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Home My WebLink About12-19-16-SRCONSENT CALENDAR Those items listed under the Consent Calendar are considered to be routine by the City Council and will be enacted by one motion under a Consent Calendar format. There will be no separate discussion of these items, unless a Councilmember so requests, in which event, the item will be removed from the general order of business and considered separately in its normal sequence on the agenda. Motion To Approve Claims And Payroll Sue Iverson, Interim City Administrator and Director of Finance and Administrative Services MEMO.PDF Motion To Cancel The December 27, 2016 Regular City Council Meeting Sue Iverson, Interim City Administrator and Director of Finance and Administrative Services MEMO.PDF Motion To Approve Resolution 2016 -045 - 2017 Curbside And Non -Curbside Recycling Fees Eric Zweber, Interim City Planner MEMO.PDF ATTACHMENT A.PDF Motion To Approve Personnel Policy Sue Iverson, Interim City Administrator and Director of Finance and Administrative Services MEMO.PDF ATTACHMENT A.PDF Motion To Appoint City Clerk As The Responsible Authority And Data Practices Act Compliance Official Sue Iverson, Interim City Administrator and Director of Finance and Administrative Services MEMO.PDF Motion To Approve Data Practices Procedures Manual Sue Iverson, Interim City Administrator and Director of Finance and Administrative Services MEMO.PDF ATTACHMENT A.PDF PULLED CONSENT ITEMS Those items that are pulled from the Consent Calendar will be removed from the general order of business and considered separately in its normal sequence on the agenda. NEW BUSINESS Approve New City Administrator Contract Sue Iverson, Interim City Administrator and Director of Finance and Administrative Services MEMO.PDF Approval Of Joint Development Authority (JDA) Sue Iverson, Interim City Administrator and Director of Finance and Administrative Services MEMO.PDF ADJOURN Mayor: David Grant Councilmembers: Brenda Holden Fran Holmes Dave McClung Jonathan Wicklund Special Regular City Council Agenda December 19, 2016 Immediately following the City Council Work Session City Hall Address: 1245 W Highway 96 Arden Hills MN 55112 Phone: 651 -792 -7800 Website : www.cityofardenhills.org City Vision Arden Hills is a strong community that values its unique environmental setting, strong residential neighborhoods, vital business community, well -maintained infrastructure, fiscal soundness, and our long -standing tradition as a desirable City in which to live, work, and play. CALL TO ORDER 1. 1.A. Documents: 1.B. Documents: 1.C. Documents: 1.D. Documents: 1.E. Documents: 1.F. Documents: 2. 3. 3.A. Documents: 3.B. Documents: CONSENT CALENDARThose items listed under the Consent Calendar are considered to be routine by the City Council and will be enacted by one motion under a Consent Calendar format. There will be no separate discussion of these items, unless a Councilmember so requests, in which event, the item will be removed from the general order of business and considered separately in its normal sequence on the agenda.Motion To Approve Claims And PayrollSue Iverson, Interim City Administrator and Director of Finance and Administrative ServicesMEMO.PDFMotion To Cancel The December 27, 2016 Regular City Council MeetingSue Iverson, Interim City Administrator and Director of Finance and Administrative ServicesMEMO.PDFMotion To Approve Resolution 2016 -045 - 2017 Curbside And Non -Curbside Recycling Fees Eric Zweber, Interim City Planner MEMO.PDF ATTACHMENT A.PDF Motion To Approve Personnel Policy Sue Iverson, Interim City Administrator and Director of Finance and Administrative Services MEMO.PDF ATTACHMENT A.PDF Motion To Appoint City Clerk As The Responsible Authority And Data Practices Act Compliance Official Sue Iverson, Interim City Administrator and Director of Finance and Administrative Services MEMO.PDF Motion To Approve Data Practices Procedures Manual Sue Iverson, Interim City Administrator and Director of Finance and Administrative Services MEMO.PDF ATTACHMENT A.PDF PULLED CONSENT ITEMS Those items that are pulled from the Consent Calendar will be removed from the general order of business and considered separately in its normal sequence on the agenda. NEW BUSINESS Approve New City Administrator Contract Sue Iverson, Interim City Administrator and Director of Finance and Administrative Services MEMO.PDF Approval Of Joint Development Authority (JDA) Sue Iverson, Interim City Administrator and Director of Finance and Administrative Services MEMO.PDF ADJOURN Mayor:David Grant Councilmembers:Brenda Holden Fran HolmesDave McClungJonathan Wicklund Special Regular City Council AgendaDecember 19, 2016Immediately following the City Council Work Session City Hall Address:1245 W Highway 96 Arden Hills MN 55112 Phone:651 -792 -7800 Website : www.cityofardenhills.org City VisionArden Hills is a strong community that values its unique environmental setting, strong residential neighborhoods, vital business community, well -maintained infrastructure, fiscal soundness, and our long -standing tradition as a desirable City in which to live, work, and play.CALL TO ORDER1.1.A.Documents:1.B.Documents:1.C. Documents: 1.D. Documents: 1.E. Documents: 1.F. Documents: 2. 3. 3.A. Documents: 3.B. Documents: CONSENT CALENDARThose items listed under the Consent Calendar are considered to be routine by the City Council and will be enacted by one motion under a Consent Calendar format. There will be no separate discussion of these items, unless a Councilmember so requests, in which event, the item will be removed from the general order of business and considered separately in its normal sequence on the agenda.Motion To Approve Claims And PayrollSue Iverson, Interim City Administrator and Director of Finance and Administrative ServicesMEMO.PDFMotion To Cancel The December 27, 2016 Regular City Council MeetingSue Iverson, Interim City Administrator and Director of Finance and Administrative ServicesMEMO.PDFMotion To Approve Resolution 2016 -045 - 2017 Curbside And Non -Curbside Recycling FeesEric Zweber, Interim City Planner MEMO.PDFATTACHMENT A.PDFMotion To Approve Personnel Policy Sue Iverson, Interim City Administrator and Director of Finance and Administrative ServicesMEMO.PDFATTACHMENT A.PDFMotion To Appoint City Clerk As The Responsible Authority And Data Practices Act Compliance OfficialSue Iverson, Interim City Administrator and Director of Finance and Administrative ServicesMEMO.PDFMotion To Approve Data Practices Procedures ManualSue Iverson, Interim City Administrator and Director of Finance and Administrative ServicesMEMO.PDFATTACHMENT A.PDFPULLED CONSENT ITEMSThose items that are pulled from the Consent Calendar will be removed from the general order of business and considered separately in its normal sequence on the agenda.NEW BUSINESSApprove New City Administrator ContractSue Iverson, Interim City Administrator and Director of Finance and Administrative Services MEMO.PDF Approval Of Joint Development Authority (JDA) Sue Iverson, Interim City Administrator and Director of Finance and Administrative Services MEMO.PDF ADJOURN Mayor:David Grant Councilmembers:Brenda Holden Fran HolmesDave McClungJonathan Wicklund Special Regular City Council AgendaDecember 19, 2016Immediately following the City Council Work Session City Hall Address:1245 W Highway 96 Arden Hills MN 55112 Phone:651 -792 -7800 Website : www.cityofardenhills.org City VisionArden Hills is a strong community that values its unique environmental setting, strong residential neighborhoods, vital business community, well -maintained infrastructure, fiscal soundness, and our long -standing tradition as a desirable City in which to live, work, and play.CALL TO ORDER1.1.A.Documents:1.B.Documents:1.C.Documents:1.D.Documents:1.E.Documents:1.F.Documents:2.3.3.A. Documents: 3.B. Documents: Page 1 of 1 DATE: December 19, 2016 TO: Honorable Mayor and City Council Members FROM: Sue Iverson, Director of Finance and Administrative Services, Ashley Bertrand, Accounting Analyst SUBJECT: Claims & Payroll Requested Action: 1. Motion to Approve Consent Agenda Item – Claims and Payroll Supporting Documents: Payroll 2016 Payroll #25 .................................................................................... $ 65,490.59 Total Payroll $ 65,490.59 Accounts Payable Claims Through 12/16/2016 Paid Claims (Check No 46242-Check No 46240) ................................. $ 274,667.92 Paid Claims (Check No 0 ACH Payments) ........................................... $ 7,577.44 Paid Claims (Check No 46241-Check No 46241) ................................. $ 233,931.28 Total Accounts Payable $ 517,575.15 Total Claims $ 583,065.74 CONSENT ITEM 1A MEMORANDUM CITY OF ARDEN HILLS PAYROLL # 25 CHECKS DATED: 12/16/16 Biweekly: 11/26/16 - 12/09/16 EMPLOYEE DEDUCTIONS AMT.Payment Method FIT 5,302.36 EFT SIT 2,193.71 EFT FICA Oasdi 3,259.98 EFT FICA Medicare 762.41 EFT TOTAL TAXES 11,518.46 Health Premium 2,215.42 A/P Check* Dental Premium A/P Check* FSA Health Care Reimb. 133.33 A/P Check* FSA Dependent Care Reimb. 208.33 A/P Check* TOTAL FLEXIBLE SPENDING 2,557.08 HSA Health Saving 1,029.64 Health Care Savings Plan EFT Health Care Savings Plan-2% 229.99 EFT Health Care Savings Plan-4% 571.28 EFT TOTAL HEALTH SAVINGS 1,830.91 PERA 3,697.79 EFT ICMA 837.84 EFT Central Pension Fund-Union 691.20 A/P Check* MN State Retirement System 586.18 EFT TOTAL RETIREMENT 5,813.01 IUOE 49 Dues (Union) 153.00 A/P Check* LTD/STD Insurance 0.00 A/P Check* PERA Lif I 40 00 A/P Ch k* CITY BENEFIT 3,259.98 762.41 4,022.39 0.00 41.67 41.67 4,266.69 0.00 4,266.69 PERA Life Insurance 40.00 A/P Check* Life/Addl/Dep Life 175.23 A/P Check* UNUM 42.55 A/P Check* AFLAC 191.58 EFT Avesis-Vision Care 5.43 A/P Check* TOTAL VOLUNTARY 607.79 Total Employee Deductions 22,327.25 Net Payroll Direct Deposit 34,832.59 EFT Gross Payroll Tie-Out 57,159.84 STD/LTD Gross - Up Plus City Paid Benefit 8,330.75 ICMA Benefit Held 0.00 TOTAL PAYROLL COST 65,490.59 FICA TIE-OUT Gross Payroll 57,159.84 Less Total FSA 2,557.08 Plus Employer Match ICMA 0.00 Plus ICMA Benefit Held 0.00 Net P/R Subject to FICA 54,602.76 FICA Oasdi @ 6.20% 3,259.98 FICA Medicare @ 1.45% 762.41 Note: Federal and State Payroll Tax obligations are satisfied by means of utilizing the "Taxtel" Electronic Tax Deposit Service. Trans- fers are typically made two business days after the payroll date. * A/P Checks can be found on the ACCOUNTS PAYABLE Check Approval report. Checks may be paid this week or the following week. 0.00 General Ledger Journal Pntry Proof List User: dave.Perrault Printed: 1211312016 - 1l:59 AM Batch: 60011.11.2016 tb--t rrrs Project Management Account Description Debit Amount credit Amount Line Description system Reference Account Number Journal EntrY: 155-l l-2016 101-41500-44376 l0l-41300-,1437 I l0l-41300-,14371 r0l-4130044371 101-00000-10100 Journal Entry Totals Journal Entry Date: 1 1 1 30 120 1 6 Bank Service Charges CC Processing Fees CC Processing Fees CC Processing Fees Gen Cash & Investments 676.84 I 09.1 5 5,457.76 51'7.69 0.00 To allocate November Bank Chargcs 0.00 To allocate November Bank Charges 0.00 To allocate November Bank Charges 0.00 To allocate November JournalEntryBalance 0'00 Report Totals: 6'761'44 6'761'M Bank Charges 0.00 6,761.44 To allocate November Bank Charges 6,761.44 6,761.44 0.00 Gl-Joumal Entry Proof List (12113/2016 - l1:59 AM) Page 1 General Ledger Journal Entry Proof List User: dave.perrault Printed: 12113/2016 - 11:23 AM Batch: 60008.11.2016 Account Number Account Description Debit Anrount Credit Amount Line Description System Reference .-As Project Management Joumal Entry: 152-l l-2016 72549800-43700 725-00000-10100 Journal Entry Totals Journal Entry Balance Report Totals: Joumal Entry D ate: 1 1 130 1201 6 Medical/Dental Insurance Gen Cash & Investments 592.65 0.00 To allocate the transitional reinsurance contribution 0.00 592.65 To allocate the transitional reinsurance contribution 592.65 s92.65 s92.65 s92.65 0.00 0.00 Gl-Joumal Entry Proof List (12/1312016 - l1:23 AM)Page 1 WGeneral Ledger Journal Entry Proof List User: dave.perrault Printed: 111212016 - 9:09 AM Batch: 60001.11.2016 Account Number Account Description DebitAmount CreditAmount LineDescription System Reference -,A S Project Management Journal Entry: 010-l l-2016 I0l-00000-2l78l 101-00000-10100 Joumal Entry Totals Journal Entry Balance Report Totals: Joumal Entry Date: 11 /0212016 Gamishment/Other WH Gen Cash & Investrnents 223.35 0.00 0.00 223.35 To account for garnishmcnt To account for gamishment 223.35 0.00 223.35 0.00 Gl--Joumal Entry Proof List (11/2/2016 - 9:09 AM)Page 1 223.35 Accounts Payable User: Printed: ashley.bertrand 12/16/2016 9:03 AM Checks by Date - Detail by Check Date Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 0602 US BANK 12/09/2016ACH DSchifsk-101116 Oct/Nov 16 Expenses Oct/Nov 16 Expenses 53.54 Frid-101116 Oct/Nov 16 Expenses Oct/Nov 16 Expenses 40.24 Grant-101116 Oct/Nov 16 Expenses Oct/Nov 16 Expenses 103.76 Grant-101116 Oct/Nov 16 Expenses Oct/Nov 16 Expenses 8.48 Hanson-101116 Oct/Nov 16 Expenses Oct/Nov 16 Expenses 71.90 Hanson-101116 Oct/Nov 16 Expenses Oct/Nov 16 Expenses 30.00 Hanson-101116 Oct/Nov 16 Expenses Oct/Nov 16 Expenses 599.12 Hanson-101116 Oct/Nov 16 Expenses Oct/Nov 16 Expenses 51.61 Iverson-101116 Oct/Nov 16 Expenses Oct/Nov 16 Expenses 70.00 MSchifsk-101116 Oct/Nov 16 Expenses Oct/Nov 16 Expenses 48.12 MSchifsk-101116 Oct/Nov 16 Expenses Oct/Nov 16 Expenses 48.13 Scherbel-101116 Oct/Nov 16 Expenses Oct/Nov 16 Expenses 9.63 Scherbel-101116 Oct/Nov 16 Expenses Oct/Nov 16 Expenses 9.63 Scherbel-101116 Oct/Nov 16 Expenses Oct/Nov 16 Expenses 9.63 Thelen-101116 Oct/Nov 16 Expenses Oct/Nov 16 Expenses 87.25 Thelen-101116 Oct/Nov 16 Expenses Oct/Nov 16 Expenses 2.68 Thelen-101116 Oct/Nov 16 Expenses Oct/Nov 16 Expenses 6.42 Thelen-101116 Oct/Nov 16 Expenses Oct/Nov 16 Expenses 120.22 Thelen-101116 Oct/Nov 16 Expenses Oct/Nov 16 Expenses 28.15 1,398.51Total for this ACH Check for Vendor 0602: 1,398.51Total for 12/9/2016: 0008 Joseph Mooney 12/16/2016ACH 12122016-JM Uniform Expense Reimbursement Uniform Expense Reimbursement 56.10 56.10Total for this ACH Check for Vendor 0008: 0167 MN Center for Fiscal Excellence 12/16/2016ACH 11082016-MCFE 2017 Dues 2017 Dues 175.00 175.00Total for this ACH Check for Vendor 0167: 0192 Grainger, Inc 12/16/2016ACH 9283509298 PW Supplies PW Supplies 169.20 169.20Total for this ACH Check for Vendor 0192: 0339 Ferguson Waterworks 2516 12/16/2016ACH 0223940 Water Supplies Water Supplies 393.93 393.93Total for this ACH Check for Vendor 0339: 0387 ICMA Retirement Trust- #302482 12/16/2016ACH PR Batch 00200.12.2016 ICMA Employee PercentPR Batch 00200.12.2016 ICMA Employee Percent 812.84 PR Batch 00200.12.2016 ICMA Employee DeductionPR Batch 00200.12.2016 ICMA Employee Deduction 25.00 Page 1AP Checks by Date - Detail by Check Date (12/16/2016 9:03 AM) Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 837.84Total for this ACH Check for Vendor 0387: 0549 Able Hose & Rubber 12/16/2016ACH 1-878093 PW Supplies PW Supplies 46.00 46.00Total for this ACH Check for Vendor 0549: 1041 Aaron Thelen 12/16/2016ACH 12122016-AT 11/28-12/7 Mileage Expense 11/28-12/7 Mileage Expense 52.92 52.92Total for this ACH Check for Vendor 1041: 1115 WSB & Associates, Inc.12/16/2016ACH 3450-0002 Oct 16 Expenses Oct 16 Expenses 6,687.00 3450-0901 Oct 16 Expenses Cty Rd D Site Improvements Oct 16 Expenses 872.00 3455-0102 Oct 16 Expenses Oct 16 Expenses 417.75 3455-0202 Oct 16 Expenses Oct 16 Expenses 787.00 3455-0301 Oct 16 Expenses Oct 16 Expenses 943.00 3455-0401 Oct 16 Expenses PC 16-028 Oct 16 Expenses 750.00 3455-0501 Oct 16 Expenses PC 16-029 4,123.25 3455-0601 Oct 16 Expenses Oct 16 Expenses 212.75 3455-0701 Oct 16 Expenses Oct 16 Expenses 47.75 3455-0801 Oct 16 Expenses PC 16-023 Oct 16 Expenses 1,067.25 15,907.75Total for this ACH Check for Vendor 1115: 1252 Campbell Knutson - Attorneys at Law 12/16/2016ACH 3231G-0916 Sept 16 Legal Expenses Sept 16 Legal Expenses 1,501.00 3231G-0916 Sept 16 Legal Expenses Sept 16 Legal Expenses 447.90 3231G-0916 Sept 16 Legal Expenses Sept 16 Legal Expenses 70.00 3231G-0916 Sept 16 Legal Expenses Sept 16 Legal Expenses 617.00 3231G-0916 Sept 16 Legal Expenses Sept 16 Legal Expenses 420.00 3231G-1116 Nov 16 Legal Expenses Sept 16 Legal Expenses 3,295.70 3231G-1116 Nov 16 Legal Expenses Sept 16 Legal Expenses 1,189.10 3231G-1116 Nov 16 Legal Expenses Sept 16 Legal Expenses 362.40 7,903.10Total for this ACH Check for Vendor 1252: 1330 MN CLN SERVICES LLC 12/16/2016ACH 1216NN01 Nov 16 Cleaning Nov 16 Cleaning 1,478.75 1,478.75Total for this ACH Check for Vendor 1330: 2112 Bertrand, Ashley 12/16/2016ACH 12132016-AB Fall 2016 Tuition Reimbursement Fall 2016 Tuition Reimbursement 1,947.92 1,947.92Total for this ACH Check for Vendor 2112: 5025 Sara Knoll 12/16/2016ACH 11282016-SK 9/1-10/10 Expense Report 9/1-10/10 Expense Report 55.05 11282016-SK 9/1-10/10 Expense Report 9/1-10/10 Expense Report 90.18 11282016-SK2 10/17-11/21 Expense Report 9/1-10/10 Expense Report 102.60 247.83Total for this ACH Check for Vendor 5025: 6349 Mary Nosek 12/16/2016ACH 16-014 Nov 16 AH Notes Nov 16 AH Notes 140.00 140.00Total for this ACH Check for Vendor 6349: 7064 Rotary Club of Arden Hills/Shoreview 12/16/2016ACH Page 2AP Checks by Date - Detail by Check Date (12/16/2016 9:03 AM) Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 1509 Q4 2016 Dues Q4 2016 Dues 195.50 195.50Total for this ACH Check for Vendor 7064: 8800 Valley Paving Inc 12/16/2016ACH 12122016-VP Payment #8: Final Payment Payment #8: Final Payment 33,191.47 12122016-VP Payment #8: Final Payment Payment #8: Final Payment 42,622.78 12122016-VP Payment #8: Final Payment Payment #8: Final Payment 117,541.56 12122016-VP Payment #8: Final Payment Payment #8: Final Payment 2,715.98 196,071.79Total for this ACH Check for Vendor 8800: FPTC Flexible Pipe Tool Company 12/16/2016ACH 20583 PW Supplies PW Supplies 1,710.00 1,710.00Total for this ACH Check for Vendor FPTC: TOII Tokle Inspections, Inc 12/16/2016ACH 12012016-Tokle November 2016 Inspections November 2016 Inspections 1,492.00 1,492.00Total for this ACH Check for Vendor TOII: 0243 Metropolitan Council-Waste Water 12/16/2016ACH 0001061842 Jan 17 Wastewater Expenses Jan 17 Wastewater Expenses 61,701.52 61,701.52Total for this ACH Check for Vendor 0243: 1115 WSB & Associates, Inc.12/16/2016ACH 3455-0002 October 2016 Expenses October 2016 Expenses 975.65 3455-0002 October 2016 Expenses October 2016 Expenses 975.65 3455-0002 October 2016 Expenses October 2016 Expenses 3,902.60 3455-0002 October 2016 Expenses October 2016 Expenses 57.75 3455-0002 October 2016 Expenses October 2016 Expenses 115.50 3455-0002 October 2016 Expenses October 2016 Expenses 1,166.50 3455-0002 October 2016 Expenses October 2016 Expenses 585.39 3455-0002 October 2016 Expenses October 2016 Expenses 3,902.60 3455-0002 October 2016 Expenses October 2016 Expenses 57.75 3455-0002 October 2016 Expenses October 2016 Expenses 3,902.60 3455-0002 October 2016 Expenses October 2016 Expenses 126.56 3455-0002 October 2016 Expenses October 2016 Expenses 2,278.13 3455-0002 October 2016 Expenses October 2016 Expenses 2,341.56 3455-0002 October 2016 Expenses October 2016 Expenses 975.65 3455-0002 October 2016 Expenses October 2016 Expenses 1,951.30 3455-0002 October 2016 Expenses October 2016 Expenses 126.56 23,441.75Total for this ACH Check for Vendor 1115: 4375 Accela 12/16/2016ACH INV-ACC26201 2017 Maintenance Expenses 2017 Maintenance Expenses 23,151.57 23,151.57Total for this ACH Check for Vendor 4375: ANDL Anderberg 12/16/201646242 162512-01 Winter Rec Guide Winter Rec Guide 2,857.00 2,857.00Total for Check Number 46242: 6047 Avesis Third Party Administrators, Inc 12/16/201646243 1511764 December 16 Premium December 16 Premium 10.86 10.86Total for Check Number 46243: Page 3AP Checks by Date - Detail by Check Date (12/16/2016 9:03 AM) Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 2611 Comcast 12/16/201646244 2016-01402 2016-01402 ROW Escrow Release 2016-01402 ROW Escrow Release 1,000.00 1,000.00Total for Check Number 46244: 0841 Ehlers & Associates, Inc.12/16/201646245 72016 Oct 16 Expenses Oct 16 Expenses 717.20 72016 Oct 16 Expenses Oct 16 Expenses 430.31 72016 Oct 16 Expenses Oct 16 Expenses 430.31 72016 Oct 16 Expenses Oct 16 Expenses 860.62 72016 Oct 16 Expenses Oct 16 Expenses 430.31 2,868.75Total for Check Number 46245: 1757 Holiday Station Stores, Inc.12/16/201646246 PC 16-019 PC 16-019 Escrow Release PC 16-019 Escrow Release 1,714.00 1,714.00Total for Check Number 46246: 5138 League of MN Cities Ins. Trust 12/16/201646247 1653 LMC GL 17170 Sewer Backup Insurance Claim LMC GL 17170 Sewer Backup Insurance Claim 10,000.00 10,000.00Total for Check Number 46247: 0422 Minnesota Pollution Control Agency 12/16/201646248 12062016-MPCA Class SD Certification: Christofore Class SD Certification: Christofore 45.00 45.00Total for Check Number 46248: 7025 On Site Sanitation 12/16/201646249 354118 Dec 16 Rental Dec 16 Rental 296.79 357441 Dec 16 Rental Dec 16 Rental -15.72 281.07Total for Check Number 46249: 1074 Precision Landscape & Tree 12/16/201646250 6024 AH Contract AH Contract 3,810.00 6177 3475 Siems Ct Tree Removal 3475 Siems Ct Tree Removal 450.00 4,260.00Total for Check Number 46250: 0811 Ramsey County 12/16/201646251 FLEET-000131 Sept 16 Fuel Expenses Sept 16 Fuel Expenses 2,213.81 FLEET-000140 August 2016 Parts/Labor August 2016 Parts/Labor 2,448.50 FLEET-000140 August 2016 Parts/Labor August 2016 Parts/Labor 822.71 SHRFL-001548 PS Capital Expenses PS Capital Expenses 6,304.00 11,789.02Total for Check Number 46251: 0327 Staples Business Advantage 12/16/201646252 3321547313 Office Supplies Office Supplies 273.63 3321778472 Office Supplies 23.07 3321778473 Office Supplies -21.49 275.21Total for Check Number 46252: 2218 Telecom Construction Inc 12/16/201646253 2016-01408 2016-01408 ROW Escrow Release 2016-01408 ROW Escrow Release 1,000.00 1,000.00Total for Check Number 46253: 6084 Turfwerks 12/16/201646254 Page 4AP Checks by Date - Detail by Check Date (12/16/2016 9:03 AM) Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription EI97684 Parks Supplies Parks Supplies 28.32 28.32Total for Check Number 46254: 1300 UniFirst Corporation 12/16/201646255 090 0332970 Nov 16 Mat Service Nov 16 Mat Service 103.65 103.65Total for Check Number 46255: 0208 UniSelect USA 12/16/201646256 039179094 PW Supplies PW Supplies 66.00 66.00Total for Check Number 46256: 4703 John Welsch 12/16/201646257 PC 15-006 PC 15-006 Escrow Release PC 15-006 Escrow Release 807.31 807.31Total for Check Number 46257: 7504 Clarice Wilson 12/16/201646258 12132016-CW Fall 2016 Music Together Program Fall 2016 Music Together Program 2,173.60 2,173.60Total for Check Number 46258: 2754 Zipko Strategy Inc 12/16/201646259 1367 Aug/Sept 16 Expenses Aug/Sept 16 Expenses 2,931.25 1379 Oct 16 Expenses Oct 16 Expenses 3,631.25 6,562.50Total for Check Number 46259: 0841 Ehlers & Associates, Inc.12/16/201646260 72015 Oct 16 TCAAP Expenses Oct 16 TCAAP Expenses 11,287.50 11,287.50Total for Check Number 46260: 5579 Bill Joynes 12/16/201646261 12132016-BJ July-November 2016 Expenses July-November 2016 Expenses 4,812.50 12132016-BJ July-November 2016 Expenses July-November 2016 Expenses 5,375.00 10,187.50Total for Check Number 46261: 0811 Ramsey County 12/16/201646262 SHRFL-001554 Dec 16 Sheriff Contract Dec 16 Sheriff Contract 92,130.19 92,130.19Total for Check Number 46262: 2754 Zipko Strategy Inc 12/16/201646263 1391 Nov 16 TCAAP Communications & Open House Nov 16 TCAAP Communications & Open House 12,031.25 12,031.25Total for Check Number 46263: 508,599.20Total for 12/16/2016: Report Total (43 checks): 509,997.71 Page 5AP Checks by Date - Detail by Check Date (12/16/2016 9:03 AM) Page 1 of 1 DATE: December 19, 2016 TO: Honorable Mayor and City Councilmembers FROM: Sue Iverson, Interim City Administrator SUBJECT: Cancellation of the December 27, 2016, Regular City Council Meeting Background In prior years, the City Council has cancelled the second regular meeting in December if there are no items requiring timely action by the Council. At this time, all necessary items for discussion and Council action were placed on the agenda for the December 12, 2016, meeting as well as the December 19, 2016 special regular meeting. This year, the last Monday in December falls on December 26, 2016, which is a holiday, and so the meeting would then take place on Tuesday, December 27, 2016. Council Action Requested Motion to approve the cancellation of the December 27, 2016, regular City Council meeting. CONSENT ITEM – 1B MEMORANDUM CONSENT ITEM – 1C City of Arden Hills City Council Meeting for December 19, 2016 P:\Planning\Recycling & Garbage\2017\Recycling Fees Page 1 of 2 MEMORANDUM DATE: December 15, 2016 TO: Honorable Mayor and City Council Members Sue Iverson, Acting City Administrator FROM: Eric Zweber, Interim City Planner SUBJECT: 2017 Curbside & Non-curbside Recycling Fees Background The Arden Hills recycling program includes the weekly curbside recycling program and the annual (spring and fall) community cleanup day events. The current curbside recycling services are provided by Republic Services. The community cleanup day events are operated jointly with the City of Shoreview. The recycling budget is an enterprise fund that receives revenues from the annual household fee that is applied to the property taxes and from the SCORE grant provided by Ramsey County. The majority of the expenses are for the services provided by the recycling contractor for weekly operations. Since there are no other dedicated funding sources, the revenue must be balanced with the expenses. For 2017, the per household fee charged by Republic Services for curbside recycling services is expected to increase based on the anticipated change in the Consumer Price Index (CPI) from the Minneapolis Federal Reserve for the Upper Midwest. In part because of the increase in the base fee for curbside recycling per household and the decrease in revenue share due to the declining commodity markets for recyclable materials, the annual fee to single family households in the City is proposed to increase from $48.00 to $50.00. The proposed recycling fee of $50.00 for the households that receive curbside service includes the cost of the community cleanup events. Staff is also proposing to increase the annual fee for each housing unit that is not part of the curbside recycling program, which includes Cottage Villas, Hunter’s Park Condos, Parkshore Apartments, Arden Manor, E Street Flats and Arden Flats. The fee for non- curbside residential units is proposed to increase from $2.50 to $2.75 per unit. Although these properties contract separately for regular recycling services, they still have access to CONSENT ITEM – 1C City of Arden Hills City Council Meeting for December 19, 2016 P:\Planning\Recycling & Garbage\2017\Recycling Fees Page 2 of 2 the community cleanup day events. This fee covers their portion of the community cleanup event. Recommendation Motion to Approve Resolution 2016-045 setting the 2017 Curbside and Non-curbside Recycling Fees. Attachment A. Resolution 2016-045 CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION NO. 2016-045 A RESOLUTION ESTABLISHING THE SERVICE FEE CHARGE FOR THE 2017 RESIDENTIAL CURBSIDE RECYCLING PROGRAM WHEREAS, the City of Arden Hills has an established curbside recycling program in place for Arden Hills residents; and WHEREAS, the City will continue the program into the year 2017, and WHEREAS, the City Council of Arden Hills has entered into a Joint Powers Agreement (JPA) with Ramsey County to assess residential property owners fees to support the recycling program; and WHEREAS, the City of Arden Hills wishes to continue this funding mechanism. NOW THEREFORE, BE IT RESOLVED by the City Council of the City of Arden Hills, Minnesota: That the funding rate for residential recycling for the year 2017 is hereby established at $50.00 per residential unit that is offered curbside recycling services, and $2.75 per residential unit that is not offered curbside recycling services. PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS 19th DAY OF DECEMBER, 2016. ______________________________ ATTEST: DAVID GRANT, MAYOR __________________________________________ JULIE HANSON, CITY CLERK Attachment A Page 1 of 1 DATE: December 19, 2016 TO: Honorable Mayor and City Councilmembers FROM: Sue Iverson, Interim City Administrator SUBJECT: Personnel Policy Background The City Council approved the Personnel Policy earlier this year on February 29, 2016. This was a complete revision to current statutes and approved by the City Attorney. Discussion While reviewing the policy under Non-Exempt (Overtime-Eligible Employees, staff noted that the workweek did not coincide with the City’s past practice. The Personnel Committee discussed this and it was determined to use the same definition that was in the union contract. Attached is a redline of the page with the corrected language. Council Action Motion to Amend the Personnel Policy to read the workweek begins a midnight on Saturday and runs until the following Friday night at 11:59 p.m. Attachments Attachment A: Page 35 of the Personnel Policy CONSENT ITEM – 1D MEMORANDUM Page 1 of 1 DATE: December 19, 2016 TO: Honorable Mayor and City Councilmembers FROM: Sue Iverson, Interim City Administrator Julie Hanson, City Clerk SUBJECT: Appoint City Clerk as the Responsible Authority and Data Practices Act Compliance Official Background/Discussion After review of the City’s Data Practices Procedures Manual (see attachment to Consent agenda item 1F), it is recommended language be amended to appoint the City Clerk as the Responsible Authority and Data Practices Act Compliance Official. A Compliance Official is required by Minn. Stat. § 13.05 subd. 13 and is generally recommended to be the same person as the Responsible Authority. While it is the responsibility of the Responsible Authority and Compliance Official to response to requests for information pursuant to the Data Practices Act, this individual would have the authority to designate other City employees to assist in complying with the Act. Council Action Motion to Approve the City Clerk as the Responsible Authority and Data Practices Act Compliance Official CONSENT ITEM – 1E MEMORANDUM Page 1 of 1 DATE: December 19, 2016 TO: Honorable Mayor and City Councilmembers FROM: Sue Iverson, Interim City Administrator Julie Hanson, City Clerk SUBJECT: Motion to Approve Data Practices Procedures Manual Background/Discussion As discussed at tonight’s Work Session, City staff, under the direction of the City Attorney, has updated the Arden Hills Data Practices Procedure Manual in order to update language to comply with current requirements. The updates include naming the City Clerk as the Responsible Authority and Date Practices Act Compliance Official, adding data security procedures as required by Minn.Stat § 13.05, and minor changes where citation to statutes was outdated or language was unclear. Staff is requesting that the City Council approve the revisions to the manual as provided at the Work Session. Council Action Motion to Approve Data Practices Procedures Manual. Attachments Attachment A: Data Practices Procedures Manual CONSENT ITEM – 1F MEMORANDUM 190435v1 1 CITY OF ARDEN HILLS DATA PRACTICES PROCEDURES 190435v1 2 CITY OF ARDEN HILLS DATA PRACTICES PROCEDURES INDEX Subject Page I. Introduction 4 II. Definition of Government Data 4 III. Responsible Authority 4 IV. Access to Public Data 4 A. People Entitled to Access 5 B. Form of Request 5 C. Time Limits 5 D. Fees 5 V. Access to Data on Individuals 5 A. People Entitled to Access 5 B. Form of Request 6 C. Identification of Requesting Party 6 D. Time Limits 6 E. Fees 6 F. Summary Data 6 G. Juvenile Records 7 VI Denial of Access 8 VII. Collection of Data on Individuals 8 VIII. Challenge to Data Accuracy 8 IX. Data Protection 9 A. Accuracy and Currency of Data 9 B. Data Safeguards 9 C. Data Inventory 9 D. Employee Job Descriptions 10 E. Data Sharing and Authorized Individuals 10 F. Contracts 10 G. Penalties 10 X. Annual Review and the City Clerk 10 190435v1 3 EXHIBITS NUMBER List of Designees 1 Fees and Charges 2 Consent to Release Private Data 3 Information Disclosure Request 4 Access and Nondisclosure Agreement 5 Notice to Juveniles 6 Tennessen Warning 7 Contract Language, Outside Agents 8 APPENDICES LETTER Private & Confidential Data Maintained by City A 190435v1 4 CITY OF ARDEN HILLS DATA PRACTICES PROCEDURES I. Introduction These procedures are adopted to comply with the requirements of the Minnesota Data Practices Act (the “Act"), found in the Minnesota Statutes, § 13.025, § 13.03, Subd. 2 and § 13.05, Subd. 5 . II. Definition of Government Data Government data is all data kept in any recorded form by the City of Arden Hills. As long as data is recorded in some way by a government entity, it is government data, no matter what physical form it is in, or how it is stored or used. Government data may be stored on paper forms, records or files; in electronic form; on audio or video tape; on charts; maps; etc. Government data is regulated at the level of individual items or elements of data, so any given document, record, or file contains many data elements. III. Responsible Authority The person who is the Responsible Authority and Data Practices Act Compliance Official is the City Clerk. The responsible authority has designated certain other City employees to assist in complying with the Act. These designees are listed on attached Exhibit 1. IV. Access to Public Data All information maintained by the City is public unless there is a specific statutory designation which gives it a private, confidential or non-public designation. The City collects data on individuals and data not on individuals. This data also has varying degrees of accessibility. Categories of Classification Data on Individuals Data Not on Individuals Degree of Accessibility Public Public Accessible to anyone Private Non-Public Accessible to data subjects and to government officials whose duties reasonably require access. Confidential Protected Non-Public Accessible only to government officials whose duties reasonably require access. 190435v1 5 The City’s General Records Retention Schedule lists data maintained by the City and its classification. The retention schedule is available on the Minnesota Clerks and Finance Officers Association (MCFOA) website at www.mcfoa.org or by request at Arden Hills City Hall. A. People Entitled to Access of Public Data. Any person has the right to inspect and copy public data. The person requesting public data also has the right to have an explanation of the meaning of the data. The person requesting public data does not need to state his or her name or give the reason for the request. B. Form of Request. The request for public data may be verbal or written. For requests that are more complicated in nature, it is recommended that the request be in writing, but it is not required to obtain public data. C. Time Limits. • Requests. Requests for accessible public data will be received and processed only during normal business hours. • Response. If copies cannot be made at the time of the request, copies must be supplied to the individual requesting them as soon as reasonably possible. D. Fees. Fees may be charged only if the requesting person asks for copies. If the request is for 100 or fewer black and white, letter or legal size paper copies fees will be charged according to the City's standard photocopying policy, attached as Exhibit 2. If the person requests copies of anything other than 100 or fewer black and white, letter or legal size paper copies or electronic transmittal of data, the fee will include the actual cost of searching for, retrieving and copying or electronically transmitting the data. The fee may not include time necessary to separate public information from non-public information. The responsible authority may also charge an additional fee if the copies have commercial value and are a substantial and discrete portion of a formula, compilation, program, process, or system developed with significant expenditure of public funds. This additional fee must relate to the actual development costs of the information. V. Access to Data on Individuals. Information about individual people is classified by law as public, private, or confidential. A list of the private and confidential information maintained by the City is contained in Appendix A. A. People Entitled to Access.  Public information about an individual may be shown or given to anyone requesting the information.  Private information about an individual may be shown or given to: • The individual who is the data subject, but only once every six (6) months, unless a dispute has arisen or additional data has been collected. 190435v1 6 • A person who has been given access by the express written consent of the data subject. This consent must be on the form attached as Exhibit 3, or a form reasonably similar. • People who are authorized access by the federal, state, or local law or by court order. • People about whom the individual was advised at the time the data was collected. The identity of those people must be part of the Tennessen Warning, attached as Exhibit 7. • City staff and outside agents (such as attorneys) whose work assignments or responsibilities reasonably require access. City Council’s access to private personnel data is limited to instances when an employee is facing a complaint or disciplinary action is being considered.  Confidential information may not be given to the subject of the data, but may be shown or given to: • Anyone who are authorized by federal, state, or local law or by court order. • City staff, City Council, and outside agents (such as attorneys) whose work assignments or responsibilities reasonably require access. B. Form of Request. Anyone may request verbally or in writing information that the City has as stored data about any individual, whether that data is classified as public, private, or confidential. All requests to see or copy private or confidential information must be in writing. An Information Disclosure Request, attached as Exhibit 4, must be completed to document who requests and who receives this information. The Responsible Authority or designee must complete the relevant portions of the form. The Responsible Authority or designee may waive the use of this form if there is other documentation of the requesting party's identity, the information requested, and the City's response. A response to a request for data relating to litigation will be made after consultation with the City Attorney. C. Identification of Requesting Party. The Responsible Authority or designee must verify the identity of the requesting party as a person entitled to access. This can be through personal knowledge, presentation of written identification, comparison of the data subject's signature on a consent form with the person's signature in City records, or other reasonable means. D. Time Limits. • Requests. Requests will be received and processed only during normal business hours. • Response. The response must be immediate, if possible, or within five (5) working days if an immediate response is not possible. The City may have an additional five (5) working days to respond if it notifies the requesting person that it cannot comply within five (5) working days. E. Fees. Fees may be charged in the same manner as for public information. F. Summary Data. Summary data is statistical records and reports derived from data on individuals but which does not identify an individual by name or any other characteristic that could uniquely identify an individual. Summary data derived from private or 190435v1 7 confidential data is public. The Responsible Authority or designee will prepare summary data upon request, if the request is in writing and the requesting party pays for the cost of preparation. The Responsible Authority or designee must notify the requesting party about the estimated costs and collect those costs before preparing or supplying the summary data. This should be done within ten (10) days after receiving the request. If the summary data cannot be prepared within ten (10) days, the responsible authority must notify the requester of the anticipated time schedule and the reasons for the delay. Summary data may be prepared by "blacking out" personal identifiers, cutting out portions of the records that contain personal identifiers, programming computers to delete personal identifiers, or other reasonable means. The Responsible Authority may ask an outside agency or person to prepare the summary data if (1) the specific purpose is given in writing, (2) the agency or person agrees not to disclose the private or confidential data, and (3) the Responsible Authority determines that access by this outside agency or person will not compromise the privacy of the private or confidential data. The Responsible Authority may use the form attached as Exhibit 5. G. Juvenile Records. The following applies to private (not confidential) data about people under the age of 18. • Parental Access. In addition to the people listed above who may have access to private data, a parent may have access to private information about a juvenile data subject. "Parent" means the parent or guardian of a juvenile data subject, or individual acting as a parent or guardian in the absence of a parent or guardian. The parent is presumed to have this right unless the Responsible Authority or designee has been given evidence that there is a state law, court order, or other legally binding document which prohibits this right. • • Notice to Juvenile. Before requesting private data from juveniles, city personnel must notify the juveniles that they may request that the information not be given to their parent(s). This notice should be in the form attached as Exhibit 6. • Denial of Parental Access. The Responsible Authority or designee may deny parental access to private data when the juvenile requests this denial and the Responsible Authority or designee determines that withholding the data would be in the best interest of the juvenile. The request from the juvenile must be in writing stating the reasons for the request. In determining the best interest of the juvenile, the Responsible Authority or designee will consider: • Whether the juvenile is of sufficient age and maturity to explain the reasons and understand the consequences of the request to deny access, • Whether denying access may protect the juvenile from physical or emotional harm, • Whether there is reasonable grounds to support the juvenile's reasons for denying parental access, • Whether disclosure of the data could lead to physical or emotional harm to the minor; and Whether the data concerns medical, dental, or other health services provided under Minnesota Statutes § 144.341 to 144.347. If so, the data may be released only if failure to 190435v1 8 inform the parent would seriously jeopardize the health of the minor. The Responsible Authority may deny parental access to private data on a juvenile without a request from the juvenile pursuant to Minnesota Statutes §§ 144.291 to 144.298 or any other statute or federal law that allows or requires the Responsible Authority to deny parental access, if such state statute or federal law provides standards which limit the exercise of discretion of the Responsible Authority. VI. Denial of Access. If the Responsible Authority or designee determines that the requested data is not accessible to the requesting party, the Responsible Authority or designee must inform the requesting party orally at the time of the request or in writing as soon after that as possible. The Responsible Authority or designee must give the specific legal authority, including statutory section, for withholding the data. The Responsible Authority or designee must place an oral denial in writing upon request. This must also include the specific legal authority for the denial. VII. Collection of Data on Individuals. The collection and storage of information about individuals will be limited to that necessary for the administration and management of programs specifically authorized by the state legislature, city council, or federal government. When an individual is asked to supply private or confidential information about the individual, the City employee requesting the information must give the individual a Tennessen Warning. This warning must contain the following: • The purpose and intended use of the requested data, • Whether the individual may refuse or is legally required to supply the requested data, • Any known consequences from supplying or refusing to supply the information, and • The identity of other persons or entities authorized by state or federal law to receive the data. A Tennessen Warning is not required when an individual is requested to supply investigative data to a law enforcement officer. A Tennessen Warning may be on a separate form or may be incorporated into the form which requests the private or confidential data. See attached Exhibit 7. VIII. Challenge to Data Accuracy. An individual who is the subject of public or private data may contest the accuracy or completeness of that data maintained by the City. The individual must notify the City's Responsible Authority in writing describing the nature of the disagreement. Within 30 days, the Responsible Authority or designee must respond and either (1) correct the data found to be inaccurate or incomplete and attempt to notify past recipients of inaccurate or incomplete data, including recipients named by the individual, or (2) notify the individual that the authority believes the data to be correct. 190435v1 9 An individual who is dissatisfied with the Responsible Authority's action may appeal to the Commissioner of the Minnesota Department of Administration, using the contested case procedures under Minnesota Statutes Chapter 14. The Responsible Authority will correct any data if so ordered by the Commissioner. IX. Ensuring Security of Not Public Data . A. Accuracy and Currency of Data. All employees will be requested, and given appropriate forms, to provide updated personal information to the appropriate supervisor, City Clerk, or Finance Director, which is necessary for tax, insurance, emergency notification, and other personnel purposes. Other people who provide private or confidential information will also be encouraged to provide updated information when appropriate. Department heads should periodically review forms used to collect data on individuals to delete items that are not necessary and to clarify items that may be ambiguous. All records must be disposed of according to the City's records retention schedule. B. Data Safeguards. Private and confidential information will be stored in files or databases which are not readily accessible to individuals who do not have authorized access and which will be secured during hours when the offices are closed. Private and confidential data must be kept only in City offices, except when necessary for City business. Only those employees whose job responsibilities require them to have access will be allowed access to files and records that contain private or confidential information. These employees will be instructed to: • not discuss, disclose, or otherwise release private or confidential data to City employees whose job responsibilities do not require access to the data, • not leave private or confidential data where non-authorized individuals might see it, password protect employee computers and lock computers before leaving workstations; • secure private or confidential data within locked work spaces and in locked file cabinets; and • shred private or confidential data before discarding. C. Data Inventory Under the requirements of Minnesota Statutes § 13.025, subd. 1, the City has prepared a Data Inventory which identifies and describes all not public data on individuals maintained by the City. To comply with Minnesota Statutes § 13.05 subd. 5, the City has modified its Data Inventory to represent the employees who have access to not public data. In the event of temporary duty as assigned by a manager or supervisor, an employee may 190435v1 10 access certain not public data, for as long as the work is assigned to the employee. In addition to the employees listed in the City’s Data Inventory, the Responsible Authority, the Data Practices Compliance Official, the City Administrator, Department Heads, and the City Attorney may have access to all not public data maintained by the City if necessary for specified duties. Any access to not public data will be strictly limited to the data necessary to complete the work assignment. D. Employee Job Descriptions Employee Job Descriptions may contain provisions identifying any not public data accessible to the employee when a work assignment reasonably requires access. E. Data Sharing with Authorized Individuals State or federal law may authorize the sharing of not public data in specific circumstances. Not public data may be shared with another entity if a federal or state law allows or mandates it. Individuals will have notice of any sharing in applicable Tennessen warnings (See Minnesota Statutes, section 13.04) or the City will obtain informed consent. Any sharing of not public data will be strictly limited to the data necessary or required to comply with the applicable law. F. Contracts When a contract with an outside party requires access to private or confidential information the contracting party will be required to use and disseminate the information consistent with the Act. The City may include in a written contract the language contained in Exhibit 8. G. Penalties The City will utilize the penalties for unlawful access to not public data as provided for in Minnesota Statutes, section 13.09, if necessary. Penalties included suspension, dismissal, or referring the matter to the appropriate prosecutorial authority who may pursue a criminal misdemeanor charge. X. Annual Review and the City Clerk. The City Clerk or their designee shall review the data practices and procedures annually for compliance with the Act. 190435v1 11 Exhibit 1 LIST OF DESIGNEES The Minnesota Data Practices Act establishes a system for compilation and distribution of data gathered by government agencies. All data collected and maintained by the City of Arden Hills is presumed public and accessible to the public for both inspection and copying, unless classified as Private, Confidential, Non-public, or Protected Non-public in accordance with federal law, state statute or a temporary classification (Minn. Stat. 13.01). The City of Arden Hills has appointed the following positions to administer this policy: City Administrator Director of Finance and Administrative Services Community Development Director Public Works Director Other positions responsible for maintenance of City records are as apparent or assigned. 190435v1 12 Exhibit 2 FEES AND CHARGES SEE CITY OF ARDEN HILLS FEE SCHEDULE 190435v1 13 Exhibit 3 INFORMED CONSENT OF PRIVATE PERSONNEL DATA UNDER THE MINNESOTA GOVERNMENT DATA PRACTICES ACT I, __________________ authorize a representative of the City of Arden Hills, 1245 West Highway 96, Arden Hills, MN 55112 to obtain personnel data which is identified below. The specific data covered by this release is personnel data. I understand that the personnel data requested may include data which is classified as private personnel data on me under Minn Stat. 13.43. I understand that by signing this informed consent f orm, I am authorizing the City of Arden Hills to release this information. I ________________, understand that without my informed consent, the City of Arden Hills could not release personnel data and records which are classified as private under Minn. State 13.43. I authorize my informed consent to permit the City of Arden Hills to make photocopies of the requested data. I place the following restrictions on the use to Arden Hills may make of this data while it is in their custody and control: ____________________________________________________________. This consent expires upon completion of the above stated purpose, or after one year, whichever comes first. However, if the above described purpose is not fulfilled after one year. I may renew this consent. A photocopy of this releases shall have the same authority and meaning as the original. I am giving this consent freely and voluntarily and I understand the consequences of my giving this consent. __________________________________________________ _______________________ Signature Date 190435v1 14 Exhibit 3 continued CONSENT TO RELEASE PRIVATE DATA I, __________________________________, authorize the City of Arden Hills ("City") to (print name) release the following private data about me: to the following person or people: The person or people receiving the private data may use it only for the following purpose or purposes: This authorization is dated ___________ and expires on _____________. The expiration cannot exceed one year from the date of the authorization, except in the case of authorizations given in connection with applications for life insurance or noncancelable or guaranteed renewable health insurance and identified as such, two years after the date of the policy. I agree to give up and waive all claims that I might have against the City, its agents and employees for releasing data pursuant to this request. Dated: ________________ __________________________________ Signature IDENTITY VERIFIED BY: Witness: ______________________________ Identification: Driver's License, State ID, Passport, other:_____________________________ Comparison with signature on file Other: _________________________ Responsible Authority/Designee: 190435v1 15 Exhibit 4 CITY OF ARDEN HILLS INFORMATION DISCLOSURE REQUEST Minnesota Government Data Practices Act A. Completed by Requestor REQUESTOR NAME (Last, First, M.): DATE OF REQUEST: STREET ADDRESS: PHONE NUMBER: CITY, STATE. ZIP CODE: SIGNATURE: DESCRIPTION OF THE INFORMATION REQUESTED: B. Completed by Department DEPARTMENT NAME: HANDLED BY: INFORMATION CLASSIFIED AS: PUBLIC NON-PUBLIC PRIVATE PROTECTED NON-PUBLIC CONFIDENTIAL ACTION: APPROVED APPROVED IN PART (explain below) DENIED (explain below) REMARKS OR BASIS FOR DENIAL INCLUDING STATUTE SECTION: PHOTOCOPYING CHARGES: NONE ______ Pages x ______________= ____________ Special Rate: ______________ (attach explanation) IDENTITY VERIFIED FOR PRIVATE INFORMATION: IDENTIFICATION: DRIVER’S LICENSE, STATE I.D., etc. COMPARISON WITH SIGNATURE ON FILE PERSONAL KNOWLEDGE OTHER: ________________________________________ AUTHORIZED SIGNATURE: DATE: 190435v1 16 Exhibit 5 GOVERNMENT DATA ACCESS AND NONDISCLOSURE AGREEMENT 1. AUTHORIZATION. City of Arden Hills ("City") hereby authorizes ___________("Authorized Party") access to the following government data: 2. PURPOSE. Access to this government data is limited to the objective of creating summary data for the following purpose: 3. COST. (Check which applies):  The Authorized Party is the person who requested the summary data and agrees to bear the City's costs associated with the preparation of the data which has been determined to be $___.  The Authorized Party has been requested by the City to prepare summary data and will be paid in accordance with attached Exhibit A. 4. SECURITY. The Authorized Party agrees that it and any employees or agents under its control must protect the privacy interests of individual data subjects in accordance with the terms of this Agreement. The Authorized Party agrees to remove all unique personal identifiers which could be used to identify any individual from data classified by state or federal law as not public Which IS Obtained from City records and incorporated into reports, summaries, compilations, articles, or any document or series of documents. Data contained in files, records, microfilm, or other storage media maintained by the City are the City's property and are not to leave the City's custody. The Authorized Party agrees not to make reproductions of any data or remove any data from the site where it is provided, if the data can in any way identify an individual. No data which is not public and which is irrelevant to the purpose stated above will ever be disclosed or communicated to anyone by any means. The Authorized Party warrants that the following named individual(s) will be the only person(s) to participate in the collection of the data described above: 5. LIABILITY FOR DISCLOSURE. The Authorized Party is liable for any unlawful use or disclosure of government data collected, used and maintained in the exercise of this 190435v1 17 Agreement and classified as not public under state or federal law. The Authorized Party understands that it may be subject to civil or criminal penalties under those laws. The Authorized Party agrees to defend, indemnify, and hold the City, its officers and employees harmless from any liability, claims, damages, costs, judgments, or expenses, including reasonable attorneys' fees, resulting directly or indirectly from an act or omission of the Authorized Party, its agents, employees or assignees under this Agreement and against all loss by reason of the Authorized Party's failure to fully perform in any respect all obligations under this Agreement. 6. INSURANCE. In order to protect itself as well as the City, the Authorized Party agrees at all times during the term of this Agreement to maintain insurance covering the Authorized Party's activities under this Agreement. The insurance will cover $1,000,000 per claimant for personal injuries and/or damages and $1,000,000 per occurrence. The policy must cover the indemnification obligation specified above. 7. ACCESS PERIOD. The Authorized Party may have access to the information described above from ________________ to ________________. 8. SURVEY RESULTS. (Check which applies):  If the Authorized Party is the requestor, a copy of all reports, summaries, compilations, articles, publications or any document or series of documents which are created from the information provided under this Agreement must be made available to the City in its entirety.  If the Authorized Party is a contractor of the City, all copies of reports, summaries, compilations, articles, publications or any document or series of documents which are created from the information provided under this Agreement must be provided to the City. The Authorized Party may retain one copy for its own records but may not disclose it without City permission, except in defense of claims brought against it. AUTHORIZED PARTY: By: __________________________ Date:_______________________ Title (if applicable): _____________ CITY OF ARDEN HILLS By: __________________________ Date: _______________________ Its:____________________ 190435v1 18 Exhibit 6 NOTICE TO PERSONS UNDER AGE OF 18 Some of the information you are asked to provide is classified as private under state law. You have the right to request that some of all of the information not be given to one or both of your parents/legal guardians. Please complete the form below if you wish to have information withheld. Your request does not automatically mean that the information will be withheld. State law requires the City to determine if honoring the request would be in your best interest. The City is required to consider: • Whether you are of sufficient age and maturity to explain the reasons and understand the consequences, • Whether denying access may protect you from physical or emotional harm, • Whether there is reasonable grounds to support your reasons, and • Whether the data concerns medical, dental, or other health services provided under Minnesota Statutes § 144.341 to 144.347. If so, the data may be released only if failure to inform the parent would seriously jeopardize your health. NOTICE GIVEN To: ______________________ DATE: BY:_________________________ ___________________________ (name) (title) REQUEST TO WITHHOLD INFORMATION I request that the following information: Be withheld from: For these reasons: Date: ______________ Print Name:______________________ Signature:____________________________ 190435v1 19 Exhibit 7 DATA PRACTICES ADVISORY Some or all of the information that you are asked to provide on the attached form is classified by state law as either private or confidential. Private data is information which generally cannot be given to the public but can be given to the subject of the data. Confidential data is information which generally cannot be given to either the public or the subject of the data. Our purpose and intended use of this information is:_________________________________ __________________________________________________________________________ You are/are not legally required to provide this information. If you refuse to supply the information, the following may happen: ____________________________________ Other persons or entities who are authorized by law to receive this information are:__________ ____________________________________________________________________________ 190435v1 20 Exhibit 8 SAMPLE CONTRACT PROVISION Data Practices Compliance. Contractor will have access to data collected or maintained by the City to the extent necessary to perform Contractor's obligations under this contract. Contractor agrees to maintain all data obtained from the City in the same manner as the City is required under the Minnesota Government Data Practices Act, Minn. Stat. Chap. 13 (the "Act"). Contractor will not release or disclose the contents of data classified as not public to any person except at the written direction of the City. Contractor agrees to defend and indemnify the City from any claim, liability, damage or loss asserted against the City as a result of Contractor's failure to comply with the requirements of the Act or this contract. Upon termination of this contract. Contractor agrees to return data to the City, as requested by the City. 190435v1 21 APPENDIX A PRIVATE AND CONFIDENTIAL DATA MAINTAINED BY CITY 1. Personnel Data (Private) Minn. Stat. §13.43. All data about an individual who is employed as, or an applicant to be, an undercover law enforcement officer. All data on all other individuals who are or were an employee, an applicant for employment, volunteer, independent contractor, or member or applicant for advisory board or commission, except the following which is public: • Name • Actual gross salary • Salary range • Contract fees • Actual gross pension • Value and nature of employer paid fringe benefits • Basis for and amount of added remuneration, including expense reimbursement • Job title • Job description • Education and training background • Previous work experience • Date of first and last employment • The existence and status (but not nature) of any complaints or charges against the employee, whether or not resulting in discipline • Final disposition of any disciplinary action, with specific reasons for the action and data documenting the basis of the action, excluding data that would identify confidential sources who are employees • Terms of any agreement settling any dispute arising from the employment relationship, including a "buyout" agreement • Work location • Work telephone number • Badge number • Honors and awards received • Payroll time sheets or other comparable data that are only used to account for employee's work time for payroll purposes, except to the extent that release of time sheet data would reveal the employee's reasons for the use of sick or other medical leave or other non-public data • City and county of residence • Names and home addresses of applicants for appointment to and members of an advisory board or commission. If it is reasonably necessary to protect an employee from harm to self or to protect another person who may be harmed by the employee, information that is relevant to the safety concerns may be released to (1) the person who may be harmed or to the person's attorney when relevant to obtaining a restraining order, (2) a prepetition screening team in the commitment 190435v1 22 process, or (3) a court, law enforcement agency or prosecuting authority. 2. Employment Data (Private) Minn. Stat. §13.43. Data about current and former applicants for employment or appointment to an advisory board or commission, except the following which is public: • Veteran status • Relevant test scores • Rank on eligible list • Job history • Education and training • Work availability • Name, after being certified as eligible for appointment to a vacancy or when considered a finalist for a position of public employment (which occurs when the person has been selected to be interviewed by the appointing authority) • Names and addresses of applicants for and members of an advisory board or commission are public. 3. Property Complaint Data (Confidential) Minn. Stat. §13.44. The identities of individuals who register complaints concerning violations of state laws or local ordinances concerning the use of real property. 4. Security Information (Private) Minn. Stat. §13.37. Data which if disclosed would be likely to substantially jeopardize the security of information, possessions, individuals or property against theft, tampering, improper use, attempted escape, illegal disclosure, trespass, or physical injury. This includes crime prevention block maps and lists of volunteers who participate in community crime prevention programs and their home addresses and telephone numbers, but these may be disseminated to other volunteers participating in crime prevention programs. 5. Absentee Ballots (Private) Minn. Stat. §13.37. Sealed absentee ballots before opening by an election judge. 6. Sealed Bids (Private) Minn. Stat. §13.37. Sealed bids, including the number of bids received, prior to opening. 7. Labor Relations Information (Private) Minn. Stat. §13.37. Management positions on economic and noneconomic items that have not been presented during the collective bargaining process or interest arbitration, including information collected or create to prepare the management position. 8. Examination Data Minn. Stat. §13.34. Completed versions of personnel and licensing examinations are private, unless the responsible 190435v1 23 authority determines that they should be confidential because access would compromise the objectivity, fairness, or integrity of the examination process. 9. Elected Officials Correspondence (Private) Minn. Stat. §13.601. Correspondence between individuals and elected officials, but either may make it public. 10. Benefit Data (Private) Minn. Stat. §13.642. All data about individuals participating in the City's housing rehabilitation program. 11. Civil Investigative Data Minn.Stat. §13.39. Data collected as part of an active investigation undertaken to commence or defend pending civil litigation, or which are retained in anticipation of pending civil litigation is confidential, except that a complainant's statement is private. 12. Appraisal Data (Confidential) Minn. Stat. §13.44 Subd. 3. Appraisals made for the purpose of selling or acquiring land. 13. Recreation Data (Private) Minn.Stat. §13.548. For people enrolling in recreational or other social programs: name, address, telephone number, any other data that identifies the individual, and any data which describes the health or medical condition of the individual, family relationships, living arrangements, and opinions as to the emotional makeup or behavior of an individual. 14. City Attorney Records Minn.Stat. §13.393. The use, collection, storage, and dissemination of data by the city attorney is governed by statutes, rules, and professional standards concerning discovery. production of documents, introduction of evidence, and professional responsibility. Data which is the subject of attorney-client privilege is confidential. Data which is the subject of the "work product" privilege is confidential. Page 1 of 1 DATE: December 19, 2016 TO: Honorable Mayor and City Councilmembers FROM: Sue Iverson, Interim City Administrator SUBJECT: Approval of New City Administrator Contract Background The City’s previous City Administrator retired on October 2, 2015. Since that time Sue Iverson has been acting as the interim City Administrator. The City Council has been actively searching for a replacement for this position. Discussion The City Council authorized the Personnel Committee to enter into negotiations with William Joynes for the position as City Administrator for the City of Arden Hills. The City Attorney has reviewed the contract. The City Council has received his resume under separate cover. Council Action Motion to approve a contract with William Joynes as the City Administrator for the City of Arden Hills effective January 3, 2017. NEW BUSINESS – 3A MEMORANDUM NEW BUSINESS – 3B MEMORANDUM DATE: December 19, 2016 TO: Honorable Mayor and City Councilmembers FROM: Sue Iverson, Interim City Administrator SUBJECT: Joint Development Authority Appointments Background The Joint Powers Agreement (JPA) between the City and Ramsey County for the redevelopment of TCAAP was approved by the City Council in late 2012. The JPA calls for the establishment of a Joint Development Authority (JDA) to implement the TCAAP Master Plan and to oversee the redevelopment process and activities. The JDA Board is comprised of two members from the City Council, two members from the Ramsey County Board of Commissioners, and one citizen from Arden Hills to be appointed by the City Council. This citizen appointee will be the Chair of the JDA Board and the appointment will be for a two-year term. JDA Appointments For the City Councilmember appointments to the JDA Board, the Mayor will nominated ________ and ________________. The Mayor requests that the City Council accept the appointments. The Mayor will give his nominations at the meeting and Council will discuss at that time. On Tuesday, December 13, 2016, the City Council interviewed four candidates for the position of JDA Board Chair. All four candidates have experience serving on City council, committees and/or commissions. The City Council appreciated the insightful discussions with each candidate during the interview process and felt that all candidates were qualified to serve on the JDA. The City Council needs to have a discussion as to who to appoint as the JDA Chair for 2017-2018. Recommendation 1. Motion to appoint _______________ and ______________ as Commissioners to the Joint Development Authority. 2. Motion to appoint ________________ as the Chair of the Joint Development Authority.