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Home My WebLink AboutCCP 04-21-2003 Mayor: ~ 1245 W. Highway 96 Beverly Aplikowski ~HILLS Arden Huts, Minnesota oun.1i Members: 55112 David Grant Arden Hills City Council 651.634.5120 Brenda Hotden Gregg Larson WORK SESSION Lois Rem 4:45 p.m. Monday, April 21, 2003 AMENDED Agenda (The times may vary depending upon length of discussion.) 1. Call to Order DEPARTMENT STAFF TIME 2. A. Library Board Discussion Aaron Parrish B. Open Meeting Law Jerry Filla C. Data Practices Procedure Jerry Filla - D, USPS (postal Service) Resolution (draft) Aaron Parrish COMMUNITY SERVICES Aaron Parrish A. 2004 Budget Process & Council Priorities 4. OPERATIONS & MAINTENANCE Thomas J. Moore A. Celebrating Ardeu Hills: Update B. Recycle Contract!Bins C. 2003 PMP (discussiou) S. ADMINISTRATION Aaron Parrish A. 2003 Retreat Goals i. MissionNision Staff - Management Team Ii. Key Strategies: 2003 CITY COUNCIL REPORTS A. Council Member Holden B. Council Member Larson C. Council Member Rem D, Council Member Grant re E. Mayor Aplikowski , Mayer: Beverly AplIb'lVS1d olllldl Members: Dand Gnmt Breada HeIden Greu Larsoo LeIoRem ~ ,~HILLS Arden Hills City Council WORK SESSION 4:45 p.m. Monday, April 21, 2003 _ Agenda (The til/Ull/ may vary depMding upon length of discussion,) 1. Call te Order DEPARTMENT 2. COMMUNITV SERVICES A, Library BoaIl1 Presentation B. 2()(}4 Budget Process & CoWlcil Priorities STAFF Aaron Parrish 3. OPERATIONS It MAlNTENAN'CE A. Celebl'lldag AnIeD BJDs:. tJpdate B. Recycle ComrlldlBias 4, ADMINISTRATION Thomas J. Moore Michelle Olson Thomas J. Moore Aaron Parrish , A. Ope. Meeting Law B. Data Praetiees Proeed1Irll C. 2003 Reirellt Goals i. Mission/Vision Ii. Key Strategies: 2003 CITY COUNcn.. REPORTS A. Council Member Holden B. Council Member Larson C. ColmCiI Member Rem D, Council Member Grant E. Mayor Aplikowski Jerry Filla Jerry Filla & CynthiaVouns Staff - Management Team 1245 W. JUakway 9t\ AnIl'a..... ~ta sstu 6S1.634.5Ue .' TIME. 4:45 e e - ~ ~ ~ EN HILLS MEMORANDUM DATE: April 16, 2003 2.B Agenda Item TO: Mayor Beverly Aplikowski Council Member David Grant Council Member Brenda Holden Council Member Gregg Larson Council Member Lois Rem Aaron Parrish, Interim City Administrator / Community Services Director Iff FROM: SUBJECT: 2004 Budget Process and Council Priorities ENCLOSURES: 1. 2004 Budget Process and Calendar 2, 2004 Budget Issues Snmmary Overview While it is early in the year, it is time to start thinking about the 2004 Budget. In anticipation of the 2004 Budget, the Management Team has been working on a slightly different process than we have used previously. Most of the changes in approach are internal allowing department supervisors and directors more input into the budget process. A spreadsheet outlining the proposed process and budget calendar is attached for your review. As indicated in the budget calendar, one of the first steps in the process is to identifY any significant budget issues for 2004. In addition, at this point in the process staff is hoping to identify any Council priorities for 2004. For discussion purposes, staff has drafted a list of factors influencing the 2004 budget, and identified potential opportunities and issues requiring further evaluation. Requested Action 1. Provide input on process 2. Outline any Council priorities for the 2004 budget e Due Date/Deadline February March April May / June July July I August e,tember November December e ~, ,,^~HILLS City of Arden Hills 2004 Budget Calendar Description of Task/Item Outline factors influencing 2004 Budget Identify City Council priorities 2004 operating and capital budget work sheets available for departments Final operating and capital budget worksheets due from each department. Departments present their proposed changes to service levels or revenues, strategic opportunities and challenges, and budget requests to City Administrator, Community Services Director, and City Accountant I Treasurer Balancing and compilation of all requests. Preliminary presentation to the City Council Staff meeting to discuss status of 2004 Budget. City Administrator's recommended 2004 Budget distributed to the City Council At a City Council Work Session, the City Administrator and Department Directors present the 2004 City Administrator Recommended Budget City Council must adopt the proposed (maximum) 2004 property tax levy. Certify date for public (TNT) hearing and continuation hearing (if necessary) to county The proposed (maximum) 2004 property tax levy must be certified to the county County delivers parcel specific notices of proposed property taxes to each property owner Publish notice of TNT Hearing in official newspaper within City. Conduct TNT Hearing. Date is pending notification from the county. City council adopts final 2004 Budget and 2004 Property Tax Levy Certify final adopted 2004 property tax levy to the county auditor. \\Earth\Finance\Community Services DirectorlBudget\2004\2004 Budget Calander e e tit ~ --A~HILLS 2004 Budget Issues Factors Iutlueuciul! the 2004 Budl!et 1. State aid funding reduction ($60,000) 2. Increased property and liability insurance premiums (approximately $14,000) 3, Potential for reduced TCAAP salary allocation 4, Employee health insurance premiums / general benefits 5. 0 & M Facility - financing capital costs 6. 0 & M Facility - ongoing operating costs 7, 2004 capital expenditures 8, Employee step increases and cost ofliving adjustment 9, Elections 10. Additional communications expense 11, Potential levy limits Opportunities and Issues ReQuirinl! Further Evaluation 1. Prioritization of improvements outlined in the Parks, Trails, and Open Space Plan 2. Long term capital financing for parks and fire 3. Alternative approach to funding recreation 4, Enhanced image and identity: Street signs 5, Enhanced image and identity: Gateway signage 6. Continued investment in technology: Document imaging 7. Upgrades to cable broadcast and programming 8. Employee Recognition/Wellness program 9. Waterrates 10. Surface Water Management Utility II. In house City Engineer 12, Staff salary allocation 13. Northwest Youth and Family Services Funding 14. Memberships - cost/benefit analysis and/or possible reduction 15. Employee professional development - cost/benefit analysis e e e ~ ~HILLS MEMORANDUM DATE: Agenda Item: 3.A April 15, 2003 TO: Mayor and City Council Michelle Olson, Recreation Program Supervisor /fl{j FROM: CC: Aaron Parrish - Interim City Administrator SUBJECT: Update on 2003 Celebrating Arden Hills - Beach Barbeque ENC: Sponsorship Letter & Form, Sample Barbeque Tickets, Schedule of events, Event Budget Worksheet. The purpose of this memo is to update you on the progress of our annual summer event which is scheduled for June 28, 2003 at Tony Schmidt Park. The event is progressing nicely, As you are probably aware, the Event Committee has decided to rename the event - Celebrating Arden Hills - Beach Barbeque! The day will be scheduled from 3:00 p.m. until dusk. This year's event will look differently then last year's but will be just as exciting! The Event Committee decided to eliminate the parade and replace it with a catered Barbeque Dinner near the beach. We will be selling tickets to the dinner for $7.50 for adults and $4.00 for children, Tickets are available at City Hall. A ticket is not required for the other events in the park. In addition, we will have a couple of food vendors at the event for those who do not choose to buy a ticket for the barbeque dinner. Headlining this year's entertainment will be the White Sidewalls Rock-N-Roll Revue and back by popular demand will be the Prior Lake Water Ski Show and the Shoreview Northern Lights Variety Band! As always, we will have youth games, caricaturists, face painters, community booths, a rock climbing wall (we guarantee it will show up this year!), and FIREWORKS at dusk!!! A complete schedule of events is included with this memo. There are a couple items for the City Council to discuss: Ticket Sales - A crucial part of this year's event is the sale ofthe barbeque dinner tickets, The Committee will be taking an active role in promoting the dinner and with the sale of tickets. However, we can use all the help we can get. Therefore, the Committee is asking for the City Council's assistance in selling the tickets. We ask that each Councilmember take a minimum of 25 tickets and attempt to sell them before the event. Our goal is to ATLEAST sell 300 tickets but we are hoping for more! Mavor and City Conncil Involvement - The Committee has some time on stage from 3:00-4:00 p.m. The Committee would like to see a welcome by Mayor Aplikowski and involvement from the City Council. We are looking for feedback regarding this possibility. e e e ~ ~ EN HILLS Dear Arden Hills Business Owners and Managers, The City of Arden Hills is 53 years old this year and we are continuing the celebration. On June 28, 2003, the "Celebrating Arden Hills - Be h Barbeque" will take place at Tony Schmidt Park on Lake Johanna, Dinner tickets are selling win a door prize, to success of our our business and to be rs for your contribution to Arden Hills businesses have the day and we are once ag enclosed listing for more i you will be able to join elping to sponsor the activities of . s event. Please check the is celebration. We hope If you have any questions or would like to ex please contact Michelle Olson or Pam Sweeney e some other options for your participation, (651) 634-5120. Sincerely, /~ 1'>&~ii ~a-- Michelle Olson Recreation Supervisor Bev Aplikowski Mayor ~t'on8or At' torrn Beach Bum $50 - receive I comph ntary BBQ Ticket Other (Please contact staff direc if you would like to sponsor this event in another fashion.) Additional tickets may be purchased at $7,50 (adults) and $4,00 (children 10 and under). Please mail or fax this form to the City of Arden Hills, Attn: Michelle Olson, 1245 West Highway 96, Arden Hills MN 55112 Fax (651) 634-5137 Phone (651) 634-5120 ~ ~HlLLS Thanri ~OW. Y OW.!" S/ClOn8o.!"shi/Cl 4S a/Cl/Cl.redafeJ! Mark your calendars for : Celebrating Arden Hills - Beach Barbeque! Saturday, June 28, 2003 at Tony Schmidt Park on Lake Johanna On Stage Beach Barbeque Li Welcome Introductions - Mayor White Sidewalls Prior Lake Wat Shoreview Nort 3:00-4:00 p.m, 4:00-7:00 p.m. '00-8:00 p,m. 8:30-Dusk 4:00-6:00 p.m. p,m. 0-7:00 p.rn. 3:00-8:00 p,rn. 3:00-8:00 p.rn. 3:00-Dusk :OO-Dusk FIREWORKS At dusk No Parking available at Tony Schmidt Park. Park and Ride will be available from MSI Insurance on County Road E, \,q,,::lf j f . l'<-'" f:"",jl Cele"'rM~.inHiIIs 2003 l!leJC1<~I.~"'e",..e Prize Entry! As you enter the BBQ dinner, this portion of ticket will be placed in a door prize drawing held at 6:00 p.m. Must be present to win. Name Address City Cele'" Hills 2003 l!le/Ci(f e",..e Prize Entry! As you enter the BBQ dinner, this portion of ticket will be placed in a door prize drawing held at 6:00 p.m. Must be present to win. Child's Name Parent's Name Address City Cefe!.>rafin!j Arden ttiJJ8 2003 I}each I}ar!.>e~ue Dinner Tlcli.ef June 28 - Tony Schmidt Park Dinner includes chicken breasts~ southwest black bean burgers, hotdogs, hamburgers, bratwurst, beans, chips, potato salad, buns, watermelon slices, cookiesl relishes, and beverage. Must have ticket to enter barbeque dinner tent. Admit One Adult (11 and older) $7.50 Advance Sale. $10,00 Day of Event* ('limited quantity) Cefe!.>l'3fin!j Arden ttiJI82003 I}each I}ar!.>e~ue Dinner Tlcli.et June 28 - Tony Schmidt Park Dinner includes chicken breasts, southwest black bean burgers, hotdogs, hamburgers, bratwurst, beans, chips, potato salad, buns, watermelon slices, cookies~ relishes, and beverage. Must have ticket to enter barbeque dinner tent. Admit One Child (10 and under) $4.00 Advance Sale. $6.00 Day of Event* ('limited quantity) e e . e e e Also in the park. , . Fireworks al dusk! Also in the park. , . Fireworks al dusk! Celebrating Arden Hills - 2003 e Approximate Expense as of 2/03 Entertainment Shoreview Northern Lights Variety Band $500,00 White Sidewalls $2,500,00 Prior Lake Water Ski Association $1,625,00 Fireworks $7,500.00 Fireworks Insurance $250.00 Animals of Walton's Hollow $1,400.00 $13,775.00 FoodlYouth Games Twin City Catering $ 8,000.00 Rock Climbing Wall $ 775,00 $8,775.00 First Aid Red Cross ($40/hr x 8 hours) $280.00 Transportation e First Student Golf Carts $0.00 Signs Signarama Kinko1s $0.00 Programs Accurate Press Bulk Mailing ~ Sound/Communication Allied Audio Capital 2-Way Communications Generator $0.00 Bathrooms Lake Johanna Blvd. - Tony Schmidt Park $0.00 e Page 3 e e e Celebrating Arden Hills - 2003 Approximate Expense as of 2/03 Park Renlal Tony Schmidt Permit Showmobile $415.08 $534.75 $949.83 Miscellaneous Thank You Ads - Focus/Bulletin Helium Tank Thank You Cards $0.00 Staffing Operations & Maintenance Other Staff $0,00 T olal Expenses $23,779.83 Page 3 Donations Tabies/Tents Food Vendors Page 1 Northwestern College Bremer Bank Celebrating Arden Hills - 2003 Revenue Totals $750.00 $100,00 City Contribution $850.00 $0.00 $0.00 1>2..0/850, (f) $20,000.00 $20,000.00 e e e - e ~ EN HILLS MEMORANDUM DATE: Agenda Item 3.B April 15, 2003 TO: Mayor and City Council Thomas Moore, Director of Operations and Maintenanc4J Peter Hellegers, City Planner l7 FROM: SUBJECT: A. Recycling Contract Amendment and Extension B. Recycling Bins ENCLOSURES: 1. Memo from Chris Reinhardt ofE-Z Recycling 2. Draft Agreement for Curbside Recycling Services 3. January 22,2003 quote from Tulip Corporation Request A. Review request to amend contract to include those properties north of 694 (which are not currently listed in the contract) and extend the contract through 2008. B. Review request to purchase recycling bins for residents using money from the Recycling Enterprise Fund (#603). Backl!round At their October 28, 2002 meeting, the Council requested that staff research using money from the Recycling Enterprise Fund to purchase recycling bins for Arden Hills residents, RecvcIinl! Contract Update E-Z Recycling would also like to revisit their current contract and discuss amending the contract e to reflect the 694 split and extending their contract to 2008. In 2001 the City passed ordinance Recycling -- Council Memo 03/15/03 - Page I of 2 #319 requiring that garbage and recycling haulers split their service days to accommodate the future garbage and recycling collection needs of Arden Hills. The 694 split translated to .. recyclable materials being picked up on Wednesday from those properties north of 694, and a W Tuesday pick-up for those properties south of 694 (the pick-up schedule may differ if the normal pick-up day falls on a holiday). E-Z Recycling would also not request any pnce mcrease; however they would request an extension oftheir contract until 2008. Recvcline: Bin Update Subsequent to the October 28th City Council meeting staff consulted with the City's recycling contractor, E-Z Recycling, to obtain the best price on recycling bins. E-Z Recycling was able to obtain a bid of $5,50 per recycling bin which would include the City's color of choice (from the selection available) and have the City's logo hot-stamped on the bins. The bid has been attached for Council review. The pricing of $5.50 per bin is based on the City ordering 3,000 bins, approximately the number of dwelling units in Arden Hills, E-Z Recycling has stated that they could deliver the bins to residents' homes initially, and then any additional bins or bins for new residents could be picked up at City Hall or from E-Z Recycling, The bins are available in several colors, the samples that staffhave been provided with include: Medium Blue, Light Green (Kelly green), Brooks Green, and Forest Green. It appears that the Brooks Green is the closest to the Arden Hills logo color. _ The bins would include hot-stamping a white stamp of the Arden Hills Logo and text on both .. long sides of the bins. Several bins could be stored at City Hall (in one of the storage rooms) and when necessary could be restocked from a larger supply stored at E-Z recycling. These bins could then be provided to new residents or residents could purchase replacement bins or additional bins if they so choose. Issues: 1. 2. Which color bins should be purchased? (staff recommends Brooks Green bins to match the City's logo color) Where would the additional bins be stored? (City Hall, PW Maintenance Facility, or E-Z Recycling) If residents need additional bins beyond the 3,000 how will that be handled? (will the City purchase 50-100 more to restock or is the resident responsible for purchasing their own?). 3. Staff Recommeudation Staff recommends that Council discuss the following items: 1) Discuss the proposed Agreement for Curbside Recycling Services 2) Discuss the purchase of3,OOO recycling bins from Tulip Corporation for $5.50 each, a total of$16,500.00 to come from the Recycling Enterprise Fund (#603). - Recycling- Council Memo 03/15/03 - Page 2 of2 Chris Reinhardt aiect: peler.hellegers@ci.arden-hills.mn.us Recycling bins RECEIVED FEB 2 0 2003 CITY OF ARUf;CN HillS Feb 18th 2003 peter I have a bid from the Tulip corporation to provide 3000 bins for your curbside recycling. I have the collar samples will send you in the mail. The price for the containers is $5.50 each. This includes shipping the containers to our plant. once the containers get to our plant we will distribute them to every house in the city. The left over containers you can either leave at our plant for distribution to new move ins. Our we can drop them off at your maintenace shop. E-Z Recycling contract needs to be updated to reflect the 694 split.We our looking for no price increase just a contract extension. Thank you for your consideration any questions call me at 651-644-6577 < w~y~ r\~a:~~~ Chris Reinhardt e e 1 e AGREEMENT FOR CURBSIDE RECYCLING SERVICES Agreement made as of , between the City of Arden Hills (hereafter the City) and E-Z Recycling, Inc., a Minnesota Corporation (hereafter the Contractor). The City and the Contractor agree as follows: 1, Definitions I, I - "Area" North ofInterstate 694 South of Interstate 694 NOTE: All boundaries, unless otherwise noted, fall in the center of City streets such that they include residents in the one-half of the named street. 1,2 'Recyclable Materials" means newsprint and non-glossy paper, cardboard, glass bottles and jars, mixed aluminum and bimetal beverage containers, plastic bottles, magazines, box boards, phone books, non-hazardous completely drained aerosol cans, miscellaneous metals and other materials as mutually agreed upon by the City and Contractor, 2. Services to be Perfonned - 2.1 The contractor shall collect all recyclable materials on the following days: North of Interstate 694 Wednesday South of Interstate 694 Tuesday When a national holiday falls on a Monday, Tuesday, or Wednesday the following will be the collection day: Holiday on Monday pick-up North of 694 will be Thursday South of 694 will be Wednesday Holiday on Tuesday pick-up North of694 will be Thursday South of 694 will be Wednesday Holiday on Wednesday pick-up North of694 will be Thursday South of 694 will be Tuesday The City will provide the Contractor with maps of the City noting areas for recycling pickups and areas where pickup is not desired and/or necessary. 2.2 The terms of this agreement shall be from March 1,2003 to Feb.28th, 2008 2.3 The City and the Contractor acknowledge that timely performance of .. collection services is essential to the success of the recycling program. The ., - e e work shall be done with forces which are adequate to insure the satisfactory collection and disposal of said materials at all times and the failure to perform may be excused only by adverse conditions of weather and similar hindrances which in other work might be regarded as "act of providence", In the case of such event, the Contractor will notilY WCCO Radio and KSTP Radio by 6:00 a.m. to announce postponement and provide informatiou for a substitute date. 2.4 The Contactor will conduct a phone survey each year. The results of the survey shall be given to the City Administrator. 3. CoUection 3.1 Recyclable materials shall be prepared as follows: Magazines. Newsvrint. Mixed Mail: Place in paper bag or recycling container. Keep separate from cans, glass, and plastic. Cans. Glass. Plastic Bottles with a neck: Rinse out & place in paper bag or recycling container. Keep separate from paper items. Plastic items remove caps and lids and flatten. Cardboard: Flatten, place in container or bundle with twine, Not to exceed 3ft X 3ft. Aerosol Cans: Must be completely drained. 3.2 All recyclable materials placed for collection shall be owned by and the Responsibility of the occupants or residential properties until they are handled by the Contractor. Upon handling of the containers and recyclable materials by the Contractor, the recyclable materials become the property and responsibility of the Contractor. 3.3 Recyclable materials deemed unacceptable by the Contractor according to the Preparation procedures in provision 3.1 the Contractor will leave a notice with the occupant. 3.4 The Contractor's employees shall save for the resident' any containers that are Marked Save. These containers, once emptied, shall be returned to the curbside. Any spills will be cleaned up inunediately by the Contractor. 4. Contractor's EQuiument 4,1 Contractor's vehicles shall be marked with the name of the Contractor. e 4.2 The Contractor shall maintain all trucks and equipment in good working condition. The Contractor's trucks shall be clean and aesthetically pleasing. 5. Contractor's Operation 5, I The Contractor shall establish and maintain an office with continuous supervision for accepting complaints and customer calls, The office shall be in service during the hours of 7:00 a.m. unti15:00 p.m, or until all routes are completed on all days of collection as specified in this Agreement. Address and telephone number of such office and any changes there in shall be given to the City in writing. The address of this office as for the execution of the contract is 875 North Prior Avenue, St. Paul, MN, 55104 5.2 Complaints on service will be taken and collected by E-Z Recycling, Inc, The City will notifY the Contractor of any complaints it receives. 5.3 Whenever the City or a resident notifies the Contractor oflocations, which have not received, scheduled service, the Contractor is required to service such locations by 3:00 p,m. the day following the missed service. e 6. Payment 6,1 The City will compensate the Contractor for the collection of recyclable materials from residential units as described in Sections 2 and 3, During this contract, the City will pay the Contractor $2.05 per household, Household counts to be determined each year on January I", 6,2 The Contractor will submit monthly statements for services rendered as set forth in Section 7. The City shall make monthly payments within twenty (20) days upon receipt of the statement. 7. Filinl! of Reports 7.1 The Contractor shall submit an accurate monthly summary of the quantity and kinds of all recyclable materials collected. e e - - 7.2 The Contractor shall provide scale receipts of the recyclable materials collected. 8. Insurance 8.1 Prior to commencement of this Agreement, the Contractor shall furnish the City with certificates of insurance for comprehensive general liability, automobile liability and property damage insurance, to meet all City insurance requirements. The policy shall require the Insurance Company to notifY the City in writing of any cancellation in coverage, at least ten (10) days prior to cancellation. Any losses to persons or property through this project shall be the responsibility of the Contractor. The Contractor agrees to indemnifY the City from any and all liability or loss arising in any way out of the performance of this contract. 9. Relationship of Parties 9.1 The parties intend that an independent Contractor-employee relationship will be created by the contract. The City is interested only in the results to be achieved, and the conduct and control of the City for any purpose, and the employees of the Contractor are not entitled to any of the benefits that the City provides for its employees. 10, TerminationlExtension 10. I If, in the City's opinion, the Contractor fails to carry out the services diligently and on schedule, and in a quality manner, the City shall have the right to terminate the agreement. Priorto termination, the City will give written notice of intent to terminate. This intent to terminate shall be served upon the Contractor thirty (30) days prior to termination, 10.2 If, at any time during the term of this contract significant changes to the program occur (i.e.: use of recycling bins, frequency of pick up, addition of new collectible materials, etc. . .), the City and the Contractor mutually agree that the contract will open for negotiation and! or unless negotiated differently, will terminate at the end of that calendar year. 10.3 If, at the end of the term of this contract, the City and the Contractor mutually agree on an extension of this contract, this agreement will remain in effect until otherwise renegotiated. e Date Beverly Aplikowski Mayor, City of Arden Hills Date Aaron Parish City Administrator Chris Reinhardt, CEO E-Z Recycling, Inc. Date - - ).n-22-2003 01:10pm From- e e e T-504 P003/003 F-ITa TULIP CORPORA TION 714 EMI Keefe Avenuo, P.O. Box 12187, Milwaukee, WIsconsin 53212 4141ge:l.3120 Fax 4141962,1825 Mr. Chris Reinhardt E - Z Recycling 875 N, Prior Avenue St. Paul, MN 55104 Date: January 22, 2003 Proposal: Arden Hi11s, MN Account: 062805 Submitted By: Panick Schultz (414) 906-8249 We are pleased to quote YOll the foUowing: I'IEM: Tulip 18-gallon recycling bin, medium blue, with a custom logo hot- stamped on both long sides, QUANTITY: PRICE: 3000 bins RECEIVE~ FEB 2 0 2003 I CITY OF ARD~ $5.50 each delivered A V AlLABLE: Approx. 4 - 6 weeks ai'ier receipt of order ANCILLARY: N/A. FOB: Tulip Corporation - Niagara Falls, 1\'Y TERMS, Net 30 days subject to credit approval. Prices are valid for 30 days from the effective date on this quote Hotstamp pads are maintained and are the property of Tulip Corporation, Custom orders undcr 2,400 bins mil}' bc subject to similar product substitutc. SIllPPING: 15 pallets @ 200 /pallet WEIGHT, 16080 Ibs, gross FREIGHT: REMIT TO: To be prepaid, Cost is inclusive in price. ToIip Corporation P.O. Box 51789 Los Angeles, CA 90051-6089 ORDER ACKNOWLEDGMENT Authorized Signatu rc Position Date P,O.# (.}Nf e e , February 18, 2003 AGENDA ITEM NO. 4,A Mr, Joe Lynch City Administrator City of Arden Hills 1245 West Highway 96 Arden Hills, Minnesota 55112 RE: Open Meeting Law Our File No,: 10450.92-1 Dear Joe: The purpose of the Open Meeting Law1 is to prohibit actions from being taken at secret meetings where it is impossible for members of the public to become fully informed as to the reasons for the decision or to detect improper influences; to protect the right of the public to be informed; and to afford the public an opportunity to present its views to the decision making body2, Consequently, the Open Meeting Law is liberally construed by the Courts to protect the public's right of access to the decision making process3. The Open Meeting Law unequivocally states that all meetings of a statutory city council must be open to the public, unless the purpose of the meeting satisfies one of the following exceptions4: 1. Meetings to discuss confidential data, as defined by the Minnesota Data Practices Act; 2. Meetings to review charges or allegations against an employee, unless the employee requests tha~ the meeting be open; 3. Meetings to evaluate employee performance, unless the employee requests that the meeting be open; 1 MS Chapter 130 2Prior Lake American v. Mader, 2002, 642 NW 2nd 729; Mankato Free Press Coal v. City of North Mankato, App, 1997, 563 NW 2nd 291 3St. Cloud Newspapers, Inc. v, Oistrict 742 Community Schools, 1983, 332 NW 2nd 1; Prior Lake American, supra e 4MS Chapter 130.01 Subd, 1; MS Chapter 130.03; or MS Chapter 130,04 , February 18, 2003 Page 2 e 4. Meetings subject to the attorney/client privilege, which has been narrowly construed in regard to public clients so that it only applies to meetings at which litigation is discussed; and 5. Meetings to discuss labor negotiation strategy, but only if a majority of the council votes at a public meeting to conduct such session at a closed meeting, The Open Meeting Law does not define the terms "meeting" or "open to the public". Therefore, the Minnesota Supreme Court and the Minnesota Appellate Court have interpreted those terms. 1. The term "meeting" means a gathering of a quorum or more of the members of a governing body or a committee of the governing body at which members discuss, decide or receive information as a group on issues relating to the official business of the governing body5, (a) The terms "gathering" and "as a group" seem to imply a physical presence where council members discuss city business, What about circumstances where the official business of the city is discussed by means of correspondence, telephone calls, voice mail or e-mail? e In 1983, the Minnesota Supreme Court stated that the statute did not apply to letters or telephone conversations between fewer than a quorum, but in the same opinion the Court stated that "serial meetings in groups of less than a quorum for the purpose of avoiding public hearings or fashioning an agreement on an issue may also be found to be in violation of the statute depending upon the facts of an individual case". Ten years later, the Minnesota Appellate Court stated that meetings of less than a quorum may violate the open meeting law if held to avoid public discussion, to forge a majority view in advance of a public meeting, or to hide improper influence6, What can be accomplished at a physical gathering can also be accomplished by other means of communication, Based upon the SMoberg v. Independent School District #281, 1983, 336 NW 2nd 510; St. Cloud Newspapers, supra; Op, Attv. Gen, 474-e, October 28, 1974; Op, Attv. Gen. 63-a-5, October 28, 1974 6Sovereign v, Dunn, App, 1993, 498 NW 2nd 62, review denied e e February 18, 2003 Page 3 manner in which the Minnesota Courts have liberally interpreted the Open Meeting Law in favor of public access to the decision making process and upon the Court's indication that violations of the Open Meeting Law could involve less than a quorum, it is my opinion that the serialized use of correspondence, telephone calls, voicemails and e- mails could result in a violation of the Open Meeting Law, This opinion is shared by the League of Minnesota Cities, (b) A chance or social gathering of a quorum or more is not a meeting as long as the members do not discuss, decide or receive information7. Please note that it is not necessary to discuss or decide, it is only necessary to receive information relative to the City's official business, 2, The term "open to the public" means that the meeting is preceded by appropriate public noticeS and generally that the meeting is conducted within the jurisdictional boundaries of the governing bOdl, e The League of Minnesota Cities has published some literature in connection with this topic, It may be helpful to order the appropriate pamphlets. If you have any questions or if you would like for me to order the pamphlets, please let me know. Very truly yours, Jerome P. Filla JPF:jtc 7Berglund v, City of Maplewood, MN,D, Minn. 2001, 173 F. Supp. 2nd 935; Moberg, supra; St, Cloud Newspapers, Inc., supra 8Sullivan v, Credit River Tp, 1974, 217 NW 2nd 502 e 9Quast v, Knutson, 1967, 150 NW 2nd 199 e e - ~ ~~HILLS MEMORANDUM ~" Date: AGENDA ITEM NO. 4.B April 15, 2003 To: Mayor and City Council From: Cynthia Young Deputy Clerk/Human Resources D" e 0 Subject: Arden Hills Data Practices Procedures CC: Aaron Parrish, Interim City Administrator Jerry Filla, City Attorney Ene: Arden Hills Data Practices Procedure (4/14/03 version) BACKGROUND: Staff has prepared a Data Practices Procedure which is in compliance with the requirements of Minnesota Data Practices ACt (JYfinn. Stat 13,03, Subd, 2 and 13,05, Subd. 5 & 8) At its April 14, 2003 meeting, the City Council removed the Data Practices Procedures issue from the agenda. RECOMMENDATION: Staff recommends the Council review the Arden Data Practices Procedure and direct staff to bring Resolution No.03-30: Adopting the Arden Hills Data Practices Procedure, to its Monday, April 28, 2003 meeting, consent. " - ~ ~~HILLS 4/14/03 DRAFT CITY OF ARDEN HILLS DATA PRACTICES PROCEDURES ADOPTED THE DAY OF ,2003 e . 1 CITY OF ARDEN HILLS - DATA PRACTICES PROCEDURES INDEX Subiect Paae I. Introduction 1 II. Responsible Authority 1 III. Access to Public Data 1 A. People Entitled to Access 1 B. Form of Request 1 C. Time Limits 1 D. Fees 1 IV. Access to Data on Individuals 2 e A. People Entitled to Access 2 B. Fonn of Request 3 C. Identification of Requesting Party 3 D. Time Limits 3 E. Fees 3 F. Summary Data 3 G. Juvenile Records 4 V, Denial of Access 5 VI. Collection of Data on Individuals 5 VII. Challenge to Data Accuracy 6 VIII. Data Protection 6 A. Accuracy and Currency of Data 6 B. Data Safeguards 7 IX. Annual Review 8 . 2 ~ e e EXHIBITS NUMBER List of Desig nees Fees and Charges Consent to Release Private Data Information Disclosure Request Access and Nondisclosure Agreement Notice to Juveniles Tennessen Warning Contract Language, Outside Agents 1 2 3 4 5 6 7 8 APPENDICES LETTER Private & Confidential Data Maintained by City Record of Annual Review A B CITY OF ARDEN HILLS ~ DATA PRACTICES PROCEDURES I. Introduction These procedures are adopted to comply with the requirements of the Minnesota Data Practices Act (the "Act"), specifically Minn. Stat. 913.03, Subd. 2 and 13.05, Subd. 5 and 8. II, Responsible Authority The person who is the responsible authority for compliance with the Act is the Deputy Clerk. The responsible authority has designated certain other City employees to assist in complying with the Act. These designees are listed on attached Exhibit 1. III. Access to Public Data All information maintained by the City is public unless there is a specific statutory designation which gives it a different classification. e The City General Records Retention Schedule lists data series maintained by the City and their classifications. A. People Entitled to Access, Any person has the right to inspect and copy public data. The person also has the right to have an explanation of the meaning of the data. The person does not need to state his or her name or give the reason for the request. B. Form of Request. The request for public data may be verbal or written. C. Time Limits. . Requests. Requests will be received and processed only during normal business hours. . Response. If copies cannot be made at the time of the request, copies must be supplied as soon as reasonably possible. D. Fees, Fees may be charged only if the requesting person asks for a copy or electronic transmittal of the data. Fees will be charged according to the City's standard photocopying policy, attached as Exhibit 2, unless significant time is required, In that case, the fee will include the actual cost of searching for, retrieving and copying or electronically transmitting the data, The fee may not - include time necessary to separate public from non-public data. ., 1 e e . The responsible authority may also charge an additional fee if the copies have commercial value and are a substantial and discrete portion of a formula, compilation, program, process, or system developed with significant expenditure of public funds. This additional fee must relate to the actual development costs of the information. IV. Access to Data on Individuals, Information about individual people is classified by law as public, private, or confidential. A list of the private and confidential information maintained by the City is contained in Appendix A. A. People Entitled to Access, }o Public information about an individual may be shown or given to anyone. }o Private information about an individual may be shown or given to: . The individual, but only once every six months, unless a dispute has arisen or additional data has been collected. . A person who has been given access by the express written consent of the data subject. This consent must be on the form attached as Exhibit 3, or a form reasonably similar. People who are authorized access by the federal, state, or local law or court order. People about whom the individual was advised at the time the data was collected. The identity of those people must be part of the Tennessen warning described below. . People within the City staff, the City Council, and outside agents (such as attorneys) whose work assignments or responsibilities reasonably require access. }o Confidential information may not be given to the subject of the data, but may be shown or given to: · People who are authorized access by federal, state, or local law or court order. · People within the City staff, the City Council, and outside agents (such as attorneys) whose work assignments or responsibilities reasonably require access. 2 8, Form of Request, Any individual may request verbally or in writing if the City has stored data about that individual and whether the data is classified as public, private, or confidential. e All requests to see or copy private or confidential information must be in writing. An Information Disclosure Request, attached as Exhibit 4, must be completed to document who requests and who receives this information. The responsible authority or designee must complete the relevant portions of the form, The responsible authority or designee may waive the use of this form if there is other documentation of the requesting party's identity, the information requested, and the City's response. C. Identification of Requesting Party. The responsible authority or designee must verify the identity of the requesting party as a person entitled to access. This can be through personal knowledge, presentation of written identification, comparison of the data subject's signature on a consent form with the person's signature in City records, or other reasonable means. D. Time Limits. . Requests. Requests will be received and processed only during normal business hours. . Response. The response must be immediate, if possible, or within 5 working days-if an immediate response is not possible. The City may have an additional 5 working days to respond if it notifies the requesting person that it cannot comply within 5 days. e E. Fees, Fees may be charged in the same manner as for public information. F. Summary Data, Summary data is statistical records and reports derived from data on individuals but which does not identify an individual by name or any other characteristic that could uniquely identify an individual. Summary data derived from private or confidential data is public. The responsible authority or designee will prepare summary data upon request, if the request is in writing and the requesting party pays for the cost of preparation. The responsible authority or designee must notify the requesting party about the estimated costs and collect those costs before preparing or supplying the summary data. This should be done within 10 days after receiving the request. If the summary data cannot be prepared within 10 days, the responsible authority must notify the requester of the anticipated time schedule and the reasons for the delay. Summary data may be prepared by "blacking out" personal identifiers, cutting out portions of the records that contain personal identifiers, programming computers to delete personal identifiers, or other reasonable means. The responsible authority may ask an outside agency or person to prepare the summary data if (1) the specific purpose is given in writing, (2) the agency or . 3 e person agrees not to disclose the private or confidential data, and (3) the responsible authority determines that access by this outside agency or person will not compromise the privacy of the private or confidential data. The responsible authority may use the form attached as Exhibit 5, G. Juvenile Records. The following applies to private (not confidential) data about people under the age of 18. · Parental Access. In addition to the people listed above who may have access to private data, a parent may have access to private information about a juvenile data subject. "Parent" means the parent or guardian of a juvenile data subject, or individual acting as a parent or guardian in the absence of a parent or guardian, The parent is presumed to have this right unless the responsible authority or designee has been given evidence that there is a state law, court order, or other legally binding document which prohibits this right. . . Notice to Juvenile, Before requesting private data from juveniles, city personnel must notify the juveniles that they may request that the information not be given to their parent(s), This notice should be in the form attached as Exhibit 6. e . Denial of Parental Access. The responsible authority or designee may deny parental access to private data when the juvenile requests this denial and the responsible authority or designee determines that withholding the data would be in the best interest of the juvenile. The request from the juvenile must be in writing stating the reasons for the request. In determining the best interest of the juvenile, the responsible authority or designee will consider: . Whether the juvenile is of sufficient age and maturity to explain the reasons and understand the consequences, · Whether denying access may protect the juvenile from physical or emotional harm, . Whether there is reasonable grounds to support the juvenile's reasons, and . Whether the data concerns medical, dental, or other health services provided under Minnesota Statutes 9 144.341 to 144,347. If so, the data may be released only if failure to inform the parent would seriously jeopardize the health of the minor. The responsible authority or designee may also deny parental access without a request from the juvenile under Minnesota Statutes 9 144.335. e 4 V. Denial of Access. e If the responsible authority or designee determines that the requested data is not accessible to the requesting party, the responsible authority or designee must inform the requesting party orally at the time of the request or in writing as soon after that as possible. The responsible authority or designee must give the specific legal authority, including statutory section, for withholding the data. The responsible authority or designee must place an oral denial in writing upon request. This must also include the specific legal authority for the denial. VI. Collection of Data on Individuals. The collection and storage of information about individuals will be limited to that necessary for the administration and management of programs specifically authorized by the state legislature, city council, or federal government. When an individual is asked to supply private or confidential information about the individual, the City employee requesting the information must give the individual a Tennessen warning. This waming must contain the following: . the purpose and intended use of the requested data, . whether the individual may refuse or is legally required to supply the requested data, . any known consequences from supplying or refusing to supply the information, and e . the identity of other persons or entities authorized by state or federal law to receive the data. A Tennessen warning is not required when an individual is requested to supply investigative data to a law enforcement officer. A Tennessen warning may be on a separate form or may be incorporated into the form which requests the private or confidential data. See attached Exhibit 7. VII. Challenge to Data Accuracy, An individual who is the subject of public or private data may contest the accuracy or completeness of that data maintained by the City. The individual must notify the City's responsible authority in writing describing the nature of the disagreement. Within 30 days, the responsible authority or designee must respond and either (1) correct the data found to be inaccurate or incomplete and attempt to notify past recipients of inaccurate or incomplete data, including recipients named by the individual, or (2) notify the individual that the authority believes the data to be e correct. 5 e . . An individual who is dissatisfied with the responsible authority's action may appeal to the Commissioner of the Minnesota Department of Administration, using the contested case procedures under Minnesota Statutes Chapter 14. The responsible authority will correct any data if so ordered by the Commissioner. VIII. Data Protection. A, Accuracy and Currency of Data, All employees will be requested, and given appropriate forms, to provide updated personal information to the appropriate supervisor, City Clerk, or Finance Director, which is necessary for tax, insurance, emergency notification, and other personnel purposes. Other people who provide private or confidential information will also be encouraged to provide updated information when appropriate. Department heads should periodically review forms used to collect data on individuals to delete items that are not necessary and to clarify items that may be ambiguous. All records must be disposed of according to the City's records retention schedule. B. Data Safeguards, Private and confidential information will be stored in files or databases which are not readily accessible to individuals who do not have authorized access and which will be secured during hours when the offices are closed. Private and confidential data must be kept only in City offices, except when necessary for City business. Only those employees whose job responsibilities require them to have access will be allowed access to files and records that contain private or confidential information. These employees will be instructed to: · not discuss, disclose, or otherwise release private or confidential data to City employees whose job responsibilities do not require access to the data, . not leave private or confidential data where non-authorized individuals might see it, and · shred private or confidential data before discarding. When a contract with an outside party requires access to private or confidential information the contracting party will be required to use and disseminate the information consistent with the Act. The City may include in a written contract the language contained in Exhibit 8. 6 IX. Annual Review and the Deputy Clerk. e The Deputy Clerk shall review the data practices and procedures annually for compliance with the Act and shall complete Appendix B. . . 7 e Exhibit 1 LIST OF DESIGNEES City Administrator Department Directors . . 8 Exhibit 2 FEES AND CHARGES e ATTACHED . . 1 e e e CITY OF ARDEN HILLS 2003 FEE SCHEDULE (includes sales tax where appropriate) EFFECTIVE JANUARY 1.2003 I. ADMINISTRATIVE * >I: Administrative Animal Handlin Di osal: Im oundment: Residential Do Kennel License Meetin Docnments Minutes A endas A enda Packets Cost based on () $22.00 22.00 5.00 12.00 12.00 2.00 22.00 20.00 20.00 40,00 60,00 10.00 () $64.00 51.00 12.00 6,00 VARIES VARIES Miscellaneous Administrative Fees Counter and/or Per Side (any size) $0,25 Special Document Photocopy Requests Assessment Search Per half hour 20.00 Res. #02-71 Adopted 12116/02 . Page 2 (J Exhibit 3 e CONSENT TO RELEASE PRIVATE DATA I, , authorize the City of Arden Hills ("City") to (print name) release the following private data about me: to the following person or people: The person or people receiving the private data may use it only for the following purpose or purposes: This authorization is dated and expires on - The expiration cannot exceed one year from the dale of the authorization, except in the case of authorizations given in connection with applications for life insurance or noncancelable or guaranteed renewable health insurance and identified as such, two years after the date of the policy. I agree to give up and waive all claims that I might have against the City, its agents and employees_fat releasing data pursuant to this request. x . Signature IDENTITY VERIFIED BY: Witness: X Identification: Drivers License, State to, Passport, other: Comparison with signature on file Other: Responsible Authority/Designee: . e 1 e Exhibit 4 CITY OF ARDEN HILLS INFORMATION DISCLOSURE REQUEST Minnesota Government Data Practices Act A. Completed by Requester REQUESTER NAME (Last, First, M,): DATE OF REQUEST: STREET ADDRESS: PHONE NUMBER: CITY, STATE. ZIP CODE: SIGNATURE: DESCRIPTION OF THE INFORMATION REQUESTED: B, Completed by Department DEPARTMENT NAME: INFORMATION CLASSIFIED AS: n PUBLIC 0 NON.PUBLlC D PRIVATE PROTECTED NON.PUBLlC a CONFIDENTIAL n HANDLEO BY: ACTION: a APPROVED D APPROVED IN PART (Explain below) D DENIED (Explain below) REMARKS OR BASIS FOR DENIAL INCLUDING STATUTE SECTION: PHOTOCOPYING CHARGES: D NONE D ~ Pages x _0 := a Special IDENTITY VERIFIED FOR PRIVATE INFORMATION: D IDENTIFICATION: DRIVER'S LICENSE, STATE ID, Etc. a COMPARISON WITH SIGNATURE ON FILE D PERSONAL KNOWLEDGE D OTHER: Rate: (attach explanation) AUTHORIZED SIGNATURE: e 2 Exhibit 5 e GOVERNMENT DATA ACCESS AND NONDISCLOSURE AGREEMENT 1. AUTHORIZATION. City of Arden Hills ("City") hereby authorizes Party") access to the following government data: ("Authorized 2. PURPOSE, Access to this government data is limited to the objective of creating summary data for the following purpose: 3. COST, (Check which applies): o The Authorized Party is the person who requested the summary data and agrees to bear the City's costs associated with the preparation of the data which has been determined to be$~ o The Authorized Party has been requested by the City to prepare summary data and will be paid in accordance with attached Exhibit A. e 4. SECURITY, The Authorized Party agrees that it and any employees or agents under its control must protect the privacy interests of individual data subjects in accordance with the terms of this Agreement. The Authorized Party agrees to remove all unique personal identifiers which could be used to identify any individual from data classified by state or federal law as not public Which IS Obtained from City records and incorporated into reports. summaries, compilations, articles, or any document or series of documents. Data contained in files, records, microfilm, or other storage media maintained by the City are the City's property and are not to leave the City's custody. The Authorized Party agrees not to make reproductions of any data or remove any data from the site where it is provided, if the data can in any way identify an individual. No data which is not public and which is irrelevant to the purpose stated above will ever be _ disclosed or communicated to anyone by any means. ., The Authorized Party warrants that the following named individual(s) will be the only 3 e e e person(s) to participate in the collection of the data described above: 5. LIABILITY FOR DISCLOSURE. The Authorized Party is liable for any unlawful use or disclosure of government data collected, used and maintained in the exercise of this Agreement and classified as not public under state or federal law, The Authorized Party understands that it may be subject to civil or criminal penalties under those laws. The Authorized Party agrees to defend, indemnify, and hold the City, its officers and employees harmless from any liability, claims, damages, costs, judgments, or expenses, including reasonable attorneys' fees, resulting directly or indirectly from an act or omission of the Authorized Party, its agents, employees or assignees under this Agreement and against all loss by reason of the Authorized Party's failure to fully perform in any respect all obligations under this Agreement. 6. INSURANCE. In order to protect itself as well as the City, the Authorized Party agrees at all times during the term of this Agreement to maintain insurance covering the Authorized Party's activities under this Agreement. The insurance will cover $1,000,000 per claimant for personal injuries and/or damages and $1,000,000 per occurrence. The policy must cover the indemnification obligation specified above, 7. ACCESS PERIOD, The Authorized ,Party may have access to the information described above from to 8. SURVEY RESULTS. (Check which applies): o If the Authorized Party is the requestor, a copy of all reports, summaries, compilations, articles, publications or any document or series of documents which are created from the information provided under this Agreement must be made available to the City in its entirety. o If the Authorized Party is a contractor of the City, all copies of reports, summaries, compilations, articles, publications or any document or series of documents which are created from the information provided under this Agreement must be provided to the City. The Authorized Party may retain one copy for its own records but may not disclose it without City permission, except in defense of claims brought against it. AUTHORIZED PARTY: By: Date: Title (if applicable): CITY OF ARDEN HILLS By: Date: Its: 4 Exhibit 6 e NOTICE TO PERSONS UNDER AGE OF 18 Some of the information you are asked to provide is classified as private under state law. You have the right to request that some of all of the information not be given to one or both of your parents/legal guardians, Please complete the form below if you wish to have information withheld. Your request does not automatically mean that the information will be withheld. State law requires the City to determine if honoring the request would be in your best interest. The City is required to consider: . Whether you are of sufficient age and maturity to explain the reasons and understand the consequences, . Whether denying access may protect you from physical or emotional harm, . Whether there is reasonable grounds to support your reasons, and . Whether the data concerns medical, dental, or other health services provided under Minnesota Statutes 9144.341 to 144.347. If so, the data may be released only if failure to inform the parent would seriously jeopardize your health. NotiCE GIVEN To: DATE: e BY: (name) (title) REQUEST TO WITHHOLD INFORMATION I request that the following information: Be withheld from: For these reasons: Date: Print Name: Signature: e 5 e e e Exhibit 7 DATA PRACTICES ADVISORY Some or all of the information that you are asked to provide on the attached form is classified by state law as either private or confidential. Private data is information which generally cannot be given to the public but can be given to the subject of the data. Confidential data is information which generally cannot be given to either the public or the subject of the data. Our purpose and intended use of this information is: You are/are not legally required to provide this information. If you refuse to supply the information, the following may happen: Other persons or entities who are authorized by law to receive this information are: 6 Exhibit 8 SAMPLE CONTRACT PROVISION Data Practices Comoliance. Contractor will have access to data collected or maintained by the City to the extent necessary to perform Contractor's obligations under this contract. Contractor agrees to maintain all data obtained from the City in the same manner as the City is required under the Minnesota Government Data Practices Act, Minn. Stat. Chap. 13 (the "Act"). Contractor will not release or disclose the contents of data classified as not public to any person except at the written direction of the City. Contractor agrees to defend and indemnify the City from any claim, liability, damage or loss asserted against the City as a result of Contractor's failure to comply with the requirements of the Act or this contract. Upon termination of this contract. Contractor agrees to return data to the City, as requested by the City. 7 e e e e e e APPENDIX A PRIVATE AND CONFIDENTIAL DATA MAINTAINED BY CITY 1, Personnel Data (Private) Minn. Stat S13.43. All data about an individual who is employed as, or an applicant to be, an undercover law enforcement officer. All data on all other individuals who are or were an employee, an applicant for employment, volunteer, independent contractor, or member or applicant for advisory board or commission, except the following which is public: Name Actual gross salary Salary range Contract fees Actual gross pension Value and nature of employer paid fringe benefits Basis for and amount of added remuneration, including expense reimbursement Job title Job description Education and training background Previous work experience Date of first and last employment TFie existence and status (but not nature) of any complaints or charges against the employee, whether or not resulting in discipline Final disposition of any disciplinary action, with specific reasons for the action and data documenting the basis of the action, excluding data that would identify confidential sources who are employees Terms of any agreement settling any dispute arising from the employment relationship, including a "buyout" agreement Work location Work telephone number Badge number Honors and awards received Payroll time sheets or other comparable data that are only used to account for employee's work time for payroll purposes, except to the extent that release of time sheet data would reveal the employee's reasons for the use of sick or other medical leave or other non-public data City and county of residence Names and home addresses of applicants for appointment to and members of an advisory board or commission If it is reasonably necessary to protect an employee from harm to self or to protect another person who may be harmed by the employee, information that is relevant to the safety concerns may be released to (1) the person who may be harmed or to the person's attorney when relevant to obtaining a restraining order, (2) a prepetition screening team in the commitment process, or (3) a court, law enforcement agency or prosecuting authority. 8 2. Employment Data (Private) Minn. Stat. 913.43, e Data about current and former applicants for employment or appointment to an advisory board or commission, except the following which is public: Veteran status Relevant test scores Rank on eligible list Job history Education and training Work availability Name, after being certified as eligible for appointment to a vacancy or when considered a finalist for a position of public employment (which occurs when the person has been selected to be interviewed by the appointing authority) Names and addresses of applicants for and members of an advisory board or commission are public. 3. Property Complaint Data (Confidential) Minn. Stat. 913.44. The identities of individuals who register complaints concerning violations of state laws or local ordinances concerning the use of real property. 4. Security Information (Private) Minn. Stat. 913.37. Data which if disclosed would be likely to substantially jeopardize the security of information, e possessions, individuals or property against theft, tampering, improper use, attempted escape, illegal disclosure, trespass, or physical injury. This includes crime prevention block maps and lists of volunteers who participate in community crime prevention programs and their home addresses and telephone numbers, but these may be disseminated to other volunteers participating in crime prevention programs. 5, Absentee Ballots (Private) Minn. Stat. 913.37. Sealed absentee ballots before opening by an election judge. 6. Sealed Bids (Private) Minn. Stat. 913.37, Sealed bids, including the number of bids received, prior to opening. 7. Labor Relations Information (Private) Minn. Stat. 913.37. Management positions on economic and noneconomic items that have not been presented during the collective bargaining process or interest arbitration, including information collected or create to prepare the management position. 8. Examination Data Minn. Stat. 913.34. Completed versions of personnel and licensing examinations are private, unless the responsible .. authority determines that they should be confidential because access would compromise the .- objectivity, fairness, or integrity of the examination process. 9 e 9. Elected Officials Correspondence (Private) e e Minn. Stat. 313.33. Correspondence between individuals and elected officials, but either may make it public. 10. Benefit Data (Private) Minn. Stat. 313.31. All data about individuals participating in the City's housing rehabilitation program. 11. Civil Investigative Data Minn,Stat. 313.39. Data collected as part of an active investigation undertaken to commence or defend pending civil litigation, or which are retained in anticipation of pending civil litigation is confidential, except that a complainant's statement is private, 12. Appraisal Data (Confidential) Minn. Stat. 313.50. Appraisals made for the purpose of selling or acquiring land. 13. Recreation Data (Private) Minn.Stat. 313,57. For people enrolling in recreational or other social programs: name, address, telephone number, any other data that identifies the individual, and any data which describes the health or medical condition of the individual, family relationships, living arrangements, and opinions as to the emotional makeup or behavior of an individual. 14. City Attorney Records Minn.Stat. 313.30. The use, collection, storage, and dissemination of data by the city attorney is governed by statutes, rules, and professional standards conceming discovery, production of documents, introduction of evidence, and professional responsibility. Data which is the subject of attorney-client privilege is confidential. Data which is the subject of the "work product" privilege is confidential. 1D APPENDIX B RECORD OF ANNUAL REVIEW DATA PRACTICES PUBLIC DOCUMENT Under the Minnesota Government Data Practices Act, I as the responsible authority for the City of Arden Hills am required to annually review the City's public document to update the document and ensure its accuracy. The following records the date on which I have done so. DATE COMPLETED SIGNATURE 11 e e e ~ . . ~ ~ EN HILLS MEMORANDUM DATE: AgendaItem 4.C.i April 16, 2003 TO: Mayor Beverly Aplikowski Council Member David Grant Council Member Brenda Holden Council Member Gregg Larson Council Member Lois Rem FROM: Aaron Parrish, Interim City Administrator / Community Services Director ;Jf SUBJECT: Mission / Vision ENCLOSURES: 1. Proposed Mission and Visiou Statement Overview Based on discussions at the retreat and work by Council Member's Larson and Rem, attached is the proposed mission and vision statements, Staff is requesting Council input. While response was fairly limited, those residents that did provide comment were supportive ofthe change. If Council is generally comfortable with the proposed revisions, staff will bring this forth for approval at a future City Council meeting. Requested Action I, Provide input on proposed mission and vision statements ~ o -,-I m m -,-I ::E: m r-I r-I -,-I :I: ~ (I) ro J..I .c:e ~ ......~ ~ 0 ~ ~ ~ l-< (I) ;:j >- 0:'= -+->~ 0 ~ -+-> (I)..J::: 8 .8 ~..J::: 8 ~ ....... >- ~ ~ ....... (1).0 ....... ~ S 8 o U ~ 0000 ~ 00 o (I) l-< ~ -+->""C:l 00 ~ --< 6 00 ~ o -,-I \c>~ ".(1)": , , "0 J..I .c:e 00 ~ ....... ~ '...... c\l -+-> ~ ....... c\l 8 o -+-> ""C:l (I) -+-> -+-> ....... 8 ~ (I) ~ ""C:l 8 ""C:l ...... o 4-< (I) -B o -+-> .S ~ ~:.a 0;;:::: . r;; ;:j .~ ~ 8] l-< c\l ;:j o 00 ~ ....... 00 ~ ....... l-< ~ ~ - o #4'- 00 .~;/ (I) l-< 2:5 00 (I) (I) ~ -+-> ....... ~ 00 ....... ;:j""C:l ~ ~ ~ -+-> c\l ~ (I) ]5.0 o >-....... ............0 ...... - ....... ~>-r9 ..... ~ 00 ......-....... ~ i1 :>-. 0 ....... -+-> ..... (I)....... - ~ ~ ~ oos..:: g 8 ~ l-< 0 00 U5uii: - 00 ...... ....... c\l l-< ~ ~ 00 ~ o ~ .9 . ...... c\l -+-> ~ 0... U o...u ~ ..s .............. (I) 0 ..J::: ~ l-< l-< 00 ;:j..a 0... "E8u (I) ~ 8 2 .~ ... 0 ~ -- ..sUc\l ""C:l 00 (I) ~ 8 ""C:l >- ~ ~ 'r;; ~ 00 8 c\l E! 0 ~:.= 00 U ....... 0 ~ ~.9- S 0... 5~~~ ~ l-< ~ ""C:l 0.......... ~c\la""C:lt) c\l :>: ~ (I) ~ ...... (I) 00 (.j....l ~(I)~ll(l) -+->8 1""C:l ~....... (I) :>-. ...... (I)-+->--+->+-< cj ~ ~....... c\l H (I)....... ~ -+-> ~ >- 00 ;::i ~ 0....... ~ cj (I) .~ t) 8. a '0 >-~OOH~ ~(.j....lBO(.j....l ~~~U~ . .. .. .. .. .. .. .. -<"lM"'TIfl'D('-..OO . , e e e ~ ~~HILLS MEMORANDUM Date: April 8, 2003 AGENDA ITEM NO. 4,C.ii To: Mayor and City Council cc: Thomas J. Moore - Director of Operations and Maintenance Aaron Parrish - Interim City Administrator, Director of Community Services From: Cynthia Young, Deputy Clerk/Human Resour Subject: 2003 Council Retreat - Key Strategies for 2003 BACKGROUND: Earlier this spring, at its 2003 Retreat, the Mayor, City Council and staff worked with facilitator Marilyn Condon to develop key strategies for the remainder of 2003. OUTCOMES: The outcomes of those discussions yielded the following key strategies for 2003: 1. TCAAP a. City Council develops vision parameters b. Advisory Committee development of vision, goals and policies c. Completion of Phase III activities; selection of preferred alternate 2. Administration a, Hire City Administrator/Clerk b. Hire City Accountant/Treasurer c. Revisit Organization Structure with new Administrator/Clerk d, 2004 Budget Process: Identify City Council Priorities .... 3. Infrastructure a, Completion of 2003 PMP (Hamline Trail) b. Renovation of Lift Stations 2 & 5 c. Renovation of the booster station (south water tower) d. Completion of the 2003 seal-coating project e. Completion of the sanitary sewer televising/lining f. Highway 96 g. Cummings Park structure h, Trail benches e 4. Communication Plan a, Committees and Commissions . Review structures and purposes . Review role of staff and council liaison . Expand communications committee to include: website, newsletter, cable, recreation brochure . Refresh committees: operations & finance, human rights, business relations/ development b. Develop emergency preparedness/public safety plan . Form committee/task force . Publish and publicize plan e c. Citizen engagement . Town Hall Meeting . Neighborhood Meetings . Celebrate Arden Hills . City e-mail list . Neighborhood based planning concerning select City issues . Utility Billing mini-surveys regarding current issues d. Business engagement . Annual Business Appreciation Breakfast . Quarterly newsletter to be distributed to businesses via fax and e-mail . Periodic Business Retention visits e ~ . e e e, Public Information · Website: Review content and design . Cable Television Bulletin Board Periodic Arden Hills Update Television Program Select topical programming Enhance meeting broadcast and reproduction f. Newsletter · Revise scope of newsletter committee to be re-named Communications Committee and include overall communications including website, cable television, Arden Hills Notes and other referenced above select City publications. RECOMMENDATION: Staff tecommends Council review, amend and prioritize the key strategies and work with staff to develop an action plan. Silseth, Pang Aom' ~nt: To: Subject: ~ Silseth, Pang Friday, April 25, 200310:47 AM 'bulletinnews@qwestnel': 'info@mnsunpub.com'; 'cboyd@pioneerpress.com'; 'mlsmith@startribune.com': 'kmallman@msn.com'; 'cwilson@ctv15.org'; 'bob.fletcher@co,ramsey.mn.us'; Gammell, Ken April 28, 2003 Council Packets April 28 2003,doc (110 KB) Pang Silseth Office Support Specialist City of Arden Hills Phone: 651.634,5120 Fax: 651.634.5137 Website: www.cLarden-hills.mn.us . . 1