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02-25-13 Agenda Packet
-- Dave McClung Ed Werner www.cityofardenhills.org Arden Hills is a strong community that values its unique environmental setting, strong residential neighborhoods, vital business community, wellmaintained infrastructure, fiscal soundness, and our longstanding tradition as a desirable City in which to live, work, and play. CALL TO ORDER APPROVAL OF AGENDA 2.A.Acknowledge Receipt Of CAFR Award acknowledge the receipt of the CAFR award at the meeting. STAFF COMMENTS 3.A.TCAAP Update Documents:MEMO.PDF APPROVAL OF MINUTES 4.A.Approval Of Minutes January 14, 2013, Regular City Council Documents:ATTACHMENT A.PDF 4.B.Approval Of Minutes January 22, 2013, City Council Work Session Documents:ATTACHMENT A.PDF CONSENT CALENDAR 5.A.Claims And Payroll Documents:MEMO.PDF 5.B.Eureka Recycling Contract Renewal Documents:MEMO.PDF,ATTACHMENT A.PDF, ATTACHMENT B.PDF Approval Of Safety Committee Policy Documents:MEMO.PDF,ATTACHMENT A.PDF PULLED CONSENT ITEMS PUBLIC HEARINGS NEW BUSINESS UNFINISHED BUSINESS Adjourn to a special EDA meeting to discuss business subsidy and TIF. STAFF COMMENTS MEMORANDUM DATE: February 25, 2013 TO: Honorable Mayor and City Councilmembers Patrick Klaers, City Administrator FROM: Jill Hutmacher, Community Development Director SUBJECT: TCAAP Update Requested Action Informational only. No action required. Background The City held the pre-proposal meeting for the TCAAP AUAR, Master Plan, and Regulations & Policies on February 21. In addition to City and County staff, 18 representatives from planning and engineering consulting firms attended. The list of attendees and the responses to questions submitted regarding the request for proposals are posted on t The first meeting of the Joint Development Authority has been rescheduled for Wednesday, February 27, 2013 at 5:30 pm. The meeting will be held in the Arden Hills Council Chambers. 11 Page of Attachment A Approved: CITY OF ARDEN HILLS, MINNESOTA REGULAR CITY COUNCIL MEETING JANUARY 14, 2013 7:00 P.M. - ARDEN HILLS CITY COUNCIL CHAMBERS OATH OF OFFICE Ramsey County Attorney John Choi administered the Oath of Office to Councilmember Brenda Holden. Chief Administrative Law Judge Raymond Krause administered the Oath of Office to Councilmember Dave McClung. CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor David Grant called to order the regular City Council meeting at 7:00 p.m. Present: Mayor David Grant, Councilmembers Brenda Holden, Fran Holmes, Dave McClung, and Ed Werner Absent: None Also present : City Administrator Patrick Klaers; Assistant City Engineer John Anderson; Public Works Director Terry Maurer; and Deputy Clerk Amy Dietl PLEDGE OF ALLEGIANCE 1. APPROVAL OF AGENDA MOTION: Councilmember Holden moved and Councilmember Holmes seconded a motion to approve the meeting agenda as presented. The motion carried unanimously (5-0). 2. PUBLIC INQUIRIES/INFORMATIONAL Michael Loosbrock , 4535 Lakeshore Place, expressed concern with the Highway 96/US 10 reconstruction and the power lines along Lakeshore Place. It was his understanding that the power lines along this roadway were being located onto his side of the street in the right-of-way, ARDEN HILLS CITY COUNCIL JANUARY 14, 2013 2 which would require a great deal of tree trimming. Mr. Loosbrock stated he composed an email to MnDOT expressing his concern and that there has been no public notification. He requested information on this project be forwarded to the residents. He commented that he would be in favor of the City assisting in planning a neighborhood meeting. Mayor Grant suggested Mr. Loosbrock leave his name and address with staff and they would follow up regarding this matter. 3. STAFF COMMENTS None. 4. APPROVAL OF MINUTES A.November 26, 2012, Regular City Council B.November 26, 2012, City Council Work Session MOTION: Councilmember Holmes moved and Councilmember Werner seconded a motion to approve the November 26, 2012, Regular City Council meeting minutes; and November 26, 2012, City Council Work Session meeting minutes as presented. The motion carried unanimously (5-0). 5. CONSENT CALENDAR A.Motion to Approve Consent Agenda Item - Claims and Payroll B.Motion to Approve Organizational and Annual Appointments of the City of Arden Hills C.Motion to Approve Appointing Kristine Goodrich to Chair the Communications Committee D.Motion to Approve Lift Station 13 Final Pay Request 3 E.Motion to Approve Elected Officials Out-of-State Travel Policy F.Motion to Approve 2012 Capital Reimbursement to Lake Johanna Fire Department G.Motion to Approve Ramsey Conservation District Shared Service Agreement H.Motion to Authorize Purchase of Hand Held GPS Unit I.Motion to Approve Resolution for Audit and Official Record Keeping Purposes J.Motion to Approve Resolution 2013-007 Appointment of Matthew Trites to the PTRC MOTION: Councilmember Holden moved and Councilmember McClung seconded a motion to approve the Consent Calendar as presented and to authorize execution of all necessary documents contained therein. The motion carried unanimously (5-0). 6. PULLED CONSENT ITEMS None. ARDEN HILLS CITY COUNCIL JANUARY 14, 2013 3 7. PUBLIC HEARINGS A.2013 Pavement Management Program Public Hearing Ridgewood, Asbury, Edgewater, and Glenhill Neighborhood Assistant City Engineer Anderson presented an overview of the 2013 Pavement Management Program to the Council. He discussed the proposed street, utility and storm sewer improvements in detail along with the resident survey, noting 81% of the residents that responded to the survey were in favor of the reclamation process. It was noted the estimated reconstruction expenses for the 2013 project were $1,671,185 which includes all overhead costs. If the reclamation option were chosen, the expense would be $1,165,776. Assistant City Engineer Anderson reviewed the project funding noting the street cost would be paid 50% by the City and 50% by the residents. The utility improvements would be funded by City funds. The assessment policy was then discussed in detail noting this project was completed on a per unit basis. The payment options available to the residents were discussed. It was noted a reclamation assessment would be $4,446 per unit and a reconstruction assessment would be $8,939 per unit. Assistant City Engineer Anderson stated a neighborhood meeting was held in October of 2012, and the feasibility report was ordered in November. The project timeline was reviewed. Staff noted the next steps in this process would be for the Council to hold a public hearing this evening and order final design of the project. Councilmember Holden asked if any of these streets are MSA routes. Assistant City Engineer Anderson indicated that none of the streets are on the MSA system. Mayor Grant opened the public hearing at 7:26 p.m. Cliff Nimis , 1485 Glenhill Road, would proceed with the reclamation or the reconstruction process. Mayor Grant commented that this had not been discussed by th meeting. He explained this would be addressed later in the agenda this evening. He encouraged those present to voice their preferences on the project. Senay Kindler , 1536 Edgewater Avenue, indicated that she grew up in Arden Hills and has recently moved back. She requested the tennis court be saved. She then questioned why the assessment rates varied so greatly between the reclamation and reconstruction processes. She supported the reclamation of the roadway. Assistant City Engineer Anderson discussed the expenses in further detail. Ed Dickinson , 3188 Asbury Avenue, also requested that the tennis court be saved. He thanked Assistant City Engineer Anderson for the information that has been provided to the neighborhood to date. ARDEN HILLS CITY COUNCIL JANUARY 14, 2013 4 Sylvia Sekhon , 1575 Edgewater Avenue, expressed concern with the water runoff on Asbury Avenue. She encouraged staff to investigate this matter further during the reconstruction of this roadway. She understood a reclamation project would last 15-20 years. She questioned how long a reconstruction project would last. Assistant City Engineer Anderson indicated this was difficult to estimate but anticipated the roadway would last approximately 30 years if reconstructed. Elizabeth Johnson , 1525 Glenhill Road, noted that the tennis court was heavily used by the families in the neighborhood. She stated she was not in favor of the rain gardens as they were difficult to maintain. Jean Fabel , 1550 Edgewater Avenue, commented she has lived in Arden Hills for 29 years. She thanked Assistant City Engineer Anderson for the information he has provided to the neighborhood. Her concern was with how the trees in the neighborhood would be affected. She requested the reclamation process be selected to minimize the impact on the trees and asked that the tennis court be saved. Ray Conroe , 1528 Edgewater Avenue, noted that the impact of the project on the trees was also a concern to him. He commented that the more the area was disturbed, the more the trees would be affected. For this reason, he supported the reclamation process. He recommended the Council speak with a forester before proceeding with the project. Mayor Grant closed the public hearing at 7:45 p.m. 8. NEW BUSINESS None. 9. UNFINISHED BUSINESS A. 2013 Pavement Management Program Order Improvement and Preparation of Plans and Specifications Assistant City Engineer Anderson stated that earlier in the agenda, a public hearing was held for the 2013 Pavement Management Program. In order to proceed with this project, the Council needs to order the improvement and preparation of plans and specifications. He requested the Council discuss the matter in detail and order plans and specifications for the 2013 Pavement Management Program. Mayor Grant asked if the Council had any comments or questions on the proposed project. Councilmember Holmes questioned if the water issue on Edgewater Avenue would be addressed through the project. ARDEN HILLS CITY COUNCIL JANUARY 14, 2013 5 Assistant City Engineer Anderson stated that the storm water collection would be increased as a storm sewer pipe would be extended from the tennis court to Asbury Avenue. This would collect additional storm water which would eliminate the flow along the street surface. Councilmember Holden inquired if a tree inventory had been taken for this project area. Assistant City Engineer Anderson commented an inventory had been completed by a forester and each tree species, health and size was determined and rated. He indicated one-third of the trees were Ash trees. He also mentioned that 13 trees were rated at zero (0) on a scale of zero (0) to five (5), with zero (0) being the lowest rating. Tree removal may not be necessary if a reclamation project is approved. However, if the trees were to die, the tree removal would be the responsibility of the homeowner. Mayor Grant asked if the amount of leaves falling on the tennis court could be reduced. Assistant City Engineer Anderson stated that by removing some of the surrounding trees and shrubs, fewer leaves and less standing water would collect on the surface of the tennis court. Mayor Grant requested further information on the proposed street width. Assistant City Engineer Anderson commented that the width of Edgewater Avenue varied given the surrounding topography. He did not anticipate the need to widen the roadway. He commented that Asbury Avenue could be narrowed near Northwestern College as there were homes on only one side of the street. Mayor Grant asked if the Fire Marshal approved of the proposed street width. Assistant City Engineer Anderson commented that he has not had this specific conversation with the Fire Marshal, but noted that if a reclamation project were to proceed, the roadway would remain as-is and he did not foresee any problems. Councilmember Holden asked if the results of this reclamation project would last longer because this neighborhood has no through streets. Assistant City Engineer Anderson indicated that wear and tear on the road depended on the number of trips in the neighborhood. Councilmember Holden discussed the tennis court and its importance to the neighborhood. She did not want to see the tennis court lost. She then requested further information on the proposed rain gardens. Assistant City Engineer Anderson described how rain gardens would be used with this project along with how to properly maintain native plants. He explained that if Option 1 or 2 were selected no rain gardens would be required. Councilmember Werner questioned why the repayment options varied between a reconstruction and reclamation project. ARDEN HILLS CITY COUNCIL JANUARY 14, 2013 6 Assistant City Engineer Anderson stated that the reclamation project in 2011 was paid back over seven years and past reconstruction projects were assessed over 10 years. He commented that in the end, this decision would be left up to the Council. Councilmember McClung supported the reclamation project but expressed concern with the storm water maintenance. He asked if the proposed additions to the storm water system would address the water runoff in this neighborhood. Assistant City Engineer Anderson explained the major issue in the neighborhood was the amount of water funneled down Edgewater Avenue. By extending the storm sewer up the roadway, this concern would be addressed. Councilmember Holden stated if a reclamation project were selected, curb and gutter would not be completed. She asked if this would be a concern to the neighborhood. She questioned if curb and gutter added value to properties. Assistant City Engineer Anderson commented that the addition of curb was not a cost effective option if a reclamation project were pursued. He noted that one property would have curb and gutter to match up with previous work completed by the City of Roseville. Public Works Director Maurer stated the improved roadway surface would add value to the residential properties as the roadway was in poor condition at this time. Councilmember Holden supported the reclamation project as it would keep the roadways narrow and would protect more trees. However, she wanted to be assured that the storm water issues were addressed. Mayor Grant indicated the tennis court added value to the neighborhood and he wanted to see this saved. He stated the reclamation option was more cost effective and he supported this option. He also encouraged staff to save as many trees as possible. Councilmember Holden asked how many trees would be lost through the reclamation project. Assistant City Engineer Anderson indicated that 13 trees were rated zero by the forester, but no trees would need to be removed with the reclamation project. He commented that some shrubs and trees around the tennis court would need to be removed to assist in maintaining the court surface and allow for construction of rain gardens. Public Works Director Maurer explained that the forester recommended several trees be pruned prior to the reclamation work to assure no limbs would be damaged by the construction equipment. MOTION: Councilmember Holden moved and Councilmember Holmes seconded a motion to adopt Resolution #2013-003 - Ordering the Public Improvement and Preparation of Plans and Specifications for the 2013 Pavement Management Program as a Reclamation Project. ARDEN HILLS CITY COUNCIL JANUARY 14, 2013 7 Mayor Grant asked if the Council had to select Option 1 or 2 this evening. Assistant City Engineer Anderson requested a decision be made by the Council to provide staff further direction on the storm water treatment. Councilmember Holden recommended the City Engineer select the option that would better suit the project. Councilmember McClung requested that staff work with the neighborhood to see how many rain gardens were necessary and provide the Council with a recommendation at a future meeting. The Council agreed with this recommendation. Councilmember Holden requested staff also report back with further information on the location of the 13 zero rated trees at a future meeting. The motion carried (5-0). B.Consultant Contract to Assist City Engineering with Preparation of Plans and Specifications for the 2013 Pavement Management Program Public Works Director Maurer commented that in order to complete preparation of plans and specifications for a spring bid for the 2013 Pavement Management Plan, it is necessary to augment City s a contract to Elfering & Associates based on the value of their previous services to the City of Arden Hills. He indicated this firm provided the preliminary work for this project including field survey, preparation of base plan sheets and wetland delineation. He recommended the Council authorize the hourly engineering services contract. Mayor Grant noted the plans and specifications would be completed in a more timely manner due to the fact Elfering & Associates had completed the preliminary work on this project. This would assist the City with the bid process this spring. MOTION: Councilmember Holden moved and Councilmember Werner seconded a motion to approve entering into an agreement to have Elfering & Associates provide engineering services for the design of the 2013 Pavement Management Plan. The motion carried (5-0). 10. COUNCIL COMMENTS Councilmember McClung stated he was happy to be back and looked forward to the coming ebsite and he welcomed questions or comments from the public. Councilmember Werner indicated the Shoreview/Arden Hills Business Council would feature th new Ramsey County Commissioner Blake Huffman on Wednesday, January 16 at 7:30 a.m. at Northwest Youth and Family Services. ARDEN HILLS CITY COUNCIL JANUARY 14, 2013 8 Councilmember Werner explained the Ramsey County League of Local Government would th meet again on Thursday, January 17 at 6:30 p.m. at the Kelley Inn, in St. Paul. Councilmember Werner noted he was approached by a resident in his neighborhood requesting to raise chickens. He asked that this be discussed by the Council at a future work session meeting. Councilmember Holden thanked Assistant City Engineer Anderson for his assistance with the Pavement Management Project and for providing a high level of detail to the neighborhood. Councilmember Holden requested that the lighting at Presbyterian Homes be addressed by staff as it was not properly being deflected from the parking lots. Councilmember Holmes thanked Assistant City Engineer Anderson as well. Mayor Grant thanked Assistant City Engineer Anderson stating that the public hearing process went very smoothly this evening. Mayor Grant requested that TCAAP be on the agenda as a standing item under rward. Mayor Grant questioned when staff would have information from the MPCA on the triangle parcel. City Administrator Klaers th stated final action on this parcel would be taken by the Council on January 28. ADJOURN MOTION: Councilmember Holden moved and Councilmember Werner seconded a motion to adjourn. The motion carried unanimously (5-0). Mayor Grant adjourned the regular City Council meeting at 8:38 p.m. __________________________ __________________________ Patrick Klaers David Grant City Administrator Mayor Attachment A Approved: CITY OF ARDEN HILLS, MINNESOTA CITY COUNCIL WORK SESSION MEETING JANUARY 22, 2013 5:00 P.M. - ARDEN HILLS PUBLIC WORKS FACILITY CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor Grant called to order the City Council work session meeting at 5:13 p.m. Present: Mayor David Grant; Councilmembers Brenda Holden, Fran Holmes, Dave McClung (arrived at 5:37 p.m.), and Ed Werner Absent: None Also present : City Administrator Patrick Klaers; Public Works Director Terry Maurer; Assistance City Engineer John Anderson; Community Development Director Jill Hutmacher; City Planner Meagan Beekman; Public Works Superintendent Joe Mooney; Public Works Maintenance Workers Dave Winkel, Max Arvidson, Jeff Frid, Tom Mikacevich, Tony Nowlan, Pete Saxe, Mike Schifsky, and Scott Freyberger; and Deputy Clerk Amy Dietl Councilmember Holden requested that Agenda Item B - Discussion on Multi-Family Design Standards be moved after the Triangle Parcel MPCA Report. The Council accepted the agenda as amended. 1. AGENDA ITEMS A.Public Works PowerPoint/Interactive Demo of New Technology Public Works Director Maurer introduced the Public Works staff present at the meeting. He stated that in total, the current staff has a combined 151 years of experience and service with the City. He explained that the public works staff has a lot of information and over the years, have been documenting policies and procedures so historical knowledge is not lost as staff leaves or retires. He noted that this will likely be the last meeting the City Council will see Public Works Maintenance Worker Pete Saxe at since he is retiring in March of 2013. ARDEN HILLS CITY COUNCIL WORK SESSION JANUARY 22, 2013 2 Public Works Director Maurer stated that in terms of fleet in 2012, a Toro Workman was purchased to replace an older piece of equipment, and a new F350 4x4 pickup was also added to the fleet. He explained that approximately $11,000 was spent on converting the City Hall generator to have the ability to run lift stations if needed. Although the City had two lift station generators, the oldest had problems and it was determined that it was not worth fixing, and a new- used generator would cost approximately $35,000. Superintendent Joe Mooney came up with the idea of rewiring the City Hall generator allowing it to switch back and forth from lift station to City Hall. Public Works Director Maurer noted that the public works staff has attended a number of trainings. Over a dozen different classes were discussed. Public Works Director Maurer explained that a few of the bigger projects that took place this year include the rebuilding of lift stations 1, 12, and 13; the upgrading of control panels and pumps in lift stations 2, 5, 7, and 8; and installing the Omni System in all of the lift stations for monitoring purposes. Public Works Maintenance Worker Schifsky explained that old lift station monitoring technology included a pole with a light on it as means of communicating a problem. Then, the City upgraded to Electro Watchman, which would notify staff by phone of lift station alarms, which required staff to investigate the alarm in person. He stated that with the new Omni System, staff has the ability to look at any alarm at any of the lift stations using a computer. Councilmember Holden asked if the on-call public works person has a laptop that they use for this purpose. Public Works Maintenance Worker Schifsky explained that in the case of an alarm, an automated phone call is generated indicating which of the lift stations is experiencing the alarm. Staff can then view the data via a smart phone, laptop, or tablet. Assistant City Engineer Anderson discussed the street maintenance projects that were completed in 2012. He noted that the public works staff did a lot of the work patching streets that are going to be seal coated at a later time. Additional street improvement work was contracted out for crack filling and seal coating projects, and trail maintenance was also completed. Assistant City Engineer Anderson stated that a new product has been used for some of the improvement projects, and so far, it is performing well. He noted that the new product is being tested with some of the delamination on roads. Staff will track how it performs and determine if it is a viable option going forward. Assistant City Engineer Anderson discussed the 2012 roadway and pathway projects that were completed. Public Works Director Maurer stated that inspections were completed on the water towers. He explained that this entails draining down the water in the tower and riding around the inside of the water tower in a rubber raft to inspect the condition of the inside of the bowl. ARDEN HILLS CITY COUNCIL WORK SESSION JANUARY 22, 2013 3 Assistant City Engineer Anderson discussed the fact that a sewer policy was adopted and that approximately 12.5 miles of sewer lines were cleaned in 2012. Discussion continued regarding other special projects that took place in 2012, which included rebuilding hockey boards at Hazelnut Park, the irrigation system installed at Hazelnut Park, the upgraded fixtures inside the warming house at Perry Park, the play structure removal and rain garden planting at Valentine Park, the Old Highway 10 watermain replacement project, fixing the concrete hazard at Cummings Park, ball field grading, brush and root cutting on trails, and the steps at Floral Park and timber replacement at Perry Park. Superintendent Mooney stated that 2600 water meter readers were replaced, and that it took about three months for the new readers to be installed. He noted that all but eight readers have been replaced in the City. He explained that the new readers will provide more accurate readings and will also help determine if water leaks are present. Public Works Director Maurer discussed a list of special projects for 2013. The City Council briefly toured the public works facility and reconvened the work session at 6:30 p.m. C.Triangle Parcel MPCA Report Community Development Director Hutmacher stated that in December 2010, the City entered into a Development Agreement with Presbyterian Homes for the redevelopment of the Johanna Shores senior housing facility. She explained that as part of the agreement, Presbyterian Homes agreed to convey to the City the parcel located at 3151 Lake Johanna Boulevard. This parcel, known as the triangle parcel, was once the site of a gas station; therefore, Presbyterian Homes agreed to bear the cost of remediating the parcel. Community Development Director Hutmacher noted that the four underground storage tanks have been removed from the triangle parcel and the Minnesota Pollution Control Agency (MPCA) has provided its report stating that no additional remediation would be required at this time. Community Development Director Hutmacher questioned whether the Council was still interested in acquiring the site. The consensus among the Council is that they do want to acquire the triangle parcel and they agree to proceed with closing on the property. City Administrator Klaers noted that staff will check with the City Attorney regarding any outstanding issues, but that staff plans on bringing this item to the January 28, 2013, City Council meeting for approval. City Planner Beekman stated that a landscaping plan was drawn up by Councilmember Tamble at the end of 2012. She indicated that his landscaping plan had good scale based on the size of the Gateway sign. She explained that Presbyterian Homes offered to contribute money to pay for some trees on the parcel in addition to some additional landscaping. ARDEN HILLS CITY COUNCIL WORK SESSION JANUARY 22, 2013 4 Community Development Director Hutmacher noted that at previous meetings, discussions regarding landscaping ideas on this parcel included ideas for structures or a gazebo. She stated that structures require frost footings and she questioned whether the Council would like to eliminate structures from the menu of landscaping options. Councilmember Holden stated that the parcel is not a large area, and she is not in favor of putting improvements there that will draw people to the property because of accessibility issues. She also noted that she does not want anything that requires footings to be constructed on the site because it increases potential liability. The consensus among the Council is that they do not want to consider site improvements on the triangle parcel that include structures. B.Discussion on Multi-Family Design Standards City Planner Beekman stated that the Council approved a City-wide moratorium on multi-family dwelling units at its June 25, 2012, regular meeting. She explained that the moratorium allowed time for the City to conduct a zoning study to review design standards. City Planner Beekman noted that the Planning Commission met in work session on July 11, 2012, and reviewed the scope of work for the zoning study. They provided direction to staff on items they considered to be high priority. She explained that recommendations from the League order for staff to prepare draft regulations of design standards for multi-family dwelling units. City Planner Beekman stated that the Planning Commission met again in work session on August 8, 2012, and they reviewed the draft regulations and provided comments to staff. City Planner Beekman indicated that the revised draft regulations were presented to the City Council at their August 20, 2012, work session. She noted that the Council provided additional input for revisions and directed staff to move forward with a Planning Commission review and public hearing at their September 5, 2012, meeting. City Planner Beekman stated that the City Council adopted regulations as presented by staff at their September 24, 2012, meeting. She noted that the regulations required new multi-family dwelling units to be approved through a conditional use permit (CUP) process, and certain design standards would be set up as criteria (such as requiring a minimum unit size of 600 square feet for efficiency units, with an additional 100 square feet for each bedroom included in the unit) for the CUP review. Mayor Grant noted that Councilmember Holden had a concern regarding design standards for new structures. Councilmember Holden expressed her concern of small living spaces. She explained that a one- person efficiency would be a minimum of 600 square feet, but as many as eight people could potentially live in a four-bedroom unit. At 1,000 square feet in size, that leaves 125 square feet ARDEN HILLS CITY COUNCIL WORK SESSION JANUARY 22, 2013 5 per person. She noted that if the kitchen and bathroom were not factored into the total square footage of the apartment, the common space becomes even smaller. Councilmember McClung stated that most suburban four-bedroom apartments are approximately 1,400 square feet, and two-bedroom units would be anywhere from 1,100 to 1,200 square feet. He pointed out that the minimum unit size of 600 square feet for efficiencies with an additional 100 square feet for each bedroom means that a four-bedroom apartment in Arden Hills would only have to be 1,000 square feet in size. He thinks the City should be looking at having slightly larger square footage apartments. He wants to be careful that the City does not agree to allow units that are too small. Councilmember Werner indicated that he is open to larger apartment sizes. Community Development Director Hutmacher stated that staff could come back with more information regarding new multi-family construction in suburban communities. Councilmember Holmes inquired if Ramsey County did a market study. She stated that it seems like the City should also be looking at other things for TCAAP regarding design standards, such as brick, windows, and sidewalks. City Planner Beekman noted that those items will be addressed through the Master Planning process. D.Proposed Municipal Code Amendment to Section 330.02 Gambling Deputy Clerk Dietl stated that a gambling and premise permit received by the Spring Lake Park Lions was presented at the City Council meeting on November 26, 2012, for approval. She noted that the Council tabled the item for further discussion. Deputy Clerk Dietl explained that the Council discussed the gambling section of City Code at its work session on December 17, 2012. The Council provided direction to staff offering proposed amendments to the City Code language. Deputy Clerk Dietl presented a redlined version of Section 330.02 Gambling of the City Code containing the revisions suggested by the Council, as well as information on each organization Arden Hills sometimes appear to be less than fees paid to other cities; however, the fees are based premise permits are held. If Arden Hills is being paid less than another city, it is because the gambling activities in the other city are earning more money. Councilmember Holden questioned why other cities are receiving a three percent local gambling tax and the City of Arden Hills is not. City Administrator Klaers explained that Subd. 9 of Section 330.02 states that the Council may impose a local gambling tax up to three percent on all organizations licensed to conduct lawful ARDEN HILLS CITY COUNCIL WORK SESSION JANUARY 22, 2013 6 gambling within the City. He noted that although our Code states that we can, the Council at this point has not chosen to impose the fee when granting the license. The consensus among the Council is to impose the three percent local gambling tax when it is time for organizations to renew their licenses. Additionally, the Council wants to ensure that Subd. 10 requiring organizations to provide financial reports is enforced. The Council offered additional input regarding language contained in Section 330.02 of City Code, including the removal of Subd. 2 (C) and (D) in the draft, and the amendments will come back to the January 28, 2013, regular Council meeting for approval. E.Meeting Protocol Discussion Mayor Grant stated that he does not want the Council to interrupt staff while they are presenting their staff presentations. He noted that if a Councilmember has a question, it should be written down and asked after the staff member has finished speaking. In sum, he stated that there will be a staff presentation, questions, discussion, and then the motion will be made. Councilmember Holden asked if the Mayor will lead the questions. Mayor Grant indicated that sometimes he may begin the questions, but he wants to be fair and would like to take turns allowing questions. He stated that he only wants one person speaking at a time. Mayor Grant noted that when a Councilmember asks a question, the staff member should begin their answer by addressing the Mayor in order to gain permission to answer and then they should address the Councilmember who asked the question. Mayor Grant requested that when referencing something in the packet or in a document, the page number or paragraph should be stated so the location is more easily identified so everyone is able to follow along. Further discussion continued regarding meeting protocol. The consensus among the Council is for work session agenda topic requests from staff to go through the City Administrator, and Council requests should go through the Mayor. F.Discussion Regarding Council Procedure for Responding to Citizen E-mails Mayor Grant stated that in cases of resident e- -mail to avoid violating open meeting laws. Councilmember Holden noted that many times when the Council receives a resident e-mail, no one on staff is copied. She questioned how a Councilmember knows if or when someone responds. ARDEN HILLS CITY COUNCIL WORK SESSION JANUARY 22, 2013 7 Councilmember McClung stated that if he receives a question that he does not know the answer to, he would send the email to staff. Mayor Grant explained that he wants to avoid conflicting responses. Councilmember Holden stated that there is no way to stop that because there will always be conflicting opinions. Council consensus was to allow individual responses to a resident e-mail, but Councilmembers should not respond to more than one Councilmember to avoid violating open meeting laws. If all of Council is copied on an e-mail, it should go to the City Administrator to respond. G.Discussion on Water Utility Complaints Mayor Grant stated that any Councilmember who receives a water utility complaint from a resident should send the complaint to staff. Councilmember Holden indicated that she has an issue with the way the new utility billing was rolled out. She stated that the billing changed quarters, it changed steps, the rates went up, and there just has not been much consistency. City Administrator Klaers noted that these were separate issues. First, the billing went quarterly so that everyone was on the same cycle. Then, an unrelated issue arose when meter reader equipment broke and estimations had to be used in order to generate bills. He stated that the last issue was when the Council approved the rate change. Councilmember Holden stated that she was unaware of the impact of these issues until she started receiving phone calls from residents. She would like more communication with residents from staff when changes are occurring. ADJOURN Mayor Grant adjourned the City Council work session meeting at 8:33 p.m. __________________________ __________________________ Patrick Klaers David Grant City Administrator Mayor CONSENT ITEM MEMORANDUM DATE: February 25, 2013 TO: Honorable Mayor and City Councilmembers Patrick Klaers, City Administrator FROM:Ashley Bertrand, Sue Iverson SUBJECT: Claims & Payroll Requested Action Motion to Approve Consent Agenda Item – Claims and Payroll 1. Supporting Documents: Payroll 2013 Payroll #4 ..............................................................................$ 81,816.56 Total Payroll $ 81,816.56 Accounts Payable Claims Through 02/22/2013 Paid Claims (Check No 41413 thru Check No 41414) ......................$ 1,622.95 Paid Claims (Check No 41415 thru Check No 41441) ......................$ 26,000.34 Paid Claims (Check No 41442 thru Check No 41444) ......................$ 1,032.92 Paid Claims (Check No 41445 thru Check No 41469) ......................$ 19,923.00 Paid Claims (Check No 41470 thru Check No 41473) ......................$ 163,689.57 Total Claims $ 212,268.78 11 Page of CITY OF ARDEN HILLS PAYROLL # 4 CHECKS DATED:02/15/13 Biweekly:01/26/13TO02/08/13 Payment Method EMPLOYEE DEDUCTIONSAMT.CITY BENEFIT EFT FIT7,655.38 EFT SIT3,120.56 4,305.32 EFT FICA Oasdi4,305.32 EFT FICA Medicare1,006.901,006.90 5,312.22 TOTAL TAXES16,088.16 0.00 A/P Check* Health Premium1,336.59 0.00 A/P Check* Dental Premium A/P Check* FSA Health Care Reimb.177.08 A/P Check* FSA Dependent Care Reimb.416.66 TOTAL FLEXIBLE SPENDING1,930.330.00 0.00 HSA Health Saving 508.17 Health Care Savings Plan0.00 TOTAL HEALTH SAVINGS508.170.00 4,625.59 EFT PERA3,987.59 A/P Check* ICMA2,426.91334.37 A/P Check* Central Pension Fund-Union614.40 A/P Check* MN State Retirement System312.26 TOTAL RETIREMENT7,341.164,959.96 A/P Check* IUOE 49 Dues (Union)130.00 A/P Check* LTD/STD Insurance0.00 A/P Check* PERA Life Insurance40.00 0.00 A/P Check* Life/Addl/Dep Life123.30 A/PCheck* MNChildSupportuppor32302. MNChildSt32302 A/PCheck* A/P Check* Public Employee Long Term Care 81.20 A/P Check* UNUM 132.38 A/P Check* Avesis-Vision Care8.94 TOTAL VOLUNTARY838.840.00 Total Employee Deductions26,706.66 PR Check # 17406-17417 Net Payroll6,162.25 EFT Direct Deposit38,675.47 Gross Payroll Tie-Out71,544.38 STD/LTD Gross - Up0.00 Plus City Paid Benefit10,272.18 ICMA Benefit Held0.00 TOTAL PAYROLL COST81,816.56 FICA TIE-OUT Gross Payroll71,544.38 Less Total FSA1,930.33 Plus Employer Match ICMA0.00 Plus ICMA Benefit Held0.00 Net P/R Subject to FICA69,614.05 FICA Oasdi @ 6.20%4,305.32 FICA Medicare @ 1.45%1,006.90 Note: Federal and State Payroll Tax obligations are satisfied by means of utilizing the "Taxtel" Electronic Tax Deposit Service. Trans- fers are typically made two business days after the payroll date. ACCOUNTS PAYABLE Check Approval * A/P Checks can be found on the report. 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Background The State mandates that cities with a population over 5,000 provide curbside recycling to single- family properties. While cities can require that multi-family properties and even businesses participate in the city-wide program, this is not required by State Law. The City has contracted with Eureka Recycling for curbside residential recycling services since March 1, 2008. The contract provides curbside residential recycling services to most residences in the City (Hunter Park condos, Parkshore Apartments, Cottage Villas, and Arden Manor contract for their own recycling services). The current contract is set to expire on March 1, 2013. The contract had allowed for two one-year renewal options, which were acted upon in 2010. The City currently uses two-stream recycling with Eureka Recycling (sometimes referred to as dual stream or two-sort recycling). Two-stream recycling requires residents to separate mixed paper (newspaper, cardboard, office paper, mail, phone books, milk and juice cartons, pop and beer boxes, etc) from mixed rigid containers (cans, glass, and plastic bottles). Eureka Recycling City of Arden Hills City Council Meeting for February 25, 2013 13 Page of also allows residents to recycle clothes and linens. In addition to these items, Eureka expanded the materials they collect to add pizza boxes in 2011. Post consumer recycling markets plummeted in October 2008, and hit their lowest point in January 2009. Due to the drop in the market, the City did not receive revenue share for several months from Eureka. Recycling markets have been steadily rising since their low point in January 2009; though seem to have leveled off in the past several months. At their September 24, 2012, meeting the City Council directed Staff to move forward with a contract renewal with Eureka Recycling. The City Council identified areas of the contract that they would like Staff to negotiate on including: Additional educational materials Incentive programs to target non participants and/or increase materials that residents can recycle An option to add multi-family properties A process or option for conversion to more materials collected and dual sort to single sort The addition of recycling pick-up in the City’s parks Discussion Staff has been working with Eureka on the contract renewal and has negotiated several modifications in the new contract (Attachment A). The new contract is for two years, with two one-year extension options available. Eureka is in the process of moving to a single sort system and collecting more plastics. Eureka anticipates beginning single sort collection and collecting of all Plastics #1, #2, #4, #5, and #7 in 2014. In the event that Eureka makes these changes they will be required to notify the City in writing, and negotiations related to how that change will roll out will need to take place. The new contract clarifies language related to an annual performance review meeting, the creation of an annual work plan, and what must be included in Eureka’s annual flyer to residents. The annual work plan will include a communication plan to educate residents and provide incentives for recycling. Staff anticipates that the 2013, work plan will include, among other things, that Eureka will provide two articles for the Arden Hills Notes newsletter and website, and hosting a public meeting for Arden Hills’ residents to learn more about recycling. Eureka has also agreed to work with the City as a stakeholder if Arden Hills is selected to participate in the Resilient Communities Project through the Center for Urban and Regional Affairs (CURA). The fee structure and revenue sharing arrangement is not proposed to be altered with the new contract. However, the new contract adds language related to multi-family properties. Staff will be in contact with all multi-family properties and Arden Manor in the coming months, inviting City of Arden Hills City Council Meeting for February 25, 2013 23 Page of them to voluntarily participate in the City’s recycling program if they wish. The goal is to provide multi-family properties with options for recycling service. The City gains the benefit of additional revenue sharing, and can offer a fee that is in line with what current single family properties are paying on a per unit basis, which may lead to lower costs for multi-family property owners. Recommendation Staff recommends renewing the City’s contract with Eureka Recycling for an additional two years. Requested Action Motion to approve entering into a two year contract with Eureka Recycling for residential curbside recycling services. Attachments Attachment A – New Contract Agreement between the City and Eureka Recycling for Recycling Services (black-lined) Attachment B – New Contract Agreement between the City and Eureka Recycling for Recycling Services (clean) City of Arden Hills City Council Meeting for February 25, 2013 33 Page of ATTACHMENTA Form CONTRACTAGREEMENTBETWEEN CITYOFARDENHILLSANDEUREKARECYCLINGFORRECYCLINGSERVICES TableofContents 1.Definitions 2.TermofContract 3.AnnualPerformanceReviewMeetingtoDiscussRecommendationsfor 4. 5."DualStream,Plus"Collection/ProcessingSystem 6.PaymentTerms 7.RFPandContractor's GENERALREQUIREMENTSFORALLCOLLECTIONS 8.MissedCollections 9.SevereWeather 10.Collectionhoursanddays 11.Customer 12.CityshallapproveContractor'sPublicEducationLiteratur 13.OwnershipofWorkProduct 14.Weighingof 15.MonthlyandAnnual 16.OwnershipofRecyclables 17.Scavenging 18.CleanupofSpillageorBlowing 19.RecyclableMaterialsRequiredtobeTransportedtoMarkets;DisposalProhibited 20.DesignatedPrimaryGlass ATTACHMENTA 21.ProcessingFacilitiesMustbeSpecified 22.EstimatingMaterialsCompositionasCollected 23.EstimatingProcess 24.ChangingMarket 25.Vehicle 26.Personnel 27.LicensesandPermits 28.PerformanceMonitoring 29.LiquidatedDamages 30.DamagetoProperty 31.RecyclingCollection CURBSIDECOLLECTIONREQUIREMENTS 32.Weekly 33.PointofCollection 34.CurbsideCollectionScheduleDeadline 35.ProcedureforHandlingNontargetedMaterials 36.NewMaterialstobeAddedin Form INSURANCEANDOTHERLEGALREQUIREMENTS 37.Insurance 38.TransferofInterest 39.NonAssignabilityand 40.DisputeResolutionandArbitration 41.GeneralCompliance 42.IndependentContractor 43.HoldHarmless 44.Accounting ATTACHMENTA 45.RetentionofRecords 46.DataPractices 47.InspectionofRecords 48.ApplicableLaw 49.ContractTermination........................ 50.EmployeeWorkingConditionsandContractor'sSafetyProcedures 51.Contract ATTACHMENTA Form ThisAgreementismadethisdayofJanuary2008,betweentheCityofArdenHills,1245West Highway96,ArdenHills,Minnesota55112(the"City")andTheRecyclingCorporation,Inc. (D/8/A"EurekaRecycling"),aMinnesotanonprofitwithitscurrentlocalplaceofbusinessat 2828KennedyStreetNE,Minneapolis,Minnesot55413(the WHEREAS,theCitysupportsacomprehensiveresidentialrecyclingprogramdesiresthat highqualityrecyclingservicesbeavailabletoallitsresidents; WHEREAS,theCitysupportscurbsiderecyclingaspartofanoverallabatement program; WHEREAS,RamseyCountyhasfundingavailableforsuchresidentialservices; WHEREAS,theContractorhassubmittedaproposalforcomprehensiveservicesto theCity; NOW,THEREFORE,theCityandContractormutuallyagreeasfollows,consideration ofthemutualpromisesandcovenantscontained Form Disposablecontainersfabricatedprimarilyofaluminum,commonlyusedforsoda,beer,water orother TheCityContractorpublishesanannualpubliceducationflyerthatcontainsthefollowing informationforCity Annualcalendarandmapofcurbsiderecyclingdistrictsfor"singlefamily dwellings" Listofmaterialstobeincludedfor ListofmaterialsexcludedthatcannotberecycledintheCity's Generalinformationaboutcurbsiderecyclingandmultifamily Howtoprepare Form TheCityhasdesignatedtheRecyclingCoordinatorastheCity'scurrentcontact managementandadministrationofthis ATTACHMENTA Thefollowingrecyclablematerials:aluminumcans;steelcans;milkcartons,asepticgable toppackages,juiceboxes,glassjarsandbottles;paperrecyclables;plasticbottles;textiles;and corrugatedcardboardasdefinedandfurtherdescribedintheannualrecyclingpublic educationflyer".Thislistofrecyclablematerialscanbethroughnegotiationbetweenthe CityanditsContractoratanytimewithinthedurationofcontractterm.Suchnegotiationsmust bereducedtoawrittenamendmenttothisAgreementanddulyexecutedbeforeitshallgointo Theaggregationandtransportationofrecyclablematerialsfromtheplaceatwhichitgenerated andincludesallactivitiesuptothetimewhenitisdeliveredtoarecyclingfacility. TheCity'srecyclingserviceContractorunderthenewcontractbeginningoperationonMarch1, Cardboardmaterialwithdoublewallconstructionandcorrugatedseparationbetweenbut notplastic,waxorothercoated Uniformcurbsiderecyclingbins(e.g.,green,plasticrecycling"tubs")suppliedbytheCitywhich recyclablescanbestoredandlaterplacedforcurbsidecollection,asspecifiedbyCity.The recyclingcontainersremainthepropertyoftheproperty Therecyclingcollectionservice,togetherwithrelatedpubliceducationandothercustomer services,specifiedwithintheSeptember24,2007,RFPutilizingcurbsiderecycling MultifamilydwellingsmayreceivecurbsiderecyclingserviceasselectedbytheCityand Glassjars,bottles,andcontainers(lids/capsandpumpsremoved)thatareprimarilyusedpacking andbottlingoffoodandbeverages. Theeconomicandtechnicalcapacityofmarketstouserecyclablematerialtomake Anypersonorcompanythatbuys(orcharges)forrecyclingofspecifiedmaterialsand include,butarenotlimitedto:endmarkets,intermediateprocessors,brokersandrecycling ATTACHMENTA materialreclaimers. Recyclingcollectionservice,togetherwithrelatedpubliceducationandothercustomerservices, providedtomultifamilyresidentsthatutilizemultifamilyrecyclingcontainerscarts)anduse multifamilyrecycling Ingeneral,multifamilyrecyclingserviceshallbeprovidedtoMFD'switheleven(11)unitsmore perbuilding.Ingeneral,MFdwellingswithtwo(2)toten(10)unitsperbuildingshallprovided withcurbsidecollectionserviceutilizingcurbside NonrecyclablematerialsthatarenotincludedintheCity'srecyclingprogram.Examplestypical nontargeteditemsinclude(butarenotlimitedto):pumpsonplasticbottles,ceramicmaterialin glassstreams,pizzacartonsincorrugatedcardboardstreams, Paperincludesthefollowing:newspapers(includinginserts);householdofficepapermail; boxboard;oldcorrugatedcardboard;phonebooks;Kraftbags;pop/beerboxes Noboxboardcontainersusedforfoodproductstorageinrefrigeratorsor freezersare Plasticbottlesshapedwithaneck.Plasticlids,caps,ringsandpumpsarenot RecyclableplasticbottlesshallbeidentifiedonthebottomwiththeSPIplasticcodes(PETE) and#2(HOPE)includingbottlescontaining:liquor;milk;juice;softdrinks;certainfoods; soapand Thenormalamountofmaterialthatcannotbeeconomicallyrecycledduetocharacteristics suchassize,shape,color,crossmaterialcontamination,etc.andmustdisposedasmixed municipalsolidwaste.Processresidualsincludesubcategoriesprocessresidualsincludingbut notlimitedtobulkyitems,contaminants,sortedtailings,sweepingsandrejectsfromspecific processingequipment(e.g.materialscleanedscreens,etc)."Processresiduals"doesnot includeclean,separatedproductsthatnormallyprocessedandpreparedforshipmentto marketsascommoditiesbutarerelativelylowvaluebecauseofdepressedmarketdemand Thesorting,volumereduction,baling,containmentorotherpreparationof materialsdeliveredtotheprocessingcenterfortransportationormarketingpurposes. Arecyclingfacilityinwhichrecyclablematerialsareprocessed.Thefacilitywillconformto applicablerules,regulationsandlawsofstate,localorotherjurisdictions. ATTACHMENTA Disposablecontainersfabricatedprimarilyofsteelortinusedforfoodandbeverages. TextilesincludeunwantedbutreusableLinens:towels,sheets,blankets,curtains,tableclothsand clothes:includingbelts,coats,hats,gloves,shoesandbootsthatarecleanandfreemold,mildew andexcessivestains.Textilesmustbe Theannualworkplanproposalforrecyclingsystemimprovementssubmittedfrom Contractorandapprovedbythe 2.of Thetermofthenewrecyclingcontractwillbeaperiodoftwothree(23)yearsfromMarch1, throughMarch1,201511withtwo(2)oneyearoptionstorenewuponmutualagreementoftwo partiespriortoexpirationofthecontract 3. TheContractorshallsubmitanannualworkplanproposalnolaterthanFebruary1stforupcoming calendaryeartooutlinekeyprioritiesforsystemimprovements.Publictoolsshallbeitemized andapproximatetimelinesdescribed.Otherservicemayalsobeincludedinthework plan.TheCityshallreviewandapprovetheworkplannolaterthanMarch1steachyear.Theannual workplanshallbeincorporatedbyasanamendmenttothis 43.to UponreceiptoftheContractorsannualreport,theCityshallscheduleanannualmeetingthe ContractorandaCity'scommittee.Theobjectivesofthisannualmeetingwillincludenotlimited ReviewContractor'sannualreport,includingtrendsinrecoveryrate EffortstheContractorhasmadetoexpandrecyclable ReviewContractor'sperformancebasedonfeedbackfromresidentstoEnvironmentCommittee membersand/orCity ReviewContractor'srecommendationsforimprovementintheCity'sprogram,including enhancedpubliceducationandotheropportunitiesaswithintheannualworkplanfor theupcoming ReviewCitystaffrecommendationsforContractor'sservice Discussotheropportunitiesforimprovementwiththeremainingyearsundercurrent Form 4. ATTACHMENTA AspartoftheAnnualPerformanceReviewMeeting(asdescribedinSection4.0)theCityandContractorwill meetanddiscussoptionsforanannualworkplanforeducationandotherprograminitiativesfortheupcoming st year.TheContractorwillthensubmittheannualworkplantotheCitynolaterthanMarch1whichwilloutline thekeyprioritiesforsystemimprovementsforthecomingyear.TheCityshallreviewandapprovetheworkplan st nolaterthanMarch31eachyear.Theannualworkplanshallbeincorporatedbyreferenceasanamendmentto thiscontract. Dualstreamrecyclablescollectionandprocessingservicesshallbethebasicservicedesignforthis contract.Underthisdualstreamdesign,residentsshallcontinuetoinstructedtoseparaterecyclables intotwoprimarygroupsofmaterials:(1)allfoodbeveragecontainers,including:glass,metal,aseptic, gabletopandplasticbottles;and(2)paperfiberproducts,including:newspapers,boxboard,magazines, pop/beerboxes,mail,catalogs,phonebooks,Kraftbagsandcorrugatedcardboard. Inaddition,residentsmayplaceclean,reusabletextilesoutseparatelyinplasticbagsoutlinedin Section34ofthisAgreement.Underthis"dualstreamplus"systemprocessingshallalsobe bythecategoriesascollected:paperseparatedfromcontainersseparatedfrom IftheContractoratanypointaddsadditionalmaterials(suchasadditionalplastics)totheirrecyclingprogramin anyothercitiesthattheyservetheContractorandtheCitywillbegindiscussionaboutaddingthosematerialsto theprograminArdenHills.Inaddition,iftheContractorintendstochangethecollectionsystemfromdual streamtosinglestreamtheywillnotifytheCitytobeginanegotiationofhowthatsystemwillchangeinArden Hills.SuchachangewillnotoccurwithoutwrittenapprovaloftheCity. TheContractorshallnotmakeanychangestothedualstreamcollectionorsystems withoutwrittenapprovalofthe Form 6. Form TheContractorwillinvoicetheCityofArdenHillsonamonthlybasisandtheCitywillpaythecontractornolater thannet30daysofreceiptoftheinvoice.Thebillingsystemwillincludethefollowingelements: CityagreestopayContractor$2.953.27perresidentialdwellingunitreceivingcurbsiderecyclingservice unitpermonthin20082013forweeklycurbsidecollectionandmarketingofrecyclables.For20082013, theCitycertifiesthatthereare2,5602,479curbsideunitsthatwillreceiveservice.TheCitywillnotifythe ContractorbyFebruary1ofeachyearwhatthecertifiednumberofcurbsideunitswillbeforthe subsequentyear. CityagreestopayContractor$3.27percertifiedmultifamilydwellingunitpermonthin2013.In2013 st existingmultifamilypropertieswillbeinvitedtojointhe/z·äxprogram.Onthe1ofeachmonththeCity willnotifytheContractorofanypropertiesthathaveelectedtojointheprogramandwhattheresulting increaseinthenumberofcertifiedmultifamilyunitsthatwillbeforthesubsequentmonths. Form TheCityagreesthatthepriceperresidentialdwellingunitwillincreaseeachyearbytheConsumerPrice IndexfortheUpperMidwestasdeterminedbytheFederalReserveBankofMinneapolisorbythree(3) percent,whicheverisless.ThepricechangeshallgointoeffectonMarch1ofeachyear.TheCitywill notifytheContractorbythelastweekofDecemberwhatthecompensationratewillbeforthe ATTACHMENTA subsequentcontractyear. ATTACHMENTA 7.RFPand ThecontentsoftheCity'sRFP(asofSept.24,2007)andtheContractor'sproposalarepartofthe contractualobligationsandareincorporatedbyreferenceintothiscontractIfprovisionofthe contractisinconflictwiththereferencedRFPorproposal,thecontracttake GENERALREQUIREMENTSFORALLCOLLECTIONS Thefollowinggeneralrequirementsarepertinenttoallrecyclingcollections(i.e.,recycling collectionandmultifamilyrecyclingcollectionservices).However,theCityacknowledgesthatcollection servicefrequenciesandotherfactorswillvaryresidentialandmultifamilycollection ATTACHMENTA Form 8.MissedCollections TheContractorshallhaveadutytopickupmissedrecyclingcollections.TheContractoragreestopickup allmissedcollectionsonthesamedaytheContractorreceivesnoticeofamissedcollection,provided noticeisreceivedbytheContractorbefore11:00a.m.onbusinessday.Withrespecttoallnoticesofa missedcollectionreceivedafter11:00a.m.abusinessday,theContractoragreestopickupthat missedcollectionbefore6:00p.m.thefollowingbusiness 9. TheContractormaypostponerecyclingcollectionsduetosevereweatheratthediscretionofthe Contractor."SevereWeather"shallinclude,butshallnotbelimitedtocasesinwhichthe temperatureat6:00a.m.isminustwenty(20)degreesFahrenheitcolder.Ifcollectionsareso postponed,theContractorshallnotifytheCity.postponement,collectionwillbemadeonaday agreeduponbetweentheContractorand 10.Hoursand TheCityrequiresallsuchcollectionstobeginnosoonerthan7a.m.andshallbecomplete6p.m. CollectionofrecyclablematerialsfromhouseholdsnorthofwilltakeplaceWednesdayand householdssouthofwilltakeplaceeveryTuesday.Duringholidayweeks,collection dayswilltakeplaceonedaylater.TheContractorrequestonetimeCityauthorizationofexceptionsto thesetimeanddayrestrictionspursuanttothe"SevereWeather"section9above).TheContractor mustrequestexceptionpriortotherequestedcollectioneventandspecifythedate,timeandreason for 11. TheContractorshallestablishandmaintain,inalocationapprovedbytheCity,anofficecontinuous supervisionforacceptingcomplaintsandcustomercalls.Theofficeshallbeservicewithcontinuous supervisionduringthehoursof8a.m.until5:00p.m.onalldayscollectionasspecifiedinthis Agreement.Theaddressandtelephonenumbersofandten(10)dayspriornoticeofchanges therein,shallbegiventotheCityinTheaddressofthisofficeasoftheexecutionofthecontractis 2828KennedyStreetMinneapolis,Minnesota ComplaintsonservicewillbetakenandcollectedbytheCityandtheContractor.Thewillnotifythe Contractorofallcomplaintsitreceives.TheContractorisresponsiblecorrectiveactions.The Contractorshallanswerallcomplaintscourteouslyandpromptly. EachmonththeContractorshallprovidetheCitywiththefollowing Alistofallcustomercomplaints,includingadescriptionofhoweachcomplaint Alistofalladdresseswhereeducationtagswereleftforresidentsandwhythetags Alistofallmissedpickupsreportedtothe Form Themonthlyreportsshallbesentbymail,faxoremailtotheCity'sRecycling 12.CitytoSpecifyResident ATTACHMENTA TheContractorshallagreethatitistheCity'ssolerighttoclearlyspecifytheresidentsortingandsetout requirements.TheCityshallpublishanddistribute,onanannualbasis,detailedrecyclables preparationinstructionsforitsresidentsaspartofitsannualeducationflyer.However,theCity agreestoconferwiththeContractorbeforetheflyer TheCityRetainsRighttoSpecifyResidentPreparationInstructionsandShallApprove/·© -·©x Form 0.31 PublicEducationLiteratureCityShallPublicEducation TheContractorshallagreethatitisthe/z·äxsolerighttoclearlyspecifytheresidentsortingandsetout Form requirementsasdescribedinSection5.TheContractorshallconductitsownpromotionsandpubliceducation toincreaseparticipationandimprovecompliancewithCityspecifiedresidentpreparationinstructionasperthe publiceducationelementsoftheannualworkplan.Ataminimum,thisshallinclude: Productionanddistributionofanannualflyertoeachhome,thisflyertoinclude Annualcalendarandmapofcurbsiderecyclingdistrictsfor{zm;family7Þ;zm| o Listofmaterialstobeincludedforrecycling o Listofmaterialsexcludedthatcannotberecycledinthe/z·äxprogram o Generalinformationaboutcurbsiderecyclinginstructions o Howtopreparematerials. o Distributionof{©;z7;·education· m|tobeleftbycurbsidecollectioncrewsifanynontargeted materialisrejectedandleftatthecurb. AspartoftheagreeduponannualworkplanbetweentheCityandContractortheremaybeadditional Form educationinitiatives.Someoftheseinitiativescanbe,butarenotlimitedto;Residentworkshopsonbackyard Form compostingorpreventingwastedfood,additionalnewsletterarticlesprovidingadditionalinformationabout recyclingandotherzerowasteissues,publicaccesscablevideosonrecyclingtopics,communityforumsto discussandgetfeedbackonrecyclingandzerowasterelatedissuesandservices,SupporttomakeCity sponsoredeventszerowaste. TheContractorshallconductitsownpromotionsandpubliceducationtoand improvecompliancewithCityspecifiedresidentpreparationinstructionsperthepubliceducation elementsoftheannualworkplanAtaminimum,thisshallproductionanddistributionofan annualflyertoeachhome;anddistributionof"residenteducationtags"tobeleftbycurbsidecollection crewsifanynontargetedmaterialisandleftatthecurb.TheContractorshallsubmitadraftof anypubliceducationliteratureapprovalbytheCity,atleastone(1)monthbeforeprintingandrelease ofanysuchliterature. 1413.ofWorkProduct Ownershipofalldrawings,designs,proprietarymaterials,andotherworkproductsproducedor developedinperformanceofthisContract,includingthoseinelectronicshallberetainedbythe Contractor.Contractoragreesthatallright,title,andinterestincopyrightablematerialwhich Contractorshallconceiveororiginate,eitherindividuallywithothers,andwhicharisesoutofthe performanceofthisContract,shallbeby,andonbehalfofthecitybyTheContractor,forthe durationofthecontractperiodandsubsequentextensions. Ownershipofallreports,andphysicalcopiesofworkproductspreparedorproducedperformanceof thisContract,excludingthoseinelectronicform,shallberetainedbyTheuponcompletionor terminationoftheprojectandfinalpaymenttothe ATTACHMENTA 1514.of Contractorwillkeepaccuraterecordsconsistingofanapprovedweightslipwiththetime, collectionroute,driver'sname,vehiclenumber,tareweight,grossweightandweightforeach loadedvehicle.Collectionvehicleswillbeweighedaftercompletionofrouteorattheendoftheday, whicheveroccursfirst.Acopyofeachweightticketshallkeptonfileandmadeavailablefor inspectionuponrequestbythe 1615.and TheContractorwillsubmittotheCitymonthlyreportsandannualreports.Ataminimum, Contractorshallincludethefollowing Grossamountsofmaterialscollected,byrecyclablematerial(in Netamountsofmaterialsmarketed,byrecyclablematerial(in Amountsof"processresiduals"disposed(in Recyclingservicefee(baseduponcontractedpriceper RevenuesharecreditsbacktotheCity(if. MonthlyreportsshallbeduetotheCitybythe15thdayofeachmonth.Annualreportsbedueby January31.TheContractorwillbeencouragedtoincludeinitsannualreportrecommendationsfor continuousimprovementintheCity'srecyclingprogram(e.g.,education,multifamilyrecycling, 1716.of OwnershipoftherecyclablesshallremainwiththepersonplacingthemforcollectionContractor's personnelphysicallytouchesthemforcollection,atwhichtimetheownershiptherecyclablesshall transferto 1817. Allrecyclablematerialsplacedforcollectionshallbeownedbyandaretheresponsibilitytheoccupants ofresidentialpropertiesuntiltheContractorhandlesthem.Uponcollectionthedesignatedrecyclable materialsbytheContractor,therecyclablematerialsbecomepropertyandresponsibilityofthe ItisunlawfulforanypersonotherthantheCity'srecyclingContractororowner'sindependenthaulerto collect,remove,ordisposeofdesignatedrecyclablesafterthematerialshaveplacedordepositedfor collectionintherecyclingcontainers.Theowner,employees,owner'sindependenthauler's employees,orCity'srecyclingemployeesmaynotcollector"scavenge"throughrecyclingin anymannerthatinterferesthecontractedrecycling 1918.oforB TheContractorshallcleanupanymaterialspilledorblownduringthecourseofcollectionand/orhauling operations.Allcollectionvehiclesshallbeequippedwithatleastoneandoneshovelforusein ATTACHMENTA cleaningupmaterialspillage.Designatedrecyclablesshalltransportedinacoveredvehiclesothat therecyclablesdonotdroporblowontoanystreetorprivatepropertyduring 2019.tobeto UponcollectionbytheCity'srecyclingContractor,theCity'sContractorshalldeliverdesignated recyclablestoarecyclablematerialprocessingcenter,anendmarketforsalereuse,ortoan intermediatecollectioncenterforlaterdeliverytoaprocessingcenterormarket.Itisunlawfulfor anypersontotransportfordisposalortodisposeofrecyclablesinamixedmunicipalsolid wastedisposalfacility.TheContractorshalllandfill,incinerate,compostormakefuelpelletsoutof therecyclable 2120.GlassMarket TheCityandContractorherebyagreethatECulletInc.(SaintPaul,MN)AnchorGlassCorp.(Shakopee,MN) shallbeprimarymarketofchoiceforglassbottlesandjarscollectedfromtheCity's program.TheContractorshalldevelopaproposedglassmarketingcontingencyplanwritingforreview, commentandapprovalbytheCity.Thiscontingencyplanshallbeonrecyclingglassintomarkets withthehighestandbestuseofthiscommodity.Contractorshallprovideanannualassessmentof theAnchorglassmarketaspartofannualreporttothe TheContractorshallprovideasmuchnoticeaspossibleiftheECulletInc.Anchorglassplantstops acceptingrecyclableglasscullet,orotherwisebecomeseconomicallyunfeasibleasprimaryglass marketoutlet.IfECulletInc.Anchorisnolongeraviableprimarymarketforglass,andifContractor mustadjustitsglassprocessingand/ormarketingoperations,themaysubmitaproposedper tonfeeamendmenttotheCity.Thispertonfeeamendmentproposalmustincludeadetailedcost justificationforanyfeeincrease.Oncetheamendmentproposalissubmitted,theCityshallhave30 daystonegotiateafinalamendmentwiththeContractorforapprovalbytheCity 2221.mustbe Form TheContractorshallassuretheCitythatadequaterecyclablematerialprocessingcapacitywillbe providedforCitymaterialcollected.TheContractorshallprovidewrittennoticetoCityatleast60 daysinadvanceofanysubstantialchangeintheseorsubsequentplansreceivingandprocessing recyclablescollectedfromthe 2322.as TheContractorshallconductatleastonematerialscompositionanalysisoftherecyclableseachyear toestimatetherelativeamountbyweightofeachbygrade.Theresultsofthis analysisshallinclude:(1)percentbyweightofrecyclablecommoditybygradeascollectedfromthe City;(2)relativechangecomparedtothepreviousyear'scomposition;and(3)adescriptionofthe methodologyusedtocalculatethecomposition,includingnumberofsamples,datesweighed,andCity route(s)usedsampling.TheContractorshallprovidetheCitywithacopyofeachsuchanalysis. 2423.ProcessR TheContractorshallprovidetheCityawrittendescriptionofthemeanstoestimateresiduals derivedfromtheCity'srecyclables.Thiswrittendescriptionshallbereviewedapprovedinwritingby theCity.Thiswrittendescriptionshallbeupdatedbytheimmediatelyafteranysignificant changestotheprocessingfacilitiesusedbythe ATTACHMENTA TheContractorshallrecordtheweightandgeneratorforallmaterialsenteringthefacilityona daily,monthlyandannualbasis.TheserecordsshallbemadeavailabletoCityupon TheContractorshallreporttotalweightofmaterialdisposedasshippedouttoamunicipalsolid wastefacilitycomparedtothetotalmaterialshippedouteachmonthfromprocessing 2524.ChangingMarketDemand 2524.1LackofAdequateMarketDemand IftheContractordeterminesthatthereisnomarketforaparticularrecyclableorthatthemarkethas becomeeconomicallyunfeasible,theContractorshallimmediatelygivewrittennoticetotheCity.Said noticeshallincludeinformationdemonstratingtheefforttheContractorhasmadetofindmarketsources andthefinancialinformationjustifyingtheconclusionthatthemarketiseconomicallyunfeasible. Economicunfeasibilityisdefinedasamarketinwhichmarketvaluereceivedforamaterialarelessthan zero(0).Uponreceiptofsaidnotice,theContractorandtheCityshallhave30daystoattempttofinda feasiblemarket.Duringthisperiod,theContractorshallcontinuetopickuptheparticularrecyclable. IftheContractorortheCityisnotabletofindamarketwithin30days,theCityhastheoptionto: a)RequiretheContractortocontinuetocollecttheparticularrecyclable.Insuchcase,theCitywould paytheContractor,asadditionalcompensation,thetippingfeeattheNewportRDFplantora mutuallyagreeablealternativesite.TheContractorisrequiredtokeepaccuraterecordsofsaidfees andprovidetheCityreceiptsofpayment. b)NotifytheContractortoceasecollectionoftheparticularrecyclableuntilafeasiblemarketis located,eitherbytheContractororbytheCity.TheContractorwouldthenberesponsibleforthecost ofprintinganddistributingeducationalmaterialsexplainingthemarketsituationtoresidents. 2524.2BurdensomeProcessingFeestotheCity If,atitssolediscretion,theCitydeterminesthatprocessingfeeshavebecomeburdensomeforaparticular recyclable,theCityshallimmediatelygivewrittennoticetotheContractor.Uponreceiptofsaidnotice,the ContractorandtheCityshallhave30daystonegotiateacontractamendmentthatresultsin: a)Theremovaloftheprocessingfeesfortheparticularrecyclable. b)Theremovaloftheparticularrecyclablefromcollection.TheCitywouldthenberesponsiblefor thecostofprintinganddistributingeducationalmaterialsexplainingthemarketsituationtoresidents. Ifacontractamendmentisnotnegotiatedwithinthis30dayperiod,theContractorshallbe responsibleforallprocessingfeesandtippingfees. 2625. Eachcollectionvehicleshallbeequippedwiththe TheContractor'svehiclesshallbemarkedwiththenameandtelephonenumbertheContractor prominentlydisplayedonbothsidesofthetruck.Theletteringmustbeatleast3inchesin 2way Firstaid ATTACHMENTA Approvedfire Form Warning Warningalarmstoindicatemovementin Signonrearofvehiclewhichstateswwzvehiclemakesfrequentstops". Broomandshovelforcleaningupspills. For m Alloftherequiredequipmentmustbeinproperworkingorder.Allvehiclesmust maintainedinproperworkingorderandbeascleanandfreeofodorsas 2726. Contractorshallretainsufficientpersonnelandequipmenttofulfilltherequirements specificationsofthisAgreement.Contractor'spersonnel Conductthemselvesatalltimesinacourteousmannerwiththegeneral Makeaconcertedefforttohaveatalltimesapresentableappearanceand Performtheirworkinaneatandquietmannerandcleanupallrecyclablesincollection andhauling Avoiddamagetoproperty. Notperformtheirdutiesoroperatevehicleswhileconsumingalcoholorusing controlledsubstancesorwhileundertheinfluenceofalcoholand/or 2827.and TheContractorshallensurethatalldriverandtrucklicensesandpermitsshallbecurrentinfull compliancewithlocal,stateandfederallawsandregulations.Anyprocessingusedtohandle materialfromtheCityofArdenHillsmusthavecurrentpermitsandasrequiredbytheappropriate city,county,stateandfederallawsandordinances.shallmakeavailableforinspectionallsuch licensesandpermitsuponrequestbythe 2928. Form TheCitywillmonitortheperformanceoftheContractoragainstgoalsandstandardsrequired withinthiscontract.SubstandardperformancedeterminedbytheCitywillconstitute IfactiontocorrectsuchperformanceisnottakenbytheContractorwithin60daysafterbeing notifiedbytheCity,Citywillinitiatethecontracttermination 3029. Form TheContractorshallagree,inadditiontoanyotherremediesavailabletotheCity,thatCitymay withholdpaymentfromtheContractorintheamountsspecifiedbelowasdamagesforfailure oftheContractortofulfillits ATTACHMENTA Failuretorespondtolegitimateservicecomplaintswithin24hoursinaand Form 0.38 professionalmanner$50per Form Failuretocollectproperlynotifiedmissedcollections$250per Form 0.38 Failuretoprovidemonthlyandannualreports$100per For m Form Failuretocompletethecollectionswithinthespecifiedtimeframeswithoutnoticetothe 0.38 $100perincident. Form Form Failuretocleanupfromspillsduringcollectionoperations$250perincidentanycosts 0.38 incurredbytheCity. Form Form Failuretoreportonchangesinlocationofrecyclablesprocessingoperations$250per 0.38 Form Failuretoprovidewrittendescriptionofthemeanstoestimaterelativeamountprocess Form residualsderivedfromtheCity'srecyclables$100per 0.38 Form Exceedinganymaximumprocessresidualsratethatmaybenegotiatedaspartafinalcontract Form 0.38 $1,000per Form FailuretoreceiveCitywrittenapprovalofchangestothe"dualstream"and Form 0.38 processingsystemspriortoimplementinganysuchchange$5,000. Form Failuretoconductannualcompositionanalysis$100per Form 0.38 Form amountswillbeforliquidateddamagesforlossessufferedbytheCityand 0.38 toProperty TheContractorshalltakeallnecessaryprecautionstoprotectpublicandprivateExceptfor reasonablewearandtear,theContractorshallrepairorreplaceanyprivatepublicproperty,including, butnotlimitedtosod,mailboxes,orrecyclingbins,whichdamagedbytheContractor.Suchproperty damageshallbeaddressedforrepairreplacement,atnochargetothepropertyowner,withinforty eight(48)hourswithpropertythesameorequivalentvalueatthetimeofthe IftheContractorfailstoaddresstherepairorreplacedamagedpropertywithineight(48)hours, theCitymay,butshallnotbeobligatedto,repairorreplacesuchproperty,andtheContractor shallfullyreimbursetheCityforanyofitsreasonablyexpenses.TheContractorshallreimburse theCityforanysuchexpenseswithintendaysofreceiptoftheCity's TheContractorshallconformtothefollowingprovisionswhencollectingrecyclablesin 1.TheContractorshallstructureroutessothatlighterloadedtruckstravelonstreetswith poorerconstruction.TheCityshallprovideroadconditiontothe 2.TheContractorshallbegintheirrouteswithassmallavolumeofrecyclablestheirtrucksas ATTACHMENTA 3.TheContractorshallassisttheCitybyalertingtheCityStaffofunlicensedhaulerswho maybecomingintoArden CURBSIDECOLLECTIONREQUIREMENTS Thefollowingcollectionrequirementsareforcurbsiderecyclingservicesonlyanddopertainto multifamilyrecycling TheContractorshallcollectcurbsiderecyclingmaterials 3433.Pointof Form Allcurbsidecollectionservicewilloccuratthecurbside(i.e.,noalleycollectionsofrecyclables areallowedforresidentswithcurbsidecollection WalkUp Aserviceforseniors,disabledand/orspecialneedsresidentswhorequestforspecialwherethe driverwillwalkuptotheresident'sgaragedoor,stooporotherdesignatedspotcollectrecyclable materialforloadingontothetruck.Thedriverthenreturnsthebins/cartsthesamelocation.TheCity willcompilealistofsuchservicerequestsandpresenttocontractor30dayspriortothefirstcollection forthoseresidentswhowillreceivetheuponstartofcontract.TheContractorwilltakecalls directlyfromresidentswhorequestserviceandaddthemtothewalkupservicelistasneeded throughoutthedurationof Form IftheContractordeterminesthatthecollectionofrecyclableswillnotbecompletedbyp.m.onthe Form scheduledcollectionday,theContractorshallnotifytheCityby4:00p.m.samedayandrequestan extensionofthecollectionhours.TheContractorshallinformCityoftheareasnotcompleted,the reasonforandtheexpectedtimecompletion.IftheCity's contactpersoncannotbereached,ContractorwillrequesttheCity 3635.for Form IfContractordeterminesthataresidenthassetoutnontargetedmaterials,thedriverusethe following 1.Contractorshallleavethenontargetedmaterialsintheresident'srecyclingbinand leavean"educationtag"indicatingacceptablematerialsandpropermethodof 2.ThedrivershallrecordtheaddressandtheContractorshallreporttheaddresstheCitywithin themonthly 3736.NewMaterialstobeAddedin Form TheCityandtheContractorhaveagreedtoaddadditionalplastics#3#1,#2,(nonbottle)aswell Form as#4,#5and#7plastics.byJuly1,2014.threenewmaterialstothecollectionprogram: Form pop/beerboxesand Form Thepop/beerboxesshallbeaddedtothepaperstream.Theseitemsshouldbeflattenedplacedbythe Form ATTACHMENTA residentunbundledwiththeotherpapers(newspaper,magazines, Form AsepticandGabletoppackaging(includingmilkcartonsandjuiceboxes)willbeaddedtobottleand Form can Form Residentsshallplacetextilesseparatelyinplasticgarbagebagsorotherbagsasby Form theCity.Eachbagorsetofbagswillhaveaidentifyingmarkerclearlyidentifyingmaterials Form forcollection.Residentswillbeinstructedtoavoidtheuseofpaperbagshowever, materialssetoutinthesecontainersareacceptableprovidedthatmaterialshavenotbeen exposedtorainorsnow.IfthetextilesarewettheContractorcollectthose Form MULTIFAMILYCOLLECTIONREQUIREMENTS Form Form for For m Form IftheCityweretoamendtherecyclingcontractinthefuturetoincludeoneormoreofMFDs Form and/orthemanufacturedhomepark,theCitywouldprovideatleasta90advancednotificationto theContractorandwouldscheduleameetingtodiscusschangesinpriceperhousehold, revenuesharingarrangement,and/orcollection Form INSURANCEANDOTHERLEGALREQUIREMENTS Form Form Form Form InsurancesecuredbytheContractorshallbeissuedbyinsurancecompaniesacceptabletheCityand Form admittedinMinnesota.Theinsurancespecifiedmaybeinapolicyorpoliciesinsurance,primaryor excess.Suchinsuranceshallbeinforceonthedateofexecutionthecontractandshallremain continuouslyinforceforthedurationofthecontract.ContractorshallhavetheCityofArdenHills namedasanadditionalinsuredonpolicyspecifiedbelow,unlesstheContractorsubmitsin writingthisisnotforaspecificinsurancepolicy.TheContractorshallthenprovidecertificatesof insurancetheCitybyapproximatelyDecember15ofeachyear.TheContractorandits shallsecureandmaintainthefollowing Form Form Form WorkerscompensationinsuranceshallmeetthestatutoryobligationswithCoverageEmployers Form Liabilitylimitsofatleast$100,000eachaccident,$500,000diseasepolicyand$100,000 diseaseeach Form Form Form CommercialGeneralLiabilityinsuranceshallbeatthelimitsofatleast$12,000,000 Form aggregate,$1,000,000personalandadvertisinginjury,$1,000,000eachoccurrencefire Form damageand$1,000medicalexpenseforanyoneperson.Thepolicyshallbeon"occurrence" basis,shallincludecontractualliabilitycoverageandtheCityshallbenamedadditional Form Thisinsuranceincludesupto$10,000expensestoextractpollutantsfromlandorwaterthe Form "premises"ifthedischarge,dispersal,seepage,migration,release,escapeoremissionthe pollutantsiscausedbyorresultsformacoveredcauseof Form Form Form ATTACHMENTA CommercialAutomobileLiabilityinsurancecoveringallowned,nonownedandautomobiles Form withlimitsofatleast$1,000,000peraccident.Thisinsuranceincludesaoflosswherethere isaspilloffuelsandlubricantsusedinthevehicleforits Form or& Form Form Director'sOfficersInsuranceorErrorsOmissionsinsuranceprovidingcoverage Form "wrongfulact''anyactualorallegederror,misstatement,misleadingstatement,act omission,neglectorbreachofduty.Theinsurancepolicyprovides$1,000,000 occurrenceand$1,000,000aggregatelimitofliabilityforeachyear. Form AcceptanceoftheinsurancebytheCityshallnotrelieve,limitordecreasetheliabilityof Form Contractor.AnypolicydeductiblesorretentionshallbetheresponsibilityoftheThe Contractorshallcontrolanyspecialorunusualhazardsandberesponsiblefordamagesthat resultfromthosehazards.TheCitydoesnotrepresentthattherequirementsare sufficienttoprotecttheContractor'sinterestorprovideadequateEvidenceofcoverageis tobeprovidedonaCityapprovedInsuranceCertificate.Adatewrittennoticeis requiredifthepolicyiscanceled,notrenewedorchanged.TheContractorshallrequire anyofitssubcontractorstocomplywith Form 4038.of Form Form TheContractorshallnotassignanyinterestinthecontract,andshallnottransferanyinthe Form contract,eitherbyassignmentornotation,withoutthepriorwrittenapprovaloftheTheContractor shallnotsubcontractanyservicesunderthiscontractwithoutpriorapprovaloftheCity.Failureto obtainsuchwrittenapprovalbytheCitypriortoanyassignmentorsubcontractshallbegroundsfor immediatecontract Form TheContractorcurrentlysubcontractstoprovideservicetooldcorrugatedcontainerscustomers Form thatrequiredumpstercapacity.ThissubcontractisannualandtheContractornotifytheCityin writingifthereisachangein Form and Form Form ThepartiesherebyagreethattheContractorshallhavenorighttoassignortransferitsand Form obligationsundersaidagreementwithoutwrittenapprovalfromtheCity.Intheevent,Contractor,its successorsorassignsfilesforBankruptcyasprovidedbyfederallaw,agreementshallbeimmediately deemednullandvoidrelievingallpartiesoftheirrightsand Form 4240.and Form Form Thepartiesagreethatanycontroversyorclaimarisingoutoforrelatingtothisagreementthebreach Form thereof,shallbesettled,attheoptionoftheContractorbyarbitrationwiththeRulesofthe AmericanAssociationofArbitrationandjudgmentuponawardbytheArbitrator(s)maybeenteredin anycourtwithjurisdiction Form 4341. Form Form TheContractoragreestocomplywithallapplicableFederal,Stateandlocallawsregulations Form governingfundsprovidedunderthis Form TheContractorpaysitsemployeesaprevailingwagebasedontherecyclingindustryinstateof Form ATTACHMENTA MinnesotaandHennepinCounty.TheContractordoesnotusetemporaryarrangementstoavoid payingalivingwage.Allofouremployees,permanentandreceiveapaycheckthatmeetsor exceedslivingwagestandards.Additionally,theprovideshealthinsuranceforallfulltime employeesandaproratashareforworkingmorethan20hoursbutlessthan40hoursa Form 4442. Form Form Nothingcontainedinthisagreementisintendedto,orshallbeconstruedinanymanner,creatingor Form establishingtherelationshipofemployer/employeebetweentheparties.Contractorshallatalltimes remainanindependentContractorwithrespecttotheservicesbeperformedunderthisContract.Any andallemployeesofContractororotherengagedintheperformanceofanyworkorservices requiredbyContractorunderContractshallbeconsideredemployeesorsubcontractorsofthe ContractoronlyandnottheCity;andanyandallclaimsthatmightarise,includingWorker's CompensationundertheWorker'sCompensationActoftheStateofMinnesotaoranyotherstate, onofsaidemployeesorotherpersonswhilesoengagedinanyoftheworkorservicesto berenderedherein,shallbethesoleobligationandresponsibilityof Form 4543.Hold Form Form TheContractoragreestodefend,indemnifyandholdharmlesstheCity,itsofficersemployees,from Form anyliabilities,claims,damages,costs,judgments,andexpenses,attorney'sfees,resultingdirectly orindirectlyfromanactoromissionoftheContractor,employees,itsagents,oremployeesof subcontractors,intheperformanceoftheprovidedbythiscontract,anyresultingenvironmental liabilitythatisaresultofthiscontractbyreasonofthefailureoftheContractortofullyperform,inany respect,anyofitsunderthiscontract.IfaContractorisaselfinsuredagencyoftheStateof Minnesota,termsandconditionsofMinnesotaStatute3.732etseq.shallapplywithrespecttoliability bonding,insuranceandliabilitylimits.TheprovisionsofMinnesotaStatutesChaptershallapplyto otherpoliticalsubdivisionsoftheStateofMinnesota. Form 4644. Form Form TheContractoragreestomaintainthenecessarysourcedocumentationandsufficientinternal Form controlsasdictatedbygenerallyacceptedaccountingpracticestoaccountforexpensesincurred underthiscontract. Form 4745.of Form Form TheContractorshallretainallrecordspertinenttoexpendituresincurredunderthiscontractforaperiod Form ofthreeyearsaftertheresolutionofallauditfindings.Recordsforexpendablepropertyacquired withfundsunderthiscontractshallberetainedforthreeafterfinaldispositionofsuch Form 4846. Form Form TheContractoragreestocomplywiththeMinnesotaGovernmentDataPracticesActandother Form applicablestateandfederallawsrelatingtodataprivacyorconfidentiality.Contractormust immediatelyreporttotheCityanyrequestsfromthirdpartiesforrelatingtothisAgreement. TheCityagreestopromptlyrespondtoinquiriesfromContractorconcerningdatarequests.The ContractoragreestoholdtheCity,itsofficers,employeesharmlessfromanyclaimsresultingfromthe Contractor'sunlawfuldisclosureuseofdataprotectedunderstateandfederallaws. Form AllProposalsshallbetreatedasnonpublicinformationuntiltheproposalsareopenedreviewby Form theCity.AtthattimetheProposalsandtheircontentsbecomepublicdatatheprovisionsofthe ATTACHMENTA MinnesotaGovernmentDataPracticesAct,Minn.Stat.C. Form 4947.of Form Form AllContractorrecordswithrespecttoanymatterscoveredbythisagreementshallbeavailableto Form theCityoritsdesigneesatanytimeduringnormalbusinesshours,asoftentheCitydeemsnecessary, toaudit,examine,andmakeexcerptsortranscriptsofall Form 5048. Form For m ThelawsoftheStateofMinnesotashallgovernallinterpretationsofthiscontract,andappropriate Form venueandjurisdictionforanylitigationwhichmayarisehereunderwillbethosecourtslocated withintheCountyofRamsey,StateofMinnesota,regardlessofplaceofbusiness,residenceor incorporationofthe Form 5149. Form Form TheCitymaycanceltheContractiftheContractorfailstofulfillitsobligationsunderContractina Form properandtimelymanner,orotherwiseviolatesthetermsoftheContractifdefaulthasnotbeencured after60dayswrittennoticehasbeenprovided.TheCityshallContractorallcompensationearnedprior tothedateofterminationminusanydamagescostsincurredbytheCityasaresultofthebreach.If thecontractiscanceledorallfinishedorunfinisheddocuments,data,studies,surveys,maps, models,reportsorothermaterialspreparedbytheContractorunderthisagreementshall,at optionoftheCity,becomethepropertyoftheCity,andtheContractorshallbeentitledtoreceivejust andequitablecompensationforanysatisfactoryworkcompletedondocumentsormaterialspriorto the Form and Form Form TheContractorwillensureadequateworkingconditionsandsafetyproceduresareinplacecomplywith Form allapplicablefederal,stateandlocallawsandregulations.TheCitytherighttoinspectona randombasisalltrucks,equipment,facilities,workingtrainingmanuals,recordsofclaimsfor Worker'sCompensationorsafetyviolationsstandardoperatingproceduresdocuments. Form Form Form AnyamendmentstothisAgreementshallbevalidonlywhenreducedtowriting,andsignedby Form the Form ATTACHMENTA INWITNESSWHEREOF,thepartieshavesubscribedtheirnamesasofthedatefirst Form For m TheNeighborhoodRecyclingCorporation, Form (D/B/A"EurekaRecycling"):CityofArden Form Form Form By____________________________By___________________________ Form ChiefExecuteOfficerCityAdministrator Form Form Form By____________________________By___________________________ Form ChiefOperatingOfficerMayor Form Form Form APPROVEDTO By___________________________ CityAttorney Form ATTACHMENTB BETWEEN CONTRACTAGREEMENT CITYOFARDENHILLSANDEUREKARECYCLINGFORRECYCLINGSERVICES TableofContents 1.Definitions 2.TermofContract 3.AnnualPerformanceReviewMeetingtoDiscussRecommendationsfor 4. 5."DualStream,Plus"Collection/ProcessingSystem 6.PaymentTerms 7.RFPandContractor's GENERALREQUIREMENTSFORALLCOLLECTIONS 8.MissedCollections 9.SevereWeather 10.Collectionhoursanddays 11.Customer 12.CityshallapproveContractor'sPublicEducationLiteratur 13.OwnershipofWorkProduct 14.Weighingof 15.MonthlyandAnnual 16.OwnershipofRecyclables 17.Scavenging 18.CleanupofSpillageorBlowing 19.RecyclableMaterialsRequiredtobeTransportedtoMarkets;DisposalProhibited 20.DesignatedPrimaryGlass ATTACHMENTB 21.ProcessingFacilitiesMustbeSpecified 22.EstimatingMaterialsCompositionasCollected 23.EstimatingProcess 24.ChangingMarket 25.Vehicle 26.Personnel 27.LicensesandPermits 28.PerformanceMonitoring 29.LiquidatedDamages 30.DamagetoProperty 31.RecyclingCollection CURBSIDECOLLECTIONREQUIREMENTS 32.Weekly 33.PointofCollection 34.CurbsideCollectionScheduleDeadline 35.ProcedureforHandlingNontargetedMaterials 36.NewMaterialstobeAddedin INSURANCEANDOTHERLEGALREQUIREMENTS 37.Insurance 38.TransferofInterest 39.NonAssignabilityand 40.DisputeResolutionandArbitration 41.GeneralCompliance 42.IndependentContractor 43.HoldHarmless 44.Accounting ATTACHMENTB 45.RetentionofRecords 46.DataPractices 47.InspectionofRecords 48.ApplicableLaw 49.ContractTermination........................ 50.EmployeeWorkingConditionsandContractor'sSafetyProcedures 51.Contract ATTACHMENTB dayofJanuary2008,betweentheCityofArdenHills,1245West ThisAgreementismadethis Highway96,ArdenHills,Minnesota55112(the"City")andTheRecyclingCorporation,Inc. withitscurrentlocalplaceofbusinessat (D/8/A"EurekaRecycling"),aMinnesotanonprofit 2828KennedyStreetNE,Minneapolis,Minnesot55413(the WHEREAS,theCitysupportsacomprehensiveresidentialrecyclingprogramdesiresthat highqualityrecyclingservicesbeavailabletoallitsresidents; WHEREAS,theCitysupportscurbsiderecyclingaspartofanoverallabatement program; WHEREAS,RamseyCountyhasfundingavailableforsuchresidentialservices; WHEREAS,theContractorhassubmittedaproposalforcomprehensiveservicesto theCity; NOW,THEREFORE,theCityandContractormutuallyagreeasfollows,consideration ofthemutualpromisesandcovenantscontained Disposablecontainersfabricatedprimarilyofaluminum,commonlyusedforsoda,beer,water orother TheContractorpublishesanannualpubliceducationflyerthatcontainsthefollowing informationforCity Annualcalendarandmapofcurbsiderecyclingdistrictsfor"singlefamily dwellings" Listofmaterialstobeincludedfor ListofmaterialsexcludedthatcannotberecycledintheCity's Generalinformationaboutcurbsiderecyclingandmultifamily Howtoprepare TheCityhasdesignatedtheRecyclingCoordinatorastheCity'scurrentcontact managementandadministrationofthis ATTACHMENTB Thefollowingrecyclablematerials:aluminumcans;steelcans;milkcartons,asepticgable toppackages,juiceboxes,glassjarsandbottles;paperrecyclables;plasticbottles;textiles;and corrugatedcardboardasdefinedandfurtherdescribedintheannualrecyclingpublic educationflyer".Thislistofrecyclablematerialscanbethroughnegotiationbetweenthe CityanditsContractoratanytimewithinthedurationofcontractterm.Suchnegotiationsmust bereducedtoawrittenamendmenttothisAgreementanddulyexecutedbeforeitshallgointo Theaggregationandtransportationofrecyclablematerialsfromtheplaceatwhichitgenerated andincludesallactivitiesuptothetimewhenitisdeliveredtoarecyclingfacility. TheCity'srecyclingserviceContractorunderthenewcontractbeginningoperationonMarch1, Cardboardmaterialwithdoublewallconstructionandcorrugatedseparationbetweenbut notplastic,waxorothercoated Uniformcurbsiderecyclingbins(e.g.,green,plasticrecycling"tubs")suppliedbytheCitywhich recyclablescanbestoredandlaterplacedforcurbsidecollection,asspecifiedbyCity.The recyclingcontainersremainthepropertyoftheproperty Therecyclingcollectionservice,togetherwithrelatedpubliceducationandothercustomer services,specifiedwithintheSeptember24,2007,RFPutilizingcurbsiderecycling MultifamilydwellingsmayreceivecurbsiderecyclingserviceasselectedbytheCityand Glassjars,bottles,andcontainers(lids/capsandpumpsremoved)thatareprimarilyusedpacking andbottlingoffoodandbeverages. Theeconomicandtechnicalcapacityofmarketstouserecyclablematerialtomake Anypersonorcompanythatbuys(orcharges)forrecyclingofspecifiedmaterialsand include,butarenotlimitedto:endmarkets,intermediateprocessors,brokersandrecycling ATTACHMENTB materialreclaimers. customerservices, Recyclingcollectionservice,togetherwithrelatedpubliceducationandother providedtomultifamilyresidentsthatutilizemultifamilyrecyclingcontainerscarts)anduse multifamilyrecycling Ingeneral,multifamilyrecyclingserviceshallbeprovidedtoMFD'switheleven(11)unitsmore perbuilding.Ingeneral,MFdwellingswithtwo(2)toten(10)unitsperbuildingshallprovided withcurbsidecollectionserviceutilizingcurbside NonrecyclablematerialsthatarenotincludedintheCity'srecyclingprogram.Examplestypical nontargeteditemsinclude(butarenotlimitedto):pumpsonplasticbottles,ceramicmaterialin glassstreams,pizzacartonsincorrugatedcardboardstreams, Paperincludesthefollowing:newspapers(includinginserts);householdofficepapermail; boxboard;oldcorrugatedcardboard;phonebooks;Kraftbags;pop/beerboxes Noboxboardcontainersusedforfoodproductstorageinrefrigeratorsor freezersare Plasticbottlesshapedwithaneck.Plasticlids,caps,ringsandpumpsarenot RecyclableplasticbottlesshallbeidentifiedonthebottomwiththeSPIplasticcodes(PETE) and#2(HOPE)includingbottlescontaining:liquor;milk;juice;softdrinks;certainfoods; soapand Thenormalamountofmaterialthatcannotbeeconomicallyrecycledduetocharacteristics suchassize,shape,color,crossmaterialcontamination,etc.andmustdisposedasmixed municipalsolidwaste.Processresidualsincludesubcategoriesprocessresidualsincludingbut notlimitedtobulkyitems,contaminants,sortedtailings,sweepingsandrejectsfromspecific processingequipment(e.g.materialscleanedscreens,etc)."Processresiduals"doesnot includeclean,separatedproductsthatnormallyprocessedandpreparedforshipmentto relativelylowvaluebecauseofdepressedmarketdemand marketsascommoditiesbutare Thesorting,volumereduction,baling,containmentorotherpreparationof materialsdeliveredtotheprocessingcenterfortransportationormarketingpurposes. Arecyclingfacilityinwhichrecyclablematerialsareprocessed.Thefacilitywillconformto applicablerules,regulationsandlawsofstate,localorotherjurisdictions. ATTACHMENTB Disposablecontainersfabricatedprimarilyofsteelortinusedforfoodandbeverages. TextilesincludeunwantedbutreusableLinens:towels,sheets,blankets,curtains,tableclothsand clothes:includingbelts,coats,hats,gloves,shoesandbootsthatarecleanandfreemold,mildew andexcessivestains.Textilesmustbe Theannualworkplanproposalforrecyclingsystemimprovementssubmittedfrom Contractorandapprovedbythe 2.of Thetermoftherecyclingcontractwillbeaperiodoftwo(2)yearsfromMarch1,throughMarch1, 2015withtwo(2)oneyearoptionstorenewuponmutualagreementoftwopartiespriorto expirationofthecontract 3.to UponreceiptoftheContractorsannualreport,theCityshallscheduleanannualmeetingthe ContractorandaCity'scommittee.Theobjectivesofthisannualmeetingwillincludenotlimited ReviewContractor'sannualreport,includingtrendsinrecoveryrate EffortstheContractorhasmadetoexpandrecyclable ReviewContractor'sperformancebasedonfeedbackfromresidentstoEnvironmentCommittee membersand/orCity ReviewContractor'srecommendationsforimprovementintheCity'sprogram,including enhancedpubliceducationandotheropportunitiesaswithintheannualworkplanfor theupcoming ReviewCitystaffrecommendationsforContractor'sservice Discussotheropportunitiesforimprovementwiththeremainingyearsundercurrent 4. AspartoftheAnnualPerformanceReviewMeeting(asdescribedinSection4.0)theCityandContractorwill meetanddiscussoptionsforanannualworkplanforeducationandotherprograminitiativesfortheupcoming st year.TheContractorwillthensubmittheannualworkplantotheCitynolaterthanMarch1whichwilloutline thekeyprioritiesforsystemimprovementsforthecomingyear.TheCityshallreviewandapprovetheworkplan st nolaterthanMarch31eachyear.Theannualworkplanshallbeincorporatedbyreferenceasanamendmentto thiscontract. ATTACHMENTB Dualstreamrecyclablescollectionandprocessingservicesshallbethebasicservicedesignforthis instructedtoseparaterecyclables contract.Underthisdualstreamdesign,residentsshallcontinueto intotwoprimarygroupsofmaterials:(1)allfoodbeveragecontainers,including:glass,metal,aseptic, gabletopandplasticbottles;and(2)paperfiberproducts,including:newspapers,boxboard,magazines, pop/beerboxes,mail,catalogs,phonebooks,Kraftbagsandcorrugatedcardboard. Inaddition,residentsmayplaceclean,reusabletextilesoutseparatelyinplasticbagsoutlinedin Section34ofthisAgreement.Underthis"dualstreamplus"systemprocessingshallalsobe bythecategoriesascollected:paperseparatedfromcontainersseparatedfrom IftheContractoratanypointaddsadditionalmaterials(suchasadditionalplastics)totheirrecyclingprogramin anyothercitiesthattheyservetheContractorandtheCitywillbegindiscussionaboutaddingthosematerialsto theprograminArdenHills.Inaddition,iftheContractorintendstochangethecollectionsystemfromdual streamtosinglestreamtheywillnotifytheCitytobeginanegotiationofhowthatsystemwillchangeinArden Hills.SuchachangewillnotoccurwithoutwrittenapprovaloftheCity. 6. TheContractorwillinvoicetheCityofArdenHillsonamonthlybasisandtheCitywillpaythecontractornolater thannet30daysofreceiptoftheinvoice.Thebillingsystemwillincludethefollowingelements: CityagreestopayContractor$3.27perresidentialdwellingunitreceivingcurbsiderecyclingserviceper monthin2013forweeklycurbsidecollectionandmarketingofrecyclables.For2013,theCitycertifiesthat thereare2,479curbsideunitsthatwillreceiveservice.TheCitywillnotifytheContractorbyFebruary1of eachyearwhatthecertifiednumberofcurbsideunitswillbeforthesubsequentyear. CityagreestopayContractor$3.27percertifiedmultifamilydwellingunitpermonthin2013.In2013 st existingmultifamilypropertieswillbeinvitedtojointhe/z·äxprogram.Onthe1ofeachmonththeCity willnotifytheContractorofanypropertiesthathaveelectedtojointheprogramandwhattheresulting increaseinthenumberofcertifiedmultifamilyunitsthatwillbeforthesubsequentmonths. TheCityagreesthatthepriceperresidentialdwellingunitwillincreaseeachyearbytheConsumerPrice IndexfortheUpperMidwestasdeterminedbytheFederalReserveBankofMinneapolisorbythree(3) percent,whicheverisless.ThepricechangeshallgointoeffectonMarch1ofeachyear.TheCitywill notifytheContractorbythelastweekofDecemberwhatthecompensationratewillbeforthe subsequentcontractyear. ATTACHMENTB ATTACHMENTB 7.RFPand ThecontentsoftheCity'sRFP(asofSept.24,2007)andtheContractor'sproposalarepartofthe contractualobligationsandareincorporatedbyreferenceintothiscontractIfprovisionofthe contractisinconflictwiththereferencedRFPorproposal,thecontracttake GENERALREQUIREMENTSFORALLCOLLECTIONS Thefollowinggeneralrequirementsarepertinenttoallrecyclingcollections(i.e.,recycling collectionandmultifamilyrecyclingcollectionservices).However,theCityacknowledgesthatcollection servicefrequenciesandotherfactorswillvaryresidentialandmultifamilycollection 8.MissedCollections TheContractorshallhaveadutytopickupmissedrecyclingcollections.TheContractoragreestopickup allmissedcollectionsonthesamedaytheContractorreceivesnoticeofamissedcollection,provided noticeisreceivedbytheContractorbefore11:00a.m.onbusinessday.Withrespecttoallnoticesofa missedcollectionreceivedafter11:00a.m.abusinessday,theContractoragreestopickupthat missedcollectionbefore6:00p.m.thefollowingbusiness 9. TheContractormaypostponerecyclingcollectionsduetosevereweatheratthediscretionofthe Contractor."SevereWeather"shallinclude,butshallnotbelimitedtocasesinwhichthe temperatureat6:00a.m.isminustwenty(20)degreesFahrenheitcolder.Ifcollectionsareso postponed,theContractorshallnotifytheCity.postponement,collectionwillbemadeonaday agreeduponbetweentheContractorand ATTACHMENTB 10.Hoursand TheCityrequiresallsuchcollectionstobeginnosoonerthan7a.m.andshallbecomplete6p.m. willtakeplaceWednesdayand Collectionofrecyclablematerialsfromhouseholdsnorthof householdssouthofwilltakeplaceeveryTuesday.Duringholidayweeks,collection dayswilltakeplaceonedaylater.TheContractorrequestonetimeCityauthorizationofexceptionsto thesetimeanddayrestrictionspursuanttothe"SevereWeather"section9above).TheContractor mustrequestexceptionpriortotherequestedcollectioneventandspecifythedate,timeandreason for 11. TheContractorshallestablishandmaintain,inalocationapprovedbytheCity,anofficecontinuous supervisionforacceptingcomplaintsandcustomercalls.Theofficeshallbeservicewithcontinuous supervisionduringthehoursof8a.m.until5:00p.m.onalldayscollectionasspecifiedinthis Agreement.Theaddressandtelephonenumbersofandten(10)dayspriornoticeofchanges therein,shallbegiventotheCityinTheaddressofthisofficeasoftheexecutionofthecontractis 2828KennedyStreetMinneapolis,Minnesota ComplaintsonservicewillbetakenandcollectedbytheCityandtheContractor.Thewillnotifythe correctiveactions.The Contractorofallcomplaintsitreceives.TheContractorisresponsible Contractorshallanswerallcomplaintscourteouslyandpromptly. EachmonththeContractorshallprovidetheCitywiththefollowing Alistofallcustomercomplaints,includingadescriptionofhoweachcomplaint Alistofalladdresseswhereeducationtagswereleftforresidentsandwhythetags Alistofallmissedpickupsreportedtothe Themonthlyreportsshallbesentbymail,faxoremailtotheCity'sRecycling TheCityRetainsRighttoSpecifyResidentPreparationInstructionsandShallApprove/·© -·©xPublic EducationLiterature TheContractorshallagreethatitisthe/z·äxsolerighttoclearlyspecifytheresidentsortingandsetout requirementsasdescribedinSection5.TheContractorshallconductitsownpromotionsandpubliceducation toincreaseparticipationandimprovecompliancewithCityspecifiedresidentpreparationinstructionasperthe publiceducationelementsoftheannualworkplan.Ataminimum,thisshallinclude: Productionanddistributionofanannualflyertoeachhome,thisflyertoinclude Annualcalendarandmapofcurbsiderecyclingdistrictsfor{zm;family7Þ;zm| o Listofmaterialstobeincludedforrecycling o Listofmaterialsexcludedthatcannotberecycledinthe/z·äxprogram o Generalinformationaboutcurbsiderecyclinginstructions o Howtopreparematerials. o Distributionof{©;z7;·education· m|tobeleftbycurbsidecollectioncrewsifanynontargeted materialisrejectedandleftatthecurb. ATTACHMENTB AspartoftheagreeduponannualworkplanbetweentheCityandContractortheremaybeadditional educationinitiatives.Someoftheseinitiativescanbe,butarenotlimitedto;Residentworkshopsonbackyard compostingorpreventingwastedfood,additionalnewsletterarticlesprovidingadditionalinformationabout recyclingandotherzerowasteissues,publicaccesscablevideosonrecyclingtopics,communityforumsto discussandgetfeedbackonrecyclingandzerowasterelatedissuesandservices,SupporttomakeCity sponsoredeventszerowaste. 13.ofWorkProduct Ownershipofalldrawings,designs,proprietarymaterials,andotherworkproductsproducedor developedinperformanceofthisContract,includingthoseinelectronicshallberetainedbythe Contractor.Contractoragreesthatallright,title,andinterestincopyrightablematerialwhich Contractorshallconceiveororiginate,eitherindividuallywithothers,andwhicharisesoutofthe performanceofthisContract,shallbeby,andonbehalfofthecitybyTheContractor,forthe durationofthecontractperiodandsubsequentextensions. Ownershipofallreports,andphysicalcopiesofworkproductspreparedorproducedperformanceof thisContract,excludingthoseinelectronicform,shallberetainedbyTheuponcompletionor terminationoftheprojectandfinalpaymenttothe 14.of Contractorwillkeepaccuraterecordsconsistingofanapprovedweightslipwiththetime, collectionroute,driver'sname,vehiclenumber,tareweight,grossweightandweightforeach loadedvehicle.Collectionvehicleswillbeweighedaftercompletionofrouteorattheendoftheday, whicheveroccursfirst.Acopyofeachweightticketshallkeptonfileandmadeavailablefor inspectionuponrequestbythe 15.and TheContractorwillsubmittotheCitymonthlyreportsandannualreports.Ataminimum, Contractorshallincludethefollowing Grossamountsofmaterialscollected,byrecyclablematerial(in Netamountsofmaterialsmarketed,byrecyclablematerial(in Amountsof"processresiduals"disposed(in Recyclingservicefee(baseduponcontractedpriceper RevenuesharecreditsbacktotheCity(if. MonthlyreportsshallbeduetotheCitybythe15thdayofeachmonth.Annualreportsbedueby January31.TheContractorwillbeencouragedtoincludeinitsannualreportrecommendationsfor continuousimprovementintheCity'srecyclingprogram(e.g.,education,multifamilyrecycling, 16.of OwnershipoftherecyclablesshallremainwiththepersonplacingthemforcollectionContractor's ATTACHMENTB personnelphysicallytouchesthemforcollection,atwhichtimetheownershiptherecyclablesshall transferto 17. Allrecyclablematerialsplacedforcollectionshallbeownedbyandaretheresponsibilitytheoccupants ofresidentialpropertiesuntiltheContractorhandlesthem.Uponcollectionthedesignatedrecyclable materialsbytheContractor,therecyclablematerialsbecomepropertyandresponsibilityofthe ItisunlawfulforanypersonotherthantheCity'srecyclingContractororowner'sindependenthaulerto collect,remove,ordisposeofdesignatedrecyclablesafterthematerialshaveplacedordepositedfor collectionintherecyclingcontainers.Theowner,employees,owner'sindependenthauler's employees,orCity'srecyclingemployeesmaynotcollector"scavenge"throughrecyclingin anymannerthatinterferesthecontractedrecycling 18.oforB TheContractorshallcleanupanymaterialspilledorblownduringthecourseofcollectionand/orhauling operations.Allcollectionvehiclesshallbeequippedwithatleastoneandoneshovelforusein transportedinacoveredvehiclesothat cleaningupmaterialspillage.Designatedrecyclablesshall therecyclablesdonotdroporblowontoanystreetorprivatepropertyduring 19.tobeto UponcollectionbytheCity'srecyclingContractor,theCity'sContractorshalldeliverdesignated recyclablestoarecyclablematerialprocessingcenter,anendmarketforsalereuse,ortoan intermediatecollectioncenterforlaterdeliverytoaprocessingcenterormarket.Itisunlawfulfor anypersontotransportfordisposalortodisposeofrecyclablesinamixedmunicipalsolid wastedisposalfacility.TheContractorshalllandfill,incinerate,compostormakefuelpelletsoutof therecyclable 20.GlassMarket TheCityandContractorherebyagreethatECulletInc.(SaintPaul,MN)shallbeprimarymarketof choiceforglassbottlesandjarscollectedfromtheCity'sprogram.TheContractorshalldevelop aproposedglassmarketingcontingencyplanwritingforreview,commentandapprovalbytheCity. Thiscontingencyplanshallbeonrecyclingglassintomarketswiththehighestandbestuseofthis commodity.ContractorshallprovideanannualassessmentoftheAnchorglassmarketaspartof annualreporttothe TheContractorshallprovideasmuchnoticeaspossibleiftheECulletInc.glassplantstops acceptingrecyclableglasscullet,orotherwisebecomeseconomicallyunfeasibleasprimaryglass marketoutlet.IfECulletInc.isnolongeraviableprimarymarketforglass,andifContractormust adjustitsglassprocessingand/ormarketingoperations,themaysubmitaproposedpertonfee amendmenttotheCity.Thispertonfeeamendmentproposalmustincludeadetailedcostjustificationfor anyfeeincrease.Oncetheamendmentproposalissubmitted,theCityshallhave30daystonegotiate afinalamendmentwiththeContractorforapprovalbytheCity ATTACHMENTB 21.mustbe TheContractorshallassuretheCitythatadequaterecyclablematerialprocessingcapacitywillbe Cityatleast60 providedforCitymaterialcollected.TheContractorshallprovidewrittennoticeto daysinadvanceofanysubstantialchangeintheseorsubsequentplansreceivingandprocessing recyclablescollectedfromthe 22.as TheContractorshallconductatleastonematerialscompositionanalysisoftherecyclableseachyear toestimatetherelativeamountbyweightofeachbygrade.Theresultsofthis analysisshallinclude:(1)percentbyweightofrecyclablecommoditybygradeascollectedfromthe City;(2)relativechangecomparedtothepreviousyear'scomposition;and(3)adescriptionofthe methodologyusedtocalculatethecomposition,includingnumberofsamples,datesweighed,andCity route(s)usedsampling.TheContractorshallprovidetheCitywithacopyofeachsuchanalysis. 23.ProcessR TheContractorshallprovidetheCityawrittendescriptionofthemeanstoestimateresiduals derivedfromtheCity'srecyclables.Thiswrittendescriptionshallbereviewedapprovedinwritingby immediatelyafteranysignificant theCity.Thiswrittendescriptionshallbeupdatedbythe changestotheprocessingfacilitiesusedbythe TheContractorshallrecordtheweightandgeneratorforallmaterialsenteringthefacilityona daily,monthlyandannualbasis.TheserecordsshallbemadeavailabletoCityupon TheContractorshallreporttotalweightofmaterialdisposedasshippedouttoamunicipalsolid wastefacilitycomparedtothetotalmaterialshippedouteachmonthfromprocessing 24.ChangingMarketDemand 24.1LackofAdequateMarketDemand IftheContractordeterminesthatthereisnomarketforaparticularrecyclableorthatthemarkethas becomeeconomicallyunfeasible,theContractorshallimmediatelygivewrittennoticetotheCity.Said noticeshallincludeinformationdemonstratingtheefforttheContractorhasmadetofindmarketsources andthefinancialinformationjustifyingtheconclusionthatthemarketiseconomicallyunfeasible. Economicunfeasibilityisdefinedasamarketinwhichmarketvaluereceivedforamaterialarelessthan zero(0).Uponreceiptofsaidnotice,theContractorandtheCityshallhave30daystoattempttofinda feasiblemarket.Duringthisperiod,theContractorshallcontinuetopickuptheparticularrecyclable. IftheContractorortheCityisnotabletofindamarketwithin30days,theCityhastheoptionto: a)RequiretheContractortocontinuetocollecttheparticularrecyclable.Insuchcase,theCitywould paytheContractor,asadditionalcompensation,thetippingfeeattheNewportRDFplantora mutuallyagreeablealternativesite.TheContractorisrequiredtokeepaccuraterecordsofsaidfees andprovidetheCityreceiptsofpayment. b)NotifytheContractortoceasecollectionoftheparticularrecyclableuntilafeasiblemarketis located,eitherbytheContractororbytheCity.TheContractorwouldthenberesponsibleforthecost ofprintinganddistributingeducationalmaterialsexplainingthemarketsituationtoresidents. ATTACHMENTB 24.2BurdensomeProcessingFeestotheCity If,atitssolediscretion,theCitydeterminesthatprocessingfeeshavebecomeburdensomeforaparticular recyclable,theCityshallimmediatelygivewrittennoticetotheContractor.Uponreceiptofsaidnotice,the ContractorandtheCityshallhave30daystonegotiateacontractamendmentthatresultsin: a)Theremovaloftheprocessingfeesfortheparticularrecyclable. b)Theremovaloftheparticularrecyclablefromcollection.TheCitywouldthenberesponsiblefor thecostofprintinganddistributingeducationalmaterialsexplainingthemarketsituationtoresidents. Ifacontractamendmentisnotnegotiatedwithinthis30dayperiod,theContractorshallbe responsibleforallprocessingfeesandtippingfees. 25. Eachcollectionvehicleshallbeequippedwiththe TheContractor'svehiclesshallbemarkedwiththenameandtelephonenumbertheContractor prominentlydisplayedonbothsidesofthetruck.Theletteringmustbeatleast3inchesin 2way Firstaid Approvedfire Warning Warningalarmstoindicatemovementin Signonrearofvehiclewhichstateswwzvehiclemakesfrequentstops". Broomandshovelforcleaningupspills. Alloftherequiredequipmentmustbeinproperworkingorder.Allvehiclesmust maintainedinproperworkingorderandbeascleanandfreeofodorsas 26. Contractorshallretainsufficientpersonnelandequipmenttofulfilltherequirements specificationsofthisAgreement.Contractor'spersonnel Conductthemselvesatalltimesinacourteousmannerwiththegeneral Makeaconcertedefforttohaveatalltimesapresentableappearanceand Performtheirworkinaneatandquietmannerandcleanupallrecyclablesincollection andhauling Avoiddamagetoproperty. Notperformtheirdutiesoroperatevehicleswhileconsumingalcoholorusing ATTACHMENTB controlledsubstancesorwhileundertheinfluenceofalcoholand/or 27.and TheContractorshallensurethatalldriverandtrucklicensesandpermitsshallbecurrentinfull compliancewithlocal,stateandfederallawsandregulations.Anyprocessingusedtohandle materialfromtheCityofArdenHillsmusthavecurrentpermitsandasrequiredbytheappropriate city,county,stateandfederallawsandordinances.shallmakeavailableforinspectionallsuch licensesandpermitsuponrequestbythe 28. TheCitywillmonitortheperformanceoftheContractoragainstgoalsandstandardsrequired withinthiscontract.SubstandardperformancedeterminedbytheCitywillconstitute IfactiontocorrectsuchperformanceisnottakenbytheContractorwithin60daysafterbeing notifiedbytheCity,Citywillinitiatethecontracttermination 29. TheContractorshallagree,inadditiontoanyotherremediesavailabletotheCity,thatCitymay damagesforfailure withholdpaymentfromtheContractorintheamountsspecifiedbelowas oftheContractortofulfillits Failuretorespondtolegitimateservicecomplaintswithin24hoursinaand professionalmanner$50per Failuretocollectproperlynotifiedmissedcollections$250per Failuretoprovidemonthlyandannualreports$100per Failuretocompletethecollectionswithinthespecifiedtimeframeswithoutnoticetothe $100perincident. Failuretocleanupfromspillsduringcollectionoperations$250perincidentanycosts incurredbytheCity. Failuretoreportonchangesinlocationofrecyclablesprocessingoperations$250per Failuretoprovidewrittendescriptionofthemeanstoestimaterelativeamountprocess residualsderivedfromtheCity'srecyclables$100per Exceedinganymaximumprocessresidualsratethatmaybenegotiatedaspartafinalcontract $1,000per FailuretoreceiveCitywrittenapprovalofchangestothe"dualstream"and processingsystemspriortoimplementinganysuchchange$5,000. Failuretoconductannualcompositionanalysis$100per amountswillbeforliquidateddamagesforlossessufferedbytheCityand ATTACHMENTB toProperty TheContractorshalltakeallnecessaryprecautionstoprotectpublicandprivateExceptfor publicproperty,including, reasonablewearandtear,theContractorshallrepairorreplaceanyprivate butnotlimitedtosod,mailboxes,orrecyclingbins,whichdamagedbytheContractor.Suchproperty damageshallbeaddressedforrepairreplacement,atnochargetothepropertyowner,withinforty eight(48)hourswithpropertythesameorequivalentvalueatthetimeofthe IftheContractorfailstoaddresstherepairorreplacedamagedpropertywithineight(48)hours, theCitymay,butshallnotbeobligatedto,repairorreplacesuchproperty,andtheContractor shallfullyreimbursetheCityforanyofitsreasonablyexpenses.TheContractorshallreimburse theCityforanysuchexpenseswithintendaysofreceiptoftheCity's TheContractorshallconformtothefollowingprovisionswhencollectingrecyclablesin 1.TheContractorshallstructureroutessothatlighterloadedtruckstravelonstreetswith poorerconstruction.TheCityshallprovideroadconditiontothe 2.TheContractorshallbegintheirrouteswithassmallavolumeofrecyclablestheirtrucksas 3.TheContractorshallassisttheCitybyalertingtheCityStaffofunlicensedhaulerswho maybecomingintoArden CURBSIDECOLLECTIONREQUIREMENTS Thefollowingcollectionrequirementsareforcurbsiderecyclingservicesonlyanddopertainto multifamilyrecycling TheContractorshallcollectcurbsiderecyclingmaterials 33.Pointof Allcurbsidecollectionservicewilloccuratthecurbside(i.e.,noalleycollectionsofrecyclables areallowedforresidentswithcurbsidecollection WalkUp Aserviceforseniors,disabledand/orspecialneedsresidentswhorequestforspecialwherethe driverwillwalkuptotheresident'sgaragedoor,stooporotherdesignatedspotcollectrecyclable materialforloadingontothetruck.Thedriverthenreturnsthebins/cartsthesamelocation.TheCity willcompilealistofsuchservicerequestsandpresenttocontractor30dayspriortothefirstcollection forthoseresidentswhowillreceivetheuponstartofcontract.TheContractorwilltakecalls directlyfromresidentswhorequestserviceandaddthemtothewalkupservicelistasneeded throughoutthedurationof ATTACHMENTB IftheContractordeterminesthatthecollectionofrecyclableswillnotbecompletedbyp.m.onthe samedayandrequestan scheduledcollectionday,theContractorshallnotifytheCityby4:00p.m. extensionofthecollectionhours.TheContractorshallinformCityoftheareasnotcompleted,the reasonforandtheexpectedtimecompletion.IftheCity's contactpersoncannotbereached,ContractorwillrequesttheCity 35.for IfContractordeterminesthataresidenthassetoutnontargetedmaterials,thedriverusethe following 1.Contractorshallleavethenontargetedmaterialsintheresident'srecyclingbinand leavean"educationtag"indicatingacceptablematerialsandpropermethodof 2.ThedrivershallrecordtheaddressandtheContractorshallreporttheaddresstheCitywithin themonthly 36.NewMaterialstobeAddedin TheCityandtheContractorhaveagreedtoaddadditional#1,#2,(nonbottle)aswellas#4,#5 and#7plasticsbyJuly1,2014. INSURANCEANDOTHERLEGALREQUIREMENTS InsurancesecuredbytheContractorshallbeissuedbyinsurancecompaniesacceptabletheCityand admittedinMinnesota.Theinsurancespecifiedmaybeinapolicyorpoliciesinsurance,primaryor excess.Suchinsuranceshallbeinforceonthedateofexecutionthecontractandshallremain continuouslyinforceforthedurationofthecontract.ContractorshallhavetheCityofArdenHills namedasanadditionalinsuredonpolicyspecifiedbelow,unlesstheContractorsubmitsin writingthisisnotforaspecificinsurancepolicy.TheContractorshallthenprovidecertificatesof insurancetheCitybyapproximatelyDecember15ofeachyear.TheContractorandits shallsecureandmaintainthefollowing WorkerscompensationinsuranceshallmeetthestatutoryobligationswithCoverageEmployers and$100,000 Liabilitylimitsofatleast$100,000eachaccident,$500,000diseasepolicy diseaseeach CommercialGeneralLiabilityinsuranceshallbeatthelimitsofatleast$2,000,000 aggregate,$1,000,000personalandadvertisinginjury,$1,000,000eachoccurrencefire damageand$1,000medicalexpenseforanyoneperson.Thepolicyshallbeon"occurrence" basis,shallincludecontractualliabilitycoverageandtheCityshallbenamedadditional Thisinsuranceincludesupto$10,000expensestoextractpollutantsfromlandorwaterthe "premises"ifthedischarge,dispersal,seepage,migration,release,escapeoremissionthe ATTACHMENTB pollutantsiscausedbyorresultsformacoveredcauseof automobiles CommercialAutomobileLiabilityinsurancecoveringallowned,nonownedand withlimitsofatleast$1,000,000peraccident.Thisinsuranceincludesaoflosswherethere isaspilloffuelsandlubricantsusedinthevehicleforits or& Director'sOfficersInsuranceorErrorsOmissionsinsuranceprovidingcoverage "wrongfulact''anyactualorallegederror,misstatement,misleadingstatement,act omission,neglectorbreachofduty.Theinsurancepolicyprovides$1,000,000 occurrenceand$1,000,000aggregatelimitofliabilityforeachyear. AcceptanceoftheinsurancebytheCityshallnotrelieve,limitordecreasetheliabilityof Contractor.AnypolicydeductiblesorretentionshallbetheresponsibilityoftheThe Contractorshallcontrolanyspecialorunusualhazardsandberesponsiblefordamagesthat resultfromthosehazards.TheCitydoesnotrepresentthattherequirementsare sufficienttoprotecttheContractor'sinterestorprovideadequateEvidenceofcoverageis datewrittennoticeis tobeprovidedonaCityapprovedInsuranceCertificate.A requiredifthepolicyiscanceled,notrenewedorchanged.TheContractorshallrequire anyofitssubcontractorstocomplywith 38.of TheContractorshallnotassignanyinterestinthecontract,andshallnottransferanyinthe contract,eitherbyassignmentornotation,withoutthepriorwrittenapprovaloftheTheContractor shallnotsubcontractanyservicesunderthiscontractwithoutpriorapprovaloftheCity.Failureto obtainsuchwrittenapprovalbytheCitypriortoanyassignmentorsubcontractshallbegroundsfor immediatecontract TheContractorcurrentlysubcontractstoprovideservicetooldcorrugatedcontainerscustomers thatrequiredumpstercapacity.ThissubcontractisannualandtheContractornotifytheCityin writingifthereisachangein and ThepartiesherebyagreethattheContractorshallhavenorighttoassignortransferitsand obligationsundersaidagreementwithoutwrittenapprovalfromtheCity.Intheevent,Contractor,its agreementshallbeimmediately successorsorassignsfilesforBankruptcyasprovidedbyfederallaw, deemednullandvoidrelievingallpartiesoftheirrightsand 40.and Thepartiesagreethatanycontroversyorclaimarisingoutoforrelatingtothisagreementthebreach thereof,shallbesettled,attheoptionoftheContractorbyarbitrationwiththeRulesofthe AmericanAssociationofArbitrationandjudgmentuponawardbytheArbitrator(s)maybeenteredin anycourtwithjurisdiction ATTACHMENTB 41. TheContractoragreestocomplywithallapplicableFederal,Stateandlocallawsregulations governingfundsprovidedunderthis TheContractorpaysitsemployeesaprevailingwagebasedontherecyclingindustryinstateof MinnesotaandHennepinCounty.TheContractordoesnotusetemporaryarrangementstoavoid payingalivingwage.Allofouremployees,permanentandreceiveapaycheckthatmeetsor exceedslivingwagestandards.Additionally,theprovideshealthinsuranceforallfulltime employeesandaproratashareforworkingmorethan20hoursbutlessthan40hoursa 42. Nothingcontainedinthisagreementisintendedto,orshallbeconstruedinanymanner,creatingor establishingtherelationshipofemployer/employeebetweentheparties.Contractorshallatalltimes remainanindependentContractorwithrespecttotheservicesbeperformedunderthisContract.Any andallemployeesofContractororotherengagedintheperformanceofanyworkorservices requiredbyContractorunderContractshallbeconsideredemployeesorsubcontractorsofthe ContractoronlyandnottheCity;andanyandallclaimsthatmightarise,includingWorker's CompensationundertheWorker'sCompensationActoftheStateofMinnesotaoranyotherstate, ofsaidemployeesorotherpersonswhilesoengagedinanyoftheworkorservicesto on berenderedherein,shallbethesoleobligationandresponsibilityof 43.Hold TheContractoragreestodefend,indemnifyandholdharmlesstheCity,itsofficersemployees,from anyliabilities,claims,damages,costs,judgments,andexpenses,attorney'sfees,resultingdirectly orindirectlyfromanactoromissionoftheContractor,employees,itsagents,oremployeesof subcontractors,intheperformanceoftheprovidedbythiscontract,anyresultingenvironmental liabilitythatisaresultofthiscontractbyreasonofthefailureoftheContractortofullyperform,inany respect,anyofitsunderthiscontract.IfaContractorisaselfinsuredagencyoftheStateof Minnesota,termsandconditionsofMinnesotaStatute3.732etseq.shallapplywithrespecttoliability bonding,insuranceandliabilitylimits.TheprovisionsofMinnesotaStatutesChaptershallapplyto otherpoliticalsubdivisionsoftheStateofMinnesota. 44. TheContractoragreestomaintainthenecessarysourcedocumentationandsufficientinternal controlsasdictatedbygenerallyacceptedaccountingpracticestoaccountforexpensesincurred underthiscontract. 45.of TheContractorshallretainallrecordspertinenttoexpendituresincurredunderthiscontractforaperiod ofthreeyearsaftertheresolutionofallauditfindings.Recordsforexpendablepropertyacquired withfundsunderthiscontractshallberetainedforthreeafterfinaldispositionofsuch 46. TheContractoragreestocomplywiththeMinnesotaGovernmentDataPracticesActandother applicablestateandfederallawsrelatingtodataprivacyorconfidentiality.Contractormust immediatelyreporttotheCityanyrequestsfromthirdpartiesforrelatingtothisAgreement. ATTACHMENTB TheCityagreestopromptlyrespondtoinquiriesfromContractorconcerningdatarequests.The employeesharmlessfromanyclaimsresultingfromthe ContractoragreestoholdtheCity,itsofficers, Contractor'sunlawfuldisclosureuseofdataprotectedunderstateandfederallaws. AllProposalsshallbetreatedasnonpublicinformationuntiltheproposalsareopenedreviewby theCity.AtthattimetheProposalsandtheircontentsbecomepublicdatatheprovisionsofthe MinnesotaGovernmentDataPracticesAct,Minn.Stat.C. 47.of AllContractorrecordswithrespecttoanymatterscoveredbythisagreementshallbeavailableto theCityoritsdesigneesatanytimeduringnormalbusinesshours,asoftentheCitydeemsnecessary, toaudit,examine,andmakeexcerptsortranscriptsofall 48. ThelawsoftheStateofMinnesotashallgovernallinterpretationsofthiscontract,andappropriate venueandjurisdictionforanylitigationwhichmayarisehereunderwillbethosecourtslocated withintheCountyofRamsey,StateofMinnesota,regardlessofplaceofbusiness,residenceor incorporationofthe 49. TheCitymaycanceltheContractiftheContractorfailstofulfillitsobligationsunderContractina properandtimelymanner,orotherwiseviolatesthetermsoftheContractifdefaulthasnotbeencured after60dayswrittennoticehasbeenprovided.TheCityshallContractorallcompensationearnedprior tothedateofterminationminusanydamagescostsincurredbytheCityasaresultofthebreach.If thecontractiscanceledorallfinishedorunfinisheddocuments,data,studies,surveys,maps, models,reportsorothermaterialspreparedbytheContractorunderthisagreementshall,at optionoftheCity,becomethepropertyoftheCity,andtheContractorshallbeentitledtoreceivejust andequitablecompensationforanysatisfactoryworkcompletedondocumentsormaterialspriorto the and TheContractorwillensureadequateworkingconditionsandsafetyproceduresareinplacecomplywith allapplicablefederal,stateandlocallawsandregulations.TheCitytherighttoinspectona randombasisalltrucks,equipment,facilities,workingtrainingmanuals,recordsofclaimsfor Worker'sCompensationorsafetyviolationsstandardoperatingproceduresdocuments. AnyamendmentstothisAgreementshallbevalidonlywhenreducedtowriting,andsignedby the ATTACHMENTB INWITNESSWHEREOF,thepartieshavesubscribedtheirnamesasofthedatefirst TheNeighborhoodRecyclingCorporation, (D/B/A"EurekaRecycling"):CityofArden By____________________________By___________________________ ChiefExecuteOfficerCityAdministrator By____________________________By___________________________ ChiefOperatingOfficerMayor APPROVEDTO By___________________________ CityAttorney CONSENT ITEM MEMORANDUM DATE: February 25, 2013 TO: Honorable Mayor and City Councilmembers Patrick Klaers, City Administrator FROM: Sue Iverson, Director of Finance and Administrative Services SUBJECT: Approval of Safety Committee Policy Requested Action Approve Safety Committee Policy. Discussion The Safety Committee Policy was adopted November 14, 2011. The policy was recently reviewed and a few minor grammatical changes were made to the document. Attachments Attachment A: Safety Committee Policy 11 Page of Attachment A City of Arden Hills Safety Committee Policy Introduction The City of Arden Hills is committed to preventing workplace injuries and illnesses among all employees. To prevent these losses, a joint management-labor Safety Committee has been established. Employee involvement in accident prevention and support of safety committee members and activities is necessary to ensure a safe and healthful workplace. Purpose The purpose of our Safety Committee is to involve labor and management in a non-adversarial, cooperative effort to promote safety and health in the workplace. The Safety Committee will assist management and make recommendations for change. Organization 1.The City of Arden Hills Safety Committee will be composed of representatives as determined by the Director of Finance and Administrative Services. 2.Membership in the Safety Committee, will follow these guidelines: a.All employees will be encouraged to participate. b.There will be no more than 5 voting members. c.Members will consist of regular, full-time employees from the following departments: Administration/ Finance/ Community Development (City Hall) Public Works d.The Safety Committee will consist of the following representatives: Chairperson (1) Secretary / Vice Chairperson (1) Members / Sub-Committee (2) e.The Director of Finance and Administrative Services will be a permanent member of the Safety Community and will receive all reports, actions, and activities of the committee. This position will also provide administrative support to the committee and will serve as the liaison to the City Administrator, Department Managers and consultants. f.No more than half the total members will consist of management. st g.Members will have a 2 year term, beginning January 1 of each year. h.Committee membership terms will be staggered, so at least two experienced members are always serving on the committee. 3.Employees from each department will be given the opportunity to nominate and select representation upon the end of term or vacancy of membership. a.By October 1st of each year, each department manager will promote and request nominations for open committee positions to be filled the following January. b.Employees can nominate themselves or another employee from their department only. c.Nominations should be provided to the department manager no later than November 1st. d.No later than December 1st of each year, the department manager will communicate the nominations and ask for a vote (either verbally or through secret ballot). e.If no nominations are submitted or if a tie exists, the City Administrator will appoint a member(s) to the committee. f.If a voting member is not able to attend any meeting, an alternate may be designated to attend with all voting privileges. 4.A quorum must exist in order for the Safety Committee to take formal action and conduct business. If 5 are on the Safety Committee, then 3 would be a quorum. Votes will be made by a simple majority. Member Roles 1.Chairperson Coordinate and direct all safety committee efforts Communication liaison between management and the committee Provide feedback from management team to the committee on problems the committee identified and any recommendations it submitted Develop and distribute meeting agendas Coordinate and conduct meetings Facilitate annual goal setting and complete annual safety program review report Establish necessary deadlines and sub-committee assignments May also (if time and opportunity allows) serve on a sub-committee and take an active role in other committee activities 2.Secretary/Vice Chairperson absence Record, maintain and disseminate committee meeting minutes Collect and analyze WC injury data; discuss with committee Serve on a sub-committee(s) 3. Members and sub-committees (suggestions) Training Coordinator organize training topics and track training records Accident Investigation Lead investigates all accidents when they happen and presents findings to the committee for discussion at the next meeting Safety Inspection Lead schedule inspections and respond to items that need attention The following lead positions may be added at a later date: Personal Protective Equipment (PPE) monitors need for new or replacement equipment Ergonomic Lead identify and evaluate jobs that have heavy lifting, awkward postures, or are otherwise physically demanding; conduct search for solutions Safety program element development (OSHA such as Hazard Communication, Lockout/Tagout, Chainsaw, etc. or in general such as reviewing new products and procedures for safety hazards before they are purchased/implemented) - share amongst committee Extent of Authority The safety committee advises management about safety and health issues in the workplace. All written recommendations from the safety committee will be submitted to managment. Management will consider the recommendations and respond in writing to the safety committee within a reasonable time. All written recommendations submitted to management shall: Be clear and concise; Provide reasons for implementation; Include implementation costs and recommended completion dates; List benefits. Functions of Safety Committee Members 1.Attend all Safety Committee Meetings 2.Review all accidents and near-misses 3.Conduct safety inspections 4.Report unsafe conditions and practices, and promote safe working conditions 5.Recommend ideas for improving safety and health 6.Work in a safe and healthful manner 7.Observe how safety and health is enforced in the workplace 8.Assist in special projects or duties as assigned by the Chairperson and/or City Administrator 9.Assist with written safety program reviews and edits 10.Act as a work-area representative in matters pertaining to health and safety 11. 12.Discuss and review progress of the safety committee set goals 13.Pursue safety education through films, demonstrations, videos, training etc. 14.Discuss possible new methods of accident prevention 15.Develop and revise rules to comply with all safety and health standards and various codes federal, state and local 16.Discuss and review trends in personal protective equipment (PPE) 17.Assist in developing and initiating safety training programs 18.Establish and maintain an employee safety award program (if applicable) 19.Establish operational policies and procedures for subcommittees 20.Communicate safety information (from meetings) back to respective departments Conducting a Meeting When conducting a meeting, stay on topic and remain neutral if possible. Meetings are not intended to be a complaint session. An agenda should be made available to the Committee a few days ahead of the meeting date. The Safety Committee will meet monthly, or as needed at a time and place designated by the Chairperson. Currently, meetings will be held at 9:00 a.m. in the City Hall upstairs conference room unless otherwise communicated. Meeting will take place on the last Thursday of each month. When a meeting schedule is planned well in advance, the members are then in a better position to arrange for their attendance and prepare for discussion. A typical Committee meeting should include: 1. Review of unfinished items from the previous meeting(s) and/or activities. 2. Status reports from any sub-committees. 3. Discussion/review of safety inspection reports and the actions taken to correct observed hazards. 4. Review of accident/incidents sustained since the previous meeting and a discussion of measures to prevent similar accidents and incidents. 5. Review of the status of current action plans or training programs. Summary Only the planning and effective leadership of management and the safety committee can build a lasting safety and health program. The Safety Committee shall be a constructive entity, providing guidance and leadership in matters pertaining to the overall health and safety of the City of Arden Hills. Adopted: November 14, 2011 ___________________________________ David Grant, Mayor Attest: _____________________________________ Patrick Klaers, City Administrator