal
Description
Roseville Area Youth Hockey Association holds a Charitable/Lawful Gambling
Premise License to host pull-tabs, bingo, and other activities at Stout’s Pub located at
1611 Larpenteur Ave W.
Per code, the City of Falcon Heights receives a three percent (3%) Local Gambling Tax
on gross receipts. The tax is paid by the licensed organization on a monthly basis.
Additionally, pursuant to Minnesota State Statute 349.16, the licensed gambling
organization contributes ten percent (10%) of its net profits derived from lawful
gambling to a fund administered by the city without cost to the fund. Further, the city
shall disburse the funds for charitable contributions as defined by Minnesota State
Statute 349.12 subd. 7a.
Council will hear a presentation from Roseville Area Community Foundation (RACF),
a nonprofit that manages the lawful gambling proceeds that the City of Roseville
receives and donates them to various organizations serving the ISD623 district.
Utilizing RACF to manage Falcon Heights’ lawful gambling proceeds would:
• Allow the City of Falcon Heights to comply with state gambling laws
• Remove administrative burdens from City Staff
• Fund projects in the immediate area and benefit Falcon Heights residents
Organizations that have applied for funds in recent years include Keystone
Community Services, Northeast Youth and Family Services, and Roseville Area
Schools, which included $10,000 in immigrant support in 2025, and $10,000 for basic
needs such as grocery gift cards in 2026.
Budget Impact N/A
Attachment(s) N/A
Action(s)
Requested
Staff recommends Council hear the presentation from RACF, ask questions as
applicable, and consider RACF administering the City’s lawful gambling funds.
Meeting Date March 25, 2026
Agenda Item Policy C1
Attachment N/A
Submitted By Jack Linehan, City Administrator
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Exploring a Partnership Between
the City of Falcon Heights and
the Roseville Area Community Foundation
March 25, 2026
Ginny Allen (RACF board member and Falcon Heights resident) and
Beth Salzl (RACF treasurer)
Introduction
The Roseville Area Community Foundation (RACF) has, since 1991, established a robust framework for
distributing grants to nonprofits serving the Roseville area school district, including Falcon Heights. With
proven experience in managing lawful gambling proceeds for neighboring municipalities, RACF provides
a transparent solution for effective community investment.
Using RACF to manage Falcon Heights' lawful gambling proceeds would allow the city to comply with
state gambling laws, while ensuring efficient, expert-driven allocation to local 501(c)(3) organizations.
Partnering with RACF would remove administrative burdens from city staff, ensuring funds are directed
toward high-impact, local projects through a trusted, established partner. Learn more about our mission
and grant application process at www.rosevilleareacommunityfoundation.org.
Roseville Area Community Foundation: About Us
The Roseville Area Community Foundation was established by an agreement between the city of
Roseville, Minnesota and the North Suburban Community Foundation, a Minnesota non-profit
corporation, in 1991. The Roseville Area Community Foundation distributes a portion of the proceeds
from lawful gambling on behalf of the City Council. We changed our name in 2016 to the Roseville Area
Community Foundation (from the North Suburban Community Foundation) to better reflect our
commitment to the Roseville area.
The Foundation welcomes requests from Minnesota's Independent School District 623 (ISD 623) staff as
well as a variety of local direct-service community organizations, like those that provide youth programs,
counseling, food, and enrichment activities such as participatory arts programs or gatherings. The
Foundation funds events, programs, and projects for people living in the city of Roseville, Minnesota or
the geographic boundaries of ISD 623 and will support non-profits located in ISD 623.
On a quarterly basis, the Foundation's board meets with applicants in person for a brief 10-minute
presentation followed by board member questions. More information about the application process can
be found on the Apply for a Grant page on our website,
https://www.rosevilleareacommunityfoundation.org/
We typically fund up to $2500 for school-based requests and up to $5,000 for community-based
requests. Applicants are allowed to re-apply annually. We have made larger grants recently to Roseville
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Area Schools, including $10,000 in 2025 for immigrant support and $10,000 in January 2026 for basic
needs such as grocery gift cards. In 2022-2024 we made some major two-year grants for up to $25,000
per year to Keystone Community Services, Northeast Youth and Family Services, and the Minnesota
State Horticultural Society. In February 2026 we also kicked off our Meeting the Moment initiative, which
provides grants of up to $20,000 to fund requests that meet emerging, unforeseen, urgent, and unmet
needs that our community is facing, where it is likely that other funding is not available relatively
expediently.
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An Overview of the Reach of RACF
RACF is already contributing to many of the non-profit organizations located in Falcon Heights, as well as
numerous other organizations that impact the lives of Falcon Heights residents.
Some of the non-profits/schools/churches located in or serving Falcon Heights
Brimhall PTA
Brimhall school
Falcon Heights PTA
Falcon Heights school
Garden Community Church (formerly Falcon Heights UCC)
Gibbs Farm
Good Acre
Highland Friendship Club
Twin Cities Horn Club
Falcon Heights-based organizations that RACF has funded
Falcon Heights school: $916 in 2016 for presentation from the Works Museum
Brimhall school: $1680 in 2020 for anti-racism training
Brimhall school: $2500 in 2020 for tech carts
Gibbs Farm: $2,000-$5000 per year since 2016 (grants are used for Gibbs Farm, Harriet Alexander Nature
Center, and other Roseville area programming)
Twin Cities Horn Club: $500 in 2019 for printer scanner
Friends of Philando Castile Peace Garden: $3750 in 2025 (this 501(c)(3) is located in Roseville)
A sample of organizations that serve Falcon Heights residents and that have
applied for and/or received funding from RACF
Cause for Paws
Chess and Strategy Game Association
Community Dental Care
Down Syndrome Association of Minnesota
Every Meal
Fairview Alternative High School
Friends of the Ramsey County Libraries
Girls on the Run
Harambee Elementary School
Interfaith Action of Greater St Paul—Native American Food Shelf
Junior Achievement
Keystone Community Services
Kids in Need
Metropolitan Symphony Orchestra
Minnesota Milk Bank for Babies
Minnesota Tool Library
Montessori American Indian Childcare Center
Northeast Youth and Family Services
Parkview Center School—multiple grants to school and PTSA
Peacemaker Minnesota
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Planting People Growing Justice
Play for Patrick
RAHS (Roseville Area High School) Band Booster Club
RAHS Black Student Union
RAHS Boys Hockey Booster Club
RAHS Boys Lacrosse Booster Club
RAHS Bullpen Baseball Booster Club
RAHS Cheerleading
RAHS College and Career Center
RAHS Connections Program
RAHS DECA Chapter
RAHS El Pueblo United
RAHS English Language Development Program
RAHS Girls and Boys Soccer Booster Club
RAHS Girls Basketball Team
RAHS Girls Hoops Booster Club
RAHS Graffiti Mural Project
RAHS Math for the Trades
RAHS Multicultural Festival
RAHS Senior Party Association
RAMS (Roseville Area Middle School) coffee cart project for developmentally disabled students
RAMS Robotics Team
Ramsey County Historical Society, including Gibbs Farm
RAS (Roseville Area Schools) Advanced Academics and Talent Development--Creativity Festival
RAS Advanced Academics and Talent Development--Young Authors Conference
RAS American Indian Education Program
RAS CarePortal
RAS Communications Department—t-shirts for RAS staff
RAS Developmental Cognitive Disabilities Program
RAS Immigrant Support
RAS Office of Educational Equity—One World Festival
RAS Orchestra Foundation
RAS Powerlifting Booster Club
RAS Social Workers—grocery gift cards for immigrant families
RAS Targeted Services—woodworking workshop
RAS Workshop Day Kick-Off Speaker
Reading Partners
Rosetown Playhouse
Roseville Area Fastpitch
Roseville Area Girls Soccer Booster Club
Roseville Area Senior Program
Roseville Boys Backcourt Club
Roseville FireBears Robotics Team
Roseville Reporter newspaper
Roseville String Ensemble
Roseville Youth Basketball Association
Tubman
Wildlife Rehabilitation Center
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Overview of Local Charitable Gaming Regulations
This summary provides an overview of charitable gaming regulations and contribution requirements for
select Minnesota cities, based on Minnesota Gambling Control Board (GCB) guidelines and local
ordinances.
While state taxes apply, Minnesota law allows municipalities to levy local fees and require mandatory
contributions from licensed gaming organizations to support community initiatives.
• Regulatory Fees: Cities may charge up to 3% of gross gambling receipts to offset local
administrative and oversight costs.
• Mandatory Contributions: Municipalities can require organizations to contribute up to 10% of
their net profits to a city-administered fund designated for "lawful purposes."
City-Specific Regulations
Roseville
Roseville maintains strict geographic and administrative requirements for the distribution of gaming
proceeds.
• Taxation Rate: The city recently reduced its gross revenue charge from 3% to 1%.
• Geographic Restriction: 100% of all "lawful purpose" donations must be expended within the
Roseville trade area. This includes Roseville and the adjacent cities of Arden Hills, Falcon Heights,
Lauderdale, Little Canada, Maplewood, Minneapolis, New Brighton, St. Paul, and Shoreview.
Recipients must be located in the Roseville trade area or serve residents or organizations in the
trade area.
• Fund Allocation: Of the 10% net profit contribution, 5% supports general city services and 5% is
granted to the Roseville Area Community Foundation (RACF). RACF is required to retain 50% of
these donations for one year before distribution.
Little Canada
Gaming operations in Little Canada are primarily managed by city-affiliated entities, such as the Fire
Department, Recreation Association, and Little Canada Days.
• Community Support Program: The city utilizes its 10% fund to manage the Community Support
Program, which provides grants to local nonprofits.
• Priority Areas: Funding is specifically directed toward food support/food shelves/food banks,
youth recreational programming, and senior services.
• Website: https://www.littlecanadamn.org/FormCenter/City-Center-5/Community-Support-
Program-Application-199
St. Paul
St. Paul implements specific residency and trade area mandates to ensure gaming funds benefit the local
community.
• Contribution Requirement: Gaming organizations must contribute 10% of monthly net profits to
the city’s 10% Club/Youth Fund.
• Spending Mandates: 51% of net proceeds must directly benefit St. Paul residents, and 75% must
be spent within the St. Paul trade area.
• Approved Recipients: The city maintains a pre-approved list of charitable organizations eligible
to receive monthly donations, known as the 10% Club/Youth Fund. The following is their 2019
list (a more recent list is not available on the web):
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https://www.stpaul.gov/sites/default/files/Media%20Root/Safety%20%26%20Inspections/DSI.Li
censing.Gambling_Charitable_Gambling_Organization_2019.pdf
Lauderdale
• Current Status: There are currently no active charitable gambling sites located within the city
limits of Lauderdale according to https://mn.gov/gcb/data/sites-gambling/
Helpful Links
Minnesota Gambling Control Board:
https://mn.gov/gcb/data/
Reports per gaming organization per year:
https://mn.gov/gcb/publications/org-reports/
Organizations are required to categorize all donations using standard Lawful Purpose Codes and must file
annual financial reports to ensure transparency and adherence to local and state guidelines:
https://mn.gov/gcb/assets/infosheetlpecodesummary_tcm1192-550190.pdf
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ROSEVILLE AREA COMMUNITY FOUNDATION
Grant Eligibility Questionnaire
PAGE 1 – 03-03-2026
Note: This form replaces all other RACF grant eligibility questionnaires
Thank you for taking time to research and apply for an RACF grant.
RACF funding is designed to fund projects, programs, or events that are intended to benefit members of
our community and/or build community between and among Roseville community members.
The purpose of this screening assistant is to help you determine if your organization qualifies to apply for
an RACF grant. We know your time is valuable and this is the best way for both of our organizations to
determine if our foundation is a fit for your project, program, or event.
Name of organization (or project within ISD 623): __________________________________________
Today’s date: ______________________________
Please highlight your response in yellow.
Step #1 Our organization is located within the
geographic boundaries of Roseville, MN or the
ISD 623 independent school district.
If not located in this geographic boundary, we
serve residents living in the above geographic
boundaries.
True – move to step
#2
Not True – RACF does
not fund programs
outside of Roseville,
MN or the ISD 623
school district.
Step #2 Our organization is a 501(c)(3) nonprofit
organization as approved by the IRS.
If you have applied for approval, please come
back when you have received your 501(c)(3)
letter from the IRS.
Please send a copy of your 501(c)(3) IRS
determination letter with your application. (Not
needed for ISD 623 applicants.)
RACF does not accept requests from fiscal
agents.
True – move to step
#3
Not True – funding is
not available from
RACF until you are
approved as a
501(c)(3) organization.
Step #3 Our organization is not a city government or an
organization whose sole purpose is to support a
city government agency or department.
e.g. “Friends of” organization for a city
government.
True – move to step
#4
Not True – because
RACF funding comes
from the city of
Roseville, MN, the
foundation cannot
fund city
governments.
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ROSEVILLE AREA COMMUNITY FOUNDATION
Grant Eligibility Questionnaire
PAGE 2 – 03-03-2026
Note: This form replaces all other RACF grant eligibility questionnaires
Step #4 Our organization (or program within ISD 623) has
not received funding from RACF in the past 12
months.
Example: if your organization received a grant at
an RACF meeting in March, you can apply again
for the March grant meeting the next year.
Note: an ISD 623 program can apply for multiple
grants within 12 months if the grants will serve
different populations.
Note: an organization can apply for both a
responsive grant ($2500/$5000 limit) and a
Meeting the Moment grant ($20,000 limit)
within a 12-month period. See Steps 8a and 8b
for more information about these two types of
grants.
True – move to step
#5
Not True – please
reapply 12 months
after your last grant
award.
Step #5 If our organization has received an RACF grant in
the past, we have sent a grant report for the last
grant given by RACF, or our grant report is
included with our current request for funding.
True (or our
organization has
never received an
RACF grant) – move
to step #6
Not True – please
send the grant report
with your next grant
application. The grant
report form is located
on the RACF website.
Step #6 Our grant is for project, program, or event
expenses that are for the people we are working
to serve.
RACF does not typically fund capital
improvements to property unless it is strictly
intended for the use of residents or participants,
e.g., wheelchair ramps, scoreboards, etc., and
the site is owned by your organization or partner
organization.
RACF typically does not fund general operating
expenses.
True – move to step
#7
Not True – RACF does
not fund programs
that are not directly
related to the
improvement of your
recipients’ lives.
Step #7 Our project, program, or event has not
happened yet. (I.e. it will not happen within a
month of the date of the grant meeting for
which we are applying.)
True – move to step
#8
Not True – RACF does
not fund past events,
program activities, or
deficits of any kind.
Step #8a Our responsive grant request is $5000 or less for
community organizations or $2500 or less for ISD
623 OR
True – move to step
#9
Not True – RACF
typically does not fund
amounts over these
guidelines.
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ROSEVILLE AREA COMMUNITY FOUNDATION
Grant Eligibility Questionnaire
PAGE 3 – 03-03-2026
Note: This form replaces all other RACF grant eligibility questionnaires
Step #8b Our Meeting the Moment (MTM) grant request
is $20,000 or less for community organizations
or ISD 623 senior administrators. Our grant
request addresses emerging, unforeseen,
urgent, and unmet needs our community is
facing, and funding for which is unlikely to be
available in a relatively expedient manner. It is a
unique request from any responsive
($2500/$5000) grant request we may have
made.
True – move to step
#9
Not True – Grant
funding will be
awarded no more
than once per year for
each unique need.
Requests over $20,000
annually will not be
considered.
Step #9 Our project, program, or event’s responsive
funding request has additional sources of
revenue other than RACF.
True – move to step
#10
Not True – RACF rarely
funds 100% of any
project, program, or
event.
Step #10 Our request has the approval of either our
executive director, board president, or, for ISD
623, the department head or program director.
For our Meeting the Moment grant request, the
ISD 623 Superintendent has approved the
request.
True – move to step
#11
Not True – a signed
acknowledgment of
the grant request is
required by the
responsible head of
your organization or
program at the time of
application.
Step #11 Our grant funds will be spent within 12 months.
(If our plans change, we will advise RACF and get
approval to extend the grant period or change
what we spend RACF funds on.)
True – move to step
#12
Not True – RACF funds
projects, programs, or
events planned to be
completed within 12
months.
Step #12 If our request depends on a successful partner
relationship with an organization or department
within Roseville, we have a signed, dated, and
descriptive letter of support with contact
information from our partner leadership (on
partner letterhead) attached to our grant
request.
E.g. partnership could be within ISD 623, or
another nonprofit organization.
True (or we do not
depend on a partner
to implement our
project) – move to
step #13
Not True - once you
have a signed letter of
support, please
resubmit your grant
request with the letter
and this form.
Step #13 If our organization is planning an event to
benefit the larger community, it has these
elements:
•A well-thought-out plan with 4-6 months
lead time
•A rainy-day plan or option
•Additional sources of sponsorship and
funding
•Is accessible for people with mobility,
hearing, and sight challenges
True (or we are not
planning an event) –
please complete a
grant request.
RACF looks forward
to reading about your
ideas for improving
our community.
Not True – RACF
funding is limited, and
the foundation cannot
fund events without a
solid plan for success
or that are not
welcoming to the
broad Roseville, MN
community.
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ROSEVILLE AREA COMMUNITY FOUNDATION
Grant Eligibility Questionnaire
PAGE 4 – 03-03-2026
Note: This form replaces all other RACF grant eligibility questionnaires
• Is inclusive of the variety of ethnic and
cultural groups/people living in Roseville.
RACF does not fund fundraising events or events
created with the sole purpose of soliciting
donations.
Thank you for completing this questionnaire. Please submit this questionnaire with your grant
request. We will confirm receipt of your request for RACF funding.
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ROSEVILLE AREA COMMUNITY FOUNDATION
Grant Report Form
PAGE 1 – 12-7-2025
The Roseville Area Community Foundation is interested in hearing how our funding has made an impact
on your organization’s project, program or event, and the effect your efforts had on the Roseville, MN
community or within the boundaries of ISD #623.
A completed Grant Report Form must be submitted by your organization (two months after completion
of the project or prior to applying for another grant).
Today’s date:
Your organization’s name:
Project, program, or event name:
Date of the grant award:
Amount of the grant:
Contact person (report writer):
Title of contact person (report writer):
Project start date:
How long did the project, program, or event last?
How many people from your organization/department were
involved?
Demographics:
How many people did you impact with your project, program, or event:
Adults Children/Youth
Planned to serve as listed in your funding proposal:
How many people did you actually serve?
Whom did you serve with your project, program, or event? Please check all that apply to your grant
request:
X
Preschool children under 6 years old
Students Kindergarten – grade six
Middle school or high school students
High school students aged 18 - 21
Students who are under-resourced
Newcomers to the United States
Older adults (60+ years)
Living with mental health challenges
Living with physical, behavioral, or cognitive
disabilities
Experiencing housing insecurity
Low-income
People of color (BIPOC)
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ROSEVILLE AREA COMMUNITY FOUNDATION
Grant Report Form
PAGE 2 – 12-7-2025
Males
Females
Non-binary
LGBTQ+2S
Isolated or at risk of being isolated
Families
Other (please describe):
Outcomes:
Please describe how your project, program, or event went. Did you meet your intended goals?
How would you describe your impact (as it relates to our Roseville community, individual people, or
community institutions)? In other words, what did you observe or hear during your project, program, or
event that told you that you made a difference?
What did you learn about participants/your organization/your community because of your project,
program, or event? Or what would you have done differently?
Any other comments:
If you are willing to share a quote about the difference this funding made, please share it here. A picture
would also be greatly appreciated. Quotes or pictures could be listed with your name and organization’s
name on the Roseville Area Community Foundation website and would be considered permitted for this
use.
Please submit your completed grant report to the following email:
racf.info@gmail.com
(Grant reports are required to be submitted by email, no paper copies accepted)
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Attachment B
SECOND AMENDED AGREEMENT
RELATED TO THE
ROSEVILLE COMMUNITY FUND
This Second Amended Agreement is made by and between the City of Roseville (City)
and the Roseville Area Community Foundation (RACF), a Minnesota nonprofit
corporation, effective as of the date executed below.
WHEREAS, the City desires to establish, and RACF is willing to hold and administer, a
charitable fund to be known as the Roseville Community Fund (Fund).
THEREFORE, the parties agree as follows:
1. RACF will hold and administer all property which the City or any other person or
organization contributes to the Fund in accordance with the provisions of
this Second Amended Agreement and the charitable purposes of the RACF as described in
its Articles of Incorporation and effective Bylaws, all of which provisions and amendments
are hereby incorporated by reference.
2. One half of the proceeds from lawful gambling received from the City shall be held
and maintained by RACF as a permanent endowment. Subject to paragraphs 3, 4 and 5 of
this Second Amended Agreement, RACF shall make available one half of the proceeds
from lawful gambling received from the City and not more than 75% of the income from
the endowment, as established annually by the RACF, for allocation.
3. The RACF shall make grants only to organizations that have established a
charitable use that is a qualified exempt purpose under the Internal Revenue Code, is of
primary benefit to the community of Roseville, and is in accordance with lawful purposes
of Minnesota State gambling statutes.
4. Unless agreed to otherwise, the RACF shall
A. Continue to meet full IRS requirements for a tax-
exempt community foundation.
B. Provide administration including legally required reports, proper banking
and investment, administrative controls and an annual independent audit to the extent
required by law.
C. Invest no less than 75% of the Fund’s endowment and other available funds
in investments as permitted under Minnesota law.
D. Provide quarterly or other such reports to the City Council, including
participating in an annual meeting with the Council, upon request.
E. Disburse all funds provided by the City in strict accordance with Minnesota
Statutes Chapter 349 and all other applicable law.
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Attachment B
5. ll eligible funds must be allocated by the RACF within 120 days after the close of
the RACF’s fiscal year.
6. The RACF shall be paid an administrative fee in accordance with the policies
adopted by the RACF as amended from time to time.
A. Such fees shall not exceed three percent (3%) per annum of all Fund assets,
plus 1% of all grants paid from the Fund. Asset value shall be based on the average
of the annual market value computed on a quarterly basis.
B. In addition, the Fund shall pay for a pro-rata share of the audit fee.
C. The Fund shall provide for any legal fees incurred as a result of any action
filed against the Directors acting in their capacity as Directors.
7. The RACF may commingle the assets of the Fund with the assets of any other fund
or funds which the RACF holds and administers, provided that the separate identity of the
Fund, and the distributions therefrom, are at all times maintained.
8. All records of the Fund shall be open for public inspection during reasonable hours.
9. This Second Amended Agreement may be terminated by either party upon a 180
day written notice. Upon termination, all unallocated assets, including the endowment
fund, shall be distributed to a community foundation with similar purposes as the RACF.
IN WITNESS WHEREOF, the parties hereto have executed this Second Amended
Agreement as of the date indicated below.
Dated: June 30, 2016 ROSEVILLE AREA COMMUNITY FOUNDATION
_____________________________________________
Tammy L. Pust
President
Dated: June __, 2016 CITY OF ROSEVILLE
Daniel Roe
Mayor
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ROSEVILLE AREA COMMUNITY FOUNDATION
Grant Application
PAGE 1 – 02-24-2026
Note: This grant application replaces all other RACF grant applications
Step #1: Before you submit a request, please complete the Roseville Area Community Foundation
(RACF) Grant Eligibility Questionnaire to confirm your eligibility. If you have questions, please email us at
racf.info@gmail.com before submitting your application.
All applications for funding must include a Grant Eligibility Questionnaire to move forward in the
process.
Step #2: Application deadlines are posted on the RACF website on the “Apply for a Grant” page. If you
have missed the deadline, please submit your materials before RACF’s next funding cycle. Please allow
enough time in the process; at least one month before the project, program, or event is scheduled to
begin is required.
Step #3: Please tell us about your organization:
Date of request:
Name of your organization:
Amount you are requesting from RACF:
RACF Grant Program: Mark with an X the type of grant you’re applying for:
____ Responsive Grant Program OR
____ Meeting the Moment Grant Program
(See the Grant Eligibility Questionnaire for more
information about these two programs.)
Your 501(c)(3) number:
(not needed for ISD 623)
Please include a copy of your IRS
501(c)(3) determination letter with
your request for funding (not needed
for ISD 623)
Address, including city and ZIP code:
Website address:
Name of person and address to which
grant checks should be mailed:
(not needed for ISD 623)
Requestor name:
Requestor title or role:
Department if applicable:
Requestor mobile number:
Requestor email address:
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ROSEVILLE AREA COMMUNITY FOUNDATION
Grant Application
PAGE 2 – 02-24-2026
Note: This grant application replaces all other RACF grant applications
Application must be signed off by either your Executive Director, Board President, or, for ISD 623,
your Department Head or Program Director.
For Meeting the Moment applications from ISD 623, Superintendent signature is required.
Application approved by (name):
Signature (sign electronically by double
clicking on the box to the right):
X
Title:
Step #4: Please tell us about your request for funding:
Overview:
Briefly (under 100 words) describe the purpose of your grant. What is the project, program, or event you
would like additional funding to implement?
What community need(s) does your project, program, or event address? How do you know it’s a
problem?
Additionally, for Meeting the Moment (MTM) grant requests, how does your request address emerging,
unforeseen, urgent, and/or current unmet needs our community is facing?
What is your project, program, or event goal and timeline (start date and expected completion date)?
How does your project, program, or event benefit people who are living in Roseville, MN, or the
geographic boundaries of ISD 623?
(See city of Roseville map at: https://www.cityofroseville.com/462/Maps
or ISD 623 map at: https://www.isd623.org/about-us/district-map)
Outcome:
How will you measure the success of your work?
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ROSEVILLE AREA COMMUNITY FOUNDATION
Grant Application
PAGE 3 – 02-24-2026
Note: This grant application replaces all other RACF grant applications
Ultimately who is responsible for supervising and implementing your project, program, or event? What
is their role and background? How will they ensure success?
Describe the rest of the team devoted to your project, program, or event.
How do you plan to promote your project, program, or event to ensure attendance? How much of your
budget is devoted to getting the word out?
How many people do you plan to serve directly with your project, program, or event:
Adults: _________ Children/Youth: _________
Demographics:
Whom does your organization plan to serve with your project, program, or event? Please rank your 5
(maximum) target groups, with 1 being the highest priority/target.
Descriptor Target Rank
Preschool children under 6 years old
Students Kindergarten – grade six
Middle school or high school students
High school students aged 18 - 21
Students who are under-resourced
Newcomers to the United States
Older adults (60+ years)
Living with mental health challenges
Living with physical, behavioral, or cognitive
disabilities
Experiencing housing insecurity
Living with food insecurity challenges
Low-income
People of color (BIPOC)
Males
Females
Non-binary
LGBTQ+2S
Isolated or at risk of being isolated
Families
Other (please describe):
20
ROSEVILLE AREA COMMUNITY FOUNDATION
Grant Application
PAGE 4 – 02-24-2026
Note: This grant application replaces all other RACF grant applications
Budget:
Please summarize your budget request:
Organization’s total annual budget:
Total project, program, or event budget:
Roseville Area Community Foundation amount request:
Percent of your request compared to total project, program, or
event budget:
Show your itemized project, program, or event budget (or attach to email when sending):
Please list other funding sources approached, amounts requested, status of the request and any plans
for future funding sources.
What is your contingency plan if all the funds you have applied for are not received?
For Meeting the Moment requests, RACF understands that other funding may not be currently available
when you submit this grant request. A full project budget outlines your overall plan for your urgent
project, program, or event.
Step #5: Is there anything else you would like us to know?
Step #6: Have you submitted a prior grant request for funds from the Roseville Area Community
Foundation? Note: only one request approved per calendar year. If you have received a previous grant,
a Grant Report Form must be submitted with your request if you have not already submitted it.
If you have submitted a Meeting the Moment grant request without finishing a current responsive
grant, please provide a brief summary of the status of that project, program, or event (50–100 words).
A completed Grant Report Form is due two months after completion of your project, program or
event.
21
ROSEVILLE AREA COMMUNITY FOUNDATION
Grant Application
PAGE 5 – 02-24-2026
Note: This grant application replaces all other RACF grant applications
Step #7: Please describe any relationship or connection to members of the Roseville Area Community
Foundation which might be considered a conflict of interest if not declared:
Step #8: Submitting your Grant Request:
When submitting your Grant Request, make sure to include the following:
1) A completed RACF Grant Eligibility Questionnaire
2) This completed application form
3) A copy of your IRS 501(c)(3) determination letter (not needed for ISD 623 applicants)
4) Your project, program, or event budget, if not already listed above
5) If your request depends on a successful partner relationship with an organization or department
within Roseville, include a signed, dated, and descriptive letter of support with contact
information from your partner leadership (on partner letterhead)
The Roseville Area Community Foundation requires each organization to send a representative to meet
the panel, make a brief presentation and to answer questions (15 minutes maximum). PowerPoint
presentations are not necessary and are not encouraged. If you cannot attend, please let us know who
will attend in your place. In rare instances, a Zoom meeting may be able to be arranged (or request can
be deferred). The foundation adheres to current masking mandates if any are required.
For additional information or to submit your application by email:
Roseville Area Community Foundation
Email: racf.info@gmail.com
(Applications are required to be submitted by email, no paper copies accepted)
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23
REQUEST FOR COUNCIL ACTION
City of Falcon Heights, Minnesota __________________________
Item Community Advisory Committee Selection Process
Description
The City received 24 applications for the Community Advisory Committee. As the
subcommittee of Council Member May and Wassenberg narrows down the selection
to eventually bring forward six Falcon Heights appointed positions, they are seeking
additional guidance.
Discussion is needed on the following topics:
1. Interviews – Council has agreed that Wassenberg and May will do interviews,
and we’ve developed the list of questions, with feedback from staff and
Council. All candidates will be asked the same questions. Do you think a staff
member should participate? Jack has offered that staff could help schedule the
interviews. We are tentatively planning to conduct interviews April 7 – April
17 and make appointments by April 22 with the goal of having the first
meeting of the CAC in May.
2. Should we interview all applicants, or should we develop a process to shorten
the interview list? Thoughts –Wassenberg and May had thought that we
should interview all, but doing so will take considerable time. If we are
shortening the list, what criteria should be used? Should Wassenberg and May
make the decisions of whom to interview, or does Council want input?
3. What process or criteria should Council use to choose the "at large" position?
Thoughts - Even out the representation of areas of FH? Candidates who best
articulates an "all FH perspective"? How much weight should be given to
broad neighborhood representation?
4. We have applicants representing all the commissions except for the CEC. How
might we proceed? Thoughts - look for applicants with good community
engagement, unique perspectives, or who could increase diversity of the CAC.
5. What process should Council use to choose the chair of the CAC? Thoughts –
Alternative approaches; Jim and Georgiana make a recommendation based on
interviews?; all Council members make recommendation(s) based on their
review of the files + interview notes?
Meeting Date March 25, 2026
Agenda Item Policy C2
Attachment N/A
Submitted By Jack Linehan, City Administrator
24
Budget Impact N/A
Attachment(s) N/A
Action(s)
Requested
Staff recommends that Council discuss the selection process for the Community
Advisory Committee
25
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26
REQUEST FOR COUNCIL ACTION
Families, Fields and Fair __________________________
The City That Soars!
Item Lauderdale Street Sweeping Proposal
Description
In 2022, the City of Falcon Heights began providing snow plowing for the City of
Lauderdale, as Ramsey County indicated to Lauderdale that they were no longer able
to provide the service.
Similar to snow plowing, the City of Lauderdale currently contracts their street
sweeping services.
The City of Falcon Heights recently replaced its 16-year-old street sweeper with a
2017 Elgin Pelican NP street sweeper, which offers better maneuverability in
residential areas and a dump body that increases efficiency by not needing to go
offsite to dump debris.
With this street sweeper now in the City’s fleet, the City of Lauderdale and the City
of Falcon Heights have discussed the prospect of Falcon Heights taking over street
sweeping for Lauderdale as well.
Lauderdale’s most recent street sweeping contract from 2025 allows for three sweeps
throughout the year at an expense of $19,750. Any additional sweeps would be at a
rate of $140/hour. The sweeping route is approximately 5.5 miles.
The City of Falcon Heights can deliver more sweeps throughout the year at no
additional cost and believes it can provide a higher level of service to our neighboring
community of Lauderdale.
Budget
Impact
The contract would bring unanticipated revenue in 2026. The proposed starting fee
for services will be $20,000, with an annual increase of 3%.
Attachment(s) • Lauderdale Street Sweeping Agreement
• Lauderdale Street Map
Action(s)
Requested
Council should discuss providing street sweeping services for Lauderdale.
Meeting Date March 25, 2026
Agenda Item Policy C3
Attachments Lauderdale Map; Lauderdale Street
Sweeping Agreement
Submitted By Jack Linehan, City Administrator
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STREETS TO SWEEP-UNOFFICIAL
CITY OF LAUDERDALE
STREET SWEEPING MAP
LENGTH = approx. 27,180 LF
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STREET SWEEPING SERVICES AGREEMENT BETWEEN THE CITY OF LAUDERDALE AND THE CITY OF FALCON HEIGHTS
This Street Sweeping Services Agreement (the “Agreement”) is made this _____ day of ____________, 2026, (the “Effective Date”) by and between the city of Lauderdale, a municipal corporation under the laws of Minnesota (“Lauderdale”) and the city of Falcon Heights, a municipal corporation under the laws of Minnesota (“Falcon Heights”), each a “Party” and, collectively, the “Parties”. The Effective Date is the date the Agreement is executed by the second Party to sign.
WHEREAS, the Parties are cities authorized and empowered to provide for street sweeping services within their borders; and
WHEREAS, Lauderdale desires to contract with Falcon Heights to provide street sweeping
services within Lauderdale, as hereinafter defined, and Falcon Heights desires and has the capability to provide such services; and
WHEREAS, pursuant to Minnesota Statutes, section 471.59, it is the desire of the Parties and the purpose of this Agreement that the street sweeping services required by Lauderdale be performed by
Falcon Heights within the jurisdictional limits of Lauderdale in accordance with the terms and conditions contained herein.
NOW, THEREFORE, in consideration of the mutual covenants and conditions set forth below, the Parties agree as follows:
1.Term. The term of this Agreement (the “Term”) shall commence on the Effective Date and shallterminate on December 31, 2028.
2.Scope of Services. Falcon Heights shall provide Lauderdale with the following services (the
“Services”) in and on behalf of Lauderdale and at the direction of Lauderdale’s City Administratoror designee:
a.Sweep approximately 5.5 miles of streets, alleys, and parking lots shown on the map/plan
attached hereto as Exhibit A consistent with Falcon Heights street sweeping for the City of
Falcon Heights.
b.Coordinate the timing of the street sweepings with Lauderdale’s City Administrator.
c.Haul away and dispose of all sweepings in an environmentally responsible manner at
Falcon Heights’ expense.
d. No street sweeping may be done on a Monday.
3.Compensation for Services and Expenses. Subject to the limitations set forth in this Agreement,
Lauderdale will compensate Falcon Heights $20,000.00 for services through December 31, 2026.Thereafter, the annual amount will be increased by 3 percent (3%) for each contract year beginningon each January 1. Annual payments will be paid in 2 equal installments on May 1 and November1 of each year. All of Falcon Heights’ expenses incurred in providing the Services are included in
the above-described compensation. Lauderdale shall not be liable to Falcon Heights for any
29
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additional expenses paid or incurred by Falcon Heights, unless otherwise agreed to in writing by Lauderdale.
4.Termination.
a.This Agreement will terminate on December 31, 2028, unless otherwise terminated inaccordance with this section 4.
b.Either Party may terminate this Agreement for material breach by the other Party afterproviding 30 days’ written notice regarding the nature of the breach and failure of thebreaching Party to cure the breach within such period or provide assurances, satisfactoryto the non-breaching Party, that the breach will be cured within a reasonable period.
c.Either Party may terminate this Agreement at any time for any reason upon 90 days’ writtennotice to the other Party. If this Agreement is terminated early, Lauderdale will pay FalconHeights a prorated fee for Services provided through the date of termination.
5.Default. Termination of this Agreement pursuant to section 4b. shall constitute an Event of Default
hereunder. The defaulting Party shall be liable to the non-defaulting Party for any and all costs,disbursements, attorneys and consultant fees reasonably incurred by the non-defaulting Party inenforcing this Agreement.
6.Indemnification.
a.Falcon Heights agrees to defend, indemnify, and hold harmless Lauderdale and its officials,agents, and employees, from and against all claims, actions, damages, losses, and expensesarising out of or resulting from Falcon Heights’ performance of the Services required under
this Agreement, provided that any such claim, action, damage, loss, or expense is
attributable to bodily injury, sickness, disease, or death or to the injury to or destruction ofproperty including the loss of use resulting therefrom and is caused in whole or in part byany negligent act or omission or willful misconduct of Falcon Heights. This provision shallnot be construed as a waiver by either Party of any defenses, immunities, or limits on
liability with respect to claims made by third parties.
b.Lauderdale agrees to defend, indemnify, and hold harmless Falcon Heights and its officials,agents, and employees, from and against all claims, actions, damages, losses, and expensesarising out of or resulting from Lauderdale’s performance of its duties required under this
Agreement, provided that any such claim, action, damage, loss, or expense is attributable
to bodily injury, sickness, disease, or death or to the injury to or destruction of propertyincluding the loss of use resulting therefrom and is caused in whole or in part by anynegligent act or omission or willful misconduct of Lauderdale. This provision shall not beconstrued as a waiver by either Party of any defenses, immunities, or limits on liability
with respect to claims made by third parties.
c.All indemnification obligations shall survive termination, expiration or cancellation of thisAgreement.
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d. The Parties shall be considered a single governmental unit for purposes of calculating any liability hereunder and the total maximum liability shall not exceed the limits on governmental liability for a single governmental unit pursuant to Minnesota Statutes,
section 471.59, subd. 1a(b) and Minnesota Statutes, section 466.04. 7. Insurance. During the full term of this Agreement, Falcon Heights shall procure and maintain the following insurance coverage:
a. workers’ compensation insurance in accordance with Minnesota law; b. commercial general liability insurance in a minimum amount of $1,000,000 per occurrence, covering liability arising from premises, operations, products-completed operations, personal injury, advertising injury, and contractually assumed liability, with
Lauderdale named as an additional insured; and c. if Falcon Heights operates a motor vehicle in performing the Services under this Agreement, Falcon Heights shall maintain automobile liability insurance, including owned, hired, and non-owned automobiles, with a minimum liability limit of $1,000,000 combined
single limit, with Lauderdale named as an additional insured. Falcon Heights shall, prior to commencing the Services, deliver to Lauderdale a certificate of insurance as evidence that the above coverages are in full force and effect.
8. Falcon Heights Personnel. Any employee assigned by Falcon Heights to perform its obligations hereunder shall remain the exclusive employee of Falcon Heights for all purposes including, but not limited to, wages, salary, and employee benefits.
9. General Terms.
a. Independent Contractor. It is agreed that nothing herein contained is intended or should be construed in any manner as creating or establishing the relationship of co-partners or similar legal relationship between the Parties hereto or as constituting the persons
employed by Falcon Heights as the agent, representative, or employee of Lauderdale for
any purpose or in any manner whatsoever except as expressly otherwise provided herein. Falcon Heights is to be and shall remain an independent contractor with respect to all Services performed under this Agreement.
b. Records: Availability and Retention. The books, records, documents, and accounting
procedures of Falcon Heights relevant to this Agreement are subject to examination by Lauderdale and either the legislative or state auditor as appropriate, pursuant to Minnesota Statutes, section 16C.05, subdivision 5. Falcon Heights agrees to maintain these records for a period of at least six years from the date of termination of this Agreement.
c. Entire Contract. This Agreement represents the entire Agreement between Falcon Heights and Lauderdale and supersedes and cancels any and all prior agreements or proposals, written or oral, between the Parties relating to the subject matter hereof.
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d. Modifications/Amendment. Any amendments, addenda, alterations, or modifications to the terms and conditions of this Agreement shall be in writing and signed by both Parties.
e. Non-Discrimination. The provisions of any applicable law or ordinance relating to civil rights and discrimination shall be considered part of this Agreement as if fully set forth herein. f. Notices. All notices and other communications required or permitted under this Agreement
shall be in writing, and hand delivered or sent by United States registered or certified mail, return-receipt requested, postage prepaid, or by overnight delivery service and shall be effective upon receipt at the following addresses or as either Party shall have notified the other Party. The Parties’ representatives for notification for all purposes are:
Falcon Heights: City of Falcon Heights 2077 Larpenteur Ave W Falcon Heights, MN 55113 Attention: City Administrator
Or emailed: jack.linehan@falconheights.org Lauderdale: City of Lauderdale 1891 Walnut St Lauderdale, MN 55113
Attention: City Administrator Or emailed: admin@lauderdalemn.org
g. Subcontracting. Falcon Heights shall not enter into any subcontract for performance of any Services contemplated under this Agreement without the prior written approval of Lauderdale.
h. Assignment. This Agreement may not be assigned by either Party without the prior written
consent of the other Party. i. Force Majeure. The Parties shall each be excused from performance under this Agreement while and to the extent that either of them is unable to perform, for any cause beyond its
reasonable control. Such causes shall include, but not be restricted to fire, storm, flood,
earthquake, explosion, war, total or partial failure of transportation or delivery facilities, raw materials or supplies, interruption of utilities or power, pandemic, and any act of government or military authority. In the event either Party is rendered unable wholly or in part by force majeure to carry out its obligations under this Agreement, then the Party
affected by force majeure shall give written notice with explanation to the other Party
immediately. j. Governing Law. The laws of the State of Minnesota shall govern any interpretations or constructions of the Agreement without regard to its choice of law or conflict of laws
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principles. Any court actions regarding this Agreement shall be brought in Ramsey County, Minnesota.
k. Data Practices. The Parties acknowledge that this Agreement is subject to the requirements of Minnesota’s Government Data Practices Act, Minnesota Statutes, section 13.01 et seq. l. Execution. This Agreement may be executed simultaneously in two or more counterparts that, when taken together, shall be deemed an original and constitute one and the same
document. The signature of either Party to the counterpart shall be deemed a signature to the Agreement, and may be appended to, any other counterpart. Facsimile and email transmissions of executed signature pages shall be deemed as originals and sufficient to bind the executing Party.
IN WITNESS WHEREOF, the Parties have caused this Agreement to be executed by their respective duly authorized officers.
CITY OF FALCON HEIGHTS By: Date: ____________________
Randy Gustafson, Mayor By: Date: ____________________ Jack Linehan, City Administrator
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CITY OF LAUDERDALE
By: Date: ____________________ Mary Gaasch, Mayor By: Date: ____________________
Heather Butkowski, City Administrator
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A - 1 LA135-3-1080478.v2
EXHIBIT A
35
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36
ITEM FOR DISCUSSION
City of Falcon Heights, Minnesota __________________________
Item Consider Approving a Contract with TimeSaver OffSite Secretary, Inc. for
Recording Minutes
Description The City would like to utilize TimeSaver Offsite Secretarial Service (TOSS) for
recording secretary services for the City Council meetings, workshops, and
Planning Commission meetings. TOSS provides minutes support for many of
our neighboring communities, including Arden Hills and Little Canada.
As the City has switched to recording workshops in 2025 and now two
workshops per month, the staff load of watching the meetings and typing the
minutes has increased. Freeing up staff time usually dedicated to minutes
(about ~2 hours for each one hour of meeting time) would allow staff to focus
on other priorities, such as increased communications or grant writing
opportunities.
TOSS charges cities a base rate and hourly rate for minute services. The base
rate assumes 12-point font, such as Times New Roman, and one-inch margins.
If the preferred formatting is significantly different, they adjust the rate
slightly. The 2026 rate is as follows:
TOSS CHARGES: TOSS shall be paid for its services as recording secretary for
each meeting, with a one (1) hour minimum, the highest prevailing rate, as
follows:
•Base Rate: One Hundred Seventy-Eight and 00/100 dollars ($178.00) for
any meeting up to one (1) hour (billable time) plus Forty-One and
50/100 dollars ($41.50) for each thirty (30) minutes following the first
one (1) hour; or
•Unit Rate: Fifty-Five and 50/100 dollars ($55.50) for the first hour of
meeting time and thirty-seven and 00/100 dollars ($37.00) for every
hour after the first hour, plus Sixteen and 75/100 dollars ($16.75) for
each draft minutes for submission to the City of Falcon Heights for their
preparation of final minutes.
The determination between applying a base rate or a unit rate is influenced by
a few factors. In general, meetings that require more detailed minutes are
billed at the unit rate. In some cases, the length of the meeting may also
Meeting Date March 25, 2026
Agenda Item Policy C4
Attachment See Below
Submitted By Elke Johnson, Administrative &
Communications Coordinator
37
warrant the use of the unit rate, even when the minutes are in a summary
format. Both the base rate and the unit rate are calculated, and the higher of the
two is applied.
Attached is also a minute style comparison chart; the “summary” style is most
similar to our current minutes.
TOSS will submit draft minutes to city staff for final review and clarifications.
Hiring a service to produce minutes would result in timely information for
citizens regarding government action and free up staff time to be used in other
areas.
Budget Impact Funds are available the 2026 Budget under Miscellaneous – Administration
Expenditures
Attachment(s) •Minutes Style Comparison Chart
•Approximate cost based on 2025 meetings
•Contract with TimeSaver Offsite Secretarial Services
•Resolution 26-24
Action(s) Requested Staff recommends the approval of a contract with TimeSaver Offsite Secretarial
Services through December 31, 2026.
38
39
City Council Meeting Length Base Rate Unit Rate City Council Worksession Length Base Rate Unit Rate Planning Commission Meeting Length Base Rate Unit Rate
1/8/2025 0.25 178.00$ 89.00$ 1/8/2025 1 178.00$ 139.25$ 1/28/2025 1 178.00$ 172.75$
1/22/2025 1.75 261.00$ 193.00$ 2/5/2025 2.75 344.00$ 230.00$ 6/24/2025 0.75 178.00$ 105.75$
2/12/2025 1 178.00$ 122.50$ 3/5/2025 2.5 302.50$ 230.00$ 9/23/2025 1.75 261.00$ 142.75$
2/26/2025 0.5 178.00$ 105.75$ 3/12/2025 1.75 219.50$ 176.25$ 10/28/2025 1.5 219.50$ 126.00$
3/12/2025 0.5 178.00$ 105.75$ 4/2/2025 3 344.00$ 230.00$
3/26/2025 3 344.00$ 297.00$ 5/7/2025 2 261.00$ 193.00$
4/9/2025 2.5 302.50$ 230.00$ 6/4/2025 1.5 219.50$ 193.00$
4/23/2025 2 261.00$ 193.00$ 8/6/2025 3.5 385.50$ 267.00$
5/14/2025 2 261.00$ 193.00$ 9/3/2025 3.25 385.50$ 246.75$
5/28/2025 0.75 178.00$ 122.50$ 9/10/2025 1 178.00$ 139.25$
6/11/2025 1 178.00$ 122.50$ 10/1/2025 2.25 302.50$ 260.00$
6/25/2025 0.75 178.00$ 122.50$ 10/22/2025 1.25 219.50$ 156.00$
7/9/2025 1 178.00$ 122.50$ 11/5/2025 3.25 385.50$ 313.75$
7/23/2025 1 178.00$ 122.50$ 12/3/2025 2.5 302.50$ 297.00$
8/13/2025 2.25 302.50$ 196.50$
8/27/2025 1 178.00$ 122.50$
9/10/2025 0.5 178.00$ 122.50$
9/24/2025 0.5 178.00$ 122.50$
10/8/2025 0.5 178.00$ 105.75$
10/22/2025 2 261.00$ 176.25$
11/12/2025 1.25 219.50$ 139.25$
12/10/2025 2 261.00$ 193.00$
12/22/2025 0.75 178.00$ 139.25$
Total 4,965.50$ 3,459.00$ 4,027.50$ 3,071.25$ 836.50$ 547.25$
40
RECORDING SECRETARY SERVICE AGREEMENT
THIS AGREEMENT is made between TIMESAVER OFF SITE SECRETARIAL, INC.
(“TOSS”) and the CITY OF FALCON HEIGHTS (“Falcon Heights”).
Falcon Heights wishes to retain the services of TOSS to act as recording secretary for all
assigned meetings during the term of this Agreement, and such special meetings as Falcon Heights
shall request of TOSS from time to time.
IT IS THEREFORE AGREED AS FOLLOWS:
1. Recording Secretary. TOSS shall provide a competent, experienced, and professional recording secretary to transcribe and submit minutes of all assigned Falcon Heights meetings and, as requested of TOSS by Falcon Heights from time to time, special meetings of its Subcommittees. Minutes of each meeting shall be prepared and submitted via e-mail
to such officer as the City Clerk may designate from time to time within seven (7) business
days after each meeting webcast is posted. 2. Equipment. Falcon Heights shall provide for each meeting at the meeting site all equipment required to record the meeting. TOSS shall provide all equipment and materials
necessary to transcribe and prepare the minutes. 3. TOSS Charges. TOSS shall be paid for its services as recording secretary for each meeting with a one (1) hour minimum, the highest rate prevailing, as follows:
a. Base Rate: One Hundred Seventy-Eight and 00/100 dollars ($178.00) for any meeting up to one (1) hour (billable time) plus Forty-One and 50/100 dollars ($41.50) for each thirty (30) minutes following the first one (1) hour; or b. Unit Rate: Fifty-Seven and 00/00 dollars ($57.00) for the first hour of meeting time
and Thirty-Eight and 00/100 dollars ($38.00) for every hour after the first hour plus Seventeen and 50/100 dollars ($17.50) for each page of draft minutes for submission to the City of Falcon Heights for its preparation of final minutes. 4. Billing. When TOSS submits the minutes of each meeting, TOSS shall bill Falcon Heights
on TOSS’ standard invoice form, which itemizes the length of the meeting and the number
of pages of draft minutes prepared by TOSS of each meeting. Falcon Heights agrees that it will submit each TOSS invoice with the next bill list or other applicable expense authorization list to be considered by the Falcon Heights City Council or the authorizing official of the Council.
5. Term. This Agreement shall become effective on __________, 2026, and shall continue in force until December 31, 2026. Either party may cancel this Service Agreement with or without cause upon thirty (30) days’ written notice; otherwise, the Agreement shall remain in force.
6. Delegation. TOSS may, from time to time, appoint one or more persons and delegate its duties as recording secretary hereunder to its employees. TOSS warrants that any delegates will meet the minimum standards outlined in Section 1 of this Agreement.
41
7.No Approach for Hire. Falcon Heights agrees that during the term of this Agreement andany extension to it, and for a period of six (6) months thereafter, it will not employ, hire,
subcontract with, or otherwise engage as a recording secretary a person or an entity formedby a person who has acted as a recording secretary of TOSS.
8.Agreement Extension/Modification. At the end of the term of this Agreement or anyextension of it, the parties may make a new Agreement or extend or modify the terms of
this Agreement in writing.
9.Independent Contractor. The parties to this Agreement agree that TOSS is an independentcontractor. TOSS is not an employee of the City and is not entitled to the benefits providedby the City to its employees, including but not limited to health, workers’ compensation,
employment insurance, and pension or employee benefit plans.
10.Indemnification. TOSS shall indemnify the City against all liability and loss in connectionwith, and shall assume full responsibility for, payment of all federal, state, and local taxesor contributions imposed or required under employment insurance, social security, and
income tax laws, with respect to TOSS’ employees engaged in performance of theAgreement.
11.Compliance with Applicable Regulations. TOSS shall, pursuant to performance, complywith all applicable rules, regulations, statutes, or ordinances of any other unit or agency of
government, including but not limited to those relating to non-discrimination in hiring orlabor practices.
12. Workers’ Compensation. TOSS shall obtain and maintain for the duration of this
Agreement, statutory Workers’ Compensation Insurance and Employer’s Liability
Insurance as required under the laws of the State of Minnesota.
Dated: , 2026 CITY OF FALCON HEIGHTS
By:
Its: Council Administrator
Dated: _____________, 2026 TIMESAVER OFF SITE SECRETARIAL, INC.
By: Kristin Wirth
Its: CFO
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CITY OF FALCON HEIGHTS
COUNCIL RESOLUTION
March 25, 2026
No. 26-24
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RESOLUTION AWARDING A CONTRACT TO TIMESAVER OFFSITE SECRETARIAL
SERVICES FOR RECORDING MINUTES THROUGH DECEMBER 31, 2026
WHEREAS, the City of Falcon Heights requires accurate and timely preparation of official meeting
minutes for City Council meetings, workshops, and Planning Commission meetings; and
WHEREAS, the City has increased the number of recorded workshops to two (2) per month,
beginning in 2026, resulting in a greater staff workload associated with reviewing recordings and
preparing minutes; and
WHEREAS, staff time required to prepare minutes is estimated at approximately two (2) hours per
one (1) hour of meeting time, limiting staff capacity to focus on other priorities such as
communications, community engagement, and grant writing; and
WHEREAS, TimeSaver Offsite Secretarial Service (TOSS) provides professional recording
secretary services to multiple neighboring communities, including Arden Hills and Little Canada;
and
WHERAS, City staff shall retain responsibility for reviewing, editing, and finalizing meeting
minutes prior to official approval.
NOW THEREFORE BE IT RESOLVED by the City Council of the City of Falcon Heights,
Minnesota:
1.The City Council hereby awards the contract for recording minutes to TimeSaver Offsite
Secretarial Services through December 31, 2026
2.The Mayor and City Administrator are authorized to execute the agreement on behalf of
the City.
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Moved by: Approved by: ________________________
Randall C. Gustafson
Mayor
GUSTAFSON ____ In Favor Attested by: ________________________
MAY Jack Linehan
MOGEN ____ Against City Administrator
WASSENBERG
MIELKE
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