HomeMy WebLinkAbout2004-12-20 CC Packet
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CI'f~ COUNCIL WORKSESSION &
MEETING
~onday, December 20, 2004
5:30 P.M. & 6:30 P.M.
**Items in red = "Set Agenda" (Additions at
Beginning of Council Meeting)
COUNCIL WORKSESSION
L CALL TO ORDER
1. RoD CaD
n. OLD BUSINESS
1. Draft Amendments to Personnel Policy
m. ADJOURNMENT
COUNCIL MEETING
L CALL TO ORDER
1. RoD Call
n. APPROVAL OF AGENDA
m. APPROVAL OF COUNCIL MINUTES
1. DeeeIIlber 8, 2004 City CouneD Meetinl Minutes (Removed Item)
IV. CONSENT AGENDA
1. City of CentervDle December 9, 2004 through December 20, 2004 Oaims
(With Additional Updated Check Summary Register)
2. Centennial Fire DIstrict - December 15, 2004 Claims
3. Centenni.-I Police Department - November 11-23, 2004 .. December 1-
9,2004 Oaims
4. Mayor Eleet Mary Capra's Participation in the ~e ofMiDDesota Cities
Experienced Elected Oftteials Conference - 5175..
5. ABBO, EICK" Meyers - Enpgement Letter for 2004 Audit
6. SuecessfuI Completion of Year 3, ReceptionistlSeeretary (K. Sttphan)
7. TimeSaver Off Site SeeretariaI Addendum to the Reeonlinl Secretary
Service Ap'eement for 2M!
I. Lyu .. Associates -Invoice ##C:03:04 - 51,375.00 (StatfTeam Build~ &
Leadership Tl'8in'-IIJJ.U.l1/38/04) ,
9. Lyu .. Associates -Invoice ##C:04:04 - 51,375.00 (S,..,Team Building"
Leadership T....lnlnlllf26.11/3O/04) , " \
10. EDC Recommendation for Approval of an AdditioJUil S250 for Cougar Cash
11. EDC Recommendation for Puble Works StatfEqui)pJleDt, Time .. Snow
PlGwiDl for Car :Races on lee Assodated with Frozen F. des Lacs
12. . EDC Recommendation for Expenditures Associated wU\ Frozen Fete des
Lacs 200S - Not to Exceed S2,5OO -,
13. ZOOS COLA and Benefits as ContaiBedlSummarized in the Approved 2005
Bu.dget- (3% & $7701M0nth) .0
14. KLM Engineering Invoice - 52,700 (Water Tower Weld IDspeetion)
15. Res. ~ - Journal Entries to Correct Negative Balances 2004 Budget
v. AWARDSIPRESENTATIONSJAPPEARANCES
1. Chief'Bob MafreJa - Centennial Lakes Pollee Department (On Behalf of
Exiting Mayor Sweeney)
2. Coundl Member Broussard Vlekers - Presentation of Gavel to Exiting
Mayor Sweeney)
VI. PUBUC BEARINGS
1. Troth In Taxation (CoDt'd)
VB. NEW BUSINESS
1. Res. ##05-001- AppoiDtJllellu for ZOOS
2. Res. ##05-002 - 2005 Fee Schedule
3. Cash Out of Aceroed no
4. Downtown Redevelopment - CDBG Funds - Deadline 119105
5. Res. 1#04-061- Approving Plans & SpeeifieatiODS for SCADA System &
AuthoriziDg Advertising for Bids
6. Recommendation to Purchase Fued Asset Module (Banyon Data Systems-
Not to Exceed $3,000)
7. Recommendation for Hiring Ice Rink Attendants
8. Staff Partidpation in SRF/Anoka County Upcoming Meeting
vm. OLD BUSINESS
1. CelltenniaI Lakes Po6ee Department (Amended Joint Powers Agreemellt)
2. Res. 1#04-062 - Trio IDn (Tobacco Compliance Cheek Failure) (Tabled from
November 23, 2004 Meeting)
3. Res. 1#04-060 - Final Property Tax Levy for 2005
4. P06ee BuDding (Update - J. Meyer)
5. Pond Dredging (T. Petenon - Update)
IX. ANNOUNCEMENTS /UPDATES
1. 1540 Peltier Lake Drive (UpclatelBoeft)
2. CSAB 14 (UpdatelPetenon)
3. City Administrator Search
X. EXECUTIVE SESSION
1. Royal Oaks IndustriallLakeland Hills (Mediation Update) - Pending
Litigation
2. Ground Development, Phase I & n - PelldiDg Utigation
XXI.' ADJOURNMENT
CITY COUNCIL WORKSESSION &
.'.'
MEETING
Monday, December 20, 2004
COUNCIL WORKSESSION 5:30 P.M. & 6:30 P.M.
L CALL TO ORDER
1. RoD Call
n. OLD BUSINESS
1. Draft Amendments to Personnel PoDcy
m. ADJOURNMENT
COUNCIL MEETING
L CALL TO ORDER
1. RoD Call
n. APPROVAL OF AGENDA
m. APPROVAL OF COllNCIL MINUTES
1. December 8, 2004 City Couneil Meeting Minutes
IV. CONSENT AGENDA
1. City of CeIlterville December 9, 2004 through December 20, 2004 Claims
2. Centennial Fire District - December 15, 1004 ClaiJDs .
3. Centennial PoUee Department - November 11-23, 2004 & December 1-
9,2004 Claims
4. Mayor Elect Mary Capra's Partieipation in the Leape of Minnesota Cities
Experieneed Elected OMeials Conference - 5175.00
5. ABDO, EICK & Meyen - Engagement Letter for 2004 Audit
6. . Sueeessful Completion of Year 3, ReeeptionistlSeeretary (K. Stephan)
7. TilDeSaver Off Site Seeretarial AddendUID to the Recording Seeretary
Service Agreement for 2005
8. Lynn & Assodates - Invoice #C:03:04 - 51,375.00 (Staff'Team Building &
Leadenhip Training 11124-11130/04)
9. Lynn & Assodates - Invoice #C:04:04 - 51,375.00 (Staff'Team BuIding &
Leadenhip Training 11126-11130/04)
10. EDC Recommendation for Approval of an Additional S250 for Cougar Cash
11. EDC Reconamendation for PubUe Works Staff' Equipment, TilDe & Snow
Plowing for Car Races on Ice Assodated with Frozen Fete des Lacs
12. EDC Recommendation for Expenditures Assodated with Frozen Fete d.es
Lacs 2005 - Not to Exceed S2,5OO
13. 200S COLA and Benefits as ContaiDedJSUIIIIII8rized in the Approved 200S
Budget - (3% & S7701M0ntb)
V. A WARDSJPRESENTATIONSlAPPEARANCES
1. Chief Bob Makela - Centennial , .akes PoUee Departm.ent (On Behalf of
Exiting Mayor Sweeney)
2. CouneD Member Broussard Vleken - Presentation of Gavel to Exiting
Mayor Sweeney)
VI. PUBUC HEARINGS
1. Truth In Taxation (Cont'd)
VB. NEW BUSINESS
1. Res. ##05-001- Appointments for 1005
2. Res. ##05-002 -100s Fee Sehedwe
3. Cash Out of Aeerued PrO
4. Downtown Redevelopment - CDBG Funds - DeadUne 1/9/95
5. Res. #04-061- Approving Plans & Spedfieations for SCADA System &
Authorizing Advertising for Bids
vm. OLD BUSINESS
1. Centennial Lakes PoUee Department (Amended Joint Powen Agreement)
1. Res. #04-061- Trio Inn (Tobaeeo CompUanee Cheek Failure) (Tabled from
November 13, 1004 Meeting)
3. Res. #04-060 - Final Property Tax Levy for 2005
4. PoUee BuDding (Update - J. Meyer)
IX. ANNOUNCEMENTSlUPDATES
1. 1540 Peltier Lake Drive (UpdatelHoeft)
2. CSAH 14 (UpdateJPetenon)
X. ADJOURNMENT
~-
'\
Mtnlo~~~
TO: Honorable Mayor and Council Members
FROM: Teresa Bender, City Clerkl~Interim City Administrator
SUBJECT: Personnel Policy
DATE: December 15, 2004
There are several items contained in the personnel policy that Staff would desire Council
to consider modifying:
Some staff members would like to have the opportunity to maximize the benefit
the City affords them under the Cafeteria Plan. They would like an option to
waive coverage for the Public Employees Insurance Program as currently outlined
on the annu81 enrollment fol1D, provided they can demonstrate that they have
coverage under another plan. This option would reduce dual policies of coverage
and allow the employee to provide better coverage under another plan by making
additional funds available for them to upgrade to a plan with better coverage.
(page 25).
There also has been discussion regarding mileage reimbursement for attending
Council meetings when staff has been requested to be in attendance or is a part of
their regularltemporary duties. It is not clearly stated whether or not this is an
approved travel reimbursement. You may desire to clarify your position on this
matter with additional language.
There are several variations between the union contract and the pro~
personnel policy:
Compensatory Time: Union Contract has a maximum of 80 hours vs.
Personnel Policy has a maximum of 40 hours (page
13)
Personal Time Off: (page 11)
Union Contract:
o through 1 year
After 1 year through 3 years
After 3 years through 9 years
After 9 years through 15 years
6.77 hours per pay pericx\
6.77 hours per pay ~
8.31 hours per pay periOcl
9.85 hours per pay period
After 15 years through 20 years
After 20 years until retirement
Personnel Policy
11.38 hours per pay period
12.92 hours per pay period
o through 5 years
6 through 10 years
11 through 15 years
16+ years
6.77 hours per pay period
8.31 hours per pay period
9.85 hours per pay period
11.38 hours per pay period
Please consider adding language that would allow employees two (2) hours of paid time,
bi-monthly for blood donation to a non-profit orpni7.8fion (i.e., Red Cross) if proof of
participation is submitted.
Thank you for considering these items.
. .' :/COVVlP +N~, t - pu-~Y)elt (>b{le)
40 hrs yYl.A'f (2.' ~ /'6.'1. .
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ARTICLE XXV - COMPENSATORY TIME
I
I
ees who are assigned to work by the EMPLOYER in excess of the normal wor
'1~~~~~u:::or ~I hoUlS worked in exceSsome-n
~ay, orS,halk-refie;\JeeqtftValent compensatory time off at th, e, ra, te of on~~~l1Jo,l~,~- J
half (1-1/2).hours for each hour worked, to be bankedHby the Employee to a - ",
of eighty (80) hoUlS. Employees must request compensatory time off in the same c~
manner as they request vacation; however, under no circumstances shall requests be I'
made for increments less than two (2) hOUlS. Compensatory time ma be used for "
ompensation of un-requested leaV'.e~..JL---an.EmpToY-6el$ ~ltHiDatec.i, t!e or s e
compensated for accumulated C' ,-
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ARnCLE XXVI - WAIVER
26.1 Any and all prior agreements, resolutions, practices, policies, rules and
regulations regarding terms and conditions of employment, to the extent
inconsistent with the provisions of this AGREEMENT ,are hereby superseded.
26.2 The parties mutually acknowledge that during their negotiations which resulted in
this AGREEMENT, each had the unlimited right and opportunity to make
demands and proposals with respect to any terms or conditions of employment
not removed by law from bargaining. All agreements and understandings arrived
at by the parties are set forth in writing in this AGREEMENT for the stipulated
duration of this AGREEMENT. The EMPLOYER and the UNION each
voluntarHy-andunqualifiedlywaives the right to meet and negotiate regarding any
and all terms and conditions Qf employment referred to or eovered .in this
A ""nr.:cuc....Tnr with resoect to any term or condition of employment not
__ ___._ '. .__ .........." ....h CH It'h tprm~
ARTICLE )001- PERSONAL TIME OFF (POl Ul
22.1 General
Regular employees and permanent part-time employees who hav~ worked for
the City for at least siX (6) months are eligible for paid personal time off. Paid
PTO is not ,available to temporary, inte'rmittent or seasonal employees.
22.2 Accrual
PTO leave with pay will accrue at the following rates:
Years of Service
Vacation Leave
o through 1 year ..................................
After 1 year through 3 years ... ... ... ......
_ After 3 years through 9 years .............
After 9 years through 15 years...........
After 15 years through 20 years... .......
After 20 years until Retirement...........
6.77 hours per pay period
6.77 hours per pay period 0
8.31 hours per pay period
9.85 hours per pay period
11.38 hours per pay period
12.92 hours per pay period
For clarification purposes, after six (6) months a regular or permanent part-time
employee will have 88.01 hours of Personall:ime Off leave accrued.
f'..Q r~O(\ t\.eJ
P~LL .
(, n 7 hr:> p4' M purl"J)
~.bL 0 hrs C)~ lL i(
13 r
~ . r~ Jv-s. Il ( l.
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tervi{{e
rsta6{isftd 1857
P'E'RSONNEL
POLICY
I
CITY OF CENTERVTJ.J .R
PERSONNEL POLICmS
Suc~essful public J:elations are ~ very ~portant element ~ every City Employee's jpb. It is
impo~t to be considerate, pleasant, pJ:ompt and brief in all d- lings with the citizens of
the City of Cente1:ville. The impJ:ession we make OVeJ: the phone OJ: in PeJ:Soo, whetheJ: good
or bad, will be the one that the citizen wiD. J:emembeJ:. It is the mission of the City of
Centetv.ille. to provide the highest quality service to Cente1:ville residents and taxpayers in the
most effective, efficient manneJ: possible. PJ:ope1: adheJ:ence by aU City Employees to these
policies will help attain that goal.
1. PURPOSE AND APPLICATION
1.1 Purpose
General: The pw.pese M this pelky is to estaBlish a lHIifarm. aft.d equitable system.
of pef86ft6.el B~",.jfli !ltmUea fur aD. Bmplayees of tI1C City M CentaYiH.e as well as aD.
o~ pelS6ftflcl Wfte work uader a aegetiated agreemeot with the City. Ifl the
eveot ef a eoaBiet betwem the terms M the flegetia~ agreCm.em Mid this petsofiftel
peliey, the ~. 0( the aegotiated iig2:eemea.t sIlaR take pteeedeaee' atid these
. Bmpleyees subjeet to the agreemeat shaJl he 80 regalatec1 Nothifig ift this peJiey
shaR be e6ftStmed as part M aft. 'emplayJBeftt ee~et betwem the City ef ~tuv:iDe
8fld its Bm.pleyees. The informAtion in these personnel policies serve only as a
get1en11 refeJ:ence to the City of Centetvill.e's cri.ttent policies and procedures. None
of these tUles And policies constitutes a ~ntra.ct between the employee ind the City.
These roleS and policies ate not a p1'9.t'ltee of continued OJ: futw:e employment OJ:
intended to AltM' the employment at wiD. tela.tionsh~ in any mAnner. . Rmployees
have the right. with appropriate notiCe; to tP.nninAte their employment at an,y time.,
fOJ: any reason or no reason" and the City retains a Riml1A1' rigJ1t. subject to an,y
statutoJ;y OJ: constitutional restrictions placed upon it as a public emploYeJ:. IT at any
time there is a differenCe between a statement in these documentS and source
matP.11Al such as plan dor.nments, the source matM'iA 1 that is cw:rent at that time wiD.
take precedence.
. I
1.2 Scope
Application: This personnel policy applies to all City of Centetvill.e Employees,
except the following:
A) Elected officials;
__ .' ~ I.-
B)
C)
Consu1~ts J:endering professional $ervice;
. Members of City Boards, Commissions, and Committees (thiR Subsection
applies only to non-employee memhM'R of these City Boards, CommiRsions
and Committees); .
1
D) V olunteetS;
E) Persons engaged un~ a specific employment ~ttact.
Collective Bargaining: 'All Einployees covered' by a collective bargairiing
agreement entered into in accordance with the Public Employers Labor Re1.ati~
Act, Minnesota Statutes ~179.61-179.77, and.~179A.01 -179A.25 shaD. be exempt
from any of these provisions wbich ditect1.y conflict with the language in the
ba.tga.ining agreement .'
1.3 Authority ,
Rights: The' City resetVes the right to operate and manage its affaits in aD. respects
in accordance with existing and future .laws and regulations. These rights shaD.
specifically include, but not be limited to~ the right to adopt, amend, repeal, interpret
or tef'tningte the, personnel pqlicy and work rules without prior notice. Af1y
p.te.tega.iive 6~ a1Jthefity whieh the City has Rat speeifi.eaD.y a~ delegated Of
. medifi.ed 1iy this peliey is l(.~ 'by the (A.ty. The City reserves the ~ht to mgke
these ~hgnr retroactive or prospective. Amendments llhgll be effectiVe the day of
adoption nn less a different date is ~ecifi~ The City further reserves 1;he right' to
make reasonable variations fr~in this policy where it-is the City Council determined:i
that, a strict and_literal application of tlte policy would cause an undue hardship on
the City, its Employees, or an individual EmplOyee.
Interpretation: The City Administrator. shaD. make ~ iP,tetpretation of these
poli<=;ies or decision. on Items not ,covered within these policies, arid such
inte1;pretation will be binding wiless mMifiP.d or overtumed by the CitY Council.
This policy supersedes any prior policies, representations or understandings and shaD.
be subject to all applicable State and federal I...awS, as well as City Otdinances.
1.4 ,Equal OpportuniiyEmployer
Non-Dis~111;ft,tiOn: The City of Centetv.iJle strives to provide full and equal
opportunities for every person in aD. areas related to employment, ~ining,
promotion and compensation. No individual shaD. be disr.rimingted a.ga.inst with
respect to compensation, . terms, conditions or other privileges of employment
because of race, colo~ creed, religion, gender, age, national origin, sexual orientation,
marital status, veteran'status, public assistance status, disability, or to any other group
or class against which disNimingtion is prohibited by State or federal Jaw.
2. DEFINITIONS
The following words and terms ~ have the meaning as defined herein, unless the context
indicates othetwise.
2
Absent Without Leave: .Any absence of an Employee from duty including any absence for
a single day or part of a day that is not authorized by a specific leave of absence or time off
under the provisions of this policy. -
A.nnivetSaty Date: The 'month and day of initial hiring or promotion' of a regola.t full-time'
or regulat part-time ~ployee. . .
Appo~ting Authority: The City Council or City Officer to whom the Council has
delegated, authority to appoint petS<?fitlel.
Benefits: Privileges or other compensation granted to Employees in the form. of leaves of
absen~ insur:ao.~ or pay received in lieu of acaued leave upon tenn1n~:ti.on of
employment.
City: The Qty of Centetv.ille.
City .t\dminietrator: The City Administrator of the City of Centetvill.e.
City Council: The City Council of the City of CentetviIle.
Compensatoq Time: For exempt Employees, the same amount of time off work as the
employee has overtime houts worked. For non-exempt Employees, time off work at one-
and-one-half times the number of overtime nouts worked.
Demotion: The change of an Employee's statuS to a position of having a lower pay mnge,.
tank or grade, and/or lesser .responsibility than previously held.
Department: A branch of City administration wit;h responsibility fot one or several
assigned functions.
Department Head: The supervisor ofa department.
Employee - Exempt: .An Employee not covered by the overtime provisions of the federal
Fair Labor StandatdsAct.
Employee - Intermittent: An at-will Employee who works occasionally or on-ca1l for an
indefinite time, under the same tetms and conditions as a tempotaty Employee.
Employee - FuB-Time: An at-will Employee working at least 32 hours per.week, who has
successfully completed a requited probationary period, and serves in a position funded in the
approved City budget for a given fiscal year.
Employee - Non-Exempt: .An Employee covered by the overtime provisions of the
..: federal Fair Labor Stan~ Act. _ ,
, , ,
Employee - Part-Time: An at-will Employee working less than 32 houts pet week, who
has successfully completed the requited. probationary period and. who is not eligible for
benefits, other than those mandated by state or. federal law.
3
EmplOyee - Regular: An. at-will Employee who bas successfully completed aD. stages of the
selection Pj:ocess including the fflIfn1ng periOd and/oj: probationaiy.period.
. . .
Employee - Seasonal: A full-time or part-time at-will Employee whose appointment is
limited to a specific season of the year and is employed unptt the same terms and conditions
~a~~Employ~ . . .
Employee - Temporay: A full-time or part-time Employee who serves in a position on a
tempora.ty basis where no benefit ~Hgihility exists and no credit is given for seniority.
Employer .; The City of Centetville.
HoutS Worked: Includes all houtS that the Employee actually Pttfonns duties that benefit
the City, including: rest periods orb~ m~, fflI11'11f\g progmms, travel between work
sites on a woik day, time spent performing duties. after houtS or on weekends due to
emergencies (caD. backs) and any time petfonning duties outside the notmal shift, even if it is
not cCauthori2:ed."
Job Classification: A group of positions sufficiently alike in duties, qualifications, authority
and j:esponsibility to warrant the same job title, grade arid pay schedule fOj: all positions in
the group. .
Job Description: The written description of a job containing a title, a statemerit of duties,
authority and responsibilities of the job, and the qualifications and experience deeni.ed
necessaty and/or desirable for the satisfactmy Pttfonnance of the dUties of the job.
Lay-Off: The sepamtion of an Employee from employment due to el1m.j1'l~.tion of a
position: lack of funds or othtt reason dP.tP.nn11'1ed by the City Council.
Perfotmance Report: A j:eview of an Employee's' pttfottnance by the supetrisor to
communicate an E1nployee's strengths or deficiencies, as well af! expectations for
improvement. .
Position: A specific job, calling for the pttfottnance of certain duties and having certain
responsibilities.
ProbationaJ:y Period: A period of time at the b~1'I1'I1f\g of employment (or the bPgil'l1'l1f\g
period of a promotion, ttansftt) that is designed as a trial period. The probationaty period is
alSo considered a fflI11'1fng period and is the last part of the selection process. .
. .
Promotion: An advance in position from one classification or p.de to a bightt
clasSification or grade. . \,
-' ,- ~
~_ . .z.."
Reduetias. la WMk Feree: The SepamtiaB f# as Bmpleyee Rem emp16ymmt due 1;6 the
sh6rtage ef wem M faBds.
Resignation: Employment tP.1'tn11'1gtion initiated by the Employee who chooses to leave the
employment volunta.tily.
4
Transfer: A movement of an Employee (rom one job class or position to another of.
comparable class and pay .range.
3. . ORGANIZATION.
3.1 Personnel Files
Employment File: The City Administrator or designee shall maintain a separate
employment file for each Employee. Each file shall contain a .record of each
~~~~~~~Em~eew~~~City~~~
contain a .record of all personnel action regarding the Employee including
. eYlIm-in9tion records, performance reports, disciplinaty proceedings, demotions,
promotions, salary chattges and any other document relevant to City employment.
3.2 Job Description
General: The City will niaintain a written description of ~ job conm-in-ing a title, a
statement of duties, authority and responsibilities of the position, and the experience
and qualifications deemed necessa.ry and/or desirable for the satisfactory
perfo11I1ance of the duties of the position. These descriptions will norma1J.y be
updated periodically, as duties or assigOments change, or at the discretion of the City
Administrator.
3.3 Assignment of Work
. Respo1lSibility: Assignment of work duties and scheduling work is the
responsibility of the Department Head. It is recognized that jobs may change over
rime to respond to the ch9ng11'\g needs of the organization.
3.4 Classification of Job Duties
Responsibility: The classification of job duties, establishment of minimum .
qualifications, and the maintenance of job descripti~ and related records shall be
the responsibility of the City Administrator or designee.
Salary Range: Each job description ~ be assigned a salary .range based upon, but
not limited to, the following factors: .
A) An evaluation of the knowledge, accountability, problem solving, abilities and
working conditions of the ~sition;
B) The duties ~d rates of pay ~or other job ~~t.io~, wp.eth~ .~mpa.rable
or not;
c) 'I:he prevailing. rates of pay for comparable. positio2;lS in both public and
private employment in the appropriate labor market;
5
D) The eost of liviBg as. measured hy the Bureau of Laher Sta1isties. atid
CeftSUmet &iee lB.dex;
E) . The value of ffiftge ~dits provided hy the ~ploya;
. F)D Financial andfisail . policies and. considerations of the City, and other
pertinent economic factom.
Approval: Each fiscal year, the. City Council shall review the PaY plan. and ~
chQngt'J' it detHmines ate necessaq adept sslaty mages fe.t eaeh elaSsiB.eation. The
City cOuncl mai modify salary ranges at any time. The City Council shaD. adopt
hourly tates of pay for all positions not covered by the .classification and pay plan.
Reclassification: Whenever a job has changed. sufficiently so that it no longer fits
the .desc:ription, the City Administrator or d~ee shall make recommendation to
the City Council regarding the appropriate action whiCh could involve: reclassifying
the job to another existing job class; creating a new job class, updating the job
description, resttucturing the job to fit an established or proposed. class, or other
action as deemed. appropriate.
4.. APPOINTMENTS
4.1 Vacancies
General: Vacant positions that the City Council chooses to fill will be filled on the
. basis of a regular or temporary appointment and may be made on a full-time or patt-
time basis.
Procedure: Vacancies will fitst be posted. intema.11y. It: in the opinion of the City
Administrator, it is necessaty to. rectuit ~ to attract more qm,l1fied
candidates, the position will be opened to the genetal public.
Evalua1;ion Method: Applicant qualifications will be evaluated in one or more of
the following ways: a rating of experience and m.ining, a written test, an oral test or
interview, a performance or demonstrative test, or other appropriate job-related
exam..
4.2 Job Posting
Internal Posting: Position vacancies for regular full-time and regular part-time
positioiJ.s will be posted on the official City bulletin boards. i:D. City. Hall and the
Public Works building for five (S) :yo~ ~ys pri,or;o a.d:v:c:rtising extetnally. 'fl?e _ .
posting ,will specify the tide,s~ salaty or range, the nature of the work. to be
performed, how to apply, the closing date' ~or receiving applications, and other
pertinent information. ,
4.3 . Recruitment and Selection
6
Recruitment: The City .Administrator or . designee is responsible to manage the
reauittnent process to assure compliance with federal and state laws as well as City
of Centervi1le practices. This includes approving aU job postings~ advertisements~
. placing of job advertiset.D.ents~ addendums to the application and other recniitm.ent
. materials. The City Administrator or designee. will meet with the appropriate
sUpervisor to determine the best methods for recruiting. An appointtnents shaD. be
made on the basis of merit and, fitness for the position. Merit and fitness may be
detP.nnined by written, oral and/or. other job-relevant f'!lrgmtngtion, as well as .by
consideration of education, past experience and other job-relevant qualifications.
Announcement: When the City reauits a position extemally~ the position will be
advertised in selected newspapers~ periodicals~ newsletters and/or through direct
m9ilings at least ten (10) days in advance of the deadline for application.
Application Form: Applicants for initial hire or promotion must normally submit
written appliCation materials setting forth their qualifications and such other
infonnation as may be pertinent and required by the City. Unless otherwise
stipulated by the City Administrator, applications will not be considered complete
without the inclusion of a. sign~ official City of Centerrille employment application
fonn.
Application Review: The City Administrator and/or the supervisor shaD. review aU
applications and conduct job-relevant background reviews screening aU applications. to
detP.nnine candidate qualifications. Initial interviews may . be conducted of the
applicants whose qualifications are best-suited for the position. .Any applicant not
. meeting minimum qualificatiOns requited for the position shall be rejected for further
consideration.
:E,cA1n1ftAUon: If an f'!lr9mingtion is required for a position, the eygmtngtion shaD. be
anminiRtered by the City Administrator or his/her designee at a time and place
established by the same. Upon receipt of the p.y~min9tion results, the City
Administrator or his/her deRigoee shall notify each petson t.aking the P.Y9mingtion,.in .
writing, of theresu1ts of the eY9mingtion. J1.ygmtn9ti.on scores will be adjusted in
accordance with the provisions of the Vetetans Preference Act where applicable.
Disqualification of Application: An applicant may be rejected at any time if the
applicant fails to respond at any stage of the selection process.
4.4 App~intment Authority
Regular: The City Council is the Appointment Authority for the City of Centerville
and will make aU full-time appointnlents~ based upon the recommendation of the
City Administrator. The City Administrator. shall submit a hiring recommendation
based on the intetview .results of eligible candidates to the City Council
7
Other: Appointments to budgeted part-:time, seasonal, intP.ttn1ttent, and tempomty
positions mar be delegated to the City Administrator.
" "
4.5 Temporary Appo~tments.
Genem1: IT necessaty~ to prevent .intettuption of service or inconvenience to the
public, the City Council may approve tempomty appointments. A tempomty
appointment may be made for a specified period of time or may be open:-ended.
Vt7hen the appointment is open-ended, the City Administrator shall deteanine' the
endirig date based on needs of the City, subject to Council approval. Tempomty
appointments' will norma.11Y be of duration of six months or less. Extension of ~
m~,nmum time period may be made on an exception basis if w~ted by the needs
of the, City and approved by the City Council. Appointees to tempomty positions
will not be entitled to benefits.
4.6 Pre-Employment Medical Exams
Applicability: The City may detP.rm1ne that a pre-employment medical p'ygm1ngtion
is necessaty to detetmine fitness for any City position. Where a medical eygm1n~tion
is required, the offer of employment shall be made contingent upon successful
completion of the medical exam. IT the City determines that pre-employment
medi~ exams wiD.. be required, they shall be reqtdred of all candidates who are
,conditionally offered employment for a given job class.
Confidentiality: The information obtained during the medical exam. shall be treated
in the same manner as for confidential medical records under the Minnesota Data
'. ,
Practices Act and HIP AA regulations.
Exam: A licensed physician d-ig11~ted by the Employer shall conduct the exam.
The physician conducting the exam. shall be provided 'with a description of the duties
and responsibilities and other pertinent informatiOn about the position. The City
s~, pay the cost of the exam. The physician shall notify the City Adm1n1Rttator
whether or not a candidate is medically able to perform the job.
Notification of Results: The City Ad.:ministtator shall inform the candidates of the
results of their ~~m1n~tion. If a candidate is rejected for employment based on the
results, he or she shall be notified of this detP.1'm1ngtion and may request further
explanation from the physician. '
4.7 Employment ofMinots
(ieop(1l1; . Employment of minors Win be. limited" to th~ ages ~d_ conditiqns ~
proVi4ed by the federal Fair ,Labor Standards Act (FJ..SA) and, ~here more .
, restrictive, State child Jabor Jaws.
8
4.8 Union Representation
Labor Relations 'Act: Relations between the City and its organized Employees are
guided by the Public Employment Labor Relations Act (pELRA) of 1971, as
amended. A copy wiIl"be made available for Enlployees upon request. Joining a
union is not required for employment.' However, under the Act, the Union may
require individllg1~ in a rq>resented M.~inillg unit who are not mP.fnhers of the
Union BOB mem6em to contribute a "fiW: share fee."
4.9 Probationary Appointments
Purpose: The probationary period is an integral part of the selection process and
sIiaD. be utilized for obsetv.ing an Employee's work and for tNIining the Employee in
the work expectations, for assessing the Employee's abilities, sJPlls, and interest, and
for rejecting any Employee whose performance does not meet the required work
standards. The first six (6) months of employment shall be considered an
Employee's probationary period.
Duration: Probationaty' periods apply to new hires, transfers, promotions and
rehires. The Council, under special circumstances, may extend the probationaty
period up to a mn-im:um of six (6) additional months.
Term1ftAtion during Probationaty Appointment: The City Council, or the City
Administrator with approval of the City Council, may tenninSlte, an Employee
anytime, for any reason, during that Employee's probationaty period. The Employee
so tenningted shall be notified in writing of the reasons for the tenninSltion and shaD.
not have the right to appeal unless he or she is a veteran, in which case the procedure
prescribed in Minnesota Statute ~197.46 shall be followed. Yeterafts, as tlem1eti oy
law, shall be released frem emplaYmeflt with the City oa.ly after a aetenRt'AJltleB
t:Meugft a {aU: Beariftg fel ifloompcteflee 6l1Diseeaduet. Nothing in this Personnel
Policy shall be construed to imply that after completion of the probationary period,
an Employee has any vested interest or property right of City employment.
Demotion: Employees tenningted during a probatioDaty period from a position to
which they were transferred or promoted may be reinstated to a position in the class
from which. they were twisferred or promoted, upon approval of the appointing
authority. H a position in that class is not open, the Employee may be placed on
leave of absence without pay until such time as an appropriate position is available.
Completion of Probation Period: A performance evall:~ation will be completed
and reviewed with the Employee before the end of the probationaty period. The
City Administrator will notify the Council as to whether the Employee's
performance has been satisfactory or not, and wnether the employment rdationship
should be continued.'
, .
City Admift1Qttator: In the case of the City Administrator, the Council will evaluate
the Employee and determine whether or not to continue the employment
9
relationship. The evaluatiott of the City Attmfnfqmt02: shall be in writing on a
petfo.r.mance review fottD.
Notification: If the notifica.tion indicates the Employee has successfully completed
the. p2:oba.tiona.ty period and employment will be .continued, the Employee will
become a reguW: Employee within the m_nfng of this policy. The Employee;s
length of semce will be comp~ from the date of bite f02: the pw:pose of
calcu1a.ting the term of lttoba.tiona.ty period.
4.10 Background Investigation
Upon the request of the City Administra.to2:, the police depa.rtm.ent shaD. p2:ovide
certain ".imina] histoty data. contained in the Minnesota. Crimina] Justice 1nf02:ma.tion
System. The data. to be provided must qnly be about finalists f02: City positions of '
employment. The City Administtato2: must ob~ the consent of the finalists before
requesting the data., but an applicant's faiJme to provide consent may disqualify the
applicant from the prospective position.
5. EMPLOYMENT STATUS CHANGES
5.1 Reclassification
General: A recommendation f02: an Employee to receive a 2:ecla.ssification will be
made on the basis of the job~s content, 2:esulting from significant changes in the kind,
difficW.ty~ and/o2: responsibility of the work petfonned in the' position. A
2:ec1a.ssifica.tion may Wa.rrant an inaea.se 02: decrease in sala.ty mnge. The.City Council
must 2:eview all recla.ssification. recommendations made by the City AttrnfnfRtra.to2:.
Reclassification will be approved only by the City Council.
5.2 Promotion
General: Va.cancies m3J sW be filled by p2:omotion of present Employees who
meet the requirements established f02: the cla.ssificatio~ when it the City Council
detP.1'l1'1fnes that a promotion is in th~ best inte2:est of the Q.ty.
5.3 Demotion
General: An Employee may be demoted if found unsuited f02: the p2:esent position
but may be expe,cted to petform satisfactorily in a position of having a 10we2: pay
ra.nge,. mnk 02: grade, and/o2: lesse2: responsibility than p2:eViously held. An Employee
may also be demoted if his/h~ poSition has been abolished 02: teclassified and .
he/she cannot be tra.nsfetted, to a position of equal pay f02: which theya.re ~19tffie(1'
and suited.
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5.4 Reduction of Workforce
Geneial: IT it is necessaty to i:educe pe1:Sonnel, temponity Employees and those .
serving a probationaty period in affected job classes will be separated before regular
Employees. Wtthin each of these groups, the seiection of Employees to be %etained
shall be, based on merit, and ability as detetmined by the City Administrator, subject
to Council App~va1.. .
Lay-off: The City may layoff any Employee whenever such action is' made
necessaty by' reason of shortage of work or funds, the abolition of a position, 6.f
becau,se of changes in organization or other reason determined by the City Council.
Two weeks advance written notice of the lay..off shall be given when the need for the
layoff is" foreseeable. An Employee may be transferred to another position if the
City Coun~ determines that such Employee is qualified and a pOsition is available.
When a lay-off occurs in a job classification in which more than one Employee
serves, ~<:a:tion and job performance as determined and applied by the City
Council shall be the basis for detP.1'l'nining which Employees are Iaid-off unless
otherwise required by law.
Not DiscipJiwu:y Action: The suspension and dismissal procedures outlined in
Section 17, Discipline, of these policies shall not apply to separation covered by
reduction in force.
6. COMPENSATION AND WORK HOURS
6.1 General Policy
Wages: All Employees of the City shall be compensated according to wage
schedules or salaries as determined annually by the City Council upon the
recommendation of the City Administrator. The Council may change'or modify the
wages or salary of any job class at any time for budget reasons.
Starting Wage: Ii1itial appointments to full-time positions will normally be made at
the adopted wage for the applicable job class. Exceptions may be made to the
startii1g rate at the discretion of the City' Council, based on additional education,
tNining, qualifications and/or experience above that nottnally required for the
positiOn.
6.2 Pay Periods
Bi-weekly: Employees shall be paid by check, on alteNulte lhmsdays. The pay
received by an Employee will be for the homs worked during the pay period plus anY
holidays, compensatorr time, overtime, and PrO ..taken during the' period. ' ...:,' ','
f1
6.3 Work Hours
General: All Employees ate' exPected to petfOtDl theit reguJa.r work duties, when
requited to do' so by *eir supervisor, including .sitUations where the wo~y or
workweek requtt~ additional hourS or different ho~ from that normally scheduled.
The City Ad1nini!U'nltor may also acJiust nonn~l work weeks and days 'for the
positions that teqJJii:~ the exercise of duties and r~lUnmties outside of nO'rm~l
hours (for p.Y~:mple., the need to attend City Council meP.tin~).
, '
Timeliness: It is expected that all Employees will report to work on time, 'use their
available hours to the best advantage, and leave only after the regular work hours are
completed. The City Admini!U'nltor may also adjust norm~l work weeks and days for
the po.critinnll that teqJJire the exercise 'of duties and ~lUnilities outside of n01"m~l
hours (for p.y~"'Pl~' the need to attend City Council meetin~).
Fun. Time Work Week Defined: The regularlysched~"work week for full-time,
non-supervisory Employees is eight (8) hours per day and forty (40) hours per week,
with the regular work week defined as Monday through Friday, 8:00 a.m. to 4:00
p.m., including rest periods. The City Admin111tNItor may also adjust nOf1"n~l work
weeks and days for the positions' that reqp.irethe exercise of duties and
te$ponlUnilities outside, of n01"m~l houts' '(for p.Y~mple., the need to attend City
Council meetin~).
Part-Time Work Week Defined: The regularly scheduled work week for part-
time; non-supervisory Employees is less than thirty-two (32) hours per week,
including rest periods. Flexible work schedules will be allowed on a case by case
basis as approved by the City Administrator. Th~ City Adtnini!ltnltor may also adjust
nOf1"n~l.work weeks and days for the positions that teqJJire the exercise of duties and
te$pOulUnilities outside of n01"m~l hours (for p.Y~mple., the need to attend City
Council meetin~).
6.4 Work Breaks
Meal Break: Employees wotking eight or more consecutive hours will be
authorized an unpaid meal break.
Rest Break: When working under conditions where the use of a rest break is
practical, Employees will be allowed to take a fifteen-minute break approximately
midway through each four-hour shift. . The time of the break is subject to the
approval of the supervisor. Unused rest breaks may not be accumulated, nor may
they be used for any pw:pose other than a mid-shift rest period. Unused rest breaks
~y ~ot be used to leave work~.
6.5 Job'Sha1"ing
, , ,
General: Job sh~f'ing will be considered on an individual basis at an Employee's
request. .A.ttangement should be made with the immediate supervisor. Any
12
agreement be~een an Employee and supetvisor is subject to approval by the
Council.
6.6 Overtime/Com~ensatory Time
General: The City of Genterv.ille lias established this overtime policy to cOmply with
applicable state and federal laws governing acctual and use of overtime. The City
Adm1n1~tor will detemline whether each Employee is d~ted as "exempt" or
"non--exempt" from ._m11'\g overtime. In gen~ Employees. in exeCutive,
adfn1n1~tive, and professional job classes are exempt; all others ate non--exempt.
Non-Exempt Employees: All overtime-eligible Employees will be compensated at
the.mte of time and one-half (1%) for all houts woiked over 40 in one workweek.
Personal leave and paid holidays will count toward ''bouts worked" Compensation
will take the form of either overtime payor compensatoty time. Compensatmy time .
is paid time off at the mte of one and one-half (1%) off for each hout of overtime .
worked.
Workweek: The woikweek is Sunday morning from 12:00 a.m. to Saturday evening
at 11:59 p.m.
Approval: The Employee's supervisor must approve overtime houts in advance.
An Employee who works overtime without prior approval may be subject to
disciplinaty action. Pre-authorization may be presumed by Employees in emergency
situations such as excess snowfa.11, flood, severe storms, water main breaks, lift
station malfunctions, or other sim.ilat situations where the immediate .response of
staff is required to avert endangerment of life, home or prop.erty. In the event of an
emergency situation, the City Adm1n1~tor shaD. be notified immediately.
Compensatoty Time: Overtime eamed will be paid at the mte of time and one-half
on the next regularly scheduled payroll date, unless the Employee and the
Department Head mutually agree in advance the overtime will be banked as
compensatoty time in lieu of payment. This adv~ce agreement can take the fottD. of
the-Employee indicating on his/her timesheet that he/she would prefer to receive
compensatoty time rather than paid overtime for the overtime houts worked on that
payroll period.
AccumuJa~on: The m~l'rimum compensatoty time accumulation is forty (40) houts
unless a higher amount is established by the City Council.
Use of Compensatoty Time: Employees may request and use compensatoty time
off in the same manner as other leave requests. Supetvisors shaD. normally gtant
such requests, even if another Employee must be called in to cover the houts, unless
it causes a serious dismption in business operations. .
.~
Exempt Employees: Exempt Employees are expected to work whatever houts ate
necessary in order to meet the perf011Ilance expectations outlined by their
supetvisors. Generally, to meet these expectations, and for reasons of public
13
accountancy, an exempt Employee will need to work forty (40) or mote houtS pet
week. Exempt Employees do not receive extra pay for the houtS worked over forty
(40) in One workweek.' . 0
Salaty Basis: Exempt Employees ate paid on' a salary basis. This means they
receiv:e a p:redeteanined amount of pay each pay period and ate not paid by the hour.
Their pay does not vary based on the quality or quantity of work petfotmed, and
they receive their full weekly sala.ty for any week in which any work is petfotmed.
The City will only make deductions from the weekly sa.1ar:y of an exempt Employee
in the fonowing situations:
A)
B)
C)
D)
E)
The Employee is in a position that does not eam personal leave and is absent
o for a day or mote for personal reasons other thanosickness or accident.
The Employee is in a position that eatD.S personal leave, receives a short term.
disability benefit or workers' co1Ppensation wage loss benefits, and is absent
for a full day due to siclm.ess or disability, but he/she is either not yet
qualified to use the paid leave or he/she has p.yhgusted all of his/her paid
leave.
The Employee is absent for a full workweek and, for whatever reason, the
absence is not cha.rged to paid leave (for example, a situation where the
Employee has exhausted all of his/her paid leave or a situation where the
Employee does not earn paid 1eave.) 0
The very first workweek oro the very last workweek of employment with the
City in which the Employee does not work a full week. In this case, the City
will prorate the Employee's salary based on the time actually worked.
The Employee is in a position that eatD.S paid leave and iso absent for a partial
day due to personal reasons, illness or injuty, but
. Paid leave has not been :requested or has been denied;
. Paid leave is exhausted;
. The Employee has specifica1ly :requested unpaid leave:
F)
The Employee is suspended without pay for a full day or mote for
disciplinaty reasons for violations of any written policy that is applied to all
Employees.
The Employee takes unpaid leave under the Family and Medical Leave Act
(FMLA).
G)
II)
The City may for b~dget 0 reasonS implement" a voIW:itaty or involunta1:y". 0
unpaid leave .prog:rani. and, under this prograni, make deductions from the
o weeklyoSa1aq of an exempt Employ~ In this case, the Emp~oyee will be
treated as non-exempt for any workweek in which the budget-related
deductions ate made.
14
Deductions: The City will not make deductions from pay due to exempt
Employees being absent for jury duty, attendance as a witness, or tempotaty miIitaty .
leave, but will requite the Employee to pay back to the City any amounts received by
the Employee as jury fees, witness fees, or miIitaty pay. H the City inadVertently
makes an improper deduction to the weekly salary of an exempt Employee; the City
will reimbmse the Employee and make apptOIu:iate changes to cOmply in the future.
Requirement to Work Overtime: Generally overtime should be' avoided; however,
all Employees, in all departments, ate requited to work overtime as requested by
their su.petvisots as a .condition of continued employment Refusal to work overtime
may result in disciplinaty action. Su.perv.isots will make reasonable efforts to ba1a.i:t.ce
. the J?ets<;>nal needs of their Employees when asRigtting overt:iine work.
6.7 Outside Employment
GenHal: Employees inust devote all work time to City business. Work time describes
the entire workday as scheduled. No work re1a.ting to outside employment or other
non-City business may be performed during work time.
Conflict of Interest: Outside employment may not present a conflict of interest, or
in any way jeopardize the welfa.te of the City.
Performance: Outside employment shall not interfere with an Employee's proper
petfonnance of City duties. Employees are required to be available at all times for
emergency or overtime work as needed With the exception of overtime work,
Employees should be able to report to work refreshed and ready for work.
Contracts with City: Employees are prohibited from working for any contractor or
company that has a contract with the City during the period of time in which work is
b~ done for the City.
Supplies: No Employee shall accept employment that requires the use of City
equipment, facilities or material.
Compensation: No Employee shall accept payor compensation from S!1lyone for
work done during time being reimbursed by the City. Employees who ate volunteer
firefighters shall:
A) Make up time lost due to ~ergency calls; .9J:
B) Use accumulated persoonelleave or other leave for such calls, or pay the City
any ~mings received as a volunteer for such calls;
C) Unless authorized othetWise, only one Employee may respond to an initial
fire call.
15
QueStionable Situations: Any. doubtful. case or problem should be taken up with
the City Administrator if it may involve a conJJi.ct.of interest.
6.8 Unauthorized Absences
General: Employees may not be absent from duty without permission frOm their
supervisor. .Any Employee absent from duty without leave or permission will be
subject to disciplinaty action up to and including il1sm1~ Unauthorized absence
from work may be considered a resignation without notice. and not in good standing.
6..9 Solicitation
General: Solicitation by Employees for any putpose is prohibited. during the
working time of the Employee who i& soliciting and the Employee being solicited.
This shall include canvassing, collection of funds, pledges, taking ordet:s or
subscriptions, circulation of petitions, Solicitation of membetships or any ~ type
of activ.ity. Exceptions may be made with prior approval of the City gilm1n1~tta.tor or
designee. Disttibution of literature by EmployeeS including handbills, leaflets,
ci:rculats or other ~milg1' material is prohibited at any time in any working area.
7. HOLIDAYS
7.1 General
Eligibility: Regular full-time Employees are eligible for the paid holidays as listed
below. Part-time, seasonal and temporaty Employees will not be eligible for holiday
pay.
7.2 Holidays
New Year's Day
Martin Luther King's Birthday
President's Day
Memorial Day
Independence Day
Labor Day
Veterans Day
'I'hanksQiv.ing Day
Fourth Friday
Christmas Day
Floating Holiday
Januaty 1
Third ~onday in January
Third Monday in Februaty
Last Monday in May
July 4
F"ttst Monday in September
November 11
Fourth Thmsday in November
Friday after'I'hanksQiv.ing
December 25 -
Date t~ be pre-approved.
Sunday/Satmday Holidays: H a holiday faDs on a Sunday, the fonowing day will
be the observed holiday. H-a holiday falls on a Satutday, the ptP.t"M1ng day will- be
. the observed holiday.
16
Floating H~liday: Each Employee gets one floating holiday per yeu and it 1DaY be
taken at the request of the Employee, with priot 'apptoval of the Employee's
supervisot. Boating holiday may be taken' during the probationaty period An
unused floating holiday shall be' forfeited and may not be OJmP.(l over to the next
payron yeu not paid as 'severance.' .
7.3 Holiday Pay
Worked: An Employee tequi:red to wotk: on a. holiday shall be paid at the rate of two
and one-half (2 %) times the Employee's rate of pay.
Not Worked: An Employee not scheduled to wotk: on holidays will. be compensated
at the nonnal hourly rate.
Qn.Leave: Holidays oceutting during an Employee's PTO.ot fimera1leave will. be
.considered a holiday and the Employee's leave bank will not be cbarged fot PTO ot
fimetal on that day.
8. PER~ONAL TIME OFF (PTO) - LEAVE WITH PAY
8.1 General
Eligibility: Full-time Employees who have worked fot the City fot at least six
months ue eligible to accrue annual Personal Tttne Off leave (PfO) from the date
the Employee is hited. PTO will be available fot use as it is accrued accotding to the
schedule below.
8.2 Accrual
Ra~ of AccmaI: Full-time Employees shall eun PTO leave at the fonowing rates.
Yeam of Setvice
o through 5 yeus
6 through 10 yeus
11 through 15 yeus
16+ yeus
PTO Eamed
6.77 hoUlS per pay period
8.31 hoUlS per pay period
9.85 hoUlS per pay period
11.38 hoUlS per pay period
Accmal While Using: Employees using euned PTO shall be considered to be
wotking fot the purpose of accumulating additional PTO.
8.3 Requirements
- - ._~. ,~
.Usage: Personal Tttne Off (PfO) Leave may be used as earned, subject to apptoval
by the Department Supervisot ot City Administratot. PTO may be taken in
inCrements of one how: ot mote. Up to a mnim:um of 176 hoUlS of accrued PTO
may be cattied over to the next yeu.
17
Procedure: To be eligible for PTO leave. with pay, an Employee. shall report as
soon as possible to his or her Departr:h.ent Head the rieed to take personal leave and
its estimated duration. Requests to use PTO shall be ieceived at leas~ twenty-foUr
houts in advance of. the requested. time off This notice may be waived at the
discretion of the City Administrator.' ,
Pay-Out of PTO Leave: The tate of PTO pay will be the Employee's regu1a.r tate
of pay in effect at the time of PTO request In the event of tP.1'tningtion.in .good
stand.in& all eam.ed PrO will be paid at the Employee's regu1a.r tate of pay.
Use of PrO Leave during a Holiday: Holidays ocnl1'l'ing during an Employee's
, PTO leave will be considered a holiday and the Employee wiD. not be charged for PTO
on that day.
Coordination of PrO Leave with Family and Mediad Leave: In order to aD.ow
coordination of Personal Tttne Off leave with Fa:mily and Medical I..eaVe, Employees
Sf'Plriflg to take PrO may be required to provide enough information about the putpose
of the leave to aD.ow a detP.nnmgtion of whether the leave will also qualify for Family
and Medical leave. ,
Waiver of PTO Leave Prohibited: No Employee is permitted to waive personal
leave for the pwpose of receiving deuble compensation.
Workers' Compensation: Employees are covered by workers' compensation laws
and regulations of the State. In the ~ent an Employee is disabled and is entitled to
workers' compensation, the Employee will. keep any workers' compensation
payments received and will be eligible to receive a hi-weekly pay check equal to one-
third (1/3) of the Employee's regula.r pay through the use of personal leave benefits..
In addition, the Employee will. be entitled to insurance benefits dUring a workers'
compensation leave. Employees receiving such workers' compensation will be
Considered working for the purpose of accumulating additional pet80nal leave
benefits.
Unused PTO Leave Pay: Any unused Personal Tttne Off leave may be paid out
subject to the fonowing rules and regulations:
(A) The Employee must be in good standing and give proper notice of
tenningtion in the case of resignation.
(B) Qualifying Employees shall receive pay for all of their unused PTO
accumulated at the time of tP.ftningtion.
8.4 ,'- Donation ofPemonal Leave
General: With the expressed written approval of the City Council, City Employees
may donate acCtued PTO in one-hour inCrements to fellow Employees experiencing
extended time off due to a serious medical problem or condition and who have.no
18
accumulated PrO or compensatoty time. The use of this donated petsonalleave
must be approved by the Department Head and the City Admini!'ltratot and will be
converted to the receiving Employee's hourly rate. This subdivision does not apply
to part-time; tempomty or seasonal positions or unionized Employees who have a
sick pool that is already established. The donation of persoruil leave from one
" Einployee to another' shall be 'subject to the' additional following teahs and
conditions.
(A) ,A written request to donate personal leave must be made to the qty Council
via the City Administratot.
(B) The City Administrator shall have the right to deny use of donated personal
leave ot limit its use in the best interests of the City.
9. LEAVES OF ABSENCE
9.1 Unpaid Leave
, General: The City Administrator may authorize an unpaid leave of absence fot up
to ten (10) days. Unpaid leaves of absence for greater periods must be authorized by
the City Council Decisions on unpaid leave of absence tequests will no.rmally take
into consideration the Employee's petfonnance, length of service and the general
interest of the City. No Employee benefits will be eamed' by an Employee w~ on
unpaid leave of absence and an Employee will not acaue ot be paid holiday payor
PrO leave while on leave of absence. Leave of absence homs will not count towatd
seniority and all accrued PrO must nonnally be used before an unpaid leave of
absence will be approved.
9.2 Medical Leave
General: ' Full-time employees may take of to six (6) weeks of unpaid leave for
reasons relating to family and medical care.
EJigI"ble Uses: Eligible Employees can take up to six (6) workweeks of unpaid leave
during a twelve (12) month period to care for a newbom ot newly adopted child or
newly-placed foster child; care fot a spouse; son, daughter or parent with a serious
health condition; ot care for themselves during a serious health condition. A serious
health condition is defined as:
(A) An illness, injury, im~i1'1'ne1lt ot physical ot mental condition that involves
either inpatient care ot continuing treatment by a health care provideJ: fot
three (3) or more c01;lSecuttve days;
-- ....;.. ~. -' ~~~.
'(B) Any period of incapacity because of pregnancy ot ptenatal care;
(C) Any period of incapacity because of a chronic, serious condition;
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(D) .Any period . of absence to receive multiple treatments by health care
providetS for reconSttuctive smgety after an accident ot injury, or for a
. condition that would likely result in a peiiod of incapacity of more than three
(3) consecutive ~ys ifleft untreated.
Medical Certificationi The City may require the Employee to document the need
for the leave by providing a certification ,issued by a health care provider. The
Employee will. be allowed fifteen (15) calendat days to obtain the certification.
Intermittent/Red~ Schedule Leave: Employees may take leave on an
intermittent basis or work a redllced schedule under certain circumstances and
subject to City Council review'anq approval.
Substitution of Paid Leave: Employees may choose to use accrued paid leave to
cover some or all of the leave taken. .
Job Restoration: When an Employee retums from. medical leave, the City will.
restore the Employee's original job or an equivalent job unl~s the Rmployee's job
was eliminated dut1ng the leave. . In thiR instan~ the employee will. be treated as 19i,t
. off pursuant to Section 5.4.
Health Benefits: The City will. keep the Employee on its health insurance coverage,
including family coverage, but will. not continue to pay the City's share of the
coverage. The Employee mlist pay the entire premium.. The City may cancel
coverage if the Employee's premium. payment is more than thirty (30) days late and
. the City,has given the Employee written notice at least 15 days in advance advising
that coverage is going to be canceled if the premium is not received.
Other Benefits: Other benefits, including cash payments chosen by the .Employee
instead of group health insurance coverage do not have to be maintained during
periods of unpaid medical leave.
9.3 Military Leave
General: Minnesota Statutes, $ 19226 - 192.261 provide that an Employee of a
municipality who is a member of the National Guard, the Naval Militia, the Officer's
Reserve Cotps, the Naval Reserve, the Marine Cotps, or any other reserve
component of the militaty or naval forces of the United States, is entitled to a]eave
of absence without loss of.pay, seniority status, efficiency rating, or benefits for the
time such Employee is engaged in training, or active service, notexC~ing a total of
fifteen (15) days in any calendar year.
Conditions: The leave of absence is only in" the' event the Employee returns to
employment immediately upon being relieved from militaty or naval service, or is
prevented from returning by physical or.mental disability or other cause not the fault
of the Employee, or is required by the proper authority to continue in militaty or
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naval service beyond the fifteen (15) day period allowed for the paid leave of
absen~.
Notice Requirements: Notice will be given to the Oty at least fifteen (15) working
days in advance of the requested leave. NotiCe may be waived under' certain
circumstances.
Active Duty: In accordance with Smte law, the Employee will be granted,an unpaid
leave of absence when called into active duty. H an Employee has not yet used
his/her fifteen (15) days of paid leave when called to active duty, use o( any unused
paid time will be allowed prior to the unpaid leave of absence.
Benefits: Eligibility for continuation of insurance coverage will be in accotdance
with the Unifo.t:tned Services Employment & Reemployment Rights-Act of 1994
(USERRA)~ The Employee and dependents have the right to eighteen (18) months
of continuationcove.rage. When the Employee tetums to work, the Employee and
any dependents may te-enron in the City's insu.tance plan without any p.te-existing
condition limimtions ot waiting periods that might otherwise apply to a new
Employee, whether or not the Employee ot their dependents chose to continue
coverage during milita.ty leave. The leave of absence will not be considered wotk
time for purposes ofPTO acc.tual.
Status upon Return: Returning reservists have the right to tetum to their jobs ot to
another job of simiIa.t seniority, stlltus, and pay upon completion of active duty in
:accordance with M.S. 192.261, Subd. 2 and 38 U.S.C. ~ 2021 and 2024. H the
Employee chooses not to .tetum to wotk for the Oty, federal' COBRA and / or
Minnesom Continuation laws would apply.
9.4 Jury Duty
General: R.eguW: Employees may be absent with pay when, serving juty duty or
when subpoenaed a$ a witness in court ot voluntarily seM.ng as a witness in a case in
which the City is a party.
Pay: To teceive their no.t:tnal wages, the Employee must pay the City the jw:y duty
compensation, minus any mileage or parking teimbu.tsement H the jw:y duty
compensation exceeds the regulat saIaty tate, the Employee may keep the difference.
9.5 Funeral Leave
" General: Paid time off may be g.ranted, up to a tn~:x1mum ofth.tee (3) days; in' the
eVent a regular Employee' suffe.ts a death in his 'ot her iminediate fatn.ilY, in.
accordance with the ptovisions of this Section. Additional time off without pay,ot
sick leave PersonaJ. T1me Off if available and .requested in advance, wili be g.ranted as
21
may reasonably be requtted unde.t individual citcumstances, subject to the approval
of the depa.ttment head.
Immediate Family Defined: Immediate family (for purposes of this Section) is
defined as an Employee's patent, step-parent, spoUse, child, step-child, foster child,
adopted child, brother, sister, step-brother, step-sister, grandparent, grailtlr.bl1(1.
spouse's parents, brother-in-law, sister-in-law, or member of the immediate
household.
Pay: The actual amount of time off, and funera1leave approved will be determined
by the depa.ttment head depending on individual circumstances, (such as the
closeness of the relative, arrangements to be made, distance to the funetal, etc.). In
these situations, Employees will receive their regu.W: pay except that Employees will
not be paid for regularly schedUled days off.
9.6 Parenting Leave
General: Under Minnesota Statute ~ 181.941, an Ettiployee is eligible to take up to
six weeks time off witho:ut pay in conjunction with the birth or adoption of a child.
The leave may begfu. not more than six weeks after the birth or adoption; except
that, in the case where the child must remain in the hospital longer than the mother,
the leave may not beg1n more than six weeks after the child leaves the hospital.
EligibilitY: Employees who work at least half-time and have worked for the City
for a~ least twelve (12) consecutive months are eligible for patenting leave.
Health Benefits: Insurance coverage will continue to be available to the Employee
while on parenting leave. The City will continue to pay its share of the covemge as if
the Employee were at work:. The Employee will be respo~le for his/her share.
Use of Personal Leave: Employees are not required to use personal leave during
parental leave but may use petsonalleave at their option for any period of this leave.
Reinstatement: The Employee is entitled to retum. to work in the same or
comparable position and at the same rate of pay the Employee was receiving prior to
commencement of the leave nnlP.RS the Employee's job was p.l1m1n~ted dn1"fng the
leave. In th1A instance., the EmplQyee will be treated as laid off pnnm~nt to Section
M Benefits will continue to accme as if the Employee was at work.
9.7 School Conference and Activities Leave
Leave of 16 Homs: Under Minnesota Statute ~ 181.9412, an Employer must grant
an Employee leave of up 'to a total of sixteen- (16)' hours during any twelve": (12)
month period to attend school conferences or school-related activities related to the
Employee's child, provided the conferences or school-related activities cannot be
scheduled durin'g non-work hours. If the Employee's child recelves child care
services pr attends a pre-kindergarten regular or special education program, the
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Employee may use the leave time provided in this section to attend a conference or
activity related to the Employee's child, or to observe and monitor the setrices or
programs, provided the conference, activity, or observation cannot be scheduled'
during non-work hours. When the leave cannot be scheduled: during non-work .
hours and ,the need' for the ,leave is foreseeable, the Employee' must provide
reaso~ble prior notiCe of the leave and make' a reasonable effort to schedule the
leave so as not to disrupt unduly the operations of the Employer.
'.;
Foster Child: For the purpose of this section, the definition of "cbild" includes
foster child
. Unpaid or Use of PTO: The school conference and activities leave will be unpaid,
except that an Employee may substitute any accrued paid PTO leave or
compensatory time for any part of the leave under this section.
9.8 Service as Election Judge
General: Under Minnesota Statutes ~ 204B.195, an'individual who is selected to
serve as an election judge pursuant to ~ 204B.21, subdivision 2 may, after giving the
Employer at least 20 days' written notice, be absent from work for the purpose of
serving as an election judge without Penalty. The Employer may restrict the number
of Employees serving as election judges to twenty (20) pet: cent of the workforce at a
single wotksite. .
Wages: The salaty or wages of the Employee se.tving as an election judge shall be
reduced by the amount paid to the election judge by the apPOinting authority during
the time the Employee was absent from employmeilt. The Employee also has the
option to use petsonalleave for the absence.
Request: The written request to be absent from work:' must be accompanied by a
certification from the apPOinting authority stating the hourly compensation to be
paid:to the Employee for setrice as an election judge and the hours during which the
Employee will serve. .
9.9 Leave for Bone Marrow Donation
General: Under Minnesota Statute ~ 181.945, an Employee who works an average
of at. least 20 hours' per week is entitled to a paid leave of ab~ence to undergo a
medical procedure to donate bone marrow. The combined length of the leave may
not exceed forty (40) hours, unless agreed to by the Employer. The Employer may
require verification by a physician of the purpose and length of each leave requested
by the Employee to donate bone mattow. IT there is a medical detP.1't'n1nation that
the Employee does not qualify as a bone marrow donor, the paid leave of absence
granted to the Employee prior to that medical detP.m,1nation is not forfeited
"~
,:,
9.10 Civil Air Patrol Leave
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Geneml: Under Minnesota Statute ~ 181.946, an Enlployee who works an average
of at least 20 homs pet week and.is. a member of the civ.il air patrol is entitled to
leave of absence without pay for time spent rendering service as a member of the
civil air. patrol on the request and under the authority of the State or any of its
political subdivisiotts. The leave shall be 'granted unless the leave would 'unduly
dismpt the operations of the Employer.
9.11 Time Off to Vote
. General: Under Minnesota Statute 204C.04, every Employee who is eligible to vote
in an election has the right to be absent from work for the purpose of voting dw:ing
the morning of the day of thai election, without pettalty or deduction from salary or
wages b~riSe of the aosence.
Elections Covered: For purposes of this section, "election" means a reguIa.rl.y
scheduled State primary or general election, an" election to fill a vacancy in the office
of United States Senator or United States Representative, or an election to fill a
'vacancy in the office of State Senator or State Representative.
9.12 Leave for Adoptive Parents
General: Under Minnesota: Statute ~ '181.92, Employees ~ upon request, be
granted a minimum of four weeks off, without pay, for the adoption'of a cbild. The
period of 1;ime off shall begin ~fore, or at the time of, the child's placem~t in the
adoptive parent's home, arid shall be" for the putpose of g1'mnging the child's
placement or caring for the child after placement. An Employee may choose to use
accmed persona1.leave for all or a portion of the adoption leave.
, I
9.13 SiCk or Injured Child Care Leave
General: Under Minnesota Statute ~ 181.9413, Employees may use personal leave
benefits proVided by the City for absences due to an illness of or injury to the
Employee's child for such reasonable periods as the Employee's attendance with the
child may be necessary, on the same terms the Employee is able to use sick leave
benefits for the Employee's 0'\'Vn illness or injury.
10. TEMPORARY LIGHT DUTY POLICY
10.1 Appli~ation
, Tempomd1y Disabled:, ~nsistent with public ~ce n~, thc? Ci1l.~Y ,assign
light duty "to employees who are temporarily disabled and unable to proVide full
: perfomwice of all work: duties assigned to their job classification. The City reserves
the sole right, to determine, on a case-:-by-case basis, whether light duty "wiD. be
assigned and, if assigned, what duties the employee will be expected to perform in
the duration of the as~tnent.
24
Procedure: The procedure fot apply.irig fot light duty assjgnmei1t wiD. be as follows:
A) When an Employee is unable, due to temporarily disability, to PtQvide full
.petfonnance of all won: duties assigned to the Employee's job classification,
the Employee may request light duty' by .completing the Requ~ fot light
Duty fotnl and submitting it to his/het Department Head. The request shall
state the natute and extent of the temporaty disability .and the job duties
which the Employee is unable. to petform, along with the expected length of
the disability and any work: restrictions related to the disability. The City wiD.
. usually .requite the tequest to be accompanied .by a physician's report
~onrn1n1ng diagnosis, cw:renttteatment, and physician apptoval fot light duty
assignment with any testrictions theteon.
B) The City may require an independent evaluation conducted by a physician
selected by the City to verify the diagnosis, cuttent treatment, won:
restrictions and eXpected length of disability.
C) DetP.1'm1nqtions :regatdinglight duty wiD. be made on a depattment-by-
department, case-by-case basis. The Department Head, in consultation with
. the City Administrator, will consider such factors as public setrice needs and
budgetaty considerations, the need fot wotk which may be assigned as light
duty, the Employee's capability of petfotming the wo.rk, the numbet of
Employees not available for wotk due to injuty ot illness, and othet relevant
. factors.
D) The City will determine what job duties the Employee wiD. petfOtnl. These
duties may include those cuttently assigned to the Employee's job
classification or any othet duties the City considets to be appropriate.
Du.tation of light duty will be determined at the sole discretion of the City.
E)
Assignments to light duty will be reviewed on a monthly basis ot more often
as deemed necessaty by the City. The City, in its sole discretion, reserves the
right to tenn1n~te a light duty aslrig1tment at any time based upon, but not
limited to, the factors set forth in sub-item C) above.
11. INSURANCE PLANS
11..1 Health, Dental, Disability, & Life Insurance
Upon proper application and subject to payment of any .requited premiums, all
.regular full time Employees, working at least 32 hours pet week, will be :requited to
. be coveted by the City's health, dental, short-term disability and life insurance plans.
Subject to the payment of the .required premiums, an Ettiployee's dependents may
also be coveted under such plans. .
25
11.2 Cafeteria Plan
The City will contribute an amo~t, d-ignated on an ann~ basis by acti~n of the
City Council, to the Employee for use in the Cit(s Cafeteria Plan. Employees are
required to choose at ~ the core benefit p~ as defined in the Cit(s Cafeteria
Plan document. .Any balance ~g1n1ng after the required core benefits have been
purchased may be used in any authorized area of the plan, such as:
(A) The purchase of additional life; disability, or long term. carejnsurance offered
through the Cit(s plan;
(B) . Contribution to an authorized flexible spending account;
(C)" Contribution to. an Employer sponsored deferred compensation (457)
program.
(D) . Or, the Employee may elect to receive the ba1a.nce in taxable income.
ll.3 Continuation of Benefits
Health Plans: Employees will be allowed to continue health and dental insutance
coverage upon tP.1'm1ngtion in accordance with Minnesota Continuation laws and/or
federal COBRA regulations. Certain "qualifying" events trigger an Employee's
andh~r dependents' right to continuation coverage.
TerminAtion or Reduction: Generally, an. Employee and his or her dependents are.
allowed to continue coverage for a period of eighteen (18) months when one of the
. following qualify.ing events occuts:
. A reduction in the Employee's work hours (mcluding strikes or
layoffs); or
. V oluntai:y or involun~. tP.nningtion of the Employee for reasons
other than gross misconduct.
Divorce, Separation, Death: In the instance of divorce, legal separation or death
of the Employee, a spouse and/or dependent child may continue. coverage until:
· Coverage is obtained under another group plan; or
· Until coverage would otherwise end under the plan, such as the City
tMm1ngting their group coverage for all Employees.
Life Insurance Benefits: Generally, if an Employee loses coverage- through
tMmination of employment'or reduction in hours; s/he has a right to continue group
life insutanee benefits for a period of eighteen (18) months from the loss-of the
coverage date. .
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Health FSA: In cases where an' Employee has under-spent his/het: health FSA,
coverage generally will only be continued until the end of the plan yeu.
12. EMPLOYEE TRAINING/TRAVEL
12.1 General Policy'':'' Training and Education ,
Employees may take advantage of mini1lg opportunities to help them improve the
pet:fo.tmance of their present work assignments and to prepare them for future
as.~m",ts.
Cost, staffing, benefit to the City, and othet: appropriate issues will be considet:ed by
the City AdminiAtra.tor in approving requests or a.s~ing mining. T'ttne to attend
required mining will norma.1ly be paid time.
Advance payments may be authorized for conference registration fees. Once paid, ,
Employees will be held responsible for those fees if the Employee la.te1: chooses not
to attend, unless unforeseen circumsta.nces appear such as an illness, death in the
family, emergency, etc. Othet: expenses eligible for reimbutsement require receipt of
appropriate documentation. Required documentation and receipts vatydepending
on the event Meals, lodging and pa.tking require itemb:ed receipts.
12.2 Tuition Reimbursement/Educational Assistance
The City of Centerv.ille encourages its Employees to enron in job related educational
programs and may provide support through tuition reimbursement. This does not
include reimbursement for textbooks or study materials. Undet: ms regulations, the
reimbursement of certain courses must be reported as taxable income to the
Employee.
Requirements: In 0Met: for a class to qualify for reimbursement, the fonowing
conditions must be met:
. The class/course must be job related;
. The class/course must be taken from an accredited institution of
highet: 1~1"i1ing or vocational-technical school;
.. The class/course must be approved by the City AClminiRttator prior
to enrolling;
. The Employee must receive a passing grade (C or better) in ordet: to
receive reimbursement; .
. The Employee must complete a Tuition Reimbursement fottn and
provide a brief course outline;
.. After the class/course has been completed, the Employee must
provide a photooopy of the grade fottn and the original receipt for
tuition; .
27
· The Employee must remain with the City for one year after
completing the class/comse, orreimbu.tse the City for the total cost
of any class take1i in the .prev1o'QS one-year period.
Forms: Tuition Reinibursement fo.tmS ate ava.llab1efrom the Finance Ditecto.t. A
photocopy of the completed Tuition ReimbutSemeD.t fonn will be placed in the
Employee's personnel ,file. .
Limit: No employee may receive in excess of $1,500 tuition reimbursement in any
one calendar y~. The City.' COUncil may Waive this limitation in unusual
circumstances where it is determined that there is a justifiable City need for an
Employee to take additional schooling.
12.3 Travel Reimbursement
The City Council may authorize ttavd at City expense for the effective conduct of
City business. Authorization must be granted prior to incun:ing the actual expenses.
Employees' so authorized will receivereimbu.tsemen~ for necessary and incidental
expenses according to the tettns outlined in this policy and IRS requirements for an
"accountable pJan." Receipts and/ or other verification of the expenses, which show
the actoal cost of lodging, meals .and incidental expenses, ate required for
reimbursement.
A) Automobile Expense: When Employees are required to use their own
vehicles to conduct City business or to attend approved tna1n1ng. the City will
reimburse the Employee for mileage at a rate established by action of the
City Council. The adopted rate will remain in effect until' a, change in rate is'
approved.
B) Overnight Travel: Lodging expenses include actual reasonable cost of
lodging while away on approved travel or mining. The amount of
reimbmsement for an individual attendee of a conf~ence or meeting will
non:naJly be the least expensive single room rate available at the location of
the conference, or the actual cost, whichever is less.
C)
Meal Allowance: Employees will be reimbu.tsed for meals, including taX
and a reasonable gratuity, when on approved as~mP.ftt for the City.
Employees WiD. be reimbw:sed for meals in connection with conferences and
meetings only When the meals ate not included in the conference registration
fee. In other words~ Employees ate expected to 'eat at the conference if
meals ate provided. The ma-ftn,um allowable reimbursable expense pet meal
will be set periodically by the City Council. For meal reimbursement to be
considered' nontaxableu11der the IRS ttiles for an "accOu1ltable plai1," the
meal expense ttlustbe in connection with an overnight stay and' a receipt
must be provided. Reimbursement for meal expenses not in connection with
an overnight stay ate taxable and will be reported on the Employee'sW-2
fonn. ~eal costs which ate not itemized and ate part of a conference or
28
meeting .registration fee ate not included in this .requ.tteinept and will not be
conside.ted taxable.
D) Tuition, Dues and Fees: When prio.r approval has been granted by the
City Council, registration and/o.r Conference fees ate eligible fo.r
.reimbmsement or pre-payment.
E) PAt'ldng and AttemAtive Travel: The City will reimbu.rse the Employee for
necessary parking fees incutted fo.r .requi.ted travel. The City will also
.reimbmse for the Employee fo.r the .reasonable cost incUtted when approved
travel is made by other means of transportation, but will be reimbutsed only
the amount that would have been .reimbmsed had the Employee traveled
using the least costly method, 1l1l1ess otherwise approved.
F) Ovemight Travel Away From Home: Travel away from home is won
time when it cuts across the Employee's won day. The time to be
cOnsidered is not only houts woned on regula.t working days during nonnal
working houts, but also dw:ing the corresponding homs on non-working
days.
Example: IT an Employee reguJar1y wotts from 8:00
a.m. to 4:30 p.m., Monday through Friday, the travel
time during these homs is won time on Saturday and
Sunday as well as on the other days. Thus, if travel is
overnight and done outside of working homs, the
~v~~e is not coinj>ensable.
12.4 Applicability
General: Travel and expense reimbmsement provided for in this section shall apply
to both. the Employees of the City and the members of the City Council traveling
specifically to conduct City business.
13. PERFORMANCE APPRAISAL
13.1 Employee Performance Appraisal
Schedule: Employees will normally have their performance evaluated at least once
during the six- (6) month probationary period, arid every twelve (12) months
thereafter. Performance evaluations will be maintained in Employee personnel" files
and will be considered when personnel actions ate contemplated. Performance
appraisals will be conducted" in accordance with the established performance
appraisal" system. .
14. SAFETY
14.1 General
29
t.
Safety Policy: The petsonal health and safeq- of each Employee of the City a11dthe
prevention of occupational injUries and illnesses ate of prittw:y importance to the
City. To the greatest degree possible, "management will maintain an env.i:tonment
free from unnecessatf hazards and bas established safety policies and ptoCedmes for
each department."" . Adherence to these policies" is the responsibilitY of each
Employee. Overall 9dmini~tion of this policy is the responsibility of each
department . head. Violation of established policies and roles may result in
disciplitw:y action under the discipline Section of the City's personnel policy.
14.2 Safety/Accident Reporting
Forms: Worlrets' Compensation and OSHA laws require that Employees involved
in job-related accidents arid sicknesses file a First Report of Injuty as soon as
p<)SSible. H necessaty the Employee's department head may file the report on behalf
of the injured or sick Employee. The department head is 8Iso responsible for filing
an accident report with the City's Safety Officer.
15. SMOKING
15.1 General
Prohibited: In the interest of gQOd health, the City discourages Employees from
~o~. Smoking is pro!!!bited within all City b~.
Approved Areas: The City AdminiRttator will d~~lte specific outdoor "areas as
smoking areas. There will be no smoking in areas not d-ig11ated as smoking areas.
If smoking results in discomfort to others, smokers are required to stop smoking.
Smoking in non-approved areas may result in disciplinary action.
16. GRIEVANCES
16.1 Grievance Procedure
Procedure: The following grievance procedure shall be followed by all Employ~
except those cover~ by the terms of a collective bargaining a.g:teement. In all cases,
grievances must be filed by the Employee a4versely affected by the action" of the
City.
Step 1:
Any aggrieved Employee shall first file his/her grievance, in writing,
with his/her immedia~ supervisor within ten (10) worlring days of
the action from wbich. the grieVance arises or the date upon which
the Employee became aware of the action. In cases where the
Employee has been adversely affected by an action administered by a .
City Employee of a "higher .tank than that of his/her immediate
supervisor, the affected Employee shall file his/her grieva.rice, in
30
Step 2:
Step 3:
Step 4:
writing, with the City Employee whose action the adve%8ely affected
employee is grieving. Notice must include the fonowing:
A) Statement of the grievance and relevant facts;
B) The retnedy sought; and
C) The specific provision of the petsonnel policy (if applicable).
The superviso.r shall respond to the grievance, in' writing, within ten
(10) working days.
H the Employee is dissatisfied with the response of his/her
supervisor, the Employee may, within ten (10) working days from the
date of the response, appeal the grievance to his/her department
head. The depa.rtment head shall respond to the grievance, in
Writing, within ten (10) working days.
H the Employee is dissatisfied with the response of the department
head, he/she may, within ten (10) working days appeal to the City
Adrninillttator. The City Adrninillttator shall respond to the
grievance, in writing, within ten (10) working days.
H the Employee is dissatisfied with the decisiOn of the City
Admini!ltta.tor, he/she may appeal, in writing, to the City Council
within ten (10) working days of his/her receipt of the City
Adminillttator's decision. The City Council shall considet the written
appeal, along with the City Admini!lttator's Step 3 response, and any
other pertinent info:ana.tion developed throughout the grievance
procedure. The Council shall then decide whether to ~ the City
Admini!ltta.tor's decision or consider the issue anew. In general,
Council review will be limited to interpretation of this personnel
policy and will not relate to issues of fact
Assistance: An aggrieved Employee may be assisted in the presentation of his/her
grievance by any person acting in an advisory capacity to assist in presenting all facts
relevant to the grievance. At any step" in the grievance procedure, the supervisory
authority may request additional info:ana.tion, or conduct additional investigation, as
he/she deems necessary.
Time Limits:.. Failure to conform. to the time requirements set forth above shall
constitute a waiver of further steps in the above procedure. T1ttle limits set fo~ in
the grievance procedure may be waived, upon written consent of both parties. .Any
one or more of the steps set forth above may be waived by written consent of the
Employee and the d~~ted Employer representative to whom the grievance is
being submitted.
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, Working Hours: The hearing and presentation of grievatlces shall be a.ccomplished
duting ordinaty workinghout8 when consisteD.t with Employee duties and "
~ilities. An aggrieved Employee shall be allowed a .reasonable amount of'
time, without loss of ~y, to present evidence CO~CM"Ili1lg his/her grievance.,
.,.
17. DISCIPLINE
17.1 Objective
SupetVisofY Responsibility: Supervisom are responsible. f01: maintaining
compliance with City .stao.da.tds of Employee conduct. T,he City reserves the right to
use discretion and to deviate from this policy.
Employee ResPOnsibility: City Employees are expected to fulfill thek duties and
responsibilities at the level required, including. observance of wott rules and
standards of conduct. Failure to do so may result in disciplinaty action.
The City ,of Ces:tcfv.iRe w:iD. B6:rmaRy llSe pr6greasive aBtl mk cliseiplifte with faIl time
regalat Bmpleyees." There may he ~ees.that wauast dev.iatioB item 1he
suggested etdet! 6f the clisdpliMfy preee8s. The B6fiBa1. 'p.teeess is as feJlaws
recQgtiizes its continllingresponm"hility to develop and lldmini~tP.1' nll~ and
discipJin9t:y measures in a' fait and C".nnm~P.nt m~riner. . The City will issue discipline
at a level within its discretion f01: the act/inaction in question alo~ with other
factom that it dPP.fn~ 1:elevant. Wtthout limiting its right to'issue discipline in other
areas, an a.deqpate reason f01: is!mirig a disciplin9tf action ~h9 11 incllldp. but not be
limited to each of the fonowing kinds of conduct
· Incompetence or inefficienq in the petfnnn9nce of duties:
· Failure to produce the qJ19lity of wott and/o1: the <p19ntity of work
the position 01: d9~sification 1:eqpires:
.: · Wanton ca.tP.l-.qn-s 01: n~ligrnce in the petfonn9nce of duty:
, · Offensive treatment offellow employees or other persons:'
· Willful violation of at:ty lawful ~tion 01: OM~" or failure to o~
at:ty lawful and reasonable directionS given by the Employee's
superviso1:.
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· Violation of the provisions of these Personnel Policies:
· Violating the Data Privaq- rigPts of any employee, client or mMnher
of the public:
. · Conviction of a felony or gross misdem~nor or of amiRl1MnP.gnor
involving moral1:utpitude wbich affects the perfon:nance of assigned
relij)onmbili1ies:
. · Gross neglipce or willful conduct caumng ilgmg~ and/or abuse of
City' property.
· Absence from work for two (2) consecutive days without notice to
supervisor.
· D1"in ldng alcoholic bev~~ cJn1"ing work hours., intoxicated while at
work;, or consuming or hP.1ng under the influence of any controlled
substance unless prescnbed by a physician while at work:
· Theft of public property, pilferaV or other unguthorized tgldng of
public property from a public prMniRes for private use:
· Ca.tJ;ying or otherwise posses..cring a firearm or other ilgn~us
weapon at the wor1c;place. Licensed peace officers who l".91"l;f a gun
for work pw;poses are exempt from thiR provision:
· MYl]9) nJdgl or unethicg) hgnJ!l.cnnent or ilillN'imtngtion of any City'
employee or memhe1- of the public:
· Acting in a mgnner not here and above ~f1ed which tends to
lower discipline or morale within the City or that adversely affects the
rende1"ing of prompt courteous and efficient service by the City and
its employees to the public.
In addition" discip1ingV action may be taken for reasons specificgl1y defined by
<kpartment mles other thgn those listed herein.
Discipline may take one of the follo~ fONnR and may be applied pto.gtessively as
noted below or based on Council decision.
A) Oial WAft1ing: Oral warning should nonnally be given for the first.
infraction to clarify expectations and put the Employee on notice that the
perfon:nance or specific behaviors need to change. There may be time when
the first infraction is so serious that an oral warning may be insufficient.
B) , Written WAft1ing: A ~tten warning shall nonnally state the reason for the
warning along with a description of the events/problems that led to the
warning. It shall norma.D.y describe actions taken by the supervisor to cottect
33
the problem, if applicable, including. any timetable or goals set for
improvement. It will indicate further disciplina.ty action that could result if
. the problem continues o.r"if related problems occur. .
The warning will be given to the Employee to sign a.cknowledg1ng that he or
she has received the warning and a copy for their records. Another copy of
the written warning "shall be p1a.ced in the Employee's personnel file.
Written wa.mings are more serious than oral wa.mings and normally fonow
verbal wa.min.gS when the problem is not corrected or the behavior is not
consistently improved, given a reasonable period of time for improvement.
Serious infra.ctions may require skipping either a verbal or written waming, or
both.' "
C) Suspension: The Employee will normally be notified in writing of the
reaSon . for the suspension, either prior to the suspension or shortly
therea.fter. Upon the Employee's tetu.m. to work, the Employee will be given
"". a.written statement Ol,t1ining further disciplina.ty action possible should the
problem" continue or reoccur. A copy of the written document shall be
pla.ced in the Employee;s personnel file.
An Employee may be suspended pending an investigation of an allegation. H
the allegation is proven false after an investigati~ the relevant written
documents will be removed from the personnel file and the Employee will
- ~e1ve Arty ~~Ratinn to wl1ich hejRl1e would have been due had the
suspension not taken pla.ce.
For any suspension, or any second suspension for the same individual, the
City Council shall review the reasons for the suspension and upon review,
" will make a recommendation as to the fume status of the Employee and
his/her continued employment with the City.
D) . Dismissal: The City Council may di$1T1iR-, any Employee fonowing a five-
(5) day suspension. The distnissal notice shall be in writing and shall contain
the reason for dismissal.
17.3 Reas6ft8 far Dismissal
8uhjeet t6 the prem6ftS eeatais.eti ifl :MiBa.eseta 8tatates $ 181.931 181.935, the
City Ce1Hleil may ttismiSs as. Bmpleyee far suhsta:Bdat:d yam perf6m!asee af
hehavter act ifl keepifig with City stafidards, ar if iB the juagmeat efthe City
. CslHlCil, tlle Bmplayee is lHl8Uited fer emplaymeat with the City.
Uada MiBBeseta .8tamte $ 197.16, remaval sf ve~ may he. made aBly faf
iBee.mpeteaee e.r mise6ftCluet SRerwB afk:f a heatiag with. due a6ti.ee.
. . .
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. .
18. SEXUAL HARASSMENT
18.1 General
. The City of CenteJ:ville is committed to providing a woWng envttomnent free of
. hatassm:en.t and eJisttimtngtion. In keeping with this commitment, the City ttlaintains
a strict policy prohibiting unlawful harassment,. including sexual harassment. This
. policy prohibits harassment in any fot:tJJ, inciuding verbal and'physic81 harassment.
This policy applies to all City Employees.
This policy statement is intended to make all Employees sensitive to the matter of
sexual hatassment, to express the City's strong disapproval of. unlawful sexual
harassment, to advise Employees of their behavioral obligations and to infOttIl them.
of their rights.
18.2 Definition
General: !To provide Employees with a better understanding of what constitutes
. sexual harassment, the following definition, based on Minnesota Statutes, is hereby
provided:
. Sexual harassment includes unwelcome sexual advances, requestS for sexual favors,
sexually motivated physical contact, or other verbal or physical conduct or
communication of a sexual nature, when:
A) Submission to' the conduct or communication is made' a tettn or condition,
either explicitly or implicitly, for ob~1ntng employment;
B) Submission to or rejection of that conduct or communication by an
individual is used as a factor in decisions affecting that individual's
employment;
C) That conduct or communication has the putpose or effect of substantially
interfering with an individual's employment or creating an intimidating,
hostile or offensive employmentenvitonment and the. Employer knows or
should have known of the existence of the hamssment and fails to take
timelY and appropriate a.cti.on.
Examples of inappropriate conduct include but ate not limited to:
· Unwanted physical contact;
· Unwe1.com.e sexual jokes or comments;
· Sexually explicit posters or pin-ups;
35
.
Repeated and unwelcome requests for dates or sexual mVOlS;
Sexual gestu.tes;
Any indication, expressed or implied, that an Employee~s job secuttty
or any other condition of employment.depends on submission to or
rejeCtion of unwelcome sexual tequests or behavior. '
.
.
18.3 Expectatiops
Violations: The City of CentetviIle recognizes the need to educate its Employees on
the subject of sexual h~ntssment and stands committed to provide infonnation and
mining. An Employees ate expected to treat each other and the geneml public with
respect and to assist in, fostering an environment that is free from unwanted
ha.rassm.ent Violations of this policy may result in discipline, including possible
discharge. Each situation will be evaluated on a case by case basis depending on the'
severity and the circwnsta.nces involved.
Notice: In order for a sexual ha.rassment issue to be addressed, it must be brought
to the attention of management h;1 order for action to be ~ infonnation must
be fo1:Wa.tded to the appropriate leveI of management
Report to: Any Employee who believes he or she has been hatassed by a c0-
worker, sup~or~ or agent of the City should promptly report the ~ of the '
incident or iO.cidents and the, names of the individuals involve4 to his" or her
supervisor or in the altematiV~ to the City Administrator.
Responsibility: , Su.pemsOlS should immediately ,report. any incidents of sexual
hatassment to the City Administrator. IT the City Administrator is unavailable,
supervisolSshould report the incident immediately to the Mayor or a
Councilmember. The City AdminiAtrator (or Mayor or Councilmember) will
investigate such claims and take appropriate action.
In addition to notifying one of the above people an4 reporting the nature of the
hatassment, the Employee is also utged to take the following steps:
A) Qeatly indiCate to the harasser that the conduct is unwelcom~ and document
that convetsation;
B) D~ent the occutreD.ces ofhatassment;
C) Submit the documented complaints to your supervisor, the City
Administrator, mayor or counN1memher. It is required that the complaint is
inw~ '
D) DocUment any further ha.rassment or reprisals that occur after the complaint
is made.
, '
36
Rights: Employees hive .the right to raise the issue of sexual bacissm.ent and to file
. complaints with respect to such. harassment without reprisal. The. City. recogni2es
that there ate inherent difficulties in developing evidence and maintaining clase
working tela.tionships among Ettq>loyees in. instances where hamssment has
occw:red. Because .of this, the City urges that' conduct which is viewed as offensive,
be reported immediately to allow for cottective action to be taken through education
. and initial counseling, if appropriate.
Obligations: Managetnent has the obligation to provide an environment free of
sexual harassment. . The City of Cente:rv.i1le is obligated to prevent and cOttect
unlawful harassment in a manner which does not abridge tq.e. rights of the accused.
To accomplish this task, the cooperation of all Employees is required.
Action: The City of Centetvi1le, in all cases, will. take action to cotted any reported
harassment. to the extent evidence is available to verify the alleged harassment and .
any related .retaliation. All allegations will. be investigated. Strict: confidentiality is not
always possible in all cases of sexual hamssment as the accused has the .right to
answer charges made against them, particularly. if discipline is a possible outcome.
Reasonable efforts will be made to respect the C9nfidentiality of the individuals
involved, to the extent possible.
19. RESIGNATION
19.1 .Wrltten Notice
General: Any E1nployee wishing to leave municipal service in good standing must
submit a written resignation to his or her supervisor at least fourteen (14) calendar
days before an E1nployee's anticipated. leaving. The resignation must state the
effective date of the i:esignation may state the reason for leaving. The City
Administrator may waive the notice requirement if it is determined to be in the best
interest of the City.
20. CODE OF CONDUCT AND ETHICS
20.1 Purpose
General: The City Council of the City of Cente:rv.i1le requires all Employees of the
, City to adhere to the following code of conduct and ethics. The purpose of this
policy is to establish standards for all such persons by setting forth actions which ate
incompatible with the best interest of the City of Centetv:ille, its taxpayers or in
conflict with state or fedem1.laws.
20.2 Conflicts of Interest
No E1nployee having the power or duty to petfo.an an official act or action may be
dttectly or indirectly interested in any contract, transaction, or zoning decision of the
City of Centetv:ille except as provided for in the Minnesota State Statutes.
37
.Any Employee hav.ing an interest in any proposed legislative action of the City
Coimcil and who gives an opinion or recommendatiOn to the Coun~ Shall discloSe
on the record of th~ Council meeting the na~ and extent of such an in~t.
No Employee may'purcliasepersonal property from the City except property that is
. no longer needed bY the City under the fonowing conditions: '
A) There is a reasonable public notice and the goods are. sold through public
auction; and '
B) The property is sold by a sealed bid process and the Employee has the
highest responsible bid. The Employee who buys the property must not be
involved in the auction or seaJ.ed bid process. ' ,
No Employee may accept any gift or gratuity in any size under cttcumstances in
which it could be reasonably thought to influence him or her in the performance of
his or her official 'duties or in which it appears to be a reward for any official action
on his or her part Gifts or gratuities which may be acceptable ue as fonows:
A) Awards for meritorious civic service contribution;
B) Unsolicited items that are donated to and shai:ed by the wotk group;
C) Unsolicited advertising or promotional materials with a value of less than
$5.00;
D) Unsolicited items such as meals which may be provided during meetings,
receptions, or other gatherings where the elected official or Employee is in
attendance in his/her official capacity.
20.3 Nepotism
General: Relatives of cw:rent City Employees and City Council members are not
eligible for employment in job c1assifi~tion in which a conflict of interest may occur.
Therefore, relatives will not be hired where: '
A) One relative would have the g authority or practical power to supervise,
appoint, remove, or discipline the other;
B) One relative would be .responsible for auditing the wotk of the other;
C) , Other cirCumstai1ces exist which woUld place the relatiVe inasiiuation of
actual or ieasonable foreseeable conflict between the City's interests or their
own; or
38
D) Where the applicant/City Employee has a relative who is employed by an
. orgatlization with whom the City has business dealings,. and in the City's
judgment, considering the positions and job l:esponsibilities. of both the
applicant/Employee and the :relative would create an appea.ta11ce of improper
influence 01: favor or would jeopa.tdi2:e the confidentiality of data maintained
by the City:
The City is not obligated to give special treatment, such as preferential scheduling, to
married couples. .
Definitions:
Relative: The tettn. ":relative," when used in this policy, means any two (2) or more.
. individuals who reside in the same dwelling unit or who are related to each other by
blood, mQn1Qge, or adoption where one of the individuals is the spouse,. parent,
grandparent, child, brother, or sister of the other.
Employee: Anyone employed in a full-time or part-time regular status position, or
.in a seasonal, tempotary, or paid on-ca.U position.
20.4 Falsification of Records
General: No person shalllmowingly make any false statement, certificate, mark,
. tating or report in regard to any test, certificate, or appointment held or made ~der .
the City of Centervi1le's personnel system, or.in any manner comniit or attempt to
commit, any fraud preventing the impartial execution of the provisions of these
policies.
20.5 Rend~ring of Consideration
General: No person seeking employment to, or promotion in, the City of
Centerville will either directly or.indirect:1y give, render, or pay anymone.y, service, or
other valuable .consideution to any person on account of or in connection with, the
test, appointment, or promotion, or proposed appointment or promotion.
20.6 Use and Safeguarding of City Property
General: No Employee shall use or permit the use of City owned vehicles,
equipment, tools, machinery, materials, or other property for personal conveniences
or profit unless the use is available to the public generally or is provided as a
m~cipal policy. for the use of such public official ot Employee in the conduct of .
official business. City .Employees sha.U not store personal property .on City property
or in City facilities for more than 30 consecutive days.
Responsibility: All Employees of the City of Centerville who have authority over
or the use of, City vehicles, equipment, machinery ot property in the cow:se of their
duties must assume responsibility for the safeguarding and care of such items.
39
20.7 -Disclosure of Confidential Information
General: No City ~ployee, with 1:espect tQ any transaction, zoning c;lecision, 01:
other matter which may be the subject of an official act 01: action - of the City of
Centerv.ille shall without proper legal authorization, disclose confidential information
conC.P.ff11f\g the property, goVP.1T1me11t 01: affaits of the City of Centerville, 01: use such
information to advance the .financial 01: other private interest of the elected official 01:
Employee 01: anyone else authorized to aFt on the behalf of the City.
Access: No City Employee who has custody of 01: access to any personnel files 01:
other information which may be considered confidential by Minnesota law shall use
01: release 8lich information without p1:oper aUthority.
Data Ptactices Act: Confidential inf~tion will be govemed by and treated
according to the Minnesota Data Practi~ Act. 1'J:J.e City Adm1n1Attato1: is the Data
Pmctices Officer. AU questionable requests should be ref~ to the City
Administrator.
20.8 . Political Activities
..
General: Political activities which are not in Violation of state and federal laws are
generally' pP-1'm1tted. The following political activities are - prohibited f01: City
Employees:
A) City Employees may not use any official authority 01: influence f01: the pmpose
of affecting the result of an election n01: may funds be solicited or
contributions received from other Employees for political purposes.
B)' No campaign materials,pamphlets 01: buttons may be displayed.on City
vehicles, City property 01: by an individual on the work site.
21. APPEARANCE AND ATTIRE POLICY
21.1 General
The attire and the appearance of City Employees have a di.tect reflection on the
professiongl1~ in the delivery of City services. City Employees are requked to meet
the general public on a daily 00sis as part of the.k 1:egular work as.~ment and as
such, a neatly attired City Employee presents a positive image both of themselves
and the City of Centervi11e. _ _
When deciding on appropriate work attire, City Employees shall employ sound
discretion in th~ decisions as clothing needs vary by job function and safety. These'
cOnsiderations should be based on job safety, City image, and personal hygiene. The
40
following is not considered appropriate attire in most worlt "Settings and is strongly
discouraged:
· Tube tops, halter tops, tank. tops, muscle shirts;
· Sweats or work out clothing; ,
· T~ht, body-hugging clothing; ,
· Shorts;
· Ootbing that is revealing and causes a distraction;
· Ootbing that is faded, worn or in disrepa.tt.
The City Administrator will be responsible for detP.1'tnining if attire is appropriate.
Employees who ha~e questions conCP.f11ing appropriate work attire should direct
them to the City Administrator.
21.2 Casual Fridays
Geriem1: Fridays are demgtl~ted as "casual dat' in City HaD. On these days nice jeans,
City logo t-shirts, City logo sweatshirts and knee-length. walking shorts can be worn.
None of the other items on the above list qualify as casual Friday attire. Employees who
take Friday off cannot 'substitute any other day of their choice as a "caswi.1. dat'. .
22., ELECTRONIC MEDIA USAGE POLICY
22.1 General
Guidelines: The City of Cente1:v.ille's electronic media usage policy.is designed to
provide clear gaideIines to City of Centerrille Employees regarding access tp, and
disclosu:re of: computer, network, telephone and fao;iml1e systems. Employees
incracungJy Use and. exploit electronic forms of communication and information
excha.:Dge, and have access to one or more forms of electronic media and services
(computer, ema.il, telephones, voice mail, fax machines, external el.ed:ronic bulletin
boards, on-line services, and the Ititem.et).
Public Property: The ,City encourages the use of these media and associated
services, because they make communication more efficient and effective, and
because they are valuable sources of infoimation. However, electronic media, data,
and services provided by the City are City own~ and publicly funded, and their
purpose is to facilitate City business. The City Council aUthorizes the use of the
Internet and on-line services for the support of all City tasks. The use of the
Internet is public and a priv.ilege, not a right, and may be revoked at any time for
unacceptable use.
Procedures: With the rapidly c'h~nging nature of electronic media, and the
"netiquette" wbich is developing among users of extema1 on-line services and the
Internet, this policy cannot lay down rules to cover every possible situation. Instead,
it expresses the City's philosophy and sets forth general principles to be applied to
use of electronic media, data, and services.
41
The fonowing procedures apply to all electronic media, data, and services, whiCh ate:
. .
A) Accessed on ot from City ptemises;
B) Accessed using City computet equipment, or via City-paid a~ methods;
C) Used in a mariner that identifies the indiVidual with'the 'City.
22.2 Authorization
An Employee must sign a statement acknowledg1ng that they have read, un,detstand,
and agree to comply with this policy. . No Employee will be authorized to use
electronic, media ot semcesuntil they have signed the appropriate statement and
.retumed it to the Personnel Office.
22.3 Inappropriate Material
~etaI: Electronic media may not be used fot knowingly fftn~itting, retrieving
otsto~ of any comniunications of a ~1Tl1n~tOJ:Y ot hatassing nature, ot which
ate detogatoty to any individual ot grouP, ot which ate obscene or sexually explicit,
ot are of a defamatoty' o.r thteate1rlOg nature, o.r fo.r "chain lettets," o.r for any other
pw:pose which i,s illegal o.r against City policy o~ detrimental to the City's teputation.
mectronic media may not be Used fot personal use .relating 'to political, .religious, o.r
personal financial ptofit.
22.4 Personal Use Limitations
General: Electtonic media and SeMces ate primari1y fot City: business Use. T .11Tl1t~
occasional ot incidental use of'electtonic media (sending' or.receiving) fot personal,
non-business pmposes done on the Employee'spetsonal time is ~tandable and
accep~le - as is't4e case with. personal phone calls. However, Employees need to
demonStrate a sense of resPonsibility and may not abuse the privilege. Such personal
uSe must not consume large amounts of City .resourCeS. Employees using e1ect:rOnicrmedia and services fot petsonaluse waive any claims to privacy .regarding that usage.
Any costs incw:.red by the Citf due to personal use (such as printirig costs, pet-
minute Intemet 'fees or ceD.uW: phone:'cha.tges) must be paid by the Employee.
Excessive petsonal use will be detetmined by the individual Employee's supervisor,
arid may subject the Employee to disciplinaty action.
Personal Software: Personal software can significantly impact the operation of City
equipment. Consequently, the ins~tion and use of privately owned software is
allowed only: when approved in advance' by the Technology Manager ot City
Administratot.,.,This includes downloading sOftware from internet sites. Games ate
not considered'to be appropriate software fot City computet equipment. Ifallowed,
all petsonal, softw~ including screensavers and shatewa.re, must be legally
purchased ap.d p.roperly licensed'to the Employee. A, copy of the license must be
located in the Employee's office. 'Personal software and data may be .removed,
Without warning at ,any time. The City is 'not tesponsible for the back-up ot teCOvety
42
.!
of files associated with petsonal software. If it is suspected that a petsonal software
package is the cause of a problem with any City software, it may be removed without
watning.
22.5 Individual Prlv~cy
General: The CitY also reserves the right, in its discretion, to review any Employee's
electronic files, messages and usage to the extent necessaty to ensure that electronic
media and semces are being used in compIia.nce with the law and with this and other
City policies. Employees should therefore not assume electronic communications
are private and confidential and should tr~mmnit highly sensitive. information in other
ways... Employees should be aware that any data stored may be .subject to
govemment data. p:ra.cticeS laws which make the text accessible to the public.
. Respect: Employees must respect the confidentiality of other people's electronic
communications and may not attempt to read, "hack." into other systems or other
people's accounts, or cc~' passwords, or breach computer or network security
measures, or monitor electronic files or communications of other Employees or
third parties except by explicit direction of City management
22.6 Copyrights
General: Anyone ob~ining electronic access to other companies' or individuals'
. .
ma:tet:iaJ.s must respect all copyrights and may not copy, retrieve, modify or forward
copyrighted materials except as permitted by the copyright owner. Also, network
usets shall not delete, eygmine, copy or modify files and/or data. belonging to other
usets, without their prior consent
22.7 Passwords / Security
General: The City Admini!ttmtor reserves the right to override passwords and codes
at any time. If the City Admin1!ltmtor requests an Employee's password(s), then the
password(s) must be disclosed. Any password used on the system shall be used for
the protection of the City of. Centerv.ille, not the Employee, and as such will not .
preclude the City, as the operator of the network, from rightfully entering the
network. or any other messaging system at any time to review, copy or delete any file
or disclose any such file to othets.
Responsibility: No email or other electtonic communications (including facsimile
messages) may be sent which attempt to hide the identity of the sender, or represent
the sender as someone else or from another organintion. Employees are
responsible for all electronic messages originating from a computer operating under
his/her password.
22.8 Excessive Usage
General: Electronic media and services should not be used in a manner that is likely
to cause network. congestion or significantly hamper the ability of other people to
43
~and use the system. Continued impedance of other usetS through" mass
corisumption of System resomces, after .receipt of a request to cease such activity, is
prohibited. The willful or ca:i:eless introduction of programs knoWn as computet
vituSes,Trojan Horses and worms into the Citfs network or into any external
networks or compuiets can cause such exceSsive computet usage or even damage a
system and so would be a violation of this poliCy.
22.9 Data Retention
Records Retention Schedule: Genei:a.lly, electrOnic messages ate tem.po.taty
communication which are non-vital arid may be "discarded routinely in acco.tdance
with the City's record .retention policy. However, depending on the content of the
em.ail message, it may be considered a mo.re fottnal .record and should be .retained
"P~t to a department's record .retention schedules. Examples of messages of
this nature are: Policy, decision-m~ 1d11g. or other memoranda of specific public
bUsineSs. As such, these email m.ess~ are similar to pmted communication and .
should be written with the same fo11i1ality. " "
22.10 Questions Regarding Policy
General: City Employees who have concems or ate uncerl:ain about ethics.; legal or
" security issues regarding the" use of data commu.t1ications tools ate expected to
discuss their concerns With their supe.tvisor who will act as the Employee's first point
of contact
Integrity: Part of the .responsibilitY of the City Administrator is to insure the
integrity of City data (an asset). ~erefo.te, the City Administrator, in consu1ta.tion
with the City Attomey, will resolve and answer any questions about this Acceptable
Use Policy or its interpretation. Uritil such issues ate .resolved, questionable use
should be considered "not acceptable". Questions of interpretation should be
submitted, in writing, to the City Administrator. Final authority for this Acceptable
. Use Policy lies with the City Council.
22.11 " Policy Violations
General: The City Administrator will revieW all alleged violations of this City policy
on a case-by-case basis. The City Attomey may be consulted for technical assistance
in investigating a complaint. Cleat violations of the policy which ate not promptly
.remedied may result in the expulsion of the offending Employee from the City's
network serrices in addition to disciplliW:y action, and consis~t witIi the Personnel
Policy' or appropriate" batgaitiing unit agreement.
._~1...,:~.:-',",;., ::-.. .~~
" 23. CELLULAR PHONE"USAGE POLICY
23.1 Application
44
i
General: This policy is intended to 1:egu1ate the use. of City-owned cellulat phones
within reasonable, practi.cal parametets. As the num.bet of available cellulat
telephones increases and the 'efficiencies of cellum telephone usage become even '
mom apparent, it is incumbent upon the City to establish masonable guidelines f01:
the use of cellulat phones. The City of Centei:vill.e will benefit by extending the
hoUts essential Employees are available fot cOnsultation thtough the use of cellulat
phones.
Scope: This policy will apply to all City Employees using ot having access to City-
owned cellu1at phones.
23.2 Guidelines
A)
Policy: The following guidelines are estabJishedfot the use of City-owned cellulat
phones:
B)
Cellum phones are intended to be used to increase the efficiency and
effectiveness of the SeMCes provided by the City of eeDtetville. As such,
each Employee using a cellulat phone during the cow:se of his/her workday
. must detettnine whether such usage is apptopriate under the citcumstances
existing at the time of the usage. 'In fU~ king such a detP.ftn1n~tion,
Employees must consider the cost of using the cellulat phone in comparison
with the cost and practicality of locating a customaty telephone, service.
During work houts personal phone calls will be acceptable in those
circumstances where it is necessaty to briefly contact someone COnCP.1"l11ng
important matters. Calls of this nature shall be as brief as possible and
should be made only when citcumstances prevent timely access to customaty
telephone s~ces. .
C)
During non-work houts City Employees having access to assigned City-
owned cellum phones may make reasonable personal phone calls during all
houts. Employees having 24-hour access to City-owned.cellum phones and
who also use the phone f01: personal teasons will teim.bw:se the City fot all
personal phone calls, to the extent that the calls exceed the mn1mum
allowable air time.
D)
City Employees who take home a City-owned phone will agree to be
accessible for City blisi1ieSs when necessaty and pmcti.cal.aftet tegulat work
houts.
E)
Upon app:rova1 of the City Administrator, Employees will be allowed to
upgrade to a more expensive plan fot personal reasons if the Employee
agrees to pay the difference in cost between the two plans.
F)
An cellular phones shaD. remain the property of the City and shall be tetumed
to the City upon the tP.1'tn1n~tion of employment ot if the cellular phone is no
45
24.1 Policy
longer necessa.ty fot work-related putposes.: .Any inappropriate use of
phones may subject to the Employee to discipIinaty"action. .Any additional
chuges Will be paid by the Employee. .
, 24. DRUG FREE WORKPLACE
Gen~: In acco:rdance with federal law, the City of CeQ.terviD.e has adopted the
"- folloWing policy on drugs in the wotkplace:
The unlawful ma:nu&ctate, distribution, possession, or use of a controlled
substance on City property or While con~ City business is absolutely
prohibited. Vi6la:tions of this policy will :result in disciplinaty action, up to
and inc1.uding tP.nn1n~tion, and may have legal consequenceS.
The ,City reeogOizes drug dei>encIency as an" illness and a major health
problem. The City alSo ":recognizes dtug abuse 'as a P9tential health, safety
and security problem. Employees' needing help in tt~Hng with "such
problems ate encouraged to use their health insurance plans, as appropriate.
Employees" must, as a condition of employment, abide by the te:rms of the
CitY's' di:Ug and alCohol polier and must report any conviction under a
r.rim1n~l' drug statute fot violations occw:ring on or off the work premises
while conducting City business. A :report of the conviction must be made
within five (5) days after the. conViction as required by the Drug-Free
Workplace Act of 1988.
24.2 Drug and/or'AlcohQl Treatment
A)
B)
C)
D)
Employees ate expected and requi:red to report to work on time, in
appropriate mental and physical condition, ready to perform the duties of
their job. It is the City's intent and obligation to provide a drug-free, safe
and seCure work envirOnment. '
DiscipJiiJ.e: Employees are prohibited from possessing or co~ alcohol or
non-prescription d:rugs while on the job. .Any Employee who reports to work
incapacitated or whose performance is impaired through the use of alcohol or non-
prescription d:rugs will ~ subject to disciplinaty action.
Leave: In instances where it is necessary, petsonalleave may be gmnted for an
evaluation, treatment or r.ehab111tation on the same basis as is" gmnted for ordinaty
h~ prob~. ConA1~e1;ation Will be.givenJor use ,of leave .9f aJ?sence wtth9ut pay
as defined by the City's personnel polic,ies.
Assistance: The City has, also made available access to an Employee Assistance
, P:rog:ratD (EAP), sponsored by CIGNA Behavioral Health Se:rvices.
46
25. EMPLOYEE RECOGNITION
. 25.1 Employee Action Committee
,
Authority: The City of Ceo.tetvill.e promotes an environment in which positive
working relationships can be fo:ttD.ed and fostered through social intemction and
Employees can be ttcogoized for their contributions. For these putposes, Employees
ate ~owed to fottD. an Employee Action ComrmfteP") with a minimum. of three (3) and
a mg,nmum of five (5) membets to be appointed l>y the City Administrator. Members
of the Committee wiD. elect officetSand be tesponsible for stmct:uring by-laws and
operating roles for the CommtttPP., which will be :reviewed and approved by the City
Administrator. Comrmttee members ate authorized to use up to one (1) hour of won:
time pet month for Commttt- bnldfl-"41,
Employee Recognition and Appreciation: The City. Council wiD. df'Jligogte an
amount in its amma.l budget to be used by the Comm1ttee for Employee recognition
and:apprecia.tion eve.D.m. The Committee may consider selecting Employees for awards
in areas such as longevity, teamwork, innovation, above and beyond, leadetship,
exceptional customet setVice, spirit, etc.Awatds will consist of plaques or functional
. items such as clocks or pen/pencil sem and will be of nominal value. Meals senred at
award ceremonies wiD. be of nominal value and will not inclUde the purchase of
'alcoholic beverages.
26. NON-DISCRIMINATION POllCY
General: The City of Ceo.tetville is committed to a policy of non-discrimination with
regard to :race, color, creed, religion, age, national origin, gender, sexual orientation,
marital status, public assistance status, or disability.
Definition: ,Disr.rimtflg:tion is defined as any overt or covert behavior that excludes
access to, admission to, :full. utilimtion o~ or benefit from any public service because of
race; colo1', creed, religion, gender, age, national origin, sexual orientation, mgi'iBl status,
veteran status, age, public assistance status, or dtSSlbili.ty.
Discip6ne: Employees who participate in disN'irmflgtion of any kind ate subject to
. discipline, up to and including tP.rmmgtton.
Policy: . In keeping with the Citts commttment and the requiremenm of the law,. the
City and staff will strive to remove any d.i.sN1rmflgtion in the treatment of costomets,
employment, as.orignment and promotion of perSonnel, mtfltng programs,. services and
opportllmt1('J; offered to citizens and staff: location and use of fa~11ties, and in verbal
and written. commuoica.tions.
47
Complaint Procedure: Employees Can bring complaints, ask questions, and mise
concerns under this policy without fear of reprisal.
(A) .AD. Employee who believes he/she has been made the .subject of any
disN-iminAtioo ox who believes hel she has' witnessed disNiminAtton should
report' the 'incident immediately to' his/her supervisor. The' etnployee's
supervisor shall then 'immediately notify the City Administ:rator about the
.complaint.
(B) If the contact with the immediate supervisor does not prove effective, or if the
problem is witbthe supervisor, the' Employee may at'hisjher own discretion,
by-pass the immediate supetv.isor and submit a written complain.t ditect:ly to the
GUy Admini.stmtor.
(C) .AD. Employee should' report the complaint.in. writing; dP.hlffing the nature of the
complaint and all events Jeamng up to the situation pmmpting the complAint.
list any witnesses to the event, the time, date and place of the alleged violation,
ahd any other infonnation that may be pertinent to the complaint
27. SAVINGS CLAUSE
ThiS policy is subject to the laws of the United States and the State' of Minnesota; .in. the event
that any provision Sba11 be hd.c1 to be tontraty to ~ by a court of competent jurisdiction from
whOSe' final pldgment ox decree no appeal has been taken within the time provi4ed, such
provision shall be void. .All other provision.$ of the policy shall continue and remain.in. full fotte
and effect
Adopted by the City Council of the City of Centetv.ille this 28th day of July, 2004.
Attest:
Signed:
City ..4dtniftiatrator
Mayor
48
. ."4
. ACKNOWLEDGEMENT OF RECEIPT AND UNDERSTANDING
1, ~ of the City of
Name Position
Centerv.ille hereby acknowledge that I .have received a. copy of the City of Centetville
Personnel Policies dated July 14, 2004 and have read and understand the information
contained therein.
Dated this ~ day of
,20_0
Signature
49
THE ATHENIAN OATH
We will never bring disgrace to this, our Gty,
by any act of dishonesty or cowardice, nor ever desert
our suffering comrades in the ranks; we will fight
for the ideals and sacred things 'of the Gty, both alone
and with many; we will revere and obey the City's laws
and do our best to incite to a like respect and reverence to
those who are prone to annul or set them at naught;
we will Strive unceasingly to quicken the public sense of
. public duty; that thus, in all these ways, we will transmit
this City, not only, not less, b:ut greater, better and
more beautiful than it was transmitted to us.
5Q
City of Centerville
Tuition Reimbursement Form
Complete th,is section and receive apprQval prior to enrolling in thi~ course.
Employee Name:
Job TItle:
Department
Class Name:
*AtIach course descrIptJon
Class Dates:
to
How does this class relate to your job?
Estimated Tuition Cost $
Name of School:
Address of School:
Are you working toward a degree?
If yes, list degree
Employee Signature:
Pre-Approval Signatures & Funding Source:
City Administrator Signature:
Department Head Signature:
Account Coding:
Reimbursement Request SectIon - Complete after class is finished.
Yes
No
Date:
Date:
Date:
Date Class Completed: Final Grade: *
*Attach copy of grade sheet - Employee must receive a passing grade (C or eqUivalent) In order to receive
reimbursement
Actual Tuition Cost
* Attach receipt for tuition
Employee Signature:
City Administrator Signature:
Department Head Signature:
Date:
Date:
Date:
After the Reimbursement Request has been approved, send to the Finance Department with the original receipt and an
expense report. Send a photocopy of completed Tuition Reimbursement Form to the City Administrator for Inclusion in
your personnel file.
51
CITY OF CENTERVILLE
*Check Summary Register@
Name
10100 MAIN STREET BANK
Paid Chk# 019814 CITY OF
Paid Chk# 019815 ABBA TROPHY
Paid Chk# 019816 ACCLAIM BENEFITS
Paid Chk# 019817 AMERICAN SOLUTIONS FOR
PaldChk# 019818 ANOKACOUNTY
PaId Chk# 019819 AVLlC
PaId Chk# 019820 EHLERS & ASSOCIATES INC
Paid Chk# 019821 GOPHER STATE ONE CALL INC
PaId Chk# 019822 LYNN & ASSOCIATES
PaId Chk# 019823 METRO SALES INCORPORATED
PaId Chk# 019824 NATIONWIDE RETIREMENT
Paid Chk# 019825 PRESS PUBUCATlONS
Paid Chk# 019826 PUBUC EMPLOYEES
PaId Chk# 019827 QWEST
Paid Chk# 019828 RIVARD ELECTRIC COMPANY
Paid Chk# 019829 SWEENEY, KRIS
Paid Chk# 019830 US BANK*
PaId Chk# 019831 WASTE MANAGEMENT
Paid Chk# 019832 WHITE BEAR LOCKSMITH
Paid Chk# 019833 XCEL ENERGY
12/1610411:31 AM
Pti1g8 1
Check Date
DECEMBER 2004
Check Amt
12/13/2004
12/20/2004
12/20/2004
12/20/2004
12/20/2004
12/20/2004
12/20/2004
12/20/2004
12/20/2004
12/20/2004
12/20/2004
12/20/2004
12/20/2004
12/20/2004
12/20/2004
12/20/2004
12/20/2004
12/20/2004
12/20/2004
12/20/2004
Total Checks
$150.00 INITIAL DRAW FOR COUGAR CASH
$181.05 P & Z NAME PLATES(2), PLAQUES
$100.00 FLEXIBLE SPENDING ACCT - SERV
$486.53 COUGAR CASH - CHECKS
$54.30 BAU-OTS, PUBUSHING SAMPLE, RE
$480.00 DEF COMPWIH 12-16-04
$62.50 J.MEYER - NORTHERN FOREST PROD
$98.90 SERV THRU NOVEMBER 2004
$2,750.00 11/24/04. 11126104 & 11130/04
$630.07 SERVICE FROM 11/21104 THRU 02/
$198.52 DEF COMPWIH 12-16-04
$479.85 NOV 16/23 CERT OF DEUNQUENT
$1,758.19 PAYROLL WIH 12-16-04
$112.53 612-E35-0084 SERV THRU 12-31-0
$356.00 REPAIR STREET UGHT - UFT STA
$20.63 REIMBURE FOR MILEAGE
$94.69 CAlANDERS-2005
$2,713.28 2004 TAX SETTLEMENT - DEUNQUE
$46.47 KEYS
$1,402.75 7098 CENTERVlLLE RD - SERVTHR
$12,176.26
Please note: There will be an updated list of disbursements handed out on 12-2()..()4 for approval.
Centennial Fire District
Check Register
1211512004
The dis~rsements Iistec:i below ~ s,,!bmitted. by the Cent~nnial Fi~ District for y~r approval:
DATE
12/3/2004
12/3/2004
12/3/2004
12/3/2004
12/3/2004
12/3/2004
12/3/2004
12/3/2004
12/3/2004
12/3/2004
121312004
121312004
121312004
12/3/2004
12/3/2004
12/3/2004
12/3/2004
121312004
121312004
121312004
CHECKt# NAME
14531
14532
14533
14534
14535
14536
14537
14538
14539
14540
14541
14542
14543
14544
14545
14546
14547
14548
14549
14550
Amoco Oil Company
Aspen Mills
Bureau of Criminal Apprehension
Centennial Utilities
CenterPolnt Energy
Cltgo Petroleum Corporation
City of Uno Lakes
City of RoseviDe
Comcast
C9mf0rt Plus Heating & Cooling
Connexus Energy
Emergency Apparatus Maintenance
Grainger
Hugo Feed Mill & Elevator
MetrocaU
Milo Bennett
Nextel
Orkin Exterminating
Postmaster
Verlzon Wireless
Total
ACCOUNT
42100 - Fuel and Lube
42120 - Uniform Expense
42220 - Travel,Conf., School
42251 - StatIon 1 - Gas
42253 - StatIon 2 - Gas
42100 - Fuel and Lube
42190 - Fire Prevention SuppDes
42130 - Equipment Expense
42180 - Office SuppDes Expense
42110 - Other Maintenance
42252 - Station 1 - EleCtric
42000 - Vehicle Maintenance
42130 - Equipment Expense
42110 - Other Maintenance
42240 - Telephone
42180 - Office Supplies Expense
42240 - Telephone
42110 - Other Maintenance
42180 - Office suppr_ Expense
42240 - Telephone
1011
AMOUNT
79.92
270.45
18O.(j()
106.91
359.29
130.73
473.38
2,400.00
95.00
251.00
275.72
1,375.47
6.48
9.67
81.64
71.72
141.87
56.23
111.00
~
6,785.83
CENTENNIAL lAKES POLICE DEPT Check Register POLICE GL Page: 1
GL Po&tIng Period(e): 12104 -12104 Dee 08, 2004 12:28pm
.Check Iesue Oat8(e): 1210112004 -1210912004
Per Da1B Check No Vendor No Payee Invoice De&criptlon Inv AmOunt
12104 12I09I04 5158 31255 CROWN TROPHY GIFTS RETIRING BOARD 143.93 M
MEMBERS
12104 12I09I04 5159 10500 AMERICAN GOODYEAR-GEMINI TWO TIRES PICKUP 187.94
12104 12I09I04 5160 10750 ANOKA COUNTY OCT CDPO CHARGES 441.00
NOVCDPD 441.00
Total 5160 882.00
12104 12I09I04 5181 11585 ASPEN MILLS UNIFORM PATCHES 30.50
12104 12109J04 5182 11853 AUTo-MEDICS INC VEHICLE REPAIRS 272.88
12104 12109J04 5183 30060 CP OFFICE PRODUCTS CALENDARS, TONER, 352.00
MISC
12104 12109J04 5184 30480 CENTENNIAL UTILmES OCT USAGE 9.53
12104 12109J04 5185 30750 CITY OF CIRCLE PINES 2004 CAR WASH USE 500.00
12104 12109J04 5188 31240 JASON CORLEW TOBACCO COMPUANCE 28.00
CK
12104 12I09I04 5187 80850 FRATTALLONES HARDWARE. INC. MiSe OFFICE SUPPLY 18.85
12104 12109J04 5188 90028 IMAGE PRINTING & GRAPHICS,INC BUSINESS CARDS 78.49
EVIDENCE REPORTS 100.48
Total 5188 178.97
12104 12I09I04 5189 100125 JOHN'SAUTOPARTS MIRROR CSO TRUCK 85.20
12104 12109104 5170 120350 CINDY LEWIS PAPER SHREDDER 51.19
12104 12109J04 5171 130040 MACA 2OO4J2OO5 DUES 110.00
B.REZNY
12104 12109J04 5172 130358 MEDTOX PRE-EMP MED TESTING 45.00
12104 12109J04 5173 130798 MN DEPT OF ADMINISTRATION OCT USAGE 37.00
12104 12109104 5174 140370 NEXTEL COMMUNICATIONS CELL PHONES 11.18
12104 12109104 5175 160200 PERFORMANCE AUTO,INC OIL CHANGE 22.49
12104 12109J04 5178 170180 QWEST LEX SUB STATION 54.47
PHONES
12104 12109J04 5177 180150 RED ROOSTER AUTO STORES VEH BULBS 1.10
12104 12109J04 5178 180500 ROSEVILLE CHRYSLER 99 CHRYSLER REPAIR 49.75
12104 12I09I04 5179 210110 UNIFORMS UNLIMITED, INC UNIFORMS 1,394.12
LANGRECKlREZYIMAKEL
Totals: 4,483.88
M = Manual Check, V = Void Check
CENTENNIAL LAKES POUCE DEPT
Check Register POLICE GL
GL Posting Perlod(s): 11104-11104
Check Issue Da18(s): 11/1112004-1112312004
Page: 1
Nov 23,2004 09:16am
Payee
Invoice DescriptIon Inv Amount
Per
Da1B Check No Vendor No
11104 11fl3104
11104 11fl3104
5158 220200 VOIO - VERIZON WIRELESS
5157 220200 VERIZONWlRELESS
CELL PHONE USAGE
CELL PHONES FINAL
BILL
310.98- M
84.48
To1als:
228.50 :'
M:: Manual Check, V:: Void Check
2oo5 Experienced Officials Conference Review
Page 1 012
~
Conferences/{j.
,.r~
\ =;r r:::? -'I
\ jL ;~A~\
Th'~
I LMC Search Tools iii
Review of Information
~
]{b)]I@
Step 5: SeroD down and dick "Complete Registration" to fiDish the
registration proces.. Please review the information you submitted be
dieking "Complete Registration" to ensure your information is con
~
~
~
(Q]llOOi:'OO
Conferenee Date:
Location:
January 28-29 in St. Louis Parle
DoubleTree Hotel
1500 Park Place Boulevard
Mary Capra - Mayor
Thursday, December 9, 2004
Mary Capra
1880 Main Street
Centerville, MN 55038
(651) 429-3232
capria@comcast.net
$175
~
~
~
. Registrant(s):
Date Submitted:
Registration Contact:
Address:
~ f:.Ig.
Phone:
EmaD:
Total Registration Cost:
Cancellation Policy:
All cancellation requests must be in writing and emailed or faxed 7 day:
to the conference and are subject to a $35 handling fee. All unpaid
registrations not cancelled 7 days in advance will be billed at the full
conf~ce rate; no refunds will be made.
Your completed regis1Ia1ion will generate an invoice to your city. Pleas
not send your payment until your city has received an invoice.
Please direct registration questions and cancellations to Rebecca Bricks.
email: rerickso@lmnc.org,fax: (651) 281-1296, or phone: (651) 281-1~
t, 'r~c:l.~~~!!!.R~~9.~L ".-J
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12/9120()4
Page 1 ofl
Kim Moore-Sykes
From: Ann Ferris [aferris@aemcpas.com)
Sent: Wednesday. December 08. 200410:37 AM
To: ksykes@centervillemn.com .
Subject: CENTERVlLLE 2004 ENGAGEMENT
1he following attachment contains the engagement letter 'for the 2004.audit. Please print,
sign, retain a copy for your flies and return the original to me at your earliest convenie~ce.
If you have any questions, please feel free to contact Steve.
Thanks!
Ann M. Ferris
ABoo, EIq< & MEYERS, LLP
Certified Public Accounf11nts
Grandview Square
5201 Eden Avenue, Suite 370
Edina, Minnesota 55436
952.835.9090 Phone
952.835.3261 Fax
12/15/2004
ABoo
EICK&
MEYERS
~,~'~.,~
,~~
$)~~
~ ;j1l)
~MN 5M36
December 1.2004
Honorable Mayor and City Council
City ofCenterville
Centerv:ille, Minnesota
Dear HoD.Orable Mayor and City Council:'
~~~~m~~~m~~~~m~~~Citym~e~~~~
December 31, 2004. We will audit the financial sfatcn1cu.ta if~ governmental activities, the business-type activities, each major
fund, and the aggregate remai-nn,g fond infOl.D)8.tion, which collectively comprise the basic financial statements, of the City as of
and for ~ ~ ended December 31,2004. Also, ~ document we submit to you will include the following additional
information that will be subjected m ~ auditing piocedures applied in our audit if~ financial statements.
1. ' Management's Discussion and Analysis
2. Combining and Individual Fund Statements and Schedules
Audit Objective
The objective of ~ audit is ~ expression of an opinion as to whether your financial s1atements ~ fiI.irly presented, in an
material respects, in conformity with accoun1ing principles genemlly accepted in ~ United States of America and to report on
the fiUmess of~ additicmal information referred m in ~ fimtp8mgraph when considered iti relation mthe financial slal~u~
1aken is a whole. Oar audit will be conducted in accordance with aumtn,g st8ndards ienemJ1y accepted in ~ United S1ates of
America and will include tests of~ accounting records and other procedures we consider ~ to enable us to express such
an opinion. If our opinion on ~ financial statements is other than unqualified, ~ will fully discuss the reasons with you in
adyance. I( ~ any reason, we ~ unable m complete the audit or ~ unable m form or have not formed an opinion, we may
decline m express an opinion or m issue a report as a result of this engagem~
Management ResponsibDities
Management is res}Kmsible ~ making all fiDancial records and related information available m us. We understand that you will
provide us with such ~on required ~ our audit and that you ~ responsible for the accmacy and completeness of that
information. W~ will advise you about appropdate accounting prinCiples and ~ application and will assist in the prepamtion of
your financial statements, but ~ responsibility for ~ financial statements remains with you. As part of our engagement, ~
may propose' standard, adjusting or correctingjournal entries to your financial statements. You ~ responsible for reviewing ~
en1ries and linderstanding the nature of any proposed en1iies and the impact they have on the,:6nancia1 statements. That
responsibility includes~ establishment and tM1ntP.n$JDCC of adequate records and effective internal con1rol over financial
reporting, the selection and application of accounting principles, and ~ safeguatding' of assets. Management is responsible ~
adjusting the ~ statements m correct m8.terial n:"Hf1lItAmeuts and for,llnnfinnillg m us in the represen,tation lettm,' 1hat the
effects of any uncorrected 111isstatements aggregated by us during the Current engagement and pertaining to the latest period .
presented ~ immaterial, ~ individually and in ~'aggregate, to ~ financial stateinents 1aken as a whole. '
952.835.9000 · m 952..835.$261
Www~.Coni
December 1,2004
Page Two
You are iespoDsible for the design and iuiplementation ofprogratris and con1rols to prevent and detect ftaud, and for infotming us
about all known or.suspected:fiaud affecting the government involving (a) management, (b) employees who have significant roles
in internal control, and (c) others where the :fiaud could have a material effect on 1he financlal statements. You are also '.
responsible for informing us of yom knowledge of any allegations of:fiaud or suspected fraud affecting 1he ~emment receive4
in crnmmm;C8tions from. employees, former employees, regulatms or others. In addition, you are rCsponsible for identifying and
ensming1iJat 1he entity complies wi1h applicable laws and regulations. .
Audit Procedures.- General
An audit includes AYmmnmg, on a test basis, evidence supporting 1he amounts and disclosures in the financlal statements;
therefore, om audit will involve jl1dgJ"ent about the number of transactions to be AYAmined and the areas to be tested. We will
plan and perform the audit to ob1ain reasonable mfher ~ absolute assurance about whether the financial stafeJ1wnts are :free of
~ missfatement, whether ftom ~ ftaudulent finmtcllll ~ misappropriation of assets, en: violations ofJaws or
goveuu;lental regulations that are attribu1able to the entity or to acts by:mana.sement or employees acting on behalf of the entity.
Because an audit is designed to provide reasonable, but not absolute, assurance and bec8use we will not perform a detailed
eYAmmsrtiOn, of all tmnsactions, 1here is a risk 1iJat ~miss1atements may exist and not be detected by us. In addition, an
audit is not designed to detect nnmllferial ~ or violations oflaws or govemmenta1 regulations 1iJat 40 not have a
. direct and material effect on the financial statements. However, we will inform you of anY material errors 1iJat come to om
attention, and we will inform you of any fraudulent financlal reporting or misappropriation of assets 1iJat come to om attention.
We will also inform you of any violations of laws or govemmet$l regulations that come to om attention, unless clearly
inconsequentiaLOur responsibility as an auditor is limited to die period covered by om audit and does not extend to matters 1hat
might arise during any later periods for which we are not engaged as auditors.
Our procedures will include tests of doWa.w:.ntmy evidence supporting the fl'ansactions recorded in the accounts, and may include
tests of the physical existence otinventories, and direct lYmfinmltion of receivables and certain 01her assets and liabilities by
correspondence wi1h selected individuals, creditors, and financial institutions. We will request written representations from. your
attorneys as part of the engagement, and they may bill you for responding to 1his inquiry. At the conclusion of om audit, we will
also require certain written representations from you about the financial statements and related matters.
ldentify.ing and ens'or.ing that the City CODiplies wi1h laws, regulations, contracts, and agreements is the responsibility of
management. As part of obtaining reasonable assmance about whether the financial statements are :free of material missfatement,
we will perform. tests of1he City compliance with applicable laws and regulations and 1he proVisions of contmcts and ~.
However, the objective of our audit will not be to provide an opinion on overall compliance and we will not express such an
opinion.
Audit Procedures - Internal Conirol
In planning and perfor:ining our audits, we will consider the internal control sufficient to plan the audit in order to determine 1he
nature, timing and extent of om auditing procedures for 1he pmpose of expressing om opinion on the City's :6nancia1 statements.
An audit is not designed to provide assmance on intema1 con1rol orto identify reportable conditions. However, we will inform.
the governing body or audit committee of any matters involving intema1con1rol and its operation that we consider to be
reportable conditions under standards established by the American Institute ofCeitifi.ed Public ACcolDltants. Reportable
conditions involve matters coming to om attention relating to Rigrltficsmt deficiencies in the design: or operation of the internal
con1rolthat, in OUr judgment, could adversely affect the City's ability to record, process, S.....H...ri7.,e and report financial data
consistent wi1h the ~ons of management in the ~cial statements.
9S2.83S.9090 " &x 9S2.835.3261
www.aenwpas.eOm
December 1,2004-
Page TJn:ee
Audit AdmiDistratiOD, Fees and Oftler
We understand that your employees will prepare all cash or o1her cnnfinnmons we request and will locate any invoices selected
~m~~ .
We wm prepare a genemlledger trial balance for me during the audit. Oar prepamtion of the trial balance will be limited to
fonn~ information in the genem1ledger into a working trial balance. As part of the audit we will prepare a draft of your
financial slateroents and related notes. You will be required to review and approve those financial statements prior to their
issuance and have a responsibility to be in a position in met and appe8rance to make an inf011I1OO jrntgment on those financial
ll~tQllleilts. . Further you are required to desigoate a qualified.management-1eve1 ~dual to be responsible and accountable for
ovelsccing our services. .
Our ~ fortb.ese services will be at our standard homly rates plus olIt-9f-pocket costs (socb. as report ~on, typing,
postage, flavel, copies, telephone, etc.). We estimate that om gross fee, including expenses will be approximately $19,000. Oar
standard hourly rates vary according to the degree of responsibility ~olved and the experience level of the personnei assigned to
yom audit. Oar invoices for these fees will be rendered each month as work progresses and are payable on presentation. In
accordance with our firm policies, work may be suspende4 if yom acCount becomes 90 days or more overdue and may not be
resumed mrtil yom account is paid in full. U"we el~ to ~Tnate om services for nonpayment, om engagement will be deemed
to have been completed upon written notification oftP.rminRtion, even jfwe have not completed om report. You will be obligated
to compensate us for all time expended and to reimburse us for all out-of-pocket costs 1fIrough the date oftenninmon. The above
fee is based on anticipated coopemtion ftoin yom personnel and the assumption that unexpected circumstances will not be
encountered during the audit. If significant additional time is necessarY, we will discuss it with you and arrive at anew fee
estimate before we incur the additional costs.
We appreciate the opportunity to be of service to the City and believe this letter accurately RlI1111TIm'i7.e8 the Rigrtifica;nt terms of
om engagement. If you have any questions, please 1etus know. If you agree with the terms of om engagement as described in
this letter, please sign the enclosed copy and retom it to us.
Sincerely,
ABOO, EICK. & MEYERS, LLP
Certified Public Accountmds
~ !VJ~
Steven R. McDonald, CPA
952.835.9090 · Fwl9li2.835.3261
wWwM.nll'pIl8.conl
December 1,2004
Page Three
RESPONSE:
. This letter correctly ~ forth the understanding of the City of Centerv.ille.
By:
rrtle:
Date:
952.835.9090 eFax 952.835.3261
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i8601 Hub Drive · M,adison Lake, MN,56963 · . 763-421-8999 · 'Fax' 507-931-'1668. www.timesaverinc..com
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I lJ 2lJ04
Lynn & Associates
December 6, 2004
, ,
Ms. Teresa Bender
City Clerk, Acting City Administrator
City of Centerville
1880 Main Street
Centerville,''MN '55038
INVOICE: Consulting Services associated with Staff Team Building and Leadership
Training.
November 24 Meetings with co-administrators and work planning for the City
Administrator Search and Team Building Training.
JJL: 4 hours
November 26 Work on training outline for Staff Leadership Development.
JJL: 3 hours
November 30 Work on training materials for the first Workshop to be held in
December and interview the Finance Director.
JJL: 4 hours
T~TAL DUE & PAYABLE:
$1,375.00
Thank you.
Invoice is due and payable upon receipt.
4nvoiee=Number.-=C.;8S':{}4-
5435 Wedgewood Drive, Shorewood, MN 55331
phone: 952.474.2193 fax: 952.474.3738 e-mail: Lynnconslt@aol.com
ltJ!}o
I ,- 1i: l't"l"b
(..o/::('! Y~1)
IJ e~!Ji
Lynn & Associates
Deeember6, 2004
Ms. Teresa Bender
City Clerk, Acting City Administrator
City of Centerville
1880 Main Street
Center.Ij.Ue-,. MN55038 .
INVOICE: Consulting Services associated with Staff Team Building and Leadership
Training.
November 26 Begin drafting up Position Profile for City Administrator.
JJL: 2 hours'
November 29 Complete draft of Position Profile.
. JJl:.~' '4:'hours
November 30 Review Profile with Co-Administrators and make revisions.
JJL: 2 hours
LL: 3 hours
TOTAL DUE & PAYABLE:
$1,375.00
Thank you..
Invoice is due and payable upon receipt.
Invoice Number: C:04:04
5435 Wedgewood Drive, Shorewood, MN 55331
phone: 952.474.2193 fax: 952.474.3738 e-mail: Lynnconslt@aol.com
li~C~1
[P/:..'c t ~~h
'09 .u
~'tlOI
Lynn & Associates
December 6, 2004
Ms. Teresa Bender
City Clerk, Acting City Administrator
City of Centerville
1880 Main Street
Centervme, -MN -55038
INVOICE: Consulting Services associated with Staff Team Building and Leadership
Training.
November 26 Begin drafting up Position Profile for City Administrator.
JJL: 2 hours
November 29 Complete draft of Position Profile.
- JJL:"4;-hours
November 30 Review Profile with Co-Administrators and make revisions.
JJL: 2 hours
LL: 3 hours
TOTAL DUE & PAYABLE:
$1,375.00
Thank you.
Invoice is due and payable upon receipt.
Invoice Number: C:04:04-
5435 Wedgewood Drive, Shorewood, MN 55331
phone:952.474.2193 fax: 952.474.3738 e-mail: Lynnconslt@aol.com
Memo",
TO:
Honorable Mayor and CooeD Members
FROM:
Kim Stephan
SUBJECT: Cougar Cash Information & ReeommendationslRequests from the
Eeooomie Development Committee
DATE:
December 15, 2004
The dollar amount approved at the October 27, 2004 City Council Meeting for Cougar Cash was not to
exceed $1,000. An invoice for $400 has been paid to Bard Advertising. Printing was $486.53 and a
$150 check was deposited into the Cougar Cash account at Mainstreet Bank in exchange for $150 in
Cougar Cash. This exceeds the $1,000 amount by $36.53. Mr. Meyer and Ms. Stephan discussed that
$150 may not be enough funds to keep on hand at City Hall without staff making frequent trips to the
bank. That will be determined as the project progresses, but it was suggested to the Economic
Development Committee that an additional $250 be requested to be deposited in the Cougar Cash
account so as to keep a balance of$400 available at City Hall. Attached is a copy of a letter to be sent
to businesses explaining and promoting Cougar Cash.
Motion was made by Chairperson Burke, seconded by Vice-Chairperson Smith to recommend to
City Council the approval of S250 to be deposited in the Cougar Cash aecoot at Mainstreet
Bank to be exchanged for Cougar Cash increasing the amoot of Cougar Cash which Staff has
avaDable at City HaD to S4OO. All in favor. Motion passed unanhQously.
-- - - ._~ . ----- --- --.---- ---- - ------ ----- ----- - -
--------- ---..--.------~-. -.----..-------------------------~---~.----------'--'---'---------..!-~--~-~~--' .-=-" ." -'----'. ----______._~_=_=__~:_=1
H!Y Cent.rvillel Here Comes Cougar Cashl
So what Is CoUGar Cash?
.:. Cougar Cash are certificates are actual checks that are good at aU CentervDIe area Businesses.
.:. Cougar Cash certificates are from a City of CentervillelEDC account at Mainsfteet Bank.
e. Cougar Cash certificates are lndivlduaiiy numbered and have routing and account numbers on
them.
+ Cougar Cash certifications are printed on "SafetY' paper with standard security measures.
.:. Cougar Cash comes In ., $10, & $20 denominations.
+ Cougar Cash are available today, for purchase at CenterviIIe City Hall.
.:. Cougar Cash is a great way to keep money in Centerville supporting Centerville Businesses.
How does CoUGar Cash WOJk?
.) Anyone can purchase them at Centerville City Hall during normal business hours using cash or
checks (there are no additional service charges).
.:. Anyone can give Cougar Cash as gifts to friends, employees, family, teachers, ...
(. Cougar Cash can be used for goods and services at all CenterviIIe area businesses.
.:. Businesses will deposit Cougar Cash just like any other check that they receive.
What ~r-busInesses ~ with Couaar Cash?
.:. As stated earlier, Cougar Cash certificates are actual checks from an account at Mainslteet Bank.
.:. BusInesses deposit them just as they would any other check - there Is no special handling
required.
+ Inform all their employees that Cougar Cash Is comIngl
What IfJ have auestlons?
.) Contact CenterviIIe City HaD:
o (851) 429.2332 - Kim Stephan and Teresa Bender will be happy to answer any questions.
+ Contact MaInstreet Bank:
o (851) 762.9440 - Mike Thinesen
(. Contact anyone on the CentervIIIe Economic Development Committee (EDC):
o Paul Burke, Eileen Smith, Tim Rehblne, Scott EbeI, John FIschbach, or Dale Raasch
MentO~~~
TO:
Honorable Mayor and Council Memben
FROM:
Kim Stephan
SUBJECT: Frozen Fete des Lacs 2005lDformatioD & RecolDlDendatiOnslReqUests from the
EcoDOmic Development CoIIIDIittee
DATE:
December 15, 2004
Mr. Paul Palzer and Mr. David Kapaun~ representatives of the Intemational Car Races on Ice made an
appearance at the December 14, 2004 Economic Development Committee meeting to discuss the Car Races on
Ice and coordinate the event with Frozen Fete des Lacs. Mr. Palzer has contacted the appropriate people at
Anoka County, the DNR and the Sheriff's Department. The committee discussed where the snowmobile trail
comes onto the Jake and what will need to be done in the event there is significant snow to ensure the safety of
snowmobilers, nwers and spectators. For the 2004 Car Races on Ice and Frozen Fete des Lacs the Public Works
Staff helped plow the race track on Centerville Lake and made snow piles on the Jake for the snow sculpture
contest. The EDC and Ice Racing Association would request the same assistance for 2005 with the addition of
plowing an ice shring rink on Centerville Lake and the use of the City of Centerville's generator to light the ice
s1catiQg rink for the Skate Night being held on Friday, February 18, 2004.
MotioD was made by CoJDJDittee Member Rehbine, secoDded by ChairpersoD Burke to request
Public Works Staff assist in preparatiOD for FrozeD Fete des Lacs/Car Races OD Ice, with
equipmeDt and stafl'time. AD in favor. MotioD passed ...nanimously.
In 2004 the expenditures for Frozen Fete des Lacs were $2,200.
MotioD was made by ColDIDittee Member Rehbine, secoDded by ChairpersoD Burke to
recommend to City Council approving expenditures Dot to exceed S2,5OO from the 2005 EDC
Budget for costs associated with Frozen Fete des Lacs. All in favor. MotioD passed
......nimously.
FYI on Frozen Fete des Lacs
Vice-Cbairperson Smith bas been in contact with Anoka County in regards to using the Anoka County Chain of
Lakes Regional Park and is ~ a letter with approval for the use of 1he park. a bonfire and the horse
drawn hayride. Anoka County will also plow the road, parking lot and trail if notified a few days prior to the
event. VJ.COoChairperso Smith also COJdacted Bunker Hills Stable regardiDg the rental of the horse drawn
hayride and was given the same price quote as last year ($550) and tentatively scheduled the event for 6:30 to
.9:30 p.m. -Pnaay~elXuaiy 18;-2005. The itiblewm sencf a cOOtiiDt _en neeas~fObe signecra1ic1~~~--~~
a $100 deposit, the hAlsmce to be paid at the event or shortly thereafter. .
Mr. Pa1zer will contact a remal company to price lights for the $Ieeting rink and ensure that they will be
compatible with the City's generator. Mr. Pa1zer will attend the January EDC mM;l-S. Mr. Pa1zer will also
contact a repr~ from Centerville Lions to request that the Lion's Concession trailer be available c:Iuring
the events on Saturday and Sunday.
Ms. Jen Smith, Chain of Lakes YMCA made an appearance to discuss the 1 at Annual Frozen SK Run
being held during Frozen Fete des Lacs. There are fliers available with a registration form at City Hall
and on the city's web site. Centerville businesses are sponsoring the event by covering the YMCA's
costs to run the event. There will be t-shirts and prizes available to all who participate. Pre-
registration is preferred, but registration will also be accepted the day of the race. Chairperson Burke
hopes to also tie this race into the summer Fete des Lacs.
As fir as advertising, Chairperson Burke suggested using the same flier and poster as last year since
the art work is already done and will just have to be slightly modified with current dates and time. It
was suggested the Car Races on Ice be promoted by offering rides to interested persons in the race cars
and perhaps having a race car on a trailer parked at Comer :Express a week or two prior to the races.
Mr. Kapaun will speak with Mr. Todd StefFen, Comer Express regarding reserving the sign during the
week: prior to the event and the possibility of parking a car in the Comer Express parking lot. Council
Member Paar has contacted Mr. Tun Guy regarding promoting the event on Chamiel 5 News by
possibly broadca..ldi"8 from Centerville Lake. Council Member Paar will follow up with this item.
Ms. Stephan will contact North Metro Cable to determine if there is an interest in being present at any
of the events.
Committee Member Rehbine stated the Quad Area Chamber of Commerce will sponsor Golf on Ice
again this year, with an expanded event. The committee discussed the coloring contest Mainstreet
Bank: has sponsored in the past and decided as this was not well received in the past, Chairperson
Burke would ask Mr. ~ President of Mainstreet Bank if the bank: employees would be
interested in sponsoring the Snow Sculpture Contest. Vice-Chairperson Smith will contact the Lino
Lakes Canine Unit regarding having a demonstration on Saturday, February 19 tentatively set for 1:00
to 3:00 p.m. The Centerville Business Women have volunteered to run the snowball toss again this
year. Chairperson Burke stated the Experimental Aircraft Association plans to participate by offering
airplane rides to children again this year. The committee had previously discussed ways of
coordintJti"8 the schedule for the airplane rides more efficiently by perhaps offering rides from
Centerville Lake to Benson Airport. There are questions of liability and not wanting to incur
additional cost by renting a transportation vehicle. Chairperson Burke will contact Rehbine Transport
for options available and report at the next committee meeting.
Ms. Mary Capra, a representative of the St. Genevieve's Activity Committee had previously said their
participation will depend on where the events are located on the lake, as in 2004 they sponsored
sliding, cookies and hot chocolate at the church rectory. If the events are all held at the Anoka County
Park, this may not work as it will be too &r away from the other events. The St. Genevieve's Activity
Committee is open to suggestions. The Economic Development Committee discussed other options
the St. Genevieve's Activity Committee and/or the Boy Scouts could participate in and will offer the
following suggestions to Ms. Capra; the snowshoe demonstrations I races were popular in 2004 and
could be something the group could volunteer to run. Added to the snowshoes could be cross county
,~= ~"8J a scav~er hunt on sno~oes, skis or wa11ci1\&_or flle ice &1cati!l!t~n1c CO!1l4 ~"'-!l!,!,ed by the
group with llOi--Choc01ate and cookies on sa1urday since-it Will81readY6ePlowea-fOrt1iePUD~
Recreation Committee's Skate Night on Friday evening. Ms. StephanwiU forward this information to
Ms. Capra and Council Member Paar will discuss this at the next scheduled City Council Meeting.
Mr. Tedd Peterson, Chairperson Parks & Recreation Committee was unable to attend the EDC
meeting, but asked Ms. Stephan to pass on his questions and the Parks & Recreation Committee's
input regarding Frozen Fete des Lacs. The following excerpt is from the December 1, 2004 Parks &
Recreation Committee meeting minutes:
Ptll'b & llecretltioft Committee's PtlI'tit:iDtItit ill FrtIZIm F_ .. Lta:s 1(J(J$
Ms. Stephan l1formed the cummittee that the Economic Development Committee would like the Parks
& Recreation Cotmntttee's participotion in Frozen, Fete des Lacs once again this yeor and request a
committee member attend the next scheduled EDC 'ineeting to discuss the event and what activities the
Parks & Recreation Committee would be willing to be involved with. During the prior two Frozen
Fete des Lacs, the EDC rented a horse drawn hayrit:k to provide rides to citizens during the Friday
Night SlroIe Night at Laurie LaMotte Memorlal Park at which the Parks & Recreation C01IIIIIittee
volunteered their time. as weN as supplying hot chocolate, popcorn and a borfire. Although this was a
success, there was not ice availflble on the rink for sIrDting due to the warm te1IIperatures.
Chairperson Peterson, as Public WorkY Stqff, stated there is rarely ice on the rink at that time
inFebruary. The EDC had previously discussed moving the Friday night event to the A:noka County
Chain of Lakes Regional Park and having the sIrDting on Centerville Lake. The committee discussed
whether they would like to move the event to the county park and what that would involve. Vice-
Chairperson Smith, EDC had contacted the A:noka County Parks and Way told the event could be held
at the park. Chairperson Peterson stated plowing a Jtutit'lf rink would be possible since Public Works
would be plowing the track for the CQ1' races. lights would need to be rented to light the ice rink.
Public Worb has a generator that could be used. A satellite would need to be ploced at the park as
the restroom facilities are not availflble during the winter months.
The Committee discussed whether the Centerville Lions would be involved in Frozen Fete des lAcs.
Committee Member Pei!, as a representative of the Lions stated the Lions are having their A.nnual
Fishing Contest the weekend prior to Frozen Fete des Lacs. EDC was aware of this when they set the
dole of Frozen Fete des Lacs as it had to be decided whether to coincide with the Lion's Fishing
Contest or the IntemIltional Car Races on Ice and neither the Lions nor the Ice Racers could alter the
weekend their respective events were scheduled EDC would like the Lions to have their concession
trailer available for Saturday's events, lmt Ms. Peil soid perhops the Parb & Recreation C~
could use the trailer on Friday night at the County park for hot chocolate and popcorn. Committee
Member Peil will check on this and report back to the Committee.
Chairperson Peterson requested that Ms. Stephan ask the EDC to coordinate the plowing of the Anoka
County Chain of Lakes Regional Park with a County representative as there was miscommunication at
the last season's event between Anoka County's plows and the City of Centerville's plows. He also
asked to make sure the bonfire site was specified by the County. The Parks & Recreation Committee
will supply the hot chocolate, popcorn, firewood and secure the burning permit. It was suggested that
lights be rented to ilbJminate the ice rink and perhaps hay bales be used around the rink to sit on or
change skates.
Memo
Date: December 13, 2004
To: Mayor, City Council & Staff
Rom: John W. Meyer Finance Director
2005 COLA and Insurance Adjustments (Consent Agenda)
As per the 2005 budget summarized in the Truth-and-Taxation hearing handout,
the 2005 budget includes a 3% COLA salary increase and a $70 monthly health
insurance increase. The consent agenda requests that the city council formally
approve these changes.
.
City of Centerville '
Narrative for 2005 Proposed Budget
July 14, 2004
Attached is the first draft of the Year 2005 General Fund Budget for the City of
Centerville. This report is intended to disclose all assumptions lised in calculating the
proposed budget and explain any significant variances from last year.
Th~ following assumptions were made In calculating the draft budget:
Revenues:
Tax Levv
The general tax levy was increased by $46,671, or 3.0%, over last year. Tax
capacity information from Anob County is not yet available; however, it is
expected that the net tax capacity of the city will increase more than the amount
necessary to accommodate a 3% tax levy increase. If council desires to increase
or decrease the proposed tax levy amount, adjus1ments can be made to other areas
of the budget to compensate.
Licenses and Permits
Licenses and Permits revenues were decreased to reflect a downward trend.
Building permit revenues are below budget for the year because it was anticipated
that the third Phase of the Pheasant Marsh Addition would be under construction
this year. Also, development on The Shores and Peltier Preserve projects is not
progressing as quickly as anticipated.
Expenditures:
Salaries and Benefits
The following assumptions were made in calculating salaries and benefits for the
2005 budget. All percentages can easily be adjusted on the attached spreadsheets:
> 3% structure increase (COLA);
> 4% step increase for eligible employees;
> The budget continues to reflect one additional Public Works
employee;
> AllocatioD:S were changed to more accurately reflect actual time
spent, resulting in s~ght differerices in dis1ributions across
departments;
~~-ealeulated-at~5%-=ofthe-a.1)nuatsalatyfor-'ttre=fWo--
existing Public Works employees and 2.5% for the PW Director.
Less overtime is 'anticipated due to the addition of an employee;
> '$70 per employee per month increase"in health insurance
contri1?ution, in accordance with,the union contract I'nsurance
rates are expected to rise by 10% - 15% in January ~005.
..
Mavor and Council
An increase in budget was necessary to accommodate the recent salary increase
adopted by Council.
Elections
There will be no City election in 2005.
Financial Admini-tration
Expenditures exceeded budget in 2004 by approximately $10,000 due to the 'early
implementation ofGASB 34. Much of this was a one-time expense. We are
proposing an increase in the budget to accommodate any extra work that may
need to be done by the auditors due to the absence of a Finance Director for a
period of time.
Bundine:
The City Hall budget was increased to accommodate an increase in electricity
charges.
Police Administration
We have not yet received a budget from the Centennial Lakes Police Department
We have estimated an approximate 3% increase.
Fire Protection
We also have not yet received a budget from the Centennial Fire Department and
have estimated an approximate 3% increase in the City portion plus an increase in
the State aid.
Public Works
Salary allocations were weighted heavier for the Public Works function for 2005.
In addition, electricity charges were increased.
Str~u .
The Street Department reflects an increase to account for crack sealing and mill
and overlay projects. These projects were previously budgeted for in the capital
account, but are more properly recorded as maintenance items.
Parks and Recreation .
We have not yet received a recommendation from the Parks and Recreation
Committee regarding the Parks Programs budget The estimates shown are ours
,-based-uponhistoricaldata.
.Economic Development
We have not yet received a recommendation from the EcOnomic Development
Committee regarding the EDC budget. The estimates shown are ours based upon
historical data.' . .
..
CitvFestival
The City Festival budget includes an estimated $16,000 appropriation from the
City (a $1,000 increase over this year), plus a proposed $3,000 pass-through
donation from gambling funds.
Transfers Out
This line item includes a proposed $102,000 transfer to the 2004 Municipal Street
Debt Service Fund to cover the City's portion of the street project obligation.
This transfer will be made every year for 15 years, at which time the debt will be
satisfied. The remaining $45,000 is an estimate of the City's aimua1liability
towaId a new pollce building. The status of a new building is unknown at this
time. Unless the project begins to progress quickly, it is unlikely that there would
be a debt service payment in 2005. That being the case, Council could choose to
spend this money on other capital needs or reserve it for the next year's obligation
on the proposed project
Cauital Outlav
To separate current expenditures from capital expenditures in the General Fund,
all capital expenditures are listed at the end of the 2005 Expenditure Detail
Budget The amount of$133,138 is available in the 2005 propQsed budget for
capital needs. A preliminary Capital Improvement Plan intended to give guidance
on the use of this money is included with the proposed budget
I wish to thank the City Admini~trator, Public Works Director, City Engineer, City staff
and the City Council for their patience and help with the preparation of this draft budget.
I am available to answer any questions you may have regarding the proposed budget or
budget process. Thank you for your patience and understanding.
Respectfully Submitted:
Approved By:
Fiilance Director
Adminb:trator
..
,
City of Centerville
Narrative for 2005 Proposed Budget
September 8, 2004
Attached is the second draft of the Year 2005 General Fund Budget for the City of
Centerville. This report is intended to disclose all assumptions used in calculating the
proposed budget and explain any significant variances from last year.
The following changes were made from the first draft budget:
Revenues:
Tax Levv
The general tax levy was increased by $160,671, or 10.44%, over last year.
Preliminary tax capacity information from Anoka County indicates that the tax
rate will not increase over last year as a result of the levy increase.
Transfers In
A transfer of $20,000 each from the Water and Sewer Funds is included to help
finance the proposed new Public Works storage building.
Expenditures:
Lee:al
The legal budget was increased by another $6,000 as requested.
Police Administration
We used the latest estimate from the Centennial Lakes Police Department in the
amount of$550,475. If the Joint Powers Board adopts a lower budget, the
remainder of this line item can be moved to the Capital Outlay Account
Fire Protection
A budget was received from the Centennial Fire Department.in the amount of
$87,993. The balance of the budget reflects State Fire Aid.
Streets
Street maintenance was increased to $80,000 to accommodate higher prices for
seal coating.
Transfers Out
~Jn-theatn.O'UDtof-$45,OO6-for-thepotieebuilding-debf'
service was eliminated.
Caoital Outlay
. The Capital Outlay Budget was increased to accon;unodate the additional tax; levy
dollars.
.
~
I wish to thank the City Admini~tor, Public Works Director, City Engineer, City staff
and the City Council for their patience and help with the preparation of this budget.
Respectfully Submitted:
Approved By:
Finance Director
Admini!iltrator
STATE OF MINNESOTA
COUNTY OF ANOKA
CITY OF CENTERVILLE
RESOLUTION #05 - 001
A RESOLUTION AUTHORIZING APPOINTMENTS FOR 2005
THE CITY OF CENTERVILLE RESOLVES:
WHEREAS, the City Council of the City ofCenterville met on December 20, 2005 at City Hall;
and
,
WHEREAS, the City Council of the City ofCenterville discussed appointments for the 2005
year; and
THE CITY OF CENTERVILLE HEREBY RESOLVES, the following person(s) are hereby
appointed to the named positions:
COUNCIL
1. Mayor Mary Capra
2. Council Member Michelle Lakso
3. Council Member Tom Lee
4. Council Member JeffPaar
5. Council Member Linda Broussard Vickers
Acting Mayor - Council Member
Centerville Centennial Fire District Steering Committee Members - and
Council Member
Check Signing Authority - Mayor Mary Capra, Finance Director, Mr. John Meyer and Acting
Mayor Council Member
North Metro Telecommunications Commission Representative - Council Member
North Metro Telecommunications Commission Representative Alternate - Council Member _
Police Governing Board - Ma~!,_MauI ~ ~~ Member
=Tii~~ve - Cifyl\Clministlator,----- (Northeast Corridor)
Weed Inspector - Mayor Mary Capra
COMMITfEESICOMMISSION
Economic Development Committee
1. Committee Member Dale Raasch
2. Committee Member Paul Burke
3. Committee Member John Fischbach
4. Committee Member Tim Rehbine
S. Committee Member Scott Ebel
6. Committee Member Eileen Smith
7. Vacant
Council Member Liaison - Council Member
Parks & Recreation Committee
1. Committee Member
2. Committee Member Wayne LeBlanc
3. Committee Member Julie Lindsey
4. Committee Member Kathy Pell
S. Committee Member Tedd Peterson
6. Committee Member'Suzanne Seeley
7. Committee Member Andre Zeigler
Council Member Liaison - Council Member
Planning & Zoning Commission
1. Vacant
2. Commission Member Brian Hanson
3. Commission Member JetfHanzal
4. Commission Member Thomas Wood
s. Commission Member
6. Commission Member
7. Commission Member Jennefer Klennert Hunt
Council Member Liaison - Council Member
=c~BTAJ'F/CON'1'RA.C'fED--8EB-nCEL =
Animal Control- Otter Lake Animal Care Center
Attorney - Barna, Guzy" Stephen
Assessor - Anoka County
Auditor - Abdo, Eick: and Meyers, Inc.
Building Ofticial- Paul Patzer
City Engineer - Bonestroo, Rosene, Anderlik" Associates
City Forester - Mr. Joe Goetz
Drainage Ordinance Committee - Staff
Drug Testing/Employment Medical E][aminBtions - Choice PointlBlaine Medical Center
Emergency Services Directors (Civil Defense)
. Milo Bennett
. Joel Heckman
. Paul Palzer
Federal Savings and Loan - 4M, 4M+ Funds and Smith Barney
Fire Marshall- Milo Bennett
Fire Protection - Centennial Fire District
Housing and Redevelopment Authority (lIRA) - Anoka County lIRA
Health Officer - Ms. Laura Powers
Municipal Financial Officer - Northland Securities
Official Depository - Mainstreet Bank:
Official Paper - Quad Community Press
Police Protection - Centennial Lakes Police Department
Recycling Coordinator/Solid Waste Representative - Staff
Senior Transportation Representative - Staff
Solid Waste Advisory Committee Alternative - Council Member
Deputy Weed Inspector - Mr. Paul Palzer
Passed by the City Council of the City ofCenterville this 20th day of December, 2004.
Mayor, Mary Capra
Attest:
City Clerk, Teresa Bender
Eugene D.johnson, Publisher 4779 Bloom Ave., White Bear Lake, Mn 55110 · 651-407-1200 · Fax: 651-429-1242
December 13, 2004
:\:.~~:o
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".~.
i~'~V, . ~ t~'1tu
'V~\, '\
Theresa Bender, City Clerk
City of Centerville
1880 Main Street
CenterviIle, MN 55038
Dear Ms. Bender:
The Quad Community Press would like to once again be considered as your designated
official newspaper for 2005.
We continue to meet all the legal publication requirements under state statutes.
Our circulation is audited by Verified Audit Circulation, an independent firm.
We offer submittal oflegal notices by mail, fax at (651) 429-1242, or e-mail to
ppcomp@sherbtel.net - clearly labeling them as "Legal Notices."
The rate is $6.90 a column inch, in 7-point type, at 9-lines per inch.
Our legal notice deadline is Wednesday by 5 PM for the following Tuesday's publication.
We welcome the opportunity to serve you and look forward to any questions or concerns
you may have.
S~elY,
Q~ G~~
Lisa Graber
._ _ _~~_~_ _ Legal Notice CooJ."din!ltOr____
"'- ,'.....
I)';:,:, .;
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"I';.., j. .:;
mtsc\:cntvlg05.doc
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White Bear Press · Vadnais Heights Press · St. Croix Valley Press · Quad Community Press · Shorsvlew Press · Forest Lake Press
ppnews@sherbtel.net ppcomp@sherbtel.net ppadvertising@sherbtel.net ppcirc@sherbtel.net
STATE OJ'MINlUSOTA
COUNTY OJ' ANOXA
CITY OJ' CENTERVILLE
DSOLVTIONfI05.082
J'Il:E SCHEDULE J'Oll ~...unnn..n.n_._n._.nnn....___nnn._"""{"""'.
THE CITY OJ' CBNTERVILLE USOLVES:
Section 1. 'Ihe fo11owiDg fees for ~ sates. permits and 1iceoses are approved:
:JJILE
t1m
Adltlin:.dndionFeesAssociatecJ wi1h Ord. t#77 -Metb. Lab Clean-up
... ........................ ...... ........ ............ ................ ............ 15.000.00
I Adult Estab1i!l1nnent License ................................... ................ S26.i:~....... _ _ _ _. _.... _ _ _ n' _.. unn.....____.-.. ..{ ....... ,
ADima1 At Large Release Fee
1 lit Violation.............................. ................... ..................$25.00
2nd VioJaticm.......... ................... ......... .......... ..................$SO.oo
3nl Violation .................................................................$75.00
ADima1 License (Dos. Cat. Fettet)
Male or Ferna1e..............................................................$17.00 AdmiDistnd:ivel
Neutaal or Spayed .......................................................$ 8.SO PIo-Ratecl
ICmJnol License....... ................... .................. .................. $27.00
I Antama Permit Application Fee............ .................. ............. $1.65~~____.... _ _. _ _ n..' __ _ ___.. .._____. n........ ..-{ ......... 4
I A~P.ftt Sean:h....................................................................~:~. ._._. _ _ _...... _ _ _ n..... _ _.. n n....__ __..' ...{ .......... 2
I Bingo Permit.. ................... ................... ................... .... .............. ~:~.... n...... _ 00........ __... ...____n..._...... { ....... 17
BuildiDg PeImits ................................................... See Exhibit "A"
Charitable Gambling:
I Investigative Fee..... .................. ................... .................. S$}Q.00 ....., { DeIIIiIIk 56
Permit Fee ................................ ................... ..................~~~:::::::::::: :::::::: :::::: :::::: ::: ::::::...... { ..........,
I Cigarette Lk:ense .............. .................... .................. ..................~:~ _ _ _ _ 00.' 00 _. 00 _......__ 00...... _. _ _............ { .......... 4
CompIehensive Plan A-",J:l1BI\t-......................AppJic:ant wiD. pay
............................................. AD costs ~ wi1h fII1I8I1dn1ent:
I Comm.e1'cia1 Rubbiab. Co11ection License Fee ..........................S27J~~L____mum__u________m_mm_____--....{........ 3
(Exclusive to Commercial and Incluslrial Rlllnn sns)
Council Chamber Rental.................................................... GIoup 1 - No Charge
I .......................................................................................... GIoup 2 - Voluntary $~~~........ __.. - - - - - __.' ...0 { ........ 2
..... .......................................................................... ........... GIoup 3 - ~:Q9..:2!'!~u. 0..0 _ 0 u__ _ uuu 0_"'" 0 { ........ 'Z1
I ~~~~~~I!~!~~~~~~~.~~~~~.~~~~~.~~~~~~.~~~~~.~~;;~.~~;;~.~~~~~.~~~;~.~~~;~.~~~~y~~:::::::::::::::::::::::::::::~:::::: ~ =~-S220.00t
...........................................................................ynrinnun $2,000 whichever is greater ..-~.- 1\ . Font: 12 III
E1ectrical Per:mit Fees............................................. See Exhibit or
Filing Fees ...... ................... ................... .................. .................. ..$2.00
Fill Per:mit.......................... ....................................See Exhibit "H"
I Final GmdiDg and LandscapingISoc Escrow ........................~~~--m.m-.-.nu--mm-.m---m.m-::::::1 =;
I Garbage HaulerIDeJinque ~Ac:c:01mt Certification .........SSO.OO/~ utility account
GmdiDg PeImits .....................................................See Exhibit"H"
Liquor Licenses:
3.2 Beer Permit - Special Events...................................$3S.00 plus $S.OO for each
add'l day
Off-Sale Liquor ...... ..................................................... $100.00
Off-Sale Non-Jntoxication Liquor. ............... ..... ............. $20.00
<>n-sa1e Liquor....... .................................... See Exhibit "C"
<>n-sa1e 3.2 Liquor ...................................................... $2SO.00
Sunday Liquor License ................................................$200.00
W"DlC LU:ense......... ...................................... ................ $300.00
I Lot Sp1it/Lot Combirudion ...................................................... SI9J:~_~.!~_~.u_:u._.u___..._. ._......{ ........ 4
I Maps and Charts (24" x 36j.....................................................$IJ:~__.uuuu.u_uu.uuu_u__u_u__u_o.....{ ........ 2
I Mileage ReimburseJneDt............................................................. ~__.__ nu. 000000._ _ _.. _ _ _ _ _ u_nn _.___ __.- ...o{ ........ '!(1
I Notartv Fees... ................... ................... ................... ................... .Sl.00rrtem
Park Dedication Fees - per dwelling unit
Land :Dedication ..... .............................. ....... ............. $3,000.00 or
10% of Fair MaJket Value of all property located in 1he ploposed development. $3,000 (wbicbever is
I greater) or 10% of developable land
CommerciallJndustrial S2.17S.00/acre
-------~_.- --~-- -~----~- --~----~
...._ . ,__ H ._n
I ~:===~~~=~~~::~.~~~::.~~::~.~::::~.~:~~~~:~~;~.~~:~==-=~~~=~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~::~~~~~ =:00!u.- P<< Fee Sat
Permit Surcharge................................................... See Exhibit "D" 1lIhIhIt"ll"t FIIIliIIIyUJaae .
I Photo Copies..................... ................... ................... ......................$.J.2~ ~_( ~.~. .__n_ _ _ un _..' ...{ DeIIltedI71
P1uInbing Pennits................................................... See Exhibit "E"
I P1elitninaIy Plat Fee - FiHog................ ................... ................ S27~~~~_~_ n __ _... _ _ _. h.. _ _ __ __. _' ..-.-{ DeIIltedI3
I POD AppJica1ion Fee .............................................. ............. ~~9Q. .n_____. _ _ n___ h.. _ _n _...._ _ _ _ _ ...___ _.-' - .{ DeIIltedI "1
f
Ren1al Certification............ ..................................... ..................$50.00 for lit unitl$10.00 per
unit thereafter within the same
structure
Penalty: $50.00 per dayofNOIHOIIlpIIaDce
I Research ChaIge .......................................................................~.OO halfhour Inini...~nll _.....{ DeIIltedI34
....................... ..................................... ................... ..................~~~ ~~~~~ ~~~ ~~ ~ ~~~~~~:.. _ - .-{ DeIIltedI56
I Rezoning Requests..................................................................S27~:9Q_~_~~~_~_________--.-..{ DeIIltedI3
Residential Equiwlent Unit.................................................. $2.000.00
Right-of-Way Usage Fees .......................................See Exbibit cor
Sauna(s) or MasIIIge Parlor(s) License (J:nvestiption Fee)...... $263.00
Massage Therapist CertificationlLicense ..............................$79.00 (New)
RenewalIAnnual...... ................... ................. ................... $53.00
I Sewer Availability Charge (SAC) ........................................ $14~~9Q___m_._._____..___m..m._____.m___----..{ DeIIltedI3
Sewer Utility Bi1Iiog (Quarterly)...............................................S49.00 perunitl100A. late fee
Senior Discount............... ...................................... .................. $46.00 per unitI1 OOA. late fee
Site ),fmnten- FeeIEscrow.................................................. $225.00
City ~.............. ................... ................... .................. $25.00
Upon ~~ Final Jnspection - Refund Amount........$200.00
Special Use Permit................................ ..................................$19~~9Q~.~_~~~__.-....{ DeIIltedI4
Special Permit (parked. Unlicensed. Non-Qperable VebicleL..SSO.OO
Street Vacation Request ..... .................. ................... ................ $SOO.OO Esc.tow
Storm Water Area ChaIge (Developer's Agreement) .05739 per square foot
Resid....,.;al...... ................... ................... .................. ................ $3S01Unit
Conm:Ia:cialIJD..................................................................$.m per square foot ofbn;tdn,g.
Pm:kiDg or impervious
1------
~-..~
SUIfi1ces
Ston:n Water Management Fee (quarterly) ..................................$5.00
Tattoo, Body Pienm1g, Pe.UDanent Cosmetic Make-Up. Body Bnmding
8Dd Body Painting Estab'filll1nnent License ............................... ~~~t......................................._.-----i .........::1
ir~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~PJ:::::::::::::::::::::::::::::::::::::::::: ~~ ==
~....._........._-_........._.............._.....-.._......._.._._......_...............-....-.......-..-.................-.......--.-.-.........
J.:~~.~~~....::~~.::::~.:::::~.:::~~.:::~~.:::~~.::::~....:::~~.:.~~-~~..-.............-......................-.-..-...--- .........,
I Variance Request (Non-Refundab1e) ..... .................. ................ $19~~~_ _ _.. _ _m _ _.. _...... ... __ _ ...... _.. _ _ _ _ .'-- _-of ........ 4
I Water :Hook-Up.................................................................... $1~~~............. .........._ ...._... _ ..._.._.' _ -' --{ ........ s
Water Meter Ileposit............................................. See Exbibit "Ii"
Water MeterJMltJ ................................................... ................ $3OS.00
Water tJtili1J BiDiDg ............................................. See Exhibit "Ii"
Section 2. These fees sba11 become effecti.ve on approval by tho City Council oftbe City of
CentmviJle.
ADOPl1ID BYTHB CITY COUNClL OF CENTERVILLE ON .
. 2004.
Terry Sweeney. Mayor
ATIEST:
I J..:~~~~s;.~~._..__._._.........._.........._...........___.......m-..........-.--..............---..---.--.-::::--1....... K1mM-s,bs
.... ......... ,.&A r II h_
f~
~ ~. ,------ .---~--,------"
EXHIBIT A
BUlLJ)ING PERMIT FEES
m.
TOTAL VALUATION
BaSllIJIeJlt (F"misbiog) ................................. $79.00
$1.00 TO $SOO.OO ...................................... $31.00
$501.00 TO $2,000.00................................ $31.00
........................................................................
$2.001.00 to $25.000.00............................. $91.00
..,........................................................................
25.001.00 to $50.000.00........................... $513.75
........................................................................
$50.001.00 to $100.000.00....................... $845.20
$100.001.00 to $SOO.OOO.OO ...................$1,304.57
$SOO.OOI.00 to $1.000.000.00 ................$4,244.57
$1.000.001.00 and up........ ......................$7361.49
For tho fiIst $SOO.OO plus $4.01 for
each additional $100.00 or ftaction
thereot to and roc1nd1Qg $2,000.00
For tho fiIst $2,000.00 plus $18.38 for
each ad~ $1.000.00.
or ftacti.on thereot to and inc1ndh,g
$25.000.00
For tho fiIst $25.000.00 plus $13.26 for
each additional $1.000.00
or ftacti.on thereof. to and incbJdh,g
$50.000.00 .
For tho fiIst $50.000.00 plus $9.19 for
each additiomll $1.000.00. or
fi:action thereot to and includiDg
$100.000.00
For tho fiIst $100.000.00 plus $7.35 for
each aclditioI1al $1.000.00. or
fi:action thoreot and inc~
$SOO.OOO.OO
For tho fiIst $SOO.OO plus $6.24 for
each additional $1.000.00. or
fi:action thoreot to and includiDg
$1.000.000.00
For the fiIst $1.000.000.00 plus
$4.79 for each adclitioDa1
$1.000.00. or fi:action thereof
Other JospectioDs and Fees:
1. JospectioDs outside ofnormal business hours
(1ninftml11l cbmge - two (2) hours).................................
$61.69 per hour
2. Reinspection fees ..!It].Sll ~ 1.1Dder provisicms
of Section 305.8............:.....................,.......................... $61.69 per hour
3. Iuspections for which no fee is specifiea11y
~catecJ ................ ...................................... .................. $61.69 per hour
EXHIBIT B
GRADINGPERMlTFEES
GRADlNG FEES
Geneml. Fees sba11 be lISSllIlSed in 8CC01dance with the provisicms oftbis section or sba11 be as
set forth. in the fee schecJule adopted by the jurisdiction.
Plan Review Fees. When a plan or other data are requiIed to be submitted. a plan review fee sba11
be paid at the time of submittius plans and specifk:ations for review. Saic1 plan review fee shall be
set forth in Table A33-A Separate plan review fees sbaJl apply to retainioa waDs or ~or chainago
structmes as n=quired elsewhere in this code. For excavation and fiB on the same site the fee sba11 be
based on the volume of excavation or fill, wbichever is greater.
Grading Permit Fees. A fee for each gmdiDg permit sba11 be paid to the Btrildiltg 00icial as set forth.
in Table A33-B. Separate permits and fees shan apply to remihh18 waDs or ~ chainago
structmes as required elsewha:e in this code. ~ shan be no sepamte charge for staDda1d termce
dmiDs and similar facilities.
TABLE A33-A GRADING PLAN REVlEWFEES
SO cubic yards (38.2 m3) or 1ess................................................................. No Fee
51 to 100 cubic yards (40 m3 to 76.5 m3)................................................... $37.01
101 to 1.000 cubic yards (Tl.2 m3 to 764.6 m3)........................................ $58.28
1.001 to 10.000 cubic yards (765.3 m3 to 7645.5 m3) ................................ rn.s7
10.001 to 100.000 cubic yards (7646.3 to 7645.5 m3) - m.s7 for the first
. 10.000 cubic yards (7645.5 m3). plus $38.59 for each acJdi1imvd
10.000 cubic yards (7645.5 m3) or ftaction theIeof
100.001 to 200.000 cubic yards (7645.6 m3to 15,291.1 m3)-S424.86 for the
first 100.000 cubic yards (7645.5 m3). plus $20.87 for each addi1i~l
10.000 cubic yards (7645.5 m3) or ftaction thereof
200.001 cubic yards (15,291.2 m3) or DlOIe - $633.55 for the first $200.000 cubic
yards (15,291.1 m3). plus $11.42 for each additional 10.000 cubic years
(7645.5 m3) or ftaction 1bereof
Other Fees:
Additicmal plan review required by changes, additions or revisions to approved plans
(Jnirrimurq cbarac - ono-balfhour) ............................................. ................ $79.54 per hour*
-or the total hourly cost to the jurisdiction.. wbichever is the greatest. This cost shall include
supervision. ovedlead, equqllnent. hourly wages and ftinge benefits of the employees involved.
EXIIIBlI' B
LANDFILL. GllADING AND EXCAVATING PEllMlT ll'EES (CoIlt'd)
GRADING PERMIf FEES*
so cubic yards (38.2 m3) or 1ess................................................................. $37.01
51 to 100 cubic yards (40 m3 to 76.5 m3)................................................... $58.28
101 to 1,000 cubic ymds(77.2 m3 to 764.6m3)- $S8.28 for 1110 first 100 cubicymds
(76.5 m3), plus $27.56 for each additional 1 00 cubic yards (76.5 m3) or fiaction
thereof.
1,001 to 10,000 cubic yards (765.3 m3 to 7,645.5 m3) - $306.34 for the first 1,000
cubic yards (764.6 m3), plus $22.84 for each ac1ditiona11,OOO cubic yards
(764.6 m3) or tiaction thenlot:
10,001 to 100,000 cubic yards (7,646.3 m3 to 7,645.5 m3) - $511.88 for 1110 first 10,000
cubic yards (7,645.5 m3), plus $103.95 for each ~110,OOO cubic ymds
(7,645.5 m3) or tiaction thenof.
100,001 cubic yards (7,645.6 m3) or more - $1,447.43 for 1110 first 100,000 cubic yards
(7,645.5 m3), plus $57.49 for eachadditioDa110,ooo cubic yards (7,645.5 m3)
or ftaction 1hereof.
Other Inspections and Fees:
1. Inspeetions outside ofnormal business hours.................................. $79.54 per hour
(minimum charge - two hours)
2. Reinspection fees assessed under provision of Section 108.8 .......... $79.54 per hour
3. Inspections for which no fee is specificaD.y indicated...................... $79.54 per hour
(..,i1.:...UI/I charge- ono-halfbour)
*The fee for a grading permit authoriziDg additional woJk to that under a valid permit sba11 be 1110
diff'enmce between 1110 fee paid for 1110 orlgina1 pemDt and tho fee shown for the entire project.
**Or 1110 total hourly cost to 1110 jurisdictioD. whichever is the greatest. This cost shan include
supervision, overhead, eq.'~"'len\ hourly wages and fringe benefits of tho employees involved.
~-~
EXBIBD' C
ON-SALE LIQUOR LlCESE FDS
Based on square fOotage:................................................................ $0.60 per sq ft for interior
...................................................................................................... $0.30 per sq ft for exterior
Vpnmnm' ....... ................... ................... ................... ...................... $2,500.00
MaximuIn: ...... ..................... .......................................................... $4,000.00
- -
------
-- -------
---------
- ~~---=.:..:...______===::..__ _~-----=:::-___-=:J
EXBIBD'D
PDMlT SURCHARGE
Subdivision 1. Compu.mCJV To deftay tho costs of ~!deIins sectioDs I6B.59 to I6B.73, a
surdJarge in imposed on all permits issued by ~nU~ in c-~ with tho CODS1mction of
or addition of a1tmation to bui1ctiogs and equipment or appurtenances after .June 30, 1971, as follows:
If tho fee for tho permit issued is fixed in amount tho surcharge is equiw1ent to ono-haJf mill (.0005)
of tho fee or SO cents, wbid1ever amount is greater. For all other permits, the surcharge is as
follows:
(1) If the valuation of tho sb:uct11Ie, addition. or alteration is 'I,roo,em or less, the
surcbargo is equivalent to one-ha1f mill (.0005) of tho valuation of tho strl1ctuR, addition,
or a1tmatioD;
(2) If tho valuation is greater 1hen 'I,em,em tho smduu:so is SSOO plus two-fiftbs miD.
(.0004) of the wlue between '1,000,000 and $2,000,000;
(3) If tho valuation is greater than '2,OOO,em tho surcharge is S900 plus three-tentbs mill
(.0003) ofthewlue between $2,000,000 and $3,000,000;
(4) If the valuation is greater tban '3.em,OOO tho surcharge is '1).00 plus one-fifth mill
(.0002) of the wlue between $3,000,000 and $4,000,000;
(5) If the valuation is greatm' tban $4,000.000 tho surcharge is '1.400 plus one-tenthmill
(.0001) ofthewlue between $4.000,000 and $5,000,000;
(6) Ifthevaluationexc:eecJs SS,OOO,OOO tho surcharge is '1,500 plusone-twentiethmill
(.OOOOS) of tho wlue that exceeds ss,ooo.em.
J:XIIIB1T E
PLUMBING AND BEATING PERMll'S
1. Pl1.11DbiDg Permits
A The charge shan be five doDars ($5.00) (not to exceed $100) for each plumbing
fixture, clevico or connection to the sewer or plumbing system. with a mmmmm
charge offifteen dollars ($15.00)
B. For any a1temtioD. repair or extmIsion to an existiDg plumbiDg system. where the
work is of such a nature that the permit foe c1uqe amnot be dd... "lined ftom the
above scbecIule. the permit fee sba1l be tbirty dollars ($30.00) first five.burxJnlcl
doDars ($500.00) or tiaction 1hereo( plus fifteen cloDars ($15.00) for each adctiticma1
five.burxJnlcl dollars ($500.00) or tiaction thereof of the total market value of such
a1teraticm. mPair or extension.
The cbargo for commercial, indusIrial or instituticma1 bui1diDg shan be:
Two percent (2%) of the total cost oflabor and materials of the heating,
Venti1ation and air NWldmnrm,g work to be comp1etecl.
Work C:ODlDleII<:ed without first obtainiDg a permit shall be cbaIged an investigative foe
equal to permit fees.
2. M-Jumica] Permits
The cbargo for a RlSidom;al dwelling shall be twenty doDars ($20.00) for the following:
. Main Gas Line Piping
. F1Jl'8D.CO
. Air conditioner
. Boiler
. Air Exchanger
. Fireplace
. Unitheater'
. Gas Dryer
. Gas Stove
. Genaal SheetMetal
. Duct Work
. MiPcelJ..-um Mecbmica1 YIXIUI:es
. Pool Heater
A nnmmmn charge of twenty dollars ($20.00) for filepJaces.
The charge for COJDIII.eICial, industrial or iosti1:utioDa1 bui1diDg man be:
Two perc:ent (2%) of tho total cost oflabor andmateriaJs of tho heating.
VentiJationand aircml~ work to be comp1eted~
WOIk e>>m~ without fiISl ob1aiDing a permit sbaJ1 be charged an inwsIigative fee
equal to permit fees.
-- ---- ~ ------
- ---- -- --
~--~- ~ .~~~ .~'----"-~--=--==---==--'-~~-~~~~=~-=~~-~=-"~-~~~=-~~---~--------------.---
_ _~_ .~ 'r-=~.- ._ .-.......-
EXBIBlTF
ELECTRICAL FEES
A state surcharge of.so will be assesacl t1Icbarged 1br each e1ectrica1 permit.
Indivic1ua1Iseparato inspection (..~ replacement. a1tendion or repair............... $25.00
Services, 804CIatms. feeders to .,epamte structunls and other power supply IClSOUl'CeS:
1. 0 IIDIpOIe to and inc1ucIiDg 200 8DIp8Ie capacity ................................... $30.00
2. Each additioDall00 amps or fraction thereof.............................an add1 $8.00
3. For services and circuits operating at over 2SO volts (Scheduled fee doubles)
Circuits. feeders, feeder taps. or sets of b.~mtIf second8Iy conclnctors:
1. 0 IIDIpOIe to and includiDg 30 8DIp8Ie capacity ....................................... $7.00
2. 31 8IIIpS to 100 amps................,........................................................... $10.00 ea.
3. Bach additiona1100 amps..........................................................an add1 $5.00
One-Family dweDing and each dweDing UDit of a two-family dwelling ..................... $110.00
(inch_ DOt more than 1hnle inspections)
lVI'n1tifinm1y dweDing, the first 20 units ................... ................... ................... .............. $SO.OO
pentainiQg units........... .................. ............. ................... ................... ............... $4S.OOIuDit
E1octrlc:a1 supply 1br each 1II8Ilu18ctun:d hoJne padt lot................................................ S3p.00
RecIeatioDa1 vehicle site. electrical supply equipJnent................................................. $10.00 ea.
Street. parkiDg lot or outdoor area 1igbtiog standaIds..................................................... $5.00
liansfOl'Jll&lrS for ligbt. beat and power. ......................................................... ................ $8.00/u0it
Each KV A................................................... ................... ................... .................. $.40 ea.
MaxDnum fee for any ~ ................................................................... $80.00
TnmsfOl'Jll&lrS and electronic powersappJies 1br electric signs and outline ligbtiDg...$7.00 IIll SOO VA
............................................................................................... S. 70 ea. Add'L 100 VA
Alarm. communicatioD, mmote coD1rol and A\rlirls circuits or systems and circuits ofIess
than SO volts ........................... ....... .... ................... .................................... .....$5.00 for 10 opeDiogs
................... ...................................... ................. .............. $3.00 ea. Add'll 0 OJ- ,il.
V"'"""l1ft fee ......... ........... ............. .............. ................... .............. ..... .............. $25.00
Swimming pool bonctiDg inspection (each Iq)lD1Ite iDspection)............;....................... $25.00
(BondiDg conductors and ccmnections require 811 iDspection before beins concealed)
Reb:ofit JIlOd~ to existing Jishtin8 fixtuIes... ..................................... ................... $.3O/fix1ure
E1ectrical \\lO.dt COJIIIIlOIHleCl 'Wi1hout fiIiDg 1he requited peDDit.................................... $70.00
or double 1he calculated
fee. whichever is gRater
Ro-lDspection fee (when inspection is nee muy to "*- khiue whether1he unsafe concJ;tinmt have
been corrected a fee may be affused in wri1iDg by 1he iaspector of............................. $25.00
When inspections scheduled by 1he installer me pe-em.pted. obstructed. pI~ or otherwise not
able to be oompl" as d1eclu1ed due to ~~ beyond 1he control of1he iIIspector. a
supplemental inspection fee may be assessed in writing by 1he inspector of................. $25.00
Transient Projects - Power supply fees as identified above. plus 2 hours ..................... $34.00Ih0ur
Each attJaC1ion or ce>n.cession inspection...... .................................................... $25.00
For purposes of iutmp.{da1ion oftbis section and MiDnesota Rules. Chapter 3IIlO,1he most NCODtly
adopted edition of1he National E1ectrical Code sba11 be prima facie evidence or1he ~
iutml'l.uons, and scope ofwords and terms used.
EXBIBlI' G
TRANSIENT SAU:S
A '1'ho foJ1owiDg fees for Transient Sales- ~, Use Permits are:
AppJication FOIDl .. ................... ................... ................... .$5.00
Transient Sales License Base Fee ..................................$7S.OO
B. '1'ho foJIowms fees are additicma1 time period fees:
Per day ...................................... ....................................$1 0.00
Per week................ ...................................... .................. $30.00
Per month.............. ................... ..................................... $60.00
Per year ................. .................... .................. ................ $150.00
C. '1'ho foJ1owiDg fees are to be deducted ftom the ConditioDa1 Use Permit fee if granted:
Cost of Application FOIDl................................................$5.oo
D. The fees sba1l become effediy~ on approval by the City Council of1bisIeSOlutioD.
EXBIBlI'B
WATER l1I'ILlTY JJILLJNG
Water 'Permit Fees
ServicelCoDnecticm...................................... .................. SS5.00
Tapping Main................................................................$SO.OO
DiscoDnecticm Requests............. ............................. ....... $20.00
IDspoctio.os (All)....................... ................... ..................$20.00
Service Cbarps
Testing
IIp to 2" Meters .................. ....... ................. .......... ......... $25.00
IIp to 3" Meters...... ................... ....................................S30.00
IIp to '4" Meters ...... ................... ........... ...... ...................$35.00
Up to (1' Meters...... ................... ................. ...................$40.00
VioJaticm Penalties - Shut Off ..................... .................. $25.00
Water Meter De>>osit
5/f!{' Meter .............. .................. .................... ............... $290.00
Special and o1her sizes...........................Cost plus fJAnd1~
(These Rams aN Subject to Tax)
Unit C'.nnner.t'icm Charge Non-A e d ~
7164. 71'13. 7178, 7184. 7192, '1212, '12l6. '1219, 7221. 7223,7232.7235,7241 MiI1Road.l:
7046, 7081.7087 .I: '7095 Brian D.dve
Resideotial .................................................. ............. $3,685.00
Non-Residential per REC ......... ........................ ........ $3,685.00
WaterU.....:pAteR
............ ......... ......... ................... .................... ...... ......... + $1.7M,rm ga110Ds
Water System Manage.Dnt FeeIPer Quarter..................$17.00
~/Late Pay1nent .................. ................ .............. ......1 OOAI ofba1ance
Use of)leter & Hvdrant
.... ........ ..... ............. ................... ........ ............ ..... .......... $750.00 J)eposit
.... ........ ...................................... ................... ................. $20.00 Connection Fee
........... ........ ........... ................... ..................... ..... ............ .$4.OO/1,rm Gallons
:EXIIIBlT I
CENTERVILLE PARICSAND BECltEATlONDEPARTMENT
PARK FACIUrY USAGE FEES
Residents. Non-profit OIgaDizations
Security ])eposit ....................... ................... ................ $100.00"
Concession Facility Fee ............. ................... .............. ... $25.00".
Field Rental Fee....................................................... Waived
T .ightittg Fee .......... ..................... ................. ................. "NIA
Key Fee ..................................... ....................................$20.00
($15.00 refuoded when key is returned)
Non-resident
Security ])eposit ..... .................. ............ ....... ................ $100.00"
Concession Facility Fee ............. ................... ............... $150.00 per tnl11'1unnent
Field Rental Fee........................................................... $100.00 per field
Field Rental Fee...... ................... ................. ................. S21P.:~.~.~~~_ _n n... _ ___ __ _. n_.--' - .{ DiIIIbllIa 0
T .~ Fee .......... ...................................... ................."NIA
Key Fee ................. ...................................... .................. $20.00
($15.00 refuoded when key is x~
.If fields and facilities are left in good condition and if all tmsh is picked UP. the securiI:y deposit
will be refunded. If these conditions are not met, repairs and/or cleanup costs will be deducted
ftom the securiI:y deposit. The securiI:y deposit must be submitted with the app1icaticm.
.*Per event or per season for youth. leagues.
_.-- -- -- - -----~
-- ---- ~ - - - ----~~--
- =---=--=-~==-~~---===-----""-..
EXBIBlT J
RIGBTOFWAY:FEES
Obstmcticm Fee (without Excavation Permit) .......................... $150.00
$SO.OO Bxcavation Permit
SI00.00~lYmc
Restoration Cost..... ........... ............. ...... .............. Equal to City Cost
--- --=--------=---- =-- = -- - --- ------ - - -- --~----- -------
.=-~...=::=..-..:.-~-:-~-:.:.==::::.~---.:....=-=----==-...::-.:.:.-=-=--~--;;::;-...:::::....--=~~-~ ~
Memo
Date: December 13, 2004
To: Mayor, City Council & Staff
Rom: John W. Meyer Finance Director
Cash out of PTO (New Business)
Last year the city council passed a resolution allowing an employee to "cash out"
of PTO over 22 days during the 2004 calendar year. Tedd Peterson, Paul Palzer
and Teresa Bender have requested this "cash ouf. Teresa was also allowed to
"cash ouf her PTO in 2003. Benefits are usually paid at the current salary. Paul
and Teresa had their salary increased to serve as co-interim administrators. The
issues are: 1, at what rate of pay should the "cash ouf be based on for Paul and
Teresa and; 2, should Teresa be able to "cash ouf her PTO if she "cashed ouf
in 2003?
Ms.. Moore-Sykes indicated that the EDC is seeking the approval for use of Staff time to
research and write grants.
Council Metnber Capra clarified that Mr. Kraft was not part of the design team he was
part of the commercial corridor out by County Bank.
Council Member Broussard Vickers indicated that she thinks it is too preliminary to work
on grants when the City does not know what the County plans to do.
Ms. Moore-Sykes indicated that the County is reviewing bids and has asked the
Administrators to review and provide feedback and she is in the process of doing so.
Council Member Lee asked Staff to provide a summary of the plan for Council. when the
review. is done. He then agreed the City should be proactive in this project but the city
has no authority over what the County decides to do.
Council Member Broussard Vickers indicated she would like to table this request until
the City has a better idea of what the County's plans are. She then said that she has
concerns that individual members of the EDC not go forward representing themselves as
City officials making comments that are sanctioned by the City. She further commented
that if that happens, she would ask that they be removed from the EDC immediately.
Council Member Paar indicated that Mr. Bisek's main concern is that the City show the
County that the City wants the road coming through rather than going around.
Council Member Broussard Vickers indicated that Mr. Bisek may want the road to go
through but that may not be the vote that comes from this Council.
Council Member Capra indicated she told Mr. Bisek that the City is involved with the
County through the Tri-City group.
Ms. Moore-Sykes indicated there is a tri-city meeting on December 11, 2003.
Council recessed to closed session at 9:22 p.m.
X. EXECUTIVE SESSION
1. Union Contract Negotiations
2. Personnel Policy
~-_._-~ -------
~-----~ --~--
'- Coun~itfeCOnvenedihe Councilmeetm&jlt 10~-p~-
Motion by CouncnMember Lee. seconded by Counen Member Broussard Vickers
to authorize the Mayor and City Administrator to execute the mOE. LoeaI 49
contract for 2004. 2005 and 2006 if the contract aereement is consistent with
executive session discussion.
Page 18 of 19
VOTE: .AIt ill favor. Motion carried unanimouslv.
Motion bv CouDcll.Member Broussard Vickers. seconded by Councll Member Paar
to reVise the Citv's Personnel Policy to convert the traditional schedule for sick and
vacation accrued leave to a Personal Time Oft' enOl accrual schedule: llmitint!
aCcrUal to. 22 dayS bv. vear-end: and desimatbit! 2004 as a uace oeriod whereby
emnlovees With more than 22 days in accrued leave shall use the time or cash out
those hours to brillt! the balance to 22 dayS bv 12/3112004.
VOTE: All in favor. Motion carried unanimouslv.
XI ADJOURNMENT
Motion bv Councll Member Broussard Vickers. seconded bv Councll Member Paar
to adiourn the December 1. 2003 City Councll Meetint! at 10:25 n.m. All in favor.
Motion carried unanimouslv.
Transcribed by:
Joan Lenzmeier, Recording Secretary
TimeSaver Off Site Secretarial, Inc.
Page 19 of 19
November 10, 2004 Excerpt from Council Meeting Minutes
3. Interim Administrator
Mayor Sweeney indicated that he had no issue with using Mr. Lynn for some
facilitation type duties of the City Administrator but he would like to assign the
day to day operations to be handled by existing Staff.
Council Member Lee indicated that he feels the chain of command should be
utilized which means that the responsibility falls to Mr. Meyer, as the Finance
Director, and he can delegate the tasks.
Council Member Capra indicated that she would like to assign the interim
administrator duties to a team consisting of the Finance Director, City Clerk, and
Public Works Director. She then asked counsel how to appropriately handle this
matter so that Staff can be paid for the extra duties assigned.
City Attorney Hoeft indicated that Council could state its intention to compensate
for the extra duties assigned and determine the amount at a later date.
After discussion, there was consensus to go with two interim administrators to
handle the tasks of the City Administrator.
Council agreed to assign a surcharge to the hourly rate of the City Clerk and
Public Works Director for taking on the City Administrator's duties. The other
Staff is eligible for overtime at their existing rate for helping out with additional
duties as needed.
Mr. patzer and Ms. Bender agreed to accept the interim e.dministrator duties and
agreed to meet regularly to ensure that nothing is missed.
Motion bv Council Mem.ber CaDI'L seconded bv CouneD Member p..r to
add $4.00 to the Citv Qn and Public Works -Director's hOD"'" rate to
eom.oensate for the extra re5DODSibDitv and duties.
Mr. patzer expressed concern with personnel problems.
Council asked that any personnel matters be brought to the attention of the Mayor
rather than being handled by the Interim Administrators. The Interim
..t\dminillt1'atn1'L8mm-hand1e~da-y to-da'yQ~ons _of the offi~ and~ublic wol'):s
and delegate tasks as necessary. --
Council Member Broussard Vickers asked Staff to prepare a memo that spells out
the process so that it is clear.
~.
,0,....
TO: Ms. Moore-Sykes, City Administrator
FROM: Teresa Bender, City CI~~'
SUBJECT: Reduction in Sick: & Vacation Time
DATE: December 4, 2003
Subsequent to spea1cing with the Account Clerk: n, I have acCrUed 162.75 hours of sick:
time and 122.96' hours of vacation time. I desire to reduce these levels to a limit of 80
ours 0 sick time and 80 hours of vacation time.
I am requesting that I be paid for 82.75 hours of sick time and 42.96 hours of vacation
time along with my next payroll check I would desire two separate checks though.
r~.1V Thank you for your consideration in this matter.
/1{'i'r JattS
l}
v\
~
~,.
~\j
e>tq
'*. ~. 'J.-
~.
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o
..
Memo
Date: December 13, 2004
To: Mayor, City Council & Staff
Rom: John W. Meyer Finance Director
Downtown Redevelopment (New Business)
I have met with Paul Burke of the EDC to discuss EDC issues including the
EDC's interest in revitalizing the downtown. I have also met with Anoka County
officials to discuss the use of CDBG funds related to the redevelopment of the
downtown. I am recommending that the city council approve staff to apply for
CDBG funds to develop a plan for the revitalization of the downtown. Because
the deadline to complete this application is January 9, 2005, I am requesting that
over time be allow for any staff involved in the preparation of the application.
This cost should be recaptured from any Tax Increment Financing assistance
created to support the downtown redevelopment.
Anoka County
. .
Competitive Municipal CDBG Program Fiscal Year 2005
Application for Assistance
(Please submit one unbound oriQinal application for each project)
Applicant Name:
Address:
City:
statelZip:
Contact Person's .Name and TItle:
Phone:
E-Mail: - *
*PIease provide as notice of Work Committee Meeting/s wiD be done by emaI1 or fax
Fax:
*
Project TItle:
Project Address:
OR if address unknown, provide area to be served:
Total Project Cost: $ CDBG Funds Requested: $
Project is (check one): D New
D Continuation of current project,. we will show a measurable increase in services provided. If you
checked this box, be sure to complete Narrative Question 6 on page 5 of this application.
3. Pj:tOJECT SUM~Y- Brieflyl~~ing.bulletpoints,ij~~I.tI1esoec~c.~~ofCDB.G~pcf!~rtl)is'proj8qt. (This
. ~mm~will be u~as tml. Project d~rJpt!9nwb~n giventottie..CQJJQlY.~m. for revi~YI)
.
.
.
(A more complete description of your project should be given in response to Narrative Question 1 on page 5 of this application.)
>e;'<:;:...::... .... -.... ,', ..... . ;.... -:.:_ ":. . .,':C' "'- - .-< ;. ",:.,' ",:_~
4. SELJ:CTTHE ~UGIBLE AC~MTY Y~UR PROJ~ T^WlLL MEET: .~ pages 7 & 8 for ~nition/s.
" . .... .... _.' . .' .' .'. . ... .__,..... .....;.:.... '_ ..... ",' . '" ',' ': ',' ......;.;..: . .' ...'. .. . - '.'_~.'.'."."'. ..... " ".' ' , . , .." - - .': -_:-- -c.__.: _' _ -.... .... ,_ .'. .. ..... _ _ ..... u.... ._. .' ..:.'.'. ,
D Acquisition
D ClearancelDemolition
D Code Enforcement
D Disposition
D Planning
D Other:
D Public Facilities & Improvements
D Public Services
D Rehabilitation Activities
D Relocation
D Special Economic Development
. .5'.i~~b@CT..T~~~!ig~R~~~~IYOURP~~~g!YIIl.L~~~.i..... . ..... ..............ii.
c~______O_.Jenefttl_DgJ.owlM~mco~yQIl-dleck this boXr-~check~~;}~c_-_
D . Area Benefit
D Umfted Clientele
D Reduce or Eliminate Slum or Blight: (if you check this box, you must check one below)
D Area Basis Onclude census track map or survey results)
D Spot Basis (attach photos of the project)
Select category of low-moderate benefit and insert the number who will benefit
D Businesses - how many: D Organizations - how many:
D Households - how many: 0 People - how many:
D Housing Units - how many: D Public Facilities - how many:
D Jobs - how many created: -
Select how low-moderate benefit be verified?
D Income Survey (Anoka County's 2005 Participant Survey recommended)
D Presumed Benefit (if this box Is selected, Indicate below the presumed low-mod group who will benefit)
D Abused children D Illiterate adults
D Battered spouses D Migrant farm workers
D 8derly persons (62 years +) D Persons With aids
D Homeless persons D Severely disabled
D Census Track Data I Block Group (verifies project arealneighborhood has at least 51 % low-mod Income residents)
7..HlJD $IRAIEGIC GQ~;
HUD strategic Goals (pIck one that your service or activity Is designed to achieve)
D Increase homeownership opportunities
D Promote decent affordable housing
D strengthen communities
D Ensure equal opportunity In housing
D Embrace high standards of ethics, management and accountability
D Promote participation of grass roots faith-based and other community-based organizations
l.aUQ.ftQ[jCYP8toFtl'l"~:i. .
HUD Policy Priorities (pIck one that your service or activity promotes)
D Providing Increased homeownershlp and rental opportunities for low-and moderate-Income persons, persons with disabilities, the
elderly, and minorities and families with limited English proficiency.
D Improving the quality of life In our nations communities
D Encouraging accessible design features
D Providing full and equal access to grass roots faith based and other community based organization In HUD program
implementation
D Improving housing conditions In Colonlas
D Increasing participation of minority serving Institution In HUD programs
D Increasing participation In Energy Star
D Ending Chronic Homelessness In Ten years
~,'ANOI<A.CQJ'NTY'N~QlANQ'P8tQRm~S
Which Need and Priority best describes your project Community Development NeedslPriorities as listed on page 9)
Need: ~o~
Page 2
11.PROJECIBUDGET
PROPERTY~~UISmON COSTS
TQtaI ProjeCt Cost
Purchase Price: $
$
$
$
Other
Total Project Cost
$
$
$
$
$
$
PROFESSI(jNALFEESQR PERSQNNELCOSIS
ianni .. Clearance IIhd D8IIIOIltIon
Professional Fees
Surve
A raisal
aI
Material Costs
Total Planni Clearance and Demolition Costs
OTHER OEVELOPMENT COSTS: .
COBG Funds to be used
COBG Funds Needed
$
$
$
$
$
$
COBGFundS~ ..
$
$
$
.$
$
For the costs listed above, please attach a Project Sch~ule
Page 3
Other
$ $
Fri $ $
$ $
$ $
$ $
$ $
$ $
$ $
_ Rent: $ $
ui ment: $ $
Insurance: $ $
PhoneIFax: $ $
$ $
$ $
$ $
$ $
$ $
$
$ $
Other
PP~RATlONS .
12. ..CERl'IFlCAl'ION
I certify that the information contained In this application Is true and correct and that It contains no misrepresentations, falsifications,
Intentional omissions, or concealment of material facts. I further certify that no contracts have been awarded, funds committed or
construction begun on the proposed project, and that none will be prior to issuance of a Release of Funds by the program
administrator.
SIgnature of Authorized OfficIal
Name of Authorized OfIiclal
TIlle
Date
Page 4
Non Profit
onaJDOcumentation
Other
o Other
additional doCuments
PROGRAM YEAR 2005
ANOKA COUNTY. CDBG APPLICATION
NARRATIVE QUESTIONS
Please answer the following questions on a separate sheet and submit it along with you~ application.
NOTE: These.questions MUST be answered and submitted with your application by the application deadline. ADDlications submitted
without the narrative QUestions will be reJected as incomDJete.
1. Provide a detailed description of your proposed 2005 project.
2. What do you hope to accomplish with COSG Funding? How will the Individuals serVed benefit?
3::lleScr1tiefiHluatifrcattOtls Y()lfhM-rn~refatfon-fO-tJii propoSiil proJeCf1program-affininfSffiitfon;ifiCffiainglffirextefif.andlength-ot
experience you have In developing, managing, and/or administering this or similar projects/programs.
4. Please provide an explanation for any unusual bUdget expenditures listed in the line item budget
5. Explain why you consider your program costs to be reasonable.
6. For Public Service Agencies, describe any increase in services, new service to be provided, or expansion of services.
Page 5
Anoka County
Competitive Municipal CbSG Program
fiscal Year 2005 .
Application for Assistance
TIme Une
The Anoka COunty Housing and Redevelopment Authority is soliciting applicatiOns from Anoka County public ag~ncies arid nonprofit
organizations for the Program Year 2005 Community Development Block Grant Program (CDBG) Funds. Applications must be
submitted no later than 4:30 P.M. on Frldav. JanUIlY 14. 2005.
2004 Nov. 15
Dec. 8 2:00 P.M.
ADDllcation and Award Schedule
Application for CDBG Funds available .
Information meeting for applicants
2005 Jan.14 4:30 P.M. CDBG applications due
Jan. 17 - Jan. 28 Anoka County Community Development Staff Review of applications
Week of Feb. 7 -11 Anoka County HRA Work Committee meets to review, rank and make recommendations to
the HRA Board
Feb. 22 HRA Board review recommendations and 2005 Action Plan
TBD (in March?)
Mar. 25 - April 25
April 26
April 29
May 15
July 1
Public Hearing
Forward final recommendations for 2005 CDBG projects to the County Board
Dakota County Consortium holds public hearing
3O-<Jay public comment period on recommended projects for CDBG - Anoka County Union
Rnal approval by County Board of 2005 CDBG Projects and submission of same to Dakota
County. CDA
2005 Action Plan due to Dakota County CDA
2005 Action Plan due to HUD
Program Year 2005 begins
Page 6
COBG alGIBLE ACTMTIES OEFINmONS
The foDowlng are summary definitions of Community Development Block Grant 8igible ActivitIes. Please speak with an Anoka County
Community Developmenf,Represenlative for complete det,aJls.
Please Note: Although an activity may be deemed ellaible for CDBG funding, it does not guarantee funding. The Community
Development Needs for the CDBG Program, as developed by the Anoka County HRA In the Comprehensive Plan sets-forth the priority
of needs and as such, dictates which types of eligible actIvIlIes may be funded In a given year.
Acquisition: The use of COBG funds to acquire real property, In whole or In part, by purchase, long-term lease, donation, or
otherwise, for any public purpose. Real property to be acquired my be: Land, ~r rights, Easements, Water rights, Rights-of-way,
Buildings and other property improvements, or other interests in real property. COBG funds may NOT be used for acquisition costs
attributable to a building to be used for the general conduct of government or use for political activities.
ClearancelDernolltlon: Clearance, demolition, and removal of buildings and improvements, including movement of structures to
other sites.
Code Enforcement: Code enforcement Involves the payment of salaries and overhead costs directly related to the enforcement of
state and/or local codes. COBG funds may be used for code enforcement only In deteriorating or deteriorated areas where such
enforcement, together with pUblic or private improvements, rehabilitation, or services to be provided, may be expected to arrest the
decline of the area.
Disposition: COBG funds may be used to pay costs incidental to disposing of real property acquired with COBG funds, including
its disposition at less than fair market value, provided the property will be used to meet a national objective of the COBG program. The
property may be disposed of through: Sale, Lease, Donation, or Otherwise. COBG funds may be used under this category to pay
reasonable costs of temporarily managing such property (or property acquired with Urban Renewal funds) until final disposition of the
property is made. For disposition costs to be eligible, the use of the COBG-acqulred property after disposition must meet a national
objective of the COBG program. .
Planning: COBG funds may be used for: Studies, Analysis, Data gathering, Preparation of plans, and Identification of actions that will
implement plans. The types of plans which may be paid forwlth COBG funds Include, but a re not limited to: Comprehensive plans;
IndMdual project plans; Community development plans, Capllallmprovement programs; Small area and neighborhood plans; Analysis
of Impediments to fair housing choice; Environmental and historic preservation studies; and Functional plans (such as plans for
housing, land use, energy conservation, or economic development). Note: Funds allocated to Planning AND Administrative costs,
together, may not exceed a maximum of 20% of the annual grant funds.
Public Facilities and Improvements: COBG funds may be used by the grantee or other public or private nonprofit entitles for the
Acquisition Oncludlng long term leases for periods of 15 years or more), Construction, Reconstruction, Rehabilitation (including removal
of architectural barriers to accessibility), or Installation, of public improvements or facilities (except buildings for the general conduct of
government). This Includes neighborhood facilities, firehouses, public schools, and libraries, as well as water and/or sewer treatment
plants, and the like. The regulations further specify that facilities that are designed for use In providing shelter for persons having
special needs are considered to be public facilities.
Public Services: COBG funds may be used to provide public services (Including labor, supplies, mateljals and other costs), provided
that each of the following criteria Is met 1) The public service must be either a new service or a quantifiable Increase In the level of
service; and 2) The amount of COBG funds obligated within a program year to support public service activities under this category may
nJrt e~15% Qfthe_total-ma.warde4,ktthe grant~ for that year.
Rehabilitation: COBG funds may be used to finance the costs of rehabilitation as follows: Residential (publicly or privately owned),
CommerciaUlndustrlal (for-profit rehab Is limited to exterior improvements and the correction of code violations, only), and Other rehab
O.e., nonprofit-owned, nonresidential buildings and Improvements that are Incidental to the rehab of the property). 8igible types of
assistance Include: Costs O.e., labor, materials, supplies and other expenses), Financing (grants, loans, loan guarantees, Interest
supplements, etc.), Refinancing, Property Acquisition (for use or resale for residential purposes only), Security Devices, Insurance,
Conservation, Water and Sewer, Tools (for lending purposes only), Barrier Removal, landscaping, Sidewalks, DrivewaYs (only when
Incidental to other rehab of the property), Renovation of Closed Buildings, Historic Preservation, Lead-based paint hazard evaluation,
Rehabilitation Services (staff costs and related expenses required for outreach efforts, etc.), and Business In Residence.
Page 7
Relocation: CDBG funds may be used for reIocation payments and assistance to displaced persons. including indMduals. families,
businesses. non-profits, and farms. where required under section 570.606 of the regulations (pursuant to the Uniform Relocation Act).
Special Economic Development ActIvItIes: There are three (3) types of Special Economic Development Activities identified by the
CDBG program. CDBG funds may be sued for the following special economic development activities:
1) Commercial or Industrial improvements carried out by the grantee or a nonprofit subrecipient, Including:
a. Acquisition
b~ Construction
c. Rehabilitation
d. Reconstruction, or
e. Installation of commercial or industrial buildings or structures and other related real property equipment and
improvements.
2) Assistance to private for-profit entities for an activity determined by the grantee to be appropriate to carry out an economic
development project. This assistance may include. but is not limited to:
a. Grants;
b. Loans;
c. Loan Guarantees;
d. Interest Supplements;
e. Technical assistance; or
l Any other form except for those described as ineligible (such as political activities).
Special economic development activities may include. but are not limited to:
lJ Construction by the grantee or subreciplent of a business Incubator designed to provide Inexpensive space and assistance to
new firms to help them become viable businesses.
lJ Loans to pay for the expansion of a factory or commercial business,
lJ Technical assistance to a business facing bankruptcy, and
lJ Providing training needed by persons on welfare to enable them to qualify for Jobs created by CDBG-ass/sted special
economic development activities.
The level of public benefit to be derived from the special economic development activity must be appropriate given the .amount of
CDBG assistance being provided.
Page 8
Community Development Need for the CDBG Program
2000 through 2004
Planni H
-we assumed that Other Youth Programs was the same as Youth Services
-We assumed that Other Senior Programs is the same as Senior Services
Please Note:
We are in the process of
developing a new 5-year
Consolidated Plan.
Although there may be
some changes to the
Community Development.
Needs column at the left,
we anticipate It will
remain similar to what is
indicated here.
The Priority coiumn
(high-medium-low)
will also probably see
changes.
When completing your
application for 2005,
select the need and
priority from this list, but
be aware that we may
have to amend the
priority to reflect the new
Consolidated Plan's
determination prior to the
Board's approval and
awarcfOf 2005lUnaIng.
Questions?
Call our office at .
763-323-5764.
Page 9
Hoisington Koegler Group Inc.
abou1 US
approach
projects
opportunities
Creative Sollltwn$ to Planning and Design
HOME NEWS A800T US APPROACH PROJECTS AWMDS OPPORruNmES CONTACT US
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12/14/2004
Hoisington Koegler Group Inc., Projects >> Communities
Projects > > Communities
Mound. Minnesota South St. Paul. Minnesota
DOWNTOWN AND RIVERFRONT
WATERFRONT PLANNING REDEVELOPMENT
Cloquet, Minnesota
DOWNTOWN PLANNING
.
Northfleld. Minnesota
PARK & TRAIL PLANNING
HOME NBVS ABOUT US APPROACH PROJECTS AWARDS OPPORT1JNmES CONTACT US
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12/14/2004
Hoisington Koegler Group Inc., Contact Us
Contact Us
OffIce address and phone:
Hoisington Koegler Group, Inc.
123 No. Third Street, Suite 100
Minneapolis, Minnesota 55401
Phone: (612) 338-0800
Fax: (612) 338-6838
Individual Contact Information:
EmDlovee
Amy Bower
Eric Blodgett
Jennifer Cater
Bruce Chamberlain
Rusty AfIeld
Loren Gordon
Judith Guy
Brady Halverson
Bryan Harjes
Mark Koegler
Ulllan Leatham
Jeff McMenlmen
Paul Paige
Brad ScheIb
RIta Trapp
Phone (612+)
252-7121
252-7129
252-7131
252-7140
252-7133
252-7123
252-7126
252-7128
252-7124
252-7120
252-7127
252-7130
252-7125
252-7122
252-7135
Driving Instructions and Parking Location:
Page 1 of2
.E:mIll
abower@hkoi.com
eblodgett@hkgi.com
1cater@hkai.com
blc@hkgl.com
rustv@hkgl.com
Igordon@hkgl.com
jlg@hkol.com
bkh@hkgl.com
bharles@hkgi.com
mkoegler@hkol.com
!i!.@hkal.com
jmcmenimen@hkgl.com
poalae@hkgl.com
bschelb@hkgi.mm
rtrapD@hkgi.com
Hoisington Koegler Group Inc Is located In the Colwell Building at the Intersection of Third Street North and Second
Avenue North In the Warehouse DIstrIct of downtown Minneapolis. Parking Is available directly across Second Avenue
In the 4th Street Parking Garage or Garage C. You can enter the garage from 2nd Avenue, which Is one-way In a
northerly direction. Umlted metered parking Is available on the street. Feel free to call (612) 338-0800 and ask for
directions.
From the Northern suburbs take 1-94 south to the 4th Street exit. You may enter parking Garage C directly from
1-94. We are across the street and to the east from Garage C.
From Western suburbs take 1-394 Into downtown. Follow signs for 4th Street exit. Turn left at 2nd Avenue and
then Into parking garage across the street from the New French and Urban Wildlife Bars.
,,",m-fhv-Aoftr.-n-subul'bS-andSt~PauI-enter-downtown-from-the.l Wl-StreeHlxIt-,,~3-3A.-+um-!e~~.c
11th Street South. Turn right onto Hennepin Avenue. Turn left onto 7th Street at Gameworks and follow 7th Street
around Target Center. Turn rIght onto 2nd Avenue North ImmedIately after Target Center. Park In the 4th Street
Garage on the left hand side of the street.
From the south take 1-35 Into downtown. Follow 5th Avenue South and turn left or westerly at 5th Street. Take 5th
Street all the way to 2nd Avenue North. Turn northerly at 2nd Avenue and go one block. The 4th Street Garage or
Garage C will be on the left just after 4th Street.
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12/14/2004
Hoisington Koegler Group Inc., Contact Us
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HoIsI...on Koegler Group, lot
Colwell Buldlng
123 North Third Street, SUIte 1 00
Minneapolis, MN 55401
"
II
w..
j
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12/14/2004
tervi{fe
'Esta6CisIiuf 1.857
1880 :Main Street . centervill.e, 9d!N 55038
STATE OF MINNESOTA (651)429-3232 · P~(651)429-8629
COUNTY OF ANOKA
CITY OF CENTERVILLE
RESOLUTION ##04 - 061
A RESOLUTION APPROVING PLANS AND SPECMCATIONS AND ORDERING
ADVERTISEMENT FOR BIDS
WHEREAS, pursuant to Bonestroo, Rosene, Anderlik & Associates preparing plans and specifications for the
installation of a municipal SCADA System and has presented such plans and specifications to the Council for
approval; and,
- "
THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF CENTERVILLE,
MINNESOTA:
1. Such plans and specifications, a copy of which is attached hereto and made a part hereof: are
hereby approved.
2. The Engineer shall prepare and cause to be inserted in the official paper an advertisement for
bids upon making of such improvement under such approved plans and specifications. The
advertisement shall be published for 14 days; shall specify the work to be completed; shall
receive and open bids at a bid opening scheduled for January 18, 2005 and Council will consider
same at their regularly scheduled meeting of January 26, 2005.
" PASSED AND AOOPTED by the City Council this 20th day of December, 2004.
.Attest-
City "Clerk
Mayor"
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AMENDED AND RESTATED
JOINT POWERS POUCE DEPARTMENT CONTRACT CITld OF CENTERVR.I.1l'"
CIRCLE PINES AND LEXINGTON MINNESOTA
This contract is entered into this 1st day of January 2005, by and between the City of
Centerville, hereinafter referred to as "Centerville," and the City of Circle Pines, hereinafter
referred to as "Circle Pines," and the City of Lexington hereinafter referred to as "Lexington", aU
municipal COrpolaUOns located in the State of Minnesota, County of Anoka, sometimes
hereinafter referred to collectively as "member cities".
WHEREAS, Centerville, Circle Pines and Lexington desire to establish, equip and
operate a joint powers police department to protect, safeguard and ibrnish police protection for
their citizens pursuant to Minnesota Statutes Section 436.06, and
WHEREAS, the parties hereto desire to establish a Board of Police Commissioners
pursuant to the authority of Minnesota Statutes Section 436.06, Subd. 2, hereinafter referred to as
the "Governing Board" to control and supervise the administration of the joint police department.
NOW, THEREFORE, IT IS HEREBY AGREED as follows:
SECTION I
GENERAL PURPOSE
The purpose of this agreement is to ",,-intAin an organi7.R.tion to jointly and cooperatively provide
community policing that focuses on crime and disorder through the delivery of police services
that includes aspects of traditional law enforcement, as well as prevention, problem-solving,
comm1J1lity engagement, and partnerships. The area to be serviced is the corporate limits of the
member cities.
SECTION n
DEFINITIONS
21 Department: Department is the ponCe ijepaffinent CreiteQbytbis 1I!P~Jm;llt for the purpose-
of providing police protection services.
2.2 Financial Acco1mt1nll: Financial accounting includes preparation of reports, bill lists and
audits for the purpose of providing a depiction of the financial status of the department.
2.3 FinAncial Default: Financial defiwlt occurs when any member is more than 90 days
Overdue-for4tsmontbly~
2.4 Non-Budgeted E~: Non-budgeted ex:pen.ditw'es are ex:pen.ditw'es not listed in
the agreed upon budget and/or expenditures in excess of the agreed upon budget.
2.5 Rules And R..la.tions: Rules and regulations are the policies and procedures adopted by
the Governing Board governing the action of the Governing Board and its employees.
2.6 Bml1'ldlries: The area within the corporate limits of the cities Which are parties to this
Joint Powers Agreement, as.adjusted in the future, whether by annexation or otherwise.
2.7 Qperations Committee: Means a COIDIDittee, made up of the administrators from each
Member City and the Police Chief as an Ex-Ofticio member, that meets for the purpose of
providing day to day oversight and coordination of the Police Depattment operation, supervision
and support of the Police Chief: and advice and counsel to the Governing Board
SECTION m
ORGANIZATION
3.1 Establishment. There is hereby established the "Department" to be managed through a three
(3) tier system. The marutgement tiers will be as follows: A Governing Board, Operations
Committee and a Chief of Police.
The Chief of Police is an appointed position. Appointment and contract require the
approval of all member cities. In the event that the member cities are unable to agree on a person
to till the position of Chief of Police, the Governing Board by majority vote shall appoint an
acting Chief of Police. Specific personnel issues for the Chief of Police will be covered by the
contract and/or Rules and Regulations Policies - Joint Powers Police Department, adopted by the
Governing Board.
3.2 The Board meeting will rotate between the member cities or an agreed upon
location.
3.3 Ounnun Four (4) ofsix (6) regular Governing Board members during special or quarterly
meetings shall constitute a quorum, provided that at least one (1) Governing Board member shall
be present from each city. In the event of financial defiwlt, the quorum will be reduced to three
(3) Governing Board members present, with at least one (1) from each city not in defiwlt.
Governing Board members from cities in default sball not count toward a quorum.
3.4 Vnting, Each Governing Board niember present If tlifmeet1118 sbaltbe entitled to one (l}-
vote. Unless otherwise provided in this agreement, the Governing Board may take action on any
issue by a majority vote of those members present and entitled to vote at a duly called meeting,
subject to the quorum requirement of Section 3.3.
There shall be no voting by proxy. Votes must be cast at a Governing Board meeting by a
Governing Board member. Governing Board members from cities in financial deti.uIt are not
= eligible tovote; c-=-~=
3.5 The parties agree that there sball be established a Governing Board consiAti1\g ofsix (6)
members to be selected as follows:
a) Two elected officials to be appOinted by each City Council of each member city,
according to the procedure which each Council shall determine.
-2-
b) Elected officials selected pursuant to subsection (a) above. shall serve a minimum
term of one (1) year. Elected officials may be re-appointed to serve additional terms.
c) The Governing Board chairperson shall be selected ftom the appointed elected
officials on an S\nmlal basis, with the Chairperson rotating among member cities.
d) The city councils shall appoint board members under subsection (a), within thirty (30)
days after execution of this agreement. The Governing Board chairperson shall be
appointed within sixty (60) days after execution of this agreement.
e) Vacancies in Governing Board membership shaD be filled within sixty (60) days.
3.6 The Governing Board shall be governed by the following rules:
a) The chairperson appointed shall preside at all meetings of the Governing Board. The
chairperson is a full member of the Governing Board and may vote on any issue.
b) Regular meetings shall be scheduled by the Governing Board and shall be held at any
of the parties' city halls and shall be open to the public. Regular meetings shall be
held at least once per quarter at a time to be determined by the Governing Board.
c) The chairperson shall have the power to call SPecial meetings of the Governing Board
by giving written notice of the meeting to each member and to the mayor and city
administrator of each city. Said notice shall contain the date, time, place, and purpose
of the SPecial meeting. Such meeting shaD be called in compliance with the Open
Meeting Law. The chairperson shall also call a SPecial meeting ifrequested by a
miniftIUID. of one Governing Board member ftom two separate member cities.
SECTION IV
OFl'lCIAL ADDRESS
Joint Powers Govemil'lV Board Office. The office of the Governing Board shaD be 200 Civic
Heights Circle Circle Pines, MN 55014 or such other locations as the Governing Board deems
necessary. All notices to the Governing Board shall be delivered or served at said office.
SECTION V
POWERS DUTIES AND OBLIGATIONS OF THE
GOVEB.NlNG BOARD
-3-
5.1 Powers. The Governing Board shall have and is hereby given all powers, duties and
obligations enumerated in this agreement, and all such further powers necessary to carry out the
intent and purpose of the Department with respect to acquisition of property and operation of the
Department heretofore set forth, including the foDowing:
1) To employ and determine the terms of employment of 8dministrative and other
personnel, accountattts, consultants. legal counsel, and other qualified personnel,
except as provided in this Agreement.
2) To cause reports, plans, studies and recommendations to be prepared.
3) To lease or pl.U'Chase equipment and supplies necessary for the proper operation, care,
maintenance, and preservation of Department facilities and equipment, except as
otherwise provided in this Agreement, and subject to the budget as approved by
member cities.
4) To adopt Department bylaws, roles and regulations for the operation, maintenance
and use of the Department personnel services, equipment and &cilities.
5) To enter mutual aid agreements with other orpni7.&tions with simi1ar purposes.
6) To recommend disposal of capital equipment, as hereinafter defined, and land.
7) To provide policy and guidance for the governance of the joint powers police
department. The Governing Board shall have the power to appoint, promote, suspend
and remove officers and employees of the joint powers police clepaa Iment as
hereinafter provided.
8) To seD or lease any ofits equipment as may be deemed expedient.
9) To establish a yearly budget for police services pert,.ini1\g to the Department, which
b'lKlget shall require approval by the City Councils of each of the member cities, per
Section vn of this Agreement.-
10) To act as agent for receipt, custody and disbursement offunds, gifts or other funds
paid or given by the contracting cities on behalf ot: or, for the use of the Department.
11) To act as agent for any contracts of indebtedness and loans made in the names of the
contracting cities for the benefit of the Department.
12) To cause anA1l111J" audit to be made pfall its accoums:-bOO~ voUCherS-maliinas. =
13) To recommend appointment of a Cbief of Police. The appointment of the Chief of
Police shall be subject to the approval of the City Councils of all member cities.
14) In exercising its powers under this Section, the Governing Board shall adopt and be
-4-
governed by the rules and regulations known as "Rules and Regulations - Joint Powers
Police Department', a copy of which shall be attached to this Agreement. The rules
and amendments to the rules must be provided to aU City Councils.
15) Direct any revenues received ftom fines for crimin..l violations or cost of prosecution
to the city prosecaJ1'ing the violation.
16) To make a financial accounting and report to the cities on or before July 1st of each
year. Upon request, during normal business hours, financial records shall be open to
.aminetion by the cities.
17) To approve budgeted expenditures during their quarterly meetings. Non-
budgeted expenditures shall be submitted for approval at a special or regular
meeting of the Governing Board. Non-budget expenditures also require the
approval of member cities. A monthly bill list shall be submitted to each city
for their approval.
Officers authorized to make disbursement shall be bonded in an amount to be determined and
approved by the Governing Board before entering into the performance of their duties.
SECI10N VI
POWERS AND DUTIES OF' THE
OPERATIONS COM1\UTHCE
Section 1. The powers and duties of the Operations Committee shall include the powers set forth
in this article.
Section 2. The Operations Committee shall provide input and make recommendations to the
Governing Board. '
Section 3. The Operations Committee shall provide for the definition of Member cities' needs
and shall coordinate the use of police department resources with the Police Chief.
Section 4. The Operations Committee shall provide for the day to day supervision of the Police
Chief and evaluation of the PoHce Department operation both for the purpose of reporting to and
maldng recommendation to the Governing Board, and shall designate a liaison for the purpose of
day to day communication with the police chief and to serve as liaison to the Governing Board.
The Operations Comm~ will..nnnaUy provide input to the Governing Board and Police Chief
on the Police Chiefs performance.
- - -
~ ~ --'-
~-_._~-
~-- -----
Section S. The Operations Committee shall make recommendations on stAffiliiiieedS and-
compensation levels for the department.
Section 6. The Operations Committee shall provide input to the development of the Police
Department's anmlal budget and work plan.
-,-
SECl10N VB
POUCE DEPARTMENT EQUIPMENT,
LAND AND BUILDINGS
7.1 EqJJipment. Each of the cities to this Agreement bas contributed to the Department for its
use and benefit, the cities' existing police equipment. The Governing Board shall control the use
of such contributed equipment. All expenses relating to the maintenance and repair of such
equipment shall be an operating expense of the Department.
7.2 Land and Bllildinp, Each of the member cities to this Agreement may lease building
space to the Police Department. Such land and/or building space shall be owned by the member
city and leased to the Police Department. Such lease, other than the police headquarters in Circle
Pines, is to be an operating cost of the Department. Any lease requires the approval of all
member cities. Existing leases will be honored. The Governing Board shall control use of the
buildings and land.
7.3 Ownership. Equipment purchased by the Department after the effective date of this
agreement shall be owned by the Department The Chief of Police shall conduct an equipment
inventory annually and present such information to each member city.
7.4 All equipment shall be used when needed for the benefit of the member cities. The
equipment shall not be used outside the boundaries of the member cities except as fonows:
a) When police emergencies may endanger life or property within the member cities.
b) When use is covered by contracts duly entered into by the Governing Board.
c) When necessary to fulfin tiiUfuiI 8idagreem_duIYClntQ~ into-bythe-Goveming
Board.
d) In case .of major emergency or disaster, when authorized by the Chief of Police, or in
his absence, the officer in charge. Such use shall be reported as soon as possible to the
Chief of Police of the Department. Such use, as authorized above for use outside the
member cities, shall be carried out only when the officer in charge bas determined that
~4equipmeDtfton-a the-DepadmeD.t~~not ci!nMthej)l'Ot~on_ofthe
member cities. The officer in charge shall have the authority todeterminePrlontYiD.=
answering calls and to assign equipment and manpower.
e) When specifically authorized by the Governing Board.
-6-
SECTION vm
:FUNDING
8.1 Member Contributions. During each calendar year each member city shall make equal
monthly payments to the Department of: its share of the total operating budget and police
headquarters in Circle Pines lease paym~ as provided for in Section vm of this Agreement.
Capital and operating expenses of the Department sha1l be contributed by each city according to
the following formula:
The following calculation shall determine each member city's share of the member cities'
annual contribution to the operating portion of the police budget. The formula weights calls at
4()OA>>, population at 4()OA>> and International Association of Chiefs of Police (IACP) formula for
number of officers at 20%. '
Formula:
~ (%A x40) + (%Px40) + (%0x20) = city total
~ Each city's individual total is summed to achieve a grand total. The City's
percentage of the grand total is their share of the City's contribution to the police budget.
A = Each city's average number of complaint numbers generated for the last three (3)
calendar years as a percentage of total calls.
P = Each city's population. Source for population information sha1l be the latest
Metropolitan Council estimate of the population as a percentage of the member cities total
population.
o = The number of officers each city would require as determined by the IACP staffing
formula as it existed in 1999 as a percentage of the total officers suggested by the formula. A
copy is attached as Appendix B.
To further clarify the formula and their intended relationship, specific examples of the formulas
are attached as Appendix A
8.2 Building lease payment for the police headquarters in Circle Pines shall be made as
follows:
eentemIIe-"l-pay~Gc-ofthe Anmu,lleasePl-ymenu~p
Circle Pines sha1l pay 35% of the SltImlallease payments.
Lexington shall pay 30% of the anmwlease payments
-7-
SECflON IX
BUDGET
9.1 GoverninS Board Bucfset Process. The Chief of Police shall submit a budget to the
Governing Board by July 1st of each year.
The Governing Board shall then review the proposed budget and make a recommendation to the
member cities by August 1st. Each city shall have until September 15th to accept the budget. If
all member cities have not accepted the budget by September 15th, the Governing Board will
make an attempt to resolve outstandi"8 issues and shall report back by October 31st. The cities
will then have from October 31st to November 30th to approve the proposed budget. All new
budgets must be agreed to by all member cities, to become effective.
9.2 Base Budget. It; by November 30th, the member cities are unable to mutually agree on the
proposed budget for the upcoming year, the amount of the previous year's operating budget will .
be increased by the lesser of the following:
a) The increase in the July to July, Minneapolis and St. Paul Consumer Price Index for all
Urban Consumers (CPI) for the period ending most immediately prior to the
commencement of the budget year over the same index for the previous year.
or
b) The increase in the most restrictive levy limit applicable to the budget year placed on
any of the member cities over the levy limit for that member municipality for the prior
year.
In the event (a) or (b) decreases, the operating budget shall remain the same.
SECTION X
llISPu",~
RESOLUTION
10.1 Di$pute Process. Whenever there is a disagreement between the member cities as to the
mes.ning or application of any of the terms hereunder, or as to the respective rights, powers,
duties and obligations of the member cities, and the disagreement cannot be resolved, the parties
shall engage in a dispute resolution process as follows:
-------------.- ~-~"----~-----~-=----=--- - -
a) A member city initiating the dispute resolution process shall forward .Written
statement of the dispute to a regular or special meeting of the Governing Board. The
Governing Board shall have six (6) months to resolve the dispute.
b) If the dispute is not resolved as provided for in Section 10(a), the matter shall be
forwarded to the Anoka County Mediation Service or if Anoka County Mediation
-8-
Service is unavailable, sUch other mediation service as determined by the Governing
Board. The mediation service shall have ninety (90) days to resolve the dispute.
c) If the dispute is not resolved as provided for in Section 100a) and 1 O(b), then upon a
majority vote of the member cities, the dispute shall proceed to arbitration as provided
for in Section X of this Agreement.
SECfION XI
ARBITRATION
11.1 Arbitration Procedures.
a) Arbitration shall be conducted by and under the commercial arbitration rules of the
American Arbitration Association, and shall be conducted by a single arbitrator.
b) Wrthin thirty (30) days after the appointment of the arbitrator and no sooner than ten
(10) days following written notice to the member cities, the arbitrator shall commence a
hearing on the dispute.
c) The hearings shall be open to the public, recorded and may be transcribed at the request
and expense of any member city.
d) After the close of the hearing, and within thirty (30) days, the arbitrator sba1l prepare
written findings and make a written decision which shall be served by mail upon the
cities, and shall be binding upon all member cities.
e) Except as provided for herein, all costs of atbitration shall be bome equally between the
member cities. Each member city shall pay its own attorney's fees.
11.2 Arbitrator's Authority.
a) The arbitrator sb8I1 have nongIft to amend; modify; nullify; ignore, addto,-or-subtmct-
from the terms and conditions of this Joint Powers Agreement. The arbitrator shall
consider and decide only the specific issue(s) submitted in writing by the cities, and
shall have no authority to make a decision on any other issues not so submitted.
b) The arbitrator shall be without power to make decisions contrary to, or inconsistent
with, or modifying or varying in any way, the applicable application of laws, rules, or
~~Ilftddf~o~.
11.3 Judicial Relief.
a) Any city may seek judicial relief: authorized pursuant to the provisions of Minnesota
Statutes 572.08-572.30. All costs, except attomeyfees, shall be awarded to the
prevailing parties.
-9-
SECl10N :xu
WITHDRAWAL
12.1 Notice. Member cities may withdraw from this Agreement only in accordance with this
section. Notice to withdraw may only be given during the month of October, in odd numbered
years, bagjnning with October of2021. Such notice sball provide a mini1lUJDl of one (1) year's
notice to the remaining cities of the intent to withdraw. Such withdrawal would be effective
December 31st on the year following notice.
12.2 Wtthdrawal P~ent. After a city gives notice, it shaI1 have a maximum of six (6) months
from the date of notice to pay the following withdrawal payment.
1. SOOIO of est1mAtM unemployment cost for the number of officers for that city as
calculated by the budget form.ula as outlined in Section vm. The number of officers
shall be multiplied times the weekly maximum. unemployment amount times 26
weeks.
2. SOOIO of the cost of accrued sick leave and vacation for the number of officers as
determined by the budget form.ula as outlined in Section vm. Such accrual shall be
as of January 1 st in the year the city is withdrawing and sball be based on the officers
with the least seniority.
Such payment will be distributed to the remaining Cities based on their percentage share of the
current Department budget contributions. In addition, the withdrawing city sball be responsible
for payment of the remaining one (1) year of contributions and shall be a full participant in the
operation of the Department until its withdrawal is effective.
12.3 Refilnd of Payment. During the six (6) month period following its notice to withdraw, a
.city. may_abandon its withdrawal. In that event the payment made to the renutining cities will be
refunded.
After the six (6) month period, there sball be no refund of the payment made.
12.4 Ownership ofEqpipment. All contributions for equipment by the withdrawing city shall be
lost, and remain the property of the Department.
+2;5c=Ownership-ofladanUolice H_dquartemBuiJ.t!it'A~-ctotaL~~()Jl of~
withdrawing city for building lease payments will be computed in comparison to the total
building lease payments. Such withdrawing city shall be entitled to the payment percentage
times the appraised value of the building and land. The remaining cities will pay the .
withdrawing city(s) the determined value in equal payments over a five-year period, or make
mutually 88I'eed upon payments. The Police Governing Board shall select the appraiser to
determine the buildinp value.
..10-
SECTION xm
DURATION, DISSOLUTION 01' THE
AGREEMENT
13.1 Qi3S0lution. This Agreement shaU remain in full force and effect until alia majority of the
member cities' councils have voted in favor of dissolution. .
13.2 Dissolution Payments. Upon dissolution, each member city sbaIl continue payments and
operate as a full participant, under this Agreement for a one (1) year period, so that dissolution
can occur in an orderly fashion.
SECfiON XIV
DISTRIBUTION OF EQUIPMENT UPON TERMINATION
OR
DISSOLUTION
14.1 Process.
a) Upon dissolution or termination from this Agreement by a member, or members, the
following procedure shall be used to distribute the equipment and personal property of
the Department, and other related equipment. Distribution will occur only after all
Department debts and long term expenses have been satisfied.
b) All property. and equipment will be sold.
c) In addition, the financial records of the Department will be reviewed for the life of the
agreement or fOr the last 15 years, whichever is less, to determine the total dollar value
of contributed equipment and other payments made by each member city. The
Governing Board will then determine the percentage of the total paid by each member
city.
!he percentage of the total contributions over the applicable period will then be
multipliecfnmes tlietOfiT c1Ol1m liffiVeQat1rysale-of alt-equipment-and-personal
property of the Department less any debts, and then distributed to the cites. If a deficit
occurs the member cities will contribute sufficient donars to ~iminate any deficits
utilizing the same percentage of contributions indicated above.
d) Building disposal of the police headquarters in Circle Pines will be appraised, determining
the estimated value of the land and of the building. The building and land will be offered
~-t()theGity-dcC~thec-->>praised~ce.__If_theJ;~n ofCircl~Pinesdeclines to
purchase the building, it will be sold. After the sale the member Cities Wilf receiVetlim-
percentage share of the proceeds as determined by the following formula:
The value of the net sale price times the percentage paid by the member city of the total
lease payments for the police headquarters building in Circle Pines.
-11-
SECfION xv
COUNTERPARTS
IS. 1 This agreement may be executed in several counterparts and so executed sbaU constitute
one agreement, binding on all of the parties hereto notwithstanding that all of the parties are not
signatory to the original or the same counterpart.
SECfION XVI
AMENDMENT
16.1 Mndification. This agreement sets forth all understandings between the parties. All prior
agreements, unclentandil\S", representations whether consistent or inconsistent, verbal or written,
concerning this agreement, are merged into and superseded by tbis written agreement. No
modification or amendment of this agreement sbaU be binding on any city unless each city
agrees in writing to the proposed change or amendment.
16.2 Submittal. Any city wishing to submit an amendment to the agreement sbaU do so by
submitting a written proposal to the Governing Board at a regularly scheduled or special
meeting. The Governing Board sbaU forward the proposed amendment, with a recommendation
to each member city, within ninety (90) days of receipt of the proposed amendment.
16.3 Re$ponse to PrQposed Amendment. Each recipient city shall respond to proposed
amendment within sixty (60) days of receipt from the Governing Board. Woo response is
received, the amendment is deemed to be rejected.
16.4 No Mutual Aareement. A decision not tQ amend this Agreement sball not be subject to the
dispute resolution provisions of Section X of this Agreement.
IN WITNESS WHEREOF, the parties hereto have C81Jsed this instrument to be
executedoytlimrespeClive mayors amhterks,lIIld their corporate sea1s-te be-aftixed bereto,-the
day and year first above written, all by, authority of their respective City Councils.
CITY OF CENTERVILLE
CITY OF CIRCLE PINES
-12-
CITY OF LEXINGTON
--~.=..;..~ ._--=::::-_~--==--=-----=::-~---~- ---=--=:.~--==
-13 -
tervUCe
~Gsfiet{ 1857
t880 !Main Street . Cen~ fM!N 55038
(651)429-3232 . P~(651)429-8629
STATE OF MINNESOTA
COUNTY OF ANOKA
CITY OF CENTERVILLE
RESOLUTION t#04 - 062
CONSIDERATION OF ASSESSING AN ADMINISTRATIVE FINE FORA 1st OFFENSE
VIOLATION OF ORDINANCE ##66 - Trio Inn
THE CITY OF CENTERVILLE RESOLVES:
WHEREAS, the City Council of the City ofCenterville met on December 20, 2004 at City Hall; and
WHEREAS, the City Council.of the City of Centerville has been notified by the Centennial Lakes Police
Department that the Trio Inn recently failed their Tobacco Compliance Check for the year 2004; and
WHEREAS, the City Council of the City of Centerville notified the Trio Inn of the abovementioned
Compliance Check violation and meeting to discuss this issue; and
WHEREAS, the City Council of the City of Centerville discus$ed and considered assessing an administrative
fine for the November 19, 2004 violation of Ordinance #66, The Sale of Tobacco;
THE CITY OF CENTERvnLE HEREBY RESOLVES, to impose an administrative fine of $250.00 on
the Trio Inn for the aforementioned Ordinance Violation.
PASSED AND ADOPTED by the City Council this 20th day of December, 2004.
Attest
City Clerk
Mayor
M. f ell)
Ii. . .
,<. ; - . .... ),0, ~
, .!B'~
TO: Honorable Mayor and Council Members
FROM: Teresa Bender, City Clerk
SUBJECT: Trio Inn - Tobacco Compliance Failure - 2004
DATE: December 3, 2004
Records indicate that the Trio Inn has been tobacco compliance fiIilure free for the last
five years.
Previous practice has been to impose administrative tines by resolution (per Ordinance
#66) for violations of the ordinance.
Research shows that previously the adminiAtrative tines that have been imposed for other
licensees are as follows:
Second violation in three years - Kelly's ($500.00)
Three violations in three years - Tom Thumb ($750.00 & Non-Renewal)
I was unable to locate a resolution for Tom Thumb's first violation in 2000; however, it
appears that the administrative fine would be $250.00 for first violations.
Please see the attached letter to Mr. Montain iegarding Council's next meeting for
consideration oftbis issue.
Officer Jason Corlew
Cen:tA'lm'iR 1 Lakes Police Depart:rrumt
200 Civic Heights Circle
Circle Pines MN 55014
. 763-784-2501
November 22, 2004
Centerville City Administration
1880 Main Sl
Centerville, MN 55038
Centerville City Adininistration,
The Police Department conducted Tobacco complianCe ch~ks on November 19th, 2004
for the Cities of Circle Pines, Lexington,' and Centerville. . . One of the businesses in your
city that are licensed to sell tobacco failed the check. I directed an underage buyer into
these businesses :(or the purposes of ensuring that they are taking the appropriate
measures to sen their tobacco products only to adults. The businesses that failed the
compliance check are listed below.
Triofnn
7082 Centerville Rd.
The employee that. sold the tobacco to the underage buyer was cited for the violation
under state statue 609.685. This violation is a Misde1nean~r. I am advising ypu of the
violation since this sale to the underage buyer is also a violation of your city ordinance.
Because of this, there may be civil sanctions that you can impose on the tobacco license
holder for this business. Please feel free to contact me if you have any questions regarding
this matter. -
S' oady~
.Corlew #124.
GLPll
Tobacco Compliance Officer
tervi{fe
'Estabfislietl 1857
1880 9tI.ain Street , . Centet'rJi{k,!M!J( 55038
(651)429-3232 . PaJ((651) 429-8629
~3,2004
Mr. Paul Montain
Trio Inn
7082 Centervill~ Road
CeiI.terv.i11e, MN 55038
- Dear Mr. MontaiD:
.
,
The City was recently informedlhat the Trio Inn failed their Tobacco Compliance CheCk:
for the'year 2004. '.
Encl~ ,please find~ #66, De Sole of-Tobaceo. Section 66.13, Peno1ties
'addreSses ~ fines that ~ be imposed by. Council resolution tor vio~
of said Ordinance. Please note that there are additional ranlifications for multiple
violations. .
~ ..
The toun.cit of the City of Cetrtemne will be discussing and coilsidering the imposition
of an administrative fine regarding the violation stated above at their Deceinber 20, 2004
meeting. Council m~1l8fI take place at 6:30 p.m. in Council Chambers at 1880 Main
Street, CeDterville, Minnesota 55038.'
, '.
If you have any questions or concerns regarding this i~ prior to the meetiJi& please
feel :free to contact me.
Sin.CCiely,
. ,
c=Y~~
'reresa Bender .
City Clerk
~=()mimu1c.a#66..
"
"
tervi{{e
'Esta6{isfiet{ 1857
STATE OF MINNESOTA
COUNTY OF ANOKA
CITY OF CENTERVll..LE
18809ILainStreet . centervilfe, 9I1!K 55038
(651) 429-3232 . p~ (651) 429-8629
RESOLUTION #04 - 060
A RESOLUTION ADOPTING THE FINAL PROPERTY TAX LEVY FOR THE CITY OF
CENTERVILLE FOR THE YEAR 200S
WIIEREAS, the City Council of the City of Centerville did adopt a proposed property tax levy for the year
2005 on the 8th day of September, 2004, in the amount of $1,700,000; and,
WIIEREAS," the Council did hold a public hearing on the 8th day of December, 2004 to obtain input regarding
said levy and adoption of the final property tax levy.
WIIEREAS, the council also held a public hearing on the 20th day of December, 2004 for the purpose of
obtaining input on the adoption of the final property tax levy.
THEREFORE, BE IT RESOLVED that the City Council of the City of Centerville hereby adopts the final
property tax levy for the year 2005 in the amount of $1,700,000.
BE IT FUR TREK RESOLVED that the Finance Director is authorized and directed to certify said property
tax levy to the Minnesota Department of Revenue and fotward a copy of this resolution to the Anoka County
Auditor.
PASSED AND ADOPTED by the City Council this 20th day of December, 2004.
.Attest
City Clerk
Mayor
Memo
Date: December 13, 2004
To: Mayor, City Council & Staff
Rom: John W. Meyer Finance Director
Levy Adoption r . . Business)
Current state law requires that the levy be adopted at a subsequent meeting
following the initial truth-in-taxation hearing. Attached Is a new resolution
providing for the adoption the final property tax levy for 2005 on December 20,
2004.
A RESOLUTION ADOPTING THE FINAL PROPERTY TAX LEVY FOR THE
CITY OF CENTERVILLE FOR THE YEAR 2005
WHEREAS, the city council of the city of Centerville did adopt a proposed property tax
levy for the year 2005 on the 8th day of September, 2004, in the amount of $1,700,000;
and,
WHEREAS, the council did hold a public hearing on the 8th day of December, 2004 to
obtain input regarding said levy and adoption of the final property tax levy.
WHEREAS, the council also held a public hearing on the 20th day of December, 2004
for the purpose of obtaining input on the adoption of the final property tax levy.
THEREFORE, BE IT RESOLVED that the city council of the city of Centerville
hereby adopts the final property tax levy for the year 2005 in the amount of $1,700,000..
BE IT FURTHER RESOLVED that the Finance Director is authorized and directed to
certify said property tax levy to the Minnesota Department of Revenue and forward a
copy of this resolution to the Anoka County Auditor.
Memo
Date: December 13, 2004
To: Mayor, City Council & Staff
Rom: John W. Meyer Finance Director
Police Building (Old Business)
Following council direction, I met with Jim Keinath (City of Circle Pines
Administrator) and discussed the lease buyout and the bond sale for the new
police station. When the new facility is completed, the City Of Centerville will
have five years remaining on a lease at an escalating rate. The payment of
$16,975 now is significantly lower than the present value of our lease payments
and the cost to renovate the space for other use. I recommend that, in 2005,
payment of the $16,975 buyout to the City of Circle Pines.
Regarding the bond sale for the police station, the City of Circle Pines is using a
new law that provides for the sale of bonds for capital improvement plan
activities. To use this method, all parties involved in paying for the new facility
will need to hold a public hearing. The use of this law could save nearly 1 %
interest on the bond because the issue is considered general obligation
improvement versus general obligation revenue. I recommend the city schedule
and conduct the hearing allowing for this financing method.
Centennial Police Office Lease
Centerville Lease Payment
July 1 Annual Payment
Current Facility 1986 $ 4,500.00
1987 $ 4,635.00
1988 $ 4,774.05
1989 $ 4,917.27
1990 $ 5,064.79
1991 $ 5,216.73
1992 $ 5,373.24
1993 $ 5,534.43
1994 $ 5,700.47
1995 $ 5,871.48
1996 $ 6,047.62
1997 $ 6,229.05
1998 $ 6,415.92
1999 $ 6,608.40
2000 $ 6,806.65
2001 $ 7,010.85
2002 $ 7,221.18
2003 $ 7,437.81
2004 $ 7,660.95
2005 $ 7,890.78
2006 $ 8,127.50
New Facility 2007 $ 8,371.33
2008 $ 8,622.47 $ 16,993.79
2009 $ 8,881.14 $ 25,874.93
2010 $ 9,147.57 $ 35,022.50
2011 $ 9,422.00 $ 44,444.50
Present Value $ 32,510.00
Buyout $ 16,975.00
Savings -$- 15,535.00
any parking lots, and any other common areas outside
"City Ball building.
. ~. This lease shall commence on July 1, 1986.
lease shall. terminate on June 30, 2011.
Base Rent.
. .~;.
,~.~.;:::::::;o::-
~
"
(a) Minimum Base Rent. Tenant shall pay Landlord b~se..
rent, commencing July 1, 1986, in a minimum amount
of $4,500.00 per year, plus any adjustments as set
forth in paragraph 3tb). Base rent for 1986 shall
be $2,250.00, and base rent for 2011 shall be one-
half of the amount that would he paid during that
year in the event the lease would continue for the
entire calendar year 2011. Base rent for each
year shall be paid in equal monthly installments
on the first day of each month.
(b) Escalation of Base Rent. At the commencement of
each calendar year" after 1986, the annual base
rent to be paid 'during that calendar year shall be
increased by the greater of the fo110wing:
,lr-- '.rhree--pe-~en-t(-3')-of__the_to~a1 Ease rent
paid during the previous calendar year,
ex~ept that for ~he calendar year 1987 the
incr~ase shall be a minimum of $135.001 or
(2) The percentage by which the consumer price
-- -
lnQex-for-ne=mimeapoli~ct=."--PaU~~-~'-~
metropolitan area as of the commencement of
the calendar year for which the base rent is
- 2 -
'CITY OF CIRCLE P1NES
200 CIvIc Heights Circle
Telephone: (763) 784-5898
Circle PIne$. MN 55014
Fax: (763) 785-2859
www.c1.circle-plnes.mn.us
TDO: (763) 784-9724
Memo
To:
From:
Date:
Re:
, Police JOinf1orB rs Nego~Team
Jim Keinat ~
December 7, 004
Compensation to Circle Pines for Land and Lease
After reviewing this with the City Council, we are requesting the following compensation.
For the lease, the City of Circle Pines has invested over $36,500 in" repairs and
enhancements to the building systems over the last couple years. The city's only
means of recouping that investment was the Mure lease payments. As a result, we are
requestin a a ent from Lexington for buyo of their ortion of the lease of $14,550.
e are requesting a payment of $16,975 from the, City of Centerville. hat would allow"
. or the termination-of the lease on January f;2006, or e 01 e police department _
moveS into their new headquarter facilities.
As to compensation for the value of the land, Circle Pines only Wishes to recover its _
costs of acquiring the land. If the Police Governing Board is willing to compensate the
City of Circle Pines for its cost of acquiring the land from Anoka County, including the
cOsts of surveying, engineering and legal work from the building bonds proceeds, then
the city will at the end of the lease deed the land to the other cities in the appropriate
Rer~ntages for a dollar. To date we have incurred $5,663 in engineering costs and
$8,500 in surveymg Costs~ There IS probably another $1 ,OOO-iri1egal -costs: At this-point- -
it is unclear whether the county will actually require us 'to trade a portion of the city's "
" property adjacent to the site for the lana from the COUllty. If they do require the transfer
of that property, the city would request reimbursement for a mutually' agreed upon value
for the traded property.
c= ,~_,~-,_ JWK/Igc_'~
- - ----.
---
Printed on Recycled Paper
..'....
" ,
EHLERS,
&' ASS 0 C LA T E SIN C
CAPITALIMPROVEMBNT PLAN BONDS
In 2003, the Legislature authorized a c.apital improvement bond program that applies to cities similai'to
that which is in current law for Counties. A new section 521 was added to Minnesota Statutes, Chapter '
475 allowing municipalities to issue bonds without,a referendum under capital improvement programs
. (see also, Laws of Minnesota fqr 2003, Chapter 127, Article 12, Section 16).
Granting municipalities the authority to issue bonds under Mirinesota Statutes, Chapter 475 for capital
improvements without regard to election requirements ~~ them the opportunity of :financing . .
acquisitions and bettCrm.ents to public lands, buildings, or other improvements used as a city hall, public
safety, or public works facility without having to issue pure revenue bonds under a non-appropriation
lease with option. to purchase agreement. Conditions on the authority include approval of the issUance by
a 3/5th.s vote of the council membership, is part oftb.e capital improvement plan, pu.blic notice is
provided, is subject to reverse referendum, and is subject to the m.unicipalities net debt limit. The
aUthority to issue bonds is limited to the amount ofbc?nds ~ would requm;ail annual levy for debt
service that dOOs not exceed .05367% of taxable market value cjf allpropCrty iIi the cOtmty(there are
4ifferences in opfuionS among aitomeys if the market value liIDitation is applied againStthe 'county's
value or the City's value).
The'law authorizeS issuance of obligations without an election for capital improvements, if the bonds are
,iSsued under a 5~year capital improvement plan. To qualify for the referendum exempti9D, the f~llowing,
qlUllifications must be met: ' , ..' :."
... .... "
"[J The governing body must approve the capital improvement plan after a public. hearing. The
notice mUst be published in the offiCial newspaper at least 14 days but not more tbari 28 days '
Q prior to the hearing. "The plan muSt include the following: "
.;' The Specific capital improvements to be construCted;
v' The estimatCd schedule, timing and ~, toget1;i.er with the estimstted.~ need fot the
impro~ement~d the sources of revenue ~ ~y for the i:mprovem~t; ~d
. . . .
v' Any planned construction of other capital improvements in the municipality over the next
five years... '
-:- -
[J Approval of the bon~ issuance m. ,be niade by a 3/5thS vote of the ,gov~g body memb~~p.
. '
p Issuance of the bonds is subject to referendum approval, if a petition signed by ~oters equal to 5% '
of the voters in the last general election is filed with.the municipal clerk witliin 3()days of~e
public 'heariIig (if a vote is taken.and .the referendum passes, the taxes would be levied on market
value rather than tax capacity). '
'Tb:e-capitatimprovei:nents'11lUsthavecausefuUifeMatJeasUivec-~~~.cGamitaljl.I]n'OYem~~~
do not include light rail transit or related activities, parks, 4Draries, roadslbrldges, adn1inistJ:ative~' 7
buildings other than city hall, or lands for those facilities. .
. Because the bonds are subject to the debt limits, we recommend that municipalities consult their
independent public financial advisor for a complete net debt ap.alysis befor.e issuing this type of debt.
\
N:\Oeneral\TrafDing\Types ofDebt\City Capital Jmpro~CapI.1al ImprovementOverview.wpd
.,
.
~ '
-~=--
MettlO~,~
TO:
Honorable Mayor and ConeD Members
FROM:
Kim Stephan
SUBJECt: Eeonomie DevelopDlent Com.m.ittee Chairperson & Viee-Chairperson 2005
DATE:
Decem.ber 15, 2004
~Iat.~rson and Yu:e-ChAimerson for 2005
Motion was m.ade by Chairperson Burke, seconded by Com.m.ittee Member EbeI to n01llinAte
Viee-Chairperson Sm.ith for the 2005 Eeonomie DevelopDlent CoDlm.ittee Chairperson position.
All in favor. Motion passed "nttnimously.
Vice-Chairperson Smith accepted the nomination as 2005 EDC Chairperson.
Motion was m.ade by Chairperson Burke, seconded by Viee-Cbairperson Sm.ith to nominAte
Committee Member EbeI for the 2005 Eeonom.lc DevelopDlent Com.m.iUee VJCe-Chairperson
position. AD in favor. Motion passed unanimously.
Committee Member Ebel accepted the nomination of2005 EDC Vice-Chairperson.
-----~_._--
~ -- -~---- - =---
--- -- - - -------=---= - -= __ ""'-'-_ _~_.L<.._""_i~ _-= _
-----..,..--- --- ---- ---- ---
- --- -~ - - -- -
filr
ANOKA COUNTY HOUSING AND REDEVELOPMENT AUTHORITY
Paul McCarron. Chair Dave McCauley, Vice Chair
Dennis D. Berg Matgaret Langfeld
Rhonda Sivarajah William NelsoD
Donald H. Pindell
December 2, 2004
Ms. Kim Moore-Sykes
City of Centerville
1880 Main Street
Centerville, MN 55038;.9794
Dear Mr. Moore-Sykes:
The Anoka County Housing and Redevelopment Authority (ACHRA) recently issued a Request for
Qualifications for property management services .at the ACHRA senior housing properties. After
considering the responses, the ACHRA plans to recommend entering into a contract for property
management services with the existing management firm, Great Lakes Management Company. The
ACHRA Management Committee will consider this matter at its meeting on December 7, 2004, and
the full ACHRA Board is scheduled to take final action on December 14, 2004.
The Request for Qualifications and the proposed contract are available for your review. To view
these documents or to make comments on the proposed selection, please contact Karen Sk.epper,
COI;DIDunity Development Manager at 763-323-5709.
s~~
- TL ;~ .
Executive Director, ACHRA
J'XLsky_=
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Telephone: (763) 323-5700; Fax: (763) 323-5682; TDDfITY: (763) 323-5289
Government Center, Administration Office, 2100 3rd Avenue, Anoka, MN 55303-2265
~
MIDnstreet t Bank
--=_' tl~_
CENTERVILLB
REC:EIVED
DEe 1 0 Z004
Phone: 651.762.9440
Fax: 651.762.9441
711121stAve. N
P.O. Box 455 '
CenterriDe, MN 55i>3s
To Whom It May Concern,
This letter is to address how the proposed changes in County Road 14 will affect
Mainstreet Bank. Mainstreet Bank currently services the CenterviIle, Lino Lakes &
Hugo areas. Many of our customers come to us either from across 35E or on their way to
the freeway. Refusing. to let our customers exit toward the East will have a substantial
affect on our growth and profitability.
~t B~ ,is also located at the center of the stretch of County Road 14 between
20th A:ve"'"'& 35E. This section of County Road 14 is being looked at by several
developers who would like to put a big' box next to the freeway. By eliminating full
access to this sec1;ion of road Anoka County is chasing the pro tax dollars that would
be generated by development over to Washington event this
,freeway ofii'amp from fully developing to beco h like County Ro . s
Heights, Highway 96 in White Bear Lake, 0 roadway Ave in Forest Lake.
Sincerely,
..zf'
~.;
.t!.r~~
".J!''''
The solution !s simple. Work with , OT .and p~opose a
ramp-simil8.Lto.County -Road E,-96, &' Broadway.- This
freeway and 21 st Ave to have another stoplight or'
full aCcess to all of the current and future business al
d diamond shaped 0
. , room- between the ..
then' ~oui'4give'
Mainstreet Bank
.~~.......~.~
Michael j'Th1nesen '
President
To Whom It May Concern,
We the businesses and land owners along the proposed expansion of Anoka County Road
14 are uriited in our belief that the expansion can and will have great impact on our area.
,In order to make cities of Centerville, Lino Lakes and Anoka County aware of our
concerns we have agreed on these major Points of contention.
.' .
Improved ability to access and .,xit all businesses and developable land along
.County Road 14. The proposed median would greatly affect access to and from
business. "There are many semis and other large vehicles that under the curtent proposal
will be required to perform a u-turn or go miles out of their way to reach their destination.
The median would also require many retail customers to perform a u-turn before they
could head in their desired direction. This would obviously have an adverse affect on
current and future business in the area as well as slow down traffic.
Speed and flow of traffic along County Road 14 from Centerville to 35E should be
controlled. The traffic along this stretch of County Road 14 passes by an elementary
school and through commercial and residential areas. Speed should be limited for the
safety of all. Traffic also needs to be controlled with the use of stop lights which would
create lapses in flow of traffic and allow greater access to 14 out of driveways and
businesses.
We believe that solving these two major issues would go a long way toward making the
expansion of County Road 14 safe and effective for all users. A possible solution to
these problems would be to reclassify the stretch of County Road 14 from Centerville to
35E which would slow down traffic and eliminate the need for medians.
. Sincerely, .
-7K4:~~
--.-..
Michael J. Thinesen
President - Mainstreet Bank Centerville
RECEIV~p
. .. DEC'.j-,j,lOD4 .... .
':"~',,~ ".-" ,,'.' '::.'; ;," :~' ." .,. "~:"C",'L;:~~j.~";::';,;~..7.(:~:j>~';'::~c~~\LC;;
"'V-)"--'-'lr_, '-.1 r-"--j--' ifO,"Q T "-"-'1(; <i"(;' r-''\'-;'Gl''nl',c'-li.r <f]'l,,'f'hl.",', ,"":1" lX]...~II":J"'o,Cr,-', i!+"' 0, "',', ,f-C, ,
~JJ-lU.(jL'i..~U',,;.... v~ \__I.IH .,:.~_i~.O", '-' ...~ ~~ l~":L,....- ...~. .. ;:.r't~.. UT~'" .c, 'Y~:~~...,- ,~- .~I.: .:. " " ..tJ.. . "I" ""~'~' _ _' ,
.J~W#pm:ljiMa~P?n~G~~~"C IW1\:n. !,~8n(;;c; ;1..,i)11}q~0gW:iJ5:~t~~}:.!~:~'~l.g,~S'jqIJR fIJG
~~;~e:QMSines~es and land owners al~ng the proposed eXpa11,Si()n'()~:A1l()kaCounty Road '
J~~~ ~~Iippu.x:..b~li~fthat:.the, e~8nsion'amlandwill ha'Ver~pa\cf'oifbUrarea.
In, or<let::tom8ke'cities of Centerville,.Lino' Lakesaud ~oka'CoUhty.aware'ofOUt.,,'.: .
concerns we have agreed on these major points of contention. . ~_ ' . I
Improved ability to access and exit, all businesses and developable land along
C01Jnty Road 14. The proposed median would greatly affect access to and from
business. There are many semis and other large vehicles. thatundei'the cUrrent proposal
will be required to perform a u-turn or'go miles out of their wayt<> reach'their deStination.
The median would also require many retail customers to l'e.rform,a q-tum before they
could head in their desired direction. This wowd obviously have an adverse affect on
current and future business in the area as well as slow down tiaffic.
Speed and flow of traffic along County Road 14 from Ce,nterville to 35E should be
controlled. The traffic along this stretch of County Road 14 passes by an elementary
school and through commercial and residential areas. Speed should be limited for the
sa,fety olall., ;J;'raftic also J?~ to, be controlledwith~e.use-ofstop'liglitswhich would
q~~~ 14~c;~:ii!J10,w,Qf~cl and allow;:greatet'acce.ss'~~ 14-Out.(jf-drlveway~dmdr: -. ;:~,
b' , . . '- '.', - , -. . T '_n 0' ~- Ol"(jJ' "",-" (''-''''''1 ,\ <j,r:-,r-
l1ClJ.DeSSe$::l-' 'r:::~'~-'" .', ,"'( 'l"'" r'~r .11\;:..,-..... ') ~.fl")D( i.,l ~ U0cLCj G...(J.l[;IJ(,l ,J :t l~~ '.'i..~' '\.' hLJ ~ '~y t.....-1
.:.r:' 1';~.-" J' .i.!.~,,_~. ~,t:'...', ')-""j .:.;....-"- t,'; '<JI... .,.... "-' ~ ".,., -.:. .II .-
~~ :~l~~l ~,~!Y.tngcthese 'two major issues w9uldgoa long ~ay' towardrilaking the
expansion of County Road 14 safe and effective for all users. A possible solution to'
these problems would be to reclassify the stretch of County Road 14 from Ceilterville to '
35E whicn would slow down traffic and eliminate the need for medians. '
Sincerely,
"
Name & Business
IZCl J ~ /T.O,C AulD Re~/r
f ?09S ~/~t ~ ~,
=emf(cr-~r' - ===~==~ ~-.-~ -
., (le-?f~' II~/ hjJ STO s B.
QSI) f(;;b- 87C)o
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Laumeyer & Associates
Human Resources Consulting
1722 Momlngslde Avenue
Duluth, MN 55803
Phone: (218) 525-2734 Fax: (218) 723-4936
www.laumeyerhr.com
December 6, 2004
Kim Moore-Sykes
1880 Main Street
Centerville, MN 55038-9794
Dear Kim :
.1
I hope that this letter fmds you well and enjoying the holiday season!
With the new year rapidly approaching, perhaps its time, or near time, for your city to conduct a Classifica-
tion Point Analysis and Compensation Review.
Laumeyer and Associates would be interested in presenting you with a proposal for a timely and economi-
cal review.
In addition, I would be most willing to discuss your needs regarding a review or any other Human Resource
matters.
I may be reached at:
Laumeyer and Associates
Human Resource Consulting
1722 Morningside Avenue
Duluth, MN 55803
(218) 525-2734
jim@laumeyerhr.com
RECEIVED
Lt~ U 6 l~04
To learn more about Laumeyer and Associates, please visit our website: www.laumeverhr.com
Thank you for considering how Laumeyer and Associates may be of service to your city in helping you de-
fme and meet your Human Resource needs.
.---8.incerely, _~
J~yer. MBA, SPHR
;:r:alm~~nsultant
DRAFT FORPMT REVIEW
Freciuentiy Asked Question Document
When wiII County Road 14 be reeonstruetecl?
Reconstruction ofCotinty Road 14 is anticipated to begin in Spring 2006 with ~mpletion in
Fall 2007.
. .
When wiII improvements to the 1-35E interehange and the 1-35W overpass be completed?
CurrentlY. there is no schedule for improvements to the I-35E interchange or the I-35W ov~.
These future potential projects were carefully considered in developing the reconStruction design .
for County Road 14 so that County Road 14 could independently meet the study area's
transportation needs. It is important to reconstruct the I-35FJ County Road 14 interchange as the
next phase, possibly in 5 to 8 years. Improvements at I-35W are many years out.
When wiII landowners be contacted regarding right of way acquisition?
Once the County identifies the additional land that will be needed to reconstruct County Road 14,
including areas that extend beyond the edge of the roadway such as stormwater treatment areas,
the County will initiate the right of way acquisition process by contacting and meeting with the
landowners. This is anticipated to start in Spring 2005.
Landowners may contact Mike Kelly, Anoka County Highway Deparbnent, Right of Way
Specialist at 763-323-5521 with questions. The Anoka County Highway Deparbnent typically
does not initiate the right. of way acquisition process until approximately 18 months p;ior to
construction.
Will trees, shrubbery and fences be replaeed following construction?
The County will review impacts to trees, shrobbery and fencing on a case-by-case basis with the
landowners to determine an appropriate course of action. For purposes of safety, the County will
not allow ~bbery or fen~ within the area needed for tl1e roadway (right of way).
Will the reconstruction project include trans and sidewalk?
A trail will be constructed on the west and south side of County Road 14 from I-35W through
downtown Centerville. In addition, the existing sidewalk in downtown Centerville will be
reconstructed on the north side of County Road 14.
As part of the proposed improvements to County Road 14, the fishing pier on Peltier Lake is
proposed~,be relocated clO8e!' to the P~l!ier Lake boat I8uncIi. A new canoe landing and access
~-- are alSo proposoo to lie aaaea-in ffiij area as well as' a parking lot: These onJm>vements are
dependent on receiving additional funding. Trail users, 1raveling along the west side of County
Road 14, will have access to these new amenities on the east side of County Road 14 via a
planned underpass..
Page 1 of2
Where wiD aeeess be chaDged and how wD1 it be chaDged?
The numerous existing access point;s. along County Road 14 slow traffic and create potentially
hazardous conditions for turning vehicles. In order to improve safety and traffic operations on
County Road 14, the following access changes must ocCur.
.; Access for private driveways on County Road 14 east of Cottonw~ Circle through the
intersection of 20th Avenue will be changed to right inlright out accesS.
. Access for private driveways on 20th Avenue and 21st Avenue will be changed to right
inlright out access, except access for the business in the southwest comer of County Road 14'
and 20th Avenue.
. North- and southbound 21st Avenue traffic will not be able to make left turns onto County
Road 14.
*For all cases where full access will be changed to right inlright out access (where left turns will
no longer be possible), travelers will need to proceed to the closest intersectiOn to complete a
legal u-turn.
How wiD the County decide where'to use traffic signals and stop sigDs?
Side street stop control (all streets approaching County Road 14) will be used for all intersections,
unless it is determined that a traffic signal is needed at a particular intersection. The County will
determine need by reviewing several factors including vehicle delays at the intersection during
peak travel times. This will occur later in the design process.
Comments or questions about this project can be addressed to:
Lyndon Robjent, P.E.
Assistant County Engineer
Anoka County Highway Department
1440 Bunker Lake Boulevard NW
Andover, MN 55304
Phone: 763-862-:4200
Email: countyroadI4@co.anokamn us
Information-onthe plQiect can be found on these Web sites:
· County Road 14 Project
http://www.srfconsulting.comlcrI4anokafmdex.html
· Anoka County
http://www.co.anokamn.us
~.~ityof~e
~http://www.centerVilfemn.com
· City ofLino Lakes
http://www.cLlino-lakes.mn.us
H:\Projects\4994\EP\Correspondence\faq.doc
Page 2 of2
IlIic ONSULTING
G ROUP,
IN C_
Transportation · Civil · Structural · .Environmental- Planning · Traffic · Landscape Architecture . Parking · Right of Way
SRF No. 0044994 2040
MEETING MINUTES
-.
TO: Meeting Participants
FROM: Jim Dvorak:
Nathen Will
DATE: November 23,2004
SUBJECT: CSAH 14, I-35W TO I-35E
SP 02-614-24
A Project Management Team meeting was held on November 4, 2004 at the Anoka County
Highway Department office. The following were in attendance:
· Nick Eoloff, Anoka County Parks Department
· Doug Fischer, Anoka County
· Kirsten Olsen, Anoka County
· Kate Garwood, Anoka County
· Lance Bernard, Anoka County
· Mike Kelly, Anoka County
· Mike Grochala, City ofLino Lakes
· Paul Patzer, City ofCenterville
· Jim Dvorak, SRF Consulting Group, Inc.
· Nathen Will, SRF Consulting Group, Inc.
· Courtnay Bot, SRF Consulting Group, Inc.
The following persons . did not attend but require notification of the issues discussed and the
decisions made at the meeting:
-. ----
· Karen Blaska, Anoka CoUnty Parks Departmenf
· Lyndon Robjent, Anoka County
· Beth Neuendorf: Mn/DOT
· Linda Heath, MnIDOT .
· Carl Orhn, Metropolitan Council
· Ann Braden, Metropolitan Council
· Bob Mazanec, Metropolitan Council
II D.vidGraebe~A ~.
· Kim Moore-Sykes, City of Centerville
· Elizabeth Mursko, Columbus Township
· Mike Ericson, City of Hugo
· Chip Robinson, City of Forest. Lake
· Sandy Cullen, Washington County
· Mike Rogers, Washington County
one Carlson Parkway North, Suite 150, Minneapolis, MN 55447-4443
Telephone (763) 475-0010 + Fax (763) 475-2429 + ht1;p:/Iwww.srfconsulting.com
An'Equal Opportunity Empl~
CSAH 14, I-35W to I-35E .
Meeting Minutes of November 4, 2004
Page 2
The following is a summary of the discussion:
1. Meeting Minu~ fr~m ~et~ber 14, 2~
. Copies of the meeting minutes were distributed elec1ronically. Please forward any revisions
or comments to Jim Dvorak.
2. Public Involvement
. SRF highlighted the comments received from the October 26, 2004 Public ,Information
Meeting.. A copy of the Meeting Summluy and Summary of 'Public Comments were
previously diStributed by email ~ the Group on November 3, 2004. The MOOting Summary
and Slltnmluy of Public Comments will be posted on the project's website. The Group also
agreed that SRFshould proceed with developing a Freq~ently Asked Questions (FAQ)
, dOCUD)ent to be placed on the web page. . , ,
. The Anoka County Highway Department Staff mentioned that they had received a message
from a,concerned resident at 1693 Lakeland Circle, Centerville involving surveyors walking
around on private property. SRF explained to the Oroup that they were completing a
wetland survey along the corridor and it was doubtful that survey extended to the property in
question.
. The County Staff mentioned that they had received a positive response for the project,
specifically the grouping of the boat/canoe launch and fishing pier relocation, during a
recent meeting with Anoka County Parks.
3. Layout Review
Segment 3 (20th Avenue to I-35E)
. Mn/DOT is continuing to look at the I-35E1CSAH 14 interchange reconfiguration. They are
looking at options to address concerns expressed by the County and the Cities ofLino Lakes
and CenterviHe related--to leeal aceess issues, ---reduGtion of the-"weave" configuration on
CSAH 14, and reduce the proposed right of way required. The County will pursue a
meeting with Mn/DOT to discuss the interchange concepts including ways to reduce the size
of the overall size of the interchange.
The, Anoka County Highway Department explained their intersection spacing requirements for
secondary and primary access along CSAH ,14 and CR 54/CSAH 21. The required. spacing
for secondary access points on CSAH 14 is 1/4 mile and the' prim.ary access on
eR5~t1s=-lf~='fhe'€v~t) U5LcOO toallew= ' , . t4=a.ud-
21st Avenue. The 3/4 intersection would allow left tumingtraffic from CSAH 14 to
21st Avenue and right in! right out turnS from 21st Avenue toCSAH 14. Left turns from
21st Avenue would be directed either to tJ:le south or north along future local street
connections. SRF presented several interchange alternatives that addressed access concerns
along the north and south properties ofCSAH 14, east ofCSAH 21. SRF Was directed to
develop a 3/4 intersection at CSAH 14 and 21st Avenue and show future location of local
streets and access to CR 54/CSAH 21.
csAiI 14, I-35W to i-35E
Meetirig Minutes of November 4,2004
Page 3
. The City ofLino Lakes indicated that a developer is working with the .City on an AUAR for
the vacant properties north ofCSAH 14. The extension of 21st Avenue to the north would
appear feasible with the conceptUal planning proposed by. the developer. However, the
eitenSioriof21st Averiue south ofCSAH 14 to a future east-west collector would be difficult
due to poor soils, multiple property owners and the location of Clearwater Creek. The
Group inquired about the possibility of showing the developer'.s conceptual plan on the
layouts for planning purposes. The City will investigate this issue with the developer.
. The Group discussed ideas to clearly show the Public, the proposed travel path for vehicles
at the intersection of CSAH 14 and 21st Avenue.. SRF will prepare a separate layout with the
proposed travel paths at "the intersection for the next Public Informational Meeting. "In
addition to the layout, SRF will include photographs of eXisting 3/4 intersections in the
Metro Area.
. The Group discussed "access to CR 54 south ofCSAH 14. The County agreed to allow full
access to the businesses located in the SW comer of the intersection by shortening the
proposed median closure. However, a painted median would be provided, south of the
concrete median, as required to develop the turn lane and design speed taper. The County
noted: full access to this property is "temporary" pending further improvements to CR 54
which will include extension of the concrete median.
. The County requested SRF to include a future collector road on CR 54, 1/2 mile south of
CSAH 14.
. The City of Centerville expressed concern regarding the proposed pond located behind City
Hall due to conflicts with an existing City well and water transmission line. The City
thought a better location for the pond would be to expand the existing pond in the SW comer
of the lot SRF will relocate the proposed pond accordingly.
Segment 2 (Mound Trail to 20th Avenue)
. The County agreed to shorten the median closure on CSAH 14 west of 20th Avenue to allow
a fulf interSection -at Cotronwooo CoUrt. The 1:hree-Iane section will- begin - west -or
Cottonwood Court.
. The County requested that the entrance to property in the SW comer of CSAH 14 and
20th Avenue (Gas station/strip mall) be closed on the layout. Full access is provided from
CR 54.
. The County mentioned that the resident at 1798 Main Street is ready to sell out for the
--roadway=project' 'The'-questio~se"w' wheth.eror not=th.e resident-wouId~-be=able=to
repurchase the remaining property in order to rebuild another house.
. SRF will research the historic nature of the building at 1737 Main Street [Update on
11119/04--hist0rical context work being developed.]
. SRF was directed to reduce the proposed right of way width along the school property to
avoid impact to the existing parking lot .
CSAH 14, I-35W to I-35E
Meeting Minutes of November 4, 2004
Page 4
. The County agreed to evaluate purchasing the property at the residenCe at 7238 Main Street
and possibly the property adjacent to the east. SRF mentioned these two parcels may work
for addi~o~ storm~ ponding.~ . .
. The County requested SRF to increase the distance between the curb and 1rai1 as much as
possible between the lakes.
. The Group discussed the concerns of the resident located at 7397 Main Street. The County .
indicated they would prefeJ; to not to purchase this property due the possibility of
contaminSltoo .soils mid existence of the bmial mound The Group decided it would be best
to avoid taking right of way from this parcel that requires moving the alignment of
CSAH 14.
Segment 1 (I-35W to Mound Trail)
. Okay as presented to the Project Management Team.
. The Group discussed options for dealing with the poor soils :underlying CSAH 14 primarily
through the Park. Discussion included the possibility of working out a deal with the Park to
mine sand for use in building CSAH 14. SRF will discuss options with Braun and share at
the next meeting.
4. Sehedule
. The layout will be presented to the public at the December 9, 2004 Public Information
meeting. Phase 2 of the project (layout with construction limits and right of way needs and
Environmental Assessment) is scheduled to be completed by March 1, 2005.
s. Contract
. SRF indicated. that Mn/DOT CRU has begun the process to take over the cultural resources
work and con1ract with The 106 Group, Ltd.
6. Next Steps
. The next PMT meeting is scheduled for November 30, 2004. at 9:00 a.m. at the
Anoka County Highway Deparbnent offices.
. The Public Information meeting is scheduled for December 9, 2004 from 5:00 p.rn. to
7:00 p.m. at the Anoka County Wargo Nature Center. SRF will notify the public by sending
postcards to the mait1iSt: -- - __Om
These meeting minutes were prepared by SRF Consulting Group, Inc. If you have any comments,
clarifications or revisions, please contact Jim Dvorak at 763-475-0010.'
JRDlbls
Attachment
H:lProjecl8l4994\Hl-MUIDOCIPMlV'MT mlnulesll-1-04.doc
NAME
. Lyndon Robjent
X Doug Fischer
X Kate Garwood
X Nick Eoloff
Karen Blaska
X Kirsten Olson
X Lance Bernard
X Mike Kelly
Carl Ohm
Ann Braden
Beth Neuendorf
Frank Patko
Linda Heath
Kim Moore-Sykes
X Mike Grochala
Bill Lohr
Elizabeth Mursko
David Graeber
X Jim Dvorak
Beth Bartz
Steve Wilson
X Nathen Will
X Courtnay Bot
X Paul Patzer
'== --
SIGN UP SHEET
CSAH 14 1-35W TO 1-35E
PROJECT MANAGEMENT TEAM MEETING
November 4, 2004
AGENCY
Anoka County.
Anoka County
Anoka County
Anoka ~unty Parks Dept.
Anoka County Parks Dept.
Anoka County. .
Anoka County
Anoka County
Metropolitan Council
Metropolitan Council
MnlDOT
Mn/DOT
Mn/DOT
City of Centerville
City ofLino Lakes
FHWA
Town of Columbus
FHWA
SRF Consulting Group, Inc.
SRF Consulting Group, Inc.
SRF Consulting Group, Inc.
SRF Consulting Group, Inc.
SRF Consulting Group, Inc.
City of Centerville
~
PHONE NO. E-MAIL ADDRESS
763-862-4237 lyndon.robjent@co.anoka.mn.us
763:"862-4213 doug.fischer@co.anoka.mn.us
763-862-4230 kate.garwood@co.anoka.mn.us
763-767-2864 nick.eoloff@co.anoka.mn.us
763-767-2865 karen.blaska@co.anoka.mn.us
763-862-4223 kirsten.olson@co.anoka.mn.us
763-862-4219 lance.bernard@co.anoka.mn.us
763-323-5521 mike.kelly@co.anoka.mn.us
651-602-1719 carl.o' ....... etc.state.mn.us
651-602-1705 ann.braden@m.etc.state.mn.us
651-582-1579 beth.neuendorf@dot.state.mn.us
651-582-1481 ftank.patko@dot.state.mn.us
651-582-1310 linda.heath@dot.state.mn.us
651-429-3232 ksykes@centervillemn.com
651-982-2427 mgrochala@ci.lino-lakes.mn.us
651-291-6122 william.lobr@fhwa.dot.gov
651-464-3120 columbustownship@quest.net
651-291-6117 david.graeber@thwa.dot.gov
763-475-0010 jdvorak@srfconsulting.com
763.:.f75-ooI0 -- Dbartz@sfIconsultirig:COm
763-475-0010 swilson@srfconsulting.com
763-475-0010 nwill@srfconsulting.com
763-475-0010 cbOt@srfconsulting.com
651-429-4750 pp' -centervillemn.com
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H:\Projecl8\49941HI-MUIDOCIPMJV>Ml'minutesll-4-04.doc
SRF No. 00449942040
ANOKA COUNTY 'HIGHWAY DEPARTME"t"'.
CSAH 14 PROJECT MANAGEMENT TEAM MEETING
NOVEMBER 30,2004
_'r _
AGENDA
1. Meeting Minutes from'November 4,2004
2. Public Involvement
. Display materials for the December 9, 2004 Public Information Meeting
. Review Frequently Asked Questions (F AQ)
3. Layout Review
. 1-35E / CSAH 14 Interchange
.. CSAH 21 / CR 54 Geometry and Traffic
. "Downtown." Centerville
. Alignment between Lakes
. Alignment through the Park
. Bridge concepts
. Proposed City utility improvements
4. Schedule
. From Anne Ketz, 106 Group on 11/19/04, "The walkover portion of the archaeology survey is
complete; the historical contexts are currently being developed and' as of Wednesday 17th, our
contract (for Phase IB archaeology and Ph IT evaluation of the church and cemetery) is still
unsigned and with the county. This delay could jeopardize the completion of the archaeology
field work this year. It really depends what happens ~th the weather in the next2 weeks."
. Postcards for next public information meeting went in mail on November 23.
. EA schedule including delivery of a draft to Anoka County.
5. Contract , ,
. Cultural Resources; MiJ/D()T CRU
a. Status of the lIistorica1 and Archaeological Work-Is contract signed between CRU and
Moka County yet!
6. Next Steps
. PMT meeting schedule
. Public Information Meeting - December 9, 2004 at 5:00 p.m. to 7:00 p.m., Anoka County
Wargo Nature Center
SIGN UP SHEET
CSAH 14 1-35W TO 1-35E
'PROJECT MANAGEMENT TEAM MEETING
November 30, 2004
NAME AGENCY PHONE NO. E-MAIL ADPRESS
Lyndon Robjent Anoka County 763-862-4237 lyndon.robjent@co.anoka.m.n.us
Doug Fischer Anoka County 763-~62-4213 doug.fischer@co.anokamn us
Kate Garwood Anoka County 763-862-4230. kate.garwood@co.anolai.mn.us
Nick Eoloff Anoka County Parks Dept 763-767-2864 nick.eoloff@co.anoka.m.n.us
Karen Blaska Anoka County Parks Dept 763-767-2865 karen.b1aska@co.anoka.m.n.us
Kirsten Olson Anoka County . 763-862-4223 kirsten.olson@co.anoka.mn us
Lance Bernard Anoka County 763-862-4219 lance.bernard@co.anoka.mn.us
Mike Kelly Anoka County 763-323-5521 mike.kelly@~.anoka.m.n.us
Carl Ohm Metropolitan Council 651-602-1719 carl.ohm@metc.state.mn.us
Ann Braden Metropolitan Council 651-602-1705 ann.braden@metc.state.mn.us
Beth Neuendorf Mn/DOT 651-582-1579 betb.neuendorf@dotstate.mn.us
Frank Patko Mn/DOT 651-582-1481 frank.pafko@dotstate.mn.us
Linda Heath Mn/DOT 651-582-1310 linda.heath@dotstate.m.n.us
Paul Palzer City of Centerville 651-429-4750 ppa1zer@centervil1emn.com
Mike Grochala City ofLinoLakes 651-982-2427 mgrochala@ci.lino-lakes.mn.us
Bill Lohr FHWA 651-291-6122 william.lohr@fhwa.dotgov
Elizabeth Mursko Town of Columbus 651-464-3120 columbustownship@quest.net
David Graeber FHWA 651-291-6117 davidgraeber@thwadotgov
Jim Dvorak SRF Consulting Group, Inc. 763-475-0010 jdvorak@srfconsulting.com
Beth Bartz SRF Consulting Group, Inc. 763-475-0010 bbartz@srfconsulting.com
Steve Wilson SRF Consulting Group, Inc. 763-475-0010 swilso ~ - nsulting
. co .com
Nathoo Will SRF Consulting Group, Inc. 763-475-0010 nwill@srfconsulting.com
Courtnay Bot SRF Consulting Group, Inc. 763-475-0010 cbot@srfconsultiDg.com
SRF. Jl'ol3lH1PrqJecl8\49941H1-MU\DocIPM1Wgendal1-30-04.doc
Goetz Landscape Incorporated
Total Landscaping Solutions
Voice: 651-426-2136
Fax: 651-426-2451
2030 Main Street
Centervflle. MN 55038
unvw.gardening-Iandscaping.com
Centerville City Council
1880 Main Street
Centerville, MN 55038
RECEIVED
I..~~ j 5 2004
December 11, 2004
To Whom It May Concern:
I'm writing this letter to express my thoughts regarding the proposed expansion of
County Road 14 (Main Street), from Interstate 35 East to 135 West. The area of concern
is from the 135 E off ramp to 20th Avenue South. There are many relatively new and up
coming businesses that have invested heavily in land, buildings, and their businesses.
Business owners have recognized this key location as it provides access to the Interstate
and to surrounding towns. Easy access to these businesses is critical, if they are to
continue to be profitable, and contribute to our community. The concrete median as
proposed within the expansion will not allow the necessary access into our businesses
from either direction and sigriificantly impact our ability to exist.
For example, at Goetz Landscape & Garden Center, located at 2030 Main Street Here is
my conservative estimate of how the median will impact my businesses.
.. '.500A. or more decrease in garden center sales, because of limiting our entrance
. access to one-way traffic. Conservative projection loss of$150,000.00 per year.
. Annual increase in freight and trucking costs by at least $11,400.
. Loss oflandscape and lawn crew efficiency by $19,380.00 per year.
. Inability to sell my businesses, or greatly decreasing its value due to lower or
significantly reduced profits.
. Inability to sell my land and building, or greatly decreasing the value because of
poor access.
The reality is that the concrete median will significantly affect my businesses as well as
others in the immediate area, and cause both immediate and future losses of revenue.
I'm in complete support of the attached letter, which represents the joint interests of
business and landowners along County Road 14 from Centerville to 135E. I believe that a
"concrete free median" solution can be found so that the speed and flow of traffic can
meet everyone's objectives, and not severely impact the businesses on this street.
SinCerely,
. I .
~c-~..,....
. . "'\:)G'.'~"';"" '.... ...;.... . '.
0: '"
i ent
. .... ..
I,',
American Nursery &. l.andsc:apeAssociation* ANLA*MiimesotaNursery &. J.andscape~on*MNLA*Snow &. Ice Management Association*SIMA*
Landscape · Garden Center. Lawn & Landscape Management
Goetz Landscape Incorporated
Total Landscaping Solutions
Voice: 651-426-2136
Fax: 651-426-2451
2030 Main Street
Centervflle, MN 55038
www.gardenlng-landscapfng.com
Centerville City Council
1880 Main Street
Centerville, MN 55038
To Whom It May Concern,
We the businesses and landowners along the proposed expansion of Anoka County Road
14 are united in our belief that the expansion can and will have great impact on our area.
In order to make cities of Centerville, Lino Lakes and Anoka County aware of our
concerns we have agreed on these major points of contention.
Improved ability to access and exit aU businesses and developable land along
County Road 14. The proposed median would greatly affect access to and from
business. There are many semis and other large vehicles that under the current proposal
will be required to perform a u-turn or go miles out of their way to reach their destination.
The median would also require many retail customers to perform a u-turn before they
could head in their desired direction. This would obviously have an adverse affect on
current and future business in the area as well as slow down traffic.
Speed and Doll' of trame along County Road 14 frolD Centerrille to 3SE should be
controlled. The traffic along this stretch of County Road 14 passes by an elementary
school and through commercial and residential areas. Speed should be limited for the
safety of all. Traffic also needs to be controlled with the use of stoplights, which would
create lapses in flow of traffic and allow greater access to 14 out of driveways and
businesses.
We believe that solving these two major issues would go a long way toward making the
expansion of County Road 14 safe and effective for all users. A possible solution to
these problems would be to reclassify the stretch of County Road 14 from Centerville to
35E, which would slow down traffic and eliminate the need for medians.
Sincerely, ~
~~.~
S.Goetz
ident
American Nursery & Landscape Association* ANLA*Minnesota Nursery & Landscape Association*MNLA*Snow & Ice Management Association*SIMA*
Landscape · Garden Center. Lawn & Landscape Management