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Home My WebLink AboutCCP 11-17-1997 I FILE I I- AGENDA ARDEN HILLS CITY COUNCIL WORKSESSION . ARMY RESERVE CENTER - 4655 LEXINGTON A VENUE NORTH MONDAY, NOVEMBER 17, 1997,4:45 P.M. . NOTE THE SPECIAL MEETINGS OF THE I ECONOMIC DEVELOPMENT AUTHORITY (EDA) AND CITY COUNCIL ORIGINALLY SCHEDULED FOR I 5:00 P.M. AND 5:10 P.M. RESPECTIVELY HAVE BEEN CANCELED I 4:45 P,M. 1. Call to Order . 4:45 P,M, 2. Approval of Meeting Agenda . - 4:45 P,M, 3. City Issues - Short Term I a, Committee Review b, Town Hall Meeting, Preliminary Planning . 5:30 P,M, 4. City Issues - Long Term a, Councilmember Malone - Review City LogolDiscuss History & Future I b. Personnel 1. Personnel Policy Manual Review 2, Employee Service Recognition Program I 6:45 P,M, 5. Miscellaneous Items I I 7:15 P,M, 6. Adjourn I The above times may vary depending upon length of issue discussion, .e . - - m -- ---- I . -. . December Meetings . December 3 Newsletter Committee 6:00 P.M. . December 3 Planning Commission 7:30 P,M. Decem ber 4 Truth In Taxation 7;30 P.M, . November Meetin~s Hearing December 8 Business Relations 4:00 P.M, I November 5 Planning Commission 7:30 P.M. Committee November 10 Council Meeting 7:30 P.M. December 8 Conncil Meeting 7:30 P,M. . November 17 Council Worksession 4:45 P,M, Decem ber 11 Truth In Taxation 7:30 P.M, Continuation Hearing .. November 19 Business Development 8:00 A,M, Committee December 15 Council Worksession 4:45 P.M. November 20 Finance Committee 7:30 P,M, December 15 Budget Adoption 7:30 P,M~ . Hearing November 20 Public Safety 7:30 P,M, Commission December 17 Business Development 8:00 A.M, . Committee November 24 Economic Development 7:00 P,M, Authority December 18 Finance Committee 7:30 P.M, November 24 Council Meeting 7:30 P.M. December 18 Public Safety 7:30 P,M, . Commission November 25 Parks & Recreation 7:00 P,M. . Commission December 29 Economic Development 7:00 P,M, Authority December 29 Conncil Meeting 7:30 P.M. . : . I -. I - --- ----- - r " ~~.Q~ I 1l117Iq(~,"", .- . Development of the What Does A Logo Do? Arden Hills Logo . Defines Identity . . Permits and Promotes Recognition . Communicates an Image . Provides a Mental Link to a . Product or Service . I I Factors Affecting Design Examples . Attractive . ~. I. . Consistent . Communicate Quickly . Effective in Many Applications -- -- . Render Well In a Number of Media ~{ I . Separable Parts Must Work Individually ~ . Avoid Negative Connotations or ~ . Interpretations -- -- I I I Examples Coca Cola in 1893 I I G~"'~~"", I I Canon I ~ . ~ Prudential - . .- . 1 ~ 1 I -. Coca Cola Today Tide in the late 40s . . I . I Tide Today Not All Designs Work . Two 8llamples of logos that may be attractive when printed but do not fax or photocopv well ... .' -~- NIELSEN AND ASSOCIATES ~,~ . RfAlTY,INC. ..._".".,~u,,'_...,'" , l.lRrnfCX'< tft::dylM.llt:ri:s~)al I . The Prior City Logo Objectives for New Logo I e . Stronger Image WQO.gll of Aw.H% J--IiRt!. . Increased Recognition . ,........"_.."".......,""'~......."...," ....... . Reflect Stablllty . Improve Credibility " Modernize OUf Look . -Dated, Weak 19505 Type Font . Reflect Appropriate Authority -Weak Logo...Not Recognizable Used Alone . Execute Properly In Many Media and .VlIIage versus City -Inconsistent Use Applications . -I 2 . I . .- . First Steps...Sketches Sketches, continued... '. .. ~\6i'~1lh .- ,,1~, ). . 1[1 , 9' __ /J,J'G'U 12]', /-LJ . ~ I~.: /_C"'JU 7H.;"b"/(" *- -~-" AfWfN , ;H'" $, I .c- - e~ _"....u-o' ~.u;; ':-( . ,f ',"1" I I I And More... Still More I' t[I,,,", i~ 1:h.J.,.,~,~._, , .,' Ie .. i \. --""- ) k-:--~~=:.:,,:::;) _.=.:..- M-'>'~~~! ~'Ic__' -.1flI!l.- .-- ---. ..--:,;.: . YW" Pm,~ . 11-11.'- ILLS .ru_~ //}i IlR..:!t>>tE,d;> \ I #' .,,,." , I The Beehive Group? I Arden I1h FlIIIS . ,A-I '&fEN LLS .J/.,/;::,:;~':(~.J; . , /"-2~:.:~:.~ ~ITY OF ARDEN HILLS ......-- I 1450 WEST HIGHWAY 96 ARDEN HILLS. MN 55112-5794 .e . 3 ------------------ 1 I -. Interlocking Direction From Sketches I . Develop Two Themes DR DEN - Emblem _M The use of a graphic with the letters U AU and "H". I ILLS - Hills _w The use of hills, built from the letters "A" and "H" or as an independent design element, I I I The Two Approaches Variations on Hills . ~ . ".---...-............'" -~_.... - ~ I ~ IU5 ,.."wur_t..._ltU..l,loIolYI12 ~ fO.l;IO:l.._ . I Further Variations Hills with Different Fonts I City A. ~_ ~1 II:DEN A:t ILLS DI!i ,-----~-.," - -- M~______,. ___ _,. . ~- ~ity ... " ell>{ · I I./~I .' E!I ~/, ~- - ~---~-- --- ,.~ " .._".,. '..WillT__.._--......". ----- ......."'" I '3'V'''''.'- -. 4 I --------- I' I .- I More Font Variations Hill Variations . I . I Font Variations with Emblem Emblem Variations I 1~~@H~I~~1 _. .,..",' ","',"", ".<II :L4SCIWDfIll(lH\lMfCMl '. ..' '. R '. .., "', ARDl!NtII..L.S,/If'l6li1Ua1M '''.. :,," ,," ~ ~ I. ~CITYOFARDENHILLS _ .<II .1<4lJOWESTHI8HW",Vl>>6 ' ' . . .' '. . . '"''"'"'',N'''UH''' . ", '" ',.',.,', ,'" ".,E,', . '. " ,_ n:, GMW~... ' ~ CITY OF ARDEN HILLS ... HlIOWEST HIGIlWAY Oil I ""'"'''',N''''''''''' _,' .'AD""" [. , ., , ,~: ir~" , ~ CITY OF ARDEN HillS .oil :l41l0 WUf HI8HWAY911 . 'RO""'''',N'''''','''' I . Letterhead Tests Tests ~: I ~J:.v.~f ...~~J~. HILLS ..........,..M..".."" I After refining the two ....., ,~, candidate themes, the leading contenders were evaluated on letterhead I . I. I 5 'I I . I The Final Logo The Logo Was Tested on Vehicles... I I I I I ...Business Cards and Other Colors Applications . The prior City logo had been in green and black. I . All vehicles were dark green, although we had -' ,- slipped away from consistency_ ~ ~~~tA':lIJ~...':LLI . We wanted to enhance visibility, yet build upon I the" Arden Hills Green" of the past, . . It was determined that the logo would be In dark _.~~_.~.~-- Green IPMS 342). - I , - , It Is known that white Is the most visible color for vehicles. but was regarded as too bland, so tan I (PMS 468) was chosen as the complimentary color. which also softens the presentation of the stationery. I I The Logo Was Designed to Work in Whole or Graphic Standards Were I Part, and In Forward or Reverse ~ Developed and Adopted In 1991 . Some Excerpts... _ Todav we willlldopt our new city logo. which consists 01 I twomlljofPal1S:llgfllphlcanditsllccompllnylng CITY OF ARDEN HILLS logotype. In doing so, we nead to astllblishstandllrds for its usa. 1450 WEST HIGHWAY 96 _ QUfpurposelsto estllblish and maintain a distinctive ARDEN HILLS, MN 55112-5794 visual ldantificatlon for the city, Wecommunlca1elo I many audlancEls; throughthElproparapplicllllonol our logo and colorSWB can Elnsurll consistElnt recognition. which will sllrve as a,emindaf of the Quality selvlces wa provide. I . I 6 I I' I I . Excerpts... Today's Questions I . Further Excepts... . The success of our program will depend upon the . Does the potential of a new city hall consistent use of our logo and CO[Ol5... . Manyf8l:torswerecol1sideredindeve[opingOUlllew give us cause to revisit the logo? I logo...tha grephlc and logotype mey be used together . Do we agree that consistent or Independently. and stlll provide completEl ldentlflcatlon...tha oVerall look was designed to recognition among the public remains facllltatll effective use In 8 broad fange ofslus without the nelld fOf adjustmenls, in forw8ld or an important issue? r&Vllru. andln a mannerlhat mainlllins Its integrity I when reproduced by photocopiers. Finally,it provides us with a modern Image, yet malnlains cantlnullythrough theu3eofthe city'stfaditlonal dark green prlmorycolor, I I I Issues to Consider ,~~\ I . ~~~"" .~~~t L n._ I Arden Hills Notes _~"",_,..lno"""""'_, -,- I I I I I I I . I 7 ---------.-- -.--- . HP OfficeJet Fax Log Report for I Personal Printer/Fax/Copier City of Arden Hills 612633-7839 . Nov-14-97 ]2:58 PM I Last Fax . Identification Result Pa~es ~ Date Time Duration Dia~nostic 6286833 OK 01/01 Sent Nov-14 12:54P 00:00:25 00242]030022 I 6339550 OK 01/01 Sent Nov-14 12:55P 00:00:26 002520030022 6333846 OK 01/01 Sent Nov-14 12:57P 00:00:37 002120430020 I 6.V.4 I . I -e . I I I I , I .- I - I I CITY OF ARDEN HILLS .- MEMORANDUM DATE: November 14, 1997 . TO: Mayor and City Council Brian Fritsinger, City AdministratW I FROM: SUBJECT: Administrator Comments, November 17, 1997 Council Worksession I . NOTE THE SPECIAL MEETINGS OF THE ECONOMIC DEVELOPMENT AUTHORITY (EDA) I AND CITY COUNCIL ORIGINALLY SCHEDULED FOR 5:00 P.M. AND 5:10 P.M. RESPECTIVELY . HAVE BEEN CANCELED .. 1. City Issues - Short Term . a. Committee Review As we prepare to move into 1998, the City Council should review the status of its Committees/Commissions/Task Forces, and provide any direction it has to staff. I Once this direction is received, staff will proceed with the advertisement for openings on each and confirm interest by current members, I b. Town Hall Meeting. Preliminary Planning Staff has prepared an initial outline for the 1998 Town Hall meeting, The City . Council is asked to provide any direction that it has regarding the meeting, 2, City Issues - Long Term I a. Councilmember Malone. Review City Lo~o/Discuss History & Future Councilmember Malone will be reviewing the history ofthe City's existing logo I and issues related to the usage of this symboL This presentation is intended to serve as a starting point for discussions centered on the re-affirmation of the logo's continues use or pursuing other opportunities, I ~ I ------ . Administrator Comments for the November 17, 1997 Council Worksession . Page Two November 14, 1997 -. b. Personnel 1. Personnel Policy Manual Review . Staff and Labor Relations Associates have completed the first draft of the new policy manual. The City is asked to provide input as to a variety of I personnel related policies, 2. Emplovee Service Recognition Program . At the September 15, 1997 Worksession, the City Council began its discussion of an employee service recognition program. The Council is asked to provide direction as to the creation or use of such a program, I BF /sls I I .. I I I I . I I ~ , I. I CITY OF ARDEN HILLS it MEMORANDUM DATE: November 11,1997 I TO: Mayor and City Council Brian Fritsinger, City Administra~ I FROM: SUBJECT: 1997 Committee Review/1998 Committee Plans I Backg-round The City Council made several changes to its Committee/Commission structure at the start of the I 1997 calendar year, The following information is intended to assist the City Council as it prepares for 1998, I I have provided a brief summary of each Task Force/Committee/Commission, and other information as follows: I . Mission Statement . 1997 Goals, if any . Current Membership .. . 1997 Accomplishments Other Task Forces/Committees/Commissions I The City Council did also discuss several other Task Forces/Committees/Commissions last year, These groups were not formalized based upon the priorities established by the City Council at its I 1997 Retreat. These included: . Youth Commission I . City Facilities Task Force . Emergency Preparedness Task Force . Lake Quality and Environment Task Force I . City Communications Task Force . Community Diversity Task Force I The City Council should discuss whether or not these groups may be formed in 1998. If so, staff will amend our Committee Application Form to include these committees. .J Reauest The Mayor and City Council should review this information and provide the City Administrator - with any direction it has to the committee structure for 1998, BF /sls ~ I I I CITY OF ARDEN HILLS BUSINESS DEVELOPMENT COMMITTEE ~ 1997 COMMITTEE REVIEW!I 998 COMMITTEE PLANS Mission: I To assist with the review of the business needs, target marketing, and commercial/residential redevelopment efforts of the community. I Goals: a, Review the Lexington/Fox Study and determine the types of businesses desired, I and make recommendations to the Planning Commission and Finance Committee as to how this is accomplished; b. Review the office component of the Gateway Business District and determine, I through a recommendation to the City Council, who should be target-marketed and this marketing should occur; and c, Review other commercial/residential redevelopment oPPOrtunities within the City, I and make recommendations to the City Council as to the findings (i,e" Arden Plaza, Connelly Street area, Thorn Drive area, etc,..,,) I Current Members: Council Liaison Jeanne Winiecki Bev Aplikowski .. Ray McGraw Arnold Lindberg Staff Liaison Tom Andreasen Kevin Ringwald I Terry Nagle Steve Freimuth Meeting Schedule I Ted Brausen Third Wednesday@ 8:00 a,m./ARC Kasandra Bergland I 1997 Accomplishments: a, Met with and interviewed a variety of property and business owners within the Lexington Fox study area; I b, Requested that the City Council send the marketing brochure back to the committee for review and completion; c, Reviewed leasing sign usage, provided information to staff, and recommended I that City staff enforce sign ordinance regulations related to leasing signs, Attachments: I 1997 Attendance Record Form ~ .... - I 1997 Attendance I Business Development Committee .. Member J F M A M J J A S 0 N D Total Attendance Andreasen - - P P A A P P A A - - 4/7 (57%) I Bergland P P P A P A A P 5/7 (71%) - - - - Brausen - - p p P A P P A P - - 5/7 (71%) I Freimuth - - P P P A P P A P - - 5/7 (71%) Lindberg - - A A P P P P P P - - 5/7 (71 %) I McGraw - - A A P P P P P P - - 5/7 (71%) Nagle - - A A A A A A A A - - 0/7 (0 %) I Winiecki - - A A P A A P A P - - 3/7 (43%) I A ~ Absent p ~ Present I _ ~ Not yet appointed, no meeting, has not met yet, etc" fI I I I I I I .... --- I I CITY OF ARDEN HILLS ~ BUSINESS RELATIONS COMMITTEE 1997 COMMITTEE REVIEWI1998 COMMITTEE PLANS I Description: The purpose of this Committee is to advise the Council on matters concerning the preparation and development of marketing plans and programs, plans for business I retention, and coordinating activities with the Chamber of Commerce and other groups active in the City, I Mission: To be a pro-active committee assisting the City Council of Arden Hills in developing, retaining and promoting the City, I Goals: a. To facilitate lines of open communication between businesses and the City of I Arden Hills; b. To welcome new business entering Arden Hills; I c. To send out thank you letters to businesses who are maintaining and improving their place of business; d, To assist the City in addressing requests, complaints and suggestions from local Ie businesses; and e, To develop a method of communicating with businesses in the form of a quarterly luncheon or business appreciation day, I Current Members: Council Liaison I Dan McCallum, Chair Susan Keirn Dawn McCallum Tom Goblirsch Staff Liaison I Steve Lange Kevin Ringwald I Meeting Schedule As determined by Committee 1997 Accomplishments: I a, Created and utilizes the attached letters and certificates as part of its business retention efforts; b, Visited 30 businesses so far in 1997, I Attachments: Sample Letters/Certificates I fI' I ---.--- I CITY OF ARDEN HILLS I 1450 WEST HIGHWAY 96 .. ARDEN HilLS, MN 55112-5794 I I I Dear I May we take this opportunity to welcome you and your business to Arden Hills. I Any new business venture is an exciting challenge. We extend our best wishes that Arden Hills provides the perfect location and business opportunity for your company. I Weare delighted to include you on our list of wonderful businesses and are hopeful that the citizens of Arden Hills will support and utilize the products and services you have to II offer. On behalf of Mayor, Dennis Probst, the City Council and the Arden Hills Business I Relations Committee.__ we welcome you! Please feel free to contact us if we can be of assistance in the future. I Sincerely, I I Arden Hills Business Relation Committee I I I .. .x/~ -a/~ ~ I I I CITY OF ARDEN HILLS ~ 1450 WEST HIGHWAY 96 ARDEN HILLS, MN 55112-5794 I I I I Dear I May we take this opportunity to thank you for your long time involvement in the city of Arden Hills. The fast pace of our lives and demanding schedules cause us to over look how fortunate we are to have such a fine business as yours in our community, I On behalf of the Mayor, Dennis Probst, the City Council and the Arden Hills Business Relations Committee, we wish to extend this sincere thank you for your long time Ie community support and look forward to many more years to come. I Sincerely, I The Arden Hills Business Relations Committee I I I I I f' I ~ ~~ I CITY OF ARDEN HILLS I 1450 WEST HIGHWAY 96 .. ARDEN HILLS, MN 55112-5794 I I I Dear I May we take this opportunity to thank you for your recent improvements to your business location. It is businesses like yours that keep the City of Arden Hills on the leading edge , of prosperity and development. Your improvements will not only be noticed by your customers, but also by the citizens I living in this great community! Again, we would like to thank you for helping to make Arden Hills a number one ~ community in which to live and work. Your efforts have been noticed! Congratulations! I Sincerely, I The Arden Hills Business Relations Conunittee I I I I I .. ~~ (,d~~) I ------- I I CITY OF ARDEN HILLS ,. 1450 WEST HIGHWAY 96 ARDEN HILLS, MN 55112-5794 I I I I Dear I Thank you for bringing to our attention your recent concern. We always appreciate hearing from interested and concerned businesses such as yourself I Please be assured that this matter will be reviewed in a very timely manner. You will be contacted either by phone or letter with a city response to your concern, Ie We appreciate your efforts in notifying us, Be assured that it is our first priority to work together with the businesses and citizens of Arden Hills to continue to make our city the I number one community in which to work and live! I I Respectfully yours, I The Business Relations Committee of Arden Hills I I I I t' I ~~ (~~) City of Arden Hills I Business Relations Information Sheet I -. Date: Business Name: I Owners Name: I Contact Name and Title: I Address: I Telephone Number: I Fax Number: I Years in Business: ~ Number of Employees: I Reason for Contact: I I I ,,- - - - - - - - - - - - - - - - ~-...... Business Relations Committee Action Implemented ~ I Date: I I .. " j ""1 ------------------ I I CITY OF ARDEN HILLS FINANCE COMMITTEE ,. 1997 COMMITTEE REVIEW/I 998 COMMITTEE PLANS Mission: I This Committee is dedicated to providing citizen input on issues have a financial impact on the City of Arden Hills, I Goals: a, Pavement Management Policy I b, Public Works Building - financing alternatives c. Liaison with City departments on budgets/long-range capital needs d. Review of existing Assessment Policy I Current Members: Council Liaison I Chuck Mertensotto, Chair Bev Aplikowski Dan Knutson Kevin Patty Staff Liaison I Terry Nygaard Terrance Post Roger Aiken Charles Stoddard Meeting Schedule Ie Tom Steele Third Thursday @ 7:30 p.m.lCity Hall Charlotte McNiesh, Ad Hoc I 1997 Accomplishments: a, Ongoing discussion/familiarization with City Assessment Policy I b, Recommendations to Council not to go forward with Quad Ice Arena Attachments: I 1997 Attendance Record Form I I I I fI I -.- - I i I I I 10 I ' ~ I II I > I I I .. 10 II IZ l I I g H : , I ~ I M- I I I i I I I I I I I I I I en '-=$ "<: ><1 ," f\ ,>( (t' y. K i- I k .3 " ~ I---- r--- '-' f- I r-. ~j ~ X ~ ~ ~ ~, X ~ k ~_I ~ I ~I i ~ y (~ ~ ~ ~ ~ ~ k ~ I CIl,... ""'I ...II/' '-' "CCIlOl' ... CIlOl .. ~ -j .... ~ y.. fi.- '/.. ~ j.. =:: '1-"';' ." ~ f-i.~ 5 ~ @ >< ""," >< '/.J 'I. '^ I g ::2 ~ ~ ~ ~ ~ ~ ~ D ^ I ~ ~ ~ ~ ~ ~ ~ ~ X ~ ~~ 0 c < I ~ X X 0 0 X Z X X X X I CIl B g I E 0 I ......... (tI .... ~c Z ...."C - ~Q) 0 < "C.I<: I cntJ) ..... en .... en ~D CIl C ~ ~ ell g~ ~< D CIl C C ~ ell "C ~o .... E t CIl 0 ~ ell - CIl"C (\1.1<: c~ nn CIl.l<: ~ Z ~ 5 0 -= 00 I X 0 ,CIl "'" ._.... ~~' ~ CIl.... .J -;:: ~ Cl. "'" "'" < ~ 0 '" CIl ~ ~ (\I~ "C "'" C "'" Z Cl..... ,- < '.., .I<: ... V' "'" ~.I<: 0 -i C 0 CIl ~ ... ... C 0 c> '- __ Q) ~ ~ C ell ~ ~ E ~ ~CIl =CIl ~ ~ 0 ell ~ CIl CIl 0 ~ om ~~ .J U ~ 0 u ~ lo:: ~ U U ~ I I I CITY OF ARDEN HILLS *FIRE SERVICES TASK FORCE (*INTERNAL) f' 1997 TASK FORCE REVIEW/1998 TASK FORCE PLANS Mission: I The Fire Services Task Force was created to review the existing contract with the Lake Johanna Volunteer Fire Department, and make recommendations related to the 1998 I contract negotiations. Goals: I Same as the Mission Statement. Members: I Paul Malone, Liaison to full Council Staff Liaisons Bev Aplikowski Brian Fritsinger Terry Nygaard (Finance Committee) Terrance Post I Mark Stack (Public Safety Commission) The Task Force was created during April, 1997, and met numerous times over the I summer to develop a list ofrecommendations. Ie 1997 Accomplishments: a. Reviewed the past several years of budgets, audits, current contract; met with representatives of neighboring communities; and developed a list of I recommendations to be used for the 1998 contract negotiations. Attachments: I List of Recommendations I I I I I it I I CITY OF ARDEN HILLS I MEMORANDUM .. DATE: July 23,1997 TO: Fire Services Task Force I FROM: Terrance Post, City Accountant I SUBJECT: Contract Discussion Issues As a result of the fourth meeting of the Arden Hills Fire Services Task Force on July 22, 1997, I the group identified several changes they would support in the next round of contract negotiations with the Lake Johanna Volunteer Fire Department (LJVFD). These negotiation I issues include the following: 1. Endorsement of a change back to city representation on the Fire Board in the form I ofa Joint Powers Agreement (JPA) structure. 2. Support for the creation of an independent full-time Fire Chief position selected I by the contract cities. This would represent a change from the current method of the LJVFD membership selecting the Chief. " 3. Removal of capital expenditures from the LJVFD budget. All such capital outlays would be approved, and funded, by individual contract cities. I 4. Change in the current contract payment terms from semi-annually to monthly. 5. Establish a balance sheet cash cap of LJVFD for working capital needs purposes I only. Excess funds in excess of cap to be distributed back to contract cities on proportional basis of contract revenues paid. For discussion purposes, the I December 31, 1995 cash and temporary investments balance of LJVFD was $793,404. The approximate contract cities services payments on a percentage basis has been Arden Hills 28%; North Oaks 13%; and Shoreview 59%. I 6. Eliminate detailed contract verbiage about ISO and replace with a requirement that the organization's ISO rating must not be higher than 5. I 7. Reduce the length of the fire protection contract from ten (10) years to three (3) to I five (5) years. I .. I I I Memorandum - Contract Discussion Issues Identification Page Two f' July 23, 1997 8. Once the benefits from TCAAP revenue have been equalized by contract city I since contract inception, apply TCAAP revenue against annual contract costs by City on a proportional basis to lower net contract costs for all the contract cities. I 9. Contemplate the expansion of the fire service area to include TCAAP in regards to the City of Arden Hills. I 10. Minnesota Statutes not withstanding, require LJVFD to make a positive declaration that pension liabilities are the sole responsibility and liability of the LJVFD Relief Association, and not the contract cities. I 11. Adopt language that if proposed LJVFD operating budgets are not received by July 1, the following year's budget will be the current year, less five percent (5%). I 12. Change the contract service year to begin on December 1 instead of January 1, with contract annual services then ending on November 30, instead of December I 31. Further Actions Ie Me. Fritsinger and I will be meeting with staff representatives from the other contract cities to gauge their level of support for the above-referenced contract discussion issues. The overall I theme of these discussions will be to increase the accountability level in dealing with this services provider. I We will keep you posted on developments resulting from these discussions. I I I I I fI I --.-----.- - I I CITY OF ARDEN HILLS HIGHWAY 96 TASK FORCE f' 1997 TASK FORCE REVIEW/l 998 TASK FORCE PLANS Mission: I To meet 3 - 6 times over a 2 - 3 month period to discuss issues and make recommendations, specifically on drainage issues and aesthetics, reviewing the I Shoreview portion of the Hwy. 96 project to-date, and provide recommendations and proposals to Ramsey County before the Arden Hills portion of the project is still in the design stages. I Goals: Same as Mission Statement I Current Members: Council Liaison I John Tholen, Chair Dennis Probst Tom Andreasen Bev Aplikowski Dave Sand I Don Messerly Staff Liaison Chuck Stoddard Dwayne Stafford Ie Lyn Lawyer Kevin Ringwald Michael Richardson Meeting Schedule I Approximately once/month or as needed (Appointed 4/97) I 1997 Accomplishments: a. The Committee met numerous times and reviewed several items related to the future Highway 96 reconstruction project. Three specific items addressed by the I Task Force were entry signage, landscaping, and park trails. Attachments: I 1997 Attendance Record Form List of Recommendations I I I it I I I .. ~ I o~ >< >< >< >< >< .! I ~i' 0 >< >< Q I Q::: 0 u I "" "" . Q::: , >< >< >< >< >< >< "" < "" .( U Q I z C-' .( , >< >< Q Z ~ >< >< .... z "" "" "" I "" "" "" ~ ~ >< >< >< >< .( "" u " Q::: 0 :; >< >< >< >< >< "'" ~ I '" .( " "" ~ >< >< >< >< >< < '" <::\ I >- < ::: :r:: I C-' .... :r:: ..... <::\ I <::\ - t:: I 0 01 <::: <::: "" ~ I <\) '" ""Q::: E-< t:: Ui '" """" .;; 0 Ui 01 -0- ""!:Q -'" -0 -0 -0- ~~ t:: ~ U ~ t:;; <\) .s -;; '" >. " -0 -'" '" "-< ?; I ~"" -.: ~ <\) '" '" <\) -0 <\) <\) 1:: CJ) O~ -0 0 -0 01 ~ 2 Ui t:: Ui t:: 01 -0 2 t:: U -'" '" <\) '" <\) t:: f- CIJ ::E '" <\) .( .. -'< ....l '" t:: 0 t:: 0 '" <.) <\) ~ -'" E ~.~ .- '" -'" '" ~ 0 '" <.) ?; .S'l ~ .~ 0 -'" '" >. ~ 0 u .:r= -. u Cl Cl ....l f- Cl....l ~....l I .-- I. I MINUTES FINAL MEETING f' CITY OF ARDEN HILLS, MINNESOTA HIGHWAY 96 TASK FORCE MEETING WEDNESDA Y, OCTOBER 29,1997 7:00 P.M. . ARDEN HILLS CITY HALL - PUBLIC WORKS LUNCHROOM I 1. CALL TO ORDER The meeting was officially called to order at 7:08 p.m. by Chair Tholen. . 2. ROLL CALL Present were: Chair, John Tholen, Public Safety Commission; Chuck Stoddard, Finance Committee; Dave Sand, Planning Commission. Don Messerly, Parks and I Recreation Committee; Lynn Lawyer. resident; Bill Sanders. Landscape Architect for Sanders. Wacker & Bergly Inc.; Dwayne Stafford, Public Works Superintendent; and Kevin Ringwald, Community Development Director. I Absent was: Mick Richardson, resident and Tom Andreasen, Business Development Committee. . , APPROV AL OF OCTOBER 7. 1997 MINUTES ". Ie The minutes of October 7. 1997 were unanimously approved as submitted after a motion by Stoddard and a second by Messerly. I 4. REVIEW OF DESIGN FOR ENTRY W A Y SIGNS Me. Sanders reviewed the design of the entry way signs and stated that the cost per sign would be approximately $30,000. Mr. Sanders also reviewed how this concept I could be used for secondary entry ways and also at the City's parks. The task force concluded that the proposed style of sign could be incorporated into other signage that the City may choose to build in the future. The task force concluded that in the . future that further design studies could be done with these other signs to more fully refine their designs. I The task force concluded the two entry way signs should be located along Highway 96. The first at the southwest comer of Highway 96 and Lexington A venue. The second at the southeast comer of Highway 96 and Interstate 35W. I The task force reviewed samples provided Mr. Sanders of various materials and colors which could be used for the sign and the retaining walls. In regards to the I sign face, the task force concluded that a monolithic cast stone (8 inches wide) in a light gray with recessed black letters would be most aesthetically pleasing. The task . force also concluded that an "anti-graffiti" coating should be applied to the sign. The cost of this coating is estimated at $.10 per square foot every three years. it I . The task force reviewed various fonts for the lettering to be provided with the sign, I including Helvetica bold \vhich is the approved City font. The task force discussed the aesthetics of these different fonts, based on that the City Council would be .. discussing this topic at its upcoming worksession. To this end, the task force recommends that the City consider using Windsor font on the entry way signage. The task force then reviewed various materials and colors for the retaining walls . which wOLtld support the entry way signs. The task force concluded that cut stone pieces of granite, which is a waste product of the manufacturing process. would look like a "dry-fit" limestone wall but with more quality for approximately the same . price. The task force concluded that the rainbow colored granite would be most aesthetically pleasing. The task force also suggested that at-grade lighting be provided behind the retaining walls to provide directional lighting at the sign face. . The task force recommends that the City pursue the mature evergreen landscaping on the Twin Cities Army Ammunition Plant (TCAAP) to include behind the signs. I The task force also recommends the inclusion of annual planting beds with retaining walls to help visually define the entry signs. Lastly, the task force recommends . pursuing the assistance of Ramsey County for surplus dirt for berming at the Lexington Avenue sign, given Ramsey County's current road construction in the area. 5. REVIEW CONCEPT DESIGN FOR MEDIAN LANDSCAPING I Mr. Sanders provided a concept design for the median landscaping along Highway " 96. The concept groups the overstory landscaping that is proposed by Ramsey County for inclusion in the median. The concept would add accent ornamental trees at the ends of these groups with low level shrubs beneath the ornamental trees. I The task force discussed the relative advantages and disadvantages of a high (turf) and a low (native grasses) maintenance ground cover in the median. The provision . of a high maintenance ground cover would require underground irrigation (approximately $50,000) and weekly mowing. However, the high maintenance ground cover would provide for a very aesthetically pleasing median. The provision . of a low maintenance median would be more cost effective, but would provide for an unkept look to the median. The task force recommends that the City Council include the turf with underground irrigation the preferred ground cover for the . median. 6. FORlVIULA TE RECOMMENDATIONS FOR CITY COUNCIL I CONSIDERATION The task force then summarized various findings that they had made since April of . 1997. The task force will be presenting these findings to the City Council on Mnnd~~., December 8, 1997. . .. . ---.- I I A. Entry \Vay Signage. The task force recommends that two entry way signs should be located along Highway 96. The first at the southwest comer of f' Highway 96 and Lexington A venue. The second at the southeast comer of Highway 96 and Interstate 35W. The task force recommends that the sign face be constructed of a monolithic I cast stone (8 inches wide) in a light gray with recessed black letters. Also, that "anti-graffiti" coating should be applied to the sign. The task force recommends that the City consider using Windsor font on the entry way I slgnage. I The task force recommends that cut stone pieces of granite, which is a waste product of the manufacturing process, be used for the retaining walls. The task force recommends that the rainbow colored granite be used for the I retaining wall color. The task force also recommends at-grade lighting be provided behind the retaining walls to provide directional lighting at the sign face. I The task force recommends that the City pursue the mature evergreen landscaping on the Twin Cities Army Ammunition Plant (TCAAP) to I include behind the signs. The task force also recommends the inclusion of annLlal planting beds with retaining walls to help visually define the entry signs. Lastly, the task force recommends pursuing the assistance of Ramsey Ie County for surplus dirt for berming at the Lexington Avenue sign, given Ramsey County's current road construction in the area. I B, Median Landscaping. The task force recommends the inclusion of turf with underground irrigation as the preferred ground cover for the median. The task force also recommends that the addition of ornamental trees at the ends I of these tree groups (provided by Ramsey County) with low level shrubs beneath the ornamental trees. I C. City Halt access. The task force would recommend that if the redevelopment of the City Hall site does not require the use of the median I cut (in front of Public Works driveway), then the median cut be relocated to Keithson Drive, which is at the top of the hill and has the potential for expansion into the Reiling property. I D. Noise wall. The task force does not recommend the provision of a noise wall, but would recommend the provision of additionallandscaping/berming I by Ramsey County in those residential areas (ie., Arden Manor Mobile Home Park) in which residents are directly adjacent to the roadway and do not have the proper building setback. I it I I E. Lighting. Given, that redevelopment of the TCAAP is not imminent and that I directional underground boring (for the wiring) is becoming more cost effective so that underground electrical conduit does not need to be installed .. at this time for these potential future street lights. The task force recommends that the no additional lighting above that which is being proposed by Ramsey County be provided along the corridor. However, the task force would recommend that if development of the TCAA.P is I imminent, then this item be reviewed at that time. F. Regional Trail. The task force does not recommend the provision of the I regional trail as proposed by Ramsey County. The task force recommends that the regional trail stay on the south side of Highway 96 llntil North Snelling Avemle. The trail then should proceed south on the west side of I North Snelling Avenue and cross over Highway 10, via a bridge, in the vicinity of Royal Hills Park, then proceed west hugging Round Lake where possible and proceed over Interstate 35W utilizing the existing railroad I bridge to gain access to the Long Lake Regional Park. G. Sidewalk (north side). Given that redevelopment of the TCAAP is not I imminent, the task force does not recommend the inclusion of a sidewalk on the north side of Highway 96. However, the task force would recommend I that if development of the TCAAP is imminent, then this item be reviewed at that time to determine the appropriate location for trails/sidewalks within the TCAAP. " 7. ADJOURNMENT The meeting was adjourned at 8:30 p.m. I I I I I I I .. I .~' " ( I ~ I I I ~ I I ~ I ::r:: I ~' <1~ I Z. ~ ~~ . ~ .. WJ.... ~ ;t . . . . . ~ '0 ., '. . , . .:.' . l '>....... I . , S( ~ .ce.... ~ ~J" . , .. , ~~ I . , . <C.. ... . , .. .'... . . ~~ I . . . . . 'f . . ~ ' ~~ I , I . I I fI I -- - - - ~ I ' ' I ~ .. ~ I ~ I 4J ) I ~ ~ ~ ~ I * ~ ~ ~, I <, ~. ~ ~ .-~ ~ ~ ~:{~ I ~ ~~~.. ~ ~. \J ~ ~ ~. { I ~ i ~. ~: I ,~ " .. 1 ~ .. I D. ~ '\. ~ I '" "' I / . . I ~ t ~ , . I . . . ~ -. - '. . . . . . 'R: . '....... · . . ~. . . .. ..~ ~ 9b 1/..:1- I I I CITY OF ARDEN HILLS NEWSLETTER COMMITTEE ,. 1997 COMMITTEE REVIEW/l 998 COMMITTEE PLANS Description: I The purpose of this Committee is to report, write and edit the monthly newsletter publication. The Committee meets regularly on the last Wednesday of each month at 6:00 P.M. I Mission: I Serve as reporters for the newsletter, determining topics and columns for each edition. The Editor will be primarily responsible for design/layout, and stafffor topics and final content review. The Editor and staff will not write articles. I Goals: Same as Mission Statement I Current Members: Council Liaison I Sue Schroeder, Chairperson Bev Aplikowski Lois Rem Jeanne Winiecki Staff Liaison .. Fran Holmes Brian Fritsinger Sharon Hanzalik, Publisher Meeting Schedule I Last Wednesday @ 6:00 p.m., City Hall I 1997 Accomplishments: a. Published 10 issues of the "monthly" newsletter as directed by the City Council; b. An Arden Hills resident began working as Publisher. I Attachments: I 1997 Attendance Record Form October, 1997 Newsletter I I I fI I I .i I . j .. .! (k . ! 1-'. z ~ 0 "2: ~ ~ ~ is: x: x. x I ~i QO I "- 1......- r--... - I i- ""- h J - ...-/' I---- J.- Ji \-J ""- u 2il 1. \ \. \ \ \ \ \ \ I 0 Q U , < 2- gj "" 1\ \ \ \ \ ~ I "" "" \ '\ u < , Q Q ~ - " ?- z I .( C-' \ Q Z \- \ \ \ \ \. \ z .... . "" . "" . "" ~ !: "" ~ lr I .( :E '" i'-- 1/ t---- IF ~ , "" I~ i'-- V f-... "" 1'--. - !: eI .... \ \ \ :E \ \ \ \ \ :E ~ 9 ~ 0 < ; I u Q::: "" ~ !: . I i "" .... '" e \ ::: '> \ ~ \ \ \ I "" ~ \ z ~ ..... ~ <::\ :; ~ "li I - ~~ \. i'> "\. ~ J \. 0 I 0 ~ ';; ~ 0 " "" 0 :J .c ""Q::: ~ .~ ~ " '<; :c I !:t;ol e- o ::l -i:Q .;; ::l ... l::: .c 0 Q. '" :E:E u u c;; E :E"" ..: ~ :.;; :.;; .. ..: " " u ~ -'" " I 0:E " ~ 0 " ~ ~ 0 ell " " E .. '2 ..!! 0 U 0 ~ ~ 0 '!a :: -0 E 0 ~ -0 -U ::: " u Q. ::: .;: .. CIl <>: " " :< "" 0 ~ .;: 0 00( " 0 " 0 'E " .. '0 " '" ;>, > .. ~ .. ~ " '" .;: CIl "" ....l ..J " ~ Ol U '" I -~ I I Arden Hills Notes I I The Official City Newsletter for Arden Hills Residents October 1997 I A BRIEF ISTORY OF ARDEN HILLS City of Arden Hills FIRST SETTLEMENT TO THE 19o\O'S Service Directory PART ONE I City Hall............................. 633-5676 This briefhistoryofArdenHills is based: in Minnesota at Fort Snelling. In 1849, Fire (Non-emergcney) .........633-2404 primarily on legend and anecdotal : a year after Minnesota became aterritOlY, Parks & Recreation. ........... 633-5676 information gathered from he settled with his young family I Police (Non-emergcncy) ...... 484-3366 various nl?Wspaper articles and ~O~ on Lake Johanna to grow potatoes Police & Fire Emergency.... 911 historical publications. It on three acres of land. Charles Regular office houn;- covers the time from when Perry built a house in 1871 that I 8:00 to 4:30 Monday - Friday Arden Hills was first settled still stands on Lake Johanna until the 1940's. Part Two of this series, : Boulevard. His son William also raised Arden Hills City Hall which will appear in a later Arden Hills : his family there while operating a family I 1450 West Highway 96 Notes, will cover more recent history : boat rental (with over 40 fishing boats) Arden Hills, MN 55112 : and a picnic area business on what is now City Council: Mayor; Dennis Probst The first written history of the Arden : the Lake Johanna public beach. It is an Councilmembers; Beverly Ap- Hills area begins in the early 1800's : interesting anecdote that the Perry farm likowski, Dale Hicks, Susan Keirn, when the fur traders entered Minnesota : became a park named after a former Paul Malone and located primarily at Fort Snelling. : County Commissioner, Tony Schmidt. I City Administrator; Brian Fritsinger Legend has it that the area surrounding : Another park up the road and several Lake Johanna was inhabited by Little : miles from the family farm carries the I Council meetings are held the Crow, a Dakota Chief, and his band of : Charles Perry name. second and last Monday of the month Native Americans. It is said that Little at 7:30 p.m. in the New Brighton Crow's favorite resting place was on the : In 1856, when Minnesota became the City Hall. The public is welcome. island in what is now known as Lake : 32nd state, the original Mounds View I Please call the City Administrator (633-5676) if you have topics for the Johanna. It appears that the lakes in : Township was established and elections agenda. The meetings are televised, Arden Hills also provided a haven for : were held. The township included 36 I tape delayed, on Cable Channel 16 other Native American families square miles, including the on the next \\e(jnesdayat 11:00 am. as they paused during their ~ present communities of Arden and at 7:00 p.m. traditional autumn passage from Hills, Mounds View, Shoreview, I The Arden Hills Newsletter Shakopee to Rice Lake (located North Oaks, New Brighton, and Committee consists of Chairperson; in what is now Lino Lakes). parts of St. Anthony. The name Sue Schroeder (636-8954), These families would travel Mounds View came from the I Committee Members; Fran Holmes, along a trail where Lexington Avenue is : large tracts of hills of morainic drift Lois Rem, Jeanne Winiecki, and Ray now located for their annual wild rice : extending from north to south 200 feet McGraw, Council Liaison; Beverly gathering expeditions. : above the surrounding country. I Aplikowski, Staff; Brian Fritsingcr, Desktop Publisher; Carrie McCollor. One of the first permanent settlers in : In 1858, the names which appeared on Arden Hills Notes is the official Arden Hills was Charles Perry whose : the first township board were Charles newsletter of the City of Arden Hills, name has been memorialized in Arden : Perry; Patrick Powers (who owned 40 an equal opportunity employer. Hills' Perry Park. Charles Perry : acres oflandjust south of Perry on Lake immigrated from France and settled first Continued on last page... I I ....... lit) . . .. . . . . . Around the Town . . . . October 1997 I . . Arden Hills Notes . . ....... Fail Musical Northwestem College's fall musical will be Gilbert and Sullivan's '''The Pirates of Penzance." I Perfonnances are October 23-26,30-31, and November 1-2, 1997. Thursday through Saturday performances are at 7:30 p.m. and Sunday perfonnances are at 3: 00 p.m. in Maranatha Auditorium. I Tickets are $IO.OOor $8.00 for evening and $8.00 or $6.00 for matinee. Ticket office: 631-5151. Ramsey County Families can look forward once again to the annual Open House sponsored by the Ramsey County I Sheriff's Open House Sheriff's Patrol Division. The event will be held on Saturday, October 18, from 11:00 a.m. to 3:00 p.m. at the facility located at 655 West County Road E, Shoreview. Activities will include tours; crime prevention; water patrol; 911 displays; canine demonstrations; the investigative crime I van; and child fingerprinting. Citizen Awards will be given out at 1:00 p.m. by Sheriff Fletcher and refreshments will be served. For more information call 48 I -1766. FestivaI of Christmas A Saturday afternoon perfonnance of Bethel College's "Festival of Christmas" has been added . due to popular demand. Tickets go on sale November 3 for this very popular celebration which includes all of Bethel's musical ensembles. Ticket office: 631-6333. I Fight the Flu Skip the flu season by having a flu shot this year. Check with your provider for their inoculation schedule. For example, Arden Hills Health Partners will have walk-in shots on certain days beginning October 9 through the 28th. __ If you do not have insurance, Ramsey County Public Health offers shots for $10.00 on October 9, . from 3:00 p.m. to 6:00 p.m., New Brighton Family Service Center, 400 Tenth Street Northwest, New Brighton; October 15, from 3:00 p.m. to 6:00 p.m., Mounds View City Hall, 2401 Highway 10, Moundsview; October 20, from 9:00 a.m. to 12:00 p.m., Shoreview Community Center, 4580 North Victoria Street, Shoreview. I And, since you won't be losing a week in bed with the flu, check out the fall colors on the Arden Hills Trail System (maps at City Hall) or stop by the TCAAP viewing platform on Lexington I Avenue between Highway 96 and County Road I to see the fall migration in action. Thanks Gardeners! A big thanks and kudos to those individuals who have planted and maintained the gateway flower . gardens. The gardens were beautiful and many out-of-town visitors commented on how nice Arden Hills looked this summer. Councilmember, Bev Aplikowski, stated that her commute this summer was definitely brighter because she was lucky enough to drive past two gateway gardens! . It is regrettable that soon the frost and snow will cover the flowers, but we look forward to seeing the gardens next spring. Ramsey County The next Citizens Academy, sponsored by the Community Affairs Officers Division of the Ramsey . Sheriff's Citizens County Sheriff's Department, is scheduled to start on Wednesday, October 22 and run for eight Academy consecutive Wednesdays. Graduation will be on December 10, 1997. The Citizens Academy I helps individuals in the suburbs become more aware of issues involved with crime prevention and public safety. Sessions include meetings at various on-site locations, including a jail. Interested citizens are encouraged to sign up for this free program. For more information, ca1l481-176~ . Benchmarks Arden Hills Notes October 1997 Council Actions ? Ask City Hall? ~~~~~.~~ts llnd.l:nc~acl101ents I Q. Docs Arden Hills havc a teen curfew? Do you have an easement on your . Council approved the bidding property? Not everyone does, but if you process for needed repairs to the A. Teenagers who are under the age of do, an understanding of your rights and I Cummings Park Trail due to the washout sixteen (16) years will not be allowed to responsibilities could save you a lot of that occurreddunngthe June 29 and July loiter, idle, wander, stroll, or play in or trouble and expense. 3 storms. Cost estimates are near upon the public streets, highways, roads, I $40,000. alleys, parks, playgrounds, public and An easement is "a parcel ofland or Th last I I. I' other unsupervised places in the city be- portion thereof'--public or private-that . e on -sa e Iquor lcense . . . . . tween the hours of the City or a utility has I was Issued to The Great Chma 10.00 d 5.00 rigbtsto rail . R 3541 N h L . . p.m. an . use, gene ym estaurant, ort exmgton. . A Th C. has urrentl. ed a.m, the followmg day. order to provide and :venue. e Ity c y ISSU .. . fo th . Ii Ii mamtam setVlces r e SIX quor censes. I Teenagers who are affected lot and . The 1998 Street Improvement sixteen (16) and neighboring community. Feasibility Plan was accepted by seventeen(17)yearsof Public easements in I Council. There will be meetings of age will not be allowed Arden Hills exist for residents in all affected neighborhoods to lOIter, Idle, wander, roads, water and sewer this fall. stroll, or play in or utilities, storm water __ upon the public streets, highways, roads, drainage, pathways, waterways, and Council approved plans for alleys, parks, playgrounds, public places parks. Utility companies such as electric, ;epair and maintenance to the South and public buildings, places of gas, telephone, and cable television also I v:ater tower. There should be no entertainment and amusement, vacant have easements for their services. slgl1lficant change of water pressure lots, and other unsupervised places in the during the maintenance period. city between the hours ofl2:00 midnight The primary responsibility of a I. The Planning Commission is and 5:00 a.m. the following morning. landowner with an easement is to keep reVl.ewm. g se er I . rd' the easement clear at all tunes of any v a zonmg 0 mances, P .. f thi . chm th ld S ch S fi t. I h. I rOVlSIOtlS 0 . s section do not apply obstruction or enema ent at cou u a ences~ recrea lona ve Ie e. .. . . . I k. t fi l'fi t' d to a mmor accompanied by hiS or her interfere with access to It. Encroachments par mg, e c., or can Ica Ion an. . updating. parent, guardian, or other aduh person mclude structures (storage sheds, garages, havmgthecareandcustodyofthemmor. gazebos), fences, SignS, plants, and . . . . . . . . . . . . . . , . . . . . . . . . . . . Nor do they apply to a minor who is on landscaping. I Bu..:llr1e.. an emergency errand, or upon other Bll":le". legitimate business, or where the Although the existence of an presence of said minor in said place or easement may seem to infringe on a I A limited n~~ber of prime places is ~nnected with and required by property owner's rights, it functions in commercial properties m Arden Hills are some legrtrrnate busmess directed by hiS part to protect the property owner from I available for development. These or her parent, gnardian or other aduh liability for utilities or services he does potential sites can accommodate a person having the care and custody of notcontrol. By holding an easement, both variety of development, including large the minor. A minor is also allowed in the landowner and the community are office complexes and/or shopping malls. said place or places if connected with assured that there will be access available I . . . and required by some legitimate at all times to, for instance, the sewer line Fo~ mfonnatlOn regardmg these business, trade, profession, or running beneath various residents' ~opertles developers and redevelopers .. h' h 'd" 'S' . , . . . occupation m w IC sal mmor IS properties. ometlmes access IS contact KDeevm lRingwald, Arden Hills pennitted by law to be engaged. necessary in emergency situations-when Lommunlty ve opment Director. Continued on next page... I - ------------- I History Continued... in Lake Johanna. After deciding to Arden Hills eventually received its name Johanna where Presbyterian Homes now purchase 160 acres ofland, John settled from a dairy farm in the area called Arden I stands); Thomas Ryan and HC. his young family in Arden Hills. He Farms. Arden Farms was owned by Marsden (whose farms were near what eventually owned thousands of acres. Joseph Hackney, a Summit Avenue r~ is now Lexington and Highway 96); and The two and one-half story Farrell farm estate millionaire and State Senator. house which is 120 years old still stands Hackney, who in 1906 began to buy land Timothy O'Connell (who farmed what just west of the Arden Hills library. It is along Hamline Avenue, carne to own all later became the Irondale area). The one of the oldest farmhouses in Ramsey the land between Snelling and Hamline I other board members were John S. County. from County Road C2 to County Road Lambert, H.T. Buick, Henry McLean, E. The hilly terrain of this area is and Peter Sonderman. The township had Although there was some good farm land responsible for the Hills which Arden I a little town hall which stood where the present Arden Hills City Hall now stands in the area, the marshes and hills of describes. Arden Hills, which were covered with on Highway 96. timber, led mostly to dairy fanning. One The history of Arden Hills is interesting, I Another family which played an dealer in city lots and farm lands was but the available research materials are important part in the founding of Arden Henry McKenty, who settled in St. Paul limited. We would welcome any I at age 30. He named many local streets information, anecdotal or otherwise, Hills is the Farrell f.unily. Mary Farrell, which have since been renamed. which you could send to City Hall. We who was housekeeper to Bishop Grace However, Henry McKenty will remain will publish this information in Arden of St. Paul, had a brother and wife who I came to the U. S. from Ireland and lived known for naming Lake Josephine and Hills Notes and add it to the files at City on the East Coast. Bishop Grace invited Johanna after his daughter and wife, Hall and the Arden Hills Public Library. John Farrell to live in a cottage and clear respectively. (He also gave the name Organizations such as scout troops are I land for a seminary on Lake Johanna. Lake Como to the former Sandy Lake in also encouraged to start htstory John Farrell would go swimming with 1856 naming it after the famous Lake programs. The City can arrange Como an the south side of the Alps in interviews with individuals who are we__ Father (later Archbishop) John Ireland Italy.) versed in the history of our city. Easements Continued... ............................................................................... the landowner's responsibility to keep However, in some situations such as is best done by the resident before an I the easement clear is very important. emergencies, the City may have to emergency or conflict arises-and before remove or relocate an encroachment in snowfall. I If you have an easement that order to access an easement. If this currently is obstructed, the obstruction happens, the City is not responsible for Easements are recorded on real estate should be moved from the easement as any damage or related costs. So, it is in documents (deed or abstract). If you have I soon as possible. If the City needs to everyone's best interest to keep questions or need further information, work in an easement, they attempt to easements clear of obstruction all the please contact City Hall at 633-5676. notify residents before beginning. time. If something needs to be moved, it I CITY OF ARDEN HILLS ECRWSS 1450 West Highway 96 BULK RATE I Arden Hills, MN 55112 us. Postage Paid St Paul, MN Permit No. 1962 I POSTAL CUSTOMER I .. I I I CITY OF ARDEN HILLS ,. PARKS AND RECREATION COMMISSION 1997 COMMISSION REVIEWIl998 COMMISSION PLANS Mission: I Dedicated to serving the people of Arden Hills by providing a comprehensive, well- maintained system of parks, trails, facilities and open spaces, and a balanced, well- organized program of affordable recreational activities. I Goals: a. To encourage and solicit donations for the Park Fund when appropriate. I b. To update, or periodically review the TCAAP Park Plan, if there is a change in the status of the land. c. To coordinate the Trail Plan with the Street Pavement Management Plan, I whenever possible, and to recommend the upcoming trail priority segments to the Council. I d. To find space within the City for soccer fields. e. To jointly work with Ramsey County on the redevelopment of Tony Schmidt Park. I Current Members: Council Liaison Ie Lynette Kreidler, Chair Susan Keim Dorothy McClung Mary Robinson Staff Liaison I Louis Speggen Cindy Walsh Megan Ricke Tracy Petersen Anita Larson I Don Messerly Meeting Schedule Jim Johnson Fourth Tuesday (or Weds.) @ 7:00 p.m., ARC I 1997 Accomplishments: a. No major Park Fund donations, but no new development push for funds either. I b. Had a number of TCAAP discussions and provided input into City needs/wants. The list will be updated/changed and provided to the Facility Needs Study. c. Prioritized trail segments (see attached minutes) I d. They want to consider Ingerson for a possible soccer field; TCAAP is the only other possibility they've discussed. e. They pushed the County for the Task Force, and will host a resident meeting to I give input into the Master Plan. They have representation on the Task Force. f. Park Tours. g. Resident meeting with Lindey's and Freeway Park areas. I Attachments: it 1997 Attendance Record Form 9/30/97 Commission Minutes Excerpt I - I I ~ .. j ~ ~ I . .! . I 0 Q 1 I Q::: ,K >< >< >< ~ 0 u "" Q::: , . I "" , >< ~ >< >< >< >< < >< >< >< ~ I z "" 0 "" ..... ::E '" '" ~ ~ ..... ~ >< >< >< >< ~ ~ ~ 0 I u ~ ~ z < 0 .... f- I .( ~ "" Q::: :; >< >< >< >< >< >< >< >< >< >< >< >< >< '" <l: 2 I .( ~ =- : ..... ~ <::\ I <::\ - " " 0 0 Z E: ~ I OQ::: " 'a EO- :J -"" 'a ~i:Q -" 'u !::: u !::: '" -~ OJ) " iii .: " " '" I ~"" " " " 0 cii d" :0 U 0 " u ::E~ ~ " " " >- -,,^ " ~ u " OJ) -'" 0 -;: " s ~ E: 0 :::< :E OJ) u ~ " 0 " " " ~ ~ ~ ~ '" " u ~ 0- '" ~ " ~ .. " >- t/l ....l " -" ~ 0- '" -" " :::< 0 "2 t:' ~ '" l! " >- >- " '5 OJ) " ~ '" "0 U " 0 '" " ." E ~ " E >- :::< 0 :2: 0 " U ....l CI ....l -0: CI ;:; t/l f- I - ~ I p "- ~t -~13d~7 I LONG R-\NGE BUDGET AND SPENDING PLAN DISCUSSION Co.... -\,55,"", l't\..;~ it At this time the top four park improvement priorities are: 1. To improve the condition of Arden Manor (further discussion will provide more I details about what amenities to improve). 2. Examine the possibility of constructing an additional soccer field at one of the parks--Ingerson seems to be the most likely location. I , There has been a request from the residents who live in the Benton Way J. neighborhood to place a play structure in Crepeau Park. There is a possibility that there is room to place a structure on the edge of the park, I 4. Improvements to Freeway and Lindeys Parks. The resident meeting will provide more direction on the desires of the residents around the park. I The Commission also identified the top 5 trail segments to be improved: I. County Road F (Hamline to Lexington) I 2, New Brighton Road , Old Highway 10 J. I 4. County Road E2 5. Cleveland Ie Discussion followed that these are County roads. It is essential that we work with the County on when they intend to improve these roads. It makes the more sense to do trail construction at the same time that the streets is reconstructed. Some of the streets are in I good condition and may not be reconstructed in the near future. We should plan trail construction accordingly. I The Commission plans to spend the November meeting further prioritizing these projects. The October meeting will be spent discussing the Tony Schmidt Park Redevelopment and meeting with the residents around Freeway and Lindeys Parks. I TONY SCHMIDT PARK TASK FORCE SELECTION I The Commission representatives will be Jim Johnson and Gregg Larson from the Planning Commission. Mr. Larson will come to the Parks and Recreation meetings when I appropriate to update the Parks and Recreation Commission. The Commission will discuss the concerns for the park at their October meeting so that Jim and Gregg can bring this information to the Task Force meeting. I ADJOURNMENT I The meeting was adjourned at 8:45 p.m. it I I I CITY OF ARDEN HILLS PUBLIC SAFETY COMMISSION f' 1997 COMMISSION REVIEW/l 998 COMMISSION PLANS Mission: I The purpose of this Commission is to advise the Council on matters that relate to the goals, policies and operations on public safety functions. Duties shall include assisting I the Police and Fire Departments in such activities as assessing community concerns relating to public safety issues, developing long range strategic plans, developing and monitoring achievement of performance measures. The Committee meets bi-monthly on I the third Thursday of the month at 7:30 P.M. Goals: I The Council did not create any specific goals for the Public Safety Commission in 1997. Current Members: I Council Liaison Arnold Delger, Chair Paul Malone Leslie Goldsmith I Bill Gillies Staff Liaison Craig Wilson Dwayne Stafford Brad Ernst Ie John Tholen Meeting Schedule Mark Stack Third Thursday @ 7:30 p.m" P. W. Building I 1997 Accomplishments: a. Reviewed Assessment Policy and found the policy to be adequate in its current format. I b. Toured and discussed the Lake Johanna Volunteer Fire Department and reviewed the Fire Protection Agreement but made no recommendations. I c. Reviewed request for a Joint Powers Agreement with Roseville on ordinances for Lake Josephine; no recommendations as of yet. d. Reviewed numerous sign requests and made several recommendations to City I Council. e. Reviewed graffiti problems and decided to meet with School officials this past fall. I f. Directed staff to send out Safety Opinion Survey sheet. Attachments: I 1997 Attendance Record Form I it I I .! I , .. .i .! ! ~ I ~ 0 I .! ~ >< >< >< >< >< >< J: I 2 0 . u . I "" ~ Q::: "" "" "" u .( , >< >< >< >< Z Q ~ >< >< >< >< >< >< >< >< " - '" '" - ~ ~ ~ >< >< >< >< >< >< >- "" I "" t ~ >< >< >< >< .( :; '" u .. I - ...l ~ i:Q ~ ~ =- I ..... <::\ ~ <::\ - : >< >< >< >< >< ~ I " 0 " ~ z 0 '.. I OQ::: ~ :J ~ i:: " -"" e- .;:; oj ~i:Q '.. " iii -~ "" :l "E u -S 0 ~"" .: "s U .g I ~~ " " oJ ... OJ) ~ " oj "0 0 " -'" " iii 0 0; "0 '" -"1 v; ] u 0 U a ~ ~ E '" '" " 0 1= iii :;; " .. :9 is Ul ;;- .:! OJ) -'" 0 "0 " ~ :; E -;;; "e oj "" oj 3: " co ~ 0 :;; oj Cl -< ...J U al ~ "- I I CITY OF ARDEN HILLS fI MEMORANDUM DATE: November 11, 1997 I TO: Mayor and City Council I FROM: Brian Fritsinger, City Administratl@ SUBJECT: 1998 Town Hall Meeting, Tentative Plans I Back~round I The City Council directed staff to prepare for the second annual Town Hall Meeting. At the July Worksession, there was not a great deal of consensus on the specifics for the 1998 meeting. As a result, staff has prepared for the Town Hall meeting, and would recommend the following I tentative plans. Meeting Details I 1. Location: Bethel College (Benson Great Hall) 2. Date: January 25, 1997 .. 3. Time: 8:30 a.m* - 12:00 p.m. I "Last year, the meeting began at 9:30 a.m. I'd suggest the meeting start earlier for more time to "mingle" prior to the formal presentation, and to answer questions from the public at the conclusion of the presentation. I The City can use the foyer area as long as we need it, but Bethel once again needs the auditorium at noon to set up for evening activities. I 4. Tentative Agenda: 7:30 a.m. - Staff/Council Set up I 8:30 a.m. - Meet and Greet/Socializing/Booth & Table Focus 9:30 a.m. - Welcome Speech - Mayor 10:00 a.m. - Questions ofCouncillstaff I II :30 a.m. - Back to Tables 12:00 p.m. - Clean Up I 5. Purpose/Goals: I would suggest that, for this year, the purpose and goals of the Town Hall I meeting be similar to 1997: a. Improving Communication to residents b. Impressing upon our residents the accessibility of City tI Council/staff I - - _____u__ c. "Making residents partners in building a liveable community" I d. Provide information to residents/receiving feedback from residents e. Assisting with formalizing any Committees/staff priorities for .. 1998 Based on comments received last year, the Town Hall's main purpose should be I to provide better communication between City Hall, staff, City Council and our residents. I would still recommend the Mayor provide a State of the City address. However, the meeting should be set up to emphasize one-on-one dialogue, rather I than the formal approach used last year. 6, Set Up: I I would once again propose that a reception area be set up with tables for each City Department, and various civic organizations and community service groups, to display different aspects of their respective departments. The Council may wish to discuss how I this is arranged to allow for the increased participation of the committees and Council liaisons. 7. Other Considerations: I The City Council may wish to discuss how the Town Hall meeting affects the Council I Retreat/Priority Setting, and using these priorities to establish the 1999 Budget. In other words, how does the information obtained from the Town Hall meeting assist the City Council to establish its priorities for City staff. Since the priorities directly impact the fI budget, should the City continue to work on the priorities created last year, hold the annual Retreat during the budget process (April/May/June), and then use the priorities to finalize the budget and CIP schedule? I Recommendations The City Council is asked to provide staff direction related to the 1998 Town Hall meeting. I BF/sls I I I I I .. I it CITY OF ARDEN HILLS MEMORANDUM I DATE: November 11, 1997 TO: Mayor and City Council I FROM: Brian Fritsinger, City Administrator@ I SUBJECT: New Policy Manual I Background As part of the Arden Hills Municipal Code codification process, the City elected to remove Chapter 19, Personnel Policy for City Employees, from the Municipal Code. In doing so, it I would allow greater flexibility in making changes and dealing with personnel issues. Several months ago, the City elected to use Labor Relations Associates, Inc. to assist with the I preparation of the new policy manual. Attached, the City Council will find the first draft of the new manual, and a copy of the old policy. Due to the distinct layout difference in these documents, a side-by-side comparison is difficult. However, the changes to the original policy .. are, for the most part, minor in nature. We have tried to categorize the manual by major topic headings including; Introduction, I Employment, Compensation, Benefits, Leaves/Time-Off, Conduct, and Safety. I New Portions of the Policy There are several new policies recommended as part of the larger policy manual. The policies within the categories of Conduct and Safety are, for the most part, internal policies which were I previously adopted by resolution by the City Council. However, they were not adopted as part of Chapter 19 of the Arden Hills Code. These include: I . Compensatory Time . Severance Pay . Family and Medical Leave I . Leave for School Conferences . Sexual Harassment . Workplace Violence I . Handling Citizen Complaints I Other Policy Changes for Council Consideration The City Council may wish to discuss several other changes to the manual. These items are not simple corrections or additions to the existing policy. They typically have budget implications t' and would require additional time to research and make recommendations. Staff does not have I Memorandum - Personnel Policy ., Page Two November 11, 1997 any suggested language available for these policies at this time. However, should the Council be I interested in any of these policies, I will proceed with additional research and present them for further discussion at a later date. These include: . Long-term Disability I . Personal Days vs. SicklVacation Days . Sick Leave bonus for not using days, and/or selling days back to the City, and/or I paying at time of separation . Cafeteria Plan . Drug Testing for all Employees I . Tuition Reimbursement . No Tolerance of Workplace Violence Requested Action I The City Council is asked to provide staff input and direction as to the new policy manual. I BF /sls fI I I I I I I I -- I - . j~ hi ~ J CITY OF ARDEN HILLS RAMSEY COUNTY, MINNESOTA I ORDINANCE NO. 275 f' AN ORDINANCE AMENDING CHAPTER 19 OF THE ARDEN HILLS MUNICIPAL CODE RELATING TO THE PERSONNEL POLICY FOR CITY EMPLOYEES I'" I .;-1 THE CITY- COUNCIL ORDAINS AS AMENDMENTS TO THE ARDEN HILLS MUNICIPAL CODE: I section 19 of the Municipal Code of the City of Arden Hills is hereby amended to read as follows: I SECTION 19 - 1 PURPOSE. It shall be the purpose of this chapter to establish a uniform and equitable system of municipal personnel administration for all employees of the city. I Any term and condition of employment shall remain solely within the discretion of the City to modify, establish, or eliminate. This chapter does not constitute, and shall not be construed as I an employment contract between the City and any employee covered herein. The city retains the full and unrestricted right to operate and manage all manpower, facilities, and equipment; to I establish functions and programs; to set and amend budgets; to determine the utilization of technology; to establish and modify the organizational structure; to select, direct and determine the Ie number of personnel; to establish work schedules, and to perform any inherent managerial function not specifically referred to in this chapter. I The personnel policies contained in the personnel chapter are subject to the laws of the United States, the State of Minnesota and the city of Arden Hills ordinances. In the event that any I provision of this chapter shall be held to be contrary to law by a court of competent jurisdiction from whose final judgement or decree no appeal has been taken within the time provided, such I provisions shall be voided. All other personnel policies contained herein shall continue in full force and effect. SECTION 19-2 APPLICATION. The provisions of this chapter shall I apply to all employees of the city except the following: A. All elected officials. I B. Temporary employees and part-time employees, other than regular part-time employees. C. Consultants and others rendering professional services on I a fee basis. D. Volunteer personnel and personnel appointed to serve without pay, inCluding members of boards and commissions. E. Emergency appointees serving with or without pay. I -I- t' I ~ In the event that strict compliance with the provisions of this , personnel chapter might produce practical difficulties or unusual hardships, the City Council shall have the power to vary any such I provision(s) in light of the purpose and intent of this chapter and to the extent consistent with governing law in order that the .. interests of justice and fairness may be served. SECTION 19-3 EQUAL EMPLOYMENT OPPORTUNITY AND SEXUAL HARASSMENT POLICY. A. EQUAL EMPLOYMENT OPPORTUNITY - It is the policy of the City I to provide equal employment opportunity to all persons. All employment policies and practices shall be I non-discriminatory in compliance with federal laws, state statutes and local ordinances. No individual shall, on the I basis of race, color, creed, religious or political affiliation or belief; national origin, sex, age (Minnesota legal age to age 70), marital status, disability or status with regard to public assistance be excluded from employment I or be subjected to discrimination regarding any and all terms and conditions of employment by the city. B. SEXUAL HARASSMENT POLICY - It is the policy of the city to I prohibit sexual harassment. Action of an employee during working hours or on City premises or otherwise in the course I of employment which tends to humiliate, demean, intimidate, degrade or harass another employee with reference to or because of that employee's sex is prohibited and will not be tolerated. Verified evidence of such conduct will lead to " disciplinary action which may include suspension or discharge. Such infractions will be considered significant elements of job performance for purposes of consideration for I salary action, job assignment and promotion. Any employee who experiences sexual harassment is urged to . I report such treatment immediately to their supervisor or to the Clerk Administrator. SECTION 19-4 DEFINITIONS. I A. Regular Employee - Regular employee shall mean an employee who has completed the required probationary period and who I serves in a position which is provided in the budget on a regular basis. B. Regular Full-time Employee. Regular full-time employee means I a regular employee who has successfully completed the required probationary period and is scheduled for that number of hours which make up the regularly scheduled weekly or I monthly period of service in the class. C. Regular Part-time Employee. Regular part-time employee means I a regular employee who has successfully completed the required probationary period and is employed on a schedule of 20 or less hours per week. .. -2- I , D. Temporary Employee. Temporary employee shall mean any person who is engaged in part-time, seasonal, or casual employment. I E. Immediate Family. Immediate family shall mean the spouse, fI parents, children, brothers and sisters of an employee and parents of the spouse of an employee. F. Benefits. Benefits shall mean indirect compensation and any privileges granted to employees, including: vacation leave, I sick leave, holiday leave, funeral leave, military leave, group insurance and any other benefits approved by the Council. I G. Fiscal Year. Fiscal year shall be January 1 through December 31 inclusive. I H. 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. I I. Probationary period: The period of six (6) months after original appointment of any regular full-time or regular I 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 I position and ability to meet required performance standards of a position. J. Service Credit: The specified period of time required for an .. employee to be eligible for benefits. K. Anniversary Date: shall mean the month and day of initial I hiring or promotion of an employee. Class: shall mean a position or group of positions similar L. I in respect to their duties and responsibilities so that the same title can reasonably be used for the position, and the same salary schedule may be applied to the position. I M. Demotion: shall mean the placement of an employee in a position having a lower pay and/or less responsibility than the position previously held. I N. Grievance: shall mean a dispute or disagreement regarding the interpretation or application of this chapter. I O. Lay-Off: shall mean 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 I not credited with service. P. Municipal Service: means employment with the city. I Q. Position: means employment calling for the performance of specified tasks which constitute the total work assignment of .. a single employee. There are as many positions as there are employees. -3- I R. Promotion: shall mean the placement of an employee in a 1 position having a higher pay range and/or more responsibility I than the position previously held. S. Termination: means the separation of an employee from the -. municipal service as a result of discharge, resignation, retirement, or death. T. Transfer: means the placement of an employee in a different I position within the same class as the position previously held. A transfer does not result in a change in pay range. SECTION 19-5 APPOINTMENTS. I All appointments in the municipal service shall be made according to job-relevant qualifications, merits and fitness I as determined by the City Councilor Clerk Administrator, Appointments to municipal service shall be made by the City Council. If the Council desires, it may request the I recommendations of the Clerk Administrator or department head. A. BY EXAMINATION. When required by law, by. the City Council'or I Clerk Administrator, job-relevant qualifications, merit and fitness may be ascertained by administering jOb-relevant written, oral, physical, psychological, medical or other I examinations which will determine the relative ability of the candidate to discharge efficiently all duties of the position for which such examinations are held. tJ B. WITHOUT EXAMINATION. In case of appointment to positions for which examinations are not required, thei.city council' or Clerk Administrator may appoint any person who appears to I meet the jOb-relevant requirements listed in the class specifications and who is found to be qualified to perform all duties of the position. I C. RELATIONSHIP TO OTHER CITY PERSONNEL. Whenever possible, with due regard for job-relevant I qualifications, merit and fitness, the,City'Council1 or Clerk Administrator shall avoid the appointment of any person I within the immediate family of elected or appointed officers or employees of the city. In the event that a member of the family is appointed to a position, the appointment shall not be made within the same department in which an immediate I family member works. This provision does not apply to marital status, as protected under the Minnesota Human Rights Act. Employment of the spouse of an elected or appointed I officer or employee is not prohibited; however, appointment or assignment of an employee's spouse in the same department in which the employee works is prohibited. I -4- .. I ~, -- D. STATUS OF EMPLOYMENT. Appointment to a position in the municipal service shall not be construed to be a property I right of the employee. All employees whose positions are covered by this chapter are appointed by and serve at the .... sole discretion of the City Council. ~ E. PROMOTION FROM WITHIN. It shall be the policy of the City to fill vacancies by promotion of current employees from within where practicable. This policy shall not be construed to I preclude the city from external recruitment and/or selection of applicants outside the municipal service, nor as a waiver of job-relevant qualifications for a position, nor as a I guarantee of promotion from within to any and/or all positions for which job openings occur. All job openings shall be filled based on consideration of job-relevant I qualifications, merit and fitness. Job openings shall be posted in the city Hall for five (5) work days prior to the filling of such vacancies. If a position is filled from I within, length of service in relevant job classification(s) shall be the determining factor only when job-relevant qualifications of employees being considered are equal. IF. FALSE INFORMATION. Any applicant or employee giving false or misleading information on an application form, cheating on an examination, or falsifying a statement, certificate or I evaluation shall not be considered for employment or shall be subject to immediate dismissal. Fraud or attempts to commit fraud which would preclude the city from impartially Ie executing the provisions of this chapter shall be cause for the city to refuse to appoint an applicant or to dismiss an employee. I G. BRIBERY. No person seeking employment or promotion shall, either directly or indirectly, attempt to influence the Clerk Administrator or city council in any way with money, services I or other remuneration. SECTION 19-6. PROBATIONARY PERIOD. I A. PURPOSE. The probationay period shall be regarded as an integral part of the examination process and shall be utilized for closely observing the employee's work, for I securing the most effective adjustment of the employee to the position, and for rejecting any employees whose performance does not meet all required work standards. At any time I during the probationary period of an employee, the Clerk Administrator or employee's department head may;"recommend.toh the city council that an employee be transferred or dismissed I if their position is discontinued or if their performance does not meet the required standards. B. APPLICATION. Original and promotional appointments for all I positions shall be probationary and subject to a probationary period of six (6) months service after appointment. ,. -5- I ~ C. REVIEW. At least three (3) weeks prior to completion of the ...... probationary period, the Clerk Administrator or department head shall review the performance of a probationary employee I and make a recommendation to the City Council. The matter shall be placed on the Council agend~ for the next regular ~ meeting, at which time the Council shall consider the recommendation and make a determination as to whether the employee shall be continued as a regular full-time or regular part-time employee, or be terminated. If the employee is not to be continued beyond the end of the probationary period, I the employee shall be so notified before the end of such period. D. CREDIT FOR BENEFITS DURING PROBATIONARY PERIOD. During the I probationary period an employee will receive paid holidays. Upon successful completion of a probationary period, an I employee's service credit for the purpose of computing benefits hereunder shall be determined from the commencement of his probationary employment. After 6 months (180) days of continuous service, a newly hired probationary employee will I be entitled to use sick leave accrued from the date of employment. Newly appointed employees will accrue vacation leave during the probationary period and will be eligible to I use accrued vacation leave after six months of continuous service. This provision does not apply to employees serving a probationary period following promotion. Group insurance I benefits shall start in accordance with any waiting periods designated by the group insurance carrier. SECTION 19.7 POSITION CLASSIFICATION PLAN. ~ A. ESTABLISHMENT, The Council shall establish and maintain a position classification plan for all positions covered by the I provisions of this chapter. All positions shall be grouped in classes having a definite range of difficulty and responsibility. For each class of position there shall be: I a class title description of the duties of positions within a class; a written nature of the work and the relative responsibility of the positions in the class, examples of work which are illustrative of duties of positions allocated I to the class, requirements as to knowledge, ability and skills necessary for performance of the work and a statement of jOb-relevant qualifications necessary for recruitment into I the class. Minimum job-relevant requirements may be added for any position. B. ALLOCATION. When a new position is created for which no I appropriate class exists or when the duties of an existing position are sufficiently changed so that no appropriate class exists, the Clerk Administrator shall create a new I class and shall cause an appropriate class specification to be submitted to the Council for approval. C. PLAN REVIEW. As often as is necessary to assure continued I correct classification, the position classification plan shall be reviewed by the Clerk Administrator and necessary ~ adjustments shall be made subject to Council approval. -6- .,~ I .- -. D. FILING OF PLAN. The position classification plan shall be I filed by the Clerk Administrator. The plan so filed and subsequently adjusted, shall have the same effect as though it were a part of this chapter. ,. SECTION 19.8 COMPENSATION PLAN. There shall be established a compensation plan for all positions I subject to this chapter. A. ESTABLISHMENT. The calendar year of pay for each position I shall be established on an annual basis by resolution of the Council following adoption of the annual budget. The compensation plan shall be filed with the Clerk Administrator and shall have the same effect as though it were a part of I this chapter. Such resolution shall state the starting salary and the maximum salary for each position classification. I B. SALARY RANGE. Any salary range established for a class shall represent the total direct remuneration for full-time employment in the class, but shall not be considered as I reimbursement for official travel or other expenses which may be allowed for conduct of official business. No employee shall receive pay from the municipality in addition to the I salary authorized for any positions to which the employee has been appointed. This shall not prevent employees from working in more than one position when authorized by the.'Cit:y'" Ie Councilor Clerk Administrator. . C. OVERTIME PAY. Overtime work is work in addition to the established schedule for hours of work and shall only be I performed with the approval of the employee's supervisor or the Clerk Administrator. Employees shall be paid at one and one-half (1 1/2) times their basic hourly rate of I compensation for all hours worked in excess of established schedules, in accordance with the provisions of the Fair Labor Standards Act. I D. TRAVEL EXPENSES. An employee shall be reimbursed for traveling expenses incurred when traveling on city business I only upon approval of such expenses by the Wity,:.c:o.unci-l. In order to receive such reimbursement, the employee sha~ out the appropriate claim form and submit it to the ~7C Clerk-Administrator with all reasonable promptness afte I completion of the travel. E. WORK DAY/WEEK. The normal work day for regular city I employees shall be eight (8) hours. The work hours shall be established by the Clerk Administrator, Mith:the7consent:of/;" the City Council. " I The normal work week 'for regular city employees shall be five (5) days, Monday through Friday. The normal work week shall .. consist of forty (40) hours. -7- I ~~: Employees shall be granted a rest break not to exceed fifteen .- (15) minutes away from job duties on two separate occasions I during each work shift and one-half hour unpaid lunch break, F. HOURLY AND DAILY RATES. The appointing authority may ~ authorize the payment of hourly rates of pay for classes of positions when conditions of employment warrant such action. Such hourly rate shall be determined by dividing the annual salary by the actual number of work hours in the calendar I year. SECTION 19-9 CONFLICT OF INTEREST. I It is expected that every employee shall exercise good judgement in avoiding involvement with conflicting outside business interests or the business interests of co-workers or subordinates I such that these interests conflict with the conduct of City business. These include, but are not limited to the following: A. Those in which an employee has a financial interest in, or I receive benefits from a business which they may be able to favor with City business by reason of their employment with I the City. B. Employees and department heads conducting personal business on city time and department heads who knowingly allow I subordinates to conduct personal business on city time. c. Those in which an employee accepts full or part-time work ~ elsewhere, where such activity interferes with their duties and performance of their job with the city. SECTION 19-10 PERFORMANCE EVALUATION. I There shall be a minimum of one (1) written performance review on an annual basis for all regular full-time, regular part-time and I probationary employees. The evaluation will include a review of the employee's major responsibilities, an appraisal of the employee's job performance, identification of any problem areas I and an action plan for correction or improvement, including the establishment of future performance objectives. A personal interview between the immediate supervisor and the I employee shall be conducted by the supervisor within a reasonable time period after receipt by the employee of .the supervisor's written evaluation. A copy of the written evaluation for each I regular and probationary employee shall be submitted to the Clerk Administrator for review and shall be filed in each employee's personnel file. An overall evaluation of "satisfactory" I performance will be required prior to the granting of any salary increase, -8- I ~ I I SECTION 19-11 SERVICE CREDIT. I Service credit is credit given a City employee for employment by the city as a regular full-time or regular part-time employee, f' commencing with the date of original employment. This includes a probationary period, if any, before employment. Employees must earn six months (180 days) service credit before I they are eligible for any benefits hereunder except holiday pay. six month's service credit is one thousand forty (1,040) hours of total employment. No more than one year's service credit shall I be given an employee for each year of their employment even though more than 2,080 hours are worked during anyone year. A temporary employee transferred to a regular position will be given service credit for continuous service prior to such I transfer. A regular part-time employee will receive service credit by I converting their part-time employment to equivalent adjusted full-time service. In the event such employee has been employed for a full year from the anniversary date marking the I commencement of their employment, their service credit shall be based on such full year. Temporary employees shall not be entitled to paid holidays, I vacation, sick leave, or group insurance coverage. Regular part-time employees shall be entitled to paid holidays, Ie sick leave, and vacations computed by converting their part-time employment to equivalent adjusted full-time service. Regular part-time employees shall not be entitled to group insurance I coverage. SECTION 19-12 VACATIONS. I A. APPLICATION. Vacation leave is intended as a period of rest and relaxation and may not be waived by an employee for the purpose of receiving double pay. No regular employee shall I carryover into the next calendar year any more accrued vacation leave benefits than forty (40) hours in excess of the total hours the employee has actually accrued during that I year. B. APPROVAL. Vacations will be subject to the prior approval of the Clerk Administrator. An employee having the most I continuous service will be given preference in the choice of vacation time. All vacations must be arranged at least ten (10) days in advance. If, during vacation leave, an employee I becomes ill and is confined to a hospital or to bed rest, sick leave benefits may be used. The Clerk Administrator may require that such illness be verified by medical I certification before approving the payment of sick leave benefits. it -9- I - . . ----- ---- ----- ------------ C. PROBATIONARY PERIOD. Newly appointed employees will accrue I vacation during the probationary period and will be eligible to use accrued vacation after the completion of six months I (180 days) of continuous service. This provision does not apply to employees serving a probationary period following .. promotion. D. SEPARATION. An employee who leaves the municipal service after a minimum of one (1) complete year of continuous service shall be compensated for vacation accrued to the date I of separation. E. VACATION ACCRUAL. Commencing with the date on which an I employee first became employed by the City and continuing through the fifth year of their employment, a regular full-time employee shall accrue paid vacation leave benefits I at the rate of three and five tenths (3.5) hours for each bi-weekly pay period they have been an employee of the city; provided, however, no probationary employee shall be entitled to avail themself of such benefits. Temporary employees are I not eligible for vacation leave. Commencing with the sixth year of employment and continuing I through the eleventh year, a regular employee shall accrue paid vacation leave benefits at the rate of five (5.0) hours for each bi-weekly pay period they have been employed by the I city. Commencing in the 12th year and continuing through the 13th year, a regular employee shall accrue paid vacation leave " benefits at the rate of five and five-tenths (5.5) hours for each bi-weekly pay period they have been employed by the City. I Commencing in the 14th year and continuing through the fifteenth year, a regular employee shall accrue paid vacation I leave benefits at the rate of six (6.0) hours for each bi-weekly pay period they have been employed by the city. Commencing in the 16th and continuing through the 19th year, I a regular employee shall accrue vacation leave benefits at the rate of six and five tenths (6.5) hours for each bi-weekly pay period they have been employed. I Commencing in the 20th year of employment and thereafter, a regular employee shall accrue vacation leave benefits at the I rate of seven (7.0) hours for each bi-weekly period they have been employed by the City. -10- I I .. I ----- I When an official holiday as provided herein falls on a I working day during an employee's vacation, the day of the holiday will not be counted as a day of vacation. Similarily, official holidays as provided herein falling on fI Saturday or Sunday, when they have the effect of converting a Friday or Monday to a holiday, shall not be counted as a day of vacation. I SECTION 19-13 SICK LEAVE. Paid sick leave may be granted by the City when an A. PURPOSE. I employee is unable to perform work duties due to: illness, disability, including temporary disability due to pregnancy and childbirth, legal quarantine, serious illness of a I spouse, child, parent or legal guardian residing in the same household as the employee; the necessity of obtaining medical or dental care, or other emergencies. Paid sick leave shall not be granted unless it has been requested by an employee I for the purposes previously stated; previously earned by the employee in accordance with the accrual schedule and approved by the employee's immediate supervisor. I B. ELIGIBILITY. The supervisor or Administrator shall determine whether an employee is eligible for benefits under the sick leave plan and, in connection with such I determination, may determine in their discretion, whether an employee's absence from work is actually due to illness or injury. In the event the supervisor deems it proper to make ~ inquiry into an employee's absence, the employee shall cooperate in authorizing the supervisor or Administrator to obtain any necessary medical or hospital records. Claiming I sick leave for reasons other than those stated shall be cause for disciplinary action or discharge. C. ACCRUAL. Sick leave shall be earned by all regular full-time I employees at the rate of eight hours per month, or 12 days per year. Temporary employees are not eligible for sick leave. Employees using earned vacation leave or paid sick I leave shall be considered to be working for the purpose of accumulating additional vacation or sick leave. I D. ACCUMULATION. sick leave may be accumulated to a maximum of one hundred (100) days. Probationary employees who are new hires may not use sick leave until satisfactory completion of six (6) months (180 days) of continuous service. I Probationary employees who have been promoted may use sick leave; however, if sick leave used exceeds a total of five (5) days, the probationary period shall automatically be I extended by the same number of days as sick leave days used. When accumulated sick leave reaches the maximum, the employee will continue to be credited with one day per month banked I sick leave, which may be used after depletion of their accumulated sick leave, to protect the employee in the event of a lengthy illness or accident. ~ -11- I - ------ ------ SECTION 19-14 EMERGENCY AND FUNERAL LEAVES OF ABSENCE. I In the case of the absence of an employee due to a serious I emergency, including a serious illness of a member of such employee's immediate family but excluding the death of a .. member of such immediate family, the Clerk-Administrator, in his discretion, may authorize use of sick leave benefits up to a maximum of three (3 ) days for each emergency within the limits to which the employee is entitled by their service I credit. In the case of the death of a member of an employee's I immediate family, such employee shall be entitled to three (3) days funeral leave with pay, which funeral leave shall not be credited against such employee's accrued sick leave benefits. I SECTION 19-15 EXTENSION OF LEAVE. In order to receive paid sick leave, an employee must report I as soon as practicable to their supervisor or the Clerk Administrator the reason for such absence; keep their I immediate supervisor informed on a daily basis if the absence exceeds more than three (3 ) work days duration; and submit a medical certificate stating the cause of the employee's absence if required by the Clerk Administrator. I An employee who is eligible to receive sick leave and who is eligible to receive Worker's Compensation payments shall be t# granted accrued sick leave pay only in the amount of the difference between the employee's regular salary and the Worker's Compensation payments. An employee cannot receive more than their normal take home pay as a result of any city I pay supplement to Worker's Compensation benefits. The Council may, in its discretion, grant additional sick I leave pay to an employee in the event the Council finds that extension of the normal sick leave allowance is justified because of hardship to the employee. The Council shall I determine the existence of the hardship, which determination shall be final. In addition to the particular hardship, the Council shall consider the length of service of the employee, I and emergency extensions of the sick leave allowance shall not be granted unless the employee has been in the employ of the city at least one calendar year, whether part-time or full-time. The Council shall also determine in the I particular case whether such emergency sick leave as may be granted shall be charged against later accumulations of sick leave by the employee. I SECTION 19-16 MILITARY LEAVE. Military leaves of absence and re-employment rights of I employees returning from active service with the Armed Forces shall be subject to applicable Federal and State legislation. .. -12- I _n_ I Upon return from a military leave of absence, a regular I employee shall be reinstated to the employee's former position or to a position of like status and pay, provided that the employee is competent to perform all duties of the ~ position to which assigned. If the position which the employee formerly held no longer exists, the employee shall be reinstated to a position of I like status and pay, provided that it is practicable to do so and that the employee is competent to perform all duties of the position to which assigned. I Employees eligible to receive military leave compensation while participating in required training exercises shall be compensated as required by Federal and state regulations. I SECTION 19-17 UNPAID LEAVE OF ABSENCE. I Upon consideration of a formal written request by an employee, leave of absence without pay may be granted at the discretion of the Clerk Administrator based on consideration I of the following factors: 1. municipal service needs; 2 . the employee's performance record and length of service; I 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 the Clerk I Administrator; however, an unpaid leave of absence shall not exceed one (1) calendar year, except when the employee is in the military service or has been disabled while performing job duties in the municipal service. Benefits including I vacation, holidays, sick leave or other forms of indirect compensation shall not accrue during a period of unpaid leave of absence. Employees shall not be credited with service I accrual while on unpaid leave of absence. 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 by group health insurance, but will be I responsible for paying one hundred (100%) percent of the premium costs. Any exceptions to this policy will require the approval of the City Council. I Unpaid leave of absence shall require the advance written approval of the Clerk Administrator based upon the I recommendation of the employee's department head. SECTION 19-18 JURY DUTY. I An employee required to serve as a juror or under subpoena as a witness in court shall be granted leave of absence with pay ~ while serving such capacity. Such employee shall receive the amount of the difference between the employee's regular -13- I salary and jury duty payor fees received for service. An I employee cannot receive more than the employee's normal take-home pay as a result of any City pay supplement to jury I duty pay. If the jury is dismissed prior to the end of the employee's .. work day, the employee will report to work if practicable. SECTION 19-19 PARENTAL LEAVE. I Parental leave in conjunction with the birth or adoption of a child shall be in accordance with state statutes. SECTION 19-20 HOLIDAYS. I The following eleven (11) eight (8) hour days shall be I observed as paid holidays for regular full-time employees and pro-rated for regular part-time employees. Temporary employees are not eligible for paid holidays. No holiday pay I shall be given any employee working less than twenty (20) hours a week. New employees working at least twenty (20) hours a week shall receive holiday pay based on the work schedule for which they have been hired. I l. New Year's Day, January 1; 2. Martin Luther King's Birthday, observed the third Monday I in January, (hourly employees are not paid for this holiday) ; 3. President's Day, the third Monday in February; .. 4. Memorial Day, the last Monday in May; 5. Independence Day, July 4; 6. Labor Day, the first Monday in September; 7. Veteran's Day, November 11; I 8. Thanksgiving Day, the fourth Thursday in November; 9. The Friday after Thanksgiving Day; 10. 1/2 day on Christmas Eve; 1/2 day on New Year's Eve; I 1l. Christmas Day, December 25 12. One floating holiday, (except probationary employees). When New Year's Day, Independence Day, Veteran's Day or I Christmas Day fall on Sunday, the following Monday shall be a holiday. When New Year's Day, Independence Day; Veteran's Day or Christmas Day fall on Saturday, the preceding Friday I shall be a holiday. Floating holidays must have prior approval of the employee's supervisor. SECTION 19-21 SEVERANCE PAY. I Regular full-time employees who have completed ten (10) or I more years of continuous service with the city and who are leaving the City's employment in good standing will receive a percentage of their unused accumulated sick leave upon retirement or lay-off. This severance pay benefit will be 33 I 1/3% of the employee's unused accumulated sick leave to a maximum benefit of forty (40) days (320 hours) of pay. .. -14- I I SECTION 19-22 RESIGNATION. I An employee leaving the municipal service in good standing shall give fourteen (14) calendar days advance written notice ,. of resignation to the employee's immediate supervisor. The employee shall be compensated for accumulated unused vacation leave provided that the employee has a minimum of one (1) complete year of continuous service. Failure to give I the required advance notice may be cause for denying future employment in the municipal service. Unauthorized absences from work for a period of three (3) I consecutive work days shall be considered resignation without proper notice, unless extenuating circumstances .preclude the employee from notifying their supervisor. I SECTION 19-23 RETIREMENT. I The retirement of City employees shall be in accordance with Federal and state statutes. SECTION 19-24 GRIEVANCE PROCEDURE. I It is the policy of the City to prevent the occurrence of grievances insofar as practicable and to provide an orderly, I efficient and timely procedure for dealing with those which do occur. A grievance is defined as a dispute or disagreement regarding the interpretation or application of ~ this Chapter. .... The procedure established herein shall be followed by an employee in presenting a grievance to the city. Failure to I follow the steps within the stated time limits may result in a denial of the grievance on procedural grounds. I Step 1. An employee claiming a violation concerning the interpretation or application of this chapter may, within ten (10) work days after such alleged I violation has occurred, present the written grievance to the employee's immediate supervisor or department head. The immediate supervisor shall I provide a written response to the grievance within ten (10) work days of presentation of the grievance by the employee. I step 2. If the grievance is not resolved in step 1, the employee may appeal the grievance in writing to the Clerk Administrator or supervisor within ten (10) I work days of receipt of the department head's written response in step 1. Any grievance not appealed in writing to step 2 by the employee I within ten (10) work days shall be considered resolved. -15- .. I ----- If appealed, the written grievance shall be I presented by the employee and discussed with the Clerk Administrator. The Clerk Administrator shall I provide a written response to the grievance within ten (10) work days of receipt of the written .. grievance. step 3. If the grievance is not resolved in step 2, the employee may appeal the grievance in writing to the city Council within ten (10) work days of receipt I of the Clerk Administrator's written response in step 2. Any grievance not appealed in writing to step 3 by the employee within ten (10) work days I shall be considered resolved. If appealed, the city Council may, at its I discretion, establish a date for the purpose of hearing the employee's grievance. Following determination by the city Council, a written response shall be provided to the employee within I twenty (20) work days of receipt of the written grievance or of the hearing. The written response of the city Council shall constitute the city's I final response to the employee's grievance. SECTION 19-25 LAY-OFF AND DEMOTION. I An employee may be laid off at the recommendation of the Clerk Administrator with the approval of the city Council. Job relevant qualification factors shall be the primary basis .sa for determining lay-offs. Length of continuous service within a given job classification and total length of continuous service will be considered when job-relevant I qualifications of employees are equal. The Clerk Administrator shall give a minimum of fourteen (14) calendar days advance written notice to any employee to be laid off. I At the recommendation of the Clerk Administrator and with the approval of the city Council, an employee may be demoted from one position to another in a lower classification at a lower I level of pay. SECTION 19-26 DISCIPLINE FOR JUST CAUSE AND DISCHARGE. I Discipline and discharge will be for just cause. Evidence of just cause will provide the basis for all disciplinary I action. Cause for discipline and discharge includes, but is not limited to: 1- Incompetence or inefficiency in performance of duties. I 2 . Conviction of a criminal offense. 3 . Violation of any lawful or official work rule, I regulation or City ordinance. -16- .. I ------- I' 4. Reporting for work and/or working while under the influence of alcohol, drugs or other controlled I substances. ,. 5. The use of offensive conduct or language toward the public, municipal officers or employees. 6. Carelessness and/or negligence in the handling or I control of municipal property or property entrusted to the employee by 'the city. 7. Inducing or attempting to induce a person, officer or I employee of the City to commit an unlawful act or to act in violation of any lawful and reasonable official regulation or order. I 8. Dishonesty in the performance of duties. I 9. Violation of or fraud regarding the provisions of this chapter. 10. Failure to report to work, refusal to work as assigned I and directed, or other insubordination. 1I. Acceptance of a gift under circumstances from which it I could be inferred that the giver expected or hoped for preferred or favorable treatment in conduct of City business. Ie 12. Unapproved use of paid work time and/or equipment in outside employment or for personal benefit. I 13. Claiming paid sick leave for reasons other than those provided. I 14. Other incidents which constitute cause. SECTION 19-27 SUPERVISORY AUTHORITY REGARDING DISCIPLINE AND I DISCHARGE. Supervisors have the authority to impose oral and written reprimands without the prior approval of the Clerk I Administrator. Upon the recommendation of the Clerk Administrator, and with I approval of the city Council, an employee may be suspended without pay to a maximum of thirty (30) continuous work days in any given calendar year. I An employee may be demoted or discharged by the City Council. Employees shall be notified in writing of suspension without pay, demotion or discharge. Such notice I shall include the cause for such action. rfj -17- I The employee may grieve disciplinary action or discharge in '1 accordance with the established grievance procedure. Grievances of disciplinary action may be initiated at Step 2 I of the procedure. If the grievance is upheld, the employee shall receive all payments, benefits and service accrual .. which the employee would have earned during the period of suspension without pay, demotion or discharge. In case of demotion or discharge, an employee shall be reinstated to the position formerly held if the grievance is upheld. I Adopted by the Arden Hills city council this 10th day of December, 1990. I CITY COUNCIL CITY OF ARDEN HILLS I By I Thomas R. Sather, Mayor ATTEST: Clerk Administrator I Gary R. Berger, I " I I I I I I I - 18 - .. I I INDEX PAGE ~ SECTION 1.9-1., PURPOSE 1. SECTION 1.9-2, APPLICATION 1., 2 SECTION 1.9-3, EQUAL EMPLOYMENT OPPORTUNITY AND SEXUAL HARASSMENT POLICY 2 I SECTION 1.9-4/ DEFINITIONS 2-4 I SECTION 1.9-5, APPOINTMENTS 4, 5 SECTION 1.9-6, PROBATIONARY PERIOD 5, 6 I SECTION 1.9-7/ POSITION CLASSIFICATION PLAN 6, 7 SECTION 1.9-8, COMPENSATION PLAN 7, 8 I SECTION 1.9-9/ CONFLICT OF INTEREST 8 I SECTION 1.9-1.0, PERFORMANCE EVALUATION 8 SECTION 1.9-1.1./ SERVICE CREDIT 9 I SECTION 1.9-1.2, VACATIONS 9 -1.1. SECTION 1.9-1.3, SICK LEAVE 1.1. Ie SECTION 1.9-1.4, EMERGENCY & FUNERAL LEAVES OF ABSENCES 1.2 I SECTION 1.9-15/ EXTENSION OF LEAVE 12 SECTION 19-1.6/ MILITARY LEAVE 1.2/ 13 I SECTION 19-1.7, UNPAID LEAVE OF ABSENCE 13 SECTION 19-1.8/ JURY DUTY 13/ 14 I SECTION 19-19/ PARENTAL LEAVE 14 I SECTION 19-20/ HOLIDAYS 14 SECTION 19-21/ SEVERANCE PAY 1.4 I SECTION 19-22/ RESIGNATION 1.5 SECTION 19-23/ RETIREMENT 15 I SECTION 19-24/ GRIEVANCE PROCEDURE 15/ 16 I SECTION 19-25/ LAY-OFF AND DEMOTION 16 ~ SECTION 19-26/ DISCIPLINE FOR JUST CAUSE & DISCHARGE 16/ 17 SECTION 1.9-27/ SUPERVISORY AUTHORITY REGARDING DISCIPLINE AND DISCHARGE 17/ 18 I , ., . I ,. Fr,--" .-) -.... . '. . "",:' ,..... i JC. 1 4 1997 r I CI i; ., I I CITY OF ARDEN HILLS I POLICY MANUAL I I Ie I I - I I I I I it I I . I .. I INTRODUCTION I I I I I " I I I I I I I .. I I I ~ INTRODUCTION Your employer, the City of Arden Hills, welcomes you to its progressive organization. I As a City of Arden Hills employee you are involved in one of the most rewarding of all careers; providing public service to the community. The City of Arden Hills is responsible for the delivery of a wide range of municipal services and, as a City employee, it is your I responsibility to provide these services in the most efficient and responsive way possible. This policy manual contains personnel policies and procedures for City of Arden Hills I employees. The policies and procedures contained in this policy manual may be revised from time I to time as the City deems appropriate without prior notice. Because of the need to change policies to accommodate changes in the City of Arden I Hills, statements in this manual are not to be considered binding upon the City except when they are restatements of terms and conditions of employment contained in labor agreements. I This manual does not constitute a contract. .. I I I I I I I it I I PURPOSE AND APPLICATION I .. The purpose of this manual is to establish a uniform and equitable system of municipal personnel administration for all employees of the City. The provisions of this manual shall apply to all employees of the City except the following: I A. All elected officials I B. Temporary employees and part-time employees, other than regular part- time employees. C. Consultants and others rendering professional services on a fee basis. I D. Volunteer personnel and personnel appointed to serve without pay, including members of boards and commissions. E. Emergency appointees serving with or without pay. I I I ~ I I I I I I I -- I ----- - I I MANAGEMENT RIGHTS ,. Any term and condition of employment shall remain solely within the discretion of the City to modify, establish or eliminate. The City of Arden Hills retains the full and unrestricted I right to operate and manage all personnel, facilities, and equipment; to establish functions and programs; to set and amend budgets; to determine the utilization of technology; to establish and modify the organizational structure; to select, direct, and determine the I number of personnel; to establish work schedules, and to perform any inherent managerial function not specifically limited by current collective bargaining agreements, these regulations, and City Council resolutions. I I I I Ie I I I I I I I it I I EQUAL EMPLOYMENT OPPORTUNITY I .. The City of Arden Hills strives to provide full and equal opportunities for every person in all areas related to employment, training, promotion, and compensation within the City government. To this end, the City upholds the principle that no individual shall be I discriminated against with respect to compensation, terms, conditions or other privileges of employment because of race, color, creed, religion, sex, age, national origin, sexual orientation, marital status, veteran status, source of income, or physical disability, and to I any other group or class against which discrimination is prohibited by state or federal law. Employees who participate in discrimination of any kind are subject to discipline up to and I including termination. Any person who feels that he/she has been discriminated against should contact the City I Administrator. Employees and applicants are protected from coercion, intimidation, interference, or discrimination for filing complaints or assisting investigations. I I " I I I I I I I .. I I I DEFINITIONS f' A. Anniversary Date. Shall mean the month and day of initial hiring or promotion of an employee. I B. Appointing Authority Means the City Administrator or other City officer to whom the City Council has delegated I authority to appoint personnel. C. Benefits. Benefits shall mean indirect compensation and I any privileges granted to employees, including: vacation leave, sick leave, holiday leave, funeral leave, military leave, group insurance and any I other benefits approved by the Council. D. Certified Bargaining Unit A group of employees who have been I determined by the State to have a common interest in the collective bargaining process and whose common interest has been determined I as appropriate by the State. E. Class. Shall mean a position or group of positions Ie similar in respect to their duties and responsibilities so that the same title can reasonably be used for the position, and the I same salary schedule may be applied to the position. I F. Compensatory Time Means time off from work at the employee's normal straight time rate of pay. For regular employees not exempt from the provisions of I the Fair Labor Standards Act, compensatory time shall be computed at one and one-half times the number of overtime hours worked. I G. Demotion. Shall mean the placement of an employee in a position having a lower pay and/or iess I responsibility than the position previously held. This could involve a reduction in salary due to I incompetency, inefficiency or misconduct. H. Exempt Employee Means an employee who is exempt from the I overtime provisions of the Fair Labor Standards Act. it I I I. Fiscal Year. Fiscal shall be January 1 through I year .. December 31 inclusive. J. Grievance. Shall mean a dispute or disagreement regarding the interpretation or application of the specific I terms and conditions of a labor agreement or other City policy. K. Immediate Family. Immediate family shall mean the spouse, I children, siblings, parents, grandparents, aunts, uncles, nephews, nieces, in-laws or I grandchildren of an employee. L. Lay-Off. Shall mean the temporary dismissal from I employment of an employee for an unspecified length of time. During a period of lay-off, employees do not accrue benefits and are not I credited with service. M. Municipal Service. Means employment with the City. I N. Non-Exempt Employee Means an employee who is not exempt from the overtime provisions of the Fair Labor Standards " Act. O. Overtime Means work performed at the express I authorization of the Employer in excess of the scheduled work day or 40 hours per work week. P. Position. Means employment calling for the performance I of specified tasks which constitute the total work assignment of a single employee. There are as I many positions as there are employees. Q. Probationary employee. One who has been assigned to a regular full- I time or regular part-time position but who has not completed the probationary period. I R. Probationary period. The period of six (6) months after original appointment of any regular full-time or regular I part-time employee. This period is a trial period considered as an integral part of the examination process during which an employee I is required to demonstrate fitness for the position and ability to meet required performance standards of a position. .. I I I fI S. Promotion. Shall mean the placement of an employee in a position having a higher pay range and/or more responsibility than the position previously held. I T. Regular Employee. Regular employee shall mean an employee who has completed the required probationary period and who serves in a position which is provided I in the budget on a regular basis. U. Regular Full-time Employee. Regular full-time employee means a regular I employee who has successfully completed the required probationary period and is scheduled for that number of hours which make up the I regularly scheduled weekly or monthly period of service in the class. I V. Regular Part-time Employee. Regular part-time employee means a regular employee who has successfully completed the required probationary period and is employed I on a schedule of 20 or less hours per week. W. Service Credit. The specified period of time required for an .. employee to be eligible for benefits. X. Temporary Employee. Temporary employee shall mean any person I who is engaged in part-time, seasonal, or casual employment. Temporary employees shall not accrue benefits. I y. Termination. Means the separation of an employee from the I municipal service as a result of discharge, resignation, retirement, or death. I Z. Transfer. Means the placement of an employee in a different position within the same class as the position previously held. A transfer does not I result in a change in pay range. I I tI I - -- -- ----------- '. . .. I EMPLOYMENT I I I I I ~ I I I I I I I .. I ,- I I ,. RECRUITMENT AND SELECTION All appointments in the municipal service shall be made according to job-relevant qualifications, merits and fitness as determined by the City Councilor City Administrator. I Appointments to municipal service shall be made by the Appointing Authority. I The basic recruitment and selection policies of the City are to take whatever measures necessary to seek out and to encourage properly qualified individuals to apply for positions at all ievels of City service and to provide assurance that the best qualified I applicants are properly inducted into municipal service. Competition for positions shall be open to all applicants who meet the qualifications established for the class of position for which application is made. No person shall in any way be favored or discriminated I against because of race, color, creed, age, marital status, sex, political opinion or affiliation, disability, sexual orientation, or welfare assistance status. I In making a selection from among candidates to fill vacancies, the City may use written, oral or performance tests, an evaluation of training and experience, or any combination of these, Investigations of background, character, education, experience or physical I fitness may also be required, Appointment to a position the municipal service shall not be construed to be a property Ie right of the employee. All employees are appointed by and serve at the sole discretion of the City Council. I I - I . I I I I rf' I I I PROMOTION, ADVANCEMENT AND TRANSFER .. It is the policy of the City of Arden Hills to fill vacancies by promotion of current employees from within where practicable. Vacancies will be filled based on knowledge, I skills and abilities. This shall not be construed to preclude the City from external recruitment and/or selection of applicants outside the municipal service, nor as a waiver of job-relevant qualifications for a position, nor as a guarantee of promotion from within I to any and or all positions for which job openings occur. Job openings shall be posted in the City Hall for five (5) work days prior to the filling of I such vacancies. If a position is filled from within, length of service in relevant job classification(s) shall be the determining factor only when job-relevant qualifications of employees being considered are equal. I I I ~ I I - I I I I I .. I I I f' FALSE INFORMATION/BRIBERY - Any applicant or employee giving false or misleading information on an application form, I cheating on an examination, or falsifying a statement, certificate or evaluation shall not be considered for employment or shall be subject to immediate dismissal. Fraud or I attempts to 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 to dismiss an employee. I No person seeking employment or promotion shall, either directly or indirectly, attempt to influence the City Administrator or City Council in any way with money, services or other remuneration. I I I Ie I I - I I I I I it I I I PROBATIONARY PERIOD .. The City of Arden Hills regards the probationary period as an integral part of the examination process. During this period new employees are closely evaluated to determine whether or not they meet acceptable standards of performance. This period I is one of the most effective tests available to measure fitness for the job. The first six months is a probationary period. During this period employees are I encouraged to discuss their progress with their supervisor and become fully acquainted with job responsibilities. If the employee's work meets established standards, they will become a regular employee at the end of the probationary period. New employees I judged incapable of learning and properly performing the job during this period may be terminated without stating a reason or cause, or in accordance with law or the applicable provisions of labor agreements. I A. Review. At least three (3) weeks prior to completion of the probationary period, the City Administrator or department head shall review the performance of I a probationary employee. If the employee is not to be continued beyond the end of the probationary period, the employee shall be so notified before the end of I such period. B. Credit For Benefits During Probationary Period. During the probationary period " an employee will receive paid holidays. Upon successful completion of a probationary period, an employee's service credit for the purpose of computing benefits hereunder shall be determined from the commencement of his probationary employment. After 6 months/1aG days of continuous service, a newly I hired probationary employee will be entitled to use sick leave accrued from the date of employment. Newly appointed employees will accrue vacation leave I during the probationary period and will be eligible to use accrued vacation ieave after six months of continuous service. This provision does not apply to employees serving a probationary period following promotion. Group insurance I benefits shall start in accordance with any waiting periods designated by the group. insurance carrier. I I I I .. I I I f' LAY-OFF AND DEMOTION Fourteen (14) calendar days after written notice, the City Administrator, with the approval of the City Council, may lay-oft regular employees because of reduction of work or funds, I abolition of positions, or other reasons. Job relevant qualification factors shall be the primary basis for determining lay-ofts. Length of continuous service within a given job classification and total length of continuous service will be considered when job-relevant I qualifications of employees are equal. The City Administrator, with the approval of the City Council, may demote an employee I from one position to another in a lower classification at a lower level of pay. I I I Ie I I - I I I I I it I I I WORK SCHEDULES .. The hours of work shall be those established by the City for the efficient conduct of City . business. The normal work day consists of eight (8) hours. The normal work week for regular City employees shall be five (5) days, Monday through Friday and shall consist I of forty (40) hours. Employees shall be granted a rest break not to exceed fifteen (15) minutes away from job duties on two separate occasions during each work shift and a one-half hour lunch break. Meal periods are not paid, not included in the computation of I overtime, nor included in the computation of a normal work shift or payroll period. In order to provide for continuity in City operations, the timing of these breaks is subject to the approval of the supervisor in charge. I For non-exempt employees time worked in excess of forty hours in a week is considered overtime and is payable at one and one-half the employee's regular rate of pay. I All overtime must be approved by the City Administrator except in cases of emergency. Department heads and supervisory empioyees are required to put in the lime necessary I to perform their jobs. The City Administrator may change the working schedules of City employees as needed. I " I I - I I I I I .. I I' I it ATTENDANCE You are expected to be regular in your attendance during all scheduled hours of work. Unsatisfactory attendance, including reporting late and quitting early, may be grounds for I disciplinary action. If you suspect you are going to be late for any reason, telephone your supervisor in advance if possible. I I I I I Ie I I - I I I I I .. I ------.- - ------.-.- ------- 1 , I EMPLOYMENT OF RELATIVES -. The City of Arden Hills does not restrict employment of more than one member of a family or persons related by blood or marriage. However, to avoid conflict of interest, no City employee may take part in decisions to hire, I retain, promote or determine the salary of his/her spouse, family member or blood relative. I In addition, no City employee is to be assigned responsibility for supervising and directing the work of his/her spouse, family member or blood relative. I I I I ~ I I - I I I I I .. I I I f' OUTSIDE WORK RESTRICTIONS The City of Arden Hills does not restrict you from engaging in outside employment. I However, the City expects regular, full-time employees to consider City work their primary employment. The City will not condone outside employment that interferes with the performance of your duties with the City. Also, the City cannot change your work hours I to facilitate the scheduling of any outside employment. I I I I Ie I I - I I I I I it I I I RESIGNA liON .. In order to prepare for replacing employees who resign, the City of Arden Hills requires the submission of letters of resignation from employees at least fourteen (14) calendar days before the last actual day of work. This written notice shall be provided to the I employee's immediate supervisor. Employees shall be compensated for accumulated unused vacation leave provided that the employee has a minimum of one (1) complete year of continuous service. Failure to give the required advance notice may be cause for I denying future employment in municipal service. Unauthorized absences from work for a period of three (3) consecutive work days shall I be considered resignation without proper notice, unless extenuating circumstances preclude the employee from notifying their supervisor. I I I .. I - I I I I I I .. I ---- I I ,. EMPLOYEE RECORDS Employee records are maintained in the City Administrator's Office. Laws regarding data I privacy are strictly followed. It is important that your permanent personnel records are kept accurate and up-to-date. I You must immediately notify the City Administrator when there is a change in any of the following: I - Name (through marriage or otherwise) - Address - Marital status I - Beneficiaries for life insurance and retirement - Telephone number - Person to contact in case of an emergency I Most of the data is private and is not revealed without your permission. I .. I I - - I I \ I I I fI I ------------ I I DISCIPLINE .. City of Arden Hills employees are expected to maintain a high level of performance. In the event job performance or behavior causes problems that interfere with work, provision of City services or the management of the City, disciplinary measures which could lead I to termination may be necessary. DISCIPLINARY PROCEDURES I The City will administer disciplinary procedures which incorporate the principles of just cause. Evidence of just cause wiil provide the basis for all disciplinary action. Cause for I discipline and discharge includes, but is not limited to: 1. Incompetence or inefficiency in performance of duties. I 2 Conviction of a criminal offense. 3. Violation of any lawful or official work rule, regulation or City ordinance. I 4. Reporting for work and/or working while under the influence of alcohol, drugs or I other controlled substances. 5. The use of offensive conduct or language toward the public, municipal officers or .. employees. 6. Carelessness and/or negligence in the handling or control of municipal property or I property entrusted to the employee by the City. 7. Inducing or attempting to induce a person, officer or employee of the City to I commit an unlawful act or to act in violation of any lawful and reasonable official regulation or order. I 8. Dishonesty in the performance of duties. 9. Violation of or fraud regarding the provisions of this policy. I 10. Failure to report to work, refusal to work as assigned and directed, or other I insubordination. 11. Acceptance of a gift under circumstances from which it could be inferred that the I giver expected or hoped for preferred or favorable treatment in conduct of City business. 12. Unapproved use of paid work time and/or equipment in outside employment or for I personal benefit. -. I ---------------- I I it 13. Claiming paid sick leave for reasons other than those provided. 14. Other incidents which constitute cause. I SUPERVISORY AUTHORITY REGARDING DISCIPLINE AND DISCHARGE I Supervisors have the authority to impose oral and written reprimands without the prior approval of the City Administrator. I Upon the recommendation of the City Administrator, and with approval of the City Council, an employee may be suspended without pay to a maximum of thirty (30) I continuous work days in any given calendar year. An employee may be demoted or discharged by the City Council. Employees shall be I notified in writing of suspension without pay, demotion or discharge. Such notice shall include the cause for such action. I The employee may grieve disciplinary action or discharge in accordance with the established grievance procedure. Grievances of disciplinary action may be initiated at Step 2 of the procedure. If the grievance is upheld, the employee shall receive all Ie payments, benefits and service accrual which the employee would have earned during the period of suspension without pay, demotion or discharge. In case of demotion or discharge, an employee shall be reinstated to the position formerly held if the grievance I is upheld. I -. I I I I I if I 1 I GRIEVANCES .. It is the policy of the City to prevent the occurrence of grievances insofar as practicable and to provide an orderly, efficient and timely procedure for dealing with those which do occur. A grievance is defined as a dispute or disagreement regarding the interpretation I or application of City policy and procedure. This procedure shall be followed by an employee in presenting a grievance to the City. I Failure to follow the steps within the stated time limits may result in a denial of the grievance on procedural grounds. Step 1. An employee claiming a violation concerning the interpretation or I application of City policy may, within ten (10) work days after such alleged violation has occurred, present the written grievance to the I employee's immediate supervisor or department head. The immediate supervisor shall provide a written response to the grievance within ten (10) work days of presentation of the grievance I by the employee. Step 2. If the grievance is not resolved in Step 1, the employee may appeal I the grievance in writing to the City Administrator or supervisor within ten (10) work days of receipt of the department head's written response in Step 1. Any grievance not appealed in writing to Step " 2 by the employee within ten (10) work days shall be considered resolved. If appealed, the written grievance shall be presented by the I employee and discussed with the City Administrator. The city I Administrator shall provide a written response to the grievance within - ten (10) work days of receipt of the written grievance. Step 3. If the grievance is not resolved in Step 2, the employee may appeal I the grievance in writing to the city Council within ten (10) work days of receipt of the City Administrator's written response in Step 2. Any I grievance not appealed in writing to Step 3 by the employee within ten (10) work days shall be considered resolved. If appealed, the City Council may, at its discretion, establish a date I for the purpose of hearing the employee's grievance. Following determination by the City Council, a written response shall be I provided to the employee within twenty (20) work days of receipt of the written grievance or of the hearing. The written response of the City Council shall constitute the City's final response to the I employee's grievance. .. I I' I .- CONFLICT OF INTEREST It is expected that every employee shall exercise good judgement in avoiding involvement with conflicting outside business interests or the business interest of co-workers or I subordinates such that these interests conflict with the conduct of City business. These include, but are not limited to the following: I A. Those in which an employee has a financial interest in, or receive benefits from a business which they may be able to favor with City business by reason of their I employment with the City. 8. Employees and department heads conducting personal business on City time and I department heads who knowingly allow subordinates to conduct personal business on City time. C. Those in which an employee accepts full or part-time work elsewhere, where such I activity interferes with their duties and performance of their job with the City. I .. I I _. I I I I I fI I ----- '1 I BULLETIN BOARDS -. Bulletin boards are placed at every location where employees report for work. Notices, announcement and documents of interest and great importance to you are displayed on these bulletin boards. I It is to your advantage to check the bulletin board regularly for information on important matters concerning your job and other happenings in the City. I I I I I .. I - I I I I I I .. I I' I f' I I COMPENSA liON I I I I Ie I I I I I I I it I ---------- ---- '- '1 I POSITION CLASSIFICATION PLAN .. ESTABLISHMENT: The City Council establishes and maintains a position classification plan for City positions. All positions are grouped in classes having a definite range of difficulty and responsibility. For each class of I position there is: a class title description of the duties of positions within a class; a written nature of the work and the relative responsibility of the positions in the class; examples of work which I are illustrative of duties of positions allocated to the class; requirements as to knowledge, ability and skills necessary for I performance of the work and a statement of job-relevant qualifications necessary for recruitment into the class. Minimum job- relevant requirements may be added for any position. I , ALLOCATION: When a new position is created for which no appropriate class exists or when the duties of an existing position are sufficiently changed so I that no appropriate class exists, the City Administrator creates a new class and provides for an appropriate class specification to be submitted to the City Council. I PLAN REVIEW: As often as is necessary to assure continued correct classification, the position classification plan shall be reviewed by the City " Administrator and necessary adjustments shall be made subject to Council approval. FILING OF PLAN: The position ciassification plan is filed by the City Administrator. I I - I I I I I .. I - ------ ." I f' COMPENSATION PLAN ESTABLISHMENT: The calendar year of pay for each position shall be established on . an annual basis by resolution of the council following adoption of the annual budget. Such resolution shall state the starting salary and the maximum salary for each position classification. The I compensation plan shall be filed with the City Administrator. SALARY RANGE: Any salary range established for a class shall represent the total I direct remuneration for full-time employment in the class, but shall not be considered as reimbursement for official travel or other expenses which may be allowed for conduct of official business. No I employee shall receive pay from the municipality in addition to the salary authorized for any positions to which the employee has been appointed. This shall not prevent employees from working in more . than one position when authorized by the City Council or City Administrator. I Ie I I - I I I I I .- I - -.---- '1 I OVERTIME AND COMPENSATORY TIME .. Overtime hours must be authorized by the supervisor or the City Administrator in advance of working such overtime. Overtime work is work performed in excess of forty (40) hours in a seven (7) day period. Overtime shall be paid at one and one-half(1-1/2) times the I basic hourly rate of compensation. Compensatory time must be authorized by the supervisor or the City Administrator in I advance taking such compensatory time. Regular and probationary full-time and part-time employees may receive and accrue compensatory time in lieu of payment for hours worked over the normal forty hours in one work week. I Non-exempt employees - will receive compensatory time at the rate of one and one-half times the hours worked over forty hours. I Exempt employees - may receive compensatory time on an hour for hour basis. I Any compensatory time left in an employee's account upon resignation, discharge or retirement will be forfeited. I fjI I - I I I I I I .. I I" I .- PERFORMANCE EVALUATION There shall be a minimum of one (1) written performance review on an annual basis for all regular full-time, regular part-time and probationary employees. The evaluation will I include a review of the employee's major responsibilities, an appraisal of the employee's job performance, identification of any problem areas and an action plan for correction or improvement, including the establishment of future performance objectives. I A personal interview between the immediate supervisor and the employee shall be conducted by the supervisor within a reasonable time period after receipt by the employee I of the supervisor's written evaluation. A copy of the written evaluation for each regular and probationary employee shall be submitted to the City Administrator for review and shall be filed in each employee's personnel file. An overall evaluation of "satisfactory" I performance will be required prior to the granting of any salary increase. I I Ie I I - I I I I I fj I '1 I SERVICE CREDIT -I Service credit is credit given a City employee for employment by the City as a regular full- time or regular part-time empioyee, commencing with the date of original employment. This includes a probationary period, if any, before employment. I Employees must earn six months (180 days) service credit before they are eligible for any benefits hereunder except holiday pay. Six month's service credit is one thousand forty I (1,040) hours of total employment. No more than one year's service credit shall be given an employee for each year of their employment even through more than 2,080 hours are worked during anyone year. A temporary employee transferred to a regular position will I be given service credit for continuous service prior to such transfer. A regular part-time employee will receive service credit by converting their part-time I employment to eq~alent adjusted full-time service. In the event such employee has been employed for a full year from the anniversary date marking the commencement of their employment, their service credit shall be based on such full year. I Temporary employees shall not be entitled to paid holidays, vacation, sick leave, or group insurance coverage. I Regular part-time employees shall be entitled to paid holidays, sick leave, and vacations " computed by converting their part-time employment to equivalent adjusted full-time service. Regular part-time employees shall not be entitled to group insurance coverage. I I _. I I I , I I .. I I' I I- SEVERANCE PAY Regular full-time employees who have completed ten (10) or more years of continuous service with the City and who are leaving the City's employment in good standing will I receive a percentage of their unused accumulated sick leave upon retirement or lay-off. This severance pay benefit will be up to 33 1/3% of the employee's unused accumulated sick leave to a maximum benefit of 266.67 hours of pay. I I I I I Ie I I I I I I I it I ,- '1 . I TRAVEL EXPENSES -I An employee shall be reimbursed for actual and necessary expenses incurred when traveling on City business only upon approval of such expenses by the City Council. In I order to receive reimbursement, the employee shall promptly fill out the appropriate claim form and submit it to the Department Head for consideration and approval. I I I I I " I I - I I I I I .. I ." I , I . BENEFITS I I . I Ie I . I I I I I it I . - --------------- '1 I INSURANCE BENEFITS ~ Health Insurance The City provides full-time regular employees with a comprehensive hospital and major I medical group health insurance plan. The City pays a portion of the premium for employees and their dependents. The employee portion of the premium is deducted from I the employee paycheck. Pursuant to applicable state or federal law requirements, employees who terminate I employment with the City for any reason other than retirement may be eligible to continue the group health care program. Changes in family status, eligibility for Medicare, or death of a spouse may also warrant continuing coverage. The premiums for this continuation I of coverage must be paid by the employee. Contact the City Administrator's Office for additional information. Employees who retire and are receiving retirement benefits are eligible to continue the I group health care program and shall be responsible for the premium cost. Employees on unpaid leave of absence are responsible for the full payment of insurance I premiums and are required to maintain the same level of health insurance coverage while on an unpaid leave of absence that was in force prior to the leave. " Life Insurance The City provides full-time regular employees with group term life insurance with I accidental death and dismemberment coverage in the amount of $10,000. (The amount of life insurance provided may vary according to the labor agreement.) I In compliance with state and federal law, employees who terminate their employment with the City may be eligible to continue the group term life insurance prograni at the I employees expense. Contact the City Administrator's Office for additional information. Employees who retire and are receiving retirement benefits are eligible to continue group I life insurance benefits at the employee's expense. Employees on unpaid leaves of absence may retain insurance coverage at their own I expense. Short Term Disabilitv I The City provides short term disability benefits to all full-time employees. The benefit uals be ins the 1st day of an accident or 8th day of a sickness and is I payable for 26 wee s.~wo-thirds of the employees weekly wage to a maximum of $200 .. per week. I I I fI RETIREMENT For most employees, the Public Employees Retirement Association (PERA) is a I mandatory program authorized by state law to supplement social security retirement benefits for certain public sector employees. Under this plan, a percentage of an employee's salary is automatically deducted from your paycheck and an additional I percentage of salary is contributed by the City. These percentages are established by State law. The funds are forwarded to PERA and credited to the employee's account. If an employee leaves employment with the City before retirement and they desire to I withdraw the amount have contributed to PERA (employees may not receive the portion paid by the City; it remains with PERA), the employee may request such a refund, usually with interest. Withdrawal forfeits any potential retirement payments which the I contributions may have earned for the employee. To be eligible for PERA benefits, employees must be a member for a minimum of three years. I Each year employees will receive correspondence from PERA detailing contributions and other pertinent retirement information. Employees should review the yearly information carefully to keep up-to-date on the benefits accrued through the retirement fund. I For additional information contact the City Administrator's Office. .. I I I I I I I tI' I I I DEFERRED COMPENSATION/ICMA .. Regularfull-time employees are eligible to participate in the Deferred Compensation Plan. This voluntary supplemental retirement plan allows you to have part of your salary withheld and invested for payment to you upon termination. The deferred amount and I the interest earned on investment are not subject to current State or Federal income tax. When you receive the money, it will be taxed as ordinary income based on regular W-4 with holdings. The City's Deferred Compensation Plan is regulated by the Internal I Revenue Service (IRS 457). You may defer up to twenty-five (25%) of your salary up to an I.R.S. maximum in anyone I calendar year. Three years prior to retirement, you may defer an additional amount under a catch-up provision. I I I ~ I I - I I I I I .. I I I f' I I LEA VES/TIME OFF I I I I Ie I I I . I I I I fI I --- I I VACATION .. A. APPLICATION: Vacation leave is intended as a period of rest and relaxation and may not be waived by an employee for the purpose of receiving double pay. I No regular employee shall carry over into the next calendar year any more accrued vacation leave benefits than forty (40) hours in excess of the total hours the employee has actually accrued during that year. I B. APPROVAL: Vacations will be subject to the prior approval of the City Administrator. An employee having the most continuous service will be given I preference in the choice of vacation time. All vacations must be arranged at least ten (10) days in advance. If, during vacation leave, an employee becomes ill and is confined to a hospital or to bed rest, sick leave benefits may be used. The City I Administrator may require that such illness be verified by medical certification before approving the payment of sick leave benefits. C. PROBATIONARY PERIOD: Newly appointed employees will accrue vacation I during the probationary period and will be eligible to use accrued vacation after the completion of six months (180 days) of continuous service. This provision does I not apply to employees serving a probationary period following promotion. D. SEPARATION: An employee who leaves the municipal service after a " minimum of one (1) complete year of continuous service shall be compensated for vacation accrued to the date of separation. E. VACATION ACCRUAL: Probationary employees shall not be entitled to avail I themselves of such benefits. Temporary employees are not eligible for vacation. I -. Length of Accrual Rate/ Accrual Maximum Service Pay Period RatelYr Accrual I Through 5 yrs 3.5 hours 91 hours 131 hours 6 to 11 years 5.0 hours 130 hours 170 hours I Years12 and 13 5.5 hours 143 hours 183 hours Years 14 and 15 6.0 hours 156 hours 196 hours 16 through 19 yrs 6.5 hours 169 hours 209 hours I 20 years + 7.0 hours 182 hours 222 hours When an official holiday as provided by City policy falls on a working day during I an employee's vacation, the day of the holiday will not be counted as a day of I vacation. Similarly, official holidays as provided herein falling on Saturday or Sunday, when they have the effect of converting a Friday or Monday to a holiday, shall not be counted as a day of vacation. .. I ." I f' SICK LEAVE I A. PURPOSE: Paid sick leave may be granted by the City when an employee is unable to perform work duties due to: illness, disability, including temporary disability due to pregnancy and childbirth, legal quarantine, serious illness of a I spouse, child, parent or legal guardian residing in the same household as the employee; the necessity of obtaining medical or dental care, or other emergencies. Paid sick leave shall not be granted unless it has been requested by an employee I for the purposes previously stated; previously earned by the employee in accordance with the accrual schedule and approved by the employee's immediate supervisor. I B. ELIGIBILITY: The supervisor or Administrator shall determine whether an employee is eligible for benefits under the sick leave plan and, in connection with I such determination, may determine in their discretion, whether an employee's absence from work is actually due to illness or injury. In the event the supervisor deems it proper to make inquiry into an employee's absence, the employee shall I cooperate in authorizing the supervisor or Administrator to obtain any necessary medical or hospital records. Claiming sick leave for reasons other than those stated shall be cause for disciplinary action or discharge. Ie C, ACCRUAL. Sick leave shall be earned by all regular full-time employees at the rate of eight hour per month, or 12 days per year. Temporary employees are not I eligible for sick leave. Employees using earned vacation leave or paid sick leave shall be considered to be working for the purpose of accumulating additional vacation or sick leave, Employees on a leave of absence will not accrue vacation I or sick leave. D. AyCUMULA TION: Sick leave may be accumulated to a maximum of one hundred I (100) days. Probationary employees who are new hires may not use sick leave until satisfactory completion of six (6) months (180 days) of continuous service. Probationary employees who have been promoted may use sick leave; however, I if sick leave used exceeds a total of five (5) days, the probationary period shall automatically be extended by the same number of days as sick leave days used. When accumulated sick leave reaches the maximum, the employee will continue I to be credited with one day per month banked sick leave, which may be used after depletion of their accumulated sick leave, to protect the employee in the event of a lengthy illness or accident. I EXTENSION OF LEAVE I In order to receive paid sick leave, an employee must report as soon as practicable to it their supervisor or the City Administrator the reason for such absence; keep their immediate supervisor informed on a daily basis if the absence exceeds more than three I ". I (3) work days duration; and submit a medical certificate stating the cause of the .. employee's absence if required by the City Administrator. An employee who is eligible to receive sick leave and who is eligible to receive Worker's Compensation payments shall be granted accrued sick leave pay only in the amount of I the difference between the employee's regular salary and the Worker's Compensation payments. An employee cannot receive more than their normal take home pay as a result of any City pay supplement to Worker's Compensation benefits. I The Council may, in its discretion, grant additional sick leave pay to an employee in the event the Council finds that extension of the normal sick leave allowance is justified I because of hardship to the employee. The Council shall determine the existence of the hardship, which determination shall be final. In addition to the particular hardship, the council shall consider the length of service of the employee, and emergency extensions I of the sick leave allowance shall not be granted unless the employee has been in the employ of the City at least one calendar year, whether part-time or full-time. The Council shall also determine in the particular case whether such emergency sick leave as may I be granted shall be charged against later accumulations of sick leave by the employee. I ., I - I I I I I I .. I I- I it FUNERAL LEAVE The City of Arden Hills provides time off to regular employees upon the death of an I employee's immediate family. Up to three (3) days with pay, not charged to sick leave, shall be granted for the death I of an immediate family member. I I I I Ie I I - I I I I I if I .. I JURY DUTY .. A City of Arden Hills employee required to serve as a juror or under subpoena as a witness in court shall be granted leave of absence with pay while serving in such I capacity. Such employee shall receive the amount of the difference between the employee's regular salary and jury duty payor fees received for service. An employee shall assign the jury duty pay, less pay received for mileage and expenses, to the City I and the City shall pay the employee their 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. I If the jury is dismissed prior to the end of the employee's work day, the employee will report to work if practicable. I I I " I I - I . I I I .. I ---.------- I -. I fI HOLlDA YS The City of Arden Hills enables regular employees to have time off to enjoy certain I holidays without loss of wages or salary. The following twelve (12) eight (8) hour days shall be observed as paid holidays for I regular full-time employees and pro-rated for reguiar part-lime employees. Temporary employees are not eligible for paid holidays. No holiday pay shall be given any employee working less than twenty (20) hours a week. New employees working at least twenty (20) I hours a week shall receive holiday pay based on the work schedule for which they have been hired. I 1. New Year's Day, January 1; 2. Martin Luther King's Birthday, observed the third Monday in January; 3. President's Day, the third Monday in February; I 4. Memorial Day, the last Monday in May; 5. Independence Day, July 4; 6. Labor Day, the first Monday in September; I 7. Veteran's Day, November 11; 8. Thanksgiving Day, the fourth Thursday in November; 9. The Friday after Thanksgiving Day; '- 10. 1/2 day on Christmas Eve; 1/2 day on New Year's Eve; 11. Christmas Day, December 25; 12. One floating holiday, (except probationary employees). I When New Year's Day, Independence Day, Veteran's Day or Christmas Day fall on I Sunday, the following Monday shall be a holiday. When New year's Day, Independence Day, Veteran's Day or Christmas Day fall on Saturday, the preceding Friday shall be a holiday. Floating holidays must have prior approval of the employee's supervisor, be I taken in !:lot less than eight hour increments and must be used by December 31 of each year. A floating holiday not used by December 31 of each year will be forfeited. I I I I .. I I I MILITARY LEAVE .. The City of Arden Hills complies with the laws of the State of Minnesota regarding leave of absence for military duty. I Upon return from military leave of absence, a regular employee shall be reinstated to the employee's former position or to a position of like status and pay, provided that the I employee is competent to perform all duties of the position to which assigned. G the position which the employee formerly held no longer exists, the employee shall be I reinstated to a position of like status and pay, provided that it is practicable to do so and that the employee is competent to perform all duties of the position to which assigned. Employees eligible to receive military leave compensation while participating in required I training exercises shall be compensated as required by Federal and State regulations. I I tJ I I - I I I I I .. I _____n___________.._____ I I f' FAMILY AND MEDICAL LEAVE In accordance with the federal Family and Medical Leave Act (FMLA), unpaid job I protected 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: I 1. Birth, adoption or foster care placement of a child; 2. To care for a spouse, child or parent who has a serious health condition; I or 3. For a serious health condition that makes the employee unable to perform I the functions of the position. Eliqibilitv I An eligible employee is one who has worked for the City for at least: I 1. 12 months, and 2. 1,250 hours during the twelve month period prior to requesting the leave. Ie Lenqth of Leave I The length of FMLA leave is not to exceed twelve (12) weeks in any twelve (12) month period, The entitlement to FMLA leave for the birth or placement of a child expires twelve (12) months after the birth or placement of the child. I Leave Year - I The leave year will commence the first day the employee is absent from work on FMLA leave. I Substitution of Paid Leave Time I An employee may request or the employer may require that an employee substitute accrued paid sick leave or vacation time for all or part of a family/medicalleave taken for any reason. I Notice I 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 given, as " much notice as practicable. 2. If an employee fails to give thirty (30) days notice for a foreseeable leave I ------ I I 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. I Medical Certification The employee must submit medical certification to support a request for leave because I of a serious health condition of a child, spouse, or parent of the emplo ~ "Certification of Physician or Practitioner" form can be obtained from the Cit Manage I It is 0 be completed by the attending physician or practitioner and submitted to e City anagerwithin fifteen (15) days after requested or as soon as is reasonably practicable. The City may require a second or third opinion at the City's expense. I Intermittent Leave I 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 if such leave is deemed I to be medically necessary. The employer may require the employee to transfer temporarily to an alternative position " with equivalent pay and benefits that better accommodates the intermittent leave than the regular position, All requests for intermittent leave will be evaluated on a case by case basis. I Return To Work I The employee will be required to submit a fitness for duty report prior to returning to work if the leave was for the employee's own serious health condition. I Job Protection 1. An employee returning from family/medical leave will be reinstated in his/her I former position or a position equivalent in pay, benefits and other terms and I conditions of employment. 2. The employee reinstatement rights are the same as they would have been had the employee not been on leave. Thus, if the employee position would I have been eliminated or the employee would have been terminated but for the leave, the employee would not have the right to be reinstated upon I return from leave. 3. If the employee fails to return from a family/medical leave at the end of the .. twelve (12) week period, the employee will be reinstated to his/her same or I I I fI similar position, only if available, in accordance with applicable laws. If the employee's same or similar position is not available, the employee may be terminated. I Effect On Benefits I 1. An employee granted a leave under this policy will continue to be covered under the City's group health insurance plan under the same conditions and I at the same level of City contribution as would have been provided if they had been continuously employed during the leave period. if there are changes in the City's contribution levels while the employee is on leave, I those changes will take piace as if the employee were still on the job. 2. The employee will be required to continue payment of the employee portion I of the group health and life insurance coverages. The employee will be advised in writing at th.e beginning of the leave period as to the amount and method of payment. I 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 I on leave, the employee will be required to reimburse the City for delinquent payments (on a payroll deduction schedule) no later than ninety (90) days after return from leave. The employee will be required to sign a written I statement at the beginning of the leave period authorizing the payroll deduction for delinquent payments. I 5.- If the employee fails to return from unpaid family/medical leave for reasons other than (certification is required within thirty (30) days of failure to return for either reason): I a. the continuation, recurrence or onset of a serious health condition of the employee or a covered family member; or I b. circumstances beyond the employee's control I 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 period of leave. I 6. Seniority and other benefits do not accrue during the period of unpaid .. family/medical leave, however, any benefits accrued prior to commencement of such leave will not be lost. I 1 I PARENTAL LEAVE FOR SCHOOL CONFERENCES .. Regular full-time employees may leave up to a total of 16 hours during any school year to attend conferences or school classroom activities related to the employee's child provided the conferences or classroom activities cannot be scheduled during non-work I hours. Parental school leave also includes childcare services as defined in Minnesota Statutes. To request parental leave for a school conference, you must fill out a leave request form and process it through the department head or supervisor. An employee I may request use of vacation time or leave without pay to a maximum total of 16 hours during any caiendar year. I I I I tI I - I I I I I I -- I I I ,. UNPAID LEAVE OF ABSENCE I Upon consideration of a formal written request by an employee, leave of absence without pay may be granted at the discretion of the City Administrator based on consideration of the following factors: I 1. municipal service needs; 2. the employee's performance record and length of service; I 3. the reason(s) for the request; 4. any other relevant information. I 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 the City Administrator; however, an unpaid leave of absence shall not exceed one (1) I calendar year, except when the employee is in the military service or has been disabled while performing job duties in the municipal service. Benefits including vacation, holidays, sick leave or other forms of indirect compensation shall not accrue during a period of I unpaid leave of absence. Employees shall not be credited with service accrual while on unpaid leave of absence. During the first calendar month or portion thereof during which an employee began an unpaid leave of absence, the employee may continue to be Ie covered by group health insurance, but will be responsible for paying one hundred (100%) percent of the premium costs. Any exceptions to this policy will require the approval of the City Council. I Unpaid leave of absence shall require the advance written approval of the City Administrator based upon the recommendation of the employee's department head. I -. I I I I I it I .- I I .. I CONDUCT I I I I I " I I I I I I I .. I I I f' SEXUAL HARASSMENT The City of Arden Hills intends to maintain a work environment free of sexual harassment, I a form of sex discrimination prohibited by law. Sexual harassment demeans people and creates unacceptable stress for the entire organization. The City will not tolerate sexual harassment of its employees by any person: employees, elected officials, or members I of the public. Sexual harassment is: I 1. Unwelcomed or unwanted sexual advances such as, but not limited to: patting, pinching, brushing up against, hugging, cornering, kissing, fondling, or any other I similar physical contact considered unacceptable by another individual. 2. Requests or demands for sexual favors. This includes subtle or blatant I expectations, pressures or requests for any type of sexual favor accompanied by an implied or stated promise of preferential treatment or negative consequence concerning one's employment status. I 3. Verbal abuse or kidding that is sex-oriented and considered unacceptable by another individual. This includes commenting about an individual's body or Ie appearance where such comments go beyond mere courtesy; telling "dirty jokes" that are clearly unwanted and considered offensive by others; or any other tasteless, sexually-oriented comments, innuendoes or actions that offend others. I 4. Creating a work environment that is intimidating, hostile or offensive because of unwelcome or unwanted sexually-oriented conversations, suggestions, requests, I demands, physical contacts or attentions. Employees who believe they have experienced sexual harassment or who know of I conduct they believe might constitute sexual harassment toward an employee must report such alleged harassment to their supervisor, another supervisor, or the City Administrator. The supervisor who receives the report should inform the City Administrator in confidence I as soon as possible. A supervisor who becomes aware of sexual harassment but fails to take immediate action against it will be subject to discipline. Failure to take immediate action against believed harassment is viewed by the courts as condoning the behavior. I A prompt and confidential investigation will be conducted by the City and fair consideration will be given to all of the facts presented Any supervisor, manager or I employee who has been found, after appropriate investigation, to have sexually harassed another employee will be subject to appropriate disciplinary action, up to and including termination. I It is a violation of the law for any supervisor or employee to retaliate against a person it who files a sexual harassment complaint. I I I WORKPLACE VIOLENCE POLICY .. The City of Arden Hills seeks to provide a safe and secure workplace environment for employees, volunteers, vendors, and citizens. Violence, or the threat of violence has no I place in any City of Arden Hills facility. This policy addresses the City's commitment to preventing the potentiai for violence in I and around the workplace and to fostering a work environment of respect and healthy conflict resolution. Many City employees may be exposed to vioience by the nature of their jobs. Violence, I or the threat of violence, by or against any City employee or other person while at a City of Arden Hills workplace is unacceptable and may subject the individual to serious I disciplinary action and/or criminal charges. The City of Arden Hills will take every reasonable action to protect the life, safety and I health of employees and will provide as rapid and coordinated a response as possible to violence or threats of violence at any worksite. Possession, use, or threat of use, of an object which could be considered a dangerous I weapon, including all firearms, is not permitted at the workplace, or on City property, including City vehicles, uniess such possession or use is an approved requirement of the " job. The City of Arden Hills is committed to providing a workplace environment in which all its I officials and employees treat each other, their customers and clients, and all others with courtesy, dignity and respect. I I I I I I .. I ---------- I I ~ ACCEPTING GIFTS AND GRATUITIES City Council Members, City Advisory Board or Commission members and City employees I shall not accept gifts of any type, or other consideration, such as meals, beverages, sporting event tickets, et aI., from any interested person, as defined by State law. I City Council Members, City Advisory Board and Commission members and City employees may accept awards, such as plaques, which are given in recognition of individual services in a field specialty or to a charitable cause. I City Council Members, City Advisory Board and Commission members, and City Employees may attend receptions, dinners, and/or other functions provided they have I received written invitation by an organization to make a speech, answer questions, or present information as part of a formal training program or seminar. I The City Council has designated the City Administrator to oversee this policy. I .. I I I I I I I .. I '. . HANDLING CITIZENS' COMPLAINTS 4tI Jvide an opportunity for feedback and identifying problem areas. I City business. lre handled determines to a great extent the level of confidence and equipment are ds for its municipal government. Above all, we are here to serve, affic laws. Seat I to effectively handle citizen complaints. lt, valid driver's le who operates plaint be polite and never argue with the complainant even if he/she ~iplinary action. . lie or insulting towards you and the City. Stay calm, cool and ;s and/or whose criticisms personally and you will be better able to help solve the st interest of the Jecome a part of it. I ::Jlaint over the telephone, let the complainant fully express his/her , meetings, etc.) . Iy inform the complainant that you are sorry that he/she has Jes not interfere m; and try to do what you can to solve the problem. complaint, it is very important to follow through properly. This can I doing the following: , and record information pertinent to the complaint; I ine which City employee is responsible to investigate and take tJ ve action and forward the complaint accordingly; up on what action has been taken to correct the problem. I le responsible supervisor should notify the complainant to advise . of the action that has been taken to correct the problem. I . I I . I -- I .- I I ~ I I SAFETY I I I I Ie I I I . I I I I -- I ___nn_____________ _______ 1 I SAFETY -- The personal safety and health of each employee of the City of Arden Hills and the prevention of occupationally induced injuries and illnesses is of primary importance. To I the greatest degree possible, management seeks to maintain a safe and hazard-free work environment. During the "check-in" interview employees receive a copy of the City of Arden Hills Safety I Manual. Employees are to read the manual carefully and ask questions about items that are unclear. As a condition of employment, employees are required to develop safe work I habits and to contribute to the safety of themselves and co-workers. To be successful, the City safety and health program must be the shared responsibility I of all employees. Employees are required to: Immediately report to supervisor all unsafe equipment, practices or procedures I which pose a threat to the safety of employees or others; Cooperate with and assist in the investigation of accidents to identify the causes I and to prevent recurrence; Observe and promote safe work habits; tJ Report injuries to supervisor immediately. I I I I I I I - I ----------- I I f! PROPERTY DAMAGE REPORTING _ involved in an incident which results in damage to City property must submit .tained in I the incident to his or her supervisor within twenty-four (24) hours of Workers' lensation rents also require a copy of the Minnesota Motor Vehicle Accident Report. :llan with innesota I he injury I These eopaths, I listration I Ie ~in an ID rider that I that you mty-four I lcessary with the I I the total Jetween through I and the spay. I I tf I -- I I CITY OF ARDEN HILLS f' MEMORANDUM DATE: November 11, 1997 I TO: Mayor and City Council ~ I FROM: Brian Fritsinger, City Administrato I SUBJECT: Employee Service Recognition Program Background I At the September, 1997 Council Worksession, staff provided the City Council with information related to employee service recognition programs. This information is attached for City Council review. I Requested Action The City Council is asked to give staff direction in regards to the creation of a service I recognition program. SF /sls Ie I I I I I I I .. I I. I CITY OF ARDEN HILLS f' MEMORANDUM DATE: September 12, 1997 I TO: Mayor and City Council (y!) I FROM: Brian Fritsinger, City Administrator !~ SUBJECT: Employee Service Recognition Program I Backl!round I Recently the Mayor and City Council inquired as to the investigation of an employee service recognition program. The Council did not provide any specific recommendations or ideas, but expressed an interest in further discussion on the topic. I Who is the City Rccol!nizing? The first consideration by the City Council on this item should be who they are recognizing. Is it I all employees, administrative staff, or Public WorkslParks maintenance employees? Without understanding who it wishes to recognize, the Council may be creating a program which provides little or no value. Ie Whv does the City want to Recognize Staff? The Council should also clarify why it wants to recognize staff. Is it for exceptional service, I longevity, or building the "team" trust factor? I These two questions are extremely important, in that depending on how the City Council answers the questions, the Council will find vastly different needs by employees on the issue of recognition. The Public WorkslParks maintenance employees may be satisfied with some type I of plaque/gift recognizing longevity. However, the Department Heads may respond more positively to an increased level of external support from the City Council on recognizing the high workload level it has maintained since 1995. I The employees of Arden Hills are an extremely talented group of individuals who maintain a unified commitment (through both loyalty and dedication to Arden Hills' success) to insuring I that Arden Hills citizens are proud of their community. This does not refer to anyone individual specifically, or any group of individuals, but instead refers to all of the twenty-one employees who serve Arden Hills. I believe that it is this commitment which creates the need for careful I consideration of the questions identified above. I The Council may wish to broaden this conversation of employee service recognition programs to include strengthening employee morale through incentive recognition programs. However, in considering its options, the City should discuss how Arden Hills fits into the broader city .. government employment process, and how any recognition program impacts this. I .. Memorandum - Employee Service Recognition Program I Page Two September 12,1997 .. In other words, what role does Arden Hills employment take in an employee's growth and career advancement objectives? This would include comparing the Arden Hills pay scale to other I cities, and re-evaluating how this pay scale affects both the quality of and duration of employment by current/future employees. Regardless of the type of approach considered, the City Council may wish to consider a goal of I this conversation to be the investigating of methods of increasing employee morale. This statement is not intended to mean that the morale of the employees is bad, but recent workloads I have at times strained morale. The strength of your current staff is their willingness to pitch in and help whenever necessary, regardless of"job description" responsibilities. However, during periods of high stress, this willingness to pitch in and the response by the City Council/citizens I does affect morale. Whether it's an employee recognition program or something different, the City Council sets the I tone for staff's morale. The careful consideration of the programs listed below, and broader employment questions, is integral to creating a solid employee service recognition program. I In general, my experience with other cities has shown that no matter how good the program is, or its intentions, without commitment and follow through by management, a program is destined tJ for failure. If management supports the program, encourages its use, and follows up on its areas of responsibility, staff will typically be more receptive to participating. Some program ideas include: I 1. Suggestion Programs I The program I am most familiar with is the suggestion box. I've never seen anything substantial develop from this approach. Arden Hills has one located in the lobby area, and I've not seen one suggestion provided. Many employers have I incorporated incentive programs for the implementation of suggestions. 2. Safety Awards I Many communities have safety awards. However, I prefer safety awards for an entire department rather than individual awards. Arden Hills doesn't have enough I departments to create a competitive type of award. Arden Hills could consider an award at the year end for no accidents or work-related injuries by the Public Works and/or Parks and Recreation Departments. From a staff perspective, the I question that needs to be resolved to make this a worthwhile program would be, "What's the award?" Is it recognition or cash? 3. Wellness Programs I I've had very good experience with the wellness program. I was part of a -- committee that created the program in Hopkins. The program ranged from I I' . . Memorandum - Employee Service Recognition Program Page Three f' September 12, 1997 creating a golf league, smoking cessation, weight management, general health, 1 etc. We had looked at trading sick leave for health club memberships and financial incentives for employees who exercised, but in the end it was more low- key. More than anything, it created some camaraderie between the different I departments. There was some financial and time commitment required from the City to make this work. This type of program is very broad based and provides a wide range of possibilities for staff incentive. I 4. Length of Service The initial area suggested by the City Council included the presentation of some I type of award or recognition for length of service with the City. This is an interesting idea since most communities have moved away from recognizing . longevity as part of the payroll system. There's nothing fancy about this type of program other than the recognition of individuals for their dedication to their job and community. Preferably, its done at some type of public gathering, Christmas I party, summer picnic, etc. The question which should be closely considered is if the City, by nature of its -. position in the broader employment process, is a developmental or starting point rather than long-term career choice, should this type of program be used. Or, should the City consider how it can develop other options in addition to this to 1 keep key employees for a longer period oftime. S. Career Developmentffuition Reimbursement 1 Personally, I believe that management has a responsibility to encourage the professional growth of employees. This program would involve paying for, or reimbursing, employee education. The amount of financial assistance and time is I another issue to be discussed. While I see the benefit to the employee or additional wages for increased levels of education, I do not necessarily agree that . increased wages should be provided. I like it because an employee who is motivated to improve themselves, typically is I motivated to do hislher job. As they become better educated, these individuals may leave the organization, but that's not necessarily bad. My experience is that passing grades of "C" are required for reimbursement. I feel that career . development would have to include the Public Works and Parks and Recreation Departments, as well as the Administrative Office. . In this same arena, the Council could encourage attendance at national conferences. .. . . ". Memorandum - Employee Service Recognition Program 1 Page Four September 12, 1997 .. 6. Employee of the month/year This would be similar to service recognition in that employees are recognized for 1 their performance. The question is, "How", and I would contend that this type of program may only create hard feelings among other employees. 7. Incentive Pay 1 I also like the idea of incentive/merit pay. The pay should be based upon specific goals and objectives which are established each year. This requires each I Department Head to be firm, fair and believe in the program. It only takes one Department Head who regularly gives/denies merit pay to ruin a good system. I prefer lump sum incentives to salary increases. It would be interesting to research I sick leave incentives. (i.e., bonus for not using sick leave or a buy-back of unused sick leave.) 8. Special Events . These are valuable if everyone is involved and everyone has an understanding of 1 why the event is being held. Are these events being planned and sponsored by the City Council for the employee's as a way of saying "thanks," or are they simply events where the City is providing money and allowing the staff to plan for the ., event from a camaraderie perspective. The question always raised is, "Who is going to pay for the event?" These events may include a Christmas party, summer picnic, etc. . 9. Other Morale Boosters The City Council has, in the last two years, undertaken two recognition activities I which have gone over well with staff; end of the year gift, and change of summer hours at City Hall. Other things to consider would be casual day, and computer or phone purchase options. I Overall, I think there are both financial and personal benefits which come from these types of programs. Some are better than others. With the recent move to "reinventing" government, the I question becomes more of general incentive programs vs. recognition/participation programs. Recommended Action . Staff would like further direction on the idea of employee service recognition programs. BF/sls . I -- I