HomeMy WebLinkAbout10-21-13 WorksessionDavid Grant
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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
AGENDA ITEMS
1.A.2018 Capital Improvement Plan (CIP)
and Patrick Klaers, City Administrator
Documents:MEMO.PDF
1.B.Franchise Fees
Patrick Klaers, City Administrator
Documents:MEMO.PDF,ATTACHMENT A.PDF
Leash Dog Area Proposal
Michelle Olson, Parks and Recreation Manager
Documents:MEMO.PDF,ATTACHMENT A.PDF
Update On City Cell Phones And Tablets
Sue Iverson, Director of Finance and Administrative Services
Documents:MEMO.PDF
1.E.Discussion On Revisions To The Benefits And PTO Sections Of The City's Personnel Policy
Sue Iverson, Director of Finance and Administrative Services
Documents:MEMO.PDF,ATTACHMENT.PDF
1.F.B2 Design Standards
Matthew Bachler, Community Development Intern
Documents:MEMO.PDF,ATTACHMENT A.PDF, ATTACHMENT B.PDF
1.G.Discussion Regarding The Carroll's Furniture Property
Patrick Klaers, City Administrator
Documents:MEMO.PDF
Bethel Update
Patrick Klaers, City Administrator
Documents:MEMO.PDF
COUNCIL COMMENTS
AGENDA ITEM
MEMORANDUM
DATE: October 21, 2013
TO:Honorable Mayor and City Council Members
FROM: Patrick Klaers, City Administrator
SUBJECT: 2014-2018 CIP
Discussion
The Finance Department has updated the proposed 2014-2018 Capital Improvement Plan
(CIP). This document is attached for you review.
During discussion of this updated 2014-2018 CIP, there are a few issues that I would like
for the Council to consider. These issues are also applicable to the discussion on uses for
the franchise fee revenues.
Street and Trail Maintenance
Within the overall CIP is the Permanent Improvement Revolving (PIR) fund. The PIR
fund is where the street and park related expenditures are located. Each year the Council
transfers $200,000 from the General fund (basically tax revenues) to the PIR fund. The
historic intent for this transfer was to help finance the City share of the Pavement
Management Program (PMP) projects (for residential projects, the City share is 50% of
the cost of the streets). However, included in the PIR fund are expenditures for street
crack sealing and sealcoat work and for trail rehabilitation work and these two
expenditures equal approximately $200,000 per year. Accordingly, these annual
expenses directly offset the General fund transfer. From an organizational point of view,
these two activities should be in the General fund operating budget.
The above situation needs to be addressed in order to have the General fund budget for
streets and parks reflect actual annual operating expenses; and in order to have the
transfer of money to the PIR fund applied toward PMP projects. The suggestion for the
Council is to raise tax revenues, or to use franchise fees, or a combination of both. If a
franchise fee program is established, I would rate solving this CIP and Operating Budget
problem as a top priority.
Pavement Management Program (PMP)
The draft 2013-2017 CIP that the Council reviewed in June 2012, showed the PIR fund
going from a 1/1/13 balance of $6,008,457 to a 12/31/17 balance of $1,016,835. This
significant decrease in fund balance caused the Council to reevaluate its priorities and in
October 2012, the fiscally constrained street CIP. When the
2013-2017 CIP was approved at the end of 2012, the updated 12/31/17 fund balance was
$5,515,417. The main action the Council took to achieve this improved fund balance
position, was to delay some PMP projects (per the fiscally constrained street CIP). After
the 2015 Glenview PMP project, there is not another PMP project scheduled until 2022.
This seven year gap in PMP projects, and other similar gaps beyond 2022, will be a major
factor in the overall quality of the City streets and will require the City to absorb higher
operating expenses for street maintenance.
Parks and Trails
There are no park dedication funds available for projects. There are no park capital
expenditures in the General fund. All park capital expenditures come from the PIR fund.
This includes such thing as the acquisition of land for the expansion of Hazelnut Park,
improvements to Valentine Park, and the City share of the ELA trail.
Use of the PIR fund for parks and trails reduces the amount of funds available in the PIR
fund for PMP projects. Park and trail development are appropriate uses for franchise
fees. Trails are expensive; but are also in demand. The 2008 estimate for a trail from
Highway 51 along Old Highway 10/Old Snelling Avenue to Highway 96 is in the $2.2
million range.
Having street and trail maintenance, PMP projects, and capital improvements for parks
and trials all come out of the PIR fund, presents a major challenge for keeping the City
street infrastructure in good condition.
AGENDA ITEM
MEMORANDUM
DATE: October 21, 2013
TO:Honorable Mayor and City Council Members
FROM: Patrick Klaers, City Administrator
SUBJECT: Franchise Fees
Background/Discussion
A year ago in October 2012, the Council
constrained street CIP considered. More detailed and extensive discussions on a
franchise fee program took place during the June 17, July 15, and September 16, 2013,
work sessions. Information from Xcel Energy was included within these three work
session agenda packets and Colette Jurek, Manager - Community & Local Government
Relations for Xcel Energy, attended the July and September work sessions to present
information and to answer questions.
Assuming that the Council wants to continue consideration of a franchise fee program,
issues then to be discussed at this October work session include:
uses for franchise fee revenues
amount to be collected
when a program should be formally considered and, if approved, when it
should be started
how to obtain public input
At the last work session, Colette indicated that she would contact representatives of three
large utility users in the City to review with them the franchise fee scenarios that the
Council is considering and also that she would provide them with my contact
information. Boston Scientific and Bethel have contacted me to discuss their concerns
and issues. I anticipate a representative from Boston Scientific and from Bethel to be at
this October work session.
Possible Uses
I have noted some possible priority uses for franchise fees in previous memos and in the
CIP memo that is in this Council work session packet.
I believe that it is most appropriate to have franchise fees used for capital projects. In
Arden Hills, franchise fees could be used for the construction of new trails, part of the
City share of the PMP projects, and for park improvements.
While I do believe that franchise fees should be used for capital improvements, the City
does have an operating budget issue that should be addressed. This issue relates to
moving the street seal coating and crack sealing and the trail rehabilitation expenses out
of the Capital PIR fund and into the General fund operating budget. If part of the
franchise fees were used for part or the entire City share of the PMP projects, then the
General fund would not need to transfer money to the PIR fund and the street and trail
maintenance expenses could be moved into the General fund.
The City has some long range plans for park improvements and trail development and
ideally, the City trail system will be connected to a regional system and to trails in
neighboring communities. However, one of the challenges is that, as everyone already
knows, trails are very expensive. For example, based on a 2008 study, a trail on Old
Snelling/Old Hwy 10 from TH 51 to Highway 96 is estimated to be around $2.2 million.
To use franchise fees on City parks and trail improvements would be a visible and
popular capital improvement that will provide some very real long-term benefits to the
citizens. The only funds currently available for park and trail improvements are the PIR
funds and this puts pressure on the funding of PMP projects. Using franchise fees to fund
a park and trail improvement program may be preferable to a bond referendum or a tax
levy increase. From a financial point of view, without a bond referendum or a tax levy
increase or franchise fees, it is hard to imagine the City trail plan being fully
implemented.
The Council could generally agree to use the franchise fees for capital improvements to
streets, parks, and trails and could decide not to spend any franchise fee revenue until
2015 or 2016. With this approach, a detailed plan on the priority uses for the fees could
be worked on in 2014 and/or 2015.
Amount to be Collected
Attached for your information is part of the report from the September franchise fee
agenda item. This material includes three scenarios as prepared by Xcel and the
projected impact of these scenarios on residential properties (please note that the
projected impacts were prepared by me and not by Xcel). If the Council does not go with
scenario three, for both the electric and gas utilities, then I would recommend that the
Council keep scenario three for electric and look at scenario two or one for the gas, as the
gas utility generates less revenue than the electric utility.
Program Consideration and Start Up Date
I recommend that the Council decide on an appropriate scenario at this work session and
move forward with consideration of the franchise fees in November.
Regarding a start up time for the franchise fees, the Council should discuss some date
between July 1, 2014 and January 1, 2015.
Public Input
I recommend that the Council take public input on the franchise fee program at its
November 25, 2013 meeting. This can be at a public hearing but a hearing is not
required. Information on the proposed franchise fee and a notice regarding public input
can be put in the newspaper, on the website and on the CTV bulletin board.
Attachment A
AGENDA ITEM
MEMORANDUM
DATE: October 21, 2013
TO: Honorable Mayor and City Councilmembers
Patrick Klaers, City Administrator
FROM: Michelle Olson, Parks and Recreation Manager
SUBJECT: Off Leash Dog Area Proposal
Requested Action
The PTRC is looking for Council to review the Off Leash Dog Area Proposal and give feedback
and direction on how to proceed.
Background/Discussion
One of the work items that the PTRC requested of Council at the March 18, 2013 joint meeting
was input on the possibility of the committee working on researching off leash dog areas for
Arden Hills. The Council consensus was to allow the PTRC the opportunity to put a proposal
together and bring back to Council for review and approval. At the April PTRC meeting, a
subcommittee was formed to begin working on a proposal. The subcommittee met a couple of
times and presented a proposal at the September 24, 2013 PTRC meeting. The PTRC
recommended by motion to move forward for Council review and consideration. Chuck
Michaelson from the Off Leash Dog Area subcommittee will be in attendance to present the
proposal.
Attachments
Attachment A: Off Leash Dog Area Proposal
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Attachment A
OFF LEASH DOG AREA PROPOSAL
Purpose
At the February joint PTRC/City Council meeting, the Council gave preliminary approval for the
PTRC to move further into researching the possibility of creating an off leash dog area in Arden
Hills. The Council asked the committee to research and present a proposal to Council for
consideration.
Potential Locations
The PTRC has researched possible locations for an off leash dog area and recommend the
followingseasonal location:
Hazelnut Park Hockey Rink
1.–3301 New Brighton Road
Areas that would be possibilities in the future if the seasonal off leash dog area at HazelnutPark
isa success:
1.Freeway Park Hockey Rink –1370 W. County Road E -The Council delayed the CIP
proposed enhancements to this park. The PTRC has concerns about putting an off leash
dog area without improvements to the parking area. In addition, there are concerns
about the drainage of the ice rinkand safety due to proximity to Highway 51.The soils
in the hockey rink hold water late into spring and make it unusable until mid to late June,
depending on weather.Improvements to the grade/soils will need to be considered with
enhancements in order for this park to be used in May/June as an off leash dog area.
The location of therink next to the entrance to Highway 51 could be a safety hazard for
dogs that run away from owners.
2.Parkshore Dr. park land -Land was given to the City for park land. Staff is unsure
about the cost for development.A parking area would need to be constructed, the entire
area would need to be graded and perimeter fencing added. More research is needed to
estimate costs at this site.
3.City Hall –The land just east of the City Hall parking lot. Staff is unsure about the cost
for development.Parking for certain City events is challenging and with the addition of
an off leash dog area, could cause potential problems. More research is needed to find
out wetland impacts, grading, etc… The Council will need to evaluate if an off leash
dogarea is a good fit adjacent to City Hall.
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Liability Concerns
Staff contacted the League of Minnesota Cities to discuss liability. Jackie Torgerson informed
staff that the City does not have to do anything special in order for the City’s liability coverage to
apply to claims arising from a dog park. From a loss control perspective, she listed some
general considerations:
Provide a barrier
to encourage the dogs to stay in the designated area. If you are near a
residential area or busy street, consider a fence with a gated entry. A gated entry also
makes advisory signs difficult to miss.
Provide trash and containers
and even plastic bags to encourage the proper disposal of
feces.
Make sure there is adequate parking.
Use may exceed expectations.
Consider providing water for dogs
or encourage owners to bring plenty of water if none
exists at the park.
Good maintenance techniques can keep park users safe and reduce liability in the
event of a claim.
Things like adding mulch to walkways can reduce erosion and increase
traction. Be sure to include the dog park in a regular documented inspections program,
along with other parks.
With respect to signage, she recommended consideringposting rules for the following items:
1.Picking Up Feces
2.Controlling aggressive dogs
3.Leash Requirements, if any
4.Required removal of dogs from leashes in the off-leash boundary (keeping them leashed
can cause aggressive behavior)
5.Dogs should be licensed and vaccinated to be allowed in the dog park
6.Children should be supervised at all times while in the dog park
7.Any other special information such as emergency contact info
A risk management memo outlining the above information is included (Attachment A).
Rules/Signs
The PTRC is NOT recommending providing bags. This becomes a maintenance issue if bags
run out and therefore, it is the recommendation of the PTRC to provide a mail box where owners
can provide extra bags for other owners but it is the responsibility of the dog owner to bring their
own bags.
Suggested rules:
1.Keep your dog in sight and under voice control at all times.
2.Clean up and dispose of feces left by your dogin the provided barrels. Owners must
possess a bagfor removal of feces.
3.Dogs must be licensed and vaccinated.
4.No aggressive dogs allowed. If your dog becomes unruly or plays rough, leash it and
leave immediately.
5.Female dogs in heat and dogs under the age of four months are prohibited.
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6.Use at your own risk. Owners are responsible and liable for the actions and behavior
of their dogs at all times.
7.Users are limited to three dogs per visit.
8.Children must be supervised at all times while in the dog park.
9.Dogs must be on leash unless in Off Leash Dog Area boundaries.
10.All other City park rules apply.
Season–Hours of Operation
stst
Suggested Season: May 1–November 1.
Suggested Hours: 30 minutes before sunrise until 30 minutes after sunset
Maintenance-Labor-Cost
Maintenance: Staff currently does garbage runs one to two times a week, depending on the time
of year. The Public Works staff would need to increase garbage pick up to 3-5 times per week,
depending on popularity.
Signage: Rule/Hours of Operation Signage –Estimated at $100
Gated Entrance (Staging Area): The PTRC feels it is important for helping manage the
transition into the open dog area, to have a staging area. This would be a gated area where
dogs would be taken into, unleashed and then the gate for the hockey rink would be opened for
the dog to enter. It will keep dogs from escaping out of the main area when dogs are entering
and exiting. Staff recommends utilizing a 5 x 13 fenced area (with two gates) that would be a
temporary enclosure that would be disassembled at the end of the season. We estimate this
enclosure to be $800, not including the staff time to install.
Mulch or pea gravel may need to be considered for areas to avoid muddy areas. We estimate
that if mulch is needed, it will be $10-$12 per cubic yard. The Hazelnut Park rink soils are
primarily sand and it historically drains well.
Input –Surrounding Areas
Staff and subcommittee members called surrounding areas to inquire how dog parks have
worked for them. The overwhelming response from all of the communities was very positive.
They all stated that the larger the area, the more use it received. Not only was it positive for the
dogs but it also serves as a great way for the citizens to interact with each other, stay within the
community and enjoy the outdoors.
We inquired about the type of facilities and areas they had, what maintenance and other costs
were involved in establishing and maintaining the off leash are, what complaints or issues the
City had to deal with (dog barking, aggressive dogs, parking, lighting, dog clean up or any other
type of complaint), liability issues and feedback from the community.
The following is a summary of responses received:
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Ramsey County Parks and Recreation–Jody Yungers
Much needed in the Ramsey County area.We have 4 in our system and if you
o
build them, they will come..... they are over used..... We need more in our system
at large.
Take maintenance as needed -at least 2 -3 times per week trash/poop barrel pick
o
up.
Depending on the design (how natural vs. manicured) they do require annual
o
woodchips, etc....
Developed a "dog guardian program" designed to have user group participation as
o
the eyes and ears of the users. We could not manage the high use or maintenance
without the engagement of our users. For more information on the program:
https://parks.co.ramsey.mn.us/parks/Pages/Off-Leash-Dog-Area.aspx
Shoreview Parks and Recreation–Gary Chapman, Building and Grounds Superintendent
Have done it for two years, going on third year and it will be hard to stop since it
o
is very popular.
Provide plastic containers that hold bags for the people to clean up after their
o
dogs. There is also a deposit chamber for people to drop those bags once they
are used.
Spend about $ 250.00 a year on bags, people tend to take more than they need.
o
The deposit chamber is checked when we do trash rounds in our parks so it
o
would be hard to separate out the monthly cost. They are cleaned out by part
time summer help most of the time.
Dog owners have been very good at picking up and they get on anyone not
o
picking up after their dogs.
Were surprised how popular they were in the beginning and how it is brought up
o
every spring if we are going to do it again. We thought that this would be a big
head ache when we started it, but we found out that it isn't as bad as we thought.
Just be aware that once you start it, you may not be able to stop.
City of Eden Prairie –Jay Lotthammer, Parks and Recreation Director
Have received positive comments from the community.
o
Have two larger sites and a number of hockey rinks.
o
Near Three Rivers District, which has a larger regional park with a dog area.
o
90% of the use is by the two larger sites. The hockey rinks receive far less use as
o
dog owners prefer the larger areas. They have tried to have separate areas for
smaller dogs and larger dogs but NOT in the hockey rink. The hockey rinks are
not big enough to have separate areas.
Have single gates for the hockey rinks.
o
The hockey rinks have pea gravel instead of grass, which helps reduce the mud.
o
Mud is an issue for the owners and the City for maintenance. Wood chips or pea
gravel by the entrance areas is recommended.
No water at hockey rinks.
o
Self cleaning and no bags are provided.
o
Mail box is provided by City and owners bring extra bags to share.
o
The City has dog licensing and permits required.
o
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City of St. Louis Park –Rick Beane, Parks Department Superintendent
The City has had dog parks for eight years and it has been very positive.
o
They have two areas -one is a large ball field and the other is a more wooded
o
area.
They have had parking issues and occasional dog barking issues. It is not
o
significant –average two complaints a year –no comparison to the positive
comments.
They do not supply water. Owners bring their own.
o
They do not supply bags. Although, they have a mail box and people bring their
o
own bags and provide additional bags for others. The City picks up garbage from
the containers regularly and will put down wood mulch as needed. Occasionally,
the gate needs repair.
One park has a LED light which timers out at 40 minute intervals but will go on
o
after a certain time of the night.
They tried a big dog/little dog area, which created some conflict for the big dog
o
owners. They solved this by creating the same areas but called it a small, frail
and/or timid dog area and did not restrict it to a size. People then will use their
judgment as to which area is best for their dog.
The areas are self cleaning and no supplies are provided, except for the mail box.
o
They have had incidents where owners have gotten mad at each other and sued
o
each other. However, they did not include the City as the signs are clearly
marked that the City is not responsible.
The City has dog licensing and permits required.
o
City of Lauderdale
They have one dog area –larger area –not a hockey rink.
o
Regularly used and positive.
o
The groups that pushed for the dog area have not followed through in helping
o
with maintaining it.
They do not provide water.
o
They do not provide bags. They have a mail box.
o
They receive minimal complaints, average one to two per year. Generally the
o
complaints are that it is muddy.
City of Edina -Susan Faus, Assistant Park Director
One large off leash dog park that is part of a larger parkwith 3 ball fields. This
o
area has ample parking, concession stand and rest rooms with running water.
Very popular for people to use dog area and be near kids activities.City does
minimal maintenance. Few complaints but park is not directly in a neighborhood.
th
On May 14, the City added an off leash area to one of neighborhood parks.
o
They will add a single gate. It has some parking and lighting but the ideas is to
provide this area mostly for the neighborhood.
No lights will be activated in the smaller area.
o
Hours will be 8:00 a.m. until 8:00 p.m.
o
Previously provided bags but it was very expensive, $15,000-$20,000 a year.
o
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Will have a container for bags and people bring their own and extra to share.
o
Rinks have grass and sand bottom. It will need to be mowed but no real
o
anticipated maintenance.
No water will be provided.
o
Self Cleaning but City will provide container which will need to be emptied time
o
to time.
Citizens requested more dog park areas.
o
Photos from Shoreview’s Hockey RinkOff Leash Dog Park at Bucher Park
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AGENDA ITEM
MEMORANDUM
DATE:
October 21, 2013
TO:
Honorable Mayor and City Council Members
Patrick Klaers, City Administrator
FROM:
Sue Iverson, Director of Finance and Administrative Services
SUBJECT:
Update on City Cell Phones and Tablets
Background
The City provides cell phones to Public Works employees to communicate with while on the job
and on-call, this includes the Assistant City Engineer and the Public Works Superintendent. Cell
phones are provided to the Manager of Parks and Recreation and the Recreation Programmer as
the manager gets alarm call and both receive calls from the various recreation staff that are on
duty during programs. The Building and Code Enforcement staff has cell phones as they are out
on inspections and many times have calls back into staff or staff needs to get a hold of them
dependent upon the situation. One phone is set aside for Emergency Management purposes. In
2007, it was decided that all management staff (City Administrator and the Directors) should
have phones, as they are frequently in meetings and this allows the office to contact them and to
also receive emails.
In 2007, one Council member requested a laptop in order to respond to resident emails, this
After discussions with the Council, all Council
Council members were able to make changes to them and save them to their tablet and use for
meetings. All Council members received tablets and returned the laptops which were then used
to replace the old, outdated department laptops at City Hall and Public Works. Since the advent
of the new website, I have noticed that the Council does not seem to be using the tablets for their
packets, although they can still download them to their tablets if they wanted to.
Discussion
This memo is an update per a request during the September worksession from a City Council
member regarding City owed cell phones and tablets.
Public Works currently has three tablets that they are using for the as-builts, locates, and new
systems for the lift stations and the water tower. With all the new technology, some of this also
works on their phones. All Public Works employees have cell phones that are smart phone and
we only pay cell service on these phones as the phones themselves are free under the state
contract.
P:\Admin\Council\Agendas & Packet Information\2013\10-21-13-WS\Sue\Cell Phones\Cell Phone & Tablet
Memo.doc
Community Development has phones for the Building Official and the Building Inspector/Code
Enforcement Inspector. These positions are frequently out on inspections and use their phones to
call whoever they need for resources or back to the office. They too have smart phones and they
also have one tablet that they are implementing to use for inspection worksheets and also to take
code enforcement pictures where they can make notes right on the picture which is date and time
stamped.
Parks and Recreation have two phones, one for the Parks and Recreation Manager and one for
the Recreation Programmer as they have frequent calls from recreation employees; the manager
has alarm calls, etc. They do not have any tablets.
There is one phone with the Emergency Management equipment as part of our plan. All the
Directors have cell phones which are used to keep in contact with City Hall and emails when
they are out at meetings. The City Administrator currently uses his own phone and we have
suspended the number, but do have a phone (as it was free under the contract) so we do not pay
any service on this number at this time.
All of our minutes are pooled, meaning some employees only use it for emails, some for keeping
in contact with departments and City Hall, others use it daily for work and when on-call. By
pooling minutes, they are available to the entire group and we pay the least amount possible.
The City Council all have tablets (except Dave McClung whose tablet is one my desk and will
be used by another department if he wishes not to use it). These are the HTC Flyer tablets with
the scribes to write on them. We currently have 5 reserved for City Council, one for Community
Development as described above, one for Administration (which may be going to Community
Development), and two for Public Works also as described previously.
Our average bill for all of this is about $1,450 a month. This includes 12 tablets or air cards in
some cases for laptops, and 18 phones (as one is suspended or it would be 19). With recent
technology changes, we have been utilizing the tables, laptops, and the phones to be more
efficient and taking advantage of the new technology. Staff did explore a policy whereby we
would reimburse employees and they could use their own phones, however, this means that their
private phones numbers then become public and if we get any data practice requests, they must
then provide us will all their cell phone bills which would include all their personal calls, etc.
Another positive point for City owned phones from the IT side of things is that, when there is
turnover we get the phone back with all the data and we can have it cleaned of any City
information (as we do with laptops and computers). We cannot guarantee this cleaning of City
information if personal cell phones were used and City applications were run from them.
Recommendation
There is no recommendation as this was just an update from staff to the City Council, unless the
Council would like to discuss this further.
AGENDA ITEM
MEMORANDUM
DATE:
October 21, 2013
TO:
Honorable Mayor and City Council Members
Patrick Klaers, City Administrator
FROM:
Sue Iverson, Director of Finance and Administrative Services
SUBJECT:
Discussion on Revisions to the Benefits and PTO Sections of the
Personnel Policy
Background
During the 2011 goals session the City Council set as one of its goals to review and revise the
ity staff is currently reviewing the policy and are making a number of
revisions. Since the annual enrollment period for benefits is November 1-30, staff is
recommending the following changes to be made before the final
edits of the entire policy, as these items have already been included into the union contract which
was negotiated earlier this year.
City staff is recommending that the following language be inserted:
Post Employment Health Care Savings Plan.
This can be found on pages 22-23 of the
attached document it is identical to the language approved for the union contract and the
highlighted yellow section will be completed once staff has an opportunity to discuss any
voluntary contributions. Voluntary contributions need to be made by all or some class of
employees and once this is decided it is mandatory, if there is an interest in these contributions,
staff will insert the appropriate language and get it approved by the Minnesota State Retirement
System.
Personal Time Off
. This section (pages 26-27) is being amended to add the language for the
language that is found in the union contract which we have been following with the exception of
the Post-Employment Health Care Savings Plan that the union approved this spring.
Recommendation
Staff is looking for council direction on the adoption of this language as it saves the City and
employees money as these dol-
Medicare and create a savings in benefits for the City when someone separates or retires.
Staff will be bringing further changes to the policy as a whole to a future work session, but
would like to adopt these as they pertain to benefits and have already been incorporated into the
union contract.
P:\Admin\Council\Agendas & Packet Information\2013\10-21-13-WS\Sue\Personnel Policy\Memo.doc
Attachment A
CITY OF ARDEN HILLS
PERSONNEL POLICY
Amended by the Arden Hills City Council:
October 28, 2013
City of Arden Hills Personnel Policy Table of Contents
City of Arden Hills
Personnel Policy
TABLE OF CONTENTS
Background Checks ......................................................................................... 8
Benefits .......................................................................................................... 21
Building Security ........................................................................................... 19
City Property .................................................................................................. 19
City Vehicles and Equipment ........................................................................ 19
Compensation ................................................................................................ 21
Definitions ................................................................................................... 2-4
Disciplinary Action ........................................................................................ 48
Drug-Free Work Policy ........................................................................... 16-18
Educational Reimbursement Policy ........................................................ 36-37
Employee Assistance Program ...................................................................... 51
Employee Records ........................................................................................... 7
Employees Responsibilities ........................................................................... 13
Employment Guidelines .......................................................................... 11-12
Equal Employment Opportunity ...................................................................... 6
Exempt Employee Flex Time Guidelines ...................................................... 25
Family and Medical Leave Act .............................................................. 30-32
Funeral Leave ................................................................................................ 29
Grievance Procedure ...................................................................................... 49
Holidays ......................................................................................................... 23
Hours of Work ......................................................................................... 24-25
Jury Duty........................................................................................................ 29
Layoffs ........................................................................................................... 34
Military Leave ............................................................................................... 28
Non-Discrimination, Harassment and Inappropriate Behavior ............... 41-47
Outside Employment ..................................................................................... 20
Personal Time Off .................................................................................... 26-27
Personnel Records and Forms ......................................................................... 8
Political Activity ............................................................................................ 20
Post Employment Health Care Savings Plan ........................................... 22-23
1
City of Arden Hills Personnel Policy Table of Contents
Probationary Period ....................................................................................... 10
Professional Development Policy .................................................................. 38
Public Employees Retirement Association ................................................... 14
Purpose and Application .................................................................................. 5
Recruitment and Selection ............................................................................... 9
Reporting Accidents ...................................................................................... 39
Residency Requirements ................................................................................. 7
Resignations ................................................................................................... 34
Right to Know ................................................................................................ 15
Safety Policy .................................................................................................. 40
Severability .................................................................................................... 50
Smoking ......................................................................................................... 20
Statement of Policy .......................................................................................... 1
Technology Policy ................................................................................... 52-59
Time Off to Vote ........................................................................................... 29
Travel ............................................................................................................. 35
Unpaid Leave of Absence .............................................................................. 33
Workers Compensation Reporting ................................................................ 39
2
City of Arden Hills Personnel Policy Effective August 26, 2003
STATEMENT OF POLICY
Any term and condition of employment shall remain solely within
to modify, establish, or eliminate.The City of Arden Hills retains the full and unrestricted
right to operate and manage all personnel, facilities, and equipment; to establish functions and
programs; to set and amend budgets; to determine the utilization
and modify the organizational structure; to select, direct, and
personnel; to establish work schedules, and to perform any inherent managerial function not
specifically limited by current collective bargaining agreements, and City
Council resolutions.
1
City of Arden Hills Personnel Policy Effective August 26, 2003
DEFINITIONS
Anniversary Date Shall mean the month and day of initial hiring or
promotion of an employee.
Benefits Benefits shall mean indirect compensation granted
to employees.
Benefit Year March 1 February 28.
Certified Bargaining Unit Group of employees who have been determined by
the State to have a common interest in the
collective bargaining process and whose interest has
been determined as appropriate by the State.
Class A position or group of positions similar in respect
to their duties and responsibilities so that the same
title can reasonably be used and the same salary
schedule may be applied to the position.
Compensatory Time Time off from work for employees not exempt
from the provisions of the Fair Labor Standards
Act. Compensatory time shall be computed at one
and one-half times the number of overtime hours
worked.
Demotion The placement of an employee in a position having
a lower pay and/or less responsibility than the
position previously held. This could involve a
reduction in salary due to incompetency,
inefficiency, or misconduct.
Exempt Employee An employee who is exempt from the overtime
provisions of the Fair Labor Standards Act.
Flex-Time Time off from work for exempt employees.
May only be used inincrements of 9-hours or less,
no consecutive days, maximum accrual of 80 hours.
Grievance A dispute or disagreement regarding the
interpretation or application of the specific terms
and conditions of a labor agreement or City policy.
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City of Arden Hills Personnel Policy Effective August 26, 2003
Immediate Family The spouse, children, siblings, parents,
grandparents, aunts, uncles, nephews, nieces, in-
laws or grandchildren of an employee.
Lay-Off The temporary dismissal from employment of an
employee for an unspecified length of time. During
a period of lay-off, employees do not accrue
benefits and are not credited with service.
Municipal Service Employed by the City.
Non-Exempt Employee An employee who is not exempt from the overtime
provisions of the Fair Labor Standards Act.
Overtime Duties performed at the express authorization of
the Employer in excess of the 40 hours per work
week.
Personal Time Off Personal Time Off (PTO) is authorizedpaid
absence from duty.
Position Employment calling for the performance of
specified tasks which constitute the total work
assignment of a single employee.
Probationary Employee One who has been assigned to a regular full-time or
regular part-time position but who has not
completed the probationary period.
Probationary Period A designated period of time after the original
appointment of any regular full-time or regular
part-time employee. This period is a trial period
considered as an integral part of the examination
process during which an employee is required to
demonstrate fitness for the position and ability to
meet required performance standards of a position.
Promotion The placement of an employee in a position having
a higher pay range and/or more responsibility than
the position previously held.
Regular Full-time Employee Regular full-time employee means a regular employee
who has successfully completed the required
3
City of Arden Hills Personnel Policy Effective August 26, 2003
probationary period and is scheduled for that number
of hours which make up the regularly scheduled
weekly or monthly period of service in the class.
Regular Part-time Employee Regular part-time employee means a regular
employee who has successfully completed the
designated probationary period and is employed on
a schedule of 20 or less hours per week.
Service Credit The specified period of time required for an
employee to be eligible for benefits.
Temporary Employee Temporary employee shall mean any person who is
engaged in part-time, seasonal, or casual
employment. Temporary employees shall not accrue
benefits or Personal Time Off.
Termination The separation of an employee from the municipal
service as a result of discharge, resignation,
retirement, or death.
Transfer The position within the same class as the position
previously held. A transfer does not result in a
change in pay range.
4
City of Arden Hills Personnel Policy Effective August 26, 2003
PURPOSE AND APPLICATION
The purpose of this policy is to establish a uniform and equitable system of municipal
personnel administration for employees of the City.
The provisions of this policy shall apply to employees of the City except the following:
All elected officials.
Temporary employees and part-time employees, other than regular part-time
employees.
Consultants and other rendering professional services on a fee basis.
Volunteer personnel and personnel appointed to serve without pay, including
members of boards, commissions and committees.
Emergency appointees serving with or without pay.
Seasonal employees.
Specialized instructors.
Referees and coaches.
Election judges.
5
City of Arden Hills Personnel Policy Effective August 26, 2003
EQUAL EMPLOYMENT OPPORTUNITY
It is the policy and intent of the City of Arden Hills to provide equality of opportunity in
employment to all persons. The policy prohibits discrimination because of race, color, creed,
religion, national origin, sex, sexual orientation, disability, age, marital
regard to public assistance or any other characteristic protecte.
The EEO policy applies to all phases of full, part-time, probationary, temporary and seasonal
employment, unless otherwise stated, but not limited to, recruit
other forms of compensation and selection for training. This policy also applies to the use of
all facilities and participation in all City-sponsored employee activities.
Employees shall share equally with the City the responsibility f
this policy.
6
City of Arden Hills Personnel Policy Effective August 26, 2003
RESIDENCY REQUIREMENTS
Employees of the City are not required to establish and maintain
corporate limits of the City.
EMPLOYEE RECORDS
Employee records are maintained in the Deputy Clerk/Human Resources Director Office.
Laws regarding data privacy, as adopted in the Data Practices Policy found in the Addendum,
are strictly followed.
It is important that your permanent personnel records are kept accurate and up-to-date. You
must immediately notify the Deputy Clerk/Human Resources Director when there is a
change in any of the following:
-Name (through marriage or otherwise)
-Address
-Marital status
-Beneficiaries for life insurance and retirement
-Telephone number
-Person to contact in case of an emergency
This data is private and is not revealed without your permission.
7
City of Arden Hills Personnel Policy Effective August 26, 2003
PERSONNEL RECORDS AND FORMS
In order that proper reports may be made and records maintained concerning the various
personnel activities, the City Administrator shall develop, or c
installed, appropriate forms and records for this purpose. The D/Human
Resources Director shall have responsibility for maintaining and coordinating all necessary
personnel records. The City Administrator or his/her designee sh
all personnel transactions, records systems and procedures.
Any employee or the employees designated representative, when authorized in writing by the
Clerk/Human Resources Director office upon request to the City Administrator. Such review
may be made during regular office hours consistent with the conditions established by the
City Administrator.
BACKGROUND CHECKS
A final applicant for a City position will be subject to a crimi
the investigation is undertaken, the finalist must authorize, into undertake
such an investigation on a form approved by the City Attorney, and provided by the Deputy
Clerk/Human Resources Director.
8
City of Arden Hills Personnel Policy Effective August 26, 2003
RECRUITMENT AND SELECTION
All appointments in the municipal service shall be made accordin-relevant
qualifications, merits and fitness as determined by the City Council or Cit
Appointments to municipal service shall be made by the Appointing Authority.
The basic recruitment and selection policies of the City are to
necessary to seek out and to encourage properly qualified individuals to a
all levels of City service and to provide assurance that the bestaken
into municipal service. No person shall in any way be favored ornated against
because of race, color, creed, age, marital status, sex, politic
sexual orientation, or welfare assistance status.
In making a selection from among candidates to fill vacancies, t oral
or performance tests, an evaluation of training and experience,
Investigations of background, character, education, experience ol fitness may also be
required.
Any applicant or employee giving false or misleading information on an application form,
cheating on an examination, or falsifying a statement, certifica
considered for employment or shall be subject to immediate dismi
commit fraud which would preclude the City from impartially executing these provisions
shall be cause for the City to refuse to appoint an applicant or
No person seeking employment or promotion shall, either directly
influence the City Administrator or City Council in any way with money, services, or
remuneration.
The City does not restrict employment of more than one member of
related by blood or marriage. However, to avoid conflict of interest, no City employee may
take part in decisions to hire, retain, promote or determine the
family member. In addition, no City employee is to be assigned responsibility f
and directing the work of a regular full time or regular part time employee who is his/her
immediate family member.
Appointment to a position of municipal service shall not be construed to be a property right
of the employee. All employees are appointed by and serve at thediscretion of the City
Council.
9
City of Arden Hills Personnel Policy Effective August 26, 2003
PROBATIONARY PERIOD
The City of Arden Hills regards the probationary period as an in
examination process. During this period new employees are closel
whether or not they meet acceptable standards of performance.
The first six(6) months of employment shall be designated as the probationary period.
During this period employees are encouraged to discuss their pro
and become fully acquainted with job responsibilities. If the employee's work meets
established standards, they will become a regular employee at th
period. New employees judged incapable of learning and properly
this period may be terminated without stating a reason or cause,dance with law or
the applicable provisions of labor agreements.
Review. Near three (3) months prior to completion of the probationary period, the City
Administrator and/or Supervisor shall meet with the employee and informally discuss goals
and performance. Three weeks before six (6) months of employment, the City Administrator
and/or Supervisor shall meet with the employee to review the performance of a probationary
employee. If the employee is not to be continued beyond the end d,
the employee shall be so notifiedbefore the end of such period.
Credit for Benefits during Probationary Period. During the probationary period an
employee will receive paid holidays. After six (6) months of continuous service, a newly hired
probationary employee will be entitled to use Personal Time Off accrued from the date of
employment. This provision does not apply to employees serving a probationary period
following promotion.
10
City of Arden Hills Personnel Policy Effective August 26, 2003
EMPLOYMENT GUIDELINES
Job Posting
The City of Arden Hills will post all job openings internally, and may also be publicized in a
local newspaper or through other news media deemed necessary, in
qualified persons to apply. Qualified applicants will be intervi
appropriate Supervisor, the respective Council Committee, and appointed by the
Council.
Such notice shall include the job titles, duties, and the date t
filled.
Transfers
The City Council in their discretion may transfer employees from one department to another
or transfer work between departments of the City or to independe
transferred at the City's option will not be required to work at
which they were earning prior to the time of transfer. Nothing herein prevents an employee
from accepting a transfer to a position with a lower rate of pay
Staff Guidelines
Since all employees share the responsibility for keeping their d
orderly, safe and efficient manner, they are entitled to know the types of conduct, which will
to:
BE ON TIME Supervisors depend on each employee for help in maintaining impo
work schedules. Being at the job location and ready to begin work at the specifi
get things off to the right start.
BE REGULAR
creates problems for supervisors and fellow workers. An employee is required to furnish
satisfactory evidence that their absence is justified if their s
GIVE ADVANCE NOTICE WHEN USING UNSCHEDULED PERSONAL TIME
OFF An employee must notify their supervisor as early as possible ifd
Personal Time Off. Except in unusual cases, he/she should talk d
to be sure that their supervisor receives the message.
HELP KEEP THE WORK AREA AND EQUIPMENT IN GOOD ORDER It is
necessary to maintain sanitary and healthful conditions throughout the buildings and offices.
Good housekeeping promotes good workmanship and safety. Equipmen
order, the floor free of litter and the general rules of houseke
personal appearance.
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City of Arden Hills Personnel Policy Effective August 26, 2003
PERFORM THE JOB PROPERLY Supervisors are responsible for directing the work.
They will answer any questions or clarify any assigned duties, which an em
understand. Every employee should take pride in their work and p
and according to instructions. All necessary information should be pas
operators in order that they may continue the operation without
BE AN EXAMPLE The conduct of each individual shall be beyond criticism as a pu
employee. Good conduct not only allows the employee to protect h
censure, but also helps to make the whole organization to be one
BE POLITE No employee should let the weight of their job affect their persty. A
cheerful, polite attitude not only makes work easier, but also m
workers to work with the employee.
DRESS CODE Because all City staff interact with the public on a regular bas
important for all employees to represent the City by dressing in a professional manner. Each
The following is a partial list of items which are not considere
dress:
Shorts, jeans, shirts displaying advertisements, sweatshirts, tank tops,
If employees question whether an item is considered acceptable,
supervisor.
The City recognizes special job assignments or special duties of a part
an employee to wear non-business casual clothing. Approval must be received from your
supervisor for non-business casual clothing.
The City has adopted a casual Friday policy which allows an employee to wear jeans.
Employees are encouraged to wear their Arden Hills polo shirts o
In the event an employee arrives at work inappropriately dressed
home to change into appropriate clothing, and will be expected to make up their lost time
during their work day.
PERSONAL PHONE CALLS Local personal phone calls should be made only when
necessary and preferably during employee rest or lunch breaks.
KNOW THESE REGULATIONS. Employees are expected and required to know and
observe rules and regulations contained in this manual as a cond
continued employment.
12
City of Arden Hills Personnel Policy Effective August 26, 2003
EMPLOYEE'S RESPONSIBILITIES
General Policy
For the effective administration and implementation of City poliy, and to serve the citizens,
each individual employee must cooperate to the fullest with all
public. City employees have a high degree of visibility to the g
must exercise particular care and caution to ensure that all work undertaken is accomplished
expediently and with efficiency. To achieve this goal, employees
rules and procedures and follow the instructions of their superv
Employees Are Required To:
1. Render prompt and courteous service to the public at all times conducting
themselves with decorum, patience, and every possible courtesy.
2. Perform their assigned duties to the best of their ability at al
continually strive to improve their performance.
3. Read, understand and comply with the rules and regulations as se
Personnel Policy as well as those of their department.
4. Report all unsafe conditions to their immediate supervisor.
13
City of Arden Hills Personnel Policy Effective August 26, 2003
The City of Arden Hills is a member of the Public Employee's Ret
(PERA). It is important for retiring employees to contact the PE
annuity plan at least four months prior to retirement.
Public Employees Retirement Association (PERA)
60 Empire Drive Suite 200
Saint Paul, Minnesota 55103-1855
(651) 296-7460, (800) 652-9026
Any person terminating employment with the City is entitled to a
deducted from the employee's paycheck. This amount may also be left in the retirement fund,
if vested. All terminating employees should check with PERA conc
refund of PERA contributions.
14
City of Arden Hills Personnel Policy Effective August 26, 2003
RIGHT TO KNOW
Any employee routinely exposed to hazardous substances or harmfu
defined in the Minnesota Employee Right to Know Act of 1983 (Laws
Stat. 182.65-182.675) shall be trained before being assigned or reassigned wo
employee to such substances or agents and shall be given traininereafter.
Training shall include an explanation of how and where informati
in the workplace, how the hazards are labeled, and where to obta
City Administrator shall provide for such training and for compliance with the "Minnesota
Employee Right to Know Act of 1983", including the establishment
insure compliance with the State law and regulations. An employe
the right to refuse to work under conditions which the employee reasonably believes present
an imminent danger of death or serious physical harm to the empl
15
City of Arden Hills Personnel Policy Effective August 26, 2003
DRUG-FREE WORK POLICY
In accordance with federal law, the City of Arden Hills has adop
drugs in the workplace:
Employees are expected and required to report to work on time an
and physical condition for work. It is our intent and obligation-free, safe,
and secure work environment.
The unlawful production, distribution, possession, or use of alcohol, illegal drugs or
controlled substances on City property, or while conducting City
prohibited. Violations of this policy will result in disciplinar
termination of employment, and may have other legal consequences.
The City recognizes drug dependency as an illness and a major he
recognizes drug abuse as a potential health, safety, and securit
help in dealing with such problems are encouraged to seek and successfully complete
treatment. Employees are encouraged to take advantage of the Emp
benefit.
Employees must, as a condition of employment, abide by the terms
must report any conviction under a criminal drug statute for violations occurrin
work premises while conducting City business. A report of the co
within five (5) days after the conviction as required by the Dru-Free Workplace Act of 1988.
The use, possession, distribution, production or sale of alcohol
work on City time, on City property, or in City vehicles is proh
violation of City policy which can result in suspension or dischrge. Drug and alcohol testing
of both blood and urine may be conducted under the circumstances
will use Minnesota Rule 4740.1075 through 4740.1090 for minimum
drug detection limits, to wit:
1. Applicants. All acceptable candidates who have been offered employment or
full- or part-time positions in areas where physicals are required will be req
to undergo a drug test as part of the placement procedure. This
used to detect alcohol, illegal drugs, or their metabolites. We will notify any
applicant of test results and, subject to the provisions of numb
withdraw an employment offer for anyone who tests positive.
2. Employees may be required to undergo drug and alcohol testing if there is
reasonable cause or suspicion to believe that the employee:
a. Is under the influence of drugs or alcohol; or,
16
City of Arden Hills Personnel Policy Effective August 26, 2003
b. Has violated written rules prohibiting the use, possession, sale
of drugs or alcohol while working, while on City premises, or while
operating City vehicles, machinery or equipment; or,
c. Has sustained a personal injury requiring medical care, or has c
another employee to sustain an injury requiring medical care; or
d. Has caused a work-related accident or was operating or helping to operate
equipment, machinery or a vehicle involved in a work-related accident.
Employees will be driven to the clinic by their supervisor or th
Administrator. A urine or blood sample will be taken and the sam
be forwarded to a certified laboratory for testing.
3. An employee must notify his or her supervisor within five (5) da
or conviction under a criminal drug statute. If an employee has
under any drug statute, he or she will be requested to pursue the requirements
in number 4 below.
4. Any employee may be required to undergo drug or alcohol testing
employee has been referred by the City for chemical dependency t
evaluation or is participating in a chemical dependency treatment program
under an employee benefit plan and has been found to be chemical
dependent. The employee may be required to undergo testing, with
notice, during the period of evaluation or treatment and for up
following completion of any chemical dependency treatment program.
5. Applicants and employees may refuse to submit to drug or alcohol
however, a refusal to submit to required testing will be grounds
suspension without pay with intent to terminate. Offers of employment will be
withdrawn from applicants and employees who refuse testing.
6. Before testing is conducted, employees or applicants must state
form if they have seen the City policy and note any over-the-counter and
prescription medications they are taking or have recently taken plus any ot
relevant information. This form will be given to the hospital at
testing.
7. The City Administrator will receive the results of the drug and
The City will report results of testing in writing to the employee or applicant
within three (3) working days of receipt. If the test result is
will inform the employee or applicant in writing of his or her r
17
City of Arden Hills Personnel Policy Effective August 26, 2003
a. Provide any information to the City within three (3) working days upon
receiving results of the tests that could explain the positive t
b. Receive a copy of the test result report.
c. Retest the original sample at their own expense provided they in
City Administrator within five (5) working days after receiving notice of
the positive test result.
8. A positive test result, which has been confirmed indicating the
illegal drugs, alcohol, or non-prescription drugs, may result in termination,
subject to the following:
a. An employee who tests positive for the first time will be given
opportunity to participate in, at the employee's own expense, or
to coverage under the employee's benefit plan, a counseling or
rehabilitation program.
b. The employee may be discharged for any of the following reasons:
1) The employee tested positive on a previous occasion in a work-
related incident.
2) The employee refuses to participate in a chemical dependency or
rehabilitation program.
3) The employee fails to successfully complete chemical dependency
counseling or a rehabilitation program.
9. If an employee is called out for a City emergency and is suspect
under the influence of drugs or alcohol, he or she will not be s
testing procedures of this policy. However, he or she will not be allowed to
work, and will be sent home.
10. Results of tests and other information acquired in the drug and -testing
process will be treated as private data on individuals as define
Subd. 12. The employee tested and the City Administrator will be t
results of the testing. If a positive result is confirmed, the C
employee's supervisor will be notified. Results will be disclose
outside of the City unless required by law or unless the employee requests
release of information in writing.
18
City of Arden Hills Personnel Policy Effective August 26, 2003
CITY PROPERTY
The City will furnish all applicable tools, equipment, vehicles
production necessary for an employee to perform their job. Such items are the responsibility
of the employee to maintain. City vehicles shall not be used for
job site or location for the purpose of taking a rest period or
by the supervisor. No City equipment of any kind is to be used or operated by anyone other
than a City employee. The willful damage, destruction, or the un-
owned property shall be grounds for immediate dismissal.
CITY VEHICLES AND EQUIPMENT
City vehicles and equipment shall be used only in conjunction with performance of Ci
operations and duties. Persons operating City vehicles shall not-
authorized passengers. Employees are prohibited from using City
equipment for personal purposes without prior approval from the City Administrat
BUILDING SECURITY
Security of City offices and buildings is of such extreme import
be made to protect this property from unauthorized use or theft.
City employees are responsible to secure and safeguard City property un
When leaving the building at the end of the day, employees must
locked and the alarm system is activated.
19
City of Arden Hills Personnel Policy Effective August 26, 2003
OUTSIDE EMPLOYMENT
Employees may not engage in any outside employment or business which could hinder or
impair their performance of their public duties, embarrass the C
incompatible with their City employment or conflict with their e
Outside work will be regarded as secondary to regular City employment and must not
-in duty. There will be no
No employee may accept pay or compensation from anyone for time worked while being
paid by the City.
Employees are prohibited from working for any contractor or comp
with the City during the period of construction work for the Cit
POLITICAL ACTIVITY
No employee shall, directly, or indirectly, during their hours of employm
funds, or at any time use their authority or official influence
apply for membership in or become a member of any organization, or promise to
pay any assessment, subscription, or contribution, or to take pa
employee of the City shall take an unpaid leave of absence upon
any public office if the City Administrator determines that the candidacy conflicts with the
employee's City employment. Such leave of absence shall terminat
date of election for which the employee was a candidate.
SMOKING(Adopted March 27, 2006)
City of Arden Hills has established a smoke-free policy for all City-owned buildings. This
policy includes park shelters and warming houses. City Hall sha
smoking area outside for City employees and visitors. The desig
City Hall will be the lower level patio area. Tobacco use is prohibited in City owned
licensed vehicles and equipment. The City shall not provide emp
tobacco products by vending machines or any other method.
Employees violating the above policy shall be guilty of a petty misdemeanor and subject to
disciplinary action.
20
City of Arden Hills Personnel Policy Effective August 26, 2003
COMPENSATION
Setting of Salaries
Salaries for all City employees are set by City Council, based o
City Administrator.
Pay Date
It is the policy of the City of Arden Hills to compensate employees for service on a bi-weekly
basis. Pay period shall extend for a 14-day work period beginning on Saturday and ending on
Friday. Paychecks shall be issued no later than the following Fr
receive paychecks before the scheduled pay date without the prior consent of the Ci
Administrator. When a pay date falls on an official holiday, emp
checks on the last working day before the holiday.
Overtime/Compensatory Time
It is recognized that in order to maintain basic services under unusual circumstance
emergencies, and peak workloads, employees may be required to wo
Overtime/Compensatory Time will be paid for all supervisor appro
forty (40) hours per week at the rate of 1½ times the employee's regular hourly rate. When
computing hours worked - if an employee takes Personal Time Off during the week that
he/she works more than 8 hours a day, he/she is not eligible for
during that week.
The supervisor must pre-approve overtime unless an emergency arises.
BENEFITS
Insurance
All regular full time and regular part time employees shall be required to participate in the
rograms. The
Employer shall contribute a monthly sum established annually by
Detailed analysis of the current insurance program shall be incl annualbenefit
summary.
21
City of Arden Hills Personnel Policy Effective August 26, 2003
POST EMPLOYMENT HEALTH CARE SAVINGS PLAN (Adopted 10/28/13)
All regular full time and regular part time employees are eligibl
Minnesota Post Employment Health Savings Plan (HCSP) established under
Minnesota Statutes, section 352.98 (Minn. Supp. 2001) and as out
State Retirement
All funds collected by the City on behalf of the employee will b
employee
State Retirement System.
THIS SECTION IS LEFT OPEN SO WE CAN SURVEY THE EMPLOYEES TO
Formatted: Highlight
SEE IF THEY WANT TO MAKE VOLUNTARY CONTRIBUTIONS TO THIS
Formatted: Highlight
PLAN AS IT IS AN ALL OR NOTHING WITH CLASSES OF EMPLOYEES
Formatted: Highlight
Sample language from the union contract is:
Formatted: Highlight
Formatted: Highlight
All employees with 0 years to 14 years of service shall contribute 2% of pay.
Formatted: Highlight
All employees with 15 or more years of service shall contribute
WE WILL FILL IN HERE WHAT THE EMPLOYEES ELECTED TO DO AND
BRING FORWARD TO COUNCIL IN THE FINAL DRAFT.
The City has agreed to contribute payroll deductions to the Post Employment Health
Care Savings Plan (HCSP) with Minnesota State Retirement Systems
below:
A.All City employees who are eligible for the unused sick leave
Formatted: Numbered + Level: 1 +
Numbering Style: A,B, C, + Start at: 1 +
severance payout (Bank), will contribute to the Post Employment
Alignment: Left + Aligned at: 0.83" + Indent
at: 1.08"
Health Care Savings Plan as described below:
Formatted: Indent:Left: 1.08"
All employees who have an eligible sick leave balance upon
Formatted: Bulleted+ Level: 3 + Alignedat:
1.25" + Indent at: 1.5"
separation shall have 100% of those funds converted into cash, a
the dollars shall be deposited into their Post-Employment Health
Care Savings Account (HCSP) oon their final check.
Formatted: Indent:Left: 1.5"
B.All City employees who are eligible for the unused Personal Time
Formatted: Numbered + Level: 1 +
Numbering Style: A,B, C, + Start at: 1 +
Off (PTO) severance payout, outlined in the Personal Time Off se
Alignment: Left + Aligned at: 0.83" + Indent
at: 1.08"
of this policy, will contribute to the Post Employment Health Ca
Savings Plan as described below:
Formatted: Indent:Left: 1.08"
All employees who have an eligible vaction (PTO) leave balnce
Formatted: Bulleted+ Level: 3 + Alignedat:
1.25" + Indent at: 1.5"
upon leaving the City shall have 100% of those hours converted
into cash and deposited into their Post-Employment Health
Savings Account (HCSP) on their final check.
Formatted: Indent:Left: 1.5"
22
City of Arden Hills Personnel Policy Effective August 26, 2003
C.In the event of the employees death, any payments owed to this
Formatted: Numbered + Level: 1 +
Numbering Style: A,B, C, + Start at: 1 +
employee by the City, may not be contributed into the Post-
Alignment: Left + Aligned at: 0.83" + Indent
at: 1.08"
Employment Health Care Savings Account (HCSP). Upon death of th
employee, all payments owed to this employee will be paid to the
employees beneficiaries.
23
City of Arden Hills Personnel Policy Effective August 26, 2003
HOURS OF WORK
Work Schedules
Because of the necessity of providing municipal services twenty-four hours per day, seven
days per week, employees are required to work a regular schedule
the City. A regular schedule of hours should not be construed as excluding shift rotations and
emergency work schedules based on public necessity as determined
Employee Definitions
Full-time employees are regular full--time employees hired to
work forty (40) hours per week and who have been designated by the City Council as full-
time employees, receiving the benefits of full-time status. Full-time employees are designated
by the City Council.
Part-time employees are hired to work less than forty (40) hours per d who have been
designated regular part-time by the City Council. Regular part-time employees who normally
work 20 hours a week on a regular basis will receive Personal Time Off, benefits and holiday
pay on a pro-rated basis
Work Assignments
The department managers and the City Administrator will arrange work assignmefor the
best operation of the department for all employees in all departments. All meal breaks are
unpaid.
Breaks
A fifteen (15) minute rest period/coffee break will be allowed dh half of a full-time
employee's shift. Departments are responsible for scheduling rest periods/coffee b
do not interfere with work requirements. A one-half (1/2) hour unpaid lunch break will be
provided during a shift, and will normally occur midway in a shift.
Employees will not work through a lunch break without prior approval from the City
Administrator or supervisor.
A maximum of one (1) hour unpaid lunch period may be provided in
workday with the approval of the employeExempt employees shall receive
lunch periods at times determined by the needs of their work.
Any employee who performs a regular eight (8) hour shift between
9:00 p.m. and 9:00 a.m., or any employee who works more than fiv5) consecutive hours of
overtime, shall be given a thirty (30) minute lunch break with p
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City of Arden Hills Personnel Policy Effective August 26, 2003
Summer Hours
The City Council may annually approve summer hours of operation, which will typically
begin on Monday of the first full week in June each year and end Friday, the last full week in
August of each year.
HOLIDAYS
All full-time employees are eligible for the following holidays:
New Year's Day January 1st
Martin Luther King, Jr. Day Third Monday in January
President's Day Third Monday in February
Memorial Day Last Monday in May
Independence Day July 4th
Labor Day First Monday in September
Veterans Day November 11th
Thanksgiving Fourth Thursday in November
Day after Thanksgiving Fourth Friday in November
Christmas Eve December 24th
th
Christmas December 25
December 31st
Employees will receive full pay for eight (8) hours for each holi
employee is on compensated payroll status the last assigned work
and the first assigned work day following the holiday. Employees required to work on a
designated holiday shall be compensated two (2) times their base hourly pay rate for each
hour worked. Regular or part-time employees who work an average of 20 hours a week or
more will be eligible for pro-rated holiday pay. This pay will be based on their average daily
hours worked.
Whenever a holiday falls on a Sunday, the following Monday will
Whenever a holiday falls on a Saturday, the preceding Friday wiled the holiday.
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City of Arden Hills Personnel Policy Effective August 26, 2003
PERSONAL TIME OFF (Adopted 10/28/13)
All employees hired before June 29, 2002, will convert their cur
hours to Personal Time Off (PTO). The conversion will be calcul
current accrued sick leave and current accrued vacation and substracting two
hundred forty hours (240) as PTO. The remainder of the sick lea
the
employee qualifies under Short-Term Disability, Long-Term Disability or when
accrued PTO is exhausted. Regular full-time employees who have completed ten (10)
or more years of continuous service with the City and who leave
receive 33-1/3% of unused, accumulated sick leave or
separation. Regular full-time employees who have completed twenty (20) or more
years of continuous service with the City and who leave in good
50% of unused, accumulated sick leave or aration. To
qualify for this benefit an employee must have an established si
resulting from the conversion of the PTO program. Any benefit p
into the employee-Employment Health Care Savings Plan.
Personal Time Off (PTO) is authorized absence from duty.
Regular full time employees and regular part time employees are eligible for Personal Time
Off (PTO). Employees may not use Personal Time Off until successful completion of their
probationary period, although Personal Time Off accumulates during this time. Personal
Time Off for regular part time employees shall be pro-rated.
The following chart provides information regarding Personal Time Off. Years of service are
calculated from the anniversary date of employment.
PERSONAL TIME OFF SCHEDULE
Completed Years
of Service Personal Time
0-5 7 hours bi-weekly
5-10 9 hours bi-weekly
after 10 10 hours bi-weekly
stth
Benefit year for Personal Time Off is March 1 through February 28. A maximum of 240
hours of Personal Time Off may be carried over from benefit year to benefit year. Carry-over
beyond 240 hours of Personal Time Off will only be made under special circumstances with
approval from the City Administrator.
All employees must receive permission from the department supervisor or City Administrator
at least ten (10) working days prior to taking Personal Time Off when Personal Time Off is
to extend for a period of more than three (3) consecutive days.If three (3) consecutive days
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City of Arden Hills Personnel Policy Effective August 26, 2003
of unscheduled Personal Time Off are used, the supervisor shall make an inquiry into the
any necessary medical, hospital or other records that validate the u. If the
Personal Time Off is to be for eight (8) hours or less, permission will be granted without
notice if their supervisor feels that City service will not be adversely affected. Priority will be
given to Personal Time Off scheduling based on the earliest date of request. Personal Time
Off scheduling for departmental employees is the responsibility of t
No employee will be permitted to use Personal Time off for the p
pay.
Any employee leaving the service of the City in good standing will be compensated 100% for
Personal Time Off accrued, not to exceed 240 hours, to the day of separation provided said
employee has served at least twelve (12) consecutive months prio
the City at least two weeks notice prior to the effective date of such separation. Such pay for
accumulated Personal Time Off will be at the same rate as the hourly rate of the employee's
base salary. n
date. This -Retirement Health Care Savings
Plan.
Personal Time Off, the day
of the holiday will not be counted as a day of Personal Time Off.
One (1) day of Personal Time Off shall equal eight (8) hours for full time employees.
In the case of disability from a work related disease or injury
Compensation benefits are available, an employee may elect to usPersonal Time Off
benefits rather than Worker's Compensation benefits by notifying the City Admini
their election. Under no circumstances can an employee receive both Personal Time Off and
Worker's Compensation benefits for the same period of disability
elects to receive Worker's Compensation benefits he/she may also Personal Time Off to
the extent necessary to increase their income to their net wage
the disease.
EXEMPT EMPLOYEE FLEX-TIME GUIDELINES
Exempt employees may accrue flex-time on a 1:1 ratio for attending various meetings outside
of their normal work day. Exempt employees may use accrued flex-time as approved by their
supervisor, but no more than 9 consecutive hours of flex time may be used. Exempt
employees shall be compensated for no more than eighty (80) hours of accrued flex-time
upon termination.
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City of Arden Hills Personnel Policy Effective August 26, 2003
MILITARY LEAVE
Military leave will be granted to eligible employees in accordan
Section 192.26. An employee who is a member of the national guard, or any other
component of the militia of the state, or who is a member of the
enlisted reserve corps, the naval reserve, the marine corps rese
the military or naval forces of the United States, is entitled to leave of absence without
demotion or loss of pay, seniority status, efficiency rating, Personal Time Off, or other
benefits for the time which such employee is engaged in training
exceeding a total of fifteen (15) days in any calendar year.
The military leave of absence is allowed only if the employee re
immediately upon being relieved from military or naval service,
returning by physical or mental disability or other cause not the fault of the employee, or is
required by the proper authority to continue in military or nava-day
period allowed for the military leave of absence.
Notice of intent to take military leave must be given to the empyee's department manager at
least five working days after receipt of orders by the employee
prior to the date of leave. If orders are received at a time, which would make compliance wi
this provision impossible, the employee shall give notice as soon as possible.
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City of Arden Hills Personnel Policy Effective August 26, 2003
FUNERAL LEAVE
The City of Arden Hills provides time off to regular employees uan
employee's immediate family.
Up to three (3) days with pay, not charged to Personal Time Off death
of an immediate family member.
TIME OFF TO VOTE
Every employee who is entitled to vote at any State wide general
election shall be granted a reasonable amount of time off with p
JURY DUTY
A City of Arden Hills employee required to serve as a juror or under subpoena as a
court shall be granted leave of absence with pay while serving i
employee shall receive the amount of the difference between the
and jury duty pay or fees received for service. An employee shall as
pay received for mileage and expenses, to the City and the City
regular salary for the time served as a juror.
An employee cannot receive more than the employee's normal take-home pay as a result of
any City pay supplement to jury duty pay.
If the jury is dismissed prior to the end of the employee's work report
to work if practicable.
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City of Arden Hills Personnel Policy Effective August 26, 2003
FAMILY AND MEDICAL LEAVE
In accordance with the federal Family and Medical Leave Act (FML
leave will be granted to all eligible employees (male and female for up to twelve (12) weeks
per twelve (12) month period for any of the following reasons:
1. Birth, adoption or foster care placement of a child;
2. To care for a spouse, child or parent who has a serious health c
or
3. For a serious health condition that makes the employee unable to the
functions of the position.
Eligibility
An eligible employee is one who has worked for the City for at least:
1. 12 months, and
2.1,250 hours during the twelve month period prior to requesting t
Length of Leave
The length of FMLA leave is not to exceed twelve (12) weeks in a(12) month
period. The entitlement to FMLA leave for the birth or placement of a ch
(12) months after the birth or placement of the child.
Leave Year
The leave year will commence the first day the employee is absent from work on FMLA.
Substitution of Paid Leave Time
An employee may request or the employer may require that an empl
Personal Time Off for all or part of a family/medical leave taken for any reason.
Notice
1. The employee is to give notice at least thirty (30) days prior to the date on
which leave is to begin or if thirty (30) days notice cannot be as much
notice as practicable.
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City of Arden Hills Personnel Policy Effective August 26, 2003
2.If an employee fails to give thirty (30) days notice for a fores with
no reasonable explanation for the delay, the leave will be denied until thirty (30)
days after the employee provides notice.
3. Notification for request for family/medical leave must be submitted in writing.
Medical Certification
The employee must submit medical certification to support a request for leave because of a
serious health condition of a child, spouse, or parent of the "C
form can be obtained from the City Administrator. It is to be completed by the
attending physician or practitioner and submitted to the City Administratorwithin fifteen
(15) days after requested or as soon as is reasonably practicable. The City may require a
second or third opinion at the expense.
Intermittent Leave
Leave requested because of a serious health condition of either a family member or the
employee may be taken intermittently or on a reduced schedule ifemed to be
medically necessary.
The employer may require the employee to transfer temporarily to
with equivalent pay and benefits that better accommodates the intermitteneave than the
regular position.
All requests for intermittent leave will be evaluated on a case by case basis.
Return To Work
The employee will be required to submit a fitness for duty report prior to returning to work
if the leave was for the own serious health condition.
Job Protection
1. An employee returning from family/medical leave will be reinstat
former position or a position equivalent in pay, benefits and other terms and
conditions of employment.
2. The employee reinstatement rights are the same as they would hav
the employee not been on leave. Thus, if the employee position w
been eliminated or the employee would have been terminated but for the leave,
the employee would not have the right to be reinstated upon retu from leave.
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City of Arden Hills Personnel Policy Effective August 26, 2003
3. If the employee fails to return from a family/medical leave at t
twelve (12) week period, the employee will be reinstated to his/her same or
similar position, only if available, in accordance with applicable laws. If the
same or similar position is not available, the employee may be terminated.
Effect On Benefits
1. An employee granted a leave under this policy will continue to b
under the City's group health insurance plan under the same condi
the same level of City contribution as would have been provided
been continuously employed during the leave period. If there are
contribution levels while the employee is on leave, those changes will take
place as if the employee were still on the job.
2. The employee will be required to continue payment of the employe
benefits. The employee will be advised in writing at the beginning of the leave
period as to the amount and method of payment.
3. If an employee's contribution is more than thirty (30) days late, the City may
terminate the employee's insurance coverage (subject to COBRA requirements).
4. If the City pays the employee contribution(s) missed by the employee while on
leave, the employee will be required to reimburse the City for d
payments (on a payroll deduction schedule) no later than ninety (90) days after
return from leave. The employee will be required to signa written statement at
the beginning of the leave period authorizing the payroll deduction for
delinquent payments.
5. If the employee fails to return from unpaid family/medical leave
other than (certification is required within thirty (30) days of failure to return
for either reason):
a. the continuation, recurrence or onset of a serious health condit
employee or a covered family member; or
b. circumstances beyond the control
the City may seek reimbursement from the employee for the portion of the
premiums paid by the City on behalf of that employee during the leave.
6.Seniority and other benefits do not accrue during the period of
family/medical leave; however, any benefits accrued prior to commencement of
such leave will not be lost.
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City of Arden Hills Personnel Policy Effective August 26, 2003
UNPAID LEAVE OF ABSENCE
Upon consideration of a formal written request by an employee, l
may be granted at the discretion of the City Administrator basedation of the
following factors:
1. Municipal service needs;
2. The employee's performance record and length of service;
3. The reason(s) for the request;
4. Any other relevant information.
If granted, unpaid leave of absence may not exceed a period of ninety (90) continuous
calendar days.
An extension beyond that period may be granted at the discretion of
however, an unpaid leave of absence shall not exceed one (1) cal
employee is in the military service or has been disabled while pob duties in the
municipal service. Benefits shall not accrue during a period of
Employees shall not be credited with service accrual while on un
During the first calendar month or portion thereof during which an employee began an
unpaid leave of absence, the employee may continue to be covered
but will be responsible for paying one hundred (100%) percent of
exceptions to this policy will require the approval of the City Council.
Unpaid leave of absence shall require the advance written approv
based upon the recommendation of the employees Supervisor.
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City of Arden Hills Personnel Policy Effective August 26, 2003
RESIGNATIONS (Revised on 1/28/07)
Employee resignations must be submitted in writing to the City Administrator. Any
employee wishing to resign from City service, in good standing,
Administrator and/or department head, at least fourteen (14) cal
a written resignation stat
a day worked, not a paid leave day. Failure to give proper notice may result in the forfeiture of
accumulated Personal Time Off and other benefits and may impact
the Employer. Unauthorized absence from work for a period of thr
be deemed a resignation without benefits.
LAYOFFS
The City Council may layoff employees whenever such action is ma
shortage of funds, the elimination of a position, a change in organization, or to provide
further efficiencies to the operation of the City. However, no f-time employee will be
subject to layoff, except for disciplinary reasons, while there -time, probationary,
seasonal, or temporary employees serving in the same class of position f
employee is qualified, eligible, and available.
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City of Arden Hills Personnel Policy Effective August 26, 2003
TRAVEL
Reimbursement for travel on official City business shall be made
Personal Automobile
Employees shall use a personal vehicle for all City related travel, except when authorized or
instructed to use a City vehicle or other means of transportation. An employee will be
reimbursed at the authorized reimbursement rate, determined by tch
mile driven on City business while using a personal vehicle.
Mileage reimbursement for all city staff must be submitted on th
reimbursement form.In addition to using the proper form, you must complete it in th
following manner:
1.Date of travel must be listed.
2.Destination and purpose of travel must be listed.
NO reimbursement will be made unless these procedures are follow
Meals
The maximum for reimbursement for an employee is forty-four dollars ($44) per day.
The per day maximum shall be adjusted annually.
Lodging
Hotel/Motel reimbursement shall be the actual cost of lodging. W
lodging expenses are claimed, itemized receipts are required. NO personal expenses, such as
personal telephone calls, movie rental charges, etc, are reimbursable.
Payment
All travel expense requests must be promptly submitted on the ap
returning to work.Receipts must accompany such requests.
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City of Arden Hills Personnel Policy Effective August 26, 2003
EDUCATIONAL REIMBURSEMENT POLICY
The City of Arden Hills believes in, and encourages employees to pursue higher levels of
education and training. It is the policy of the city to reimburse employees for courses
instruction which will enable the employee to prepare for advanc
capacity, increased responsibility within the employee's current position, or for personal
development which are city employment related; but may not be ne
employee's current position.
Eligibility
Reimbursement is limited to regular full and part-time employees who attend approved
courses or instruction on a voluntary basis outside normal working hours. Reimbursement
under this section precludes submission of those courses for oth
Financial Remuneration
Reimbursement will be made pursuant to the following guidelines:
1. Attendance at any class or course intended to be reimbursed by t
municipality must have the PRIOR approval of the employee's supervisor.
Reimbursement can not be assured for any class work started prio
the appropriate approvals;
2. Course work must be related to the employee's area of municipal responsibility.
In the case of liberal education undergraduate or graduate colle
a degree is being sought, employees will be expected to discuss lective course
work with their department head to develop an overall course work plan that is
consistent with the intent of this policy. Reimbursement may be denied for
elective course work that is not consistent with the intent of this policy. For
technical or program based college career programs, reimbursement will
made available for all course work, provided specific program credits are pre-
approved. Reimbursement may be denied for courses taken that differ from t
originally approved program schedule. Reimbursement for seminars or
individual training programs shall be determined at the time of aking the
request for training.
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City of Arden Hills Personnel Policy Effective August 26, 2003
3. In the interest of considering the budgetary impact of providing
for educational advancement, consideration must be given to whether or not
comparable course work or advanced degrees might be achieved at a less
expensive institution than that being requested by the employee. At the time of
pre-approving reimbursable course work, the supervisor will consider this issue.
at a less expensive institution (cost per credit hour or program
reimbursement rate shall be established at the lower rate. An employee shall
always have the option of attending the more expensive training program, but
will be responsible for the marginal cost involved above the low
reimbursement rate.
4. Employees interested in pursuing advanced education should notif
supervisor as much in advance as practical so that appropriate budgeting
considerations may be made.
5. Reimbursement will be made for tuition, lab fees, direct costs of participating in
the course. Specifically not included, however, are books, student union or
association fees, qualifying tests (e.g., GRE) or other preparatory fees, mileage
and parking fees. Reimbursement will not be made for CLEP fees or similar
"test out" fees.
6. Approved course work shall be taken outside normal working hours. Except
where attendance is requested by the city, employees shall not receive any salary
compensation while attending classes.
7. In undergraduate college courses, a grade of "C" or "70" or above is required.
In graduate level college courses, a grade of "B" or above is required. In courses
or instruction not issuing a grade, certification from the vendo
instructor of satisfactory completion is required. Failure to achieve the grade
levels stated above will result in the City denying reimbursement. Employees
shall be expected to submit documentation of the grade received.
8. Reimbursement will be made upon proof of satisfactory completion
above.
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City of Arden Hills Personnel Policy Effective August 26, 2003
PROFESSIONAL DEVELOPMENT POLICY
Purpose: The purpose of this policy is to establish guidelines for profesvelopment
activities by City staff.
Policy: City staff is encouraged to participate in professional developm
activities and programs sponsored by their respective profession
groups that sponsor programs relevant to local government. These programs not only
improve knowledge of local government and provide important netw
but offer staff the opportunity to obtain innovative and new ide
Generally speaking, exempt City staff shall have the opportunity to attend state conferences
and other applicable events of their respective professional organizations on an annual basis.
Staff may participate in other locally provided training and act
allow.
Exempt City staff shall have the opportunity to attend the natio
respective professional organization every other year as approved by the City Administrator.
City staff shall adhere to applicable provisions of the personnecy with regard to
reimbursable expenses.
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City of Arden Hills Personnel Policy Effective August 26, 2003
REPORTING ACCIDENTS
Employees are expected to adhere to all safety requirements. Whe
st be promptly filed and sent to the City Administrator giving f
the incident.
WORKERS COMPENSATION REPORTING
Workers Compensation benefits and OSHA (job safety laws) require
accidents, sickness, or loss of consciousness be reported as soon as possible by the employee,
or on behalf of a sick or injured employee, to his or her Supervisor.
EMPLOYEES MUST REPORT TO THEIR SUPERVISORALL JOB ACCIDENTS,
SICKNESS, OR LOSS OF CONSCIOUSNESS AS SOON AS POSSIBLE.
Where items of safety equipment are required by federal, state, or local rules an
it shall be a condition of employment that the employee wears su
If you are involved in an accident, remember:
1. All accidents involving city vehicles should be reported to the City
Administrat
2. Insist that all parties and property concerned remain at the sce
accident.
3. Obtain identifying data from the driver of the other vehicle (na
insurance company).
4. Secure names and addresses of injured persons and any witnesses
accident.
5. All accidents and/or injuries must be reported on a form supplie
and should be returned as soon as possible from the time of the
39
City of Arden Hills Personnel Policy Effective August 26, 2003
SAFETY POLICY
The City of Arden Hills recognizes the need and importance of safety for each of its
employees. The purpose of the safety policy is to institute a basic plan fo
prevention.
Employee injuries and accidents can mean untold suffering for thjured person and
his/her family. The loss of limb, impaired vision or other crippling injuries ar
examples of a neglectful attitude towards safety. Individual and family suffering resulting
from a disability injury are recognized as a primary loss to the employee so severe that no
dollar value can be placed upon it.
The success of a safety program demands more than basic rules an It must be a living
workable program through cooperation and support of all levels o
employees. The responsibilities of the City Administrator, Supervisors, and staff are defined
so that each will know what is expected of them.
The importance of safety consciousness must be emphasized in every task performed.
Supervisors must instill awareness of safety and have an obligation to effectively place it in
operation through their personnel.
The City of Arden Hills has established a Safety Committee.
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City of Arden Hills Personnel Policy Effective August 26, 2003
NON-DISCRIMINATION, HARASSMENT AND INAPPROPRIATE BEHAVIOR
The City of Arden Hills is committed to a work environment where all individuals are treated
with respect and dignity, and which maintains a respectful work
environment free from violence, discrimination, sexual harassmen
inappropriate or degrading remarks or conduct. The City will not tolerate such behavior by or
towards any employee. Each individual has the right to work in a
that promotes equal employment opportunities and prohibits inapp
discriminatory practices, including harassment. Therefore, the City expects that all
relationships among persons in the office will be business-like and free of bias, prejudice,
harassment, and inappropriate behaviors.
It is the policy of the city to ensure equal employment opportunity without discrimination or
harassment on the basis of race, color, creed, religion, nationa
disability, age, marital status, or status with regard to public
characteristic protected by law. The city prohibits any such discrimination, harassment or
inappropriate behaviors.
DEFINITIONS OF DISRESPECTFUL OR INAPPROPRIATE BEHAVIOR
In order to provide the employees of the City with a better understanding of the meaning of
inappropriate behavior, the following guidelines have been provided. This is not intended to
be a comprehensive listing of the definition of disrespectful or
1. Violent Behavior includes the use of physical force, harassment
(except as required in the line of duty), or abuse of power or authority when
impact is to control by causing pain, fear or hurt. Circumstances where the
position legally allows these behaviors, such as police officer
will not be considered a violation of the policy.
2. Discriminatory Behavior includes inappropriate actions or remark
disability, sex, marital status, age, sexual orientation, or staregard to
public assistance.
3. Offensive Behavior may include such work-related actions as: rudeness,
exclusionary behavior, angry outbursts, inappropriate joking or
vulgar obscenities, name calling, disrespectful language, or thenal filing
of an unfounded complaint under this policy.
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City of Arden Hills Personnel Policy Effective August 26, 2003
DEFINITIONS OF HARASSMENT
1. Sexual harassment constitutes discrimination and is illegal unde
state local laws. For the purposes of this policy, sexual harass
in the Equal Employment Opportunity Commission Guidelines, as unwelcome
sexual advances, requests for sexual favors and other verbal or
of a sexual nature when, for example: (1) submission to such con
either explicitly or implicitly a term or condition of an individual's employment;
(2) submission to or rejection of such conduct by an individual
basis for employment decisions affecting such individual; or (3)
has the purpose or effect of unreasonably interfering with an individual's work
performance or creating an intimidating, hostile or offensive wo
environment.
2. Sexual harassment may include a range of subtle and not so subtl
and may involve individuals of the same or different gender. Depending on the
circumstances, these behaviors may include, but are not limited
sexual advances or requests for sexual favors; sexual jokes and
abuse of a sexual nature; commentary about an individual's body,
prowess or sexual deficiencies; leering, whistling or touching; insultin
obscene comments or gestures; display in the workplace of sexual
objects or pictures; and other physical, verbal or visual conduct of a sexual
nature.
3. Harassment on the basis of any other protected characteristic is also strictly
prohibited. Under this policy, harassment is verbal or physical
denigrates or shows hostility or aversion toward an individual b
/her race, color, religion, sex, sexual orientation, national origin, age, disability,
marital status, citizenship or any other characteristic protecte
his/her relatives, friends or associates, and that: (a.) has the purpose or effect of
creating an intimidating, hostile or offensive work environment; (b.) has the
purpose or effect of unreasonably interfering with an individual's work
performance; or (c.) otherwise adversely affects an individual's employment
opportunities.
4. Harassing conduct includes, but is not limited to: epithets, slurs or negative
stereotyping; threatening, intimidating or hostile acts; denigra
written or graphic material that denigrates or shows hostility o
an individual or group and that is placed on walls or elsewhere the
employer's premises or circulated in the workplace.
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City of Arden Hills Personnel Policy Effective August 26, 2003
RESPONSIBILITIES
All City employees are responsible for conducting themselves in a man
spirit and intent of this policy. The Non-Discrimination, Harassment and Inappropriate
Behavior Policy applies to all officers and employees of the CitArden Hills, including but
not limited to, full and part-time employees, regular, seasonal and temporary employees, and
the employees covered or exempt from personnel rules or regulatis, along with others not
directly connected to the City of Arden Hills (e.g. an outside vendor, consultant or customer).
Conduct prohibited by these policies is unacceptable in the work place and in any work-
related settings outside the workplace, such as during business trips, business meetings and
business-related social events.
This policy will be distributed to all employees of the City. Every employee will be required to
acknowledge his/her receipt of this policy in writing. A copy ofment shall
be kept on file in the human resources department. Supervisors shall be responsible for
insuring that all employees under their direction are familiar w
Supervisors are responsible for conducting themselves in a mannert with the spirit
and intent of this policy. They shall establish and maintain a climate in the work unit whi
encourages employees to communicate questions or concerns regard
incidents of discrimination, harassment and inappropriate or disrespectful behavior, take
immediate corrective action to eliminate such incidents, and not
officers in the event of inappropriate or disrespectful behavior
allegations so that consistent investigatory procedures may be implemented.
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City of Arden Hills Personnel Policy Effective August 26, 2003
REMEDIAL ACTION
Any employee who feels he/she is being subjected to discriminati
inappropriate behavior should immediately contact: their immediate supervisor, or the City
Administrator. If the accused person is the City Administrator, an employee may also c
the Mayor. The employee is encouraged to speak with any of the p
whom they feel the most comfortable. Complaints of discriminatio
inappropriate behavior will be kept as confidential as possible while the matte
investigated and promptly dealt with.
1. Investigation. When making a complaint, the employee should be prepared to
provide the following information.
Employee's name, department and position title.
The name of the person or persons committing the discrimination,
harassment and/or inappropriate behavior, including their title(s), if
known.
The specific nature of the discrimination, harassment and/or
inappropriate behavior, how long it has gone on, and any employment
action (demotion, failure to promote, dismissal, refusal to hire
etc.) taken against the complainant as a result of the discrimin
harassment and/or inappropriate behavior.
Witness(es) to the discrimination, harassment and/or inappropriate
behavior.
Whether the complainant has previously reported or discussed suc
discrimination, harassment and/or inappropriate behavior and if
to whom, or with whom.
When an allegation of discrimination, harassment and/or inappropriate
behavior is made by any employee, the person to whom the complai
shall immediately prepare a written report of the complaint acco
preceding section and submit it to the City Administrator. In the event the
discrimination, harassment and/or inappropriate behavior complai
the City Administrator, the report shall be submitted to the Mayor. The
employee who is accused of discrimination, harassment and/or ina
behavior may be placed on administrative leave while the investigation is being
conducted. An investigation of the complaint of discrimination,
and/or inappropriate behavior will be investigated and a written
completed by the investigator.
44
City of Arden Hills Personnel Policy Effective August 26, 2003
2. Corrective Action
Involving Employees:
Within a reasonable period of time, a determination based on the
shall be made whether the conduct of the person against whom a c
discrimination, harassment and/or inappropriate behavior has bee
constitutes discrimination, harassment and/or inappropriate behavior.
making that determination, the report as a whole and the totalit
circumstances, including the nature of the conduct in question,
which the conduct, if any, occurred, and the conduct of the person accused of
discrimination, harassment and/or inappropriate behavior shall b
The determination of whether discrimination, harassment and/or i
behavior occurred shall be dealt with on a case-by-case basis.
If it is determined that the complaint of discrimination, harass
inappropriate behavior is founded, immediate and appropriate dis
action shall be taken against the employee guilty of discriminat
and/or inappropriate behavior, consistent with the city ordinances, rules or
regulations pertaining to employee discipline.
The disciplinary action shall be consistent with the nature and
offense, the rank of the employee and any other factors deemed a
including but not limited to, the effect of the offense on employ
public perception of the offense, and the light in which it casts the city. A
determination of the level of disciplinary action shall also be -by-
case basis.
A written record of disciplinary action taken shall be kept, including v
reprimands.
Involving the City Administrator:
Upon receipt of a report on the investigation of a complaint of
harassment and/or inappropriate behavior against the City Administrator, the
Mayor shall present the report the City Council.If the City Council determines
that the complaint of discrimination, harassment and/or inapprop
is founded, it may discipline the City Administrator consistent ity
under the municipal ordinances, resolutions, rules and agreement
discipline of the City Administrator.
Involving Non-employees:
In cases of discrimination, harassment and/or inappropriate beha
committed by a non-employee against a city employee in the work place, the
lawful steps shall be taken to halt the discrimination, harassme
inappropriate behavior.
45
City of Arden Hills Personnel Policy Effective August 26, 2003
OBLIGATION OF EMPLOYEES
Employees are not only encouraged to report instances of discrim
inappropriate behavior or potential discrimination, harassment and inappropr
they are obligated to do so. Discrimination, harassment and inappropriate behavior expose
the City to liability and it is part of each employee's job to reduce the City's exposure to
liability.
Employees are obligated to cooperate in every investigation of d
and/or inappropriate behavior. This includes, but is not limited
evidence which may be favorable or unfavorable to the accused person, as well as, fully and
truthfully making a written report or verbally answering questio
an investigator during the course of an investigation of discrim
inappropriate behavior.
Employees are also obligated to refrain from filing bad faith complaints of di
harassment and/or inappropriate behavior.
Disciplinary action may also be taken against any employee who f
discrimination, harassment and/or inappropriate behavior or potential instances of
discrimination, harassment and/or inappropriate behavior, or who
cooperate in the investigation of a complaint of discrimination,
inappropriate behavior, or who files a complaint of discrimination, harassment and/or
inappropriate behavior in bad faith.
RETALIATION
The City prohibits retaliation against the person making the complaint of
harassment and/or inappropriate behavior, witnesses, or any othenected with
the investigation. Individuals who engage in retaliation will be
up to and including termination.
46
City of Arden Hills Personnel Policy Effective August 26, 2003
PROCEDURAL GUIDELINES FOR UNWELCOME BEHAVIOR INCIDENTS
The employee shall immediately contact any of the five individuals listed in the
policy.
An investigation will begin immediately and be conducted as conf
possible during its entirety.
Immediate action shall be taken to halt unwelcome behavior.
An investigator shall question the employee and complete a written report
accordingly.
A written report shall promptly be submitted to the City Adminis
Mayor.
City Administrator or Mayor shall review the report and make a d
as to the merit of the complaint and take appropriate disciplinary actions as
necessary.
If disciplinary action is taken, a written record, including ver
be retained in respective personnel file.
Confidentiality, to the extent it is possible, will be maintaine
47
City of Arden Hills Personnel Policy Effective August 26, 2003
DISCIPLINARY ACTION
The City of Arden Hills employees are expected to maintain a high lev
the event job performance or behavior causes problems that inter
City services or the management of the City, disciplinary measurd lead to
termination may be necessary.
The City will administer disciplinary procedures which incorpora
cause. Evidence of just cause will provide the basis for all dis
discipline and discharge includes, but is not limited to:
1. Incompetence or inefficiency in performance of duties.
2. Conviction of a criminal offense.
3. Violation of any lawful or official work rule, regulation or Cit
4. Reporting for work and/or working while under the influence of alcohol, drugs
or other controlled substances.
5. Offensive conduct or language toward the public, municipal offic
employees.
6. Carelessness and/or negligence in the handling or control of mun
property or property entrusted to the employee by the City.
7. Inducing or attempting to induce a person, officer or employee o
commit an unlawful act or to act in violation of any lawful and
official regulation or order.
8. Dishonesty in the performance of duties.
9. Violation of or fraud regarding the provisions of this policy.
10. Failure to report to work, refusal to work as assigned and direc
insubordination.
11. Acceptance of a gift under circumstances from which it could be
the giver expected or hoped for preferred or favorable treatment in
City business.
12. Unapproved use of paid work time and/or equipment in outside emp
or for personal benefit.
48
City of Arden Hills Personnel Policy Effective August 26, 2003
GRIEVANCE PROCEDURE
If an employee has a complaint about the manner in which he/she is treated as an employee
of the City of Arden Hills, such complaint shall be addressed by
follows:
Step 1. The employee shall orally present the complaint to the employe
manager within seven (7) calendar days after the event. The department manager shall
the complaint with the employee and answer the complaint within
after receipt of the complaint. Should the complaint involve the department manager, then
the employee should proceed directly to Step 2.
Step 2. If the complaint is not resolved in Step 1, it may be appealed
Administrator within seven (7) calendar days after receipt of th
manager. Any complaint not appealed to the City Administrator within this period shall be
waived. The complaint must be submitted to the City Administrato
the facts of the complaint, and the relief sought. The City Admi
complaint and provide the employee with a written statement of the City's final positi
within seven (7) calendar days after receipt of the complaint by
Step 3. If the complaint is not resolved in Step 2, it may be appealed t
within seven (7) calendar days after receipt of the reply from the City
complaint not appealed to the City Council within this period sh
be placed on the agenda for the next regularly scheduled meetingCouncil. The
employee and a representative of the employee shall have the rig
Council at this meeting. A final ruling on the complaint shall b
City Council members within thirty (30) calendar days after receipt of the complaint.
49
City of Arden Hills Personnel Policy Effective August 26, 2003
SEVERABILITY
Each provision of the Personnel Policy is deemed severable from
provision of the Personnel Policy found to be invalid or void sh
the remaining provisions, unless the Court finds any remaining provisions, standing alone,
incomplete and incapable of being executed in accordance with th
50
City of Arden Hills Personnel Policy Effective August 26, 2003
EMPLOYEE ASSISTANCE PROGRAM
The City of Arden Hills offers its employees and their dependent a CONFIDENTIAL
Employee Assistance Program through Sand Creek Group, Ltd. Professionals are available to
help employees and their dependents with:
Relationship issues
Separation and divorce concerns
Alcohol or chemical abuse problems
Work concerns
Loss and grief
Financialcrisis, problems with creditors
Depression and anxiety
Parent/child difficulties
Many other life concerns
ArdenHills employees are urged to refer to the attached brochure
Ltd. for location, program and service information.
51
City of Arden Hills Personnel Policy Effective August 26, 2003
TECHNOLOGY POLICY Adopted December 10, 2001
Purposes
but not limited to, electronic mail (e-mail) and the internet, are to provide an efficient and
effective means of internal and external communications and to improve work product. This
policy addresses access to and disclosure of information from su
Among other things, this policy is intended to guide City employ
contractors in the performance of their duties.
This policy serves as notice to the employees, volunteers, and c
data, including any that is stored or printed as a document, is subject to audit and review.
There is no expectation of personal privacy in the use of the internet and e-mail systems
when using the computers or services provided by the City.
Finally, this policy serves to delineate acceptable use of the i-mail systems by
City employees, volunteers, and contractors (c
domain names, and/or e-mail services registered to or provided by the City of Arden Hills. It
seeks to ensure that the use of the internet and e-mail systems by City employees, volunteers,
and contractors while conducting work for the City and/or while
responsibilities.
Statement of Policy
The City promotes internet and e-mail use that enables employees, volunteers, and
contractors to perform City missions and encourages its employee
contractors to develop skill in the usage of internet and e-mail.It is expected that employees
will use the internet and e-mail to improve their job knowledge; to access scientific, techn
and other information on topics which have relevance to the City
their peers in other government agencies, academia, and industry on matters of relevance to
their work for the City.
Responsible Use
Users are advised not to the use the internet or e-mail systems for any purpose which would
reflect negatively on the City or its employees.
Property of the City of Arden Hills
-mail and internet systems are business tools. These systems shal
professional manner for legitimate business purposes only and, a
property of the City.
52
City of Arden Hills Personnel Policy Effective August 26, 2003
Scope
This policy applies to:
1.All technical resources that are owned or leased by the City,
2.That are used on or accessed from City premises, or that are used for City
business. This policy also applies to all activities using any City paid a
subscriptions, or other technical services, such as internet access and e-mail,
whether or not the activities are conducted from City premises;
part-time employees of the City, volunteers, and contractors who are
authorized to use City resources to access the internet or e-mail systems.
Information is not Private
The City computers and data stored on them are, and remain at alimes, the property of the
City. -mail
system are the property of the City, and should not be considered private. Employees have
no
computer systems, e-mail, or other technical resources.
Use of Respect for Others
Access to the internet via City resources and the use of City provided e-mail must only be
used for City purposes. To that end, the use shall not disrupt or interfere with the wor
n internal
network, or misrepresent the interests of the City.
Monitoring and Disclosure
The City reserves the right to access, retrieve, read, and discl
stored on City funded systems for any purpose. Employees should are that, even when
a message is erased or a visit to a web site is closed, it is stmessage
or locate the web site. The City reserves the right to monitor the use of the systems to
prevent abuse, enforce other policies, and access information. Access may occur in, but is not
limited to, situations indicating: (1) impropriety, (2) violatio
requirements, (4) suspected criminal activities, (5) breach of s
substantive information or to monitor employee performance and conduct. The conten
these systems may be disclosed by City management within or outs
employee permission.Furthermore, all communications including text and images may be
disclosed to law enforcement or other third parties without prior consent of th
property rights.
Consent
All of the City employees, volunteers, and contractors who
internet and e-
other relevant documents.
53
City of Arden Hills Personnel Policy Effective August 26, 2003
Use of the Internet
The City provides internet access to some employees for their usheir duties
for the City. All City employees are responsible for using internet resources in an effective,
ethical, and lawful manner. It is the City policy that internet resources, like other City a
be used for the benefit of the City. All internet s
overall government policies. The City reserves the right to monitor and/or log all network
activity with or without notice, including all web site communic
should have no expectations of privacy in the use of these resources. Use of the system in
violation of this or other City policies is prohibited and may l to
and including termination.
Uses that are acceptable and encouraged:
1.Communications and information exchanges directly relating to the mission
and work tasks of the City;
2.Announcements of City procedures, meetings, policies, services,
3.Use for advisory, standards, research, analysis, professional de
development activities dir-related duties;
4.Use in applying for or administering grants or contracts for Cit
activities.
Uses that are unacceptable: It is unacceptable for a user to access, use, submit, publish,
display, download, save, or transmit on the network, or on any computer system, any
information which:
1.Violates or infringes on the rights of any other person, includi
privacy;
2.Contains defamatory, false, inaccurate, abusive, obscene, pornog
profane, sexually oriented, threatening, racially offensive, or other bia
discriminatory, or illegal material;
3.Violates City regulations prohibiting sexual harassment;
4.Restricts or inhibits other users from using the system or effic
computer systems
5.Encourages the use of controlled substances or uses the system f
of criminal intent; or
54
City of Arden Hills Personnel Policy Effective August 26, 2003
Uses the system for any other illegal purpose.It is also unacceptable for a user to use the
facilities and capabilities of the system to:
1.Conduct any non-approved business;
2.Solicit the performance of any activity that is prohibited by la
3.Transmit material, information or software in violation of any s
federal law;
4.Conduct any political activity;
5.Conduct any non-City fund raising or public relations activities;
6.Download software without prior authorization of the network adm
7.Download music, video, and related media files that have no business purpose;
8.Engage in any activity for personal gain or personal business trnsactions; or
9.Make any unauthorized purchases.
Copyrighted Material
Users may download copyrighted material, but its use must be str
posted by the author or current copyright law. The federal Copyright Act at 17 U.S.C. 101 et
seq. (1988), protects and prohibits use of all original works of
or writing an
E-mail
Internet e-mail is considered network activity; thus, it is subject to all policies
-mail policy. Users should
not consider internet e-mail to be private or secure.
Passwords
Access to the internet may require a password, and authorized employees are prohibit
giving their password to any other person, except as provided for in this policy. The
password remains the property of the City, and all passwords mus
Director of Administration.
Uses of E-mail System
The City provides an e-mail system to employees for their use in performing their dutie
the City. All employees of the City are responsible for using the e-mail system in an effective,
ethical, and lawful manner. It is the City policy that the e-mail system, like other City assets,
55
City of Arden Hills Personnel Policy Effective August 26, 2003
be used for the benefit of the City. All e-s overall
government policies. The City reserves the right to monitor and/or log all network acty
with or without notice, including all web site communications; a
have no expectation of privacy in the use of these resources. Use of the system in violation of
this or other City policies is prohibited and may lead to discipinary action, up to and
including termination.
-mail system shall not be used for unacceptable or unrelated purp
but not limited to the following:
1.
2. To send and receive music, video, and related media files that have no business
purpose.
3.To send and receive software without prior authorization of the
administrator.
4.To send or receive documents in violation of copyright or other
5.To knowingly open mail not directed to you. Except to the extent that the City
reserves the right to access and review all electronic uses and -mail
messages are confidential.
6.To send messages in violation of City security policies.
7.To forward electronic messages without a legitimate business purpose, under
circumstances likely to lead to embarrassment of the sender or t
clearly expressed desire of the sender to restrict additional di
8.To send messages that are false or misleading, inaccurate, abusive, obscene,
pornographic, profane, sexually-oriented, threatening, offensive, discriminatory,
or illegal, including but not limited to sending messages under
name or with intent to obscure the origin of the message.
9.To solicit or proselytize for commercial ventures, religious or political causes,
outside organizations other non-job related solicitations.
Likewise, e-mail to all users should only be used on very rare occasions when every person on
the system has a direct need to know.
- When
forwarding, explain the reason for the forwarding action and edi
56
City of Arden Hills Personnel Policy Effective August 26, 2003
inappropriate contents. If in doubt about the appropriateness of fo
mail, check with the originator for guidance.
When sending an e-
to take action.
Do not -mail message that could prove embarrassing or compromising
to you, the City, or others. Each employee is responsible for the content of all text, audio,
images they transmit.
Avoid potentially contentious exchanges through e-mail.
Confidential and sensitive information such as performance revie
corrective actions, attorney-client privileged information, personnel information, private da
as outlined in the Minnesota Government Data Practices Act, and h or medical
information should not be communicated via e-mail.
Communications which would be inappropriate under other City pol
unacceptable if delivered via electronic communication. These communications may include,
but are not limited to, harassing or discriminatory comments, breaches of confiden
insubordinate statements.
Use your common sense in determining when to use e-mail,in what is said, and to whom.
Remember that electronic communication is not private and the Ciy reserves the right to
monitor and review all communications originating from or enteri
Security and Virus Protection
E-mail and/or internet access may utilize passwords for security;
be aware that the reliability of such tools for maintaining confidentiality cannot be
guaranteed. Additionally, all passwords must be made known to the City throu
Director of Administration, and passwords not known to the City shall not be used.
To prevent computer viruses from being transmitted through the system, employees are not
permitted to download or install any software onto their compute
computers. When downloading a file or opening an e-mail attachment, users must scan all
materials with City provided virus protection software. Additional consideration of policies
determining how to handle potentially damaging e-mail or files.
Other Technology Issues
Beyond the use of internet and e-mail, there are several other issues to consider when
utilizing City-owned technology, including personal computer and network usage.
57
City of Arden Hills Personnel Policy Effective August 26, 2003
Copying Software and Programs
Most computer software and programs are copyrighted, and it is ilegal to make multiple
copies. Employees may only copy and use software in accordance with the
agreement. If there is any question about the appropriate use of the softwa
should contact the Director of Administration.
Only Authorized Software Allowed
No external, personal, ordownloaded software and/or hardware shall be installed without
prior approval by the network administrator.
Backing Up/Deleting Files
All files stored on the network will be backed up on a regular b Files that are stored on a
users hard drive will not be backed up.
Management of Files
Because the storage capacity of the network is limited, all user
outdated files.Users are also responsible minimizing the amount of large files such as
graphics contained on the network.
Work Product Ownership
All information developed on a City computer system or introduce
system is the property of the City, regardless of where it was c
Likewise, all information developed by a City employee on computers outside of the City
in conjunction with his or her employment with the City, is the
regardless of where it was created.
Network Virus Protection
Users shall not change their system configuration or take other steps to defeat virus
protection devices or systems.
Individual employees are responsible for verifying that disks an
received from outside computers are scanned for viruses prior to
computers. Please request assistance if you are unsure of how to scan filested
storage media for viruses.
Access to Data
based on access rights configured by the network administrator. These can be changed if
needed. Contact the network administrator to request changes to user acc
58
City of Arden Hills Personnel Policy Effective August 26, 2003
Calendar/Scheduler Use Policy
All employees who have Microsoft Outlook should use the calendarfeature to
schedule all appointments and meetings. All meetings, vacations, and appointments should be
updated on calendars on a daily basis.
Computer Training
Employees are encouraged to seek additional training and educati
applications and related technology.
responsibilities and, to the extent possible should take place outside the normal work day.
On a case-by-case basis, the cost of training will be incurred by the City dending on the
availability of funds and City needs. An employee must have prio
supervisor to enroll in any training paid for by the City.
Enforcement
This policy is intended to be illustrative of the range of accepptable uses of
the internet and e-mail systems provided by the City and is not necessarily exhaust
Questions about specific uses should be dire
Prior to accessing the internet and e-mail systems, employees shall review this policy and sign
the consent form.
The Director of Administration and/or the employees supervisor w
suspected violations of this policy, and clear violations may re Any
user violating these provisions or applicable local, state, or federal laws is subject to
immediate loss of or restrictions on internet/e-mail privileges, additional disciplinary actions,
up to and including termination of employment, and/or criminal prosecution.
Consent Agreement
As a condition of employment, all City employees must acknowledge that
electronic systems, including but not limited to, e-mail and internet network activity, are the
property of the City and, therefore, they should not consider ane private. Prior
to obtaining access to the internet or e-mail systems, employees must sign the consent form
provided. By signing the consent form, users acknowledge that they have re
nd the potential penalties for non-
compliance.
59
AGENDA ITEM
MEMORANDUM
DATE:
October 21, 2013
TO:
Honorable Mayor and City Councilmembers
Patrick Klaers, City Administrator
FROM:
Matthew Bachler, Community Development Intern
SUBJECT:B-2 District Design Standard Amendments Discussion
Requested Action
Review recommendations for amendments to the B-2 District Design Standards and provide
further direction to staff.
Background
In October 2008, the City Council accepted the Guiding Plan for the B-2 District. The plan
included design guidelines for development in the B-2 District and proposed standards for
building and site design, façade treatment, pedestrian circulation, and parking. The City Council
subsequently approved ordinance amendments that adapted the design guidelines for the Zoning
Code. Four development projects in the B-2 and B-3 Districts have been evaluated based on
these design standards since their adoption:
Planning Case 11-PUD
Planning Case 11-16: Arden Plaza PUD Amendment (Walgreens Pharmacy)
Planning Case 12-19: 1201 County Road E Master PUD
Planning Case 13-04: Lexington Station Master PUD
Through the process of reviewing these developments, the City has had the opportunity to
identify aspects of the design standards that may require adjustments or additions. Staff is
currently drafting changes to requirements on building materials, commercial facade
transparency, and bicycle parking. These revisions will help update the design standards to
provide developers with more expectations in the development review
process and to ensure that future development in the B-2 and B-3 Districts is well-designed. A
City of Arden Hills
City Council Work Session for October, 21 2013
13
Page of
previous version of the draft revisions was discussed by the Planning Commission at the May 8,
2013, meeting. The minutes from this meeting are included as an attachment.
In coming up with development design standards, it is important to strike a balance between
regulations that are either too prescriptive or too permissive. When cities put in place strict
standards, it can have the effect of deterring development. On the other hand, relaxed standards
can result in development that is not in line with a
The City has an additional opportunity to negotiate with developers on the design of a project
because all significant developments and redevelopments in the B-2 and B-3 Districts are
required to be approved through the PUD process. This gives the City the ability to address
design-related concerns specific to a site that may not be covered in the design standard
regulations; however, any conditions imposed by the City through negotiations must have a
rational basis related to the expected impacts of a development.
Discussion
Building Materials
Section D of the design standards specifies acceptable and undesirable building materials. Staff
has revised this section to expand and refine the list of permitted and discouraged materials as
wells as to build in more flexibility for staff in the development review process.
Research was conducted on high-quality building materials that are currently not on the
acceptable materials list and which meet the design guidelines. Many of these materials are
permitted by other local municipalities that have established design standards for commercial
centers or downtowns. Design guidelines for Roseville, Shoreview, Burnsville, and Hopkins
were reviewed. The section on undesirable building materials has been expanded to include brick
veneer and mirrored or reflective glass.
Given the pace at which building material technology evolves, staff believes a provision should
be included in the section that allows the Community Development Department to approve new
materials of equal quality other than those listed. An example of how this provision could be
worded is included in the draft.
Commercial Façade Transparency
Section F of the design standards includes requirements on the transparent window and door
coverage for commercial properties. Window transparency for multi-family residential uses,
which are allowed in the B-2 District as a conditional use, is not addressed. Additionally, specific
guidelines on the arrangement of windows on a building and the permitted materials for windows
and doors are not included.
Staff has made revisions to include transparency requirements for residential facades. The
specifications are intended to conform to the existing design standards while recognizing that
City of Arden Hills
City Council Work Session for October, 21 2013
23
Page of
commercial façade transparency requirements are not necessarily appropriate for residential
buildings. Changes were also made to the commercial façade transparency requirements for
building walls that do not face a public street or include the primary building entrance. The
revised standards still require these facades to have 20% window coverage, but allow the use of
opaque or simulated windows on service areas. The requirement that a minimum of 50% of the
first level façade that includes the primary entrance and/or faces a public street include
transparent windows and doors would remain unchanged.
The City should develop standards that balance between accommodating the need of businesses
to use opaque windows for service areas and providing adequate transparent window coverage
for architectural interest and to enhance street vitality. For example, concerns have been raised
recently about the use of opaque windows by Walgreens Pharmacy on the County Road E
façade. However, due to the floor plan design and the placement of storage and service areas
along the north building wall, there was a need to make these windows non-transparent.
Guidelines for window and door arrangement on a building wall are included in the revisions.
These guidelines are meant to ensure consistency between the overall design of the building
façade and the placement of window and door openings. The list of acceptable materials for
windows and doors complements the permitted building wall materials for the districts.
Bicycle Parking
Section P of the design standards addresses pedestrian and bicycle circulation improvements.
Bike racks shall be
guidelines are given on the
design, dimensions, or location of bicycle parking, and a minimum number of bicycle parking
spaces is not specified.
Staff has made revisions to provide greater specification on bicycle parking requirements. These
revisions address what qualifies as bicycle parking, where bicycle parking should be located on
the site, dimension requirements, and the total number of bicycle parking spaces required. In
developing the draft revisions, staff reviewed bicycle parking regulations used in Roseville, St.
Paul, and Minneapolis. Additionally, information on dimension criteria for bicycle parking was
obtained from the Minnesota Department of Transportation Bikeway Facility Design Manual.
Requested Action
Review recommendations for amendments to the B-2 District Design Standards and provide
further direction to staff.
Attachments
Working Draft: Section 1325.05, Subd 8. Black-lined Version
May 8, 2013, Planning Commission Minutes
City of Arden Hills
City Council Work Session for October, 21 2013
33
Page of
Attachment A
City of Arden Hills Chapter 13 Zoning Code
Subd. 8 Additional Design Standards for New Development, Redevelopment, and
Modifications to Existing Sites in the B2 and B3 Districts. Unless
(revised 12/17/08)
preempted by the standards in this section, all other zoning provisions shall apply:
A. Purpose and Intent. The purpose of these additional design
standards is to promote a high level of architectural, landscaping, and site
design in the business districts of Arden Hills. The City seeks to create a
unified, harmonious, and high-quality environment to foster a distinct,
positive, and successful image for the City. The criteria by which new
development, redevelopment, and site modifications in the Districts shall
be judged are as follows:
1. Consistency with provisions of the comprehensive plan and other
guiding plans as amended from time to time; provisions of the zoning
ordinance and subdivision ordinance; and all other applicable
regulations.
2. Use of appropriate materials, lighting, textures, colors, and
architectural and landscape forms to create a unified, high-quality
design concept for each site that is compatible with adjacent and
neighboring structures and functions.
3. Creation of unified site designs, each with a sense of internal
order, that provide desirable environments for site users and visitors
and the community as a whole and that consider all site elements.
4. Provision of safe and adequate access from public streets to sites
giving ample consideration to the location and number of access
points, the safety and convenience of merging and turning
movements, and traffic management and mitigation.
5. Provision of on-site vehicular, bicycling, and pedestrian circulation
by way of interior drives, parking areas, pathways, and walkways
adequate to handle anticipated needs and to safelty buffer
pedestrians and cyclists from motor vehicles. Ample consideration
shall be given to the width of interior drives, internal traffic movement
and flow, separation of pedestrian, cycling, automobile; and delivery
traffic, and the safe, convenient, and practical arrangement of parking
spaces.
B. Application. The standards in this Section should apply only to the
building or site elements being developed or altered (i.e. a proposal for
changes to a building would be required to meet only those standards
that pertain to buildings while changes to a parking area would be
required to meet the standards for parking areas but not for buildings).
The design standards shall be applied proportionately to the degree of
change proposed. Upon recommendation from the Planning
Commission, the City Council may waive specific design standards based
on the scale of the project. The City Council shall make the final
Section 1325 General Regulations
Adopted: November 13, 2006
Page 1 of 10
City of Arden Hills Chapter 13 Zoning Code
determination on the compatibility and consistency with the design
standards.
C. Architectural Style and Building Character. Evaluation of the
appearance of a project shall be based on the quality of its design and on
its relationship to its surroundings. Site characteristics to be evaluated for
this purpose include, but are not limited to, building and landscaping
materials, colors, textures, shapes, massing, building components,
height, roof-line, and setback. Monotony of design, both within projects
and between projects and its surrounding, is discouraged. prohibited.
Variation in detail, form, and arrangement shall provide visual interest.
Architectural style should not be restricted.
D. Building Materials. Buildings shall be constructed of materials that are
enduring, timeless, and well-detailed. Other new materials of equal quality
to those listed may be approved by the Community Development
Department.
1. At least seventy-five percent (75%) of the exterior building
materials shall be of brick or tile masonry, natural stone (or synthetic
equivalent), decorative concrete plank siding, transparent glass, or
any combination thereof. brick, stone, decorative concrete plank,
transparent glass or any combination thereof.
2. Trim and other accent or decorative features may be metal, wood,
split faced block, EIFS, or stucco. Metals shall have a matte finish and
have visible corner moldings and trim when used on exterior walls.
EIFS and stucco shall be located at least twelve (12) feet above the
ground line. Trim and other accent or decorative features may be
metal, wood, or EIFS. Other high-quality materials that increase the
variety and appeal of buildings may be considered as accents. Metals
shall have a matte finish and neutral or earth tone colors. Metals that
are used on exterior walls shall have visible corner moldings and trim.
3. Undesirable materials shall include simulated or veneer brick or
stone;, vinyl or aluminum siding;, sheet or metal, corrugated metal
siding;, plain concrete blocks or panels;, materials that have no
pattern or relief when applied to large walls, brightly colored metal
roofing or canopies;, and pre-cast tilt-up walls; mirrored or reflective
glass; and materials that represent corporate colors or logos that are
not in conformance with approved building materials. Extensive use
of mirrored or tinted glass on the first floor and materials that
represent corporate colors or trademarks that are not in conformance
with approved building materials are also undesirable.
E. Building Design. The arrangement, geometry, massing, materials and
colors shall work to create a high quality development that is responsive
to existing buildings, site features, and site design on adjoining sites in
the district.
Section 1325 General Regulations
Adopted: November 13, 2006
Page 2 of 10
City of Arden Hills Chapter 13 Zoning Code
1. At least fifty percent (50%) of the largest building on each site shall
be constructed at the front setback line.
2. Façade treatment shall be carried around all sides. Architectural
elements such as, but not limited to, windows, shutters, awnings,
doors, masonry exterior veneers, cornice detailing, window casings,
and other architectural details should demonstrate consistency on all
sides of the structure that are reasonably visible to the general public.
Plain flat walls shall not be permitted when viewable from the public
right-of-way or public areas.
3. To avoid long unbroken expanses and to increase visual interest
from the street, buildings of more than 40 feet in width shall be divided
into smaller increments (between 20 and 40 feet) through articulation
of the facades to convey the impression of individually-constructed
small storefronts or, in the case of housing, housing units. This can
be achieved through the combination of the following techniques:
a) The use of windows and doors;
b) Façade modulationstepping backward or forward or
extending a portion of the façade;
c) Vertical divisions into storefronts with separate display
windows and entrances;
d) Recesses and projections such as porches, dormers and bays
that create shadows and add visual interest;
e) Variation in the rooflines by using multiple roof and ridge lines
perpendicular to one another, offsetting single roof lines, stepped
roofs;
f) Providing a lighting fixture, trellis, tree, or other landscape
feature with each interval.
4. Awnings or overhangs shall be provided at entryways to provide
shelter from the sun and rain. The awnings shall be opaque so as not
to create a glowing effect with lights under the awnings. Awnings
shall be constructed of durable, protective, and water repellant
material; however, plastic or fiberglass awnings shall not be permitted.
5. Any multi-level building shall distinguish the ground floor level from
the upper floors by use of any or a combination of these techniques:
an intermediate cornice line, difference in building materials or details,
awnings trellis or arcade, special window details, or brick corbels or
quoins. A strong base and top for multi-story buildings shall be
established; middle layers shall be simpler. Detail shall be an integral
part of the architecture rather than a series of applied elements.
Section 1325 General Regulations
Adopted: November 13, 2006
Page 3 of 10
City of Arden Hills Chapter 13 Zoning Code
6. Standardized corporate or franchise Franchise architecture
identified with a particular chain shall be discouraged unless it is
compatible with surrounding architecture architecturally integrated into
the district and conforms to these design standards.
7. Entrances shall have convenient access to the street frontage and
to parking serving the use. For those properties along County Road
E, access to the street frontage shall be given priority where feasible.
F. Window and Door Openings. Commercial Façade Transparency.
1. Commercial Façade Transparency.
a) Fifty percent (50%) of the first level façade that includes the
primary store entrance and/or faces a public street shall be made
of transparent windows and doors that are recessed at least one
inch rather than being flush with the façade. If the building is a one
story design and the first floor elevation exceeds twelve (12) feet,
then only the first twelve (12) feet shall be included in calculating
the façade area.
b) At least twenty percent (20%) of all other facades that are
reasonably visible to the public shall be comprised of window or
openings. Simulated or opaque windows may be used on service
areas.
c) The City may consider a proportional reduction in the
transparent window and door requirement on the primary store
entrance and/or public street façades if additional transparent
glass is used on the remaining sides.
2. Residential Façade Transparency. At least twenty percent (20%)
of all residential facades shall be comprised of transparent
windows or balcony/door openings. When necessary, opaque or
tinted glass may be allowed to provide privacy. At least twenty percent
(20%) of the remaining sides that are reasonably visible to the public
shall be window coverage, half of which may be simulated windows
(i.e. spandrel glass). If additional transparent glass is used on the
remaining sides, the City may consider a proportional reduction in the
transparent window and door requirement on the primary store
entrance and/or public street façades:
3. Configurations. The shape, size, and placement of windows and
doors shall emphasize the intended organization and articulation
of the façade. Windows and doors shall be recessed at least one
inch rather than being flush with the building façade.
4. Materials. Acceptable materials for window trim include anodized
aluminum, steel, wood, and clad wood. Door trim shall be made of
steel, wood, or clad wood.
Section 1325 General Regulations
Adopted: November 13, 2006
Page 4 of 10
City of Arden Hills Chapter 13 Zoning Code
5. For buildings with a use or function that does not readily allow
windows (e.g. cooler or freezer areas, mechanical rooms, security
areas, storage areas) the transparent window standards may be
reduced at the discretion of the City Council. However, the
architectural detailing must be provided by the use of upper level
windows, which may include the partial use of simulated windows, or
architectural detailing that provides arches, patterning, recesses, and
shadowing that provide aesthetic interest. Architectural detailing may
include such things as change in materials, change in color and other
significant visual relief provided in a manner or at intervals in keeping
with the size, mass, and scale of the wall.
G. Building Color. Colors shall be harmonious. Building colors shall be
muted.consist of muted colors with low reflectance. Recommended
colors include browns, grays, tans, beiges, and dark or muted green,
blues, and reds. Bright or brilliant colors and sharply contrasting colors
may be used for only accent purposes occupying a maximum of five
percent (5%) of building façades.
H. Fences. Fences shall blend into the landscape, be compatible with
other materials used on site, and be made of a material that minimizes
corrosion. Finished and treated wood, brick, stone or wrought iron is
encouraged.
I. Signs.
1. Business signs shall be architecturally compatible with the style,
composition, materials, colors and details of the building and should
be an integral part of the building. Signs shall be incorporated into the
façades of the buildings rather than extending past the roof line and
should not project more than twelve (12) inches beyond the plane of
the façades. Retail business wall signs shall be located in a position
above the front window that is located consistently among stores.
2. All other provisions in Chapter 12, Sign Code, shall apply.
J. Site Furnishings and Seating Areas.
1. Site furnishings shall be provided based on the scale of the
project. The site furnishings may be spread out on the site or
clustered to provide a more formal area. Placing site furnishings near
landscaped areas is encouraged. These areas may be shared by
multiple tenants on a property or adjacent properties and may include
tables, chairs, benches, plantings, and other outdoor amenities such
as a plaza. These areas shall be maintained for year round use.
Creativity is highly encouraged. These spaces shall be connected to
the sidewalk system.
2. Benches and decorative plantings shall be provided near the
Section 1325 General Regulations
Adopted: November 13, 2006
Page 5 of 10
City of Arden Hills Chapter 13 Zoning Code
primary entrance of all buildings on a site.
3. Restaurants shall include a functional outdoor seating area with
tables, chairs, plantings, and access to the restaurant.
a) No outdoor seating shall be permitted in any portion of the
public sidewalks where normal pedestrian traffic flow is
obstructed.
b) The outdoor seating area shall not be used for exterior
storage when the area is not in use. While such area is in
operation, all tables and chairs shall be kept in a clean, sanitary
condition.
c) These areas shall be distinguished with decorative fencing
and/or plantings.
d) If alcoholic beverages are served, the establishment shall
take reasonable steps to insure that alcoholic beverages are
consumed only by patrons of the establishment who are of age.
All other provisions related to the license to serve alcohol shall
apply.
K. Screening.
1. Trash and recycling equipment, materials, and containers shall be
fully enclosed and integrated into the architecture of the buildings.
2. All mechanical equipment, whether roof-mounted or ground
mounted should be integrated into the architecture of the building. It
shall be completely screened from the ground-level view of adjacent
properties and public streets. Wood screening shall not be permitted.
3. Truck docks and delivery areas shall face away from the public
street and shall be integrated into the architecture of the building.
L. Landscaping. A generous amount of plant material and landscaping
shall be used on all new development and redevelopment sites. Office
parking areas shall include a generous amount of perimeter and internal
landscaping. Parking structures shall be visually softened with plantings.
A minimum of one tree shall be placed along the right-of-way every forty
(40) feet. The tree shall not interfere with the roadway and shall be on
private property.
M. Parking.
1. Placing parking between the street right-of-way and a building
shall be discouraged.
2. No more than fifty percent (50%) of the parking on a site may be
Section 1325 General Regulations
Adopted: November 13, 2006
Page 6 of 10
City of Arden Hills Chapter 13 Zoning Code
between buildings or in the side yards.
3. Sufficient parking shall be provided to accommodate the
reasonable hourly peak on a given site. Shared parking is
encouraged to reduce land devoted to parking. Hourly variations
among different types of land use may be considered when estimated
parking demands.
4. Plantings shall be used to soften and shade parking lots and
parking structures. Parking and service areas shall be visually
screened from street views with plantings and architectural
treatments. Parking adjacent to streets should be screened from
views with landscaping, including but not limited to trees, hedges,
flowers and other bushes and/or decorative masonry walls. Berms
shall be discouraged.
5. Parking lot islands shall be used to distribute large parking lots
fields into separate areas. that have visual
relationship to the buildings they serve. Parking lot islands shall be
planted with trees or include infiltration basins and plantings. Entry
drives shall be defined by trees and shrubs.
6. A concrete curb shall be provided around the periphery of all
parking lots and access roads, except where the City Engineer
determines that a curb would impede drainage.
7. Parking adjacent to streets should be screened from views with
landscaping, including but not limited to trees, hedges, flowers and
other bushes and/or decorative masonry walls. Berms shall be
discouraged.
87. Parking structures that are visible from off the site shall display an
integration of building materials, building form, textures, architectural
motif, and building, and colors with the principal building. No signs
other than directional signs shall be permitted on parking ramp
facades.
N. Traffic Study. A traffic study shall be required for all new
developments, redevelopments, and significant modifications to existing
sites unless waived by the City Council.
O. Lighting. Exterior lighting shall be provided for the safety and
convenience of occupants and visitors.
1. A lighting plan shall be submitted that shows location, type of
illumination and design. A photometric analysis of site and building
shall be submitted for City approval with all new construction or
redevelopment projects.
2. Exterior lighting shall be consistent in type, design, scale, and
Section 1325 General Regulations
Adopted: November 13, 2006
Page 7 of 10
City of Arden Hills Chapter 13 Zoning Code
color to create unity in the Districts. High-pressure sodium lighting
and other similar types of lighting color may be required by the City to
promote a unified lighting color throughout the Districts. Other
lighting colors may be considered during the City review process.
3. Exterior lighting for parking lots and buildings shall not be
excessive and shall be directed at their intended purposes.
4. Lighting under a gasoline station canopy shall not be directly visible
from the street but shall be recessed into the canopy or otherwise
shielded.
5. Light washing of buildings and accent lighting may be permitted
through the City review process provided that it does not negatively
impact residential areas or traffic safety and is complementary to the
district as a whole.
P. Pedestrian and Bicycle Circulation. Pedestrian and bicycle
improvements shall be installed in accordance with the City of Arden Hills
Comprehensive Plan and the local guiding plan and shall be in
conformance with the following:
1. Site design shall facilitate pedestrian connections and mobility
within and between building, sites, and uses by providing clear visual
indicators through door placement, signage, striping, raised pathways,
and integrating landscaping components. Other features or materials
may be considered that enhance and provide a safe pedestrian
experience.
2. An internal sidewalk system shall link the primary entrance of
each building on site with the public sidewalk network. In the event a
building is subdivided into multiple separated tenant spaces, a
sidewalk must link the primary entrance of each separated tenant
space with the public sidewalk network.
3. Bike racks shall be required near a public entrance of all buildings.
4. Internal sidewalk systems shall connect with adjacent planned or
developed public sidewalks or trails.
5. The grades of all walks, parking spaces, terraces, and other paved
areas shall conform to the requirements of the Americans with
Disabilities Act.
64. Where there is new building construction or renovation where the
renovation value is thirty percent (30%) or more of the pre-renovation
value of the structure, a minimum six foot concrete sidewalk adjacent
to or in all rights-of-way shall be provided. The location of the
sidewalk shall be prescribed by the Public Works Director. The new
sidewalks shall connect to sidewalks on adjacent properties if they
Section 1325 General Regulations
Adopted: November 13, 2006
Page 8 of 10
City of Arden Hills Chapter 13 Zoning Code
exist. At the discretion of the City Council, the property owner may, in
lieu of constructing the sidewalk, pay the City an amount equal to the
cost of constructing the sidewalk to satisfy the obligations of this
section. Said payment shall be used by the City to further maintain
and construct the pathway system within the City.
7. When there is more than one building on a site, a sidewalk must
link the primary building entrances of each building to one another.
Q. Bicycle Parking.
1. General Requirements.
a. Bicycle parking may be provided using the following
approaches: bicycle racks, bicycle lockers, or bicycle parking
stations.
b. Bicycle racks must support a bicycle frame at two locations
and enable the frame and one or both wheels to be secured.
The City -
and-post, or comparable bicycle rack design standards.
c. Bicycle racks or lockers must be securely anchored to a level,
concrete or pavement surface.
2. Location Criteria. Bicycle parking shall be located in a safe,
designated area and should be within fifty (50) feet of the primary
building entrance. Bicycle racks shall be visible either from within the
building or the public right-of-way.
3. Dimension Criteria.
a. At least two (2) feet of clearance shall be provided from the
centerline of each adjacent bicycle rack.
b. An access aisle of at least five (5) feet shall be provided in
each bicycle parking facility.
c. Bicycle racks shall be at least twenty-four (24) inches from a
wall to which they are parallel and thirty (30) inches from a
wall which they are perpendicular.
G.4. Number of Required Bicycle Parking Spaces. For commercial
uses, one bicycle parking space shall be provided for every twenty
(20) automobile parking spaces. A minimum of two (2) parking
spaces is required.
R. Drainage/Water Management Plan: A plan must be submitted with
each project or lot development in the Districts. The plan must be
approved by the Rice Creek Watershed District, other agencies as
Section 1325 General Regulations
Adopted: November 13, 2006
Page 9 of 10
City of Arden Hills Chapter 13 Zoning Code
required, and the engineer assigned by the City. Two or more lots or
projects may coordinate their plans for their mutual benefit.
S. Environmental Conservation and Sustainability. The City encourages
the use of green materials and environmentally friendly construction
and site design such as the use of pervious surfaces, green rooftops,
energy efficient materials, LEED standards, and other green building
techniques.
Section 1325 General Regulations
Adopted: November 13, 2006
Page 10 of 10
Approved: June 5, 2013
CITY OF ARDEN HILLS, MINNESOTA
PLANNING COMMISSION
WEDNESDAY, MAY 8, 2013
6:30 P.M. - ARDEN HILLS CITY HALL
UNFINISHED AND NEW BUSINESS
A.B-2 District Design Standards Discussion.
Community Development Intern Matthew Bachler requested the Planning Commission review
initial recommendations for amendments to the B-2 District Design Standards and provide
further direction to staff.
Background
Community Development Intern Matthew Bachler stated that on October 27, 2008, the City
Council adopted the Guiding Plan for the B-2 District. The plan included design guidelines for
development and redevelopment in the B-2 District. These guidelines addressed fundamental site
planning and design principals and proposed standards for building height and density, façade
treatment, pedestrian circulation, parking, and landscaping.
Community Development Intern Matthew Bachler noted the City Council subsequently approved
ordinance amendments on November 24, 2008, that adapted the design guidelines contained in
the Guiding Plan for the Zoning Code. These guidelines are located in Section 1325.05 of the
Zoning Code, Subd. 8 Additional Design Standards for New Development, Redevelopment, and
Modifications to Existing Sites in the B2 and B3 Districts.
Community Development Intern Matthew Bachler explained that the B-2 design standards have
not been revised since their adoption in 2008. During this period, three development projects in
the B-2 District have been required to meet the design standards:
Planning Case 09-011: Arden Plaza Master Planned Unit Development
Planning Case 11-
Planning Case 12-019: 1201 County Road E Master Planned Unit Development
Through the process of both reviewing these development proposals and seeing the projects built
out, Staff has had the opportunity to identify components of the B-2 design standards that may
require adjustments or additions. Staff is currently drafting changes to design standard provisions
on bicycle parking, building materials, and commercial transparency; however, additional
amendments may be necessary as Staff continues its review of the existing design standards.
These revisions are needed in order to update the design standards to reflect new practices and
standards, to provide develo
ARDEN HILLS PLANNING COMMISSION MAY 8, 20132
development review process, and to ensure that future development in the B-2 District is well
designed.
Discussion
Bicycle Parking
Community Development Intern Matthew Bachler stated Section P of the B-2 District design
standards addresses pedestrian and bicycle circulation improvements. Specifically, the section
states that projects which are required to meet the design standards must comply with the
quired near a public
However, no additional guidance is given regarding the design, dimensions, or location of
bicycle parking on the site. Further, a minimum number of bicycle parking spaces is not
specified.
Staff has drafted an amendment to the design standards to provide detailed specifications on
bicycle parking (Attachment A). These revisions address what qualifies as bicycle parking, where
bicycle parking should be located in relation to buildings and the overall site, dimension and
installation requirements, and the total number of bicycle parking spaces required.
Staff reviewed bicycle parking regulations used in other municipalities to inform the draft
revisions. Municipalities consulted included Roseville, St. Paul, and Minneapolis. Additionally,
information on dimension criteria for bicycle parking was obtained from the Minnesota
Department of Transportation Bikeway Facility Design Manual.
Building Materials
Community Development Intern Matthew Bachler commented Section D of the B-2 District
design standards specifies acceptable and undesirable exterior building materials. Staff has
revised this section to expand and refine the list of permitted and discouraged materials as well as
to build in more flexibility for Staff in the development review process.
Staff has conducted research on high-quality building materials that are not currently on the
acceptable materials list and which meet B-2 design guidelines. Many of these materials are also
permitted by municipalities in the metro that have established similar design standards for their
primary commercial centers or downtowns. Design guidelines for Roseville, Shoreview,
Burnsville, and Hopkins were reviewed. Staff has relied on industry standards and aesthetic
considerations in determining which materials are appropriate as principal building materials as
opposed to trim and accent materials. The draft revision to the building materials section
incorporates these new materials.
Community Development Intern Matthew Bachler stated the section on undesirable building
materials has been revised to include more stringent restrictions on the use of mirrored or
reflective glass in the B-2 District. Previously, the extensive use of mirrored glass on the first
floor of a building was listed as undesirable. Staff believes the City should discourage the use of
this material entirely in the district. Given the pace at which building material technology
evolves, Staff believes a provision should be included in the section that allows the Community
ARDEN HILLS PLANNING COMMISSION MAY 8, 20133
Development Department to approve new materials of equal quality other than those listed. An
example of how this provision could be worded is included in the current draft.
Commercial Façade Transparency
Community Development Intern Matthew Bachler indicated Section F of the B-2 District design
standards includes specifications on the configuration and transparency of windows and doors for
commercial properties. The section does not address window transparency for multi-family
residential uses, which are allowed in the B-2 District within a Planned Unit Development.
Additionally, specific guidelines on the arrangement of windows on a building and the permitted
materials for windows and doors are not included.
Staff has revised Section F to include transparency requirements for residential facades. These
specifications are intended to keep with the established design principals while also recognizing
that commercial façade transparency requirements are not necessarily appropriate for residential
buildings. Guidelines on how windows and doors should be arranged along a building wall are
included in the draft revisions. These specifications are meant to ensure consistency between the
overall design of the building façade and the placement of window and door openings. The list of
acceptable materials for windows and doors is based on industry standards and complements the
permitted building wall materials for the district.
Further Points of Discussion
Community Development Intern Matthew Bachler stated the drafts that Staff are currently
working on represent initial recommended revisions to the B-2 District design standards. Staff is
hoping to start an on-going discussion with the Planning Commission about the existing design
standards and areas within the standards that could be improved. Additional points of discussion
might include the following:
Do the draft bicycle parking space requirements accurately reflect the demand for bicycle
parking facilities in Arden Hills?
Are the new materials added to the acceptable building materials list enduring, timeless,
and well-detailed? Are there additional types of materials that should be added to the list?
Does the list of acceptable and undesirable building materials effectively address the
oncerns regarding the quality of building materials?
Are the residential façade transparency requirements appropriate?
What additional sections of the B-2 District design standards need to be revised? Staff
has identified the provisions on parking and franchise architecture as areas that should be
studied further.
Community Development Intern Matthew Bachler requested the Planning Commission review
the initial recommendations for amendments to the B-2 District Design Standards and provide
further direction to staff.
Vice Chair Thompson opened the floor to Commissioner comments.
Commissioner Zimmerman questioned if Chair Larson had provided comment on these points of
discussion.
ARDEN HILLS PLANNING COMMISSION MAY 8, 20134
Community Development Intern Matthew Bachler stated staff planned to have a discussion with
Chair Larson to gain additional feedback.
Commissioner Zimmerman was pleased that the City was reviewing this document further as it
would greatly assist in creating a redevelopment vision for the County Road E corridor.
Vice Chair Thompson was in favor of reviewing franchise architecture further.
Commissioner Hames thanked staff for the high level of detail and photos provided this evening
presentation.
Commissioner Holewa questioned if the photos would be added to the Zoning Code.
City Planner Meagan Beekman commented this has not been done in the past but could be added
as an addendum to the code for staff to review with future developers.
Commissioner Holewa inquired if the B-2 design standards would come before the Planning
Commission for approval.
Community Development Intern Matthew Bachler stated this would take place after revisions
were made to the code.
Vice Chair Thompson did not approve of having lists within the code as this could limit future
developers and their creativity. Commissioner Hames agreed with this comment.
Community Development Intern Matthew Bachler indicated there was a provision within the
code that stated other new building materials of equal quality may be approved by the
Community Development department.
Commissioner Holewa supported the bicycle rack requirements stating one rack per twenty
parking spaces seemed adequate. Commissioner Hames agreed.
Vice Chair Thompson commented the City may want to consider motorcycle and scooter parking
in this B-2 district.
Commissioner Zimmerman stated plug-in ports for electric cars should also be considered.
Vice Chair Thompson thanked staff for his work on the B-2 Design Standards and for taking
comments from the Commission this evening.
No action is requested.
AGENDA ITEM
MEMORANDUM
DATE: October 21, 2013
TO:Honorable Mayor and City Council Members
FROM: Patrick Klaers, City Administrator
SUBJECT:
Background/Discussion
Mayor Grant requested this item be on the work session agenda.
Staff has been in contact with the b
property is being marketed for $450,000. According to Ramsey County tax records, this
is approximately the value of the land. It is uncertain as to the cost to demolish and
remove the existing building.
According to the broker, there have been a number of prospects that have expressed
interest in the property. All of the prospects have indicated that they would reuse the
existing building in a manner that was consistent with City ordinances. City staff plans to
and building facade improvements, but we may be limited depending on what is proposed
by the new owners.
AGENDA ITEM
MEMORANDUM
DATE: October 21, 2013
TO:Honorable Mayor and City Council Members
FROM: Patrick Klaers, City Administrator
SUBJECT: Bethel CIP Application
Background/Discussion
th
There was a public hearing held at the October 9 Planning Commission meeting on the
Bethel CUP application. The Commission heard the case and recommended approval of
th
the CUP. This planning case will be on the October 28 City Council agenda.
st
At the October 21 work session, I would like to give the Council a brief update on the
status of the Bethel proposal and application.